HomeMy WebLinkAboutQFP 2025 RFP QFP rcvd 100424 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.
2025 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: $10,000
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:
✓ Signed and Dated Proposal Summary Sheet
✓ Section 1 - Itemized list of proposed services and estimated costs.
✓ Section 2 - Proposal Questions.
✓ Section 3 - Proposed 2025 promotion, facility, event or activity budget.
✓ Section 3 – 2024 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 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 Quilcene Fair & Parade Association
Organization Address PO Box 761 Quilcene, WA 98376
Contact Name Shonna Wilkeson
Contact Address PO Box 385 Quilcene, WA 98376
Day Phone Evening or Cell Phone 360-990-3665
E-Mail Address quilcenefair@gmail.com
Facility/Event (if applicable) Quilcene Fair & Parade plus Car Show at Quilcene School
Total Lodging Tax Request: $: 10,000
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds) $: 16,000
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
Profit Forward from 2024 (sponsors & vendor fees) $6,000
Total Project Revenue Budget $6,000
Did your organization receive Lodging Tax Funds from the County in 2024? __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: Shonn Wilke so Date:
10/4/2024
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 May 2025 - Sept 2025 = $3,200
● Getaway Guide includes DIGITAL version, plus 6 months on WA ferries - $1,200
● Physical & Direct Advertising - $800
○ Banners, Posters, Postcards
● Facebook SOCIAL MEDIA ADS - $1,200
Entertainment for Day of Event = $1,800
● Live Music in Food Court - $1,000
● Performers for Kids & Burn Out - $600
● Photographer - $200
Rentals for Day of Event = $4,000
● Restroom & Handwashing Station Rental - $1,400
○ With partial sponsorship from GoodMan Sanitation
● Kids Carnival Rental - $1,400
○ Large Tents with partial sponsorship from The Production Alliance or
○ Game/Ride/Action Activity, with attendants
● All Age Activity Rental - $1,200
○ Mini Golf or Photo Booth, with attendants
Participants & Support for Day of Event = $4,500
● Vendors = $400
○ Gift bags & Day Of Supplies
● Exhibit Hall = $400
○ Prizes, Day of Supplies & promotional materials
● Kids Carnival = $800
○ Prizes & Games
● Parade = $250
○ Day of Supplies
○ Purchase tent & banner
● Raffle = $600
○ Mailings and Day of Supplies
○ Purchase tables for day of
● Sponsors & Info Booth = $250
○ Mailings and sponsor banner for day of
○ Purchase table for day of
● Car Show & Burn Out = $800
○ Prizes, trophies, dash plaques & day of supplies
● Volunteers = $1,000
○ T-shirts, Lunch/Drinks and day of supplies
Expenses to Support Event = $2500
● Insurance for Day of Event = $650
● Janitors Day Of = $800
● Website Hosting (annually) = $300
● Meeting Space (annually) = $300
● General Administrative costs throughout the year = $450
○ 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 Quilcene Fair & Parade plus Car Show will be held Saturday September 20th, 2025 from 10-3 with
the parade starting at 11am. All events, other than the parade held right on Hwy 101, will take place
inside and outside of the Quilcene School located at 294715 Hwy 101 in Quilcene. We cooperate with
Jefferson County Sheriff and WSDOT to detour traffic along the Hwy 101 parade route for close to an
hour to allow time for the parade and community photo in the street directly after. In addition to the
parade, there is a vendor and food fair, car show, live music, raffle, community crafts and contests and
a kids carnival with games and prizes. We are proud to donate the funds we raise that day, back to our
community to groups like Quilcene Skatepark, 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 from neighboring counties and beyond, but it’s also
a great day of homecoming bringing back former residents to Quilcene from areas far and wide.
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 after COVID 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.” In 2023, our LTAC funds allowed us to add much needed new pop up tents, plus a
new feature for kids that we are able to rent fully staffed; Strait Up Foam Fun foam party, which
returned in 2024. Because our 2024 LTAC funds were less than expected, we greatly reduced our
print advertising and focused on Facebook which has a far reach into neighboring counties and
specific target audiences. The reduction in funding also compelled us to request specific needs as
donations from our regular partners. Now, we can also consider partners like Good Man
Sanitation and The Production Alliance sponsors because they have donated a portion of their
services to us and we plan to continue these relationships in 2025 which is reflected in our budget
for restrooms & tents.
Further, we intend to continue to focus on digital and social media marketing and that is also
reflected in our 2025 budget. Our last 2 events (2023 & 24) had a noticeable increase in
attendance and that we attribute to Facebook marketing of our event and are happy to see that
the prioritization of digital media by the BoCC matches our 2025 marketing focus. In his 9/18/2024
“Life in Ludlow” column, Ned Luce, noted the crowds: “ The Quilcene Fair and Parade is coming
up this weekend and if this year is like last year, success will be had again. There was a huge
crowd last year and if the weather holds it will be great. ”
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. 2025 and will be the 41st overall and
the 19th with a car show included. Our LTAC request for 2025 is the same dollar amount that we
received in 2024 and our 2025 budget and event will be much the same as it was in 2024. In recent
years, as many local nonprofits struggle to find volunteers, we’ve found adding features to the day that
don’t require all day volunteer support (like live music, kids entertainment like a magician and foam
party) are best and hope to continue this into 2025 by adding a feature directed towards middle/high
school kids or even adults (like mini golf or a photo booth.)
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: Saturday Sept. 20th, 2025
b) The timeline for the tourism promotion activity you are proposing (e.g. May through July,
2025)
May - September, 2025
c) Target Audience
Long weekend tourists , mostly young to middle age couples with or without children, from
neighboring counties and beyond who are generally the adventurer type and like to explore
small towns and hike, shop and eat out. We also hope to draw mature car show enthusiasts
from all over the state 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, family
businesses and wholesome events. Also, hometown loyalists who have moved away will find
it the perfect time to visit friends and family members back home. Our community event brings
former residents back to town for the day, long weekend or week, because they know it’ll be a
fun time to visit and other people they know will be back home visiting too.
d) Promotion methods you intend to use to reach the target audience.
Our primary promotion method(s) will be: 1.) Facebook Ads for Events (at least 3 separate events:
Fair & Parade, Car Show & Burnout, Music) and Boosting Posts (about: Food, Kids Carnival,
Special Day of Rentals, Parade.) We were able to reach over 61,000 people (see D2) with
Facebook Ads and boosted posts in 2024 and that doesn’t include our regular posts or posts on
Instagram! Social Media advertising provides a wide reach for a smaller advertising investment than
our previous method of paper media advertising. 2.) one full page color ad in the Getaway Guide -
The Leader ’s premier guide to the Olympic Peninsula which also includes a digital version and is
distributed in multiple counties, including on 3 Washington State Ferries (see D3 & 4). Through
partnership in exchange for a sponsorship with The Leader, we’re able to obtain half price
advertising. The Getaway Guide offers a wide reach for a long period of time and also includes a
digital version starting in June, more than 3 months before our event. This is our only paid
advertising in a publication because of the inclusion of a digital version but we will likely also
obtain free advertising in publications like Tracing the Fjord (see D1) in exchange for sponsorship.
3.) We will also place physical signs and banners along heavily trafficked roads a few weeks
before the event to capture the end of summer tourism and those driving through South Jefferson
County. A limited amount will be spent on posters and postcards to businesses and past
participants of the parade and car show.
e) Describe how you will promote overnight stays at Jefferson County lodging
establishments.
By showing what a fun event we are having through our advertising and promotional efforts
described above! By emphasizing the beauty and heritage of Quilcene and how much we’ll have
to do at our event, we can show it’ll be worth it for people to come and stay overnight. The front
page of our website ( https://quilcenefair.org/ ) provides an informational banner for “Lodging” that
takes the user to the North Hood Canal Chamber of Commerce’s Lodging page of their website
( https://emeraldtowns.com/lodging ) with link to local lodging options and campgrounds. The
chamber ’s website contains other helpful information for visitors to our area users can also find.
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:
For the prior 4 events, we have rented 2 big top style tents from The Production Alliance, a
non-profit from Port Townsend that specializes in community events, to house our outdoor kids
carnival. It’s likely we may rent one or two tents from TPA again in 2025. In 2024, TPA
generosity offered to be a sponsor of our event and donate use of the small tent, a $1,000 value!
And as mentioned above, we have a link on our website to North Hood Canal Chamber of
Commerce ’s (of which we are a member), a non-profit based in Quilcene/Brinnon, Lodging
Page, to direct visitors on places to stay overnight. Additionally, one of our physical road banners
advertising the event will be placed on the lawn of Quilcene Historical Museum , a non-profit
with a lawn facing busy Center Road.
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 attendees
questions similar to the State required Lodging Tax Reporting Form submitted annually by the
end of February. Additionally, we speak to our local business owners to get a feel for how
their business was that day and typically there is follow up news coverage in The Leader
that will describe the attendance. In 2023, Quilbilly’s Restaurant & Taproom shared on
Facebook that the Fair & Parade day was their busiest day ever! I n the words of Ned Luce's
“Life in Ludlow” 9/27/2023 column in The Leader: “ Quilcene had it all on a recent
weather-perfect Saturday. The Quilcene Fair & Parade satisfied all of your needs with a car
show, a football game, a "burnout", craft booths, food trucks, live music and a parade. And
yes, there were several thousand folks cheering it on! ”
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):
The estimated number of tourists at our 2024 event was: 1500
b.) Estimated number of tourists who will attend your event/facility this year (2025):
The estimated number of tourists at our 2025 event will be: 1500
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 & mortar local business sales including
restaurant sales, plus general tourist traffic to our area, as well as overnight stays and return
visits by tourists. Quilcene is packed full of people on Fair & Parade Day! As stated earlier, in
his 9/18/2024 “Life in Ludlow” column, Ned Luce, noted the crowds: “ The Quilcene Fair and
Parade is coming up this weekend and if this year is like last year, success will be had again.
There was a huge crowd last year and if the weather holds it will be great. ” Retail and food
sales for our vendors at the Fair will also be positively economically impacted. In addition,
many non-profits fundraise at their fair booth and Jefferson County businesses are able to
advertise themselves to locals who will be attending and potentially use their services. At the
2024 Quilcene Fair, Jefferson County PUD held a c elebration of high-speed rural fiber internet
at their Fair booths, including a fiber network ribbon cutting (see D5) and taking attendees on a
local fiber tour to see the efforts the public utility has made to bring fiber to Quilcene. Kunz
Pest Solutions, a new business formed in April 2024 who services the Olympic Peninsula area,
was able to advertise for free by participating in the parade. Additionally, the local non-profits
that we donate the proceeds of our day of fundraising (raffle/kids/car show) are all located in
Jefferson County. The Quilcene Fair & Parade will donate at least $3,500 from our 2024 event!
6. Describe your organization’s area of expertise. Do you provide a unique service?
We provide a unique small town tradition that has often been lost in larger towns or cities
around Washington State and our country. Our small town event 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 Fair & Parade, plus
Car Show, is a unique opportunity to highlight South Jefferson County’s natural resources and
its people and places.
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 2025 promotion, facility, event or activity budget including income and expenses.
B.) 🗹 2024 Budget and 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).
D1.) Tracing the Fjord 2024 Article - Free, in exchange for sponsorship
D2.) 2024 Facebook Ads & Boost Numbers
D3.) Getaway Guide Flyer 2024 - info/example for 2025 plan
D4.) Our 2023 Getaway Guide Full Page Color Ad
D5.) Jefferson County PUD 1’s 2024 Quilcene Fair & Parade Event Flyer
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 Quilcene Fair & Parade Overall Budget
TOTAL Income 16,000.00
Total Expense:16,000.00
Income - LTAC Grant 10,000.00
Income - Profit Forward from 2024 6,000.00
Expense - Janitors for Day Of 800.00
Expense - Insurance for Day of 650.00
Expense - Volunteer Costs for Day Of (food & shirts)1,000.00
Expense - Website, Annually 300.00
Expense - Administrative Costs, Annually (PO Box, day of etc)450.00
Expense - Photographer, Day of 200.00
Expense - Meeting Space, Annually 300.00
Expense - Purchase tables for info booth & raffle 400.00
Expense - Facebook Advertising 1,200.00
Expense - Getaway Guide (multiple counties, ferries and DIGITAL)1,200.00
Expense - Physical Advertising (Posters, Banners, Post Cards)800.00
Expense - Kids Area Rental: Large Tent and/or Ride/Game with attendants 1,400.00
Expense - All Ages Rental: Mini-Golf/Photo Booth with attendants 1,200.00
Expense - Entertainment for Day of (Music, Magician etc for Kids, Burnout Expo)1,600.00
Expense - Rental: Bathroom and handwashing stations for Day Of 1,400.00
Expense - Kids 800.00
Expense - Car Show & Burn Out 800.00
Expense - Parade 250.00
Expense - Raffle 300.00
Expense - Sponsors 150.00
Expense - Community Crafts 400.00
Expense - Vendors 400.00
OPERATING COSTS: $4,100
PROMOTIONAL COSTS: $3,200
RENTAL/ENTERTAINMENT DAY OF COSTS - $5,600
COMMITTEE AREAS COSTS: $3,100
2024 Quilcene Fair & Parade Budget (Income & Expense) as of 10/4/2024
14,475.00 14,475.00
Total Expense:14,475.00
ACTUAL
Required Cost (approved 1/16/24) $2000
Flexible Costs (needed) (approved 1/16/24) $3,150
Committee Areas: Approved 5/14/24 $9,575
Income - LTAC Grant 10,000.00 10,000.00
Income - Profit Forward from 2023 4,075.00 4,075.00
Income - Car Show Only Sponsors for 2024 400.00 400.00
Expense - Janitors Day Of 600.00 600.00
Expense - Insurance for Day of 700.00 640.00
Expense - Website (anually)300.00
Expense - Administrative 400.00 370.00
Expense - Rent: Meeting (anually)300.00 300.00
Expense - Rental: Bathroom and handwashing stations Day Of 1,650.00 1295.00
Expense - Rental: Kids Tent Day Of 1,200.00 1200.00
Expense - Facebook Advertising 675.00 599.89
Expense - Print Advertising 600.00 600.00
Expense - Physical & Direct Advertising 800.00 882.06
Expense - Rental: Kids, Strait Up Foam Fun 760.00 760.00
Expense - Entertainment: Kids, Kitsap Magic 350.00 325.00
Expense - Entertainment: Music, Buck Ellard Band 1,000.00 1000.00
Expense - Kids 1,200.00 1218.18
Expense - Parade 200.00 69.26
Expense - Raffle 200.00
Expense - Sponsor 150.00 44.17
Expense - Car Show 1,600.00 1582.23
Expense - Info Table 50.00
Expense - Exhibit Hall 400.00 162.53
Expense - Vendor 400.00 118.15
Expense - Day Of Supplies 100.00 75.85
Expense - Volunteer Support 840.00 782.44
Expense - Entertainment: Burn out, Otis Barber (Approved 9/20)250.00 250.00
$12,874.76
Day Of: Raffle $1,395.00
Day Of: Kids $344.00
Day Of: Car Show $2,700.00
Total Day of Cash Made for Donation Goal:
difference:1600.24
2024 GOAL - Community Donations: 3,500.00
$4,439.00
Quilcene Fair & Parade Association Board Members as of 10/4/2024
Position Person Address
President Bill Stephens 243 Wildwood Road Quilcene, WA 98376
Vice-President Kristin Deverin 150 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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