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HomeMy WebLinkAboutQuimper Events Collective $19,000 RECEIVED SEP 11 2023 JEFFERSON COUNTY COMMISSIONERS 2024 Proposal Checklist for Tourism Promotion Activities Organization Name Quimper Events Collective Event Name, if different Proposed Contract Amount: $ 19,000 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: x Signed and Dated Proposal Summary Sheet x Section 1 - Itemized list of proposed services and estimated costs. x Section 2 - Proposal Questions. x Section 3 - Proposed 2024 promotion, facility, event or activity budget. x Section 3 — 2023 budget and year-to-date income and expense statement(s). X Section 3 - List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. x 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 11, 2023. Documents submitted to the County are public records, potentially eligible for release. 2024 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: MONDAY SEPTEMBER 11, 2023 at 4:30 pm (received, not postmarked) Address To: Jefferson County Lodging Tax Advisory Committee RECEIVED Mailing Address: P.O. Box 1220, Port Townsend WA 98368 Delivery Address: Jefferson County, County Administrator's Office, SEP 1 1 2023 1820 Jefferson Street, Port Townsend, WA 98368 Email Address: afmcknight(a�co.jefferson.wa.us 'COMMSSJN COUNTY 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 Quimper Events Collective Organization Address 310 24th Street Port Townsend WA 98368 Contact Name Alexis Arrabito, President Contact Address 310 24th Street Port Townsend WA 98368 Day Phone Evening or Cell Phone 360-774-0825 E-Mail Address quimpereventsco@gmail.com Facility/Event (if applicable) Total Lodging Tax Request: $: 19,000 Estimated 2024 org. operating budget (Incl. Lodging Tax funds) $: 23,792 If asking for funds for a specific Dollar Amount 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 $ Did your organization receive Lodging Tax Funds from the County in 2023? yes x 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: 94-444:2- 3W-‘, Date: September 11 , 2023 Print Name and Title: Jessie Short, QEC Secretary QUIMPER EVENTS COLLECTIVE 1. Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: Quimper Events Collective We are requesting funding to create a multi-venue wedding expo/tour in 2024 with the goal of showcase the beauty and versatility of the Quimper/Olympic Peninsula as a premier wedding and event destination while providing a platform for local creatives and event professionals to collaborate, network,and demonstrate their talents. Our proposed multi-site expo will feature diverse venues across our service area/county such as: ❖ Fort Worden- Port Townsend ❖ Northwest Maritime Center- Port Townsend ❖ Misty Clover Farm - Port Townsend/Discovery Bay ❖ The Resort at Port Ludlow- Port Ludlow ❖ Finnriver- Chimacum ❖ Worthington House- Quilcene And offer our members the opportunity to demonstrate their services through: ❖ Vendor Exhibitions:A curated selection of vendors, including florists, photographers, caterers, planners and more will showcase their services at each location. ❖ Workshops and Demonstrations: Makeup artists, hair stylists,wedding planners. ❖ Local Food&Beverage Tastings: Local restaurants,caterers,and bakeries will offer tastings of their wedding menu offerings. ❖ Interactive Installations and Photo Opportunities:Creative and Instagram-worthy installations throughout the event venues. Item Cost Seattle Wedding Show exhibition 20 x 10 booth $3,300 Kitsap Wedding Expo exhibition 10 x 20 double corner booth $850 Attend Wedding Expos to promote our location and venues to hold a destination wedding and the services of our members who are experienced event professionals and creatives all locally based in east Quimper Events Collective Jefferson (J County Lodging Tax Application 2023 Page 1 Jefferson County,which boosts our local economy. Vendors who choose to participate will buy-in to the co-op to offset some of the costs for their exposure. Print advertising-2 half page ads in Seattle region/VVashington $6,000 (Seattle Met, 1889,Washington Wedding Day or other publications). Advertising opportunities (digital or print) $6,000 Social media advertising $1,000 Ten hours of contracted design and review of materials at$25/hour $250 Collateral manufacturing costs $600 Event materials-swag, prizes,etc. $1,000 Total $i9,000 2. Proposal Questions 2.1. 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. The Quimper Events Collective is excited about the potential of holding a multi-venue wedding expo to bring attention to our beautiful peninsula, promote local businesses,and provide engaged couples with a one-of-a-kind experience as they plan their special day. Through this event,we aim to establish the Quimper Peninsula as the go-to wedding and event destination in Washington while fostering collaboration and growth within our local creative and event professional community. Through this expo we hope to create an immersive experience designed to attract tourists to Jefferson County and encourage them to stay for longer periods of time.This self-guided tour will allow engaged couples,event planners,and tourists the ability to explore the breathtaking beauty and diverse venues of the Quimper Peninsula. Participants receive a map and itinerary,which includes visiting handpicked venues, engaging with local vendors, and experiencing the area's scenic attractions. Purpose:This expo serves multiple purposes. It showcases the peninsula's stunning landscapes,versatile event spaces,and charming areas throughout our county, positioning Quimper Events Collective I Jefferson County Lodging Tax Application 2023—Page it as an appealing wedding and event destination.Simultaneously, it supports local businesses by driving foot traffic to venues,vendors, restaurants, and accommodations. Track Record of the Quimper Events Collective: QEC is a recently established non-profit organization (August 2023) with a deep dedication to building a strong and inclusive community of talented event professionals.Through regular networking events and continuing education opportunities,we foster meaningful connections,collaboration,and mutual support among our members,enhancing their skills and collectively elevating the local event industry. In the short amount of time,the QEC leadership has quickly developed from conception (April 2023)to Incorporation (August 2023). Utilizing the skills of our volunteer leadership team: • Drafted Articles of Incorporation,organization Bylaws and submit appropriate documentation to WA State SOS and IRS to establish non-profit corporation and 501(c)6 status, • Created a beautifully designed logo for the organization inclusive of our regions geographic areas • Built and launched a multi-faceted vibrant online platform that showcases our member profiles,event portfolios and success stories,effectively increasing visibility for our local community. • Held a membership drive: Less than one month after opening, 18 members (13 founding) with 60+contacts for upcoming outreach • Participation at THING: kickoff to showcase our organization and local talents with a beautifully decorated booth and cakewalk event. o Received 143 signups at the booth. Our track record demonstrates our commitment to both promoting the region and empowering local businesses,which makes us confident that a Quimper Peninsula Wedding Expo will be a successful and impactful initiative that attracts tourists and encourages them to extend their stay in Jefferson County. 2.2. If this is a continuing promotion, facility or event,how is it different than in the past? This is a new event and we are excited to use our skills and showcase our expertise. 2.3. 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: Quimper Events Collective l Jefferson County Lodging Tax Application 2023-- Page 3 Spring or fall of 2024.To be determined after reviewing other scheduled events in the area and the availability of venues. b)The timeline for the tourism promotion activity you are proposing(e.g. May through July, 2024) Would start promotion in early 2024 by attending other expo events with lead generation opportunities to invite to attend our event once dates have been set. Social media promotion and ticket sales would take place 3+ months prior to the event date. c)Target Audience Recently engaged couples,event planners and locals who may be interested in holding events at our local venues. d)Promotion methods you intend to use to reach the target audience. Geographic and demographic targeted social media campaigns.We also would attend other expos outside of the county to promote the event. To justify the necessity of a large portion of our funding to be allocated to marketing/advertising funds for our newly created expo and the primary reasons for this request are as follows: • Limited Brand Awareness:As a newly established event,our expo lacks the recognition and reputation that established events enjoy.Therefore,we need additional advertising resources to build and promote our brand in the market. • Competitive Landscape: In the highly competitive event industry, it's essential to stand out.Allocating extra funds to advertising will allow us to effectively compete for attendees' attention and ensure our event is on their radar. • Audience Reach:To achieve our attendance targets,we must reach a wide and diverse audience. Increased advertising will enable us to target various demographics and interest groups,expanding our reach beyond our initial network. • Educational Component: Given that our expo is new, potential attendees may require more information to understand its unique value proposition.Additional advertising funds will help us communicate the unique aspects of our event effectively. • Sponsorship Attraction:To secure sponsorships crucial for the event's success,we need to demonstrate a strong marketing plan. Excess advertising funds will allow us to showcase the promotional benefits sponsors will receive, making it more enticing for potential partners. Quimper Events Collective I Jefferson County Lodging Tax Application 2023— Page 4 • Long Term Sustainability: Building a successful expo takes time.Additional advertising investments now can help us establish a strong foundation for future editions,ensuring the event's sustainability and growth over time. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. The multi day event will require many to stay overnight.We intend to partner with accommodations to offer special discount promotions for interested attendees and potentially package their bookings with tickets to the event. 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: We have a variety of vendors and service providers within our membership but would consider reaching out to The Production Alliance to help us in areas where they have more experience,for example parking coordination,tent rentals/installations. 2.4. How will you measure the effectiveness of your promotion, facility,event or activity? We will utilize social media analytics (likes,follows,engagement) before and after the promotion to determine the campaigns effectiveness as well as ticket sales,attendance rates and survey our members to report any bookings of their services. Also, describe how you will document and report to the County the economic impact fr om your event/facility. (State law requires the County to report annually to the Stale 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.) Referral RFPs from our vendors, bookings for future events,associated room nights from expo participants and expo ticket sales. 2.3.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): N/A b.)Estimated number of tourists who will attend your event/facility this year(2024): The Kitsap Wedding Expo is in its 10th year of operation with their website touting they attract hundreds of brides and thousands of attendees. With enough time to plan and enough funds to purchase advertising for the exposure required for a successful new event we believe our expo can attract a niche demographic of qualified attendees. Quimper Events Collective I Jefferson County Lodging Tax Application 2023-Page 5 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). As this is a new event, it is difficult to estimate the economic impact of the Expo,though we could anticipate that at least one room night will be booked for every two attendees. These tourists will utilize local restaurants and hopefully book services with our membership which supports our local small businesses/economy. 2.6.Describe your organization's area of expertise. Do you provide a unique service? Our membership are all local event professional experts providing a variety of services as well as a dedication and commitment to providing outstanding service with adherence to our code of conduct and Diversity, Equity, and Inclusion policy. 3. Background Information about Your Organization Attach the following items to your proposal in the order listed: 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). Quimper Events Collective I Jefferson County Lodging Tax Application 2023- Page 6 Proposed 2024 Budget (Income & Expenses) 2024 EXPENSES $ 20,690 ADMINISTRATIVE $ 1,960 Licenses& Permits $ 120 Merchandise $ 1,000 Office Supplies $ 240 Postage/Printing $ 600 Technology $- MARKETING $ 17,530 Advertising- Print $ 12,000 Advertising-Social $ 1,000 Advertising-Trade Shows $4,150 Contract Labor/Professional Services $250 Website $ 130 MEMBERSHIP $600 Social Programming $500 Member Relations/Appreciation $ 100 UTILITIES $ 300 Mailbox $ 300 2024 REVENUE $23,792 MEMBERSHIP $ 3,792 Professional $ 2,352 Vendor Partner $ 1,080 Gig Seeker $ 360 OTHER REV $ 20,000 Donations $- Grants $ 19,000 Merchandise Sales $- Sponsorships $ 1,000 Quimper Events Collective I Jefferson County Lodging Tax Application 2023-Page 7 2023 Budget vs YTD Actual (Income & Expenses) BUDGET 2023 EXPENSES YTD ACTUAL $1,046 ADMINISTRATIVE $720 Licenses & Permits $720 $ 720 Postage/Printing $300 $- MARKETING $ 126 Advertising- Print - $ - Advertising-Social - $ - Advertising-Trade Shows - $ - Contract Labor/Professional Services - $ - Website $126 $ 126 MEMBERSHIP $200 Social Programming - $- Member Relations/Appreciation - $ 200 BUDGET 2023 REVENUE YTD ACTUAL $5,746 MEMBERSHIP $5,746 Professional $ 392 $ 1,176 Vendor Partner $ - $450 Gig Seeker $ - $ 120 Founding Members $ 3,000 $4,000 OTHER REV $_ Donations $ - $- Grants $ - $- Merchandise Sales $- $- Sponsorships $- $ Quimper Events Collective I Jefferson County Lodging Tax Application 2023-Page 8 QUIMPER EVENTS COLLECTIVE Board of Directors Alexis Arrabito, President Mia Garcia,Vice President 3io 24th Street 431 Water St Port Townsend WA 98368 Port Townsend,WA 98368 hello(Wptpicnics.com miana nwmaritime.org PT Picnics, 821 Washington &The Washington Northwest Maritime Center Jessie Short, Secretary Heidi Haney,Treasurer 7o Breaker Lane 1433B W Sims Way Port Ludlow WA 98365 Port Townsend WA 98368 jshortii,Dortludlowassociates.corn info:cctiusvgvnsv.narty The Resort at Port Ludlow Tipsy Gypsy Mobile Bar Service Bethany Mahaffey Stephanie Selle io5 Magnolia Ave 124o W Sims Way#252 Port Townsend WA 98368 Port Townsend,WA 98368 snowberrveventdesjgnraImail.com hellor&stephaniesellc.conl Snorberry Event+Design With These Rings Jeanette Bartlett Natalie Maitland 1012 Lawrence St 200 Battery Way Port Townsend WA 98368 Port Townsend WA 98368 coldmountainbakinVvzmail.com nmaitlandvaefortworden.org Cold Mountain Baking Fort Worden Hospitality Rebecca Faisca 15 Goliah Lane Port Ludlow WA 98365 eventsbyrebeccapnwragmail.com Events by Rebecca Quimper Events Collective I Jefferson County Lodging Tax Application 2023—Page 9 Sample of Promotional Materials CHIMACUM O 6N a O 3? 9 J ,l0 �G 0 2 r O 0 '' ' H ! ' ', ' QUIMPER EVENTS c COLLECTIVE f n R r� Z y� 0' R O w S T O N E IS,''''''' Logos for Quimper Events Collective,inclusive of areas we proudly represent. 0i. r• A AP. •aT ; . ;.,...,:. ‘..: ....:-4,-: i , f . t ta,-,,. ..__ .;; ., S\ rl' kSkSk ' ''i ' 4-'-'11 ;: m.""'" Vendor directory website www.quimpereventscollective.com Quimper Events Collective I Jefferson County Lodging Tax Application 2023—Page to A t6•Wednesday,August 30,2023 Port Townsend&Jefferson County Leader • o ec ive rin s oca ven ors KIRK BOXLEITNER been bringing together photographers, their special moments even more KBOXLEITNER@PTLEADER.COM florists,caterers, planners, and more "enchanting." under a single umbrella so community To that end,Arrabito pointed out that Four years ago,Alexis Arrabito was members conducting weddings, anni- even lodging options are listed by the getting married in her hometown of Port versaries, graduations, retirements, QEC,for event guests visiting from out Townsend,but without a reliable online celebrations of life,and other milestone of town. directory for relevant professionals,she events will have one source they can "The Quimper Events Collective is was having a hard time finding local rely on for recommended local contacts more than an alliance of professionals," vendors she could hire for her wedding. in all the major event-related indus- Arrabito said. "I was having to look as far as Port tries, without having to rely merely on "It's a celebration of unity, creativ- Orchard for caterers, when I felt sure word-of-mouth. ity and commitment. We're excited to our own beautiful area offered such ser- Arrabito pledged the events collec- provide everyone planning an event in vices,"Arrabito said of East Jefferson tive would serve to vet a diverse and Jefferson County with a seamless expe- County. supportive community of professional rience, where they can find the perfect Three years ago,Arrabito had tran- vendors to ensure their talent, reliabil- vendors, who share our passion for sitioned from larger corporate work to ity,and artistry. making their lovely visions come to life." working at the Washington Hotel,again If a local business owner is inter- Working at THING was reward- in Port Townsend,through which she's ested in joining the Quimper Events ing, according to Arrabito. "We're very since discovered and connected with a Collective,Arrabito advised them first pleased with our THING experience this growing host of overlooked event-related to ensure they're registered, certified year,"she told The Leader. local small businesses. and/or licensed, as appropriate, within "Numerous Seattle Theater Group "I saw that our community doesn't the state of Washington,then to check organizers stopped by throughout the actually lack such vendors," Arrabito out the website to review what types of weekend to say that talent and other said. "It simply lacks a centralized QEC membership might suit them best, vendors alike suggested that we be repository to keep track of them." as well as to obtain online application tasked with decorating behind the ...Which is where the registered non- forms. scenes areas next year!" profit Quimper Events Collective comes Not only would Arrabito love to see Arrabito also alerted the public to in. the Quimper Events Collective continue look for the Quimper Events Collective's "The idea came to me just as we began to grow into a welcoming and inclusive increasingly comprehensive directory to heading into the pandemic," Arrabito network for members and clients alike, be coupled with Jefferson County wed- said."But now that we're finally coming but she also told The Leader she hopes ding tours in the future. out of it,there's a real appetite for these it will help this region,which she noted "One thing you learn in a seaport sorts of events again, and people who already possesses considerable tour- town is that a rising tide lifts all boats, want to make these events happen will 1st appeal, become "a prime wedding so why not work to build each other up?" want to know,Who's out there to help destination," as engaged couples and Arrabito said. me do this?'" other event-goers take in the "pictur- For further details, email qui- With Arrabito as president of its esque landscapes and historic charm" mpereventsco@gmail.com or call board of directors, the nonprofit has of the Quimper Peninsula, making 360-774-0825. w, d f. s �Y tffj , 2 , x 1 9 .. ,- THING-goers checked out the Quimper Events Collective 4,%.,t t .i: booth.The nonprofit brings together local vendors in all c s" ( - -*a,- major event-related industries.Photos courtesy of Alexis + 't."` Arrabito Quimper Events Collective I Jefferson County Lodging Tax Application 2023- Page ti Incorporation Status Name: Quimper Events Collective Category: 501(c)6 Non-Profit UBI (WA State): 605 305 564 EIN (Federal IRS): 93-2479284 Quimper Events Collective I Jefferson County Lodging Tax Application 2023-Page 12