APPLICATION FOR CENTRALIA LODGING TAX FUNDS 2015

General Guidelines

The City of Centralia Lodging Tax Advisory Committee is accepting proposals for tourism related services to be provided during the calendar year 2015 and paid for from Centralia’s lodging tax fund. Following the proposal deadline, the Committee will make its recommendations to the Centralia City Council who will make all decisions for the use of 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

by 5:00 PM on Friday,September 12, 2014

(118 W. Maple St., P. O. Box 609, Centralia, WA 98531)

  • Proposals are to be for tourism promotion for the marketing and operation of special events and festivals conducted during the calendar year 2015. These funds could also be used to fund the operations of tourism-related facilities.
  • City of Centralia considers lodging tax funded proposalsonlyfrom government agencies or non-profit 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. Please be sure your organization name is on the top of all pages of your submittal.
  • Documents submitted to the City of Centralia are public records and 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.
  • To be considered, one fully completed and signed original application PLUS SIX (6) complete copieswith supporting documents must be received by the Centralia City Clerk at Centralia City Hall, 118 W. Maple Street by 5:00 p.m. onFriday, September 12, 2014.

NOTE: Incomplete or late proposals will not be considered.


Application for City of Centralia Lodging Tax Funds

Section 1: Organization Information

Organization/Agency______Federal Tax ID#______

Contact Name______Title ______

Mailing Address ______

Work Phone______Cell Phone______Email Address______

___ Tourism Promotion Activity

___ Tourism-Related Facility

___ Events/Festival: ______

Name of EventLocationDate

__ Non-profit Agency (Attach copy of current non-profit corporate registration with WA Secretary of State

__ Public Agency

AMOUNT REQUESTED $______

I hereby state on behalf of ______that

Organization/Agency name

Tourism Promotion Activities or Tourism-Related Facilities:

 This is an application for a contract with the City of Centralia and, if awarded, my organization or agency intends to enter into a Municipal Services Contract with the City of Centralia.

Events/Festivals:

 The organization/agency has, or can obtain, general liability insurance in an amount commensurate with the exposure of the event/festival.

I understand the City of Centralia will only reimburse those costs actually incurred by my organization/agency and only after the service is rendered (and paid for if provided by a third party), and a signed Request for Reimbursement form has been submitted to the City, including copies of invoices and payment documentation and required project report.

______

SignaturePrinted NameDate

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/sand/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 advertisingin order to avoid duplication of expenses?

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:

  1. The estimated number of participants in any of the above categories that will attend from out-of-state (includes other countries):
  2. 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 informationAFTER your event/activity.

Section 4: Funding Questions

1. Amount of 2015funding 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 2015budget does this request represent?_____%

4. Whatfinancial 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?

6. Attach copies of theorganization’s:

  • Total proposed budget for fiscal year 2015
  • Income and expense statement year to date 2014
  • Actual income and expense statement for 2013

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 or event(s) proposed. Add extra lines if necessary.

INCOME

AMOUNT / SOURCE / CONFIRMED
(Yes or No)
Total

EXPENSES

ACTIVITY / CENTRALIA HOTEL/
MOTEL TAX FUNDS / OTHER FUNDS
(should match above) / TOTAL
Personnel
Salaries and Benefits
Administration
Includes copies, rent, janitor, utilities, phone, taxes, office supplies, etc.
Marketing/Promotion
Travel (specify)
Consultants
Capital Projects
Other Expenses
TOTAL Expenses

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 willprovide 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.

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