East Lewis County Chamber of Commerce - Christmas in the Mountains 2020 TOURISM SERVICE AGREEMENT
Lodging Tax agreement: East Lewis County Chamber of Commerce—Christmas in the
Mountains
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
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application packets, (d) determining whether the proposed use is authorized, and (d) advancing
New 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$ 3,275 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,
`rr 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).
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Each reimbursement claim voucher shall include the following certificate of authenticity
with the dated signature of an authorized representative of the ORGANIZATION: "I, the
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.
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The ORGANIZATION shall cooperate with and freely participate in any other monitoring or
`air evaluation activities pertinent to this Agreement that the COUNTY requests.
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
y..r given a reasonable period of time in which to cure any such noncompliance.
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
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person, including without limitation any employee of the ORGANIZATION or its
`.01 subcontractors, caused by or arising out of or suffered, directly or indirectly, in
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,
omission 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
Iftor
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
mailing—first class and postage prepaid —written notice to the ORGANIZATION of the
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
'Novnot 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
low
For the ORGANIZATION:
East Lewis County Chamber
Christmas in the Mountains
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 pa ies have caused this Agreement to be executed in duplicate originals this
day of _C..Pr'n beg-- , 20/ej.
3a11 -
ORGANIZATION BOARD OF COUNTY COMMISSIONERS
L COUNTY,WASHINGTON
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(Org ization name) Robert C.Jackson, Chair
(Authorized representati 's signature) Gary Stamper, Vice Chair
S7ee-� 2 ,jet
(Authorized rep.'s me, printed) Edna J. Fund, Me er
(Authorized representative's title)
e (1nY�21��,I �� 5itii APPROVED AS TO FORM:
(Organization street address) Jona Meyer, Prosecuting Attorney
Th(9076L1 W 9g3(-4
(Organization city, state, zip code)
By: Deputy rosecuting Attorney
ATTEST:
7
Rieva Lester, Clerk of the Board
8
Lewis County Courthouse
351 NW North Street
Board of County Commissioners Chehalis,WA 98532-1900
\LEWIS COUNTY
November 26,2019
East Lewis County Chamber
Christmas in the Mountains
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-Christmas in the Mountains $3,275 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($3,275)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
kise 0 360.740.1110 Edna J. Fund Bobby Jackson Gary Stamper ' Rieva Lester
F 360.740.1475 First District Second District • Third District Clerk of the Board
TOD 360.740.1480 bocc@lewiscountywa.gov
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: East Lewis County Chamber 2. Date Submitted:
Christmas in the Mountains 12/17/2019
3. Contact Person / Title: Caro Johnson-ELC Chamber Secretary r,-,
Dr. Brad Larsen-ELC Chamber President LEI Board of CountyD
4. Mailing Address: Commissioners
P.O. Box 10 Lewis County Washington
Morton, WA 98356
5. Telephone No: Caro-360-520-6878 Cry ZC19
6. E-mail: caro.lohnson(c�century21.com, brad larsen 2(a.msn.com
7. Signatusg of Representativ�
8. Project Location (city/town) East Lewis County
a. Name of Event or Activity: Christmas in the Mountains
9. Statement of Project Goals and Objectives:
New To promote holiday events in Mossyrock: Mineral, Morton, Glenoma. Randle and
Packwood to attract winter visitors. By embracing all of these events we can
showcase the uniqueness, as well as the unity, of East Lewis County and build
enthusiasm for people to visit again. Using shared partnership efforts, our goal is
to help East Lewis County become a major Christmas destination.
10. Project Description:
This project involves marketing through print, social media. and personal
handouts to promote holiday activities and events to increase tourism.
11. How does proposed project meet purposes of the Legislation?
RCW 67.28.1816
$1,500 for Marketing/Promotion will fall under Section (1)(a) Tourism Marketing.
This will include print media, any paid social media, and radio.
$1 ,175 for Personnel will fall under Section (1)(b) "...marketing and operations of
special events..." This will include paid hours for staff to promote events through
social media and websites, as well as paid hours to attend these events to gather
promotional material for the following year.
S600 for Minor Equipment will also fall under Section (1)(b) This will include
miscellaneous items such as "Goody Stockings" used to give away to promote
upcoming events.
12. Anticipated Project Costs: $3275
a. Total County funds awarded for 2020: S3,275
..r
410 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) 1175 360 1535
Marketing/Promotion Materials 1600
Direct Sales Activities
Minor Equipment
Travel/Trainings (list below)
1.
2.
3.
Contract Services (list below)
1. Flyer Design 250
2. Print services 250
Overhead (building rent, utilities
etc.)
Project Subtotal: 3,275 360 1535
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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
Collect information on all Oct-Nov 2019 1175 ELC Chamber Manager
events and activities
Contract with graphic Oct 2019 250 ELC Chamber Manager
designer
Contract with print provider Oct 2019 250 ELC Chamber Manager
Post events on social Oct-Nov-Dec 2019 ELC Chamber Manager
media
Press releases and PSA's Nov-Dec 2019 ELC Chamber Manager
Return completed Project Scope form to:
Rieva Lester
Lewis County BOCC. Rm. 210
351 NW North Street — 2nd Floor
Chehalis, WA 98532
Telephone: 360-740-1419
email: Rieva.Lester(c�lewiscountywa.gov
fl �7 0 360.r 40.1120
Board of County Commissioners TDD 360.740.1480
Lewis County Courthouse •351 NW North Street •Chehalis,WA 985 32-1 900 bocc@lewiscountywa.gov
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.
'rr� 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 Christmas in the Mountains
Project coordinator Caro Johnson
Date of project December 2020
Amount requested from
Lewis County $3,275.00
Total project amount $3,275.00
limpf Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester
County Manager F.'rst District Second Distil: Third District Clerk of the Board
a'
APPLICANT CONTACT INFORMATION •
Name Caro Johnson-ELC Chamber Secretary
Street address 194 Main Street
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: ❑ 501(c)3 0 501(c)6 ❑ Government agency
Organization's mission statement or purpose (one or two sentences):
"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 UNo
If you 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: Christmas in the Mountains 2 ti�
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.
Now
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.
As a result of ELC Chamber of Commerce promoting and advertising our"Christmas in the Mountains"
Event, both by social media and website, as well as professional marketing materials and PSA's, we are
able to link coordinating events to reach and promote tourism to four of the six unincorporated ELC
Communities involved in addition to all other unincorporated areas of Lewis County and beyond.
2. Describe how the project will enhance tourism and result in"heads in beds."
By advertising and promoting our"Christmas in the Mountains" Event which includes several traditional
friendly small town festivities, shopping opportunities and winter activities throughout all of the ELC
Communities, it will create a perfect way to encourage overnight stays, getaways and holiday vacations.
3. List the responsible party/parties.
East Lewis County Chamber of Commerce
461
Christmas in the Mountains
PROJECT NAME: 3
4. Describe how the area the project will serve,as well as the project's •
expected impact.
Under the umbrella of"Christmas in the Mountains" our project is fashioned to assist and partner with
the East Lewis County Communities of; Mossyrock, Mineral, Morton, Glenoma, Randle and Packwood
to promote interest in tourist activities during the winter and holiday season. By embracing all of these
ELC Communities and their unique varieties of holiday and winter celebrations and events, the goal and
5. Describe how the project will specifically promote tourism.
Our East Lewis County Communities and its vast beauty seen from our well maintained White Pass
Scenic Byway, along with views of our majestic mountainous region provides access and a great escape
for city residents to come stay and play while enjoying all of the winter sports, holiday productions,
unique shopping opportunities, Christmas lights, festivities, evening events and traditional family
6. Describe how you have collaborated with other entities throughout Lewis County
to promote tourism.
First, ELC Members are kept in communication with regular group emails, social media, website and
monthly meetings to share fliers and brochures featuring upcoming events. Next, we keep tourists and
community members well informed by promoting events on our"Visit East Lewis County" FB Page, our
elcchamber.org website, reader boards, distributing fliers, referring visitors to other informative websites,
7. Describe why your project should receive funding.
A"Christmas in the Mountains" Event unifies six ELC Communities allowing promotion of a variety of
unique winter activities and Christmas celebrations to attract a more expansive audience to visit a larger
geographical area filled with majestic views along the White Pass Scenic Byway! With ELC Chamber of
Commerce working to consolidate the many events in all six communities under one umbrella of a
professional marketing plan, it will assure a larger success of tourism, vacations and getaways.
USE OF HOTEL/MOTEL TAX 4111110
Please indicate below the types of activities for which the lodging tax monies would be used:
0 TOURISM PROMOTION i■❑ OPERATION OF TOURISM-RELATED FACILITY
❑ MARKETING ONLY ❑ FESTIVAL OR EVENT DESIGNED TO ATTRACT TOURISTS
❑ DIRECTIONAL SIGNAGE
8. Describe the expected results (measurable outcomes) of your project,with the
dollar amount for each outcome.
We are requesting $500 for graphic design, posters, pamphlets and printing. In addition, we are
requesting $1000. for coordinating shirts or caps for volunteers at each event within the six ELC
Communities. We are also asking for$600 for holiday lighting and decorations as needed in all six
communities. Lastly, we are requesting additional work hours for gathering sponsors and interesting
history and facts about each ELC community for eye catching pamphlets, as well as work hours for
gathering event information and facilitating logistics of the overall marketing of our"Christmas in the
Mountains" Event. These work hours would be necessary throughout the year for a total of$1175. Our
total financial assistance request is for$3275.00.
PROJECT NAME: Christmas in the Mountains 4 41)
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9. Please provide attendance information regarding each of the following:
A. Overall attendance
a. Total number of attendees predicted to attend: 3000 plus
b. Describe how receiving lodging tax dollars would increase that number
By receiving lodging tax dollars, it will enable sufficient working hours to gather event information from all
six ELC Communities to promote under a unified umbrella of advertisement. Lodging dollars will also
allow for professional eye catching marketing that will attract tourists throughout the Pacific Northwest
and beyond to experience our friendly small town country"Christmas in the Mountains" Event.
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: 2500
b. Describe how receiving lodging tax dollars would increase that number
Lodging tax dollars allows for ample work hours to promote and professionally advertise the many unique
winter activities, Christmas celebrations and evening holiday lighting events throughout our beautiful vast
rural area of the White Pass Scenic Byway. Christmas is the perfect season for gathering with family and
friends for overnight getaways and vacations to enjoy all of the festivities our six ELC Communities have
to offer.
C. Participants traveling from another state or country
a. Projected number of participants who will travel from another country or
state to attend: 500
b. Describe how receiving lodging tax dollars would increase that number
Our glorious Mt. Rainier and beautiful snowcapped foothills creates a sight that captivates people from all
over the world! With lodging tax dollars to provide careful and detailed planning and promoting of our
event, visitors are more likely to stay and play in our ELC Communities, not only to take advantage of
skiing and other similar winter sports nearby at White Pass Ski Area, but also enjoy many different
Christmas lighting celebrations, unique shopping opportunities and various festivals throughout the rural
area, including holiday plays at our Roxy Theater and visiting Santa at our newly opened Interpretive
Center Museum and Train Depot In Morton.
kii
PROJECT NAME: Christmas in the Mountains 5
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D. Participants staying overnight in paid accommodations
a. Projected number of participants who will stay overnight in paid
accommodations: 2500
b. Describe how receiving lodging tax dollars would increase that number
By planning and promoting a "Christmas in the Mountains" Event that spans all six ELC Communities, as
well as the White Pass Ski Area will allow tourists from all over to enjoy our winter wonderland and
Christmas festivities! While visiting and enjoying all of these exciting and fun winter holiday activities,
camping is not a desirable option, therefore, lodging in hotels, motels, cabins and Airbnb's are a must!
E. Participants staying overnight in unpaid accommodations
a. Projected number of participants who will stay overnight in unpaid
accommodations: 500
b. Describe how receiving lodging tax dollars would increase that number
Receiving lodging tax dollars would allow for successful planning and promoting of our"Christmas in the
Mountains" Event that has huge potential of bringing people from all over to visit and stay with their
families during such a magical time of year! This would generate revenue with businesses and holiday
event coordinators throughout East Lewis County.
10. Describe how the project provides short-term or long-term economic benefit for
Lewis County.
Our majestic mountainous area and friendly small town Christmas atmosphere throughout our
promotional umbrella of several ELC Communities, will provide not only a short term boost to our
economy, but also a long term benefit as people return year after year to enjoy our memorable "Christmas
in the Mountains"! After experiencing all of the wintertime beauty and festivities, visitors are more likely to
return during our other stunning seasons.
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.
Once a detailed plan of logistics and contact information is put into place, less time will be needed for
planning. Also, once a format is designed for an advertising pamphlet that includes business and
organizational sponsorships, less lodging tax dollars will be needed to sustain marketing costs.
wry
PROJECT NAME: Christmas in the Mountains b
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
BUDGET
INCOME
If you are anticipating receiving partial funding for this activity from another source,please
%.0 list the source,the approximate amount,and the status of funding.
Amount Source Confirmed Date available
(YES/NO)
UYes IlNo
❑Yes ®No
UYes •No
UYes .No
UYes ®No
UYes (] No
Total income:
What percentage of your project does your request for Tourism Promotion Dollars
represent?
PROJECT NAME: Christmas in the Mountains
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EXPENSE
Activity County Other funds Total
Personnel $ 1,175.00 $ 1,175.00
Administration $ 0.00
Marketing/promotion $ 1,500.00 $ 1,500.00
Direct sales activities $ 0.00
Minor equipment $ 600.00 $ 600.00
Travel S 0.00
Contract services $ 0.00
Other activities $ 0.00
Total Cost $ 3,275.00 $ 0.00 $ 3,275.00
The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding.
Please indicate your priorities below:
Priority 1 Full Funding Request $3,275.00
Priority 2 Minimum Funding Request $3,000.00
Applicant will / can accept no less than this amount $2,000.00
If partial funding is received,how will that affect the project/activity? Please describe:
Partial funding would not allow sufficient time to gather information for the many different events throughout all
ELC Communities and to devise a sustaining outline for planning and logistics of the event. Partial funding
would also effect the quality of marketing materials available.
PROJECT TIMELINE/TOURISM SEASON
What is your anticipated timeline for accomplishing this activity?
Fiscal Year 2020
PROJECT NAME: Christmas in the Mountains 8
Near From the list below,please indicate the season for which your project will enhance tourism
(and explain how it will do so).
SEASON EXPLANATION
Year-round ❑
This event will promote and create ELC as
Off-season ■❑ a winter and holiday destination.
Shoulder season ❑
High season ❑
Is it a seasonal activity appropriate to its location? Explain.
Yes! Our majestic snowcapped Mt. Rainier and its neighboring mountainous areas as a backdrop for ELC
Communities offering an abundance of winter sports, holiday events, Christmas lights and festivities with a
friendly small town atmosphere is sure to create a holiday destination.
ACKNOWLEGDGEMENT
%Iv 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.
Certified by: eaz'B Date: 10/3/2019
(Applicant ignature)
Caro Johnson
(Print or type applicant's name)
PROJECT NAME: Christmas in the Mountains 9
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