THE CITY OF BELLINGHAM TOURISM PROMOTION GRANT 2019 REQUEST FOR PROPOSALS

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1 THE CITY OF BELLINGHAM TOURISM PROMOTION GRANT 2019 REQUEST FOR PROPOSALS "It's All Happening Here" by Philip Humphries APPLICATION DEADLINE: SEPTEMBER 7, 2018 AT 5:00PM To be considered, applications must be complete and adhere to the specified format. The original signed application (with all required attachments) must be delivered to: Planning and Community Development Department ATTN: Tourism Promotion Grants 210 Lottie Street Bellingham, WA Applications will not be accepted after 5:00pm on Friday, September 7, 2018 Questions? Contact Shannon Taysi, Planning and Community Development at (360) or 1

2 CITY OF BELLINGHAM TOURISM PROMOTION FUND 2019 ALLOCATION PROCESS INTRODUCTION The purpose of the City of Bellingham s Tourism Promotion Fund Allocation Process is to promote eligible tourism activities within the City of Bellingham. Eligibility is defined broadly to encourage wide participation and innovative proposals. The source of the funds is the City's share of sales taxes collected on overnight stays within the City of Bellingham (lodging tax). Recommendations on use of the funds are developed by the Lodging Tax Advisory Committee (LTAC), a sub-committee of the Tourism Commission. The desired outcome of activities funded with lodging tax revenue is to increase economic activity in the City of Bellingham resulting from tourists. THE GENERAL APPLICATION PERIOD OPENS THURSDAY JUNE14, 2018 AND CLOSES FRIDAY, SEPTEMBER 7, 2018 Interested applicants are encouraged to attend an optional open house in the Mayor's Board Room located in City Hall from 3:30pm to 4:30pm on Wednesday July 11, Tourism Commission staff will be available during this time to answer any questions regarding the Tourism Promotional Grant. For information on past grant recipients, funding allocations, and the Bellingham Tourism Commission's Strategic Plan, Bellingham Whatcom County Tourism Marketing Plan, visit Grant funding generally ranges from $2, to $25,

3 ELIGIBILITY As revised by the Washington State Legislature and effective June 30, 2013, RCW defines a tourist as people travelling: For business or pleasure staying overnight in paid accommodations, To a place 50 miles or more one way from their place of residence or business or From another country or state outside of their place of residence or their business. For purposes of this grant program, funding is limited to promotional activities which draw tourists, as defined above, to Bellingham. Important Clarification on Eligible Expenses: An eligible publication may distribute within the 50 mile boundary provided they also distribute outside of this boundary. For example Adventures Northwest Magazine distributes within the boundary but also distributes east of the mountains, in King County, Portland and into Canada. The City will require distribution list from the publication and will pro-rate reimbursement based upon amount distributed outside of the 50 miles. Applications are encouraged to contact staff for a determination of eligibility. All events must be open to the public. Operational expenses are not eligible. Narrative responses to Sections 1-3 shall not exceed 4 pages (1 margins, 12 pt. font, single spaced). Only submit attachments as requested. Attachments are not included in page limit. Section 4, optional shall not exceed 1 page. The City of Bellingham does not discriminate on the basis of race, national origin, or citizenship; religion or creed; physical or mental disability; sex/gender, sexual 3

4 orientation, gender identity, marital or familial status; age; military status, political or union affiliation; or involvement in prior complaints of discrimination or harassment. Staff will not forward applications to LTAC which do not meet this minimum criteria. SELECTION PROCESS AND CONTRACTUAL REQUIREMENTS 1. LTAC will review all applications on October 23, LTAC will post recommendations within 48 hours of this meeting at 2. LTAC will forward funding recommendations to the Bellingham City Council for final decision and budget authorization. Upon Council approval, execution of a formal contract is required before fund recipients are authorized to incur reimbursable costs. a. The contract defines the project goals and eligible costs, specifies payment procedures and limits of City liability, and outlines other customary requirements. Recipients are required to process, sign and return contracts within 30 days of receipt. Failure to return the contracts in a timely fashion may result in withdrawal of funding. b. Promotional materials regarding your proposed activity should include the name and logo of the City, or the City s name and Bellingham Whatcom County Tourism branding logo. It is not expected that this credit is displayed in all materials, but at a minimum it should be placed in such documents as programs and annual reports. The contract will require copies of all printed marketing material, supported by the grant, be submitted with the invoice. 3. After final processing by the City, applicants will be mailed a fully executed copy of the contract along with a written notice to proceed with the work. Contracted work must be completed by December 31, City support for funded projects is reimbursement-based No funds will be provided in advance in support of a project. For events, or projects occurring in early 2019, 2018 marketing expenses may be eligible for reimbursed provided they are indicated in the budget. The City will make payment to recipient no later than 30 days after reimbursement request is received and approved by the City. 4

5 LTAC RATING CRITERIA Grants generally do not exceed $25, pts Project Description and Budget Request 40 pts Community and Economic Impact 40 pts Impact on Building Bellingham as a Tourist Destination Off-Peak Season Bonus Option: Up to 5 bonus pts will be given to proposals which attract visitors during the off-peak season of fall, winter or spring. It is the responsibility of the applicant to describe in Section 4 (Optional Bonus Points) whether the proposal meets bonus criteria. For a calendar of current and annual events and activities throughout Bellingham visit Leverage Bonus Option: Up to 5 bonus pts for proposals which leverage existing resources of Bellingham Whatcom County Tourism, or coordinate with other scheduled community events, facilities, organizations, community promotion and marketing efforts in order to leverage local resources and minimize duplication. It is the responsibility of the applicant to describe in Section 4 (Optional Bonus Points) whether the proposal meets bonus criteria. 5

6 CITY OF BELLINGHAM APPLICATION FOR 2019 TOURISM PROMOTION FUND MONIES APPLICATION SUMMARY Project Title: Click here to enter Contact Name/Title: Click here to enter Organization Name: Click here to enter Street Address: Click here to enter Event Dates (if applicable) Click here to enter City: Click here to enter State: Click here to enter Zip: Click here to enter Phone: Click here to enter Click here to enter Applicant Status: Non-Profit* Public Agency For-Profit** *Non-Profits, provide copy of 501 (c) (3), (4) or (6) letter **For-Profits, provide copy of current/valid Bellingham Business License and IRS Employee Tax I.D. number Amount Requested: Total Project Budget: PLEASE PROVIDE INFORMATION FOR CONTRACT SIGNATORY AND TITLE ONLY IF DIFFERENT FROM ABOVE: Name/Title: Click here to enter Street Address: Click here to enter City: Click here to enter State: Click here to enter Zip: Click here to enter Phone: Click here to enter Click here to enter Signature: Date: 6

7 SECTION 1. PROJECT DESCRIPTION AND BUDGET Briefly describe your proposal and how it assists in bringing visitors to Bellingham and/or how it builds local tourism infrastructure (such as signage, maps, destinations, informational pieces, etc). Explain how lodging tax funding is critical to the success of the event/project. If you do not obtain funding, will you still proceed? Is your proposal a one-time request or will it need on-going public funding support? Please be specific in the narrative and/or in the attached budget about how and where tourism promotional grant funds will be spent meeting the definition of a tourist, as defined above, including the types of advertising and promotional materials, the vendors utilized, the locations/venues where the advertising will be displayed and matching funds. Please attach a detailed budget outlining proposed use of Tourism grant funds and matching funds associated with your request. For events or projects occurring in early 2019, 2018 marketing expenses may be eligible for reimbursed provided they are indicated in the budget. Pease attach another budget showing revenues and expenses for the entire project or event (not just those items associated with the grant request). SECTION 2. COMMUNITY ECONOMIC IMPACT Please describe the expected economic benefit to the tourism sector and to the general community by explaining your target market and how and where you will reach your market, total estimated number of attendees/beneficiaries, estimated number of tourist attendees, and estimated number of room night stays generated at commercial hotel/motel lodging establishments. For non-events (i.e. product development), identify the target market, provide a detailed description of how your product is needed and how it will provide a benefit to the visitor and to tourism industry be specific. Applicants who have received tourism grants from the City of Bellingham in the past three years: Attach a one page summary outlining previous history in attracting tourists to Bellingham and generating overnight stays resulting in your marketing efforts. Describe any methods your organization will undertake that will accurately document and demonstrate accomplishment of your goals, including how surveys will be administered or calculations made. Please attach your Marketing & Media Plan. 7

8 SECTION 3. BUILDS BELLINGHAM AS A TOURIST DESTINATION Applicants are encouraged to convince the reviewers that your proposal helps the Tourism Commission build Bellingham as a tourist destination. Describe how your project impacts the community s standing in terms of advancing Bellingham s role such as visual or performing arts, hosting regional sporting and outdoor recreation events, and/or heightening awareness of the area s history or natural amenities. SECTION 4. OPTIONAL BONUS POINTS Off-Peak Season Bonus Option: Describe how your proposal attracts visitors during the offpeak season of fall, winter or spring. For a calendar of current and annual events and activities throughout Bellingham visit Leverage Bonus Option: Describe how your proposal leverages existing resources of Bellingham Whatcom Tourism, or coordinates with other scheduled community events, facilities, organizations, community promotion and marketing efforts in order to leverage local resources and minimize duplication. 8

9 SAMPLE BUDGET FOR ALL GRANT APPLICANTS (Submit this along with a complete project budget) BUDGET SHEET Please detail the costs you intend to pay for out of this grant in the table below. Project Name: BUDGET ITEMS - For grant-funded items only 1. Click here to enter 2. Click here to enter 3. Click here to enter 4. Click here to enter 5. Click here to enter 6. Click here to enter TOTAL EST. COST enter enter enter enter enter enter 7. Click here to enter $Choose an item. 8. Click here to enter 9. Click here to enter 10. Click here to enter 11. Click here to enter The final 10% of funds will be withheld until the submissions of the Final Report TOTAL enter enter enter enter enter TOURISM PROMOTION GRANT PORTION 9

10 APPLICATION CHECKLISTS Cover Letter or Cover Page (Optional, 1 page) Application Summary (Required, 1 page) Narrative Proposal (Required): Narrative responses to Sections 1-3 shall not exceed 4 pages (1 margins, 12 pt font, single spaced). Section 4 (Optional) shall not exceed 1 page. NOTE: The Section header must be included in the narrative proposal; for example, applicants must include "Section 1. Project Description and Budget", but the instructions and description following the header do not need to be included in proposal. Attachments: (Attachments are not included in page limits provided above) Detailed budget outlining proposed use of Tourism Grant funds and matching funds associated with your request. A budget showing ALL expenses and revenues for the entire project or event (not just those items associated with the grant request). Applicants who have received tourism grants from the City of Bellingham in the past three years: A one-page summary detailing the previous history of your marketing efforts attracting visitors from outside Whatcom County and producing overnight stays Marketing & Media Plan. Non-profits: A copy of 501(c) (3), (4) or (6) letter For-profits: A copy of current/valid Bellingham Business License and IRS Employee Tax I.D. number 10