HomeMy WebLinkAboutCONSENT LTAC Wooden Boat Foundation Consent Agenda
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
FROM: Adiel McKnight,Executive Assistant
DATE: J>e,�1111 L-7e�-- 2-3 , 20 ZL/
SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the
Amount of$45,000; Wooden Boat Foundation
STATEMENT OF ISSUE:
This agreement provides grant funding for 2025 to certain non-profit agencies for the promotion of
tourism and ongoing preservation of Jefferson County's heritage. The Lodging Tax Advisory
Committee met on November 22, 2024 and reviewed request for proposals. This funding has been
budgeted from the Hotel Motel(Lodging Tax)Fund, and approved by the Board of County
Commissioners on December 9, 2024.
FISCAL IMPACT:
Wooden Boat Foundation $45,000
RECOMMENDATION:
Approve and sign the agreement.
REVIEWED BY:
l
Mark McCauley, Munty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: WOODEN BOAT FOUNDATION Contract No: LTAC WBF
Contract For: Lodging Tax Funding for Wooden Boat Festival Term: Jan-Dec 2025
COUNTY DEPARTMENT: County Administrator
Contact Person: Adiel McKnight
Contact Phone: 102
Contact email: afmcknight@co.jefferson.wa.us
AMOUNT: 45.000 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: 45,000 Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# 125 RFP or RFQ
Munis Org/Obj 12555730/411126 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO PLIAN WLTe55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: �■ N/A:1:1 � , - _!� T3 _
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSO ROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN J)EBAR7 Y ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: a N/A: X4�(fi
Signat a Date
STEP3: RISK MANAGEMENT REVIEW(will be added electron icaIIN through Laserfiche):
Electronically approved by Risk Management on 12/19/2024.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 12/19/2024.
Template pre-approved by PAO. Thank you for making the corrections.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND 13
PROSECUTING ATTORNEY(IF REQUIRED). LU
STEP 6:CONTRACTOR SIGNS Z
Z
STEP 7: SUBMIT TO BOCC FOR APPROVAL <
Cl)
1
AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES
FOR WOODEN BOAT FOUNDATION
This Agreement is by and between Jefferson COUNTY, Washington(the COUNTY)and
WOODEN BOAT FOUNDATION(herein known as"WOODEN BOAT FESTIVAL")
("RECIPIENT").
WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State
of the State of Washington under UBI number 600 327 090; and
WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson
COUNTY,as authorized by Chapter 67.28 RC W and Chapter 3.25 Jefferson COUNTY Code;and
WHEREAS, the COUNTY appointed the Jefferson COUNTY Lodging Tax Advisory
Committee("LTAC")to review and recommend lodging tax proposals submitted to the COUNTY,
as authorized by RCW 67.28.1817 and Chapter 3.25 Jefferson COUNTY Code; and
WHEREAS, RECIPIENT submitted a qualified lodging tax proposal to the LTAC;
WHEREAS, the LTAC reviewed and recommended funding all or part of RECIPIENT's
qualified lodging tax proposal to the Jefferson County Board of Commissioners;
WHEREAS, the Jefferson County Board of Commissioners reviewed the LTAC
recommendation for funding all or part of RECIPIENT's qualified lodging tax proposal and
finalized an award of$45,000 for the purposes recommended by the LTAC("Final LTAC Award");
IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the
parties as follows:
1. SERVICES TO BE PERFORMED USING THE LTAC AWARD
a. RECIPIENT shall use its capabilities and utilize up to the total amount of Final LTAC
Award for the approved tourism promotion services listed in Exhibit A and for no other
purpose during the 2025 fiscal year.
b. If the Final LTAC Award does not specify the approved tourism promotion services, then
the use of the amounts approved in the Final LTAC Award shall be limited to the proposed
tourism promotion services listed in RECIPIENT's proposal for the 2025 fiscal year, a copy
of which is attached as Exhibit B.
2. RESPONSIBILITIES OF RECIPIENT
a. On or before January 31; April 30; July 31; October 31, 2025; and January 31, 2026,
RECIPIENT shall provide to the COUNTY all of the following,which are more specifically
described in Exhibit C:
i. A quarterly report of the use, services, programs and activities of RECIPIENT
under this Agreement for the prior quarter;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.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Pagel of 32
ii. On or before January 31, 2026 or upon execution of this Agreement, whichever is
later, provide to the COUNTY: A billing invoice requesting payment of Hotel-
Motel Funding for the 2025 fiscal year.
b. 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.
c. 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. Any monies under-expended of the total funding
allocated under this Agreement shall be refunded to Jefferson COUNTY by January 31,
2026.
d. By February 28th of each year provide all of the following information on EXHIBIT D,
attached hereto and incorporated by reference for the previous year.
i. Each festival,event, or tourism facility owned and/or operated by RECIPIENT.
ii. The amount of lodging tax revenue allocated for expenditure (whether actually
expended or not)by RECIPIENT on each festival, event or tourism facility.
iii. 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).
iv. Estimated lodging stays. ("Lodging" refers to commercial lodging such as hotels,
motels, resorts, bed and breakfasts, or commercial campgrounds).
v. Measurements that demonstrate the impact of increased tourism attributable to the
event, festival or facility.
3. RESPONSIBILITY OF JEFFERSON COUNTY
a. The COUNTY shall provide RECIPIENT funding from Hotel-Motel Tax receipts to be used
in support of their responsibilities as defined under this Agreement.
b. Said funding is in the amount of the Final LTAC Award for the 2025 fiscal year.Payment is
conditioned on full compliance with this Agreement, including but not limited to, the
submittal of the reports required by Section 2.
c. Payment shall be made by the COUNTY upon receipt of an invoice on the next available
billing cycle.
4. TERM
This Agreement shall be for a term of one year, commencing on January 1, 2025 and ending on
December 31, 2025, except for the reports required in Section 2, which are due January 31, 2026
and February 28,2026.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 2 of 32
5. ASSIGNMENT
A parry's interests in this Agreement may not be assigned to any other person.
6. TERMINATION
a. This Agreement may be terminated, in whole or in part, by the COUNTY upon thirty (30)
days written notice in the event expected or actual revenue from the Hotel-Motel Tax is
reduced or limited in any way, or for non-performance of duties under this Agreement, or
for any reason.
b. RECIPIENT may terminate this Agreement upon thirty (30) days written notice to the
COUNTY. In the event of termination under this clause, the COUNTY shall be liable to
pay only for services rendered prior to the effective date of termination. If termination
covers a period for which payment has already been made, RECIPIENT shall refund to the
COUNTY a pro-rated share of the payment based upon the balance of time remaining in the
paid period, unless otherwise negotiated.
7. HOLD HARMLESS
a. RECIPIENT shall indemnify and hold the COUNTY, and its officers, employees, agents
and volunteers (and their marital communities) harmless from and shall process and
defend at its own expense, including all costs, attorney fees and expenses relating thereto,
all claims, demands, or suits at law or equity arising in whole or in part, directly or
indirectly, from RECIPIENT's negligence or breach of an of its obligations under this
Agreement; provided that nothing herein shall require RECIPIENT to indemnify the
COUNTY against and hold harmless the COUNTY from claims, demands or suits based
solely upon the conduct of the COUNTY, its officers, employees, agents and volunteers
(and their marital communities), and; provided further that if the claims or suits are
caused by or result from the concurrent negligence of: (a) RECIPIENT's agents or
employees; and, (b) the COUNTY, its officers, employees agents and volunteers (and
their marital communities), this indemnity provision with respect to claims or suits based
upon such negligence, and or the costs to the COUNTY of defending such claims and
suits, etc., shall be valid and enforceable only to the extent of RECIPIENT's negligence,
or the negligence of RECIPIENT's agents or employees.
b. RECIPIENT specifically assumes potential liability for actions brought against the
COUNTY by RECIPIENT's employees, including all other persons engaged in the
performance of any work or service required of RECIPIENT under this Agreement and,
solely for the purpose of this indemnification and defense, RECIPIENT specifically
waives any immunity under the state industrial insurance law, Title 51 RCW.
RECIPIENT recognize that this waiver was specifically entered into pursuant to
provisions of RCW 4.24.115 and was subject of mutual negotiation.
8. INSURANCE
RECIPIENT shall obtain and keep in force during the term of this Agreement, or as otherwise
required, the following insurance:
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 3 of 32
a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general
liability coverage on a form acceptable to Jefferson COUNTY Risk Management for
bodily injury, personal injury, and property damage, with a limit of not less than in the
amount of at least $1 million per occurrence, for bodily injury, including death, and
property damage; and
b. Worker's Compensation (Industrial Insurance). RECIPIENT shall maintain workers'
compensation insurance at its own expense, as required by Title 51 RCW, for the term of
this Agreement and shall provide evidence of coverage to Jefferson COUNTY Risk
Management, upon request.
9. INDEPENDENT CONTRACTOR
a. RECIPIENT and the COUNTY agree that RECIPIENT is an independent contractor with
respect to the services provided pursuant to this Agreement.
b. Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties hereto.
c. Neither RECIPIENT nor any employee of RECIPIENT shall be entitled to any benefits
accorded COUNTY employees by virtue of the services provided under this Agreement.
d. The COUNTY shall not be responsible for withholding or otherwise deducting federal
income tax or social security or for contributing to the state industrial insurance program,
otherwise assuming the duties of an employer with respect to RECIPIENT, or any
employee, representative, agent or subcontractor of RECIPIENT.
e. RECIPIENT shall be responsible for all applicable withholdings, deductions, state
industrial insurance, tax reports, business licenses, registrations, and all other obligations
of an independent organization.
10. COMPLIANCE WITH LAWS
RECIPIENT shall comply with all Federal, State, and local laws and ordinances applicable to the
work to be done under this Agreement.
11. CHOICE OF LAW
The parties agree that this Agreement is entered into in the State of Washington. This Agreement
shall be governed by and construed under the laws of the United States,the State of Washington
and the County of Jefferson, as if applied to transactions entered into and to be performed wholly
within Jefferson County, Washington between Jefferson County residents.No party shall argue
or assert that any state law other than Washington law applies to the governance or construction
of this Agreement.
12. DISPUTES
a. The parties agree to use their best efforts to prevent and resolve disputes before they
escalate into claims or legal actions. Any disputed issue not resolved under this
Agreement shall be submitted in writing within 10 days to the County Risk Manager,
whose decision in the matter shall be final, but shall be subject to judicial review.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 4 of 32
b. If either party deem it necessary to institute legal action or proceeding to enforce any
right or obligation under this Agreement, each party in such action shall pay for its own
attorney's fees and court costs.
c. Any legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County, subject to the venue provisions for actions against counties in RCW
36.01.050. The parties agree that the parties have the right of appeal from such decisions
of the Superior Court under the laws of the State of Washington.
d. RECIPIENT consents to the personal jurisdiction of the courts of the State of
Washington.
13. DISCRIMINATION PROHIBITED
RECIPIENT with regard to the project to be completed under this Agreement, shall not
discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color,
national origin, honorably discharged veteran or military status, or the presence of any sensory,
mental, or physical disability or the use of a trained dog guide or service animal by a person with
a disability, unless based upon a bona fide occupational qualification in the selection and
retention of employees, materials, supplies, or subcontractors.
14. INTEGRATED AGREEMENT
This agreement together with attachments or addenda represents the entire and integrated
agreement between the COUNTY and RECIPIENT and supersedes all prior negotiations,
representations, or agreements written or oral.
15. PUBLIC RECORDS ACT
This Agreement and any reports submitted by RECIPIENT are subject to disclosure as a public record
under the Public Records Act, RCW Chapter 42.56.
16. RECORDS RETENTION AND AUDIT AUTHORIZATION
a. A minimum of six years, RECIPIENT shall maintain documented proof of payments made,
contracts executed and other expenditures authorized under your Agreement with Jefferson
COUNTY.
b. Upon reasonable notice, RECIPIENT shall provide access to COUNTY or State representatives
to audit records related to the funds provided to RECIPIENT under this Agreement.
17. NO SEVERABILITY
The terms of this Agreement are not severable. If any provision of this Agreement or the
application of this Agreement to any person or circumstance shall be invalid, illegal, or
unenforceable to any extent,the remainder of this Agreement and the application this Agreement
shall not be enforceable.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 5 of 32
18. SURVIVAL
Those provisions of this Agreement that by their sense and purpose should survive the term of
this Agreement shall survive the term of this Agreement for a period equal to any and all relevant
statutes of limitation, plus the time necessary to fully resolve any claims, matters or actions
begun within that period. Without limiting the generality of the preceding sentence, and for the
avoidance of doubt,the provisions that survive the term of this agreement include: (a)controlling
law; (b) insurance; and, (c) indemnification.
19. AMENDMENT,MODIFICATION AND WAIVER
a. This Agreement may be not be amended or modified to change the approved tourism
promotion services in the Final LTAC Award.
b. Only the Jefferson County Board of Commissioners or their delegate by writing
(delegation to be made prior to action) shall have the expressed, implied, or apparent
authority to sign, alter, amend, modify, or waive any clause or condition of this
Agreement.
c. Any alteration, amendment, modification, or waiver of any clause or condition of this
Agreement is not effective or binding unless made in writing and signed by the Jefferson
County Board of Commissioners or their delegate.
SIGNATURES ARE ON THE FOLLOWING PAGE
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 6 of 32
JEFFERSON COUNTY WASHINGTON WOODEN BOAT FOUNDATION
Board of COUNTY Commissioners
Jefferson COUNTY, Washington
By: By:
Kate Dean. Chair Date Signature
By: Name:
Greg Brotherton,Commissioner Date
Title:
By: Date:
Heidi Eisenhour,Commissioner Date
SEAL:
ATTEST:
Carolyn Galloway,CMC Datc
Clerk of the Board
Approved as to form only:
for 12/19/2024
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 7 of 32
EXHIBIT A
Itemized List of Tourism Promotion Services Approved in the Final Award
1. 1. Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Wooden Boat Festival
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).
Establish reservation system & infrastructure: Dec 2024- Feb 2025 $6,500
-staff time - allow$1500 for software, 1.5 weeks for 2 staff at avg $40/hr
Paid social media promotion targeting out- of- towners:April 2025-Aug 2025 $2,000
Paid print advertising to reach target audiences including WA State Ferries, $8,000
WoodenBoat Magazine, others:April 2025-July 2025
- Write, edit, design, and proof promotional materials: 1.5 weeks of 3 staff
at average $40/hour+ proofing allowance
Seattle area postering campaign - contract with Keep Posted to install posters $500
in stores and restaurants around Seattle and Eastside. $80 print, $420 to
distribute: May 2025- Aug 2025
KUOW public radio underwriting- 14 spots per week, 2 during drive time, Skagit $2,500
Co. to Thurston Co. co vera ge: June 2025-Aug 2025
Cascade PBS advertising- digital and TV ads during peak hours: June- Aug $1,500
Webpages for WBF housing at fortworden.org and woodenboat.org profiling $800
accommodations, rates, procedures, transportation schedule,etc.
- 10 hours of 2 staff at average $40/hour Dec 2025- Feb 2025
Two WBF/FW audience emails specifically about Places to Stay $1,200
- 15 hours of 2 staff at average $40/hour April 2025- July 2025
Print& distribute promotional materials along 1-5 corridor- Victoria, B.C. to $7,000
Portland, OR- June 2025-Aug 2025
Allowance for contract van/minibus transportation between Fort W, Park& $15,000
Ride, and Wooden Boat Festival-Aug 2025- Sept 2025
TOTAL $45,000
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 8 of 32
EXHIBIT B
RECIPIENT'S PROPOSAL
WOODEN BOAT FOUNDATION REQUEST FOR PROPOSAL ATTACHED
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 9 of 32
2025 Request for Proposal Packet
Lodging Tax/Tourism Promotion
2025 Proposal Checklist for Tourism Promotion Activities
Organization Name Wooden Boat Foundation
Event Name, if different Wooden Boat Festival
Proposed Contract Amount: $45,000
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).
L/ 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 @ afmcknight6d�co.jefferson.wa.us by FRIDAY OCTOBER 4 2024.
Documents submitted to the County are public records, potentially eligible for release.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 18 of 32
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(a)co.iefferson.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 Wooden Boat Foundation
Organization Address 431 Water Street, Port Townsend, WA 98368
Contact Name Katie Oman, COO
Contact Address 431 Water Street, Port Townsend, WA 98368
Day Phone 360-385-3628 Evening or Cell Phone: 206-734-6881
E-Mail Address katie@nwmaritime.org
Facility/Event (if applicable) Wooden Boat Festival
Total Lodging Tax Request: $: 45,000
Estimated 2025 org. operating
budget (Incl. Lodging Tax funds) $657.000
If asking for funds for a specific Dollar Amount
event, list other cash funding --
Contributed Revenue (donations, � $60,000
sources and dollar amounts
budgeted for this project. memberships, in-kind
Note: This section is only due Earned Revenue (tickets, merchandise, $517,000
for specific event and festival sponsorships)
funding requests. $
$
Total Pro'ect Revenue Budget $577.000
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: r)w
` / ` l Date: r� 0 e� T Z°
Katie Oman, Chief-Operating Officer
Print Name and Title:
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 19 of 32
1 . Itemized List of Proposed Tourism Promotion Services
Organization (or Event) Name: Wooden Boat Festival
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).
Establish reservation system & infrastructure: Dec 2024 - Feb 2025 $6,500
- staff time - allow$1500 for software, 1.5 weeks for 2 staff at avg $401hr
Paid social media promotion targeting out-of-towners: April 2025 - Aug 2025 $2,000
Paid print advertising to reach target audiences including WA State Ferries, $8,000
WoodenBoat Magazine, others: April 2025- July 2025
- Write, edit, design, and proof promotional materials: 1.5 weeks of 3 staff
at average $40/hour +proofing allowance
Seattle area postering campaign - contract with Keep Posted to install posters $500
in stores and restaurants around Seattle and Eastside. $80 print $420 to
distribute: May 2025 - Aug 2025
KUOW public radio underwriting - 14 spots per week, 2 during drive time, Skagit $2,500
Co. to Thurston Co. coverage, June 2025 - Aug 2025
Cascade PBS advertising - digital and TV ads during peak hours June - Aug $1,500
Webpages for WBF housing at fortworden.org and woodenboat.org profiling $800
accommodations, rates, procedures, transportation schedule, etc.
- 10 hours of 2 staff at average $40/hour Dec 2025 - Feb 2025
Two WBF/FW audience emails specifically about Places to Stay $1,200
- 15 hours of 2 staff at average $40/hour April 2025 - July 2025
Print& distribute promotional materials along 1-5 corridor- Victoria, B.C. to $7,000
Portland, OR - June 2025 -Aug 2025
Allowance for contract van/minibus transportation between Fort W, Park& $15,000
Ride, and Wooden Boat Festival - Aug 2025 - Sept 2025
TOTAL $45,000
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
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 20 of 32
promotion, facility, event or activity including its purpose, history, etc.), and describe your
organization's track record.
The Wooden Boat Festival (WBF) continues to draw visitors from around the world to Jefferson
County. Over the Festival's almost 50 years, Jefferson County has grown from an economically
underdeveloped rural area to a major cultural and tourism destination. Out of town visitors have
brought new dollars to our community's businesses - and a thriving tourism and hospitality
industry has grown up around these vibrant events. Many people who visit Jefferson County for
the first time attending the Wooden Boat Festival later become residents of our area!
A challenge for WBF (as well as LTAC!) in recent years has arisen from this success: all the hotel
rooms in Jefferson County routinely fill up for summer special events. With this limited capacity, it
has not only been difficult for us to grow our out of town Festival audience, but the high demand
has driven hotel prices way up - outside the reach of the volunteers, tradespeople, young families,
and retirees who are the lifeblood of Wooden Boat Festival.
This year we are excited to explore a partnership that will expand overnight inventory for the
Wooden Boat Festival and provide an option that is within the reach of more people.
2. If this is a continuing promotion, facility or event, how is it different than in the past?
Working in collaboration with Fort Worden Hospitality, and building on joint pilot projects over the
last two years, we propose to open 60-80 Fort Worden dormitory rooms that have never been
available during WBF. We will be building new internal management systems and infrastructure
to make this possible (and scalable in future years) as well as investing in marketing to make out
of town audiences aware of this new room availability.
Every year we get dozens and dozens of inquiries about overnight accommodations that don't
break the bank. We are excited about this partnership and hope Jefferson County LTAC will
support this new initiative to strengthen our local tourism infrastructure. We're confident that with
marketing support it will be a success.
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: The Wooden Boat Festival will be held September 5-7, 2025.
b) The timeline for the tourism promotion activity you are proposing: April 2025 - August 2025
c) Target Audiences: Our target audience for this initiative is individuals who are invested in the
Wooden Boat Festival but for whom affordable overnight accommodations have been a barrier to
attendance. These audiences include, but are not limited to:
• Prospective volunteers who bring expertise and energy to our community but
haven't been able to afford to stay overnight.
• Families and retirees from Seattle and Tacoma seeking an affordable
weekend getaway with engaging activities for all ages.
• Craftspeople and mariners working throughout the region who have been
unable to attend due to housing affordability constraints.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 21 of 32
• New attendees who have not been able to visit Jefferson County due to low
overnight availability.
d) Promotion methods you intend to use to reach the target audience.
Our promotion methods for this initiative will include:
• Social Media Promotion: Using our Instagram and Facebook channels, which
have a combined following of 24,236. In 2024, our social media campaigns
reached over 450,000 people. Woodenboat.org received over 176,095 views with
81,188 unique users. We anticipate exceeding these numbers in 2025.
• Paid Print Advertising targeting our audiences through:
Washington State Ferries rack card distribution.
WoodenBoat Magazine.
48°North Magazine.
• Special Postering Campaign: A focused postering initiative in Seattle, executed
through Keep Posted, which will distribute WBF posters in neighborhoods
ranging from Edmonds to Tacoma, and from Madrona to Issaquah, reaching
diverse and new audiences.
• Paid Radio Campaign: A paid radio campaign on KUOW, Seattle's NPR station,
which reaches more than 400,000 listeners per month. This is an effective way to
engage cultural tourists. lifelong learners, and people curious about the maritime
world.
• Cascade PBS: Paid advertising for digital and TV ads that will reach our target
audiences.
• Digital Marketing: Updated webpages & emails highlighting the housing
opportunity
• Program Distribution: Distribution of the WBF program, including this housing
opportunity via our 48N distribution network that reaches from Portland to
Victoria.
e) Describe how you will promote overnight stays at Jefferson County lodging establishments.
This partnership initiative focuses on promoting overnight stays in group housing at Fort Worden.
We will work closely with Fort Worden Hospitality to fill these rooms and open up this community
resource for the first time for summer events. This could result in numerous new bed-nights and
increased economic impact for Jefferson County.
f) If you intend to collaborate with another agency or non-profit to provide these services, please
state the name of the organization and describe the nature of the collaboration:
We are collaborating with Fort Worden Hospitality, a relationship that began during the Teaching
With Small Boats Association conference, where we successfully housed 20 maritime educators.
During the 2024 Wooden Boat Festival, we piloted this accommodation partnership with a handful
of rooms, testing the necessary reservation, communication, and marketing infrastructure to scale
this effort in 2025. Our 2025 collaboration will involve building registration systems, setting pricing,
creating demand, selecting the best rooms and buildings for guests, and conducting a post-event
debrief to refine the approach for future years.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 22 of 32
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.)
The primary measure of effectiveness will be our success in filling the targeted rooms at Fort
Worden. Our 2024 pilot project, along with anecdotal evidence, indicates that with the right
marketing support, we will be able to meet or exceed our goals by filling dozens of rooms. We will
document our marketing efforts and collect data from registrants about how they learned about the
event. This information will be compiled and analyzed as part of our post-event reporting.
To measure the overall effectiveness of our promotional efforts, we will track the following key
metrics:
1. Ticket Sales and Attendance: We will measure success by meeting or exceeding our ticket
sales goals and increasing out-of-town visitation.
2. Staff Debrief: We will conduct a debrief across departments to gather feedback from
participants and other local businesses impacted by Festival weekend to understand the
broader impact.
3. Vendor Feedback: We will invite all vendors to participate in a post-event debrief to identify
what worked well and areas for improvement, ensuring that the event is beneficial for all
involved.
4. Visitor Feedback and Surveys: We will review visitor feedback, including how attendees
heard about the Festival. If budget allows, we plan to conduct a visitor survey in 2025 to gain
deeper insights into the effectiveness of our marketing strategies.
Reporting Economic Impact to the County
We will document and report the economic impact of the Wooden Boat Festival by estimating the
number of attendees traveling from outside Jefferson County. By tracking ticket sales from out-of-
county visitors, we can calculate the economic benefit to the community, as these individuals
contribute to Jefferson County's economy by utilizing local lodging facilities, dining at restaurants,
and purchasing goods and services from local businesses.
This information, along with our marketing data and visitor insights, will be compiled and shared
with the County to demonstrate the economic impact generated by out-of-town visitors attending
the Festival, ensuring compliance with state reporting requirements.
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):
We estimate that the Wooden Boat Festival attracted approximately 13,000 attendees in 2024
(final numbers are still being tallied). Of these attendees, about 75% were from outside Jefferson
County, with roughly 65% traveling from more than 50 miles away.
b.) Estimated number of tourists who will attend your event/facility this year (2025):
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 23 of 32
We are aiming for a modest increase in attendance for 2025, targeting around 13,500 attendees.
We also hope to increase out-of-town and out-of-state visitors by 5%.
c.) Projected economic impact in Jefferson County from your event/facility (e.g. number of tourists
who will stay overnight in Jefferson County-based lodging establishments; economic impact for
Jefferson County restaurants, community facilities, amenities, events, and businesses).
Based on the anticipated 13,500 attendees, with 65% traveling from more than 50 miles away, we
project approximately 8,775 visitors from outside the immediate area. With an average per-person
trip spend of$266; this translates to an estimated economic impact of$2,334,150 for Jefferson
County, benefiting local lodging establishments, restaurants, community facilities, and other
businesses.
6. Describe your organization's area of expertise. Do you provide a unique service?
Putting on Wooden Boat Festival is a complex year-round effort that requires a deep connection to
the global maritime community, close collaboration with local and regional businesses and
vendors, coordination with local government and regulatory agencies, and oversight of staff and
volunteers numbering more than 600. It truly takes a village to put on this event, and Wooden
Boat Foundation is uniquely positioned to sustain and grow it.
For this special overnight accommodations effort, we will not only be leveraging the expertise of
our marketing team, who has grown our reach both in-person and online significantly in recent
years, but also the expertise of our team of hospitality professionals at the Swan Hotel, which we
acquired in 2022. The Swan of course routinely sells out for WBF a year or more in advance. But
our hospitality team is uniquely positioned to take on the registration needs presented by this
partnership with Fort Worden Hospitality, whose systems are mainly set up for group sales.
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).
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 24 of 32
Note: Staff will verify Incorporation status of the non-profit agencies who submit service proposals by
checking the Washington Secretary of State's on-line corporation records.
- END -
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 25 of 32
WOODEN BOAT FESTIVAL
Port Townsend, Washington
Proposed 2025 promotion, facility, event, or activity budget including income and expenses
Our 2025 Wooden Boat Festival Budget has not been finalized for 2025. Below is an estimate that will be
informed by 2024 performance.
Revenues
Contributed(donations, membership,in-kind) $60,000
Earned(tickets, merchandise, sponsorships) $517,000
Total revenue $577,000
Expenses
Cost of Goods Sold
$48,025
Occupancy, Technology, &Insurance $73,325
Program&Event Supplies&Expenses $131,625
Advertising&Promotions $39,225
General Expense $43,625
In Kind Expense $19,425
Allocated expenses(including marketing) $148,125
Payroll $153,625
Total expense $657,000
woodenboat.org
431 Water Street,Port Townsend,WA 98368
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 26 of 32
Wooden Boat Foundation
Income Statement
Period:01/01/24..08/31/24
All Currency in US Dollars
Description Aug-24 Aug 2024 Bdgt Aug 2024 Var YTD Act YTD Bdgt YTD Var 2024 Annual Bdgt
Income
Contributed Revenue
Donations 2,250
Grants 10,000 10,000
Membership 34,210
In-kind Contributions 17,400
Total Contributed Revenue 0 0 0 10,000 0 10,000 53,860
Earned Revenue
Events 47,500 -47,500 47,500 -47,500 414,499
Publishing 22,980 22,980 25,000
Sponsorships 1,125 1,875 -750 8,375 8,375 50,900
Total Earned Reveue 1,125 49,375 -48,250 31,355 55,875 -24,520 490,399
Total Income 1,125 49,375 -48,250 41,355 55,875 -14,520 544,259
Cost of Goods Sold
COGS-Retail 6,981 6,981 3,375
COGS-Publishing 906 16,750 -1 S,844 906 17,250 -16,344 20,300
COGS-Other 30,300
Total Cost of Goods Sold 906 16750 -158" 7887 17250 -9363 53975
Gross Profit 219 32,625 -64,094 33,468 38,625 -23,883 490,284
Expense
Occupancy 101 101 450 2,000 -1,550 50,000
Technology 29 1,500 -1,471 69 7,100 -7,031 7,100
Program Expense 133 133 957 957 25,900
Events Expense 514 4,500 -3,986 11,002 24,550 -13,548 88,950
Marketing 2,607 3,800 -1,193 10,698 18,450 -7,752 19,150
General&Misc Expense 9,416 14,469 -5,053 13,765 19,028 -5,263 50,447
In-kind Expense 34,800
Misc Admin Expense 715 715
Insurance 1,354 1,540 -186 11,061 11,620 -559 17,780
Allocated Operating Expenses 10,842 10,256 586 88,837 85,702 3,135 128,773
Staff Support Expense 100 100 1,500
Payroll 17,569 18,552 -983 109,822 92,218 17,604 156,845
Total Expense 42,565 54,617 -12,052 247,476 260,668 -13,192 581,245
Net Operating Income -42,346 -21,992 -76,146 -214,008 -222,043 -37,075 -90,961
Other Expense
Non-operating Interest 51 51 153 153
Total Other Expense 51 0 51 153 0 153 0
Net Income LTAC Grant Award Agreement for WOODGIq BOAT F0121140TION -76,095 -213,855 -222,043 -36,922 Page 27 o9EA61
Wooden Boat Foundation
Income Statement
Period:01/01/24..08/31/24
All Currency in US Dollars
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 28 of 32
WOODEN BOAT FESTIVAL
Port Townsend, Washington I!_4F
Please see below list of names and addresses of the organization's Board of Directors and
the contact information for the chairperson for the event.
NWM 2024 SOD List
First Last Address city State Zip
Lynn Terwoerds 430 Rldge Dr Port Townsend WA 98368
Scott Vokey 10016 43rd PI NE Seattle WA 98125
Kirstin Sandaas 12720 SE 20th PI Bellevue WA 98005
LeeAnne Schirato 16021 21 st Ave SW Burien WA 98166
Bainbridge
Jeanne Goussev 8792 NE Oddfellows Rd Island WA 98110
Alex Adams 8031 18th ave Nw Seattle WA 98117
Mark Bunzel PO Box 726 Anacortes WA 98221
Peter Geerlofs 301 Mead Rd Nordland WA 98358
Bruce Jones 3215 98th Ave NE Clyde Hill WA 98004
Daniel Hawkins 4812 Emerald St Port Townsend WA 98368
Harium Martin-Morris 7727 25th Ave NE Seattle WA 98115
Alyssa Moir 5926 41 st Ave SW Seattle WA 98368
Ron Moller 1544 Madison St Port Townsend WA 98368
Kris Morris 789 W Sims Way Port Townsend WA 98368
Steve Oliver 92 Cleveland St Port Hadlock WA 98339
Stuart Mork 7710 31st Ave NW Seattle WA 98117
woodenboat.org
431 Water Street,Port Townsend,WA 98368
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 29 of 32
WOODEN BOAT FESTIVAL
Port Townsend, Washington
Caitlin Olmsted 3251 W Commodore Way Seattle WA 98199
Sarah Scherer 11839 Glendale Way S Burien WA 98168
Sally Goets Schuler 1555 NE Cochran Dr Gresham OR 97030
John Simpson 941 Shine Rd Port Ludlow WA 98365
Luke Strong-Cvetich 314 Lopez Ave Port Angeles WA 98362
Jim Whittaker 2023 E SIMS WAY, PMB 277 Port Townsend WA 98368
Chairperson For Event
Barb Trailer 431 Water St Port Townsend WA 98368
Contact Number: 360-385-3628
woodenboat.org
431 Water Street,Port Townsend,WA 98368
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 30 of 32
WOODEN BOAT FESTIVAL
Port Townsend, Washington ''
Below are a few examples of our promotional materials.
4�4, ' ' •
Ilk
.2 T`
t
PORT TOWNSEND
QuoODEN ' • , FESTIVAL
r
Get Outdoors -Get on the Water
Hands-On Activities
for All Ages!
September •
a ,1 '
ort Townsend, WA
• •d- b• • •
- FESTIVAL
04
�*!
woodenboat.org
431 Water Street,Port Townsend,WA 98368
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 31 of 32
WOODEN BOAT • ' -
Port Townsend, Washington20
1.
� 9T
.1F�1
300 Boas=Speaker A Demos-Family Fun
Live Music+Dancing•Foud&Drinks
September 6,7,&8 � Port Tournsend,WA
•- wc,ndenhuv wy ��•.•,�••
PORT TOWNSF.ND � PORT TOWNSF.ND ■� PORT TOW'NSf.ND
WOODEN BOAT WOODEN BOAT WOODEN BOAT
FESTIVAL-
FESTIVALFESTIVALPRESENTATIONS E MUSIC N FOR KIDS
J
SEfREMBER 6-$�Wil SEPTEMBER b$20]4 SEPTEMBER 6$202•
PORT TOWNSEND ■ PORT TOWNSEND � PORT TOWYSFNr�
WOODEN BOAT WOODEN BOAT WOODEN BOAT
i
RACE
WOODWORKING GET ON
.:'�,�!.��, � - SEPiEA/8ER•-&2024 sEPtEMBCRb$Z074
Water431
•rt Townsend WA 98368
4
EXHIBIT C 1 st QUARTER Due by April 301 to
afmcknight a co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 1st QTR:
ORGANIZATION Amount Received Overspent Refund TOTAL I"
Awarded From N Required QTR
by Underspent LTAC
Jefferson Jefferson (_)of LTAC FUNDS
County County funds SPENT
2. LTAC funds spent by your organization 1st QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts
from payment,):
3. LTAC funds balance remaining 11 QTR:
4. Please attach your organization's report for all revenue,marketing,services,programs and
activities of the prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records
Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State
representatives to audit those records.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 12 of 32
EXHIBIT C 2nd QUARTER Due by July 311 to
afmckni ght(&co.iefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 21 QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL
Amount Received (+) Required 11 QTR 2"d QTR
Awarded From Underspent LTAC LTAC
by Jefferson (")of LTAC FUNDS FUNDS
Jefferson County funds SPENT SPENT
County
2. LTAC funds spent by your organization 2nd QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts
from payment,):
1. LTAC funds balance remaining 2°d QTR:
2. Please attach your organization's report for all revenue,marketing,services,programs and
activities of the prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records
Act, RCW Chapter 42.56. For a minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall be able to provide access to Jefferson
County or State representatives to audit those records.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 13 of 32
EXHIBIT C 3rd QUARTER Due by October 311 to
afmcknieht@co.jefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 3`d QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL
Amount Received (+) Required V QTR 2"d QTR 3`d QTR
Awarded From Underspent LTAC LTAC LTAC
by 0 of LTAC FUNDS FUNDS FUNDS
Jefferson County funds SPENT SPENT SPENT
County
2. LTAC funds spent by your organization 31 QTR(include 200 word limit regarding activities
and funds spent with an itemized statement and supporting documentation,i.e. invoices paid,
receipts from payment,):
2. LTAC funds balance remaining 31 QTR:
3. Please attach your organization's report for all revenue,marketing, services,programs and
activities of the prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records
Act, RCW Chapter 42.56. For a minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under the Agreement with
Jefferson County. Upon reasonable notice, you shall be able to provide access to Jefferson County or
State representatives to audit those records.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 14 of 32
EXHIBIT C 4" QUARTER Due by January 311 to
afmcknight@cojefferson.wa.us
Organization:
Contact person:
Mailing Address:
Phone Number/Email:
1. LTAC Funds received from Jefferson County 4"QTR:
ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL 3`d TOTAL
Amount Received (+) Required I I QTR 2"d QTR QTR 41'QTR
Awarded From Underspent LTAC LTAC LTAC LTAC
by (-)ofLTAC FUNDS FUNDS FUNDS FUNDS
Jefferson Jefferson funds SPENT SPENT SPENT SPENT
County County
2. LTAC funds spent by your organization 41 QTR(include 200 word limit regarding activities and
funds spent with an itemized statement and supporting documentation,i.e. invoices paid,receipts
from payment,):
3. LTAC funds balance remaining 41 QTR:
4. Please attach your organization's report for all revenue,marketing, services,programs and
activities of the prior quarter.
This report and any attachments may be subject to disclosure as a public record under the Public Records
Act, RCW Chapter 42.56. A minimum of six years, RECIPIENT shall maintain documented proof of
payments made, contracts executed and other expenditures authorized under your Agreement with
Jefferson County. Upon reasonable notice, RECIPIENT shall provide access to Jefferson County or State
representatives to audit those records.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 15 of 32
EXHIBIT D
Jurisdiction Lodging Tax Reporting Form —To Be Submitted to Jefferson COUNTY
Administrator's Office
No Later than February 28t6 of each Year
Lodigin,Tax Reporting Form
Ot gmnimnom recenwe fundin to promote fe:nral:. ;pedal event:and towr:m-related actrvv s duough tounuo-ze ated facilities
owned or sponsored bs non-profit orpnrxanon:or the La_al jun:d1=on acre requued to complete thus form foT EACH acm-ity.
1 Orgammace Name: PsFarrie's any:
Sptgrrot Type CLeck Lhe is O ri l,- .i 10 5011 c o, �Loca;lmisdiC'M O ulter
3 Acft m•N=e
4 Aram*Type(Cbeck One): EcentFesmri• �J Fx un•• �Markeme
i Acum Start Date*,
6 Acuna�End Date*
Total Cost of Actn•¢c S
3 Ammm Regae tea: S
Amomr Awarded: S
19 0%wall Anaidance• 13 t>tuba of Arw kes Blln Sraved Ovwaulx m tic:msd A,cmmoiaj(ros'
a) Pm.-ected• a) Projected*
bi Accra:* b1 Arai•
} SSedxKk ozl•tChed Ors' `J'uect Co - cl Metbodoire+•tChzrk Onei: 0 Caea:amt•
Otrdaect Coum- ORepresematne SwvW 0 ndnect Comet• OReptesernow Sung'
OlcfmrWStores• oSmrctmedEmmate• Oad.�S.ec• (DSmxwedEs.•
OOthm tesplaml: Ot tter;etiplarn:?:
11 Number of 4rrwAees%U Tzaveled;O Sir7es ee-More* 14 Number of Aticdees V,1w Staved Os,_t m Paid?zcam+d+nam
a) prk--ted• a) Pnila-ted•
b) 4ctma:• b) Armri•
c) \fedwdcwzv tCteck Ors O mect Carry c) Sfetbod6ory tCheck Onec Duect.omr•
01yduertCwm• OReresematneSuneg• �!d¢atCaau• OFspresesummSuner•
kfo>mal Smcer• ()SM.Tured Em are- !formal Sure%' O Sm Bored Lmnare'
Other(ewlam: otfer aplatnt
12 NuzCm of Anecdees Ater Tr--v-e:ed ice Awther'me co C cmuv' 15\umber of Paid Loi acne`;izln*
a) pm ected• a) Projected•
b i Ayr a:* b) Actvi'
C} Medwdao--v tlhed CKe �li:uea ccua- cl Metbod6ogy Check Oner� l;.ect
0lr :ant•
&wtCosmo• C)RepresemarseSursej•' 0Sd.C.- LiRgnesenameSutv�•
lefo»nal Stuvev'• O Struoured Ewmate• lkmil S.e- Saucrurel Estimat'
00thm tesplatn: t ;edam,
'See Lodging Tax Iearls Reporting Defmttion-.In-tructioo-
Wore of lndty:�mi Vlto P :s>i FxPorr-
Pbone=: EN—ad A31es:.
RETL-RN THIS FORM TO:
Jefferson Cotmn•Admtnrstntor:Office
1820 Jefferson Street
P.O.Boa 1220
Past Town-A L WA 98368
je$boccaco jefferwm wa.us
DE_ADLLNE:February 28th of Each Reporting Year
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 10 of 32
LTAC Yearly Reporting
Definitions/Instructions
Activity Type: Event/Festival: Short-term activity occurring between specific dates(e.g.,4th of July celebration,
local marathon)
Facility:Municipally-owned facility that operates some or all of the year(e.g.,county historical
museum,convention center)
Marketing:Activity that provides information to encourage visitors to an area;is typically a year-
round activity but may also operate for less than a full year.
Activity Date: Activity beginning and ending dates.
Actual: Persons estimated to have actually participated in event/festival or visiting a facility.For
marketing activity,enter the number of persons estimated to have actually visited area as result of
marketing activity.
Projected: Persons expected to participate in event/festival or visiting a facility.For marketing activity,enter
the number of persons expected to visit area as result of marketing activity.
Methodology: Select the methodology used to estimate the actual number of visitors/participants.
Direct Count:Actual count of visitors using methods such as paid admissions or registrations,
clicker counts at entry points,vehicle counts or number of chairs filled.A direct count may also
include information collected directly from businesses,such as hotels,restaurants or tour guides,
likely to be affected by an event.
Indirect Count:Estimate based on information related to the number of visitors such as raffle
tickets sold,redeemed discount certificates,brochures handed out,police requirements for crowd
control or visual estimates.
Representative Survey: Information collected directly from individual visitors/participants.A
representative survey is a highly structured data collection tool,based on a defined random sample
of participants,and the results can be reliably projected to the entire population attending an event
and includes margin of error and confidence level.
Informal Survey:Information collected directly from individual visitors or participants in a non-
random manner that is not representative of all visitors or participants.Informal survey results
cannot be projected to the entire visitor population and provide a limited indicator of attendance
because not all participants had an equal chance of being included in the survey.
Structured Estimate:Estimate produced by computing known information related to the event or
location.For example,one jurisdiction estimated attendance by dividing the square footage of the
event area by the international building code allowance for persons(3 square feet).
Other:(please describe)
Overall Attendance: Total projected and estimated actual attendance recorded for event,facility or resulting from
marketing activity.
Total Attendees Traveling 50 miles or more:
Total: Total projected and estimated actual number of visitors traveling more than 50 miles to attend event
or facility.For marketing organizations,report visitors traveling more than 50 miles to visit area.
Of total,attendees who traveled from another state or country:Of the total projected and estimated
actual number of visitors traveling more than 50 miles to attend event or facility or visit area,report
projected and estimated actual number of visitors who traveled from another state or country.
Attendees who stayed overnight:
Paid Accommodations: Total projected and estimated actual number of visitors staying in paid lodging
establishments such as hotels,motels,bed and breakfasts,etc.
Unpaid Accommodations: Total projected and estimated actual number of visitors staying in unpaid
accommodations such as family and friends.
Paid Lodging Nights: Total projected and estimated actual number of paid lodging nights.One Lodging night=
one or more persons occupying one room for one night.
LTAC Grant Award Agreement for WOODEN BOAT FOUNDATION Page 11 of 32