Hotel/Motel Lodging Tax Funding Request Application For Budget Year 2014

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1 Hotel/Motel Lodging Tax Funding Request Application For Budget Year 2014 Name of Organization: The City of Centralia Lodging Tax Advisory Committee is accepting proposals for tourism related services to be provided during the calendar year 2014 and paid for from Centralia s lodging tax fund. The City of Centralia only considers lodging tax funded proposals from non-profit organizations and government entities. Following the proposal deadline, the Committee will make its recommendations to the Centralia City Council who will make all decisions for the use of the lodging tax fund. Please read carefully and include all requested information, if applicable. Feel free to use extra pages for additional information. If handwritten, it must be legible. Applications must be received at the Centralia City Clerk s Office 118 W. Maple St., Centralia, WA by 5:00 p.m. on Friday, September 20, 2013 DOCUMENTS TO BE SUBMITTED Completed Original Application and six (6) copies to include: Organization Information (Section 1) Proposal Information (Section 2) Reporting Requirements (Section 3) Funding Questions (Section 4) Budget (Section 5) Board of Directors as of the Application Date (Section 5) Additional Information (Section 7) Certification (Section 8) Incomplete or Late Applications Will Not Be Considered If you have questions regarding the application process, please contact Pamela Nelson at

2 2014 Service Proposal General Guidelines Proposals are to be for tourism promotion for the marketing and operation of special events and festivals conducted during the calendar year These funds could also be used to fund the operations of tourism-related facilities. City of Centralia only considers lodging tax funded proposals from government agencies or nonprofit organizations. Lodging Tax Advisory Committee will consider, but discourages, proposals of less than $2,500. Proposals must comply with Federal, State of Washington, and City of Centralia laws and requirements. NOTE: The City of Centralia may not use public funds in any way that can be construed as a gift to an individual or organization. Proposals must completely address the questions and all requested supplemental information must be provided. Incomplete proposals will not be considered by the Lodging Tax Advisory Committee. Add a header to this document with the name of the applicant organization. To be considered, a fully completed and signed original application PLUS SIX (6) complete copies with supporting documents must be received by the Centralia City Clerk at Centralia City Hall, 118 W. Maple Street by 5:00 p.m. on Friday, September 20, NOTE: Incomplete or late proposals will not be considered. Documents submitted to the City of Centralia are public records, potentially eligible for release to the public. City staff will verify incorporation status of the non-profit agencies that submit service proposals by checking the Washington Secretary of State s on-line corporation records. I understand that I am proposing a service for contract with the City of Centralia during calendar year 2014, and that, if awarded, my organization intends to enter into a Service Contract with the City of Centralia. I understand that the City will reimburse only those costs actually incurred by my organization in providing the contracted services up to the maximum contract amount and only after the service is rendered (and paid for, if provided by a third party vendor) and I (or another designated representative of my organization) have sent an invoice, expense and payment documentation, and a project report to the City of Centralia no later than December 15 th, I understand that a submitted proposal is a public record potentially eligible for public release. Signed: Date: 2

3 Section 1: Organization Information Name: Address: Phone #: Fax#: Web Address: Type of Organization (check one): Non-Profit Organization Government Agency Organization Contact Person: Name: Position/Title: Address: Phone #: Cell#: Fax#: address: Chairperson for this event (if applicable): Phone #: address: 3

4 Section 2: Proposal Information (use as much room as needed) 1. Does the organization have a long-term business plan? Yes No (if yes, please attach a copy of your business plan) 2. What are the organization s mission, goals and objectives? 3. Describe the event/s and/or promotion/s for which you are seeking funding, and why you think tourists will travel to Centralia to attend. 4. Describe how you intend to market/promote the activity/project outside of Centralia/Lewis County. The primary target audience of the promotion or event/activity must be tourists who live outside of the Centralia area. 5. Describe how the organization will document and report to the City of Centralia the economic impact generated as a result of the activity and/or project. 6. What tourism outcome should the City expect if your proposal is only partially funded? Please be specific. 7. What is your anticipated timeline for accomplishing this project? 8. How will you collaborate with other entities in Centralia to increase tourism and tourism advertising in order to avoid duplication of expenses? 4

5 Section 3: Reporting Requirements The following estimated information is now REQUIRED for entities seeking to use lodging tax revenue and for this application to be considered. 1. Total amount anticipated to be spent: $ 2. Amount requested in lodging tax funds: $ 3. The estimated number of participants who will attend in each of the following categories: a) Staying overnight in paid accommodations away from their place of residence or business: b) Staying overnight in unpaid accommodations (e.g., with friends and family) and traveling fifty miles or more one way from their place of residence or business: c) Staying for the day only and traveling more than fifty miles or more one way from their place of residence or business: d) Attending but not included in one of the three categories above: 4. The estimated number of participants in any of the above categories that will attend from out-ofstate (includes other countries): 5. A description of methods applicants will use to determine attendance and distinguish among the visitor categories: Entities receiving lodging tax revenue from this City are required to answer these questions again with actual information after your event/activity. Section 4: Funding Questions 1. Amount of 2014 funding requested: $ 2. Can this activity/ project be conducted with less funding? Yes No If yes, please describe how: 3. What percentage of the organization s total 2014 budget does this request represent? % 4. What financial accountability and reporting standards are in place at the organization? 5. In your opinion, how will the requested funds directly benefit the promotion of Centralia and its local tourist-oriented businesses and lodging facilities? 5

6 6. Attach copies of the organization s: Total proposed budget for fiscal year 2014 Income and expense statement year to date 2013 Actual income and expense statement for 2012 Section 5: Budget Please list approximate amount and status of funding for all sources from which you anticipate receiving funding, or are requesting funding, for the activity(ies) or event(s) proposed. Add extra lines if necessary. INCOME AMOUNT SOURCE CONFIRMED (Yes or No) Total EXPENSES ACTIVITY Personnel Salaries and Benefits Administration Includes copies, rent, janitor, utilities, phone, taxes, office supplies, etc. CENTRALIA HOTEL/ MOTEL TAX FUNDS OTHER FUNDS (should match above) TOTAL Marketing/Promotion Travel (specify) Consultants Capital Projects Other Expenses TOTAL Expenses 6

7 Section 6: Board of Directors List the names and addresses of the organization s Board of Directors as of the date of this proposal. Section 7: Additional Information Please provide any additional information/items that will assist the Committee in evaluating this request and its benefit to Centralia including brochures, ads, maps, website, etc. Section 8: Certification The applicant hereby certifies and affirms that, during the performance of any event/activity/project arising from this application, he/she will provide equal opportunity and access regardless of race, religion, creed, color, national origin, age, sex, sexual orientation, disabled veteran status, veteran status, physical, mental or sensory disability and further certifies and affirms that he/she will abide by all applicable local, State of Washington and federal laws and regulations. The applicant is also aware of the reporting requirements to the City (See Section 3) after the event/activity/project has occurred. Signature: Print or Type Name: Title: Date: The City of Centralia reserves the right to appropriate some or all of the Hotel/Motel Lodging Tax or reserve it for City projects that fall within the allowable uses of the fund. 7

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