HomeMy WebLinkAboutEmerald Towns Alliance (Fjord Fest) $35,000 RECEIVED
SEP 1 1 2023
JEFFERSON COUNTY
COMMISSIONERS
2024 Proposal Checklist for Tourism Promotion Activities
Organization Name Emerald Towns Alliance
Event Name, if different Hood Canal Fjord Fest (formally ShnmpFest)
Proposed Contract Amount: $ 35,000
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:
I Signed and Dated Proposal Summary Sheet
✓ Section 1 - Itemized list of proposed services and estimated costs.
V/ Section 2 - Proposal Questions.
Section 3 - Proposed 2024 promotion. facility, event or activity budget.
V Section 3 — 2023 budget and year-to-date income and expense statement(s).
v' 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 MONDAY SEPTEMBER 1 1 2023.
Documents submitted to the County are public records, potentially eligible for release.
RECEIVED
SEP 1 1 2023
2024 Proposal Checklist for Tourism Promotion ActivitietiV=N7
Proposal Deadline: MONDAY SEPTEMBER 11 2023 at 4 30 pm (received not postmarked)
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
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Email Address: afm: ,!J'-<, Na
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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
Organization Address PO Box 323
Contact Name Belinda J Graham
Contact Address PO Box 323
Day Phone 360-640-2354 Evening or Cell Phone 360-640-2354
E-Mail Address hoodcanailiving r@gmaii.com
Facility/Event (if applicable) Yelvick's Farm Field
Total Lodging Tax Request: $: 35,000
Estimated 2024 org, operating
budget (Incl. Lodging Tax funds) $: 75,000
If asking for funds for a specific Dollar Amount
event, list other cash funding
sources and dollar amounts Emerald Towsn $30,000
budgeted for this project. vendors $ 7,000
Note: This section is only due for Gate $27,000
specific event and festival _Mercandise $ 5,000
funding requests. $
Total Project Revenue Budget $ 72,0o0
Did your organization receive Lodging Tax Funds from the County in 2023? 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 1 understand that the proposal herein is a public record potentially eligible for public release
Sign Name: 41 ( , '�_ Date: 1 - Sr- c)-3
Print Name and Title Belinda J Graham, Emerald Towns Alliance President
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Emerald Towns Alliance (Hood Canal Fjord Fest)
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)
Hood Canal Fjord Fest 2024 LTAC Itemized Request
- Marketing/Advertising (print/on-line/radio) $ 10.000
- Entertainment (Music/Grounds) $ 10.000
- Rentals-Tents/Chairs/Parking Signs/Potable Water/etc $ 10.000
-Vendor on-line program $ 2.500
- Eletrical cable and boxes $ 2.500
- Other miscellance items that futher enhance the event $ if remaining funds
Total $ 35.000
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.
Fjord Fest (originally ShrimpFest) is the largest event in South County and is held
Memorial Day weekend. This festival has opened tourist season in our community for
the past 30 years. The Covid-19 pandemic hit tourism and festivals hard and we
continue to recover. As part of the recovery, and to survive, sustain, and poise our
festival for future growth the Board had to make and continues to make tough decisions
in 2023.
First, making the decision not to sell shrimp (which was made for us because it was not
available then cost prohibitive). Second, we rebranded from ShrimpFest to Fjord Fest.
These two went hand in hand, because of the availability of shrimp going forward is
uncertain coupled with increased cost. Shrimp sales historically were a huge draw to the
festival, so we had to be creative in how to draw attendance without our main attraction
and revenue generator.
In 2023 and going forward, the Board determined the need to focus on attractions and
entertainment to draw attendees beyond the region. In 2023, we expanded the number
of bands and going forward we plan to continue this theme. Ideally, we will draw from
local and statewide talent with a following.
The third and toughest decision, was to increase the entry price from $5 to $10.
However, there was not much option without the shrimp sales revenue. With these
changes we came close to maintain our 2022 attendance level and position ourselves to
grow in 2024.
We conducted exit surveys of festival goers and held a debrief meeting with volunteers
to develop our 2024 growth strategy. Top responses, people want more seafood
diversity, more information on the bands in advance to better plan which day to attend,
and enhanced messaging on what the festival has to offer (vendors, children's activities,
etc.)
Many of our visitors are from the greater Seattle, Tacoma, and Portland areas. The
Board believes by focusing on these markets in 2024 and enhancing the overall festival
experience for adults and families alike we can drive tourism to Jefferson County. The
Boards ideally would like Fjord Fest to continue to be the economic driver for South
County Memorial Day weekend. Enhancing business opportunities for our local RV
parks, vacation rental, restaurants, and shops.
This year, the Board is requesting more assistance than in the past because of the loss
of the shrimp sales revenue. Without the revenue from the shrimp sales, we do not have
the seed money to continue funding the festival in future years. Additional funds are
needed in 2024 to further the rebranding efforts and to create a sustainable event going
forward. It is the Board intent with the 2024 adjustments less financial support will be
needed in future years.
2. If this is a continuing promotion, facility, or event, how is it different than in
past?
Historically, this event has focused on the sale of hood canal spotted shrimp. Last year,
was the first-year shrimp was not offered for sale. This was because initially it was not
available and then cost prohibitive. That being said, the Board working hand-in-hand
with community volunteers made several bold moves as stated in question #1 .
The rebranding to Fjord Fest takes the festival from being singularly focused on shrimp
to expanding to all areas South County has to offer. This takes us from the mountains to
the sea for all that is edible and harvested in both.
Over the next few years, the Board will focus on attracting additional foods vendors that
focus on seafood and foods that might be sourced in our local region (ex. mushrooms).
In addition to this, as stated above, we will enhance the entertainment. The
entertainment will be expanded to include grounds (clown/magician/etc.) and children's
entertainment in addition to musical entertainment.
3. Describe how you intend to market/promote your promotion, facility, event, or
activity to potential tourist who reside outside Jefferson County.
a) If an event, the date of the event: May 25 & 26, 2024.
b) The timeline for the tourism promotion activity you are proposing (e.g. May
through July, 2024) Website and FB page is year-around. However, this year
we will start gearing up with vendors outreach in November. Many of our vendors
our from out of the area so are likely to book their accommodations early. Then
January — May 2023 for main festival marketing which includes; website, FB,
print, and radio.
c) Target Audience: People of all ages (great event for families or groups of
friends), promotions with LTAC funds will be outside the region and State
(Portland). Main promotion will be the distance of a 2 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.
e) Describe how you will promote overnight stays at Jefferson County lodging
establishments. The website list places to stay in Jefferson County, as well as,
the vendor application provides information and links to local accommodations.
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: Fjord Fest collaborates with various organizations
at different levels. The Sheriff and Fire Department are provided space at the
festival for community outreach. Local non-profits also have booths and provide
volunteer services. Production Alliance is contracted to provide the stage and
tent. The volunteers from Brinnon Food Bank and the Quilcene Lions assist both
days of the festival.
4. How will you measure the effectiveness of your promotion, facility, event, or
activity? (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 2023:
In surveying 80 festival goers, the following was identified:
Of those surveyed over 30% traveled 50 miles or more and less than 3% where from
another State.
Over 65% stayed at a campground, motel, or vacation rental with approximately 35% of
those surveyed stay 2 or 3 nights.
We plan to do the same survey next year. However, we would like to double the amount
of survey conducted if the volunteers are available.
In addition, we obtained baseline data from Facebook that will assist in tracking and
measuring going forward:
The date obtained is from 1/1/23-5/31/23:
Number of accounts reached: 106,994
Current Likes: 2,711 (211 new Likes during this period)
Current Followers: 2887
Women: 70.5% Men: 29/5%
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 (2023): 4,033
b.) Estimated number of tourists who will attend your event/facility this year (2024):
5,000+
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).
This event will bring at least 1,000 people from out-of-town spending at least 2 nights.
Based on each person spending an average $250 on lodging, restaurants, and with
other businesses the economic impact in Jefferson County is approximately $250,000.
6. Describe your organizations' area of expertise. Do you provide a unique
service?
For the past three decades, Emerald Towns Alliance has hosted our community's
largest festival. Fjord Fest brings in over a thousand visitors to kick start our tourist
season. This event provides businesses with much needed customers after a long
winter season which is a slow time for many businesses. The event also gives back to
the community's non-profits in need of additional funding.
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 2024 promotion, facility, event or activity budget including income and expenses.
— 2023 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.
2024 Hood Canal Fjord Fest Budget
2022 2023 2023 2024
ACTUALS BUDGET ACTUALS BUDGET
REVENUE
Sponsors $5.711 $5.000 $11 ,495 $8,000
Vendors $4,950 $5,000 $7,220 $8,000
Gate Paid (3500 @ 10 increase : $16,425 $35,000 $27,061 $27.000
Merchandise Sales
Shrimp 1 ,200Ibs $27,000 $27,000 $0 $0
Shirts/mugs/necklaces/etc 1,00 $3,426 $5.000 $2,831 $5,000
Kids Zone $0 $0 $150 $0
ATM transaction fee $0 $0 $0 $0
LTAC Grant $14.500 $14,500 $14,500 $0
Subtotal $72,012 $91,500 $63,257 $48,000
EXPENDITURES
Administration
Community Center Rental $0 $25 $225 $300
Storage Unit $600 $1,200 $1,200 $780
Storage Unit $1,200 $1,200 $1,200 $780
Banking Fees $0 $0 $0 $0
Square Fee $296 $325 $500
Everbright Fee $780 $1,000
Logistics $0 $0 $0 $0
JC Event Permit $67 $67 $0 $0
JC Shr Sales Permit $0 $0 $0 $0
State HWY Sign Permit $0 $0 $0 $0
Event Insurance $608 $437 $1 .500
Water Tank (Randy's Got Water $1,500 $1,500 $1,500 $1,500
Port a-lets (Good Man) $1,730 $2,500 $1,944 $2,500
Portable wash trailer $500 $500 $500 $500
Straw for seating $734 $0 $817 $1,000
Signage $0 $500 $970 $1,000
Hwy Signs $525 $600 $1,091 $1,091
BMI Fee (music) $0 $250 $0 $0
9/7/2023 1
Security Guard $1,058 $1,500 $1.500 $1,500
Site Rental $3,000 $3,000 $3,000 $3,000
Pinic Tables/Ticket Booth EZUF $0 $3,750 $5,985 $0
Electrictral boxes/cords (Rental $0 $0 $0 $0
Murrays Disposal Co. $81 $500 $241 $400
Mason County PUD #1 $67 $250 $50 $100
Square Reader and dock $292 $0 $0 $0
Durable Cable Ramp Protective $2,201 $0 $0 $0
2 Electrical spider boxes/cords $979 $0 $0 $0
Website Design $1.754 $200 $0 $0
Rentals (Chairs/Tent/Etc) $3,000 $1,800 $1,800
Ads/Marketing $4,800 $4,800
Print $3,885 $4,000 $2,405 $2,405
Radio $0 $0 $0 $0
Web $695 $1,000 $6,501 $5,000
Posters/Fliers $113 $200 $111 $111
Entertainment $2,000 $1,000
Music $2,600 $4,000 $4,000 $5,000
Sound $1.800 $3,000 $3,000 $3,000
Kids Zone $199 $1,000 $698 $500
Shrimp Processing
Shrimp $14.838 $15,000 $0 $0
Shrimp Premimun Cost $0 $7,000 $0 $0
Processing Supplies $390 $500 $0 $0
Merchandise $5,000 $3,500 $5.000
T-Shirts $1.773 $0 $0
Shrimp Necklaces $163 $0 $0
Refrigerator Magnets $0 $0
Volunteers $1.000
Misc.
Snacks $125 $150
Thank you BBQ $204 $300
Sponsors $1,000 $500
Banners 300 $756 $339 $400
Gift Bags $472 $600
Total $44,403 $70.042 $51,219 $41,717
Income $27,609 $21,458 $12,038 $6,283
9/7/2023 2
2024 Emerald Towns Alliance
Budget
Operating Budget
Beginning Balance $75,000
Revenue
Donations $0
Fjord Fest $6,000
Fundraisers $0
Expenditure
Insurance $2,500
Grants/Donations $15,000
Fjord Fest $30,000
Programs $2,500
Community Portable Kitchen $30,000
Ending Balance/Reserves $1,000
II
Emerald Towns Alliance/Fjord Fest
Profit and Loss
October 1,2022-June 12, 2023
TOTAL
Income
Contributions/Sponsors 11,495.40
Festival Income
Gate Admission Collected 27,972.20
Kids Zone 151.00
Merchandise 2,871.97
Vendor Booth Revenue 6,794.12
Total Festival Income 37,789.29
Total Income $49,284.69
GROSS PROFIT $49,284.69
Expenses
Advertisement/Promo 7,349.55
Entertainment 6,200.00
Equipment Rental 2,891.00
Festival Equipment 7,171.69
Hjelvik Site Setup 61.01
Kids Zone Supplies 697.97
Merchandise 426.52
Tshirts 3,137.80
Total Merchandise 3,564.32
Permits 250.00
Rental-Location Venue 4,400.00
Rental-Storage Space 780.00
Services
Insurance 467.00
Sanitation 1,943.94
Security 1,200.00
Total Services 3,610.94
Support Services
Thank You's/Prizes 421 28
Total Support Services 421.28
Utilities
Power
-49.27
Total Utilities -49.27
Total Expenses $37,348.49
NET OPERATING INCOME $11,936.20
NET INCOME $11,936.20
Cash Basis Monday,June 12,2023 02:34 PM GMT-07:00 1/1
Emerald Towns Alliance
2023-2024 Board of Directors
Belinda Graham. President PO Box 323, Brinnon, WA 98320
Penny Coyner, Vice-President PO Box 323, Brinnon, WA 98320
Carole Danielson, Treasurer/Register PO Box 323, Brinnon, WA 98320
Pam Barnet, Secretary PO Box 323. Brinnon, WA 98320
Holly Erickson. Member PO Box 323; Brinnon, WA 98320
Chance Horton, Member PO Box 323, Brinnon, WA 98320
Eryn Smith, Member PO Box 323, Brinnon, WA 98320
Katherine O'Leary-Cole, Member PO Box 323, Brinnon, WA 98320
Belinda Graham, Fjord Fest 2023 Chair PO Box 323, Brinnon, WA 98320
Contact: 360-640-2354
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