HomeMy WebLinkAboutContractAGREEMENT FOR LODGING TAX FUNDING FOR KINGCON NW
2021
THIS AGREEMENT, dated for reference purposes only as January 15, 2021, is by and between the
City of Renton (the “City”), a Washington municipal corporation, and Northwest Entertainment
Alliance (“Consultant”), a Washington Non-Profit Corporation. The City and the Consultant 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.
1.Scope of Work: Consultant agrees to provide services related to the event planning,
coordination and management of the 2021 KingCon NW event for the purpose of
promoting tourism to the City of Renton as specified in Exhibit A, which is attached and
incorporated herein and may hereinafter be referred to as the “Work.”
2.Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions, deletions or modifications. Any such changes
to the Work shall be ordered by the City in writing and the Compensation shall be
equitably adjusted consistent with the rates set forth in Exhibit A or as otherwise mutually
agreed by the Parties.
3.Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A. All Work shall be performed by no later
than December 31, 2021.
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $25,000, as a flat rate fixed sum based upon Work actually
performed according to the rate(s) or amounts specified in Exhibit A. The Consultant
agrees that any hourly or flat rate charged by it for its Work shall remain locked at the
negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit A.
Except as specifically provided herein, the Consultant shall be solely responsible for
payment of any taxes imposed as a result of the performance and payment of this
Agreement.
B.Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed, the Consultant shall submit a voucher or invoice in a form
CAG-21-160
PAGE 2 OF 11
specified by the City, including a description of what Work has been performed, the
name of the personnel performing such Work, and any hourly labor charge rate for
such personnel. The Consultant shall also submit a final bill upon completion of all
Work. Payment shall be made by the City for Work performed within thirty (30)
calendar days after receipt and approval by the appropriate City representative of the
voucher or invoice. If the Consultant’s performance does not meet the requirements
of this Agreement, the Consultant will correct or modify its performance to comply
with the Agreement. The City may withhold payment for work that does not meet the
requirements of this Agreement.
C.Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D.Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5.Termination:
A.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 Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents, data, studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B.In the event this Agreement is terminated by the City, the Consultant shall be entitled
to payment for all hours worked to the effective date of termination, less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
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6.Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non-
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City’s or other’s
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7.Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
(Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8.Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant 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. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant’s own expense, seek judicial protection. Consultant 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 Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce 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.
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9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement. The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
employee. The Consultant, not the City, shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant’s failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City’s sole negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement, etc., of structure or improvement attached to real
estate…) then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of the
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Consultant and the City, its officers, officials, employees and volunteers, Consultant’s
liability shall be only to the extent of Consultant’s negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant’s waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11.Gifts and Conflicts: 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 Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant 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 Consultant, negotiating or administering this
Agreement, or evaluating the Consultant’s performance of the Work.
12.City of Renton Business License: The Consultant shall obtain a City of Renton Business
License prior to performing any Work and maintain the business license in good standing
throughout the term of this agreement with the City.
Information regarding acquiring a city business license can be found at:
http://www.rentonwa.gov/cms/One.aspx?portalId=7922741&pageId=9824882
Information regarding State business licensing requirements can be found at:
http://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant 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.
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.
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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 Consultant’s vehicles on the City’s Premises by or on
behalf of the City, beyond normal commutes.
E.Consultant 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 Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant 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.Consultant shall provide the City with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
14.Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant’s reasonable control. When such delays beyond the Consultant’s reasonable
control occur, the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15.Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16.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
Cliff Long
Community & Economic Development,
Director
1055 South Grady Way
CONSULTANT
Brian Morris
Northwest Entertainment Alliance
4329 SE 3rd St
Renton, WA 98059
PAGE 7 OF 11
Renton, WA 98057
Phone: (425) 430-6591
clong@rentonwa.gov
Fax: (425) 430-7300
Phone: (206) 914-8054
admin@rentoncomicon.com
17.Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A.Consultant, and Consultant’s agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B.The Consultant will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C.If the Consultant fails to comply with any of this Agreement’s non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D.The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton
Council Resolution Number 4085.
18.Miscellaneous: The parties hereby acknowledge:
A.The City is not responsible to train or provide training for Consultant.
B.Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
PAGE 8 OF 11
C.Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
D.In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
E.This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities, so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F.Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G.Consultant is responsible for his/her own Worker’s Compensation coverage as well as
that for any persons employed by the Consultant.
A.Report on Execution of Services
a.The Recipient shall submit a report on services and work provided with the
final invoice, no later than December 30, 2021. This report should be no longer
than five pages, excluding budget detail, and should follow the outline below:
i.Summarize the activities undertaken in providing the scope of work
described in Exhibit A.
ii.Reference the project objectives specified in Exhibit A. Were those
objectives achieved? Why or why not? Were there any unexpected
positive outcomes or challenges?
iii.Reference the specific measurable results specified in Exhibit A. Were
they achieved? If not, what challenges prevented the achievement of
the anticipated results?
iv.Describe involvement of any partners specified in Exhibit A, as well as
any unexpected cooperative relationships that developed through
implementation of the project.
v.Reference the project budget specified in the Exhibit A. Provide an
analysis of actual expenses and income in relation to the projected
budget.
vi.Provide a good faith best-estimate of actual attendance generated by
the scope of work in the three categories below:
1.Travelers staying overnight in paid accommodations away from
their place of residence or business;
2.Travelers staying overnight in unpaid accommodations (e.g.,
with friends and family) and traveling more than 50 miles;
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3.Travelers for the day only and traveling more than 50 miles.
4.Describe the methodologies used to arrive at the good faith
estimate of actual attendance numbers described above.
19.Other Provisions:
A.Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B.General Administration and Management. The City’s project manager is Jessie
Kotarski. In providing Work, Consultant shall coordinate with the City’s contract
manager or his/her designee.
C.Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant 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 Consultant
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.
E.Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant’s employees shall perform the Work in
accordance with all applicable federal, state, county and city laws, codes and
ordinances.
F.Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
G.Jurisdiction and Venue. 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
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County, Washington, or its replacement or successor. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
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such court even if Consultant is a foreign corporation not registered with the State of
Washington.
H.Severability. A court of competent jurisdiction’s determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I.Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J.Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant’s performance of
this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L.Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M.Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
provision of this Agreement in the future. Waiver of breach of any provision of this
Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N. Counterparts. 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.
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IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON
By:_____________________________
CONSULTANT
By: Armondo Pavone Mayor
Brian Morris
Northwest Entertainment Alliance
05/11/21
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Shane Moloney Renton City Attorney
Contract Template Updated 9/9/2020
11-5-2021
Approved by Leslie Clark via 4/29/2021 email
EXHIBIT A
https://visitrentonwa.com/?gf_page=print-entry&fid=5&lid=595¬es=1 1/3
2021 Lodging Tax Grant Application : Entry # 2021 Lodging Tax Grant Application : Entry # 595595
Today's Date
11/24/2020
Project or Event Title
Kingcon NW
Name of your Organization
Northwest Entertainment Foundation
Contact Person and Title
Brian Morris
Organization Address
4329 SE 3rd Street
Renton, WA 98059
United States
Map It
Phone
(206) 914-8054
Contact person email address
admin@kingconnw.com
Type of Organization
Non-Profit
Has your organization previously received a Lodging Tax Grant from the City of Renton?
Yes
Which type of category your project falls under per RCW 67.28.1816?
Tourism marketing/development
Funding Amount
25,000
Project Summary
12/1/2020
https://visitrentonwa.com/?gf_page=print-entry&fid=5&lid=595¬es=1 2/3
2021 Lodging Tax Grant Application : Entry # 2021 Lodging Tax Grant Application : Entry # 595595
Moving into year 6 and post a covid year, Kingcon NW plans to create a hybrid event that will not only bring physical guests into
Renton from the West Coast and beyond, but also to highlight Renton around the world via the internet. Our event will consist of
our main three tracks: Science, Gaming, and Cosplay all based upon education, supporting and encouraging artists, and providing
a solid financial foundation through the gaming world. This event will allow us to not only put heads in bed and feet on the street
but have a world-wide presence to show what Renton has to offer.
Project scope of work
This year our event drew attendees from states all over the US and from over a dozen international locations from around the
world. For 2021 we want to expand that reach by not only offering an on-line virtual event, but coupling that with a live in-person
event here in Renton. This unique event will bring individuals into our community in support of education and science, to support
and exhibit artists both locally and internationally, and provide a gaming event to bring in companies and players. In this way, we
can bring not only revenue into the local economy, but to help focus the region's and world's eyes on the potentials of working and
living in Renton.
List the beginning and ending date of your project
Oct. 1st - 3rd, 2021
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?
With any convention, attendees will want to spend multiple days if there are discounts for multi-day passes, late night activities,
high attendance activities on multiple days, easy access to accommodations, special deals on those accommodations, and easy
access to food. At Kingcon NW 2021 our plan is to have all of the above.
• Multi-day passes and special discounts for those staying at local hotels
• Friday night we will have a VIP party that will go from 7-12am, and on Saturday we will have the contest events and after hour
party.
• On both Saturday and Sunday we are having celebrity panels, panels for creatives and gaming events that will span both days.
• We are planning to hold the event at the Hyatt Regency hotel so guests will have easy access to accommodations, plus work
with the other local hotels for both rooms and transportation.
• Access to food will be at both the Hyatt and also at the landing with provided transportation during meal times.
Tracking those overnight stay will be in three areas.
• The first will be to work with the local hotels and track attendee stays, check-ins and length of stay.
• The second will be to track the attendees with ticket purchases with follow-up questionnaires
• The third will be email inquiries with bonus discounts.
Int the past we have had up to 25% of the attendees stay over night, (both local and further than 50 miles). With in-person
attendance of just 2,000, we can easily see needing at least 200 rooms for the weekend, or on average, 350-400 room nights.
Attendance
What isWhat is
youryour
predictedpredicted
overalloverall
attendance?attendance?
Of your totalOf your total
attendance, howattendance, how
many do you predictmany do you predict
will travel over 50will travel over 50
miles?miles?
Of your overall attendance,Of your overall attendance,
how many do you predicthow many do you predict
will be from out of state ORwill be from out of state OR
out of country?out of country?
Of your overallOf your overall
attendance, howattendance, how
many will pay formany will pay for
overnight lodging?overnight lodging?
Of your overallOf your overall
attendance, howattendance, how
many will NOT paymany will NOT pay
for overnightfor overnight
lodging?lodging?
2500 800 500 500 2000
Budget
Renton LTAC funding request: 2021
Kingcon NW
1.Project Impact.
Kingcon NW (formerly Renton City Comicon) is growing into one of the premiere family
oriented events in the NW. We have the potential to bring over 3,000 attendees into the Renton
area which will positively impact the local economy, but expose our attendees to the businesses,
neighborhoods, schools and other amenities within the city and region. This will be a boon for
local businesses who offer lodging, food, entertainment and other needed items. It will also be a
boon to local businesses for both local and remote attendees to see what Renton has to offer in
business locations, work opportunities, schools and life opportunities.
2.Clarity.
Moving into a post-COVID year 6, Kingcon NW plans to create a hybrid event that will not
only bring physical guests into Renton from the West Coast and beyond, but also an event
that will highlight Renton around the world via the internet. Our event will consist of our main
three tracks of Science, Gaming, and Cosplay, which are all based upon education,
supporting and encouraging artists, and providing a solid financial foundation through the
gaming world. This event will allow us to not only put heads in bed and feet on the street but
have a world-wide presence to show what Renton has to offer. This funding request will
help pave the way in three areas:
•Holding the event in the Hyatt this next year.
•Bringing in celebrities that will in turn generate higher attendance.
•Helping to fund a NW region marketing campaign.
3.Cost‐effectiveness.
The fund requested from the Renton LTAC division, while at less than 25% of the total budget, ,
will allow us to quickly move forward to obtain additional funding, venue reservations,
beginning to market and outreach. This amount will give us a great start and will be a investment
that coudlpotentially see rewards right away for the struggling business community.
4.Degree of match.
Kingcon NW is pursuing a wide variety of funding sources for 2021. Those sources include (but
not limited to)
The City of Renton
Surrounding cities: Kent, Auburn, Burien, Seatac, Des Moines, Seattle, Issaquah &
Mercer island.
Various non-profit organization: 4Culture, Renton Municipal Art Commission, King
County, Kent Arts Commission
Various sponsoring companies such as Boeing, Microsoft, the Paul Allen foundation, T-
Mobile, and local businesses
5.Marketing.
Our marketing program will contain the following:
Regular (weekly/montly) social media advertising posts, including Instagram, Facebook,
Twitter and our website. This also includes both local and international groups.
Regular mailings With Renton’s outreach such as in billings, news letters and such.
Email blasts to our past attendees, guests, business partners and sponsors.
Email blast to convention mailing lists.
Use of local podcast presentations
Presentations at Renton Chamber of Commerce events
Presentations at Various Renton Nonprofit events (i.e, Rotary)
Use of local media outlets (i.e. Renton Reporter, Seattle Times, etc)
Radio coverage
Partnering with other local convention organizations
Outreach with printed material in local businesses, hotels and motels
Partnering with local cities and their economic develop departments
Partnering with King County economic development and tourism departments
Working and partnering with various Chamber of commerce and organizations.
6.Innovation.
With our new virtual event platform, Kingcon NW can reach out to the entire world with not
only the event itself, but also with the marketing that goes along with it. This innovative
platform, will allow for real time experiences for a variety of businesses, including all the hotels
and motels that partner with us. Our Virtual platform allows a “VR” experience for viewers to
see local venues and rooms, amenities, local businesses, housing, school and a variety of other
points of interest. The marketing potential is almost unlimited!
7.Cooperative nature.
Kingcon NW is planning various gaming events throughout the year (permitted that Govt. Covid
policies allow for gatherings this next year) and with each event we will be planning on hosting
the event in various hotel locations and for multiple days. These gaming events will support and
encourage attendees to attend our fall event but will also allow for the Hotel and Motel spending
to be spread throughout the year.
1. Off‐season development. Kingcon NW is committed not only to Renton and its economic
success, but to King County as a whole. We are planning on an extensive marketing campaign
that will have not only re-occurring pushes, but multiple events as well. These events will all
support and encourage the market audience to plan for attending our fall event, and for multiple
nights. Examples of other events will be our “Invitation only” premiere virtual event showcasing
our virtual event experience, and several pre-event gaming competitions. These event plus the
ongoing marketing will expose our audience to our upcoming fall event plus Renton as a whole.
We also plan on partnering with various entities within the City of Renton, the business
community and the King County Economic Development office to promote the region.
2. Overnight visitorship:
With any convention, attendees will want to spend multiple days if there are discounts for
multi-day passes, late night activities, high attendance activities on multiple days, easy
access to accommodations, special deals on those accommodations, and easy access to
food. At Kingcon NW 2021 our plan is to have all of the above.
Multi-day passes and special discounts for those staying at local hotels
Friday night we will have a VIP party that will go from 7-12am, and on Saturday we
will have the contest events and after hour party.
On both Saturday and Sunday we are having celebrity panels, panels for creatives
and gaming events that will span both days.
We are planning to hold the event at the Hyatt Regency hotel so guests will have
easy access to accommodations, plus work with the other local hotels for both rooms
and transportation.
Access to food will be at both the Hyatt and also at the landing with provided
transportation during meal times.
Tracking those overnight stay will be in three areas.
The first will be to work with the local hotels and track attendee stays, check-ins and
length of stay.
The second will be to track the attendees with ticket purchases with follow-up
questionnaires
The third will be email inquiries with bonus discounts.
Int the past we have had up to 25% of the attendees stay over night, (both local and further
than 50 miles). With in-person attendance of just 2,000, we can easily see needing at least
200 rooms for the weekend, or on average, 350-400 room nights.
Kingcon NW 2021 budget
Expenses Income
detail items details amounts totals detail items details amounts
Venue (Hyatt) 90,000
Streaming/
producing
Staffing/producers 5,000
Camera operators 2,000
Hardware 14,000
21,000
Virtual Experience 15,000
15,000
Gaming event 15,000
15,000
Contests 5,000
5,000
Staffing management team 10,000
day of 4,500
14,500
Advertising printing 6,000
Social media 6,000
Local media 10,000
Business outreach 5,000
27,000
Celebrities 25,000 25,000
hotel/airfare hotel 8,000
airfare 7,500
15,500
office expenses licensing/permits 2,500
misc 1,500
insurance 1,000
5,000
subtotals 233,000
Day of Ticket sales-day
passes
62,500
VIP 3,000
Vendors 34,500
Artists 11,250
LTAC funding City of Renton 25,000
City of Kent 10,000
Communities
funding
4Culture 6,500
Renton Municipal
Arts Commission
3,000
King County 5,000
Expenses
1
Sponsors Premiere 40,000
Gaming 15,000
Panels/misc.20,000
subtotal
IncomeExpenses
2
KING CON
SCIENCE GAMES COSPLAY KING COUNTY 2020
numbers you should know
We know that as a business, you're serious about your time and investment, and
we want to make sure that every dollar or hour spent on our event benefits you
and your employees. Here are some of the past stats that highlight our impact on
the community and in our marketing.
Attendance & Demographics: More than 8,000 attendees enjoyed our event over
the course of the last 4 years. Our crowds span all ages (the largest contingent is
between 21 and 40) and is primarily local (83%). Gender is split: 46% women
and 52% men.
Cultural Impact: KingconNW has become a homegrown success story. Each
year, our event is attended, recorded, Tweeted, Instagramed, Live Streamed,
Snap Chatted and posted to YouTube and Facebook, generating brand recogni-
tion long after the event concludes.
Economic Impact: The impact of the event is felt in the bars, shops and restaurants
throughout the greater Renton area. We partner with local vendors, who create
new menu items and offer nerdy deals in our honor. And, now, with new brand-
ing, we hope the economic impact spreads throughout King County!
KingconNWʼs marketing plan covers promotion online and offline.
Here are some metrics from previous yearsʼ strategy and
our plan for 2020.
2019 statistics
• 99.2k tweet impressions on Twitter.
• 25.7k organic reach on Facebook.
• 50.5k in the last 2 years visitors on our website.
Offline Rencon (Now KingconNW) had representation at:
• Renton River Days - 35k over 3 days.
• Emerald City Comic Con - 90k over 4 days.
• Sakuracon - 25k over 3 days.
5.
KING CON
SCIENCE GAMES COSPLAY KING COUNTY 2020
2020 marketing plan
• Event participation and promotion at various local events, such as Renton
City Retro, Renton River Days, AuburnFest, SummerFest., Return to
Renton Car show, and Storm Trooper clean up.
It is important that KingconNW is an active member of our community. View
these and other great clips about our involvement:
www.youtube.com/channel/UCF_tGdMCfzEv04TXL7Ub0ig
• Printed Ad in GO ESCAPE! USA Today's 2018 Travel Summer Guide that
will be distributed to over 5,000,000 travel enthusiasts & will be avail
able for pick up at newsstands, airports (via Hudson News), book
stores, Wal-Mart, CVS, 7 Eleven, etc.
• Inclusion in the Renton Business Directory. 15k copies go out to local
hotels and businesses.
• Digital marketing campaigns that target over 3,200,000 people in the
PNW who are interested in family activities, cosplay, comics, & video
games.
6.