152 W. Cedar Street, Sequim, WA 98382 PH (360) 683-4139 FAX (360) 681-3448
Lodging Tax Advisory Committee Meeting –Friday, March 15–10:00 a.m. Sequim Civic Center, 152 W. Cedar Street Burkett Community Conference Room – First Floor Agenda: Approve minutes from the December 14, 2018 meeting Lodging Tax YTD
TEG Grant Applications • Sequim Lavender Growers Association – Sequim Lavender Festival • Sequim Irrigation Festival • North Olympic Discovery Marathon • Run the Peninsula – Railroad Bridge • Run the Peninsula – Jamestown S’Klallam • Tour de Lavender • Sequim Lavender Experience Driving Guide
Marketing Tools Update • How Do You Say Sequim Brochure - Reprint
New Ads • NW Travel & Life • 1889 • Outdoors Northwest • WA State Visitor Guide
Articles • 25 Best Places to Visit in Washington State – vacationidea.com
New Event • Sequim Sunshine Festival – March 6 & 7, 2020
2019 Meeting Schedule – all meetings are at 10:00 a.m. • Friday, June 14 • Friday, August 23 • Friday, December 13
Information Sharing
City of Sequim Business Hours: 8:00 a.m. to 4:30 p.m. Website: www.sequimwa.gov
152 W. Cedar Street, Sequim, WA 98382 PH (360) 683-4139 FAX (360) 681-3448
Lodging Tax Advisory Meeting December 14, 2018 Meeting Minutes
In Attendance: Candace Pratt, Anji Scalf, Namaste Cousins, Marsha Massey (by phone) and Barbara Hanna.
August 30, 2018 Meeting Minutes –Minutes from the August 30, 2018 meeting were reviewed. It was moved and seconded that the minutes be approved as submitted. The motion passed unanimously.
YTD Lodging Tax – YTD Lodging Tax was reviewed. The City of Sequim Lodging Tax numbers are up 7.5% over 2017. The Lodging Tax is 32% above the 2018 budget. It was noted that a couple of properties had both their August and September funds reported in August. This shows as an extreme overage in October and underage in November on the Lodging Tax chart.
TEG Grant Applications • Frosty Moss Relay - The Committee reviewed a Tourism Enhancement Grant application for operational support of the Frosty Moss Relay scheduled for February 2019. It was moved and seconded that the grant be approved for $1000. The motion passed unanimously
• Sequim Lavender Experience Sea-Tac Advertising – The Committee reviewed a Tourism Enhancement Grant for the production and installation of artwork on a kiosk at Sea-Tac Airport as part of the Port of Seattle Spotlight Grant program. The program would be a partnership between the Sequim Lavender Experience and the City of Sequim. It was moved and seconded that a grant for up to $2000 be approved on condition of selection by the Port of Seattle for the program. The motion passed unanimously.
• The Lavender of Sequim – The Committee reviewed a Tourism Enhancement Grant for the printing of a book: The Lavender of Sequim. Because this is a for-profit venture, it was moved and seconded that the approval of a $1000 grant be conditional on 1) the inclusion of the Sequim Tourism website www.sequimwa.gov as a resource in the book, 2) The inclusion of www.sequimwa.gov in at least five of the social media posts promoting the book, and 3) the usage of five images from the book be available for use for general marketing purposes through the City of Sequim. The motion passed unanimously.
City of Sequim Business Hours: 7:30 a.m. to 4:00 p.m. Website: www.sequimwa.gov
Marketing Tools: • Website Update –The new website launched on September 17, 2018. • Social Media Campaign - Barb worked with the Method Agency to run social media campaigns in the spring, summer and fall. The program was successful and increased Facebook followers to more than 7500, Twitter followers over 1250, and the development of the tourism Instagram page. • Ads- New ads include: • Outdoors NW – September/October Issue • Northwest Travel & Life -September/October Issue • Transit ad in Seattle for 8 weeks, Portland and Pierce County for 4 weeks
Articles: • Times Columnist, Victoria, British Columbia – Cycling the Olympic Discovery Trail from Port Angeles to Sequim • Real Food Traveler – A Night on the Town in Sequim • Conde Nast Traveler – 30 Landscapes you Won’t Believe are in the U.S. • Seattle Magazine – Take a Trip to Sequim and Port Townsend • Frommer’s – Best Places to go in 2019
Sequim Sunshine Festival–The committee continues to meet to plan this new event for February 28 & 29, 2020.
2019 Meeting Schedule – The committee will continue to meet quarterly. All meetings will take place in the Community Room at the Civic Center at 10:00 a.m. The 2019 schedule is:
Friday, March 15 Friday, June 14 Friday, August 23 Friday, December 13
Meeting adjourned.
City of Sequim Business Hours: 7:30 a.m. to 4:00 p.m. Website: www.sequimwa.gov
23'd Sequim Lovender Festival @ City of Sequim Tourism 2OI9 Enhancement Grant Fund Request
www, I øv e n d e rfe st ivq l. co m Packet lncludes: swr- Grant Application Cover Sheet
',tL¿, \ür"! City of Sequim Grant Overview for 2019
NúIH. Summary of project for review 2019
Grant Attendance Predictions
=-ÈltÞ" Overview of Carrie Blake Park Location
;$fþ: 2O1g Rack Card, 2O1g Guide in Production
-RÞr. 2Aß Economic Evaluation date d 8t24t18
--\iF" Cost of City Services 2018 for Reference
-\YÞ Hotel/Motel Tax Collections Flow Chart
-uuoJ¡ . -=\P'- Proof of Liability Insurance
-\fÊ*= Temporary Activity Permit Application (pages 5-8)
-\ïË- Indemnification & Hold Harmless Agreement City of Sequim Rec'd by Cify G Tourism Enhancement Fund S +Ð/ Grant Apptication Coversheet Date C¡TY OF SE UIM
ProjecUEvent Tiúe: 23 Sequim Lavender Festival. Street Fair in park & Farm Tour submitting organization: Sequim Lavendef Gfowefs Association (SLGA) dba Sequim Lavender Festival
Federal lD# (ifapplicable)
ProjecvEvent Director: Mary Jendrucko rtre: FeStival Chair/Treasurer SLGA
MairingAddres., P.O. Box 3844, Sequim, WA 98382 relephone: 360-68 1 -303 5 Fax: cell BEST 360-670-8150
E-mail Address: avenderfestival.com
Location of Project: Carrie Blake COmmunity Park
Amount Requested from Tourism Enhancement Fund: $z Use ofFunds: (check one) X Tourism Promotion/ActivitY
in your narrative and check offthe please send one (l) original and six (6) copies of your application. Include the following information items on this list: X 1. Summary of tbe ProjecUevent. (include location and date, ifapplicable) X 2. òescription of how projectl.uént *itt athact overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: o Number of attendees . Attendees who traveled 5ûf miles . Attendees from out ofthe state or out ofthe country ¡ Attendees that stayed in paid overnight lodging . Attcndees that did not pay for ovemight lodging . Number of Paid lodging nights . Method that these numbers were determined E 3. List of key personnel on projecVevent committee' X 4. Proposed budget showing revenuelexpenses' in projeclevent (include dishibution, publication and target market Ñ 5. ltemized list o--f how theré gr*t funds will be used information, if applicable). - ^ - (include distributior¡ publication and target market information, if applicable) X 6. Proof of liabilitY insurance. projeclEvent to the program outline for Notification of acceptance will be sent to the Director at the above address. Please refer application requirements and projecVevent criteria-
our obligations in accordance r¡¡ith same We have read and understand theterms and requirements of this program and agree to futfiIl should this application be selected for frrnding.
Signature: 2126lL9
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City of Sequim Tourism Enhancement Grant Fund
Grant Program Guidelines:
o Objectives o Funds Available o Appropriate Uses . ApplicationGuidelines o Evaluation Criteria o Selection Process o Conditions of Funcling Disbursement . Request for Pa1'rnent . Recap
Applications and Forms:
o Grant Application ¡ Bill Submission Form ¡ Project Recap Form
681-3422. If awarded a grant, contact Barbara Hanna for logo requirements bhanna(ô.sequimwa.gov ot
Objective:
The City of Sequim receives funding ûom room tax revenues generated in the City of Sequim and beárs an obligation to promote and enhance lodging nights in Sequim' The Tourism overnight Enhancement Fund is designed to encourage tourism-related projects/events that attract destination guests.
Funds Available:
projects/events and The City of Sequim has funds available for investment in Tourism Enhancement possible, grant activities for the calendar year 2019. In order to facilitate as many projectslevents as funding usually will not exceed $1,000 per projeclevent. Due to new legislation and reporting grant requirements, any organization requesting funding from the Lodging Tax Fund must complete a event or application and follow-up paperwork even if they have a contract with the City to support their project.
'l::ii {.'ìi! ,.ìi ::-r:,'Ì!ìr i:iiiti¡;;:,,; li';,¡i.s: iì.iïì i!} :l''.;l} iì.i:1. Appropriate Uses:
The Washington State Legislature sets the hoteVmotel tax rules. The Legislature has indicated that these funds are to be used solely for tourismpromotion, support and operations of special events, and for the acquisition and/or maintenance of tourism-related facilities.
Application Guidelines:
. Grant applications will be reviewed quarterly until all firnding is spent. o Grant applications must be submitted for consideration on the first day of the month prior to a scheduleã review meeting, usually the second Friday of March, June, September and December. *Note - the September meeting may occrrr earlier based on the City Budget Calendar. . The Project Director will be notified if his/her attendance is required at the Committee meeting where the application will be reviewed- . Applicants should be aware that the full requested amount may not be funded. o Handwritten proposals or proposals submitted by electronic media such as facsimile or e-mail will not be accePted.
Evaluation Criteria:
The Lodging Tax Advisory Committee will select grant recipients by considering, among other points, the following criteria:
o Completedapplication . Appropriate use of funds r Goal to attract over,right destination guests to Sequim and the Sequim-Dungeness Valley o projects/events marketed off the North Olympic Peninsula and to local communities will be considered o pRIORITY may be given to those atkacting overnight destination guests with marketing off the North OlYmPic Peninsula. . Projects/events of any type of media promotion will be considered- o pRIORITY *ay Èe given to those using print materials, adso and website promotion' . Projects/events occurring anytime of the year will be considered o pRIORITY maybe given to those occurring September 1 through June 30. r Projects/events must take place in the Sequim-Dungeness Valley o PRIORITY may be given to those taking place in the Cþ of Sequim . Projeclevents of any length of time will be considered o PRIORITY may be given to those lasting two or more days . Projects/events must conclude by December 6,2019-
\:t' :¡,:; i ir: 1-. {, i'i'^ :.,r:!J ¡ I : I ì11!ì.'ri. Jir i {-iil-v i;i-:'itr¡riiui ijr:.ìi.:¡s¡ Hs.'i!:¡: l:.lti ;i.ir. lil} '¡:!.)i¡r.1-ì.' zld Sequim Lavender Festival@ July L9,20 &2L,2OI9 Seauirn {q:pbnder WWW . I ave n d e rfestiva I .co m ,fiestival-
City of Sequim Tourism Enhancement Fund Grant Application Submitted: February 26, 2A19 Barbara Hanna
please find below the narrative related to the Tourism Enhancement Fund Grant Application for the 23'd Sequim Lavender Festival@'
1. Su ofProiect
The Sequim Lavender Festival@ celebrates its 23'd in the heart of Sequim and in the _y_ear produced and srrrounå¡ng Dungeness Valley, during the July 19,20 &21,2019 weekend. Solely managed ny tne member-growers of t-he Sequim Lavender Growers Associationm, the Sequim for the Lavender Festival@ will ex-pand its production to include activities and regional !$rgctt9ns Gommunity modern family and multi-aged visitors. The Street Fair is now located at Carrie Blake 9:00 am to park. Hours for the StreeiFa¡r are Friday and Saturday 9:00 am to 7:00 pm, and Sunday from S:00 pm. With the success of last year's ätreet dance, we plan on having it again on Saturday with 7:00 pm to g:00 pm. Allvisitors invited to attend with no charge. we are once again teaming up to work ..,..äny bcal Non,profits to aid in the production of our event as well as local organizations "*and give financial support within our community. their The growers will offer original and hand-crafter gifts and personal care items produced from is limitless Sequ-im lavender harvesiat their attractive vendor booths all three days. The imagination and soaps, when it involves the ancient and modern uses of lavender - from hydrating oils, lotions prepared lavender relaxing eye pillows, culinary ingredients and pet apparel to the beautifully plants will be bouquðts änd lavender budó. Añd, of course,'unique and hard-to-locate lavender available at the Street Fair and the farms. of all forms.of art This lavender-themed event consists of a high end juried street fair consisting jewelry, fibers and techniques and media, photography, pottery] metalwork, leatherwork, carvings, precious minerals and rocks. court and There is nothing lacking for the discerning appetite, vegan or hot.dog lover at our food pizza, Greek spirit garOen *iIh .ign"Ïrr" offerings. We;ll serve neQ, lavender ice cream, crab cakes, part our food and Thai, coffeä and freshly made crepes. These foodies were selected to be of this is festival for their menus, customer satisfaction and friendliness to all of our visitors. All of surrounded by continuous live music from Northwest bands and ensembles.
Sequim Lavender Growers Association.' P'0. Box 3844 Sequim, WA 98382 360-681-3035 withlhe.street Fair There are 6 free farms and one commercial nursery open to the public, along Nelson's Duck Pond & They are a Meli's Lavender, Fat Cat Garden & Gift;, Graysmarsh Farm, Peninsula Nurserey. The Lavender Farm, Earth Muffin Lavender, Kitty B's Lavender Farm, and pm. Please pick up a Sequim Farms will be open for all 3 Festival Days from 10:00 am to 5:30 FREE farms. Drive at Lavender weekend map at any farm oitne street fair for locations of these your own leisure and pack a lunch to enjoy a full day of relaxation and lavender'
2. ht nation Please see Economic Evaluation from SLGA dated August 30,2017, included in this Packet.
of Mary Jendrucko, Event Coordinator, Overall Debbie Madden, Executive Director of Sequim Lavender Festival Madetine Johnson, SLGA Vice-President
budqet showino revenue/expensgs**. 4.**ThesenumuedonotincludeallmonieSSpentorincome Proposed .T for the fiscal year to maintain SLGA. Brief overvievv of reven ueslexpenses Sequim Lavender Festival 2018 Revenue
Festival Merchandise 911,426.79 ln-Kind $4,800.00 Sponsors $8,000.00 Bud Program $2,900.00 Street Fair Grafts Booths $52,328.22 Street Fair Food Booths $21,O47.57 Street Fair members Booths $3,142.71 Wholesale Sales $465.00 Street Fair Other $3,886.84
TOTAL REVENUE $107,997.13
Total Expenses of the Sequim Lavender Festival = $102,386.24
General amount of overall income for 2018 Sequim Lavender Festival. $5,610.89
Sequim Lavender Growers Association'" P'O' Box 3 844 Sequim, WA 9B3BZ 360-681-3035 5. ltemized list of these orant funds will be rn þro
Barbara Hanna provides SLGA with a worksheet of City expenses. We do not have one at this time. Please refer to Barbara for this information if needed.
Amount requested for 2019 event is $20,000.
6. Proof of Liabilitv lnsurance. ffiicate.UpdatedcertificategiventoCitypriortofestival/event.
Respectfully submitted bY:
.\..*
Mary Jendrucko SLGA Treasurer Dba Sequim Lavender Festival@
Cc: Candace Pratt, Chair Cc: Charlie Bush City Council rePresentative City Manager
Barbara Hanna Charisse Deschenes City staff representative Assistant City Manager
Namaste Counsins Gary Dougherty Tax collecting entity representative Assistant Planner Shelli Robb-Kahler Funded entity rePresentative Marsha Massey Funded entity rePresentative
Gary or Marcella Stachurski Tax collecting entity representative
Sequim Lavender Growers Association* P'O' Box 3844 Sequim, WA 98382 360-681--3035 Sequim Tourism Enhancement Grant Attendance Predictions Please complete and return this form with your Tourism Enhancement Grant Application Attendance lnformation
Estimated
Attendance Method of Determination Please Explain - Use addit¡onal paper as necessary
_ Direct Count Overall Attendance: Enter the total number _ lndirect Count of people predicted to attend this activity _ Representative Survey and the method used to determine the XX lnformalSurvey attendance. _ Structured Estimate The SLGA doing business as Sequim Lavender Festival Other feels the number of tourist that came in was 40,000 N/A approximately up from 20L8 estimate of 35,000.
_ Direct Count Attendance , 50 + miles: Enter the number _ lndirect Count of people predicted to travel greater than 50 _ Representative Survey miles to attend this activity and the method XX lnformalSurvey Being that we are very West and most people that used to determine the attendance. _ Structured Estimate come to visit the Peninsula are coming from Seattle and _Other surrounding areas, they must travel at least 50 míles to 25,000 N/A get to Sequim. - This amount was determined by the world map we had in place at the Sequim Lavender Festival Street Fair. We Attendance, Out of State, Out of Country: Direct Count had a attendant to monitor this map throughout the Enter the predicted number of people from _ lndirect Count festival. Accorording to the Sequim Chamber Visitors outside the state and country predicted to _ Representative Survey Center, they had many more out of state visitors this attend this activity and the method used to _ XX lnformalSurvey year than in prior years. Attendance was up for people determine the attendance. _ Structured Estimate coming into the area this weekend. We also had a XX Other contest and asked some simple questions. Those 12,000 N/A responses are in overview for 201"9. -
Submitted for 2OI9 Sequim Lavender Festival LTAC application. sequim Tourism Enhancement Grant Attendance Predictions please complete and return this form with your Tourism Enhancement Grant Application
According to the sheet supplied by the Sequim Chamber via Olympic Peninsula Lodging Guide for Sequim, there were 567 rooms available. Of these we know th€y were Attendance, Paid for Overnight Lodging: fully booked throughout the 3 days' With 567 X 3 you Enter the number of people predicted to would get 1,701. But many people come and stay attend this activity and pay for overnight _ Direct Count Thursday night as well as stay through Sunday. With a lodging and select the method used to _ lndirect Count 50/50 for each ofthese days, you could add another 2,268. determine the attendance. _ Representative Su rveY 567, The grand total for thís category would be _ lnformal Survey This excludes Action Property Management for L60 Structured Estimate units. We do know many of these are weekly rates, the Other same as a vacation rental and that many are rented for 8,ooo N/A this week of lavender festival.
Attendance, Did Not Pay for Overnight _ Direct Count I would estimate 1,000 on the high end of tourist who Lodging: Enter the number of PeoPle _ lndirect Count come and stay with friends or family, as this weekend predicted to attend this activity without _ Representative SurveY seems to be a positive one for weddings as well as paying lodging, and select the for overnight XX lnformalSurvey family reunions. But because of these types of events, method used to determine the attendance. Structured Estimate many need extra accommodations as once they are in Other the area; they stay longer either before or after to enjoy 1,000 A the valley and surroundi areas of interest.
Submitted for 2019 Sequim Lavender Festival LTAC application Sequim Tourism Enhancement Grant Attendance Predictions Please complete and return this form with your Tourism Enhancement Grant Application
According to the sheet supplied by the Sequim Chamber via Olympic Peninsula Lodging Guide for Sequim, there were 567 rooms available. Of these we know they were fully booked throughout the 3 days. With 567 X 3 you would get 1,701. But many people come and stay Thursday night as well as stay through Sunday. With a Paid Lodging Nights: Total projected 50/50 for each ofthese days, you could add another numner of paid lodging nights. One Lodging 567. The grand total for this category would be 2,268. Night = one or more persons occupying one This excludes Action Property Management for 160 room for one night. units. We do know many of these are weekly rates, the same as a vacation rental and that many are rented for this week of lavender festival. We also know that these _ Direct Count paid nights may be a little different for 2018 results as _ lndirect Count two other major events took place this weekend. The _ Representative Survey Sonny Sixkiller Golf Tournament. We know that at least _ lnformal Survey 20 rooms were secured by the OMC Founation for XX Structured Estimate celebrity golfers. They are planning on doing the same Other event, same weekend as festival 2019. Also , canoe 2,268+l- N/A function at the same tíme.
Submitted for 2OI9 Sequim Lavender Festival LTAC application
City of Sequim Rec'd by Ciþ 6t=\t/ Tourism Enhancement Fund S G rant Application Coversheet Date CITY OF SEQUIM e project/Event ritle: 201 9 Sequim Irrigation Festival
Submitting Organization: S ulm on Festival Federal Employer ID# (if applicable) ProjectÆvenr Director: DeOn Kapetan ritre: Fostival Director
MairingAddress: P. O. Box2073, Sequim, WA 98382
rerephone: 360-461 -65 1 I eu'' 360-966-8375 E-mail Addresr, ka .com Locarionorproject: Various sites; List of events attached
Funding Amount Requested from Tourism Enhancement fun¿, $ I 9 000 or actual Ci Use ofFunds: (check one) I Tourism Promotion/Acti vity
Please send one (1) original and six (6) copies ofyour application. Include the following information in your narrative and check offthe items on this list: tr L Summary of the projeclevent. (include location and date, ifapplicable) X 2. Description of how projecl.uént *ill aitract overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: . Number of attendees . Attendees who traveled 50+ miles o Attendees from out ofthe state or out ofthe country r Attendees that stayed in paid overnight lodging . Attendees that did not pay for overnight lodging . Number of paid lodging nights . Method that these numbers were detemined X 3. List of key personnel on project/event committee. X 4. Proposed budget showing revenue/expenses. X 5. Itemized list ofhow thesè grant funds will be used in projeclevent (include dishibution, publication and target market information, if applicable). (include distribution, publication and target market information, if applicable) X 6. Proofofliability insurance.
Notification ofacceptance will be sent to the ProjecVEvent Director at the above address. Please refer to the program outline for application requirements and projecVevent criteria.
We have read and understand the terms and requirements of this program and agree to fulfill our obligations in accordance with same should this application be selected for funding.
a Ø I
Please email [email protected] or call6Sl-3422 with any questions. Mail or deliver application materials to: Barbara Hanna, Communications and Marketing Director, City of Sequim,l52 W. Cedar Street, Sequim, WA 98382.
Revision effective 3 l2l2016 !24th Sequim lrrigation Festival May 3'd - May !2rn, 2OL9 "There's No Place Like Home"
Tourism Enhancement Grant Application
City of Sequim
Contact: Deon Kapetan
Sequim lrrigation Festival Director
360-461_-6511
P. O. Box 2073
Sequim, WA 98382
Submitted 20L9 FestivalSummary:
The 124th Sequim lrrigation Festival is scheduled to take place May 3-Iz,2OLg at various sites within the community of Sequim. The Sequim lrrigation Festival is the longest continuing festival in the state of Washington and has received numerous awards as "Best SmallTown Celebration" in the pacific Northwest over the past few years. The theme for the 2019 festival is "There's No place Like Home" and planning for this year's festival actually began in early 2018.
Our festival celebrates the initiation, development and support of the irrigation ditches which traverse the Sequim Valley and brought water to the once dry prairies of Sequim. lt is this irrigation system that brought sustainable vitality to our community for over a century.
Overahundredpeople,allvolunteers,areinvolvedintheproductionofthefestival. Volunteeractivities range from large commitments of time and energy such as being on the Board of Directors and year- long planning and coordinating the festival events to small, but none the less important commitments suchashelpingtosetupordecorateanevent. Donationsoftime,technicalassistanceandsponsorship funds from local businesses also contribute to the success of the festival.
As of January r,20L8 the sequim lrrigation Festivalincorporated as a 501(c)4.
The list of Festival events that take place usually beginning in February (delayed this year until March due to inclement weather) and culminating in a ten day celebration in May is very lengthy. For a complete description please visit the festivalwebsite at www.írrisationfestival.com. The major Festival events include the following:
March:
Royalty Scholarship Pageant
Festival Float Unveiling Ceremony
Festival Kickoff Dinner & Auction
May
Crazy Callen Weekend (May 3-5, 2019)
Crazy Daze Breakfast
First Friday Art Walk
lnnovative Arts & Crafts Fair (Civic Center)
Family Fun Day/Kids Parade (Downtown) Grand Finale Weekend (May 9-L2, 2019)
Past Royalty Luncheon
Hot Rods & Harleys Show n'Cruzz
Logging Show, Truck & Tractor Pull, & Fireworks
Carnival (SHS Field)
lrrigation Festival Fun Run
Driftwood Show
Strongman Showdown
Golf Tournament
Historic Walking Tour of Sequim
Grand Parade (Downtown)
Festival Committee & Key Personnel:
Deon Kapetan has been the Sequim lrrigation Festival Director for eight years and is embarking on her ninth year. A complete listing of the Board of Directors and Committee Chairs is provided as Attachment A.
Revenue & Expenses:
Revenue for this enormous series of events is mostly derived from our sponsors that make it possible to produce a quality Sequim lrrigation Festival. There are hundreds of donations, supplies and time given by the community of Sequim - too numerous to list in this application. The annual Kickoff Dinner and Auction is also a major fund raising event for the festival. Festival pins and merchandise as well as great donations from local businesses are offered for auction.
Festival expenses range from waste management facilities for the many events, construction and maintenance of an award winning traveling float for the royalty, liability insurance, and hiring entertainment for several events. For a complete list of revenue and expenses for permitted events please refer to Attachment B.
Allocation of Grant Funds:
Tourism Enhancement Funds allocated to the lrrigation Festival would go directly to the City of Sequim to fund services provided by the City in support of the Festival:
Public Works Funding: Set up and removal of street traffic revisions through signage and blocking of streets, alleys, and driveways (when applicable) for Sequim lrrigation Festival events.
Police & Emergency Support: Crowd control, traffic control and street revisions as determined by the City Police Department. Supplies: ltems to be determined by the City of Sequim
Prior Years and Projected Expenses (Provided by City of Sequim)
20L6 5L6,t21,.4L 2017 5r3,692.67 2018 S19,041,04 2019 (est) S19,ooo.oo Source: City of Sequim, B. Hanna
Actual expenses for services for the 2019 Festival will be provided by the City of Sequim staff
2019 Request for Funds: $t9,000
Marketing Plan for Sequim lrrigation Festival 2019:
Each year the Festival implements marketing of the Festival through a variety of resources. Some resources require sponsorships and dedication of Festíval funds. Others are provided via social media by the Festivalvolunteers and local businesses.
Marketing items include the following:
t. Rack Cards (2,000) for display at: a. Sequim-Dungeness Valley Chamber of Commerce Visitor lnformation Center b. Kitsap Visitor lnformation Center c. Jefferson Chamber of Commerce Office d. Bainbridge lsland Visitor Center e. Motels, B&B's, RV parks 2. Washington Festivals Publication Events Calendar 3. Washington State Visitors Guide Calendar and Advertisement 4. Olympic Peninsula Visitors Guide events calendar and website 5. Sequim Gazette - Festival Program/Tab, Articles 6. Facebook 7. Posters - Displayed from Port Townsend to Forks 8. Placements (L0,000) - Free to restaurants. Del¡vered two weeks prior to event. 9, lrrigation Festival Website: www.irrigationfestival.com 10. Radio Announcements: KSQM & KONP
Float Display and Parades:
Each year a dedication group of festivalvolunteers design and build an award-winning Festivalfloat to portray the annual theme and to provide support for Festival Royalty as they travel to a variety of destinations to share information about the Festival and the Sequim community. A complete listing of the 20L8 Parade Schedule for the festival royalty and float is provided as Attachment C. lt is anticipated that the 2019 Parade Schedule, which is being prepared at this time, will be reflective of past schedules.
Overnight Destination Guests:
The TEG application required Attendance Predictions Form is provided as Attachment E. The Festival has made a diligent effort to document the overnight stays in Sequim generated by festival events in past years. The 201-8 lrrigation Festival Recap Report detailing overnight stays for 2018 was previously submitted to the City of Sequim and is available upon request.
Due to the large number of events during the Festival volunteers derive estimates for overnight stays from the following sources:
L. Street Vendor polls 2. Surveys completed by a sampling of local motels 3. Sign up and attendance polls at some events 4. sequim chamber of commerce Visitor lnformation center sign in sheets.
List of Attachments
A. Listing of 2018 lrrigation Festival Board Members & committee chairs B. 201-9 Festival Budget for permitted events C. 2-018 Parade Schedule D, Proof of Liability lnsurance E. Sequim Tourísm Enhancement Grant Attendance predictions Form Mar 2019 uim lrri ation Festival Directory - 360-460-0L20
Amanda Cerutti Float Display/Awav Coordinator 360-461-7449 amanda [email protected] Bea Grow 360-582-021 5 360-461-061 1 þ[email protected] Brenda Root Fun Run Co-Coord 360-670-6097 brend¿@olypen.com Dan Dahlquist Lion's Representative 360-477-4552 lionda n. in.seq u inn@-qma il. com Dave Bekkevar Loqqinq Show 360-683-3655 360-460-2760 bltris David Blakeslee Away Parade volunteer 360-674-8403 [email protected] Deon Kapetan Direc'tor 360-461-651 1 iapelan.dk@qmâil.com Geonqe Dooley Lion's Representative 360-452-21 85 562-233-09't2 [email protected] Guv Horton Float Construction 360-582-031 7 ouv [email protected] HazelAult Historical Walkinq Tour 360-808-8641 h azel(ô bro ke rso rou p. co m Jean Wvatt Treasurer / Website / A&C Fair 360-681-7761 360-477-3750 [email protected] Jennifer Horton Crazy Daze Breakfast 360-808-0073 ien n iferl. horton@o mail. com Jennifer Sweenev Website iennifersweenev )omâ Lcom Jim Stoffer 360-477-4774 360-775-9356 iamesstofferr Dwaveca lle.com Joel Ooden Lion's Representative 360-504-2459 805-21 7-0689 John Christianson 360-452-3707 [email protected] Judv Marklev Pioneer Associalion Representative 360-683-7845 Julianne Coonts Past Royalty Lunch 360-683-4645 360-461 -2095 Karla Wlliams H istorical BooksiPast Rova I Lu nch/J u n ior Rovaltv 360-809-0262 )hotme l.com Keith Ross Photographer 509-61 9-61 85 Kellv Jo Hill Volunteer Coordinator/A&C Fair 360-461-3950 Kevin Kapetan Vehicle Coordinator 360-461-3673 homefrieskkl Dome .c0m Kim Rosales Familv Fun Dav 360-477-8266 çfis 3ø Kurt Tumer Parade Director 972-400-5142 kurt@olvmpicoen nsrJ aynca-!fiI Linda Dowdell Operetta 360-928-51 32 lin< )me.com Lvnn Horton Royalty Director / Pageant 360-808-5623 Maqqie Bovd 360-775-8339 maqoielparl .com Melanie Sands Chamber of Commerce 360-683-61 97 office@sequ mc )el.q0m Michelle Rhodes Secretary & Button Contest 360-477ßA23 .com NikkiJulmist Fun Run 360-582-7039 qet [qçults cptt Dvahoo.com Randy Penv Car Show / Parade / Facebook 360-683-8637 360-71 0-9964 shufixer@va ìoo.com Randy Radock Olympic Peninsula Art Association Rep 360-681-0382 randslarl 19@earthlin i.com Renne Brock First Fr¡day Artwalk / A&C Fair Co-chair 360-460-3023 [email protected] Robin Bookter Kick-off Dínner / Paqeant Co-Director 360-316-9235 robinakil @-msn.çqm Sara Cary Products 360-460-5217 !heg le¡nalousq irl@_rocketma il.com Shelli Robb-Kahler Chamber of Commerce 360-683-61 97 360-461-2515 shelli ou@vahoo-ee['ì Shellie Torrence Logg¡ng Show Co-Director 364-477-5428 n200( ìoo.com Shenna Younqer Marketing 360-461 -4288 rnrc.orq Stephen Rosales Carnival/ Rentals / Familv Fun Dav 360-461-6038 Theresa Rubens Merchants Laison/Paqent Reception 36A-461-0722 info@sola rcitvseq u im.com Vickie Maples Affiliate Liasion/Grant Writer 559-31 0-0655 vickiel€ 16@ lôtmâ .com Virginia Sheppard 360-640-9994 [email protected] Whitley Sakas Judges Director 360-731-3684 l.com lncome Expense Event lncome Total Total
TotalFestival 82,775 105,076 ATTACHMENT NO. C
Sequim lrrigation Festival Royatty & Float
2018 Parade Schedute
Aprit Täcoma Daffodit Parade
May Sequim lrrigation Festival Parade
Pt Townsend Rhododendron Festival Parade
lstand Farms Victoria Day Parade
June Mason County Forest Parade
Marysvilte Strawberry Festival Parade
Port Orchard Fathoms O'Fun Parade
Juty Forks 4th of July Parade
McCleary Bear Festival Parade
Seafair Parade, Seattle
August Joyce Daze Wild Btackberry Festivat Parade
September Hoquiam Loggers Ptayday Parade
Leavenworth Autumn Leaf Parade
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Attenda nce I nformatio n Please Expla¡n - Predicted Use additional paper Attendance Method of Determination a5 necessâry y'Direct Count *Lodging y'lndirect Count Overall Attendance: Enter the total number y'Representative Survey Reports of people predicted to attend this activity 11,000 y'lnformalSurvey *VlC Sign and the method used to determlne the y'Structured Estimate attendance. in Sheets _Other *Participant : l-lß- Reoíclratinn ¿fDirect Count lndirect Count *2016 Attendance, 50 + miles: Enterthe number Survey -y'Representative Survey of peopled predicted to travel greater than .3000 Selected Motels lnformalSurvey 50 miles to attend this activity and the _ y'Structured Estirnate method used to determine the attendance. _Other N/n - Count ¡¿birect "VlC Sign ln Attendance, Out of State, Out of €ountry; lndirect Count _ Sheets Enter the predicted number of people from Representative Suruey 135 _ *Estimates outside the state and country predicted to _ lnformalSurvey attend this activity and the method used to y'Structured Estimate determlne the attendance. _Other NIA I Dlrect Count Attendancg Paid for Overnight Lodging: y'lndlrect Count *2016 Motel Enter the number of people predicted to g| Representative Survey attend this actívity and pay for overnight y'tnlormalSurvey Survey 3,000 lodging and select the method used to /Structured Estimate "VlC Counts *Event determine the attendance. _Other Director N/A estimâtes _ D¡rect Count Attendance, Did Not Pay for Overnight l'lndirect Count 'Visual Surveys Lodging: Enter the number of people _ Representative Survey predicted to attend 'Event Director this activity without 8,000 _ lnformalSurvey paying for overnight lodging, and select the ¿$tructured Estimate Surveys method used to determine the attendance. _Other NIA y'Direct Count lndirect Count Paid Lodging Nights: Total projected * '2A16 Survey Representative Survey numner of paid lodging nights. One Lodging _ Selected Motels _ lnformalSurvey * Night = one or more persons occupying one 1,000 Estimates :ßtructured Estimate room for one night. Other Projected for N/A 2417
A4û¡¿þ,rtr¿-rl+ E City of Sequim Rec’d by City Tourism Enhancement Fund Signature______Grant Application Coversheet Date______
(Please Type Application) Project/Event Title: North Olympic Discovery Marathon
Submitting Organization: Port Angeles Marathon Assocation Federal Employer ID# (if applicable) Project/Event Director: Victoria Jones Title: Race Director
Mailing Address: PO Box 431, Port Angeles, WA 98362
Telephone: 585-451-0014 Fax: E-mail Address: [email protected] Location of Project: From Sequim to Port Angeles ______Funding Amount Requested from Tourism Enhancement Fund: 2000.00 Use of Funds: (check one) Tourism Promotion/Activity Tourist-related facility
Please send one (1) original and six (6) copies of your application. Include the following information in your narrative and check off the items on this list: 1. Summary of the project/event. (include location and date, if applicable) 2. Description of how project/event will attract overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: • Number of attendees • Attendees who traveled 50+ miles • Attendees from out of the state or out of the country • Attendees that stayed in paid overnight lodging • Attendees that did not pay for overnight lodging • Number of paid lodging nights • Method that these numbers were determined 3. List of key personnel on project/event committee. 4. Proposed budget showing revenue/expenses. 5. Itemized list of how these grant funds will be used in project/event (include distribution, publication and target market information, if applicable). (include distribution, publication and target market information, if applicable) 6. Proof of liability insurance.
Notification of acceptance will be sent to the Project/Event Director at the above address. Please refer to the program outline for application requirements and project/event criteria.
We have read and understand the terms and requirements of this program and agree to fulfill our obligations in accordance with same should this application be selected for funding.
Signature: January 31, 2019 ______Proj Victoriaect/Event Director AB Jones Date
Please email [email protected] or call 681-3422 with any questions. Mail or deliver application materials to: Barbara Hanna, Communications and Marketing Director, City of Sequim, 152 W. Cedar Street, Sequim, WA 98382.
Revision effective 3/2/2016 City of Sequim Tourism Enhancement Fund Grant Application Coversheet
1. Summary of the Project / Event
Mission Statement Organize and produce a high quality marathon showcasing the Port Angeles / Sequim area along the Olympic Discovery Trail.
Event Details The Port Angeles Marathon Association (PAMA) promotes and manages the North Olympic Discovery Marathon (NODM). Marathon weekend, which includes two days of running races, is held along the Olympic Discovery Trail from Sequim to Port Angeles. The inaugural event was held June 15, 2003.
June 1st-2nd , 2019 will mark the 17th anniversary for this popular community event. More than 10,000 people will attend including participants, family and friends of runners, spectators from the region, volunteers, sponsors, and vendors. The event brings approximately $2.0 million in tourism related activity to Clallam County each year.
2. Description of how Project will attract overnight destination guest
The North Olympic Discovery Marathon was created to be a destination event. The event audience is the international running community. People from all over the world, who have yet participated in the NODM, have heard of it through this vast and powerful community. They visit the NODM website, they read reviews, they visit the NODM social media pages, they research the area, and it is on their radar as an event to consider.
Feedback from 2018 Event:
Thank you event organizers and volunteers for a well-run, fun filled race where you certainly put the runner first. I've heard many positive comments about the NODM and was able to run it for the first time this year. Even though the sun did not shine, I had a wonderful experience and will definitely be back in the future. I am so excited to have won my age division and look forward to receiving my special plaque. Thank you all - you did a fantastic job!!!! - Nancy L.
This race is by the runner and for the runner. The course rewards those that stay even effort from the start. The hills are manageable and won't break you if you've included them in your training. There are plenty of aid stations and they are helpful and encouraging. Plenty of volunteers along the route to help marshal a well marked route. You will not feel lost at any time. Great job by all. I will be back. - Matt S. a. Number of attendees / participants (overall) 11,000 (9,920 in 2018) b. Number of tourists who will travel more than 50 miles for your event/activity 7,000 65% of participants, family, friends and vendors traveled more than 50 miles in 2018 (6,504 in 2018) c. Number of attendees / participants from another country or state 500 Based on data from 2018 - 4 – countries and 36 states (457 in 2018) d. The number of tourists staying in paid accommodations 4,000 75% of participants traveling more that 50 miles will stay a minimum of 1 night. (3,689 in 2018) e. Number of overnight tourists staying in non-paid accommodations (i.e. staying 1,000 with friend or family) (975 in 2018) 15% of participants traveling more than 50 miles, and staying overnight, will stay in non-paid accommodation. f. Number of paid lodging room nights resulting from your event/activity 1,500 100% of participants traveling more than 50 miles, staying overnight in paid accommodation (1288 in will stay 1 night. 20% will stay 2 nights. 5% will stay 3 or more nights. 2018)
Describe How these Estimates have been Determined In 2018, more than 10,000 people attended the event. These figures were obtained through the NODM registration database as well as through marathon economic impact studies. In 2018 there were 2,470 athletes who represented 36 states and 4 countries. An active database provides access to the number of participants, their age, sex, and where they are from. We expect a minimum of 2,600 athletes in 2019. Early online registration numbers are on track to meet this goal.
Other attendees include volunteers (570), spectators, sponsors, and vendors.
Many athletes will come early, Friday before the race, to preview the course and to register on Saturday. All athletes must come Saturday for registration. The North Olympic Discovery Marathon will attract runners who are likely to stay/vacation in the area for several days. In traveling to other marathons, and talking with athletes, we know that many people will plan an extended trip to the Olympic Peninsula because they are interested in touring the Pacific Northwest. Although difficult to measure, we also know that many runners return to the Olympic Peninsula to take part in the many recreational opportunities available.
• The NODM has to out-compete in this market and is being successful at doing so. Despite the nationwide decrease in marathon finishers, the NODM has had steady growth for the past two years. The table below provides a two-year comparison. 3. Key Personnel
Organizing Committee The organizing committee is made up of runners and community leaders. Many members have been involved with the marathon since it’s beginning thus allowing the event to be run like clockwork.
Founder: Larry Little, D.M.D.
Race Director: Victoria Jones, MBA
Board of Directors: Larry Little, DMD Josh Jones, MD Michelle Little Dan Welden, Retired
Race Committee: Julia Anderson Jeff Bohman John Fox Kari Chance Michelle Gentry Katie Rudd Kelly Gouge Anna Swanberg Brian Gundersen Nick Simpson Jenni Little Bill Pieratt Krista Winn Heidi Simpson Darryl Wolfe Chuck Perrizo Ken Simpson 4. Proposed event budget showing revenue / expenses
The budget1 for the 2019 event is $242,399.31. $70,464.31 is budgeted for advertising. Nearly 100% of the advertising budget is targeted on markets outside of Clallam County. Question number six has a detailed plan of where and how advertising dollars are spent.
5. Itemized list of how these grant funds will be used in project / event
2019 Marketing and Promotion Plan Strategic Planning takes place immediately after each years’ event in order to evaluate current marketing ideas and best values to implement for the next event. The 2019 marketing plan is in place and has a heavy emphasis on advertising outside of Washington State and in digital format. In 2016, 31 states were represented, in 2017 there were 33 states represented, in 2018 there were 36 states represented. In 2019 our goal is to have 38 states. By 2022 our goal is to have a runner from every state.
a. SOCIAL MEDIA
In 2016, NODM started diving in deep to learn how to maximize our social media efforts. For the 2019 event more dollars and time have been budgeted to social media in order to capture more participants from outside of Washington State and across the entire country. This has been done in the following ways:
• BibRave Pro Running Ambassadors. BibRave promotes the race through their running ambassadors. These ambassadors have a strong following and connection to the national running community and their posts are used to create excitement and awareness about the NODM with the goal of increasing registration. BibRave provides a summary of the campaign in a full report. The 2018 campaign included over 120 posts and over 2,533 engagements across 4 different social media platforms2.
• Social Media Expert. The NODM has recently hired a social media firm to work closely with the Executive Director to increase the Marathon’s presence on Social Media. The importance of social media in today’s world is critical. Your target audience is constantly on the popular social media networks looking to see what the next event they should attend.
If done right social media marketing can prove to be really cost effective. Because as of today, even the paid social media campaigns, such as FaceBook ads, are cheaper than other advertising options such as search engine ads. Which means there’s a higher return on investment.
• Will you follow us?
1 Budget is included as an attachment. 2 2018 BibRave Partnership Recap o Facebook NODM continues to have an active Facebook community with 4,299 “Likers.” (This is a 7.6% increase from 2017). The Facebook “star” rating for the NODM is 4.9/5. o Instagram @NODMarathon. Currently, the NODM has 2568 followers. This has more than doubled since last year. (140 followers). o Twitter @nodm2613. 360 followers to date, and the NODM is following more than 250 runners and partners.
b. ONLINE MEDIA
• Videographer. In 2017 we started working with Matt Sagen from Cascadia Films. His marketing videos have had a huge impact on marketing our event. In 2017 we created 5 videos and our plan is to do this again. Videos will be circulated through Social Media and the NODM website. PLEASE TAKE 60 SECONDS TO VIEW THE DRONE VIDEO… https://vimeo.com/238216550.3 We did not have this in our budget for 2018, but we are currently working with Cascadia Films again in 2019 to create an updated video.
Video marketing is critical in promotion events. A poll last month by Eventsforce revealed that 84% of UK and US event planners are using video as part of their marketing strategies to promote their events. In fact, the overall pace at which digital video consumption is growing right now is really quite staggering. By the time we reach 2019, it is said that video will make up around 80% of all consumer Internet traffic globally.
• Online Ads, Calendars, and Features. Many of the traditional print publications (running magazines) are also providing digital advertising opportunities. While magazine subscriptions may be down for some publishers, they are seeing a huge increase in online subscriptions.
• Mail Chimp. In house, NODM has a current database of 8,000+ subscribers who receive a monthly newsletter from the Race Director that includes registration details, promotions, and highlights such as race sponsors, travel planning, and race weekend details. c. WEBSITE | nodm.com
• The NODM website continues to be a vital tool for providing event details to participants, volunteers, sponsors, and visitors. In 2018 the NODM website had a major update making it more user and cell phone friendly. All updates and changes are done in house and is maintained by the Race Director which assures accurate and current information.
• In addition to the event details, the website includes a Getting Here / Travel page with links to “Visit ,” “ Olympic Peninsula Visitor Bureau,” and the “Port Angeles Regional Chamber of Commerce.” The page also provides “Local Suggestions” for wha t to do and see. Sunny Squim
3 North Olympic Discovery Marathon. Drone Video. https:// vimeo.com/238216550 d. PRINT MEDIA
• Print Ads. The NODM uses print dollars wisely by researching the publications most likely to reach our audience. NODM publishes print ads in a few areas including; the Coho magazine, Walk About Magazine, and the Victoria Marathon Race Guide.
• Rack Cards5. Rack cards and posters are mailed to more than 100 running shops and clubs in Washington, Idaho, Oregon, California, Colorado, Wyoming and British Columbia. This outreach includes a personal letter from the Race Director and a “goody bag” with a water bottle, comp entry, and event details. e. EVENT EXPOS
• The PAMA Race Director and race committee attend races in other cities throughout the year to promote the NODM. Travel to race expos is limited because of high cost, so a careful list has been created focusing on the places where NODM can make the biggest impact. This list includes: Whidbey Island Marathon Expo, Bellingham Bay Marathon Expo, Capital Cities Marathon, Victoria Marathon (Canada), and BMC Vancouver Marathon (Canada).
• A recurring comment from folks who stop by the NODM booth: “I have always wanted to visit the Olympic Peninsula and I usually plan my races around places I want to visit. So it looks like you might see me at your event!” f. EVENT SHIRTS
• Every participant receives a race shirt with their registration. The shirt is a big deal to runners. In order for the NODM to compete with larger marathons like the Seattle Rock n Roll Marathon (also in June), we have to do a better job and part of this means providing a beautiful shirt. We want our participants to wear their shirts proudly. And they do! Last year, one of our volunteers was hiking in Palm Desert and saw a couple wearing their NODM shirts. We get reports of shirt sightings all the time.
• The shirt design follows the new NODM brand. All shirts are printed with the event name, location (Sequim to Port Angeles, WA), event date, and event website.
• Thousands of runners all over the country and world are “walking advertisement” for us. g. REGIONAL JOINT MARKETING
• NODM continues a big marketing effort toward the 5th Annual Salish Sea Series. This regional event combines four of Western Washington’s best races: Whidbey Island Marathon (April), Capital City Marathon (May), NODM (June), and Bellingham Bay Marathon (September). Participants enter all four races and receive discounts and a special finishers medal at the completion of the final race.
5 See Attached 2019 Race Card • The Race Directors from each of these high quality events formed the series in order to expand marketing and thus increasing registration. This positive partnership keeps the spirit of competition alive, but also has opened up more marketing and networking opportunities.
• Each race shares in the joint promotional costs, which include print ads, expo banners and online ads.
6. Proof of Liability Insurance
Liability Insurance is attached.
7. Additional Information –
Each year, the NODM Race Director and race committee perform an in-depth post event evaluation. In summary, the list below provides a few highlights of the areas that the NODM is proudest of and will continue to improve and build upon.
National Marketing. The NODM is a world-class event. This year we are doing a heavy national advertising platform to bring in more runners from all across the United States. Our national platform has been running for 14 months and we there has been a great increase from people all around the world showing interested in our event. In 2018 we had participants from 36 states (up from 33 states).
Giving Back to the Community. PAMA is proud to highlight the significant contributions made to local clubs and organizations in exchange for their assistance with various race components. In 2018, PAMA made donations in excess of $23,000, this was the greatest amount in one year to date. The clubs that we support include;
Hamilton Elementary School Peninsula College Foundation PAHS Band Explorers Post 1003 Sequim High School Band Oly Mtn Wrestling Club YMCA Youth and Government Peninsula Trails Coalition Hurricane Ridge Ski Team Civil Air Patrol Olympic Peninsula Youth Orchestra Ranhan Pony Club Lion’s Club Nor’Wester Rotary Clallam Mosaic Children’s Montessori Port Angeles Swim Club Peninsula Rowing Club Port Townsend Track Club AmeriCorps Runner Parents Group Franklin Elementary PTO Lincoln Park BMX
The NODM supports many local businesses. The NODM makes local purchasing a priority when supplies are available locally. Port Angeles Marathon Association (PAMA) 2019 Budget January - December 2019
TOTAL Revenue 4000 Revenue 4100 Entry Fees 181,648.25 4200 Sponsorship 32,300.00 4300 Grants 20,900.00 4400 Merchandise 1,958.00 4500 Massage 1,461.00 4600 Pasta Dinner 1,066.00 4700 Expo Vendor Fees 759.00 4900 Shipping Account 933.00 Total 4000 Revenue 241,025.25 4650 Wine Sales 1,344.06 Sales of Product Revenue 30.00 Total Revenue $242,399.31 GROSS PROFIT $242,399.31 Expenditures 5000 Advertising 70,464.31 6000 Supplies 40,014.50 7000 General Operating Expenditures 6,955.13 7400 Payroll 54,203.42 7700 Taxes Paid 2,546.51 8000 Other Miscellaneous Service Cost 8100 Buses 5,649.41 8150 Pasta Dinner 856.00 8200 Legal & Professional Fees 4,300.00 8250 Massage 1,204.62 8300 Music 600.00 8350 Photographer 2,168.00 8400 Port A Pottie Rental 4,085.00 8450 Timing 6,150.00 Total 8000 Other Miscellaneous Service Cost 25,013.03 9000 Charitable Contributions 28,000.00 Depreciation Expense 131.00 Unapplied Cash Bill Payment Expenditure 0.00 Reserves 15,00.00 Total Expenditures $242,327.90 NET OPERATING REVENUE 71.41 Other Revenue $15.59 NET OTHER REVENUE $15.59 NET REVENUE $87.00
BibRave Partnership Recap North Olympic Discovery Marathon, 2018
Partnership Overview Campaign Summary BibRave created excitement by leveraging our BibRave Pros, BibRave social handles, and BibRave.com to promote exciting race build-up and post race highlights. Enthusiastic. Hype-worthy. Total Engagement ‣ 126 social posts with 2,533 total engagements, 24,408 reach, and 158,422 impressions Highlighted great race swag, medals, and ‣ 7 blog posts race updates (i.e. price increases) to get ‣ BRP Amanda: Blog 1, Blog 2 runners excited to ‣ BRP Nicole: Blog 1, Blog 2, Blog 3 register and run. ‣ BRP Juan: Blog 1, Blog 2 ‣ 2 BibRave Pro reviews and 9 total BibRave reviews Optimized. Accessible. ‣ 4 posts from BibRave social handles, 1 newsletter feature, and featured race on BibRave.com in April Brought the race day experience to life on Click here for social highlights. social media through Twitter, Facebook, and Social Summary Instagram from packet pick-up through the post-race experience. 78 posts 44 posts 21,026 reach 3,382 reach 93,738 impressions 64,684 impressions Authentic. Evergreen. 4 7 posts posts Created evergreen blog 159 engagements 4 engagements posts profiling race aspects from race experience/ Next Steps atmosphere.
ACTIVATE ANTICIPATE INCORPORATE
Explore creative marketing Kick off BibRave promotion Incorporate growing social options to expand partnership when registration opens to drive platforms like Instagram Stories, through podcast/blog, social early registrations and target Strava, Pinterest, etc. to get in media management, and/or both local and out-of-state front of more runners across ambassador management. runners. increased differentiated platforms. Visit: https://vimeo.com/238216550 WATCH THIS 60 SECOND VIDEO NORTH OLYMPIC DISCOVERY MARATHON full half walk relay 10k 5k kids marathon
JUNE 2, 2019 | 17TH ANNUAL
Photos © Top - John Gussman; Middle Right - Cascadia Films; Middle Left , Bottom Center - EnMotive; Bottom Left, Bottom Right - Lexie Winters
point to point course from Sequim to Port Angeles, WA
Strengthening Our Communities Since 1923. www.nodm.com Discount Code: NODM585 #nodmarathon About the Event Sequim to Port Angeles, Washington The North Olympic Discovery Marathon and Half- Marathon take place on a unique point-to-point course that incorporates the beautiful Olympic Discovery Trail with stunning views of the Olympic Mountains and a ve mile nishing stretch along the shores of the Strait of Juan de Fuca. This rails-to-trails course is a wide, paved trail. The race is organized by the Port Angeles Marathon Association - a group of accomplished amateur athletes.
BOSTON Certi ed Courses / Timing QUALIFIER The full and half marathons are point-to-point USATF sanctioned. The marathon course is certi ed and a Boston Marathon Quali er. The events will be chip timed. The event weekend also includes a 5k / 10k run/walk, kids marathon and a marathon relay.
How to Register Register online at www.nodm.com. Race is limited. Register early to guarantee your spot and get the early bird price. No refunds or transfers.
"This was a terri c event, so well organized and friendly. The start was great with the local band, all the water stations and music/drums along the way and the reception at the nish was great. We will de nitely be back." – Gary & Carol T. Vancouver, B.C. Bellingham For more Victoria
PORT information ANGELES contact us: Seattle
LOCATED ON THE OLYMPIC PENINSULA IN WASHINGTON STATE [email protected] www.nodm.com (585) 451-0014 Portland, OR
Strengthening Our Communities Since 1923. Jamestown S’Klallam Tribe
RT F PO ANG O E Y LE IT S C PRINT DATE: 12/12/2018 CERTIFICATE OF INSURANCE CERTIFICATE NUMBER: 20181126669469
AGENCY:
Integro USA Inc. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND d/b/a Integro Insurance Brokers CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES 2727 Paces Ferry Road, Building Two, Suite 1500 NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Atlanta, GA 30339 678-324-3300 (Phone), 678-324-3303 (Fax)
NAMED INSURED: INSURERS AFFORDING COVERAGE:
USA Track & Field, Inc. Port Angeles Marathon Association INSURER A: Philadelphia Indemnity Ins. Co. NAIC #: 18058 130 East Washington Street, Suite 800 Indianapolis IN 46204 INSURER B: Philadelphia Indemnity Ins. Co. NAIC #: 18058
EVENT INFORMATION: North Olympic Discovery Marathon (6/1/2019 - 6/3/2019) POLICY/COVERAGE INFORMATION:
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INS TYPE OF INSURANCE: POLICY NUMBER(S): EFFECTIVE: EXPIRES: LIMITS: A GENERAL LIABILITY
X Occurrence PHPK1899025 11/1/2018 11/1/2019 GENERAL AGGREGATE (Applies Per Event) $3,000,000 12:01 AM 12:01 AM X Participant Legal Liability EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED PREMISES (Each Occ.) $1,000,000 MEDICAL EXPENSE (Any one person) EXCLUDED PERSONAL & ADV INJURY $1,000,000 PRODUCTS-COMP/OP AGG $3,000,000
B UMBRELLA/EXCESS LIABILITY
X Occurrence PHUB652176 11/1/2018 11/1/2019 EACH OCCURRENCE $10,000,000 12:01 AM 12:01 AM AGGREGATE (Applies Per Event) $10,000,000
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS: Coverage applies to USA Track & Field sanctioned events and registered practices, including any directly related activities, such as event set-up and tear-down, participant check-in and award ceremonies.
The certificate holder is an additional insured per the following endorsement: Additional Insured - Certificate Holders (Form PI-AM-002)
The General Liability policy is primary and non-contributory with respect to the negligence of the Named Insureds (Form CG 00 01)
The General Liability policy contains a blanket Waiver of Subrogation as required by contract per Waiver of Transfer of Rights of Recovery Against Others (Form CG 24 04).
Excess policy follows form of underlying General Liability.
CERTIFICATE HOLDER: NOTICE OF CANCELLATION:
Clallam County Public Works Department Should any of the above described policies be cancelled before the expiration date thereof, 223 East Fourth Street notice will be delivered in accordance with the policy provisions. Port Angeles WA 98362 AUTHORIZED REPRESENTATIVE: City of Port Angeles 2017 Event Grant Fund Application Page 15 City of Sequim Rec’d by City Tourism Enhancement Fund Signature______Grant Application Coversheet Date______
(Please Type Application) Project/Event Title: Run the Peninsula - Railroad Bridge Run (April 27, 2019)
Submitting Organization: Port Angeles Marathon Assocation Federal Employer ID# (if applicable) Project/Event Director: Victoria Jones Title: Race Director
Mailing Address: PO Box 431, Port Angeles, WA 98362
Telephone: 585-451-0014 Fax: E-mail Address: [email protected] Location of Project: Railroad Bridge, Sequim ______Funding Amount Requested from Tourism Enhancement Fund: 1000.00 Use of Funds: (check one) Tourism Promotion/Activity Tourist-related facility
Please send one (1) original and six (6) copies of your application. Include the following information in your narrative and check off the items on this list: 1. Summary of the project/event. (include location and date, if applicable) 2. Description of how project/event will attract overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: • Number of attendees • Attendees who traveled 50+ miles • Attendees from out of the state or out of the country • Attendees that stayed in paid overnight lodging • Attendees that did not pay for overnight lodging • Number of paid lodging nights • Method that these numbers were determined 3. List of key personnel on project/event committee. 4. Proposed budget showing revenue/expenses. 5. Itemized list of how these grant funds will be used in project/event (include distribution, publication and target market information, if applicable). (include distribution, publication and target market information, if applicable) 6. Proof of liability insurance.
Notification of acceptance will be sent to the Project/Event Director at the above address. Please refer to the program outline for application requirements and project/event criteria.
We have read and understand the terms and requirements of this program and agree to fulfill our obligations in accordance with same should this application be selected for funding.
Signature: January 31, 2019 ______Victoria AB Jones ______Project/Event Director Date
Please email [email protected] or call 681-3422 with any questions. Mail or deliver application materials to: Barbara Hanna, Communications and Marketing Director, City of Sequim, 152 W. Cedar Street, Sequim, WA 98382.
Revision effective 3/2/2016
City of Sequim Tourism Enhancement Fund 2019
Application for: Run the Peninsula 2019 Railroad Bridge Run
1. Summary of the Project / Event
Mission Statement Organize and produce a high quality running event showcasing areas along the Olympic Discovery Trail.
Event Details Run the Peninsula is a new race series on the Olympic Peninsula organized by the Port Angeles Marathon Association – the same folks who manage the North Olympic Discovery Marathon. The series is made up of 5 races spanning sections of the Olympic Discovery Trail from Port Townsend to Port Angeles. Each race offers a 5K or 10K distance. All finishers of each race will receive a unique medal. Finishers of all five races receive a center medal that connects each race medal to form an impressive showpiece of your accomplishments. Participants can save on entry fees when they bundle more than one event.
April 27, 2019 will mark the inaugural Railroad Bridge 5K / 10K Race. The event is held on the Olympic Discovery Trail as an out-and-back race.
2. Description of how Project will attract overnight destination guest
Over the past 2 years the North Olympic Discovery Marathon saw 31.33% increase in the 5K finishers and a 27.78% increase in the 10K finishers. These two distances are very popular all types of people. Run the Peninsula was created to be a destination event and bring participants from outside the area during the off season. The event audience is the national running community.
The main focus for the inaugural series in 2019 is provide a need to our community while at the same time bringing participants from outside of Clallam County.
a. Number of attendees / participants (overall) 500 All of these numbers are over the 4 events – Elwha Bridge Run, Railroad Bridge Run, Larry Scott Trail and Jamestown S’Klallam Run b. Number of tourists who will travel more than 50 miles for your event/activity 180
c. Number of attendees / participants from another country or state outside their place 40 of residence or business
50 d. The number of tourists staying in paid accommodations
e. Number of overnight tourists staying in non-paid accommodations (i.e. staying 50 with friend or family)
f. Number of paid lodging room nights resulting from your event/activity 50
Describe How these Estimates have been Determined This is a new event this year. Based on primary numbers from pre-registration an estimated guess was made. After the first year we will have hard data for these events.
3. Key Personnel
Organizing Committee The organizing committee is made up of runners and community leaders. Many members have been involved with the Port Angeles Marathon Association since it’s beginning thus allowing the event to be run like clockwork.
Founder: Larry Little, D.M.D.
Race Director: Victoria Jones, MBA
Board of Directors: Larry Little, DMD Josh Jones, MD Michelle Little Dan Welden, Retired
4. Proposed event budget showing revenue / expenses
The budget1 for the 2019 Railroad Bridge 5K / 10K is $17,000. $7,000 is budgeted for advertising. Nearly 100% of the advertising budget is targeted on markets outside of Clallam County. Below is a detailed plan of where and how advertising dollars are spent.
5. Itemized list of how these grant funds will be used in project / event
2019 Marketing and Promotion Plan The 2019 marketing plan for Run the Peninsula is get participants to want to come out to the peninsula during the off season. By creating a five piece medal that comes together to create one large medal is a driving factor for many participants. For many it is all about the “BLING”.2
a. SOCIAL MEDIA
1 Budget is included as an attachment. 2 2019 Run the Peninsula Race Medal
On Friday, November 9th – Run the Peninsula was launched and registration opened. In the first week Run the Peninsula on the Facebook page got unbelievable results from people interested in the new event.
b. ONLINE MEDIA
• Videographer. We have hired local videographer Matt Sagen from Cascadia Films. The scenery of all of the events will makes for an amazing promotional video for years to come. PLEASE TAKE 60 SECONDS TO VIEW THE DRONE VIDEO…. https://vimeo.com/309379248/388c7d1b3b
• Online Ads, Calendars, and Features. Many of the traditional print publications (running magazines) are also providing digital advertising opportunities. While magazine subscriptions may be down for some publishers, they are seeing a huge increase in online subscriptions.
• Mail Chimp. In house, PAMA has a current database of 12,000+ subscribers who receive a monthly newsletter from the Race Director that includes registration details, promotions, and highlights such as race sponsors, travel planning, and race weekend details. c. WEBSITE | runthepeninsula.com
• A new website was created in house and is maintained by the Race Director which assures accurate and current information.
• In addition to the event details, the website includes a Getting Here / Travel page with links to “Visit Sunny Sequim,” “ Olympic Peninsula Visitor Bureau,” and the “Port Angeles Regional Chamber of Commerce.” The page also provides “Local Suggestions” for what to do and see.
d. PRINT MEDIA
• Print Ads. Run the Peninsula uses print dollars wisely by researching the publications most likely to reach our audience. NODM publishes print ads in a few areas including; Outdoors Northwest and the Victoria Marathon Race Guide.
• Rack Cards3. Rack cards and posters are mailed to more than 100 running shops and clubs in Washington, Idaho, Oregon, California, Colorado, Wyoming and British Columbia.
• Posters4. Posters are have been posted all around Washington at store fronts and running stores to promote Run the Peninsula throughout the year.
6. Proof of Liability Insurance
Liability Insurance is attached.
7. Additional Information –
Giving Back to the Community. PAMA is proud to highlight the significant contributions made to local clubs and organizations. With this new race, Railroad Bridge run we anticipate the PAMA will be able to give an additional $2,000.00 to $2,500.00 back to the community.
The Port Angeles Marathon Association supports many local businesses. Run the Peninsula makes local purchasing a priority when supplies are available locally.
3 See Attached 2019 Race Card 4 2019 Run the Peninsula Poster
Port Angeles Marathon Association (PAMA) BUDGET OVERVIEW: RUN THE PENINSULA - RAILROAD BRIDGE 5K / 10K - FY19 P&L January - December 2019
TOTAL Revenue 4000 Revenue 4100 Entry Fees 12,000.00 4200 Sponsorship 4220 Event Sponsor 2,000.00 Total 4200 Sponsorship 2,000.00 4300 Grants 3,000.00 Total 4000 Revenue 17,000.00 Total Revenue $17,000.00 GROSS PROFIT $17,000.00 Expenditures 5000 Advertising 7,500.00 6000 Supplies 6100 Marathon Supplies 1,250.00 6300 Office Supplies 250.00 6400 Postage 250.00 6500 Awards & Medals 6510 Awards 800.00 6520 Medals 1,500.00 Total 6500 Awards & Medals 2,300.00 6600 Volunteer Supplies 250.00 Total 6000 Supplies 4,300.00 7000 General Operating Expenditures 500.00 8000 Other Miscellaneous Service Cost 8100 Buses 500.00 8300 Music 100.00 8350 Photographer 500.00 8400 Port A Pottie Rental 300.00 8450 Timing 1,300.00 Total 8000 Other Miscellaneous Service Cost 2,700.00 9000 Charitable Contributions 9100 Donations to Organizations 2,000.00 Total 9000 Charitable Contributions 2,000.00 Total Expenditures $17,000.00 NET OPERATING REVENUE $0.00 NET REVENUE $0.00
Thursday, November 15, 2018 10:47 PM GMT-8 1/1
- 6 M es eD c a a l R s
! 5
5K 10k Virtual Series Olympic Discovery Trail - Port Townsend to Port Angeles, WA
Elwha River Bridge February 2, 2019
RailroadRailroad BridgeBridge ParkPark AprilApril 27,27, 20192019
North Olympic Discovery Marathon June 2, 2019
Larry Sco Trail October 19, 2019
JamestownJamestown S’KlallamS’Klallam TribeTribe DecemberDecember 7,7, 20192019 www.runthepeninsula.com ABOUT THE SERIES • Run the Peninsula series is made up of 5 races spanning sections of the Olympic Discovery Trail from Port Townsend to Port Angeles, WA.
• Each race offers a 5K or 10K distance.
• Run with us on race day, or run VIRTUALLY. You have until December 31, 2019 to complete the races virtually.
• All finishers receive a shirt, chip timing, free photography, unique medal and more. Finishers of all five races receive a center medal that connects each race medal to form an impressive showpiece of your accomplishments.
• Save on your entry fees when you bundle more than one event.
HOW TO REGISTER Register online at www.runthepeninsula.com. Race is limited. Register early to guarantee your spot and get the early bird price. No refunds. Entry fees are non-refundable. If you would like to transfer from one series event to another or transfer your entry to another person a $10 fee will be applied.
For more information contact us: [email protected] www.runthepeninsula.com (585) 451-0014
#runthepeninsula
DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 11/14/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Margaret Mayers Insurance Management Group PHONE (260) 338-2925 FAX (A/C, No, Ext): (A/C, No): E-MAIL 959 E. 4th St. ADDRESS: [email protected] P.O. Box 1600 INSURER(S) AFFORDING COVERAGE NAIC #
Marion IN 46952 INSURER A : National Casualty Company 11991
INSURED INSURER B : Nationwide Life Insurance Co. 66869
Road Runners Club of America/2019 and Its Member Clubs INSURER C :
1501 Lee Highway INSURER D :
Suite 140 INSURER E :
Arlington VA 22209 INSURER F : COVERAGES CERTIFICATE NUMBER: 2019 $1M Event GL REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED 500,000 CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ Legal Liability to MED EXP (Any one person) $ 5,000
A Participant $1,000,000 KRO0000007654500 12/31/2018 12/31/2019 PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ Unlimited PRO- 1,000,000 POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: Abuse and Molestation $ 500,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) ANY AUTO BODILY INJURY (Per person) $
A OWNED SCHEDULED KRO0000007654500 12/31/2018 12/31/2019 BODILY INJURY (Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) $
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LIAB CLAIMS-MADE AGGREGATE $
DED RETENTION $ $ WORKERS COMPENSATION PER OTH- STATUTE ER AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ Excess Medical $10,000 Excess Medical & Accident B ($250 Deductible/Claim) SPX0000030282400 12/31/2018 12/31/2019 AD & Specific Loss $2,500
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Event Member Event Dates: 02/02/19, 04/27/19, 10/19/19 and 12/07/19
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Port Angeles Marathon Association ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 431 AUTHORIZED REPRESENTATIVE
Port Angeles WA 98362
© 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD City of Port Angeles 2017 Event Grant Fund Application Page 15 City of Sequim Rec’d by City Tourism Enhancement Fund Signature______Grant Application Coversheet Date______
(Please Type Application) th Project/Event Title: Run the Peninsula - Jamestown S'Klallam Run (Dec. 7 , 2019)
Submitting Organization: Port Angeles Marathon Assocation Federal Employer ID# (if applicable) Project/Event Director: Victoria Jones Title: Race Director
Mailing Address: PO Box 431, Port Angeles, WA 98362
Telephone: 585-451-0014 Fax: E-mail Address: [email protected] Location of Project: Jamestown S'Klallam Tribal Campus, Sequim WA ______Funding Amount Requested from Tourism Enhancement Fund: 1000.00 Use of Funds: (check one) Tourism Promotion/Activity Tourist-related facility
Please send one (1) original and six (6) copies of your application. Include the following information in your narrative and check off the items on this list: 1. Summary of the project/event. (include location and date, if applicable) 2. Description of how project/event will attract overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: • Number of attendees • Attendees who traveled 50+ miles • Attendees from out of the state or out of the country • Attendees that stayed in paid overnight lodging • Attendees that did not pay for overnight lodging • Number of paid lodging nights • Method that these numbers were determined 3. List of key personnel on project/event committee. 4. Proposed budget showing revenue/expenses. 5. Itemized list of how these grant funds will be used in project/event (include distribution, publication and target market information, if applicable). (include distribution, publication and target market information, if applicable) 6. Proof of liability insurance.
Notification of acceptance will be sent to the Project/Event Director at the above address. Please refer to the program outline for application requirements and project/event criteria.
We have read and understand the terms and requirements of this program and agree to fulfill our obligations in accordance with same should this application be selected for funding.
Signature: January 31, 2019 ______Proj ect/Event Victoria Director AB Jones Date
Please email [email protected] or call 681-3422 with any questions. Mail or deliver application materials to: Barbara Hanna, Communications and Marketing Director, City of Sequim, 152 W. Cedar Street, Sequim, WA 98382.
Revision effective 3/2/2016
City of Sequim Tourism Enhancement Fund 2019
Application for: Run the Peninsula 2019 Railroad Bridge Run
1. Summary of the Project / Event
Mission Statement Organize and produce a high quality running event showcasing areas along the Olympic Discovery Trail.
Event Details Run the Peninsula is a new race series on the Olympic Peninsula organized by the Port Angeles Marathon Association – the same folks who manage the North Olympic Discovery Marathon. The series is made up of 5 races spanning sections of the Olympic Discovery Trail from Port Townsend to Port Angeles. Each race offers a 5K or 10K distance. All finishers of each race will receive a unique medal. Finishers of all five races receive a center medal that connects each race medal to form an impressive showpiece of your accomplishments. Participants can save on entry fees when they bundle more than one event.
April 27, 2019 will mark the inaugural Railroad Bridge 5K / 10K Race. The event is held on the Olympic Discovery Trail as an out-and-back race.
2. Description of how Project will attract overnight destination guest
Over the past 2 years the North Olympic Discovery Marathon saw 31.33% increase in the 5K finishers and a 27.78% increase in the 10K finishers. These two distances are very popular all types of people. Run the Peninsula was created to be a destination event and bring participants from outside the area during the off season. The event audience is the national running community.
The main focus for the inaugural series in 2019 is provide a need to our community while at the same time bringing participants from outside of Clallam County.
a. Number of attendees / participants (overall) 500 All of these numbers are over the 4 events – Elwha Bridge Run, Railroad Bridge Run, Larry Scott Trail and Jamestown S’Klallam Run b. Number of tourists who will travel more than 50 miles for your event/activity 180
c. Number of attendees / participants from another country or state outside their place 40 of residence or business
50 d. The number of tourists staying in paid accommodations
e. Number of overnight tourists staying in non-paid accommodations (i.e. staying 50 with friend or family)
f. Number of paid lodging room nights resulting from your event/activity 50
Describe How these Estimates have been Determined This is a new event this year. Based on primary numbers from pre-registration an estimated guess was made. After the first year we will have hard data for these events.
3. Key Personnel
Organizing Committee The organizing committee is made up of runners and community leaders. Many members have been involved with the Port Angeles Marathon Association since it’s beginning thus allowing the event to be run like clockwork.
Founder: Larry Little, D.M.D.
Race Director: Victoria Jones, MBA
Board of Directors: Larry Little, DMD Josh Jones, MD Michelle Little Dan Welden, Retired
4. Proposed event budget showing revenue / expenses
The budget1 for the 2019 Railroad Bridge 5K / 10K is $17,000. $7,000 is budgeted for advertising. Nearly 100% of the advertising budget is targeted on markets outside of Clallam County. Below is a detailed plan of where and how advertising dollars are spent.
5. Itemized list of how these grant funds will be used in project / event
2019 Marketing and Promotion Plan The 2019 marketing plan for Run the Peninsula is get participants to want to come out to the peninsula during the off season. By creating a five piece medal that comes together to create one large medal is a driving factor for many participants. For many it is all about the “BLING”.2
a. SOCIAL MEDIA
1 Budget is included as an attachment. 2 2019 Run the Peninsula Race Medal
On Friday, November 9th – Run the Peninsula was launched and registration opened. In the first week Run the Peninsula on the Facebook page got unbelievable results from people interested in the new event.
b. ONLINE MEDIA
• Videographer. We have hired local videographer Matt Sagen from Cascadia Films. The scenery of all of the events will makes for an amazing promotional video for years to come. PLEASE TAKE 60 SECONDS TO VIEW THE DRONE VIDEO…. https://vimeo.com/309379248/388c7d1b3b
• Online Ads, Calendars, and Features. Many of the traditional print publications (running magazines) are also providing digital advertising opportunities. While magazine subscriptions may be down for some publishers, they are seeing a huge increase in online subscriptions.
• Mail Chimp. In house, PAMA has a current database of 12,000+ subscribers who receive a monthly newsletter from the Race Director that includes registration details, promotions, and highlights such as race sponsors, travel planning, and race weekend details. c. WEBSITE | runthepeninsula.com
• A new website was created in house and is maintained by the Race Director which assures accurate and current information.
• In addition to the event details, the website includes a Getting Here / Travel page with links to “Visit Sunny Sequim,” “ Olympic Peninsula Visitor Bureau,” and the “Port Angeles Regional Chamber of Commerce.” The page also provides “Local Suggestions” for what to do and see.
d. PRINT MEDIA
• Print Ads. Run the Peninsula uses print dollars wisely by researching the publications most likely to reach our audience. NODM publishes print ads in a few areas including; Outdoors Northwest and the Victoria Marathon Race Guide.
• Rack Cards3. Rack cards and posters are mailed to more than 100 running shops and clubs in Washington, Idaho, Oregon, California, Colorado, Wyoming and British Columbia.
• Posters4. Posters are have been posted all around Washington at store fronts and running stores to promote Run the Peninsula throughout the year.
6. Proof of Liability Insurance
Liability Insurance is attached.
7. Additional Information –
Giving Back to the Community. PAMA is proud to highlight the significant contributions made to local clubs and organizations. With this new race, Railroad Bridge run we anticipate the PAMA will be able to give an additional $2,000.00 to $2,500.00 back to the community.
The Port Angeles Marathon Association supports many local businesses. Run the Peninsula makes local purchasing a priority when supplies are available locally.
3 See Attached 2019 Race Card 4 2019 Run the Peninsula Poster
Port Angeles Marathon Association (PAMA) BUDGET OVERVIEW: RUN THE PENINSULA - JAMESTOWN S'KLALLAM 5K / 10K - FY19 P&L January - December 2019
TOTAL Revenue 4000 Revenue 4100 Entry Fees 12,000.00 4200 Sponsorship 4220 Event Sponsor 2,000.00 Total 4200 Sponsorship 2,000.00 4300 Grants 3,000.00 Total 4000 Revenue 17,000.00 Total Revenue $17,000.00 GROSS PROFIT $17,000.00 Expenditures 5000 Advertising 7,500.00 6000 Supplies 6100 Marathon Supplies 1,250.00 6300 Office Supplies 250.00 6400 Postage 250.00 6500 Awards & Medals 6510 Awards 800.00 6520 Medals 1,500.00 Total 6500 Awards & Medals 2,300.00 6600 Volunteer Supplies 250.00 Total 6000 Supplies 4,300.00 7000 General Operating Expenditures 500.00 8000 Other Miscellaneous Service Cost 8100 Buses 500.00 8300 Music 100.00 8350 Photographer 500.00 8400 Port A Pottie Rental 300.00 8450 Timing 1,300.00 Total 8000 Other Miscellaneous Service Cost 2,700.00 9000 Charitable Contributions 9100 Donations to Organizations 2,000.00 Total 9000 Charitable Contributions 2,000.00 Total Expenditures $17,000.00 NET OPERATING REVENUE $0.00 NET REVENUE $0.00
Thursday, November 15, 2018 10:47 PM GMT-8 1/1
- 6 M es eD c a a l R s
! 5
5K 10k Virtual Series Olympic Discovery Trail - Port Townsend to Port Angeles, WA
Elwha River Bridge February 2, 2019
RailroadRailroad BridgeBridge ParkPark AprilApril 27,27, 20192019
North Olympic Discovery Marathon June 2, 2019
Larry Sco Trail October 19, 2019
JamestownJamestown S’KlallamS’Klallam TribeTribe DecemberDecember 7,7, 20192019 www.runthepeninsula.com ABOUT THE SERIES • Run the Peninsula series is made up of 5 races spanning sections of the Olympic Discovery Trail from Port Townsend to Port Angeles, WA.
• Each race offers a 5K or 10K distance.
• Run with us on race day, or run VIRTUALLY. You have until December 31, 2019 to complete the races virtually.
• All finishers receive a shirt, chip timing, free photography, unique medal and more. Finishers of all five races receive a center medal that connects each race medal to form an impressive showpiece of your accomplishments.
• Save on your entry fees when you bundle more than one event.
HOW TO REGISTER Register online at www.runthepeninsula.com. Race is limited. Register early to guarantee your spot and get the early bird price. No refunds. Entry fees are non-refundable. If you would like to transfer from one series event to another or transfer your entry to another person a $10 fee will be applied.
For more information contact us: [email protected] www.runthepeninsula.com (585) 451-0014
#runthepeninsula
DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 11/14/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Margaret Mayers Insurance Management Group PHONE (260) 338-2925 FAX (A/C, No, Ext): (A/C, No): E-MAIL 959 E. 4th St. ADDRESS: [email protected] P.O. Box 1600 INSURER(S) AFFORDING COVERAGE NAIC #
Marion IN 46952 INSURER A : National Casualty Company 11991
INSURED INSURER B : Nationwide Life Insurance Co. 66869
Road Runners Club of America/2019 and Its Member Clubs INSURER C :
1501 Lee Highway INSURER D :
Suite 140 INSURER E :
Arlington VA 22209 INSURER F : COVERAGES CERTIFICATE NUMBER: 2019 $1M Event GL REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED 500,000 CLAIMS-MADE OCCUR PREMISES (Ea occurrence) $ Legal Liability to MED EXP (Any one person) $ 5,000
A Participant $1,000,000 KRO0000007654500 12/31/2018 12/31/2019 PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ Unlimited PRO- 1,000,000 POLICY JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: Abuse and Molestation $ 500,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) ANY AUTO BODILY INJURY (Per person) $
A OWNED SCHEDULED KRO0000007654500 12/31/2018 12/31/2019 BODILY INJURY (Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY (Per accident) $
UMBRELLA LIAB OCCUR EACH OCCURRENCE $
EXCESS LIAB CLAIMS-MADE AGGREGATE $
DED RETENTION $ $ WORKERS COMPENSATION PER OTH- STATUTE ER AND EMPLOYERS' LIABILITY Y / N ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N / A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ Excess Medical $10,000 Excess Medical & Accident B ($250 Deductible/Claim) SPX0000030282400 12/31/2018 12/31/2019 AD & Specific Loss $2,500
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Event Member Event Dates: 02/02/19, 04/27/19, 10/19/19 and 12/07/19
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Port Angeles Marathon Association ACCORDANCE WITH THE POLICY PROVISIONS. PO Box 431 AUTHORIZED REPRESENTATIVE
Port Angeles WA 98362
© 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD City of Port Angeles 2017 Event Grant Fund Application Page 15 City of Sequim Rec'd by City 6 Tourism Enhancement Fund \Ð/ Grant Application Coversheet Date cttY oF SEQIJIM
ProjecleventTltte: TOUf de LaVendef
Submitting o c Peninsula B le Alliance Federal rD# (if ) 8l-523257 4 ProjecilEvenr Direcror: Ken Stringer tue: Evoût Director, OPBA President
MailingAddress: P.O. Box 372, Sequim, WA 98382 rerephone: 97 I'7 04'1 I 56 Fax: E-mail Address: com
Location of Project: SeqUim
Amount from Tourism Enhancement r"no, $2000 Use ofFunds: (check one) Tourism Promotion/Activity please in your narrative and check off the send one ( I ) original and six (6) copies of your application. Include the following information items on this list: X l. Summary of the projeclevent. (include location and date, ifapplicable) X Z. Description of how projecVevent will athact ovemight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: . Number of attendees ' Attendees who traveled 50+ miles . Attendees from out ofthe state or out ofthe country . Attendees that stayed in paid overnight lodging . Attendees that did not pay for overnight lodging . Number of Paid lodging nights ' Method that these numbers were determined E 3. List of key personnel on project/event committee. X 4. Proposed budget showing revenue/expenses. Ñ 5. Itemized list olhow these grant funds will be used in projeclevent (include distribution, publication and target market information, if applicable). (include distribution, publication and target market information, if applicable) EI 6. Proof of liability insurance.
Notifìcation of acceptance will be sent to the ProjeclEvent Director at the above address. Please rcfer to the program outline for application requirements and projecVevent criteria.
We have read and understand the terms and requirements of this program and agree to fulfîll our obligations in accordance with same should tfiis application be selected for funding.
Signature: Zut
Please email [email protected] or call6SI-3422 with any questions. Mail or deliver application materials to: Barbara Hanna, Communications and Marketing Director, City of Sequim,l52 W. Cedar Street, Sequim, WA 98382.
Revision effective 3 12 /20 | 6 City of Sequim Tourism Enhancement Fund 2otg Grant Application
TOURDE LAVENDER It's more than a ride...It's an Experience! Presented by the Olympic Peninsula Bicycle Alliance
Summary The Tour de Lavender is the premier cycling event on the Olympic Peninsula. In zor9, the Tour de Lavender (TdL) will be bigger and better than ever, building on a successfirl six-year record of bringing cyclists to "America's Provence," the Sequim-Dungeness Valley. InzotT, 423 cyclists rode the Tour; in zor8, that number rose to S12. Our goal this year is to bring 1,ooo cyclists to the area. The Tour de Lavender is now a signature event of the Olympic Peninsula Bicycle Alliance (OPBA), a Sor(cXg) non-profit organization dedicated to promoting cycling and cycle tourism throughout the Olympic Peninsula, OPBA having assumed all rights and responsibilities for the event, which is intended to: r) Be a "destination cycling event" and an overnight lodging tourism attraction in the Sequim and Dungeness Valley area. z) Increase awareness of the cycle tourism opportunities in Sequim, Port Angeles, and on the Olympic Peninsula generaþ, and to promote the Olympic Discovery Trail. g) Showcase the world-renowned lavender farms of the Sequim-Dungeness Valley as the focal point of a unique cycling event. 4) Target cyclists as a key tourism demographic and provide an experience that draws cyclists to the region not only for this event but year-round. 5) Increase multi-seasonal local business income by tapping into the $4 billion annual revenue in trip-related expenses generated by the recreational bicycling industry in Washington State alone (out of a national total of some $89 billion). 6) Benefit area non-profits such as the Peninsula Trails Coalition, the Sequim Lavender Farmers Association, and others. As before, cyclists have two basic options: a 35-mile Fun Ride or the 62.5-mile Metric Century. The routes are designed in such a way that cyclists can easiþ create their own variations, riding as much or as little as they want. Each route is well-marked and fully supported with snacks and beverages at each stop. "SAc" (Support and Gear) vehicles will patrol the road-sections of each course and bicycle-mounted "outriders" fulfill that role where the route follows the Olympic Discovery Trail. OPBA is aggressiveþ pursuing bicycle ndustry sponsors this year and has invited several world-class professional cyclists to participate in the event-as a social ride that will precede an informal "King of the Mountain" competition between them the next day on Hurricane Ridge. We believe this approach will exponentially increase awareness of the Olympic Peninsula as a cycle-tourism destination, result in a significant increase in tourism-related revenue directþ relatedto the event, and greatly expand the opportunities for marketing the region as a multi- season cycle tourism destination. z. Attracting overnight destination guests The Tour de Lavender will be advertised in major regional cycling media outlets throughout the Pacific Northwest and beyond. In zot8, cyclists from tz states other than Washingto_n and three countries beyond the U.S. participated in the Tour de Lavender. For the first time this year, we are listing the Tour de Lavender on the Western States Bicycle Ride Calendar, the þrimary site cycliJts from across the nation and around the world use when planning trips to the region.
3. Measuring overnight stays As outlined in ES HB 1253, we will survey all registered riders to measure the number and length of overnight stays. In eor8, more thanTo% of our riders traveled a distance of more than So miles to-attend the event with close to 5oYo spending at least one night in paid overnight accommodations. Based on our projection of betweeîTso and t,ooo riders this year, along with a similar breakdown in the percentage of those traveling more than 5o miles and spendlng at least one night in the area, we expect to see between 35o and 7oo riders seeking paid lodging for at least one night.
4. Key Personnel Event Director: Ken Stringer Operations Director/Farm Liaison: Tom Cooneþ Marketing & Publicity: Garth Schmeck Check-in/Registration: Jeanie Robards Ride Director: Frank Finney
5. Proposed Budget INCOMB E)(PBNSES Registration $38,ooo.oo Liability Insurance $ r,zoo.oo Merchandise sales 16,ooo.oo Online registration l,OOO.OO Marketing grants 1,3OO.OO Food & beverages 2,OOO.OO Total Revenue $5or3oo.oo Start/fi nish facility rent 46z.oo Merchandise purchases L2,4OO.OO Non-profit distributions 15,OOO.OO Publicity & Marketing 4,60o.oo Miscellaneous 1,OOO.OO Total Brr¡lenses fi97,662.oo 6. Grant furrds are being requested from the following agencies . Port of PortAngeles Community Partners Program: - $z,ooo ($Soo awarded)
7. Itemization of how grant funds will be used Publicity & Marketing; $r,ooo - Printing flyers, rack cards, posters $ 6oo - Poster distribution $ 4oo - Soeial media $zrooo - Total
8. Proof of liability insurance - Purchased through Philadelphia Insurance Companies ($6oo in zorS) or another agency to be determined. Current policy (cover page attached) to be increased, renewed in April. Attendance Predictions Sequ im Tourism Enhancement Grant your Tourism Enhancement Grant Application Please comPlete and return this form with
Attendance lnformation se Predicted Use additional PaPer as necessary Attendance Method of Determination Direct Count - lndirect Count Overall Attendance: Enter the total number Representative SurveY of people predicted to attend this activity 75 ó- lnformalSurueY and the method used to determine the 10 0Ð Ydtructured Estimate attendance. Other N/A _ Direct Count tndirect Count Attendance , 50 + miles: Enter the number RePresentative SurveY greater than 50 - of people predicted to travel 5ôÒ -_ lnformal SurveY miles to attend this activity and the method '7 so y'Structured Estimate used to determine the attendance' Other N/A Direct Count - lndirect Count Attendance, Out of State, Out of Country: - RePresentative SurveY Enter the predicted number of people from ,/oð- - lnformal Survey outside the state ând country predicted to 1L\ lstructured Estimate attend this activity and the method used to Other determine the attendance' N/A _ Direct Count lndirect Count Paid for Overnight Lodging: Representative SurveY Enter the number of people predicted to lnformal SurveY attend this activity and pay for overnight 77f, rlructured Estimate lodging and select the method used to determine the attendance' N/A _ Direct Count lndirect Count Did Not PaY for Overnight RePresentative SurveY Lodging: Enter the number of PeoPle z"f - lnformalSurveY predicted to attend this activity w¡thout Trrrctur"d Estimate paying for overnight lodg¡ng, and select the method used to determine the attendance' -OtherN/A nt lndirect Count Paid Lodging Nights: Total projected - Representative SurveY ,/ numner of paid lodging nights' One Lodging 7i' - lnformalSurvey one Esti mate Night = one or more persons occupying room for one night. Other N/A Pr-NPD-1 (01-02)
ü![r PHILADELPHIA One Bolo Plozo, Suile 100 -!r INsuneNcE Corap¡Nrss Bolo Cynwyd, Pennsylvcn¡o 19004 ^ ó I 0.ól 7 jqOO Fox ól 0.él 7]944 A Member of the Tokio Marine Group PHLY.com
FLEXIPLUS FIVE NOT-FOR-PROFIT ORGANIZATION DIRECTORS & OFFICERS LIABILITY INSURANCE EMPLOYMENT PRACTICES LIABILITY INSURANCE FIDUCIARY LIABILITY INSURANCE WORKPLACE VIOLENCE INSURANCE INTERNET LIABILITY INSURANCE
Philadelphia lndemnity lnsurance Company
Policy Number: pHSD1336354
DECLARATIONS
NOTIGE: EXCEPT TO SUCH EXTENT AS MAY OTHERWISE BE PROVIDED HEREIN, THIS POL¡CY IS WRITTEN ON A CLAIMS MADE BASIS AND COVERS ONLY THOSE CLAIMS FIRST MADE DURING THE POLICY PERIOD AND REPORTED IN WRITING TO THE INSURER PURSUANT TO THE TERMS HEREIN. THE AMOUNTS INCURRED FOR DEFENSE COST SHALL BE APPLIED AGAINST THE RETENTION.
Item 1 Parent Organization and Address: Olympic Peninsula Bicycle Alliance 182 Chickadee Ln Sequim, WA 98382-8189
lnternet Address: www. NA
Item 2. Policy Period From: 04106 / 2OI8 1o: 04 / 06 /2019 (12:01 A.M. local time at the address shown in ltem 1.)
Item 3 Limits of Liability: (A) Part l, D&O Liability: $ 1,000,000 each Policy Period. (B) Part2, Employment Practices: $ each Policy Period. (C) Part 3, Fiduciary Liability: $ each Policy Period. (D) Part4, Workplace Violence: $ each Policy Period. (E) Part 5, lnternet Liability: $ each Policy Period. (F) Aggregate, All Parts: $ 1,000,000 each PolicY Period.
Page I of2 City of Sequim Rec'd by Cþ Tourism Enhancement Fund Grant Application Coversheet Date CITY OF SEQUIM (Please Tlpe Äpplication)
Project/Event Title: Clty of
Submitting 019 \ I Federal Employer ID# (if 98382 Projec/Event Director: Title: or ò ì /ei.l-- LFA Mailing Address: Pô Øax Lg-71 Ç"qvtvn. wA Qgzaz Fax: rerephone: ZlpD - 6ÐZ_n ør> E-mail Address: inÇo Øenvivø lavutàor. ort Location ofProject: lal( t) + FundingAmount Requested fiom Tourism E¡hancement Frmd: M l[4uwl ø -4t oo Use ofFunds: check
Please send one (1) original and six (6) copies ofyour application. lnclude the following i¡formation in your narative and check offthe items on this list; l. Summary of the project/event. (include location and date, ifapplicable) 2. Description of how projeclevent will athact overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions. which will ask: ' Number of attendees . Attendees who traveled 5ûr miles ' Attendees from out ofthe state or out ofthe country ' Attendees that stayed in paid ovemight lodging ' Attendees that did not pay for overnight lodging ' Number of paid lodging nights ' Method that these numbers were determined 3. List of key personnel on projeclevent committee. 4. Proposed budget showing revenue/expenses. 5. Itemized list of how these grant finds will be used in projeclevent (include distribution, publication ærd target martet informatiorl if applicable). (include disfributiorq publication and target market informatioo, if applicable) 6. Proof of liability insurance.
Notification of acceptance will be sent to the Project/Event Director at the above address. Please refer to the program outline for application requirements and projectleveût criteria.
We have read and understand the terms and requirements of this program and agree to fuUill our obligations in accordance with same should this application be selected for funding.
Signature L'L8-t1
Please email [email protected] or call6SI-3422 with any questions. Mail or deliver application materials to: Barbara Hann4 Communications and Marketing Director, City of Sequim,l52 W. Cedar Street, Sequim, WA 98382.
Revision effective 3 I 21 20 I 6 City of Sequim Tourism Enhancement Grant Fund
z0tg Grant Application
Sequim Lavender Experience Marketing (lavender driving guide & mobile interactive map ).
t. The Sequim Lavender Farmers Association, as part of a newly formed unaffiliated marketing group called the Sequim Lavender Experience, is expanding its marketing efforts to bring more tourists to the Sequim- Dungeness Valley throughout the year. The Sequim Lavender Experience is an unaffiliated marketing group that consists of a majority of the areas lavender agri-tourism farms. Membership in this group represents over 100,000lavender plants in the ground on over 60 acres of farmland. The opporfunity to be included in this group is extended to all Clallam County Lavender Farms and businesses. There is no requirementto be affiliated with the Sequim Lavender Farmers Association or any other group. This group was formed with the sole purpose of marketing and promoting the lavender industry year round in the Sequim Dungeness Valley. In 2019 the groups focus is to continue to produce the successful Sequim Lavender Driving Guide as well as to develop a e-version of the guide that can be used on mobile devices, to increase internet presence by maintaining a central website where information about all the member farms and events are located, to advertise in the Sea-Tac Airport to create video advertising on the Coho ferry, and to increase exposure via social media and print advertising.
The Sequim Lavender Experience has designed and will distribute a tri-fold driving guide of Sequim Dungeness area lavender farms and business that cater to tourists. The guide includes advertisements from local business, a detailed descriptive full color map highlighting the various farms and businesses that have chosen to be included, as well as popular driving routes and bike routes. Also included in the guide are brief highlights of specific farms and a schedule of events that occur throughout the year. At least 60,000 copies of the brochure will be placed throughout the Puget sound region and the Olympic Peninsula at business, farms, hotels, restaurants and commuter ferries [including the Coho, Bainbridge, Edmonds, and Bremerton ferries), as well as several regional chambers of commerce (Sequim, Port Angeles, Forks, etc). We are expanding our reach this year by including additional locations that were not included in our past efforts. Due to the popularity of the driving guide we have, this year, been able to attract more participating farms as well as some new highlighted businesses.
For 2019 we are also planning on making the map interactive and available on mobile devices.
2. The sole purpose of the guide is to attract visitors to the Sequim Dungeness Valley by highlighting many of the local attractions and events. Also to give a simple and concise map to help navigate the area while here. This is the Sth year the map has been produced and from 2015-2018 it has been integral in bringing tourist to the farms. Since the brochure is designed to be used for the entire year and not just highlight one single event, it would be difficult to estimate the number of individuals who attended based on the brochures distribution. However, )ardin du Soleil lavender farm fone of the highlighted farms) estimates that 10%o - t\o/o of summer traffic was driven by access to the brochure. Out of an approximate 18,000 visitors to the farm in 2018, this works out to about 1,800 visitors who came to the farm because of the brochure. If this estimate is expanded to include the 10+ farms that were highlighted, a conservative estimate would be 10,000 visitors used the brochure to find local farms and businesses. Out of these we estimate that at least 600/o were traveling from farther than 50 miles, ZÙo/awere visiting from out of state and 3'50/o were traveling from a foreign country. From conversations that farmers and business owners had with visitors who used the brochure in 2018, many indicated thattheywould not have stopped in Sequim at all if itweren't for the information and map provided. 2Ao/o of visitors we spoke with were staying in local accommodations. This number increases exponentially across all categories when we factor in Sequim Lavender Weekend in which the brochure is used the most heavily. Since this map is printed and distributed year round it has been beneficial for providing participating farms and business "off-peak season" visitors. In fact our sample farm (|ardin du SoleilJ has seen a steady increase over the past two years in visitors in early spring and late fall fthrough November] because of the driving guide.
3. The members of the Sequim Lavender Experience, administrated by the Sequim Lavender Farmers Association, produce the driving guide. The project manager is fordan Schiefen, President of the Sequim Lavender Farmers Association. The website is maintained by Peninsula Web Designs and coordinated by fanetAbbott of Washington Lavender Farm. Guide design and interactive map will be done byAndrew Hill of Pharos Creative, LLC and will be printed locally. The Sequim Lavender Experience marketinggroup consists of owners and managers of the peninsulas local agri-tourism lavender farms. Currently there are l-0 farms represented bythis marketing group. The members of both groups volunteer their time to solicit all ads and farms that are included.
4. Income - ( we are still in production and don't have the final numbers, however we expect a very similar budget to last yearJ. Farm Premium Listings and business ads : approx. $8,100
Total - $8,100
Expenses - Design $1000, printing $5,687 (60,000J, 1,Z-month ferry distribution $5530 Mobile interactive map development $1000
Total - S1^3,2t7
5. We are asking for the maximum grant amount available, to help cover our costs of printing and distribution of 60,000 brochures for the entire year, and to cover the cost of the app development.
6. There is not an insurance policy needed for the guide. Each of the farms and business listed on the guide are responsible for insuring their own businesses. Sequim Tourism Enhancement Grant Attendance Predictions Please complete and return this form with yourTourism Enhancement Grant Application Attendance lnformation Please Explain - Predicted Use additional paper Attendance Method of Determination as necessary _ Direct Count Sav,p\e {akø _ lndirect Count Overall Attendance: Enter the total number ¿¡r.F- .>n¿ la ,ooo Representative Survey of people predicted to attend this activity _ ic'ço'lr1 lnformal Survey (ør* and the method used to determine the -!í Structured Estimate (a*, D.tn^1 attendance. _ _Other 7ot0 9ea9on N/A - _ Direct Count þo7o c€ (o _ lndirect Count Attendance , 50 + miles: Enter the number ¡oao _ Representative Survey 4¿\"-\ of people predicted to travel greater than 50 Çurv'<1eà miles to attend this activity and the method w Jtnformalsurvey aCrc '{-ra^all5 _ Structured Estimate used to determine the attendance. o Other vlr {b _, N/A _ Direct Count 7o1o a'Þ Attendance, Out of State, Out of Country: _ lndirect Count olr 5!a\¿ Enter the predicted number of people from _ Representative Survey 2çoç g'57u outside the state and country predicted to I lnformalSurvey "-l' attend this activity and the method used to _ Structured Estimate o{ Cov'ltY1 determine the attendance. Other N/A _ Direct Count 2o 7u Attendance, Paid for Overnight Lodging: _ lndirect Count Enter the number of people predicted to )øo _ Representative Survey 6þ¡5'.". attend this activity and pay for overnight -f, lnformal Survey t oc e.\ lodging and select the method used to _ Structured Estimate loàf5 determine the attendance. _Other NIA -_ Direct Count Attendance, Did Not Pay for Overnight _ lndirect Count Lodging: Enter the number of people _ Representative Survey predicted to attend this activity without booo _ lnformal Survey paying for overnight lodging, and select the _ Structured Estimate method used to determine the attendance. Other N/A _ Direct Count _ lndirect Count Paid Lodging Nights: Total projected _ Representative Survey numner of paid lodging nights. One Lodging /ooO - JlnformalSurvey Night one or more persons occupying one = tfooo _ Structured Est¡mate room for one night. _Other N/A