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HomeMy WebLinkAboutCONSENT LTAC Quimper Events Collective Consent Agenda Commissioners Office JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Executive Assistant DATE: aeit L r i3, -43 7 SUBJECT: AGREEMENT re: 2025 Hotel Motel (Lodging Tax) Grant Funding; In the Amount of$28,500; Quimper Events Collective 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: Quimper Events Collective $28,500 RECOMMENDATION: Approve and sign the agreement. REVIEWED BY: l?/02c- o,? Mark McCauley ounty Administrator Date CONTRACT REVIEW FORM Clear Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: Quimper Events Collective Contract No: LTAC QEC Contract For: Lodging Tax Funding Term: Jan-Dec 2025 COUNTY DEPARTMENT: County Administrator Contact Person: Adiel McKnight Contact Phone: 102 Contact email: afmcknight@co jefferson.wa us AMOUNT: $28,500 PROCESS: _ Exempt from Bid Process Revenue: _ Cooperative Purchase Expenditure: $28,500 Competitive Sealed Bid Matching Funds Required: Small Works Roster Sources(s)of Matching Funds Vendor List Bid Fund # 125 L RFP or RFQ Munis Org/Obj Other: APPROVAL STEPS: _�1�� STEP 1: DEPARTMENT CERTIFIES C I C VF' , C 5 80 AND CHAPTER 42.23 RCW. CERTIFIED: ❑� N/A:n !(,- LI -• %-)q`% -4Y Signature Date STEP 2: DEPARTMENT CERTIFIES HE PERSON P OPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NO BEE ARRED B NY FEDERAL, STATE, OR LOCAL AGENCY. „1 k/ CERTIFIED: El N/A: Ei • Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche): Electronically approved by Risk Management on 12/20/2024. 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 PROSECUTING ATTORNEY(IF REQUIRED). STEP 6: CONTRACTOR SIGNS STEP 7: SUBMIT TO BOCC FOR APPROVAL AGREEMENT FOR 2025 HOTEL-MOTEL FUNDING FOR TOURISM SERVICES FOR QUIMPER EVENTS COLLECTIVE This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and QUIMPER EVENTS COLLECTIVE("RECIPIENT"). WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 605 305 564;and WHEREAS, the COUNTY desires to promote tourism in unincorporated Jefferson COUNTY,as authorized by Chapter 67.28 RCW 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$28,500 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; ii. 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 QUIMPER EVENTS COLLECTIVE Page 1 of 38 iii. 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 QUIMPER EVENTS COLLECTIVE Page 2 of 38 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: a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general liability coverage on a form acceptable to Jefferson COUNTY Risk Management for LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 3 of 38 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 QUIMPER EVENTS COLLECTIVE Page 4 of 38 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. 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 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 5 of 38 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 QUIMPER EVENTS COLLECTIVE Page 6 of 38 JEFFERSON COUNTY WASHINGTON QUIMPER EVENTS COLLECTIVE 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 Date Clerk of the Board Approved as to form only: for 12/19/2024 hilip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 7 of 38 EXHIBIT A Itemized List of Tourism Promotion Services Approved in the Final Award Cuimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding October 1,2024 QUIMPER EVENTS 1. Itemized List of Proposed Tourism Promotion Services 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. WEBSITE: fluimperecenlscull General Year-Round Promotion-Items Rate Qty Totals olvr_i-nnl Visitor Guide Advertising" $2000 2 pubs $8000 Accommodations Guide for all Quimper 2x yr INSTAGRAM: lodging(Jeff Co&PT) a quimpereventcco Graphics SaaS for Developing Creative to $300 annual $300 Promotion Tourism Activities&Social Marketing BOARD OF Social Media Ads Promoting Tourism $200 month $2400 DIRECTORS Activities&Events(budgeted avg, implementing to focus on shoulder season) Ucsis \rrahilo President Jefferson County Wedding Expo ilia Garcia Facility Rental' $25 40 hrs $1000 Vice President Kitsap Wedding Expo Participation $950 $950 Ileidi!fancy Treasurer Print"&digital advertising targeting $8000 $8000 Western Washington and Oregon cities along Jessie Short the I-5 corridor Secretary Collateral printing" $1000 $1000 Natalie Maitland Director Event Materials-swag,supplies,signage $3000 $3000 Bethany Nlahalfer Targeted Social Media Marketing-statewide $500 $500 Director Contracted-set up ticketing,website $30 30 hrs $900 Rebecca Faisca updates,social media ads I)irecl°r Regional Networking Brunch-room rental, $2450 food&beverage,minimal decor TOTAL $28,500 Quimper Events Collective-Page 1 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 8 of 38 EXHIBIT B RECIPIENT'S PROPOSAL QUIMPER EVENTS COLLECTIVE REQUEST FOR PROPOSAL ATTACHED LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 9 of 38 2025 Proposal Checklist for Tourism Promotion Activities Organization Name Quimper Events Collective Event Name, if different Proposed Contract Amount: $ 28,500 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: V 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(a)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 QUIMPER EVENTS COLLECTIVE Page 10 of 38 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(t7co.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 Quimper Events Collective Organization Address 310 24th Street, Port Townsend WA 98368 Contact Name Alexis Arrabito, President Contact Address same as above Day Phone 360.774.0825 Evening or Cell Phone E-Mail Address infoPquimpereventscollective.com Facility/Event (if applicable) Total Lodging Tax Request: $: 28,500 Estimated 2025 org. operating budget (Incl. Lodging Tax funds) $: 37,9595 If asking for funds for a specific Dollar Amount event, list other cash funding sources and dollar amounts PT LTAC $ 4,000 budgeted for this project. -- $----_--_-____-_ Note: This section is only due for $ specific event and festival _— $ funding requests. $ Total Project Revenue Budget $ 17,800 Did your organization receive Lodging Tax Funds from the County in 2024? yes V 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: Elie _ Date: Oct, 4, 2024 Print Name and Title: Jessie Short, Secretary of the Board LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 11 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding October 1, 2024 UII\ll'III \ l \lti 1. Itemized List of Proposed Tourism Promotion Services 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. WEBSITE: quimpereventscoll General Year-Round Promotion - Items Rate Qty Totals ective.com Visitor Guide Advertising** $2000 2 pubs $8000 Accommodations Guide for all Quimper 2x yr INSTAGRAM: lodging (Jeff Co& PT) quimpereventsco Graphics SaaS for Developing Creative to $300 annual $300 Promotion Tourism Activities & Social Marketing BOARD OF Social Media Ads Promoting Tourism $200 month $2400 DIRECTORS Activities & Events(budgeted avg, implementing to focus on shoulder season) Alexis Arrabito President Jefferson County Wedding Expo llia Garcia Facility Rental* $25 40 hrs $1000 Vice President Kitsap Wedding Expo Participation $950 $950 Heidi Haney Treasurer Print** & digital advertising targeting $8000 $8000 Western Washington and Oregon cities along Jessie Short the I-5 corridor Secretary Collateral printing** $1000 $1000 Natalie Maitland Director Event Materials - swag,supplies, signage $3000 $3000 genially MahaffeyTargeted Social Media Marketing - statewide $500 $500 Director Contracted - set up ticketing,website $30 30 hrs $900 Rebecca Faisca updates,social media ads Director Regional Networking Brunch - room rental, $2450 food & beverage, minimal decor TOTAL $28,500 Quimper Events Collective-Page 1 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 12 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding *Chimacum Gym=$25/hr, 10hrs x2 days Chimacum Commons=$20/hr, 10hrs x 2days **We did not receive the memo sent to the Lodging Tax Advisory Committee(LTAC) from the Jefferson County Board of Commissioners but were made aware of it mid-way through drafting this application. We respectfully request consideration for these printed materials as they remain a vital part of tourism promotion, particularly for destinations like Jefferson County. In areas where broadband and Wi-Fi access are limited, physical maps, brochures, and event guides play a critical role in enhancing the visitor experience and ensuring they have the information they need. Supporting Research: • Tangible Experience: According to a study by the American Marketing Association(2019), physical materials such as printed brochures provide a more memorable and engaging experience than digital-only content. For visitors, holding a brochure or map fosters a stronger connection to the place they are visiting,enhancing their overall satisfaction. • Reach for Older Audiences: A report from Pew Research Center(2021) highlights that a significant portion of older adults (65+) are less likely to rely solely on digital media. By including printed materials, Jefferson County would ensure inclusivity for tourists of all ages, expanding its reach. • Visitor Behavior: Research by Destination Analysts shows that tourists often prefer to pick up printed materials at visitor centers and hotels, as they provide a concise and convenient way to navigate a new destination without the need for constant internet access. In conclusion, while digital promotion is undoubtedly essential, printed materials still hold substantial value, especially in the tourism sector and we believe we have included a well balanced mix of both print and digital promotion in this proposal. 2. Proposal Questions Please confine your answers to no more than one page for each question. 2.1 Tell us about your promotion, facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. GENERAL YEAR-ROUND ADVERTISING: Our initiative aims to promote year-round tourism by placing accommodation guides in annual visitor guides and producing engaging digital and print content that showcases all of Jefferson County's diverse lodging options. These guides and other content will Quimper Events Collective-Page 2 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 13 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding highlight everything from boutique hotels and charming bed-and-breakfasts to campgrounds and RV parks, helping potential visitors easily discover and book their ideal accommodations. While other entities may also be working on similar initiatives, we are uniquely qualified to lead this effort due to our strong relationships with local accommodations providers and the high quality of our creative content. Our established connections allow us to gather the most accurate and comprehensive information about lodging options, while our expertise in content creation ensures that the guides and promotional materials we produce will capture attention and inspire visits. Moreover, many of our board members are deeply embedded in the hospitality and tourism sectors, and a positive experience for visitors benefits the entire community. By ensuring that guests find welcoming and memorable accommodations, we contribute to an overall atmosphere that encourages longer stays, repeat visits, and positive word-of-mouth recommendations—all of which drive greater tourist traffic and bolster the local economy. To measure the effectiveness of our efforts, we have website analytic systems in place, allowing us to monitor website visit counts and other key performance indicators (KPIs) (demographics, time on site, etc.). This enables us to provide data-driven insights on the success of our promotions, allowing for continuous improvement and ensuring our strategies are effectively increasing tourism and overnight stays in Jefferson County. In summary, our comprehensive and strategic approach, combined with strong local partnerships and a commitment to high-quality content, will help drive tourism, especially during the shoulder and off-seasons, contributing to the economic growth of the county. THE EXPO: The 2025 Jefferson County Wedding Expo event will take place at a single venue, allowing attendees to conveniently meet and interact with as many of our local vendors as possible in one location. Consistent with our 2024 Tour, we will recommend that as many venues as possible hold Open Houses on the Sunday following to welcome guests and residents alike to take site visits, and to encourage overnight stays during the weekend of our 2025 Expo. DATE: By scheduling this event in late winter, we aim to bolster shoulder season visitation, capitalize on the influx of newly engaged couples following the peak engagement season around Christmas, New Year's, and Valentine's Day, and utilize the data collected from both 2024 and 2025 events to evaluate the efficacy and timing of future Jefferson County Wedding Shows, Tours, and Expos. Our expo will kick-off on March 1st, which is National Wedding Planning Day. Additionally, this is "wedding expo Quimper Events Collective-Page 3 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 14 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding season" - our event will be well timed to supplement the Seattle, Kitsap, and Clallam Wedding Expos. LOCATION: We have selected Chimacum School Gymnasium and Commons as the site for this event due to size, parking,accessibility,and central location in East Jefferson County. These venues have a demonstrated history of success as the site of the annual Jefferson County Connectivity Fair and longstanding and well attended Chimacum Arts & Crafts Fair. STRUCTURE & SCHEDULE Saturday - Expo: From l0am-4pm on Saturday, March 1st, individuals, couples, and families are welcome to celebrate National Wedding Planning Day with a visit to the Chimacum Gymnasium to meet and mingle with a host of local event professionals. Niches represented will include (but are not limited to) venues, photographers and videographers, hair and make-up professionals, DJs and musicians, caterers, bar services, unique service providers, local tour operators, and accommodations. Makers Market: In the Chimacum Commons, Salish Sea Makers Market in collaboration with JeffCo Created (a project of EDC Team Jefferson) will host the second annual Wedding Expo Makers Market, highlighting the craftspeople and cottage industry that make Jefferson County so special. Sunday - Regional Networking Brunch: A Networking Brunch, scheduled from 10 AM to 12 PM on Sunday, invites premiere Seattle-area event planners to connect with Jefferson County's top event professionals over brunch, providing an intimate setting to foster collaborations,explore local services, and strengthen industry ties,thereby promoting local business within our scenic region. The session is designed to not only introduce Seattle planners to the diverse and high-quality services available in Jefferson County but also to foster lasting business relationships that keep local dollars within the community. This event aims to enhance the visibility of local talent, encourage the hiring of our vendors for locally-held destination weddings, and strengthen the economic fabric of our region through sustained partnerships. 2.2 If this is a continuing promotion, facility or event, how is it different than in the past? This Expo differs from the previous 2024 Wedding Tour in several key ways: 1. Single-Venue Format: Unlike the Wedding Tour, which involved multiple venues spread across the county, the Wedding Expo will take place at a single venue, the Chimacum School Gymnasium and Commons. This centralized location provides convenience for attendees, allowing them to meet and interact with a Quimper Events Collective- Page 4 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 15 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding large number of local vendors in one place, rather than traveling between multiple sites. 2. Expanded Vendor Interaction: The Wedding Expo will feature a broader array of vendors, all present at the same time, allowing attendees to compare services and network more efficiently. The previous Wedding Tour was more venue-centric,where participants visited specific wedding locations, but vendor access was more limited. The Expo emphasizes face-to-face interaction with vendors across various niches, including venues, photographers, caterers, and other wedding service providers. 3. Networking Brunch for Event Planners: The Expo will feature a regional networking brunch specifically targeted at connecting Jefferson County vendors with Seattle-area event planners. This is an innovative addition to strengthen ties with event professionals from larger metropolitan areas, potentially bringing more high-quality events to Jefferson County. This event aligns with the Olympic Peninsula Tourism Master Plan GOAL #1 DESTINATION MARKETING • ACTIONABLE INITIATIVES Enhance targeted marketing efforts to increase awareness of spring, fall and winter travel. i. NEW BUSINESS DEVELOPMENT: t. Identify new sales and marketing opportunities for social groups(weddings, reunions, memorial services, etc.). (page 37) 2.3. Describe how you intend to market/promote your promotion, facility, event or activity to potential tourists who reside outside Jefferson County. PRELIMINARY MARKETING STRATEGY "Closer Than You Think" This campaign aims to bridge the perceived distance between the Discover local expertise right in your backyard—world-class event Professionals arejustajourneyawayontheOlympicPeninsula. bustling I-5 corridor and the serene, scenic landscapes of the Olympic Peninsula. By rilQwt.. , $ emphasizing the quality, charm, and proximity "•' \_, of local event professionals, the campaign i positions Jefferson County as the ideal T destination for unforgettable events—just a UST � ��t,RN EN jFN ANN AY scenic journey away. Thematically this • strategy is also aligned with results and goals` ', of the OP Tourism Master Plan, Short Term } Priorities #1 PROMOTE WHY THE DIFFERENCE IS WORTH THE DISTANCE (page 47). www.quimpereventscollective.com Sample Collateral: This sample is an unapproved draft meant to evoke the spirit of the campaign. Quimper Events Collective-Page 5 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 16 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding a) If an event, the date of the event: March 1-2, 2025 b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2025) The Jefferson County Wedding Expo is scheduled for March 1-2, 2025, with open houses at local venueson Marchr 2. We have alreadysecured commitments from several vendors for the Expo date and will be incorporating a "Save the Date" announcement in our post Wedding Tour communications to generate early interest for those who are interested in attending both events. Our full marketing efforts will begin in December 2024, running through February 2025. During this period, we will launch a mix of digital and print campaigns to target local and out-of-area attendees, focusing on the Seattle area and the I-5 corridor. In addition, we plan to attend the Kitsap Wedding Show on February 14, 2025, where we will engage in direct outreach to Kitsap visitors and couples, promoting Jefferson County as an ideal wedding destination. This strategic timeline ensures that we capture attention during peak wedding planning season and provide ample time for prospective attendees to make travel and accommodation arrangements in Jefferson County. c) Target Audience 1. Newly Engaged Couples: Primarily targeting couples who have recently become engaged,especially those in the greater Seattle, Kitsap, and I-5 corridor regions. These couples are in the early stages of planning their weddings and are actively seeking venues, vendors, and services that align with their vision for a memorable wedding day. 2. Event Planners and Coordinators: Professionals who organize weddings and events, particularly those based in larger markets like Seattle, Tacoma, and Kitsap.These individuals are often looking for unique, scenic, and accessible destinations for their clients and will benefit from the networking opportunities with local vendors at the Expo. 3. Out-of-Town Visitors: Couples and families from outside Jefferson County who are interested in destination weddings. They are drawn to the area's scenic beauty, local charm, and the promise of a unique, memorable event in a picturesque setting. Quimper Events Collective- Page 6 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 17 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding 4. Local Residents Seeking Special Events: Residents of Jefferson County and the surrounding areas who may be planning weddings, anniversaries, or other special events locally, and are seeking to engage with vendors close to home. This audience is diverse, encompassing both those who live locally and those considering Jefferson County as a destination for their wedding or event, with an emphasis on those seeking unique, high-quality wedding experiences. d) Promotion methods you intend to use to reach the target audience. To effectively reach our target audience for the Jefferson County Wedding Expo, we will utilize a variety of strategic promotion methods, including both digital and traditional approaches: 1. Digital Advertising: o Social Media Campaigns: We will launch targeted ads on platforms such as Instagram, & Facebook, focusing on engaged couples in the Seattle, Kitsap, and I-5 corridor regions. Using precise demographic targeting, we will tailor ads to reach newly engaged couples and wedding planners. o Google Ads: Search and display ads will target individuals searching for wedding venues and services in the Pacific Northwest, increasing visibility for the Expo. 2. Email Marketing: o We will utilize our Quimper Events Collective mailing list to send regular event updates, vendor announcements, and reminders to our audience of local residents, wedding vendors, and event planners. o Early-bird announcements, such as the "Save the Date" message during the October 2024 Wedding Tour, will ensure that couples and vendors can plan in advance. 3. Website and Blog Features: o The Quimper Events Collective website will serve as a hub for information about the Expo. It will feature a landing page with event details, ticketing, and vendor information. Regular blog posts will highlight participating vendors and offer wedding planning tips to drive traffic and engagement. 4. Print Advertising: o Event Flyers and Brochures: Printed materials will be distributed at local wedding shows, visitor centers, and partner businesses, ensuring a broad reach to both local residents and tourists. 5. In-Person Promotion: Quimper Events Collective-Page 7 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 18 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding o Kitsap Wedding Show: We will attend the Kitsap Wedding Show on February 14, 2025, engaging directly with visitors and promoting Jefferson County as a premier wedding destination. This will include handing out brochures, offering vendor information, and sharing details about the Expo. 6. Collaborative Promotions: o Vendor Partnerships: We will encourage participating vendors to promote the event through their own marketing channels, including social media and email lists. Collaborative promotions with local venues and service providers will further enhance our outreach. 7. Media Outreach: o Press Releases: We will send press releases to local and regional media outlets, including newspapers, blogs,and lifestyle publications, highlighting the Expo as a key event in Jefferson County. By using a diverse mix of digital, print, and in-person promotion methods, we will ensure that the Jefferson County Wedding Expo reaches a wide and engaged audience of couples, vendors, and event professionals. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. To promote overnight stays at Jefferson County lodging establishments, we will leverage several strategies designed to encourage visitors to extend their time in the area. Similar to our Jefferson County Wedding Tour, where multiple accommodations offered special rates for event attendees,we will collaborate with local lodging providers to offer exclusive discounts and packages for those attending the Wedding Expo. These special offers will be available from key accommodations such as The Resort at Port Ludlow,The Old Alcohol Plant Inn, Fort Worden,and The Bishop Hotel, ensuring that a variety of price points and experiences are covered to appeal to a broad audience of visitors. We will actively promote these accommodation packages through: 1. Event Website: Dedicated sections highlighting the participating hotels and the special rates they are offering, making it easy for attendees to book directly. 2. Email Campaigns: We will send targeted emails to both local and regional potential attendees, emphasizing the exclusive rates available and the convenience of staying overnight in Jefferson County during the event. 3. Social Media: Regular posts across our social media channels will feature special accommodation offers, alongside imagery and descriptions of the participating hotels,encouraging visitors to plan an overnight stay. Quimper Events Collective-Page 8 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 19 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding 4. Partner Channels: We will work with the accommodations themselves to cross-promote the event and lodging discounts on their websites, newsletters, and social media platforms, amplifying our reach to their established customer bases. By offering attractive overnight options and leveraging various promotional channels, we aim to make it easy and appealing for event attendees to stay and explore all that Jefferson County has to offer, increasing both overnight bookings and overall visitor spending. 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: The City of Port Townsend Lodging Tax Advisory Committee has recommended a grant of $4,000 toward the Jefferson County Wedding Expo in a recent fall 2024 meeting, out of a total of $20,000 available in the funding round. We greatly appreciate their confidence in the Quimper Events Collective and their support in granting such a significant percentage of the available funds to our organization. Additional funding would further benefit the Quimper region by allowing us to expand marketing efforts and enhance the attendee experience, ultimately driving more tourism to local businesses. Our Oct 2024 Wedding Tour, which was also supported by PT LTAC ($5,000 out of a $10,000 funding round) resulted in lodging bookings not only in Port Townsend but also in county accommodations, providing a boost to the regional economy. With increased financial support, we are poised to create even more opportunities for local vendors and tourism-related services to thrive. 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.) To measure the effectiveness of our Wedding Expo, we will implement a multi-faceted evaluation approach: 1. Online Metrics: We will track website analytics to monitor engagement with event-related content. Metrics will include: Quimper Events Collective-Page 9 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 20 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding o Website visits, particularly to the event page and accommodation booking sections. o Click-through rates on special accommodation offers. o Conversion rates for ticket sales, including tracking where attendees are coming from and how many out-of-county visitors engage with the event. 2. Attendee Surveys: Post-event surveys will be distributed to attendees via email and at the event itself, gathering feedback on their experience, including: o How they learned about the event. o Whether they booked an overnight stay and where. o Their overall satisfaction with the event, vendors, and accommodations. This feedback will help us evaluate both the success of the event and identify areas for future improvement. 3. Vendor Feedback: We will also collect feedback from vendors on the number of inquiries, bookings, and leads generated from the event.This will help us assess the direct economic benefits to local businesses and vendors in Jefferson County. 4. Lodging Partner Reports: We will collaborate with local accommodations to gather data on: o The number of room nights booked specifically through the event's promotional offers. o The overall increase in bookings around the time of the event. Reporting Economic Impact to the County: To meet the County's reporting requirements and to document the economic impact of the event, we will: 1. Track Overnight Stays: We will collect data from our lodging partners on the number of room nights booked by event attendees. This will be reported directly to the County to quantify the increase in overnight stays resulting from the event. 2. Estimate Economic Impact: Using industry-standard tourism multipliers, we will estimate the direct economic benefit generated by event attendees, including spending on accommodations, food, and other local services. This will help assess the broader impact on Jefferson County's tourism economy. We will also be able to survey our vendors to determine the future business they receive linking to the event. 3. Comprehensive Reporting: A detailed report will be submitted to the County after the event, summarizing: o Online engagement metrics. o Survey results from attendees and vendors. o Lodging data from local accommodations. Quimper Events Collective-Page 10 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 21 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding o Economic estimates based on attendee spending. This data will not only fulfill the County's obligation to report to the State Department of Community Development and Economic Trade, but also provide a clear picture of the event's overall contribution to tourism growth and economic development in Jefferson County. 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? 5a.) Actual or estimated number of tourists at your event/facility last year (2024): Since the Jefferson County Wedding Expo is a new event we do not have specific attendance numbers from a previous year. However,we anticipate gaining a clearer sense of potential attendee numbers following the 2024 Jefferson County Wedding Tour, which will provide valuable insights into interest levels and the overall draw of similar events in the region. As we prepare for the Expo, we are drawing from attendance trends at other inaugural small wedding expos, which often see strong turnout due to interest in localized wedding planning resources. For example, similar regional expos have shown that focused, small-scale events like ours can attract both local and out-of-town attendees looking for unique venues and services. By leveraging our connections with local accommodations and vendors, we anticipate creating an event that will draw a healthy number of tourists, many of whom will stay overnight in Jefferson County. Once the Wedding Tour takes place, we will have more concrete data to project potential attendance for the Expo, ensuring that we can better assess its economic impact. 5b.) Estimated number of tourists who will attend your event/facility this year (2025): Based on similar wedding expos, such as the Kitsap Wedding Expo, which has attracted 2,000 total attendees in recent years, we anticipate a healthy turnout for the Jefferson County Wedding Expo even in its inaugural year. 5c.) 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). The Jefferson County Wedding Expo is expected to generate a positive economic impact for local businesses, including lodging establishments, restaurants, and service providers. Here's a projection of its effects: Quimper Events Collective-Page 11 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 22 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding 1. Overnight Stays: We project that a notable percentage of visitors will book stays for 1-2 nights, especially those traveling from Seattle, Kitsap, and other I-5 corridor regions.This influx will support local hotels, bed-and-breakfasts, and vacation rentals. 2. Local Restaurants and Amenities: Event attendees are likely to dine at local restaurants and cafes, generating additional revenue for the food and beverage industry. Couples and their families who stay overnight will also engage with community amenities, such as visiting retail shops, and other tourist attractions, boosting the local economy further. The impact will likely be felt in towns like Port Ludlow, Port Townsend, and Chimacum,where visitors can explore local culture and dining options. 3. Vendor and Service Provider Boost: The Expo will showcase a wide variety of local wedding vendors, including photographers, florists, caterers, and musicians. The direct business generated from the event will benefit local vendors, and many will see an increase in bookings for weddings and events throughout the year. Additionally, many out-of-town event planners will be attending the Expo and forming partnerships with local businesses, leading to potential long-term contracts and future events in Jefferson County. 4. Overall Economic Impact: Factoring in the expected number of tourists, their spending on accommodations, meals, and services, the projected economic impact of the Wedding Expo could reach tens of thousands of dollars for Jefferson County businesses. By attracting tourists who may have otherwise not considered the region, the event will help raise the profile of Jefferson County as a premier destination for weddings and special events. These projections will be tracked and reported based on actual overnight stays, vendor feedback, and attendee surveys, ensuring accurate data to evaluate the overall economic impact of the event. 6. Describe your organization's area of expertise. Do you provide a unique service? The Quimper Events Collective (QEC) is a 501(c)6 non-profit business association composed of event and wedding professionals from Jefferson County, Washington. Our organization specializes in supporting and promoting high-quality weddings and events in the region, providing a unique service to both local businesses and visitors seeking to plan memorable occasions. Our area of expertise lies in the collaboration and elevation of local event professionals. By fostering a network of 55 members (in our first year) and growing, including accommodations, tour operators, photographers, caterers, and more, we ensure that our community offers top-tier services to those planning events in Jefferson County. Our monthly mixers(hosted at different member venues rotating Quimper Events Collective-Page 12 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 23 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding between county and city) provide our members a chance to stay informed and engaged with industry trends and upcoming opportunities. What makes QEC unique is our strong foundation of community-driven collaboration. Our all-volunteer board, composed of Gen-X and Millennial women from prominent local organizations like Fort Worden Hospitality, NW Maritime, and The Resort at Port Ludlow, brings a wealth of experience and passion to the collective. This diversity and expertise allow us to bridge local businesses with out-of-county visitors, helping to attract high-quality weddings and events from across the region. Additionally, our focus on fostering economic viability for small businesses through strategic marketing and networking ensures that local vendors benefit from a rising tide of economic prosperity.Through these efforts, QEC provides a unique and indispensable service that supports both local businesses and the broader wedding and event market. Quimper Events Collective-Page 13 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 24 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding Proposed 2025 Budget (Income & Expenses) This budget is a very early preliminary draft. Income reflects renewals of membership and limited new members while also including a $4,000 grant from the Port Townsend LTAC for marketing the Wedding Expo. 2025 EXPENSES ANNUAL $ 30,876 ADMINISTRATIVE $ 2,666 Bank Fees $ 148 Insurance $ 1,200 Licenses & Permits $ 120 Postage / Printing $ 1,000 Technology $ 198 MARKETING $ 12,830 Advertising - Print $ 8,000 Advertising - Social $ 2,800 Advertising - Trade Shows $ 1,000 Contract Labor/Professional Services $ 900 Website $ 130 MEMBERSHIP $ 8,030 Social Programming $ 500 Member Relations/Appreciation $ 180 EVENT EXPENSES $ 7,350 Facility $ 3,450 Supplies $ 1,500 Signage $ 1,500 Contractor $ 900 2025 REVENUE ANNUAL $ 37,959 MEMBERSHIP $ 4,959 Professional $ 4,704 Vendor Partner $ 225 Gig Seeker $ 30 OTHER REV $ 33,000 Donations $ - Grants $ 32,500 Merchandise Sales $ 500 Quimper Events Collective-Page 14 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 25 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding 2024 Budget vs Actual Income & Expenses YTD 2024 EXPENSES Annual Budget Actuals thru 9/24 ADMINISTRATIVE $1,259 $2,107 Bank Fees $139 $31 Licenses & Permits $120 $20 Merchandise $1,000 $0 Postage / Printing $ - $1,580 Technology $ - $476 MARKETING $4,705 Advertising - Social $925 $14 Advertising - Trade Shows $850 $0 MEMBERSHIP $935 UTILITIES $300 2024 REVENUE Annual Budget Actuals thru 9/24 MEMBERSHIP $3,725 $2,237 Professional $2,058 Vendor Partner $855 Gig Seeker $285 Founding Members $750 New Business Discount -$223 OTHER REV $7,680 $5,046 Donations $ - Grants $5,000 $5,000 Merchandise Sales $680 $46 Sponsorships $2,000 We have received in-kind sponsorships from a variety of our members throughout the year. Many of our expenses listed were paid at the end of the prior year and will reoccur later this year. Quimper Events Collective-Page 15 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 26 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding Board of Directors as of 9/30/2024 Alexis Arrabitc, President Mia Garcia, Vice President 310 24th Street 431 Water St Port Townsend WA 98368 Port Townsend, WA 98368 helloOptr icnics.com miagarciaknits(Wgmail.com 821 Washington&The Washington Private Suites 1"e1/,Co Created Jessie Short, Secretary Heidi Haney, Treasurer 70 Breaker Lane 1433E W Sims Way Port Ludlow WA 98365 Port Townsend WA 98368 ishortOportludlowassociates.com infoc tipsvgvpsv.party The Resort at Port Ludloro Tipsy Gyjtsv Mobile Bar Service Natalie Maitland Bethany Mahaffey 200 Battery Way 105 Magnolia Ave Port Townsend WA 98368 Port Townsend WA 98368 nmaitland(&fortworden.org snowberryeventdesigntagmail.com Fort Worrier Ho.s/itality Snorrherry Event 4 Design Rebecca Faisca 15 Goliah Lane Port Ludlow WA 98365 events byrebeccapnwc gmail.com Events by Rebecca Quimper Events Collective-Page 16 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 27 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding Sample Promotional Materials (max 5) Sample #1 - Save the Date Postcard (Front & Back) Printed locally in Port Townsend with Corvus Crafts, distributed at the Kitsap Wedding Show, at accommodations around the region and through our membership 7`r ;� w ,, itil Mb. r4. SAVE 'I1In, 1)<1IE y � � 1 003. ‘,42' '® J 7 � Ill,;t C) its 2.-f)7`t C _ t7 us, . w i.. 4 4141.,;:i..4 i ' gek 1 * i za - t IA 1 VI (a)ii.'( „\I, 4 4 4 Alt , 01 if- s 4 , i t ; , x r ik1 .A. M, r )'bu're invited to the inaugural Discover the luimper Peninsula,your ultimate PNW wedding destination,by touring several unique venues. Save the Dale 10/19-20/2024 At each venue meet talented vendors to support your wedding day,plus sample Tickets Flo in advance catered hors d'oeuvres and desserts. S12 at the door ❑ ' ❑ Attend our'fake reception'dance party •j and see how much fun your reception :w could be! LEARN MORE AT W%%1V.JEFFCOWEDDIti6TOUR.COM Quimper Events Collective-Page 17 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 28 of 38 co 3 n D JOIN US fOR THEIN\CGCR.\L cr.c For )(tit(i ill il (044.14t41 5 10 Fo, WEDDING TOUR a n o H 3 fl < 3 _,� Save the Date:October 19-20,2024 - ,, n) ^+,. a. r Uiscmcr the Quimper Peninsula,cinu 5• a I ultimate F VN wedding destination hr - w a) Cr a It „,rt,_.. <* + miningu several unique,comes. -, 3 „' N tit`' ~* 14. S S Sr aa q , „ - At each ceuue meet talented vendors to - • O .8 O a E. support cow'wedding Aa},plus sample � * n a co i O 4 catered hors(Tom res and desserts. — -O p - <F. a,lordanaKas a, a N � t L li . �. Q 7 tp S y 3 cn C o \!lend our'fake reception'dance park a -n y A re The Quimper Peninsula is a unique part and see how much fun your reception 0 O 0 r m of the Olympic Peninsula along the could he! 3 i mi m Puget Sound that showcases so much of };,y Washington's beauty.The extraordinary -O O rp 3 vantage point of Quimper Peninsula has Tickets too in advance,.I2 at the door - a a y fro A views of both the Cascade and the Olympic Q j a ranges.g �-• rD < tQ C o Each town offers its own personal charm. , ' n N• X From the Victorian seaport town of Port Lh..\Ing lour.l.At ■ ; 0 O U z Townsend to the sweeping farmland of kW(u1\"cddiu,;I'ottcwm ❑ s O n n Are D Chimacum Valley.The old growth forests ;veun cranks ro me a:,"at port me,r, rM<Lodging Tax i• n 7- in n 3 of Quilcene to the beautiful coastlines of 0uvsory corrum.,MAC)tar their o ppor.of evo„e. l0 0` w Marrowsta a Island,Port Ludlow,Port ' (p C = x m Hadlock and so much more! `"'m risen a a < S F. a Townsend a tS m C r'a on c ul (0 og LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 29 of 36 ') rtli rb o f Local c 4 a1 1 . a Event ofessinals` ikilit 1 .. ,,= •as1ahiiqInn `;r.rrs , ae'011:":1 'Bar I ar Mobile Bar 6e a are,r-rs •7Ae Belmont Accmmrna.an,G2JGB rY %, .. `!I }, ,.1 .t J,rt. •The Riahnp IIMd-Aumum<lCons,',en_es annr.e.;et . •Brigid'I oft-',Inn y. •env Venue,Arco more. n,'.yp si S,i •Cold Nonnlainfakes -Dearth •Corms(rafts r1•n-neSen^:ces •The Remrt at Pon I.odia%-Aceomngdn ions A •Ilratpnrhearl Hawes Cr Irmts-Fiords,Piznn n-' e r aterne,I ,il brer trees,Vrenss Cu Cla r- 3 •Seed Innen Fiords.Ren as Lew:' N •lefts by Reber- ualae Sernres Re.rals:Ile:a- About t$ Smxbcrry lvml•Deugn Planning400 din.^.tor, •Fin&Fleun ilaa P3nt:rtg;Cerninzior F1n:ys ri •Fa(Warden itality-Jnres.C te.ng, The Quimper Events Collective IQEC) Ilasp •Tipsy liypty Mobil r gar Seniee•leverage Service arronWNlano, 1 is yoor premier resource fv •vendors and venues ' ee rz tlSse Boards cra:ue / Iinsan,,,ky(aledng.(ao- ,take:' N'd n an the Olympic Peninsula! •uithTAese Rings -.n one Servi. o iesaers..&vr eSrrvire •Worthington Pad: ..rows,Acrommoentlona r. •Jm lee light-Pooroitarher At •QEG,s>e collaborate to ensure your special •Lest Man Reno'-Floras l ism nl'R la r t[SITr'ro Ls 11{N MORE day is personal,memorable.and seamless.Our •MI Photography•Pamogan.her drectory features Iscaly loved vendors and vers- o ues committed to our member code of ethics, • Ming Clever Parrs Sewer r ro •Minimal Maritime(enter•V'enxs. ea promoting diversity,equity,and inclusion. Acto xr nois ti , o •Planted a'.:ng {.ra ,s.,:a: *".' ,i, •PTPimin(t Parties Loral Ee en? cea,Rot ..3.., a .047im'INA vais :IT Dea.r ...., r' rho ,,ores,Jr 6 Ire light , o 1, ' f ti a 's II n 1 v O as In t,f°4 ,. - „.., LTAC Grant Award Agreement for OUIMPER EVENTS COLLECTIVE Page 30 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding Sample #3 - Visitor Guide Ad (distributed through Port Townsend Leader on ferry routes etc.) 4 , 'i,it ` Oil 1 October 19 6?20 2024 # ii:i -.. -41'.'""":1" •'''. '.. Irt-is3;1- , ." - Iii*. A `, ,sr �,y Y '-fir._. ti fl . -- w I1! Ai/ ii J ..IN, Discover the Quimper Peninsula.}'our ultimate PNW wedding destination. 4 Tour unique venues.meet talented - r . , local vendors to support>our wedding 0 day,plus sample catered hors r s \ fail, . ;I S „ +. i :. d'oeuvres uuldesscrts. VI•3 � i t�� . .;-O f Tickets:Ste in advance $12 at the door 4, "� A. �j� Iicket.5 now a�ailxhle �1i�' _• "'S ,,,,,,,, ►eft'( olVeddingTotincom El 413, Sample #4 - Instagram & Facebook Ad Instnupant Reach: 1,182 I • quimpereventsco Impressions: 1,717 -.',,. 'ti Interactions: 84 Likes: 49 Comments: 9 1 t Shares: 26 ai 1 eS 1 l l�l —� 1_ - q • F'�t by.*r:'.ICT II'�'�.. a Quimper Events Collective-Page 20 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 31 of 38 Quimper Events Collective Jefferson County Lodging Tax RFP Application Request for 2025 Funding Sample #5 - Print Flyers/Posters i! b ' 1ht ,uirrper Events Collective unlit �S viie you Lo attend the inaugural No, ti; 4 x' , 'N'i - �( (�i; It(,fit/l 4 • ' . 9 WEDDING TOUR i. - Kindly RSV P at • 11 - '-. .� . . Ai*, WWW.IEFFCOWEDDIN :('CFCOM i- ? . �t fir, - I-e4 _ + .sistrio K :, • `;� "-f R=SORT AT FORT l lf)I OW .„ 1 ar v f 4 . S'attegfati 5446 10.19.2024-11 11 3PM - 10.20.2024-11AM Tour three quintessential styled venues and Venues&vendors will be available for self-guided meet talented vendors including bakers.florists. Open House Venue Tours photographers and more! a Fort Worden.NorthwestMaritime it COMING SOON! ^ i -'L' The Resort at Port Ludlow 2f ' ;PM-IOPM / �i R IIAM 11 3P G RECEPTION-a wedding Lhemed"Prom" , � Salish Sea Makers Market,i Origin's Loft Community lance at White Lotus Farm ),, "`\, Featuring local makers.and artists. 11 neu,r.m,•fir lug'tPma`- P.VCI PRE-PURCIIASE YOUR R TICKETS NOW FOR$111 ill r, WWW.IEFFCOWEL)I)INCTOI.R.C:O\1 - DOOR PRICE:$12 Ralik L(fit Juwnseni V . - EVENT SPONSORS • � Quimper Events Collective-Page 21 LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 32 of 38 EXHIBIT C 1st QUARTER Due by April 30th to afmcknight(a,co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 1s1 QTR: ORGANIZATION Amount Received Overspent Refund TOTAL lst Awarded From (+) Required QTR by Underspent LTAC Jefferson Jefferson (-)of LTAC FUNDS County County funds SPENT 2. LTAC funds spent by your organization 1s`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 1"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 QUIMPER EVENTS COLLECTIVE Page 33 of 38 EXHIBIT C 2nd QUARTER Due by July 31"to afmcknight(c,co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 2"QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL Amount Received (+) Required 1"QTR 2'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 2"d 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 QUIMPER EVENTS COLLECTIVE Page 34 of 38 EXHIBIT C 3rd QUARTER Due by October 31"to afmcknight(c�co jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 3rd QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL Amount Received (+) Required I'QTR 2"d QTR 3rd QTR Awarded From Underspent LTAC LTAC LTAC by (-)of LTAC FUNDS FUNDS FUNDS Jefferson Jefferson funds SPENT SPENT SPENT County County 2. LTAC funds spent by your organization 3rd 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 3rd 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 QUIMPER EVENTS COLLECTIVE Page 35 of 38 EXHIBIT C 4th QUARTER Due by January 315"to afmcknight(a,co.jefferson.wa.us Organization: Contact person: Mailing Address: Phone Number/Email: 1. LTAC Funds received from Jefferson County 4th QTR: ORGANIZATION Total Total Overspent Refund TOTAL TOTAL TOTAL 3`d TOTAL Amount Received (+) Required 151 QTR 2nd QTR QTR 4th QTR Awarded From Underspent LTAC LTAC LTAC LTAC by Jefferson (-)of LTAC FUNDS FUNDS FUNDS FUNDS Jefferson County funds SPENT SPENT SPENT SPENT County 2. LTAC funds spent by your organization 4th 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 4th 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 QUIMPER EVENTS COLLECTIVE Page 36 of 38 EXHIBIT D Jurisdiction Lodging Tax Reporting Form —To Be Submitted to Jefferson COUNTY Administrator's Office No Later than February 28' of each Year Lodging Tax Reporting Form Organizations receiving fii*srl,nP to promote fe:m-aL-.special events and tourism-related acnrrtres through tourism-related facime: owned or sponsored by non-profit organizations or the local junsdrehon are required to complete this form for EAC H activity 1 Organization Name: Repmucc Year 2 Sponsor Type(Check One): 0 501;ci3i 0 501 rc 6.) O Lora:Junsdict on O Comer:Explain): 3 Activity None 4 Activity Type(Check One): 0 Event Festival' O Frim•• 0.1,ae, ' 5 Acuity Start Date: 6 Actor End Date* 7 Total Cost of Artn•¢y S S Amount Requested: S P Amami Awarded S 10 Overall Attendance' 13 Number of Modem'hr Stied Ovamglz n Lupaai Accommodations' a) Protected• a) projected' b) Actual' to Actual' c) Methadtiotn(Check One; ):irect Come ct Methodology(Check Ow 0 Cnect Count' Olndirect Court' OP,epae;ecatne Stacey' 0:Mimit Came' OF.ep¢renunce Stiffer 8ln:ormal Skit 0 Structured Enmate• O:farm'Survey- 0 Strtrtued Estimate• Other(explain): OOder;explain): 11 Number of Attendees Who Traveled 50 Miles m More' 14 Number o Atteruiees Who Stayed 0i enx Tyr at Pad Arcaetmodatmn• a) Projected' a: Projected* b) Antral' tat Attu? c) Methodology(Check One: ODirect Court* c) Methodoiogr CCheck One): O Direct.:oath' 80 Indirect Co m,' 0 Reptesematne Sunny' Indirect Coact• Oltelnesmt�ce 5 aced' Informal Survey* C)Structured Emote' 0 Informal Surer• 0 Structured Estimate' OOther(espy): O Other;splaint: 12 Number of Artendees Who Traveled iom Another State ce Country* 15 Number of Prod Lodnne Nights' a) Projected' a) Protected' b) Amu? bt Actual' c) Methodaiogy(Check One: O Direct Cow' c) Methodology.Check Omer: OL'nectCotmr• OIndirect Come ()Representative Surs'ey• 0Indirect Comet• ORepaesentatne Soucy' OInformal Survey' 0 Structured E note' O:Morro]S,m-ec' 0 Saucitued Estimate' °Omer(explain:: (i)Other;explain;: 'See Lodging Tax Yearly Reporting Definitions In:tructions Name of Indmduai Who Prepared Report Phone o: E-Mail Address RETURN THIS FORM TO: Jefferson C ounty Administrator's Office 1820 Jefferson Street P.O.Box 1220 Port Townsend WA 98368 jef bocc a co.jefferson.wa.u. DEEADLINE!February 28th of Each Reporting Year LTAC Grant Award Agreement for QUIMPER EVENTS COLLECTIVE Page 37 of 38 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 QUIMPER EVENTS COLLECTIVE Page 38 of 38