HomeMy WebLinkAbout2008-10-14 Support Documentation CSE Special MeetingPUBLIC NOTIct;:
Town of Vail: Commission on Special Events
Special Meeting
Vail Town Council Chambers
October 14, 2008 at 9:00 a.m.
AGENDA:
The Town of Vail Commission on Special Events has issued a Request for Proposals (RFP) to
event producers who may have an interest in producing a new event, or enhancing an already
scheduled event, which would be held in the Town of Vail before the end of this year. $4,800 has
been returned to the CSE's budget due to a last minute event cancellation and is available for a
2008 event only. The CSE will review the following applications that were received prior to the
deadline of Thursday, October 9 @ 5pm and will allocate the funds according to the established
criteria.
EVENT:
1St Annual Vail GPS-athon
Art of the Book Workshops (2)
Vail Tannenbaum Festival:
Lionshead Christmas Tree
Lighting
Holidays in Vail 2008:
Children's Parade
Adjournment: 10:00 a.m.
2008 DATES: PRODUCING AMOUNT
EN 111 is REQUESTED:
December 12-13 Elevation Innovation $5000
Labs: Peter Mason
October 20 & 27 Vail Symposium: $750
Vicky Lee
Saturday, Colorado Ski Museum: $4200
November 28 Susie Tjossem
Friday, Eagle Valley Events: $4800
December 19 Laurie Asmussen
Next Meeting: Tuesday, October 28, 2008 @ 8: 30am - 6: 00 pm.
Town of Vail: Comnflssion on Special Events
SDeCial Meeting
Vail Town Council Chambers
October 14, 2008 at 9:00 a.m.
AGENDA:
The Town of Vail Commission on Special Events has issued a Request for Proposals (RFP) to
event producers who may have. an interest in producing a new event, or enhancing an already
scheduled event, which would be held in the Town of Vail before the end of this year. $4,800 has
been.returned to the CSE's budget, due to a last minute event cancellation and is available for a
2008 event only. The CSE will review the following applications that were received prior to, the
deadline of Thursday, October 9 @ 5pm and will allocate the funds according to the established
criteria.
EVENT: 2008 DATES: PRODUCING AMOUNT
EN l Y l if: REOUESTED:
lst Annual Vail GPS-athon December 12-13 Elevation. Innovation - $5000
Labs: Peter Mason
Art of the Book Workshops (2) October 20 & 27 Vail Symposium:
Vicky Lee
Vail Tannenbaum Festival:
Lionshead Christmas Tree'
Lighting
Holidays in Vail 2008:
Children's Parade
Saturday, Colorado Ski Museum:
November 28 Susie Tjossem
Friday, Eagle Valley Events:
December 19 Laurie Asmussen
$750
$4200
$4800.
Adjournment: 10:00 a.m.
Next Meeting: Tuesday, October 28, 2008 @ 8: 30am -'6: 00 pm.
n
To: 34ybil Navas Page 2 of 11 2008-10-09 17:57:50 (GMT) 13034961040 From: Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
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Elevation Innovation Labs, LLC 1 of 10 Town of Vail: CSE Agpluddon for Ua cvcnt
To: Sybil Navas Pape 3 of 11
2008-10-09 17:57:50 (GMT)
13034961040 From: Peter Mason
2008 Vail GPS-athon An Elevation Innovation
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Elevation Innovation Labs, LLC 2 of 10 Town of Vail: C'SLApplication fur 08 cvcnt
To: &ybil Navas Pape 4 of 11 2006-10-08 17:57:50 (GMT) 13034881040 From: Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
REQUl.7,iED ATf'AC?MF,?I't'S::
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'EVENT NAME
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Elevation Innovation Labs, LLC 3 of 10 Town of Vail: CSL Applicarion for 08 cvc»t
To: Sybil Navas Pape 5 of 11
2008-10-09 17:57:50 (GMT)
Xr
13034861040 From: Peter Mason
i
2008 Vail GPS-athon
An Elevation Innovation
tat Annual Vail.GPS-athon Narrative Answers
Proposed Date: 12/12 & 12/13/08
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Brief Description of the Event:
Teams of 2-4 people, work together to find prizes in Vail and the Vail Valley using
their wits, provided clues and-a GPS device. The teams have a set amount of time to
work through both clues and GPS coordinates to find both items and more clues that
lead them to more and more hidden clues and prizes. Teams can work on the clues
for up to 6 hours, finding as many as they can, and at the end the team brings their
"Passport" back to the Judges Booth where they arc scored on what they found, the
difficulty to get that item and the overall time that they took. Teams can use all
modes of transportation from being on foot, on bike, on skis, in car or using public
transportation.
With all the excitement (still) about movies such as ;National Treasure, TV shows
such as the Amazing Race, the growing popularity of Geocaching and the rapid
increase in GPS-enabled devices we think that such an event is a great, fun,
family-friendly activity for Vail to sponsor. ;This modified scavenger hunt is based
on. Geocaching (http://www.geocaching.coin/),'and is supplemented heavily with
GPS navigation. Geocaching is a sport that uses GPS to hide and seek a Cache where
there arc trinkets or a logbook to sign at designated points. Specific locations in Vail
and the surrounding areas for the teams to seek, will be "high value" locations in
drawing tourism, _sales.and travelers to the area.
We will partner with FunFinder (htto:?/www_fjLpfinderoos_com/) or another GPS
enabled company to supply both the GPS devices and the service and either use
existing or create new GPS waypoi_nts for the event that are directly tied to our local
sponsors who we are securing. For example, if Vail Marriott was a sponsor, we might
include them as a location for a Cache to get the participants to visit that location.
-Prizes may include gift certificates, clothing,-outdoor gear or products directly from
the sponsors themselves. We would also post a volunteer at the specific Cache
locationwho could punch the participants "Passports" which they would then bring
back to the Judges Booth.
The event will cost each team $50 to enter with $25 of that going to the Beneficiary
of the event - Judi's House Heroic Journey
(htto1/www.iudishouse.oro/program4;/heroic-iournpvt) program for 2 teens from the
Vail Valley. Judi's House serves teens who have lost a parent or sibling and the
Hcroic Journey program takes those kids onto an Outward Bound
(htto://www.6utwardbound.orq) course to the mountains, rivers, or wild places of
the West. The $50 team entry will get them a Finisher prize, coupon book to local
businesses, and the first 100 teams will get event T-shirts.
Through the relationship with Judi's House, Outward Bound, local sponsors and local
supporters of them all that we will market this event. We will also recruit volunteers
from the community to assist us in this endeavor. We anticipate that we will need
approximately 20 volunteers to assist.
Elevation Innovation Labs, LLC 4 of 10 Town of Vail: CSLAppluationfvr08 went
1 o:'!ayutl Navas Pape G Of 11 200&10-09 17:57:50( 1 GMTj 130349GI04U From: Peter Mason
2008 Vail GPS-athon An Elevation Innovation
Starting at 10am on Friday 12/12 and running through 10pm that day (same times
on the following day 12/13 Saturday), we will run participants through a short
orientation to the GPS units and the competition (on the hour) and get them started
onto the event.`They will have Up to 6 hours from their starting time.to get as many
Caches as they can,. The two day format will allow-us to get some press`on. day one
and turn that into additional participants on Saturday '(day two)' as people see
information about the event and decide to join in.
Describe where event will be located within the Town of Vail: ,
Because this Is a mobile event we will only need the Judge's Booth as the hub (le
the starting location for teams which would also serve as their ending location).
Location will be tied to a sponsor in all likelihood - TBD. Geocache locations can be
outdoors, indoors, business, point of interest or other.
Please describe briefly how you will use the funds that you are requesting
from the CSE:
While this event is small to begin with, it is a first-year event created in a highly
compressed timeframe (2 months) that we would like *to grow and expand in the Vail
area. As a first-year event, the majority of the. money would be used to creates a
base of infrastructure (webpage and supporting pages for example) that we could.
use in all future iterations of the event. We would also use the majority of the money
on marketing the event to ensure that .we got a minimum number of first year
teams/participants so that we could build on the event for the future: _We understand
that yve are.-nogi;passed toe 2009 aoolication deadline but would like _tn-also aQgly for
fundiho fgr the 2Q¢9 Qvent cvele as.well if we get aonroved_for the 2 4 event.. Our
event team has experience in a Wide variety of. events tncludino Urban Adventure
races. Adventure Racina. Team Relays and Large Scale Fundraisers:
Detailed Event Budget: Attached pages 9 & 10 (Summary and Assumption/Details)
Marketing Plan and detalled explanation of potential for sponsorships and
media exposure.
Marketing and PR
• Local: In the Vail Valley we plan on
o putting out press release's through"local print and radio media,
o using our existing high country media list well call all radio stations for
interviews about the event and its beneficiaries
o creating web postings; and
o postering.in local businesses "while we are soliciting sponsorships
• Front Range:
o putting out press releases through front range media,
Elevation Innovation Labs, LLC 5 of 10 Town of Vail: CSGApp"-taion fur UA.;vt;nt
To: Sybil Navas Page 7 of 11
2008-10-09 17:57:50 (GMT)
Ili
2008 Vail GPS-athon
An Elevation Innovation
13034961040 From: Peter Mason
r?
o using our existing front range media list we'll call all radio stations and
TV outlets for interviews/story ideas about the event and'Its
beneficiaries
o creating web postings;-and
• Event webpage built out and promoted through cross linking through other
"event" and "things to do" web postings'
• Email campaign through beneficiaries (Judi's House; Outward Bound,
Colorado Relay), through sponsors and through local businesses
During event we will have photographers and a videographer shooting to
capture images and tape
• Post event we will put out to all media outlets a story idea about the event
and have the Images. and video accessible to them.
Target Audiences:
Vacationing families and visitors already in Vail
• Local businesses and groups
• Front Range weekend travelers - attempt to draw weekend visitors by
bringing up folks on Friday for a weekend stay
Goals:
Raise awareness of what Vail has to offer
Fun for participants.
Raise money for two kids from Vail (or the Vail Valley) to attend the Heroic
Journeys program of Judi's House and Outward Bound in the summer of
2009.
Survcying, data capturc:
• Post event we will measure participants
o Demographic info
o Anticipated spending during their trip
o Intent to return to event and to Vail
n Fun
o Awareness of Vail activities, amenities and businesses
o Sense of philanthropy for youth served by Judi's House and Outward
Bound.
Prizes:
• Prizes will be awarded in the top 3 categories - Open, Family, Locals
• Prizes will come from the below partners and will be awarded to the top 3
placers in each category.
• First 100 teams will get an event T-shirt
• Additional "prizes" available at some Cache Points.
Potential Sponsors and Partners:
Our cvcnt sponsors and partncrs will comc from two primary groups. Onc group wc.
work with already in our other events business: Garmin, Magellan, Funfinder, SPOT,
Marmot, Mountain Hardwear, Eagle Creek, Starbucks and other.0utddoor companies
with whom we have existing and long-term relationships.
The 2nd group would be with Local Businesses in Vail and the surrounding area
including the ski industry, restaurants, hotels, real estate, retail and entertainment
Elevation Innovation Labs, LLC 6 of 10 Town of Vail: C'SLApplicndon for 08 cwnt
ro: Sybil Navas Page 8 of 11 2008-10-09 17:57:50 (GMT) 13034961040. From: Peter Mason
J
2008 Vail GPS-athon
An Elevation Innovation
r?
businesses. As we have in other locations in Colorado we expect-to work with the)
chamber of commerce to access these businesses and help promote them through
sponsorships and media exposure.
We see this as an annual.event that can be run in any season and can focus on the
primary benefits of Vail and the surrounding area: exposure, greater visitorship, and!
increased
Previous year's event evaluation, including income and expense statement.
NA
Projected demographics of event attendees and spending.
As this is a first-year event,.we anticipate the demographics to be for largely Front
Range travelers, married, HHI of +$100K/year, 35-54 yo, professionals. This is
largely similar to the kinds, of individuals we see at our other events and the group
from whom..we would drawing in both out of our database of attendees as well as the.
individuals that the non-profits have access to.
Brief Description of potential benefits to the Town of Vail, including and
estimated # of Incremental room nights and Increased spending generated.
We anti cipate, approximately-250 participants half of which would be incremental to
the existing tourist. Of those we would estimate a $500 spend per person or
$62,500. We would provide incentives to our participants to spend the weekend, ski
or eat out as a part of our event.
What return on investment should the Town of Vail expect?
We expect 100 teams of 2-4. We expect to get half of the participants from the Front
Range and the other half from either local citizens or visitors already in Vail. The
lower number of participants is due to the short timeline in putting this event on. We
fully expect that in future iterations during the summer, fall, spring or winter that
this event will build on Itself significantly. In future Iterations we could morph this
event into a geocaching tournament or massive National Treasure style event
bringing many hundreds of new visitors to Vail.
i
Organization:
Peter Mason, President Elevation Innovation Labs
• Garret Ball, Operations. Director Elevation Innovation Labs
Elevation Innovation Labs, LLC 7 of 10 Town of Vail: CSC AppLi,; iun for 08 cvon
To: Sybil Navas Pape 9 of 11 2008-10-09 17:57:50 (GMT) 13034961040 From: Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
n
ADDITIONAL INFORMATION
Elevation Ennnovatlon Labs: A little about us
Elevation Innovation Labs is an event management and marketing consulting'
company. Our primary event is the Colorado Relay, a team relay race that goes from
Georgetown to Carbondale (passing through Vail) and raises money for Outward
Bound and Judi's House. The event is going into its 12th year and raised over
$45,000 last year. Our company also assists other companies in. maximizing-their
marketing dollars through strategic planning and targeted executiori. We work with
small to mid-sized companies and non-,profits to help them strengthen their brand
and increase their sales regardless of the position they are in within their niche.
Other towns and entities using Scavenger Hunts or Geocaching to promote
tourism: _
Alexandria City, VA http://www:.irginia.org/site/description.asp?attrID=38852
Asia Town, OH httD://www.gcbl.oro/events/aria-town-scavenoer-hunt-07-28-2007
Central Park, NYC htto://www.treasutehuntadVentures:com,/4tentrailoark/
Scottsdale, AZ
htta://www_tearpljldirtpinc.com/rekreats_a treasurehunt _ccnttsdale.htm
Connecticut (Greenwich, Hartford, Mystic, New Haven/Yale, South Norwalk, Stamford
htta:J{www.watsonadvent ures. corn/con necticut. him l
Hull, MA
htto:?lwww.town.hull.ma-us/Public Documents/IjullMA HighSch0a.ss/Doniaer/Broad
w?v%2QZQp?,/aaae%?,? -
Castle Rock, CO httn":vyvwvy_crobv.com?Bgws.aso?NewsID=854
Elevation Innovation Labs, LLC 8 of 10 Town of Vail: C'SEApplu Quinn for'UA event
To: Sybil! NaJas Page 10 of 11 2008-10-09 17:57:50 (GMT) 13034961040, Ffom: Peter Mason
f
VAH GIPS-athon 2008 - Bu
d et Summar
.
.
Discounts - 0 -
Refunds ($100)
Credit Card Fees -220
Total revenuel -320
Team Registration Fees 2500
Team Donations for Beneficiary 2500
Store Merchandise Sales 500
Other Revenue (sponsorships) 3000
Vail CSE 5000
Total revenue 2 13500
Total operating revenues ' X13:1801
Indirect & Administrative costs
Travel 900
Contractor fees -5000
Mailings & Postage 1000
Printing & Publication 750 -
Event Expenses 5325
Cost of goods sold 400
Other department specified costs 0
Donations paid to Beneficiary 2500
Total indirectA administrative. costs 13375
Total costs ' $13,3751
Gross margin - 195'
i ?
( i
To: Sybil Navas Page 11 of 11 2008-10-09 17:57:50 (GMT) 130349!31040 From: Pete ? Mason
hoa 2008 - BudgetAssumptions
Vail 6PS-at
I'M
credit card fees -0.04 5500 -220
Team Registeation 100 25 2500
Team Donations 100 25 2500
store 25 20 500
sponsorships 15 200 3000
Vail: CSE 5000
'!ravel- --- - -
trips to Vail 3 100 300
Event travel 2 300 600
lContractorfees hours*rate 100 50 SOOOPPUM
IMallings & Postage 2 bulk mails 2 500 1000
!Printing & Publication -
posters 1 250 250
postcards 1 250 250
printables for event 1 250 250
jEvent Expenses
banners 1 350 350
permits 1 250 250
signage and marking 25 15 375
nighttime marking 10 10 100
venue for finish 1 500 500
insurance 1 500 500
- rentals 1 250 250
website and team registration 2 1000 2000
marketing emails 5 200 1000
Cost of goods sold 100 4 . 400
Margin
To: Sybil Navas Page 2 of 11 2008-10-08 17:57:50 (GMT) 13034961040 From: Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
C?
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Elevation Innovation Labs, LLC 1 of 10 Town of Vail: CSL App4-uziun fur 08 went
To: Sybil Navas Pape 3 of 11 2008-10-09 17:57:50 (GMT) 13034961040 From: Peter Mason
2008 Vail GPS-athon An Elevation Innovation
s Mase.desrAi ebriiefly.ho youwMum.tt?0uncis: laty t?re.i?^s{us?tii?:i'?mfiY????:
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TIOVICSF - 5 - Agpticptigtt toot 2669 f=unds
Elevation Innovation Labs, LLC 2 of 10 Town of Veil: CSL Appall atiun for 08 cvont
To: Sybil Navas Page 4 of 11 2008-10-09 17:57:50 (GMT) 13034961040 From: Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
R1EQU1?tM ATTAC?TS.:
5 .. tTFY ;, a t:badget;• including all anticipated raven tes atid-voonses,.
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Elevation Innovation Labs, LLC 3 of 10 Town of Vail: m.' Applif kaiun for os uvunt
To:. Sybil Navas Page 5 of 11
2008-10-09 17:57:50 (GMT)
t
13034961040 From: Peter Mason
V
2008 Vail GPS-athon
An Elevation Innovation
Vt Annual Vail GPS.-athon Narrative Answers
Proposed Date: 12/12 & 12/13/08
Brief Description of the Event:
Teams of 2-4 people, work together to find prizes in Vail and the Vail Valley using
their wits, provided clues and a GPS device. The teams have a set amount of time to
work through.,both clues and' GPS coordinates to find both items and more clues that
lead them to more and more hidden clues and prizes. Teams can work on the clues
for up to 6 hours, finding as many as they can,. and at the end the team brings their
"Passport" back to the Judges Booth where they arc scored on what they found, the
difficulty to get that item and the overall time that they took. Teams can use all
modes of transportation from being on foot, on bike, on skis, in car or using public
transportation.
With all the excitement (still) about movies such as National Treasure, TV shows
such as the Amazing Race, the growing popularity of Geocaching and the rapid
increase in GPS-enabled devices we think that such an event is a great, fun,
family-friendly activity for Vail to sponsor. This modified scavenger hunt is based
on Geocaching (http://www.geocachin§.com/),,and is supplemented heavily with
GPS navigation. Geocaching is a sport that uses GPS to hide and seek a Cache where
there arc trinkets or a logbook to sign at designated points. Specific locations in Vail
and the surrounding areas for the teams to seek, will be "high value" locations in
drawing tourism, sales and travelers to the area.
We will partner with FunFinder (htto://www_fG,nfinderoQS.com/) or another GPS
enabled company to supply both the GPS devices and the service and either use
existing or create, new' GPS waypoints for the event that are directly tied to our local
sponsors who we 'are securing. For example, if Vail Marriott was a sponsor, we might
include them as a location for a Cache to get the participants to visit that location.
Prizes may include.gift certificates, clothing, outdoor gear or products directly from
the sponsors themselves. We would also post a volunteer at the specific Cache
location who could punch the participants "Passports" which they would then bring
back to the Judges Booth.
The event will cost each, team $50 to enter with $25 of that going to the Beneficiary
of the event - Judi's House Heroic Journey
(htt /www_iudishouse.nro/r)roaraM.*/hergic-inyjrnevl) program for 2 teens from the
Vail Valley. Judi's House serves teens who have lost a parent or sibling and the
Heroic Journey program takes those kids onto an Outward Bound
(htto:(/www.outwardbound.orq) course to the mountains, rivers, or wild places of
the West. The $50 team entry will get them a Finisher prize, coupon book to local
businesses, and the first 100 teams will get event T-shirts.
Through the relationship with Judi's House, Outward Bound, local sponsors and local
,supporters of them all that we will market this event. We will also recruit volunteers
from the community to assist us in this endeavor. We anticipate that we will need
approximately 20 volunteers to assist.
Elevation Innovation Labs, LLC 4 of 10 Town of Vail: CSGApplizatior, for 08 --t
10.: Sybil Navas Page G of 11 2008-10-09 17:57:50 (GMT) 13034901040 From:Pet& Mason
P
An Elevation Innovation
0
2008 Vail GPS-athon
Starting at 10am on Friday 12/12 and running through,10pm that day (same times
on the following day 12/13 Saturday), we will run participants through a short
orientation to the GPS units and the competition (on the hour) and get them started
onto the event. They will have up to 6 hours from their starting time to get. as many
Caches as they can. The two day format will allow us to,get some press on day one
and turn that into additional participants on Saturday (day two) as people see
information about the event and decide to join in.
Describe where event will be located within the Town of Vail:
Because this Is a mobile event, we will only need the Judge's Booth as the hub (le
the starting location for teams which would also serve as their ending location).
Location will be tied to a sponsor in all likelihood - TBD. Geocache locations can be
outdoors, indoors, business, point of interest or other.
Please describe briefly how you will use the funds that you are requesting
from the CSE:
While this event is small to begin with, it is a first-year event created in a highly
compressed timeframe (2 months) that we would like to grow and expand in the Vail
area. As a first-year event, the` majority of the money would be-used to create, a
base of infrastructure (webpage and supporting pages for example) that. we could
use in all future iterations of the event. We would also use the majority of the money
on marketing the event to ensure that we got a minimum number of first year
teams/partidpants so that we could build on the event for the future. We understand
that we are Pow pagsed the .2Q09 ponlication deadline but wpuld like to.aisa appiv for
fundina for the 2060 event cvclq &s well if we get aporoved for the 2008 event- OjjX
event team.has experience in a wide variety of events"ilicipdina Urban Adventure
races. 4dvqp,t,Nre Racina. Tepm Relavs and' L=e Scsle Fundraisers.
Detailed Event Budget: Attached pages 9 & 10 (Summary and Assumption/Details)
Marketing Plan and detailed explanation of potential for sponsorships and
media exposure.
Marketing and PR
• Local: In the Vail Valley we plan on
o putting out press releases through local print and radio media,
o using our existing high country media list'we'II call-all radio stations for
. intcrvi.cws about the event and its beneficiaries
o creating web postings, and
o postering in local businesses while we are soliciting sponsorships
• Front Range:
o putting out press releases through front range media,
Elevation Innovation Labs, LLC
S of 10 Town of Vail: CSC Application for UR cvt;nt
l:
To: Sybil Navas Page 7 of 11
2008-10-09 17:57:50 (GMT)
13034961040 From: Peter Mason
V
2008 Vail GPS-athon
An Elevation Innovation
0
o using our existing front range media list we'll call all'radio stations and
TV outlets for interviews/story ideas about the event and its
beneflclarles
o creating web postings, and
• Event webpage built out and promoted through cross linking through other
"event" and "things to do" web postings
• Email campaign through beneficiaries (Judi's.House, Outward Bound,
Colorado Relay), through sponsors and through local businesses
• During event we will have photographers and a videographer shooting to
capture images and tape
• Post event we will put out to all media outlets a story idea about the event
and have the Images and video accessible to them.
Target Audiences:
• Vacationing families and visitors already.in Vail
• Local businesses and groups
• Front Range weekend travelers - attempt to draw weekend visitors by
bringing up folks on Friday for a weekend stay
Goals:
• Raise awareness of what Vail has to offer
• Fun for participants.
• Raise: money for two kids from Vail (or the Vail Valley) to attend the Heroic
Journeys program of Judi's House and Outward Bound in the summer of
2009.
Surveying, data capture:
• Post event we will measure participants
o Demographic info
o Anticipated spending during their trip
o Intent to return to event and to Vail
0 Fun
v Awareness of Vail activities, amenities and businesses
o Sense of philanthropy for youth served by Judi's House and Outward
Bound:
Prizes:
Prizes will be awarded in the top 3 categories - Open, Family, Locals
• Prizes will come from the below partners and will be awarded to the top 3
placers in each category.
• First 1.00 teams will get an event T-shirt
• Additional "prizes" available at some Cache Points.
Potential Sponsors and Partners:
Our event sponsors and partners will coma from two primary groups. One group we
work with already in our other events business: Garmin, Magellan, Funfinder, SPOT,
Marmot, Mountain Hardwear, Eagle Creek, Starbucks and other Outddoor companies,
with whom we have existing and long-term relationships.
The 2nd group would be with Local Businesses in Vail and the surrounding area
including the ski industry, restaurants, hotels, real estate, ,c'wil and entertainment
Elevation Innovation Labs, LLC 6 of 10 Town of Vail: CSL Application for US event
to: Sybil Navas Page 8 of 11 2008-10-08 17:57:50 (GMT) 13034861040 From Peter Mason
2008 Vail GPS-athon
An Elevation Innovation
C?
businesses. As we have in other locations in Colorado we expect to work with the
chamber of commerce'to access these businesses and help promote them through
sponsorships and media exposure.
We see this as an annual event that can be run in any season and can focus on the
primary benefits of Vail and the surrounding area: exposure, greater visitorship, and
increased
Previous year's event evaluation, including income and expense statement.
NA
Projected demographics of event attendees and, spending.
As this is a First-year event, we anticipate the demographics to be for largely Front .
Range travelers, married, HHI of +$100K/year, 35-54 yo, professionals. This is
largely similar to the kinds of individuals we see at our other- events and the.group
from whom we would drawing in both out of our database of attendees as well as the
individuals that the non-profits have access to.
Brief Description of potential benefits to.the Town of Vail, Including and
estimated # of Incremental room nights and increased spending generated.
We anticipate approximately 250 participants half of which would,be Incremental to
the existing tourist. Of those we would estimate a $500 spend per person or
$62,500: We would provide incentives to our participants to spend the weekend, ski
or eat out as a part of our event.
What return on investment should the Town of Vail expect?
We expect 100 teams of 2-4. We expect to get half of the participants from the Front
Range and the other half from either local citizens or visitors already in Vail. The,
lower number of participants is due to the short timeline in putting this event on. We
fully expect that in future iterations during the summer, fall, spring or winter that
this event will build on Itself significantly. In future Iterations we could morph this
event into a geocaching tournament or massive National Treasure style event
bringing many hundreds of new visitors to Vail.
r
Organization:
• Peter Mason, President Elevation Innovation Labs
• Garret Ball, Operations Director Elevation Innovation Labs
Elevation Innovation Labs, LLC 7 of 10 Town of Vail: CSGAppliv. tun for UA cvc»t.
To: Sybil Navas Page 9 of 11
2008-110-09 17:57:50 (GMT)
13034901040 From: Peter Mason
v
2008 Vail GAS-athon
An Elevation Innovation
ADDITIONAL INFORMATION -
Elevation Innnovation Labs: A little about us
Elevation Innovation Labs is an event management and marketing consulting
company.•Our primary event is the Colorado Relay, a team relay race that goes from
Georgetown to Carbondale (passing through Vail) and raises money for Outward
Bound and Judi's House. The event is going into its 12th year and raised over
$45,000 last year. Our company also assists other companies in maximizing their
marketing dollars through strategic planning and targeted execution. We work with
small to mid-sized companies and non-profits to help them strengthen their brand
and increase their sales regardless of the position they are in within their niche.
Other towns and entities using Scavenger Hunts or Geocaching to promote
tourism:
Alexandria City, VA http://www.virginia.org/site/description.asp?att-rID=38852
Asia Town, OH htto://www..acbl.ora/eve'nts/asia-town-scavenaer-hunt,07-28-2007
Central Park, NYC htto://www.tre6surehuhtadventures.com/centraloatO
Scottsdale, AZ
htto://www_teamhiiildinainc?rnm/retreats..4 troisurel?iant .scntt?oale.htm
Connecticut (Greenwich, Hartford, Mystic, New Haven/Yale, South Norwalk,. Stamford
htto: //www.yvatsonadventures.com/connecticut. htmI
Hull, MA
ht r);/ www.town.hull.ma.us/Public Documepts/HuIIMA_ HiahSchClass/DonitjtL/Broad
wav0/p2Q2006/oRge0/nM
Castle Rock, CO htta://vyww.craov.corn/ New.5.aso7NewsID=854
Elevation Innovation Labs, LLC 6 of 10 Town of Vail: CSLApplicadan for 08 cvcnc
To: Sybil Navas Page 10 of 11 2008-10-09 17:57:50 (GMT)
VW GPS-athon 2008 -- Bud et Summa _
Discounts 0
Refunds ($100)
Credit Card Fees -220
Total revenuel -320
Team Registration Fees 2500
Team Donations for Beneficiary 2500
Store Merchandise Sales 500
Other Revenue (sponsorships) 3000 '
Vail CSE 5000
Total revenue 2 13500
Total operating revenues $13,1801
Indirect & Administrative- costs
Travel 900
Contractor fees 5000
Mailing&& Postage, 1000
Printing & Publication 750
Event Expenses 5325
Cost of goods sold 400
Other department specified costs 0
Donations paid to Beneficiary 2500.
Total indirect & administrative. costs 1337.5
Total costs $13.375
Gross margin -$195
13034961040 From: Peter Mason
r 1
To: Sybil Navas Page 11; of 11 2008-10-09 17:57:50 (GMT) 13034961040` From; Peter Mason
Vail OPs-athon 2008 - Budget. Assumotions
INNI:
soon ,
credit card fees -0.04 5500 -2Z0
Team Registration 100 25 2500
Team Donations 100 25 2500
store 25 20 500
sponsorships 15 20.0 3000
Vail: CSE 5000
Travel - - - - - - -_
trips to Vail 3 100 300
Event travel 2 300 600
Contractor fees hours*rate 100 50 5000
f Mailinips & Postage. 2 bulk mails 2 500 100ORIONO
1112rintin4 & PutiilCaton ONION
posters 1 250 250
postcards 1 250 250
printables for event 1 250 250
Event Expenses
-'---
banners 1 350 350
permits permits 1 250 250
signage and marking 25 15 375
nighttime marking 10 10 100
venue for finish 1 Soo 500
insurance 1 Soo 500
rentals 1 250 250
website and team registration 2 1000 2000
marketing emails 5 200 1000
Cost of goods sold 100 4 400
Margin gem=
PO Box 3038
! Vail, CO 81658
Voice: 970.476.0954
Fax: 970.476.0710
rVA L www.vailsymposium.org
MA,m For the LOVE of LEARNING A Colorado 501(c)(3)
Established in 1971 non-profit organization
EXECUTIVE DIRECTOR
Fraidy Aber
BOARD OF DIRECTORS
Rob Levine
CHAIRMAN October 7, 2008
Deb Luginbuhl
VICE CHAIRMAN
Allison S. Krausen Ms. Sybill Navas
TREASURER Coordinator, Commission on Special Events
Liana C. Moore Vail Commission on Special Events
SECRETARY
Karen Morter Dear Vail's Commission on Special Events:
CHAIRMAN EMERITUS
Pam Brandmeyer Enclosed please find a grant application from the Vail Symposium for an
Gary W. Cage, MD already-scheduled event taking place in Vail before the end of the year.
Pam Elsner
Kathy Lou Reynolds, MD, FAAP
James C. Ruh The Vail Symposium is a non-profit organization that has been a
Myrna Sigman part of the life and history of Vail since 1971. In recent years, we
Robert Vanourek have been expanding our programs and reach - now offering over
70 lectures, tours, and presentations annually, to an ever growing
ADVISORY BOARD number of Valley residents and visitors (attendance numbers were
Michael Balk have doubled each year since 2oo6!).
Lynette Dallas
Doris Dewton
Kathleen Eck
We hope that you will be able to support these program, so that we
Carole Feistmann can continue to provide affordable community enrichment. We
Sara Gregg have long considered our mission of bringing a high level of adult
Susan Mackin Dolan intellectual stimulation a necessity in our thriving community.
Carolyn McGinnis
Jamie Metzl If you have any questions or need additional information, I can be
Sandra Morgan reached at 970-476-o954 to discuss our request for financial aid
Ved Nanda
'
from your organization.
Priscilla O
Neil
Nancy Slowikowski
Dr. Dennis Wentz
Many thanks for your kind consideration.
Eugenia Zukerman
Sincerely,
Vicky Lee
Communications / Development Director
Vail Symposium
TOWN OF VAIL
COMMISSION ON SPECIAL EVENTS
Town of Vail: COMMISSION ON SPECIAL EVENTS
2009 EVENT FUNDING APPLICATION
Please print or type all information
? EVENTS: Art of the Book Workshops (2)
? PROPOSED DATE(S): October 20 & October 27
? AMOUNT OF CASH FUNDING REQUESTED: $750
PRODUCING EN i i i Y: The Vail Symposium
Executive Director: Fraidy Aber
Name and Title of Person Completing the Application: Vicky Lee,
Communications / Development Director
Address: P.O. Bog 3038
Vail, Co 81658
Telephone: 970/476-0954 Cell: 970/331-3891 Fax: 970.476-0710
WEBSTTE: www.vailsymposium.org
E-Mail Address: fraidy@vailsymposium.org and vicky@vailsymposium.org
Organization's tax status: Non-Profit
Tax payer ID#98-09319
o Does the Event benefit a charity? No
Mission Statement:
The Vail Symposium is a non-profit organization dedicated to year-round
lifelong learning, through cultural and educational programs that are thought-
provoking, diverse and affordable. We offer over 70 programs a year, of which
25 percent are free.
Number of years your organization has been in business: 37 years (Became a
501(c)(3) in 1987)
• Brief Description of the Event:
To help the Town of Vail Library celebrate its 25th Anniversary, the Vail
Symposium has agreed to present two art workshops related to the art of the book.,
The first: Altered Books Workshop, will be led by master printmaker and Valley
resident Susan Mackin Dolan. The workshop will involve transforming retired and
discarded library books into works of art.
The second: The Printed Word/The Printed Image, led by artist Ben Pond, will
educate participants on the 15-century technique of relief printing and its relation to
bookmaking.
TOV/CSE - 1 - Application for 2009 Funds
• Describe where event will be located within the Town of Vail:
Community Room, Town of Vail Library
• Will any portion of the event take place outside of the Town of Vail?
No
• Please describe briefly how you will use the funds that you are requesting f u.. the CSE:
Funding from the CSE would be used to offset the expenses of materials and
instructor honorariums so that we can keep the cost of admission affordable to the
general public.
• Will additional in-kind services be required from the Town of Vail? No
• Is this a: One-time event
9 Number of participants (athletes, artists, exhibitors, etc.) anticipated: 2 artist instructors
Number of volunteers needed: 0 Number of event staff: 2
Total Number of spectators anticipated 50 participants total.
Local: 70% In-state (non-local) 15% Out of State 15%
a Should the CSE decide not to support this event, will it still occur?
Yes
• What % of the total event budget is the CSE being asked to fund? 30 percent
What is the $ amount of sponsorships from alternative sources reflected in the event
budget: 0 percent; venue is in-kind from The Vail Library
• What % of the total event'budget do you expect the event itself to generate? (i.e. ticket
sales, merchandise, food and alcohol sales, etc.) 50%
• If possible, would you intend to host the event in Vail beyond 2009? No-this is in
observation of the Library's anniversary.
If yes, for how many years beyond 2008? Indefinitely
• Do you anticipate requesting funding from the CSE next year? No
TOV/CSE -2- Application for 2009 Funds
FOR CSE USE ONLY:
EVENT NAME:
PROPOSED DATES:
Funding in the amount of was approved by the CSE on (date)
Subject to the following conditions:
Signature: CSE Coordinator
Signature: Applicant
Unless otherwise specified in the cv..L act, CSE funds will be distributed per the following
formula:
1/3 of the amount upon the signing of a contract stipulating the terms of the CSE's
funding allocation.
1/3 of the amount upon receipt of an invoice from the event producer following the
timely submittal of a c...,lete Special Event Permit Application, which is due a
minimum of 45 days prior to the start of the event.
1 /3 of the amount upon receipt of an invoice from the event producer following the
completion of the event and final compliance with all the stipulations of the Special
Event Permit.
TOV/CSE .3- Application for 2009 Funds
ALTERED BOOK WORKSHOP
October 20, 2008.5:30-8pm
Vail Library Community Room
Master printmaker Susan Mackin Dolan will lead a transformative workshop using old, discarded library
books to make new "artist books". Students will learn how to change a book from its original form by
exploring the use of mixed media, collage techniques, and other processes to create a work of
art. Original text may also be changed and incorporated into the new art object, thereby altering the
book's original meaning. Bring any favorite art supplies, trinkets and objects that appeal to you that
might be incorporated into your artist book.
THE PRINTED WORD / THE PRINTED IMAGE
October 27,2008 - 5:30-7:30pm
Vail Library Community Room
Professional artist and art instructor Ben Pond will lead a Relief Printmaking Workshop where students
will have the opportunity to make their own printed artwork using linoleum blocks. Pond will
demonstrate the 15th century technique, explain the relationship to bookmaking and guide students
through the artistic process.
Susan Mackin Dolan P.O. Box 18446 Avon, Co 81620
(970) 926-8056 (8055 fax) e-mail - sumac@comcast.net
Education
MFA -1984 University of Colorado, Boulder, printmaking & papermaking
BS - 1980 University of Maine, Orono, art education (with honors)
1987-
1984
Residencies
1989
1988
1984
1983
1982
Professional Experience
2002 Instructor, University of Oregon, Eugene, print workshop
2000- Adjunct faculty, Colorado Mountain College, Vail
teaching drawing, papermaking, printmaking
Assistant Professor, University of Oregon, Eugene teaching printmaking, drawing,
installation
Director, Picante Paper Studio, Southwest College of Art & Craft
San Antonio, Texas, papermaking instructor, visiting artists collaborations
Visiting Artist, Colorado Paper Symposium, University of Colorado,
Colorado Springs
Visiting Artist, West Texas State, Canyon, Texas
Visiting Artist, University of Colorado, Colorado Springs
Visiting Artist, Southwest College of Art & Craft, San Antonio
Artist in Residence, Oxbow School of Art, Sagatuck, Michigan
Artist in Residence, Oxbow School of Art, Sagatuck, Michigan
Artist in Residence, Haystack, Deer Isle, Maine
Solo Exhibitions
1989 Unsettled by Nature, West Texas State, Canyon, Texas
Monotvoes. Woodcuts & Etchinas, Auraria Gallery, Denver
1988 Aware of Other Angles, Paper Press, Chicago, Illinois
1985 Seven Deadly Sins, Texas Lutheran College, Seguin, Texas
1984 Out of the Closet, University of Colorado, Boulder
Selected Group Exhibitions
2004 0 International Triennial of Graohic Arts, Manes Gallery, Prague
Innovative Printmakina on Handmade Paoer, Robert C. Williams
American Museum Of Papermaking; Georgia Tech, Atlanta
3rd World Art Print Exhibition, Lessedra Gallery, Sofia, Bulgaria
BIMPE III - Biennial, Vancouver, British Columbia, Canada
ZIPCO - All Colorado. Emmanuel Gallery, Denver, Colorado
National Small Print Exhibition, Creede, Colorado
2003 Paoer Landmark Exhibition, Landmark Center, St. Paul, Minnesota
2002 Western States Small Works, Sonoma Museum of Visual Art, Santa Rosa, California
Fusion/Fission. MAPC Print Exhibition, DIA, Denver, Colorado
2001 Seotember 11th Memorial Portfolio Travelling Exhibition,
American Print Alliance
2000 Miniare Biennale Internationale de Montreal, Montreal, Canada
Pressure, Business of Art Center, Manitou Springs, Colorado
BIMPE 1, Vancouver, British Columbia, Canada
Aesthetics 2000, Birger Sandzen Gallery, Lindsborg, Kansas
14th Miniorint International, Art Mission Gallery, Binghamton, NY
1999 Printwork 99', Barrett Art Center, Poughkeepsie, New York
Art Equinox, Paris Gibson Square Museum, Great Falls, Montana
20th Annual, Salina Art Center, Salina, Kansas
1998 Art & Healina, Art West Gallery, Jackson, Wyoming
Colorado-Wvomina Biennial, One West Art Center, Fort Collins, Co
1990
1989-
Common Ground, American Print Alliance Traveling Exhibition, Lamar Dodd School of
Art, Athens Georgia, Roanoke College, Salem, Virginia, Lankershim Arts Center, North
Hollywood, California
1997 Exiaious 5, Fine Art Center of Taos, Taos, New Mexico
National Diaital Art, Slocumb Gallery, East Tennessee State,
Johnson City, Tennessee
10th National Comouter Art Invitational, Gallery of Art, Eastern
Washington University, Cheney, Washington
1996 Miniature Print International, Connecticut Graphic Arts Center, Norwalk, Connecticut
Counterpoint 96. Edith McAshan Visual Arts Center, Ingram, Texas
1995 Real Life International, Soho 20 Gallery, New York, New York
15th Mini Print International Exhibition, Taller Galeria Fort,
Cadaques, Spain, traveled to Finland, England, Spain, France
1994 Stockton National, Haggin Museum, Stockton, California
1993 Sinale Impressions, Mesa Art Center, Mesa, Arizona
1991 23rd Bradlev National, Bradley University, Peoria, Illinois
1990 Payer in Particular, Columbia College, Columbia, Missouri
14th Harper Colleae Print & Drawina, Harper College, Illinois
Western Illinois University, Northeastern Illinois University
Paoerworks Mountain West Biennial, Nora Eccles Harrison Museum, Logan, Utah
1989 Berkelev Art Center 5th Annual , Berkeley, California
Paper 89 International, Reno, Nevada
1987 Innovative Prints & Paper, Plum Gallery, Kensington, Maryland.
6th Texas Sculoture Svmoosium, Blue Star Art Space, San Antonio
1986 Evil Eves, Artemisia Gallery, Chicago, Illinois
New Directions in Paper, Mendocino Art Center, Mendocino, Ca
International Miniature Art, Del Bello Gallery, Toronto, Canada
1985 On a Roll. Woman's Building, Los Angeles, California
New Texas Prints, Diverse Works Gallery, Houston Texas
1983 On. Of. With Pager. Cummings Art Center, Connecticut College, New London,
Connecticut
Rockford International, Rockford College, Rockford, Illinois
1982 Texas Fine Arts Assoc. 70th National (Traveling), Laguna Gloria Museum, Austin, Texas,
Angelina College, Lufkin, Texas, Trinity College, San Antonio, Texas, Victoria Regional
Museum, Victoria, Texas, San Jacinto College, Houston, Texas
Collections
Newark Public Library, Newark, New Jersey
U.S.A.A. San Antonio, Texas
Banco de San Antonio, San Antonio, Texas
Wellesley College Library, Wellesley, Massachusetts
AT&T, Denver, Colorado
Ramada Corporation, Denver, Colorado
Dieu Donne' Paper Mill, New York, New York
University of Tennessee Library, Knoxville, Tennessee
Cerritos Public Library, California
National Library of New Zealand, Wellington
Smith College, Northhampton, Massachusetts
Yale University Library, New Haven, Connecticut
Institute of Paper Science & Technology, Atlanta, Georgia
Cooper Union, New York, New York
St. Andrews Library at Sewanee University of the South, Sewanee, Tennesee
Carriage House Paper Museum, Brookline, Massachusetts
Evergreen State College, Olympia, Washington
Amagansett Applied Arts School for the Arts, Amagansett, New York
Rhode Island School of Design Library, Providence, Rhode Island
University of Delaware Library, Newark, Deleware
Arizona State University Library, Tempe, Arizona
Hill Street Investments
University of Iowa Libraries, Iowa City, Iowa
Ohio University Alden Library, Athens, Ohio
California College of the Arts, San Francisco, California
BEN POND
P.O. Box 5511, Eagle, Colorado 81631-5511
(970)376- 6782
benpond.com
information@benpond.com
EDUCATION
1999 M.F.A. Printmaking, Indiana University Hope School of Fine Arts, Bloomington, Indiana
1995 B.F.A. Printmaking, University of Buffalo, Buffalo, New York
PROFESSIONAL EXPERIENCE
2006 .P_ resent: Adjunct Instructor, Colorado Mountain College - Vail/Eagle Campus
Instructor of Relief Printmaking I, Drawing I & H, Painting I & H, Art Appreciation.
2001- 2002: Visiting Professor, D.a W .ng Fundamentals, Indiana University, Bloomington
• Instruction various traditional and contemporary drawing practices, bpi-ing level students.
1999- 2002: Associate Director, School of Fine Arts Gallery, Indiana University, Bloomington
Contributor to the conception and development of exhibits. Exhibits curated: Persona: The, Ethos of
Identity, Persona(l): Selections fmm the Robert J. Sbi %r Collection, The Night Works Series: 40 Works on Paper
by Harvey Breverman.
• Instructed und:...duate.and graduate students with professional art exhibition procedures;
including presentation of a ,W,,rk, installation and publicity.
1997 -1998: Associate Instructor, Basic Printmaing, Indiana University, Bloomington
• Instruction of intaglio, lithography, and silkscreen process, beginning level students.
1996 -1997:. Associate Instructor, Silkscreen and Photo Processes, Indiana University, Bloomington
• Instruction of silkscreen and photo process, intermediate, and advanced level students.
1993 -1995: Etching Shop Monitor, Center for the Arts, University of Buffalo, Buffalo, New York, 14260
• Monitor workshop, perform regular shop maintenance, assist student artists.
SELECTED RECENT EXHIBITIONS
2008 Roses (solo exhibition), Avon Public. Library, Avon, Colorado
Small Works Exhibition, Evergreen Art Center, Evergreen, Colorado
2007 The. Sky Over Eagle (solo exhibition), Eagle Public. Library, Eagle, Colorado '
2005 Horizon/Horizontal, Los Manos Gallery, Chicago, Illinois
It
AI L
Event Evaluation and Projected Budget
Altered Books Workshop
Expenditure
Speaker Honararium
Workshop supplies
Marketing/Advertising
Staff Time VS
Facility Usage
The Printed Word/The Printed Image
Expenditure
Speaker Honararium
Workshop supplies
Marketing/Advertising
Staff Time VS
Facility Usage
Total
Projected Revenue
Admission
Admission
TOV CSE grant
Total
Units
1
1
2
4
Units
1
2
2
Unit Cost
$250
$500
$200
$35
Unit Cost
$300
$500
$200
$35
Total Cost
$250
$400
$400
$140
In Kind
Total Cost
$300
$400
$400
$70
In Kind
$2,360 ,
25 $40 $1,000
25 $25 $625
1 $750 $750
$2,375
s
40
General Participant Composition:
• Active Retirees
o The community of active retirees in Vail is affluent, influential,
o Well-educated, well-read, and culturally inclined
o Many of these active retirees own second homes in Vail. Some
live here full time. Others visit regularly.
• Creatives
o Eager to explore their creativity in new mediums, these creatives
span every generation.
o Creatives do not find many art education opportunities in Vail.
And, we mine the rich resources of our Valley's professional
artists so even first-time learners are learning from masters in
their field.
• Families
o Eager to enrich their lives, families have flocked to similar
programs, which foster wholesome, fun learning activities that
an every member of the family may share in.
Attendance:
o We have limited attendance to 25 per workshop so that each
participant may have access to the instructor.
Benefits to the Town of Vail:
The Vail Library is a treasured local resource. Yet many in our Valley have never
visited it. This is an opportunity to showcase the Library as a venue for creative
and dynamic learning.
In the shoulder season, it is a gift to community and visitors alike to stage unique
activities that people of all ages can engage in. Vail has an international
reputation for being a premiere ski resort, but the Symposium has positively
surprised a host of visitors (and locals!) with its quality programs that promote
dynamic, diverse and affordable year-round learning.
We are pleased to help showcase the Library's Anniversary.
Marketiner Plan
Print:
• Vail Daily ads
o Twice prior to event
• PR
o Press releases will be issued and printed in the Vail Daily
o The Daily may choose to write a feature article on the offerings
Web Marketing & E-Blasts:
• The workshops will be featured on websites including (but not limited
to):
? www.vailsvmnosium.org
? www.vailda&.com
Additionally, Plum TV will be invited to cover the event
• Articles promoting these workshop will be send to 850 subscribers of
the Vail Symposium e-newsletter in the weeks prior to the event.
5 rV_A I L
Organization Hi mbers
List of Board of Directors of the Vail Symposium 2008:
Rob LeVine, Chair
Deb Luginbuhl, Vice-Chair
Allison Krausen, Treasurer
Pam Elsner, Secretary
Liana Moore
Karen Morter, Chairman Emeritus
Pam Brandmeyer
Gary Cage, MD
Kathy Lou Reynolds, MD, FAAP
James C. Ruh
Myrna Sigman
Robert Vanourek
Advisorv Board M c mbers:
Michael Balk
Lynette Dalls
Doris Dewton
Kathleen Eck
Sara Gregg
Susan Mackin Dolan
Carolyn McGinnis
Jamie Metzl
Sandra Morgan
Ved Nanda
Priscilla O'Neil
Nancy Slowikowski
Dr. Dennis Wentz
Eugenia Zukerman
Star Hi tubers:
Fraidy Aber, Executive Director
Vicky Lee, Communications/Development Director
TBD, Graphic/Web Artist & Program Assistant
LIONSHEAD CHRISTMAS TREE LIGn i ING
2008 VAIL TANNENBAUM FESTIVAL
SATURDAY, NOVEMBER 28, 2008
PROPOSAL TO COMMISSION ON SPECIAL EVENTS
SUSIE TJOSSEM
EXECUTIVE DIRECTOR
COLORADO SKI MUSEUM
231 S. FRONTAGE ROAD E
VAIL, CO 81657
PHONE: 970-476-1876
Thursday October 9, 2008
Sybil Navas
Commission on Special Events
Town of Vail
75 S. Frontage Road
Vail, CO 81657
Dear Sybil and members of the Commission on Special Events;
Vail's first Tannenbaum Christmas Festival is being planned for Saturday November
28, 2008 with the Lighting of the Trees event in Lionshead..Tannenbaum is the German
word for Christmas tree, so it is a fitting name for a new festival that will officially
.kick off the pre-holiday shopping and dining season in Vail. The festival will be
marketed with the in-kind help of Vail Resorts and the Vail Daily.
With everyone's help, Vail's European inspired villages will be transformed into a
sparkling holiday setting ....the perfect inspiration to get all the family into the Christmas
spirit. Each participating shop, restaurant and lodge will be encouraged to decorate their
outside windows and also decorate a holiday wreath, to be auctioned off during the
festival. To participate in the festival, shops, restaurants and lodges will be asked to offer
a Tannenbaum Festival special during the event that will be advertised.
Not only will the Lionshead tree be lit, but in a coordinated effort all the decorated trees
and lights in both villages will be turned on at the same time. There will be a lot going
on Saturday night aimed at bringing business back to Vail.. A fireworks show will finish
the evenings events.
.Retailers, restaurateurs and lodge owners have expressed excitement about the
Tannenbaum Festival because it will attract the customers they depend on; families,,
shoppers and diners
We look forward to working with the Commission on Special Events to create this new
holiday festival.
Sincerely,
Susie Tjossem
Executive Director
Colorado Ski Museum
,i r. 1. f??
Town of Vail: COMMISSION ON SPECIAL EVENTS
2009 EVENT FUNDING APPLICATION
EVENT: Lighting of the Trees celetration
PROPOSED DATE(S): Saturday November 28, 2008
AMOUNT OF CASH FUNDING REQUESTED: ,54,200
PRODUCING ENTITY: Colorado Ski Museum/LH Merchants Association
President or Executive Director's Name:,Susie. Tjossem
Name & Title of Person Completing the Application: Susie Tjossem, Executive
Director
Address: 231 South Frontage Road East, Vail, CO 81657
Telephone: 970/476-1876 Cell: 970/390-4890 FAX: 970/476-1979
WEBSITE: www.skimuseum.net and www.vailtannenbaumfestivaLcom
E-Mail Address: stjossem@gmaiLcom
Organization's tax status: Non-Profit*
Non-Profit (501C-3)
State Department of Revenue Certificate with this application.
Tax payer ID# 51-0167088
Does the Event benefit a charity? No
Number. of years your organization has been in business: 32 years
- Brief Des., "ylion of the Event:
Holiday trees, decorated light poles and windows throughout Vail will be
coordinated to turn, on at the same time (6:30 PM) when the official tree in
Lionshead is also lit. A 5 minute fireworks, display will follow the official lighting of
the trees ceremony. Santa and carolers will add energy to the event.
- Describe where event will be located within the Town of Vail: Lionshead, though
holiday trees and decorations that will also be lit are spread out in Vail Village
and LionsheadVillage.
- Will any portion of the event take place outside of the Town of Vail? No
- Please describe briefly how you will use the funds that you 'are requesting from the
CSE:
CSE funds will be used for fireworks during the Lighting of the Trees event.
Will additional in-kind services be required from the Town of Vail? Yes
If yes, please explain, including a des,,.L'F,Lion of anticipated impacts on Town of Vail
services: i.e. bus service, parking, traffic control, street closures, etc. The event promoter
will be charged for all labor, materials and equipment.unless such services are
specifically exempted and approved as part of the Special Event Permit.
Parking and trash removal assistance
- Is this a: New event
Location(s) of event in previous years:
•' Number of participants (athletes, artists, exhibitors, etc.) anticipated
10 Entertainers and an event MC
Number of volunteers needed: 10 Number of event staff 5 "
Total Number of spectators anticipated:
Saturday: Lighting of the Trees--5,000
Loca1.60% In-state (non-local) 25% Out of State 15%
• Should the CSE decide not to support this event, will it still occur?
Probably not.
• What % of the total event budget is the CSE being asked to fund? 33%
• What is the S amount of sponsorships from alternative sources. reflected in the event
budget: $8,400
• What % of the total event.budget do you expect the event itself to generate? (i.e. ticket
sales, merchandise, food and alcohol sales, etc.) Event will not have competing
food/beverage.
• If possible, would you intend to host. the event in Vail beyond `2009? Yes If yes, for how
many years beyond 2008? Would like to make this an annual event
• Do you anticipate requesting funding from the CSE next year? Yes
Given that the CSE encourages the development of additional sponsors in order to
leverage their own investments, and anticipates that as events become established
they will become less reliant on public funds, what %, if any; of the total event budget
do you anticipate requesting next year? 15%-20%
VAIL TANNENBAUM FESTIVAL MARKETING PLAN
POSITIONING
The Vail Tannenbaum Festival (German for Christmas tree) will capitalize on Vail's
unique European architecture and heritage. The tree and decorating lighting will put the
finishing touch on Vail's holiday splendor. The event is meant to compete with Beaver
Creeks very successful holiday tree lighting.
TARGET MARKET
Families, shoppers and diners coming from the local region, the Front Range and out of
state
SPONSORSHIP
We will seek sponsorship of the event though sponsorship dollars tend to follow success.
A first year event needs Town of Vail support to get it off the ground so that it can attract
sponsors in subsequent years. Sponsors will have exposure on event banners, signage,
print media etc.
MEDIA EXPOSURE
The event will be advertised in local print media and through Vail Resorts e-mail blasts.,
Media coverage of the event will be encouraged.
ADVERTISING
Vail Resorts e-mail blasts
Vail Resorts website
Tannenbaum Website
VCBA membership newsletters and a-mails
VVP membership newsletters and a-mails
Vail Daily half page and full page advertisements
TV 8 live interviews
Community Event calendars
Tannenbaum Festival posters
Lodging guest confirmations
DEMOGRAPHICS
The Tannenbaum Festival will attract young families and their extended families. It will
appeal to Vail locals, Eagle Valley residents, Front Range residents and out of town
guests who are in Eagle County and Summit County to ski but happy to participate in
events that round out their vacation experience. The average annual household income of
festival guests will exceed $100,000.
ECONOMIC IMPACT
The economic impact for Vail will be new incremental business for lodging, retail, and
restaurants during this.normally "slow business.petiod. A 15% increase. in business year
over year is our- long term goal. Sales will increase along with sales. Ultimately it will
enhance Vail's brand and provide some protection against the negative impacts of poor
early season snow conditions. The festival has the potential to become an annual event
that attracts thousands of people to Vail each year.
COLORADO SKI MUSEUM BOARD OF DIRECTORS
David W. Scott, Chairman
Hartman Axley, Vice Chairman
Jamie Duke, Treasurer
Joy Spring, Secretary
Jim Bain
Diane Boyer
Conrad Breviellier
James. Dunn
Kent Erickson
David Gorsuch
Jerry Groswold
Ned Gwathmey
Janet Martin
John McMurtry
Bob Meserve
Kimberly Rowland
Erick Steinberg
Bill. Tomcich
TOV/CSE - 6 - Application for 2009 Funds
REQUIRED ATTACHMENTS:
• Detailed event budget, including all anticipated revenues and expenses.
• Marketing plan and detailed explanation of potential for sponsorships and media
• exposure.
• Previous year's event evaluation, including income and expense statement (if
• existing event).
• Past or projected demographics of event attendees and spending.
• Brief description of potential benefits to the.Town of Vail, including an estimated
# of incremental room nights and increased spending generated. .
• What return on investment should the Town of Vail expect?
o Organization rosters naming:
• All officers and respective positions
• Board. of Directors and positions
• The CSE-appreciates the inclusion of any additional support materials, such as
.
videotapes, programs, news articles and other printed materials.
PLEASE SUBMIT 12 COPIES (at least one formatted so as to be easily copied, Le.
unbound, 8 % x 11 size) OF t nr, COMPLETED APPLICATION AND REQUIRED
ATTACHMENTS. TO:
Vail Commission on Special Events
C/o Sybill Navas
Town of Vail
75 S. Frontage Rd.
Vail, CO 81657
For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or
specialevents@vailgov.com
FOR CSE USE ONLY:
EVENT NAME:
PROPOSED DATES:
Funding in the amount of was approved by the.CSE on (date)
Subject to the following conditions:
Signature:. CSE Coordinator
TOV/CSE - 7 - Application for 2009 Funds
VAIL TANNENBAUM FESTIVAL 2008
LIONSHEAD CHRISTMAS TREE LIGHTING
SATURDAY NOVEMBER 29, 2008
DETAILED BUDGET
REVENUE
CSE
Vail Resorts
LH Merchants Assoc
Retailers entry fee
Restaurants entry fee
-Lodges-entry fee.
TOTAL REVENUE
EXPENSES
Permits (Special Event; Banner, Amplified
Sound, Barricades, Liquor)
Special Event & General Liability Insurance
venue security & Trash
Festival Advertising Vail Resorts network
Print Ads Loeal
Website development and updates
Festival posters _
5 Minute Fireworks show all inclusive
Wreaths for merchants to decorate
Entertainment
Sound System
Management & overhead
OVERALL EVENT EXPENSES
# TOTAL
$4,200
in kind
$4,000
295 6 $1,770
295 5 $1,475
295 5 $1,475
$12,920
$600
$1,100
$1,000
in kind
in kind
in kind
50 6 $300
5 1,500 $7,500
25 16 $400
600 1 $600
$1,000
'in kind
. $12,500
Town of Vail: COMMISSION ON SPECIAL EVENTS
2009 EVENT FUNDING APPLICATION
Please print or type all information
? EVENT: -HOLIDAYS IN VAIL 2008
? PROPOSED DATE(S): -DECEMBER 19-31.2008
? AMOUNT OF CASH FUNDING REQUESTED:. $4.800
• PRODUCING EN i i i Y: EAGLE VALLEY EVENTS. INC.
President or Executive Director's Name: -LAURIE ASMUSSEN
Name and Title of Person Completing the Application: -SAME
Address: _PO BOX 115
EAGLE. CO 81631
Telephone:970/ 328-1182 Cell:970 / 376-3756FAX:970/ 32&568. 1
WEBSITE: www.vailartsfestival.com
E-Mail Address: laurie@vailartsfestival.com
Organization's tax status: For Profit X Non-Profit*' Not-for-Profit*
Non-Profit (501 C-3), or Not-for-Profit (501 C-6) organizations, please attach current
State Department of Revenue Certificate with this application.
Tax payer ID#_84-1515210
o Does the Event benefit a charity? Yes No X
o If yes, please name the beneficiary:
Mission Statement:
To produce a auallty. safe holidav event that appeals to both guests
and residents of all aces during the holidav season.
Number of years your organization has been in business: 8
• Brief Description of the Event:
Celebrations lighting Lionshead and Vail Village Christmas trees as a
celebration of the holidav season: traditional caroling: fireworks dIsDIav;
children's entertainment:
• Describe where event will be located within the Town of Vail:
Lionshead Mail and Vail Villaae
• Will any portion of the event take place outside of the Town of Vail?
Yes X No If yes, please explain:
• Please describe briefly how you will use the funds that you are requesting from the CSE:
To include children's narade in Holidavs in Vail activities on December 19,
2008
• Will additional in-kind services be required from the Town of Vail? Yes X No
If yes, please explain, including a description of anticipated impacts on Town of Vail
services: i.e. bus service, parking, traffic control, street closures, etc. The event promoter
will be charged for all labor, materials and equipment unless such services are
specifically exempted and approved as part of the Special Event Permit.
As requested in oriainal event funding request
• Is this a: New event Existing event X Number of years in existence 11
Location(s) of event in previous years:
Slifer Plaza, Lionshead to Vail Village
• Number of participants (athletes, artists, exhibitors, etc.) anticipated 100
_
Number of volunteers needed Number of event staff 15 _
Total Number of spectators anticipated _10,000
Local- 25 % In-state (non-local)_25 % Out of State 50
• Should the CSE decide not to support this event, will it still occur?
Yes No
• What % of the total event budget is the CSE being asked to fund? 100%
• What is the $ amount of sponsorships fivin alternative sources reflected in the event
budget: -0-
What % of the total event budget do you expect the event itself to generate? (i.e. ticket
sales, merchandise, food and alcohol sales, etc.) -0-
• If possible, would you intend to host the event in Vail beyond 2009? Yes X No.
If yes, for how many years beyond 2008? As long as it is financially feasible
• Do you anticipate requesting funding from the CSE next year? Yes X_ No
Given that the CSE encourages the development of additional sponsors in order to
leverage their own investments, and anticipates that as events become established
they will become less reliant on public funds, what %, if any, of the total event budget
do you anticipate requesting next year? 100%
REQUIRED ATTACHMENTS:
? Detailed event budget, including all anticipated revenues and expenses.
? Marketing plan and detailed explanation of potential for sponsorships and media
exposure.
? Previous year's event evaluation, including income and. expense statement (if
existing event).
? Past or projected demographics of event attendees and spending.
? Brief description of potential benefits to the Town of Vail, including an estimated #
of incremental room nights and increased spending generated.
? What return on investment should the Town of Vail expect?
? Organization rosters naming:
¦ All officers and respective positions
¦ Board of Directors and positions
The CSE aFp,ciates the inclusion of any additional support materials, such as videotapes,
programs, news articles and other printed materials.
PLEASE SUBMIT 12 COPIES (at least one formatted so as to be easily copied, Le.
unbound, 8 '/: x 11 size) OF i rtr: COMPLETED APPLICATION AND REQUIRED
ATTACHMENTS TO:
Vail Commission on Special Events
C/o Sybill Navas
Town of Vail
75 S. Frontage Rd.
Vail, CO 81657
For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or
specialevents vailgov.com
FOR CSE USE ONLY:
EVENT NAME:
PROPOSED DATES:
Funding in the amount of was approved by the CSE on (date)
Subject to the following conditions:
Signature: CSE Coordinator
Signature: Applicant
2008 Holidays in Vail
UPDATED Event Budget
Revenues:
CSE Contribution
Expenses:
$ 35,460
Advertising/Promotions $
Printing/posters/brochures
Newspaper ads
Event supplies
Signage
Street banners
Decorations/candles
Operating Expenses
Lionshead and Vail Village Tree
Lighting Entertainment
Stage/Sound Rentals-Two sites
Equipment Rental
Children's Entertainment
Security
Fireworks
Administrative Expenses
Staffing
Management Fee
Permits
Insurance
Total Projected Expenses: $
3,000
3,500
12,500
10,000
6.850
35,850
Additional Reauest: $ 4,800
Children's Light Parade-Lionshead to Slifer Plaza
2008 Holidays in Vail Marketing Plan/Potential for Sponsorship
Components of Marketinq Plan:
Direct Mail
Postcards are mailed/e-mailed alerting businesses of event promotions and
schedule of events for holiday season.
• Newspaper Advertising
An advertising schedule will run in Vail Daily. The ad will list the event
promotions, fireworks show, and associated children's activities for the month.
• Radio Advertising
Holidays in Vail will run an advertising schedule on local radio stations,
promoting the various public activities offered.
• Town of Vail website
Holidays in Vail has a link on the TOV website listing all event activities and
contact information.
• Event posters
Posters listing a complete event schedule with distribution throughout Eagle
County
Sponsorship Potential of Holidavs in Vail:
• Holidays in Vail has potential for local sponsors to get involved who are
targeting guests visiting the area.
• This event is an ambient event for our residents and visitors.
Return on Investment to the Town of Vail:
The Holidays in Vail activities offer a series of special events taking place during
one of the busiest two weeks of the winter season.
This event contributes to Vail's sense of community in offering an inexpensive
way for the public to participate in Vail's traditions.
2008 Holidays in Vail
Organization Roster
Event Producer: Eagle Valley Events, Inc.
Laurie Asmussen, Owner
Event staff: JoAnn Moore
Melinda McNiff
Cindy Lagace
Maura Elliott
Anna Williams
2008 Holidays in Vail
Request for In-Kind Services
Public Works:
• Decoration of all trees/Town facilities to be lit by Thanksgiving weekend,
November 26.
• Provide assistance with electrical needs of all tree lighting areas (Lionshead
and Slifer Plaza).
• Hang event banners/street banners in approved locations.
• Deliver barricades to designated spectator viewing locations.
• Provide 10 event boxes/liners for each Tree Lighting..
• Provide snow removal from designated spectator viewing areas.
Police:
• Provide assistance with street, closures and traffic control along designated
roadways for parade of lights route at designated time. Provide assistance
with traffic control along Frontage Road for parade line-up.
• Provide routine patrol at Tree Lightings and New Year's Eve fireworks show
(Golden Peak).
Bus System:
• Re-route buses around parade of lights route and tree lighting areas during
event times (limited to approx. 1 Y2 hours).
SPECIAL EVENT RATING GRID
Does the event have the potential to:
Benefit local restaurants
Increase room nights
Stimulate Retail Sales
Improve the sense of community
Promote Visitor Intent to Return
Timing: How well does it contribute to a balanced annual calendar of events?
Demographic Fit: Does it match the profile of targeted visitors, as defined by the
VLMD?
1
Growth Potential: How big can it become? Will it be annual?
.Leveraging Value: How great is the potential to attract sponsorships and media
exposure, thereby increasing the impact of the CSE funds?
Producer Qualifications: Do they have the ability to produce an event compatible
with the image of Vail as a ,'world class " resort?
TOTAL SCORE:
$
CSE Member Initials: Amount of funding suggested.