HomeMy WebLinkAboutTCC - 2025 JC Lodging Tax Application rcvd 100124 2025 Request for Proposal Packet
Lodging Tax/Tourism Promotion
2025 Proposal Guidelines: Tourism Promotion Activities
The Jefferson County Lodging Tax Advisory Committee (LTAC) is accepting proposals from
government agencies and non-profit organizations for tourism promotion to be provided during
calendar year 2025 and paid for from the County’s lodging tax fund. The Committee will make
recommendations to the Jefferson County Commissioners within one month following the proposal
deadline. All decisions for use of the lodging tax will be made by the Jefferson County
Commissioners.
■ Proposals from government agencies or non-profit organizations are to be for tourism
promotion during calendar year 2025. Please refer to Section 1 of this packet for
examples of eligible tourism promotion activities for this funding round.
■ At the time of implementation, tourism related activities within proposals must comply with
federal, state, and county laws and requirements, including county Public Health
direction. NOTE: Jefferson County may not use public funds in any way that can be construed
as a gift to an individual or organization.
■ Proposals must completely address the questions, and all requested supplemental information
must be provided. Incomplete proposals may not be considered by LTAC.
■ To be considered, a fully completed and signed digital application (digital signatures
acceptable) must be received at afmcknight@co.jefferson.wa.us by the deadline listed above.
■ The preferred format for a digital application is a single PDF file attached to an email. If
necessary, multiple files in either PDF or Microsoft Word may be attached to a single email as
a complete digital application.
■ All documents filed with the County are public records, potentially eligible for release.
This packet is for the 2025 TOURISM PROMOTION SERVICE PROPOSALS
to be funded by the Jefferson County Lodging Tax. Under Jefferson
County guidelines, you must be a NON-PROFIT or GOVERNMENTAL
AGENCY to be eligible to be funded by the Jefferson County Lodging Tax.
The Jefferson County Lodging Tax Advisory Committee may only consider
complete and signed proposals that include all of the requested
information and documents, and that are submitted by the deadline:
FRIDAY OCTOBER 4, 2024 by 4:30 pm
Digital Delivery only for Proposals to afmcknight@co.jefferson.wa.us
Jefferson County is committed to the non-discriminatory treatment of all
Persons in the employment and delivery of services and resources.
2025 Proposal Checklist for Tourism Promotion Activities
Organization Name Jefferson Co. Washington – Tourism Coordinating Council
Event Name, if different
Proposed Contract Amount:
$97,472.48
Proposals must completely address the questions, and all requested supplemental
information must be provided. Incomplete or late proposals may 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 2025 promotion, facility, event or activity budget.
____X___ Section 3 – 2024 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.
_______ 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 electronically received and date stamped at the Jefferson County Administrator’s Office, to
Adiel McKnight @ afmcknight@co.jefferson.wa.us by FRIDAY OCTOBER 4, 2024.
Documents submitted to the County are public records, potentially eligible for release.
2025 Proposal Checklist for Tourism Promotion Activities
Proposal Deadline: FRIDAY OCTOBER 4, 2024 at 4:30 pm (received, not postmarked)
Electronically to Email Address: afmcknight@co.jefferson.wa.us
Organization Name Jefferson County – Tourism Coordinating Council
Organization Address PO Box 1220
Contact Name Greg Brotherton
Contact Address 1820 Jefferson St., Port Townsend, WA 98368
Day Phone 360-385-9101 Evening or Cell Phone 360-531-2992
E-Mail Address gbrotherton@co.jefferson.wa.us
Facility/Event (if applicable)
Total Lodging Tax Request: $: 97,472.48
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds)
$: 97,472.48
If asking for funds for a specific
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.
Dollar Amount
$
$
$
$
$
$
Total Project Revenue Budget $
Did your organization receive Lodging Tax Funds from the County in 2024? _____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:
Date:
9/30/2024
Print Name and Title:
Greg Brotherton, County Commissioner
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.
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: ____Jefferson County – Tourism Coordinating Council_________
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).
Under direction from the Jefferson County Board of County Commissioners (BoCC), the Tourism
Coordinating Council (TCC) is changing focus from just destination marketing to destination
development. It is hiring a 1.0 staff member that will staff both the TCC and the Lodging Tax Advisory
Board (LTAC). An example of this development is that the TCC will develop a five-year plan to develop
the Gateway Visitor Center by addressing and planning needed amenities including but not limited to,
public transportation improvements, Wi-Fi, electric vehicle charging, food and beverage and restrooms.
Additionally, the TCC will work closely with the North Hood Canal Chamber of Commerce (NHCCC) to
create a unified Visitor Information Services (VIS) that connects available resources including visitor
information, local reviews and social media, accommodation, event and food reservations and more in
one spot for agile development. VIS plans to increase and measure high quality touches with visitors,
both in number of visitors reached and in number of touches by a unique visitor.
Finally, the TCC will remain an involved partner in the implementation of the Olympic Peninsula Master
Tourism Plan (OPMTP). The TCC bylaws will be modified in the 4th Quarter of 2024 to develop a
working board consisting of tourism professionals including representatives from different communities
in Jefferson County, as well as more interaction with County departments such as Public Works with
manages both public campgrounds and park amenities in Jefferson County for the public benefit, but
also manages roads and other infrastructure.
One of the critical barriers to more “heads in beds” is the lack of beds. With only a few hotels in East or
West Jefferson County, LTAC revenue depends on short term rentals. Increasing communication with
the Jefferson County Department of Community Development (DCD) will allow TCC to be at the table
as DCD works on new regulations for short term rentals. Developing amenities like a new aquatic
facility in or near the new Urban Growth Area that the Port Hadlock Sewer will unlock in 2025 will give
more incentive to developers to create hotels, restaurants and other tourist draws in the Tri-Area. Now
is the time for TCC to be at the table for place-making in Jefferson County.
As an example of why this is important, in working with the Olympic Peninsula Master Tourism Plan
implementation, Jefferson County agreed to help get conduit into the roundabout construction at the
Hood Canal Bridge – which had already begun. We had to reach out of TCC as is currently
constructed, and have a County Commissioner (an ex officio member of TCC) work with Public Works
to communicate with the Jefferson County PUD to design the appropriate specifications, and then
reach out to communicate with both WSDOT and the contractor to get it installed. There is now conduit
underneath the new asphalt, connected to an unmetered PUD line on Shine Road as we develop a
regional plan for signage and potential art on the roundabout in support of the OPMTP.
BUDGET:
One 1.0 FTE salary+benefits - $83,472.48
Travel and office expenses - $8,000
WTA Participation - $6,000
Total: - $97,472.48
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.
The Jefferson County Tourism Coordinating Council (TCC) is following a new strategy of investing in
destination development and modernizing our Visitor Information Centers and some of the marketing
efforts (i.e. website, social media presence, earned media) into a unified, scalable, measurable, and
most of all useful, system, accessed primarily via a smart phone, but also through telephone, web site
and limited in-person service.
It is long past time to modernize the approach to Visitor Information, and as a small rural county, the
improvement and development of public facilities will improve the curb appeal, amenities and value for
visitors. We hope to create longer stays, develop real strategies for increasing tourism in the shoulder
seasons (and even the winter), and engage the members of the TCC in real conversations about
appropriate development, tourism’s impact on local communities, and strategies for making the
summer season grow sustainably.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
The TCC will be focused on the collaborative creation of a Visitor Information Services web platform,
and connecting tourism with the development of authentic place through planning a phased Gateway
Visitor Center development with Lodging Tax revenue, and supporting the effort to develop an Aquatic
Center in partnership with a new Public Facilities District – as well as looking for more opportunities for
destination development. The TCC will work with the NHCCC to create a Visitor Information System
that has many doors, but consistent messaging with an iterative improvement to the end user value.
Also, it is important to disclose that the current board of the TCC did not draft or approve this
application. As an instrument of Jefferson County, the Board of County Commissioners have directed a
top down reimagining of how the TCC functions in Jefferson County and its organizational proximity to
the county itself. We hope that the board will remain and find new engagement in conversations and
actions designed to improve the public amenities we have for visitors, represent the tourism industry in
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 I-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.
conversations with the county, and make sure that our small businesses and residents that live and
work here can continue to in a resilient fashion.
3. Describe how you intend to market/promote your promotion, facility, event or activity to
potential tourists who reside outside Jefferson County.
We are trying to create a platform that consolidates many marketing messages for 2025. Hopefully in
2026 we will be in the position to market a valuable one-stop shop for Visitor Information outside of
Jefferson County, but this year we will develop the product with NHCCC and use earned media to
support this value proposition.
4. How will you measure the effectiveness of your promotion, facility, event or activity?
Recognizing the fundamental shift in priorities this represents both for the TCC, NHCCC, and others,
TCC will focus in 2025 on designing an evaluation that:
1. Evaluates the processes as we shift to a different model with a focus on Destination
Development, and one consolidated Visitor Information Service.
2. Attempts to develop a net impact evaluation teasing apart visitor interactions, marketing, or
infrastructure from uncontrollable variables, such as weather, in assessing the impact any TCC
efforts have on increasing tourism, past present or future.
3. Develop questions that are specific, measurable and doable.
4. Leverage the ubiquity of smart phones as a touch point for tourism interactions to increase the
sophistication, uniformity, and depth of data collection (tracking location, specific requests,
unique interactions, and repeat interactions).
This first year is really about building the system in collaboration with our tourism and development
partners including the Olympic Peninsula Tourism Commission (OPTC), NHCCC, EDC Team
Jefferson, the North Olympic Development Council (NODC), Port Townsend, and more.
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.)
As described above, in 2025, TCC will analyze impacts of the shift from destination marketing to
destination development by continuing to track visitor contacts, lodging tax revenue and regional
trends. TCC will evaluate this new design in contrast to previous years, and with an eye toward
meaningful measurement in future years.
5. What economic impact can we expect in Jefferson County from your proposed promotion,
facility, event or activity?
Developing this new system in 2025 will be the body of work. As a small rural county, developing
appropriate amenities for visitors and the tourism professionals working in Jefferson County (including
front line staff) is a real challenge. Our lack of infrastructure and rooms might be the largest barrier to
growing lodging tax revenue and tourism in general. We do not have an effective evaluation method
designed to accurately measure the economic impact under the current system, and developing one,
using the guidelines set out in the 2012 update of the US Government Accountability Office’s Designing
Evaluations, will be a top priority for 2025.
6. Describe your organization’s area of expertise. Do you provide a unique service?
The newly refocused TCC will generate a new synergy between the tourism industry and Jefferson
County creating a table where open conversations about County and Lodging Tax investment in the
tourism promotion can happen in concert with Jefferson County’s strategy and capacity to bring other
stakeholders to the table.
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 2025 promotion, facility, event or activity budget including income and expenses.
▬ 2024 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.
2025 BUDGET:
One 1.0 FTE salary+benefits - $83,472.48
Travel and office expenses - $8,000
WTA Participation - $6,000
Total: - $97,472.48
2024 BUDGET TO ACTUAL
List of names and addresses of the organization’s Board of Directors as of the date the proposal is filed.
Port Ludlow – TCC Chair Diana Smeland
Gateway VIC – Steve Shively
Quilcene – Coyle – Cleone Telling
Brinnon & Hood Canal – Dan Ventura
Kalaloch – West end – Amy Neil
Forks – Marsha Massey
Fort Flager & Marrowstone Is. – Aaron Terada
Tri-Area – Bethany Smith
Ex-Officio – Greg Brotherton, County Commissioner
Contracted Marketing Coordinator - Steve Shively