HomeMy WebLinkAboutQuilcene Fair & Parade Association $36,810 2024 Proposal Checklist for Tourism Promotion Activities
Organization Name: Quilcene Fair & Parade Association
Event Name, if different: Quilcene Fair & Parade plus Car Show
Proposed Contract Amount: 36,810
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:
V Signed and Dated Proposal Summary Sheet
V Section 1 - Itemized list of proposed services and estimated costs.
V Section 2 - Proposal Questions.
V Section 3 - Proposed 2024 promotion, facility, event or activity budget.
V Section 3 — 2023 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
pp 9
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.
p Y 9
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
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: afmcknight(a�co.jefferson.wa.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: Quilcene Fair& Parade Association
Organization Address: PO Box 761 Quilcene, WA 98376
Contact Name: Shonna Wilkerson
Contact Address: PO Box 385 Quilcene, WA 98376
Day Phone: 360-990-3665 Evening or Cell Phone: same
E-Mail Address: quilcenefair(c�gmail.com
Facility/Event (if applicable): Quilcene Fair& Parade plus Car Show on Sat. Sept. 21st, 2024
Total Lodging Tax Request: $:36,810
Estimated 2024 org. operating budget(Incl. Lodging Tax funds) $:42.360
If asking for funds for a specific Dollar Amount
event, list other cash funding
sources and dollar amounts Car Show $ 1000
budgeted for this project.
Note: This section is only due for Sponsors $ 1800
specific event and festival funding
requests. Kids Games $ 1000
Total Project Revenue Budget Raffle $750
Vendors $1000
Total Project Revenue Budget: $5,550
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. I understand that the proposal herein is a public record potentially eligible for public release.
Sign Name: Slumna Wi,�zer►aon Date: 9/11/2023
Print Name and Title: Shonna Wilkerson, Treasurer
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Quilcene Fair & Parade, plus Car Show
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).
Tourism Promotion from Jan 2023 - Sept 2023 = $13,050
• Print Advertising = $10,050
o Mason, Clallam & Jefferson County Publications
• To include Tracing the Fjord, Jefferson County Farm Tour Brochure, Getaway Guide
and Olympic Peninsula Visitors Guide
• Facebook Advertising = $1,000
• Physical & Direct Advertising = $2,000
o Banners / Posters / Signs in Jefferson, Kitsap, Mason & Clallam Counties
o Postcards and Letters to
• Sponsors
• Raffle Sponsors
• Target Audience for Car Show, Parade & Vendors
Entertainment for Day of Event = $4,000
• Bands / Live Music
• Performers for Kids & Car Show
Physical Items (Purchase & Rental) for Dayof Event = $8,340
• Restroom & Handwashing Station Rental
o Good Man Sanitation= $2,540
• Tent Rental for Kids Area
o The Production Alliance = $1,800
• Supplies (zip ties, trash bags, pens, tags/signs, etc) = $500
o Includes grass cutting of additional parking lots
• Rock Climbing Wall rental
o National Event Pros, Seattle = $2,500
• Strait Up Foam Fun
foam party rental, Port Angeles = $1,000
0
Kids Carnival = $2,100
• Prizes & New Games = $1,500
• Que Lines & other day of supplies = $600
Participants & Support for Day of Event = $6,300
• Vendors = $500
0 Gift bags
s
o Day Of Supplies
• Exhibit Hall = $1000
o Prizes
o Day of Supplies
o Print promotional materials
• Parade = $300
o Day of Supplies
• Raffle = $300
o Mailings and Day of Supplies
• Sponsors = $200
o Mailings and sponsor banner for day of
• Car Show = $1,500
o Prizes, trophies & dash plaques
o Day of Supplies
o Print Promotional materials
• Volunteers = $2,500
o T-shirts for all
o Lunch, Drinks
o Day of Supplies
Expenses to Support Event= $3020
• Insurance for Day of Event = $700
• Janitors Day Of= $600
• Website Hosting (annually) = $300
• Meeting Rental to Quilcene Community Center for Meetings = $420
• General Administrative costs throughout the year= $1000
o PO Box, Postage, SOS Annual Fees, Chamber dues, supplies
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.
The 40th annual Quilcene Fair& Parade with the 20th annual Car Show will be held September
21st, 2024 from 10-3 with the parade starting at 11am. All events, other than the parade held right
on Hwy 101, take place outside on the Quilcene School District grounds located on Hwy 101 in
Quilcene. We cooperate with Jefferson County Sheriff and WSDOT to detour traffic along the Hwy
101 parade route. The parade is free to enter and all are encouraged to enter. In addition to the
parade, there is a vendor and food fair, car show, live music, raffle, garden club crafts and
contests, local craft and exhibit prizes and a kids carnival with games, laser tag and newly added
in 2023, Strait Up Foam Fun. For 2024, we hope to be able to add a Rock Climbing Wall!
We are proud to donate the funds we raise through car show entry, vendor fees, raffles and
sponsorships, back to our community to groups like Quilcene-Brinnon Dollar for Scholars,
Weekend Nutrition Program and Quilcene Masonic Hall's Bike for Books program. In addition to
raising funds for our local community, we also hope to promote and highlight the beauty of
Quilcene and Brinnon and the people who live here and make it so special. Not only does our
event draw new visitors, but it's also a great day of homecoming and fellowship for the whole
community and South Jefferson County.
With our 2021 LTAC funds, we were proud to partner with The Production Alliance to build a brand
new website that has allowed us to promote our event all year long! With the event coming back in
full force in 2022, our focus with our LTAC funds was strengthening our partnership with Quilcene
Historical Museum and Jefferson County Farm Tour for the "Quilcene Festival Weekend"and
returning to interactive activities for kids and the whole family. In 2023, our LTAC funds have
allowed us to add much needed new pop up tents and trash cans as well as increase our
advertising to include Facebook for the first time. We were also able to advertise in both the
Olympic Peninsula Guide and Getaway Guide which are online all summer long and also available
on Washington State ferries. In 2023, we added another new feature for kids that we are able to
rent fully staffed, Strait Up Foam Fun foam party. In 2024, we hope to use LTAC funds to increase
Facebook and Print Advertising to select publications that market to tourists of our area, add
entertainment to the kids carnival and car show, and rent a 4 person Rock Climbing Wall from a
company in Seattle who will deliver and staff it.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
Yes, this is an annual event on the 3rd Saturday of September in Quilcene. In 2023, we began to
advertise on Facebook and use social media even more to engage our target tourism audience outside
of Jefferson County. In 2023, our LTAC funds enabled us to add a new feature for kids from Strait Up
Foam Fun who was a popular attraction at the Jefferson County Fair as well and they will return in 2024
along with a Rock Climbing Wall. 2023 also saw the return of the burn-out expo right after the parade
and we hope to bring that back and grow it in 2024. Our board members remain the same from 2023
and this is our 4th year requesting LTAC funds and the process has allowed us to have a better
understanding of our overall budget, expenses, process and opportunities.
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: Sept. 21st, 2024
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July,
2024): January 2024 - September 2024
c) Target Audience:
Long weekend tourists, mostly young to middle age couples with or without children, from
neighboring counties who are generally the adventurer type and like to explore small towns and
hike and eat out. We also hope to draw mature car show enthusiasts from all over the country
and parade participants from local and neighboring county organizations who have parade floats
and royalty. Our target audience is not only interested in our event but in traveling to our area to
explore our small towns, forests and seas and be part of the "Quilcene Festival Weekend."
d) Promotion methods you intend to use to reach the target audience:
Facebook Boost Marketing, Print ads in Jefferson & Clallam county publications that are also
distributed on Washington State Ferries or in print during other tourism events (Lavender Festival &
Farm Tour), mailing parade and car show postcards inviting specific clubs and groups outside of
Jefferson County, physical signs and banners along heavily trafficked roads before the event to
capture the end of summer tourism and also board members visiting fairs and car shows in other
counties to invite vendors and participants.
e) Describe how you will promote overnight stays at Jefferson County lodging establishments:
Through our advertising and promotional efforts described above.
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:
In 2024, we intend to advertise in the Jefferson County Farm Tour brochure and have been provided
a quote. This is a great opportunity for us because the Farm Tour takes place the same weekend as
our event. We also will continue to promote the "Quilcene Festival Weekend" which includes Farm
Tour and the Quilcene Oysters Races the day after our event at the Quilcene Historical Musuem's
Worthington Park. Quilcene Fair& Parade is also a member of the non-profit North Hood Canal
Chamber of Commerce and was listed in their 2023 tourist brochure of members.
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.)
We will continue to have a simple written Attendance Survey at our Information or Raffle Booth
during our event to get a sampling of those attending. Our survey asks questions similar to the
Lodging Tax Reporting Form. Additionally, we will obtain the Quilcene and Brinnon visitors
centers attendance for that day from The North Hood Canal Chamber of Commerce and speak to
our local business owners in Quilcene & Brinnon to get a feel for how their business was that day.
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):
Our 2023 event on 9/16/23 has not yet occurred but with our increased marketing
and Facebook promotion this year, we are hoping for at least 2,000 as we believe
1,800 attended in 2022.
b.) Estimated number of tourists who will attend your event/facility this year
(2024): 2,200
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).
It is projected that our event will increase brick and mortar local business and restaurant sales
and general tourist traffic to our area, as well as overnight stays and return visits by tourists.
Retail and food sales for our vendors at the Fair will also be positively economically impacted.
Additionally, the local charities that we donate the proceeds of our fundraising to are all located
in Jefferson County. The Quilcene Fair& Parade donated$3300 from our 2022 event!
6. Describe your organization's area of expertise. Do you provide a unique service?
We provide a unique hometown event that is often lost in larger towns and cities around
Washington State and our country. Our small town parade & fair allows for tourists to come and
experience small town pride, wholesome family fun and local businesses, as well the natural
beauty of Quilcene and the Olympic National Forest. The Quilcene Festival Weekend is a
unique opportunity to highlight South Jefferson County resources, people and businesses.
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:
A.) Proposed 2024 promotion, facility, event or activity budget including income and expenses.
B -1) 2023 Budget and B-2) Actual income and expense year to date statement(s).
C.) 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.
D.) If you desire, you may provide samples of promotion materials such as brochures or promotional
materials (maximum of five).
D-1.) Tracing the Fjord Summer 2023 Article D-2.) Full Page Ad in The Leader's Getaway Guide
D-3) Facebook Ads Performance as of 9/11/23
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.
- END -
2024 Quilcene Fair & Parade Estimated Overall Budget
Income - LTAO 36,810.00
Income - Sponsors 1,800.00
Income - Car Show 1,000.00
Income - Kids Games 1,000.00
Income - Vendors 1,000.00
Income - Raffle 750.00
TOTAL Income 42,360.00
Expense - Facebook Advertising 1,000.00
Expense - Print Advertising 10,050.00
Expense - Physical & Direct Advertising 2,000.00
Expense - Entertainment Day Of (includes for Kids & Car Show) 4,000.00
Expense - Kids (includes Strait Up Foam Fun) 3,100.00
Expense - Rock Climbing Wall 2,500.00
Expense - Parade 300.00
Expense - Raffle 300.00
Expense - Sponsor 200.00
Expense - Car Show 1,500.00
Expense - Exhibit Hall 1,000.00
Expense - Vendor 500.00
Expense - Volunteer Support 2,500.00
Expense - Bathroom and handwashing stations Day Of 2,540.00
Expense - Tent Rental Day Of 1,800.00
Expense - Day of Supplies & Grass cutting of parking lots 500.00
Expense - Janitors Day Of 600.00
Expense - Insurance for Day of 700.00
Expense - Website (anually) 300.00
Expense - Meeting Rental (anually) 420.00
Expense -Adminstrative (annually) 1,000.00
Total Expense: 36,810.00
2023 Quilcene Fair & Parade Overall Budget-Approved 2/21/23
Revenue - LTAC Grant 25,000.00
Revenue - Sponsors
Revenue -Vendor Fees
Revenue - Raffle
Revenue - Car Show
Revenue - Kids Games (Laser Tag & Foam)
TOTAL REVENUE 25,000.00
OUR DONATION GOAL: 3,500.00
SET ITEM COSTS
Insurance (can't get exact quote until 60 days before, should be same) 700.00
Quil Comm Center for Meeting 420.00
QSD Employees (2) for day of 450.00
Bathrooms Good Man 1,800.00
Tents TPA 1,800.00
Website Annually (payable in Nov) 300.00
Video Day of/ Parade Focus 2023 /TPA 900.00
PO Box & Postage & Membership & State Fees & office stuff 830.00
T-Shirts 800.00
Volunteer Food & Drinks Day of(try for donations too) 200.00
Tent Canopies & Garbage Cans 800.00
Other day of Supplies (zip ties, garbage bags, etc) 300.00
Subtotal: 9,300.00
Committee Areas:
Parade (printing and supplies for signs and day of) 400.00
Raffle (includes letters and any day of supplies) 300.00
Sponsors (includes letters and day of supplies + Sponsor Board or Banner) 300.00
Ex. Hall /Crafts /Garden Club- (Includes all printed Signs/Flyers, prizes) 1,000.00
Car Show (including tropies & prizes and any printed items) 1,500.00
Kids Games & Prizes (more prizes & obstacles) 1,300.00
Foam Party / Starit Up Foam Fun **needs water 1,000.00
Entertainment (music plus something for kids) 2,000.00
Vendor (includes letters and Goodie bags) 400.00
Physical Advertising aka Printing (Includes: posters, post cards, biz cards, thank
you cards, new Raffle Banner, any other Banners) 3,700.00
Advertising aka in Newspaper& mags 3,600.00
Facebook Advertising 200.00
Subtotal: 15,700.00
TOTAL 25,000.00
2023 Quilcene Fair & Parade, Income &
Expense (P&L) as of 9/11/2023*
*please note, our 2023 event has not occured yet and many
of our expenses are paid day of($3600 Entertainment&
Janitors) or immediately after($3800 Tents, Bathrooms &
other rentals). We will also receive day of income from car
show entry fees and raffle sales
Revenue - LTAC 25,000.00
Revenue - Sponsors 1,925.00
Revenue - Vendors 1,540.00
Revenue - Interest on Bank Accounts 1.23
YTD INCOME: 28,466.23
Expense -Administrative 693.12
Expense - Print & Facebook Ads 3,483.56
Expense - Car Show 1,491.78
Expense - Day of Supplies 432.17
Expense - Purchase new tents & trash cans 992.45
Expense - Kids 1,322.45
Expense - Exhibit Hall 702.35
Expense - Insurance 692.24
Expense - Vendor 388.42
Expense - Raffle & Sponsors 290.85
Expense - Meeting Rental 420.00
Expense - Volunteers 786.34
Expense - Parade 248.94
Expense - Printing (Physical Items) 2,093.31
YTD EXPENSE: 14,037.98
Quilcene Fair & Parade Association Board Members as of Sept. 11th 2023
Position Person Address
President Bill Stephens 243 Wildwood Road Quilcene, WA 983
Vice President Kristin Deverin 603 Taison Lane Quilcene, WA 98376
Secretary Linda Lindquist PO Box 531 Quilcene, WA 98376
Treasurer Shonna Wilkerson PO Box 385 Quilcene, WA 98376
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September 16
10 AM - 3 PM
The Quilcene Fair&Parade plus Car Show is a FREE family ' Images:Jomersiasat.
friendly event that takes place on Saturday,September 16
on the grounds of Quilcene School located at 294715 US Hwy
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Car Show registration is $15 quilcenefair.org. Stay tuned
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