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Southwest Washington Fairgrounds - Grandstands & PA System 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. 1 Project Submission Form 1. Project Name: 2. Date Submitted: Grandstands & Public Announcement System 10-3-19 3. Contact Person I Title: Tamara Hayes! Fair Manager 4. Mailing Address: 1909 South Gold Street, Centralia, WA 98531 5. Telephone No.: 360-740-2656 6. E-mail: Tamara.hayes@lewiscount ,jp gov 7. Signature of Representative: ,44 8. Project Location (city/town) Ce ralia a. Name of Event or Activity: Year-round event facility 9. Statement of Project Goals and Objectives: lih"r The Southwest Washington Fair and Fairgrounds is a year-round event facility serving the area as a venue for community events and the annual Southwest Washington Fair. The Southwest Washington Fair is largest, longest running event in the county. 10. Project Description: The Southwest Washington Fair & Fairgrounds new public address system and grandstands sound system will prove to enhance visitors experience and safety at the fairgrounds. Making the fairgrounds a more viable location to host an event which attracts tourists to the area and results in "heads in beds". 11. How does proposed project meet purposes of the Legislation? RCW 67.28.1816 The Southwest Washington Fairgrounds serves over a 163,000 visitors a year at the annual fair and with our interim event program. We have the potential to serve even more. By enhancing the largest tourism facility with public safety equipment and proper sound equipment we will attract new events to the area reRECEIVED ltin9 "heads in beds". 12. Anticipated Project Costs: WON! 46/151 00d Board of County Commissioners a. Total County funds awarded for 2020: $10,000 Lewis County Washington DEC 2 0 2019 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) $10,000 $10,000 Marketing/Promotion Materials Direct Sales Activities Minor Equipment Travel/Trainings (list below) 1 . 2. 3. Contract Services (list below) 1. Sound Equipment $10,000 $20,000 $30,000 Vendor 2. 3. 4. Overhead (building rent, utilities etc.) Project Subtotal: $10,000 $20,000 $40,000 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 Purchase sound Jan.—March 2020 $30,000 Tamara will work with Equipment consultant Install sound equipment March —April 2020 $10,000 I will need to call on the facilities team for support on thic nrniart NNW 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(a�lewiscountywa.gov 3 0 360.740.1120 Board of County Commissioners TOD 360.740.1480 Lewis County Courthouse • 351 NW North Street •Chehalis,WA 98532-1900 bocc@lewiscountywa.gov LEWIS COUNTY — — \.a 1. ,,rs 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, — your application will not move forward. ORGANIZATION / PROJECT INFORMATION Organization name Southwest Washington Fairgrounds Project name Grandstands & Public Announcement System Project coordinator Tamara Hayes Date of project ;Spring 2020 Amount requested from Lewis County $18,500.00 Total project amount $55,000.00 g I Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester County Manager First District Second District Third District Clerk of the Board I APPLICANT CONTACT INFORMATION410 Name Tamara Hayes Street address 1909 South Gold Street City,state,zip code Centralia, WA 98531 Mailing address (if different from street address) Current home phone Current work phone 360-740-2656 Current cell phone 415-378-7666 Current email address tamara.hayes@lewiscountywa.gov Agency Tax ID Number 91-6001351 Organization Unified Business Identifier(UBI) UBI expiration date Type of organization: U 501(c)3 ❑ 501(c)6 0 Government agency Organization's mission statement or purpose (one or two sentences): rri/ The Southwest Washington Fair and Fairgrounds is a year-round event facility serving the area as a venue for community events and the annual Southwest Washington Fair. The Southwest Washington Fair is largest, longest running event in the county. Year the organization was founded: 1909 Has your organization received Lewis County lodging tax funding in the past? ❑Yes ©No If you answered 'yes,"please answer the following two questions: When did your organization receive Lewis County lodging tax funding? How much did your organization / project receive? PROJECT NAME: Grandstands&Public Announcement System 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. kirme 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 Southwest Washington Fair& Fairgrounds new public address system and grandstands sound system will prove to enhance visitors experience and safety at the fairgrounds. Making the fairgrounds a more viable location to host an event which attracts tourists to the area and results in "heads in beds". 2. Describe how the project will enhance tourism and result in"heads in beds." The Southwest Washington Fairgrounds serves over a 163,000 visitors a year at the annual fair and with our interim event program. We have the potential to serve even more. By enhancing the largest tourism facility with public safety equipment and proper sound equipment we will attract new events to the area resulting in "heads in beds". 3. List the responsible party/parties. The Southwest Washington Fairgrounds will purchase the equipment though an outside vendor. 160 PROJECT NAME: Grandstands&Public Announcement System 3 4. Describe how the area the project will serve,as well as the project's expected impact. The fairgrounds public address system will impact the over 78,000 attendees who come to the fair to learn about Lewis County agriculture and industrial heritage. It will also impact 80+ individual clients who use the venue to host events that attract visitors from across Washington State and beyond. 5. Describe how the project will specifically promote tourism. The public address system and grandstand sound system will be essential in demonstrating that Lewis County cares about its primary tourism venue and wants to enrich visitor and client experience as well as communicate to them directly. 6. Describe how you have collaborated with other entities throughout Lewis County to promote tourism. The Southwest Washington Fair is home to the largest community event in the area. We have partners from across the county that come to the fair to promote their organizations as well as there way of life. DLC is housed at the fairgrounds with its singular purpose to promote tourism to Lewis County. 7. Describe why your project should receive funding. The fairgrounds is hoping to split the cost between the three local lodging tax committees; Centralia, Chehalis, & Lewis County. We feel that this system will greatly impact the fairgrounds not only for public safety but as a way to enhance visitor experience at our events. The public address system also helps to make the fairgrounds a place to use in emergency situations. USE OF HOTEL/MOTEL TAX Nuir Please indicate below the types of activities for which the lodging tax monies would be used: ❑TOURISM PROMOTION 0 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. The Southwest Washington Fairgrounds expects that the fairgrounds public announcement and grandstands system to create an additional $10,000 in rental revenue in the first year post installation. The grandstands sound system will help organizations to have safer events with better quality sound when they rent the fairgrounds grandstands. While the system does not offer a measurable outcome towards "heads in beds" it will offer immeasurable public safety benefits to the 163,000+ fairgrounds visitors annually. Grandstands&Public Announcement System PROJECT NAME: y 4 9. Please provide attendance information regarding each of the following: A. Overall attendance a. Total number of attendees predicted to attend: 5% b. Describe how receiving lodging tax dollars would increase that number The Southwest Washington Fairgrounds hopes to see an overall 5% increase in attendance as a result of lodging tax dollars invested into life safety updates to Lewis County's only major tourism venue. 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: 2.5% b. Describe how receiving lodging tax dollars would increase that number The Southwest Washington Fairgrounds hopes to see an overall 2.5% increase in participants traveling 50 miles or more as a result of lodging tax dollars invested into life safety updates to Lewis County's only major tourism venue. C. Participants traveling from another state or country a. Projected number of participants who will travel from another country or state to attend: 2.5% b. Describe how receiving lodging tax dollars would increase that number The Southwest Washington Fairgrounds hopes to see an overall 2.5% increase in participant traveling from another country or state as a result of lodging tax dollars invested into life safety updates to Lewis County's only major tourism venue. Grandstands&Public Announcement S stem PROJECT NAME: y D. Participants staying overnight in paid accommodations ,I a. Projected number of participants who will stay overnight in paid accommodations: 10% b. Describe how receiving lodging tax dollars would increase that number The Southwest Washington Fairgrounds hopes to see an overall 10% increase in participants staying in paid accommodations as a result of lodging tax dollars invested into life safety updates to Lewis County's only major tourism venue. E. Participants staying overnight in unpaid accommodations a. Projected number of participants who will stay overnight in unpaid accommodations: 5% b. Describe how receiving lodging tax dollars would increase that number The Southwest Washington Fairgrounds hopes to see an overall 5% increase in participants staying in unpaid accommodations as a result of lodging tax dollars invested into life safety updates to Lewis County's only major tourism venue. 10. Describe how the project provides short-term or long-term economic benefit for Lewis County. Installing a public address system and new grandstand sound system provides short-term economic benefit by alerting guests to what is going on at events. It allows event producers to communicate with the grounds as a whole. The long-term benefit lies in the acknowledgment of the county investing in its oldest and largest tourism venue. The investment will lead to future events and hopefully additional sponsorships of new events resulting in "heads in beds." 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. The Southwest Washington Fairgrounds public address sound system and grands stand sound system is a one time investment. In addition the fairgrounds is in the process of undergoing of creating a master plan and market feasibility study aimed at outlining how to become self-sustaining. The project will be completed in 2021. 41160 PROJECT NAME: Grandstands&Public Announcement System 6 thW SOCIAL MEDIA All social media will be reviewed. Please provide the following information: Website address Southwestwashingtonfairgrounds.org Facebook user name facebook.com/southwestwashingtonfai Instagram southwestwashingtonfair 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 `r list the source,the approximate amount,and the status of funding. Amount Source Confirmed Date available (YES/NO) $ 18,500.00 LC LTAC CI Yes ®No January 2020 $ 18,500.00 Centralia LTAC UYes ®No January 2020 $ 18,500.00 Chehalis LTAC ❑Yes IlNo January 2020 CI Yes ❑No ❑Yes UNo CI Yes No Total income: $55,500 What percentage of your project does your request for Tourism Promotion Dollars represent? 33 % PROJECT NAME: Grandstands&Public Announcement System EXPENSE Activity County Other funds Total Personnel $ 8,500.00 $ 8,500.00 Administration S 0.00 Marketing/promotion $ 0.00 Direct sales activities $ 0.00 Minor equipment $ 8,500.00 $ 8,500.00 Travel $ 0.00 Contract services $ 38,500.00 $ 38,500.00 Other activities $ 0.00 Total Cost S 55,500.00 $ 0.00 $ 55,500.00 The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding. Please indicate your priorities below: Priority 1 Full Funding Request $18,500.00 Priority 2 Minimum Funding Request $10,000.00 Applicant will/can accept no less than this amount $8,500.00 If partial funding is received, how will that affect the project/activity? Please describe: If partial funding is received we will focus on the grandstands sound system for 2020. PROJECT TIMELINE/TOURISM SEASON What is your anticipated timeline for accomplishing this activity? Spring 2020 PROJECT NAME Grandstands&Public Announcement System 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 Year-round event center Year-round ■❑ Off-season ❑ Shoulder season ❑ High season ❑ Is it a seasonal activity appropriate to its location? Explain. ACKNOWLEGDGEMENT Ityv 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: Date: 10-3-19 (Applicant signature) Tamara Hayes (Print or type applicant's name) thilio PROJECT NAME: Grandstands&Public Announcement System 9 O J i