East Wenatchee Events Board

CITY OF EAST WENATCHEE Events Department 271 9th Street NE * East Wenatchee, WA 98802 Phone (509) 886-6108 * Fax (509) 884-6233 * www.eastwenatcheewa.gov East Wenatchee Events Board Board Meeting Agenda November 3, 2021 at 3:30PM Location Eastmont Parks & Recreation Community Center 230 N. Georgia Avenue, East Wenatchee, WA 98802 Call to Order Roll Call/Introductions ☐ Rob Tidd ☐ Brent Schmitten ☐ Sally Brawley ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Jason Heinz ☐ Hotel Rep Pos. 2 ☐ At Large Pos. 11 Guests: Public Comment Approval of Minutes • September 1, 2021 Minutes Financials • Revenue/Expense Update Events Update • Wings ‘n Wishes, December 2 at 6pm. Tourism Promotion Grant Requests • Eastmont Parks & Recreation - $8,000 WV Chamber of Commerce Update • Jerri Barkley Other • Empty positions update • 2022 Meeting dates, time and location • Roundtable Next Meeting Date • December 1 or January 4 Adjourn In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Events Department at (509) 886-6108 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). CITY OF EAST WENATCHEE EVENTS DEPARTMENT (509) 886-6108 | EastWenatcheeWa.gov 271 9th St. NE, East Wenatchee, WA EAST WENATCHEE EVENTS BOARD BOARD MEETING MINUTES September 1, 2021 | 3:30PM Attendees Jason Heinz, Brent Schmitten, Michael Machado, Kirk Mayer, Sally Brawley and Events Director/PIO Trina Elmes Guests Charlie Brown (Wenatchee Youth Circus) and Brandon Brown (Wenatchee Youth Circus) Location Online Zoom Meeting CALL TO ORDER 3:33PM Roll Call/Introductions Public None Comment Minutes The May 5, 2021 minutes were reviewed. Sally Brawley motioned to accept the minutes and Michael Machado seconded the motion. Motion carried (5-0). Financials Events Director/PIO Elmes went over the Financial Report. Tourism Grants Wenatchee Youth Circus (WYC) – East Wenatchee Performance Charlie Brown and Brandon Brown presented their request for $5,000. Their application had too many unknowns, so no motion was not made and the Board asked them to resubmit their request with more information included. Event Update None WVCC Update None Other None Next Meeting October 6, 2021, 3:30pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:40PM Rob Tidd, Councilmember Attest: Trina Elmes, Events Director/PIO In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Events Department at (509) 886-6108 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).  EWEB Financial Report October 2021 Hotel/Motel Tax Revenue 2019 2020 2021 Beginning Fund Balance $76,559.00 $81,633.00 $162,734.00 Projected Income $173,700.00 $250,000.00 $225,000.00 Income to Date $254,833.00 $250,535.00 $244,990.00 Total Income Expected $331,392.00 $332,168.00 $387,734.00 Actual Income To Date $407,724.00 Budgeted Requests Events Department $135,000.00 $135,000.00 $120,000.00 WV Chamber of Commerce $60,000.00 $0.00 $45,000.00 WV Museum & Cultural Center $121,488.00 $121,488.00 $60,000.00 Total Budgeted Expenses $316,488.00 $256,488.00 $225,000.00 Taxes Available $182,724.00 Additional Requests Sports Foundation - Special Olympics $5,000.00 $5,000.00 $0.00 EMPD Winter Classic AAU $0.00 $5,000.00 $0.00 Sunburn Classic $5,000.00 $0.00 $0.00 GWGSA Sterling Invite $0.00 $5,000.00 $5,000.00 Other $0.00 $0.00 $0.00 Total Request Expenses $10,000.00 $15,000.00 $5,000.00 Taxes Available $4,904.00 $60,680.00 $177,724.00 Print Tourism Promotion Grant - Submission #552 Date Submitted: 11/3/2021 Amount of Lodging Tax Requested* Organization/Agency Name* 8,000 Eastmont Metropolitan Park District Type of Organization* Activity Name* Please List* C Corporation Eastmont Winter Classic Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Proposed Start Date of Proposed End Date of Activity* Activity* 2/25/2022 2/27/2022 First Name* Last Name* Title* Charles Brown Director of Recreation & Marketing Primary Phone* Cell Phone Email* 509.884.8015 cbrown@eastmontparks.com Mailing Address* 255 N. Georgia Ave City* State* Zip Code* East Wenatchee WA 98802  Service Category (Check All That Apply) Operation of a Special Event/Festival, Designed to Attract Tourists Operation of a Tourism Promotion Agency Operation of a Tourism-Related Facility Tourism Promotion/Marketing Section I - General Information Is this a new Activity?* Are you requesting/using other How many years has this activity City funds for this Activity?* existed? Yes Yes 20 No No Proposed Location of Activity* Eastmont School District Gyms, Wenatchee Valley College Gyms, Possibly Wenatchee School District Gyms Short Description of the Activity* This is an AAU tournament for 3rd thru 8th grade boys and girls. This year we have partnered with the AAU State tournament organization to make this a state qualifying tournament. Describe the Prior Success of Your Activity* The tournament has hosted 65+ teams for many years and attracted teams from many different regions of the state as well as teams from Oregon and Idaho. Describe Your Target Audience* Our target audience is AAU Clubs from around the state of WA. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* Our partnership with the AAU State Tournament will give us exposure we have not had in the past. We will als Budget for Activity* What costs will the Tourism Promotion Grant cover?* Winter Classic Budget.pdf The TPA fund would help with gym costs for hosting the tournament and Allowed types: .gif, .jpg, .jpeg, .png, additional referees due to higher numbers because we are a state qualifier. .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* We have the recreation director and recreation coordinator to handle scheduling of games and gyms. We partner with local AAU teams to run the gym score tables and entry gates. We also utilize the HS Coaches to help get referees for the tournament.  Does your organization have a current City of East Wenatchee Business License?* Note: A grant recipient must obtain a business license. Business license information can be found on the City's website under the Business tab on its homepage. Yes No Full Description of the Activity. Expand from the above questions, such as: what it is you wish to do; the tangible and intangible benefits to the community; visitor impact; and how you will evaluate the success of the project.* The Eastmont Winter Classic is an AAU tournament for 3rd thru 8th grade teams. We utilize all of the Eastmont School District gyms, 3 courts at the college and have used Wenatchee gyms when necessary. We begin play on Friday evening with local teams only and begin play early Saturday morning. Saturday play concludes around 9pm and we pick right back up at 8am on Sunday. Championship games happen Sunday afternoon. This year being a state qualifying tournament we anticipate more teams and a need for more gym spaces. How will you advertise, publicize or otherwise distribute information regarding your activity?* We will advertise through mass email to past participants, inland empire aau website, tourney machine website and through the aau state website. Section II - Projected Tourism Benefit RCW 67.28 provides authority for cities and counties to use lodging tax for tourism promotion to attract visitors and encourage tourism expansion. State law also details certain reporting requirements for jurisdictions that levy a lodging tax. Each agency awarded East Wenatchee lodging tax funds will be required to submit a Tourism Funding Expenditure Report Worksheet to the City with detailed actual information at the conclusion of their tourism promotion activities. Provide an estimated number of participants, who will attend your Activity, in each of the following categories: Overall Attendance at the Travel More Than 50 Miles* Travel from Another State/Country* Event/Activity* 800 70 3500 Travel More Than 50 Miles and Stay over Night in the Of the People Staying Overnight, the Number of People Wenatchee Valley* Who Will Stay in Paid Accommodations* 600 500 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 30000 300 Explain How You Calculated the Previous Estimates* I based the attendance number off what we have had in the past. I also calculated the number of people traveling based off of previous tournament experience. The rest is based off percentages. Not every person that travels will stay in a hotel, some will stay with family, I estimated that at 10% then rounded up to the nearest 100. For the paid I based it off half the number of people staying rounded to the nearest hundred. How will you collect and verify the above information for your Activity?* We will collect all of the registration paperwork to find out how many people are traveling and how far for the tournament. Section III - Evaluation Criteria State law defines Tourism Promotion as: “Activities 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 marketing and operations of special events and festivals designed to attract tourists.” Tourism Promotion Funding Criteria (Check All Boxes That Apply) Meets the definition for Tourism Promotion Promotes a positive image for East Wenatchee Promotes East Wenatchee as a "Destination" Attracts visitors, builds new audiences and encourages tourist expansion Increases awareness of East Wenatchee’s amenities, history, facilities, and natural environment Supports "Regional Tourism" planning Benefit to the Community (Check All Boxes That Apply) Benefits the citizens of East Wenatchee Benefits the overall Community, rather than a specific segment or interest Innovation (Check All Boxes That Apply) Moves an existing program in a new direction Unusual or unique Community Support (Check All Boxes That Apply) Broad-based Community appeal or support Evidence of need for this Activity Evidence of Partnerships (Check All Boxes That Apply) Exhibits a degree of Partnership Volunteer involvement, inter-jurisdictional, corporate, business and/or civic organization support Funding Sources (Check All Boxes That Apply) Multiple revenue sources to support this Activity This is the only funding source  Previous & Replacement Funding (Check All Boxes That Apply) Request is for a new Activity Request is to continue or expand an on-going Activity Scale of Project (Check All Boxes That Apply) Activity is of a scale that is suitable for this funding program How does your Activity meet the above Tourism Promotion funding criteria?* This activity meets the criteria because it promotes E. Wenatchee, brings out of town visitors to eat in our restaurants, fuel up at our gas pumps and stay in our hotels. Section IV - Signature of Applicant I attest the information in this application is accurate, that I am an agent authorized to represent the Organization and I understand the funds requested, if granted, will go to the Organization. I have contacted the City of East Wenatchee and will meet all necessary requirements including, but not limited to, insurance, business licensing, permitting and state reporting requirements. If my activity is funded, I agree to use the approved East Wenatchee logo in all promotional material. I understand the Washington State limitations placed on use of the Lodging Taxes, and certify that the requested funds will be used only for purposes described in this application or as approved by the City of East Wenatchee. I understand use of funds is subject to audit by the State of Washington. I acknowledge that all of the contents of this application are subject to disclosure under the Washington State Public Records Act, RCW 42.56, and that the application will be discussed in meetings of the East Wenatchee Events Board, which acts as the Lodging Tax Advisory Committee, that are open to the public under RCW 42.30. I understand: I am proposing a tourism-related service. If awarded, my organization will enter into a Municipal Services Contract with the City and will provide liability insurance for the duration of the Contract. The insurance will name the City as an additional insured and in the policy will be in an amount to be determined by the City of East Wenatchee. The City of East Wenatchee will only reimburse those costs actually incurred by my organization/agency. Reimbursement only occurs after the service is rendered and after I submit a signed Request for Reimbursement form to the City of East Wenatchee. I will include copies of invoices and payment documentation with the Request. My organization/agency will submit a report documenting the economic impact results in a format determined by the City of East Wenatchee. Digital Signature* Signer Email* Charles Brown cbrown@eastmontparks.com  Tournament Needs Expense Gym Space $ 5,000 Referees $ 9,100 Medals $ 1,000 Advertising $ 300 Materials $ 200 TOTAL $ 15,600 Visit Wenatchee Update October 20, 2021 Rails and Ales Team including Tony with Mission Ridge, Kelley Kennedy Impact Events, Leslie Freytag Pybus, Dave Quick Badger Mountain Brewing to discuss future of the event. Hosted travel writers/influencers: Jenn Lovin: 7/24-25/2021 with family Hilton Garden Inn What Jenn Wore https://www.facebook.com/whatjennwore Dinner at Pybus, FIRE, Wenatchee Farmers Market, morning hike, afternoon Museum for Tom Foolery, concert at Ohme gardens for Junk Belly, breakfast at Wild Huckleberry and Riverfront Rock Gym for climbing or SUP rental at Walla Walla Point Park, dinner at McGlinns Cara Strickland 9/9-10/2021 alone Warm Springs Inn (does not cover traditional lodging choices ie corporate brand hotels Specializes in food travel and writes for 1889 Tour Watermill Tasting Room, and dinner at Stones GastroPub, Tour Pybus with Leslie and lunch, check out downtown and dining choices, Union Hill Cider Company Tasting, East Wenatchee, dinner at Atlas Fare, breakfast at La Vie En – downtown Allison Sutcliffe 10/8-10/21 with children Residence Inn Red Tricycle-Tiny Bean Annie’s Fun Farm (pumpkin patch) - East Wenatchee, Dinner McGlinn’s, Discovery Center Rocky Reach, Wenatchee Farmers Market, The Big Chill Ciderfest Apple Capital Loop Trail, Park, dinner at hotel and kids activities at hotel including pool. Suggested Waterfront Rock Gym Attended DMA West Education and Vendor conference in Vancouver, WA September 29-Oct 1, 2021 Attended: Cultural Tourism, Organizational Decisions & Community Engagement, Changing Marketing Plans, and strategies, Fact from Fake? Unraveling (Mis)information, innovative strategies to improve visitor experience and facilitate change. Closing speaker presented 2020-21 Visitor Guide readership and conversion study (relevance of a visitor guide) Met with KW Media for 2022 plan and budget – TPA. Added family travel to targeted demographic. Plan and outline sent to TPA. Work on Video plan, Photography plan and social media support continues. There are 6 social media concepts now ready for review to launch in partnership with our new website and branding: Wenatchee, the heart of Washington. Wenatchee events that are seeking Chelan County LTAC funding include: CDLT, Washington State Tourism update – 10/14/21 travel trade show partnerships and planning for 2022 and update on state efforts. Washinton State has not participated in these activities in over 10 years. Conducted hotel survey to better understand where the industry locally is in their recovery efforts. Replace wine machines in tasting room as they have failed after 10 years of service. TPA has offered to help with that expense. The reach in cooler for the kegs is also down for repair.