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East Lewis County Chamber of Commerce - Summit to Swamp 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: Summit To Swamp Challenge Weekend 12/17/2019 �� � 3. Contact Person / Title: Caro Johnson-ELC Chamber Secretary, Dr. Brad Larsen-ELC Chamber President Board of County Commissioner 4. Mailing Address: Lewis County Washington P.O. Box 10 Morton, WA 98356 DEC t 7 2 019 5. Telephone No.: Caro-360-520-6878 6. E-mail: caro.johnson(a�century21.com, brad larsen 2S msn.com 7. Signature of Representative: 8. Project Location (city/town) Randle, WA a. Name of Event or Activity: Summit To Swamp Challenge Weekend 9. Statement of Project Goals and Objectives: The goal of this project is to continue to build and promote an event that will draw participants from the greater Northwest. and eventually from across North America and beyond. The welcoming atmosphere of the event's activities will encourage families to come and stay 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 is a two-day event. Saturday and Sunday, April 25-26, 2020. (The date has changed due to a conflicting date change by Spartan events) It will include a Jackpot OCR, an Open OCR, and a Team OCR on Saturday, with a Team Trail course, a Trail 5K, a Trail 10K, and a K9 Trail on Sunday. This event will be part of, and promoted by,, Race Local Series, Northwest OCR Team Tournament, and Sagitta Endurance Series. 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 $2000 for Marketing/Promotion will fall under Section (1)(a) Tourism Marketing. $7000 for Contract Services will fall under Section (1)(b) "...operations of special events..." 12. Anticipated Project Costs: S18,800 a. Totai County funds awarded for 2020: $9,000 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) $2500 Marketing/Promotion Materials $2000 $3000 Direct Sales Activities $500 Minor Equipment $1000 Travel/Trainings (list below) $300 1. 2. 3. Contract Services (list below) 1. Tech crew w/ Video & Audio $7000 Equipment for two days 2. 3. 4. Overhead (building rent. utilities Funds to be etc.) gathered in the Other Activities $2500 upcoming months through sponsors Project Subtotal: $9000 $9800 & pre-registrations 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 Book AN Crew. Drone S7000 Hazelanna McMahan Pilots, & Photographers By March 31, 2020 Rock to River Events. LLC Be Release social media and $2000 Hazelanna McMahan Print& radio promotions January 1 —April 26. 2020 Rock to River Events, LLC Return completed Project Scope form to: Rieva Lester Lewis County BOCC. Rm. 210 351 NW North Street — 2^d Floor Chehalis, WA 98532 Telephone: 360-740-1419 email: Rieva.Lester(a�lewiscountywa.gov 2020 TOURISM SERVICE AGREEMENT 'fir Lodging Tax agreement: East Lewis County Chamber of Commerce—Summit to the Swamp 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 `Ibir 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$9,000 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, tihr 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 Nornormal 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. w 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. -.e, 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 41.. 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 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 5 mailing—first class and postage prepaid —written notice to the ORGANIZATION of the v.., 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 Nor 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 For the ORGANIZATION: East Lewis County Chamber Summit to Swamp Obstacle Mud Run 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 (C , 20/9 ORGANIZATION BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON (Organi i i n name) Rob C.Jackson, Chair 4� �4 / � (Authorized represe 401,-'s signature) Gary Stamper,Vice Chair (Authorized rep.'s name, printed) Edna J. Fund, M ber r_g;i4 (Authorized representat 's title) t 1%)Y(4 7 0 i /O APPROVED AS TO FORM: (Organization street address) Jona n Meyer, Prosecuting Attorney ‘M)14 q�3s� (Organization city, state, zip code) By: Deputy rosecuting Attorney ATTEST: w 7 *toeRieva Lester, Clerk of the Board ``rlr 8 0 360.740.1120 Board of County Commissioners TDD 360.740.1480 NINNY JI' I Lewis County Courthouse • 351 NW North Street •Chehalis,WA 98532-1900 6occ@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. If your contact information is not up to date and we cannot reach you, fir+ your application will not move forward. ORGANIZATION/PROJECT INFORMATION Organization name East Lewis County Chamber of Commerce Project name Summit To Swamp Challenge Weekend Project coordinator Caro Johnson Date of project April 4-5, 2020 Amount requested from Lewis County $17,500.00 Total project amount $27,300.00 Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester County Manager First District Second District Third District Clerk of the Board APPLICANT CONTACT INFORMATION *00 Name East Lewis County Chamber of Commerce 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 U 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 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: Summit To Swamp Challenge Weekend 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. Summit To Swamp has already introduced dozens of new people to the uniqueness of our area with day events using basic traditional advertising. This will be the first public, overnight weekend event in the unincorporated area of Randle. We want to use our live-stream and Internet media plan to expose and promote our event far beyond the reaches of traditional advertising. This plan will include collaborative 2. Describe how the project will enhance tourism and result in "heads in beds." This event has drawn participants from all over Washington and Oregon in 2018 and 2019 as a single-day event. The 2020 event is being expanded to consist of six separate participation possibilities spread over a two-day period. Participation for both days will be encouraged with special "all-around" awards. 3. List the responsible party/ parties. Rock To River Events, LLC East Lewis County Chamber of Commerce PROJECT NAME: Summit To Swamp Challenge Weekend 3 4. Describe how the area the project will serve,as well as the project's *410 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 mainly reach from Morton to Packwood, with participants expected to stay overnight in these communities. The Spring timing of this event will potentially expose participants and their families to the variety of events and opportunities that Lewis County has to offer in 5. Describe how the project will specifically promote tourism. The past participation for this event currently extends to all of Washington state and into Oregon. As the event evolves and gains even more recognition,we believe it will become a yearly destination for runners and their families across the Northwest. We also plan to create a large social media presence highlighting portions of the actual event, while showcasing our sponsors and other activities available in 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. CRV Hist Society, Discover Lewis County, Pkwd Impr Club, Cities of Morton & Mossyrock, Loggers Jubilee, FMAC-Roxy Theater, Blueberry &Apple Harvest Festivals, SW Wash Fair, Arbor Health 7. Describe why your project should receive funding. Requested funding will be used to create, host, and promote future tourism-related events year round. With this funding, we could purchase systems to capture great pictures and video footage. We could live-stream the remote action of this event into our spectator area and simultaneously around the world. This technology could also be used to enhance, and draw spectators to, other area events. This one-time expense will provide promotional benefits to our entire area well into the future. USE OF HOTEL/MOTEL TAX 'ad Please indicate below the types of activities for which the lodging tax monies would be used: I■O TOURISM PROMOTION ❑OPERATION OF TOURISM-RELATED FACILITY ❑ MARKETING ONLY 0 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. Registration Fees: S5000 Vendor Fees: S500 On-site Camping: $1000 Concession/Merchandise Sales: $500 Spectator/Entertainment Admission: $1000 Sponsorships/Advertising: $5000 These are estimates based on experience of past events. **There will be a Beer Garden, with the revenue going to the ELC Chamber to move toward their goal of becoming a self-sustaining entity. PROJECT NAME: Summit To Swamp Challenge Weekend *4010 9. Please provide attendance information regarding each of the following: A. Overall attendance a. Total number of attendees predicted to attend: 300 b. Describe how receiving lodging tax dollars would increase that number This estimate includes participants and spectators. With a larger advertising budget, many more opportunities to expose the event to participants and spectators could be accessed. Using networking, creativity, and technology, we could create a far-reaching buzz of excitement about Summit To Swamp. We need to capitalize on the uniqueness of our event..."Unlike any other"! We need to sell our special ATMOSPHERE, and that is most effectively done through pictures, video, music, and video testimonials. The requested lodging tax dollars would purchase equipment and software to build, and advertise, the atmosphere, not only for this event, but for others in the area as well. 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: 200 b. Describe how receiving lodging tax dollars would increase that number In addition to the extended advertising described in 9A, multiple fliers could be taken around the Northwest to other running events throughout the winter and early spring to promote this event to potential participants. Select racers could be recruited to wear Summit To Swamp gear during and after competition at summer/fall/winter races across the Northwest to promote our event for future L participation. In 2018, 60% of participants came from over 50 miles away, and in 2019, it was 63%. We believe we can increase this number dramatically in 2020 and beyond. C. Participants traveling from another state or country a. Projected number of participants who will travel from another country or state to attend: 50 b. Describe how receiving lodging tax dollars would increase that number We believe our multi-category event can become a "mark of significant accomplishment" that competitors will long to conquer. It can be built into a coveted, sought after, challenge event of the West. Personal testimony of a venue is huge. In 2018, two participants came from out of state, and in 2019, this increased to seven. Experiences related by some of these participants prompted the Beasts OCR running club to reach out to Summit To Swamp to collaborate. At this time, Beasts OCR is already promoting Summit To Swamp Challenge Weekend to their members across the Northwest, and report that a group from Canada is planning to attend the 2020 event. Summit To Swamp has also been added to the Beasts' Northwest Team Challenge Series and the Local Race Series for 2020. The LTAC funding will allow us to uniquely showcase these Series competitions using photo and video, while highlighting our event and our area across the Internet where the reach is unlimited! PROJECT NAME: Summit To Swamp Challenge Weekend _ 5 D. Participants staying overnight in paid accommodations a. Projected number of participants who will stay overnight in paid accommodations: 200 b. Describe how receiving lodging tax dollars would increase that number Rock To River Events, LLC will provide paid camping and RV parking on-site. We do expect a number of participants will stay in local lodging as well. LTAC dollars would allow us extra resources to cross promote area lodging more thoroughly and effectively. Electronic media is fairly inexpensive once it is in place, but it does take time to set up and time to maintain. Time = dollars Heavy promotion of the event as multi-day challenge will raise awareness that this is now an "overnighter" rather than a "day-only"event. E. Participants staying overnight in unpaid accommodations a. Projected number of participants who will stay overnight in unpaid accommodations: 75 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. Nod 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 either as a participant or a spectator, 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 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. 1) The participation capacity is being expanded from two categories to six categories. This will allow for different types of runners and will draw a wider range of participants. Many of these people will choose to participate in more than one category over the weekend, which means increased revenue for the event. 2) Creating a two-day event will increase revenue from on-site camping. 3) Being placed on the roster for two different race series competitions will increase participant numbers. 4) Recruiting vendors will increase revenue. 5) Creating an exciting, spectator area will attract local residents and encourage participants to bring PROJECT NAME: Summit To Swamp Challenge Weekend 6 *l✓ 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 summittoswamp.com Facebook: Summit To Swamp Instagram: summittoswamp BUDGET INCOME 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) $ 5,000.00 Sponsors/Advertising ❑Yes .No $ 5,000.00 Participant Registration ❑Yes ®No $ 1,000.00 Spectator/Live Music Admission ❑Yes INNo $ 1,000.00 Vendor/Concession/Merchandise ❑Yes •No $ 1,000.00 On-site Camping UYes •No $ 5,000.00 Volunteer hours/In Kind Services ❑Yes ONo Total income: $18,000 What percentage of your project does your request for Tourism Promotion Dollars represent? 54 % 460 PROJECT NAME: Summit To Swamp Challenge Weekend 7 EXPENSE Activity County Other funds Total Personnel $ 1,000.00 $ 1,000.00 Administration $ 1,500.00 $ 1,500.00 Marketing/promotion $ 3,000.00 $ 3,000.00 $ 6,000.00 Direct sales activities $ 500.00 $ 500.00 Minor equipment $ 5,000.00 S 1,000.00 $6,000.00 Travel $ 300.00 $ 300.00 Contract services S 8,000.00 $ 5,000.00 $ 13,000.00 Other activities S 1,500.00 $ 2,500.00 $4,000.00 Total Cost S 17,500.00 $ 14,800.00 $ 32,300.00 The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding. Please indicate your priorities below: Priority 1 Full Funding Request $ 17,500.00 Priority 2 Minimum Funding Request $9,000.00 r/' Applicant will / can accept no less than this amount $500.00 If partial funding is received,how will that affect the project/activity? Please describe: The funding being requested will be used to create a unique, one-of-a-kind experience for the participants and audience. Using drones and/or remote view cameras, we can capture and play live race footage on a huge LED screen in the spectator area and simultaneously broadcast live through social media. Video highlights and still shots would recap on the Big Screen throughout the evening during the live music for all to enjoy. The amount of funding received will determine what equipment can be purchased and what must be rented or improvised. Full funding would allow the purchase of drones, game cams, and/or remote view video cameras, all of which could be used for other events as well. It would also provide the technical crew and equipment to produce a quality live feed, the after-event screen show, and the music/loudspeaker system. A P4k......I-. ..............:.... ...:II L... ...........:..L...J t..11 F.....1:.... ...:11 ..II......... F.. .......:.J.. ....:...... ............... .-....1 ...........�:.... ..F PROJECT TIMELINE/TOURISM SEASON What is your anticipated timeline for accomplishing this activity? Spring 2020 (April 25-26, 2020) PROJECT NAME: Summit To Swamp Challenge Weekend 8 From the list below,please indicate the season for which your project will enhance tourism low (and explain how it will do so). SEASON EXPLANATION LTAC funding will create year-round venue Year-round 0 infrastructure for other events. Off-season ❑ Other tourism activities are either winding Shoulder season 0 down, or not yet available. High season ❑ Is it a seasonal activity appropriate to its location?Explain. This event is an Obstacle Mud Run on Saturday and a Trail Run on Sunday. It's location, in the foothills of the mountains, is very appropriate. The timing is perfect for early spring running enthusiasts eager to get the season started. 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 purposes96`1,444W- C set forth herein. t ea ,b ertified by: Date: 10/02/19 (Applicant signature) Caro Johnson (Print or type applicant's name) PROJECT NAME: Summit To Swamp Challenge Weekend 9 I , 1 3