HomeMy WebLinkAboutLTAC 2025-10-10 Agenda PacketAGENDA
Lodging Tax Advisory Committee
11:30 A.M., Friday, October 10, 2025
Hybrid Meeting
The public can view and listen to the meeting with the information below or attend the meeting in person at
Tukwila City Hall (6200 Southcenter Blvd.), Hazelnut conference room.
CALL IN INSTRUCTIONS: PHONE ID: # -u-
Join on your computer or mobile device: Join "t
For assistance during the meeting, please call (206) 731-9071.
1. Welcome and Introductions
2. Review of Agenda
3. Approval of Minutes
4. Special Presentations
5. General Business
6. Pending Funding Requests
:i 134I.it:.
a. Explore Seattle Southside, Tukwila Hotel Conference/Convention Incentive ($8,000, 2025 and
$30,000, 2026)
7. Announcements
a. Special meeting on October 24, 2025 for World Cup Update and Funding Request
8. Roundtable
9. Adjourn
Next Scheduled Meeting: When: October 24, 2025
Location: Hybrid
City of Tukwila
6200 Southcenter Blvd.
Tukwila, WA 98188
Application to the City of Tukwila for Use of 2025 Lodging Tax Funds
): Tukwila t e/. ion Incentive
Event or Activity Name (if applicable): Tukwila Hotel Conference/Convents
to exceed $8,000 in 2025
Amount of Lodging Tax Requested:Not ....�eee _.
..- .__
Applicant Organization:Seattle Southside Regional Tourism Authority
Federal Tax ID Number: 47-3031480
Mailing Address:
Primary Contact Name:
Primary Contact Phone:
Primary Contact Email Address:
3100 S 176th St., Ste 200, SeaTac WA 98188
Mark Everton
Y YtlW 206-406-1575
........_ d mark@seattlesout sie.com....
Check all the service categories that apply to this application:
✓ Tourism promotion or marketing.
✓ Operation of a special event or festival designed to attract tourists.
✓ Operation of a tourism -related facility owned or operated by a non-profit organization.
✓ Operation and/or capital costs of a tourism -related facility owned by a municipality or a
public facilities district.
Check which one of the following applies to your agency:
✓ Non -Profit (Note: Attach a copy of your current non-profit corporate registration from
the Washington Secretary of State Office)
Municipality
For Profit Corporation
I am an authorized agent of the organization/agency applying for funding. I understand that:
• I am proposing a tourism -related service for 2023. If awarded, my organization intends to enter
into a services contract with the City; provide liability insurance for the duration of the contract
naming the City as additional insured and in an amount determined by the City; and file for a
permit for use of City property, if applicable.
• My agency will be required to submit a report documenting economic impact results in a
format determined by the City.
Signature
�.� Date: October 1, 2025
wx� ��� �� -�.
Mark Everton, CEO, Seattle Southside Regional Tourism Authority
1) Describe your tourism -related activity or event.
This incentive will be made available to Tukwila hotels to secure new rate -sensitive meetings,
conferences and convention business.
2) If an event, list the event name, date(s), and projected overall attendance.
This incentive will be applicable to any new rate -sensitive meetings, conferences and convention
business that a Tukwila hotel is competing against other hotel(s).
3) Is your event/activity/facility focusing on attracting overnight tourists, day tourists, or both?
This incentive is tied to room nights contracted by a Tukwila hotel and is focused on attracting
overnight visitation to Tukwila.
4) Describe why visitors will travel to Tukwila to attend your event/activity/facility.
Meetings, conferences and convention business decision makers are attracted to Tukwila due to
Tukwila's proximity to SEA and the myriad of amenities that Tukwila offers. This incentive is intended to
narrow the economic gap that may exist between a Tukwila hotel and another hotel that the decision
maker may be considering.
5) Describe the geographic target of the visitors you hope to attract (locally, regionally,
nationally, and/or internationally).
This incentive is applicable to all origins of potential meetings, conferences and convention business
6) Describe the prior success of your event/activity/facility in attracting tourists.
A similar incentive program is currently in place in SeaTac. The program has been successful in
booking business and has received the endorsement of SeaTac hotels.
7) If this your first time holding the event/activity/facility provide background on why you think
it will be successful.
N/A
8) Describe how you will promote lodging establishments, restaurants, retailers, and
entertainment establishments in the City of Tukwila.
The RTA promotes Tukwila in a variety of different ways. The Tukwila hotels quote rates an
negotiate with the clients. This incentive is intended to be a tool for the Tukwila hotels to close
additional business.
9) Describe how you will use the name, "Tukwila" in publications, promotions, and for your
event?
The RTA will refer to the incentive opportunity for potential meetings, conferences and
convention business as the `Tukwila Hotel Conference/Convention Incentive".
Page 2 of 4
10) Measurements and Metrics (Note: You will be required to report these metrics as part of the
close out of the agreement between your organization and the City.)
As a direct result of your proposed tourism -related service, provide an estimate of:
a. Overall attendance at your proposed event/activity/facility.
b. Number of people who will travel fewer than 50 miles for your
event/activity.
c. Number of people who will travel more than 50 miles for your
event/activity.
d. Of the people who travel more than 50 miles, the number of people
who will travel from another country or state.
e. Of the people who travel more than 50 miles, the number of people
who will stay overnight in Tukwila.
f. Of the people staying overnight, the number of people who will stay in
PAID accommodations (hotel/motel/bed-breakfast) in Tukwila.
g. Number of paid lodging room nights resulting from your proposed
event/ activity/facility (for example: 25 paid rooms on Friday and 50
paid rooms on Saturday = 75 paid lodging room nights)
unk
unk
11) What methodologies did you use to calculate the estimates and what methodologies will you
use to track outcomes, such as total participants, estimated visitor spending, etc?
The data for potential meetings, conferences and convention business that will be influenced
by this incentive is not known at this time. Reporting will be available upon the conclusion of
the meeting/conference/convention.
12) What is the overall budget for your event/activity/facility? What percent of the budget are
you requesting from the City of Tukwila?
We are requesting funding on a contract by contract basis not to exceed $8,000 in 2025.
Page 3 of 4
Applications are considered on a rolling basis. Please contact staff to discuss the process for having the
application reviewed by the City's Lodging Tax Advisory Committee.
Completed applications should be submitted to:
Lodging Tax Advisory Committee
c/o Brandon Miles
City of Tukwila
6200 Southcenter Blvd
Tukwila, WA 98188
Or,
iir 3 o d "1-0lk w mI III
Questions?
LTAC Contact:
Brandon J. Miles
(206) 431-3684
..�,m...ar Ilk.
Updated: December 29, 2024
Page4of4
Revised 10.1.25
2025 Tukwila Hotel Conference/Convention Incentive
I. Summary
The Meetings and Group Incentive Program is a multi -faceted initiative that will bring economic
benefit to the City of Tukwila. Explore Seattle Southside will contract with eligible meeting
planners and group leaders for marketing services, directly targeting event attendees, and the
contracted compensation will incentivize planners to book their events at Tukwila hotels.
This program was developed in collaboration with regional hotel directors of sales and informed
by hoteliers' experiences with the meetings and group markets.
II. Goals
The program presented here is Explore Seattle Southside's strategy for 1) assisting hotel sales
teams in recruiting and retaining group business, and 2) showcasing the destination's restaurants,
attractions, and other microadventures direct to event attendees. The availability of these funds
will keep Tukwila hotels competitive with the meetings and group markets, as well as create a
targeted marketing opportunity to further promote Tukwila.
III. Contracted Services and Incentive Payout
Explore Seattle Southside will contract with the event planner for collaborative and targeted
marketing services. The scope of service will vary depending on the group and may include.
a. Event Landing Page: Seattle Southside restaurants, activities, itinerary
suggestions, and more may be promoted on an event landing page.
b. Dedicated Email Blast: clients may send an email on behalf of Explore Seattle
Southside to their attendees and/or potential attendees promoting 'stay an extra
day', itinerary suggestions, local attractions, dining, and other businesses.
c. Welcome Services: Explore Seattle Southside staff may provide welcome letters,
welcome bags, and/or other welcome services to event attendees promoting local
attractions, dining, and other businesses.
d. Dedicated Social Posts: clients may post about the Seattle Southside region on
their social media channels using their own content or content provided by the
Explore Seattle Southside.
Revised 10.1.25
The incentive amount will be determined by calculating 10% of the average room rate multiplied
by the total number of rooms included in the hotel contract. For example, a hotel room block of
100 rooms with an average contracted rate of $200 will receive an incentive total of $2,000
(based on $20,000 incremental hotel room revenue). Exceptions to this calculation may apply,
depending on the desirability of the group event and the economic impact anticipated. Funds will
be distributed directly to the client upon confirmation of a signed hotel contract. Maximum
compensation is $8,000 per event.
IV. Approach
Hoteliers will present this opportunity to their clients during negotiations. If the hotelier
determines that this program will assist in closing business, then they will reach out to Explore
Seattle Southside staff with details of the event. These details will be used to calculate the
economic benefit of the event on the Tukwila hotel and the Seattle Southside region using a
third -party event impact calculator.
a. Event Eligibility
Explore Seattle Southside staff will evaluate business based on its benefit to the
destination. An example of group business that will benefit the destination includes
business that can grow over time; for example, an association conference that repeats
annually or a corporate retreat that can expand to other types of events such as
trainings and meetings.
Ideal candidates are meeting and group planners who have not experienced the
destination and need a push to try somewhere new. Planners who have booked within
the destination previously and are tempted to move their event outside of Seattle
Southside are also good candidates. Circumstances will be evaluated on a case -by -
case basis to determine feasibility.
For an event or group room block to qualify, it must meet the following criteria:
• Must be either new business or attracted to another destination.
• Must be contracted (no courtesy blocks).
• Hotel contract must include an attrition clause.
• Explore Seattle Southside marketing collaboration required.
• Impact to destination is expected to be at least 15x the funding amount.
• Must be an 'event'. An "event" includes a day or multi -day meeting, tradeshow, or
conference or a group room block - negotiated corporate or crew accommodation
are exempt from consideration.
Revised 10.1.25
b. Application Process
The hotel salesperson will submit an application through an online form on behalf of
their client for analysis by Explore Seattle Southside staff.
c. Approval Process
Once Explore Seattle Southside staff determine that the business will economically
benefit the region, program participation will be approved, and the client and hotelier
will be notified. Explore Seattle Southside staff will contract with the client, outlining
the terms and conditions for receiving the funds, which will include targeted
marketing collaboration.
V. Measuring Success
After the conclusion of the event, the hotel will share with the Explore Seattle Southside the
number of rooms actualized, and a final event impact report will be generated.
The Meetings and Group Incentive Program will be evaluated based on the number of groups
incentivized, the incentive expenditure compared to the economic impact of the actualized
event, hotel sales team feedback, and survey responses from clients to determine incentive
impact in their decision -making.
Revised 10.1.25
APPENDIX I
2025 Budget
Funding for the Meetings and Group Incentive Program will come from City of Tukwila lodging
taxes for 2025 and will be accessed only by City of Tukwila hoteliers on behalf of their clients.
Expenditures will be reported to the City of Tukwila on a quarterly basis. Budget availability will
be transparent to hotel sales teams and reported on a regular basis.
2025:
4th Qtr Incentive paid to Tukwila hotel clients for contracted room nights $8,000
Total 2025 $8,000
Application to the City of Tukwila for Use of 2026 Lodging Tax Funds
Event or Activity Name (if applicable):
...
Amount of Lodging Tax Requested:
._.__. Applicant O-.w
rganizatiion:
Federa
l Tax ID Number:
Mailing Address:
Primary Contact Name:
Primary Contact Phone:
Primary Contact Email
.............� Address:
Tukwila Hotel Conference/Convention Incentive
Not to exceed-..._.._m..
$30,000 in 2026
Seattle Southside Regional ..............
Tourism Authority
47-3031480
�.�_..
3100 S 176thSt., Ste 200, SeaTacWA 98188
Mark Everton
206-406-1575
mark@seattlesouthside.com
Check all the service categories that apply to this application:
✓ Tourism promotion or marketing.
✓ Operation of a special event or festival designed to attract tourists.
✓ Operation of a tourism -related facility owned or operated by a non-profit organization.
✓ Operation and/or capital costs of a tourism -related facility owned by a municipality or a
public facilities district.
Check which one of the following applies to your agency:
✓ Non -Profit (Note: Attach a copy of your current non-profit corporate registration from
the Washington Secretary of State Office)
Municipality
For Profit Corporation
am an authorized agent of the organization/agency applying for funding. I understand that:
• I am proposing a tourism -related service for 2023. If awarded, my organization intends to enter
into a services contract with the City; provide liability insurance for the duration of the contract
naming the City as additional insured and in an amount determined by the City; and file for a
permit for use of City property, if applicable.
• My agency will be required to submit a report documenting economic impact results in a
format determined by the City.
Signature:"' Date: October 1, 2025
Mark Everton, CEO, Seattle Southside Regional Tourism Authority
1) Describe your tourism -related activity or event.
This incentive will be made available to Tukwila hotels to secure new rate -sensitive meetings,
conferences and convention business.
2) If an event, list the event name, date(s), and projected overall attendance.
This incentive will be applicable to any new rate -sensitive meetings, conferences and convention
business that a Tukwila hotel is competing against other hotel(s).
3) is your event/activity/facility focusing on attracting overnight tourists, day tourists, or both?
This incentive is tied to room nights contracted by a Tukwila hotel and is focused on attracting
overnight visitation to Tukwila.
4) Describe why visitors will travel to Tukwila to attend your event/activity/facility.
Meetings, conferences and convention business decision makers are attracted to Tukwila due to
Tukwila's proximity to SEA and the myriad of amenities that Tukwila offers. This incentive is intended to
narrow the economic gap that may exist between a Tukwila hotel and another hotel that the decision
maker may be considering.
5) Describe the geographic target of the visitors you hope to attract (locally, regionally,
nationally, and/or internationally).
This incentive is applicable to all origins of potential meetings, conferences and convention business
6) Describe the prior success of your event/activity/facility in attracting tourists.
A similar incentive program is currently in place in SeaTac. The program has been successful in
booking business and has received the endorsement of SeaTac hotels.
7) If this your first time holding the event/activity/facility provide background on why you think
it will be successful.
N/A
8) Describe how you will promote lodging establishments, restaurants, retailers, and
entertainment establishments in the City of Tukwila.
The RTA promotes Tukwila in a variety of different ways. The Tukwila hotels quote rates an
negotiate with the clients. This incentive is intended to be a tool for the Tukwila hotels to close
additional business.
9) Describe how you will use the name, "Tukwila" in publications, promotions, and for your
event?
The RTA will refer to the incentive opportunity for potential meetings, conferences and
convention business as the 'Tukwila Hotel Conference/Convention Incentive",
Page 2 of 4
10) Measurements and Metrics (Note: You will be required to report these metrics as part of the
close out of the agreement between your organization and the City.)
As a direct result of your proposed tourism -related service, provide an estimate of:
a. Overall attendance at your proposed event/activity/facility.
b. Number of people who will travel fewer than 50 miles for your
event/activity.
c. Number of people who will travel more than 50 miles for your
event/activity.
d. Of the people who travel more than 50 miles, the number of people
who will travel from another country or state.
e. Of the people who travel more than 50 miles, the number of people
who will stay overnight in Tukwila.
f. Of the people staying overnight, the number of people who will stay in
PAID accommodations (hotel/motel/bed-breakfast) in Tukwila.
g. Number of paid lodging room nights resulting from your proposed
event/ activity/facility (for example: 25 paid rooms on Friday and 50
paid rooms on Saturday = 75 paid lodging room nights)
11) What methodologies did you use to calculate the estimates and what methodologies will you
use to track outcomes, such as total participants, estimated visitor spending, etc?
The data for potential meetings, conferences and convention business that will be influenced
by this incentive is not known at this time. Reporting will be available upon the conclusion of
the meeting/conference/convention.
12) What is the overall budget for your event/activity/facility? What percent of the budget are
you requesting from the City of Tukwila?
We are requesting funding on a contract by contract basis not to exceed $30,000 in 2026.
Page 3 of 4
Applications are considered on a rolling basis. Please contact staff to discuss the process for having the
application reviewed by the City's Lodging Tax Advisory Committee.
Completed applications should be submitted to:
Lodging Tax Advisory Committee
c/o Brandon Miles
City of Tukwila
6200 Southcenter Blvd
Tukwila, WA 98188
Or,
uestions?
LTAC Contact:
Brandon J. Miles
(206) 431-3684
'a ad 11„,IVIIi ps( .,1`�all
Updated: December 29, 2024
Page 4 of 4
Revised 10.1.25
2026 Tukwila Hotel Conference/Convention Incentive
I. Summary
The Meetings and Group Incentive Program is a multi -faceted initiative that will bring economic
benefit to the City of Tukwila. Explore Seattle Southside will contract with eligible meeting
planners and group leaders for marketing services, directly targeting event attendees, and the
contracted compensation will incentivize planners to book their events at Tukwila hotels.
This program was developed in collaboration with regional hotel directors of sales and informed
by hoteliers' experiences with the meetings and group markets.
II. Goals
The program presented here is Explore Seattle Southside's strategy for 1) assisting hotel sales
teams in recruiting and retaining group business, and 2) showcasing the destination's restaurants,
attractions, and other microadventures direct to event attendees. The availability of these funds
will keep Tukwila hotels competitive with the meetings and group markets, as well as create a
targeted marketing opportunity to further promote Tukwila.
III. Contracted Services and Incentive Payout
Explore Seattle Southside will contract with the event planner for collaborative and targeted
marketing services. The scope of service will vary depending on the group and may include.
a. Event Landing Page: Seattle Southside restaurants, activities, itinerary
suggestions, and more may be promoted on an event landing page.
b. Dedicated Email Blast: clients may send an email on behalf of Explore Seattle
Southside to their attendees and/or potential attendees promoting 'stay an extra
day', itinerary suggestions, local attractions, dining, and other businesses.
c. Welcome Services: Explore Seattle Southside staff may provide welcome letters,
welcome bags, and/or other welcome services to event attendees promoting local
attractions, dining, and other businesses.
d. Dedicated Social Posts: clients may post about the Seattle Southside region on
their social media channels using their own content or content provided by the
Explore Seattle Southside.
Revised 10.1.25
The incentive amount will be determined by calculating 10% of the average room rate multiplied
by the total number of rooms included in the hotel contract. For example, a hotel room block of
100 rooms with an average contracted rate of $200 will receive an incentive total of $2,000
(based on $20,000 incremental hotel room revenue). Exceptions to this calculation may apply,
depending on the desirability of the group event and the economic impact anticipated. Funds will
be distributed directly to the client upon confirmation of a signed hotel contract. Maximum
compensation is $10,000 per event.
IV. Approach
Hoteliers will present this opportunity to their clients during negotiations. If the hotelier
determines that this program will assist in closing business, then they will reach out to Explore
Seattle Southside staff with details of the event. These details will be used to calculate the
economic benefit of the event on the Tukwila hotel and the Seattle Southside region using a
third -party event impact calculator.
a. Event Eligibility
Explore Seattle Southside staff will evaluate business based on its benefit to the
destination. An example of group business that will benefit the destination includes
business that can grow over time; for example, an association conference that repeats
annually or a corporate retreat that can expand to other types of events such as
trainings and meetings.
Ideal candidates are meeting and group planners who have not experienced the
destination and need a push to try somewhere new. Planners who have booked within
the destination previously and are tempted to move their event outside of Seattle
Southside are also good candidates. Circumstances will be evaluated on a case -by -
case basis to determine feasibility.
For an event or group room block to qualify, it must meet the following criteria:
• Must be either new business or attracted to another destination.
• Must be contracted (no courtesy blocks).
• Hotel contract must include an attrition clause.
• Explore Seattle Southside marketing collaboration required.
• Impact to destination is expected to be at least 15x the funding amount.
• Must be an 'event'. An "event" includes a day or multi -day meeting, tradeshow, or
conference or a group room block - negotiated corporate or crew accommodation
are exempt from consideration.
Revised 10.1.25
b. Application Process
The hotel salesperson will submit an application through an online form on behalf of
their client for analysis by Explore Seattle Southside staff.
c. Approval Process
Once Explore Seattle Southside staff determine that the business will economically
benefit the region, program participation will be approved, and the client and hotelier
will be notified. Explore Seattle Southside staff will contract with the client, outlining
the terms and conditions for receiving the funds, which will include targeted
marketing collaboration.
V. Measuring Success
After the conclusion of the event, the hotel will share with the Explore Seattle Southside the
number of rooms actualized, and a final event impact report will be generated.
The Meetings and Group Incentive Program will be evaluated based on the number of groups
incentivized, the incentive expenditure compared to the economic impact of the actualized
event, hotel sales team feedback, and survey responses from clients to determine incentive
impact in their decision -making.
Revised 10.1.25
APPENDIX I
2026 Budget
Funding for the Meetings and Group Incentive Program will come from City of Tukwila lodging
taxes for 2026 and will be accessed only by City of Tukwila hoteliers on behalf of their clients.
Expenditures will be reported to the City of Tukwila on a quarterly basis. Budget availability will
be transparent to hotel sales teams and reported on a regular basis.
2026:
1st Qtr Incentive paid to Tukwila hotel clients for contracted room nights $7,500
2nd Qtr Incentive paid to Tukwila hotel clients for contracted room nights $7,500
3rd Qtr Incentive paid to Tukwila hotel clients for contracted room nights $7,500
4th Qtr Incentive paid to Tukwila hotel clients for contracted room nights $7,500
Total 2026 $30,000