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 June 7, 2023 at 3:00PM Location Eastmont Community Center 230 N. Georgia Avenue, East Wenatchee, WA 98802 Call to Order Roll Call/Introductions ☐ Rob Tidd ☐ Brent Schmitten ☐ Mat Heinz ☐ Vickie Sullivan ☐ Jason Heinz ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Open Hotel Rep Guests: Public Comment Approval of Minutes • May 4, 2023 Minutes Financials • Revenue/Expense Update Events Update • Events Assistant • Pangborn’s Festival of Flight Update • Havana Nights Update Tourism Promotion Grant Requests • Darling Productions - $15,000 o Washington State Swap Meet • City of East Wenatchee - $10,000 o Eventeny & Sound System WV Chamber of Commerce Update Hotelier Updates Other • Roundtable Next Meeting Date • July 5 or August 2? 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 March 1, 2023 | 3:00PM Attendees Councilmember Rob Tidd, Michael Machado, Mat Heinz, Jason Heinz, Alex Cruz, Supattra Winger, Vickie Sullivan, Brent Schmitten and Events Director/PIO Trina Elmes. Guests Ashley Sinner (WVCC), Mike Osborn (WFC) and Jeremy Anders (WVSO) Location Eastmont Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 CALL TO ORDER 3:04 PM Roll Call/Introductions Public Comment None Minutes The March 1, 2023 minutes were reviewed. Michael Machado motioned to accept the minutes and Jason Heinz seconded the motion. Motion carried (7-0). Financials The financial documents were reviewed. Event Update An Events Assistant has been hired and will be introduced at the next meeting. Classy Chassis is this coming weekend and there are approximately 350 cars registered and we are expecting 50-100 more to register the day of the events. Pangborn’s Festival of Flight is scheduled for July 8, 2023. Havana Nights is a new event that we are co-hosting with Clearwater on August 12 from 5-10pm. There will be a Cuban band, beer garden, food vendors and pre-1960 classic cars. We will be blocking off Valley Mall Parkway between 9th and Standerfer Rd. Tourism Wenatchee FC Youth – Apple Cup 2023 Grants Wenatchee FC Youth is requesting a total of $30,000 for their Apple Cup 2023 soccer tournament, August 4-6, 2023. Mike Osborn talked about his application and answered questions. Michael Machado motioned to approve the Wenatchee FC Youth’s Grant Application in the amount of $15,000 for Apple Cup 2023, August 4-6, 2023. Alex Cruz seconded the motion. Motion carried (4-3). Wenatchee Valley Super Oval – Wenatchee 200 Wenatchee Valley Super Oval is requesting a total of $10,000 for the Wenatchee 200, June 2-3, 2023. Jeremy Anders talked about his application and answered questions. 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 Brent Schmitten motioned to approve the Wenatchee Valley Super Oval in the amount of $10,000 for the Wenatchee 200, June 2-3, 2023. Michael Machado seconded the motion. Motion carried (7-0). WVCC Update Ashley Sinner, gave an update on the Wenatchee Valley Chamber of Commerce. Other None Next Meeting June 7, 3:00pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:23 PM 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).  A i r p l a n e s From The D e v o t i o n M o v i e Kids Activities 100+ Airplanes Food Trucks Entertainment July 8, 2023 9-3pm Pangborn Memorial Airport FREE EVENT CDRPA.org EastWenatcheeWa.gov Thanks to our Sponsors!  HAVANA August 12, 2023 5pm-10pm Gateway Park, East Wenatchee Pre-1960 vehicles only EastWenatcheeWa.gov Print Tourism Promotion Grant - Submission #1622 Date Submitted: 5/31/2023 Amount of Lodging Tax Requested* Federal Tax ID #* 15,000 60-5651179 Organization/Agency Name* Type of Organization* Please List* Darling Productions LLC C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Washington State Swap Meet Proposed Start Date of Proposed End Date of Activity* Activity* 9/8/2023 9/10/2023 First Name* Last Name* Title* Nikki Darling Owner/Operator Primary Phone* Cell Phone Email* 973-557-0079 Nikki@darlingproductionsllc.com Mailing Address* 1001 N. Dolfay Ln. City* State* Zip Code* E 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 No No Proposed Location of Activity* Eastmont Community 4-Plex Short Description of the Activity* A 3-day-long gathering at which enthusiasts or collectors travel to trade, exchange, sell and purchase previously owned, refurbished or upcycled goods. Describe the Prior Success of Your Activity* Although this is the first year for this particular event, there is a precedence set in other areas in the Pacific Northwest, bringing tourism to otherwise remote areas of Washington State. Furthermore, a large-scale swap meet/flea market event used to be held in Wenatchee successfully to much success, however has not been running for over a decade. Describe Your Target Audience* The Washington State Swap Meet is meant to attract vendors and consumers from all over the region. From yard sellers, antiquers, crafters, upcyclers, artisans, and the more enthusiastic collectors. The event will be family friendly and appealing to both men and women of all ages. Data also shows that there are ways to make swap meets more inclusive for the Hispanic community as well. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* The website will have a "Where to Stay/Eat" section. This will highlight the local East Wenatchee lodging establishments and if they are offering any deals for the weekend lodgers. The same will apply to the local restaurants. The event itself will open to local food trucks to apply to be a vendor. Budget for Activity* What costs will the Tourism Promotion Grant cover?* Swap Meet Budget.pdf Marketing/Promotion Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* Darling Productions LLC City of East Wenatchee East Wenatchee Parks & Rec Wenatchee High School Tech Club 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.* Swap meets (or flea markets) are often the heart and of a community. They serve as common ground where people can easily interact with one another and a place where social and economic activity truly come alive. Swap meets are the perfect venue for collectors, antique aficionados, crafters, artisans, and entrepreneurs to test out their products and where members of the public can gather to buy or swap goods, demonstrating that these types of markets directly benefit the producers, consumers, and the wider community. The Washington State Swap Meet will be an important space for connection and local economic development. The connections that are made between buyers and sellers will promote a sense of place which is a crucial component for individuals to feel anchored within their own communities. Establishing this feeling is important as individuals become more likely to continue circulating their money within the region. Here are a few more ways the Washington State Swap Meet will help the local economy: • Profits to Small Business Owners: An opportunity for local sellers to gain exposure to a larger demographic of buyer. The Washington State Swap Meet will allow owners to incubate their businesses, create and test their products with immediate feedback and help them earn a reliable income. Additionally, selling goods directly to the consumer allows owners to claim the entire selling price without having to invest in a storefront, distribution, or middleman. • Swap Meets have a significant positive impact on the environment: By giving another purpose to an object someone no longer uses, any actor involved in a flea market also indirectly puts an emphasis on the value that object still has. It reassigns meaning to something that did not look as if it could have any meaning anymore. It may no longer be useful for the person who once kept it, but it can still play a role in other people’s life. In so doing, vendors and buyers basically allow for the development of a sustainable consumption model that focuses on repurposing rather than meaningless disposal and pollution. • Encourages Travel and Tourism: Thriving flea markets often motivate shoppers, diners and lodgers to visit and stay the area which in turn, benefits neighboring businesses and stimulates the development of local downtown areas. This economic spillover effect circulates money within the region, providing economic stability. In addition to helping the local economy, swap meets also offer other benefits such as providing people with alternative (and sometimes healthier) food options, enhancing community image, and improving the overall quality of life. How will you advertise, publicize or otherwise distribute information regarding your activity?* Marketing and promotions are our specialty! Traditional media like radio, TV, newspaper, flyers, direct mail, and email. Non-traditional media such as digital advertising, podcasting, social media, text message marketing. Merchandise: t-shirts, totes, stickers, bags (mostly upcycled goods if we can) 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* 1500 500 3000 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* 1000 1000 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* $250,000 1000 Explain How You Calculated the Previous Estimates* This is the first year of this event. It is a conservative estimate that there will be about 1,000 people in attendance each day, not including vendors (who will also travel from out of the region/state to participate in this event). 50 miles reaches our immediate area, and since our marketing efforts will be heavily focused on outside the area, we estimate that half our attendees will travel in from outside a 50 mile radius, with a third of those coming in from out of state. It is estimated that those traveling will need accommodations either in hotels, motels, or camping lodgings for the three-day event. We estimated that some visitors will only travel for the day, which the numbers reflect. Data shows that the average hotel room rate in September in East Wenatchee is $125 per night. If 1,000 out of town visitors stay an average of 2 nights the lodging impact is listed above. How will you collect and verify the above information for your Activity?* Data collected on travel and tourism in the City of East Wenatchee. Clicker counter at front gate 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 new event for the City of East Wenatchee to promote tourism from outside the region. It will encourage visitors to eat, stay, play in our City during the weekend of the event. It includes volunteer involvement, a degree of partnership with other organizations, multiple revenue sources, and has a broad based community appeal. 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* Nikki Darling Marra Nikki@darlingproductionsllc.com Swap Meet Budget Website Design 1200 Website Hosting 400 Domain Hosting 40 Venue Rental 1000 Porta Potties 3000 Grass Paint 0 Security 1200 Stage 0 Sound/Music 2500 DJ/Emcee 750 Liability Insurance 350 Dumpsters 1000 30 yd cd Marketing/Promotion 15000 Radio Newspaper TV Digital Podcast Social Media Banners Flyers Merch: Tshirts Stickers Buttons Painted Rocks Mailing Card Logo Design 350 Tables/Chairs 0 Barricades 0 Tents 0 Trailer 0 Chamber Membership Supplies 250 27040 Print Tourism Promotion Grant - Submission #1624 Date Submitted: 6/2/2023 Amount of Lodging Tax Requested* Federal Tax ID #* 7500 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* Software and Sound System Proposed Start Date of Proposed End Date of Activity* 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 How many years has this activity City funds for this Activity?* existed? Yes Yes No No Proposed Location of Activity* East Wenatchee events Short Description of the Activity* Eventeny is an event planning software to help with all of the City events. All of the event information is easily accessible for our event partners and eliminates information slipping through the cracks. The sound system is to save money on renting a sound system for every event. We are looking at 4-6 large speakers, stands, sound board, microphones and cables. Describe the Prior Success of Your Activity* All of the City events bring in thousands of visitors to East Wenatchee every year and the events continue to grow and new events are being added. Both Eventeny and the sound system will help us provide excellent service at all of our events. Describe Your Target Audience* Everyone attending the events. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* The City of East Wenatchee will be all over the Eventeny website. Budget for Activity* What costs will the Tourism Promotion Grant cover?* Eventeny Speaker Budget 2023.pdf Cost of the event software and sound system. Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* Staff, DJ and volunteers will help set up and overseen the sound system during events. Staff and other event personnel will utilize Eventeny. 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.* Eventeny is an event planning software to help with all of the City events. All of the event information is easily accessible for our event partners and eliminates information slipping through the cracks. The sound system is to save money on renting a sound system for every event. We are looking at 4-6 large speakers, stands, sound board, microphones and cables. How will you advertise, publicize or otherwise distribute information regarding your activity?* This is to support current activities and help them grow. 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* 0 United States 0 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* 0 0 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 0 0 Explain How You Calculated the Previous Estimates* No calculation needed. How will you collect and verify the above information for your Activity?* No calculation needed. 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 funding will help boost current events and help bring more people to future events. 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  Eventeny & Sound System 2023 Budget City of East Wenatchee Expenses Eventeny Event Planning Software $1,440.00 Speakers 6 - Mackie SRM215 V-Class 2000W 15" $6,000.00 $1,000 each Cables $1,800.00 6 - 200' cables @ $300 ea Microphones Wireless Mic System w/ 2 mics $650.00 Stands 2 mic stands @ $50 each $100.00 Other Total Expenses $9,990.00  Post Event Report Organization/Agency Name: Greater Wenatchee Girls Softball Association Federal Tax ID Number: 91-1484089 Activity Name: Sterling Invite Proposed Date of Activity: May 27th - May 29th, 2023 Contact Name and Title: Jason Heinz, President/Tournament Director Phone: 509-630-5655 Email Address: gwgsapresident@gmail.com Please provide the number of participants in each of the following categories: Overall attendance at the event/activity: 3,000 Number of people who travelled more than 50 miles to attend your 2,700 event/activity: Number of people who traveled from another state or country to 200 attend your event/activity: Number of people who travelled more than 50 miles to attend your 1,900 event/activity and who stayed overnight in the Wenatchee Valley: Of the people staying overnight, the number of people who stayed 1,600 in paid accommodations: Number of paid lodging room nights resulting from your 1,000 event/activity: At an average daily rate of $82, my paid room lodging impact was: 82,000 Please explain how your organization collected and verified the above information: We had 54 teams at this event, 50 teams outside the 50 mile radius. Families consisted of 3-4. Talked with Hotels, and they were booked up. Some camped in surrounding areas as well. This tournaments brings in a significant impact financially to the Valley. My estimation assuming all the factors is $500,000. Page 5 of 5