The URL can be used to link to this page

Home My WebLink About2023 Emrald Towns Aliance-ShrimpFest2023 Proposal Checklist for Tourism Promotion ActiXq*VED Event Name, if different: ShrimpFest 2023 Proposed Contract Amount: RUM OCT 13 ZOR lEt 1=ERSON COUNTY COMMISSIONERS Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals will not be considered by the Jefferson County LTAC. To be eligible for consideration, your application must be signed, dated, and include the following items In the listed order. Check each item submitted: ✓ Signed and Dated Proposal Summary Sheet •,% Section 1 - Itemized list of proposed services and estimated costs. Section 2 - Proposal Questions. Section 3 - Proposed 2023 promotion, facility, event or activity budget. ✓ — Section 3 — 2022 budget and year-to-date income and expense statement(s) ✓— Section 3 - List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. -./_ Section 3 - Optional work samples such as season brochures, promotional materials. reviews, news/magazine articles, etc. (maximum of 5 separate pieces) To be considered, a fully completed and signed original application with supporting documents must be received and date stamped at the Jefferson County Administrator's Office, 1820 Jefferson Street, P.O. Box 1220, Port Townsend, WA 98368 by October 15. 2022. Courthouse is closed Saturday Documents submitted to the County are public records, potentially eligible for release. 2023 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: October 15, 2022 at 4.30 pm (received, not postmarked) Courthouse is closed Saturday Address To: Jefferson County Lodging Tax Advisory Committee Mailing Address: P.O. Box 1220, Port Townsend WA 98368 Delivery Address: Jefferson County, County Administrator's Office, 1820 Jefferson Street, Port Townsend, WA 98368 Email Address: afmckniaht61cc jerte 5,or era us Please type (10 point or larger) or legibly print in ink. To be considered: all questions must be answered; all requested documents provided; this form must be signed and dated. Organization Name Emerald Towns Alliance Organization Address PO Box 323, Brinnon. WA 98320 Contact Name Belinda Graham President Contact Address PO Box 323, Brinnyn. WA 98320 Day Phone 360-640-2354 Evening or Cell Phone (same) E-Mail Address hoodcanallivingAg,mail.com Facility/Event (if applicable) )�-,lvik's Farm Field Total Lodging Tax Request: $23,7550 Estiriated 2023 org, operating budget (Incl. Lodging Tax funds) $:100,750 ShrimpFest Budget If asking for funds for a speific event, list other cash funding sources and dollar amounts budgeted for this project. Note This section is only due for specific event and festival funding requests. Total Project Revenue Budget Dollar Amount Emerald Towns Alliance $30,000 Vendors $ 5,000 Gate $50,000 Shrimp Sales $27,000 Merchandise $ 5,000 Total $77,000 Did yctur organization receive Lodging Tax Funds from the County in 2022? X yes no I understand that if my organization "s proposal for tourism promotion activities is approved by the County that my organization will enter into a contract with the County to provide the contracted services up to the maximum contract amount I understand that the proposal herein is a public record potentially eligible for public release Sign Name: Date: 1 Print Name and Title: 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Emerald Towns Alliance (ShrimpFest) In the following space or on a separate sheet of paper, please specify each proposed tourism promotion, facility, event or activity, including quantities and costs (see examples at bottom of page). ShrimpFest 2023 LTAC Proposal Itemized Request • Ads/Marketing (print/online ads/social media to reach audiences in the greater Seattle and Portland area) $ 5,000.00 • 15-Folding Picnic Tables @$250.00 incl tax/shipping $ 3,750.00 • Entertainment (live music/kid zone activities) $ 5,000.00 • Shrimp Wholesale Premium Cost $ 7,000.00 • Event Rental Cost (Tent, Chairs, Restrooms) $ 3,000.00 TOTAL $23,750.00 Examples of how to list your proposed tourism promotion services or event (please be as specific AS POSSIBLE about the services, quantities, the tourism market, distribution method, and cost): 10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham, April - June 2018............ $1,835 The rack cards will promote an event/hotel/restaurant promotional package. Design and printing............................................................................. $1,250 Distribution by XYZ Company............................................................... $ 500 5 hours of staff time at $17.00 per hour to write copy, edit and proof the cards ...... $ 85 1/3 page black and white event promotional advertisement in XYZ Magazine, July 2018 edition........ $1,500 XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad will be part of a full -page advertisement being coordinated by the VCB. XYZ Magazine will match the value of the advertisement with a feature article on Jefferson County and the event in the same edition. 2. Proposal Questions Please confine your answers to no more than one page for each question. 1. Tell us about your promotion, facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, facility, event or activity including its purpose, history, etc.), and describe your organization's track record, In 1993, ShrimpFest was started by a small group of community volunteers as a local celebration of the Hood Canal Spotted Shrimp. It was initially held in downtown Brinnon, but as the festival has grown over the years, it has been relocated several times before landing at its current location, Yelvik's Farm Field Yelvik's Farm Field is conveniently located on Highway 101, with easy camping options at Cove RV Park and Yelvik's campground making it an ideal weekend getaway for the entire family. The festival is known for its fresh -frozen shrimp sale. In 2022, over 1,700 pounds of shrimp were processed and frozen for sale at the festival. Despite being the largest quantity of shrimp available at the festival to date, it quickly sold out. ShrimpFest attendance is composed of local, and regional (greater Seattle area) visitors, as well as, visitors from out of state - mainly the greater Portland area. Peak ShrimpFest attendance topped 10,000 visitors. However, due to Covid-19, the event was canceled in 2020 and 2021, so current marketing efforts are focused on recapturing attendees. Marketing efforts will include on-line, social media. and print ads that target an audience within a 3-hour drive. Marketing highlights all the festival has to offer: shrimp sales, live music, kid's crafts, as well as food and specialty vendors. The return of ShrimpFest in 2022 was met with excitement by both attendees, vendors and over 85 volunteers. Despite rainy weather, paid attendance was 3,285, with over 5,000 in total, with even more attendees expected in 2023. 2. If this is a continuing promotion, facility or event, how is it different than in the past? With the return of ShrimpFest in 2099, efforts were made to create an environment for visitors to relax and enjoy while being mindful of the Covid-19 protocols. A large 40x40 ft. tent was added to the festival grounds, which provided visitors with shade when the sun was out, and shelter from the rain. This tent sheltered the entertainment and equipment, allowing the music to continue despite the weather and creating an inviting space for guests to stay longer, In 2023 ShrimpFest will bring back the tent and provide even more live entertainment for the whole family The goal in 2023 is to add 15 picnic tables where families can eat and relax for a longer portion of the day. ShrimpFest 2023 also aims to provide an equal or greater amount of shrimp for sale as compared to 2022 Shrimp costs are predicted to nearly double in the next year and without assistance the festival will not be able to afford to sell shrimp. Other recent changes to ShrimpFest include the growth of the presiding committee board (Emerald Town's Alliance) encompassing a more diversified demographic. New board members have introduced online ticket sales through Eventbrite, updated advertisement graphics, and increased social media presence Community interest has also grown with an increased number of volunteers involved in both planning and executing the event. I Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: May 27 & 28, 2023 b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2023): February — May 2023, As an annual event, ShrimpFest has many repeat visitors and vendors from near and far. ShrimpFest's website and Facebook page are active and regularly updated, keeping visitors informed and excited for the yearly festival c) Target Audience: Families looking for a weekend get -away within a 3 to 4 hour drive. d) Promotion methods you intend to use to reach the target audience: On-line ads, social media, magazines. newspapers, free TV and radio (Attached is a sample of last year's program) In 2023, the marketing team is exploring new outlets such as: The Stranger, KNKX, Crosscul ads, and KPTZ. The team is contacting ferry systems, including the Blackball, to determine if ads are within our reach. Also, under consideration for our market campaign are My City Scene and Eventbrite. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. The ShrimpFest website (Brinnonshrimpfest.org), as well as the vendor application provides information and links to local accommodations. As the event approaches the ShrimpFest Facebook Page will also promote local attractions and lodging. Marketing also highlights the array of entertainment offered each day of the event, giving visitors a reason to purchase a two-day pass. f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: ShrimpFest collaborates with various organizations at different levels. The Sheriff and Fire Department have booths at the festival for community outreach. Local non -profits also have booths and provide volunteer services. The Brinnon Food Bank volunteers with the shrimp processing. The VFW organizes banners and s,gnage, and provides the adult beverage booth. Production Alliance is contracted to provide the stage and tent. The Quilcene Loins' volunteers assisted both days of the festival. 4. How will you measure the effectiveness of your promotion, facility, event or activity? Also, describe how you will document and report to the County the economic impact from your event/facility. (State law requires the County to report annually to the State Department of Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) Background information from 2022: The analytics from our Facebook page shows 2,411 likes with women comprising 70% of our audience. The top three cities with audiences liking our Page are Brinnon, Seattle, and Bremerton. The top ten cities with audiences liking our Page (including the 3 above) comprise 30% of our audience. These 10 cities are all located within 2.5 hours of Brinnon. Therefore, the remaining 70% are located for the most part outside of 2.5 hour driving distance where people are most likely to stay overnight. Volunteers took over 100 surveys on -site and the majority of the visitors were local. However, numbers may have been skewed because the volunteers tended to survey friends and family. In speaking with local campground operators (Hjelvik, Cove RV, Seal Rock; and Dosewallips) their facilities were full the entire weekend for which they credit the ShrimpFest festival. Going forward, ShrimpFest will track attendance each year, so yearly comparisons can be made. In 2023 survey questions will be added to the Eventbrite ticket purchase process asking where visitors are coming from,. as well as if they are staying at local lodging for the weekend. 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.) Actual or estimated number of tourists at your event/facility last year (2022): The festival had 3,285 paid attendance with over 5,000 in total attendance. Children under 12 and active military are free. b.) Estimated number of tourists who will attend your eventifacility this year (2023): Paid attendance 6,000+ c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists who will stay overnight in Jefferson County -based lodging establishments; economic impact for Jefferson County restaurants, community facilities, amenities, events, and businesses). At least 1,000 people will be from out of town staying for the weekend. This estimate does not include the people who live in the area or have vacation homes and will be hosting their friends and family at local restaurants and supermarkets and other local attractions. 6. Describe your organization's area of expertise. Do you provide a unique service? ShrimpFest is Brinnon's largest event of the year and the primary fundraiser for local non-profit Emerald Town's Alliance (ETA). A number of our board members have extensive knowledge in producing events. ETA provides funding to assist local nonprofits, the local fire department; and schools who provide valued services to the Brinnon and Quilcene communities. 3. Background Information about Your Organization Attach the following items to your proposal in the order listed: (Note: To be considered by the Committee, all of the listed information must be included with your proposal.) Attachments: -- Proposed 2023 promotion, facility, event or activity budget including income and expenses. — 2022 Budget and Actual income and expense year to date statement(s) -- List of names and addresses of the organization's Board of Directors as of the date the proposal is filed. Also, if the proposal is for the marketing of an event and there is a chairperson for the event (either volunteer or paid), list that individual's name, address and phone number. -- If you desire, you may provide samples of promotion materials such as brochures or promotional materials (maximum of five). Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by checking the Washington Secretary of State's on-line corporation records. Emerald Towns Alliance 2023 Budget INCOME APPROVED ACTUAL ShrimpFest $30.000.00 Reserves $30 000 00 Miscellance Donation/Grants $240 00 Totals $60,240.00 OPERATING EXPENSE Stamps $50.00 PO Box Rent $100.00 Community Center Rent $250,00 Website Domain Name & Hostir $265.00 Insurance $500.00 Chamber of Commerce Dues $50.00 State Non -Profit Application $10.00 Bank Fees $15.00 Programs $2,000.00 Donations to Charities $5,000.00 Shrimpfest $30,000.00 Special Projects (Portable Kitch- $20,000 00 Miscellanous $2,000.00 Totals $60,240.00 10/ 1212022 0 2023 ShrimpFest Budget 2019 2022 2022 2023 ACTUALS BUDGET ACTUALS BUDGET REVENUE Sponsors $4,046 $4,000 $5.711 OMO Vendors $7,295 $8,500 $4,950 $5 000 Gate Paid (3500 @ 10 increase 2023) $17,155 $20.000 $16.426 $35 000 Merchandise Sales Shrimp 1,200lbs $14,025 $18,000 $27,000 $27 000 Shirts/mugs/necklaces/etc 1,000 $2.709 $1000 $3,426 $5 000 Sand Belter Race Entry Fee $120 $0 s0 s0 ATM transaction fee S134 $50 $0 s0 LTAC Grant $14,600 $14,500 $23.750 Subtotal $OoM i'68,m $72,M2 $100,760 EXPENDITURES Administration Postage $11 $25 s0 $25 Storage Units $600 $600 $600 $1,200 Storage Unit $1,200 $1,200 $1.200 $1.200 Banking Fees $20 $50 s0 s0 Square Fee $391 $520 S296 Logistics JC Event Permit s0 $0 $0 $0 JC Shr Sales Permit $116 $116 $67 $67 State HWY Sign Permit s0 s0 $0 $0 Event Insurance $1,085 $1,500 $608 Water Tank (Randy's Got Water) $1,200 $2.000 $1,500 $1 500 Port -a -lets (Good Man) $2,072 $2,200 $1,730 $2,600 Portable wash trailer $500 $500 $500 $500 Straw for seating $599 $700 $734 $0 Signage $354 $200 s0 $500 Hwy Signs $545 $545 $525 s600 BMI Fee (music) $250 $250 $0 $250 Security Guard $903 $1,500 $1,058 $1 500 Site Rental $1.500 $2,500 $3,000 $3,000 Pinic Tables (Purchase) $122 $100 $0 $3,760 Electrictral boxes/cords (Rental) $205 s0 $0 s0 Murrays Disposal Co. $155 $200 $81 $500 Mason County PUD #1 $134 $150 $67 $250 10/12/2022 1 Square Reader and dock Durable Cable Ramp Protective Cover 2 Electrical spider boxes/cords Website Design Rentals (ChairstTenVEtc) Ads/Marketing Print Radio Web Posters/Fliers Entertainment Music Sound Kids Zone Ertl Insurance Shrimp Processing Shrimp Shrimp Premimun Cost Processing Supplies Merchandise T-Shirts Shrimp Necklaces Refrigerator Magnets Volunteers Misc Snacks Thank you BBQ Sponsors Banners 300 Misc 200 Total Income 10/ 12/2022 $500 $292 $0 $2,000 $2,201 $0 $1,500 $979 $0 $3.000 $1,754 $200 $3,000 $4 800 $720 $1000 $3,885 $4,000 $0 $0 $0 $0 $2,803 $5,000 $695 $1,000 $327 $500 $113 $200 $2,000 $4,024 $5,000 $2,600 $4,000 $1,000 $1,000 $1,800 $3000 $315 $1.000 $199 $1,000 $256 $0 $68 $0 $8,904 14,000 $14,838 $15 000 $0 $0 $0 $7,000 $158 $155 $390 $500 $3,000 S5 000 $655 $1,773 $214 $163 $100 $0 $500 $1 000 $93 $186 $250 $1 000 $100 S" $31,818 $54,201 $44,471 37u Oat $13,666 1,89 $ $30,708 Emerald Towns Alliance/ShrimpFest Profit and Loss January 1 - October 13, 2022 TOTAL ncome Assets released tr restrictions 1,495.00 Contritlutions 19,403.37 Festivi l Income Gate Admission Collected 14,705.00 Merchandise 33,235.46 Vendor Booth Revenue 4,760.00 Total Festival Income 52,700.46 Unapplied Cash Payment Income 90.00 Total Income $73,888.83 GROSS PROFIT $73,888.83 Expenses Advertisement/Promo 5,682.04 Website 2,091.85 Total AdvertisemenUPromo 7,773.89 Contrai:t Labor 1,057.50 Dues/Fees 70.00 Entertainment 4,464,00 Equipment Rental 622.22 Festival Equipment 3,734.71 1 ns u rarice Direc ti, Offic 608.00 Liability 781.00 Total Insurance 1,309.00 Kids Zone Supplies 235.32 Merchandise -5.00 Necklaces 162.65 Spot Shrimp 15,680.00 Tshirts 1,772.92 Total Merchandise 17,610.57 Miscellan Expense 428.70 Office/Admin 159.42 Permit:: 67.00 Programs 250.00 Rental - Location Venue 2,000.00 Rental • Storage Space 1,560.00 Services Sanitation 1,769.82 Water 1.500.00 Total Services 309•82 Supplies/Materials 791.48 Support Services Volunteer Dinner 319.24 Cash Basis Thursday, October 13.. 2022 0115 PM GMT-07 00 112 TOTAL Total Support Servloes 31924 T ravel 125.00 Uncategonzed Expenses 10.00 Utilities Garbace 81.47 Power 17548 Total UtllltkW 256.95 Total Eypmeas $46,194.82 NET OPERATING INCOME $27,404.01 Other Income Interest income 1.75 Total Other Income $1.75 NET OTh ER INCOME $1.75 NET INCOME $27,485.70 Cash Basis Thursday, October 13, 2072 01 35 PM GMT.07 00 217 Emerald Towns Alliance 2022-2023 Board of Directors Belinda Graham, President Penny Coyner, Vice -President Carole Danielson, Treasurer/Register Pam Barnet, Secretary Holly Erickson, Member Chance Horton, Member Eryn Smith, Member Katherine O'Leary -Cole, Member Belinda Graham, ShrimpFest 2023 Chair Contact: 360-W-2354 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 PO Box 323, Brinnon, WA 98320 ShrimpFeat Marketing Budget Possible Marketing Outlets Under Consideration Port Townsend Leader Washingson State Tourism Kitsap Sun Vi3dor Magazine, tracing the Fjord WFEA Events Calendar Printed Olympic Culinary Loop Everette Daily Herald Seattle Dining Online Sound Publishing / Peninsula Daily Portland Monthly - Tripster (Weekend South Sound Magazine Edible Seattle The Stranger K14KX Crosscut KPTZ Local Billboards Last minute opportunities TOTAL 2M $10,000 10/ 12/21 CO PM Shrimplvil 2022 Iltmer,png A Nron tm Pf tk,wlty M 111MIaz" '32-1 Tile . 717111 I'amwo Ikmmifv i J"Minsum EASANT HARSOP SS TOTE RA DIVE WWkidermere .— ..Wqo,Al~ A v newomefcan