2021 Tourism Funding Information

Washington State Reporting Requirements:

In 2013, the Washington Legislature added a provision to the Lodging Tax Statute (RCW 67.28.1816(2)(a)) which requires: Applicants applying for use of revenues in this chapter must provide estimates of how any moneys received will result in increases in the number of people traveling for business or pleasure on a trip.

At the end of the award period, the legislation requires organizations to report on their success in attracting those visitors. All funds are awarded on a reimbursement basis and will not be awarded until the Tourism Funding Expenditure Report Worksheet and the Tourism Funding Reimbursement Form are submitted.

In addition to State requirements, the TDC has identified the following criteria that will be used in evaluating and ranking the applicants.

Tourist Attraction and Marketing - 50 points

The extent the event/program demonstrates the ability to attract visitors from 50 miles or more away and generate overnight stays.

Project Scope - 20 points

The extent the event/program improves the City's overall image by providing a positive visitor experience and/or promoting the area's existing attractions including the Kirkland waterfront, Totem Lake, the Cross Kirkland Corridor and other compelling areas of Kirkland.

Economic Impact – 10 points

The extent the event/program will generate a positive economic impact by increasing visitor expenditures in Kirkland.

Project Success and Sustainability - 10 points

The extent the applicant has a track record of implementing a successful event/program including contract and permit compliance. The ability of the event to secure additional funding sources beyond City of Kirkland tourism funding.

Community and Business Collaboration - 10 points

The extent the applicant collaborates and partners with other Kirkland events and organizations, businesses & hotels in leveraging resources and marketing efforts. Such as Co-op advertising and cross promotional opportunities.

New Events – 15 points

New event/programs that have been in existence for less than three years qualify for up to 15 bonus points.

Shoulder Season Impact - 10 points

Events that take place in the shoulder season (October-April) qualify for up to 10 bonus points.

Totem Lake Events – 10 points

Events that take place within the boundaries of the Totem Lake Urban Center, qualify for up to 10 bonus points.

For more information about the Totem Lake Urban Center, visit: https://www.kirklandwa.gov/Residents/Totem_Lake.htm

Welcome Back / Re-opening Themed Events – 10 points

Events that strongly promote and embrace COVID-19 recovery/welcome back as the overarching theme qualify for up to 10 bonus points.

Safe, Inclusive, and Welcoming Events – 10 points

Events that have a stated purpose that reinforces the City’s commitment to being a safe, inclusive, and welcoming place for all people, with particular focus on increasing awareness of and/or celebrating cultural, ethnic, and/or racial diversity, qualify for up to 10 bonus points.

Awarded funds may not be used to reimburse anything other than marketing and operations of special events and festivals designed to attract tourists. Non-reimbursable expenses include but are not limited to: alcohol, pre-paid Visa cards, staff gifts, parking tickets, traffic citations, rental cars, and off-duty police contracts.

All applicants must contact the Special Event Permitting Office prior to submitting this application to understand the requirements necessary for the production of their event. Please contact Sudie Elkayssi, Special Event Special Projects Coordinator at selkayssi@kirklandwa.gov or call (425) 587-3347 to determine permit needs and requirements. If an event is awarded tourism funding but is unable to receive special event permitting approval, awarded tourism funding will be subject to reallocation by the Tourism Development Committee for the current or a future funding cycle.

Organizations holding events in Kirkland are required to obtain a City of Kirkland business license. Business license information can be found on the City website under Business Licenses or by calling (425) 587-3140. Proof of a City of Kirkland business license is due 30 days prior to your event.

For questions or additional information, please contact our Tourism Development staff at: tourism@kirklandwa.gov.

Applications are due August 7, 2020.

The schedule for accepting, reviewing and awarding funding is as follows:

June 2020:	2021 Tourism Event Funding Grant Application Opens
August 7, 2020:	Tourism Funding Applications are due by 5 p.m.
August 21, 2020* 9:00 a.m. to 1 p.m.:	TDC hears short presentations from applicants – Council Chambers (may be changed to an online meeting if in-person meetings continue to be restricted)
September 3, 2020 9 to 11 a.m.:	TDC ranking and final funding recommendations - Norkirk Room.
December 2020:	City Council adopts budget and approves funding.
January 2021:	Municipal Service Agreements emailed to approved projects and agencies for signatures.
February 2021:	Municipal Service Agreement due back to City of Kirkland.
February – December 18, 2021:	Submit Tourism Funding Reimbursement Form (with copies of receipts and invoices) and Tourism Funding Expenditure Worksheet for reimbursement (after completion of the event).

 *All TDC meetings are open to the public and located at City Hall (123 5th Avenue, Kirkland)

 

www.kirklandwa.gov/specialevents

For additional information or questions, please contact Sudie Elkayssi at 425-587-3347 or selkayssi@kirklandwa.gov

www.kirklandwa.gov/businesslicenses

State regulations pertaining to expenditure of tourism funds

http://apps.leg.wa.gov/rcw/default.aspx?cite=67.28.080

http://www.kirklandwa.gov/Assets/IT/GIS/Kirkland+Neighborhood+Area+Map.pdf

Online Park Rentals and Services

https://secure.rec1.com/WA/city-of-kirkland/catalog

 

City of Kirkland Parks, Facilities and Trails Guide

https://www.kirklandwa.gov/Assets/CMO/CMO+PDFs/Kirkland+Parks$!2c+Facilities+and+Trails+Guide.pdf

Total Costs should match Funding Request Amount above.

NOTE: Organizations will be required to obtain all necessary special event permits. Please contact the Special Event Special Projects Coordinator, Sudie Elkayssi, selkayssi@kirklandwa.gov, or 425-587-3347 to determine permit needs and requirements.

NOTE: Organizations will be required to obtain a business license. Business license information can be found on the City’s website under Business. Proof of a City of Kirkland business license is due 30 days prior to your event.

Visit the City of Kirkland website to view the tourism workshop video:

https://www.youtube.com/watch?v=Hx06lsqst9s&feature=youtu.be.

RCW 67.28 provides authority for cities and counties to use lodging tax for tourism promotion to attract visitors and encourage tourism expansion. State law also details certain reporting requirements for jurisdictions that levy a lodging tax. Each agency awarded Kirkland lodging tax funds will be required to submit a Tourism Funding Expenditure report, due to the City by December 18, 2021.

For the items below please estimate the attendance and provide the methodology you will use in measuring the actual attendance for each category.

a. Direct Count: Actual count of visitors using methods such as paid admissions or registrations, clicker counts at entry points, vehicle counts or number of chairs filled. A direct count may also include information collected directly from businesses, such as hotels, restaurants or tour guides, likely to be affected by an event.

b. Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates, brochures handed out, police requirements for crowd control or visual estimates.

c. Representative Survey: Information collected directly from individual visitors/ participants. A representative survey is a highly structured data collection tool, based on a defined random sample of participants, and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level.

d. Informal Survey: Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey.

e. Structured Estimate: Estimate produced by computing known information related to the event or location. For example, one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons (3 square feet)

f. Other : (please describe with each question below)

Expenditure Report Worksheet will be required for reimbursement. The City must report this information to the Washington State Joint Legislative Audit & Review Committee.

1. Tourism Marketing and Attraction (50 points):

4. Project Success and Sustainability (10 points):

6. Bonus Points: If you are applying for bonus points, please describe how your event qualifies in the spaces below (further detail about each bonus points category is available in the “criteria” section of this application):

All live events and large social gatherings held in the City of Kirkland are required to comply with federal, State and County health regulations and protocols focused on reducing the spread of COVID-19. This is an ever-changing landscape and it is critical that all events comply with the most current set of federal, State and County health regulations.

Recommendations and corresponding requirements established by Public Health – Seattle & King County must be thoroughly audited prior to your event to ensure compliance with the current COVID-19 related guidelines and safety protocols. Any formal health and safety plans required by Public Health – Seattle & King County must be submitted to the City 30 days prior to the event. Submit plans to: tourism@kirklandwa.gov.    

Prominent display of the Explore Kirkland logo (and link to www.explorekirkland.com where applicable) is required of all recipients for use in all publicity materials including, but not limited to, electronic promotion (website, social media), brochures, press releases, programs, posters, public service announcements, flyers, newsletters, and advertisements. The Explore Kirkland logo will be provided at the same time as the Municipal Services Agreement. In addition, we request five to eight photographs of your event to use in Explore Kirkland tourism promotion. Please send photos to tourism@kirklandwa.gov by February 28, 2021. Please track press coverage and send copies of any articles covering the event/promotion to tourism@kirklandwa.gov.

Event Photos:

In order to assist with tourism event promotion we ask festival and event coordinators to submit five to eight high resolution (300 dpi) photos. If your event is new and you don’t have photos, please provide any promotional graphics and/or event logos you’d like used for promotion. We may include these photos/images/logos in tourism promotion collateral, web and social media promotions, and publicity outreach. Please submit these photos/images/logos no later than February 28, 2021.

I attest the information in this application is accurate, that I am an Agent authorized to represent the Organization and I understand the funds requested, if awarded, will go to the Organization. I have contacted the City of Kirkland Special Event Permitting Office and can meet all the requirements for putting on an event in Kirkland. I understand the insurance, business license and state reporting requirements. If my event is funded I agree to use the Explore Kirkland logo in all promotional material.

I acknowledge that changes in project scope must be requested in writing and an in-person presentation to the Tourism Development Committee may be required for continued funding consideration.

Additionally, I understand the Washington State limitations placed on use of Lodging Tax, and certify that the requested funds will be used only for purposes described in this application or as approved by the City. I understand use of funds is subject to audit by the State of Washington.

I acknowledge that all of the contents of this application are subject to disclosure under the Washington State Public Records Act, RCW 42.56, and that the application will be discussed in meetings of the Tourism Development Committee that are open to the public under RCW 42.30.