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 October 5, 2022 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 ☐ Mat Heinz ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Jason Heinz ☐ Open Hotel Rep Guests: Public Comment Approval of Minutes • July 6, 2022 Minutes Financials • Revenue/Expense Update Events Update • Pangborn’s Festival of Flight Report • Wings & Wishes – December 1, 2023, 6pm & December 3, 1-3pm Tourism Promotion Grant Requests • EYB Update – Exhibit A • City of East Wenatchee - $128,000 o Administration/Operation - $115,000 o Classy Chassis - $13,000 • Wenatchee Valley Chamber of Commerce - $62,000 WV Chamber of Commerce Update • Ashley Sinner & Niki Fahsholtz Other • Roundtable Next Meeting Date • November 2, 2022 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 July 7, 2022 | 3:30PM Attendees Councilmember Rob Tidd, Michael Machado, Kirk Mayer, Alex Cruz, Vickie Sullivan, Brent Schmitten and Events Director/PIO Trina Elmes Guests Mat Heinz (EMPD), Mayor Jerrilea Crawford, Jerri Barkley (WVCC), Niki Fahsholtz (WVCC) and Steve Wilkinson (WVCC) Location Eastmont Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 CALL TO ORDER 3:35 PM Presentation Datafy gave the Events Board a demonstration on their services. Datafy is a national company that uses geofencing for visitor analytics and advertising. Roll Call/Introductions – Vote in Members Sally Brawley (Position #4) submitted her official resignation due to her retirement from the Eastmont Metropolitan Park District, which is one of the Event Board’s Activity Representatives. Michael Machado motioned to accept Sally Brawley’s resignation, Kirk Mayer seconded the motion. Motion carried (6-0). Mat Heinz is the new Executive Director of Eastmont Metropolitan Park District and would like to replace Sally Brawley in Position #4. Michael Machado motioned appoint Mat Heinz to Position #4. Brent Schmitten seconded the motion. Motion carried (6-0) Public Comment None Minutes The May 4, 2022 minutes were reviewed. Michael Machado motioned to accept the minutes and Kirk Mayer seconded the motion. Motion carried (7-0). The June 1, 2022 meeting did not have a quorum, so there are no minutes to present. Financials Events Director/PIO Elmes did not have an update on Financials this month. Event Update Events Director/PIO Elmes talked about Pangborn’s Festival of Flight, schedule for August 6, 2022. The event is from 9-3pm at Pangborn Memorial Airport. She is still looking for exhibitors and more Japanese activities. Tourism Eastmont Youth Baseball (EYB) - Apple Capital All Star Tournament 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 Grants EYB is requesting $7,300 for their Apple Capital All Star Tournament on June 24-26. This request was presented at the June meeting, but there was not a quorum present to vote. The application was reviewed by the Board. Michael Machado motioned to approve the Eastmont Youth Baseball’s Tourism Grant Application in the amount of $7,300 for the Apple Capital Allstar Tournament. Brent Schmitten seconded the motion. Motion Carried (7-0) City of East Wenatchee – Pangborn’s Festival of Flight The City of East Wenatchee is requesting $8,000 for Pangborn’s Festival of Flight on August 6. Trina Elmes presented the application and it was reviewed by the Board. Michael Machado motioned to approve the City of East Wenatchee’s Tourism Grant Application in the amount of $8,000 for Pangborn’s Festival of Flight. Vickie Sullivan seconded. Motion carried (7-0) Greater Wenatchee Girls Softball – Sterling Invite Update Jason Heinz submitted his “Exhibit A” from the Sterling Invite, which is included in the packet. WVCC Update Jerri Barkley has accepted another position, so this will be her last EWEB meeting. Other Next Meeting August 3, 3:30pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:55PM Attest: Rob Tidd, Councilmember 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 September 2022 Hotel/Motel Tax Revenue 2020 2021 2022 Beginning Fund Balance $81,632.99 $162,733.87 $318,181.61 Budgeted Income $250,000.00 $225,000.00 $250,000.00 Income to Date $250,534.92 $356,191.74 $272,811.10 Total Income Budgeted $331,632.99 $387,733.87 $568,181.61 Actual Balance To Date $332,167.91 $518,925.61 $590,992.71 Budgeted Requests Events Department $37,946.04 $120,000.00 $120,000.00 WV Chamber of Commerce $0.00 $15,000.00 $45,000.00 WV Museum & Cultural Center $121,488.00 $60,744.00 $61,000.00 Total Budgeted Expenses $159,434.04 $195,744.00 $226,000.00 Taxes Available To Date $136,423.91 $323,181.61 $364,992.71 Taxes Available Budgeted $342,181.61 Additional Requests Sports Foundation - Special Olympics $5,000.00 $0.00 $0.00 EMPD Winter Classic AAU $5,000.00 $0.00 $8,000.00 Sunburn Classic $0.00 $0.00 $0.00 GWGSA Sterling Invite $0.00 $5,000.00 $8,000.00 EYB Tournament $0.00 $0.00 $7,300.00 Other - 2021 Chamber Payment $0.00 $0.00 $30,000.00 Total Request Expenses $10,000.00 $5,000.00 $53,300.00 Taxes Available To Date $162,198.95 $318,181.61 $311,692.71 Taxes Available Budgeted $288,881.61  PAGE 1 Pangborn's Festival of Flight Aug 6, 2022 Pangborn Memorial Airport EVENT REPORT Over 2,000 Attendees $300 Alaska Air Gift Certificate Raffled off 25+ Airplanes Link Transit revealed their Miss Veedol bus wrap 2 Law Enforcement Vehicles Kayla Taylor sang the National Anthem 1 Japanese Taiko Drum Group Cub Scout Pack 32 did the Presentation of Colors 14 Exhibitors Wenatchee Repellers did 2 demonstration 1 Face Painter Spirit of Wenatchee displayed Miss Veedol 5 Food Vendors Wenatchee School of Karate did 2 demonstrations 1 RC Airplane Raffled Off Helicopter rides 12 Volunteers | 1 Staff | 1 Mayor | 3 Street Crew | 15+ CDPA Staff PHOTOS OF EVENT Taiko Drum Group Helo Rides & Tours Demonstrations  PAGE 2 EVENT ACTIVITIES Making Mochi Photo Booth with Pick up Popcorn Happi Coats with Chopsticks City of East Wenatchee Chamber of Commerce Wenatchee School of Karate Paper Airplanes Repel Demos Ninja Stress Balls Cub Scout Pack 32 Wenatchee Repellers Eastmont Parks & Recreation Die-Cut Airplanes Gift Card Giveaway Coloring Sheets Sunrise Rotary Alaska Air WVC Foundation Bus Wrap Origami Face Painting Link Transit Misawa Sister City Association Let's Color Art Print Tourism Promotion Grant - Submission #1170 Date Submitted: 9/2/2022 Amount of Lodging Tax Requested* Federal Tax ID #* 115,000 91-6009051 Organization/Agency Name* Type of Organization* Please List* City of East Wenatchee C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* EWEB Administration Proposed Start Date of Activity* Proposed End Date of Activity* 1/1/2023 12/31/2023 First Name* Last Name* Title* Trina Elmes Events Director/PIO Primary Phone* Cell Phone Email* 5098866108 telmes@eastwenatcheewa.gov Mailing Address* 271 9th Street NE 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 City How many years has this activity existed? funds for this Activity?* Yes 15 Yes No No Proposed Location of Activity* City Hall Short Description of the Activity* Admin to the East Wenatchee Events Board and run events that help bring tourists to East Wenatchee. Describe the Prior Success of Your Activity* This year we will be marketing to outside events to bring their events to East Wenatchee and increase our City's tourism dollars. We also run all of the City's major events such at Classy Chassis and Pangborn's Festival of Flight. All of these events bring in participants from all over the state, Idaho, Oregon and Canada. Describe Your Target Audience* Any activities or events that bring tourism to East Wenatchee. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* As the Events Board admin, I will be promoting the Hotel/Motel Tax funds on the City's website, social media, local radio station, local newspapers and local tv stations. This year, I will also be promoting our Hotel/Motel funds outside of our area to attract more events. Budget for Activity* What costs will the Tourism Promotion Grant cover?* Pangborns Festival of Flight Graphic.png Administrative costs. Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* The Events Director is currently the only staff to administer events, EWEB and work with the Chamber of Commerce to promote tourism in East Wenatchee. 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 Events Department will be supporting the Events Board and promoting the Hotel/Motel Tax to organizations who run activities that bring in people from out of town. This will also help fund staffing for the City's sponsored events that bring in tourists from all over the state and beyond. How will you advertise, publicize or otherwise distribute information regarding your activity?* Website, social media, PSA's, flyers, local news outlets and any other grass roots ideas that we can think of. 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 Event/Activity* Travel More Than 50 Miles* Travel from Another State/Country* 0 0 0 Travel More Than 50 Miles and Stay over Night in the Wenatchee Of the People Staying Overnight, the Number of People Who Will Stay Valley* in Paid Accommodations* 0 0 Number of Paid Lodging Room Nights, Resulting from Your Proposed Lodging Impact* Activity* 0 0 Explain How You Calculated the Previous Estimates* These funds will go toward the administration aspect of the Events Board and the Events Department, so these questions are not applicable. How will you collect and verify the above information for your Activity?* The Hotel/Motel taxes that are granted to outside events are required to turn in a report after their event. 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?* The Lodging Tax Funding Criteria can also be used for administrative work related to the East Wenatchee Events Board, to help promote the funds and tourism in East Wenatchee. 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* Katrina M Elmes telmes@eastwenatcheewa.gov Print Tourism Promotion Grant - Submission #1227 Date Submitted: 9/30/2022 Amount of Lodging Tax Requested* Federal Tax ID #* 13000 91-6009051 Organization/Agency Name* Type of Organization* Please List* City of East Wenatchee C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Classy Chassis Parade & Car Show Proposed Start Date of Activity* Proposed End Date of Activity* 5/5/2023 5/6/2023 First Name* Last Name* Title* Trina Elmes Events Director/PIO Primary Phone* Cell Phone Email* 5098866108 telmes@eastwenatcheewa.gov Mailing Address* 271 9th Street NE 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 City How many years has this activity existed? funds for this Activity?* Yes 39 Yes No No Proposed Location of Activity* Eastmont Community Park Short Description of the Activity* In conjuction with the Apple Blossom Festival, Classy Chassis has a car parade on the Friday night of the main Apple Blossom weekend. The parade starts at Eastmont Community Park and travels down 9th Street, turns onto Valley Mall Parkway and ends at the PUD parking lot. On Saturday, there is a car show with local performances and a headlining band playing oldies music. Awards are given out at the end of the day. Describe the Prior Success of Your Activity* In 2022, we had 370 vehicles registered with 250 in the parade 300 cars in the car show and approximately 1000 visitors for the event. Describe Your Target Audience* Anyone who has an appreciation for classy vehicles and anyone who enjoys parades. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* There will be information on our website, social media, emails and local news outlets. The Chamber of Commerce will also help us promote the event outside the area. Budget for Activity* What costs will the Tourism Promotion Grant cover?* 2023 Events Fund - Expense Updates.pdf Event promotions, equipment and administrative costs. Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* The Events Director will put this event together and run the event, with the help of volunteers. The East Wenatchee Rotary is very involved and they will help run the events the day of. 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.* Our Community comes together during this Parade and Car Show and makes it a fun experience for everyone! From the Friday night Parade, Saturday Car Show and live entertainment to raffles and awards, event has a little something for everyone! The success is measured by the number of vehicles entered in both the parade and the car show. How will you advertise, publicize or otherwise distribute information regarding your activity?* Flyers, mailers, e-newsletters, emails, social media, website, ads in car magazines state wide, radio ads, Public Service Announcements and local media. The Chamber of Commerce will also help market the event throughout the state. 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 Event/Activity* Travel More Than 50 Miles* Travel from Another State/Country* 2000 136 4 Travel More Than 50 Miles and Stay over Night in the Wenatchee Of the People Staying Overnight, the Number of People Who Will Stay Valley* in Paid Accommodations* 96 48 Number of Paid Lodging Room Nights, Resulting from Your Proposed Lodging Impact* Activity* 2400 24 Explain How You Calculated the Previous Estimates* Registrations and participant surveys helped calculate the numbers. How will you collect and verify the above information for your Activity?* Registrations and surveys 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 is a community wide event that was created to bring in tourists to stay over-night in East Wenatchee 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* Katrina M Elmes telmes@eastwenatcheewa.gov  CITY OF EAST WENATCHEE EAST WENATCHEE EVENTS BOARD FUND 117 2023 REVENUE BUDGET - Trina Elmes, Events Director/PIO BARS 2023 Numbers Description Budget 117-000-100-308-80-00-00 Beginning NC&I Totals Revenue 117-000-100-313-31-00-00 H/M Tax - Events Fund 136,000 117-000-100-313-31-00-03 68% of 2nd 2% Tax Alloc 117-000-100-313-31-00-04 36% of 3rd 2% Tax Alloc Total 136,000 117-000-300-347-40-12-02 CC Parade/Car Show 9,000 117-000-300-347-40-12-03 CC Vendor Fees 150 117-000-300-347-90-00-01 CC Donations - 117-000-300-347-90-00-12 CC Sponsorships 8,000 117-000-300-347-90-12-00 CC Merchandise Sales 500 117-000-300-369-90-50-00 CC Misc Revenue - Total 17,650 117-000-500-360-00-00-01 Christmas Misc Rev - 117-000-500-367-11-00-01 Christmas Donations - 117-000-500-367-19-00-01 Sponsorship-Wings&Wishes 2,000 Total 2,000 117-000-620-347-90-00-00 PFOF Vendor Fees 117-000-620-367-00-00-00 PFOF Sponsorships 1,500 117-000-620-367-00-00-01 PFOF Donations 117-000-620-369-91-00-00 PFOF Misc Revenue Total 1,500 Total Revenue 157,150 Total Resources Available 157,150  CITY OF EAST WENATCHEE EVENTS DEPARTMENT FUND 117 2020 BUDGET - EXPENDITURES - Trina Elmes, Events Director/PIO BARS 2023 Numbers Description Budget Available Resources 157,150 117-000-000-557-30-10-00 Salaries 62,000.00 Street Dept Support Police Dept Support 117-000-050-557-30-20-00 Benefits 28,000.00 117-000-050-557-30-30-00 Contracted Services Total Salaries and Benefits 90,000.00 117-000-100-557-30-25-00 Marketing-Regional Tourism 3,000.00 117-000-100-557-30-27-00 City Theme 0.00 117-000-100-557-30-32-00 Fuel Consumed 200.00 117-000-100-557-30-35-00 Smalls Tools & Equipment 117-000-100-557-30-42-00 Training 2,000.00 117-000-100-557-30-41-00 Professional Services 600.00 117-000-100-557-00-42-00 Telephone 760.00 117-000-100-557-00-42-03 Postage 0.00 117-000-100-557-00-43-00 Travel 1,000.00 117-000-100-557-00-44-00 Advertising 15,000.00 117-000-100-557-30-48-00 Repairs 200.00 117-000-100-557-30-49-00 Misc 0.00 117-000-100-596-79-60-00 Capital Outlay 5,000.00 117-000-105-557-30-50-00 Insurance 12,000.00 117-000-115-557-30-31-05 Office Supplies 500.00 General Expenditures 40,260.00 117-000-300-557-30-34-11 CC Merch for Resale 2,500.00 117-000-3000-55730-31-12 CC Office Supplies 2,000.00 117-000-300-557-30-35-12 CC Small Tools & Equipment 117-000-300-557-30-41-12 CC Professional Services 5,000.00 117-000-300-557-30-42-14 CC Postage 825.00 117-000-300-557-30-43-12 CC EMPD Facility Fee 1,500.00 117-000-300-557-30-44-12 CC Advertising 3,000.00 117-000-300-557-30-49-12 CC Misc 500.00 Classy Chassis Event Expenses 15,325.00 117-000-500-557-00-31-01 Christmas Office Supplies 500.00 117-000-500-557-30-35-01 Christmas Small Tools 0.00 117-000-500-557-30-40-05 Christmas Events & Decs 5,000.00 117-000-500-557-30-41-01 Christmas Professional Services 300.00 117-000-500-557-30-42-04 Christmas Postage 0.00 117-000-500-557-30-44-01 Christmas Advertising 750.00 117-000-500-557-30-49-01 Christmas Misc 500.00 117-000-500-594-30-60-01 Christmas Capital 0.00 Christmas Event Expenses 7,050.00 117-000-620-557-30-10-00 PFOF Salaries 117-000-620-557-30-20-00 PFOF Benefits 117-000-620-557-30-30-00 PFOF Marketing Materials 500.00 117-000-620-557-30-30-01 PFOF Supplies & Equipment 850.00 117-000-620-557-30-30-02 PFOF Aviation Expenses 117-000-620-557-30-40-00 PFOF Professional Services 3,000.00 117-000-620-557-30-40-01 PFOF Advertising 700.00 117-000-620-557-30-40-02 PFOF Entertainment 2,500.00 Pangborn's Fesitval of Flight Expenses 7,550.00 Total Expenditures 160,185.00 Print Tourism Promotion Grant - Submission #1224 Date Submitted: 9/30/2022 Amount of Lodging Tax Requested* Federal Tax ID #* $62,000 Annually 91-0465430 Organization/Agency Name* Type of Organization* Please List* Wenatchee Valley Chamber of Commerce C Corporation 501 (c)(6) Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Destination Management and Marketing Proposed Start Date of Activity* Proposed End Date of Activity* 1/1/2023 12/31/2025 First Name* Last Name* Title* Ashley Sinner Director Primary Phone* Cell Phone Email* (509) 662-2116 ashley@wenatchee.org Mailing Address* 137 N. Wenatchee Ave Suite 101 City* State* Zip Code* Wenatchee WA 98801 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 City How many years has this activity existed? funds for this Activity?* Yes 8 Yes No No Proposed Location of Activity* City of East Wenatchee/Wenatchee Short Description of the Activity* The Wenatchee Valley Chamber of Commerce is proposing to continue providing Destination Management and Marketing services to the City of East Wenatchee. The Wenatchee Valley Chamber of Commerce Visitor Center is key resource for prospective visitors and tourists seeking information of City of East Wenatchee businesses, events, activities, and facilities. Promoting the Visit Wenatchee brand on its proprietary website, social channels, plus targeted advertising flyers, brochures and media promotion, the Destination Management and Marketing team showcases the City of East Wenatchee. Describe the Prior Success of Your Activity* Employing novel and creative advertising material, targeted media campaigns and offering personal service at the Visitor Center, the Destination Management and Marketing team promoted the City of East Wenatchee has a distinct tourist destination for long weekends, holidays, and vacations for shopping, dining, outdoor recreation, and sports activities. The City of East Wenatchee is in the heart of Washington State, offering tourists, travelers, and sport participants ideal possibilities to experience local wines and ciders, golfing, hiking and cycling, watersports, and competitive athletics. These strategic efforts resulted in higher hotel occupancy rates and average daily rates. The overall economic impact increased $1,726M to $5,348M, an increase of 48% versus the prior year. Describe Your Target Audience* The Destination Management and Marketing team highlights the City of East Wenatchee's breadth of events, activities, attractions, and retail businesses to regional visitors seeking a weekend away or short vacation to shop, dine, and experience a local event or attraction. The City of East Wenatchee offers sports enthusiasts golf, bicycling, hiking, water activities, and competitive events that are welcoming to families and young people. The wineries, cideries, and new event centers located in the City of East Wenatchee present visiting businesspeople, conventioneers, and travelers a memorable visitor experience, Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* The Visit Wenatchee website, social media, and visitor guides showcase hotels, restaurants, retails services, outdoor recreation, and athletic facilities located in the City of Wenatchee. Regular Blog posts highlight the City of Wenatchee events and activities. The Visitor Center staff is familiar with the City of East Wenatchee, providing an intimate and knowledgeable travel plan and visitor experience for tourists and vacationers. Budget for Activity* What costs will the Tourism Promotion Grant cover?* City of East Wenatchee DMMO 2023 Media, Destination Marketing (Advertising), Marketing Toolkit, Sports Tourism Budget.pdf Marketing, Promotion of Tourist Event, Activities, and Visitor Attractions, Data Allowed types: .gif, .jpg, .jpeg, .png, .doc, Reporting Services, and Destination Management and Marketing Personnel and Overhead. .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* Destination Management and Marketing Organization Director and Marketing Coordinator, and Visitor Center Manager and staff.  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 Destination Management and Marketing team will continue to showcase the region, Wenatchee Valley, and the City of Wenatchee to increase travel lodging and retail sales in the City of East Wenatchee. The strategic marketing plan will building upon its success showcasing the City of East Wenatchee, by applying a broad sweep of targeted media, including social media advertising, promotions, and hands on assistance at the Visitor Center. The stronger tourism sector is generating jobs in industries such as food service, hospitality, retail, entertainment, accommodation, automobile transportation, public transportation, and tour operators. Our long term plan is to increase interest in sports tourism in the area through hiring a Sports Promotion and Marketing position to attract large tournaments and sporting events to the local areas and to coordinate local resources to support them. To meet this goal we need to first conduct a feasibility study on the community’s capacity, resource available, regional competition, information on the sports industry/events to support this position. We will use visitor analytics provided through Datafy to evaluate our progress. How will you advertise, publicize or otherwise distribute information regarding your activity?* Video ads, banner ads, digital audio ad (music, radio, podcasts), print ads, targeted social media ads, website, blogs, travel writers, promotion around three-day weekends, school holiday breaks, conventions, and sporting tournaments/events. 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 Event/Activity* Travel More Than 50 Miles* Travel from Another State/Country* 785,542 604,867 217,595 Travel More Than 50 Miles and Stay over Night in the Wenatchee Of the People Staying Overnight, the Number of People Who Will Stay Valley* in Paid Accommodations* 314,217 234,091 Number of Paid Lodging Room Nights, Resulting from Your Proposed Lodging Impact* Activity* $5,348,354 274,624 Explain How You Calculated the Previous Estimates* Economic Data and Research was provided by Dean Runyan Associates a nationally recognized tourist research and reporting agency. Dean Runyan Associates reported Overall Attendance, Travel More Than 50 Miles, Travel from Another State/Country, Travel More than 50 Miles and Stay Overnight in the Wenatchee Valley, and of the People Staying Overnight the Number of People Who Stayed in Paid Accommodations, and Number of Paid Lodging Room Nights, Resulting from Your Proposed Activity in the Wenatchee Area. 15% of these reported totals can be attributed to the City of East Wenatchee. Lodging Impact was calculated by multiplying the Number of Available Rooms in East Wenatchee, overall Annual Occupancy Rate, and Average Daily Room Rate for 2021. How will you collect and verify the above information for your Activity?* Wenatchee Valley Chamber of Commerce utilizes Smith Travel Research to collect and verify occupancy numbers and most recently began incorporating Datafy visitor analytics to gather data on visitors to the City of Wenatchee, including their residential origin, arrival date and length of stay, and overnight lodging. Datafy visitor analytics also presents attendance at Points of Interest, events, activities. Datafy also provides key economic impact calculations to measure marketing campaign and promotion performance. 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?* The Wenatchee Chamber of Commerce is a selected Destination Management and Marketing Organization charged with operating a Visitor Center, spearheading local events to attract tourists, and delegated to provided Tourism Marketing and Promotion. 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* Steven J Wilkinson steve@wenatchee.org City of East Wenatchee Destination Management and Marketing Budget Media $ 5,000 Destination Marketing (Advertising) $ 5,000 Marketing Toolkit $ 6,500 Sports Tourism Marketing $ 15,000 Tourism Events, Activities, and Attraction Promotion $ 8,000 Data Reporting Services $ 2,500 Personnel and Overhead $ 20,500 Total $ 62,500