HomeMy WebLinkAboutJCFM 2025 RFP rcvd 091924 1156am2025 Request for Proposal Packet
Lodging Tax/Tourism Promotion
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(a)-co.jefferson.wa.us
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(o)_co.iefferson.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.
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 County Farmers Market
Event Name, if different Chimacum Farmers Market
Proposed Contract Amount: $24,213.20
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.
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 electronically received and date stamped at the Jefferson County Administrator's Office, to
Adiel McKnight @ afmcknightCa)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
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
Organization Address
Contact Name
Contact Address
Day Phone
E-Mail Address
Facility/Event (if applicable)
Total Lodging Tax Request:
Estimated 2025 org. operating
Jefferson County Farmers Markets
PO Box 1384, Port Townsend, WA 98368
Amanda Milholland
PO Box 1384, Port Townsend, WA 98368
360-379-9098 Evening or Cell Phone 360-379-9098
info@jcfmarkets.org
Chimacum Farmers Market
$24,213.20
budget (Incl. Lodging Tax funds) $300,000 for the Operation of the Jefferson County
If asking for funds for a specific
Dollar Amount
event, list other cash funding
sources and dollar amounts
JCFM general operating funds for CFM Staff time
$5,148
USDA Farmers Market Promotion Program Grant
$26 996.80
budgeted for this project.
Note: This section is only due for
designated for Marketing Coordinator time and
specific event and festival
advertising during the grant period
funding requests.
In -kind Port Townsend Leader print advertisement
$2,000
In -kind KPTZ Radio Advertisement
$1,000
In -Kind Rose Threare Advertisement
$1,600
Total Project Revenue Budget
LTC requests and other funds combined $54,810
$35,744.80
Did vour oraanization receive Lodaina Tax Funds from the Countv in 2024? x ves no
1 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.
9/19/2024
Sign Name: � Date:
Print Name and Title: Amanda Milholland. Executive Director
1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: _Chimacum Farmers Market
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).
Please see the attached budget with proposed promotions.
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.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
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:
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2025)
c) Target Audience
d) Promotion methods you intend to use to reach the target audience.
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
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:
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.)
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 (2024):
b.) Estimated number of tourists who will attend your event/facility this year (2025):
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).
6. Describe your organization's area of expertise. Do you provide a unique service?
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:
x Proposed 2025 promotion, facility, event or activity budget including income and expenses.
x 2024 Budget and Actual income and expense year to date statement(s).
x 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.
x 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 LTAC Opportunity Information
1. Jefferson County's Proposal Process -
The Jefferson County LTAC solicits service proposals each year. The proposal form is attached, posted
on the County's website, www.co.jefferson.wa.us and may also be requested by calling the Jefferson
County Commissioner's Office at the Courthouse, (360) 385-9102.
This year, the Committee will review proposals on OCTOBER 17, 2024 from 11:00 a.m. to 2:00 p.m.
Applicants are asked to attend the OCTOMBER 17, 2024 meeting beginning at 11:00 a.m. The County
will provide meeting information for all complete applications. At that meeting, each proposing agency
will answer questions from the Committee regarding their proposal. The Lodging Tax Advisory
Committee will make a recommendation to the Board of County Commissioners regarding which
proposals to fund, and at what funding levels within available revenues.
The review of the LTAC recommendations and final decision about how to use the lodging tax monies
is made by the County Commissioners. Each agency will be notified of the status of their proposal.
Contracts are prepared by the County and sent to agencies.
2. Available Funding for 2025
Organizations submitting proposals should be aware that a total of approximately $900,000 in lodging
tax awards will be available for allocation to eligible tourism promotion activities through this RFP. This
amount also includes $5,051 in staff administrative costs to manage the grants and to process invoices.
County Ordinance 02-0622-98 provides for distribution of Lodging Tax as follows:
• The lodging tax funds are to be used for targeted and/or regional promotion, the operation and
maintenance of organizations operating tourist related facilities and their costs for local
promotional activities.
• Not more than 25% for the development of tourism related facilities.
3. Definitions -
By state law, lodging tax funds may only be used for tourism promotion and the acquisition and/or
operation, including maintenance, of tourism -related facilities. The following definitions are copied
verbatim from RCW 67.28.080. Note: State law changed in 2007 to include "operation" of tourism
events in the definition of "tourism promotion."
"Tourism" means economic activity resulting from tourists, which may include sales of overnight
lodging, meals, tours, gifts, or souvenirs.
"Tourist" means a person who travels from a place of residence to a different town, city, county, state,
or country, for purposes of business, pleasure, recreation, education, arts, heritage, or culture.
"Tourism promotion" means activities, operations, and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information for the
purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating
tourism promotion agencies; and funding the marketing of special events and festivals designed
to attract tourists.
"Tourism -related facility" means real or tangible personal property with a usable life of three or more
years, or constructed with volunteer labor that is: (a)(i) Owned by a public entity; (ii) owned by a
nonprofit organization described under section 501(c)(3) of the federal internal revenue code of
1986, as amended; or (iii) owned by a nonprofit organization described under section 501(c)(6)
of the federal internal revenue code of 1986, as amended, a business organization, destination
marketing organization, main street organization, lodging association, or chamber of commerce
and (b) used to support tourism, performing arts, or to accommodate tourist activities.
4. Proposal Evaluation Criteria —
Jefferson County Policy Statement for Use of the Lodging Tax.
Jefferson County's Lodging Tax Fund will be the primary source of county funding for activities,
operations, and expenditures designed to increase tourism. The County does not make any multi -year
commitments with Lodging Tax funds. However, service providers are not limited or prohibited from
making repeat annual requests of the same nature. The County intends to maintain a reserve in the
Fund, and will assess on an annual basis how much of the Fund to appropriate in a given year. The
Jefferson County Commissioners have created a Lodging Tax Advisory Committee to conduct an
annual process to solicit and recommend Lodging Tax funded services for the County Commissioners
consideration. Jefferson County will only consider proposals for use of the Lodging Tax from public and
non-profit agencies.
The Fund will ONLY be used for the following purposes:
The promotion of emerging or on -going tourism events, facilities, and activities by government or
non-profit agencies so as to attract and draw tourists to unincorporated Jefferson County from
outside Jefferson County.
2. Operation of a tourism promotion agency (such as a visitor and convention bureau);
3. The marketing of special events and festivals designed to attract tourists to unincorporated
Jefferson County from outside Jefferson County.
4. Capital and/or operating costs for tourism facilities owned by a public entity or a non-profit
organization as defined in State law RCW 67.28.080.1(7) — Tourism Related Facility.
5. Administrative costs to support tourism events, facilities and activities.
Other Criteria.
HIGH PRIORITY will be given to tourism activities that
■ Promote Jefferson County and/or events, activities, and places in the County to potential tourists
from outside Jefferson County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
overnight stays by tourists in lodging establishments within the unincorporated areas Jefferson
County.
■ Have demonstrated potential or high potential from the Committee's perspective to result in
documented economic benefit to Jefferson County.
■ Have a demonstrated history of success in Jefferson County, or are proposed by a group with a
demonstrated history or high potential of success with similar activities.
■ Minimize duplication of services where appropriate and encourage cooperative marketing and/or
includes an element of cooperation or partnership.
■ Provide, maintain, operate, or enhance County -owned tourism facilities or infrastructure.
RESPONSIBILITIES:
On or before January 31; April 30; July 31; October 31, 2025; and January 31, 2026, provide to
the COUNTY:
• A quarterly report of the use, services, programs and activities of organization for the
prior quarter under this Agreement;
• A quarterly financial statement detailing revenues, expenses and cash balances for the
prior quarter; and for the final quarter report, the financial statement shall also include a
detailed financial statement for all 2025.
On or before January 31, 2025 OR upon execution of this agreement, whichever is later, provide to
the COUNTY:
0 A billing invoice requesting payment of Hotel -Motel Funding for the first half of the current year.
2. For a minimum of six (6) years, maintain documented proof of payments made, contracts
executed, and other expenditures authorized under this Agreement. Upon reasonable notice,
provide access to County or State representatives to audit those records.
3. Funding provided by this Agreement may only be expended on the services described in Section
1 of this Agreement. Any monies used for other services or purposes shall be refunded to
Jefferson County Hotel/Motel Fund. Any monies under -expended of the total funding allocated
under this Agreement shall be refunded to Jefferson County by January 31, 2025.
4. By February 28t" of each year provide the following information by reference for the previous year.
a. Each festival, event, or tourism facility owned and/or operated by organization.
b. The amount of lodging tax revenue allocated for expenditure (whether actually expended or not)
by organization on each festival, event or tourism facility.
c. Estimated number of tourists served at each festival, event or tourism facility. ("Tourist" includes
persons traveling more than 50 miles to the location of the event, festival or facility and
overnight stays in the area).
d. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels, motels,
resorts, bed and breakfasts, or commercial campgrounds).
e. Measurements that demonstrate the impact of increased tourism attributable to the event,
festival or facility.
5. Scheduled Site Visits
LODGING TAX ADVISORY COMMITTEE REVIEW CONSIDERATIONS
In developing its recommendations, the Committee considers:
■ The estimated amount of lodging tax receipts for the coming year provided by the County
Administrator's Office.
■ Operational adaptations or pivots that ensure future organizational success of tourism related
activities and promotion.
■ Thoroughness and completeness of the proposal.
■ The relationship of proposed services to the areas of high priority identified by the Committee.
■ Percent of the proposal request to the event/facility promotions budget and overall revenues.
■ Percent of increase over prior year Jefferson County Lodging Tax funded proposal if any.
■ Projected economic impact within the unincorporated Jefferson County, in particular projected
overnight stays to be generated in lodging establishments in the unincorporated areas of
Jefferson County.
■ Requirements in State law for use of the tax, and the definitions in State RCW 67.28.080 for
"tourism," "tourist," "tourism promotion," and "tourism -related facility."
■ The applicant's history of promotion success, reporting history and financial stability.
■ Committee member general knowledge of the community and tourism -related activities.
NOT CONSIDERED are requests for
■ Services to be provided beyond calendar year 2025.
■ Proposals from for -profit businesses (however, a government or nonprofit agency contracting
with the County may itself contract with for -profit businesses as third -party vendors).
■ Promotional activities that reach a target audience solely located within Jefferson County.
NOTE:
1. On February 2, 2006, the State of Washington Attorney General's Office issued Opinion #AGO
2006 #4, which clarifies that a municipality may NOT provide advance payment to private
organizations for tourism promotion. Payment must occur after the services have been
performed and documentation in keeping with the contract is submitted to the County.
2. The County may not pay for donated or volunteer services or pay more than the actual cost
incurred by the contracting agency to provide the service.
5. Background Information —
Jefferson County's Lodging Tax.
The Lodging Tax is an excise (sales) tax authorized by State law in RCW 67.28, Public Stadium,
Convention, Arts and Tourism Facilities.
In 1998, the State Legislature amended Chapter 67.28 of the Revised Code of Washington (RCW) to
allow local governments to assess an additional 2% tax on lodging for tourism promotion and/or
tourism -related facilities (sometimes referred to as "the new 2%"). In April 1999, the County
Commission, by Ordinance, increased the County's Lodging Tax from a 2% to a 4% tax as allowed by
RCW 67.28.
Jefferson County's Lodging Tax Advisory Committee.
Per RCW 67.28.1817, the State requires that local governments collecting the Lodging Tax establish a
Lodging Tax Advisory Committee consisting of at least five (5) members:
The Chair — a member of the County Commission or their designee
2 members — representing the lodging industry
2 members — representing activities authorized to be funded by said tax
The Committee's role is advisory in nature, with the Committee's purpose being to advise the County
Commissioners. The Committee must select the candidates from amongst the applicants applying for
use of revenues and provide a list of such candidates and recommended amounts of funding to the
County Commissioners for final determination.
In 1998, the Jefferson County Commissioners created such a Committee, and asked the Committee to
establish an annual process to solicit and review proposals for tourism services eligible for lodging tax
funding. Committee members are appointed by the County Commissioners as part of the County's
regular advisory committee appointment process.
For additional information, contact
County Administrator's Office
Jefferson County Courthouse
1820 Jefferson Street
PO Box 1220
Port Townsend, WA 98368
Ph: 360-385-9102; Fax: 360-385-9382
e-mail: afmcknight .co.jefferson.wa.us
- END -
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
September 19, 2024
2. Proposal Questions
1. Purpose, History, and Organization Track Record
Thank you, LTAC board members, for supporting the Chimacum Farmers Market
(CFM). With your continued investment in promotion, we are growing our vendor,
tourist, and local shopper base for a more sustainable market and local economy.
Your investments in regional promotions, signage, live music, and kid's activities is
critical to the success of the CFM. Please join us again in 2025 as a CFM partner.
The 501 (c) 3 non-profit Jefferson County Farmers Markets (JCFM) operates the
Port Townsend Farmers Market (PTFM) and the CFM. Our mission is to support
local farmers and artisans with vibrant marketplaces that cultivate community and
provide access to healthy food for all. JCFM has a successful 32-year track record
of operating vibrant farmers markets in Jefferson County. We support small
business success and local economic growth through our marketplaces by directly
connecting makers and growers with our community and visitors alike. Our two
farmers markets serve more than 100 small farm, food, and art businesses this
year, providing affordable commerce and community gathering space.
The CFM operates on Sundays from 10am-2pm, June through October. The Market
will celebrate 17 years of operation in 2025. Founded by the Chimacum Grange in
2008, the CFM has made a home for itself in the grass next to the Chimacum
Corner Farmstand since 2010. JCFM took over the operation of the CFM in 2010 to
support its growth. More than 40 farm, food, and art vendors participat in the CFM
this year, offering fresh, locally grown, and artisan foods, as well as high -quality arts
and crafts.
JCFM creates a vibrant community space that brings visitors and locals back for
more. Live music, culinary demonstrations, kids' activities, and product quality and
diversity make our farmers market stand out. Our farmers markets helped establish
Jefferson County as an agricultural, food, and arts destination, attracting about
63,000 shoppers annually between our two locations.
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
While small business sales at the PTFM and CFM totaled $1.7M last year, the
economic impact of our farmers markets far exceeds this number. Neighboring
businesses report that Market days are their strongest sales days. Your partnership
in promoting the CFM is a crucial component to the success of our local economy.
2. What is Different with the CFM and our Promotions for the 2025 Season
The CFM and our marketing approach differ from past years in the following ways:
Vendor base is growth. Last year, we broke a record with 30 participating CFM
businesses, more than any prior CFM season. This year, we have again broken the
record in business participation in the CFM with 40+ farm, food, and arts vendors.
While not all of these entrepreneurs are at the market every week, the number of
participant businesses weekly is greater than during any previous season. This
change marks a significant shift for the CFM, our vendors, and the community.
Local farmers, food makers, and artists see the CFM as a place to establish and
grow their businesses. Shoppers are attracted to the diversity of products and
larger market size.
With more vendors, the CFM covers the majority of its base operation costs through
vendor fees. JCFM keeps vendor fees low to help incubate local small businesses
and ensure that they bring home the majority of every dollar earned at the market.
The flat weekly $20 fee charged to CFM vendors covers the equipment and most of
the management and administrative costs required to keep this market operational.
In past years, CFM fees have covered only a fraction of the market's operation cost.
LTAC's investment in the CFM has been critical to this growth. Your support for our
regional marketing, way -finding banners, live music, and kids' activities have helped
put the CFM and Jefferson County on the map for tourists and locals alike. In 2024,
small businesses participating at the CFM have (so far) generated 20% more
revenue than last year. This growth reflects more consistent and greater shopper
attendance, increased visibility of the market, and economic growth that starts at
the CFM and ripples out to Jefferson County lodging and business establishments.
Thank you! Please help us continue growing in 2025.
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
Marketing consistency and quality. Over the last two years, we professional ized
our marketing approach with support from a United States Department of
Agriculture (USDA) Farmers Market Promotion Program (FMPP) grant (which is
funded through September 2025). We hired a part-time marketing coordinator who
created an advertising calendar and established brand and voice consistency.
In 2024, we leveraged FMPP grant funds to secure a State of Washington Tourism
(SWT) grant, which supports JCFM in developing a beautiful photo library featuring
our farmers markets and vendors. The 2025 season will be the last we are
guaranteed to have a marketing professional on our team. Utilizing the photos
produced with SWT dollars and the expertise of our marketing coordinator, we will
produce beautiful and engaging print, social media, and digital advertisements in
2025.
3. Promotional Strategy
During the 2025 season, JCFM will continue growing the CFM through engaging
promotion leading up to the season and through the season's end— May through
October. LTAC-funded advertisements will target people from the Seattle area, the
Olympic Peninsula, British Columbia, and national visitors of all ages. We will
combine in -kind and USDA grant dollars with LTAC's investment to increase the
reach of our marketing using a multifaceted approach— print, digital, social media,
and video.
Messages and Strategy:
1. Co -market promotion: Our flagship market, the PTFM, has better name
recognition outside of Jefferson County than the CFM. Promoting our
markets together helps place the CFM for visitors, gives the market added
credibility, and improves the PTFM's visibility.
2. Advertising Messages: Our advertising messages promote Jefferson
County as an agricultural, artisan food, and arts destination with taglines
including "Explore the flavors of Jefferson County," "40+ Farm, Artisan Food
and Arts Vendors," and "Meet me at the Market." We will include information
about our food access programs, product selection, and live music and
activities to show the diversity of the Market's offerings and the inclusivity of
the CFM for people of all ages and socio-economic backgrounds.
3. Beautiful Images: We will pair advertising messages with stunning images
taken by four local professional photographers that tell the story of the CFM
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
and our agricultural, artisan food, and arts community. These photos were
paid for with SWT grant funds.
Our digital advertising provides viewer metrics and is one of our focus areas.
Through digital advertisements with the Seattle Times and Stranger, we reach
about 1,612,727 readers. We plan to continue advertising with the Waterside
Magazine, which is distributed on ferries across Washington and British Columbia,
as well as at visitor centers and airports. The Waterside reaches an audience of
about 100,000 people.
Our social media posts featuring videos have the highest engagement of all our
posts. As a bonus, we share videos with regional partners such as the Olympic
Culinary Loop, the State of Washington Tourism, and the Washington State
Farmers Market Association. We also utilize in -kind sponsorship from the Rose
Theatre to showcase our videos locally on the big screen for moviegoers. Through
these methods, we have reached 25,158 viewers, and thousands more see our
videos thanks to partner sharing.
JCFM strives to create a repeat shopper base. Curating a great shopping
experience brings locals and tourists back for more. Next year we will host weekly
live music and monthly kids' activities to engage shoppers and help the CFM stand
out.
4. Effectiveness of Promotion
During the 2025 season, we will use tracking methods that have been effective for
our markets. JCFM uses a combination of shopper surveys, customer counts and
sales tracking to measure attendance and the Market's economic impact. Metrics
from our digital advertisements and distribution for our print advertisement help us
gauge the number of people reached through our promotions.
On Sundays, we count every single shopper who enters the market. There is one
primary entry point for the CFM that is visible from the Market Information Booth.
This allows us to track every shopper entering the market using a hand tally
counter.
We track where shoppers come from and what brings them to the market with a
once -a -month dot survey. Shoppers answered a five -question survey using dot
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
stickers to vote on their answers from a series of possible answers written on flip
chart paper. We ask questions, including where shoppers live, what is their primary
reason for visiting the market, how much they plan to spend at the market, and if
they are staying at local lodging. Using this survey during the 2024 season, we saw
that more than half of CFM visitors live outside of Jefferson County in locations as
close as other parts of the Olympic Peninsula and as far as internationally. A total of
20% of CFM shoppers reported staying at local lodging or camping.
Market vendors report their sales information to JCFM weekly. We use this
information to monitor the success of the CFM as a sales venue for small
businesses as well as the Market's economic impact on these businesses. We will
report the CFM sales, attendance, and visitor survey data annually to the Jefferson
County LTAC committee through our final grant report.
Through our LTAC-sponsored advertising, we reach approximately 1,906,000
viewers in Washington and British Columbia as well as visitors to the state. We
review the viewer/reader metrics of the publications we advertise in annually to help
us choose how to get the biggest impact from our marketing dollars.
5. Economic Impacts
While the CFM operates through October of this year, we can provide an
attendance estimate based on the season to date. Taking our average attendance
and multiplying it by our 22 CFM dates this year, we estimate serving about 10,500
shoppers in 2024. Approximately 50% of our shoppers live more than 50 miles
away. That is about 5,250 shoppers from 50+ miles visiting the CFM annually. We
anticipate that we will have similar CFM attendance next year.
With about 20% of these shoppers (1,050 people) staying at local lodging, we
estimate that the economic benefit of the CFM to lodging establishments equates to
at least $210,000— that is $200 per CFM shopper/lodging guest this season. We
estimate that the CFM will have a similar economic benefit for county lodging
establishments in 2025.
It is also essential to note the impact of the CFM on participating businesses. Last
year, CFM businesses generated $152,965 in direct sales to market shoppers. This
year, we are seeing a 20% increase in sales over 2023. If this trend continues
JEFFERSON COUNTY
FARMERS MARKETS
PORT TOWNSEND • CHIMACUM
through the end of the season, we anticipate CFM vendors will generate
approximately $183,000 in market sales. This revenue supports local jobs, and
small businesses while also rippling out to benefit our greater local economy.
6. Organization's Area of Expertise
We are experts in hosting farmers markets, live music, and events that unite our
community, support our local economy, and incubate local small businesses. JCFM
is well-connected in our community and has strong partnerships with our vendors,
shoppers, local businesses, and nonprofit organizations.
Collaboration is one of our superpowers. We partner with local professional
photographers and videographers who provide high -quality photos and videos. We
interview our vendors and share their stories in our newsletter and the Leader.
Local photographers and videographers capture the feel of our markets with
beautiful images taken at market throughout the season and on participating farms.
Our videos are playful and fresh. See the two videos we created this season here
and here. Our storytelling, bright and authentic photos, and videos make our
marketing stand out.
Farmers markets provide a unique and highly sought-after opportunity for direct
human connection to our food, arts, and culture. Our markets are desirable tourist
locations and have the potential to be an even greater draw to the County with
continued LTAC support. LTAC grant funds empower JCFM to reach a greater
audience, which in turn supports our markets in driving tourism and revenue for our
community. Your support is essential for our continued marketing efforts.
Thank you for considering our proposal. Please contact me if you have any
questions, Amanda Millholland, JCFM Executive Director, info@jcfmarkets.org,
360-379-9098.
1. Itemized List of Proposed Tourism Promotion Services
Chimacum Farmers Market (CFM) Promotion Budget LTAC 2025
Promotion Type
Funding Source
Cost
Reach
Notes
6,500 readers Leader,
Visitor guide 70,000
reach, 40,000 PDN
Leader, PDN, Visitor Guide,
readers across the
Co -promote the Port Townsend and Chimacum
Chamber Map
LTAC
$3,000.00
Peninsula
Farmers Markets (CFM)
21,158 viewers quarterly,
6.9k Facebook followers,
Facebook/Instagram
LTAC
$500.00
2.7 Instagram Followers
Weekly boosted post ads, May -October
12,000 subscribers,
Reaching visitors to the Olympic Peninsula
60,000 brochures
through distribution at visitor center, local
Olympic Culinary Loop
LTAC
$435.00
distributed regionally
lodging, and more
2,500 distributed to local lodging, visitor centers
Rack Cards
LTAC
$1,500.00
2,500 readers
and at our markets
25,000 magazines
distributed to 600+
Waterside Magazine on
locations in Washington
Year -long distribution on WA and BC Ferries,
Washington Ferries and in
and British Columbia
and along I-5 from Seattle to Vancouver in high -
Visitor Centers
LTAC
$1,800.00
reaching 100,000 readers
traffic hotel lobbies, airports, and visitor centers
21,158 quarterly social
Aired on social media regionally, shared in our
media viewers + 4,000
weekly newsletter, website and on the Rose
Video production
LTAC
$3,500.00
Rose Theatre views
Theatre screen
Seattle Stranger digital
Digital advertisement in the Food and Drink,
advertising
LTAC
$2,500.00
1,340,000 readers
features/news and events sections
Seattle Times digital
$11 per 1,000 impressions run over the course
advertisement
LTAC
$3,000.00
272,727 impressions
of the market season
Kids' Activities
LTAC
$375.00
-10,500 market shoppers
$75 per month, 5 months
Live Music Fund
LTAC
$4,400.00
-10,500 market shopper
Live music stipend, $200 per week, 22 weeks
Staff time for conducting LTAC customer
tracking at $24 per hour x 4 hours per week
CFM Site Manager
LTAC
$2,112.00
-10,500 market shoppers
June -October
Market Administration and
1 hours per week, 22 weeks at $40, market
Oversight
LTAC
$880.00
oversight, grant reporting
Payroll Tax
LTAC
$211.20
For billable staff hours at 10%
Total Request
LTAC
$24,213.20
JCFM General
Operating Funds
Staff time for the coordination, leadership and
paid with CFM
hosting of the Chimacum Farmers Market, at
CFM Site Manager
vendor fees
$3,168.00
-10,500 market shoppers
$24 per hour x 5 hours per week May -October
JCFM General
Operating Funds
paid with CFM
Music Coordinator Stipend
vendor fees
$1,100.00
-10,500 market shoppers
Coordinating the CFM music program
JCFM General
Operating Funds
Market Administration and
paid with CFM
1 hours per week, 22 weeks at $40, market
Oversight
vendor fees
$880.00
oversight, grant reporting
Port Townsend Leader print
advertisement
In -kind
$2,000.00
6,500 local subscribers
Two donated 1/2 page ads
6,500 Leader
Port Townsend Leader and
USDA Farmers
subscribers, 40,000 PDN
Peninsula Daily News (PDN)
Market Promotion
readers across the
Co -promote our farmers markets throughout the
print advertisement
Program Grant
$8,000.00
Peninsula
season
KPTZ-Radio promotion
In -kind
$1,000.00
12,000 listeners
Weekly spot on KPTZ, April -December
USDA Farmers
21,158 viewers quarterly,
Market Promotion
6.9k Facebook followers,
Posts promoting both Jefferson County Farmers
Facebook/Instagram
Program Grant
$1,000.00
2.7k Instagram followers
Markets
6,500 subscribers +
Spring and summer postcard
USDA Farmers
distributed to local
Posts promoting both Jefferson County Farmers
insert in the Leader and local
Market Promotion
lodging and visitor
Markets. This is a multi -year grant with secure
lodging
Program Grant
$3,000.00
centers reaching
funding through 9/2025.
The video produced with LTAC grant funds will
be shown on the Rose Theatre screen as well
as distributed to other local and regional
Video Rose Theatre Screen
In -kind
$1,600.00
-4,000 viewers
partners
Marketing Coordinator 18 hours a week during
the CFM season. Our Marketing Coordinator
writes our weekly newsletter reaching 1,738
subscribers, maintains our website with 4,200
visits per month, creates social media content
reaching 21,158 viewers quarterly, and designs
our advertising reaching audiences in the
Olympic Peninsula and greater Seattle area as
well as national and international tourists.
USDA Farmers
Viewer estimate is conservative based on our
Market Promotion
weekly visitors to our farmers markets over the
Marketing Coordinator Time
Program Grant
$13,996.80
2024 season.
Other CFM Promotion
Budget
$35,744.80
Total Advertising Budget
$54,810.00
Jefferson County Farmers Markets
Income
BIPOC Business Fund
Friends of the Market
Food Access Donations
Total Friends of the Market
Grant Income
FMPP Grant
Billable Expense Income/FMPP
USDA/FMPP
Total FMPP Grant
Jeff Co Foundation grant
Give Jefferson
Love Your Neighbor - Food Access
Love Your Neighbor - Technology
Total Give Jefferson
Total Jeff Co Foundation grant
Jeff Co Lodging grant
SFMNP
SNAP Match
State of WA Tourism
State of WA Tourism Income
Total State of WA Tourism
WSFMA
WSMA
Total Grant Income
Merchandise sales
Merch sales - Chimacum
Merch sales - Port Townsend
Total Merchandise sales
Misc income
Service fees income
Sponsors
Sponsors - Community
Sponsors - Food Access
Total Sponsors
Token Rental Fee
Unapplied Cash Payments
Uncategorized Income
Vendor Fees
Vendor income
Vendor fees - Application
Vendor fees - Chimacum
Vendor fees - Saturday
Profit and Loss
January 1 - September 18, 2024
TOTAL
8,000.00
5,868.73
100.00
5,968.73
11, 078.92
31,408.87
42,487.79
9,000.00
5,000.00
5,000.00
19,000.00
19,000.00
15, 000.00
8,673.50
16,447.60
18, 000.00
18,000.00
75.00
12, 560.00
132,243.89
1,626.93
6, 725.96
8,352.89
1.00
3.27
11, 500.00
11, 000.00
22,500.00
1,599.16
4.00
10.37
413.40
840.00
5,699.90
70,914.18
Cash Basis Wednesday, September 18, 2024 03:26 PM GMT-07:00
TOTAL
Vendor members
4,400.00
Total Vendor income
81,854.08
Total Income
$260,950.79
Cost of Goods Sold
Cost of Goods Sold
729.10
Merch - purchases
5,662.13
Token Reimbursement
20.00
Total Cost of Goods Sold
$6,411.23
GROSS PROFIT
$254,539.56
Expenses
Admin & general expenses
Bank fees
196.40
Bank Charges & Interest
58.31
EBT/credit/debit fees
1,969.44
Farmers Market software
2,100.00
PayPal fees
38.95
OB fees
2,795.62
Total Bank fees
7,158.72
Dues & memberships
1,795.00
Education/training
440.00
SNAP Ambassador Stipend
40.00
Total Education/training
480.00
Insurance
1,831.57
Licenses & permits
1,129.01
Meetings
1,471.71
Office Supplies
1,669.10
Postage
427.06
Printing & copies
3,533.82
Rent
Rent - Port Townsend
8,369.07
Total Rent
8,369.07
Supplies & equipment
754.43
Equipment (small)
3,365.95
Equipment rental
351.14
Supplies - Chimacum
58.80
Supplies - Port Townsend
456.04
Supplies-SFMNP
6,007.38
Technology Grant Expense - LYN
1,200.00
Total Supplies & equipment
12,193.74
Survey Incentives
348.97
Utilities
267.98
Telephone/Internet
628.50
Total Utilities
896.48
Total Admin & general expenses
41,304.25
Advertising
6,992.76
Advertising - LTAC/JEFFCO
9,732.00
Advertising - LTAC/PT
4,200.00
Advertising - Port Townsend
15,537.13
Advertising - Social Media
306.52
crash Basis Wednesday, September 18, 2024 03:26 PM GMT-07:00 2/4
TOTAL
Total Advertising
36,768.41
Billing fees
46.33
BIPOC Fund Payouts
7,303.50
Conference
-215.00
Consulting/professional services
0.02
Bookkeeping/accounting
1,548.32
Contract labor
4,585.00
WSMA
6,771.16
Total Consulting/professional services
12,904.50
Cost of Labor
514.50
Assistant Manager
17,568.00
Bonus Pay
600.00
Market Director
47,541.61
Marketing Coordinator
19,665.00
Music Coord - Chimacum
166.66
Music Coord - Port Townsend
1,833.32
Payroll taxes
9,708.13
Site Manager
8,247.76
Total Cost of Labor
105,844.98
Education - Chef's Demos
284.50
Meals
58.09
Melio Service Fees
28.50
Musicians Guarantee
5,800.00
Repair & Maintenance
420.19
Tokens expenses
Tokens - Gimme 5
11,685.00
Tokens - SNAP match
19,218.00
Tokens - VegRX
3,394.00
Total Tokens expenses
34,297.00
Travel
1,765.12
Travel Meals
298.92
Unapplied Cash Bill Payment Expense
0.00
Uncategorized Expense
5.00
Volunteer Appreciation
160.09
Total Expenses
$247,074.38
NET OPERATING INCOME
$7,465.18
Other Income
Events income
Annual Fundraiser income
44,911.83
Annual Fundraiser Sponsors
1,500.00
Total Annual Fundraiser income
46,411.83
Total Events income
46,411.83
Interest Earned
483.24
Total Other Income
$46,895.07
Other Expenses
Annual Fundraiser Expenses
7,873.79
Bad debt
130.19
Farm Tour
1,000.00
Over/short
-1.00
Cash Basis Wednesday, September 18, 2024 03:26 PM GMT-07:00 3/4
TOTAL
Total Other Expenses $9,002.98
NET OTHER INCOME $37,892.09
NET INCOME $45,357.27
Cash Basis Wednesday, September 18, 2024 03:26 PM GMT-07:00 4/4
Jefferson County Farmers Markets
Budget 2024:
Income
BIPOC Business Fund
Friends of the Market
Grant Income
FMPP Grant
Billable Expense Income/FMPP
USDA/FMPP
Total FMPP Grant
Jeff Co Foundation grant
Love Your Neighbor
Total Jeff Co Foundation grant
Jeff Co Lodging grant
SNAP Match
WSMA
Total Grant Income
Merchandise sales
Merch sales - Chimacum
Merch sales - Port Townsend
Total Merchandise sales
Service fees income
Sponsors
Sponsors - Community
Sponsors - Food Access
Sponsors - Music
Total Sponsors
Token Rental Fee
Unapplied Cash Payments
Uncategorized Income
Vendor Fees
Vendor income
Vendor fees - Application
Vendor fees - Chimacum
Vendor fees - Saturday
Vendor members
Total Vendor income
Total Income
Cost of Goods Sold
Merch - purchases
Merch Art Purchase
Total Cost of Goods Sold
Budqet 2024
$
9,000.00
$
8,000.00
$
14,000.00
$
40,000.00
$
54,000.00
$
9,000.00
$
5,000.00
$
14,000.00
$
15,000.00
$
35,100.00
$
12,560.00
$
130,660.00
$
1,500.00
$
7,500.00
$
9,000.00
$
12,500.00
$
13,000.00
$
9,000.00
$
34,500.00
$
1,800.00
$
800.00
$
7,800.00
$
106,000.00
$
4,250.00
$
118,850.00
$
311,810.00
$ 4,000.00
$ 600.00
$ 4,600.00
Gross Profit
Expenses
Admin & general expenses
Bank fees
Bank Charges & Interest
EBT/credit/debit fees
Farmers Market software
PayPal fees
QB fees
Total Bank fees
Dues & memberships
Education/training
Insurance
Licenses & permits
Meetings
Office Supplies
Postage
Printing & copies
Rent
Rent - Port Townsend
Total Rent
Supplies & equipment
Equipment (small)
Total Supplies & equipment
Technology for Farm Vendors
Survey Incentives
Utilities
Telephone/Internet
Total Utilities
Website
Total Admin & general expenses
Advertising
Advertising - Chimacum
Advertising - LTAC
Advertising - Port Townsend
Advertising - Social Media
Total Advertising
BIPOC Fund Payouts
Conference
Consulting/professional services
Bookkeeping/accounting
WSMA
Total Bookkeeping/accounting
$ 307,210.00
$
800.00
$
108.00
$
3,200.00
$
2,100.00
$
25.00
$
4,070.00
$
9,503.00
$
1,800.00
$
2,500.00
$
2,518.00
$
700.00
$
1,800.00
$
1,700.00
$
270.00
$
2,200.00
$
600.00
$
7,900.00
$
8,500.00
$
1,800.00
$
3,500.00
$
5,300.00
$
4,500.00
$
300.00
$
380.00
$
790.00
$
1,170.00
$
420.00
$
39,181.00
$
6,000.00
$
1,400.00
$
15,000.00
$
7,000.00
$
1,000.00
$
30,400.00
$
6,000.00
$
1,000.00
$
560.00
$
1,500.00
$
7,120.00
$ 9,180.00
Contract labor
Total Consulting/professional services
Cost of Labor
Assistant Manager
Bonus Pay
Market Director
Marketing Coordinator
Music Coord - Port Townsend
Payroll taxes
Sick Pay
Site Manager
Vacation Pay
Total Cost of Labor
Donation to Community
Education - Chef's Demos
Melio Service Fees
Musicians Guarantee
Repair & Maintenance
Tokens expenses
Tokens - donated
Tokens - Gimme 5
Tokens - SNAP match
Tokens - VegRX
Total Tokens expenses
Travel
Volunteer Appreciation
Total Expenses
Net Operating Income
Other Income
Events income
Annual Fundraiser income
Annual Fundraiser expenses
Total Annual Fundraiser income
Total Events income
Interest Earned
Miscellaneous Income
Total Other Income
Other Expenses
Farm Tour
Total Other Expenses
Net Other Income
Net Income
$
7,000.00
$
16,740.00
$
22,125.00
$
3,000.00
$
68,000.00
$
24,000.00
$
3,200.00
$
16,500.00
$
1,500.00
$
12,480.00
$
1,500.00
$
152,305.00
$
4,000.00
$
130.00
$
10,600.00
$
700.00
$
500.00
$
14,000.00
$
30,000.00
$
7,000.00
$
51,500.00
$
1,200.00
$
300.00
$
314,056.00
$
(6,846.00)
$ 28,000.00
-17000.00
$ 11,000.00
$ 11,000.00
$ 630.00
$ 4,784.00
$
1,000.00
$
1,000.00
$
3,784.00
$
3,784.00
J EFFE RSON COUNTY
FARMERS MARKETS
CHIMACUM - PORT TOWNSEND
Board Membership Roster 2024
Janet Aubin, President
Angela Dunham, Vice President
Co-owner Stellar J Farm
Marketing Professional
53 Barn Swallow Rd
1801 Rosewood St
Chimacum, WA 98325
Port Townsend, WA 98368
(360) 821-2226
(425) 220-5500
Janet@stellarjfarm.com
Angelad@outlook.com
Laina Amerson, Treasurer
Jessie E. Short, Secretary
Accountant, Real Estate Agent
Marketing, Port Ludlow Resort
307 Eddy Court
80 Warbler Ln
Port Townsend, WA 98368
Port Ludlow, WA 98365
(360) 301-2952
(360) 301-0912
laina@amerson.us
jshort@portludlowassociates.com
Pierce Kennedy
Laura Llewellyn
Soft Step Farm
Chimalow Produce
3059 7th St
PO Box 593
Port Townsend, WA 98368
Chimacum, WA 98325
(541) 350-0636
(570) 573-3138
SoftStepFarm@gmail.com
Laura@chimalowproduce.com
Natalie Motson
Aliza Saraco-Polner
Co-owner White Lotus Farm
52 7th Ave.
3723 Beaver Valley Road
Port Hadlock, WA 98339
Port Ludlow, WA 98365
(973) 420-4267
(425) 830-0253
asaracop@gmail.com
whitelotusinn@gmail.com
Julia -Ellen Spruill -Smith
Ben Wilson
Space Twins Provisions
Retired Healthcare Technology Executive and
3723 Beaver Valley Road
Entrepreneur
Port Ludlow, WA 98365
1428 Rose St.
(202) 468-4113
Port Townsend, WA 98368
spacetwinsprovisions@gmail.com
(408) 406-1743
wilsonbe@gmail.com
Elise Wright
431 Calhoun St.
Port Townsend, WA 98368
(360) 713-4468
wright.elise@gmail.com
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