POULSBO TOURISM GRANT PROGRESS REPORT & CLAIM REIMBURSEMENT

POULSBO TOURISM GRANT PROGRESS REPORT & CLAIM REIMBURSEMENT

The Lodging Tax Advisory Committee expects awardee reports to contain the following data and analysis depending on what your applicable project is. Both the progress and financial report is a mandatory progress report for the organization's activities and is due on a quarterly basis in compliance with the Tourism Promotion Agreement.
Poulsbo Tourism Grant grant recipients are required to report activity on a quarterly basis to remain in compliance with the Tourism Promotion Agreement. The Lodging Tax Advisory Committee uses this data to better understand tourism within the city, draw conclusions about the impact of previously funded projects, and make future funding recommendations. Learn more about the process: https://cityofpoulsbo.com/lodging-tax-grant-program/

Below is the 2025 Poulsbo Tourism Grant Awardee Process.

To receive a reimbursement each organization must submit:
1. This progress report - which includes the state required questions issued by WA JLARC.
2. Claim form(s) accompanied by eligible receipts that support the reimbursement being requested to the City of Poulsbo Finance Department (Question 9)
Reimbursement requests will be considered incomplete until all documents are received.

Due dates for the 2025 award cycle are as follows:
- Expenses incurred from January 1, 2025, through March 31, 2025 will be due no later than April 16, 2025.
- Expenses incurred from April 1, 2025, through June 30, 2025, will be due no later than July 16, 2025.
- Expenses incurred from July 1, 2025, through September 30, 2025 will be due no later than October 15, 2025.
- Expenses incurred from October 1, 2025, through December 31, 2025, will be due no later than January 13, 2026.
Submissions received after the due date are at risk of not being reimbursed. Reimbursement for event-based expenses will be issued after the event has occurred.

Questions about this report can be sent to Lin Hino, lhino@cityofpoulsbo.com or Pat Hightower, phightower@cityofpoulsbo.com.

Questions about the claim form can be sent to Larissa Campbell, lcampbell@cityofpoulsbo.com.

How this form works:
- If a question has a red asterisk, this field is required to be answered. If you do not have an answer please state the status of when you will recieve the answer.
- At the bottom of this page you will need to click REVIEW ANSWERS before you are prompted to SUBMIT all your answers. Once you have completed your review on that page, hit the SUBMIT button where our City staff will then be notified. We recommend you print your completed document just in case.
- If you select SAVE, your answers are not submitted. A drafted link will be provided
1. Organization:*
Organization name
2. Form Completed By:*
Report filer's name
3. Contact Email:*
Report filer's email
4. The data below covers the following time period:*
Event/FestivalFacilityMarketingOther
City FinanceCity Special EventsLodging Tax Committee MemberCollaborated with another Lodging Tax Awardee OrganizationReceived Tourism resourcesUtilized City of Poulsbo Community CalendarNoOther
- 7. 2025 amount awarded:*
  Amount
- 8. Total amount spent this quarter:*
  Amount
- 9. Please outline how this quarterly reimbursement supported the activities per project outlined in your application that was approved funding 2025? *
- 10. Attach Claim form (customized spreadsheet for your organization) accompanied by eligible receipts that support the reimbursement being requested to the City of Poulsbo Finance Department:
  
  Cancelof
- 1. Event name, date, and short description:*
  Ex//Viking Fest, May 16-19, 2025, includes carnival, parade, and festival for our community.
- 2. List marketing channels and measurable impact:*
  Ex//Radio, digital, print, distributed across Kitsap/King/Snohomish counties.
- 3. Website used for event:*
- The following questions will be asking you to provide a specific number and which count method you used to get to that number:
  - Direct Count = Actual count
    
    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.
  - Indirect Count = Estimated 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.
  - Representative Survey = Information collected directly from individual visitors.
    
    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.
  - 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.
  - Structured Estimate= Estimate produced by computing known information related to the 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)
  - N/A = Not Applicable. explain why you answered in the additional details box.
- 4. Overall Attendance:*
  Enter the total number of people predicted to attend the event/festival. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/OverallAttendance.pdf
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 4b. Please explain how you obtained Overall Attendance:
- 5. Attendance 50+ Miles:*
  Enter the total number of people who traveled more than 50 miles to attend the event/festival. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/Attendance50miles.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 5b. Please Explain how you obtained Attendance 50+ Miles:
- 6. Attendance, Out of State, Out of Country:*
  Enter the number of people predicted to travel from out of the state or country to attend the event/activity. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/AttendanceOutOfState.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 6b. Please Explain how you obtained Attendance, Out of State, Out of Country:
- 7. Attendance, Paid for Overnight Lodging:
  Enter the total number of people who paid for overnight lodging while attending the event/festival. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/AttendancePaidOvernightLodging.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 7b. Please Explain how you obtained Attendance, Paid for Overnight Lodging:
- Provide any attachments that help support your explanations and/or numbers:
  
  Cancelof
- 1. Facility name, hours, location, website, and short description:*
  Ex//Parks and Recreation
- 2. List marketing channels and measurable impact:*
  Ex//Radio, digital, print, etc.
- The following questions will be asking you to provide a specific number and which count method you usd to get to that number:
  - Direct Count = Actual count.
    
    Number of visitors using methods such as 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.
  - Indirect Count = Estimated Count.
    
    Number based on information related to the number of visitors such as brochures handed out or visual estimates.
  - Representative Survey = Information collected directly from individual visitors.
    
    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.
  - 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.
  - Structured Estimate= Estimate produced by computing known information related to the 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).
  - N/A = Not Applicable. explain why you answered in the additional details box.
- 3. Overall Attendance:*
  Enter the total number of people predicted to attend the facility. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/OverallAttendance.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 3b. Please explain how you obtained Overall Attendance:
- 4. Attendance 50+ Miles:*
  Enter the total number of people who traveled more than 50 miles to attend the facility. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/Attendance50miles.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 4b. Please explain how you obtained Attendance 50+ Miles:
- 5. Attendance, Out of State, Out of Country*
  Enter the number of people predicted to travel from out of the state or country to attend the facility. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/AttendanceOutOfState.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 5b. Please explain how you obtained Attendance, Out of State, Out of Country:
- 6. Attendance, Paid for Overnight Lodging: *
  Enter the total number of people who paid for overnight lodging while attending the facility. Resource: https://leg.wa.gov/jlarc/Documents/LodgingTax/definitions/AttendancePaidOvernightLodging.pdf.
- Direct CountIndirect CountInformal SurveyRepresentative SurveyStructured EstimateN/A
- 6b. Please explain how you obtained Attendance, Paid for Overnight Lodging:
- Provide any attachments that help support your numbers :
  
  Cancelof
- 1. Website URL(s) and online presence:*
  Ex//FB, IG. linktr.ee, etc.
- 2. Number of Website page views:*
- 3. Number of Website views outside of 50+ miles:*
- 4. Number of Website views out of state, out of country:*
- 5. Website audience overview, the more demographic details the better (including gender, age, ethnicity) attach documents:*
  
  Cancelof
- 6. List marketing channels and measurable impact:*
  Ex//Radio, digital, print, etc.
- Attach copies of final marketing imagery used:
  
  Cancelof
- 1. Website URL(s) and online presence:*
  Ex//FB, IG. linktr.ee, etc.
- 2. Number of Website page views:*
- 3. Number of Website views outside of 50+ miles:*
- 4. Number of Website views out of state, out of country:*
- 5. Website audience overview, the more demographic details the better (including gender, age, ethnicity) attach documents:*
  
  Cancelof
- 6. List marketing channels and measurable impact:*
  Ex//Radio, digital, print, etc.
- Attach copies of final marketing imagery used:
  
  Cancelof
- I attest and affirm I am an authorized agent of the organization/agency and the information I have provided in this report is true, complete, and accurate. Type in Yes and the today's date of completion.
  Ex//"Yes 1/10/2025"
- You will need to click REVIEW ANSWERS before you can submit all your answers.
  
  If you select SAVE, your answers are not submitted. A drafted link will be provided.
- Should be Empty: