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LODGING TAX APPLICATION-Port Orchard Bay Street Association-Events Funding-09.22.2023LODGING TAX APPLICATION (RCW 67.28.1816) Instructions For Budget Year: 2024 Available Funding Amount: $100,000 Application Deadline: September 25, 2023, by 4:00 p.m.  Applicants may consist of convention and visitors’ bureaus, destination marking organizations, nonprofits, including main street organizations, lodging associates, or chambers of commerce, and additionally the cities or towns themselves. Please read carefully and include all information. Omitting requested information could result in having your application denied. Keep your answers clear, concise, and to the point of the question. Do not include presentation materials, as these materials are more appropriate to be used as part of your oral presentation. Do not include brochures or information not related to your project or request. Submit completed signed application to the City Clerk’s office by the application deadline listed at the top of this application. Applications will not be accepted if received after the application deadline. Applicant Info 1.  Applicant Information Organization Name* Port Orchard Bay Street Association Street Address * Street Address Bay Street and Sidney Avenue Address Line 2 City Port Orchard State/Province/Region WA Postal/Zip Code 98366 Country United States Mailing Address (if different from street address) Street Address PO Box 8581 Address Line 2 City Port Orchard State/Province/Region WA Postal/Zip Code 98366 Country United States Type of Organization:* Nonprofit Government Agency Other Funding Requested for (choose one):* Marketing and Operations of Events Tourism Marketing Are you a first-time participant?* Yes No 2.  Applicant Contact Information Name* Christine Stansbery Position / Title* Board Member Phone * 360-990-0573 Email Address* cstansbery@msn.com Event / Project Details 3. Overall Event or Project Detail  Project Name* Event Operations and Marketing in Downtown Port Orchard Amount of funding requested* $36,233.00 Total Overall Event or Project Amount* $44,414.00 A. Describe your overall event or project.* Tourism is a valuable asset for the City of Port Orchard and the Port Orchard Bay Street Association (POBSA). POBSA produces events throughout the year either on its own or in partnership with other organizations. These events are designed to support downtown Port Orchard and the merchants and business owners by bringing visitors and locals to downtown Port Orchard to stay in hotels and B&Bs, stay at the marina, eat in the restaurants, and shop in the stores. Tourism paves the way for positive change and economic development. Existing businesses grow their service offerings, improve services, and discover new offerings while new businesses emerge to add to the community. POBSA’s specific events are listed in the attachment. B. Describe how your overall event or project will provide a community economic benefit.* Tourism paves the way for positive change when the local community and the local govenment work together to allocate resources that enhance the visitor experience and improve residents daily lives. The downtown events draw visitors from out of the area to the downtown corridor to eat in the restaurants, stay at the marina, hotels and B&Bs, shop in the stores, go to a play or movie, see a local attraction. A thriving local economy provides opportunities for residents to live happier, more comfortable lives. All these activities benefit the local economy, create jobs, help develop infrastructure, and plants a sense of cultural exchange between visitors and local citizens. Local businesses employ local people. Bringing tourists and other visitors to downtown helps ensure that the community economy is healthy, and encourages local citizens to participate in downtown activities, which increases the cohesiveness of the community. C. Please describe how you will measure the impact your overall event or project will have on tourism or projected increase in tourism. Please be specific and provide examples.* We collect data points from visitors, such as zip codes. We request information from the local hotels and B&Bs and the marina regarding numbers of visitors. We have a raffle basket at many events with a raffle card designed to collect zip codes and email addresses. We track usage of the website, Facebook pages and other social media to indicate the reach of our advertising. We use Sound Publishing’s digital advertising reporting capabilities to provide location as well. POBSA is planning an online survey/questionnaire in 2024 to help capture more demographic information from visitors. Please upload any additional paperwork, if needed. Attachment to City of Port Orchard Lodging Tax Application for 2024.docx 40.1KB Budget 4. Overall Event or Project Budget Summary A. Describe, and be specific, on what you would spend the requested lodging tax funds on.* The Event Operations and Marketing LTAC funds will be spent on event operations, including necessary licenses, signage for parking, portapotties, garbage pickup, music, security, traffic cones, rental equipment, boat rental, baskets, bags, giveaways, caution tape, compensation for an event coordinator, supplies, and print and marketing material such as flyers, postcards, print advertising, digital advertising, social media, website hosting and maintenance, internet advertising, signage, A-boards, etc. B. Income Other Than Lodging Tax (from sponsorships, grants, donation and admission fees) If you anticipate receiving partial funding for this activity from another source, please list the source(s) approximate amount, and status of funding. Indicate the entry or admission fee if one will be charged. Source*Amount*Confirmed or Projected?* Vendor fees for Night Markets $12,000.00 If projected, what is the anticipated receipt date? Projected. June, July, August, September Vendor Fees for Artisan and Vintage Fair $1,100.00 If projected, what is the anticipated receipt date? Projected. July Kitsap Bank Community Partnership $1,500.00 If projected, what is the anticipated receipt date? Projected, May 1, 2024 Maritime Washington $1,000.00 If projected, what is the anticipated receipt date? Projected June, July, August Visit Kitsap Peninsula $1,000.00 If projected, what is the anticipated receipt date? Projected, June, July, August Port Of Bremerton $1,000.00 If projected, what is the anticipated receipt date? Projected, June, July, August Comcast $600.00 If projected, what is the anticipated receipt date? Projected, July Registration fees Sip and Stroll $2,500.00 If projected, what is the anticipated receipt date? Projected February Grocery Outlet $300.00 If projected, what is the anticipated receipt date? Projected October TOTAL* (This is auto calculated from above) $21,000.00 C. Other Expenses of Overall Event or Project (Only complete below boxes that are applicable to your overall event or project that you are seeking funds for.) Operations (postage, fuel, permit, etc.)Proposed City (LTAC) Funds Other Committed Funds Subtotals $19,843.00 $19,843.00 Event Marketing Proposed City (LTAC) Funds Other Committed Funds Subtotals $16,390.00 $16,390.00 Tourism Marketing Proposed City (LTAC) Funds Other Committed Funds Subtotals $0.00 Other Activities (Please explain below)Proposed City (LTAC) Funds Other Committed Funds Subtotals $0.00 Other Activities Explanation: Proposed City (LTAC) Funds Subtotal Other Committed Funds Subtotal $36,233.00 $0.00 TOTAL $36,233.00 *City Lodging Tax funds would represent what percentage of your overall budget? 58 Can you operate this project with reduced funding?* Yes (If Yes, Please explain below) No Explanation: The amount asked for is the amount we believe necessary to successfully produce and market our events. Reduced funding will reduce the scope of the events and the advertising and might potentially eliminate an event entirely. We continue to seek sponsorships for our events to help defray costs. Note that the amounts listed in Other Income are all projected – we have no committed funds at this time - and if not received will limit the scope of the events. C. Other Financial Information Does your overall event or project have provisions (or plans) for becoming less dependent on Lodging Tax funding? (Meaning does the overall event or project have the ability to increase revenue by charging admission, increasing fees, etc.)* We continue to seek sponsorships and in-kind donations from our membership and others and apply for community grants that are available to us as well as partner with organizations that will help to defray the costs of the events. We have not successfully charged admission for the events. The point is to bring visitors to downtown where they will spend their money in the local businesses. We do charge a vendor fee for events with vendors, such as Night Markets and Artisan and Vintage Fair. The vendor fee has increased incrementally, year over year. The amount we collect is entirely dependent on the number of vendors who sign up, the weather, and people coming to downtown Port Orchard. The balance of our revenue comes from membership fees in the Port Orchard Bay Street Association. If not, what are your challenges of generating new revenues: We do not charge an admission fee for events that are intended to bring people to downtown Port Orchard for entertainment, shopping, dining and socializing. We tried charging a fee for a bag and coupon book for Derby Days in 2023 without success. Tourism 5. Estimated Numbers of Increased Tourism *If you received lodging tax funds last year, you must attach last year’s reporting* Applicants applying for use of LTAC funds must provide estimates of how it will result in increases in the number of people traveling for business or pleasure on a trip as required by RCW 67.28.1816 The applicant hereby certifies and confirms that it does not now nor will it during the performance of any contract resulting from this proposal unlawfully discriminate against any employee, applicant for employment, client, customer, or other person(s) by reason of race, ethnicity, color, religion, age, gender, national origin, or disability. That it will abide by all relevant local, state, and federal laws and regulations. That it has read and understands the information contained in this application for funding and is in compliance with the provisions thereof, and; that the individual signing below has the authority to certify to these provisions for the applicant organization, and declares that he/she is an authorized official of the applicant organization, is authorized to make this application, is Previous Next authorized to commit the organization in financial matters, will assure that any funds received as a result of this application are used for the purposes set forth herein, and verifies that all the information contained in this application is valid and true to the best of his/her knowledge. Projected* Overall Attendance: Attendees who traveled 50 miles or more to attend: Total: Of total, attendees who traveled from another state or country: Attendees who stayed overnight: Paid accommodations: Unpaid accommodations: Paid Lodging nights: 18,610 3,500 18,610 500 2,300 1,150 1,150 1,150 Signature* Certified by: Date* 09/22/2023 Print Name * Christine Stansbery Title* Board Member City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 1 of 3 Atachment to City of Port Orchard Lodging Tax Applica�on for 2024 For Port Orchard Bay Street Associa�on 3. Overall Event or Project Details A. Tourism is a valuable asset for the City of Port Orchard and the Port Orchard Bay Street Associa�on (POBSA). POBSA produces events throughout the year either on its own or in partnership with other organiza�ons. These events are designed to support downtown Port Orchard and the merchants and business owners by bringing visitors and locals to downtown Port Orchard to stay in hotels and B&Bs, stay at the marina, eat in the restaurants, and shop in the stores. Tourism paves the way for posi�ve change and economic development. Exis�ng businesses grow their service offerings, improve services, and discover new offerings while new businesses emerge to add to the community. POBSA’s specific events are below. Events: Art On A Cup – January/February Art On A Cup was a new event in 2023, designed to be a fun way to get energized for the new year. The event ran from January 20 through the end of February. The event was open to all ages – Youth 5-12 years, Teen 13-18 years, Adult and Professional Ar�st. The organizers were pleasantly surprised to have 63 entries – 25 Youth, 8 Teen, 24 Adult, and 7 Professional Ar�sts. There were 123 ballots for the people’s choice award, spanning Kitsap, Pierce, King and Thurston coun�es, as well as out of state. The process is simple. A Par�cipant picks up a cup, decorates it with the art of their choice, and returns it for judging. A panel of judges awards prizes and there is a people’s choice award. The winners receive a porcelain mug with their winning entry on it. Two of the winners made mugs and other merchandise with their winning entry and par�cipated in Night Markets. We hope to grow this event in 2024. Leap into Spring: Sip and Shop – February This is a new event designed to bring people downtown in February to enjoy an evening of sipping and shopping while strolling the streets of downtown Port Orchard. By purchasing an event passport, par�cipants will find wine, beer and cider available at a dozen designated stops in downtown along with tasty bites. This unique event focuses on our local downtown businesses and our quaint community. The goal of the Sip & Shop is to introduce visitors to the businesses that they might not have been into before, maybe they didn’t realize existed before or maybe they were just nervous to approach. This will be a wonderful community event and tourist draw. We hope to atract visitors downtown, create a fes�val feel while maintaining a cohesive community. Marke�ng is done in both regional and local publica�ons, on the POBSA website and through boosts on Facebook and email blasts to the POBSA emails. Flyers and save the date cards are printed and distributed to the downtown merchants. Downtown Promo�ons – March/April The Port Orchard Bay Street Associa�on encourages visitors with small downtown events during the beginning of the year, including Soup Crawl and a Chocolate Fes�val. These are smaller events where the expense is primarily prin�ng flyers and adver�sing both digitally and in print in regional and local publica�ons, the POBSA website, boosts on Facebook and email blasts. These are events designed to bring people to Port Orchard to spend the day, shop in the stores, eat and drink, and have a fun “Day on the Bay”. POBSA will trial an online system to gather par�cipants demographic informa�on, as well as gather informa�on from the digital adver�sing. City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 2 of 3 May Day Basket Contest – May Downtown businesses decorate their doorways or windows with a May Day Basket and a panel of judges award prizes. Residents and visitors are encouraged to come to Downtown Port Orchard to vote for their favorite May Day Basket. This event is designed on the May Day Basket Compe��on held in Annapolis Maryland that is in its 67th year. Expenses for this event are primarily marke�ng and the ribbons for the awards. Marke�ng is done in both regional and local publica�ons, on the POBSA website and through boosts on Facebook and email blasts to the POBSA emails. Flyers are printed and distributed to the downtown merchants. Par�cipa�on is counted using the zip code on the People’s Choice award ballots. In 2024, POBSA will trial an online system to gather par�cipant demographics as well. Ladies Night Out/Derby Days/FriendsGiving – April/May and November The Port Orchard Bay Street Associa�on hosts Derby Days at the end of April or beginning of May and on the Saturday a�er Thanksgiving (Shop Small Saturday), POBSA sponsors a Friends Night Out called "FriendsGiving" to encourage residents and visitors to come to Port Orchard. These events were originally started as Ladies Night Out in Downtown Port Orchard. Each of these events brings in more than 1000 people – women, couples, families, friends, visitors, -- some travel from more than 50 miles away, based on the sta�s�cs captured from the raffle �ckets. Tradi�onally, there are four raffle baskets spread around downtown. POBSA partners with the South Kitsap Fire and Rescue and the Fathoms O Fun Royalty Court. Downtown merchants stay open un�l 8 pm and provide specials, treats, and free items. POBSA provides bags for each par�cipant that contain ads and gi�s from par�cipa�ng merchants. Merchants provide items for the baskets. Raffles will be held to capture par�cipant informa�on. Sponsorships are requested from Kitsap Bank and have been granted in the past. Marke�ng is done in both regional and local publica�ons, on the POBSA website and through boosts on Facebook and email blasts to the POBSA emails. Flyers are printed and distributed to the downtown merchants. Story Sail This was a new event in 2023 that brought together Mari�me Washington, Visit Kitsap Peninsula, POBSA, and the Port of Bremerton. There were two Story Sails in 2023, one narrated by Josh Farley and the other by Joshua Johnson. The Carlisle II sailed with 60 people aboard for each sail and the history of Port Orchard and the area with stories was narrated. Both events were booked within days of the announcement. POBSA is planning between four and six sails in 2024 and an�cipates partnering with Mari�me Washington, Visit Kitsap Peninsula and the Port of Bremerton once again. The expense is primarily the cost of ren�ng the Carlisle II and some adver�sing/prin�ng costs. Port Orchard Night Markets – June, July, August and September On a Saturday each month from June through September, the Port Orchard Bay Street Associa�on will host Port Orchard Night Markets. The Night Markets are held in the parking lot behind the Port Orchard Market and Josephine’s Mercan�le. There are approximately 60 vendors at each Night Market, including food trucks. While there are some food/drink vendors, visitors will be encouraged to eat in the local restaurants as well. A project coordinator is hired to coordinate the vendors, placement, and overall flow for each market. Downtown businesses are encouraged to stay open later to capture some of the visitors looking for a fun night out. Expenses for these events include marke�ng, event coordinator, portapo�es, garbage, signage for parking, towing charges, and other event expenses. Marke�ng is done in both regional and local publica�ons, on the POBSA website and through boosts on Facebook and email blasts to the POBSA emails. Flyers and save the date cards are printed and distributed to the downtown merchants. An online sign-in will be trialed in 2024 to atempt to capture par�cipant demographics. City of Port Orchard, 216 Prospect Street, Port Orchard, WA 98366 (360) 876-4407 Page 3 of 3 Ar�san & Vintage Fair – July The Ar�san & Vintage Fair will be held over two days in July 2024. In the past it was held in conjunc�on with the Chris Cra� Rendezvous. The Chris Cra� Rendezvous has been held at the Port Orchard Marina for more than 30 years however we understand it is planned in Poulsbo in 2024. The Ar�san & Vintage Fair is designed to support both the merchants in downtown Port Orchard and the Port of Bremerton. The Port Orchard Bay Street Associa�on has partnered with the Port of Bremerton for this event. The South Kitsap Ar�sts Associa�on and the Sidney Art Gallery provide ar�st demonstra�ons. The first event was held in 2017. Adver�sing is regional and local, through print and internet media and includes social media boosts, event calendars, email, etc. Flyers and save the date cards are printed and distributed to downtown merchants, prior atendees, Port of Bremerton. Raffles are held to capture par�cipant informa�on as well as a scavenger hunt. Vendors are charged a fee to par�cipate and include local an�que and collec�ble dealers, food vendors, and local ar�sts and art associa�ons. Boo Bash on Bay Street/Scarecrow Contest - October Boo Bash on Bay Street is the Saturday before Halloween from 3pm to 5pm. Families and friends are encouraged to Trick or Treat on Bay Street, and there will be pumpkin pain�ng and a costume contest. The costume contest will take place during the event and judges will award prizes on the street. Awards will be given for a variety of categories/ages. Businesses downtown will be encouraged to also have their own events. POBSA provides a beginning supply of candy to the Downtown merchants, who also provide treats and have events of their own. Flyers and save the date cards are printed and distributed to downtown merchants and the Port of Bremerton. Adver�sing is regional and local, through print and internet media and includes social media boosts, event calendars, email blasts, etc.. The Scarecrow contest begins in mid-October and runs through November 6. Par�cipants in a variety of categories can enter a Scarecrow either in a business in downtown or at the Port Orchard Market. A panel of judges will award prizes on October 28 and People’s Choice vo�ng will con�nue un�l November 6, allowing visitors to vote for their favorite Scarecrow. Holiday on the Bay - Downtown Port Orchard - Chimes & Lights – November 01 through December 24, 2024 The City of Port Orchard sponsors the annual Chimes & Lights Fes�val in downtown Port Orchard on the first weekend in December. In 2018, the City added the holiday tree contest, which was very well received and POBSA provided a People’s Choice award. In 2019, POBSA combined all of the downtown holiday ac�vi�es for the merchants, including Shop Small Saturday, Chimes and Lights, tree decora�ng, gingerbread contest, holiday lights, holiday wrapping, visits with Santa and more into Holiday on the Bay. POBSA merchants stay open later for many of the events. Adver�sing is in regional and local publica�ons, on the POBSA website and through Facebook boosts, email blasts, etc. Flyers are printed and distributed to downtown merchants that adver�se all holiday happenings in one place. Adver�sing is regional and local, through print and internet media and includes social media boosts, event calendars, etc..