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East Lewis County Chamber of Commerce - Bigfoot Archery 2020 TOURISM SERVICE AGREEMENT Lodging Tax agreement: East Lewis County Chamber of Commerce— Bigfoot Archery THIS AGREEMENT is made by and between East Lewis County Chamber of Commerce ("the ORGANIZATION"), and Lewis County("the COUNTY"), a political subdivision and municipal corporation of the state of Washington. WHEREAS, Chapter 67.28 RCW authorizes legislative bodies of municipalities to impose excise taxes on the sale of or charge made for the furnishing of lodging that is subject to tax under Chapter 82.08 RCW; and WHEREAS, the Lewis County Board of County Commissioners ("the BOARD"), the legislative body of and for the COUNTY, by enacting Ordinance No. 1163A — Lodging Tax, imposed the excise taxes authorized in Chapter 67.28 RCW; and WHEREAS, tourism is defined as economic activity resulting from tourists, which may include sales of overnight lodging, meals,tours, gifts, or souvenirs; and WHEREAS,tourism promotion is defined as activities, operations, and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to `., expand tourism; operating tourism promotion agencies; and funding the marketing of or the operation of special events and festivals designed to attract tourists; and WHEREAS, tourism-related facility is defined as real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor, and used to support tourism, performing arts, or to accommodate tourist activities; and WHEREAS, RCW 67.28.1815 in part states that: "All revenue from taxes imposed under said Chapter shall be credited to a special fund in the treasury of the municipality imposing such tax and used solely for the purpose of paying all or any part of the cost of tourism promotion, acquisition of tourism-related facilities, or operation of tourism-related facilities ...;" and WHEREAS, the COUNTY Lodging Tax revenues have been credited to the Tourism Promotion Fund (No. 1980) in the treasury of the COUNTY; and WHEREAS, the ORGANIZATION applied through the Lewis County Lodging Tax Advisory Committee ("the LTAC") for financial assistance for authorized uses from COUNTY Lodging Tax proceeds ("the Proposal"); and WHEREAS, the LTAC has facilitated these efforts by (a) developing the application forms and procedures, (b) coordinating the funding availability advertising, (c) evaluating submitted application packets, (d) determining whether the proposed use is authorized, and (d) advancing 1 the financing award recommendations to the BOARD, including the Proposal from the ORGANIZATION; and WHEREAS, the BOARD has determined that the activity herein described promotes the general welfare, health and safety of the citizens of the COUNTY, is consistent with RCW 67.28, finds that the use of the funds is for tourism, tourism promotion or a tourism-related facility, and is in the best interests of the COUNTY in regard to the promotion of tourism in Lewis County, the BOARD intends to disburse COUNTY Lodging Tax proceeds to the ORGANIZATION for the purposes stated in its Proposal and consistent with RCW 67.28, NOW,THEREFORE, in consideration of the premises and mutual benefits and covenants herein contained, it is agreed by and between the parties hereto as follows: FUNDING: Up to$ 12,200 is hereby pledged on a reimbursement basis from the COUNTY Tourism Promotion Fund No. 1980 in fiscal year 2020 solely for the purpose of paying all or any part of the cost of tourism promotion, acquisition of tourism-related facilities, or operation of tourism-related facilities within Lewis County. Said amount shall constitute the maximum reimbursement the ORGANIZATION is eligible to receive from the COUNTY under this Agreement. Depending on the use of funds requested to be reimbursed and the date of use, less than the maximum amount authorized under this Agreement may actually be reimbursed. 1. USE OF FUNDS: The ORGANIZATION shall use these COUNTY funds solely for the purpose of paying all or any part of the cost of tourism promotion, acquisition of tourism-related facilities, or operation of tourism-related facilities in Lewis County authorized by RCW 67.28. The specific services represented by the ORGANIZATION to be authorized by RCW 67.28 and to be provided by the ORGANIZATION to the COUNTY under this Contract are described in Attachment A: Scope of Work. 2. ACKNOWLEDGEMENT: The ORGANIZATION shall acknowledge the COUNTY as a sponsor in all publications, media materials and press releases related to the project. Lewis County will supply logos upon request. 3. PAYMENT PROVISIONS: Once this Agreement is executed, the ORGANIZATION may submit claim vouchers to the Clerk of the Lewis County Board of County Commissioners at 351 NW North Street, Chehalis, WA 98532 requesting reimbursement solely for eligible expenses and/or for eligible services as identified in Section 2 of this Agreement (Use of Funds), Attachment A: Scope of Work, and Attachment B: Purchasing and Reimbursement Guidelines, and solely up to the maximum amount specified in Section 1 (Funding). Each reimbursement claim voucher shall include the following certificate of authenticity ___ with the dated signature of an authorized representative of the ORGANIZATION: "I, the 2 undersigned, do hereby certify under penalty of perjury that the materials have been furnished and the services rendered as described herein, and that this claim is a just, due and unpaid obligation against Lewis County Tourism Promotion Fund No. 1980." Within thirty (30) days of receiving a reimbursement claims voucher that meets the requirements of this Agreement and applicable law, the Clerk of the BOARD, on behalf of the COUNTY, shall remit to the ORGANIZATION a warrant for the approved reimbursement amount. The final claims voucher under this Agreement shall be submitted to the Clerk of the BOARD by the ORGANIZATION no later than Jan. 8, 2021. 4. EVALUATION AND MONITORING: The ORGANIZATION agrees to maintain its books and records and to employ accounting procedures, systems and practices that accurately and timely record and track the expenditures for which reimbursement is sought under this Agreement and provide for full compliance with the requirements of this Agreement. The ORGANIZATION will retain these supporting records for at least three (3) calendar years following the year in which the Agreement expires. The COUNTY and/or the State Auditor and any of their representatives shall have full, timely and complete access to all books, records and other documents and evidence of the ORGANIZATION respecting all matters related to this Agreement and the activities for which reimbursement is sought or made, and shall have the right to examine such during ,`, normal business hours as often as the COUNTY and/or the State Auditor may deem necessary. Such representatives shall be permitted to audit, examine and make excerpts of or transcripts from such records, and to audit all contracts, invoices, materials, and records of matters related to this Agreement and the activities for which reimbursement is sought or made. These access and examination rights shall continue for three (3) calendar years following the year in which the Agreement expires. The COUNTY cannot guarantee but intends for its agents to use reasonable security procedures and protections to assure that related records and documents provided by the ORGANIZATION are not erroneously disclosed to third parties.The COUNTY will, however, disclose or make this material available to those authorized in the immediately preceding paragraph or permitted under the provisions of Chapter 42.56 RCW, any other applicable public disclosure law, or order of any court or agency of competent jurisdiction, without notice to the ORGANIZATION. The ORGANIZATION agrees to submit in writing (within 60 days of Dec. 31, 2020) a final report demonstrating the effect the ORGANIZATION's activities funded by the COUNTY have had on tourism growth and such other reports or information as required by law. The ORGANIZATION shall cooperate with and freely participate in any other monitoring or evaluation activities pertinent to this Agreement that the COUNTY requests. Nor 3 5. RECAPTURE PROVISION: In the event the ORGANIZATION fails to expend these funds in accordance with state law and/or the provisions of this Agreement or obtains reimbursement of ineligible expenditures, the COUNTY reserves the right to recapture funds in an amount equivalent to the extent of noncompliance. Such right of recapture shall continue for a period of two (2) years following release of any report from an audit conducted by the COUNTY and/or the State Auditor's Office under the Section 4 (EVALUATION AND MONITORING) provisions or the 3-year records retention period required under Section 4 (EVALUATION AND MONITORING), whichever expires later. Repayment by the ORGANIZATION of any funds recaptured under this provision shall occur within twenty (20) days of any demand. In the event the COUNTY is required to institute legal proceedings to enforce this recapture provision, the COUNTY shall be entitled to its costs thereof, including reasonable attorney's fees. 6. NONDISCRIMINATION: The ORGANIZATION shall comply with all federal and state nondiscrimination laws, including but not limited to chapter 49.60 RCW — Washington's Law Against Discrimination, and 42 U.S.C. 12101 et seq. —the Americans with Disabilities Act (ADA). In the event the ORGANIZATION fails or refuses to comply with any federal or state nondiscrimination law,this Agreement may be rescinded, canceled or terminated by the COUNTY in whole or in part, and the ORGANIZATION may be declared by the COUNTY ineligible for further Lewis County tourism promotion funds. The ORGANIZATION shall be given a reasonable period of time in which to cure any such noncompliance. lloter 7. EMPLOYMENT RELATIONSHIPS: The ORGANIZATION, its employees, volunteers and agents are not employees of the COUNTY for any purpose, nor are they volunteers or agents of the COUNTY. No officer, employee, volunteer or agent of the ORGANIZATION will hold himself or herself as, or claim to be, an officer, employee, volunteer, representative or agent of the COUNTY. Because the ORGANIZATION, its employees, volunteers and agents are not employees of the COUNTY, the COUNTY is not responsible for the payment of any industrial insurance premiums or related claims of such persons and such persons are not entitled to benefits of any kind from the COUNTY, including but not limited to health insurance and retirement benefits. 8. HOLD HARMLESS: A. The ORGANIZATION shall hold harmless, indemnify and defend Lewis County its officers, elected officials, agents, employees, and volunteers, from and against any and all claims, suits, actions, liability, loss,expenses, damages, and judgments of any nature whatsoever, including costs and attorney's fees in defense thereof, for damage to any property or business and/or any death, injury, sickness or disability to any person, including without limitation any employee of the ORGANIZATION or its subcontractors, caused by or arising out of or suffered, directly or indirectly, in 4 connection with the performance of this Agreement or any act, error, or omission of the ORGANIZATION, ORGANIZATION's employees,agents, or subcontractors, whether by negligence or otherwise. B. The ORGANIZATION shall assume the risk, liability, and pay all damage, loss, cost, and expense of any party, including its employees, arising out of the performance of this Agreement, except that caused by the sole negligence and/or willful misconduct solely of Lewis County and/or its employees acting within the scope of their employment. C. With respect to the ORGANIZATION's obligations to hold harmless, indemnify and defend provided for herein, but only as such obligations relate to claims, actions or suits filed against the COUNTY,the ORGANIZATION further agrees to waive its immunity under the Industrial Insurance Act,Title 51 RCW,for any injury or death suffered by the ORGANIZATION's employee(s) caused by or arising out of the ORGANIZATION's acts, errors or omissions in the performance of this Agreement. This waiver is mutually negotiated by the parties. D. The ORGANIZATION's obligations hereunder shall include, but are not limited to, investigating, adjusting,and defending all claims alleging loss from action, error, Noyomission or breach of any common law, statutory or other delegated duty by the ORGANIZATION, ORGANIZATION's employees, agents, or subcontractors. 9. ENTIRE AGREEMENT/MODIFICATIONS: This Agreement represents the entire agreement of the parties with respect to the subject matter. No other understandings, oral or otherwise, exist regarding the subject matter of this Agreement or shall be deemed to exist. The COUNTY and the ORGANIZATION may, from time to time, mutually agree to amend this Agreement; however, no such change shall be effective until memorialized in writing and signed by the authorized representatives of the COUNTY and the ORGANIZATION, respectively. 10. AGREEMENT PERIOD: The term of this Agreement shall commence on the 1st day of January 2020 and terminate on the 31st day of December 2020, both dates inclusive, unless sooner terminated as provided for herein. 11. TERMINATION OF AGREEMENT: A. If the ORGANIZATION breaches or violates any provision of this Agreement, the COUNTY may, in addition to any other rights provided by law, terminate this Agreement and withhold any further reimbursement, provided the violation or breach is not corrected to the satisfaction of the COUNTY within ten (10) days of the COUNTY w 5 mailing—first class and postage prepaid —written notice to the ORGANIZATION of the tor breach or violation. B. In addition, either party may terminate this Agreement at any time by providing written notice of such termination and specifying the effective date thereof to the other party at least twenty (20) days prior to the effective date. C. Also, the COUNTY may unilaterally terminate all or part of this Agreement, or reduce the Scope of Work and/or Funding, without liability, for the convenience of the County, including but not limited to the unavailability of Lewis County Tourism Promotion funds. 12. SPECIAL PROVISION: The failure of the COUNTY to insist upon the strict performance of any provision of this Agreement or to exercise any right based upon breach thereof or the acceptance of any performance during such breach shall not constitute a waiver of any right under this Agreement. 13. SEVERABILITY: In the event any provision or any portion thereof contained in this Agreement is held to be unconstitutional, invalid or unenforceable, then said provision(s) or portion(s) thereof shall be deemed severed and the remainder of this Agreement shall not be affected and shall remain in full force and effect. Furthermore, if such an event occurs, the parties agree to negotiate a modification to replace the unacceptable provision(s) as soon as possible. 14. SURVIVAL OF CERTAIN PROVISIONS: Sections 4, 5, and 8 shall survive termination of this agreement. 15. GOVERNING LAW AND VENUE: This Agreement shall be construed and enforced in accordance with, and its validity and performance governed by, the laws of the state of Washington. The Superior Court of and for Lewis County, Washington shall be the venue for any suit between the parties arising out of this Agreement. 16. NOTIFICATION: Should the need arise during the term of this Agreement for either party to notify the other of a change in address or otherwise, the following contacts shall be used: For the COUNTY: Lewis County Commissioners 351 NW North St. Chehalis,WA 98532 Telephone: 360-740-1419 6 • GO For the ORGANIZATION: East Lewis County Chamber Big Foot Archery Shoot 194 Main St. Morton, WA 98356 IN WITNESS WHEREOF legal representatives of both the ORGANIZATION and the COUNTY have executed this Agreement on the date(s) so noted below. The parties have caused this Agreement to be executed in duplicate originals this � / day of DecD/h am , 20 /7 (31ek- ORGANIZATION BOARD OF COUNTY COMMISSIONERS LE OUNTY, WASHINGTO EAST leid6 4m/we- r 1 ,1. / (Or anization name) Rob rt C.Jac son, Chair 410 (Authorized rep41 ia st, ------ ntative's signature) Gary Stamper, Vice Chair A2, F5) (-v-1/JC-a, e (Authorized rep.'s vfame, printed) Edna J. Fund, ember /6 C-J-L-ZZ-e/t---7 (Authorized representative's title) /?ii t /f "1 'e'a- 46 G/40 APPROVED AS TO FORM: (Organization street address) Jonathan Meyer, Prosecuting Attorney 4Cal , /V4 9X3- -/ (Organization city, state, zip code) By: Dep Prosecuting Attorney IATTEST: I ihow 7 Rieva Lester, Clerk of the Board 8 • Lewis County — 2020 Lodging Tax - Project Scope Due to a discrepancy between the original funding request and the amount to be awarded, the following project information will need to be updated as that change in funding may have affected the original Project Scope. Please do not change the format of this document and be brief in your explanations to fit the space provided. PLEASE NOTE THAT THIS DOCUMENT WILL BE TIED TO THE AGREEMENTS AND WILL BE USED TO VERIFY PROJECT EXPENDITURES. Project Submission Form 1. Project Name: 2. Date Submitted: Bigfoot Open Archery Tournament 12/17/2019 .1-'p NED 3. Contact Person / Title: Caro Johnson-ELC Chamber Secretary, Board of'County Commissioners Dr. Brad Larsen-ELC Chamber President Lewis County Washington 4. Mailing Address: P.O. Box 10 Morton, WA 98356 DEC '7 2 C'. 5. Telephone No.: Caro-360-520-6878 6. E-mail: caro.johnson(d century21.com. brad larsen 2a,msn.corn 7. Signature of Representative: 8. Project Location (city/town) Randle, WA a. Name of Event or Activity: Bigfoot Open Archery Tournament 9. Statement of Project Goals and Objectives: The goal of this project is to create and promote an event that will draw participants from around the Pacific Northwest. The event's activities will encourage people to stay and participate for the full weekend which puts dollars back into the LTAC fund and brings business to many Lewis County communities. This event is also a step toward financial self-sufficiency for the East Lewis County Chamber. 10. Project Description: This project consists of two events, one in May and one in June. Each event is a two-day archery competition designed to be family friendly and catering to all skill levels. Events such as these bring archery enthusiast from many areas outside of Lewis County. 11. How does proposed project meet purposes of the Legislation? RCW 67.28.1816 This event meets requirements of Section (2)(a)(i, ii, and iii)...bringing people from outside our area to stay in paid lodging.... $500 for Marketing/Promotion will fall under Section (1)(a) Tourism Marketing. $11,700 for Minor Equipment will fall under Section (1)(b) "...operations of special events..." 12. Anticipated Project Costs: $18,000 a. Total County funds awarded for 2020: $12,200 13. Project Cost Analysis Project Budget Column B Column C Column A Column D Item Use of County Use of Other Total Available Funds Funds Project Funds Personnel (salaries & benefits) $500 Marketing/Promotion Materials $500 $1500 Direct Sales Activities Minor Equipment $11,700 Travel/Trainings (list below) 1. Various regional events for $300 promotion. 2. 3. Contract Services (list below) 1. Course and grounds prep $2500 2. 3. 4. Overhead (building rent, utilities Funds to be etc.) gathered Other Activities $1000 through sponsors in the Project Subtotal: $12,200 $5800 coming months RECEIVED Coatrnw tiers ; Cam,Washington DEC Y 7 2019 2 14. PROJECT WORK PLAN List the tasks, cost and timeframe, Name individual(s), consultant(s), and organization responsible for the project. Table Ill Tasks Timeframe-Dates Estimated Cost Responsible Party/Name ' Order 3D targets and Before January 31, 2020 $11,700 Kevin Amos support materials Bigfoot Archery Release social media and S500 Kevin Amos-Bigfoot Archery print publications Januaryl-June 14, 2020 Hazelanna McMahan-Rock to River Events maw Return completed Project Scope form to: Rieva Lester Lewis County BOCC. Rm. 210 351 NW North Street — 2^c Floor Chehalis, WA 98532 Telephone: 360-740-1419 email: Rieva.Lester(a�lewiscountywa.gov 3 Lewis County Courthouse • 351 NW North Street f Board of County Commissioners Chehalis,WA98532-1900 41111 1W e 1 LEWIS COUNTY) November 26,2019 East Lewis County Chamber Big Foot Archery Shoot 194 Main St. Morton,WA 98356 Re:Lewis County Lodging Tax Dear East Lewis County Chamber Thank you for taking the time to submit a Lodging Tax application.The Lewis County Board of County Commissioners(BOCC) has carefully reviewed the Lodging Tax Advisory Committee's (LTAC) recommendations and plans to award funding accordingly.As such,the BOCC is giving preliminary approval to award East Lewis County Chamber-Big Foot Archery Shoot$12,200 for the year 2020. Enclosed are a Project Scope and two copies of your contract.Please complete and return the Project Scope and BOTH copies of the contract by 3 p.m.Thursday,Dec.12,2019. Please note that the amount approved for your project differs from the total amount you requested.Because of this,it is imperative that you submit the enclosed Project Scope to reflect the approved amount($12,200)and how it will be used.This information will be used to verify the expenditures listed on your reimbursement request(s).Although the amounts will differ,your revised Project Scope must reflect what was presented in your original application,as that is what preliminary funding approvals were based upon. Please note that failure to return the Project Scope and sign and return both copies of the contract by the deadline could put your funding in jeopardy. Grants will be considered finalized after the commissioners approve them via resolution(tentatively planned for Dec. 16).Approved grants will be effective beginning Jan. 1,2020. You will receive instruction on submitting reimbursement requests toward the end of December.If you have questions in the meantime,please contact Clerk of the Board Rieva Lester at 360-740-1419. Thank you for your work to promote tourism in Lewis County.We look forward to a successful year! Lewis County Commissioner Edna J.Fund Lodging Tax Advisory Committee Chair 41,0 0 360.740.1120 Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester F 360.740.1475 First District Second District Third District Clerk of the Board TDD 360.740.1480 bocc@lewiscountywa.gov • Board of County Commissioners 0 360.740.1120 TDD 360.740.1480 Lewis County Courthouse •351 NW North Street •Chehalis,WA 98532-1900 bocc@lewiscountywa.gov LEWIS COUNTY LEWIS COUNTY LODGING TAX APPLICATION for budget year 2020 DEADLINE IS 3 P.M.THURSDAY,OCTOBER 3, 2019 Applications for Lewis County lodging tax funds(for budget year 2020) are due by 3 p.m.Thursday,October 3, 2019. Applications must be submitted via email to tourismpromotion@lewiscountywa.gov. Please include your organization's name in the subject line. Applications received after the deadline will not be considered. Please note that the applicant is responsible for confirming timely delivery. Also, please pay particular attention to the contact information you provide. 41101 If your contact information is not up to date and we cannot reach you, your application will not move forward. ORGANIZATION/ PROJECT INFORMATION Organization name East Lewis County Chamber of Commerce Project name Bigfoot Open Archery Shoot Project coordinator Caro Johnson Date of project May 16-17&June 13-14, 2020 Amount requested from Lewis County $ 15,000.00 Total project amount $20,800.00 40 Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester County Manager First District Second District Third Dist,IC t Clerk of the Board APPLICANT CONTACT INFORMATION Name Caro Johnson-ELC Chamber Secretary Street address 194 Main St. City,state, zip code Morton, WA 98356 Mailing address (if PO Box 10 different from street Morton, WA 98356 address) Current home phone 360-520-6878 Current work phone 360-496-5900 Current cell phone 360-520-6878 Current email address caro.johnson@century21.com Agency Tax ID Number 91-0730233 Organization Unified Business Identifier(UBI) UBI#601 395 047 UBI expiration date 06/30/2020 Type of organization: U 501(c)3 © 501(c)6 ❑ Government agency Organization's mission statement or purpose (one or two sentences): `4111110 "To Improve the Vitality and Livability of East Lewis County" Year the organization was founded: 2001 Has your organization received Lewis County lodging tax funding in the past? DYes ❑No Ifyou answered"yes,"please answer the following two questions: When did your organization receive Lewis County lodging tax funding? 2019 How much did your organization /project receive? $ 10,300.00 PROJECT NAME: Bigfoot Open Archery Shoot 2 REQUIRED INFORMATION Each applicant must attach the following to their application: Financial documents: Each applicant must attach their most current business financial statement,which must include a balance sheet,an income statement, the organization's operating budget for 2019,the organization's projected budget for 2020,and a"financial review" (details follow).All required financial information must be complete and must balance,and the financial must meet the following guidelines: Each organization that receives funding from the county's tourism fund must provide a financial review completed by an independent certified public accountant (CPA)within the past five years. County tourism tax money cannot be used to pay for financial reviews or audits. Nonprofit determination: Nonprofit organizations must submit proof from the United State Internal Revenue Service of their current tax-exempt status. Personnel list: Each applicant must submit the title and name of all employees,including contracted positions,as well as the title and name of all members of the organization's board of directors (or other governing body).The list identifying the current board of directors (or other governing body) must identify the principal officers and must include the name,phone number,mailing address and email address for each. PROJECT DESCRIPTION Please provide a detailed description of the proposed project/activity.Your description must include the following: 1. Describe how the project promotes tourism in all of Lewis County's unincorporated areas. The Bigfoot Open will consist of two weekend archery shoots, each to be held in unincorporated Randle, one in April and one in June, 2020. These would be the first 3D archery tournament events to be centrally located between Yakima/TriCities, Portland, and Seattle, and will be promoted throughout the Northwest for overnight tourism in Lewis County. In addition, collaboration with Chamber members will 2. Describe how the project will enhance tourism and result in"heads in beds." This event's multiple categories, along with a high-point prize incentive, will encourage participation for the entire weekend. There will also be evening events and entertainment to entice participants and their families to"stay and play" rather than go back home the same day. Camping will be available on site. Participants may also choose other accommodations nearby. 3. List the responsible party/parties. East Lewis County Chamber of Commerce Bigfoot Archery Leather& Lace Rock To River Events, LLC PROJECT NAME: Bigfoot Open Archery Shoot 3 • 4. Describe how the area the project will serve,as well as the project's expected impact. As competitors travel to and from Randle, they will need to use Hwy 12 accessed by Hwy 7, 1-5, Hwy 123, or White Pass. The short-term effect will reach from Morton to Packwood, with participants expected to stay overnight in these communities. The Spring/Early Summer timing of these two events will potentially expose participants and their families to the variety of events and opportunities that Lewis 5. Describe how the project will specifically promote tourism. By providing an amazing location, with a great course and a variety of skill categories, we can draw in the very large archery community from other areas outside Lewis County. Once they experience the area, and see what it has to offer, we believe they will want to come back! 6. Describe how you have collaborated with other entities throughout Lewis County to promote tourism. We have promoted the events of these entities through social media, word of mouth, and/or distribution of materials. Cowlitz River Valley Hist Society Discover Lewis County 7. Describe why your project should receive funding. The funding amount requested in this application would be used to purchase thirty(30) life-sized 3D targets which would allow us to produce the planned 3D Shoot event. Most archers far prefer the "hunting simulation" of 3D animal targets over bullseye targets. A quality 3D target can absorb hundreds of arrow hits and last for years. This one-time purchase would allow for archery events to take place immediately in unincorporated Lewis County, and for many years to come. USE OF HOTEL/MOTEL TAX Please indicate below the types of activities for which the lodging tax monies would be used: ❑TOURISM PROMOTION ❑ OPERATION OF TOURISM-RELATED FACILITY ❑ MARKETING ONLY Q FESTIVAL OR EVENT DESIGNED TO ATTRACT TOURISTS U DIRECTIONAL SIGNAGE 8. Describe the expected results (measurable outcomes) of your project,with the dollar amount for each outcome. Registration Fees: S2500 Vendor Fees:S500 On-site Camping: $500 Concession/Merchandise Sales: $500 Sponsorships/Advertising: $2500 These are estimates based on knowledge and experience of other events. As the familiarity with the event grows, vendor revenue and sponsorship/advertising should increase as well. **There will be a Beer Garden, but the revenue will go to the ELC Chamber, and not to fund this or future events. PROJECT NAME: Bigfoot Open Archery Shoot 4 ✓ 9. Please provide attendance information regarding each of the following: A. Overall attendance a. Total number of attendees predicted to attend: 200 b. Describe how receiving lodging tax dollars would increase that number This would a "first-ever"type of event in Randle and East Lewis County. LTAC dollars would provide critical monies for a novel and innovative set of events that would bring new visitors and new dollars to the area. Providing the funding for the 3D targets will allow us the opportunity to build a course that will create interest and excitement to draw participants and their families to our area. The venue infrastructure is already in place and being developed for other events currently hosted by Rock To River Events, LLC. B. Participants traveling fifty(50) miles or more a. Projected number of attendees who will travel fifty(50) miles or more one way from their home or business to attend: 150 b. Describe how receiving lodging tax dollars would increase that number With the anticipated funding and purchase of the 3D targets, we can use photos of the targets in the location environment, combined with multiple types of media, to promote the course and the tournaments. Bigfoot Archery has 30 years of experience in understanding what tournament attendees want in a 3D Shoot. The archery community has shown that it is willing to travel for a good course in a good setting. Once we have the 3D targets, a great course and event can be created. Based on `.. experience, this is very likely to draw participants from beyond our local area. C. Participants traveling from another state or country a. Projected number of participants who will travel from another country or state to attend: 40 b. Describe how receiving lodging tax dollars would increase that number Many tournament goers travel to different states to experience different terrains, environments, and courses. Once here, participants would be personally experiencing our area rather than just seeing it on a website or in a brochure, and their testimonies would likely entice others to come. The requested lodging tax dollars would allow us to develop a unique, first-class course in East Lewis County that would fuel interest and excitement to attend. This would not be possible without funding for the 3D targets. kid PROJECT NAME: Bigfoot Open Archery Shoot D. Participants staying overnight in paid accommodations a. Projected number of participants who will stay overnight in paid accommodations: 125 b. Describe how receiving lodging tax dollars would increase that number Although some participants will attend only for a "day competition", we estimate that over half of the participants and their families will stay for the full weekend tournament activities. Paid on-site camping and RV parking will be available. However, for the April date, many may choose warmer and drier accommodations in the local area. LTAC funding for 3D targets will allow us to build interest and excitement about traveling to our unique course and venue in East Lewis County. E. Participants staying overnight in unpaid accommodations a. Projected number of participants who will stay overnight in unpaid accommodations: 40 b. Describe how receiving lodging tax dollars would increase that number It is our belief that lodging tax money is unlikely increase the number of people staying in unpaid vs. paid accommodations. Some people would stay with local friends and relatives, while some would drive the distance from home each day. All participants, whether staying overnight or not,would still be purchasing food and fuel from our local businesses. 10. Describe how the project provides short-term or long-term economic benefit for Lewis County. The short-term benefit is the additional "spenders" brought to the event. They will need to purchase fuel for their vehicles, food for themselves and their families, entrance into the event, and pay for lodging or camping for the weekend. The long-term benefit is the exposure that the area and its businesses will receive, which may result in return visits for other activities. This would then result in increased revenue for area businesses, and for the LTAC funds. 11. Explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales,event sponsors,and other cost-recovery models. These targets are initially somewhat expensive, but will last for years, thus allowing for many more future events. They can be replaced one by one over time as they eventually become unusable. Once the thirty(30)course targets are initially purchased, the tournaments are fairly low-overhead. It is very reasonable to project that all expenses, including insurance, marketing, and future replacement of targets, will be covered by participation fees, camping fees, concessions, and sponsorships. After the first large expense of the 3D targets, this event, and many possible variations of it, should be completely self-sustaining and therefore, bring tourist revenue to Lewis County businesses for years into 1400 PROJECT NAME: Bigfoot Open Archery Shoot ___ 6 �✓ SOCIAL MEDIA All social media will be reviewed. Please provide the following information: Website address elcchamber.org Facebook user name Visit East Lewis County Instagram Twitter account name Any other social media platforms your organization uses to promote tourism https://bigfoot-archery-leather-lace.business.site Facebook: Bigfoot Archery Leather& Lace BUDGET INCOME 111119 If you are anticipating receiving partial funding for this activity from another source,please list the source,the approximate amount,and the status of funding. Amount Source Confirmed Date available (YES/NO) $ 2,500.00 Sponsors/Advertising ❑Yes •No $ 2,500.00 Participant Registration ❑Yes MNo $ 500.00 On-site Camping ❑Yes MI No $ 500.00 Concession/Merchandise ❑Yes RNo $ 500.00 Vendor Spaces ❑Yes MNo ❑Yes ONo Total income: $6500 What percentage of your project does your request for Tourism Promotion Dollars represent? 72 % PROJECT NAME: Bigfoot Open Archery Shoot 7 4.000 EXPENSE Activity County Other funds Total Personnel $ 0.00 Administration $ 500.00 $ 500.00 Marketing/promotion $ 500.00 $ 1,500.00 S 2,000.00 Direct sales activities $ 0.00 Minor equipment $ 14,500.00 $ 14,500.00 Travel $ 300.00 $ 300.00 Contract services $ 2,500.00 $ 2,500.00 Other activities $ 1,000.00 $ 1,000.00 Total Cost S 15,000.00 $ 5,800.00 $ 20,800.00 The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding. Please indicate your priorities below: Priority 1 Full Funding Request $15,000.00 Priority 2 Minimum Funding Request $12,200.00 Applicant will/can accept no less than this amount $12,200.00 If partial funding is received, how will that affect the project/ activity?Please describe: A typical 3D Shoot course consists of thirty(30)targets. Without having them in hand, the course cannot be created. This is quite feasibly a one-time request for LTAC funding that would create the pathway for a string of successive events well into the future. This one-time funding request would provide a new, unique, untapped draw of outdoor enthusiasts that would complement and enhance the nature of our area. Without this requested funding, these events will have to be delayed, awaiting other potential sources of funding. The requested funds can be quickly and directly turned into increased tourism revenues for local businesses, with the added advantage of availability for future events. PROJECT TIMELINE/TOURISM SEASON What is your anticipated timeline for accomplishing this activity? Spring 2020 (April 16-17)and Early Summer 2020 (June 13-14) PROJECT NAME: Bigfoot Open Archery Shoot 8 `,, From the list below, please indicate the season for which your project will enhance tourism (and explain how it will do so). SEASON EXPLANATION Archery is a year-round sport and events Year-round ■❑ could be held in multiple seasons. Off-season ❑ 2020-Other tourism activities are either Shoulder season ■❑ winding down or not yet available. High season ❑ Is it a seasonal activity appropriate to its location? Explain. Archery is a year-round sport. The location in Randle, in the foothills of the mountains, is very appropriate. The timing is chosen so as not to compete, as much as possible, with other archery shoots or other local events and activities. ACKNOWLEGDGEMENT The applicant hereby certifies and affirms that it does not now, nor will it during the performance of any contract arising from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other person who might benefit from said contract,by reason of race, ethnicity, color, religion, age,gender, national origin, or disability; and further certifies and affirms that it will abide by all relevant local, state and federal laws and regulations; That it has read and understands the information contained in this application for funding and is in compliance with the provisions thereof and; That the individual signing below has the authority to certify to these provisions for the applicant organization, and declares that he/she is an authorized official of the applicant organization, is authorized to make this application, is authorized to commit the organization in financial matters, and will assure that any funds received as a result of this application are used for the purposes set forth herein. 10/02/19Certi by: 5149Aite_ers- fied Date: (Applicant signature) Caro Johnson (Print or type applicant's name) 060 PROJECT NAME: Bigfoot Open Archery Shoot 9