HomeMy WebLinkAboutContract2023 GRANT BENEFICIARY AGREEMENT
WITH Renton King County Black Alliance for Equity and Justice Program
LODGING TAX/TOURISM PROMOTION GRANT PROGRAM
THIS AGREEMENT, dated for reference purposes only as January 30, 2023, is by and between
the City of Renton (the “City”), a Washington municipal corporation, and Sky Urban
Empowerment and Transformation Center (Renton King County Black Alliance for
Equity and Justice Program)(“Beneficiary”), a Washington State nonprofit corporation and
sets forth the terms and conditions under which the City will provide a grant to Beneficiary
under the Tourism Promotion Grant Program (“Program”), authorized by the Renton City
Council on December 5, 2022. The Program is funded through the Renton Lodging Tax (RMC 5-
18) as authorized by RCW 67.285.
The City and the Beneficiary are referred to collectively in this Agreement as the “Parties.” Once
fully executed by the Parties, this Agreement is effective as of the last date signed by both
parties.
RECITALS:
WHEREAS, the State of Washington authorized for municipalities to collect excise tax on certain
lodging businesses under Revised Washington Code (“RCW”) 67.28; and,
WHEREAS, the City has authorized collection of a 1% (one percent) excise tax on certain lodging
businesses in the City under Renton Municipal Code (“RMC”) 5-18, which is the “Lodging Tax”;
referenced in the Agreement; and,
WHEREAS, revenues from the Lodging Tax must be used for the purpose of tourism promotion
and support; and
WHEREAS, the City has established a Lodging Tax Advisory Committee (“LTAC”) to establish
Application Criteria (Exhibit 1), review Applications (“Beneficiary’s Application” at Exhibit 2),
and recommend expenditures from the Lodging Tax fund (“LTAC Recommendations” at Exhibit
3), each Exhibit is incorporated herein by reference; and
CAG-23-046
PAGE 2 OF 15
WHEREAS, the City, through the LTAC, issued a Call for Application to entities seeking financial
support for tourism related purposes, which is attached hereto as Exhibit 4 and incorporated by
reference; and
WHEREAS, the City, through LTAC, has reviewed the Application and determined that the
Beneficiary is eligible for assistance under this Program and is promoting tourism related
activities; and
WHEREAS,the City Council on December 5, 2022, has approved a grant award to the
Beneficiary.
NOW THEREFORE, in consideration of the mutual covenants and agreements herein, the
Parties agree as follows:
AGREEMENT
1. Grant Amount and Disbursement.
a. Amount. The total amount to be awarded to Beneficiary under the program
is up to ten thousand dollars ($10,000.00), awarded as up to five thousand
dollars ($5,000.00) each for two (2) events, as reimbursement for eligible
expenses for the two (2) events identified in Exhibit 2. Except as specifically
provided herein, the Beneficiary shall be solely responsible for payment of
any taxes imposed as a result of this Agreement.
b. Award Disbursement.
i.Reimbursement Request. On a monthly, or no less than quarterly
basis during any quarter in which tourism promotion or support is
completed, Beneficiary shall submit a reimbursement request in a
format acceptable to the City (Exhibit 5) with supporting
documentation including, but not limited to, invoices or reports
demonstrating expenses for which reimbursement is sought.
ii.Payment. Payment shall be made by City within thirty (30) calendar
days after receipt and approval by the appropriate City
representative of the invoice.
iii.No waiver. Payment for any reimbursement shall not constitute a
waiver by the City of any remedies it may have for any breach of this
Agreement by the Beneficiary.
iv.Tax implications. Grant funds may be taxable. Please consult your
financial advisor/tax professional for guidance. If it is required by the
IRS, a 1099 form will be issued to the Beneficiary.
2. Final Report: Together with the final reimbursement request, and in a format
acceptable to the City (Exhibit 6), Beneficiary shall submit a final report for each event
PAGE 3 OF 15
detailing outcomes related to budget, activities, objectives, and attendance as first
described in the Beneficiary’s application for the Grant.
3. Scope of Eligible Expenditures: Grant funds disbursed under this Agreement shall only
be used to pay or reimburse eligible expenses as described in the Criteria (Exhibit 1) and
in the “Program Call for Applications” (Exhibit 4)
a. Reimbursement Defined. “Reimbursement” means grant disbursement to
Beneficiary upon receipt by the City of invoices and documentation
demonstrating eligible expenses.
b. No Duplication of Payment. No grant funds may be used to pay or reimburse
costs for expenditures for which Beneficiary has received any other funding,
whether state, federal or private in nature, for that same expense.
4. Beneficiary Responsibilities.
a. False Statement. The Beneficiary understands and acknowledges that
providing false information in the Application or on any documents
submitted to the City or its designees as part of the Beneficiary’s
participation in the Program may constitute fraud, justify termination of this
Agreement, trigger the Beneficiary’s obligation to return funds, and may be
subject to civil and/or criminal penalties and/or sanctions.
b. No Employee Relationship. The Beneficiary understands and acknowledges
that neither the Beneficiary nor any officer, employee or agent of the
Beneficiary shall be considered to be an employee of the City, nor entitled to
any benefits accorded City employees, by virtue of the services provided
under this Agreement. The City shall not be responsible for assuming the
duties of an employer with respect to the Beneficiary or any employee of the
Beneficiary.
c. Non-discrimination.During the performance of this Agreement, the
Beneficiary shall comply with all federal and state nondiscrimination laws,
including but not limited to, chapter 49.60 RCW, Washington’s Law Against
Discrimination, and 42 U.S.C. 12101 et seq., the Americans with Disabilities
Act (ADA). In the event of the Company’s noncompliance or refusal to
comply with any nondiscrimination law, regulation, or policy, this Agreement
may be rescinded, canceled, or terminated in whole or in part.
d. Sole proprietorship or Individual. If the Beneficiary is a sole proprietorship or
if this Agreement is with an individual, the Beneficiary agrees to notify the
City and complete any required form if the Beneficiary retired under a State
of Washington retirement system and agrees to indemnify any losses the
City may sustain through the Beneficiary’s failure to do so.
5. Insurance: Beneficiary shall secure and maintain:
a. Commercial general liability insurance in the minimum amounts of
$1,000,000 for each occurrence/$2,000,000 aggregate for the Term of this
Agreement.
PAGE 4 OF 15
b. In the event that Work delivered pursuant to this Agreement either directly
or indirectly involve or require Professional Services, Professional Liability,
Errors and Omissions coverage shall be provided with minimum limits of
$1,000,000 per occurrence. "Professional Services", for the purpose of this
section, shall mean any Work provided by a licensed professional or Work
that requires a professional standard of care.
c. Workers’ compensation coverage, as required by the Industrial Insurance
laws of the State of Washington, shall also be secured.
d. Commercial Automobile Liability for owned, leased, hired or non-owned,
leased, hired or non-owned, with minimum limits of $1,000,000 per
occurrence combined single limit, if there will be any use of Beneficiary’s
vehicles on the City’s Premises by or on behalf of the City, beyond normal
commutes.
e. Beneficiary shall name the City as an Additional Insured on its commercial
general liability policy on a non-contributory primary basis. The City’s
insurance policies shall not be a source for payment of any Beneficiary
liability, nor shall the maintenance of any insurance required by this
Agreement be construed to limit the liability of Beneficiary to the coverage
provided by such insurance or otherwise limit the City’s recourse to any
remedy available at law or in equity.
f. Subject to the City’s review and acceptance, a certificate of insurance
showing the proper endorsements, shall be delivered to the City before
performing the Work.
g. Beneficiary shall provide the City with written notice of any policy
cancellation, within two (2) business days of their receipt of such notice.
6. Records: Maintenance, Access, Disclosure.
a. Records Maintained. Beneficiary shall maintain all records and accounts with
respect to all matters covered by this Agreement, including personnel,
property, financial, and programmatic records and documents.
b. Retention Period. These records shall be maintained for as long as may be
required by applicable Washington State records retention laws, but in any
case for a period of six (6) years after all funds have been expended or
returned to the City, whichever is later, to ensure proper accounting for all
funds and compliance with the Agreement.
c. Litigation or Audit. If any litigation, claim, or audit is started before the
expiration of the six (6) year period provided in Section 4(b) above, the
records shall be retained until all litigation, claims, or audit findings involving
the records have been resolved.
d. Right of Access. The City, or its authorized representatives, shall have the
right of access to records (electronic and otherwise) of Beneficiary in order
to conduct audits or other investigations.
PAGE 5 OF 15
e. Subject to Disclosure. Beneficiary acknowledges that records may be subject
to disclosure under the Public Records Act, Ch. 42.56 RCW.
i. To the full extent the City determines necessary to comply with the
Washington State Public Records Act, Beneficiary shall make a due
diligent search of all records in its possession or control relating to
this Agreement and the Work, including, but not limited to, e-mail,
correspondence, notes, saved telephone messages, recordings,
photos, or drawings and provide them to the City for production.
ii. In the event Beneficiary believes said records need to be protected
from disclosure, it may, at Beneficiary’s own expense, seek judicial
protection. Beneficiary shall indemnify, defend, and hold harmless
the City for all costs, including attorneys’ fees, attendant to any claim
or litigation related to a Public Records Act request for which
Beneficiary has responsive records and for which Beneficiary has
withheld records or information contained therein, or not provided
them to the City in a timely manner.
iii. Beneficiary shall produce to the City for distribution any and all
records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order. The
provisions of this section shall survive the expiration or termination
of this Agreement.
5. Publications.Any publications produced with funds from this Agreement must display the
following language: “This project is being supported, in whole or in part, by a grant from the
City of Renton.”
6. Disclaimer by the City.The City expressly disclaims any and all responsibility or liability to
Beneficiary or third persons for the actions of Beneficiary or third persons resulting in
death, bodily injury, property damages, or any other losses resulting in any way from
the performance of this Agreement or any other losses resulting in any way from the
performance of the Agreement, or any subcontract thereto. This Agreement does not in
any way establish an agency relationship between or among the City and/or Beneficiary.
7. Expenses Incurred in Excess of Program Award Funds. Beneficiary acknowledges that any
expenses incurred in excess of Program Award Funds are the Beneficiary’s sole
responsibility and will not be paid by the City.
8. Repayment of Funds. If any funds provided to Beneficiary were used in a manner that is not
consistent or allowable as outlined in this Agreement, Beneficiary shall return funds to
City in the amount determined to be ineligible. Beneficiary further agrees that it is
financially responsible for and will repay the City any and all indicated amounts
following an audit exception which occurs due to Beneficiary’s failure, for any reason, to
PAGE 6 OF 15
comply with the terms of this Agreement. This duty to repay the City shall not be
diminished or extinguished by the termination of the Agreement.
9. Termination.The City reserves the right to terminate this Agreement at any time, with or
without cause by giving ten (10) calendar days’ notice to the Beneficiary in writing. In
the event of such termination or suspension, Beneficiary waives any right to un-
distributed portions of the award.
10. Conflict of Interest.
a. Beneficiary designees, agents, members, officers, employees, consultants,
and any other public official who exercises or who has exercised any
functions or responsibilities with respect to the Program during his or her
tenure, or who is in a position to participate in a decision-making process or
gain inside information with regard to the Program, are barred from any
interest, direct or indirect, in any grant or proceeds of the Program, or
benefit there from, which is part of this Agreement at any time during or
after such person's tenure.
b. The City’s Code of Ethics and Washington State law prohibit City employees
from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure
compliance with the City’s Code of Ethics and state law, the Beneficiary shall
not give a gift of any kind to City employees or officials.
c. Beneficiary also confirms that Beneficiary does not have a business interest
or a close family relationship with any City officer or employee who was, is,
or will be involved in selecting the Beneficiary, negotiating, or administering
this Agreement, or evaluating the Beneficiary’s performance of the Work.
11. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time to
time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service. Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT facsimile
delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON
Jessie Kotarski
Economic Development Manager
CED/City of Renton
1055 South Grady Way, 6th Floor
Renton, WA 98057
Phone: (425) 430-7271
Email: jkotarski@rentonwa.gov
BENEFICIARY
Dr. Linda Smith
Director
Renton King County Black Alliance for
Equity and Justice
PO Box 3266
Renton, WA 98056
Phone: (425) 221-1504
Email: linda-smith1@comcast.net
PAGE 7 OF 15
12. Waiver/Conflict of Terms.
a. Any waiver by the Beneficiary or the City of the breach of any provision of
this Agreement by the other party will not operate, or be construed, as a
waiver of any subsequent breach by either party or prevent either party
from thereafter enforcing any such provisions.
b. In the event of any inconsistencies between Beneficiary proposals and this
Agreement, the terms of this Agreement shall prevail. Any
exhibits/attachments to this Agreement are incorporated by reference only
to the extent of the purpose for which they are referenced within this
Agreement. To the extent a Beneficiary-prepared exhibit conflicts with the
terms in the body of this Agreement or contains terms that are extraneous to
the purpose for which it is referenced, the terms in the body of this
Agreement shall prevail and the extraneous terms shall not be incorporated
herein.
13. Modification. This Agreement may only be amended by written agreement signed by both
Parties.
14. Severability. In the event any term or condition of this Agreement or application thereof to
any person or circumstances is held invalid, such invalidity shall not affect other terms,
conditions, or applications of this Agreement that can be given effect without the
invalid term, condition, or application. To this end, the terms and conditions of the
Agreement are declared severable.
15. Governing Laws.Any lawsuit or legal action brought by any party to enforce or interpret
this Agreement or any of its terms or covenants shall be brought in the King City
Superior Court for the State of Washington at the Maleng Regional Justice Center in
Kent, King City, Washington, or its replacement or successor. Beneficiary hereby
expressly consents to the personal and exclusive jurisdiction and venue of such court
even if Beneficiary is a foreign corporation not registered with the State of Washington.
16. Indemnification. To the maximum extent permitted by law, Beneficiary shall, at its cost and
expense, protect, defend, indemnify, and hold harmless the City, its directors, officers,
employees, and agents, from and against any and all demands, liabilities, causes of
action, costs and expenses (including attorneys’ fees), claims, judgments, or awards of
damages, arising out of or in any way resulting from the acts or omissions of
Beneficiary, its directors, officers, employees, or agents, relating in any way to
Beneficiary’s performance or non-performance under the Agreement. Beneficiary
agrees that its obligations under this paragraph extend to any demands, liabilities,
causes of action, or claims brought by, or on behalf of, any of its employees or agents.
For this purpose, Beneficiary, by mutual negotiation, hereby waives, as respects the City
only, any immunity that would otherwise be available against such claims under any
PAGE 8 OF 15
industrial insurance act, including Title 51 RCW, other Worker’s Compensation act,
disability benefit act, or other employee benefit act of any jurisdiction which would
otherwise be applicable in the case of such claim. These indemnification obligations
shall survive the termination of the Agreement.
17. Complete Agreement. This Agreement sets forth the complete expression of the
agreement between the Parties, and any oral representations or understandings not
incorporated herein are excluded. The Parties may execute this Agreement in any
number of counterparts, each of which shall constitute an original, and all of which will
together constitute this one Agreement.
Exhibits
1 – Lodging Tax/Tourism Promotion Grant Program – Application Criteria
2 - Lodging Tax/Tourism Promotion Grant Program – Beneficiary’s Application
3– Lodging Tax/Tourism Promotion Grant Program– LTAC Recommendations December 5, 2022
4 – Lodging Tax/Tourism Promotion Grant Program – Call for Applications
5 – Lodging Tax/Tourism Promotion Grant Program – Reimbursement Request Form
6 – Lodging Tax/Tourism Promotion Grant Program – Final Report Form
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
** SIGNATURE PAGE TO FOLLOW **
CITY OF RENTON
By: ___________ _
Armondo Pavone
Mayor
Date
Attest
Jason A. Seth
City Clerk
Approved as to Legal Form
By: ------------
M.Patrice Kent
Sr. Assistant City Attorney
Grant Template: 01.18.2023 (File# 2334}; Award File# 2402_
PAGE90F 15
Director
Date
2/15/2023
Approved by Patrice Kent via 2/6/2023 email
PAGE9OF14
EXHIBIT1:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
APPLICATIONCRITERIA
APPLICATION DEADLINE: October 21, 2022
City of Renton
2023 Lodging Tax Grant Guidelines
The City of Renton is soliciting project proposals that support and encourage tourism, cultural
activities and tourism facilities in Renton, Washington. The funding source for projects awarded grant
funds is the City’s share of taxes collected on overnight stays (hotel/motel/lodging) within the
City of Renton.
State law limits the use of lodging tax funds. All applications must be for one of the following uses:
x Tourism marketing
x Marketing and operations of special events and festivals
x Operations of tourism-related facilities owned or operated by non-profit organizations
x Operations and capital expenditures of tourism-related facilities owned by municipalities or public
facilities districts only
For grant funding year 2022, the Renton City Council approved $545,000 in grants funded by lodging
taxes. As Lodging Tax funds vary from year to year, there is no guarantee of the total amount
awarded or if any grant awards will be made.
Grant Applications:
We now only accept an online application that is available on the VisitRentonWA.com/LTAC. No paper
forms will be accepted, and you must submit a separate application for each project/grant request. All
Applications must include:
x Estimates of how funding the activity will result in increases to people staying overnight,
traveling 50 miles or more, or coming from another state or country.
x How your project will
o generate economic benefit through overnight lodging, sale of meals and goods, and/or
construction of tourism-related facilities
o increase recognition of Renton throughout the region as a destination for tourism
o increase opportunities for tourism by developing new visitor activities
If you request it from them, local hoteliers will work with your organization to track information for your
event or project. If you need assistance, be sure to contact them prior to submission, as priority will be
given to those projects which encourage and track overnight stays.
Applications must be submitted online no later than 4:30 p.m. (Pacific time) on Friday, October 21, 2022. No
applications will be accepted after this deadline. Any questions concerning the application process may be
directed to Jessie Kotarski, Economic Development Specialist, at 425-430-7271 or jkotarski@rentonwa.gov.
~ Application Requirements & Instructions ~
City of Renton
2023 Lodging Tax Grant Guidelines
General Information:
x All applications will be reviewed by the City’s Lodging Tax Advisory Committee for potential funding
recommendations.
x It is highly recommended that you present your proposal to the Lodging Tax Advisory Committee. We
will have new LTAC members who may not be familiar with your event. Presentations will be
November 8, 2022, beginning at 2pm via Zoom. Staff will reach out to schedule time slots.
x Recommendations from the Committee will be presented for approval at the December 5, 2022
regularly scheduled City Council meeting (pending scheduling availability); grant recipients will be
notified within 30 days. A Funding Agreement will be sent to you by the end of December.
x You can upload any supporting materials online. Please limit your uploads to what is most relevant.
x Funds will be paid on a reimbursement basis only. Organizations must first incur the expenses and
then request reimbursement from the City on a specific reimbursement form that will be provided to
you.
If you received a grant in 2022 and your 2023 application is for the same event, you do not need to resubmit
these items:
o Your project summary
o your IRS or State of Washington non-profit certification letters
ALL Applicants must provide:
x Proof of liability insurance including $1,000,000/occurrence and $2,000,000/general aggregate.
The City reserves the right to waive this insurance requirement under certain circumstances. If
your organization is awarded a grant, your insurance certificate must name the City of Renton as
an “additional insured.” There are NO exceptions to this requirement. We expect organizations to
renew their insurance prior to their project.
x Active, non-expired City of Renton Business License. Information regarding acquiring a city
business license can be found at rentonwa.gov/business. Email: licensing@rentonwa.gov or by
phone 425-430-6851
SSELECTION PROCESS
When the application solicitation period opens, City will employ every opportunity to inform potentially
eligible applicants of the funding process and its eligibility criteria. When the solicitation period closes, the
Lodging Tax Advisory Committee Chair or his/her designee will review applications for completeness and
eligibility. Applications will then be evaluated by the City’s Lodging Tax Advisory Committee, which will make
funding recommendations to the City Council. The Council will make the final decision on project approval
and funding levels. Staff will then consult with sponsors of approved projects to develop contracts and
scopes of work. When the sponsors and Mayor sign the contracts, staff will notify sponsors to proceed. It is
very important that applicants are aware of the following.
x All contracts are reimbursement-based, i.e. the sponsor must expend funds on approved items and then
seek reimbursement under terms of the governing contract.
x Cost reimbursement will only be issued after the contract is signed by all parties (including the City).
x The project approval process requires two key steps:
a) The LTAC selection and recommendation for project approval; AND
b) The Council’s approval of a spending plan.
**Only eligible costs incurred after both steps of the approval process will be reimbursed for the project.**
COMPETITIVE CRITERIA
Because of the limited amount of funding available to support assistance requests, proposals will be
evaluated on a competitive basis. Applications that meet the threshold criteria will be presented to the
review panel for evaluation and scoring based on the following criteria. The Lodging Tax Advisory Committee
may recommend full, partial or no funding for each project. The review panel will independently
determine the level of funding for each project based on each project’s individual merit and components. A
maximum of 100 points can be awarded in this area.
1. Project Impact. How will the City of Renton and/or the citizens be impacted by this project? 25 points
2. Clarity. Does the proposal clearly and concisely present a definite, well-described product for which the
City’s assistance is being sought? If appropriate to do so, does the proposal describe how the City-
supported product will be integrated into a larger effort (e.g., a brochure which promotes a cultural
event: does the proposal describe the brochure as well as summarizing the purpose and scope of the
event and the role the brochure will play in its success)? 20 points
3. Cost-effectiveness. Does the project propose an efficient, economical use of the City’s funds? 20 points
4. Degree of match. What is the proponent's percentage of matching resource? A match of at least 25% of
the total project value (City funds plus sponsor’s share) is required; a higher rate will improve a project's
stature accordingly. 10 points
5. Marketing. How will the proposed project be marketed and how will that marketing recognize the City’s
participation? 10 points
6. Innovation. Does the project represent an unusual approach, or does it move the City’s Hotel/Motel
program in a useful new direction? 10 points
7. Cooperative nature. What kind and degree of inter-organizational or inter-jurisdictional partnership
does the project exhibit? 5 points
BBONUS POINTS
The City has an interest in spreading the impacts of tourism more evenly over the entire year, expanding
overnight stays, and in acting as a partner with other jurisdictions that collect their own Hotel/Motel funds.
Bonus points will be accorded to proposals that can convince the Lodging Tax Advisory Committee that, if
funded, the projects will advance these goals. A maximum of 20 additional points can be awarded in this area.
1. Off-season development. Will the project promote tourism development during the off-season
(September 1 through June 30)? 10 points
2. Overnight visitorship. Has the project convincingly established that it will attract overnight visitorship? If
so, does it quantify the anticipated stays and offer a credible method for corroborating the projections?
10 points
PAGE10OF14
EXHIBIT2:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
BENEFICIARY’SAPPLICATION
CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open
attachments unless you know the content is safe.
From:noreply@yourwpsite.email on behalf of Renton King County Black alliance for Equity and Justice
To:Jessie Kotarski
Subject:New submission from 2023 Lodging Tax Grant Application
Date:Friday, October 21, 2022 12:26:48 PM
Attachments:Black-History-Month.pdf
Today's Date
10/21/2022
Project or Event Title
Black History Month
Name of your Organization
Renton King County Black alliance for Equity and Justice
Contact Person and Title
Dr Linda Smith Director
Contact person email address
linda-smith1@comcast.net
Phone
(425) 221-1504
Organization Address
sky PO Box 3266
RENTON, Please 98056-3266
United States
Map It
Type of Organization
Non-Profit
Has your organization previously received a Lodging Tax Grant from the City of Renton?
No
Which type of category your project falls under per RCW 67.28.1816?
Special event or festival
Funding Amount
5HTXHVWHG 35,000.00
Project Summary
Renton Black History Month Festival will be a weekend long event. Celebrating the Black History in our
city and highlighting current black owned businesses and community leaders. The weekend will begin
with a Friday evening celebration of black community leaders and activist in the form of a Disco/Funk
Ball. Disco and Funk play a significant role in black music history. This will then continue Saturday with a
)XQGHG
black art exhibit event highlighting black artist. This will also include a panel of local black artist
answering questions about black culture in today society. Sunday will entail a walking historic tour of
Downtown Renton as relevant to black/& indigenous relevant events and historic figures.
Simultaneously happening during this time will be the 4th Downtown Renton Coffee Crawl and a Black
Art Exhibit at the Renton History Museum. We will incorporate these into the agenda. We Know that
having an agenda that helps promote equity and inclusivity will encourage our guest to spend their
weekend here in our town celebrating, fellowshipping and learning.
Project scope of work
The Goal of this project is to encourage visitors to come and experience the magic that Renton has to
offer. I believe that it will not only benefit the community financially be also provide another layer of
healing after the past few years. Helping to create wholesome positive events that encourage supporting
community, learning, and growing together.
We would like to incorporate discounted Coffee Crawl Tickets and complimentary tickets to see the Art
Exhibit at the History Museum to those who will be joining for the weekend. This will encourage them to
shop in the Downtown Renton Core and also add to their overall experience during this impactful
weekend.
List the beginning and ending date of your project
February 3rd - 5th 2023
What's your plan to encourage more overnight stays in Renton hotels to replenish the hotel/motel
lodging tax fund? How specifically will you measure if people travel more than 50 miles or stay
overnight?
We will reach out to all the local hotels and ask them to create specials and discounts specifically aimed
towards events participants. The registration for event will include a required question asking where our
guest have traveled from. Allowing us to track specifically the milage.
Eventbrite has a built in tracking system in place that notifies us of the city and state the ticket buyers are
located in.
Which Renton Hotels will you be working with?
Best Western Plus Renton Inn
Clarion Hotel Renton-Seattle
Hampton Inn & Suites Seattle/Renton
OYO Renton
Renton Inn
Attendance
What is
your
predicted
overall
attendance?
Of your total
attendance,
how many do
you predict will
travel over 50
miles?
Of your overall
attendance, how
many do you predict
will be from out of
state OR out of
country?
Of your
overall
attendance,
how many
will pay for
overnight
lodging?
Of your overall
attendance,
how many will
NOT pay for
overnight
lodging?
300 60 % 10% 60% 40%
Budget
Black-History-Month.pdf
Application Certification
I agree to the privacy policy.
I understand the City of Renton and Washington state limitations placed on use of Lodging Tax funds
and certify that the requested funds will be used only for the purposes described in this application or as
approved by the City Council. I understand use of funds is subject to audit by the State of Washington. I
have read and understand the criteria by which our application will be evaluated and understand that if
our application is selected for funding, we will be required to enter into a binding agreement with the City
to ensure completion of the project
Name
Linda Smith
Certification
I certify that my statements are true and have approval from my board/agency to apply for this
grant.
I have read and understand the City of Renton Grant Guidelines and will provide all
documentation requested by the City in support of this application.
I consent to having this website store my submitted information to process this grant application.
Renton Black History Month Festival
Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Coordinator $10,000.00
Project Manager Included
Marketing Manager included
-
Venue Estimated Actual
Pavillion Rental 4000.00
Decorations 3000.00
Table/Chairs Included in rental price
Entertainment Estimated Actual
Live Performers $1000.00
Band Performance $3,000.00
Deejay $1,200.00
Participating Artist $1,200.00
Stipends 8
Artist Exhibit $1,000.00
Selfie Photobooth TBD
Stage Rental TBD
Food Estimated Actual
Giveaway Items Estimated Actual
T-shirt for participants $21(300)=$4200.00
Swag Bags TBD
Swag Bag Items TBD
Marketing Estimated Actual
Facebook/IG Ad 500.00
Flyers 500.00
Miscellaneous Estimated Actual
Insurance TBD
Contingency Budget TBD
CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open
attachments unless you know the content is safe.
From:noreply@yourwpsite.email on behalf of Renton King County Alliance for Justice
To:Jessie Kotarski
Subject:New submission from 2023 Lodging Tax Grant Application
Date:Friday, October 21, 2022 2:00:06 PM
Attachments:City-of-Renton-Juneteenth-Festival.pdf
Today's Date
10/21/2022
Project or Event Title
Juneteenth Festival
Name of your Organization
Renton King County Alliance for Justice
Contact Person and Title
Linda Smith
Contact person email address
linda-smith1@comcast.net
Phone
(425) 221-1504
Organization Address
Sky PO Box 3266
Renton, WA 98056- 3266
United States
Map It
Type of Organization
Non-Profit
Has your organization previously received a Lodging Tax Grant from the City of Renton?
No
Which type of category your project falls under per RCW 67.28.1816?
Special event or festival
Funding Amount
5HTXHVWHG 70,000.00)XQGHG
Project Summary
Juneteenth Festival a two day event that celebrate and uplift the black community. Friday we will be a
Black Business Expo will have Black Business leaders giving motivational speeches on how they have
navigated their current industry as black professionals. Empowering and encouraging the attendees to do
the same. We will also have workshops on Digital Marketing, PR , and utilizing social media in order to
reach a wider customer base. We would also like to include professional Head Shots during event The
day will conclude with sit down dinner celebration that will include a short entrepreneurship award
ceremony.
The Following day we will Celebrate Juneteenth with a "street fair" located at the BLM street Mural in
Renton, WA. Juneteenth Celebration consist of black owned business vendors, Food trucks
interactive community art project, musical and dance performances, and speakers wo are leading our
community.
Project scope of work
Juneteenth is such an important cultural celebration for the black community. We have yet to see city
funding behind this event in a real way. This grant would allow us to create a weekend full of motivation
and inspiration not just for the black community but the community of Renton. We will be recruiting
Speakers from all over country for this black business expo. This will not encourage them to stay
overnight but with them will come their own following that they've no doubt incurred during their time in
their perspective industries. With the rise of black entrepreneurship both in PNW and nationwide we
anticipate this being a successful event.
Having tourism activated through events that promote equity and inclusion.
We have timed the events accordingly to allow the guest to enjoy both events, which also encourages
them to desire to stay overnight. In addition to Lodging discounts we will also be creating a digital link to
discount codes that can be utilized while shopping and dining in Renton. Adding another layer of
convivence to their stay.
List the beginning and ending date of your project
June 15th-June17th
What's your plan to encourage more overnight stays in Renton hotels to replenish the hotel/motel
lodging tax fund? How specifically will you measure if people travel more than 50 miles or stay
overnight?
We will work with local hotels and restaurants to create discount codes and discount packages that will
encourage our guest to stay over night. We will use our ticketing system for Black Business Expo to quire
information on where our guest are traveling from.
Which Renton Hotels will you be working with?
Best Western Plus Renton Inn
Clarion Hotel Renton-Seattle
Hampton Inn & Suites Seattle/Renton
Hilton Garden Inn Seattle/Renton
Hyatt Regency Lake Washington
Larkspur Landing
Renton Inn
Attendance
What is
your
predicted
overall
attendance?
Of your total
attendance,
how many do
you predict will
travel over 50
miles?
Of your overall
attendance, how
many do you predict
will be from out of
state OR out of
country?
Of your
overall
attendance,
how many
will pay for
overnight
lodging?
Of your overall
attendance,
how many will
NOT pay for
overnight
lodging?
600 50% 30% 60% 40%
Budget
City-of-Renton-Juneteenth-Festival.pdf
Application Certification
I agree to the privacy policy.
I understand the City of Renton and Washington state limitations placed on use of Lodging Tax funds
and certify that the requested funds will be used only for the purposes described in this application or as
approved by the City Council. I understand use of funds is subject to audit by the State of Washington. I
have read and understand the criteria by which our application will be evaluated and understand that if
our application is selected for funding, we will be required to enter into a binding agreement with the City
to ensure completion of the project
Name
Linda Smith
Certification
I certify that my statements are true and have approval from my board/agency to apply for this
grant.
I have read and understand the City of Renton Grant Guidelines and will provide all
documentation requested by the City in support of this application.
I consent to having this website store my submitted information to process this grant application.
City of Renton
June 17th & 18th 2022
Juneteenth Festival Budget
Juneteenth Celebration Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Manager $14,000.00
Project Manager Included in above
quote
Marketing Manager Included in above
quote
City Liaison -
Venue Estimated Actual
Decorations $1000.00
Table/Chairs $2000.00
Canopies $600.00
Entertainment Estimated Actual
Live Performers $1,750
Band Performance $1,500
Deejay $1,200
Selfie Photobooth
Machine- Print photos
on site
$2500.00
Stage Rental TBD
Face painting $1000.00
Food Estimated Actual
Food Vendors $1800.00 Free Hot dog meals for
kids
Ice Cream Truck $1200.00 Free ice cream for the
kids
Giveaway Items Estimated Actual
T-shirt for swag bag $21(300)=$6300
Marketing Estimated Actual
Facebook/IG Ad $500.00
Flyers $500.00
Miscellaneous Estimated Actual
Porta Potty $1000.00
Hydration Station(s)TBD
Permits TBD
Insurance TBD
Contingency Budget TBD
1
Black Business Expo Portion - Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Manager Included in Above
quote
Project Manager “
Marketing Manager “
Venue Estimated Actual
Pavillion Rental $2000.00
Decorations $3000.00
Table/Chairs Included in Rental
Price
Entertainment Estimated Actual
Band Performance $1,500
Deejay $1,200
Photographer for
Headshots & Event
Photographer
$6500.00
Food Estimated Actual
Food vendor TBD
Giveaway Items Estimated Actual
Raffle Prizes Donated in kind
Marketing Estimated Actual
Facebook/IG Ad $1200.00
Flyers $500.00
Miscellaneous Estimated Actual
Hydration Station(s)TBD
Permits TBD
Insurance TBD
Contingency Budget TBD
PAGE11OF14
EXHIBIT3:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
LTACRECOMMENDATIONS
PAGE12OF14
EXHIBIT4:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
CALLFORAPPLICATIONS
1055 South Grady Way, Renton, WA 98057 | 425-430-6400 | rentonwa.gov |
CITY OF RENTON
FOR IMMEDIATE RELEASE
August 17, 2022
City of Renton Contacts
Jessie Kotarski, Economic Development Manager, 425-430-7271
Kristi Rowland, Deputy Chief Administrative Officer, 425-430-6947
City of Renton accepting applications for 2023 Tourism Promotion Grants
Deadline for applications is 4:30 p.m. on Friday, October 21, 2022
RENTON, WA – The City of Renton has opened the application process for 2023 tourism promotion grants.
Non-profit organizations operating events or installations
designed to attract tourism to Renton are encouraged to
apply. Events need not occur within the Renton city limits.
However, they must show measurable drive-in tourism
within the city limits. Organizations may apply for multiple
events. Capital expenditures are not eligible for funding.
The Lodging Tax Advisory Committee (LTAC) reviews
applications and forwards funding recommendations to
Renton City Council, which makes the final determination.
LTAC encourages applications involving multiday events,
including athletics and events promoting diversity and
inclusivity. Additionally, the committee seriously considers
projects with a proven record of attracting overnight
visitors.
The application deadline is 4:30 p.m. on Friday,
October 21, 2022, and finalists will present to LTAC on November 8 via Zoom. The committee will make its final
recommendations in December.
Interested parties can find the application and more information online. Questions concerning the application
process may be directed to Jessie Kotarski, Economic Development Manager, at 425-430-7271 or via email at
jkotarski@rentonwa.gov.
Washington state's Hotel-Motel Tax, collected on all in-city lodging stays of less than 30 days, funds Tourism
Promotion Grants.
About the City of Renton
The City of Renton, Washington, with a population of 107,500 (2022), is located on the southeast shore of Lake
Washington, just south of Seattle. Renton's strong economic base, diverse marketplace, and favorable business
climate have attracted nationally recognized companies wishing to provide employees and their families with an
1055 South Grady Way, Renton, WA 98057 | 425-430-6400 | rentonwa.gov |
outstanding quality of life. Renton is the home of Boeing, PACCAR, IKEA, Super Bowl Champion (2014) Seattle
Seahawks, two-time (2016 & 2019) MLS champion and CONCACAF Champion (2022) Seattle Sounders FC (in 2024),
and the eternal resting place of rock icon Jimi Hendrix. More information is on our website, in news releases, or on
Facebook, Twitter, Instagram, and Nextdoor.
PAGE13OF14
EXHIBIT5:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
REIMBURSEMENTREQUESTFORM
2
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CHECKLIST FOR REIMBURSEMENT
Evaluation Report
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Date Invoice
#
Description Advertising Promotional Event Misc. Total
̈́̈́̈́̈́̈́
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̈́̈́̈́̈́̈́
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̈́̈́̈́̈́̈́
̈́̈́̈́̈́̈́
̈́̈́̈́̈́̈́
̈́̈́̈́̈́̈́
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As grantee, I certify to the best of knowledge and belief the billed costs of disbursements are in
accordance with the terms of the project and that the reimbursement represents the Hotel/Motel
Tax specifications under Senate House Bill 5647 and which have not previously been requested.
FOR CITY USE ONLY
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PAGE14OF14
EXHIBIT6:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
FINALREPORTFORM
Ȁ Ȁ
ǣ
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ǣ
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ǣ
ǣ ǣ
Total Activity Cost $
7RWDODPRXQWRI5HQWRQORGJLQJWD[IXQGVUHTXHVWHG
7RWDODPRXQWRI5HQWRQORGJLQJWD[IXQGVDSSURYHG
DEFINITION OF METHODOLOGY FOR QUESTIONS BELOW:
This methodology is defined by the Joint Legislative Audit and Review Committee and is used for reporting to
the Legislature about the use of lodging tax for each jurisdiction.
x 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.
x 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.
x 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.
x 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.
x 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 sq. ft.).
x Other:(please describe)
Ȁ
OVERALL
ATTENDANCE
Enter the total number of people predicted to
attend this activity/event (this number would
have been submitted on your application for
funds); the actual number of people who
attended this activity/event; and the method
used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
50+ MILES
ATTENDANCE
Enter the total number of people who travelled
greater than 50 miles predicted to attend this
activity/event (this number would have been
submitted on your application for funds); the
actual number of people who travelled more
than 50 miles to attend this activity/event; and
the method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
OUT OF
STATE /
COUNTRY
ATTENDANCE
Enter the total number of people from outside
the state and country predicted to attend this
activity/event (this number would have been
submitted on your application for funds); the
actual number of people from outside the state
and country who attended this activity/event;
and the method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
PAID FOR
OVERNIGHT
LODGING
ATTENDANCE
Enter the total number of people predicted to
pay for overnight lodging in Renton to attend
this activity/event (this number would have been
submitted on your application for funds); the
actual number of people who paid for overnight
lodging and attended this activity/event; and the
method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
DID NOT PAY
FOR
OVERNIGHT
LODGING
ATTENDANCE
Enter the total number of people predicted to
attend this activity/event without paying for
overnight lodging in Renton (this number would
have been submitted on your application for
funds); the actual number of people who
attended this activity/event without paying for
overnight lodging; and the method used to
determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
PAID
LODGING
NIGHTS
Enter total predicted lodging nights in Renton
(this number would have been submitted on
your application for funds); and actual number
of paid lodging nights-(One lodging night = one
or more persons occupying one room for one
night); and the method used to determine
attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
Please describe any other information that demonstrates the impact of increased tourism attributable to the special
event, festival, or tourism-related facility.
RENTON SPECIFIC QUESTIONS:
Did you experience a higher number of tourists this year? If not, what do you think was a contributing factor?
Did you complete all of the items on your Scope of Work consistent with your application submitted to the Renton
Lodging Tax Advisory Committee? If not, which items do you still need to complete? Do you plan on completing
those items with your own resources? If so, when?
Do you plan to do anything differently next year to expand your event, increase tourism to Renton, or increase
visitors to your facility?
PAGE9OF14
EXHIBIT1:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
APPLICATIONCRITERIA
APPLICATION DEADLINE: October 21, 2022
City of Renton
2023 Lodging Tax Grant Guidelines
The City of Renton is soliciting project proposals that support and encourage tourism, cultural
activities and tourism facilities in Renton, Washington. The funding source for projects awarded grant
funds is the City’s share of taxes collected on overnight stays (hotel/motel/lodging) within the
City of Renton.
State law limits the use of lodging tax funds. All applications must be for one of the following uses:
x Tourism marketing
x Marketing and operations of special events and festivals
x Operations of tourism-related facilities owned or operated by non-profit organizations
x Operations and capital expenditures of tourism-related facilities owned by municipalities or public
facilities districts only
For grant funding year 2022, the Renton City Council approved $545,000 in grants funded by lodging
taxes. As Lodging Tax funds vary from year to year, there is no guarantee of the total amount
awarded or if any grant awards will be made.
Grant Applications:
We now only accept an online application that is available on the VisitRentonWA.com/LTAC. No paper
forms will be accepted, and you must submit a separate application for each project/grant request. All
Applications must include:
x Estimates of how funding the activity will result in increases to people staying overnight,
traveling 50 miles or more, or coming from another state or country.
x How your project will
o generate economic benefit through overnight lodging, sale of meals and goods, and/or
construction of tourism-related facilities
o increase recognition of Renton throughout the region as a destination for tourism
o increase opportunities for tourism by developing new visitor activities
If you request it from them, local hoteliers will work with your organization to track information for your
event or project. If you need assistance, be sure to contact them prior to submission, as priority will be
given to those projects which encourage and track overnight stays.
Applications must be submitted online no later than 4:30 p.m. (Pacific time) on Friday, October 21, 2022. No
applications will be accepted after this deadline. Any questions concerning the application process may be
directed to Jessie Kotarski, Economic Development Specialist, at 425-430-7271 or jkotarski@rentonwa.gov.
~ Application Requirements & Instructions ~
City of Renton
2023 Lodging Tax Grant Guidelines
General Information:
x All applications will be reviewed by the City’s Lodging Tax Advisory Committee for potential funding
recommendations.
x It is highly recommended that you present your proposal to the Lodging Tax Advisory Committee. We
will have new LTAC members who may not be familiar with your event. Presentations will be
November 8, 2022, beginning at 2pm via Zoom. Staff will reach out to schedule time slots.
x Recommendations from the Committee will be presented for approval at the December 5, 2022
regularly scheduled City Council meeting (pending scheduling availability); grant recipients will be
notified within 30 days. A Funding Agreement will be sent to you by the end of December.
x You can upload any supporting materials online. Please limit your uploads to what is most relevant.
x Funds will be paid on a reimbursement basis only. Organizations must first incur the expenses and
then request reimbursement from the City on a specific reimbursement form that will be provided to
you.
If you received a grant in 2022 and your 2023 application is for the same event, you do not need to resubmit
these items:
o Your project summary
o your IRS or State of Washington non-profit certification letters
ALL Applicants must provide:
x Proof of liability insurance including $1,000,000/occurrence and $2,000,000/general aggregate.
The City reserves the right to waive this insurance requirement under certain circumstances. If
your organization is awarded a grant, your insurance certificate must name the City of Renton as
an “additional insured.” There are NO exceptions to this requirement. We expect organizations to
renew their insurance prior to their project.
x Active, non-expired City of Renton Business License. Information regarding acquiring a city
business license can be found at rentonwa.gov/business. Email: licensing@rentonwa.gov or by
phone 425-430-6851
SSELECTION PROCESS
When the application solicitation period opens, City will employ every opportunity to inform potentially
eligible applicants of the funding process and its eligibility criteria. When the solicitation period closes, the
Lodging Tax Advisory Committee Chair or his/her designee will review applications for completeness and
eligibility. Applications will then be evaluated by the City’s Lodging Tax Advisory Committee, which will make
funding recommendations to the City Council. The Council will make the final decision on project approval
and funding levels. Staff will then consult with sponsors of approved projects to develop contracts and
scopes of work. When the sponsors and Mayor sign the contracts, staff will notify sponsors to proceed. It is
very important that applicants are aware of the following.
x All contracts are reimbursement-based, i.e. the sponsor must expend funds on approved items and then
seek reimbursement under terms of the governing contract.
x Cost reimbursement will only be issued after the contract is signed by all parties (including the City).
x The project approval process requires two key steps:
a) The LTAC selection and recommendation for project approval; AND
b) The Council’s approval of a spending plan.
**Only eligible costs incurred after both steps of the approval process will be reimbursed for the project.**
COMPETITIVE CRITERIA
Because of the limited amount of funding available to support assistance requests, proposals will be
evaluated on a competitive basis. Applications that meet the threshold criteria will be presented to the
review panel for evaluation and scoring based on the following criteria. The Lodging Tax Advisory Committee
may recommend full, partial or no funding for each project. The review panel will independently
determine the level of funding for each project based on each project’s individual merit and components. A
maximum of 100 points can be awarded in this area.
1. Project Impact. How will the City of Renton and/or the citizens be impacted by this project? 25 points
2. Clarity. Does the proposal clearly and concisely present a definite, well-described product for which the
City’s assistance is being sought? If appropriate to do so, does the proposal describe how the City-
supported product will be integrated into a larger effort (e.g., a brochure which promotes a cultural
event: does the proposal describe the brochure as well as summarizing the purpose and scope of the
event and the role the brochure will play in its success)? 20 points
3. Cost-effectiveness. Does the project propose an efficient, economical use of the City’s funds? 20 points
4. Degree of match. What is the proponent's percentage of matching resource? A match of at least 25% of
the total project value (City funds plus sponsor’s share) is required; a higher rate will improve a project's
stature accordingly. 10 points
5. Marketing. How will the proposed project be marketed and how will that marketing recognize the City’s
participation? 10 points
6. Innovation. Does the project represent an unusual approach, or does it move the City’s Hotel/Motel
program in a useful new direction? 10 points
7. Cooperative nature. What kind and degree of inter-organizational or inter-jurisdictional partnership
does the project exhibit? 5 points
BBONUS POINTS
The City has an interest in spreading the impacts of tourism more evenly over the entire year, expanding
overnight stays, and in acting as a partner with other jurisdictions that collect their own Hotel/Motel funds.
Bonus points will be accorded to proposals that can convince the Lodging Tax Advisory Committee that, if
funded, the projects will advance these goals. A maximum of 20 additional points can be awarded in this area.
1. Off-season development. Will the project promote tourism development during the off-season
(September 1 through June 30)? 10 points
2. Overnight visitorship. Has the project convincingly established that it will attract overnight visitorship? If
so, does it quantify the anticipated stays and offer a credible method for corroborating the projections?
10 points
PAGE10OF14
EXHIBIT2:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
BENEFICIARY’SAPPLICATION
CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open
attachments unless you know the content is safe.
From:noreply@yourwpsite.email on behalf of Renton King County Black alliance for Equity and Justice
To:Jessie Kotarski
Subject:New submission from 2023 Lodging Tax Grant Application
Date:Friday, October 21, 2022 12:26:48 PM
Attachments:Black-History-Month.pdf
Today's Date
10/21/2022
Project or Event Title
Black History Month
Name of your Organization
Renton King County Black alliance for Equity and Justice
Contact Person and Title
Dr Linda Smith Director
Contact person email address
linda-smith1@comcast.net
Phone
(425) 221-1504
Organization Address
sky PO Box 3266
RENTON, Please 98056-3266
United States
Map It
Type of Organization
Non-Profit
Has your organization previously received a Lodging Tax Grant from the City of Renton?
No
Which type of category your project falls under per RCW 67.28.1816?
Special event or festival
Funding Amount
5HTXHVWHG 35,000.00
Project Summary
Renton Black History Month Festival will be a weekend long event. Celebrating the Black History in our
city and highlighting current black owned businesses and community leaders. The weekend will begin
with a Friday evening celebration of black community leaders and activist in the form of a Disco/Funk
Ball. Disco and Funk play a significant role in black music history. This will then continue Saturday with a
)XQGHG
black art exhibit event highlighting black artist. This will also include a panel of local black artist
answering questions about black culture in today society. Sunday will entail a walking historic tour of
Downtown Renton as relevant to black/& indigenous relevant events and historic figures.
Simultaneously happening during this time will be the 4th Downtown Renton Coffee Crawl and a Black
Art Exhibit at the Renton History Museum. We will incorporate these into the agenda. We Know that
having an agenda that helps promote equity and inclusivity will encourage our guest to spend their
weekend here in our town celebrating, fellowshipping and learning.
Project scope of work
The Goal of this project is to encourage visitors to come and experience the magic that Renton has to
offer. I believe that it will not only benefit the community financially be also provide another layer of
healing after the past few years. Helping to create wholesome positive events that encourage supporting
community, learning, and growing together.
We would like to incorporate discounted Coffee Crawl Tickets and complimentary tickets to see the Art
Exhibit at the History Museum to those who will be joining for the weekend. This will encourage them to
shop in the Downtown Renton Core and also add to their overall experience during this impactful
weekend.
List the beginning and ending date of your project
February 3rd - 5th 2023
What's your plan to encourage more overnight stays in Renton hotels to replenish the hotel/motel
lodging tax fund? How specifically will you measure if people travel more than 50 miles or stay
overnight?
We will reach out to all the local hotels and ask them to create specials and discounts specifically aimed
towards events participants. The registration for event will include a required question asking where our
guest have traveled from. Allowing us to track specifically the milage.
Eventbrite has a built in tracking system in place that notifies us of the city and state the ticket buyers are
located in.
Which Renton Hotels will you be working with?
Best Western Plus Renton Inn
Clarion Hotel Renton-Seattle
Hampton Inn & Suites Seattle/Renton
OYO Renton
Renton Inn
Attendance
What is
your
predicted
overall
attendance?
Of your total
attendance,
how many do
you predict will
travel over 50
miles?
Of your overall
attendance, how
many do you predict
will be from out of
state OR out of
country?
Of your
overall
attendance,
how many
will pay for
overnight
lodging?
Of your overall
attendance,
how many will
NOT pay for
overnight
lodging?
300 60 % 10% 60% 40%
Budget
Black-History-Month.pdf
Application Certification
I agree to the privacy policy.
I understand the City of Renton and Washington state limitations placed on use of Lodging Tax funds
and certify that the requested funds will be used only for the purposes described in this application or as
approved by the City Council. I understand use of funds is subject to audit by the State of Washington. I
have read and understand the criteria by which our application will be evaluated and understand that if
our application is selected for funding, we will be required to enter into a binding agreement with the City
to ensure completion of the project
Name
Linda Smith
Certification
I certify that my statements are true and have approval from my board/agency to apply for this
grant.
I have read and understand the City of Renton Grant Guidelines and will provide all
documentation requested by the City in support of this application.
I consent to having this website store my submitted information to process this grant application.
Renton Black History Month Festival
Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Coordinator $10,000.00
Project Manager Included
Marketing Manager included
-
Venue Estimated Actual
Pavillion Rental 4000.00
Decorations 3000.00
Table/Chairs Included in rental price
Entertainment Estimated Actual
Live Performers $1000.00
Band Performance $3,000.00
Deejay $1,200.00
Participating Artist $1,200.00
Stipends 8
Artist Exhibit $1,000.00
Selfie Photobooth TBD
Stage Rental TBD
Food Estimated Actual
Giveaway Items Estimated Actual
T-shirt for participants $21(300)=$4200.00
Swag Bags TBD
Swag Bag Items TBD
Marketing Estimated Actual
Facebook/IG Ad 500.00
Flyers 500.00
Miscellaneous Estimated Actual
Insurance TBD
Contingency Budget TBD
CAUTION: This email originated from outside the City of Renton. Do not click links, reply or open
attachments unless you know the content is safe.
From:noreply@yourwpsite.email on behalf of Renton King County Alliance for Justice
To:Jessie Kotarski
Subject:New submission from 2023 Lodging Tax Grant Application
Date:Friday, October 21, 2022 2:00:06 PM
Attachments:City-of-Renton-Juneteenth-Festival.pdf
Today's Date
10/21/2022
Project or Event Title
Juneteenth Festival
Name of your Organization
Renton King County Alliance for Justice
Contact Person and Title
Linda Smith
Contact person email address
linda-smith1@comcast.net
Phone
(425) 221-1504
Organization Address
Sky PO Box 3266
Renton, WA 98056- 3266
United States
Map It
Type of Organization
Non-Profit
Has your organization previously received a Lodging Tax Grant from the City of Renton?
No
Which type of category your project falls under per RCW 67.28.1816?
Special event or festival
Funding Amount
5HTXHVWHG 70,000.00)XQGHG
Project Summary
Juneteenth Festival a two day event that celebrate and uplift the black community. Friday we will be a
Black Business Expo will have Black Business leaders giving motivational speeches on how they have
navigated their current industry as black professionals. Empowering and encouraging the attendees to do
the same. We will also have workshops on Digital Marketing, PR , and utilizing social media in order to
reach a wider customer base. We would also like to include professional Head Shots during event The
day will conclude with sit down dinner celebration that will include a short entrepreneurship award
ceremony.
The Following day we will Celebrate Juneteenth with a "street fair" located at the BLM street Mural in
Renton, WA. Juneteenth Celebration consist of black owned business vendors, Food trucks
interactive community art project, musical and dance performances, and speakers wo are leading our
community.
Project scope of work
Juneteenth is such an important cultural celebration for the black community. We have yet to see city
funding behind this event in a real way. This grant would allow us to create a weekend full of motivation
and inspiration not just for the black community but the community of Renton. We will be recruiting
Speakers from all over country for this black business expo. This will not encourage them to stay
overnight but with them will come their own following that they've no doubt incurred during their time in
their perspective industries. With the rise of black entrepreneurship both in PNW and nationwide we
anticipate this being a successful event.
Having tourism activated through events that promote equity and inclusion.
We have timed the events accordingly to allow the guest to enjoy both events, which also encourages
them to desire to stay overnight. In addition to Lodging discounts we will also be creating a digital link to
discount codes that can be utilized while shopping and dining in Renton. Adding another layer of
convivence to their stay.
List the beginning and ending date of your project
June 15th-June17th
What's your plan to encourage more overnight stays in Renton hotels to replenish the hotel/motel
lodging tax fund? How specifically will you measure if people travel more than 50 miles or stay
overnight?
We will work with local hotels and restaurants to create discount codes and discount packages that will
encourage our guest to stay over night. We will use our ticketing system for Black Business Expo to quire
information on where our guest are traveling from.
Which Renton Hotels will you be working with?
Best Western Plus Renton Inn
Clarion Hotel Renton-Seattle
Hampton Inn & Suites Seattle/Renton
Hilton Garden Inn Seattle/Renton
Hyatt Regency Lake Washington
Larkspur Landing
Renton Inn
Attendance
What is
your
predicted
overall
attendance?
Of your total
attendance,
how many do
you predict will
travel over 50
miles?
Of your overall
attendance, how
many do you predict
will be from out of
state OR out of
country?
Of your
overall
attendance,
how many
will pay for
overnight
lodging?
Of your overall
attendance,
how many will
NOT pay for
overnight
lodging?
600 50% 30% 60% 40%
Budget
City-of-Renton-Juneteenth-Festival.pdf
Application Certification
I agree to the privacy policy.
I understand the City of Renton and Washington state limitations placed on use of Lodging Tax funds
and certify that the requested funds will be used only for the purposes described in this application or as
approved by the City Council. I understand use of funds is subject to audit by the State of Washington. I
have read and understand the criteria by which our application will be evaluated and understand that if
our application is selected for funding, we will be required to enter into a binding agreement with the City
to ensure completion of the project
Name
Linda Smith
Certification
I certify that my statements are true and have approval from my board/agency to apply for this
grant.
I have read and understand the City of Renton Grant Guidelines and will provide all
documentation requested by the City in support of this application.
I consent to having this website store my submitted information to process this grant application.
City of Renton
June 17th & 18th 2022
Juneteenth Festival Budget
Juneteenth Celebration Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Manager $14,000.00
Project Manager Included in above
quote
Marketing Manager Included in above
quote
City Liaison -
Venue Estimated Actual
Decorations $1000.00
Table/Chairs $2000.00
Canopies $600.00
Entertainment Estimated Actual
Live Performers $1,750
Band Performance $1,500
Deejay $1,200
Selfie Photobooth
Machine- Print photos
on site
$2500.00
Stage Rental TBD
Face painting $1000.00
Food Estimated Actual
Food Vendors $1800.00 Free Hot dog meals for
kids
Ice Cream Truck $1200.00 Free ice cream for the
kids
Giveaway Items Estimated Actual
T-shirt for swag bag $21(300)=$6300
Marketing Estimated Actual
Facebook/IG Ad $500.00
Flyers $500.00
Miscellaneous Estimated Actual
Porta Potty $1000.00
Hydration Station(s)TBD
Permits TBD
Insurance TBD
Contingency Budget TBD
1
Black Business Expo Portion - Expenses
Estimated Actual
Total Expenses --
Staff/Vendors Estimated Actual
Event Manager Included in Above
quote
Project Manager “
Marketing Manager “
Venue Estimated Actual
Pavillion Rental $2000.00
Decorations $3000.00
Table/Chairs Included in Rental
Price
Entertainment Estimated Actual
Band Performance $1,500
Deejay $1,200
Photographer for
Headshots & Event
Photographer
$6500.00
Food Estimated Actual
Food vendor TBD
Giveaway Items Estimated Actual
Raffle Prizes Donated in kind
Marketing Estimated Actual
Facebook/IG Ad $1200.00
Flyers $500.00
Miscellaneous Estimated Actual
Hydration Station(s)TBD
Permits TBD
Insurance TBD
Contingency Budget TBD
PAGE11OF14
EXHIBIT3:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
LTACRECOMMENDATIONS
PAGE12OF14
EXHIBIT4:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
CALLFORAPPLICATIONS
1055 South Grady Way, Renton, WA 98057 | 425-430-6400 | rentonwa.gov |
CITY OF RENTON
FOR IMMEDIATE RELEASE
August 17, 2022
City of Renton Contacts
Jessie Kotarski, Economic Development Manager, 425-430-7271
Kristi Rowland, Deputy Chief Administrative Officer, 425-430-6947
City of Renton accepting applications for 2023 Tourism Promotion Grants
Deadline for applications is 4:30 p.m. on Friday, October 21, 2022
RENTON, WA – The City of Renton has opened the application process for 2023 tourism promotion grants.
Non-profit organizations operating events or installations
designed to attract tourism to Renton are encouraged to
apply. Events need not occur within the Renton city limits.
However, they must show measurable drive-in tourism
within the city limits. Organizations may apply for multiple
events. Capital expenditures are not eligible for funding.
The Lodging Tax Advisory Committee (LTAC) reviews
applications and forwards funding recommendations to
Renton City Council, which makes the final determination.
LTAC encourages applications involving multiday events,
including athletics and events promoting diversity and
inclusivity. Additionally, the committee seriously considers
projects with a proven record of attracting overnight
visitors.
The application deadline is 4:30 p.m. on Friday,
October 21, 2022, and finalists will present to LTAC on November 8 via Zoom. The committee will make its final
recommendations in December.
Interested parties can find the application and more information online. Questions concerning the application
process may be directed to Jessie Kotarski, Economic Development Manager, at 425-430-7271 or via email at
jkotarski@rentonwa.gov.
Washington state's Hotel-Motel Tax, collected on all in-city lodging stays of less than 30 days, funds Tourism
Promotion Grants.
About the City of Renton
The City of Renton, Washington, with a population of 107,500 (2022), is located on the southeast shore of Lake
Washington, just south of Seattle. Renton's strong economic base, diverse marketplace, and favorable business
climate have attracted nationally recognized companies wishing to provide employees and their families with an
1055 South Grady Way, Renton, WA 98057 | 425-430-6400 | rentonwa.gov |
outstanding quality of life. Renton is the home of Boeing, PACCAR, IKEA, Super Bowl Champion (2014) Seattle
Seahawks, two-time (2016 & 2019) MLS champion and CONCACAF Champion (2022) Seattle Sounders FC (in 2024),
and the eternal resting place of rock icon Jimi Hendrix. More information is on our website, in news releases, or on
Facebook, Twitter, Instagram, and Nextdoor.
PAGE13OF14
EXHIBIT5:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
REIMBURSEMENTREQUESTFORM
2
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CHECKLIST FOR REIMBURSEMENT
Evaluation Report
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Date Invoice
#
Description Advertising Promotional Event Misc. Total
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As grantee, I certify to the best of knowledge and belief the billed costs of disbursements are in
accordance with the terms of the project and that the reimbursement represents the Hotel/Motel
Tax specifications under Senate House Bill 5647 and which have not previously been requested.
FOR CITY USE ONLY
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PAGE14OF14
EXHIBIT6:
LODGINGTAX/TOURISMPROMOTIONGRANTPROGRAM
FINALREPORTFORM
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Total Activity Cost $
7RWDODPRXQWRI5HQWRQORGJLQJWD[IXQGVUHTXHVWHG
7RWDODPRXQWRI5HQWRQORGJLQJWD[IXQGVDSSURYHG
DEFINITION OF METHODOLOGY FOR QUESTIONS BELOW:
This methodology is defined by the Joint Legislative Audit and Review Committee and is used for reporting to
the Legislature about the use of lodging tax for each jurisdiction.
x 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.
x 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.
x 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.
x 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.
x 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 sq. ft.).
x Other:(please describe)
Ȁ
OVERALL
ATTENDANCE
Enter the total number of people predicted to
attend this activity/event (this number would
have been submitted on your application for
funds); the actual number of people who
attended this activity/event; and the method
used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
50+ MILES
ATTENDANCE
Enter the total number of people who travelled
greater than 50 miles predicted to attend this
activity/event (this number would have been
submitted on your application for funds); the
actual number of people who travelled more
than 50 miles to attend this activity/event; and
the method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
OUT OF
STATE /
COUNTRY
ATTENDANCE
Enter the total number of people from outside
the state and country predicted to attend this
activity/event (this number would have been
submitted on your application for funds); the
actual number of people from outside the state
and country who attended this activity/event;
and the method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
PAID FOR
OVERNIGHT
LODGING
ATTENDANCE
Enter the total number of people predicted to
pay for overnight lodging in Renton to attend
this activity/event (this number would have been
submitted on your application for funds); the
actual number of people who paid for overnight
lodging and attended this activity/event; and the
method used to determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
DID NOT PAY
FOR
OVERNIGHT
LODGING
ATTENDANCE
Enter the total number of people predicted to
attend this activity/event without paying for
overnight lodging in Renton (this number would
have been submitted on your application for
funds); the actual number of people who
attended this activity/event without paying for
overnight lodging; and the method used to
determine attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
PAID
LODGING
NIGHTS
Enter total predicted lodging nights in Renton
(this number would have been submitted on
your application for funds); and actual number
of paid lodging nights-(One lodging night = one
or more persons occupying one room for one
night); and the method used to determine
attendance.
PREDICTED:#
ACTUAL (ESTIMATED):#
METHODOLOGY (definitions provided above):
EXPLAIN TRACKING METHOD:
Please describe any other information that demonstrates the impact of increased tourism attributable to the special
event, festival, or tourism-related facility.
RENTON SPECIFIC QUESTIONS:
Did you experience a higher number of tourists this year? If not, what do you think was a contributing factor?
Did you complete all of the items on your Scope of Work consistent with your application submitted to the Renton
Lodging Tax Advisory Committee? If not, which items do you still need to complete? Do you plan on completing
those items with your own resources? If so, when?
Do you plan to do anything differently next year to expand your event, increase tourism to Renton, or increase
visitors to your facility?