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2008-10-28 Support Documentation CSE Regular Meeting PART 1 OF 2
MIND tES: Town of Vail: Commission on SDedal Events Meeting Antlers @ Vail Conference Center October 28, 2008 @ 8:30 a.m. CSE Members' Present. Meggen Kirkham, Bobby Bank, Rayla Kundotf, Heather Trub, Robert McKown, Kerry Donovan and Chairman Dave Chapin Staf1''Presentr Kelli McDonald, Svbill'Navas Chairman Dave Chapin called the meeting to order at 8:40 a.m. Motion to arr.., re'the minutes of the meetings of September 23.and October 14, 2008 as prey:;..:.: ? 1VVS/P: Robert McKown/Bobby Bank/Unanimous At the CSE's meeting on October 14, the motion to allocate $4200 to Elevation Labs, LLC for the Geo-cache'event and $600 to the Vail Symposium for the Unlimited Adventure Speaker Series passed by a vote of 3-2, with only 5 members present. Since the CSE is required by the Town Code to pass actions with a minimum of 4 positive votes, it is necessary to ratify the decision. Motion to ratify the CSE's October 14, 2008 funding allocation as described above: ? M/S/P: Bobby Bank/Kerry Donovan/Unanimous Administrative Items: (15 minutes) • .. Sybill requested that the CSE add an Executive Session to the agenda. at a convenient opportunity during the. day, pursuant to 1)C.R.S. 24-6-402(4)(e) to determine positions, develop a su a.rQgy and instruct negotiators. • Review status of 2008 Contracts and Financial Report: no issues were, raised. • Event Survey Proposal: Update from Kelli McDonald on the status ofa proposal for providing event producers with an intercept survey template that will allow for an "apples to apples" comparison fora variety of events, and ride the specific information that both the CSE and the VLMDAC are seeking. • Review'application for funds from Project Sport for the US Half Marathon Vail. Due to the fact that they are producing 'a similar event in San Francisco, Ryan Dawkins is unable to attend, but will be available by phone to answer any questions. There was consensus to discuss this application at the end of the day. Presentations of Funding Applications for 2009 Events: At the request of the a`,4?"-tive producers, funding applications filk-s" The Session and GruVe Vail have been removed from consid.,.a?;on. The remaining applications were .: rr;,sented and discussed as follows: Vail Lacrosse Shootout: $15,000 Jim and Dave S.,.,.,. Jim explained that their original CSE funding was used to retire debt and that the current request is needed as assi? auce to transition to an event that can continue into the future as they increase efforts to advertise nationally, marketing both the event and Vail. Stating that field costs are going up, he noted that they receive no revenue from concessions- which is not the same as in most other venues. He explained, that the event utilizes all fields in the valley to Edwards, but all of the championship games are in Ford Park. CSE/sn Minutes: October 28, 2008 Page 1 of 9 Vail Valley Challenge Cup: $5000 Susie Hervert, accompanied by Jennifer Vance, Executive Director of the Vail Valley Soccer Club. Susie explained that the tournament has been held.for'20+ years, and that ifis THE so.;.,:,. tournament to attend in Colorado, utilizing all the fields from' Vail to Edwards. The event brings 5000 people to Vail at time when there is no one; attracting 96 teams that fill many hotels in Vail. She added that they work closely with-the Vail Valley; Partnership, although'this.year there were difficulties: with hotel bookings and lodging commissions. were less. They are seeking additional funds to promote the tournament, with all monies raised going to fund the overall club annual budget. Vail Whitewater Park, Kayak Demo Series: $2050 - Sean Glackin. described the concept as an opportunity to showcase the.new-bladder sy4'w.:. that TOV put in- Gore Creek and to is%;,"?e ab,,a;,. use of the TOV's infrastructure- with the suggestion arising i.,... a meeting attended by Greg Barrie, Kelli McDonald, Pam Brandmeyer, Mike Ortiz and Chad Young and Joe Blair. CSE-members remarked that $200 is not enough to effectively market the idea, but Sean responded that they .would like to get. something started that might grow in the future. CSE members agreed that grass roots is a good concept, but.that there will need to develop a better way to get the word out. USSA Alpine Junior Olympics: $10,000 Nigel Cooper of Ski and Snowboard:Club Vail informed the CSE that the race has been hosted in Vail often, including last year and that they would like to make it the permanent venue. Kids travel from 15 states. The funding request is intended to subsidize the video production that is given to all of the athletes attending. CSE members noted that it is unfortunate that the last_day.of racing is scheduled for Beaver Creek. Kick-It 3v3 Soccer. $50,000 Dan Cramer stated that they had been partners for 10 years in Vail and know that the event has generated significant revenue for the Town of Vail. It is part of a unique National Tour, which consists of "a number of local events that feed 10 regional, events similar to Vail across country, culminating in the National Championships at Disney World.. Dan.noted a number of challenges in Vail including the lack of space, double venues between the athletic field and the. softball fields, and a 6pm time limitation to accommodate the amphitheater concerts, the combination of which has prompted them to turn it into a 3- day event. This k,,,. irides greater input for the community, as people come up on Thursday, morejocal staff is hired and more lodging/restati.a..t dollars come into the community. He stressed that they need some assistance with associated costs- i.e. the fields-$5000; explaining that other communities don't have the field .`,..LA fees. Dan continued to explain that the T"...s consist of members from .6 years old, who, come with rest of family, to adults- bringing in a total of about 8100 people, many of who. stay on to vacation in Vail. As a company, they spend significant dollars in marketing these . events nationally and recognize that the Vail brand helps to support other locations that build to bring folks here. He added that they do not expect significant negative impacts fi....Y the economic hard times, as a high income level demographic supports them and people are always willing to invest in their kids. They are looking, to expand: the number of cities they hold tournaments in, and after 10 years of partnering and investing in this community; are not seeking an alternative to the Vail site. • King of the Mountain Volleyball: $10,000 Leon Fell cited the 37 year history of the event and that 8 years ago it had almost dropped away, but it has now come back to be the 2nd largest volleyball tournament in the region. (2nd to Asp.:...) He added that Father's CSE/sn Minutes: October 28, 2008 Page 2 of 9 Day weekend provides a good setting for family activity and they have been successful in growing the junior components of the event. He closed:by Stating that.it is a simple event to put on- the nets and staff are the infrastructure, but additional sand courts would help the event to expand beyond cu..,;,..t limitations. i z VA Mountain Games: $110,000 + $50,0001FSC World Cup Climbing Joe Blair and Joel Heath gave a Power Point presentation on the history and expectations of the event. Some of the highlights include: Avg household income. $94,500- for spectators 2% are the "core" athletes • Continue, grow lifestyle .,.,...ponents of the event: - o Concerts/parties/art, photo,,--I by exhibits and competitions/film etc. o Add a charity crawl to benefit each of the game's events o Adventure Village: family type atmosphere • All sponsors do significant marketing in addition to what TEVA marketing is • Spanish speaking hosts: Telemundo exposure good demographic is important • . Some events are "sold out" and there is a need. to ekpand. Joe stated that they are looking for diffQ.:...t areas of town to host additional events, while noting the importance of keeping critical energy in a critical place with such a big infrastructure need. Possible additions for next year: o Looking at citizen ride- road cycling event o %z; Marathon- hill climb up Vail pass (running) Joel stated that they have excellent traction this year. on sponsorships- they just signed Swiss Army and a presenting sponsor is close. Bob McKown asked how attendance is measured, and Joel replied that it is challenging. Several creative methods have been tested, including counting VW labels- seeking your "twin" to receive a prize etc. Joel closed by remarking that surveys, in order to provide meaningful information;. should be. taken:by. a common "group" at each event- not-by the individual event producers, and added that. the challenge, will be getting accurate: attendance figures. • Farmers Market:" $75,000 Angela Mueller and Marc LaVarn and Rick Scalpello, Marty. Stewart- distributed an event recap + CD. Highlights: • . Sales tax from market went up 18% this year Added value to guests- reason to stay in Vail • Advertising: ability for individual businesses to add their copy, as well as other events in TOV • All ads- had call to action/hotel contact etc. phis year, increased the exposure significantly to all .of Colorado • Ads on-Plum: year round • Vail, Daily: presenting sponsor- 200K in ad • Comcast: 90K in kind ad These :._U:es make the market happen! Weaknesses: • The budget wasn't ready for the added markets in Sept (through the 215t)-.can't do again without additional funding Finding sponsors for markets is difficult---looking to the local businesses CSE/sn Minutes: October 28, .2008 Page 3 of 9 • Weather can be weakness or. a- strength • Market: can't afford 3 bands each week- most weeks did have Y when didn't have that 'many it was noticed In summary: • .. Last year's CSE funds only adequate. for 13 markets • Record crowds on every Sunday: more days on Frontage Rd. than in other years •- .. Sundays: keep people intown for another day Total budget: advertising in-kind. brings total budget to over $400K- Excellent value for CSE- about $5000 per event date • "Services'..' line item in budget has in.,.,a W as move from volunteer run to paid director. Meggen Kirkham. suggested that they might get more bang for buck with electronic ads- work w/ad providers., Lionshead Merchants Association: 3 Events Many members of the Lionshead business community were in attendance to support the funding of the following events. • Lionshead Friday Afternoon Club: $30,000 Add to the success of last year's event. • Colorado Grand: $5,000:. Opportunity exits to '..,nave next year on getting lodging info out to auto clubs. Car owners become guests- these are a high demographic who enjoy their stay- will come back. The Lionshead business community loved this event- as the*, demon. a.Yhic was excellent for business. • Vail Antique Festival: $12,000 Sarah. Franke/Brian Nolan: Brian asked that the CSE consider fullfimding for these events this year; adding than "we'll ask for 50% next and alter that won't come back- realize this is a means of establishing these 3 events- with :a merchants association backing them." He stated that there are at least 2 people considering underwriting the Friday Afternoon Club, but they may back out with the anticipation of economic hard times: He also stated that funnding consideration for the successful Jazz @ Vail Square has been moved to Council's purview; and.the Chili..Cook 'Offto the VCBA. Kerry Donovan asked if there might be an additional funding source fi.,.., the'.. Colorado Grand, to which Brian responded, "No." Meggen Kirkham reiterated her request from a previous meeting, "please get new logo for LH Merchants." Vail Chamber. and Business Association: 3 events/Bill. Suarez and Joyce. Gedelman-Viers Bob McKown stated that Bill Sua..,4 is his ;,.a.Vloyer, and is here as a t 'Qr.?sentative'of the VCBA. Bob feels there is no financial benefit to himself personally, that he can vote objectively, and therefore determined that there was no need to recuse himself. Joyce and Bill described the goals o all three events to be bringing families in to the community, to create a fun festive environment and to make the events free for business community participation= as it is the mission of the VCBA to help that se., .... CSE/sn Minutes: October-28, 2608 Page 4 of 9 Y • South of the Border Fiesta: $25,042 Described as an event with the chili cook off at "heart- center, " it has been positioned to accommodate the- LH merchants interest in having a kick- off event coinciding with the. Gondola opening weekend and the summer solstice. BBQ Bonanza: $26,717 . This event is intended to r. side a similar kick-off to summer in Vail Village, and with the Art s Festival and Lacrosse tournament as,complimentary events could provide stimulus for a destination weekend. Joyce, i,;,r.. is d'.that 24 restaurants participated last year, as well as a number of retail businesses and product sponsors, and that most have indicated they would do it again. They have.contacted the BBQ association in Denver,. with an eye to expanding the judging and bringingin more people (cookers) They will continue to work to secure a "celebrity" type chef. In response to a question about the $5000 management fee, Joyce replied that the VCBA is not in the business of making money from events, rather are in the business of r, .,..oting the business community and the fee is intended to cover organizing labor costs. • Sweet on Vail: $179992: F, ,,,,osed for a mid-August weekend; this event is intended to provide stimulus during one of the identified slow periods of the summer- with the weekend of the 15" being preferred, as it is just prior to most kids going back to school. The concept is again to showcase the excellent restaur*.ts and chefs in Vail with a focus on desserts. Activities might include cake/pie chocolate competitions, pastry chef demonstrations; a, myriad of children's activities such as cooking/cupcake dec.,.&? ng contest, a sundaes bar, and a 50's band- harkening back to era we don't address just as major summer events are winding down Eagle Valley Events: 3 events/Laurie Asmussen Vail Arts Festival: $251000 Laurie explained the move to the last weekend in June was made on account of scheduling conflicts. with the Jazz concerts at Arrabelle, and in the hope of drier weather patterns prevailing. The date change will also'. ,, *ride opportunity to package the marketing with America Days activities. Changes will include shrinking the number of artists to about 75, in order to accommodate the smaller venue fo..'p.:nt and enhancing the festival by adding elements of food and wine, tainment and more kids' activities. Reiterating her commitment to stay in Lionshead and make the event better every year, she described it as an ambient type event that gives people something to do while they are here and that augments the sales tax numbers. Rayla Kundolf asked if the event was sanctioned, to which Laurie replied yes; that it is juried in February along with the Telluride, Cherry Creek and Crested Butte events. Rayla then asked if we might gain some synergy by m,.L.;,?:ng alongside those events. Kelli - McDonald remarked that several people she had spoken with felt the quality of the art at the Vail event was much higher this year than at the Beaver Creek Arts Festival. America Days: $60,000 Laurie stated that although, sponsorships for this event seem as solid as last year, she is seeking additional funding to be able to continue to_ bring back the . marching bands. The cost of bringing in the Pueblo High School band has significantly, with. rooms and the bus. She thanked the Town of Vail information office for their tremendous support in helping to provide the c_....mity with all of the weekend activities. CSE/sn Minutes: October 28, 2008 - Page 5 of 9 Holidays in Vail: $40,000 Laurie explained that 25% of the cost of this event is in the fireworks on New Year's Eve. On December 19, the holiday tree lighting will begin in Lionshead, followed by a light parade to Slifer Plaza and a tree lighting "-. r-ony there. She is looking at the possibility of opening the parade up to community participation. Sybill recommended to the CSE that they consider withholding funds for the early ski season ev ?..1? next year (Holidays in Vail, Snow Daze) in order to evaluate how they work out this year and to take advantage of the :,..1.& time to better define what the ?..,.amunity wants. The goal should be to f.,....alate an overall plan that would create an umbrella under which a number of events and activities could be marketed to start the season off with a bang at Thanksgiving and go through New Year's Eve. The meeting adjourned for lunch @ 12:30 and reconvened @ lpm. Share our Strength/Taste of the Nation: Laura Hagan $10,000 Laura explained the program, founded in Denver, is the leading organization nationwide addressing childhood hunger- having raised over $70M since inception. With a goal of distributing 100% of ticket money to beneficiaries, the organization relies heavily on in kind support from c.,......unities and chefs. She stated that there are added challenges to holding the event in small communities, because there are more costs to producing the event itself. However, citing the desire to position the event between the Taste of Vail and Gourmet on Gore, Laura explained that Vail is "the only place to be in the mountains" on account of the high-level restaurant community. Noting that the r.?.rosed date conflicts with the opening concert of the New York Philharmonic and the Bravo! Gala, Sybill suggested alternative dates should be considered- as the clientele would be similar. Bobby Bank suggested November or May, when there is little else going on. Vail Symposium/Unlimited Adventure Speakers Series: Fraidy Aber, Rob Levine $7500 Fraidy explained that the event had been moved from the Library to the Donovan Pavilion because they had so many people attending and cited a strong cross appeal to seniors, kids and adults, visitors and locals. The early start time is intended to encourage people to stay in town and go on to dinner. They are considering moving up the first event into January, as it is an indoor event that works well for colder, less busy times. Meggen Kirkham commented that it seems to be an event that has a lot of possibility for a corporate underwriter. GPS-athon, renamed the GeoCache Dash Vail, $4500: Peter Mason, r:,j,k;.senting Elevation Innovation Labs explained that their focus is to .... side an activity that appeals to out of town visitors and local families as well. He ;,?.r.; ssed confidence that sponsorships would be available from a list of out-door related companies who have supported some of their other events, as well as from local businesses. He stated that they could be flexible on the date, as the CSE desires. Motion to go into Executive Session @ 1:55, pursuant to 1)C.R.S. 24-6-402(4)(e) to determine positions, develop a strategy and instruct negotiators. M/S/P: Robert McKown/Kerry Donovan/Unanimous Following a, statement by Kerry Donovan that "No decisions were made and the discussion focused on only the parameters as moved," there was a motion to re-convene the public meeting @ 2:15 p.m. MIS/P: Robert McKown, Heather Trub, Unanimous CSE/sn Minutes: October 28, 2008 Page 6 of 9 Vail Film Festival: $85,000 Sean and Scott Cross gave a PowerPoint presentation to review the highlights of last year's event, and highlighted the excellent PR effect of the Product RED partnership, which they. hope to expand. They announced a new "online festival" that will be going up in January, and which will provide more exposure for their sponsors. They also announced that Best Life will no longer be the title sponsor, but that they are close to signing an,alternative, better. "fit," magazine with more moneyand..that most of the other sponsors will be returning. 2009 venues will, include Vail Mountain School and the Cascade Theater again, but the, host site has not yet been determined. Taste of Vail: $50,000 Mickey Werner and Susan Fritz announced it to be the 20th annual coming up! They reported that they have hired a PR group to gain media exposure for the event and stated that the concept.for.the overall event began with and continues to be grounded: in getting the name."Vail" in places where we could'never get the same return with marketing dollars. Winemakers from around the world continue participate, and they hope to go after the organic factor in wine this year, with Fetzer, the godfather of organic California wines, leading the pack. Celebrity chefs generate great press coverage for Vail, however with some sponsors cutting back as a result of the tumultuous economic times, they believe now is the time to be aggressive and not cut back on marketing. • Ambient Street Entertainment: $50,235 M,,.?c.u Lasky, Diane:Moudy reaffirmed their ability to be flexible with both the schedule and the budget and that it is possible td provide a less expensive proe.,,.. of performers. They-added that,.they tryto.-book locally when. possible. High ine Sports and Entertainment/Jeff Brausch represented the following 5.:funding applications and used a PowerPoint presentation to highlight each event: . • CarniVail: $20,000: Jeff . noted the rx.,.v ased addition of a. headliner concert at Dobson.: Arena on Friday, February 27 to incentivize people to stay for the week,'-,or come up on Friday and stay for weekend Meggen Kirkham added that Vail Resorts had allocated additional money this season to this event. • Spring Back to Vail: $100,000: An additional free concert in the village on closing day has been added to the schedule to encourage people to get off the mountain. • Gourmet on Gore: $75,000 Citing comments from some of the restaurant community, Sybill encouraged Jeff to look at how to better ink., face the event with the r.,:aarants to insure the event is a win win opportunity for them. • Oktoberfest: $82,500 Comments fig,. the CSE included remarks that the beer prices were higher this year and the need to know who the music acts are earlier. In response to a question regarding whether Coleman.would remain the exclusive. L.C"*rurst sponsor, Jeff replied that is not know yet- they were signed as a one-year sponsor and that the decision comes down to a dollars and. cents benefit to the event. Snow Daze: $100,000 Bob McKown_ asked how.they are able to keep track.of the attendance numbers. Jeff replied that they use a "glimpse-of a particular time period" and measure the food and beverage sales. He, stated that they are estimating 50,000 people for this year's event. Responding to a question regarding sponsorship sales, Jeff responded that "right now, we're OK, but that it will be harder to get people here and harder to get them to CSE/sn Minutes: October 28, 2008 Page 7 of 9 spend money. He stated that their relationship with Vail Resorts is good, and that they are committed to being a good custodian of the events. He added that ambient events and activities are OK, but that it is important to wont' about the traffic drivers that get people here and get them to come back. • US. Half Marathon, Project Sport: $33,000- Ryan Dawkins was unable to attend on account of their flagship event, the San Francisco Half Marathon, taking place this coming weekend. CSE embers felt that the lack of r;,ra,;.sentation for this r,..,,osal made considel.al:on of this proposal difficult. Issues cited included: -o Budget seems too high o Competes w/existing races offered by the VRD the Teva Games o End of June dates are not,good, as that is not 'a need time given the number of other event proposals under consideration CSE members rec.,?.u..ended that the event producer consider partnering with one of the other producers of running events, such as the VRD or Untraditional Marketing's Teva Games, or roll into the VVP/VLMDAC recruitment pro&.O.,,. Consideration of Street Beat Concert Schedule for 2009: In light of the co.."...ents offered by the VEAC encouraging activity in the early winter season "need times," does the. CSE wish to forward a recommendation to the council to tie the funding for this event in 2009 to a condition that would require that a least one of the concerts take place 'in December? CSE members, felt that the Vail. Valley Foundation, as the event producer; had a good und..?"ding of how the event works best, particularly with respect to the weather at that time of year and the other activities being offered, and agreed by consensus not to forward a recommendation to impose the condition. Review Funding Allocation rit} ..tegy for Presentation to the Town Council on November 4: Surveys: CSE members were unable to agree as to whether or not these should be required of the individual events for the following reasons-- Reasons not to support the survey proposal: For smaller events, $2800 is a significant portion of the budget. • Larger events have to take surveys anyway and the information is critical to the successfW sale of sponsorships. • . The funds would be better spent adding more events. • The information is not accurate anyway, particularly without measurable attendance numbers. • It is easy to see the impact of successful events such as the Teva Mountain Games and the Farmers' Market without taking surveys. Reasons to support the survey y..,posal: • Apples to apples comparison of events. A better understanding, of:the ROI to the Town and provides an argument for,continued investment in Special Events. • It would p... Ade more objective inf.,Y...ation, as opposed to relying on the event.. producers' y.: aentatlonS. • Can be used as a benchmark to measure improvement in the future. It was agreed to ask the council for direction on this issue. CSE/sn Minutes: October 28, 2008 Page 8 of 9 r Meggen Kirkham left the meeting @ 5:30p.m. CSE members affirmed by consensus that they are sensitive to the current economic situation and the recommendations from the VEAC and the VLMDAC to put additional emphasis on "head in beds." They remained strong in their commitment to the criteria listed on the Event Grading Sheet, and all agreed that document does accurately, and al"...gly rQjv,Qsent the funding ,l.,.?egy. They also discussed holding back some of the budget (up to $150,000) and not allocating funds at this time for events in the early ski season next year; pending opportunity to evaluate how the season develops with respect to the economic downturn, and to assess how these events go in the next couple of months. It is. clear there is a desire from the business community to kick- off_ the season earlier and to expand the. focus to include some kind of activities at Thanksgiving. Motion to adjourn at 6:00 p.m.: . ? . M/S&: Kerry Donovan/Bobby Bank/Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 28, 2008 A.FF- ,ved by , ave Chain, tSE i - CSE/sn Minutes: October 28, 2008 11%18/2008 Date Page 9 of 9 b -j__,j-jL 0---' er / - LA' vcu _ --ax-? (Z . -- - II - LA // r_i _ vj? - z Town of Vail: 'Commission on Snecial. Events Meeting ***PLEASE NOTE: THE MEETING LOCATION HAS BEEN MOVED TO THE ANTLERS LODGE CONFERENCE ROOM*** October 28, 2008 @ 8:30 a.m. AGENDA: Administrative Items: (1.5 minutes) Y Approval of the Minutes of the meetings of September.23 and October 14, 2008 Y Review status of Contracts and Financial Report • Event Survey Proposal: 'Update from Kelli McDonald on the status of a proposal for providing event producers with an intercept survey template that will allow for an "apples to apples" comparison for a variety of events, and provide the specific information that both the CSE and the VLMDAC are seeking. C Review application for funds fi?,,... Project Sport forthe US Half Marathon Vail. Due to the fact that they are producing a similar event in San Francisco, Ryan Dawkins is unable to attend, but will be available by phone to answer any questions. Presentations of Funding Applications for 2009 Events. (8:45 am- 4:15 pm) Please see attached table for the schedule of individual presentations. Consideration of Street Beat Concert Schedule for 2009: (15 minutes) In light of the comments offered by the VEAC encouraging activity in the early winter season "need times," does the CSE wish to forward a recommendation to the council to tie the funding for this event in 2009 to a condition that would require that a least one of the concerts take place in December? Review Funding Allocation Strategy Document for Council Presentation on November 4 (30 minutes) Adjournment: 5:30 p.m. Next Regular CSE Meeting. Tuesday, November 18, 2008 9:00am- 12:00pm CSE/an 2008 RFP Presentation Sdredule Town of Vail Commission on Special Events: Review of Requests for 2009 Event Funds Schedule for Presentations: Tuesday, October 28, 2008 Funds Available: Time: I Event: ( 32 Aunlicationsl 1 Producing Entity: Inam-ift )-US Half Marathon Protect Sport 18:45 AM Vail Lacrosse Shootout Colorado Lacrosse Promotions 19:00 AM Vail Valley Challenge Cup Vail Valley Soccer Club 9:15 AM >Vail Whitewater Kayak Demo Series Sean Glackin /Alpine Kayak School 9:30 AM USSA Junior Olvmoics i Ski and Snowboard Club Vail 9:45 AM Kids-It 3v3 Soccer Tournament BEST Entertainment Sports and TV I' 10:OOAM Kina of the Mountain Volleyball King of the Mountain 110:15 AM TEVA Mountain Games & Untraditional Marketin_a f IFSC Work) Cup Climbing { ,19: AW!- - BAK* 14MIg1l1 10:45 AM I Vail Farmers' Market and Art Show I Meadow Drive Partnershio 11:00 - 11:30 AM Llonshead Merchants Association Presentatons Lionshead Friday Afternoon Club ILionshead Merchants Association Vail Antiaue Festival MC Presents w/ LH Merchants Assn Colorado Grand Colorado Grand 1 I >Lionshead Culinary Demonstrations Lionshead Merchants Association 11:30-12:00 PM Vail Chamber and Business Association Presentations 1 I >LH South of the Border Fiesta BBQ Bonanza >Sweet on Vail 112:00-12:30 PM Eagle Valley Events Presentations I Vail Arts Festival ' America Days Holidays in Vail .12:* 1:0g pm FM_ IJi H BREAK: 311) minuk?s . _ 1:00 PM I>Taste of the Nation Vail 1 Strength of Our Nation/ Laura Hapen 1:15 PM >GruVe Vail Jonathan Staufer 11:30 PM Unlimited Adventure Series Vail Symposium 11:45 PM 2nd Annual GPS-athon Elevation Innovation Labs/Peter Mason 12:00 PM The Session Vail Valley Foundation 2:15 PM I Vail Film Festival Vail Film Institute 2:30 PM (Taste of Vail Taste of Vail -2:45 PM BREAK-.15 mint' 3:00 PM 1 Ambient Street Entertainment I Resort Events 3:15- 4:15PM Highline Sports and Entertainment Presentations CamiVall Spring Bads to Vail Gourmet on Gore I I Oktoberfest I Snow Daze Total 5$$ Requested: CSE Funds Remaining: 2009 Dates: 2008 Funds June 20.21 or 27-28 N/A June 27- July 5 I 510.0001 Oct 3-4 ) $0 5 Tuesdays: May 15- Jun 16 I NIA March 5-11 I NIA July 31-Aug 2 I S30.0001 June 19-21 57,8801 June 4-7 $93.575 S50.0001 10/23/2008 ;841,810 TOTAL EVENT CSE ROST AS BUDGET: % OF BUDGET 2009 Si$ -L -- --- Requested: !-- $33.000 $84,915 $15,0000 $187,450 8_% $5,000 2 0 0 $25500 $2 050 _20% 10096 , 5 $ $10.0000 , $108,260; $50,000 $10@,2791 _4619 --- - $10,000 $39,158' 26% - - $110.000 $936,165 12% $50,000 114 Sundays, Jun 21- Sao 20 11 $54.125 $75.0000 $145,000! 52% 7 Fridays: July 3-Aug 14 i S14375 $30,000# $43,0001 70% Aua 21- 23 83.4481 - $12,000 - $31,80__OI - - - _ 38% Sept TBD S2.463I $5,000 $24,475' 1 Friday Evenings. Summer NIA $0 UNKNOWN i 0% 120-Jun N/A i $25,042 # $28,792 --- 87% 127-Jun S9.850 $28,7174 $32,217 -- - -83% Saturday, Aug 15 or 29 N/A $17,9920 $20,0421I --90% _ _ _ June 26- 28 518.223 $25.000 #_ $56,850; - - 44% _ - 4-Jul 550,235 $60,000 # $75,6001 _- 79% --- Dec 18-31 S35460 $40,000 # - $40,3501 99% (24-Jul N/A 1 $10,000's $28,3501 35% June 25- 28 I NiA i $20.000 _ $50,0001-- - 40% -- 6 Thursdavs, Jan 29- Mar 5 Sol $7,500 _ _ $24,0001 _ _ _ 31% 110-Auq 54,2004 $4,500 $24,0601_ 19% ? (Feb 5-8 I 5 3 17aI $20,000# $970,3 49 2% ADM 2-5 ( $59.100 $85.0000 85,000 # _ $767,975 _ -- _ 11 % April 1-4 1 S9 850 $50,000 # $178,00_01 28% IFri-Sun. June 26- Sep 7 1 550.23511 $68,5001#1 $68,500' 1000/0 IFeb 22-24 & Feb 27 S7.8801 $20,000 $221.0751____ _ 9% April 13-19 $73.875 $100,000 $861,8491 12% ( Soot 4S S44325 $75,000 __ 5114,200 ISept 11-13(LH) & 18-20(1M 1 S2' $82,500 _ $228,0751 36% 1Dec 7-13 5r. ? - - X100,000 $919,9251 11% 1 I $787,9611 #1,2",801 _ _ _$6,446,2611 _ - ----T0%- Town of Vail: Commission on Special Events (CSE).Meeting Vail Town Council Chambers September 23, 2008 at 9:008'.m. The regular meeting of the CSE' was called to order at approximately 9:00 a.m. by Chairman Dave Chapin. Members present: Dave Chapin, Chairman Rayla Kundolf Robert McKown Heather Trub Meggen Kirkham Robert Bank Kerry Donovan' Staff Present: Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town `Manager Kelli McDonald,_Economic Development Manager Lorelei Donaldson, Town Clerk Corey. Swisher, Exec. Asst: to the'Town Manager Administrative Items: Town Clerk Lorelei. Donaldson swore in- newly appointed CSE member Kerry Donovan, who will fill out the remainder of Scott Stoughton's term, which expires December 31, 2009. Public Input: Marc LaVarn, President of the Meadow Drive Partnership, thanked.the CSE for their support of the Vail Fa'rm'ers Market. He also presented the CSE with 'a letter from Bob McNichols encouraging the CSE to continue their support of the market. Joe Staufer spoke in support of the Farmers Market. He thanked Rick Scalpello for.his efforts in getting the event off the ground. Meadow Drive gallery -owner, Dan Telleen, spoke in support of the Farmers Market. - He then spoke in support of the three evz.taking place over the Labor,.Day weekend; Gourmet on Gore, the Rotary Duck Race and the Farmers' Market, and remarked that the energy of the-three events occurring simultaneously provided an exciting experience for all. He thanked Bob McNichols for his $25,000 contribution to the Rotary Club, with which the ducks for the: Duck. Race were purchased to make it possible to schedule the, -event over the weekend of choice, rather than being subject to borrowing the ducks from Summit County. Telleen also encouraged support for the Vail -Jazz Festival. CSE/Minutes September 23, 2008 Page 1 of 6 "s Brian Nolan thanked the CSE for all of the events they had sponsored in LionsHead over the past summer. "I think we had a great summer." He added his regrets concerning. the cancellation of the Chili Cook Off, explaining that after all of the successes of the summer of events in Lionshead, they did not want to finish with a mediocre event due to a lack of commitment to participate from a large enough number of restaurants to make the event successful. Brian finished his comments by stating, ""The Colorado Grand was an unquestioned homerun." Local business owner Joe Joyce spoke in support of the Farmer's Market. He then expressed concern of the Oktoberfest promoter selling food. "They've had a 'systematic strategy for eliminating the competition." And added that the event producer, whose event is-`supported by public dollars, should not attempt to "maximize profits at-the expense of small business.' Chris Manning, owner of the Swedish Clog Cabin, thanked the CSE for their continued support of events in LionsHead. Nigel Cooper, representing the Ski and Snowboard Club Vail, urged the CSE to continue supporting youth sports. Steve Retz, representing the Colorado State Autism Commission and a member of the SMART Foundation spoke in support of funding for autistic children. The Colorado Autism Commission is more influential than any in the other 26 states that have one. He encouraged the CSE to carefully consider which charities have the opportunity to benefit from publicly supported events. Montaneros manager, Keith Odza, remarked that the buzz we saw in LionsHead and Vail Village Was. unbelievable and added "I want to congratulate you all for supporting all of this activity'." Administrative Items, cone: Trub moved, to appoint Robert McKown as co-chair of the CSE with Bobby Bank seconding. The motion passed unanimously, 7-0. McKown moved to approve the August 26, 2008 minutes, as presented, with Kundolf seconding.7he motion passed unanimously, 7-0. Coordinator Report: Navas began her report by stating there would be a financial surplus of about $4800 in the CSE' s 2008 budget due to the cancellation of the LionsHead Chili Cook-Off. CSE. members agreed by consensus to review alternate proposals that are submitted by a deadline of 5pm on October 9th at a special meeting on October 14. Event proposals must..be for an event that will take place before the end of 2008.. She reminded the Commission that the annual Joint Meeting of.the Event Review Committee (ERC)/CSE and event producers would take place on Wednesday October 22, from 11:30-1:00 in the Town Council Chambers. She :then ? added the Vail Valley Foundation would be reluctant to commit to a large event such as the Colorado Stage (professional. cycling event) without a major sponsor. "Due to the current economic environment it makes it. CSE/Minutes September 23, 2008 Page 2 of 6 very unlikely this event will take place." She concluded her comments by stating the town is taking a very conservative attitude toward this year's budget. Final Event Reports: ? King of the Mountain Volleyball: Event Promoter Leon Fell, said the volleyball tournament was a simple event. "We operate pretty much like a non-profit ... I take very little money for this event as I am still trying to grow it." He said, the goal of the event was! to become self-supporting. He stated that they have focused their promotional efforts on families and' juniors, and are now the home of_the 2nd largest "juniors" volleyball' competition in the United States. "The 4.5% growth over last year's tournament represents the eighth straight year - of growth... In-order for the event to grow we need more sand courts." Fell also said his 2009 funding request would remain consistent. "1 would like to see the prize money increase steadily." -? Summer Street Entertainment: Resort. Entertainment representative Diane Moudy said buskers (people who entertain by dancing, singing, or reciting on the street or in a public place) had been contracted throughout the summer to perform Friday through Sunday. "The buskers'rotate through the villages:.. it. provides a form.of ambient entertainment." She also stated that a tack of consistent power. sources :was the major difficulty the program experienced over the summer. Bank said he had .observed a busker who was performing terribly during the Vail Arts Festival. Moudy responded that one was "not one of theirs." Navas explained many nomadic performers have started showing up and most have not filed fora Street Entertainer License, as the Town requires. Kirkham complimented the busker who posed as a statue, calling him "awesome." Kundolf expressed concern she did not see ambient entertainment on Meadow Drive. Moudy responded, "We are directed by the CSE for where we place our entertainment." Navas and Moudy said the Slifer Plaza location was particularly good,for musical entertainment, as it provided a welcome to the village for people as they exit.the parking structure. Meadow-Drive was not selected as a site largely because the CSE already provides. funding to, support the entertainment at the Farmers' Market. ? Jazz @ Vail Square: Jazz at Vail square representative Via Vlaar thanked the CSE.for.their -funding support. "We are trying to promote the jazz art form ...this summer we put on five free-concerts on Thursday nights ...the venue at Vail Square was extremely well received by virtually everyone...._ The tent (used to host the performances) for us . is an absolute prerequisite... We have, received good feedback from LionsHead restaurateurs and shopkeepers." Vlaar clarified the Jazz Foundation was able to produce all five concerts as originally budgeted. "We will be respectfully asking for the same amount of funding as we have in the past... We can do a lot of things with jazz ...Its.has legs... There are a lot of ways we can go with it." Bank expressed concern that the large tent (used on Thursday, evening) impacted events taking place over the weekend. Sybill and Mia both assured the CSE.members that steps,were being taken to. insure these sorts of conflicts would be addressed next summer. Vlaar concluded her comments by stating, "We are CSE/Minutes September 23, 2008 Page 3 of 6 e working to bring the Labor Day events outside into the Vail Square and out of a ,hotel venue where it normally takes place." Gourmet on Gore: Highline . Sports and Entertainment representative Jeff Brausch. said the event had expanded its schedule from 1% to three days. The Connoisseur Trail on Friday evening was very successful, and added that they would dike to see more consistency from the restaurant community in terms of participation all three days. We would like to see some restaurants prepare -more food... We are constantly looking to enhance the wine quality... We feel this will continue to grow.-..,It was a well run and profitable event." The town saw a 70% Return on Investment (ROI) for this. Several CSE members expressed concern the event did not have enough food vendors as compared to wine vendors. °It's turning into a great event," Kundolph mentioned. ? Oktoberfest: Highline Sports Entertainment representative Jeff Brausch reported, "It was nice to have a new home in the Arrabelle at Vail Square ...AlthougK successful, we need to find things to pull people throughout LionsHead... This is the best attendance we've had since we have been producing the event.-.. We had strong sponsors... We had a well mannered and festive audience." Brausch explained the success of the event was very weather dependent. "We are working to balance these oscillations." Thanks to the-CSE's the funding it continues. to be a very solid event. CSE members expressed concern about Highline's bratwurst sponsor, who precluded other vendors from selling bratwurst on the street. "The brat issue was not what we wanted to happen. Sponsorships are very important for events like this," explained Brausch. Coleman became a sponsor in late July or early August. McKown clarified the sponsorship would remain the same for the 2009 events. Chapin asked for more bratwurst variety. Kirkham said she believed the LionsHead event was tremendous. Review Procedure for 2009 Funding Allocations: Chapin asked the board to come to the late October meeting prepared for budget' presentations. Sybill explained how the "Criteria Grading Sheets" would be used to calculate a relative comparison of each proposal to the CSE's stated criteria for decision- making. "It helps to have numbers in mind that you are bouncing off of." Bank asked board members to stick within the budget figures and resist the temptation to advocate for allocations that do not add up to the budget limit. Trub asked if funding for profit and non-profit, events should be considered differently. McDonald proposed that the CSE members should develop an overall strategy for formulating their 2009 fundin decisions. Sybill will include an agenda item at the end of the meeting on October 28 to discuss this topic. The CSE. recommendation will then be presented the Town Council. on November 4t" for their feedback. Event Survey Proposal: Kelli. McDonald explained a proposal for providing event producers with an intercept survey template that will allow for an "apples to apples" comparison for a variety of events, and provide the specific information that both the CSE and the VLMDAC are CSE/Minutes September 23, 2008 Page 4 of 6 seeking. The "Economic Impact Intercept Survey," taken at the 2008 3v3 Soccer Tournament that was included in the packets was contracted by the VRD as a sample of the type of document that could provide this information. McDonald suggested that the CSE might require events that.receive funding above a,. predetermined dollar amount to use this template as a condition of their co. 4.. act fulfillment, with the intention of providing a constant comparison of the ROI from each event.. CSE members agreed in principal that the concept would produce a valuable resource. A more complete discussion of the proposed RFP to create the surveys will be held at the November CSE meeting. New Business: It was reported a joint meeting with the Vail Local Marketing District Advisory Committee (VLMDAC) would follow. Adjournment @ 11:50 Kirkham moved to adjourn the meeting with Kundolf seconding. The motion passed unanimously; 7-0. Joint meeting wl Vail Local Marketing District Advisory Committee VLMDAC Members Present: Chris Romer, John Dawsey, Laurie Mullen, Pete Hayda, Jamie Gunion' and Joel Heath representing Untraditional Marketing as Agency of Record. The meeting began with two boards introducing themselves. Untraditional Marketing Agency representative, Joel Heath, announced his firm would act as the agency of record. "Advertising is very.event focused... It's clear events are a big driver for bringing people into town and having them spend the night... The focus is on overnight guests... People used to collect things... Now they want to collect experiences... We'll be talking about rich experiences and the value you get in the summer::. Sport and adventure are one in the same in this community... We are focusing in health and wellness along with sport and adventure... We are currently creating key brand partnerships and we will remain focused on brand partnerships." While discussing sponsorships Heath explained, "This is the, hardest market I've seen in trying to raise dollars... we are attempting to triangulate and look for major brands." The two groups then discussed using the term luxury as part of promoting the Vail brand. VLMDAC member Pete Hayda said he believed luxury means different things to different people. "The term luxury needs to be used carefully._.The experience here is what drives what a customer wants ...Our new lodging, projects will develop and drive a increased and increasingly affluent clientele. Kundolf urged using quality as opposed to luxury. "Luxury is kind of a scary word." Kelli McDonald reaffirmed the desire to fill in "need" times, particularly the 3rd weekend in August. The VLMDAC members agreed that . August and - September have been identified as the greatest opportunity time frame and. that the development of an event centered around a theme of "health and wellness" during those months would be strongly encouraged. CSE/Minutes September 23, 2008 Page 5 of 6 VLMDAC member John Dawsey said the recently hosted events at the Arrabelle at Vail Square were very successful. "I feel like we were able to enrich the experience for visitors as well as locals." McKown clarified what name would be used to locate the LionsHead community. Dawsey responded, "The Arrabelle is, the hotel, Vail Square is the Plaza and LionsHead is the Village." While acknowledging that the CSE also provides support for ambient and community type events, VLMDAC member and Vail Valley Partnership (VVP) Chris Romer explained that the VVP has been charged, with finding participatory type of events and bringing groups to the valley with a focus on fulfilling their mission of, "heads_ in beds." VLMDAC member Jamie Gunion added that the Vail Recreation District is limited in ` terms of the number of fields that are available in Vail. This means that some aspect of group sporting events would have to be held down valley., Romer also expressed concern over having Vail Film Festival and. Taste of Vail on the same weekend, and 'noted that this is not the most effective way to allocate public dollars. Both groups then asked for a comparative analysis of calendar of events of other communities. In summary, the VLMDAC identified the following as important factors for the CSE to consider in the development of new events: o Late summer/early fall is a need time o, Focus on "empty-nesters" o Focus on "health and wellness" themes The meeting adjourned at 1:15 p.m. Minutes taken by Corey Swisher and r Edited by CSE Coordinator Sybill Navas September 23, 2008 i Approved by Dave Chapin, CSE Chairman Date ' 1 CSE/Minutes September 23, 2008 Page 6 of 6 MINUTES.- Town of Vail: Commission on Special Events Special Meeting Vail Town Council Chambers October. 14, 2008 at 9:00 a.m. CSE Members Present. Bobby Bank; Kerry Donovan, Rayla Kundolf, Robert, McKown and Chairman Dave Chapin CSE Members Absent: Meggen Kirkham, Heather Trub Others Present: Peter Mason,. Picky Lee, Frady Aber, Susie Tjossem, Keith Odza, Sarah Franke; Pam Brandmever, and S'ybi11 Navas. CSE Chairman Dave Chapin called the meeting to order at 9:00 a.m. The Town of Vail Commission on Special Events had 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 was returned to the CSE's budget due to the last minute cancellation of the Lionshead Chili Cook Off and is available for a 2008 event only. Sybill reported that the Holidays in Vail application had been withdrawn at, the request of the applicant, and the CSE proceeded to review,the remaining applications that were received prior to the deadline of Thursday, October 9 @ 5pm, as described below: EVENT: 0 Annual Vail GPS-athon Art of the Book Workshops (2) Vail Tannenbaum Festival: Lionshead Christmas Tree Lighting Holidays in Vail 2008: Children's Parade: NN i i rIDRAWN 2008 DATES: PRODUCING AMOUNT ENTITY: 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 Bobby Bank moved to fund the GPS-athon at $4800, citing the results of the "Criteria Grid" which showed this event to be the most strongly supported by the CSE's criteria. The motion was. seconded by Kerry Donovan. Under discussion, Rayla Kundolf recommended that $600 be allocated to the Art of the Book workshops, as a sign of support for the Vail Library's 25`h Anniversary celebration activities, and Bobby Bank and Kerry accepted this amendment to the motion. ? Motion to allocate $4200 to the 1s` Annual GPS-athon and $600 to the Vail Symposium to support the Art of the Book Workshops. M/SJP: Bobby Bank/Kerry Donovan. Voting in support: Bobby Bank, Rayla Kundolf and Bobby Bank. Voting in opposition were Dave Chapin and Robert McKown. The motion passed by a vote of 3-2. Sybill reported that CSE supported the request by Leon Fell to allow for the late submittal of the King of the Mountain Volleyball Tournament application for 2009 events funds. A vote conducted by email showed Bobby Bank, Robert McKown, Meggen Kirkham, Heather Trub and Kerry Donovan in support. Dave Chapin and Rayla Kundolf both stated that they were opposed to allowing the consideration of the late submission. ? Bobby Bank then moved to accept the submittal of a late application I1"ut Elevation Labs, for a 2°d Annual GPS-athon, stating that in light of today's.,decision to supportthe initial event, it would be consistent with the CSE's desire to have the event become annual if it is successful in this first year. M/S/P: Bobby Bank/Rayla Kundolf/Unanimous. Peter'Mason, representing Elevation Labs, agreed to submit his application for 2009 funds no later than Thursday, October 16. Pam Brandmeyer informed the CSE that the decoration of the TOV trees for the holidays was nearly complete and well ahead of schedule, thanks in large part to the favorable fall weather. She also stated that the Tannenbaum Festival had submitted an application to the Town Council as part of the out of cycle requests, and had been denied. Sybill.then reviewed the cu..,..t status of the Town of Vail budget discussions and stated that, although it appears that the council will continue to support special event funding without significant cuts, there are no guarantees until the final reading of the budget ordinance which is not expected to occur until November 18. The meeting was adjourned at 10:00 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 14, 2008 , Approved by 10/28/2008 Dave Chapin, CSE Chairman Date Next Meeting: Tuesday, October 28, 2008 @ 8: 30am - S: 30 p *. CSE/sn Minutes: Special Meeting October 14, 2008 Page 2 of 2 CSEIsn 2008 Contracts and Payment Status CSE 2008 FUNDING ALLOCATIONS: CONTRACT AND PAYMENT STATUS 2008 Town Council Allocation for Direct Event Funding: $788,280 REVISED: 10127108 Event: Producin Producing Entity: dale 2008 Dates: 2008 CSEFundr Allocated: Contract Stedre; Funds Paid Ou t: Total Funds 's AmountSdd 1nVR01"" "" Retlo Td Incremental Attendance 1 sldOut. Owed; S?ldlnq >Camivail Highline Sports & Entertainment 219 February 3.5 $7,880 COMPLETE $7,880 $7,880 $0 $251,600 32.1 $6,290,000 10,000 The Session Vail Valley Foundation 217 February 7- 10 $13,174 COMPLETE $13,174 $13,174 $0 ? ? ? 20,000 Taste of Vail Taste of Vail 412 April 2-5 $9,850 COMPLETE $9,850 $9,850 $0 ? ? ? ? Vail Film Festival Vail Film Institute 413 April 343 $59,100 COMPLETE $19,700 $19,700 $19,700 $59,100 $0 ? ? ? 12,500 Spring Back to Vail Hlghline Sports & Entertainment 4fy April 1-13 $73,875 COMPLETE $24,626 $24,625 $24,625 $73,875 $0 $872,424 11.75-1 $21,810,600 30,000 Teva Mountain Games UntradtiionalMarketing 614 June 4.8 $93,575 COMPLETE $33,676 $30,000 $30,000 $93,575 $0 $179,416 31.24:1 $4,464407 35,000 King of the Mtn Volleyball IOng of the Mountain Volleyball 6/13 June 13.15 $7,880 COMPLETE $2,680 $2,000 $2,800 $7,880 $0 ? ? ? ? Veil Farmers' Market (Sundays) Meadow Olive Partnership 8115 Jun 15• Sep 7 $54,175 COMPLETE ON 10128 $18,059 $18,058 $18,068 $54,175 $0 Ambient Street Entertainment' Resort Events 6120 June 20- Sep 1 $50,235 COMPLETE $26,235 $25,000 $50,235 $0 ? ? ? ? BBQ Bonanza Vail Chamber and Business Association 6121 21 -Jun $9,850 COMPLETE $3,284 $3,283 $3,283 $9,850 $0 ? ? ? ? Lacrosse Shootout Colorado Lacrosse Promotion' 828 June 28• July 6 $10,000 COMPLETE ON 10128 $10,000 $10,000 $0 $85,000 6.5:1 $1,930,552 5000 America Days Eagle Valley Events 714 4-Jul $50,235 COMPLETE $16,901 $16,667 $16,887 $50,235 $0 ? ? ? 35,000 >FddayAflemoonClub Moon River Ranch 7111 Summer 2006 $14,775 COMPLETE $7,387.50 $7,387.50 $14,775.00 $0 ? ? ? 2,000 >Jazz@ Vail Square (Thursdays) Vall Jazz Foundation 7131 Jul31-Aug 28 $26,595 COMPLETE $8,865 $8,865 $8,886 $26,595 $0 ? ? ? 1300 >Rocky Mountain Antique Festival Moon River Ranch 811 August 1.3 $3,448 COMPLETE $3,4411 $3,448 $0 ? ? ? 7,500 Kick-It 30 Soccer Tour Team Championships International 811 August 1-3 $30,000 COMPLETE ON 10128 $10,000 $10,000 $10,000 $30,000 $0 $62,800 176:1 $1,200,000 8100 Veil Arts Festival Eagle Valley Events 8B August B-10 $18,223 COMPLETE $8,223 $6,000 $8,000 $18,223 $0 ? ? ? 3,000 Gourmet on Gore Highline Sports & Entertainment 629 August29.30 $44,325 COMPLETE $14,776 $14,775 $14,775 $44,325 $0 $74300 70.1 $1,882500 18,000 OMobeufestlHlghllneSports HlphlineSports &Entertainment 916 Sep6•7.12.14 $81,263 COMPLETE $27,283 $27,000 $27,000 $81,263 $0 $289,000 256.1 $7,224000 40,000 Colorado Grand Colorado Grand 9119 Sept 19.20 $2,483 as of 9H2 $2,483 $2,463 $0 >Lionshead Chill Cook-Off Vail Restaurant Association 927 27-Sep $0 CANCELLED 922 $4,925 44,925 $0 $0 Book Workshops Vall Symposium 1020 Oct 20 & 27 $600 submitted 10112 Snow Daze Hlghline Sports & E.,:-;..ment 1211 C..; er a-15 $64,025 as of 2115 $21,342 $21,342 $42,683 GPS-athon Elevation Labe 12112 December 12.13 $4,200 sent 1022 Holidays in Vall Eagle Valley Events 12119 Dec 19- 31 $35,460 as of 629 $11,820 $11,820 $23,640 TOTAL CSEALLOCATIONS: $765,206 ----- - - --- -- - - $894,083.00 $71,123.00 $1,804540 $44,824,059 227,400 "CSE Funds Remaining: $44 '3rd year of 3 year contract with Colorado Lacrosse Promotions --- ***Based an addsleanal sews tax generated "Defldt In allocated funds will come out of the 2008 CSE op as - .-..---- - -- .. xRDi based anRetaa aevente.per$of CSF_F?undjqa CSE/sn 2008 RFP Gradina Sheet 10/20/08 Order by : Event: date: 1 :2009 Unlimited Adventure Series 2 1 The Session 3 Wail Carn 4 USSA Junior Olympics 5 ! Taste of Vail 8 Vail Film Festival 7 Springback to Vail 8 >Vail Whitswater Kayak Demos 9 i TEVA Mtn Games 10 1 IFSC World Cup Climbing 11 I King of the Mountain Volleyball 12 I >Lionshead South of the Border Fiesta 13 US Half Marathon Vail 14 Vail Farmers' Market and Art Show 15 ! >GruVe Vail 16 BBO Bonanza 17 Vail Arts Festival 18 Ambient Street Entertainment 19 'Vail Lacrosse Shoot-out 20 Lionshead Friday Afternoon Club 21 1 Vail America Days 22 1 >Taste of the Nation Vail 23 Kick-It 30 Soccer Tournament 24 Jazz. Q Vail Square/COUNCIL FUNDS 25 2nd Annual GPS-athon 26 Sweet on Vail 27 Vail Antique Festival 28 Gourmet on Gore 29 Colorado Grand 30 Oktoberfest 31 1 Vail Valley Challenge Cup 32 !Snow Daze Producing Entity: i Proposed location(s) Vail Symposium Vail Valley Foundation Highline Sports and Entertainment Ski and Snowboard Club Vail Taste of Vail Vail Film Institute Highline Sports and Entertainment Sean Glackin Untraditional Marketing FUNDING EARMARKED BY COUNCIL Kinq of the Mountain Volleyball Vail Chamber and Business Association Project Sport Meadow Drive Partnership !Jonathan Staufer Nail Chamber and Business Association Eagle Valley Events Resort Entertainment 'Colorado Lacrosse Promotions Lionshead Merchants Association Eagle Valley Events Share Our Strength/Laura Hagen BEST Entertainment Sports & Television Vail Jazz Foundation 'Elevation Innovation Labs Vail Chamber and Business Association Mc Presents w/LH Merchants Association Highline Sports and Entertainment Colorado Grand Highline Sports and Entertainment Vail Valley Soccer Club Hiahlina Sports and Entertainment Donovan Pavilion Gold Peak i Gold Peak + Bvr Creek W Ford Park Athletc Field LH ;W Meadow Drive Meadow Drive iW ' LH Mall & Vail Square Wand LH Ford Park LH Mall & Vail Square ;LH &W Vail Plaza Hotel Ford Park Vail Square Arr_abelle TOV W or Meadow Dr LH Mall @ Vail Square W LH Mall & Vail Square !LH&W Ford Park + Eagle Ctv 2009 Dates: 2008 Funds . Received: 6 Thursdays: Jan 29- MaF 5 Feb 5-8 Feb 22-24 & 27 March 5-1.1 April 1-4 April 2-5 April 13-1'9 5 Tuesdays: May 19- June 16 June 4-7 June 4-7 June 19- 21 20-Jun Jun 20-21 or 27-28 14 Sundays: June 21- Sept 20 June 25-28 27-Jun June 26-28 June 26- Sept'7 June 27- July 5 7 Fridays, July 3-Aug 14 Sunday, July 4 24-Jul July 31-Aug 2' 5 Thursdays, July 30-Aug 27 10=Au6 Aug 15 or 29 Aug 21-23 Sept 4-6 Sept: TBD Sep 11-13 & 18-20 Oct 3-4 Dec 7- 13 $d $13,174 $7,880 $9,850 $59,100 $73,875 $93,575 $50,000 $7,880 $54,175 $9,850 $18,22$ $50,235 $10,000 $14,775 $50,235 $30,000 $26,595 $4,200 $3,448 $44,325 $2,463 $81,26$ $O $64-025 2009$$$ Requested: $7,501 $20,001 $20,00 $10,00 $50,001 $85,001 $100,00 $2,051 $110,00 $50,001 $10,001 $25,04: $33,001 $75,OOd $20,001 $26,7T $25,001 $68,501 $15,001 $30,001 $60,00 d $10, $50,001 $4,501 $17,99, $12,001 $75,001 $5,001 $82,501 $5,00( $100,001] 2009 Events Proposed for Intercept Surveys: f1. Bud Light Street Beat/Vail Valley Foundation: Dec 17, 2008 and in 2009: Jan 21, Feb 18, Mar 18, Apr 1, Apr 8 and Apr 15 (Volvo give-away date) 2. The Honda Session/Vail Valley Foundation: Feb 6-9 3. CarniVail/Highline Sports and Entertainment: March 1-3 4. Taste of Vail/Taste of Vail: April 1-4 5. Vail Film Festival/Vail Film Institute: April 2-5 6. Spring Back to Vail/Highline Sports and Entertainment: April 13- 19 7. TEVA Mountain Games and IFSC World Cup Climbing/Untraditional Marketing: June 4-7 8. Hot Summer Nights/Vail Valley Foundation: Tuesdays, dates TBD 9. King of the Mountain Volleyball: June 19- 21 10. BBQ Bonanza on Bridge Street/Vail Chamber and Business Association: June 20 11. Vail Farmers' Market/Meadow Drive Partnership: Sundays, June 21- Sep 13 12. BRAVO! Vail Valley Music Festival: June 25- Aug 4 13. Vail Arts Festival/Eagle Valley Events: June 25-28 (tentative) 14. Vail Lacrosse Shootout/Colorado Lacrosse Promotions: June 27- July 5 15: Lionshead Friday Afternoon Club/LH Merchants. Association: Fridays, TBD 16. Vail International Dance Festival: July 19- Aug 15 17. Kick-It 3v3 Soccer Tournament/Team Championships International: TBD 18. Rocky Mountain Antique Festival/Moon River Ranch: Aug 22-23 (tentative) 19. Vail Jazz Festival and Jazz at Vail Square/Vail Jazz Foundation: Labor Day Weekend (Sept 3-7) and Thursdays, Aug 6- Sep 3- break into 2 surveys . 20. Gourmet on Gore/Highline Sports and Entertainment: Labor Day Weekend- Sept 3-6 21.Oktoberfest/Highline Sports and Entertainment: Sept 11-13(LH) and Sep 18-20(VV) 22. Vail Challenge Soccer Tournament/Vail Valley Soccer Club: Oct 2-4 23. Snow Daze/Highline Sports and Entertainment: Dec 7-13 Proposal for 2009 Event Surveys EVENT: i 1;Bud Light Street Beat/Vail Valley Foundation 2 The Honda Session/Vail Valley Foundation 3 CarniVail/Highline Sports and Entertainment 4 Taste of Vail/Taste of Vail 5'Va!I Film Festival/Vail Film Institute 6 Spring Back to Va!i/Highllne Sports and Entertainment 71TEVA Mountain Games and IFSC World Cup Climbing/Untraditional Marketing 8 Hot Summer Nights/Vail Valley Foundation 9 King of the Mountain Volleyball 10 BBQ Bonanza on Bridge Street/Vail Chamber and Business Association 11 Vail Farmers' Market/Meadow Drive Partnership 12 BRAVO! Vail Valley Music Festival 13 Vail Arts Festival/Eagle Valley Events 141Vail Lacrosse Shootout/Colorado Lacrosse Promotions 151 Llonshead Friday Afternoon Club/LA Merchants Association 161Vail International Dance Festival 171 Kick-It 3v3 Soccer Tournament/Team Championships International 1813azzb Vail Sauare/Vall Jazz Foundation 191 Rocky Mountain Antique Festival/Moon River Ranch 20 Labor Day Jazz PartvVail Jazz Foundation 21 Gourmet on Gore/Highline Sports and Entertainment 22 Oktoberfest/Highline Sports and Entertainment 23 Vail Challenge Soccer Tournament/Vail Valley Soccer Club 24 Snow Daze/Highline Sports and Entertainment IAII Report Summary: TOTAL COST: TOTAL COST including full event summary: DATES: 1 COST: MRS PROPOSAL Surveys Single Event Single Event only: Topline Report: Full Report: Dec 17, 2008 and In 2009: Jan 21, Feb 18, Mar 18, Apr' $750 $2 050 550 $3 11, Apr 8 and Apr 15 (Volvo , , give-away date) Feb 6-9 $750 $1,800 $2,800 March 1-3 $750 $1,800 $2,800 !April 1-4 $750 $1,800 $2,800 !April 2-5 $750 $1,800 $2,800 (April 13-19 $750 $1,800 $2,800 June 4-7 $750 $1,800 $2,800 Tuesdays, TBD $750 $1,800 $2,800 June 19- 21 $750 $1,800 $2,800 20-Jun $750 $1,800 $2,800 Sundays, June 21-Sep 3 $750 $1,800 $2,800 June 25- Aug 4 $750 $1,800 $2,800 June 25-28 (tentative) $750 $1,800 $2,800 (June 27- July 5 $750 $1,800 $2,800 Fridays, TBD $750 $1,800 $2,800 (July 19- Aug 15 $750 $1,800 $2,800 (TBD $750 $1,800 $2,800 IThursdavs, Aug 6- Sep 3 $750 $1,800 $2,800 JAug 22-23 (tentative) $750 $1,800 $2,800 Sep 3-7 $750 $1,800 $2,800 Septa-6 $750 $1,800 $2,800 Sept 11-13 & Sep 18-20 1 $750 $1,800 $2,800 Oct 2-4 $750 $1,800 $2,800 Dec 7-13 $750 $1,800 $2,800 N/A N/A $3,625 $18,000 $43,450 $67,950 $71,575 Vail Parade of Events:, 2008-2009 DATES: EVENT: November '08: 7-8 Ski and Snowboard! Club Vail: Ski Swan 10 Vail's.First Green Building: .Pam Hopkins, AIA 12 Soldiers on Skis 13 Bookbinding Demonstration: Helmut Fricker 21 Vail Mountain ODeninq Day VENUE: Dobson Arena Vail Library Community Room Vail Library Community Room Vail Library Community Room December '08: - 1 Gift Making,.Day . Vall Library 8-14 Snow Daze, Various 10 (Family Fireside Party Vail..Library 11 Snow Daze: Blg. Head Todd and The Monsters Dobson Arena 12-13 GPS-athon, Various 12 'Snow Daze: Leftover Salmon Dobson Arena 13 Snow Daze: Dummy Gelunde World Championships Golden Peak . and Snow Jam Under the Lights 19 Holidays in Vail -Tree Lighting and Parade of Lights 31: New Year's Eve Extravaganza 3anuarv '09:. 21 Bud Light Street Beat Check-point Charlie 29 Unlimited Adventure Series/Vail SVmDOSiUM 'Donovan Pavilion February '09: 5 Unlimited Adventure' Series/Vall Symposium Donovan Pavilion 5-8 Honda Session Gold Peak 12 Unlimited Adventure Series/Vail-Svmposium Donovan Pavilion 11 Bud Light Street Beat Check-point Charlie 19 Unlimited Adventure Series/Vail SKmnosium Donovan Pavilion 22-24 CarniVall . Various 25 Bud Light Street Beat Check Point Charlie 26 Unlimited Adventure Series/Vail Svmposium Donovan? Pavilion TIME: 5:30pm 5:30am 5:30pm 1-3pm 5Dm 6:OOom 6:OODm I FREE? I I I FREE FREE FREE FREE FREE FREE FREE FREE FREE FREE FREE i l FREE I FREE DATES: EVENT: VENUE: 27 CarniVall: Concert Dobson Arena I March '09: TIME: I FREE? 4 Bud Light Street Beat Check Point Charlie 6:00pm FREE 5 Unlimited Adventure Series/Vail'Svmposium Donovan Pavilion FREE 5-10 USSA Junior O/vmvics Golden Peak 11 USSA Junior Olvmvics* I Beaver Creek ` 11 Bud Light Street Beat Check Point Charlie 16:00pm FREE 18 Bud Light Street Beat Golden Peak 1 FREE 18-22 American Ski Classic -Golden Peak 25 Bud Light Street Beat Check Point Charlie 6:00pm i FREE April '09: FREE 1 Bud Light Street Beat (Vail Square @ Arrabelle 6:00pm 1-4 Taste of Vail Various 2-5 Vail Film Festival 8 Bud Light Street Beat Various Vail Square @ Arrabelle 16:00pm I FREE 13-19 Sprinq Back to Vail Various j 15 Bud Light Street Beat/Volvo Give-awav Check-point Charlie 6:00pm FREE 19 Vail ,Mountain Closing Day i May '09: I '19 Vail Whitewater Park Kavak Demos Gore Creek Whitewater Park 1 FREE 26 Vail Whitewater Park Kavak Demos Gore Creek Whitewater Park 1FREE June '09: 2 Vail Whitewater Park Kavak Demos Gore Creek Whitewater Park FREE TEVA Mountain Games and IFSC World Cup 4- 7 bi l Various, C im ng 9 Vail Whitewater Park Kavak Demos Gore Creek Whitewater Park FREE 15-18 Warrior Lacrosse Tournament Ford Park 16 Vail Whitewater Park Kavak Demos Gore Creek Whitewater Park I FREE _ 19- 21 King of the Mountain Vo/levball Tournament Ford Park Athletic Field I - 20 South of the Border Fiesta Lionshead 27 BBQ Bonanza- Vail Village 21 VRD Trail Running Series: Summer Solstice r DATES: EVENT: VENUE: TIME: 'Vail Farmers' Market and Art Show (Sundays 21 Meadow Drive 10am- 3: 30pm through: Sept 13)' 25-28 Gru:Ve Vail Meadow Drive 26-28. Vail. Arts Festival Lionshead Mail & A_rrabelle S_auare All day BRAVO[ Vail Valley Music Festival: Columbus Jazz 26- Aug 4 Orchestra, Dallas'Symphony Orchestra, The Various Philadelphia Orchestra and the New York Philharmonic 27- July 5 Vail Lacrosse Shootout Ford Park 28 Vail Farmers' Market and Art Show Meadow Drive 10am- 3:30pm Dates TBD Tuesday evenings June- August: Hot Summer Nights Gerald Ford Amphitheater 6:30- 8:30pm Concert Series 3uly '09: 1 Porsche Parade: Tour/Rally and Car Displav 3 Lionshead' Friday Afternoon Club 4 Vain America Days: Parade, Family Activities, 'Patriotic Concert, Fireworks 5 VRD Trail Running Series: Vail Hill Climb 5 Vail Farmers' Market and Art Show 10 Lionshead Fridav'Afternoon Club 11 Triple ByPass 12 Vail Farmers' Market.and Art Show 17 Lionshead Fridav Afternoon Club July 19- Aug 9 Vall International Dance Festival 19 VRD Trail Running Series: Half.. Marathon 19 Vail Farmers' Market and Art Show 24 Taste of the Nation Vail 24 Lionshead Fridav Afternoon Club 24-26 Vail Invitational Soccer Tournament 25 Courage Classic 26 'Vail Farmers' Market and Art'Show ' 31 Lionshead Fridav Afternoon Club 31- Aug 2 Kick-It 3v3 Soccer Tournament: LH Parking Structure . Lionshead Mall and Vail Square Meadow Drive Lionshead Mall and Vail Square Frontaqe Rd Meadow Drive Lionshead Mall and Vail Sauare Various Meadow Drive Vail Plaza Hotel Lionshead Mall and Vail Square Ford.Park Stephens Park and Bike Path . Meadow• Drive Lionshead. Mail and Vail Square Ford Park- 5- 8pm IOam- 3:30pm 5- 8pm IOam- 3:30pm 5- 8om +v FREE? FREE FREE FREE FREE I FREE _ FREE FREE I J FREE I FREE FREE FREE loam- 3: 30vm I FREE 5- 8Dm FREE All day: passing thru 10am- 3:30pm I FREE 5- 8om FREE DATES: EVENT: August '09: July 31- 2 Kick-It 3v3 Soccer Tournament 1 4th Annual Colorado Cvclist Copper Triangle 2 VRD Trail Runninq Series: Berrvpicker 2 Vail Farmers' Market and Art Show 6 Jazz @ Vail Sauare 7 Llonshead'Fridav Afternoon Club Colorado Clay.Court Tennis Championships 8-g (tentative) 9 Vail Farmers' Market and Art Show. 10 2nd Annual GPS-athon 13 Jazz @ Vail Square 14 Lionshead Friday Afternoon Club 14-16 Vail Street Sale (tentative) 16 VRD Trail Running Series: 10K @ 10,000' 16 Vail Farmers' Market and Art Show 20 Jazz @ Vail Square 21-23 Vail Antique Festival 23 Vail Farmers' Market and Art Show 27 Jazz @ Vail Square VRD Trail Running Series:Vall Trophy Challenge 30 (tentative) 30 Vail Farmers' Market and Art Show 15 or 29 Sweet on Vail September: 3 Jazz @ Vail Sauare 4-6 Gourmet on Gore 4-7 Vail .Jazz Festival: Labor Dav Weekend Jazz Partv 6 Rotarv Labor Dav Duck Race 6 Vail Farmers' Market and Art Show 11= 13 Oktoberfest in Lionshead - 13 VRD Trail Running Series:Everaold 13 'Vail Farmers' Market and Art Show 18- 20 Oktoberfest in Vail Village 20 Vail Farmers' Market and Art Show 26-27 Colorado Grand (tentative) VENUE: TIME: Ford Park Meadow Drive 10am- 3:30pm Vail Square @ Arrabelle 6- 8pm Lionshead Mall and Vail Square 5- 80m Ford Park - Meadow Drive.. ; IOam- 3:30pm Various l Vall Sauare @- Arrabelle 6- 8pm Lionshead Mall and Vail Square 5- 8pm Meadow Drive IOam- 3:30pm Vail Square @ Arrabelle 16- 8pm Lionshead' Mall & Vail Square Meadow Drive 11Oam- 3:30pm Vail Square .@ Arrabelle 1 6- 8pm Meadow Drive TBD Vail Sauare (M Arrabelle Vail Village Gore Creek Promenade Meadow Drive 11Oam- 3:30pm Noon-5pm I 6- 8pm IOam- 3:30PM Meadow Drive !Meadow Drive I LH MaH @ Vail Square 1Oam- 3:30om i - 11Oam- 3:300m FREE? FREE FREE FREE I FREE FREE FREE FREE I FREE FREE !FREE I FREE FREE FREE FREE FREE FREE FREE FREE e. ? DATES: EVENT: VENUE: October: 3-4 Vail ValUev Challenge Cup All Soccer Fields 31 Trick-or-Treat Trot Vail Village and Lionshead November: i 26- Dec 31 Vail Festival of Lights: A Spectacular Illumination 28- Dec 13 Tannenbaum Festival December '09: 8-14 'Snow Daze _ 18-31' Holidavs In Vail L TIME". i FREE? I FREE I i i I i SPRINGBACK TO VAIL/TASTE OF VAIL/VAIL FILM FESTIVAL Comparison of Scheduling History and Opportunity Please note that all event dates are tentative and estimated on the previous scheduling history and the date that Easter falls on. YEAR: EASTER TASTE OF VAIL FILM SPRINGBACK VAIL MTN VAIL FESTIVAL TO VAIL CLOSES SUNDAY WED-SAT THU-SUN 2004 11-Apr APR 7-10 APR 1-4: 1st year 2005 27-Mar APR 6-9 MAR 31- APR 3 Apr 4-16 17-Apr 2006 16-Apr APR 5-8 MAR 30- APR 2 Apr 3-16 23-Apr 2007 8-Apr APR 11-14 MAR 29- APR 1 Apr 2-15 16-Apr 2008 23-Mar APR 2-5 APR 3-6 Apr 7-13 13-Apr 2009* 12-Apr APR 1-4 APR 2-5 Apr 13-19 19-Apr 2010* 4-Apr Apr 7-10 Apr 8-11 Apr 12-18 18-Apr 2011 24-Apr Apr 6-9 Mar 31- Apr 3 Apr 18-24 24-Apr 2012* 8-Apr Mar 28- 31 Mar 29-Apr 1 Apr 9-15 15-Apr 2013 31-Mar Apr 3- 7 Apr 4-8 Apr 8-14 14-Apr 2014* 20-Apr Apr 9-12 Apr 3-6 Apr 14- 20 2.0-Apr *Years when Taste of Vail and Vail Film are likely to fall on the same weekend. SPECIAL EVENT RATING GRID EVENT NAME: DATES: $$$ AMT. REQUESTED: New Event Existing Event , if yes, # of years 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? 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: S n CSEIen History of Funding Updated 10/20108 Town of Vail Commission on Special Events: :History of Funding Requests a nd Allocations YEAR: Funds Available: 2001 $565,000 2004 $565,000 2004 $565,000 2008 $590,000. 2008 $590,000 2006 $650 000 2006 $650 000 2007 $798 000 2007 $798 000 2008 $765 250 2008 765 250 2009 2009 Rollover from Previous Year.. $11,026 $11,026 $0 $0 , , , , , $ , Coribbullon,toAmerica Days from Eagle County: $6,000 $8,000 $8 000 $8,000 Lionshead Construction Mitigation Funds: , $116j()00 $16 000 Total Funds Available: $585,000 $576,026 $576,026 5596.000 5596.000 $672,000 , $672,000 $798,000 $798,000 $765,250 . $765,250 Evert: DATES in 2009 2003 Funds 2004 Funds . 2004 Funds 2005 Funds 2005 Funds 2006 Funds 2006 Funds 2 007 Funds 2007 Funds 2008 Funds 2008 Funds 2009 Funds 2009 Funds Teva Mountain Games June 4-7 Allocated $75 000 Requeste4 $75 000 Allocated. Requester Allocated Re quested: Allocated: Requested: Allocated: Requested: Allocated: Requested Allocated Spring, Back IoVail Apt 13-19 , $32;500 , $50,000 $65,000 $40,000 $90,000 $100 000 S65,000 540 000 $80,000 5100 000 $78,750 $50 0 OC6,050 310 0 ?;10,000 5110,000 S100 0 0 593575 $110;000 ' Snow Daze Dec 7-13 - - , , , ,0 0 0 00 S65,000 , 0 $73.875 4100,000 VeIfFIlm Festival. April 2-5 $20,000 _ $75,000 $40,000 $75,000 560,000 $50,000 $85,000. $35,000 555,000 5100,000 590.000 S550)o 5Fi 000 S100,000 $85,000 S64,025 . S59,100 5100,000. $85;000 OictoberfestlHighllneSports Sept 11.13818 20 .$65,000 $60.000 $100,000 $65,000. $80,000_ $80,000 580000 580 000 582,500 581,26,, $82;500 Yak Famlere' Market (Sundays) 14 Sundays; Jtu , 21 Sep: $15,500 $15 500 S74 500 ti5] OCfi $80,000 554,175 $75,000 Gourmet on Gore Ambient Street Entertainment! Sept June 26-Sep7 $47 000 S68 500 555 000 $25,000 56 $25,000 $50,000 , S0 S75000 , 000u $75,000 $443,5 $75,000 Vail America Day6" 4-Jul , , , 8,500 $50.000 S68,500 $47.500 °6'8.500 _ 0 00 563.500 S502'= $68,500 . Kick-K3v3 Soccer Tour July 31-Aug 2 S25,000 50 S25,000 $0 $40,000 550,000 $56,000 $60,006 548,250 6u:000 550 000 $60,000 S50 i 5 $80 pp0 Taste ofVaiUWirder April 11-4 530000 S0 55 000 530,000 $10 000 $25,000 $5 000 $50.000 S25,000 .$35,000 $30;000 $50,000 S30,101C! $50,000 IFSC World Cup 6% Teva Mtn Games' June 4.7 , , 1 $25,000 $5,000 550,000 $10,000 $30,000 59.850 $50;000 ' 5 Thursdays: Jul .$50,000 $50,000 $50,000,, Jazz @ Vag Square/COUNCIL FUND 09 30-Aug' $42,500 526 595 $0 Holidevs in Vail* (WCTB In W) Dec 18.31 $20.000 $25,000 $20,000 525,000 $25,000 , $40,000 535,000 535.000 000 $40,000 535,.60 $40,000 >US.Half Marathon Vail June 20.21 or 2' S7,000 SO S<8,?00 $0 $33 000 LH Friday Afternoon Club 7 Fridays: Jul : Aug- $30,000 $14,775 0, $30;000 880 Bonanza . 27-Jun >LH' South of the Border Fiesta 20-Jun s2 00 52,,080, $25,667 59.850 $28,717 VeBArts Festival June 2828 515,000 $25.000 515,000 $25,000 515,000 5301000 $15,000 520,000 $17,5C0 $25,000 $18 223 $25,042 $25 006 The Session C i il Feb 5$ $20,000 $25,000 $20,000 $25,000 $18,000 $25.000 518.000 $40,000 526,000 S45,000 , 513,174 , $20,600 am va >GruVe Vail. Feb 22.24827 June 25.26 $20,000 $7,880 $20,006 Sweet on Vail Aug 15 or 29 $20,000 Vag Lacrosse Shootout ' , June 27-July 5 ;14,000 $10,000 $10,000 $8.000 S8,000 $20,Ooa $15,000 x!2.500 S12 5U, $10.000 $1o,ooo $17,992 $15 000 Vall Antique Festival. Aug 21- 23 , , King of the Mountain Vollevball June 119- 21 S7500 $12,000 $7,500 S10,000 $7,500 $10,000 57,500 $I ?i,000 SIO7 C;00 510.000 $10000 S3,448 $7,880 $12,006 $10 000 >Taste of the Nation Vail 24-Jul , _ USSA J3 Alpine Jr. Olympics Mar 5.11 $15 000 S0 $10,000 , $10,000 Th utsdays, Jan 2 2008 Unlimited Adventure Series (Thursdays ) Ma: $7,500 SO $7,500 Colorado Grand Sept TBD ' S5,000 $2,n6 s $5,000 + . CSEIan History of Funding Updated;1,0!20108 t Event: DATES In 2009 2003 Funds 2004 Funds 2004 Funds . 2005 Funds 21)05 Funds 1006 Funds 2006 Funds 2007 For- Ids 2007 Funds 20018 Funds 2008 Funds 2009 Funds 4009:Funde Allocated Requester Allocated Renuestec . Allocated Requested: Allocated: Re ;acted: ^Ilocalcd Re Ljosted: Allocated: Requested' . Allocated! Vail Valley,Challenpe(soccer) Oct 3.4 S10:000 SO $5,000 2nd AnnualGPS-sbon 1"Ll $4,800 , $4,200 $4;500 >Vail WtidewaterPark Kayak Demos Tuesdays, May 1 Jun, $2'0 Book Workshops/Vaii Symposktm 5750 $600 Lionshead:Chi0Cbok-dB S5 000 CANCELLED LH Kids! Fun FaireVamity Market , 540.000 510 775 Vail Street Sale.. a5,0u0 S`'C;O $5,000 . 54,925 Betty Ford Alpine Gardens 20th Annivetsay $66,000 $O LH SpecletEyentAdvertisin0_ , 515;000 So MartlatArtsFestival $10,000 $10;000 5118.000 050 S511 $7 000 so Ski and Snowboartl Club Vail . . , $7.500 . 'SO TannenbaumFesthral... 54. 800 So Van lnvitations[So6owTournameM . S3 770 . SO - Circus ChlrnereNCBA $5,340 $5,340 S13 16 5 r,ANi `:u;EG , . 7y NewYeses,Eve,forYouth $4,800 $5,000 $5.000 $5,000 SO . , Nike. W WAlkStare (3 Yrs) _ $5,000 50 '. 'YYestemRegional Softball S1,400 $1,400 S1,400 $0 • American Ski Classic $25.MO $30,000 520,000, $30,000 _ S20;000 $25,000 $10,000 :20,000 S10 p00 Avon to Vail Triathlon $3,000 $3,000 ` S8,000CANCELLEO , . BIg.Wheel;Brews'nChill (The Gran) $30:000 530,000 $26,400 S30,000 $20,000 Brklpe:Street Jam $1.700 $1,500 Busker Fesltval et Vail . ColoradoWaata: RaceAVapc S50 000 ConveraenCeFestival : ?2 5no 55 0,00 . Dine Around Will $150,000- , 525,000 ..__- $10,000 $0 Family:SprlnOCarnival $1,500 $1,500 _. $1,500 _ . $0 Film FesWel:Summer.Screenirms. . 519,000 $7 ,600 Halloween Block,Pady. S8oo 1 $0 $0 Haryeswestivel ? . ' $32,000 $15,000 550 000 S10 000 Holidav,Spirk onMeadowDrive $21,000 $0 , , Host Communkations:Soccer 527,655 $25,000 $25,000 Leadville Loop Memorial Ride $6,000 $o Mardi'GrssVail; $25.000 S15,000 _ S5.C09 000 55 MRASymposium- S10000 $o . OldoberfestlEVE (WCTB In 03) S65,000 $75,000 So Pete SeibertsVail MlnMarathon S7,500 $0 Rotary-Rubber Duck Race $15,000 $0 Scott Rella:FearNoIce $1,400 $1,400 Sustainable Summit 55.000 $o Taste of.ValUSumrrw $40,000C ANCELLED' . The Italian fesb'Vail 182 25 000 s0 Vail Armed Forces Week $10,000 $0 , Vail Aft and Wine Faire S20.000 S14.000 SO S18300 SO r.sven History of Funding Updated 10120108 2003 Funds 2004 Funds 2004 Funds 2005 Funds 2005 funds 2 006 Funds 2006 Funds 200' Funds 2 007 Fonds 2008 Funds 2008 Funds 2009.Funds 2009 Funds 2009 Event: DATES in Allocated • Requester Allocated; Rgq!!e5te( Allocated Requested: Allocated: Ga^,ucstod: 'll, ,.d Requested: Allocated: Requested Alloeated Van classic s0 510:000 $10,000 $25,000 $0 Vail Classic'. Crherium $10,000 $0 Vail Featlvel llaligno $15000 Vail HlphARudeTrainingCOnV $3,000 $0 VagJazZFesOvel- 530,000 $9,000 $16.750 $8,500 S1O;000 $8.000 10,000. 0 Van Style Snow Show $2,500 cancelled Vailllpoffclassic $5.000 so Vail US,Nafbnals of Skateboarding S20;000_ $O Vail,Wlne and Food Fesdval 550.000 VJF: WashingtonPreP HS Band $7,500 SO 57,750 $7,750 `.10 SO VRDiF.®atsrEgg!Hunt,., .. $1,000 $1,000 Nfe ws Ve9 Challenge cup $20,000 $0 ShuatEhfAdBlmant JQK $58,000 s0 . gjjhwaVFvant ands S49.3 455 c74.16nF1 C45a app ` 5879.850 S.54] QQp 51 168 agn Ss@0 840 ?1 t q6.21 5 $1 ?;$Ql $?.? 57' 1 000 91.331.287 17"09 Adminietradve,CbMraete: SalaryandBenefda - CoordineW $25;519 $33,500 - $33,350 5351000 535,000 $32,500 $32,500 $48,000 $48,000 . Expenses " $3,500 $3,500 $3.500 53,500. $3,000 Event Recruitment 535,000. $40.000 $35:000 $35,000 , $0 Card for.TOV In4dnd Services 'Debi" .$25.000 $0 . Special Event Handbook. $25,000 _ • $0 tdVEvedElaslatlar . R sn'000 $16.000 $20000 $20.000 524.000 s0 esea Conkacto Sdhhp -Ad 4 S t;q np ,u-a& ,-qQ C)O 5 ?f f1 ;1j'Q'p'Qjl 551 5no 4F1 5nn 44 81 801 mad Gat1oN 7 S 5817 100 542_°50 x. 6A a?n " 5596 OOn S1.278.890 e Al A4n S1 947 15, . 2 S782500 91-331.281 9784.9QB IS1ND3' ER A?AININQ $11,026 „ -6261.074 $33,376 -5378,850 SO" S606.890 S55,160 - -$449,715 $15.500 -UW.037 419.058 -51.244.801 -$50. "'w S"et Eniefwnmerd indudes $18,000'in ConS&UCtADn Alfte on Fonda -05 & bBAmerka Days: indude $WW f .M tEagle Coudfy _ mew events Propose-dlor 2009 '2009'fbnds reflect Council's allocation for events only. Administrative funding has beenmoved into the General Fund. TOWN OF VE CC 6..*,,-4 ON SPECIAL EVENTS August 2008 TO: Special Event Producers Subject: Funding Requests for Special Events in 2009 Attached are an application and guidelines for producers of Special Events who are seeking funding fiULU the Vail Commission on Special Events (CSE) for events in 2009. Events that were funded by the CSE in 2008 include: • Ambient Street Entertainment • . BBQ Bonanza. • CarniVail • Colorado Grand • Gourmet on Gore • Holidays in Vail 4 Jazz at Vail Square • LionsHead Chili Cook-off • LionsHead. Friday Afternoon Club • Kick-It 3 X 3 Soccer Tour • King of the Mountain Volleyball • Rocky Mountain Antique Festival • Snow Daze • Spring Back to Vail • Taste of Vail: Colorado Lamb Cook-off • TEVA Mountain Games • The Session • Vail America. Days • Vail Arts Festival • Vail Farmers' Market and Art Show • Vail Film Festival • Vail Lacrosse Shootout • Oktoberfest in VV & LH The Town of Vail Council has defined the following events as "qualifying cultural events." These events fall outside the funding authority of the Commission, and their producers should address any funding needs directly to the Town Council. • BRAVO! Vail Valley Music Festival • Bud Lite Street Beat • Hot Summer Nights • Skating Club of Vail/ 8 Days at Dobson Arena • Vail International Dance Festival • Vail Jazz Foundation: Labor Day Jazz Producers of all other events should submit the attached, application, plus 12 copies, to the Commission on Special Events by 5:00 p.m. no later than Friday, October 3, 2008. Applicants will have an opportunity to present their proposals to the CSE on Tuesday, October 28, 2008:. The CSE's final funding allocations will be determined at the regular CSE meeting in November and applicants will be notified of their status by December 1, 2008. Please address any questions to: Sybill Navas, Coordinator,'Commission on. Special Events E-mail:, snecialevents uZvaileov.com Phone: 970 376-2394 or FAX: 970 476-7141 Town of Vail: Commission on Special Events 2009 Event Funding Guidelines and Application Our Values: Integrity-CollabuiLalion-Accountability-Respect The mission of the Vail Commission on Special Events (CSE) is to support street entertainment and special events for economic vitality, year-round fun, sense of community and increased quality of experience for guests and residents. To qualify for funding review, events must support the-LSE's strategic priorities and meet the following requirements: ¦ The event(s) must take place predominately within the Town of Vail. ¦ Applications must be complete, providing all.information and attachments requested on the application form. Incomplete applications will not be reviewed ¦ Applicants must request a specific dollar amount and a brief explanation of how the requested funds will be utilized. Funding allocations will be made directly to the entity whose name appears on the application.- All Town of Vail y:,....its and documentation required for the production of the event must be filed under the name of the event producer as it . appears on the funding application. ¦ Applicants must provide 12 copies of each, application for distribution to the CSE members and staff. Please submit the application on 81/z x11 paper and unbound. The CSE will measure events using the following criteria: ¦ Potential for positive economic impact to the retail, restaurant and lodging sectors of the community ¦ Alignment with the target market as defined by the Vail Local Marketing District ¦ Experience and qualifications of the event producer, as well as a demonstrated commitment to share the values of the CSE and the Town of Vail Event Review Committee (ERC). Opportunity to leverage funding with sponsorships and/or media exposure so as to "stretch" the i...ract of the CSE's contribution ¦ The event is proposed for a time.of year that supports the CSE's goal of ensuring a calendar of events that will stimulate the local business economy throughout the year ¦ Contribution to Sense of Community ¦ For Existing Events: History of compliance with Town of Vail regulations and special event permit requirements For more detailed information regarding the criteria used by the CSE to evaluate the potential of event proposals, please review the "Vail Commission on Special Events Strategic Plan 2006-2009," which can be accessed on-line at www.vailaov.com, click on "Vail Information," then "Special Events." The plan can be found on the Commission on Special Events web page. TOV/CSE -2- Application for 2009 Funds In consideration of the receipt of funds from the CSE; the Event Promoter will insure that the event is listed on the online community event. calendar by submitting a Special Event SNAPSHOT, which can be accessed on the Special Events page of the Town of Vail website. Additionally, the Event Promoter must agree to the placement of the Town of Vail logo on marketing and promotional materials associated with the event as apY?up.,late to the level of sponsorship. Upon its request, the Event Promoter will provide the CSE with copies of any film or photographs from the event for the purpose of promoting the Town of Vail. Finally, all event producers receiving funding will be expected to present to the Commission on Special Events within 90 days of the close of their event a written, post- event follow-up document which must include: ¦ An overview outlining the event's strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event A detailed event budget showing actual profit and loss numbers and how the CSE funding, was utilized ¦ A detailed overview of the marketing that was implemented to promote the event Survey results showing the estimated effect on the following, per the CSE Criteria:. o Attendance numbers and demo, athic profile o Economic impacts to the retail, restaurant and lodging sectors of the community o Visitor Intent to Return ¦ Potential for growth and the development of sponsorships and media exposure How did the event impact Vail's Sense of Community? Cw-j,leted Applications, plus 12 copies, are due no later than Friday, October 3, 2008 and may be mailed or hand delivered to: Town of Vail Commission on Special Events 75 South Frontage Road Vail, CO 8.1657 For additional information, please contact Sybill Navas, Special Events Coordinator, at snecialevents(availeov.com_ or at 970 376-2394. TOV/CSE -3- Application for 2009 Finds Town of Vail: CONEMSSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail Lacrosse Shootout ? PROPOSED DATE(S): June 27 through Julv 5- 2009 ? AMOUNT OF CASH FUNDING REQUES 1 ti): $15.000 • PRODUCING EN i i i Y: Colorado Lacrosse Promotions. Inc.. d/b/a International Lacrosse Promotions President or Executive Director's Name: James J. Soran_ III Name and Title of Person Completing the Application: Jim S.,... Address: 6049 So. Nome St. Englewood CO 80111 Telephone: 303/773-8100 Cell: 303/877-7977 FAX: 303/220-0412 WEBSITE: vaillacrosse.com. E-Mail Address: vaillaxinfoacomcastnet Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach ct..Q t State Department of Revenue Certificate with this application. Tax payer ID# 84-1026330 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: Each vear a contribution is made to a charity. In 2006 a c.,.L.bution was made to Rockv Mountain MS: in 2007 to Visions in Action and in 2008 the c.,uia.bution was given to Vail Vallev Charitable Fund This organization helps Vail Vallev residents in . medical financial crisis. Mission SLzw,.ent: To sunvort and promote the snort of lacrosse through a geoaravhicallv diverse tournament. Number of years your organization has been in business: 36 vears for the event: 22 vears for the entitv. • Brief Description of the Event: An invitational lacrosse tournament featuring various age and jeender divisions including a vouth "Chumash" event for auv.„ximately ages 10 throughh 14; a Sixth Grade -Girls Division: an. Under. l9 High School Division for Bovs and Girls;_ Elite Divisions for Men and Women (collegiate and vost collegiate): Men's Masters Division (age 32 & over): Men's Sunermasters Division (age 40 & over): Men's Grandmasters Division (age 50 & over). • Describe where event will be located within the Town of Vail: Fields at Ford Park the Vail Athletic Field and Donovan Park We would like to use the Vail Mountain School: TOV/CSE -4- Application for 2009 Funds • Will any portion of the event take place outside of the Town of Vail? X Yes . No If yes, please explain: We also use fields located at Nottingham Park in Avon and Freedom Park in Edwards • Please describe briefly how you will use the funds that you are requesting from the CSE: For the general. nromotion of _the event on our website. through _ national advertising (Lacrosse Magazine and Inside Lacrosse) and to cover various expenses incurred such as field .-,,-.Aals and marketing expenses.. • Will additional in-kind services be.required from the Town of Vail? Yes No X If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parting, 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. • Is this a: New event Existing event X Number of years in existence 36 Location(s) of event in previous years: Although the Shootout got its start as an infu..al gathering of lacrosse slavers in Ashen in 1973. as an organized.. invitational tournament it has alwavs been held in Vail. • Number of participants (athletes, artists, exhibitors, etc.) anticipated _ approx. 5,091 Number of volunteers needed 50 Number of event staff 10 Total Number of spectators anticipated_ approx. 14.000 Local 10 % In-state (non-local) 50 % Out of State 40 % • Should the CSE decide not to support this event, will it still occur? Yes X No • What % of the total event budget is the CSE being asked to find? 8% What is the $.amount of sponsorships from alternative sources reflected in the event budget: vendor & sponsor income of $21.500 • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales,: merchandise, food and alcohol sales, etc.) 92% (vendor fees $13.000, sponsorship $8500_ ad revenue $5.000_ team fees $147.000). • If possible, would you intend to host the event in Vail beyond 2009? Yes. X No if yes, for how many years beyond 2008?. time will tell • 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? 6% TOVJCSE -5- Application for 2009 Funds REQUIRED ATTAUmVIENTS: ? Detailed event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of p,&..Lal for ?t ,.sorships and media exposure. ? Previous year's event evaluation, including income and expense Aal,.-ent (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 in.,.Q....ental 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 ar1,.Qciates the inclusion of any additional support materials, such as videotapes; programs, news articles and other printed materials. PLEASE SUBMIT 12 CVr'mS (at least one formatted so as to be easily copied, Le. unbound, 8 % z 11 size) OF ikm COMPLETED At'k AICATION AND REQUIRED ATTAutivIENTS 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(a,vailgov.com FOR CSE USE ONLY: EVENT NAME: PROP06r u DATES: Funding in the amount of was approved by the CSE on (date) Subject to the'following conditions: Signature: CSE Coordinator Signature: Applicant TOWSE -6- Application for 2009 Funds Unless otherwise specified in`the contract, CSE funds will be "distributed per the following formula: ¦ 1/3 of the amount upon the signing of a contract stipulating the 1,.,us of the CSE's funding allocation. ¦ 1/3 of the amount upon receipt of an invoice ti v. the event producer following the timely submittal of a complete 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 -7- Application for 2009 Funds ATTAUwAENT TO_ CSE EVENT FUNDING APPLICATION FOR VAIL LACROSSE SHO.OTOUT ? Event Budget for 2009 is attached. ? Marketing ulan/notential for suonsorshins and media exposure. Three of our staff members dedicate time to marketing the Vail Shootout. Marketing efforts that were made for previous years' tournaments will continue to be made in 20Q9 and beyond. Those efforts would include the production of the souvenir tournament program that is available at all fields where tournament games are held and a tournament poster that is distributed throughout Denver and the Front Range, featuring tournament dates and sponsor logos. Tournament information will again be distributed. to online lacrosse publications, including wwminsidelacrosse.com. www.laxnower.com. www.laxmamme.com- www.collegelax.us and www.lax.com. A press release will be provided to Denver area newspapers such as the Rocky Mountain News and the.Denver Post and local Vail publications such as the Vail Daily. The, tournament's website, www.vaillacrosse.com, is continually updated with tournament information and will provide links to sponsors' websites. We would like to partner with the Town of Vail as a means'of marketing our event more in conjunction with. Vail summertime events. Each year we contact potential sponsors by sending out a sponsorship proposal package to companies that may have interest in our event. In the past these companies have included Coors, Frontier Airlines, Wells Fargo Banks, New Belgium. Brewing. Company, Budweiser, Marriott Hotels, Glaceau, Underarmour, Avis Rental Car, Horizon Banks, Crocs, `United Airlines, 1stBank, C1ifBar, Pepsi, Prunetimelacrosse.com; McDavid, Bacardi, Lax.com-. Sporth Authority. For 2009 we have submitted a proposal to Adidas and will, also pursue other potential sponsors. ? Previous year's event evaluation. including income and expense statement. Income and expense statement for 2008 is attached. For an evaluation of our 2008 event, please refer to the Post, Event Report to the CSE (attached). ?' Past demoefanhics of event attendees and saendinvL. The 2008 Vail Lacrosse Shootout included the following age/gender divisions. Under 19 Boys 13 teams 323 players apy.vx. 48 coaches (4 per team) ar,F.,,x 247 "others" (family, friends, chaperones - approx. 19 per team) Under 19 Girls 23 teams 464 players approx. 46 coaches (2 per team) approx. 345 "others" (approx. 15 per team) Women's Elite (collegiate and post collegiate, club players) 16 teams 262 players approx. 16 coaches (1 per team) approx.-320 "others" (approx. 20 per team) Men's Elite (collegiate and post collegiate, club players) 18 teams 477 players app vx. 32 coaches (2 per team) approx. 360 "others" (ai,t,..,x. 20 per team) Men's Masters (age 32 and over) 6 teams 139 players approx. 6 coaches (1 per team) approx. 150 "others" (approx. 25 per team) Men's Supermasters (age 40 and over) 16 teams 386 players approx. 16 coaches (1 per team) 480 "others" (approx. 30 per team) Men's Grandmasters (age 50 and over) 8 teams 179, players approx. 8 coaches (1 per team) arp..,x..80 "others" (arp.vx. 10 per team) Sixth Grade Girls 4 teams 56 players 4 coaches (1 per team) approx. 8 "others" (approx. 2 per team) Total number of teams: 104 Total number of players: 2,286 Total number of coaches (estimate): 176 Approx. 220 Chumash competitors (grades 4 thru 8). Approx. 97 officials attending the Shootout Approx. 50 tournament staff (scorers, trainers, field help, PR, website) Approx. 1,990 "others" (family, friends, chaperones) Approx. TOTAL NUMBER OF At i r NDEES in 2008: 4,819 2 Past Snendina by attendees. This information is from the survey completed by teams after the 2008 tournament. 1) The average number of nights of lodging booked by teams/staff was apr..,ximately 5 nights. 2) The range of what teams/staff spent on lodging during their stay in Vail was between $2,500 and $40,625. For the 30 teams/staff responding, the total spent on lodging was $292,501' with an average per group of $9,750. 3) 24 teams/staff responded as to the number of meals they purchased in restaurants. The total number of meals was 4,048 an average of 169 meals per team. 4) The range of what teams spent eating in restaurants during their stay was.from $500 to $13,360. The total -amount spent in restaurants by the 28 teams/staff that responded to'this question was $142,164 of an average of $5,077 per group. (NOTE: This amount does not include money spent at grocery stores, liquor stores or bars). 5) 80% of the teams responding to our survey reported to us that they and their family and . friends accompanying them participated in quite a few other activities during their stay in Vail. The activities reported are biking, golfing, rafting, hiking, riding the gondola, fishing, zip line and horseback riding. The range of what teams reported spending on "other activities" while in Vail was from $200 to $3,000 with an average of $1,367 per team reporting. 6) 72% of the teams responding to our survey reported that their group made retail purchases while in Vail. The range of what teams estimated their retail purchases to be were f'iu.. $500 to $11,250,. with an average of $2,369 per team reporting. ? Projected.demograuhics of event.attendees in.2009. These are.estimates based on the numbers of participants, coaches, etc. from the 2008 event and the number of teams we anticipate will be in each division in 2009. Under 19 High School Boys: Approx. 16 teams, 400 players; 32 coaches, approx. 320 "others" Under 19 High School Girls: Approx. 24 teams, 528 players; 46 coaches, approx. 360 "others" Men's Elite: Approx 18 teams, 486 players; 36 coaches, approx. 360 "others" Women's Elite: Approx 16 teams; 320 players; 32 coaches; approx 320 "others" 3 Men's Masters: Approx. 8 teams; 184 players; 8 coaches; approx. 80 "others" Men's Supermasters: Approx. 16 teams; 384 players; 16 coaches; approx. 480 "others" Men's Grandmasters: Approx. 8 teams; 176 players; 8 coaches; approx. 80 "others" 6'h Grade Girls: Approx 4 teams; 56 players; 4 coaches; approx. 8 "others" Chumash: Approx. 220 participants Officials: Approx. 97 Tournament Staff: Approx. 50 Total anticipated number of event attendees: 5,091 ? Proiected Spending by participants; potential benefits to the T,. yr:. of Vail and estimated number of incremental room nights and increased snendine venerated.. When considering the economic impact, we can ?,AL applate based on the spending information that was reported to us after the 2008 event to get an estimated total amount of what is spent by all teams for lodging; food, activities and retail purchases. When considering the average amount spent per team'in those areas and using that average amount for the anticipated 110 teams that may participate in our 2009 event, we can estimate that. during the 2009 event the following amount of revenue will be brought into the Vail Valley: Lodging: $1,072,500 Food 558,470 (doesn't include.grocery store or liquor store purchases) Activities: 150,370 Retail Purchases: 260,590 Total Revenue: $2,041,930 The average number of room nights booked per team according to the 2008 survey results was 5 nights per team. Therefore, estimated'number of room nights booked in 2009 would be 550 nights. 4 ? Return on Investment to the Town of Vail. The primary return on investment for Vail is a stable, consistent event that continues to :,lipand. We've spread our event out over a 9 day period so there are bookings and an economic impact by our participants in late June in addition to the busy 4th of July holiday. ? Organization: The Vail Lacrosse Shootout is operated by Colorado Lacrosse Promotions, Inc., a Colorado corporation d/b/a International Lacrosse Promotions, lnc: Corpwalo Directors are: James J. Soran, III Philip R Naumburg David M. Soran Brian O'Farrell Corporate officers are: James J. Soran, III, President Philip H. Naumburg, Vice.President David M. S,,.a.., Vice President Brian O'Farrell, Vice President Connie S. Streich, Secretary 5 International Lacrosse F....otions Vail Lacrosse Shootout Budget for 2009 Income: Team Fees 147,000 Gate Receipts 0 Advertising 5000 Sponsor/Vendor 21,500 Vail CSE Sponsor 15,000 Total $188,500 Expenses: Accounting 900 Administration 17,000 Advertising 5000 Automobile 3000 Equipment Rent 2000. Storage/rent 2100 Field Expense 11,000 Field rental 32,000 Lodging 25,000 Supplies/Misc 1500 Parking 500 Postage 150 Program 11,000 Promotion 10000 Referees 43,000 Score/sched 3000 'Telephone 700 Tents/Tables 4500 Trainers 7000 Training supp. 2400 Travel 400 Trophies 2500 Waste 2800 Total E1Lp,:..se $187,450 Net Income $1050 2:43 PM International Lacrosse Promotions 09/30/08 Profit & Loss Accrual Basis January through December 2008 Jan - Dec 08 Ordinary,lncome/Expense income Team Fees Revenue 146,800.00 Gate receipts 5,050.00 Advertisement 5,096.00 Sponsor Income 12,900.00 Vendor Income 13,360.00 Total Income 183,206.00 Expense Accounting 855.00 Administration Fees 16,329.83 Automobile Expense 2,799.72 Charitable Contributions 500.00 Equipment Rental 1,900.00 Field Expense 10,649.13 Field Rental 29,880.00 Interest Expense Finance. Charge 31.70 Total Interest Expense 31.70 Lodging 23,236.69 Meals and Entertainm... 271.28 Miscellaneous 325.00 Operating Supplies 1,064.23 Parking Expense 435.00 Postage and Delivery 129.53 Program Costs 10,654.85 Promotional 4,816.50 Referees 38,200.00 Rent 925.00 Scheduling 500.00 Scorekeeper 1,650.00 Staff Food 19,931.05 Telephone 692.70 Tents & Tables 4,169.47 Trainer Fees 6,305.06 Trainer supplies 1,696.85 Travel 200.00 Trophies 2,346.29 Waste Removal 2,665.00 Total Expense 183,159.88 Net Ordinary Income 46.12 Net Income 46.12 ATTA%.rudENT TO CSE EVENT FUNDING APPLICATION FOR VAIL LACROSSE SHOOTOUT' POST EVENT REPORT TO COMMISSION ON SPECIAL EVENTS FOR THE VAIL LACROSSE SHOOTOUT 2008 September 30, 2008 At the coaches meetings held during this year's Vail Lacrosse Shootout we gave each team representative a survey requesting that they report to us their estimates of team expenses during their stay in Vail. To encourage greater participation we also emailed the survey to them following the tournament. A summary of what was reported follows, as well as other information required by the Funding Agreement between the Town of Vail Commission on Special Events (CSE) and Colorado Lacrosse Promotions, Inc. (Event Promoter). 1. An Overview outlining the event's strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event Strengths: We feel that one of our strengths is our long history as an event in the Town of Vail. Over the years we have developed good working relationships with the various agencies in town: Another strength is our stars experience in organizing and naming the event. Many have been part of the tournament for years and are adept at making our event nun smoothly. Our biggest strength is the status our event has in the lacrosse community after 36 years. Weaknesses: Our biggest weakness is that the tournament is not as strong at marketing itself as -it could be. That means minimal sponsorship. Improvements., We'd like to see more family/child oriented events taking place at Ford Park (in the gardens as well) during our event such as face painting, craft fairs, etc. To entertain and bring together our high school event participants it would be great to have a concert.and picnic one evening at Ford Park amphitheatre during their portion of our . tournament instead of our cUJL.,.ut barbeque at the Eagle Vail Pavilion. This would bring the high school (U-19) portion of the tournament into Vail more. We'd also like to be able to rent the athletic field at Vail Mountain School; again, to bring more of our tournament into the town of Vail. A great improvement to the event would be to have the paid parking requirement at Ford Field and the Athletic Field waived during our event We receive more complaints, about this from our participants than any other aspect of the event. We are blamed for the fee as well as the inconvenience. Also, we are paying to park our own staff to work at a Town of Vail sponsored event We would suggest trading no fees imposed for parking in exchange for our not charging an admission fee to attend the games. This would be a good promotional idea for advertising and would encourage more Front Range people coming to Vail as spectators and would also give those living in the Vail community free admission to our event. A greater variety and longer hours have also been suggestions fi,,. attendees with regard to concessions at Ford Park The tournament has no control over this vendor and does not derive any revenue from it. 2. An event budget showing actual profit and loss numbers and how the CSE funding was utilized See Attachment No. 1 for the event profit and loss statement. CSE funding was used to offset the increases in field rent (approximately $7,500), to cover printing expenses for the tournament poster and programs and to pay for promotion and marketing expenses. 3. A detailed overview of the marketing that was implemented to promote the event. Prior to the start of this year's tournament, the Shootout was featured in a number of online lacrosse publications, including www.insidelacrosse.com., www.laxDowet.com, www.la='(Y-7me.com, www.colleaelax.us and www.laxcom A press release is furnished to local media outlets such as the Denver Post, Rocky Mountain News and the . Vail Daily. The press release is attached A tournament poster is distributed throughout Denver and the front range, featuring tournament dates and sponsors. Tournament information is distributed via email to lacrosse enthusiasts and participants at various times prior to the event. There is also an email distribution by our travel provider, Moguls Mountain Travel, at various times prior to the event. A. Survey results showing the estimated effect on the following, per the CSE Criteria as described in the RFP: a Attendance numbers and demographic profile. The 2008 Vail Lacrosse Shootout included the following age/gender,divisions. Under 19 Boys 13 teams 323 players app.,,x. 48 coaches (4 perteam) Under 19 Girls 23 teams 464 players approx. 46 coaches (2 per team) Women's Elite (collegiate and post collegiate, club players) 16 teams 262 players approx. 16 coaches (1 per team) a.pp. yx. 247 "others" (family, friends, chaperones - approx. 19 per team) approx. 345 "others" (approx. 15 per team) approx. 320 "others" (approx 20 per team) 2 Men's Elite (collegiate and post collegiate, club players) 18 teams 477 players approx. 32 coaches (2 per team) approx. 360 "others" (approx. 20 per team) Men's Masters (age 32 and over) 6 teams 139 players approx. 6 coaches (1 per team) approx. 150 "others" 25 per team) Men's Supermasters (age 40 and over) 16 teams 386 players apywx 16 coaches (1 per team) approx. 480 "others" (approx 30 per team) Men's Grandmasters (age 50 and over) 8 teams 179 players approx. 8 coaches (1 per team) approx. 80 "others" (app.ux 10 per team) Sixth Grade Girls 4 teams 56 players 4 coaches (1 per team) approx 8 "others" (approx 2 per team) Total number of teams: 104 Total number of players: 2,286 Total number of coaches (estimate): 176, There are also approx. 220 Chumash competitors (grades 4 thru 8). There are approx 97 officials attending the Shootout There are approx 50 tournament staff (scorers, trainers, field help, PR, website) There are approx. 1,990 "others" (family, friends, chaperones) TOTAL NUMBER OF A t it j;NDEES: 4,819 Estimated number of spectators during the entire 9 day event: 14,000. Attendance in 2007 was down slightly due to the 4`h of July holiday falling on a Wednesday. With the 4t' of July on a Friday this year our number of spectators increased 3 b. Economic impacts to the retail, restaurant and lodging sectors of the community. After the 2008 Vail. Lacrosse Shootout we sent an inquiry to all the participating teams asking for their estimates on lodging & food expenses, other activities while in Vail, retail purchases and intent to return to Vail. Following is a summary of what they reported back to us. 1) The average number of nights of lodging booked by teams/staff was approximately 5 nights. 2) The range of what teams/staff spent on lodging during their stay in Vail was between$2,500 and $40,625. For the 30 teams/staff responding, the total spent on lodging was $292,501 with an average per group of $9,750. 3) 24 teams/staff responded as to the number of meals they purchased in restaurants. The total number of meals was 4,048 -an average of-169 meals per team. 4) The range of what teams spent eating in restaurants during their stay was from $500 to $13,360. The total amount spent in restaurants by the 28 teams/staffthat responded to this question was $142,164 or an average of $5;077 per group. (NOTE: This amount does not include money spent at grocery stores, liquor stores or bars). 5) 80% of the teams responding to our survey reported to us that they and their family and friends accompanying them participated in other activities during their, stay in. Vail. The activities reported are biking, golfing, rafting, hiking; riding the gondola, fishing, zip line and horseback riding. The range of what teams reported spending on "other activities" while in Vail was from $200 to $3,000 with an average of $1,367 per team reporting. .6) 72% of the teams responding to our survey reported that their group made retail purchases while in Vail. - The, range of what teams estimated their retail purchases to-be were from $500 to $11,250, with an average of $2,369 per team reporting. 7) When considering the economic impact, we can also r-&L..polate based on the information that has been reported to us to get an estimated total amount of what is by all teams .for lodging,: food, activities and retail purchases. When considering the average amount spent per team in those areas and using that average amount for all 104 teams, we can estimate that during the event the following amount of revenue is brought into the Vail Valley: Lodging: $1,014,000 Food 528,008 (doesn't include grocery store or liquor store purchases) Activities: 142,168 Retail Purchases: 246,376 Total Revenue: $1,930,552 Note:. This does not include information from the 220 Chumash competitors. 4 c. Visitor Intent to Return.. 48% of the teams that responded to our survey indicated that some members of their group do plan to return to Vail. The reasons given are skiing, vacations and to return to the Vail Lacrosse Shootout. 5. Potential for growth and development of sponsorships and media exposure. We would like to do more co-op advertising with the Town of Vail as a means of attracting more families to Vail during our tournament Co-op advertising would be beneficial in special publications published by the Rocky Mountain News and Denver Post relating to summer activities and special event listings. In addition, ad purchases would be made in LACROSSE and INSIDE LACROSS magazines. 6. How did the event impact mail's "Sense of Community"? We strive to use.local vendors for most services whenever possible, such as waste removal.by Vail Honeywagon, tents from Alpine Party Rentals, staff lodging is reserved through Gore Creek Properties, photography by the local Sharpshooter Photography. office and staff meals are catered .by several local businesses such as Gourmet Cowboy, Smiling Moose Deli, Sand Bar Grill and Agava. During the 2008 Shootout our. staff member that coordinates the Chumash event, Nikki Soran, c..U.buted her time without pay as part of her senior project at Littleton. High School. The tournament is.making a donation equal to what her compensation would have been to the Vail Valley Charitable Fund which helps valley residents in medical financial crisis. More players than ever are Vail Valley residents. In the past we have offered youth free lacrosse clinics for local children. We are now seeing those same children participate in the Chumash portion of our tournament. The Vail Valley is a beautiful location in which to host our event and we ayy.,Qciate the support of local businesses and agencies. We look forward to seeing you in 2009! 5 a. bob, ?..?. -s ?? POST EVENT REPORT TO COMMISSION ON SPECIAL EVENTS FOR THE VAIL LACROSSE SHOOTOUT 2008 September 30, 2008 At the coaches meetings held during this year's Vail Lacrosse Shootout we gave each team representative a survey requesting that they report.to us their estimates of team expenses during their stay in Vail. To encourage greater participation we also emailed the survey to them following the tournament. A summary of what was reported follows, as well as other infL..4tion required by the Funding Agreement between the Town of Vail Commission on Special Events (CSE) and Colorado Lacrosse Promotions, Inc. (Event Promoter). 1. An Overview outlining the event's strengths and weaknesses.* specifically, what went well and what measures could be taken to improve the event Strengths: We feel that one of our strengths is our long history as an event in the Town of Vail. Over the years we have developed good working relationships with the various agencies in town. Another strength is our staffs experience in organizing and running the event. Many, have been part of the tournament for years and are adept at making, our event run smoothly. Our biggest strength is the status our event has in the lacrosse community after 36 years. Weaknesses: Our biggest weakness is that the tournament is not as strong at marketing itself as it could be. That means minimal sponsorship. Improvements. We'd like to see more family/child oriented events taking place at Ford Park (in the gardens as well) during our event such as face painting, craft fairs, etc. To entertain and bring together our high school event participants it would be great to have a concert and picnic one evening at Ford Park amphitheatre during their portion of our tournament instead of our current barbeque at the Eagle Vail Pavilion. This would bring the high school (U-19) portion of the tournament into Vail more. We'd also like to be able to rent the athletic field at Vail Mountain School; again, to bring more of our tournament into the town of Vail. A great improvement to the event would be to have the paid parking requirement at Ford Field and the Athletic Field waived during our event. We receive more complaints about this L.... our participants than any other aspect of the event. We are blamed for the fee_ as well as the inconvenience. Also, we are paying to park our own staff to work at a Town.of Vail sponsored event. We would suggest trading no fees[ imposed for parking in exchange for our not charging an admission fee to attend the games. This would be a good promotional idea for advertising and would encourage more Front Range people coming to Nail as spectators and would also give those living in the Vail community free admission to our event. A greater variety and longer hours have also been suggestions from attendees with regard to concessions at Ford Park. The tournament has no control over this vendor and does not derive any revenue from it. Z An event budget showing actual profit and loss numbers and how the CSE funding was utilized See Attachment No. 1 for the event profit and loss statement. CSE funding was used to offset the increases in field rent (approximately $7,500),-to cover,printing expenses for the tournament poster: and programs and to pay for promotion and marketing expenses. 3. A. detailed overview of the marketing that was implemented to promote the event. Prior to the start of this year's tournament, the Shootout was featured in a number of online lacrosse publications, including www.insidelacrosse.com, www.laxDower.com, www.laxmaL,azine.com, www.colleaelax.us and www.lax.com. A press release is furnished to local media outlets such as the Denver Post, Rocky Mountain News and the Vail Daily. The press release is attached. -A tournament poster is distributed throughout Denver. and the front range, featuring tournament dates and sponsors. Tournament information is distributed via email to lacrosse enthusiasts and participants at various times prior.to the event: There is also an email distribution by our travel provider, Moguls Mountain Travel, at various tunes prior to the event. 4. Survey results showing the estimated effect on the following, per the CSE Criteria as described in the 12FP: a Attendance numbers and demographic profile. The 2008 Vail Lacrosse Shootout included the following age/gender divisions. Under 19 Boys 13 teams 323 players Under 19 Girls approx. 48 coaches (4 per team) 23 teams 464 players approx. 46-coaches (2 per team) Women's Elite (collegiate and post collegiate, club players). 16 teams 262 players approx. 16 coaches (1 per team) Men's Elite (collegiate and post collegiate, club players) 18 teams 477 players approx. 32 coaches (2 per team) approx. 247 "others" (family, friends, chaperones - approx. 19 per team) approx. 345 "others" (approx. 15 per team) approx.. 320 "others" (approx. 20 per team) approx. 360 "others" (approx. 20 per team) 2 Men's Masters (age 32 and over) 6 teams 139 players , approx. 6 coaches (1. per team) approx. 150 "others" . (approx. 25 per team) Men's Supermasters (age 40 and over) 16 teams 386 players approx. 16 coaches (1 per team) approx 480 "others" (approx. 30 per team) Men's Grandmasters (age 50 and over) 8 teams 179 players approx. 8 coaches (1 per team) approx. 80 "others" (approx. 10 per team) Sixth Grade Girls 4 teams 56 players 4 coaches (1 per team) approx. 8 "others" (approx. 2 per team) Total.number of teams: 104 Total number of players: 2,286 Total number of coaches (estimate): 176 There are also approx. 220 Chumash competitors (grades 4 thru 8). There are approx. 97 officials attending the Shootout There are approx. 50.tournament.staf (scorers, trainers, field help, PR; website) There are approx. 1,990 "others" (family, friends, chaperones) TOTAL NUMBER OF ATTENDEES: 4,819 Estimated number of spectators during the entire 9 day event: 14,000. I Attendance in 2007 was down slightly due to -the 4 h of July holiday falling on a Wednesday. With the 4?' of July on a Friday this year our number of spectators increased. & Economic impacts to the retail, restaurant and lodging sectors of the community. After the 2008 Vail Lacrosse Shootout we sent an inquiry to all the participating teams asking for their estimates on lodging & food expenses, other activities while in 3 Vail, retail purchases and intent to return to Vail. Following is a summary of what they reported back to us. 1) The average number of nights of lodging booked by teams/staff was approximately 5 nights. 2) The range of what teams/staff spent on lodging during their stay in Vail was between $2,500 and $40,625. For the 30 teams/staff responding, the total spent on lodging was $292,501 with an average per group of $9,750. 3) 24 teams/staff responded as to the number of meals they purchased in restaurants. The total number of meals was 4;048 -- an average of 169 meals per team. 4) The range of what teams spent eating in restaurants during their stay was from $500 to $13,360. The total amount spent in restaurants by the 28 teams/staffthat responded to this question was $142,164 or an average of $5,077 per group. (NOTE: This amount does not include money spent at grocery stores, liquor stores or bars). 5) 80% of the teams responding to our survey reported to us that they and their family and friends accompanying them participated in other activities during their stay in Vail. The activities reported are biking, golfing, rafting, hiking, riding the gondola, fishing, zip line and horseback riding. The range of what teams reported spending on "other activities" while in Vail was from $200 to $3,000 with an average of $1,367 per team reporting. 6) 72% of the teams responding to, our survey reported that their group made retail purchases while in Vail. The range of what teams estimated their retail purchases to be were from $500 to $11,250, with an average of $2,369 per team, reporting. 7) When considering the economic impact, we can also c.A6apolate based on the information that has been reported to us to get an estimated. total amount of what is spent by all teams for lodging, food, activities and retail purchases. When considering the average amount spent per team in those areas and using that average amount for all 104 teams, we can estimate that during the event the following amount of revenue is brought into the Vail Valley: Lodging: $1,014,000 Food 528,008 (doesn't include grocery store or liquor store purchases) Activities: 142,168 Retail Purchases: 246,376 Total Revenue: $1,930,552 Note: This does not include information from the 220 Chumash competitors. 4 c. Vwitor Intent.to Return. 48% of the teams that responded to our survey indicated that some members of their group do plan to return to Vail. The reasons given are skiing, vacations and to return to the Vail Lacrosse Shootout. 5. Potential for growth and development of sponsorships and media exposure, We would like to do more co-op advertising. with the Town of Vail as a means of attracting more families to Vail during our tournament. Co-op advertising would be beneficial in special. publications published by the Rocky Mountain News and Denver Post relating to summer activities and special event listings. In addition, ad purchases would be made in LACROSSE and INSIDE LACROSS magazines. f. How did the event impact Vail's "Sense of Community"? We strive to use local vendors for most services whenever possible, such as waste removal by Vail Honeywagon, tents from Alpine Party Rentals, staff lodging is reserved through Gore Creek Properties, photography by the local Sharpshooter Photography office and staff meals are cap .:.d by several local businesses such as Gourmet Cowboy, Smiling, Moose Deli, Sand Bar Grill and Agava. During the 2008 Shootout our staff member that coordinates the Chumash event; Nikki Soran, contributed her time without pay as part of her senior project at Littleton High School. The tournament.is making a donation equal,to what her compensation would have been to the Vail Valley Charitable Fund which helps valley residents in medical. financial crisis. More players than ever are Vail Valley residents. Inthe past we have offered -youth free lacrosse clinics for local children. We are now seeing those same children parti cipate in the Chumash.portion of our tournament. The Vail Valley is a-beautiful location in which to host our event and we appreciate the support of local businesses and agencies., We look forward to seeing you in 2009! 5 2:43 PM International Lacrosse Promotions og/30108 Profit A Loss Accrual Basis January through` December 2008 Jan - Dec 08 Ordinary Income/Expense Income Team Fees Revenue 146,800.00 - Gate receipts 5,050.00 Advertisement 5,096.00 Sponsor Income 12,900.00 . Vendor Income 13,360.00 Total Income 183,206.00 Expense Accounting 855:00 Administration Fees 16,329.83 Automobile Expense 2,799.72 Charitable Contributions. 500.00 Equipment Rental 1,900.00 Field Expense 10,649.13 Field Rental 29,880.00 Interest Expense Finance Charge 31.70 Total Interest Expense 31-70 Lodging 23,236.69 Meals and Entertainm... 271.28 Miscellaneous 325.00 Operating Supplies . 1,064.23 Parking Expense. 435:00 Postage and Delivery 129.53 ' Program Costs 10,654.85 Promotional 4,816.50 ' Referees 38,200.00 Rent 925.00 Scheduling 500.00 Scorekeeper 1 `,650.00 Staff Food 19,931.05 Telephone 692.70 Tents & Tables 4,169.47 Trainer Fees 6,305.06 Trainer supplies 1,696.85 Travel 200.00 Trophies 2,346.29. Waste Removal 2,665.00 Total Expense 183,159.88 Net Ordinary Income 46.12 Net Income 46.12 Main Title/Release The Vail Lacrosse Shootout returns for its 36m edition in 2008, running from Saturday, June 28 - Sunday, July 6. As the premiere club tournament in the United States, Vail is home to some of the very best lacrosse in the world and will play host to over 60 men's-teams and 30 women's teams in what has become a pilgrimage for any true lacrosse fan. The Vail Shootout started in Aspen in 1973 and was founded by Flip Naumburg and Jim Soran. After making its permanent move to Vail in 1979, the tournament has enjoyed steady growth and become a fixture on the lacrosse landscape. More than just a lacrosse tournament, the Shootout is almost a spiritual gathering. It has become a place for lacrosse "people" of all ages to come together and. celebrate their sport in a tribal manner, much in the same waytheir.Native American forefathers did. With players c..,... , eting in seven different divisions, the Vail Shootout has enough lacrosse to satiate any fan's appetite. The Men's Elite division is the headliner, taking place ..... July 3rd - July 6m and coinciding with the Women's Elite tournament. Preceding the Elite Divisions, Men's Masters, Supermasters and Grandmasters kick off,"8 Days at 8,000 Feet" on June 28h. The Boys and Girls High School'Divisions take the. field on 'June 29 h. Over the years, some of the world's best lacrosse players have played in the Vail Shootout: Gary and Paul Gait (Syracuse), Jeri Adams (Maryland), Casey, Ryan and.Mike Powell (Syracuse), Kyle Harrison (Johns Hopkins) and. Michele DeJuliis (Penn State), some of the most recognized names in the sport, have all graced the Vail Valley at some point in their lacrosse careers. With a newly created pool play element to the Men's Elite division, look for this year's Shootout to be from start to finish. ------------ -- ---- ----------------------------- 2008 Schedule of Events Men's Supermasters (ages 40 +): June 28 - July 1 Men's Grandmasters (50 +): June 28 - June 30 Dr. Tom Watts Memorial Boy's U-19: June 29 - Pool Play, June 30 - July 2nd - Tournament Play Girl's U-19 June 29 and June 30 - Pool Play July 1 and July 2 - Tournament Play Chumash 3-on-3 Youth Tournament: June 28, June 29 and'July 5 Contact Nickie Soran at (303) 257-7196 for regi.,L&Gon and other information Men's Masters (ages 33 +); June 28 - June 30 Men's Elite: July 3 - Pool Play July-4 - July 6 - Tournament Play Women's Elite: July 3 and July 4 - Pool Play July 5 and July 6 - Tournament Play For schedules detailing teams and fields, please visit www.vaflacrosse.com. **Men's and Women's Elite championship games will be held. July 6 at Ford Field** What's New for Vail 2008? Just because Vail is one of the longest running tournaments in all of lacrosse does not mean that it has stopped being progressive. Several' new features have'been added to the 2008 version to ensure that it continues to be on the cutting edge. The first. and most noteworthy is the addition of pool play in the Men's Elite division for the first time. After several years of mis-seeding teams in the tournament draw, the consensus this year was to make an attempt to give all a fair shake at the coveted "C && .r:onship Bracket." Pool play.in the Men's Elite will take place on Thursday, July 3. The top two teams from each of the four pools will move on to the top half of the tournament draw. while the remainder of the teams will play in the Consolation Bracket. Next, the Chumash tournament will take a step forward in 2008 as well. With games on two weekends, instead of one, this youth favorite will continue to expand. Chumash is a form of lacrosse created by Vail co-founder Flip Naumburg that allows for a "portable" lacrosse game to break out wherever you might be. With no goalies and a long, skinny goal that two teams of three players each attack, it is similar to half-court basketball and is a great way to teach younger players the game. The Chumash tournament is a friendly, non-c.,-Wetitive event that will take place on both weekends of the tournament. Dates are June 28 and 29 as well as July 5. Contact Nickie Soran at (303).257-7196 for more information and to register your team or player. ---- ------------------ ------ - - ------ What to Expect Aside from its top flight lacrosse, Vail's impeccable scenery and weather make it an ideal getaway for a weekend or even a week. With its exclusive "vendor village," fans can find a plethora of lacrosse-related equipment and apparel for cons"k,,:on. Off the field, participants and their families will be treated to any number of mot. L:n activities like rafting, hiking and mountain bike riding. Don't forget about nightlife in the Vail Village either. Lacrosse is known for its unique camaraderie and familial atmosphere. You can think of Vail as a "family reunion, of sorts as players of all ages come together for eight days'at 8,000 feet. Expect great lacrosse, great weather and great fun as the Shootout turns 36. ------------------------------------------ - - ------------------------- 2008 Men's Elite Pools Pool A - Reebok Team Merrill Lynch/Lacrossewear Rocky Mountain Oysters Team Valhalla Pool B - LaxGrip Arizona Mermen Team Gutman Team Rock-it Pocket Pool C - Team 21 AIG-LIVESTRONG Team Black Seal Brine Elite Footclan/Team California - Pool ID - The Lofers Club All-Stars The Generals 5280/Tap Room Team' Rubi Rey Men's Elite Notes A Repeat Performance? - East High School's Jon Barocas heads up Reebok, who will look to be the first repeat ch" - .ion in over a decade in Vail. Formerly Team Go Fast, Reebok sports a bevy of Division I All-Americans and will be an early favorite to win their second consecutive title. Playing for a Purpose - Two teams take the field with more than lacrosse on their minds as Team Merrill Lynch/Lacrossewear and AIG-LIVESTRONG both hope to raise awareness of breast cancer research in the lacrosse community. Both teams have made large co......'tments to the cause this year and are among the most talented in the field. v Local Legends - Several teams have strong ties to the Denver lacrosse scene. The Rocky Mountain Oysters, Team Rock-it Pocket, the Lofers, 5280/Tap Room and Club All-Stars are all predominantly made s ?.._ players who either came from or moved to Colorado. Easy Access - This year's tournament will feature live online coverage, including and real- time access. Follow the action live at www.vaiffacrosse.com. Dr. Tom Watts Memorial Boy's U-19 Baltimore Crabs - The Crabs are a hand-picked bunch of players from Maryland's ultra c :...;? etitive MIAA. The Crabs won their second Shootout title in 2007 to give them two in a row.. Most of these players will be heading to the highest level Division I colleges in the next few Team Colorado- The home team has grabbed Vail championships in 2003 and 2006. Traditionally, this team has plenty of firepower, but what has set them apart is their fire and hard- nosed ,,,.oach to the tou..,.=..ent. This year's team is reportedly one of the best in recent memory. Team Ohio - One of the p.;,.i...dal heavyweights in the U-19 division, Team Ohio hopes to rebound after a couple of down years. Time will tell if they are able to return to the form that allowed them to be at or near 'the top of the division for most of the past decade. 2007 Tournament Champions Men's Elite: Go Fast Women's Elite: Outlaws Dr.. Tom Watts Memorial Boy's U-19 Division I - Baltimore_ Crabs Division II - Indiana Girl's U-19 Gold Division -'M & D Lax Silver Division - CTLF Bronze Division - Minnesota Men's Masters: Rusty Red Men's Supermasters:. CVLC/Tsumani -------- - ----------- ---- ------------------ - - - -- Vail Shootout Quick Facts Established: 1973 Founded by: Flip Naumburg and Jim`Soran Field Locations: o Ford Field: 1 mi. east of roundabout: at Exit 176. Field is on right. o Athletic Field: South of Ford Field about 1/2 mi. on Vail Valley Drive. o Donovan Park: 1 mi. west of roundabout at Exit 176. Field is on left. If you hit West Vail, you have gone too far. o Avon #1 and 02: 8 mi. west of West Vail on 1-70. Left on Avon Rd, right on Benchmark. Field #2 is west of the lake. o Edwards:. I-70 west to Edwards (Exit 163). Left off the ramp and'left on Miller Ranch Road. Fields on right. For schedules detailing teams and fields, please visit www.vailla,.,. Wssexom. Dates of Play: June 28 - July 6, 2008 Tournament Web Address: www.vaillacrosse.com Most Men's Elite Championships: Mt. Washington Tavern - 7 ------ ----------------------- Vail Shootout PR Contacts Alex Smith Media Relations Coordinator (303) 725.9802 alex2rock-itnocket. com Andy Sharp Web Designer/Manager (616) 633.0025 andvsharonalaxlinks.com Garrett Fitzgerald Onsite Media Relations (970) 988.7366 colaxzk3na.aol.com r? Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail Vallev Challenge Cup ? PROPOSED DATE(S): October 3-4.2009 AMOUNT OF CASH FUNDING REQUESTED: $5.000 • PRODUCING EN i i r f. Vail Vallev Soccer Club President or Executive Director's Name: Jennifer Vance Name and Title of Person Completing the Application- rennifer Vance. Executive -Director Address: P.O. Box 2728. Edwards, CO 81632 Telephone: (970) 845-5022 Cell: (970) 343-0842, FAX: (970) 949-7087 WEBSITE: www.vailsoccercom E-Mail Address: director@vailso,."..com Organization's tax status: For Profit Non-Profit* X Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 74-2548762 o Does the Event benefit a charity? Yes X_ No If yes, please name the beneficiary: Vail Vallev So-%.V -. Club Mission Statement: Vail Vallev Soccer Club-is a premier club. dedicated to develovine plavers to compete at the highest level by brinefm toeether committed parents, coaches and Wavers. Number of years your organization has been in business: 20 • Brief Description of the Event: The Vail Valley Cup is one of the premier Challenge and Classic level soccer, tournaments in the state of Colorado. Each vear. more than .100 teams travel to.. the. Vail Valley for a weekend of , ....petition. camaraderie and fun.. Teams each ple three Oualifvine games: with the 'tiossibility to move on to Ctiamuionshiv rounds., • Describe where event will be located within the Town of Vail: Ford Park. Vail Athletic Field. Donovan Park, • Will any portion of the event take place outside of the Town of Vail? X Yes : No If yes, please explain: Games will also be Waved at so....?,. fields in Eaele-Vail, Avon and Edwards. • Please describe briefly how you will use the funds that you are requesting from the CSE: The funds C . the CSE willbe used for increased advertisine, and a wider i.. , of promotion of the event. The Vail Vallev Cun is one of the v..:.-rier . Classic and Challenge level soccer tournaments in the state of Colorado. This event at one time dramatically in the number of participants. year after vear. With increased TOV/CSE -4- Application for 2009 Funds competition.. from the creation of other tournaments_in __ ;,.,,".t. years, h... ,y ;, Y er; the number of , . , ?.Zstered teams has begun to stagnate. A broader scone of . advertisine and awareness of this event will. i _... ,.ase the number . of registered teams: as well as the level of competitiveness of these teams. which w ll_subseauently bring a higher level of duality and, comnetition to the event. • Will.additional in-kind services be required from the Town of Vail? Yes No X 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 snecificallv exempted and approved as part of the Special Event'Permit. N/A, • Is this a: New event Existing event. X Number of years in existence 10 Location(s) of event in previous years: Ford.Park. Vail Mountain School. Vail Athletic Meld • Number of participants (athletes,-artists, exhibitors, etc.) anticipated: 1.800 Athletes . Number of volunteers needed: 150 Number of event staff: 30 Total Number of spectators anticipated; 4.000-5.000 Local 10% In-state (non-local) $9% Out of State 1 % • Should the CSE decide not to support this event, will it still occur.? Yes X No • What % of the total event budget is the CSE being asked to fund? 7% is What is the $ amount of sponsorships five, alternative sources reflected in the event . , budget. $5.000 • What %6f the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 93% •. if possible, would you intend to host, the event. in Vail beyond 2009? Yes X No If yes, for how many years beyond 2008?: Indefinite Do you anticipate requesting funding from the CSE next year? Yes X No Given that the CSE encourages ,the development of additional sponsors in order to leverage their own investments, and anticipates that as events become established they will become less reliant on public funds, what if any, of the total event budget do you anticipate requesting next year? 5% TOV/CSE -5- Application for 2009 Funds A?ACH?ENT 1 ?E of co-OODO. IFICp`XF . PAYMENT CF STATE CERT DE May 30 01 04:54p Phillips a Associates STAm OF COLO.W.AD.,® DEPARTMENT OF STATE CER V tC.Ai t I, NMAZrS N=R, -Seoretay Cf State° of the state of 0620rado hereby certify that the .Prer,11,.isltes for the issuanoe of this oertifloate have been fulfilled in eomPl.i- anoe with law and are found, to conform to ' iaw. Accordingly, the undersigned, by virtue'of the authority vested-in me by law, hereby lssu8s A C$BTIFICATE OF AhA,oA,XZ T TO GORE VALLEY SOCCER CZUB,. A XONPROFIT CORPORATION. Dated:,SSPTBMBER 23, I888 i [970]'476-9219 P•2 ATTACHMENT 2 EVENT BUDGET 2009 VAIL VALLEY CUP PRESENTED BY VAIL VALLEY SOCCER CLUB October 3-4, 2009 Event Budaet REVENUE Registration Fees Merchandise/Photograph Sales Lodging Commissions Sponsorships Total EXPENSES Field Set-Up/Labor .Referee Assignor Referee Pay Referee. Gifts Supplies Advertising Total $57,000 $4,000 $5,000 $5,000 571.000 $2,000 $1,500 $1 Q000 $8,000 $2,000 $2,000 $25.500 NET INCOME TOV/CSE $45,500 -9- Application for 2009 Funds ATTACHMENT 3 MARKETING PLAN With an anticipated 4,000-5,000 participants and spectators at this off-season event; Vail Valley. Soccer Club would like to use .increased advertising/marketing of the event; particularly along the Front Range to draw, new and more competitive teams to Vail. In particular; since the event does take place during the shoulder season; WSC believes this would be a way to bring additional revenue to the town's shops, restaurants and lodging, As the increased marketing to the hundreds of competitive youth soccer clubs draws additional teams to this event;: it will provide the Vail Valley Soccer Club the opportunity to showcase the Town of Vail, while also creating a premier soccer tournament that teams from across Colorado will be striving to be accepted fo. There are currently other tournaments that are hosted during this same time; but. none offer the level of, quality, competition and location of the Vail Valley Cup. Currently,_the Vail Valley Cup is marketed in the Vail Daily, the Vail Valley Soccer Club website, the Colorado Youth Soccer Association.(CYSA) website and in the CYSA Publication, Goal Post Scripts. Having the means by which to. increase exposure of this event to areas outside of the Vail Valley will "also allow for improved opportunities for sponsorship. The ability to provide a multitude of marketing opportunities that reach a much larger audience, will be key in procuring additional sponsorships. PAST YEAR EVALUATION' . In its. ninth year in 2007, the Vail Valley Cup continued to be the largest fundraising event for the Vail Valley Soccer Club; generating nearly 20% of the entire annual budget. = In recent years, participant numbers have remained consistent; with approximately 110 teams traveling from the same regions year to year. However, with increased competition from the creation of new tournaments and .more competitive teams in 'Denver, our. efforts and needs in regards to advertising and marketing the event to the Colorado soccer community have steadily increased in cost. *2007 Income/Expense Statement-Attached TOV/CSE _10- Application for 2009 Funds 2:03 AM Vail Valley Soccer Club 10/03/ Accrual Basis Profit & Loss June 2007 through May 2008 Jun '07 - May 08 Ordinary Income/Expense Income 4150 - Miscellaneous Income 0.00 5100 - Contributions Income 5120. Corporate Sponsorships 22,824.33 5130 - Donations 2,843.14 5140 - Financial Aid Sponsorships 1,850.00 5150 • Grants 5,000.00 Total 5100 - Contributions Income 32,517.47 5210 • Player Fees Fall 53,836.22 5220 • Player Fees Spring 37,337.28 5230 • Previous Year's Fees - Late 1,805.36 5300 • Membership Fundraisers 5310 • Red Wheel Fundraising 1,553.00 5330 - Ski Pass Raffle 1,015.35 5340. Moo's Fundraisers 133.05 5300 • Membership Fundraisers - Other 250.00 Total 5300 • Membership Fundraisers 2,951.40 5400 • Vail Valley Cup 5410 - Team n,,:.1--tion Fees 52,666.67 5440 . Lodging Commissions 8,703.32 5450 • Tournament T-Shirts 2,670.08 Total 5400 • Vail Valley Cup 64,040,07 5500 • Camps 5510 - British Challenger 2,260.80 5520 • Vail Valley S_ Academy 2,205.00 Total 5500 • Camps 4,465.80 5600 • Hosting Fees for Non-VVSC Teams 25.00 5700. Uniforms Sold 16,377.11 Total Income 213,355.71 Cost of Goods Sold 5000 - Cost of Good Sold 0.00 Total COGS 0,00 Gross Profit 213,355.71 Expense 6100 • Bad Debt Expense 1,310.00 6110 - Bank Service Charges 211.75 6130 - Credit Card Fees 871.73 6140-insurance 6142 • Workman's Comp Insurance 4,813.00 Total 6140 • Insurance 4,813.00 6180 • Printing and Reproduction 127.35 Page 1 of 3 2:03 AM Vail Valley Soccer Club 10/03/ Accrual Basis Profit & Loss June 2007 through May 2008 Jun '07 - May 08 6190 - Advertising 2,457.05 6200 - Utilities 6210 - Landline Telephone 1,399.40 6220 - Cell Phone 1,022.45 6230 - Rent - Office 4,500.00 6240 - Rent - Field & Gym 2,500.00 6260 - Email Addresses 30,00 6270. Post Office Box Fee 41.00 6280 - Website 880.00 Total 6200 - Utilities 10,372.85 6310. League Fees - CYS 6,310.50 6320 - League Fees - WSSL 3,204.00 6330 - Referee Fees 920.00 6340 - Referee Clinics and Supplies 1,312.27 6350 - Volunteer Discounts 1,223.84 6355 - Financial Aid 7,030.00 6370. Tournament Fees 4,360.00 6380 - Camp Expenses 6382 - Vail Valley S..-- .. Academy 1,487.50 Total 6380. Camp Expenses 1,487.50 6390 - Uniforms Purchased 32,070.72 6400 - Vail Valley Cup Expenses 6410 - Program Costs 1,731.91 6420 - Referee Wages & Assigning 12,820.00 6430 - Referee Costs 1,445.19 6440 - Tournament Expenses 9,987.00 Total 6400 - Vail Valley Cup Expenses 25,984.10 6500 - Staff 6510 - Executive Director Wages 48,900.30 6520 - Executive Director Insurance 3,250.00 6530. Executive Director Expenses 324.13 6550 - Director of Coaching Expenses 157.43 6556 - Admini.--a?:ve Assistant 640.00 6557. Development Coordinator 350.00 6560 - Coaching Wages & Bonuses 39,200.00 6570 - Coaching Mileage and Expenses 10,874.96 6580 - Temporary Labor 455.00 6590 - Staff Professional Development 546.30 Total 6500 - Staff 104,698.12 6600 - Repairs 6630 - Equipment Repairs 898.01 Total 6600. Repairs 898.01 6700. Supplies and Equipment 6710 - Marketing 262.33 6720.Office 556.19 Page 2 of 3 $:03 AM Vail Valley Soccer Club 10/03/06 Accrual Basis Profit & Loss June 2007 through May 2008 Jun '07 - May 08 6730 - Annual Meeting 75.00 6750 - Postage and Shipping 241.31 6760 - Field/Coaches Equipment 47.54 Total 6700 - Supplies and Equipment 1,182.37 6800 - Professional Fees 6820 - Accounting 1,443.54 Total 6800 - F. -f!.,. Zonal Fees 1,443.54 6800 - Miscellaneous 16.00 Total Expense 212,304.70 Net Ordinary Income 1,051.01 Other Income/Expense Other Income 7010 - Interest Income 325.85 Total Other Income 325.85 Net Other Income 325.85 Net Income 1,376.66 Page 3 of 3 ATTACHMENT 4 EVENT DEMOGRAPHICS Event participants will be from ,younger age groups, ranging from 9 to 14 years of age. Approximately 50%'of participants will be male and 50% will be female, based on 1,800 athletes at the event. They will be accompanied by their parents and siblings; and in some cases, extended families: 89% of the participants will be from the Denver Front Range/Foothills, 10% will be from the Vail Valley and 1 % will be from other states. BENEFITS TO THE TOWN OF VAIL & RETURN.ON INVESTMENT This event will allow the Town of Vail to showcase all that it has to offer to a captive audience of youth sports enthusiasts. The Vail Valley Cup will bring a large number of families to the Town of Vail for a minimum of two days. After games are completed, many will eat at restaurants and shop in the stores in Vail. More specific estimates of people and revenue generated are listed below. Based on information gathered and observed from previous year's events, we anticipate that. approximately 1,500 people or 37.5% will have meals in Vail. At an estimated cost of $50/meal, this would generate $75,000. We also believe that approximately 1,700 people or 42.5% will partake in additional shopping at stores throughout Vail, generating $1.70,000 (based on $100/sale). Based on an estimate of 1;500 people, or 47.5% staying in local accommodations for at least. one night at a cost of $100/night5 $82;500 would be generated. These estimates total $327,500 dollars brought into the Town of Vail with the Vail Valley Cup; not including the sales tax generated from this spending. In addition to the estimated revenue to local businesses and the associated sales tax revenue to the town, the Town of Vail has the opportunity to attract repeat customers. TOV/CSE, - 11 - Application for 2009 Funds ATTACHMENT 5 KEY STAFF Jennifer Vance Executive Director Corey Bruce Director of Coaching BOARD OF DIRECTORS Susie Hervert President Betsy Laughlin Vice President Steve Shanley Treasurer Cherie Pilkington Secretary Jay Carlson Tom Frye Joel Rabinowitz Greg Repetti TOWSE -12- Application for 2009 Funds c VAIL COMMISSION ON' SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail.Whitewater Park Kayak Demos ? PROPOSED DATE(S): Five consecutive Tuesdays from May 1 r - June 15`° 15-7pm) ? AMOUNT OF CASH FUNDING REQUESTED: $2,050-.see budget below for details. Increase or de.,..,ase according to your numbers. - • PRODUCING EN i i i Y: Alpine Kayak School President or Executive Director's Name: Sean Glackin Name and Title of Person C.,..pleting the Application: Sean Glackin Address: P.O. Box 3127 Vail, CO 81658 Telephone: _970-926-3867 Cell: 970-390-6764 FAX: 970-926-6890 WEBSITE: www.alDineauestsnorts.com E-Mail Address: _sean@alpinekayak.com Organization's tax status:. For Prof it XX Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach ci....,.t State Department of Revenue Certificate with this application. Tax payer ID# 46-2468611 o Does the Event benefit a charity? Yes No _ XX o If yes; please name the beneficiary: Mission Statement: To spread the news about Vail's whitewater nark to local. and reLional kayakers while orovidinz them with FREE new eauinment demos and to showcase the adiustable bladder system. Number of years your organization has been in business: 20 • Brief Description of the Event:. Alnine Kavak School will brine 2 instructors and demo eauinment to the International Bridge on five consecutive Tuesdays. Experienced kavakers-will be able to demo new Lear for free and test the aear out in Vail's whitewater nark ("First timers/ Inexperienced, whitewater.kavakers" will not be able to demo eauinment). Alpine will have instructors on site to adiust the bladders to the best nerformance for that evenine and .,...Tide -free eauinment- demos for all interested. The event will--create energy around the whitewater nark for Vail's "walk throueh" visitors and encouraee local and regional kavakers to visit the nark. TOV/CSE - 1- Application for 2008 Funds rr: • Please describe briefly how you will use the funds that you are requesting from the CSE: o Funds will be used to_ Dav fees associated with having staff & near on site. • Will additional in-kind services be required from the Town of Vail? Yes XX 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 snecificallv exempt and ,F,,.vved as part of the Special Events Permit. . Alnine K_avak School will.reauire Dermission to Dark their eauipment truck (16' box truck) on the International Bridge in order to outfit _DarticiDants in the mover demo eauipment fiu"A 4:30- 7:30Dm on the davs of the events. • Is this a: New event XX . Existing event Number of years in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticipated 15 Der week Number of volunteers needed _ 0 Number of event staff 2 Total Number of spectators anticipated 1,000 (200 per week) Local % In-state (non-local)_% Out of State % • Should the CSE decide not to support this event, will it still occur? Yes No AX • What % of the total event budget, is the CSE being asked to fund? 100% • What is the $ amount of sponsorships from 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.) 09/6 If possible, would you intend to host the event in Vail beyond 2009? Yes XX _ No If yes, for how many years beyond 2009? _ Manv • Do you anticipate requesting funding firm. the CSE next year? Yes XX_ 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? ? 80% REQUIRED ATTALtuvIENTS (incomplete applications will not be considered): ? Detailed event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. TOV/CSE -2- Application for 2008 Funds ? Previous year's event evaluation, including income and 'expense statement (if existing event). . • . r ? 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 .,6yective 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 COr Lj&S (at least one formatted so as to be easily copied, i.e. unbound, 8 % x 11 size) OF i rm 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 information and questions call Sybill Navas at 970 376-2394. 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 .contract, 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 verification of the placement of the first advertising ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -3- Application for 2008 Funds 2009 Town of Vail Commission on Special Events Application **Required Attachments** ? Marketing Plan o Posters to be produced and distributed throughout Vail Valley o Emails sent to cu..Q t Alpine Quest database o Postings placed on key kayak web sites including paid banner on mountainbuzz.com. o Word of mouth. The kayak community is very tight and word about the event will spread very quickly. ? Budget Exuenses Revenue Instructor fee =$1,750 $0 Marketing $200 $0 Materials $100 $0 CSE Funds $0 $2.050 INA A > T,, of Vail Benefits o Create energy in the Village during predominant slow time of year o Advertise Vail's Whitewater Park to local, regional and national kayakers o Showcasing Vail as a world class recreational resort by showing off the new bladder system in the Park o Provide entertainment for people walking through the Village Officers % o Sean Glackin - President TOV/CSE - 4 - Application for 2008 Funds .?r i /-1000 SKI & SNOWBOARD CLUB VAIL Sept 30/2008 Vail Commission on Special Events c/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 Dear Sybill: Thank you for taking the time recently to solicit feedback from the community on how the CSE may better serve the hosts of events in the Town of Vail while maximizing value to you. I enjoyed the feedback from the various folks from around town and look forward to working closely with you and the CSE to ensure that there is a great mix of events that serves all of the community and uphold the values of the various stakeholders. Please find attached the grant request from Ski and Snowboard Vail that will facilitate hosting a superior USSA Junior Olympics - Rocky/Central Division Alpine Ski Championships from March 5-11/2009. 1 believe that it is fitting for the town to support a youth event such as this that mirrors the World Championships, World Cups and Future Olympics that the town of Vail has been or will be involved with. Ski racers generally stay around a long time in this recreation and continue to foster good values with their own children as they grow and include multi generations in their trips and spending in places like Vail. I hope you will consider the SSCV favorably in our request. We will work hard to ensure the best human, technical and physical resources are utilized to make this a marquee event and something the whole town will be proud of. It is in events like the Junior Olympics that Champions such as Overall World Cup Winner and SSCV's Lindsey Vonn made their first impressions. Winners like her will continue to put this place on the map many years from now and the local support she received are what helped get her there. Should you have any questions about our request or need clarification on any points please contact me at 970.790.5133. Sincerely, Nigel Coop Development Assistant to the Executive Director 598 Vail Valley Drive a Vail, Colorado 81657 970-476-51 1 9 • Fcix 970-476-7287 ® www_skiclubvail.or9 41 VAIL COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION ? EVENT: USSA Junior Olvmoics - Rockv & Central Division ? PROPOSED DATE(S): March 5 -11/2008 ? AMOUNT OF CASH FUNDING REQUESTED: 510.000 • PRODUCING ENTITY: Ski L Snowboard Club Vail President or Executive Director's Name: Aldo Radamus Name and Title of Person Completing the Application: Niael Coooer- Develooment Asst. to the Executive Director Address: 598 Vail Vallev Dr. Vail. CO 81657 Telephone: (9701790-5133 Cell: (9701343-0842 FAX: f 9701476-7287 WEBSITE: www.skiclubvail.orq E-Mail Address: ncoooer@skiclubvail.orq Organization's tax status: For Profit Non-Profit*_X 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# 84-6038792 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: Ski & Snowboard Club Vail Mission Statement: "To orovide vouth the oDDodunity for character growth and excellence throuah athletics." Number of years your organization has been in business: 446 • Brief Description of the Event: The Junior OlvmDics are a ore-cursor to the Winter Olvm..ic Games. Athletic kids travellina from 15 states across the Rockv and Central ranae and Canada to comoete In Downhill. Suoer G. Giant Slalom and Slalom aloine races. Comina toaether for festivities such as Darades. banauets. Din- tradinq. dances. medal ceremonies, dine-grounds and shooDina sorees after the hours of the comDetition In a community of sharina stories and friendshios. Creatina lastina memories and an eternal draw to return to Colorado and the Peaks of Vail. • Describe where event will be located within the Town of Vail: Vail Resort • Will any portion of the event take place outside of the Town of Vail? _X Yes No If yes, please explain: Final Race Dav takes olace in Beaver Creek havina been displaced by the American Ski Classic TOV/CSE - 1 - Application for 2009 Funds • Please describe briefly how: you will use the.funds that you are requesting from the CSE: The Funds from CSE will be- orimarily used to subsidize our 30 second; 60 second and 30 minute Video nroductioris for local snot advertising. In_ 8laht entertainment video on airlines in. and out of Eaqle _(EGEI and also for a -full TV croduction_ 1show) hlahiiahtina our. soonsors, town. race venue and. athletes.-This would be used on community television daily-for uo_to. 30_davs after the event on a revolvina, basil s_at -various .times throughout the day. Expected Impacts to be Very hiah. This coucled with our lead-uo advertisinq In orint and radio as well-as results'in the local news oaoers_daliv_throuahout the event will aive hiah visibilitv.-to-the TOV/CSE and other supporters • Will additional in-kind services be required from the Town of Vail? Yes No. X 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. N LA • Is this a: New event Existing event _X Number of years in existence: Ski and Snowboard Club Vail Location (s) of event in previous years: Vail Resort • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 200 Athletes/day Number of-:volunteers needed: 200/day Number -'of event staff: AWday Total Number of spectators anticipated: 1250 Local 40% In-state (non-local) 257o Out of State 35% • -If possible, would you intend to host the event in Vail beyond 2008? Yes X _ No If yes, for how many years beyond 2008?: Indefinite • Do you anticipate requesting funding from the CSE next year? Yes X. No If yes, in what amount? S7A00 °. TOV/CSE -2- SSCV 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 years 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 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, i.e. unbound, a % x 11 size) OF THE 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@vailoov.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 Unless otherwise specified in the contract, 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 submittal of a complete 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 the completion of the event. TOV/CSE -3- SSCV Application for 2009 Funds SSCV Application for 2009 funds ACHME?tt A? Otoag)o SLATE Of C EiCAT? ?jE SIATF , O _4- .?. OEPA?MEN? ' ATTACHMENT 2 USSA ROCKY/CENTRAL J3 JUNIOR OLYMPICS MARCH 5-11, 2009 Event Budaet REVENUE USSA Support Entry Fees Additional Banquet T ix Sponsorships TOV CSE Program Advertising Hoodies/T-Shirts Parent/Athlete Social Credentials/Parking Total EXPENSES Hill Fees Tent Athlete Head Tax- USSA Head Tax- RMD Officials Banquet Breakfast/Lunch Athlete Party/Parent Social/Opening Ceremonies T-Shirts Hoodies Participant Remembrance Video Awards USSA sanction fee Supplies/Advertising Total NET INCOME TOV/CSE 2008 Budget 2008 Actual 2009 Budget 3500 3500 3500 56000 56760 63200 7000 9400 8000 8000 7414 10000 0 0 10000 1500 600 5000 6000 4176.18 3000 0 0 6000 1000 800 0 $ 83,000.00 $ 84,650.18 $ 108,700.00 11000 9140 9400 4000 4462 3500 5700 3115 3840 4800 3738 3200 5000 6217.27 6500 14000 15824.13 15000 24000 25080 26000 1000 1591 1500 2500 2378 2500 4000 4314.14 4500 10000 19910 20000 1000 2007 2000 320 320 320 1000 2540.85 10000 $ 88,320.00 $ 100,637.39 $ 108,260.00 S (5.320.00) S (17,987.21) S (440.00) -5- SSCV Application for 2009 Funds J ATTACHMENT 3 MARKETING PLAN Ski and Snowboard. Vail would like to take the opportunity to build something much bigger than the Junior Olympics. Long Term the plan would be to work with the FIS and International Olympic Commission to .,bring the 2nd Youth Olympic Games (Winter) in 2016. Hosting multi state races with an international component is great preparation for-building an, .infrastructure of human, technical and physical resources to do greater things:-.Inyesting. in this process now will prepare us best- to be the 'number one choice down the road. By emphasizing High Definition video reproduction, to highlight the. competition, venue, resort town and sponsors we will be able to .acknowledge the success of the event by having programming before and after this year's event as well as in anticipation of, next year's Junior Olympics. Over time this will become a marquis athletic. festival that is. only . matched by the world famous Whistler Cup held; every. April in Whistler that plays host to the very best 11-14 year old ski racers from around the . globe. Morphing,this event into a truly winter sport-festival is a natural to honor the heritage of this town (bome from ski competition) and impress upon the youth the sheer.-beauty, magnitude and. enjoyment. of outdoor recreation in the mountains: PAST YEAR EVALUATION The USSA junior Olympic was hosted by Ski and Snowboard Club Vail and is always the most popular. venue among the bidders, athletes and administration alike. Last year's event was well attended by 14 states from Rocky Central division and created an atmosphere of interstate flair with . parades, dinners, media ceremonies and social events that brought kids, parents, volunteers and sponsors together to share in the common goal of teach youth how. to win and lose with a smile. With our increased commitment to athletes gifts, video reproduction and hill preparation or costs were slightly over-budget. This year we anticipate that with the support of the TOV CSE and various sponsors. we will meet budget but add value to the event by giving back to the sponsors through, better exposure. TOV/CSE -6- SSCV Application for 2009 Funds ATTACHMENT 4 EVENT DEMOGRAPHICS # of Competitors _ .180 _Age _of Competitors 13-'14 States potentially represented 80 fmm: Arizona Colorado New Mexico 80 from: Illinois " Indiana Iowa Kentucky .Michigan Minnesota Missouri North Dakota Ohio South Dakota Wisconsin # of Coaches 50 # of Patients/family 200 # of ovemioht stays 7 (Mar. 5-11) BENEFITS TO THE TOWN OF VAIL & RETURN ON INVESTMENT This event will allow the Town of Vail to showcase all that it has -to offer to a captive audience of winter sports enthusiasts. After competing, many will eat at . restaurants and shop in the stores in Vail. More specific estimates of people and revenue generated are listed below. Based..on information gathered. and observed from. previous year's events; we anticipate that approximately 400 people or will have at least one meaLin Vail for 7, days. At an estimated cost of $25/meal, this would generate $100,000. We also believe that approximately 50% will. partake'- in additional shopping at stores throughout Vail, generating $20,000 (based on $100/person). ' Based. on.. an estimate of 200 peoplestaying in local accommodations for at least five nights at a cost of $50/night, $50,000 would be generated. These conservative estimates total $170,000 dollars brought into the Town of Vail With the Junior Olympics; not including the- sales sales tax generated from this spending. This does not underline the fact that most .of these., customers are ;new to town, and are very, likely to return based on.historical alpine ski.racing demographics. TOV/CSE - 7 - SSCV Application for 2009 Funds ATTACHMENT 5 KEY STAFF Aldo Radamus Executive Director Jim Henderson General Manager Jennifer Geisness Development Director Euginnia ManseaiOffice Manager,. Tiffany Hoversten Financial Manager Geoff Grimmer- Vail Valley Tutorial'Academy Director. Karen Ghent Alpine Program Director Noah Brooks FreeRide Program Director Ben Boyd Snowboard Program Director .Brian Baker Freestyle Program'Director Dan Weiland Nordic Program Director John Cole Strength & Conditioning Director BOARD OF TRUSTEES Glenn Davis President Brad Ghent John Garnsey Jim Harding Phil Hoversten Liz Leeds Dan Leever Aldo Radamus Steve Santamoria Pete Seibert Sandy Treat David Viele Chuck Wdchendorfer Scott Walchek David White TOV/CSE -8- SSCV Application for 2009 Funds J 1 Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT. FUNDING APPLICATION Please print or type all information. ? EVENT: -Kick It 30 Soccer Tournament ? PROPOSED DATE(S): 7/31/09 - 8/2/09 ? AMOUNT OF CASH FUNDING REQUESTED: _$50,000 • PRODUCING EN i t i Y: BEST (Blue Equity Sports Television) President or Executive Director's Name: Dan. Cramer, CEO Name/Title of Person Completing the Application: Hilary VanDuzer, Event Director Address: -10497 W. Centennial Road, Littleton, CO 80127 Telephone: 303/9487108 Ce11:717/799-1951 FAX: 303/948-7251 WEBSITE: www.kickit3v'3.com E-MaRAddress:DCramer(a exuerienceBEST.com HVanDuzer(@exnerienceBEST.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 Depa.t-gent of Revenue Certificate with this application. Tax payer ID# 20-3400944 o Does the Event benefit a charity? Yes No _X o . If yes, please name the beneficiary: Mission Statement: - To generate a return through our connection with sports and events. Number of years your organization has been in business: _18_ • Brief Description of the Event: Our event is a soccer tournament with a festival style atmosphere. Games are played on small sided fields throughout the day: The games are fast paced for ages 5 through adult. Families come to spend a weekend together having.fun and playing soccer. = • Describe where event will be located within the Town of Vail: The event will take place at Ford Fields and the Vail Valley Athletic Field • Will any portion of the event take place outside of the Town of Vail? Yes X `.,No If yes, please explain: TOV/CSE -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: BEST will use these funds to produce marketing materials (banners, re gi.,L&Gon forms, tents, street teams, grassroots marketing) for our "local" events that are feeders into the Vail Rocky Mountain "Regional" event. It is critical to market to teams to come to the Vail event if we are going to continue to «'u act teams. Teams must play in at least one of our local events in order to qualify for the Vail event) These fiends will also go to hotel rooms, site costs, trucking, equipment, staff, travel, referees, portable toilets, dumpster, and other necessary staff and equipment needs for the Vail event. • Will additional in kind services be required from the Town of Vail? Yes No _X If yes, please explain; including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic cvjaLol, 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. • Is this a: New event . Existing event X_ Number of years in existence _10 plus years in Vail. The 3v3 tour is entering its 20m year. Location(s) of event in previous years: Vail • Number of participants (athletes, artists, exhibitors, etc.) anticipated - 1,800 + players Number of volunteers needed None Number of event staff 10-15 Total Number of spectators anticipated _7,500 Local 1. % In state (non-local)_81_% Out of State-1 8-% • Should the CSE decide not, to support this event, will it still occur? Yes ?X, but in a dill,...,..' town No • What % of the total event budget is the CSE being asked to fund? 50% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: _$11,475.50 • 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? Yes X_ No If yes, for how many years beyond 2008? For another 10 plus years TOV/CSE -5- Application for 2009 Funds Do you anticipate requesting funding from the CSE next.year? Yes _X No Given that the CSE encourages the develv1,...ent 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 anticipatirequesting next year? The same 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. Zr;;..ding. ? Brief description of potential benefits to the Town. of Vail, including an e.,l;...ated # of in,.;,.,.ental 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 44,r.;,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, i.e. unbound, 8 '/: x 11 size) OF nr. COMPLETED APPLICATION AND REQUIRED ATTAr;riMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information c.,.Aact CSE Coordinator, Sybill Navas at 970 376-2394 or specialeventsAv!j!gov. corn 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: TOV/CSE -6. Application for 2009 Funds f4 r" - Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, CSE funds will be distributed per the following f„ ??slaw ¦ 1/3 of the amount upon the signing of a c..L,.ct 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 complete 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 -7- Application for 2009 Funds Rocky Mountain Regional Event Budget vim: co . ..... Coats (A alb' 20? Costs 2t WcW_= . Teams_;` _ 300 345 Envy Fee " "_ S 202.50 $ 202.50 NurrdreGOt Q 46 50 EMry'Fees` S 56,471.00 S 69,862.50 Loral:$,.. ,.. ,; lp 581165:`: • S 30,000.00 Vail $ 50,000.00 Vail 2,075.00 $ 2500.00 To?:Rs+resugi. $ : '... 88,546.00 122,362:50,, Pald Media. ACK O[herAdtieR156i8:•' 1,000.00 m.? $?ie FOmi'PMting_? $ 1,200.00 $ 1,500.00 C < . MarketMg` S 8,000.00 $ 8,000.00 local Event Mai'mit the atlo(?; i S 4,000.00 $ 4,000.00 Other <.. ?' . $ - $ 1,000.00 M.. 1.238.76 S 2.000.00 ToZS111iItIoeF? 6q?rme.. ` ' ?? .. •; ;. $•; . , 14.438.76 .'... .... . S :. `_ ,17.500.00; Shipptrig . _ $ 134.65 $ 150.00 T-Shirt S 8,447.04 $ 9,714.00 Aie2tds:. ' S `: 7,068.00 $ 91000.00 . EveritT?1,- 2,220.00 $ 21500.00 Re , = j S 6,651.00 $ 9,660.00 $ 1,000.00 $ 11000.00 R rst Aitl S 1,000.00 $ 1,000.00 Fad6tesRent ' -,;A $ 5,305.00 $ 5,000.00 " `.. iTiolle4s $ Tr 1 i $ 2,100.00 $ 2,300.00 0 85 1 1,100.00 $ 11000. 0 OunigM>'Sectulty R: $ 600.00 S 600.00 Socift OolfCarEs. S - s - Piagea grsvrenee $ 1,800.00 $ 2,415.00 sva.< M:TOUary E :. $ 1,284.00 s 3,000.00 6,000.00 S 8,000.00 Roaddew>' ^ r, S 1,600.00 S 1,600.00 . Ten$1let>otr: 1,600.00 $ 1,600.00 Road.Creiei;TrBVeI and lod?ing' :.. • ; ': .• ., S 2,925.44 $ 3,000.00 , t4ea1'Eshtsi S 3,500.00 $ 4,000.00 Auto"= " S 169.07 $ 600.00 Meals $ % 854.00 S 1,200.00 =.i $ EOBtBfeB Ling.' 3,933.00 S 4,400.00 Referee-Meals.:.? . $ 354.06 $ 450.00 too/VYatler,'::. - $ 512.23 $ 500.00 Fuel foaC...?u:..y`='- 75.00 $ 90.00 TOW'? am Eon 881011 ..,-> • , = • : „: S ,. .._:. :.., 60,232::49-'_:.. - .. :.. _5. ,: - _ 72:779.00. . LOce1 Salest ...,~ S 4,500.00 S 7,500.00 ; TOM SwIl ea:5il cimm TatalCCGS'. - S O? J A9.:., .... _.. - S 8,500.00 S 10,500.00 TOM OwadmW •._. _.,:_5.:-_ ___... _.:_8.5 00'_'; ,: ':.._.:';`:$_::-'= i0.50000`i ToffiE 87.67125__ S 108.279.00` NetROfR `... S : • „ _874.75 _ :' "S' 14:083:50, Money reBNested ba * trrto .. edty Facifies Rent $ 5,305.00 Portable Toilets $ 2,100.00 Trash $ 11100.00 Misc. Tourney G.,...., $ 3,369.07 (security,first aid, gas, local labor, . Meals $ 854.00 Staff lodging $ 2,925.44 l-::. _. lodging $ 3,933.00 Referee Meals $ 354.00 Ice/Water $ 512.23 G_...:. e.... Fuel $ 75.00 Tote) From: "Dan Cramer" <dcramer@experienceBEST.com> ;:To: "Special Events" <specialevents@vailgov.com> Date: Monday - October 6, 2008 3:24 PM Subject: RE: Vail Budget Proposal and Presentation Sybill I think Vail and one other regional are the only regional events we have that do not provide us a free site. We are currently working with the other regional to include the site costs. Ft Collins has made us an offer but they are not honestly a destination site. They can give us plenty of soccer fields but we recognize people enjoy coming to Vail for more than just soccer. We told Ft Collins we have had a 10 plus year relationship v 0th you but they still submitted a bid.. I do believe we impact Vail's economy by +/- 1 million dollars andwe are asking for 5% to help us maintain/grow the business we currently bring to Vail. We are not any different than any other business that needs to invest in its product to make sure we continue to thrive. If we don't invest in the future the opposite will happen and that is not an option. So any relief you can give us would be greatly appreciated. We are entering our 20th year of the 1Gck It tour. We have enjoyed our association with Vail and we look forward to continuing our relationship. Best, Dan Daniel Cramer Executive Vice President BEST Blue Entertainment Sports.Television CEO / Experiential Properties (303) 948=7108 ext..38 (303) 948-7251 fax dcramer@expedenceBEST.com www.expenenceBEST.com Jwww.BESTsocial.net www.kickit3v3.com J www.hoopitup.com (www:4on4football.com 10497 W Centennial Road Littleton, CO 80127 -----Original Message----- From: Special Events [mailto:specialevents@vailgov.oom] Sent: Monday, October 06, 2008 1:06 PM To: Dan Cramer Subject. RE: Vail Budget Proposal and Presentation Hi Dan- Thanks for the speedy reply. Do other communities Cover these costs for you? Unfortw.aLcly, the Vail Recreation District is a separate entity and taxing authority from the Town of Vail. Although the fields are owned by the Town, the VRD has the lease to maintain and operate them. I am-not sure how much negotiating ability we have- but will do a lime homework. The community always loves to have this event held here, and we hope to continue our relationship well into the future. Sybill Sybill Navas Coordinator, Commission on Special Events 75 S. Frontage Rd. Vail, CO 81657 P: 970 477 0230 F: 970 479-2157 >>> "Dan Cramer" <dcramer@experienceBEST.com> 10/06/08 11:05 AM >>> Hi Sybill. Hilary is traveling. We are requesting $50,000 again. We really need to figure out how to get the site fees and related costs waved. The dates are set for July 31st/August 1/August 2. One of the things which really helps room nights is the last couple of years we have started the tournament on Friday. We plan to. do that again this year. Thanks for your help. Have a good week and let us know if you need anything else. Best, Dan Daniel Cramer Executive Vice President BEST Blue Entertainment Sports Television CEO / Experiential Properties (303) 948-7108 ext. 38 (303) 948-7251 fax dcramer@experienceBEST.com www.experienceBEST.com jwww.BESTsocial.net www.kicWv3.comi www.hoopitup.com jwww.4on4football.com 10497 W Centennial Road Littleton, CO 80127 3w3 2009 Event Funding Application & 2008 Event Summary • Attendees; • Team Count 300 • Event Participants 1800 • Event Spectators 6.300 • Estimated Total Event Attendance 8100 Demographics • Male 58% • Female • Ages 6-10 34% • Ages 11-14 • Ages 15-18 14% • Ages 19+ 13% i t, o % cal Teams <1 81% TPa1"ns n State Teams 4,g0/o t of state ht jodOng a u ed oVern- ?g 99% of teams Us Ni. AMIN ?- 1?11 K,I • Arizona 1% Phoenix • California 1% Upland 4 • Iowa 1% Council Bluffs • Kansas 2% Overland Park, Salina, Stilwell, Topeka • Missouri 1% Holt, Kansas City • Nebraska 1% Gretna, Scottsbluff • New Mexico 4% Albuquerque, Clovis, Rio Rancho • Oklahoma 3% Broken Arrow, Morrison, Ponca City, Stillwater • Texas 4% Amarillo, Borger, El Paso, Garland, The Colony • Utah 2% Cedar Hills, Huntsville, Lindon, Sandy, Vernal • Wyoming 1% Lander, Gillette BEST (Blue Eauitv Snorts Television) Brines Event Experience! BEST is the Grassroots events company generating national sports tours in Soccer, Basketball and Football. With a core management team that has produced 1,800+ events since 1990, BEST brings experience and expertise to every event we manage and produce. What is the Kick It 3v3 National Soccer Tour? The Kick It 30 National Soccer Tour is a series of outdoor, small-sided soccer tournaments for male, female and coed teams of all abilities, ages five through adult. Participants Love the Kick It 3v3 Soccer Concept! Players love our version of soccer because it is offensive minded, rewarding individual skill as well as teamwork. Parents and spectators love the Kick It 3v3 National Soccer Tour for its excitement and high scoring games. Our event is a festival atn-iosphere for the whole family! The National Tour! Each local event is a qualifier for the 2008 regionals which, in turn, are qualifiers for the World Championships taking place in at Disney's Wide World of Sports Complex© in Orlando, FL. Kic( t 30 Vationa Tour 2009 Local Events: 2009 Regional Events: 2009 Tour Players: 2009 Tour Spectators: 55% 45% 50 10 60,000 300,000 45% 11-14 Male 15-18 37% Female Ow d, 19+ 10% 6-10 Player Gender Player Age Tournament Participants Soccer Parents (Decision Maker-MOM111 • Soccer is the Most Popular Youth Soccer Moms are Affluent Decisions Sport in the U.S. Makers: - More kids participate in soccer than any - 67% have annual incomes greater than other youth sport. $60,000. - There are a projected 17.6 Million - 43°x6 have annual incomes greater than Americans over the age of six who have $80,000. played soccer at least once. Soccer Moms are loyal, active and • Soccer is a Youth-Oriented Sport: on-the-go. - 85% of US Soccer participants are 14 years - 79% drive players to and from soccer event or younger (Median age is 11.5). - 96% attend at least one game or practice. - 55/45 Male to Female Ratio. . - 88% are married. • Soccer Players are Active! - 59% have college degrees. - 72% of soccer participants play other - 84% attend most or all of their kid's soccer sports. practices and games. • Soccer Players are Connected! - 80% have volunteered for local civic - 95% have internet access. groups or community projects. - 55% have their own cell phone. Soccer Parents are "Plugged In" - 96% have internet access - 90% own a cell phone BEST will manaee everythin - Management of all event operations (Set-up, Event implementation and Breakdown). - Design and Print Registration Forms (15,000 to be passed out at local qualifiers). - Assist local, regional and national partners with sponsorship activation. - Design and provide T-shirts (each player) and awards (1St, 2nd and 3rd). - Update and maintain website. - Toll free telephone number for participants. - Coordinate and schedule referees. Manage pre-event grassroots marketing campaign to local events including the following: • Direct Mail • Email blasts 9 Telemarketing primary Contacts Hilary VanDuzer-ext3 Regional Event Director HVanDuzer@experienc Susan Kruizinga Tour Manager - Kick It SKruizi nga experience Dan Cramer - ext 38 President & CEO DCramer@ experienceB ML Detailed Budeet, includine all anticipated expenses and revenues.. See attachedbudget for.2009 ,Event., Marketine clan for each event Grassroots Marketing of projected' 50 local'events promoting :regional and ,national events to include but not limited to: telemarketing; emails, mailers, flyers and. newsletters., - All regional events promoted to all teams nationwide. - Kickit3v3.com website.w.ith online registration. • Brief description of potential benefits.to, the Town of Vail, :including an estimated of incremental room nights and increased wendinuenerated.,. 345 ;projected 2009 teams (Average party approximately 20 guests=5 rooms).; 5 'rooms @ $100/room with 2 nights stay: • 345 teams,* 5!rooms/night * 100 dollars;per room *2 nights stay $345,000 estimated hhotel revenue. - Meal's/food/entertainment ($35/person/day = 8,100total attendance*'$:35*3 days= $850,500 Total Estimated, Saendine =$1„195,500 Town of Vail: COAEMSSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: 37" Annual Vail "King of the Mountain" Open ? PROPOSED DATE(S): June 12-14,2009 ? AMOUNT OF CASH FUNDING REQUES i m): $10,000.00 • PRODUCING EN t i i Y: King of the Mountain Volleyball President or Executive Director's Name: Leon Fell Name and Title of Person Completing the Application: Leon Fell/Producer Address: Box 2676 Avon, Colorado 81620 Telephone: _970 /_948-0395 Cell: /-Same FAX: / n/a WEBSITE: www.kinp-oflhemountainvoflevball.com E-Mail Address: leonfell(a_?xofnet Organization's tax status: For Profit _X_ Non-Profit* Not-for-Profit* Non-Profit (501 C-3), or Not-for-Profit (501 C-6) .,.6w izations, please attach ci...,,ut State Depw 6..ent of Revenue Certificate with this application. Tax payer ID# 513-54-4566 o Does the Event benefit a charity? Yes No _X o If yes, please name the beneficiary: Mission Statement: To Produce A National Level Event with the express purpose of helping to bring visitors to Vail during the spring "shoulder season" - specifically, over Father's Day Weekend Number of years your organization has been in business: _8 • Brief Description of the Event: Beach doubles volleyball tournament. • Describe where event will be located within the Town of Vail: Vail Athletic Field, on Vail Valley Drive, and Ford Park. ® 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 fig,... the CSE: Funds will.go into the general operating budget; primarily to help fund athletic field rental, marketing /promotions, and insurance. • 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, TOV/CSE -4- Application for 2009 Funds materials and equipment unless such services are specifically exempted and aF,,..ved as part of the Special Event Permit. Traffic control at beginning of each Tourney day, during regibLatl on/check-in, on Vail Valley Drive. Have worked well with Code Enforcement in past years. • Is this a: Existing event X Number of years in existence 37 Location(s) of event in previous years: Vail Athletic Field and Ford Park (at Golden Peak base many years ago, as well). • Number of participants (athletes, artists, exhibitors, etc.) anticipated 700 Number of volunteers needed 10-12 Number of event staff 8 Total Number of spectators anticipated 2,500 Local 5 % In-,lalc (non-local)_50 % Out of State 45 % • Should the CSE decide not to support this event, will it still occur? Yes No - X • What % of the total event budget is the CSE being asked to fund? 28% • What is the $ amount of sponsorships f.... alternative sources reflected in the event budget: $25,750.00 • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 44% • If possible, would you intend to host the event in Vail beyond 2009? Yes-X- No If yes, for how many years beyond 2008? Many, Many More! • Do you anticipate requesting funding 1"... 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? 20% REQUIRED ATTAt-my ENTS: ? Detailed event budget, including all anticipated revenues and expenses: Attached. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure: Marketing of said Event shall include print (National sport Jr:,..Yfic publications through press releases and updated stories; regional and local newspapers and V...Js releases); television (locally oriented); radio (regional outlets and easy drive areas); and internet services, calendars, links, etc. As well, Producers send out direct mail pieces as well as follow-up and "update" information via e- TOV/CSE -5- Application for 2009 Funds mail "blasts". Participating lodges also overlap the Event's marketing with their own e-mail "blasts" promoting their specific r..,t.erties for that particular weekend. ? Previous year's event evaluation, including income and expense statement (if existing event): Attached. ? Past or projected demographics of event attendees and spending: Participants range in age fi. ". 12 years of age to 50+, depending i.Y.... their division of play, with the t;,. majority being athletically inclined 30-somethings. Fully one-third of the participants are family oriented with junior players competing in the USA Junior Beach Volleyball TourNail Open and their parents, et al, participating in either co-ed, single sex, or Father/Son and Father/Daughter Events. The bulk of the participants tend to be of middle-income-to-upper-income and are fast making this Event a three day weekend for themselves - eating out and a little sh.,,,:ng. ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,.?;,,..ental room nights and increased spending generated: #1 benefit to Town of Vail is the .,.won of visitors during the one of the last weekends of the Spring "shoulder" season with many competitors staying for the weekend. Over the past eight years, Producer's have found that more, and more, of the family oriented competitors are making a full Father's Day Weekend around the Event. ? What return on investment should the Town of Vail expect? In taxes alone, the Town of Vail more than makes up for its dollars invested. ? Organization rosters naming: ¦ All officers and respective positions: Leon Fell/Producer The CSE a1,y,Qciates the inclusion of any additional suyr.,.t materials, such as videotapes, pro&.a...s, news articles and other printed materials. PLEASE SUBMIT 12 COr mS (at least one formatted so as to be easily copied, i.e. unbound, 8 % x 11 size) OF THE COMPLP, i j&" APPLICATION AND REQUIRED ATTAt-mvIENTS 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(a vailgov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: TOV/CSE -6- Application for 2009 Funds Funding in the amount of was arr...ved by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator Signature: Applicant Unless otherwise spec? ed in the c....ly? (:SE funds will be distributed per the following formula: a 1/3 of the amount upon the signing of a cuiiuact stipulating the terms of the CSE's fimding allocation. a 1 /3 of the amount upon receipt of an invoice fi.,... the event producer following the timely submittal of a complete 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 fi.... the event producer following the completion of the event and final c.,...t,liance with all the stipulations of the Special Event Permit. TOV/CSE -7- Application for 2009 Funds "? ANNUAL VAtL ? BE/1(?l V()Lt,EYt?.ALt. '!'[]lJIiNA,. .,, :..u.. 1UNG OF THE MOUNTAIN OPEN Father's Day Wedcmd . Vaff Athlafic Fidel 2009 EVENT Budeet! INCOME: Sponsorships & Donations: Town of Vail: $10,000.00 Corporate Sponsors: 10,000.00 Team Registration Fees: 21.000.00 Total Income: $41.000.00 EXPENSES: Cost of Sponsorship Sales: $ 4,000.00 (commissions) Administrative Salaries: 10,000.00 (producer/executive assistant/production assistant) Marketing/Promotions: 4,000.00 (advertising/posters/artwork/direct mail, etc.) Office Expenses: 2,400.00 (rent!utilities/phone/supplies/internet service, etc.) Licenses/Fees: 5,000.00 (event insurance/permits/field rental/corporate fees/taxes, etc.) Production Expenses: 2,500.00 (port-a-potties/truck rental/trash removal/supplies/miscellaneous, etc.) Production Crew: 5,500.00 (registrar/crew chief/tournament director/photographer) U.S. Open Summit Conference of Producers 200,00 Production Equipment Storage: 558.03 Prize Money: 5.000.00 Total. Expenses: $39.158.03 ANNUAL VA11L r I3EA©1 VOLLEYd * * lr434JltNAI _:..,. KING OF THE MOUNTAIN OPEN Father's Day W d. - l • Vail Athletic Fidel 2008 EVENT PROFIT & LOSS STATEMENT INCOME: Sponsorships & Donations: Town of Vail: $ 7,880.00 Corporate Sponsors: 9,739.26 Team Registration Fees: 17.125.67 Total Income: 534.744.93 EXPENSES: Cost of Sponsorship Sales: $ 3,276.00 (commissions) Administrative Salaries: 8,006.12 (producer/executive assistant/production assistant) Marketing/Promotions: 3,887.07 (advertising/posters/artwork/direct mail, etc.) Office Expenses: 1,049.64 (rent/utilities/phone/suppliesrnternet service, etc.) Licenses/Fees: 5,668.00 (event insurance/permits/field rental/corporate fees/taxes, etc.) Production Expenses: 2,368.14 (port-a-potties/truck rental/trash removal/supplies/miscellaneous, etc.) Production Crew: 5,729.00 (registrar/... moo chiefltournament director/photographer) Capital Expenditures (new tents): 215.00 U.S. Open Summit Conference of Producers 11451 Production Equipment Storage: 558.03 Prize Money: 4.000.00 Total Exnenses: 534871.51 PROFIT/LOSS W) _ (5 -126.58) Town of Vail: Event Review Committee: Event, Report Card (aka The ERC-ERC) Our Values: l oooanmbft-Regece 1, /'?' Name of Event: 1-r-24, eve -1-k- 1 lh" 1,'L' 'Dael: 3 J /S /0 / Event Producer: Ge 4D?/ ?° tt j^ CD(Community Development) FD(FireDept) PD(Police Dept) PW(Pnblk'Works) 8tx(Saka Tax) TC(Uwn Clerk) CSE(Speeial Events derdinator) TOV MGR (EeonomkDevelopment or TOV.:lanager Representative) Answer Yes or No: if no. okaae exDlaiu below. CD PD . _ PD PW STk ? ? ??TC , CS O V MGR The permit was submitted`.ou time and the information provided?was ?""'" ? - f ':f A thorough. Issues'that were identified during the permit review process were addressed in a positive and timely manner. S y C'5 itt.e,ot/ luteg*: The review process weslair? open-minded and honest and all parties participated in a!positive meaner wititVastand respset.. y e-5 ov, The event!producer and the TOYstelf cagabwwted todnsurethe i ?a iAA A4 evenes ancem,mbile muting the!impects.to daily operations of the ,y_ No t" r` Town and neighboring businesses and residents. ?/`es ?{ t nl?• `? Event set-n :was efficient, . wA,, „ -A1 oi;the impact to 0eigbtiors, and 'y' (^ in compliance withAhe permit. _ (?' ?? No UCS Vh wwu ''A'O ? " t e S lN?ll'0 Duf &i The venue was vaeatetIn a timely manner and left In appropriate . cl"' S (,t.W?fh tit. condition. J44 At-JUALi AaasuatabUIV: All permit requirements were met: ?' ?c? S ?ps No . GS Y. 7 w The event was well receivedby the community. and provided an experience, that met the expectations otvail'e,guest% resWents and businesses. N y COM ERNTS and SPECIFICS: Use back of pa`e it necessary. Community Developmeatd' Fire Departmental wotATdD P^V4u"16' A&P4Cwb'"Ir Oa Ya:f- VALLPY bp.. B'WIW" JI*W. PolkeDepartment: stout %r6 jrrjt M&3 ro G*f& vLAISfAP '1't?:6 1Vt41`'p ve Fnit-Aa I mor P44-it+, Public Works: Sales Tom TOV Management: Overall:) Town Ck&. ` .Y16 .A/r>?U O wry 7 r cr- ` l ' 6 s Wi ?('J<l hQ 1. t > CBE: -Pe!'w?' ? ?vi? lo?chcd ??? lrueaw}a(?? g„jow.?{i-d-t, (ViS(,??,,c.a.. IcCK„? U?re,(,rS ?X c. :? d • C ss ?•?. c la f G . - s Town o V a. Eves CQ m ?a ?? t irk Ca d Th?a EAC- C oarm6w. Or W-01 ? MWN& a l?e??tti,?/.?? ??d??.?. ?,Q a ? Du?s?s / /?.Z '' ?/l J`f traK r...? a?r???.???f',? . l.?/5 - Pd 4 LBO d BY I1D?l+? me e?P N CMPtet 4" . o ? ?mse s?arNa asr 1?s>s U ue. eoe?. 'Y'om ?Yd: . TU pwok .o ®ubadt4d m thud the ... '•?s rat .???- rr l? ptssw? Cosa ri ?.-, a.4 )Q c- l ¢s% J T /0 o?r , t i iaaa tb .wee+®bies the ??? Sw r? ?C f' ??t p q J PUM won Rd&Vow is a podemAd #in* ?' ,i' d mssr. ink 'FdY `G 1 I 7che ra ? i?r, S' l a- '?-.-i?? I')'! *) -t- t b lwnd gad w>3 WO 1st osst ? a geddve to / ,? S ?V I n? n A/' 1 ?' ?£ 1- F ?? v' , ? /? i' _._._ sat ?y?. ? ?e Tt1T s+lstl'?st io u ? ? .? ¢ e .?? s<f? ? ; ?-r ?'?. 7 a- J ? , (? • D ' 1 ? tam minefto efftelswaantd mdobmft ll __ .... _ . h? SSr l / S ?r Coe ? ret`vp rm, re1[? hapaet to _ . _ _ ? S? ? a , ?' . o sad in s ? boavuh Im peca?i1. , ? The vean wav ed Ism d sub Debit is 1 r / spy ?ooedble?. S_ /'-.1rd _ G CL +?c?c sspwo8-M ! AN pmt sregs+dr mwft vw an & 00 M ! S ? 6•t?l lj?,cfc ? C00?? ?._ re.?.?L'i'.C ? ??'?, (?. 66 o pmvlded p8 OMWIN a *dud ft eat of s '` S v Gt/ ??-! . o Vin's . >a?ea? stall bsssda?ct y.?.....r,_. _ ? _, - ?w Y tmountain g3meS-VAIL VAIL COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Teva Mountain Games at Vail ? PROPOSED DATE(S): June 4 - 7, 2009 ? AMOUNT OF CASH FUNDING REQUESTED: $160,000 ($110k for TMG. $50k for IFSC World CuD) • PRODUCING EN t t Y: -Untraditional Marketing. Inc President or Executive Director's Name: Joel Heath Name and Title of Person Completing the Application: Joe Blair. VP of Operations Address: PO Box 1430. Vail. CO.. 81658 Telephone: 970-926-4799 Cell : 970-331-7597 FAX: 970-926-4779 WEBSITE: www.tevam6untainLrames.com E-Mail Address: blair(d),untraditional.com Organi2ation's tax status: For Profit XX Non-Profit* Not-for-Profit* Non-Profit (501 C-3), or Not-for-Profit (50.1 C-6) organizations, please attach current . State Department of Revenue Certificate with this-application. Tax payer ID# 84-1.65.7988 o Does the Event benefit a charity? Yes . XX No o If yes, please name the beneficiary: -Charitable Fundraisers will take place throushout the event for different charities. Mission Statement: The _Teva 'Mountain Games are the. premier outdoor adventure event in the world.- Dositionina Vail as the ultimate mountain Dlavground. Number of years your organization has been in business: - 7 • Brief Description of the Event: The Teva Mountain Game is a_celebration._ of Athletes. Art. Music and Mountains.. The Games will feature comDetitive_events -in_kayakins. raftins. mountain bikins..road biking- fishing, trail running. and climbine. The Games-will also focus on the cultural amects -of mountain lifestyle by exuandina the focus on the family clinics area which will teach euest proper techn aues in climbine. kavaking, road and mountain biking: TOWSE - 1 - Application for 2008 Funds w 'Y • 'Please describe briefly how you will use the funds that you are requesting from the CSE: o Keening the event within Vail has been beneficial to the Town of Vail and event Producers. To have an event of this maenitude in such a unique venue takes a Qreat. deal of infrastructure to ensure its success. The base allocation will be utilized . to provide infrastructure needed to convert Vail into the ultimate mountain adventure. olavsround attracting the ton athletes .and entertainers in the country.. Funds will also-be--utilized to fine-tune Drogams m> .,..d.v: offered, sustain a safe and user friendly environment in .Vail. and increase the duality of broduction of the event. • Will additional.in-kind services be required from the Town of Vail? Yes XX 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 snecifically exQpllv?ed.and approved as _ part of the Special Events Permit. .Please find the in-kind reauest below.. • Is this a: New event Existing event _ XX Number of years in existence 7 Location(s) of event in previous years: _ Vail Village and Homestake Creek • Number of participants (athletes, artists, exhibitors, etc.) anticipated 2.100 Number of volunteers needed 50 Number of event staff 50 Total Number of spectators anticipated 36.000. Local . 29 % In-state (non-local)- 41 % Out of State 30 % • 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. 18% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: $705;000 • What % of the total event budget do you expect the event 'itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 12% • If possible, would you intend to host the event in Val-beyond 2009? Yes XX No If yes, for how many years beyond 2009? Many • Do you anticipate requesting funding from the CSE next year? Yes _XX 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? 12% TOV/CSE -2- Application for 2008 Funds REQUIRED ATTACHMENTS (incomplete applications will not be considered): ? Detailed event budget, including all anticipated revenues and expenses. A 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 in.,. Q?.,,ental room nights and increased spending generated. ? What return on invQOLuent should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions The CSE ay1,,,,rciates.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, i.e. unbound, 8 % x 1i -size) OF i tm COMPLETED APPLICATION AND REQUIRED ATTACEN[ENTS TO: Vail. Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions-call Sybill Navas at 970 376-2394. EVENT NAME: Teva Mountain Games at Vail PROPOSED DATES: June 4 - 7, 2009 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 c.,.,LLact, 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 verification of the placement of the first advertising ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -3- Application for 2008 Funds tmountain gameS-VA1L 2009 Town of Vail C'omninission on Special Events Application "Required Attachments** ? Marketing Plan .. . To follow the success of the 2008 Mountain Games, event producers will conduct an extensive marketing campaign inclusive of television, nationally published magazines, newspaper, radio and the internet. o TV ¦ We will produce and syndicate a one hour show on one of the major four networks (ABS, CBS, NBS, Fox). . • Anticipating over 110 million cumulative available households ¦ . We will continue our relationship with Comcast in the Front Range -markets of Denver Central, Jefferson County; Denver. Southeast, Denver Southwest and Boulder o National Print Outside Magazine •. Outside Magazine is coming back to the Mountain Games for the third year. Mountain Games creative will be placed, into no less then six magazines (national circulation of 650,000). In addition, Outside will provide editorial support leading up to and following the event. In 2008, Outside provided extensive coverage: Teva Secured Media Buy - l million circulation guaranteed • Example of 2008 media: National Geographic Adventure, National. Sports Network, Mountain Gazette, and other regional publications ¦ Vertical Media Partners - Full-page ads • Climbing Magazine - circulation of 40,490 • Urban Climber magazine - circulation of 30,000 • Canoe and Kayak Magazine- circulation of 70,000 • Adventure Sports Magazine circulation of 10,000 • Runners World - circulation of 20,100 • Running. Times- circulation of 103,500 - • Biking - Partner yet to be determined. • Southwest Fly f sherman -17,009 o Regional / Local ¦ Radio • Denver' Entercom, KBPI and Rockies Radio • Western Slope - NRC Broadcasting and KZYR TOV/CSE -4- Application for 2008 Funds ¦ Print • Another partner for the 2009 event is the Denver News Agency. Ten full page ads will be placed with them prior to the event. • Full page ads will be placed in sport specific publications across the country. Examples of publications are Windy City Sports, New England Sports and Competitor Southeast. • Full and half page ads will be placed in an extensive Western Slope campaign - Vail Daily, Vail Trail, Summit Daily, Aspen Times and Glenwood Post Street Marketing • Posters - will be distributed throughout Colorado and Utah o Mountain Games will hire recent college graduates to go to all shops that align with the games demographic. In these shops, they will hang up posters, educate the sales team about the event and keep them stocked on event and registration information. • Front Range Initiatives - Mountain Games will align with gyms throughout the Front Range to provide training packages and provide discounted registration fees. o Internet ¦ www.tevamountainaames.com - The Mountain Games site will be modified and. more interactive in 2009 with extensive live coverage, pre-event training tips and blogs. ¦ On-line advertising - we will continue to grow our exposure of the event with key in industry partners with banner ads. Partners include mountainbuzz.com, UrbanClimber.com, and checkpointZero.com. In addition, banner ads will be placed on sponsor web sites such as Teva com and Outside.com. ¦ Email Blast - Partners will send an email inviting those in their data base to attend the event. i.e. Teva.com, GNC.com, etc. ¦ Mountain Games database email blasts- Anticipating sending out ten informational emails to the Mountain Games database. o Public Relations ¦ An estimated ten journalist will attend the event to participate in a media familiarization trip ¦ PR efforts will include all vertical and national lifestyle publications and local and regional blitz ¦ Over 150 journalist requested media credentials in 2008 ? Previous event evaluation o See attached TOV/CSE -5- Application for 2008 Funds ? Event Demographic o See attached ? Event Budget o See attached ? Town of Vail's Return on Investment o See attached ?. 'd'own of Vail Benefits due to the Teva Mountain Games o Anticipating over 36;000+ people to attend the 2009 Games' o Increase on the over. $179,000 in sales tax generated from the 2008 event o Extensive national and regional media exposure o. To be associated with the largest outdoor adventure event in the country ? Untraditional Marketing, Inc. Officers o Joel Heath President / CEO / Dreamer o Joe Blair -VP of Operations o Trish Capello - New Business Development o Blair Krause -Marketing Manager Town of Vail Request for In-Kind Services. 2009 In-Kind Request: $9142 o Roundabout banners o . Placement of banners.in all four Vail roundabouts @ $500 each $2,000 o Hanging flags and removal on International Bridge o Two people,@ $35 per hour for two hours $140 o Bucker truck @ $75: per hour for two hours $150 o Bleacher pick up and return from Ford Park o Two trucks & lowboys @,$75 per hour for 4 hours $600 o Eight people @ $35 per hour for 32 hours (two hrs for each load in/load out day) $1,120 o Freeride equipment pick up and return o Two trucks & lowboys @ $75 per hour for 6 hours. $900 o Eight people @ $35 per hour for 40 hours (2.5 hours forJoad in and load out) $1,400 o Trash removal o Two people @ $30 per hour for 16 hours o Police extra duty o June 4t' - Two officer @ $42 per hour for 4 hours o June 5th - Two officers @ $42 per hour for 6 hours (12 total hrs) o. June 6t' - Three- officers @ $42 per hour for 6 hours (18 total hrs) o June 7t` - Three officers. @ $42 -per hour for 6 hours (18 total hrs) $480 $336 $504 $756 $756 TOV/CSE -6- Application for 2008 Funds i , 2008 Teva Mountain Games Event Evaluation Athlete Registrations: 20% growth in year to year athletes - accounting for 1,778 registrations" Select events sold out for the first time in Mountain Games' history Spectators: 35,000 estimated Total Marketing Impressions: 120 Million Total PR Circulation: 57 Million + PR coverage includes Snin Outside. US Weeklv. GO Italv. Event Marketer Financial News Canada and many more national and international outlets Television Syndication: 1 00 million + potential impressions 800/6 of US major households with TV's on NBC, CBS, ABC or FOX One hour Telemundo event special Secondary distribution on the Ski Channel, RushHD and Planet X TV Estimated viewership of 2008 syndication will exceed 1.5 million people -total registration changes against 2007 reflect changes in photography competition format 2008 _Marketing Summary Email Blast Impressions = 1,379,511 N ad Impressions = 371,204 Radio Value = $56,080 National Print Ads Combined Audience = 20 million Print Value = $532,340 f Regional Print Combined Audience = 8.3 million 1 l Print Value = $92,240 1 Outside Magazine. June 2008 Four color process. Full Page Through the Years M MOON. Television Summary National Syndication 80% of US households with TV's on NBC, CBS, ABC or FOX Telemundo One hour re-cut special with Telemundo hosts during October, undisclosed re-airing's in 2008-no commercial inventory with this The .Ski CtaDjW Video-on-demand model. Teva Mountain Games available October with lead-in's RushHD One-hour high definition cut which goes further in-depth than the syndication art. Frequent re-airing's throughout 2008. 2007 broadcast re-aired 50 times Planet X TV Mountain Games vignettes within its one hour v,, tj-rn. Syndication throughout US secondary markets KVBA TVS an RAN network station Re-airing's of national syndication cut throughout 2008 Total 2008 PR Value No. `Est?IxtatkAd?#Iooa?iex , I U2 e' 1 , s $46 25000 r+a ?Attt ??od1aE ? _%d 1ta6?e $10;00x:00 2oaF>:C?tr?e?Ea.}? s,? 4 k 4 ++ 311,239 2008 Research Highlights Average Age: 31 years old' Average Spectator HHI: $94K (37% between $100k-200k; 15% over $200k) Trends for 2008: Research from the 2008 Mountain Games brought down the average age to 31 from 34.7. Along with this younger crowd, the spectator origin shifted to the national side of the spectrum from 21 % in 2007 to 27% in 2008. 2008 TOV Economic Ompac{t Estimated Vail visitors during the Teva Mountain Games 35,000 Percent visiting just for.the Teva Mountain Games 58% Estimated Teva Mountain Games driven attendance 20,300 Average number of days staying for the Mountain Games 2.2 Town of Vail direct revenues generated by the Mountain Games $4,485,407 Town of Vail Sales Tax at 4% $179,416 CSE support $93,575 TOV World Cup Funding $50,000 CSE ROI (Sales tax rev per $ of TOV support) $1.92 CSE -Town Wide ROI (Vail retail sales per $ of TOV support) $47.93 Total Town WIDE ROI (CSE + World Cup) $31:24 ECOnO IC OMPOICft 3 COarllaWe CmMhutlo'u Act A 53,300 ct Raven ue so Equlpllaint3SUpplles $123,000 $1,200 FOW 6Bewrape $17,500 $18,500 Nlerollantliae $325 58.000 Start Up Cass $10,000 $10,000 Advertisilp $82,700 $0 Television 2® 9 - TMG AwarOS3 prizes $101,400 $0 COMrsat Labor $122,800 $0 is $275. BU D GET Does 65L.. .. ,. .. .. 5325 so EnterlalnmmR $8,700 $0 Entry Fee $0 $71,000 Osar $1,800 $0 Insurance $20,880 SO Parrott. $4,818 $1,000 PC .... ,,.,...., $4,220 so postspe $1,400 $0 Sponsonslp 59,750 $877,000 Travel - $3,148 so volunteer $6.000 $o TOTAL $1138,185 $988.700 Net $50,535 4 From: "Joe Blair" <blair@untraditional.com> To: "'Special Events"' <specialevents@vailgov.com>, "'Kelli McDonald"' <KMcDonald@vailgov.com> Date: Wednesday - October 15, 2068 9:39 PM Subject: Teva Mountain Games funding request Sybill and Kelli, I would like to apologize for the confusion with the request for the . 2009 Teva Mountain Games and the IFSC World Cup. Since the two events take place under the "umbrella" of the Teva Mountain Games, I submitted one application for both events. I am now realizing this has made things confusing. Here is a quick recap ..two applications were submitted to the CSE for the 2008 events: 1) for the Teva Mountain Games requesting $110,000 ($93,575 allocated) and 2) for the IFSC World Cup requesting $50,000 ($50,000 allo..alcd). The $50,000 for the World Cup was earmarked by the Town Council to ensure the event was funded. As Aalcd on the application, the $50,000 was used to off-set the cost of hosting and "to provide the infrastructure needed to fulfill the requirements needed to host a World Cup event..additional sp-_,.lator viewing areas, fencing, facilities 'for the media, additional staff and crash pads to just name a few of the infrastructure needs." These funds were not used to purchase the wall. For the 2009 events, I submitted one application. On the application under the amount of cash funding requested, J submitted "$160,000 ($110k for TMG, $50k for IFSC World Cup". The funding being requr..*lad will be used to .".provide the infrastructure needed to convert Vail into the ultimate mountain adventure playground attracting the top athletes and entertainers in the country. Funds will also be utilized to fine tune programs currently. offered, sustain a safe and user friendly environment in Vail, and increase the quality of production of the event." To be more. specific, and to answer some of the questions you are receiving, funds will be used for.the following: - Teva Mountain Games o Television, fence, bathrooms, stages, awards, permits, insurance, marketing, contractor fees, and equipment for competitions - IFSC Bouldering World. Cup o Bid, anti-doping and route-setter fees, IFCS delegate - accommodations, media needs, cover for the wall, cranes to build wall, and judges You will see on the application that the total expense for the 2009 Teva Mountain Games including the World Cup is $936,165. Of that, $170,650 is for the World Cup. In total, the CSE funds being requ,=lcd will provide for 17°x6 of the events budget. I apologize again for the confusion and hope this answers your questions. If you need me to provide any additional information, please let me know. Joseph Blair Untraditional Marketing p:.970-926-4799 x.12 f-.970-926-4779 Mailing: PO Box 1430, Vail, CO., 81658 Shipping: 105 Edwards Village Blvd, Suite A 103, Edwards, CO., 81632 biair@untraditional.com www. untraditional.com if M ti ountain games•vAIL dSr fie, 2009 IFSC Bouldering World Cup - Budget Crane Fees for Boulder Wall maintance ' Cover for Wall ICC Calendar Fee Anti-dooinq Handholds Set-up .9anizer fee - USAC 9r anizer fee -1FSC International Forerunner Head Setter Additional Routesetting Setter Accomodations Judging IFSC Jury President Accomodations IFSC Delegate Accomodations Scorekeeper Emcee Shirts/lanyards/badges/printing (scorecards, etc) Supplies, ladder rentals, tools, etc Amenities for Competitors (water, etc) Scaffolding for stage AN eq. seating rental Dismantle Advertisinq Information Dissemination (mailings, booths, etc) Prize purse Crash Pads Insurance Miscellaneous Total CSE Funding (World Cup Only) Unit Unit cost Extended cost 1 $17,500 $17;500 1 $3,000 $3,000 1 $20,000 , $20,000 1 $2,500 $2,500 2 $850 -$1,700 500 $2 $750 4 1 $1,200 J .$4,800 1 1 $15,3001 $15,300_ 1] $1,0001 $1,000 _ 1 1 .$1.8001 $1,800 1 ( $1,8001.,, $1,800 4 $1.000 1 $4,000 2 $1.2501 $2,500 12 1 $3001 $3,600 5] $1751 $875 5 1 $175 $875 5 1 $300 $1,500 1 1 $2,0001 $2,000 1 $750 $750 1 1 $1,5001 $1,500 1 ( $6001 t600- I F_ $8501 $850 1 1 $4,7501 $4,750 2 1 $3.0001 $6,000 .2 $2,500 $5,000 3 ( $12,5001 $37,500 1 $1,200 $1,200 1 .. $15,0061 $15,000 1 .$3,500 1 $3;500 1 1 $4,5001 $41500 1 $_4,000_I_ $4,000 $170,650 $50,000 Tow i,1 of Vail: Event Review Committee: Event Report Cardlaka The ERC-]ERC Oar'Vek a:anhWri(v-CoUaboradon AcwmmwbWty-RL.,, Name of Event: C;?/oar Data: Event,Prodncer: L/?fGL=?i . CD(Community Development) FD(Fire Dept) PD(Poik:e Dept)• PW(Publle'Works) St:(Sales Tsz) TC(Town Ckrk) 'CSE(Spechd Events Coordinator) MGR (Economk.Develonment or TOV dasamer Representative) Answer Yes or No: if oo, please e=plainbelow. The permit was submitted on time and the Information provided was thorough. Issues that were Identified during the permit review process were addressed1a a positive and timely manner. 10108*.- The review processwas fair, open-minded and besot and all pardes pardeipated in a positive manner with trust and respect. Tke.eveat producer and the TOV staff ooflaboroted to insure the event's success, while mitigating the impacts to daily operations of the Town-snd neiabborlaa businesses and residents. Event se"Ip was dkkot,. w.?.:4kl of the impact to neighbors, and in compliance with the permlt.' The venuemas vacated in a timely manner and left inappropriate condition. Aa;oientobft: All permit requirements were mot, The event wasmell receivedty the commonky.andprovided an . euperlesce that met the expectations of Vell's,gaests, residents and businesses: COMMENTS and SPECIFICS: Use. back of page if necessary, Community Developments Fire Department: Police Department: Public Wortuf Sala Tai: Town Clerk: CSE: TOV Managements Overall: ?TOV CD tsD PD PW TC We TOV MOR QUxk Q (?D 1 ?' 05 f t C4 i ok, J S YFS VNZAAAD a' ovt ?cWA.1D $6 /hDLE y? YFs Ve, s QV", lid ?e -f uE5 4 YES yes y?.? 14 (A (-Ies Lis C5 `?@S Yes yes ju, ? ?{,_et of 'Iri `IFS W5 1 +? ?(0 ° ?a ?.. yes i. P0 • Es s . rJt? ve5 ? , a ?¢t Yt? yes ?? Y ,pot V'GS?, ?yl LAelt Ott 5ccuktI4 -.4r- catae4'W", Ti r4m iAMC- NAn'l"owl ?.#ett?T?r'3 AT came-Mr, ?"tue uSiNj, 10V-0" It1cc fa rsctike Ica r*? ?,? Q-(s' 4 ''_ frc bj ^164,e, Aft COs- . 4-v 4t 144-vim. w - •..?•r• Ato&E 94 &445 ?r l?iu a e.: h O -f per ! f/5G JUY &4,P-Aj A "-V opt VNAU J" I. (X??doz - Sa/? r G, ?,?ya_ - NOl? %.,,d..otJS?/i/ 1 - ci y., . 90 1. MCI iew Calm, Z*eat - _ -- - Tb of Va -- -- --? awe* Blow 2 l?,a,Wir?WII .. - 0 H VON ?. - , aw" I-A -, no., _ bv*&MWmd Y of ft? 417 a? ?. aaam va .vA. Town of Vail: COMMISSION ON,SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail Farmers' Market and Art Show ? PROPOSED DATE(S): June 21- September 21, 2009_Sundays 10:00 AM- 3:30- PM ? AMOUNT OF CASH FUNDING REQUESTED: $75.000 • PRODUCING EN i ri Y: -Meadow Drive Partnershin 17.,.wdent or Executive Director's Name: . Marc Le Varn Name and Title of Person Completing the Application: _Ansela Mueller Address: PO Box 1978 Vail, CO 81658 Telephone: _970_/_476-1281. Cell: 970 / 401-3320 FAX: 970 / 476-1281 - - - WEBSITE:= www.vailfarm.,L,,„,?arket.com E-Mail Address :mueller.a@comcast.net Organization's tax status: For Profit Non-Profit* Not-for-Profit* X_ Non-Profit (501 C-3), or Not-for-Profit (501 C-6) .,. 6anizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 74-3046250 o Does the Event benefit a charity? Yes No -X o If yes, please name the beneficiary: Mission Statement: Promote and enhance business on Meadow Drive Number of years'your organization has been in business: -seven (7) • Brief Description of the Event: The Vail Farmers' Market and Art Show is the largest event in Vail. The 2008 event had the parkins sarage full everv Sundav. The market is also the largest in Colorado- with 110 tents. musical entertainment:, and activities for children like the mechanical bull.. free balloons. caricatures. train rides and more: The market has created a sense of community in Vail, where locals can e and have lunch and purchase their produce and crafts and tourists can come and eniov the outdoors while the shop in Vail. • Describe where event will be located' within' the Town of Vail:. The Market will be located on Meadow Drive ftvuuu Vail Road to the Covered Bridee. • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: TOV/CSE -4- Application for 2009 Funds ? J • Please describe briefly how you will use the funds that you are requesting from the CSE: The reauested funds are, the-essential vart of the Market's 2009 budget. The funds allow us to advertise in the Front Range. Western Colorado, and eight mountain newsvavers and eleven radio stations. Vail is a tourist market and without the advertising, we would have a significant reduction in tourist visitors than in 2008; The advertising gives the Town of Vail more name recognition in Colorado; We have strived to use our funds to hely advertise the Town of Vail as a whole, while advertising the Market. We included Vail Events in our ads such as the-Summer Nights Free Concert, Vail Jazz at the Market, Vail Jazz at Vail Sauare, Vail Street Sale. Gourmet on Gore, Vail Jazz Party, Rotarv Duck Race, Oktoberfest and Colorado Grand Vintage Cars. We saw alot more of the Front Range traffic this year, based .on our survevs. We will use the funds fi:,11i CSE -and our sponsorships to ensure we do not run on a loss. We also had the market organizer retire after seven vears, who volunteered his time. We now will be Having someone to organize. the event, which we will need the funds for. • 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. Meadow Drive will need to be closed to buses and vehicle traffic. The in kind funding was reauested from TOV Council for traffic control. temporarv bus stov signs, varking signs; no- bike signs. cattle guards. trash and recvcling vickuv, electrical connections. etc. to run a large. successful market. • Is this a: New event Existing event X Number of years in existence 7 Location(s) of event in previous years: East Meadow Drive form Vail Road to the Covered Bridge • Number of participants (athletes, artists, exhibitors, etc.) anticipated 130 Number of volunteers needed 5 Number of event staff 7 Total Number of spectators anticipated 145,000 Local . 19 % In-state (non4ocal)_48 % Out of State 33 % Based on survey results we compiled • Should the CSE decide not to support this event, Will it still occur? Yes No X • What % of the total event budget is the CSE being asked to fund? 51% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: $15,000 • What% of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol,sales, etc.) 37% • If possible, would you intend to host the event in Vail beyond 2009? Yes-X_ No, TOV/CSE -5- Application for 2009 Funds r If yes, for how many years beyond 2008? Annuallv Do you anticipate requesting funding fl.,... the CSE next year? Yes X No Given that the CSE encourages the develoy.l.ent 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? 45% 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 ary.,,..ates 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, i.e. unbound, 8 % x 11 size) OF THE 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: TOV/CSE -6- Application for 2009 Funds Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, 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 fiv.., the event producer following the timely submittal of a complete 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 -7- Application for 2009 Funds Vail Farmers' Market and Art Show 2009 Marketing Plan The marketing plan will be to continue our advertising in newspapers The Vail Daily we will run 6 full page ads per week, The Summit Daily 2 full pages per week, La Tribuna 1 full page ad per week, Leadville Chronicle 1 full page ad per week, Glenwood Post one full page ad per week, the Aspen Times 1 full page ad per week, The Ft Collins Now 1/3 page ad per week, the Greeley Tribune 0 page ad per week; the Sky Hi Daily News 1 full page ad per week and the Grand Junction Daily News One full page ad per week.. Ads will be placed in Colorado AAA magazine and we plan as we did this year to run them with VLMD and VRD. The radio stations that we are utilizing are Mountain Radio: KZYR; KRYSTAL, KSKE, KQSE, KTUN, JACK FM,'KNFO, KCMV, KLNX-Radio Free Minturn. The Denver Radio stations are JACK FM and KCUV. Press releases will be sent to concierges, visitor info centers, newspapers, radio, etc to gain the free word of mouth and media exposure. Private newsletters (condos, real estate, etc.) have promoted the Market as an exciting event. in Vail. We worked this summer and will continue in 2009, advertising Vail: the Vail Summer Nights Concerts, Jazz at the Market, Jazz at Vail Square, Vail Street Sale, Gourmet on Gore, Vail Jazz Party, Rotary Duck Race, Oktoberfest and Colorado Grand Vintage Car events are all included in ads to promote Vail Adventures. We are working with some potential sponsors. Several sponsors have told us that they do not financially support Farmers' Markets. We have seen that with the sponsorships from the Vail Daily, if we were to pay for this we would be paying $200,000. They have done an amazing sponsorship for our Market. We will keep the town apprised of any corporate sponsors that may come through. Previous year's event evaluation, including in come and expense statement The 2008 Vail Farmers' Market ,& Art show surpassed the 2007 event, which was a huge success. The parking structure was full for 14 Sundays in a row from June 21 till September 14: The frontage road had cars to Gerald Ford Park. We have seen that even in light of the economic shift in the United States with our advertising we were busy every Sunday. The sales for June and July have shown us. that there was an increase of 16% from last year. The locals and business owners have said repeatedly this summer that they would not have people in town without the market. The locals say that they enjoy coming into Vail with their families. 'See the attached income and expense statement. Past or projected demographics of event attendees and spending: The surveys we did this summer showed us that the customer base was couples and families. When we spoke with the businesses they expressed that the market has made their summer. Every Sunday they have traffic in their stores. The Market also generates a significant number of visitors for every other Sunday event. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. The event brings in 8,000-10,000 visitors each Sunday. The F.....ary benefit that town receives is attracting new and additional guests that have an intent to return. The guests that are already here are provided with a full day of entertainment. The Market has seen a larger share of Colorado visitors, who are not going as far on vacation. They see the advertising and come to Vail and plan their return visit for another summer weekend or winter getaway. We have also seen more Vail residents and down valley locals spending their Sundays with us. They bring in their friends and families who have never been. The Vail Farmers' Market has become the summer defining event of the town. What return on investment should the Town of Vail expect? The return includes the increased sales tax paid by vendors and local businesses that are participating in the Market. We have found that the sales tax, as stated above has increased in June and July to 16% above 2007. The Market has become a reason to come to Vail. The visitors shop and eat both at the Market and in the Village. Sales and taxes are generated by many other local merchants and restaurants that benefit from the thousands of additional visitors in Vail every Sunday. This year we believe the Market has helped some of the Meadow Drive businesses stay in business. Organization rosters naming: President: Marc Levarn: Vail International Gallery Vice President: Steve Teaver: Manager La Tour Restaurant Treasurer: Jenn Bruno: Owner Due, Luca Bruno Secretary: Court Fable, Owner Wine Shop, Marketplace on Meadow Drive Sergeant at Arms: Marty Stewart: Owner, Sunland Silver Gallery Attached, Newspaper ads Plum Video, Radio script will be attached to presentation 2008/09. Vail Farmers' Market & Art Show 2008 2008 2009 Budget Actual Budget Revenue Vendor Fee $47,000.00 $54,700.00 $55,000.00 Sponsors $12,000.00 ` $1.11200.00 $15,000.00 CSE $80,000.00 $54,176.00 $75,000.00 Total $1391000.00 $120,076.00 $145,000.00 Expenses Services Supplies Advertising Entertainment Miscellaneous Total Profit Loss $38,000.00 $35,510.88 $40,000.00 $21,000.00 $171179.49 $17,000.00 $59,000.00 $611680.52 $60,000.00 $20,,000.00 .$18,050.00 $25,000.00- $1,000.00 $2,435.84 $3,000.00 $139,000.00 $134,-856.73 $145,000.00 $0.00 414,780.73 $0:00 ' r 'THE V/815 MIN,, AU& 944; DSSS U vWIdaIIy *m. - R 0, mpml G ?[ ? FQ) - e 3unday,'Aiig6s .31,2008. U. Alf.-'a Presented by, V DRI: Peachy Keen Mph ,?.? SEQ,. ts?e?e aac?e?& al Fresh Produce and a Lot of Art! ° 0 D? ? U.1Vl? o ° D' iIUC?SUJ?' ° D ° S0?°o? ODO o s ° f?°° Do DO restaurant ?<<° `e te.....,.:? law ni A r? 479758® Pote? Best 4. %p ?.° Formorminfomntidn 'as?i?,ifRt De invaa --I visit -W.Mm Providing Ir /T P ft ?PT Act9MM cn% 1 1 Progroms and Sports u 6r AU Agesi Create' 3 Courses Your for $39 Own Combo 970-471-2743 LargestFarmers' Market in Colorado Sundays from 10:00 am to 3:30 pm, Vail village 7? A- a. ID channel16 ? ' Diamond: Comcast 7mYNOFk , red f on Meadow Odw 'SAW www.vaiffarmer,smarketxom Platinum: Nail. .]?elaEaade6mllfargeu!' "?` "JZA ;? aulE L. ?. GLGa n Staufer Commeecial LLC 4f R29 I] 9mday.August31.2008. ONEVAIL DAILY 'U?3270:f948iiQSWU -.va&WIy:cnm l =? Nit an ? Presented by kmshw s? VS PWPr_a?irenl' -ft M-11 -ntatrimom-efiff WE - Tune in to Plum CURh UIRLY Everything you need to know ORCIURDF. INC. IZZYBELLE Gourmet Cnmek Cyraa about the Chwrin PeWJIM M,&:. ve-'Wm Idn WW Vail Valley, PUM PMM T^" vry,vn Dim nl*,ld, on tv and onNne ' ?" Ibro Oi0-3 6.7307 yavsse?JCVa l K'kW All me 4Celcome 1 16 WAMC ,:-.m -, ccirn 1MW 1 • ... ".: 1 fiMr J CC7 ARIL I,, :,••, ?? cmugrmm 479-6088 BY a VAIL. cOLORAOV •z • MAar.a„MAN • 6L MORE Meadow Dr. I I I I Vail The fine j.-Iry 16at every a c can afford Rr Lc?.?a,c-.; Etr,- WI In 470.421,-0135 I .`•? 9704764478 FtA+t Largest Fanners' Market in Colorado Sundays from 10:00 am to 3:30 pm, Vail Village channel el 16 Diamond: _ _ , K ccomcastMW-A on Meadow&ft 4 VTBAW e uOr><I. a uv. wwwmailfalmersmarketcom P/afinom. IVaill. .akcfafortabbankiayeaC wAn PTAZA Staufee Commercial LLC Clock Tower 0* 4 ffw Lettuce e6rtent4v.W yea./ r 1:rft*- r? MW ?r?on???. Art five Music aW Funl w aez tie. L^utGce 74?arlfr?01 HOT SUMMER NIGHTS FREE CONCEn v a'1 Ti w4mis June 17 - Aug 19 ROCHE* i cR PHILHARMONIC ORCHES rhA I June 27 - July 4 LACROSSE SHOOTOUT I June 28 - July 6. JAZZ @ THE MARK= i SUNDAYS I June 29 - Aug 24 PHILADELPHIA ORCHESTRA I July 6=14 NEW YORK PHILHARMONIC I July 18 - 25 VAIL INVITATIONAL SOCCER I July 2P - 28 VAIL INT'L DANCE FESTIVAL I July 27 -August 10 JAZZ 0 VAIL SQUARE -1 Thursdays July 31- Aug 2a KICK-IT 3V3 ROCKY MTN REGIONAL SOCCER I August 1- 3 :ROCKY MOUNTAIN ANTIQUE FESTIVAL I August 1- 3 VAIL An i a FESTIVAL I August 8 -10 VAIL STREET SALE I August 15 -17 COLO STAGE INrL PRO CYCLE CLASSIC I August 22 - 24 ?-: aw Sundays from 10:00 am to 3:30 pm On Meadow Drive, Vail Village Lamestltrmer'1i&r7Fet1n°CMorad0 • channel 16 Diamond: omcast TW A 1 } ,? ,51.YAC1S51MW. Platinum. ?/taV `HQT?"Z". , Stader Commercial UC SaWft*j Acne 7, 2008 J BW- Presented by l Deily THE VAIL DAILY r 970.949.0555 V vaNdally com on Meadow Drive A ea&AZ,v:*?t vaa,/ Fi?esfi Pr?odac? Hot Sopping, Aif 96694 Live Matte aid FuW? GOURMET ON GORE I August 29 - 31 VAIL JAZZ PARTY I Aug 29 - Sept 1 ROTARY DUCK RACE I Aug 31 OKTOBERFEST I Sept 5 - 7 & 12 -14 COLORADO GRAND VINTAGE CARS I Sept 19 - 20 Take Your Pick of Vail Adventures Largest Farmers' Market in Colorado Sundays from 10:00 am to 3:30 pm, Vail Village ?14 of VNl 1114 F C E Diamond: a MV.? Cc omcast WoFVAi ` tZ MEADOW DRIVE pam"MIM r** P/annum: ?Vaf ,..., Marflfft Presented by ll \7 lettuce MAN( ?G_ p_I`t Lam., myi?• VAIL PLAZA dflG W?WU6W OonR 9-° U tf T[ 1. Y C L U 8 Sm.fer Commercial LLC mu I bummtK Nim i b mtt uuNutm i b I I uesaays June 1/- Aug 19 JAZZ @THE MARKET I Sundays June 29 - Aug 24 JAZZ @ VAIL SQUARE I Thursdays July 31 - Aug 28 VAIL STREET SALE I August 15 -17 on Meadow Drive www.vailfarmersmarket.com r'1(tlT Presented by,\.D j Farmers' Market ArAdftow Clock Tower .,. ? :rr .I S?Q?r aalop pav W Fresh'Produce and Family &tertolnose?tf! Dille In to Plum M L i4l Everything you UARKBMILY need to know II11C11ARDS. INC. Gourmet Greek Gyros about the Cherries. Poaches, mr•e w, •ne..ed Vall Valley, Rur s, Peers, Tomatoes wq.,w.aar,Prmd on tvandonline ouat4yfruit forOW SAUCE 970-376-7307 ® 5 gerreratips Allure MGMWNma a 3oV4• 0 97 D464-6 065 , - ? as NA -? •. r 51 ad?r t 1 1 1 CHRISTMAS 479- BY 6088 MASKEDMAN o;i .Located Meadow D Vail M?Fi-j-lq0aa ....::::.:. ... .:_: 4 911047644711 arld ARTS, Largest FamiersI Market in Colorado 01 Sundays from 10:00 am to 3:30 pm, Vail Village ?FEs'??aa&Z1 SEP .-rpu(r' rjajass Qp AmMran 74r1e Providing Activities, Prog ems and Spo is for All Agesl 10 "1 Largest Farmers' Market in Colorado Sundays from 10:00 am to 3:30 pm, Vail Village atlla 1 cLa=e, I6 so -N, a Dlamondr channel 66 Zu 4r Diamond: ID Co mcast 9>>?NWYdd Comcast ?IW !r. am 19 on Meadow DH W on Meadow Drive C`rBANK VrILPLA2? wWV?ff ,,, ? , Platinum: i VAI?PLAZn• www.vaiffamtersmarketcom Platinum: Q%./Vail. tglf4krod?6affvrrpP ,?, ? lhd all lk ralaar? lay fl 4M Staufer Commercial LLC Staafer Commercial LLC achy Keen' afai'de &&tseewe Fresh Produce and a Lot of Art! 1 ?WOOd, restouronI f? 57, a _ A • Deli a- a.ra? 479-7580 w 0mae . ttllaO:luLaulr B`d Dee 1nVia -U47e4o/0 J70 173Ci411 mea4.• rasmy C ?np I 1 (I f l? u Create s? 3 3 Courses Your for $39 DVVrI Combo i 970-471-2743 Presented by 1?.D A!!HT, R THE 3uso iess-, TRIBUNE « THURSDAY, AUG. 21,2008 Q A5 StarTek to add 100 jobs to west Greeley site workerincrease 1 e 70APatx -- - which included $6.5 millions( la.eBni.hndband:agnutbem- and .._-, nsd suit des d e new 100, Thsas •. ...... h It is puraly4:llertt atlsfaetbRThe real chaeyreaihe nlewo._ uZETw pluenawrouputece' wM help company at('17b)5D5-427dv the pslrebwht9n,5RtIssCtkft u'vedone companyrepowedanetoper stanbk na. has some mcre sneetpwxan2u0Unt@, ii"agrea =h4are's another O0 POSItlona" atinglass of b79 m81ion_inehe =seal competition in the bandlebillingcalls AvasapdyanswM flel?rRSed a-1-i paetfewyeer.wimtnea"no. wa emana revuitl lg... .a .lu6G aala rS SferT49 a m Dionmvmara Ofatiterm31=lthe am and quartcrof2007. w.wich so [ba[itamounced' Igy _pp`? - s ley. 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Addltlonalllail Evoots HOISUMMERNIGHTSFREECONCERIS ROCKY MOUNTAIN ANTIQUE FESMAL Tuesdays June 17 • Aug 19 August 1- 3 JAIL aTHEMARKET 1 Softy9 June 29-Aug 24 . VAIL ARTS FESTIVAL I August 8-10 NEW YORKPHR.HARMONIC I July 18-25 VAIL STREET SALE I August 15 VA0.1NVITATIONAL SOCCER I July 26 GOURMff ON GORE I August 29 - 31 VAILINrLnANCEFESTNAL I Juw-Augustl0 VARJAZZ'FARTY I Aug29-Sept[ JAZZ 0 VAR SQUARE I Thursdays July 31 - Aug 28 RUM13UCK RACE I Aug S1- pq(-ffWFOCKYNRNRBMWSDMER OKTOBERFEST I Sept5-7&12-14 August 1-3 COLORADO GRAND VINTAGE CARS 1 Sept 19-20 For event d.:.uZ;4 and 04196.v, to to vail.com or call M-605.snao -- LODGINGFROM $99 per night LaMest Farmers' Market In Colarado r Sundays from 10:00 am to 3.30 pm, Vail Village D&MOnd: ylaann?el J peq Tw ?. e $? 4 ccomcast Platft n: ?tp-?/ 7mMemtmveriee ?j'/al' 11 p? wwwmaillarmemnarketcom Y f`i`chI*G' smntarcna -ialLLC Vibraphone master hits Vail Market I ValiDaily.com 9/27/08 11:15 AM Home Subscribe I Advardse I Piece an Ad I Aidthree I E-edtlon I RSS Feeds I Contact Us S 11 1! .1. Li by LL? mosea 6 r ' I Search Got News Sports f I Opinion UvbV Community Ot Photos + Videos VliriWW Guide I Jobs I I Autos I I Real Esiste I I a..;.:.: ; .,3 I I SPF IN Saturday 8 . 7rftr Home > > Vibraphone master hits Vail Market The jazz musician performs Sunday at the farmer's market Dally Staff Report Vail CO, Colorado Email Print Comment Recommend Send a Letter to the Editor 44 back Friday, August 8, 2008 VAIL, Colorado - Vibraphone master Rick Weingarten and his trio return to Vail Sunday to play the Vail Jazz Festival tent at the farmers' market on Meadow Drive. I I I "We Love playing Vail," Weingarten said. "We've been at the market for three years now and have done other gigs in the village, and the folks who cane out seem to really dig our sound." Their sound is very much defined by Weingarten's ENLARGE(D vibraphone. What is a vibraphone? "A vibraphone is similar to a xylophone but the notes you strike (bars) are made of metal and not wood," Weingarten said. "Inside of the resonating tubes are fans that vibrate, resulting in a vibrato sound." Pe, f., _ :ng with Weingarten, who covers vibes, vocals, and percussion, will be Scott Mattson on drums and Billy Ray Stephens on keyboards. The trio enjoys playing a wide range of jazz styles including the music of Benny Goodman, Kenny Barron, Wayne Shorter, Louis Armstrong, John Coltrane, and James Broom, as well as original compositions. The trio. ?, ...?..s three quarters of the Good Vibes Quartet, which since its inception in 1992 has played at The Westcliffe Jazz Festival, The Taste of Colorado and The Boulder Creek Festival. The group has also recorded two CDs, and has opened for The Maynard Ferguson Big Band and The Don Byron Group. The Vail Jazz Foundation presents blues, standards, vocals and straight ahead jazz to the Vail Fanners' Market from noon to 3:30 p.m. through Aug. 24. The Vail Jazz Foundation is a nonprofit m s-4-tion celebrating 14 years of providing jazz music and education programs in the Vail Valley. Other Jae at the Market events Aug. 17: Kathy Morrow Trio Aug. 24: Tony Gultda Trio Welcome, telehannah 0 tegera I noaorad n - I rb Paee LE3JI Event Calendar Submit an Event Sept: ,! .r 2008 ME) S I M T W i' T I F I S 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 I 30 1 2 3 4 5 6( 7 1 8 9 10 11 3 r-id fO Oy tt E Oemova[ic Nat w0 l a d GO,xn]'OI AmenCC 3MC AU MHZPC try OM M3 for A) POM. Jobs Autos Real Estate Ctaeslfleds Top Jobs: more Snowmass Resort Conoco: Mechanic... Crossroads Assisted Living: Multiple Positions... Nick s Quidc OR Lube: Front Desk... Service Master. Tech.. ABCD Soderberg: Plumbers ... Summit County Preschool: Teachers... ABCD Soderberg: Labor... Colorado Mountain News Media: Mac hlnisL.. http://www.validally.com/article/20080808/AE/212934282&parentproftle=search Page 1 of 2 ? ? _ ...,...,Q.. TIEY/AILDAILY II 70P94 '0555 `?'Wlik ilyCom t BOOK SIGNIN With .Mercury .7 Astronaut scoit CARPEN,jt,j6R . AT THE VAIL.DAILY 'i'. SUNDAY ONLY AT THE VAIL F'ARMER'S MARK:. f - 3A on Meadow Drive t Vail Farmers Market and Art Show Sundays, io a.m. -3:30 p.m., June 15 - September? For fresh produce, crafts and entertainment, head to Colorado's biggest farmers market. This weekly festival offers something for the whole family, including live music, mechanical bull rides, train rides and more. Learn more at vailfarmersmarket.com EVENTS Vail Golf Club Open to the public from late May through late October It's true: golf balls fly io% farther at 8,200 feet. Experience high-alpine golf at this classic 18-hole championship golf course, conveniently located between East Vail and Vail Village. Front-and-center views of Gore Mountain Range will take your breath away. Book online at vailgol fclub.net or call 888.709.3939• Philadelphia orchestra New York Philharmonic Vail International Hot Summer Nights Colorado Stage July 6 -14 July 18 - 25 Dance Festival Free Concerts International Pro July 27-August io Tuesdays, June 17- Cycle Classic August 19 August 22 - 24 It's 8o degrees and sunny at the top of the world. Idea[ for seeking out adventure on LODGING FROM the mountain, finding bliss in the village, or both. In Vail, you can have it all. And that's the way summershould be. 99 For full event details and to make reservations, go to va/l.com or call 800.825.414& per nigut Va?l® /v*/ is 0 2ooB Vail Local Marketing District. All rights reserved. There's no COnlpBnson` B30 Sunday, August 31, 2008 Dew STUDENTS TRAharcn WOULD MEAN LOSS OF SCHOLARSHIP DEAR ABBY: My son is the red* My problem is my dad wort spend ram, and one of the biggest complaints em of a th r-yearcatlege scholarship time with me. He always has Mends I hear every summer Is how cold it Is with full tddwh. He selected and over, or has too fled. I have wmten inside. We keep the- de set at applied to tide school. The problem te, letters to him to hang with me and how a constant 72 degrees yoa-rou d. he now w., to transfer to another I feel. Now what should I do? - LONE Could you please remind people that . ;+college. This means he would ltmat LY GIRL IN MAINE for the comfort and safety of those his sq.'........., year and give up two DEAR LONELY GIRL Because who are ceohimg and serving that It yam of the scholarship. you have already tried getting through !heeds to be slightly cooler Inside? The mown he has given his is's to your father. ask your mother to talk Please bring a sweater for your corn- for of his Mends go there.' I have been to him about his priorities. Perhaps fort Even 72 degrees IS not cool upset over this to the poled of tears. another adult can help him i d enough when yenta worldrg in a Ware a worldrg-class family duet that spending time whh you Is more resmuram. - NOT IN NEW PARIS, struggles to cover the cost of his dorm Important than hanging with his bud- ONTO and his meals. My ern says tin being dies DEAR NOT: As :. : who has dWk:,At. How does a parem,handle Believe rte, you have mysympa- frame. my behind all In mote restaw tics? - THINKING AHEAD IN GADS thy. When Imheua were handed out rants tut I can count, your customers DEN, ALA you got one who doesn't understand have my sympathy. Because this is a DEAR .... G AHEAD: t you the responalbf ties that go along with .. Z... you receive awry summer, haven't already done so. you and yaw being a parent. It is very Inpodam that someone should suggest to your man- husband should sit down. elosin tie you recognize that this In no way Is a ager that the aircondltotdrg system finanoiad reattlos of his -- -m refection on YOU. be dreded'by a professional to `sodools, and ask high how he plane to It, after your mouth apealm to your ensure it is opmetng property - and pay for his education In the absence of dad, he still doesn t see the light ten that all areas of the restaurant we his scholarship. If he Is, to rather then brood, try fulling your time properly balanced. take student lows and wok his way with other thugs such as Girl Because Of problem Occurs 90 through, ten as a young ADULT that Scouting, sports, hobbies and-church often in the s rnmer, of oowso women is what he will have to do. You can youtractivitiea in the and, the loss should bring along sometdrg to cover advise against it. but to choice will be wit be yourteller's beease test are ten WwL&k ra. Man are lucky Most his and so will the cahsegkoroea. Be Important yam that he will never be dm* have ttfs problin ba=rns an he's "Informed. able to go back or do over again. nature blessed,tem with their Own DEAN ABBY: I am 11 yeas old. DEAR ABBY: I work In a rem - nateld fur coam. THE VAIL DAILY 970.949.0555 1 vaiidadlycom 1 I CEL- - BORN ON 11BS DAY: Jeff Nerdy, 31; Chris Tudor, 36; Richard Gera. 59; Van Manison. 63 Nappy Birthday. You will be torn between being practical and'.-y...._:J. Skew down and let yourcauticus be your guide. Too much, too soon will be your demise. Good things cen result If you are reliable and surround yourself with people who are put as account- able. This is a yew of doing what you a" before you ray what you do. Your numbers are 6, 10, 23.26, 38, 42 ARIES (Martin 21-Aprg 19): You may find youtseft all wrapped up In a situation that you cannot change. Try not m net your ,. nm away wb you. causing a small issue to become .. .:. , -manageable. Dart get ertgrp w lash out. 3 stare TAURUS (April 20-May 20): You can make soma personal changes or at least alter your surroundings to gal a dtlferem take on whatever situation you are ". A same of accomplishment should be yours for your hard work and Ong pftw. Celebrate. 5 4tma GEMINI (May 21-June 20): You hold at the came, so dont glue in to anyone younger or older trying to put one over on you. Believe in yourself. Love Is mom" and a question of 000dm101enot or tetdrg a :,.....,:.4 to the ne# level should bemrme quite dear. 2 store CANCER (June 21-duly 22): YbtR be caught In the middle 0 you meddle in the aft, of others. Be a listener not a contributor. Yong be emotional but It you can keep a Ill on hard comfort rater than preach, you wilt win in file encl. 4 Store LEO (July 23-Aug. 22): You can muMtask to your hearts content and spin things In your favor. Theta may be e power an%le with ,. , :. : who challenges you but as long as you dort waffle. you will have no trouble defeat- ing whatever or whoever comes your way. 3 stns VIRGO (Aug. 23 Sept. 22):"a handle on what everyone is doing but don't Imenfere. Personal,pureheees will turn ari to be a dlseppoimmert and a costly venture. Davit be pushed Into spending on : _ ... , you don't need 3 am LIBRA (Sept 284)et. 22): You, someone you we dose to or both of you win be out of corhtr M. Take a tlmeout and spmid the day relating at home where you wont be tempted by others to get Involved In some" you shwWht. 3 stare SCORPIO (Oct. 294rr. M)-- Tie up loose ends do ,,........ Iw what's m come. Change is heading your way. Venture to get in much with people out of your Jurisdiction or geographical area. YMAI be surprised by the -.,.,......_ 4 state SAGIITARIUS (Now 224D= 21): This Is no time to let up on whet you are Irybg to accomplish. Give yaw an. If you dort cry ahead today, you will never get caught up. Somsone will play ,. ' games whh you. 2 stew CAPRICORN (Dee. 2244 19): Look beyond what others are doing. ff you are tempted to got I oohed in ...: else's project do the math and see h ICs praflaW. Do your own research and you9 reeltre you9 have more going for you by doing your own thing. 5 stars AQUARIUS (Jan. 20{ab. 18): You can push through a deal. purchase substantial ar truest in your. sell and yaw future. Money issuelt will arise but someone who owes you will pay back handsomely - or you will find, come Into or be given a gut you didn't eratect. 3 stars PISCES (Feb. 19•11118reh 20): Agree to meet halfway and you will accomplish more Change Is required within your I...,...:,,-,PS in order fur them to cotton ue tomtk a : <.,,-.. . Leas eanbe mere. 3 stars Birthday Baby: You are hard to reed: One mbmte you are streigthtw- wad, practical and I , ;o and the nod you am creative, unique and bybg the Impossible. You are a great friend and anR ]DAY LA- IS 'SID' A UP _ =tee to inerch? i? etecte'd t s ss son 0-7 Wrl 10"-6 moo at 00 tee, ES v,,,... 22 T1iEASPENT1MB.COM THURSDAY, JUNE 79;20U8 i Presented by 1D ; Lettuce &ez VA "I I N-- ;Prod OPP, D A Sim Lnf# AW6 at-w jr- HOT SUMMER NIGHTS FREE CONCERTS Tuesdays June 17 - Aug 19 ROCHES i to PHILHARMONIC ORCHESTRA June 27 July 4 LACROSSE SHOOTOUT I June 28 - July 6 JAZZ Q THE MARKET SUNDAYS I June 29 - Aug 24 PHILADELPHIA ORCHESTRA I July 6-14 NEW YORK PHILHARMONIC I July 18 - 25 VAIL INVITATIONAL SOCCER I July 26 - 28 VAIL INrL DANCE rrb i WAL I July 27 - August 10 JAZZ @ VAIL SQUARE Thursdays July 31 - Aug 28 KICK-1T 3V3 ROCKY MTN REGIONAL SOCCER August 1 - 3 ROCKY MOUNTAIN ANTIQUE FESTIVAL August 1- 3 VAIL ARTS FESTIVAL I August 8 40 VAIL STREET SALE I August 15 -17. COLO STAGE INTL PRO CYCLE CLASSIC August 22 - 24 For event details and lodging, go to vail.com or call 8$8.605. #a" LODGING FROM $99 per night Largest Fanners' Market in Colorado Sundays from 10:00 am to 3:30 pm, Vail Village v 1. cha hei 16, j Diamond: w. 0011 _ , -?PolrcQst TMOF i M1 ` aw ; MFADpYLDRIY.E... _.? .. ............ . aor r aa.ua wwwvailfarmersmarketcom Plafinum: v""ta P ?Stauf? CommercialLL.G i Additional Vail Events s Alrc Presented by Lettuce t'0+ Mkt S" 100 Af S Live > l isi afid Funt HOT SUMMER NIGHTS FREE CONCtn i b JAIL @ VAIL SQUARE Tuesdays June 17 - Aug 19 Thursdays July 31- Aug 2t3 ROCHESTER PHILHARMONIC ORCHESTRA KICK-IT 3V3 ROCKY MTN REGIONAL SOCCER June 27 - July 4 August 1- 3 LACROSSE SHOOTOUT I June 28 July 6 ROCKY MOUNTAIN ANTIQUE FESTIVAL JAZZ @ THE MARKET SUNDAYS I June 29 - Aug 24 August 1- 3 PHILADELPHIA ORCHESTRA I July 6-14 VAIL ARTS FESTIVAL I August 8 -10 ? x NEW YORK PHILHARMONIC I July 18 - 26 VAIL STREET SALE I August 15 -17 VAIL INVITATIONAL SOCCER I July 26 - 28 COLO STAGE INTL PRO CYCLE CLASSIC VAIL INTL DANCE FESTIVAL I July 27 -August 10 August 22 - 24 For event details and lodging, go to vail.com or call 888.605.7585 LODGING FROM $99 per night `s Largest Farmers' Market in Colorado - Sundays from 10:00 am to 3:30 pm, Vail Village .;. EWW43M IMCOM Diamond: so f8omcast wsorv on Meadow D?zi+le i ww r bmdi{ayer+!' ..o,r4:??:L. wsWlarmersmarket.com Platinum: Va11. Staufer Commercial LLC SATURDAY, June 21, 2008 Post I...J.-,__.. Additional Hail Events 1312. FREE TIME WJ6 UL?Crroir RM RES MMY,, M 20, 2ooe t a. }*?, _? s Presented by ra •, yc ?:. • F Prwd i i l ?o Sl Lett ce..A, W-01 V fi op P, ng y 1. ,- R A fice IN Mu?rl and it! U Ul°A°JUU D Wl"Jl.JV° 2 LSIIS@ &9& & UUl° fl 4f° aa" fl kftk O d a D w????n??re ? ? a a& UC?Q a ®? o U U ft ftIhUIJCtl4JUUl?d M Ad 1? HOT SUMMER NIGHTS FREE CONCERTS Tuesdays June 17 - Aug 19 ROCHESTER PHILHARMONIC ORCHESTRA June 27 - July 4 LACROSSE SHOOTOUT I June 28 - Ju;y ,S JAZZ @ THE MARKET SUNDAYS I ,lure 29 - Aug 24 PHILADELPHIA ORCHESTRA I July 5-14 NEW YORK PHILHARMONIC I JWy 18 - 25 VAIL INVITATIONAL SOCCER I July 26 - 28 VAIL 1NT'L DANCE FESTIVAL I Ju"y 27 - August 10 JAZZ @ VAIL SQUARE Thursdays July 31 Aug 28 KICK-IT 3V3 ROCKY MTN REGIONAL SOCCER August 1 - 3 ROCKY MOUNTAIN ANTIQUE FESTIVAL August 1 - 3 VAIL ARTS FESTIVAL I August 8 -10 VAIL a ntt i SALE I August 15 -17 COLO STAGE INT'L PRO CYCLE CLASSIC August 22 - 24 Cr„v"7 ?" '' r?r^T ` ''..,-a G' ^./--. .,?rf .^, ,.? ?- r-ti .-? nrs'.. ? rr•'`\"'y?'` rr ? uGl?1 o ?s,. ?!" ??/(? i `'?..? LODGING FROM $99 per night Largest Farmers' M8. G,i:C in COIOradO Sundays from 10:00 am to 3:30 pm, Vail Village DlamOnd.`" channel 16 hr" ; 4`? w comcastuo?vaj on Newtow Drive I 7 MI Pl Gi Um: % iNc b 6 *fw1 • B' /}?y 'j;$ ,,I b` `t ` 1 ? }? w 1 i www.vailfarmersmarket . i 0 I o cam . P . unt[? io I ? y ?[.A Studer "'S7 , C., ... ?,.d LLC I ' 0 Ali U.S. Park- s Halt Land Purchases Some 1.8 million acres inside and abutting national parks are at risk -BY MARK CLAYTON the Christian Science Monitor S ending beside a barbed- wire fence that once kept c-amlc from roaming off his sprawling 28,000-acre ranch, Mike Fitzgeiald gates into the distance and sweeps his hand aaoss the pale horizon. "I wanted this ranch to be part of that nadonalpark some day," he said, pointing to a distant rocky plateau shimmering in the heat L've tried for so long to sell it to the government. But Pm not sore now that will ever happen. I eadt wait forever." Hammered by drought in This rugged slice of northern Arizona. Fitzgerald sold his arde a few years ago. Now he's eager to sell his ranch-rich with ao i petrified wood and dinosaur fossils-to the National park Service so it an become part of the Petrified Forest National Park next door. It might seem an obvious and natural step. Congress thought - so in 2004, when it formally ex- panded Petrified Forest's bounda- ries to add Fitzgetald's Twin Buttes tanch and other nearby parcels. But a lack of funds to buy the Fit- zgerald land due to a shift in Bush administration and congressional priorities has delayed and perhaps killed the deal'. At this point, 7:...r,_Jd said he's exhausted. So instead ofhis land becominga new jewel in an expanded national park he may now sell w developers who would carve his ranch into 40-acre "rurrhutes." Or, they may mine it for butted petrified wood, valu- able when polished and sold as bookends and other ornament. It's a plight similar to scores of axes nationwide in which the character of national parks is threatened by impending develop- ment on their borders-even inside the park itself. 'Ibreact to wildlife, open space, and cultural treasures-not to mention the prospect of a hotel popping up ro despoil a namral vista-exist on up to 1.8 million acres of privately held parcels that the National Park Service would like to buy but cannot; awarding to a recent study by the National Parks Conservation Association (NPCA), a nonprofit advocary group. That huge backlog, which includes private land awaiting. purchase inside parks (called "inholdine) as well as neighbor- ing parcels, is partly due to the glacial tae at which they're being acquired. Thar reflee s a lark of funds for land purehaso -end a shift in priorities, observers say. Despite their potential histori- cal value and proximity to parks, these inholdings and adjacent land are often unregulated and, many fear, vulnerable to develop- meant. Park Service land-acquisition budges were cut from $147 mil- lion in 1999 no just $44 million this yeah a 70 r --- drop. Most parks have had little funding for land acquisition for years. Yet there's a limit to how long even public-spirited landowners like Fitzgerald are,willing to wait. "Tame is a real furor here,' says Greg Cagey, chief ranger at Petrified Forest National Park, gesturing over the park fence to a large exeavator that has been dig- ging up petrified wood on private land next to the park. "If we go another 10 or 15 years," he says, "a lot of the scientific value of the land around us-including Mike Fitzgenles land-win he lost- :.. F0vr0 OUTD00RS ........................................................................................... F,ameW, NhvW Arizona rancher Mike Fitzgerald examines a piece of petrified wood from a mining operation on ,.=I and'he recerrdy sold to a commerdal devel- oper though he would Iike m keep the east of the ranch intact and sell It all to the National Park Service to become part oftrelghb in Petrified Forest National Park, he may be forced to sell because he 6 growing tired of wafting ferrite ppaark -=!o acttobuy his pro Thetheatlanatitrice Monitor - WI tX Art Show 1 by ? Lettuce cw t Oa!. Fresh prwuoq Hot shopping Art Scene, Live Magic read Fen! Additlonal Vail &eft HOfS1AkNIEAFU6ff1SFRff.,".t..ati.o itOpOfIROUNIA01ANIm0EFESIIVAL 711105" Julq 17- Aug 111 August 1-3 .11M@1HEMANEFISiMta'sJU 29-AI92A VALARMF10MIALIAyliust6-10 HEMYORI(PHILHARMONIC 1 JulytS-25 YAO.arnmcSALE I August 15-17 VALL.81VI1AtOM St1CM 1 July 28 - 28 GUUIt1JET ON WHE I August2B - 31 101411411DAt1CEFSINAL I J*27-At UA10 VALLJAZZFARIY I Au929-W JIM. VAIL SQUARE I fits V*p fury 31 •Aug 28 MW WdRAM I Aug 31 I *Q'3113RO YMIN.FIESIN&SOMER unNtGhfafr 4,•SWS-731214 AUFMI-3 1bLORADOMtO1,VORA0EWM I SW 19-2111, For event details and bdgft 9o to VAC' m .& caU 888.605.7585 LODINN6 FROM $99,.per 01911f L, w,.,,-F ...... ,,'INarlmtInColorado Sundays iron 10:00 am t0 3:30 pmt Vail Village 71a;' 0" .. COrl1COSt eICT " . " www.?traDfarteelsmarlmtcom --. Jkfdabicdt6p1' semferCe®oud.Ill.C ? T? --. a 0 °m n cr' Z v O w 25 s - w d.e Granleros p de AM Pmsentado por fadrici?osnes? lmpras Le---ttGae ANA, M,usca en. lvo ?r Dvesro Eventos Adiclonales CONum i uS CANDENTES SRATIS DE VERANO rrb i iVAL INTERNACIONAL DE DANZA DE VAL Markes junle 17 - Agos 19 Julio 27 -Altos 10 f ? .. ORQUESTA FILARMISNICA ROCMcb 10, JAZZ ® VAIL SQUARE JUEVES I Julio 31-Ages 28 f Junto 27 -Julio 4 MRNEO DE ru' i *OL tOCK-'IT 3V3 ROCKY WN 1 Coma m A.;DE LACROSSE .11 Junto 28 - Julio 6 Agosfo 1-3 JAZZ* EL MERWIO LOS DOM OOS FESTIVAL DEANT OEDADES ROCKY MIN Junto 29-Agos 24 Agos 1-3 ORQUESTA DE FILADELRA I Julo 6-14 FESTIVAL DE ARM DE VAIL I' Agos 8 -10 t FILARMONICA DE NEW YORK 1 Julio 18 - 25 VETA DE MLLE DEVAIL I Agosfo 15 17 TORNEO IMLITACIONAL DE FOTBOL DE HAIL CARRERA INTERNACIONAL DE MCICLUAS COLO STAGE Julio 2B- 28 Agos 22- 24 i 2do Anual BBQ Bonanza - Sbado 21 de junto i _ WmNailfermersmam doom E/ Memdo Grenjew mAs Grande en Colorado fDomingos de 1 Ora m A M& P.m. Wi g. Qlamond • : . ?. ccomcast mwur 'IBAW i - s?ufer comaseccw. IT.C ? ,h THE VAIL DAILY It 970.949.0555 II vaildaily com STATE BRIEFS Police search for killer of prosecutor ASSOCIATED PRESS loving husband and a steadfast Ryan Krueger 31, was convicted by friend; Adams County District Attor- a jury Wednesday oncharges of first- DENVER - Investigators ate still ney Don Quick said in a statement. degree murder and conspiracym the trying to determine wiry aprosecutor "We are all shacked and devastated by death of Patricia Ann Elliott. 19, a was shot and killed outside his north- this terrible tragedy. Sean was a part of freshman.at:112- -,.jFofColoradoat west Denver home, police said our office family and the loss is Colorado Springs Thursday, immeasurable. Our thoughts and it was the second trial for Krueger Sean May, 37, was gunned down on prayers are with his wife and family.' after a mistrial was declared earlier Wednesday night by a man inhis late US. Attorney Troy Ed called May this year when the jury could not teens or early 20s, police said. The 'an danaordinary prosecutor, public reach a verdict coroner said he was shot in the head servant andfdendf Krueger will appeal, said Bill Griffin, and abdomen. He was .pronounced Gov. HEI Bitter called the slaying 'a who was appointed to serve as dead at ahospital. terrible, senseless act ofviolence' and Krueger's advisory attorney. Krueger Detectives have not said ifMaywas offered his sympathy to his family. represented httnsell•at both trial& shiStliecausehewasaprosecutor. Prosecutors said Elliott had been Witnesses said the gunman was CoLoaADOSPRr:GS dealing Ecstasy and marijuana for seen running from the home. A mss- Man 5... zed to life in. Krueger, who believed Elliott was an sive search was underway. prisonfor murder informant and frnmd [women to have May was chief deputy district atmr- her killed neyinAdams Cotmryandhadworked A former Fort Carson soldier has District Court Judge rxkSamelson as apmsecutorforabout seven years. been sentenced to life in prison fmbis on Wednesday sentenced Krueger to The Rocky Mountain News report- role in the 2001 murder of a college life on the first-degree murder ed his wife is six months ptegoantwith student who was bludgeoned and charge and acogcurrentsentence of theirtimchild. strangled and left in thehatbmbofher 48 yews with five years of, I., ."Im 2 U -'*"' :@Z??V (B -\\' AT THE VAI6 FARMERS' MARKET "VAIL SUMMER" EACH 75(r $225) Get your poster signed by the artist, Steve Larson, loam - 2pm ' At the Vail Daily tent across from Bag and Pack on Meadow Drive Sind 962 r A -TICKET TOTHE TOP' Win'^r, ?l VAILI ? i Friday, August 29, 2008 U A21 . @09 A I Prohif nd Fable ':Del g to your home or offne. Best Priori b the Vdey • fmlae?ade air r * W#W gmby poduft JJUANANUM a 970 343 0731 s noes torso lavmnta Lionshead L SWITCH FLOPS N yy CHANGEYOURLOOK /_/? _ NOTYOURSOL'E LOCATED IN THE LANDMARK BUILDING AT THE BOTTOM OF CONCERT. HALL PLAZA IN LIONSHEAD OPEN DAILY BAM-91`10. 970-476-.3223 ?- FLY PISKIKQ e KIMM13 - MOU11TAtK WKMO - KAYAKIKG - - SCENIC WIMCLA RIDES a W c Wit TEWATER RAPTInG -J Colorado Secretary of State - S>A....,- j wr a, h -K1sborv.&.Dowments. - View766i rvarr e . _ -1 ! Ceitiit:Good Standir?_I FteDoaarierd I ID Number: &m I! N Cifion Name: B'iisiriesv me I Biainess,tr,:::?on ! Registered Agent: Business Seams _? _ i Registered Agent Street Address: FAQs v -- Registered Agent Mailing Address: Glossary Principal Street Address: http://www.sos.state.co.us/biz/BusinessEn ityDetail.do?quitButtonDesti Summary 20021138330 MEADOW DRIVE PROPERTIES Marc E. LeVarn 100 EAST MEADOW DRIVE, UNIT 17, VAIL, CO 81657, United States 100 EAST MEADOW DRIVE, UNIT 17, VAIL, CO 81657, United States Principal Mailing Address: i - Status: I Good Standing Form: N.-,;..fit Corporation Jurisdiction: Colorado Formation Date: 05/22/2002 Term of Duration: Perpetual Annual Report Month: May i You may: O View Hstory and Documents • View Trade names r • Obtain Certificate of Good Standing • File a Document • Set Up Email Notification i i Previous Page I Business Center: 303 894 2200 - Fax 303 869 4864 - e-mait sos.businesspsos.state.co.us 1 of 1 10/2/200811:11 ? LIO-NSHEAD MI-I'RCHANT ASSOCIATION A Funding Proposal To The Commission on Special Events October 3rd, 2008 0 October 3'?, 2008 To: The Vail Commission on Special Events From: Lionshead Merchant Group First and foremost, the Lionshead Merchant Group would like to thank the Commission on Special Events for the tremendous amount of support with which you provided us for the 2008 event season. The funds you allocated to Lionshead enabled our group to host a variety of very successful summer events and aided.in the revitalization of the Lionshead area overall. For that we thank you. Due to support of organizations like the CSE, the Town of Vail, and the local community, the Lionshead area ' has taken major strides over the past year. The Lionshead merchants came together last year with a goal of Iftevrtalizing the area and of introducing a new, active and lively Lionshead to Valley locals and guests alike. NW`With events; such as the Family Friday Afternoon Club, Jazz at Vail Square, and the Colorado Grand, that aim was successfully achieved. Guests to the area were introduced to a newly animated Village and exposed to a completely different experience than in years past. In an effort to continue this growth, and to further the revitalization of the Lionshead area, we have again come to you as a group to propose funding requests for a variety of Lionshead events. Once again, in an, attempt to demonstrate the full support of the entire Lionshead Community for these various events, we have presented each as a single part to a greater Lionshead proposal. The Lionshead Merchant Association is very excited about all of the events listed in this proposal and feel all have tremendous potential to benefit not only the Lionshead Village, but Vail overall. Furthermore, we would like to emphasize our collective support for the Lionshead events that are not being presented as part of this proposal; such as the Arts Festival, America Days, Oktoberfest and the Chili Cook-off. These events also play a significant role in creating vitality in our Village, we are thrilled to be given the opportunity to host them and encourage you to support them as well. Again, we would like to extend our gratitude for the support you have given to Lionshead thus far. We do understand the necessity and importance of spreading the allocation of funds to several groups and the difficulty of the task with which you are faced. That said we hope that you will see the progress that the Lionshead area has made and recognize the potential for growth that remains as a result of your support. We thank you for your time and consideration. Sincerely, The Lionshead Merchant Association u IJ I O? MERCHANT ASSOCIATION gunding Proposal To The Commission on Special Events October 3rd, 2008 2009 Events in This Proposal: Friday Afternoon Club Friday Evenings, July 3rd - August 14th, 2009 .Jazz, at Vail Square Thursdays, July 30th - Aug. 27th, 2009 Vail Antique Festival Aug.. 20th - 22nd, 2009 ,liplorado Grand ptember, 2009 Lionshead -Culinary Demonstrations Friday Evenings, Summer 2009 We also are thrilled to host and fully support: Vail Arts Festival June 26th - 28th, 2009 Vail America Days 4th of July, 2009 Oktoberfest September, 2009 Lionshead Chili Cook-off .ptember, 2009 00PPPw_ r' ?f r ?• ??e4 ••a ,)III ?oea .*b'4. /"_" t I • • Liffonshead Family Friday Afternoon Club A Proposal By Tr Lionshea Associati October 3rd, Proposed Event Dal Friday Evenin Lionshead Merchant Assoc. P: (970) 845-1113 The Lionshead Family Friday Afternoon Club (FFAC) proved to be a huge hit in its first year. As proposed, the event offered a completely family focused FAC to Vail Valley guests and locals. Offering a large obstacle course, bull riding, an arts and crafts center, a pizza tossing contest, and a variety of kids' theater productions and activities, the Lionshead FFAC fully achieved its goal of providing entertainment for kids of all ages and families of all kinds and all sizes. The concept of the Lionshead FFAC developed from a desire to create a sense of activity and animation in the Village on Friday evenings., The intent was to create an event that would introduce the new Lionshead to those visiting the Village, would make an impression on those attending the top of the mountain FAC, encouraging those guests to stay in the Village afterwards, and would draw more people, both locals and destination guests, to the area in general. Though there was some concern in the very beginning that the Lionshead FFAC and the Top of the Mountain FAC would detract from each other, as the summer continued the two events proved to compliment each other perfectly; each adding value to the other experience and to the Vail area as a whole. Additionally, it was interesting to observe different trends among those attending as the summer progressed. Week to week some of the same faces began to appear, while others were clearly newcomers. In speaking with guests we learned that they came from a variety of locations, both locally and nationally, and had traveled to Vail for a variety of reasons. Regardless, all seemed to thoroughly enjoy the event and the level of activity overall. Based on the success of the Lionshead FFAC in this first year, we feel that the event has great potential to grow in both event size and reputation. The event created a positive buzz about the New Lionshead area, it added great value to the Village experience, and truly enhanced the sense of community among the Lionshead Merchants; and we feel the event will continue to accomplish these objectives as it continues in summer seasons to come. As a result we have decided to continue the Lionshead FFAC next summer and for many summer seasons beyond and we hope for your full support in our efforts to do so. Lionshead Family Friday Afternoon Club Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information • ? EVENT: Lionshead Family Fridav Afternoon Club (FFAC) ? PROPOSED DATE(S): Fridays. July 3rd- August 10.2009(7/3.7/10:7/17:7/24.7/31.877.8%141 ? AMOUNT OF CASH FUNDING REQUESTED: 530.000 • PRODUCING ENTITY: Lionshead Merchant Association President or Executive Director's Name: Sarah Franke Name and Title of Person Completing the Application: -Sarah Franke/Event Coordinator Address: P.O. Box 5549 Avon, CO 81620 Telephone: _970 /_ 845-1113_ Cell: 970 / 390-4833 FAX: 970 /_845-8444 WEBSITE: - - E-Mail Address: -sarahQvailchonhouse.com Organization's tax status: For Profit . Non-Profit* X 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#: o Does the Event benefit a charity? Yes No _ X o If yes, please name the beneficiary: Mission Statement: • To hold an event that creates liveliness and a sense of community in, the Lionshead area. _ -To both local and destination guests -to the Lionshead. Village. _ Number of years your organization has been in business: 1 • Brief Description of the Event: The Lionshead Family Friday Afternoon Club would build off of the event that took place this past summer. Featuring a variety of kids' activities, arts & crafts. and children's theater vroductions. the -Lionshead FFAC would maintain its goal of offering a much more family centered FAC for locals and destination guests to attend on Friday evenings. • Describe where event will be located within the Town of Vail: The event. will. take place throughout the Lionshead Village. It will be centered once again in _the Vail Square arm stretching towards the Gondola and un the stairs throughout the Village. • Will any portion of the event take place outside of the Town of Vail? Yes ?X No If yes, please explain: • TOV/CSE 1 Application for 2009 Funds .• Please describe briefly how you will use the funds that you are requesting from.the CSE: -Funds provided by the CSE for this event will be vrimarily used to fund the operation of the event is -overall (e.e. rental of event activities. vavment for supplies. labor. etc.). Additionally. a small portion of the funding may go towards advertising of the event. though the Lionshead Merchant Association covered the maiority of advertising expenses in the past and plans to continue that effort in future years. • 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 svecifically exempted and approved as part of the Special Event Permit. . Please see Atta-Jmient C for further explanation of the reauested in-kind services. • Is this a: New event Existing event X Number of years in existence 1 Location(s) of event in previous years: Lionshead Village • Number of participants (athletes, artists, exhibitors, etc.) anticipated: _N/A Number of volunteers needed: 5 Number of event staff: 15 • Total Number of spectators anticipated: 500 Local: 60_% In-state (non-local): 20 % Out of State: 20 % • Should the CSE decide not to support this event, will it still occur? Yes X No * Though it will be at a much smaller scale this year. • What % of the total event budget is the CSE being asked to fund? 70% • What is the $ amount of sponsorships from alternative sources reflected in. the event budget: _ $13.000 for this year. but by next year we antieivate sponsorship covering at least half of the event and all of the event two years ilvaii now. • 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? -indefinitely • Do you anticipate requesting funding from the CSE next year? Yes X_ No Given that the CSE encourages the develvp...ent 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? _ 50% TOV/CSE 2 Application for 2009 Funds REQUIRED ATTACHMENTS: ? Detailed event budget, including all anticipated revenues an d 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 in ..,.,...enta1 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 aFF..,.,,ates the inclusion of any additional support materials, such as videotapes, prova... s, news articles and other printed materials. PLEASE SUBMIT 12 COPIES (at least one formatted so as to be easily copied, i.e. unbound, 8 % x 11 size) OF THE COMPLETED APPLICATION AND REQUIRED ATTAt-xii LENTS TO: Vail Commission on Special Events C/o Sybil] Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or sneci aleventsaa.vail p-ov. com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding in the amount of Subject to the. following conditions: Signature:CSE Coordinator U was approved by the CSE on (date) TOV/CSE 3 Application for 2009 Funds Signature: Applicant 0 0 • Unless otherwise specified in the contract, 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 fi vthe event producer following the timely submittal of a complete 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 4 Application for 2009 Funds VAIL COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Lionshead FFAC • Detailed Event Budget Please see Attachment A for detailed budget information. Marketing Plan The Friday Afternoon Club would be advertised in the following manners: a. Bi-weekly advertisements listing the schedule of events taking place "This Week" and within the "Upcoming Schedule" placed in the Vail Daily by the Lionshead Merchant Association. Please see the Marketing Example section for further details. b. Lionshead Merchant Association event brochures that list the summer event schedule, in addition to providing more detailed information on each event. These brochures will be distributed throughout the. Valley to concierge, information centers and retail businesses. Please see the Marketing Example section for further details. c. Radio ads on KZYR with specific messages driving business to the event. d. Lionshead Merchant Association will again create A -Frame signs that list the overall event calendar for Lionshead Su......er 09, hold Lionshead Event Brochures; and have a slide-in sign advertising the FFAC on days the event is taking place. Please seethe Marketing Example section for further details. e. Press Releases will be sent to media outlets f. Appearances on TV8 to discuss the Lionshead FFAC g. Check Presenter cards placed in Lionshead restaurants during the weeks of the event. h. Email blasts to Valley Concierge and front desk staff, r... siding details regarding the event on a weekly basis. i. List event on local websites such as, vail.com, visitvailvalley corn, and vailpm corn. ***The event will also receive a large amount of exposure through foot traffic heading out to the Top of the Mountain FAG Furthermore, we as merchants plan to encourage guests to attend through various offers or methods specific to our retail, restaurant or lodging spaces.*** Previous Year Event Evaluation Event Overview The Lionshead Family Friday Afternoon Club (FFAC) was a huge hit for a first year event. The event ran for five weeks total, beginning Friday, July 1 I th and culminating on Friday, August. 8 b. It included a variety of activities centered on families including a 60ft inflatable obstacle course, bull riding, an inflatable boxing ring, a pizza tossing contest, a kids' crafts center and children's theater productions. The Lionshead FFAC created a great deal of activity in the Village, repeatedly drew in a local crowd, and added value to the experience of destination guests staying in Lionshead. As we expected, we learned quite a bit in our first year of events in the NEW Lionshead. The strengths and weaknesses we observed this first year are listed below. We intend to take what we have learned to improve on and add to our current su- Q11gths and eliminate any weaknesses. a. Strengths: i. Gave the Village a sense of liveliness and activity that has been missing from the area for . quite some time. ii. Added value to the destination guest experience. iii. Exposed the "New and Improved" Lionshead to a large number of Vail Valley locals and • guests. iv. Retained a portion of the Top of the Mountain FAC guests in the Village, capturing additional customers for surrounding businesses. TOVICSE 5 Application for 2009 Funds b. Weaknesses: i. The permitting process was lengthy for everyone involved, The Town of Vail Events Committee was very patient with the Moon River Ranch staff, but due to our lack of experience planning events in Vail we were behind quite a bit in the permitting process. ii. The location of the event seemed to cause a bit of tension among Lionshead Merchants. Due to the fact that this was a first year event with a very limited budget, all activities associated with the. event were centralized in.,, the Vail Square area. The budget only allowed for a certain number of event activities and in order to create the sense of a energy and the area of critical massnecessary for a successful event, all activities needed to be grouped together. While some merchants understood this reasoning, others expressed disappointment that the event was not bp.,-ad throughout the Village. iii. Some kinks were experienced in the load-in and out processes of this event that will need to be worked out in the future for all of Lionshead and Vail Square events overall. Event Income & Expense Statement from Summer 2008 Please see the attached Event P&L to compare actual expenditure versus the F,.,,rosed budget (Attachment B). Please note that the original budget proposed to the CSE was based on a ten week event. Based on the. ,..,,...mendation of the Commission and the level of funding received, the event ran for five weeks, rather than ten. The CSE allocated funds were used primarily to pay for the FFAC activities. These activities were also paid for by the sponsorship of the Vail Chophouse and Vail Blue Moose. The Lionshead Merchant Association paid for all event advertising efforts and Arrabelle paid the expense of event set-up, event breakdown, and trash removal.., The Vail Blue Moose additionally sponsored a pizza tossing contest, in which participants competed in the contest, made their own personal pizza that was then baked for them at the Blue Moose, and received a goodie bag filled with a Blue Moose t-shirt, sticker, certificate of participation and free pizza slice token. • We currently plan to continue the event next summer. Based on that fact we have asked for a similar amount from the CSE this year, but intend to cut that amount in half by the event's third year and hope to ask for no funding by the fourth year. We wanted to note this only to emphasize the fact that we do greatly ,,,F.eciate the funding that has been offered to the Lionshead Merchant Group to get our ci,.,m,„t summer event schedule started, but that we also understand the importance of driving our own funds to Lionshead events in the future and will work towards that goal each year as we move forward and grow these events. Event. Demographics The event seemed to draw a diverse crowd of both Vail Valley locals and destination guests. It app:,«.rd that none of the destination guests traveled to Vail specifically for the Lionshead FFAC but perceived the event as added value to their stay in Vail. A good, portion of locals also attended each week, some that so:,...ed to come specifically for the event and some that were in the Village for other,reasons but decided to stick around and take part in the activities. The crowd was almost entirely family based. Potential Benefits and Return on Investment The Lionshead Family Friday Afternoon Club does not have the intent of ever becoming a destination event and therefore will not directly serve the purpose of putting heads in beds and driving destination guests to Vail on its own. The event, however, enhances the guest exk,Q.?ence for those visiting Vail; and hopefully will play a role in encouraging those guests to return in the future and to further market the great guest, and more specifically, great. family experience offered by Vail to others. Furthermore, the event aims to draw in guests and locals to Vail from other areas throughout the Valley, • benefiting the sales of both retail and restaurant locations in the area and exposing all that Lionshead has to offer to a crowd that may not otherwise have visited the Village. TOV/CSE 6 Application for 2009 Funds Finally, the Town stands to benefit fl.,,,. the enormous sense of community created by this event; as sense of community is truly what this event. is all about! The. event brought local and destination families togetherto enjoy the area, and further brought together the Lionshead Merchants in both planning and participating in the event. It seemed to bring the area together in a manner that has not been seen in years and was noticed by locals and guests alike. Organization Roster The Lionshead Merchant Association does not cu.,?,,.tly have a,true list:of officers. However, the committee that has been charged with the task of organizing the summer list of events and marketing them throughout the value is made up of the following people: Brian Nolan Vail Chophouse & Blue Moose Pizza brian(&vailchovhouse.com Sarah Franke Vail Chophouse & Blue Moose Pizza sarahnvailchonhouse.com John Dawsey The An abelle at Vail Square idawsev(@vailresorts.com Keith Odza Montaneros kodzaamontenaros.com Lee Steele SSV Isteeleaa.ssv.net Mia Vlaar Vail Jazz Foundation vifna,vailiazz.ore ***As a final note, we would like to again thank you. We have greatly appreciated your support of this event in the past and hope to again have your support as we move forward. We have a complete understanding of the number of requests you have before you, the number of great events out there that deserve your support, and the difficult task that Res before you as a result. Based on that fact, we have truly considered this funding as seed money to build successful events in the Lionshead community. And though we are requesting similar amounts of funding this year, we wanted to be clear that we do intend to cut those request amounts, and our overall dependence on the. CSE, each year; as-we feel that there is .great importance in freeing up those funds, allowing the Commission to support the formation of more great events in Vail in the future. Thank you.*** • TOV/CSE 7 Application for 2009 Funds Attachment A • 14-. --Y .-.1-IFFAC-Budget 09 Budget Detail - FY.2009 - Descriation -"Budget--- - Revenues: - Requested CSE Contribution .30,000 For 7 Events Sponsorships 5.000 Uonshead Merchant Association Advertising Contribution 8,000 Total Revenues: - 43.000 Expenses: Advertising Banners & Signage 500 " Brochures & Programs 500 Newspaper 6300 Misc. Publications 500 Radio 750 Website 0 Beer/Wine/Sodafice 0 Consulting 0. Entertainment 31,500 Children's Activities Culinary Demonstrations Music . Sound Equipment & Backline Event Fees Insurance 1,000 Police 0 Security 0 • Sound Permit 0 Special Event License 50 Tent Permit 0 Food Cost 0 Miscellaneous 500 Recruitment 0 Sponsor Activities 0 Sponsor Gifts 0 Staff 0 Event Workers 1,400 Administration 0 Tables/Linens Rental 0 Tent Rental 0 Travel & Lodging 0 Total Expenses: 43.000 Net lncomd(1.oss) _ 0 l 102/2008: 4:05 PM I Attachment B I • -- - FFAC Budget Budget Detail Event Budact - Lionshead FY 2008 FY 2008 Description - Budget- Actual _ Requested CSE Contribution 30,000 14,775 For 10 Events For 5 Event-- Beer/Wine Sales 3,000 0 Sponsorships 51000 Vail Chophouse .1,740 Vail Blue Moose 1,740 Atrabelle at Vail Square See Budget Detail Lionshead Merchant Association 0 See Marketing Detail Total Revenues: 38.000 - -- - - 18.255 ' r ate. aPS: Advertising Banners & Signage 1,500 LHMA Signage Brochures & Programs. 1.500 LHMA Brochures Newspaper . 51000 LI-IMA Ads Misc. Publications 0 0 Radio 500 LHMA Radio Website 0 .0 Beer/Wine/Soda/ice 2,500 0 Consulting 0 0 Entertainment Children's Activities 15,000 Blue Creek Productions (5 weeks) 9,375 No Bull Entertainment (4 weeks)' 3,250 Blazer Bouncer Obstacle Course (5 weeks) & Boxing Ring (4 weeks) 5,177 Culinary Demonstrations 0 0 Music 2,500 0 Sound Equipment & Backline 500 0 Event Fees Insurance 1.000 400 Police 0 0 Security 1,000 0 Sound Permit 50 0 Special Event license 50 50 Tent Permit 125 0 Food Cost 0 0 Miscellaneous 500 0 Recruitment 0 0 Sponsor Activities 0 0 Sponsor Gifts 0 0 Staff 0 Event Workers 6,000 0 Administration 0 Tables/linens Rental 0 0 Tent Rental 0 0 Travel & Lodging 0 0 Total Expenses: 37,725 - - 18.252. Net Incomet(Loss) 275 -- - ' 31 . is i 1022008: '05 PM Attachment C • VAIL COMMISSION ON SPECIAL EVENTS 2008 EVENT FUNDING APPLICATION Request for In-Kind Services- Lionshead FFAC To operate the Lionshead Friday Aftemoon Club at its optimum level, the Lionshead Merchant Group would like to request the following in-kind services from the Town of Vail: Police/Code Enforcement: 1. Patrol the event area on a regular basis to assure the families attending are safe and no issues arise. 2. Alert staff that trucks will be loading event items in prior, to the start of the event and out after the event; in both cases requiring the ability to drive through the Village and park briefly. Public Works: 1. Provide the aFF vpriate number of trash receptacles and the personnel to assist with trash removal fiv a, the Lionshead Village on Festival days. • 2. Refrain from doing any work on the mall during the time of the event and remove any work vehicles or materials from areas designated for this event. 3. Lower bollard at the West end of the Mall to allow trucks loading event items in and. out are able to drive through the Village to do so. Fire: 1. Provide personnel for walk-through of the Lionshead Mall and Vail Square areas prior to the first event to assure that all vendor locations planned are up to code and acceptable. 0 Jazz at Vail Sq • U r - Town of Vail: COW-41SSION ON SPECIAL EVENTS 2009 EVENT . UNDING APPLICATION • ? EVENT: Jazz at Vail Square, 15th Anlual Vail Jazz Festival ? PROPOSED DATE(S): Five consec ative Thursdays, July 30, August 6, 13, 20, 27, 2009 ? AMOUNT OF CASH FUNDING Rr-,QUESTED: $46,500 • PRODUCING ENTITY: Vail Jazz Foundation President or Executive Director`, Name: Mia Vlaar Name and Title of Person Completing the Application: Mia Vlaar Address: P. O. Box 3035, Vail CCU 81658-3035 Telephone: 970 /476.6146 Cell: 970 /376.3811 FAX: 970 /477.0866 WEBSITE: www.vailjazz.org E-Mail Address: vif(a.vailiazz.oru Organization's tax status: For `Profit Non-Profit* _X_ 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#: 84-1305072 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: Vail Jazz Foundation. Mission Statement: To perpetuate jazz music through live performances showcasing the talent and artistry of jazz musicians, and through jazz education programs, with a focus on developing young musicians • and young audiences. Number of years your organization has been in business: 14 • Brief Description of the Event: Five consecutive free jazz concerts on Thursday nights as part of the 15th annual Vail Jazz Festival, a summer long celebration of jazz music in Vail. The concerts will present nationally known jazz performers in a tented outdoor setting outside the Arrabelle Hotel in Lionshead. The concerts are scheduled to complement existing cultural offerings of Bravo! and the Vail Valley Foundation.. • Describe where event will be located within the Town of Vail: Courtyard area known as "Vail Square" outside the Arrabelle Hotel in Lionshead. • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, ple«.se explain: • Please describe briefly how you wilt; use the funds that you are requesting from the CSE: Funding will be used to produce five Iree jazz performances: See detailed Event Budget, Attachment 1. • Will. additional in-kind services be required from the Town of Vail? Yes No X If yes, please explain, including a des^ripiion of anticipated impacts on Town of Vail services: i.e. bus service, parking, to .tic control, street closures, etc. The event promoter will be charged for all labor, material; and equipment unless such services are specifically exempted and approved is part of the Special Event Permit. TOV/CSE 1 Application for-2009 Funds • Is this a: New event Existing event _X- Number of years in existence _1 Square in Lionshead. Location(s) of event in previous years:--_ • Number of participants (athletes, atsts, exhibitors, etc.) anticipated: 20 musicians Number of volunteers needed: 25 Number of event staff: 10 Total Number of spectators anticipated: 3,000 Local: 15% In-state (non-local): 60% Out of State: 20% • Should the CSE decide not to support this event, will it still occur? Yes No X • What % of the total event budget is the CSE being asked to fund? 52% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: $24,600, which r:,,,.Qsents 27% of the event budget. • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food arj alcohol sales, etc.) As this is a free event, it does not generate revenue for the event organizer, the Vail JazzFestival. Therefore revenue generation from the-. event to the event is 0%. See attachments 5 and 6 for anticipated revenue generated to third parties. • If possible, would you intend to host the event in Vail beyond 2009? Yes_X- No If yes, for how many years beyond 2008? Indefinitely, as long as it serves our mission and the goals of the Town of Vail. • • 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? REQUIRED ATTACHMENTS: • Detailed event budget, including all anticipated revenues and expenses. ATTACHMENT 1 • Marketing plan and detailed explanation of potential for sponsorships and media exposure. ATTACHMENT 2-1 AND 2-2 • Previous year's event evaluation, including income and expense statement (if existing event). ATTACHMENT 3 • Past or projected demographics of event attendees and spending. ATTACHMENT 4 • Brief description of potential benefits to the Town of Vail, including an estimated # of in.,.o...ental room nights and increased spending generated. ATTACHMENT.5 • What return on investment should the Town of Vail expect? ATTACHMENT 6 • Organization rosters naming: ATTACI :_MENT 7 ¦ All officers and resp6 ctive positions ¦ Board of Directors and positions *Also included are three letters of revommendation for Jazz at Vail Square. The CSE a1,1j.cciates the inclusion of any a-iditional support materials, such as videotapes, programs, news articles and other printed ifaterials. TOV/CSE 2 Application for 2009 Funds PLEASE SUBMIT 12 COPIES (at least'sine formatted so as to be easily copied, i.e. unbound, 81/2 x 11 size) OF i nx COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: • Vail Commission on Special Eventiy 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 sDe6Aevents(@vaihzov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding in the amount of Subject to the following conditions: Signature:CSE Coordinator was approved by the CSE on (date) Signature: Applicant Unless otherwise specified in the contract, 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 complete Special. Event Permit Application, which is due a minimum of 45 days prior to the stmt of the event. • 1/3 of the amount upon receipt ofari invoice from the event producer following the completion of the event and final ca"mpliance with all the stipulations of the Special Event Permit. • TOWSE 3 Application for 2009 Funds • n f. J Attachment 1 REVENUE Commission on Special Events Arrabelle Vail Jazz Foundation Other Sponsorship in kind EXPENSES Artistic Artists Fees Booking Fees Artists Travel Artists Meals-Lodging Other Artistic Total Production Staging Programs Insurance Venue/security/trash Labor Backline Sound Tent Supplies Other Production Expenses Total Advertising Print ads Direct mail Other Media Total Admininstration Overhead Total 1,500 1,250 1,000 3,750 1,800 4,750 4,000 :18,500 500 1,000 38,050 5,800 500 1,500 7,800 6,500 6,500 Total Expenses 88,850 Profit (Loss) 0 The Vaal Jazz f=oundation, Inc. JAZZ @ VAIL SQUARE- 2009 Ic"Iudes In-Kind 46,500 18,600 17,750 6,000 88,850 22;500 2,250 3,500 7,500 750 36,500 Page 1 of 1 • Attachment 2-1 Jazz at Vail Square 2008 Vail Jazz Festival Marketing & Publicity Plan Jazz at Vail Square is an essential part of the Vail Jazz Festival. The advertising and public relations plan for the Vail Jazz Festival includes detailed information on the Jazz at Vail Square series. The marketing plan leverages the entire summer long festiyal while featuring specific events that are timely and/or relevant. Ads that exclusively focus on Jazz at Vail Square are also included in the marketing plan. The marketing plan has a regional/local focus to encourage overnight visitation, while also targeting in town guests. Our print campaign is focused.on the Vail Daily, while our radio campaign is focused on KUVO Jazz 89FM in Denver and KZYR and JACK FM locally. Our interactive campaign includes prolific calendar listings including Vail.com, VisitVailValley.com and Prima, and many more:. We maintain our own website and email marketing. We partner with others like Plum.TV to do both live interviews and encourage the creation of jazz videos to post online. Print advertising includes Vail Daily, Vail Valley Magazine, Bravo! Vail Valley Music Festival annual program, Prima annual program. 25K of tl 2008 program were printed by the Vail Daily. 15K copies will be inserted into the newspaper, one at the beginning of the season and one toward the end. Thousands of programs will be distributed through jazz and music outlets in the Front Range. The Vail Daily will also again run `Jazz Facts' during the summer to keep jazz front of mind with readers. Pre recorded radio spots will be placed wit.., KZYR and JackFM, with an on-air campaign in Denver all is summer long at KUVO Jazz 89 FM. KZY k . will again do a live remote from Vail Square to kick off the series and we will pursue a live remote wit?i KUVO as well. Alpine Bank features the Vail Jazz Foundation in its radio spots and will hopefully continue to do so in 2009. Press releases are provided to local papers znd Front Range weekly during Jazz at Vail Square and throughout the summer on all our events. Ln 2008, articles on Jazz at Vail Square ran regularly, usually on the day of the event. `This Week in Lioishead' ads will promote events including the concerts on the Wednesday before each concert. The Lionshead merchants group will include Jazz at Vail Square concert details in their brochures, on their sandwich' boards, and on their radio ads. Our marketing materials will include a spring newsletter that will be sent our database of 6,000, a promotional postcard that will be direct mailed to the same list and also used as a take away brochure, distributed locally and throughout the Front Range, our festival program, of which we will print 25K to 30K for distribution locally and regionally. Posters will be again produced and distributed valley wide, and to the Front Range. Festival merchandise will be produced and sold to increase impressions and continue our message of jazz in Vail. Banners will be produced and displayed at other jazz festivals and in Vail, and we plan to continue to display our street banner in Lionshead in 2009. Email marketing will continue with messages sent out twice a month to our own jazz database; again we will do jazz specific messaging with Vail Cascade and Steepsaversto their lists, as well as Vail Resorts Colorado pass list. We are always looking for new ways to reach out online. Cooperative promotions are a major focus;As we are reaching an existing jazz audience; these will again be pursued with as many organizations/festivals as possible but by all means with existing partners Denver City Park Jazz, Park City Jazz, Gleaiw_ ood Jazz, Litchfield Jazz Festival, Dazzle Jazz Club in • Denver and KUVO Jazz 89 FM radio. Attachment 2-2 JAZZ:AT VAIL SQUARE 2008 • 14a' Annual Vail Jazz Festival Potential for Sponsorships and Media Exposure The Vail Jazz Foundation and the Vail Jazz Festival The potential for Jazz at Vail Square cannoi be understood without considering its context; the Vail Jazz Festival, presented by the Vail Jazz Foundation. For the past 14 years, the Vail Jazz Foundation has presented live performances and jazz education programs in Eagle County to perpetuate the jazz art form. Funding is provided by donors and other partners who are focused on either our performance and/or our education programs. Over the past 14 years, the Vail Jazz Festival has grown from one weekend of jazz to a summer long, world class jazz festival, featuring over 20 performances in a variety of venues with more than 50 outstanding jazz musicians and attended 'by over 25,000 people. The Festival enjoys outs g reviews and an excellent reputation. In fact we recently had a guest who called the Labor Day eekend Party `the sleeper of the Vail Valley', indicating their appreciation for a fabulous but still omewhat undiscovered Vail treasure! Potential for Sponsorships While the Festival enjoys a number of local/regional sponsors who offer necessary in-kind and in some cases cash support, it has yet to grow to a critical mass that would attract a national level sponsor. Couple this with the challenging economic times we face and the prospect for a major, multi-year sponsor is not promising in the coming 12 months. However by continuing to expand the scope, frequency, and location of free and paid jazz performances all summer long, we intend to expand the audience to reach the volume necessary to eventually sign a major multi-year sponsor for the Festival.. Key to our strategy is collaborating with Bravo! and the Vail Valley Foundation, along with event organizers such as Highline, to create more, bigger and better jazz concerts. Our intent is to leverage the combined package of a high quality, well established, summer long festival with the Vail brand to create a more appealing package for potential sponsors. Potential for Media Exposure Our challenge lies in bringing national and international attention to what we do. We pursue national media wherever possible; in addition to taking part in the Vail Summer media launches in New York and Chicago, we hope to soon announce aplacement on the Vail Jazz Workshop in Downbeat magazine by jazz critic and Rocky Mountain News writer Norman Provizer. We believe that key to more effectively reaching destination guests is a more comprehensive integration into the Vail Summer (VLMD) marketing.and public relations efforts (VLMD). This will effectively extend our cu..,..tly more regionally foci ed marketing plan, which includes TV, radio, newspaper, direct mail and especially interactive media. Special focus is given to radio advertising and promotions with KUVO, the all jazz radio station in the Front Range with an audience of over 100,000 high-end jazz listeners. By continuing our local/regional focus, and by working with the VLMD on an integrated cultural message, we are confident we can 'increase media from national and international outlets. • See Attachment 2-2 for 2007 Festival PubLcity and Marketing Report. Page 1 of 1 0 Attachment 3 TwVAIL JAzz FouN DATIioN, OAT, Post. Event Review - JAZZ AT VAIL SQUARE Event Date(s): Thursdays, July 31, August 7, 14, 21, 28, 2008 Event Promoter. Vail Jazz Foundation=' Event Contact. Mia Vlaar (970) 479-6146 Xff ftailiazz.ora Intro: The mission of the Vail Commission on Special Events (CSE) is to support street entertainment and special events for economic vitality, year-round fun, sense of community and increased quality of experience for guests and residents. Jazz at Vail Square was a free concert series in Lionshead, hosted in an outdoor tented venue at Vail Square on five consecutive Thursdays from July 31 through August 28,, 2008. The concert series was extremely well received by the audience, the Arrabelle, merchants, restaurants and others. The quality and variety of musicians, the beauty and sound. quality of the venue, and the service provided by the Arrabelle all received positive reviews. The tented venue made the series possible despite frequent late afternoon/evening showers in August. This first year program will create an economic baseline from which to compare future years, howe ?3r anecdotally we have learned that both retail and • restaurants experienced incremental revertie as a result of Jazz at. Vail. Square, while our surveys show the enthusiasm and appreciation for the music and the outdoor venue were strong and growing. • Overview - Event Strengths and Weaknesses: a. Strengths: L The venue is a strength, the sound was good, the seats were comfortable and most of the audience was accommodated under the tent. ii. Effective promotion ensured good attendance at each concert. iii. Timing of event was `good, complemented other cultural events, and the concerts were well received and well attended. iv. Talent lineup was well received, diverse jazz artists played varied jazz styles to appeal to a broad range of music fan. v. Event focused in on Vail Square and Lionshead and brought new visitors and old. time locals in to experience the new energy of the renewed Lionshead vi. This in turn brought,additional revenue to merchants and restaurants in Lionshead. b. Weaknesses: L Inexperience with the venue caused several glitches in permitting and event planning, which were overcome with effective communication and cooperation between the town, the Amabelle, the Lionshead Merchants group and Vail Jazz Foundation. ii. The lack of power in she square necessitated a generator. iii. Although we added seats after the first show, we could have had a bigger tent, as in some cases there were not enough seats under the tent for everyone wanting one. Event Budget and Use of Allocated'. Fai rids Please see the attached Event P&L to=compare actual expenditure versus the proposed budget. The original request for CSE funding was for $42,500 against a budget of $63,250 for five free concerts. The Vail Jazz Foundation received $25,595 in funding from the CSE. The VJF then committed, with the support of the Arrakelle, to delivering five concerts as originally planned despite the CSE funding at 64% of requested funding. The Arrabelle provided direct and indirect funding toward tenting, artist lodging and meals; venue rental and storage, staging, security, insurance, trash and advertising. The Lionshead merchants group provided marketing support as outlined in the marketing section. The Vail Jazz Foundation had to call in .'a number of favors to secure this outstanding lineup of musicians. We committed to making a 'statement this first year with national acts that had a draw and represented diverse interpretations on traditional jazz. In 2009, the challenge will be to secure event sponsorship to continue the level of talent throughout the five concert series, and to provide a larger tent to accommodate an extra 100 seats, bringing the total seats under the tent to 350. • Marketing Efforts (samples available' on request) a. Vail Jazz Foundation spring newsletter to 6,000 jazz fans nationwide. b. Vail Jazz Festival posters (1,200) 6splayed in and around Vail, included detail on concert series. c. Email blasts to a list of 400 Vail Jazz Foundation subscribers. d. SteepSavers email feature. e. Weekly advertising on KUVO 89 FM Denver's Jazz station. f. Full page ad in Vail Valley Magazine, the Bravo! summer program. g. Detailed concert listing in the Vail kl?illey Foundation's Prima summer events program. • h. Radio ads ran on KZYR the week of each concert, including live remote from first concert. L Tony Gulizia's "Jazz at its Peak" weekly radio show on KZYR included music from each week's performers. j. Weekly press releases ran in the Vail Daily usually on the day of each show. k. Weekly Vail Daily color ads on Thursdays promoted that week's performer. 1. Weekly interviews on TV8 including some with performers. m. Concierge and front desk staff, throughout the Valley, were emailed regarding the event on a weekly basis. n. The event was listed on state and local websites including Colorado.com, vail.com, vail.net, visitvai lval ley. com. o. The Lionshead Merchant Association efforts included: L 10,000 event brochures including the full lineup and brief descriptions of each Jazz at Vail Square yoncert. ii. Five Wednesday advertisements listing the schedule of events taking place "This Week" and within the "Upcoming Schedule" were placed in the Vail Daily iii. A-Frame signs that lasted the overall event calendar for Lionshead Summer 08, held Lionshead Event Brochures, and had slide-in signs that advertised Jazz at Vail Square. Statistical Information a. Attendance and Demographic Profile The demographic breakdown of Vail Jazz Festival attendees is estimated at 50% out of state • visitors; 20% Vail residents; 30% in.-state visitors. The audience demographic is 60% aged 45- 64, 58% with annual household incnme exceeding $100,000, and over 65% with a college or 2 post graduate degree. Our festival'=draws African Americans and people from varied racial backgrounds from the Denver area:and beyond year after year. • Attendance at the concerts is sumf6rized below; these are not actual counts but estimates that are verified against F&B sales on ech date. Date Headliner. Attendance I Note Thursday, July 31 Curtis Stigers 600 1 rainy Thursday, August 7 Trombone- Shorty & Orleans Ave 500 rain Thursday, August 14 Jeff Hamilton Trio 350 rainy Thursday, August 21 Chuchito Valdes Quartet 450 Thursday, August 28 Clayton Brbthers Quintet & VJF All-Stars 400 b. The economic impact of the concert:series will be difficult to measure year one, although anecdotally we have heard that both, restaurants and merchants saw increased traffic.and sales on the evenings of the concerts. During the final concerts we responded to requests to pipe the music into the upper (North) end of Lionshead, and after using the existing speakers on the pedestrian bridge to do so, we heard.from Billy's Island Grill that customers were requesting tables closer to the speakers to enjoy the music while dining. c. Although the Jazz at Vail Square series is not specifically designed to bring destination guests to the area, the series was recognized as another reason to come to Vail in late July/early August; another reason to come into Lionshead. Some diehard fans actually came out specifically to catch particular performers; some like Latin Jazz, others straight ahead. Many guests simply heard about the concerts and came to enjoy the. free show. • Potential for Growth and the Development of Sponsorships and Media Exposure • Survey results were overwhelmingly po!:+tive. Survey takers and audience members were requesting more seating; we increased `he number of seats from 200 at the first,performance to 250 at each subsequent performance, but we could have still used more chairs. Attendance varied based on the date; the performer, compe ing events, and the weather, yet attendance was consistently strong and exceeded our expectations on some evenings. The core crowd was a Jazz Festival loyal group which is primarily comprised of locals and second homeowners,. and the audience seemed to expand each week_with more diverse visitors and guests. The event has real potential for sponsorship support, especially given the target demographic and a successful first year of concerts. Howeyer given the current challenging economic environment, we are cautious about the likelihood of securing a title sponsorship for the series. More likely is a better participation from Lionshead restaurants and merchants with "Vail Jazz" specials, better cooperation for stronger promotion, and thereby further in kind support with some additional sponsor support in 2009. We can also do a better job of getting the Denver jazz and entertainment media up to Vail to enjoy the show, in working with hotels and restaurants to host such media. • Impact on Vail's "Sense of Community" Jazz at Vail Square truly created a 'buzz' in and around town. The venue is spectacular and we heard over and over that this venue; the sound, and the performances themselves were outstanding. Some folks came as couples, others as families. Some sat and listened intently; others got up and danced in front of the stage or outside the tent. Conclusion: • The CSE has charged event organizers to'Kreate special events that: ® Increase lodging & sales tax collection ® Provide positive guest experience 3 ¦ Balance calendar of events - ¦ Foster sense of community ¦ Repeatable, sustainable model ¦ Provide measurable ROI • When measured against these criteria and ror all of the reasons cited above, the inaugural year of Jazz at Vail Square should be recognized as a success. PHOTOS y ? t H Y 6; • n U 4 • REVENUE Commission on Special Events Arra belle Arrabelle in kind Other Sponsorship in kind Vail Jazz Foundation EXPENSES Artistic Artists Fees Booking Fees Artists Travel Artists Meals-Lodging Other Artistic Total Production Staging Programs Insurance Venue/security/trash Labor • Backline Sound Tent Supplies Other Production Expenses Total Advertising Print ads Direct mail Other Media Total Admininstration Insurance Overhead Total Total Expenses Profit (Loss) go The V'-I. Jazz Foundation, Inc. JAZZ a)VAIL SQUARE 2008 :PROFORMA I? i!des In-Kind 26,595 15,905 15,500 6,000 11,392 75;392 19,750 1,975 2,025 7;000 :508 31,258 1,250 900 1,000 3,250 900 2,665 3;c 75 14,575 225 400 29,040 5,800 500 1,294 7,594 1,000 6,500 7,500 75,392 0 Page 1 of 1 • Attachment 4 Y Jazz at Vail Square 2009 15 Annual Vail Jazz Festival Attendees',bemographics and Spending The Vail Jazz Festival The 14'' Annual Vail Jazz Festival was.'a summer long celebration of jazz music, including two free series and two ticketed events. M0ur free series include Jazz @ The Market, a nine week concert series, Sundays at the Vail Farmers Market from late June through the end of August;. and Jazz at Vail Square, a five week concert series from July 31 through the end of August. Our ticketed events included the co-presentation of Byron Stripling and the Columbus Jazz Orchestra with Bravo! at the Amphitheater on June 25, and the Labor Day Weekend Jazz Party, a four day mini-festival offering seven performances at the Vail Cascade hotel. Vail Jazz Festival Demographics Surveys collected at the Labor Day Weekend Jazz Party have been collected for many years. The following is a snapshot of this demographic: • Attendees are generally not dependent on school schedules; • Approximately 60% of the attendees are between the ages of 45 and 64; • More than 58% have an average household income over $100,000 per annum; • Over 65% have a college or post college education; • The audience consists of 15% locals, 70% Colorado residents (non-local) visitors and 15% out of state visitors; s;?d • • Approximately 70% of .the attendees return to Vail for successive Festival performances. The average Labor Day Weekend Jazz Party attendee historically makes the following daily expenditures: • Lodging: $150 • Meals: $80 • Retail: $75 Jazz at Vail Square Survey Results We collected surveys at Jazz at Vail Square. Although the sample size is not significant, the data corresponds generally to the above data" with the following notes: • Guests responding were, overwhelmingly Yll/lll out of state, with half of these indicating they were part-time homeowners. • Surveys showed a majority of post-graduate educated guests and income of $100K+ (when provided). • Guests were generally ageci 45+ years. • Guests were primarily `occasional jazz listeners', followed by `frequent jazz listeners'. • Quality of venue and music were overwhelmingly rated as `excellent'. r? U Page 1 of 1 Attachment 5 - 40 Jai at Vail Square 2009 10 Annual Vail. Jazz Festival Estimate of Incremental Room Nights and Spending The following estimate does not include the room nights and spending already generated by the existing event and assumes that over a three year period the average attendee at the Jazz at Vail Square Concert Series will resemble the average attendee at the Labor Day Weekend Jazz Party. The benefit that would be received in year 3 of the expansion of the Festival is as follows: Room Revenue Attendance third year (first year 2,500) I 3,500 Less locals (15%) -525 Less day trippers (down valley and non-locals) j -750 Overni ?t ,guests 2,225 Average visit in days 2.0 Total number of guest room nights =- i 4,450 Total Room Nights (assume 70% double occupancy) 2,892 TOTAL ROOM REVENUE ($150/Night) $433,800 Incremental Spending (without lodging) 750 day trippers and. 525 locals at $20 per day 4,450 visitor daysat $155 per day (meals and xetail) TOTAL INCREMENTAL SPENDING Anticipated Revenue Total Room Revenue Total Incremental Spending ' I OVERALL ANTICIPATED REVENUE Page 1 of 1 $25,500 $689,750 $715,250 $433,800 $715,250 $1,149,050 Attachment 6 .77 • Jai:'at Vail Square 2009 15t° Xnnual Vail Jazz F:..ti4:41 Expected Return, On Investment By Town Of Vail In fourteen years the Vail Jazz Festival has grown from one weekend of jazz to a summer long jazz festival. The investment by the TOV in the Jazz at Vail Square Concert Series allows for an expansion of the Vail Jazz Festival which fulfills the following objectives of the Co_inmission on Special Events: • By focusing on the late summer seasol, the concert series will allow for a balanced annual calendar of events in Vail. • The concerts will drive people to Lions.head and stimulate retail sales and restaurant patronage, providing the TOV with additional tax revenue. i • The profile of the jazz audience fits the ;demographic of Vail's target market -a highly educated and upper- income group - not affected by school schedules. • The TOV will be making an investment-in a proven event with a growing audience. Therefore the risk of an investment in a start-up is not present. • The expansion of the Vail Jazz Festival allows the TOV to leverage its investment by expanding a proven and well established world class event white assisting in building the base necessary to attract sponsorship to make the event self sustaining. • The Festival has a history of a high pei-tentage of attendees returning for subsequent performances thereby promoting return visits to Vail. • The Festival has successfully created an ambience of fun and that "cool feeling" that is associated with jazz. Return on Invr,.,l...ent Sales Tax Revenue on Retail Sales- $715,250: 8.4% Sales Tax Revenue on Lodging - $433,800 X 8.4% Vail Local Marketing District Tax -$433,800 X 1.4% Total Revenue Investment Return on Investment $60,081 $36,439 $6,073 $102,593 -$42;500 $60,093 • Page 1 of 1 Attachment 7 0 y ar. JAZZ AT VAIL SQUARE 2009 15th k ual' Vail Jazz Festival ,NeVnilnzz FOUNDA710N. INC. The Vail-Jazz Foundation Inc.. Board of `Directors and Officers OFFICERS Mia Vlaar Howard L. Stone Cathy Stone Executive Director President Se%.Qtay BOARD OF DIRECTORS John Clayton, Jr. Robert E. Ford `ohn W. Giovando • Andrea L. Glass Lar. Willie L. Hill, Jr.. Chuck Holcomb Mike Peak Les Stern Cathy Stone How4d L. Stone, Chairman U Page I of 1 THE_ARRABELLE • t?•?T,VAIL SQUARE A RoCKRBSORT September 19, 2008 To: Vail Town Council I am writing to wholeheartedly endorse the. Vail Jazz Foundation and the Vail Jazz Festival. The Jazz at Vail Square series of concer;Its proved to be one of the most successful first year concert series I've seen. Not only did it bring hundreds of guests into Vail during a time that is historically quiet, it also brought life and enthusiasm to everyone from our hotel guests to our staff and everyone in between. In my work with the Lionshead Merchants' group, I have seen a group, of skeptical business owners transformed into jazz fans this summer. The energy that this free series brought into the new Lionshead was unprecedented.: The quality of the shows was outstanding - and our staff rose to the occasion to ensure that our guests and homeowners needs were met. Howard Stone put together a terrific lineup including jazz singer/crooner Curtis Stigers traditional jazz, Latin Jazz; and Trombone Shorty's New Orleans funk-hip hop style of jazz. • This diverse lineup ensured that each v4ek we were in for a surprise, while the quality of talent was consistently excellent. We also saw a jump in revenue on the concert evenings, we noticed that not only did the audience enjoy a cocktail during the concert, but many entered Centre V and the surrounding Lionshead establishments for dinner following the concert. I believe the success of Jazz at Vail Square is a real testament to the impact on all of Lionshead. On behalf of the Arrabelle I urge you tosupport the Vail Jazz Festival for 2009. Sinc el , i John Da ey Vail Area Director of Sa rt Marketing Rock Resorts Vail Collection The Arrabelle at Vail Square 675 Lionshead Place Vail, CO 81657 ROCKRESORTS' Phone: 866-662-ROCK (7625) 0 Printed on 300/6 post consumer recycled paper using soy based inks.. • ANTLE R S AT vAIL CONDOMIN VW. & CONFERENCE CENTER 880 W. L.ionshead Place Vail, CO 81657-- 970-476-2471 970-476-1012 fax MEMORANDUM To: Town of Vail From: Rob Levine, General Manager Date: 09/18/08 Subject: Jazz at Vail Square ;. www.antlemvad.com The Antlers Condominium Association would like to go on record as being a HUGE fan of the Jazz at Vail Square program. Not only do our guests like it ... a lot, but more importantly it has brought life And excitement to Lionshead on Thursday nights like never before. We in Vail are generally spoiled with regard to the quality of our events, in addition to • the quantity. Jazz at Vail Square is no exception. Everyone recognizes Bravo and World Cup skiing as being incredibly special. For those in the know, the programs put on by the Vail Jazz Foundation are every bit as "world class„. Its a little frustrating that the general recognition of that is less widespread, but. at least it's growing. Back in the mid 90's there were a plethora of reasons that we instituted the Lionshead masterplan.. Obviously;, the hope was to improve the area, as well as its economic fortunes. Perhaps the Most important goal of all, was the one that dealt with the "vitality" of the neighborhood. Just as important as the aesthetics and the architecture (as bad as they were, creating programs and events that bring people in and make them want to hang out; ;can only attract more folks. On the vitality meter, Lionshead today is light years ahead of where its ever been ... at least in the thirty years that I've been here. The Jazz at Vail Square program is a significant part of that success. The only thing more exciting than the changes we've seen recently is the prospect for continued improvement in the future, and there's no doubt in my mind that Thursday night jazz will continue to play an integral role in that. In addition to my personal appreciation for the Jazz program and what it has done for Lionshead, I'm confident that the rest of Lionshead feels the same way. Robert . Levine General Manager Ross Davis, Jr. P:J.. Box 190 Vail, Colorado 81658 Phone: =970-476-2414 Facsimile: 970479-0467 Email: rdssdavisjr@gwest.net. September 18, 2008 Vail Town Council Town of Vail 95 S. Frontage Rd. W. Vail, CO 81657 Re: Jazz at Vail Square As a long time business owner in Lionsbead, I would like to take this opportunity to endorse and recommend the continuing support of the ,. azz at Vail Square program that we enjoyed this Summer in • - Lionshead. The programs, particularly the 'Thursday evening events, drew large and enthusiastic crowds to Lionshead, with direct and visible bene,t and increase in traffic and business. The crowds tend to be affluent and well behaved, and I have hear,a of no problems relating to the events. Our business, Bart & Yeti's, has experienced increased traffic and business on the nights of the programs, and the customers exposed to , ionshead by the events seem to return and became repeat customers of our business. We have valued the program enough to host the students participating in the program for a dinner, an event that we have enjoyed over the years. Ongoing and continued support by the Town Council, of this and other special events in Lionshead, serves to make the commercial and cultural ambiance in Lionshead a positive and memorable experience, both for our guests and the business community. If you have 4py-gapsti9Dsor comments feel free to contact my office. S n LJ OR 0160107192) COLORADO DEPARTMENT OF REVENUE 1375SHOMANS, ncc CERTIFICATE OF EXEMPTION FOR SALES AND USE TAX ONLY DENVER CO 90261 USE ACCOUNT NUMB _'R ' LIA$ILITY INFORMATION ISSUE DATE ISE IS for all references . R I N 98-11858-000 44'.:.060 8399 N 030896 MAR 14 1996 1241 WESTHAVGN ;CIRCL: VA L : CO' THE VAIL JAZZ. FOUNDA TION INC P 0 BOX 3035 VAIL CO 81658 fi??/LL Executive Dirac r i Department of Revenue r] DETACH HERE n u INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY • P.. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: MAR 14 1 - 84-1305072 -- DLN : 17053050726000 THE VAIL JAZZ FOUNDATION INC -- Contact Person: 1241 WESTHAVEN CIRCLE ROSALIE L SIMS ID# 31367 VAIL, CO 81657 - Contact Telephone Number: (877) 829-5500 Our Letter Dated: December 1995 Addendum Applies: No Dear Applicant: This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(2). Grantors and contributors mal.., rely on this determination unless the Internal Revenue Service publisher notice to the contrary. However, if you lose your section 509(a)(2) state`s, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or thesubstantial or material change on the part of the organization that resulted in 'your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as .a section 509(a)(2) organization. As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). You are required to file Form 990 only if your gross receipts each year are normally more than $25,000. For guidance in determining whether your gross receipts are "normally" more than $25,000, see the instructions for Form 990. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,600 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty.may also be charged if a return is not complete, so please be sure your return is complete before you file it. • Letter 1050 (DO/CG) -2- THE VAIL JAZZ FOUNDATION INC If we have indicated in the h?ading of this letter that an addendum applies, the addendum enclosed isan integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, Steven T.„ ,Pile' Steven T. Miller Director, Exempt Organizations • Letter 1050 (DO/CG) F 44 1 r • r? vail Antique Festival Vail Antique Festival Festival participants, Village merchants, and festival attendees all were thrilled to have the Antique Festival moved in to the Lionshead Village this summer. In past years the Vail Antique Festival sat on top of the .Lionshead. Parking Structure; and as,a result has, lacked'atmosphere, lacked participating vendors, lacked show attendees, and failed to drive any business to the Lionshead Village as a whole. This,year was a different story. Spreading the Festival throughout the Village brought an entirely new animation to the event. The attendance was up, vendors were more excited, merchants saw more business, and those att ending the show were wowed by the quality of merchandise, the atmosphere surrounding the Festival and the New Lionshead area overall. And while it was a great event that took great strides over years prior, we feel that, it has a tremendous amount of room to grow. Based on that feeling, we have brought on a new promotion company to assist with this' effort: Cynthia Brooks and Mary Vidano, of MC Presents, will be working in conjunction with the Rocky ountain Antique Festival staff and the Lionshead Merchant Group to increase the size and improve the quality of the Vail Antique Festival in the upcoming season and in the many years to come. The ladies of MC Presents currently operate two very successful mountain antique festivals, one in Jackson and one in Ketchum, and have a reputation throughout the industry that will draw the upscale vendors for which we stove. We are thrilled and feel fortunate to have their cooperation on this Festival and look forward to many years of great Antiques in Lionshead Village. Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION • Please print or `type all information ? EVENT: -Vail Antiaue Festival - ? PROPOSED DATE(S): _ August 21 !"- 23rd ? AMOUNT OF CASH FUNDING REQUESTED: $12,000 PRODUCING EN t 11< Y: MC Presents (in cooveration with the Lionshead Merchant Assoc) President or Executive Director's Name: _Cvnthia Brooks/Marv Vidano Name and Title of Person Completing the Application: Sarah Franke (Event Coordinator) Address: P.O. Box 5549 -Avon. CO 81620 Telephone: 970 /_845-1113 Cell: 970 / 390-4833` FAX: 970 / 845-8444 WEBSITE: E-Mail Address: sarah(a),vailchophouse.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#: o Does the Event benefit a charity? Yes No _X o If yes, please name the beneficiary: • Mission Statement: To develov an event that drives traffic to the Lionshead area; Dromotin2 and enhancing business in the Village as a result. Number of years your organization has been in business: 4 • Brief Description of the Event: The Vail Antique Show will be m marily run by a new vromoter this vear. The Rockv Mountain_ Antique Festival crew has broueht on. two wonderful antiaue promoters from Denver to run the festival. Cvnthia Brooks and Marv Vidano have Dromoted festivals for vears and are responsible for two of the higher end antique shows that currently take place in the Western U.S... Jackson. WY and Ketchum. ID. The women will work with the RMAF staff to bring an antique festival of a suDeror caliber to the Lionshead Villaae. The event Dromises to bring only the.most upscale vendors from around the nation. drawing the perfect clientele to the shops and restaurants of Lionshead. The event will load in Fridav mornine and oven to the Dublic that afternoon. • Describe where event will be located within the Town of Vail: Spread throughout Lionshead Village. • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: 0 TOV/CSE ] Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: • -Funds allocated will be used to cover costs of advertising, staffing. vermits. and administrative EXDenses for the Festival.. • 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, material s and equipment unless such services are svecifically exempted and .,F.. red as part of the Special Event Permit. Please see Attachment C for further exvlanation of the reauested in-kind services. • Is this a: New event Existing"event X Number of years in existence -1 Location(s) of event in previous years: Lionshead Villaee (The show has also taken Dlace in Beaver Creek for the -vast four vears and will be held there aizain this upcoming summer.) • Number of participants (athletes, artists, exhibitors, etc.) anticipated: _30+ Number of volunteers needed: 5 Number of event staff: 20 Total Number of spectators anticipated: 5000 (over the 2 %2 days of the event) Local: 40 % In-state (non-local): 30 % Out of State: 30 % • - . • -Should the CSE decide not to support this event, will it still occur? Yes X No • What % of the total event budget is the CSE being asked to fund? 33% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: _ $0 (Aside from the sponsorship of the Lionshead Merchant Association through marketine efforts) • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) _It is expected the balance of the event budget will be made uD for by the vendor entrance fee. • If possible, would you intend to host the event in Vail beyond 2009? Yes X No If yes, for how many years beyond 2008? indefinitelv • Do you anticipate requesting funding from the CSE next year? Yes X No Given that the CSE encourages the devel„r...ent 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? As the event crows in size and reputation we expect to be able to cut the amount reauested: `however the amount by which it will be cut each vear will depend upon the rate of erowth. • TOV/CSE 2 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 in..c....ental 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 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, i.e. unbound, 8 % x 11 size) OF THE 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 • EVENT NAME: PROPOSED DATES: LJ For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or snecialeventsCa.vailaov.com Funding in the amount of Subject to the following conditions: FOR CSE USE ONLY: was approved by the'CSE on (date) Signature:CSE Coordinator TOV/CSE 3 Application for 2009 Funds Signature: Applicant i _ Unless otherwise specified in the contract, CSE funds will be distributed per the following formula: _r. ¦ 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 complete 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. is • TOV/CSE 4 Application for 2009 Funds VAIL COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Vail Antique Festival • Detailed Event Budget Please see Attachment A for detailed budget info....u*on. Marketing Plan The following marketing efforts will be made to r.„ ...ote the Vail Antique Festival. a. Advertisements specific to the Vail Antique Festival will be placed in the Vail Daily, the Summit Times, the Aspen Times and the Glenwood Post b. The Lionshead Merchant Association will continue to place weekly ads listing the summer event calendar, highlighting the events taking place during the week of the ad. Please see the Marketing Example section for further details. c. Press Releases will. be sent to local media prior to the event dates d. Posters will be placed throughout the Vail Valley, advertising both the Beaver Creek and Vail shows. e. P.,,...oters will appear on TV8 to discuss the Vail Antique Festival the week of the event. f. Advertisement of the event schedule and list of vendors through the event website. g. Check Presenter cards placed in Lionshead restaurants during the weeks of the event. h. Email campaign to Valley Concierge and front desk staff, providing details regarding the event. i. List event on local websites such as, vail.com, visitvailvalley.com, and vailpm.com. j. The Festival as a whole (Beaver Creek and Vail) will be advertised in larger antique publications and at antique festivals throughout the summer. k. • Lionshead Merchant Association event brochures that list the summer event schedule, in addition to providing more detailed information on each event. These brochures will be distributed throughout the Valley to concierge, information centers and retail businesses. Please see the Marketing Example section for further details. 1. Radio ads on KZYR with specific messages driving business to the event. m. Lionshead Merchant Association will again create A-Frame signs that list the overall event calendar for Lionshead Summer 09, hold Lionshead Event Brochures, and have a slide-in sign advertising the FFAC on days the event is taking place. Please see the Marketing Example section for further details. Previous Year Event Evaluation Event Overview Fora first year event the Rocky Mountain Antique Festival in Vail went very smoothly overall The Festival rani: for three days, open I Oam-6pm on Friday and Saturday, and I 0am-5pm on Sunday. It hosted 19 upscale antique vendors that occupied over 30 booth. spaces (slightly below our estimate in the proposal given to the CSE in October). In general, the antique vendors and the Lionshead Merchants were ecstatic to have the Festival located in the Lionshead Village and all s.,,...ed thrilled with the level of activity present in the area versus years past. As we expected, we learned quite a bit in our first year of events in the NEW Lionshead. The strengths and weaknesses we observed this first year are listed below. We intend to take what we have learned to imr,.v,re on and add to our cu..,-..t strengths and eliminate any weaknesses. • TOV/CSE 5 Application for 2009 Funds a. Strengths: i. Due to the size of this year's festival we were able to spread all tents out within the Lionshead Village. This appeased the merchant's requests to have the events focused throughout all of • Lionshead, and not just within-the new Vail Square area.. ii. It gave the Village a sense of liveliness and activity. iii. It created a sense of togetherness among the Lionshead Merchants. Bringing activity and energy back to Lionshead has been a common goal of the Merchants that has united them in a manner that hasn't been seen in that Village for quite sometime. iv. Added value to the guest experience of those already in the Village and attracted locals to the new Lionshead Village. _ b. Weaknesses: i. The permitting process was lengthy for everyone involved. The Town of Vail Events Committee was very patient with the Moon River Ranch staff, but due to our lack of experience planning events in Vail we were quite a bit behind in the permitting process. ii. The event does not necessarily draw a destination crowd to the area at this point. Efforts could be made in the future to target the Front Range audience and draw more people to the Festival and Vail as a whole. iii. Though attendance was strong for a first year Festival, it seemed to be affected by the timing of the show. Due to the fact that the event occurred one week after the Beaver Creek show and. was c..r..Yeting with the Beaver Creek Arts Festival the Vail Antique show did not necessarily draw the largest possible crowd. The show was small for this first year, but has great potential for growth in participation and in attendance. iv. Communication between the variety of promoters and event planners for venues throughout the Village wasn't as strong as it could have been; which slightly affected the layout of the event. • By adding steps to the permitting process this should be easily avoided in the future. Communication of event logistics to local merchants could also be improved. v. Some kinks occurred during the load-in and out processes of the event. All sQQ..,ed to be related to the fact that this was the first event of this nature since the construction has ended in Lionshead and I am exi,r,.„ely confident that all can be resolved for future events. Event Income & Expense Statement from Summer 2008 .Please see the attached Event P&L to ...,,,.pare actual expenditure versus the proposed budget (Attachment B). The CSE allocated funds were used primarily to pay for advertising and to pay for event staff. The Lionshead Merchant Association paid for additional event advertising efforts and the remainder of event promotion and administrative costs were covered by the vendor entry fees. Based on the success of the first year of the event and the growth trend we have observed in Beaver Creek, we currently plan to continue the event next summer. Due to the fact that we have brought on a new promoter to help improve and increase the size of the event, we have asked fora similar amount fi.,,,, the CSE this year. However, we are doing so with the full intent of slowly cutting back on.funds requested fiu,,, the CSE as the event continues in future seasons. The rate of these cuts will depend & qtly on the growth of the show in size and in reputation, but regardless, the intention is to eventually create a self-sustaining event. We wanted to note this only to emphasize the fact that we do greatly aYr,,,ciate the funding that has been offered to the Lionshead Merchant Group to get our current summer event schedule started, but that we also understand the importance of driving our own' funds to Lionshead events in the future and will work towards that goal each year as we move forward and grow these events. TOV/CSE 6 Application for 2009 Funds Event Demographics The event seemed to draw a diverse crowd of both Vail Valley locals and destination guests. It appeared that of the destination guests, very few; if any, were guests that traveled to Vail specifically for the Antique Festival. On the other hand, a good portion of the locals in attendance seemed to have visited • Lionshead with the specific purpose of attending the show. As this show continues to grow and develop we expect that it will not only begin to draw more of a crowd to the Village locally, but that it will also start to draw a Front Range crowd and other destination guests to the Valley. Potential Benefits and Return on Investment The Vail Antique Festival stands to benefit the Town of Vail in a variety of ways. To begin, in line with the rest of the Lionshead Events proposed for the up....... ing summer, and those of last summer, the Antique Festival creates a feeling of activity and liveliness throughout Lionshead. It is a Festival that spreads throughout the entire Village and therefore brings vitality to the area that has been missing for quite some time. Also in line with the rest of the Lionshead events, this event brings 'a great sense of community with it. It has united the merchants in an effort to make it a successful event and will continue to do so in the future. Furthermore, the Vail Antique Show will drive more business in to Vail overall. It will ..mate an influx of guests that will not only attend the show, but will spend money in the retail and restaurant locations throughout the entire Village. Additionally, as the event grows, more destination guests will travel to Vail specifically for the event, driving even more revenue to the lodging sectors and, as a result, to the Town itself. Organization Roster The Lionshead Merchant Association does not c>um„ tly have a true list of officers. However, the committee that has been charged with the task of organizing the summer list of events and marketing them throughout the value is made. up of the following people: Brian Nolan Vail Chophouse & Blue Moose Pizza briana.vailchonhouse.com Sarah Franke Vail Chophouse & Blue Moose Pizza sarah(&vailchonhouse.com John Dawsey The Arrabelle at Vail Square idawsev(a).vailresorts.com Keith Odza Montaneros kodza(&montenaros.com Lee Steele SSV lsteeleassv.net Mia Vlaar Vail Jazz Foundation vifOvailiazz.org MC Presents is made up of the following: Cynthia Brooks Event Promoter Mary Vidano Eventr.,,...oter brooks.cvnthiaa..comcast.net ***As a fmal note, we would like to again thank you. We have greatly appreciated your support of this event in the past and hope to again have your support as we move forward. We have a complete understanding of the number of requests you have before you, the number of great events out there that deserve your support, and the difficult task that.lies before you as a result. Based on that fact, we have truly considered this funding as seed money to build successful events in the Lionshead community. And though we are requesting similar amounts of funding this year, we wanted to be clear that we do intend to cut those request amounts, and our overall dependence on the CSE, each year; as we feel that there is great importance in freeing up those, funds, allowing the Commission to support the formation of more great events in Vail in the future. • Thank you.*** TOV/CSE 7 Application for 2009 Funds I Attachment A I • - - --- Vail Antique Festival - - - BudgelDetail Event Budoet - Lionshead - FY 2009 Des..:W::oa Proposed Budeet__ Revenues: Vendor Booth Fee Payments (50 vendor spaces at $4001space) 20,000 Requested CSE Contribution - 12,000 Beer/Wine Sales 0 Sponsorships .0 Lionshead Merchant Association. Marketing Efforts Total Rev 32,000 Expenses: Advertising Banners & Signage 2,500 Brochures & Programs 1,000 Newspaper 8,00(1 Misc. Publications 2,000 Radio 0 Website 250 Beer/Wme/Soda/ice 0 Consulting 0 Entertainment Childreai's Activities 0 Culinary Demonstrations 0 • Music 0 Sound Equipment & Backline 0 Event Fees Insurance 1,000 Police 0 Security 2,000 Sound Permit 0 Special Event License 50 Tent Permit 0 Miscellaneous 500 Recruitment 5,000 Sponsor Activities 0 Sponsor Gifts 0 Staff 0 Event Workers 5,000 Administration 3;000 Tables/Linens Rental 0 Tent Rental 0 Travel & Lodging --_1.500 Total Expenses: 31;800 Net Income/(Loss) 200 . 1 0/212 0 0 8: 4:17 PM • • • Attachment B I Rocky Mountain AnfiqueF-. :?,J Budget Detail Event Budget- Lionshead - FY 2008 FY 2008 - Desenvbon F:.., ..,ed Budget-__ Actual Revenues: Vendor Booth Fee Payments (50 vendor spaces at $450/space) 22,500 11,745 _ 33 spaces w/ discount Requested CSE Contribution 10,000 3,448 Beer/Wine Sales 0 0 Sponsorships 0 0 Lionshead Merchant Association 0 See Marketing Detail Total Revenues: 32500:- 15.193 ):. ,... Bs: Advertising Banners & Signage 1,500 LHMA Signage Brochures & Programs 1,500 0 Newspaper 5,000 7,925 Misc. Publications 2,500 850 Radio 1,600 LHMA Radio Website 250 0 Beer/Wine/Soda/ice 0 0 Consulting 0 0 Entertainment Children's Activities 1,000 0 Culinary Demonstrations 1,500 0 Music 0 0 Sound Equipment & Backline 0 0 Event Fees Insurance 850 400 Police 2,000 0 Security 2,000 920 Sound Permit 50 0 Special Event License 50 -50 Tent Permit 125 0 Miscellaneous 500 0 Recruitment 2,500 750 Sponsor Activities 0 0 Sponsor; Gifts 0 0 Staff 0' 0 i Event Workers 5,000 . 2,400 Administration 5,000 2,000 Tables/Linens Rental 0 235 Tent Rental 0 0 Travel & Lodging 0 0 Total E,,. 32:325:- - -- - -- ' 15,230 Net Income/(Loss) - -- - 175 (37) 10/2/2008: 4:17 PM ' I Attachment C • VAIL COMMISSION ON SPECIAL EVENTS 2008 EVENT FUNDING APPLICATION Request for In-Kind Services Vail Antique Festival To operate the Vail Antique Festival at its optimum level, the Lionshead Merchant Group would like to request the following in-kind services from the Town of Vail: Police/Code Enforcement: 1. Patrol the event area on a regular basis to assure guests attending are safe, that vendor displays.are not comy ....ised and that no issues arise. 2. Alert staff that trucks will be loading event items in prior to the start of the event and out after the event; in both cases requiring the ability to drive through the Village and park briefly. Public Works: 1. Provide the appropriate number of trash i c- ,Qp'lacles and the personnel to assist with trash removal from the Lionshead Village on Festival days. • 2. Refrain fi.... doing any work on the mall during the time of the event and remove any work vehicles or materials fi.... areas designated for this event. 3. Lower bollard at the West end of the Mall on load in and load out days to allow access for antique vendors. Transit: 1. Reroute the buses fi.11. the Lionshead Bus Stop on load-in and load-out day. 2. Block off the Charter Bus Lot to allow for vendor trailer parking. Fire: Provide personnel for walk-through of the Lionshead Mall and Vail Square areas prior to the first event to assure that all vendor locations planned are up to code and acceptable. • • • Colorado G rand A Proposal By The LIONSHEAD MrRCHANT AS';0CtAT10N Colorado Grand The Colorado Grand is truly a unique event that would add tremendous value to any venue fortunate enough to host its culminating event. The Grand offers an event that is unlike any other, or at least any other in the state of Colorado. This distinctiveness drew crowds from throughout the state and introduced an entirely new demographic to the Lionshead Village and to Vail as a whole. This past September, the Grand celebrated its 20th year of operation. As a result, the Concours event on Saturday, September 20th was the third largest in the world. Over 80 vintage cars, all unique and all of tremendous value, were placed throughout the Lionshead Village. You could not pick a more perfect day for the event, or a more perfect event for Lionshead Village. Retail and restaurant owners alike commented repeatedly on the influx of guests to the area for the event and the impact the increased number of visitors had on sales for that day. Additionally, comments regarding the refreshing new activity level of the Lionshead area echoed from guests throughout the day. Though the event was a huge success this first year back in Lionshead, we feel that it has tremendous potential to grow and to attract not only a large number of locals to the Village for that morning, but rather a large number of Front Range guests to the area for the entire weekend; continuing to introduce Vail and all it has to offer to a demographic that may not otherwise visit the Valley. We felt overall that it was a great event, with even greater potential. We hope that you will see it as the same! *04 - , 11 " 0 Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION • Please print or type all information ? EVENT: Colorado Grand ? PROPOSED DATE(S): September, 2009 ? AMOUNT OF CASH FUNDING REQUESTED: $5000 • PRODUCING ENTITY:. Colorado Grand President or Executive Director's Name: Kathv Mever Name and Title of Person Completing the Application: - Sarah Franke (Event Coordinator) Address: P.O.. Box 5549 Avon, CO 81620 Telephone: 970 /390-1354 Cell: FAX: 720 /_733-6701 WEBSrt r:: _ www.coloradoemd.org E-Mail Address: kkinPusef ore Organization's tax status: For Profit Non-Profit* X 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#: 84-1115630 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: _Primarily Colorado State Patrol Widows & Orphans. • but in general the group donates over $2.5 million to Colorado Charities. Mission Statement: -To hold an event that draws both local and destination euests to the Lionshead Villaee and creates an overall liveliness and a sense of community in the area Number of years your organization has been in business: -Over 20 vears • Brief Description of the Event: The Colorado Grand is a world renowned vintage and historic car rally. It has been in existence for 20 vears now, iust celr,..ating its 20`? year anniversary with the event that took place in Vail this past September. The event will include a finish line celebration on Friday afternoon (as it did this year) with checkered flags. a iazz band. and a victory laD thmush_the Lionshead Village by all rally Darticivants. and a Concours event on Saturday morning. placing all of the vintage rally cars on display. • Describe where event will be located within the Town of Vail: Throughout the entire Lionshead Villaee • . Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: U TOV/CSE 1 Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: . Funds allocated will be used to cover event advertising., staffing, event permit, event overation, and Administrative expenses. , • 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 Y."...oter will be charged for all labor, materials and equipment unless such services are svecifically exempted and approved as part of the Special Event P,,....;t. In-kind. services would be verv much a..u.eciated. Please see Attachment C for. f n-ther explanation of reauired services. • Is this a: New event Existing event X Number of years in existence 20 Location(s) of event in previous years: The event took place in Beaver Creek Village for vears. More recentiv it was held at the Cascade, and this vast September. for the first time in vears it was held within the Lionshead Village. • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 85 Number of volunteers needed: 20 Number of event staff: 6 Total Number of spectators anticipated: 1000 Local: 45 % In-state (non-local): 40 % Out of State: 15 • • Should the CSE decide not to support this event, will it still occur? Yes X 'No • What % of the total event budget is the CSE being asked to fund? ?20% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: - _$20.000 • . 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? indefinitely • 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? 10% r? L TOV/CSE 2 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 demo& .Vhics of event attendees and spending. Brief description of potential benefits to the Town of Vail, including an estimated # of in.., r-,,,ental 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 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, i.e. unbound, 8 % x 11 size) OF THE 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 gvecialeventsa,,vailuov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding W the amount of Subject to the following conditions: Signature:CSE Coordinator r ? was approved by the CSE on (date) TOWSE 3 Application for 2009 Funds Signature: Applicant • Unless otherwise specified in the contract, 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 the, event producer following the timely submittal of a complete 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. • Cj TOV/CSE 4 Application for 2009 Funds VAIL COMMISSION ON SPECIAL. EVENTS 2009 EVENT FUNDING APPLICATION Colorado Grand '*Detailed Event Budget Please see Attach,.?..-L A for detailed budget information. Marketing Plan The Colorado Grand would be advertised in the following manners: a. Bi-weekly advertisements listing the schedule of events taking place "This Week" and within the "Upcoming Schedule" placed in the Vail Daily by the Lionshead Merchant Association. Please see Attachment B for an example of these ads. Please see the Marketing Example section for further details. b. Lionshead Merchant Association event brochures that list the summer event schedule, in addition to providing more detailed info„..uon on each event These brochures will be distributed throughout the Valley to concierge, information centers and retail businesses. Please see the Marketing Example section for further details. c. Radio ads. on KZYR with speck messages driving business to the event. d Lionshead Merchant *Association will again create A -Frame signs that list the overall event calendar for Lionshead Summer 09, hold Lionshead Event Brochures, and have a slide-in sign advertising the Colorado Grand on days the event is taking place. Please, see the Marketing Example section for further details. e. Press Releases will be sent to media outlets f: Appearances on TV8 to discuss the Colorado Grand g. Check Presenter cards placed in Lionshead restaurants during the week of the event • h. Email blast to Valley Concierge and front desk staff, providing details regarding the event on a . weekly basis. L List event on local websites such as, vail.com, visitvailvalleycom, and vailpmcom. j. Email blast to Front Range car clubs listing lodging specials and event details.. Previous Year Event Evaluation Event Overview The Colorado Grand was a highlight event for the Lionshead Summer Season. The Lionshead portion of the event kicked off with the culmination of the 1000 mile road rally on Friday Afternoon, September 19`h. To complete their long journey through Colorado the rally participants pulled through the metal archway at the entrance of Lionshead, where they were greeted by a checkered flag, cheering fans and a Dixie Land Band. The event continued on Saturday morning as the 80+ participant cars were loaded in to the Lionshead Village. The Concours literally took over the entire Village, filling every open space possible. Repeated comments could be heard from Village merchants, Valley locals, and guests to Vail as a whole about the new level of activity and how refreshing it was. As we expected, and as we have said regarding all of the Lionshead events this past summer, we learned quite a bit in our first year of events in the NEW Lionshead. The sL c...gths and weaknesses we observed this first year are listed below. We intend to take what we have learned to improve on and add to our cu,lGllt strengths and eliminate any weaknesses. a. Strengths: i. Gave the Village a sense of liveliness and activity that has been missing from the area for • quite some time. TOV/CSE 5 Application for 2009 Funds ii. Added value to the guest experience of those already in the Village and attracted locals to the Lionshead Village. iii. Exposed the "New and Improved" Lionshead to a large number of Vail Valley locals and guests. • iv. Brought in a large group of participants to the area that are of the perfect demographic. V. Appeased the Lionshead Merchant community as a whole by wt,. ,..ding the event throughout the entire Village. b. Weaknesses: i. The permitting process was lengthy for everyone involved. The fact that there were many organizations involved in the planning process and that it was the first year the event had returned to Lionshead caused quite a few delays. ii. Information did not seem to disseminate to all of the necessary parties, causing a few obstacles in the planning and operation of the event. iii. Some kinks were experienced in the load-in process of this event that will need to be worked out in the future for all of Lionshead and Vail Square events overall. Event Income & Expense Statement from Summer 2008 Please see the attached Event P&L to,compare actual expenditure versus the proposed budget (Attachment B). CSE funding was used primarily to fund event operation; more specifically, paying for event staffing and for entertainment. We currently plan to continue the event next summer. Based on that fact we have asked for a similar amount fig,... the CSE this year, but intend to cut that amount in half by the event's third year and hope to ask for no funding by the fourth year. We wanted to note this only to emphasize the fact that we do greatly appreciate the funding that has been offered to the Lionshead Merchant Group to get our ct...calt summer event schedule started, but that we also understand the importance of driving our own funds to • Lionshead events in the future and will work towards that goal each year as we move forward and grow these events. Event Demographics The field of Colorado Grand participants includes many of the world's most respected collectors. The automobiles are all racing and sports cars of distinction. The Colorado Grand is noted for the number of pre-war significant racing cars with actual racing history. The event participant is unique in that most cars on the rally are museum quality cars; however, the respective owners enjoy the experience of actually using the cars rather than just looking at them. There are only a few places in the world that a car enthusiast can see as many significant cars in one place as one finds with the Colorado Grand; namely, Pebble Beach and Monte Carlo. As a result, the Colorado Grand Concours drew a large group of people from the Front Range as well as local residents Potential Benefits and Return on Investment Regarding benefits to the Town of Vail, the Colorado Grand has the potential to offer great benefit to the Town of Vail. To begin, it serves the overall purpose of creating animation and liveliness in Lionshead, revitalizing the area as a whole. Furthermore, this year the event drove a large number of locals and destination guests to the Village; the majority of which also visited the retail and restaurant locations. Finally, as the event grows, and as the lodging opportunities offered are.marketed in a larger manner, the event has &,.t potential to draw a Iarge.Front Range crowd to Vail for the weekend, in addition to other destination guests. • TOV/CSE 6 Application for 2009 Funds Organization Roster The Lionshead Merchant Association does not currently have a true list of officers. However, the committee that has been charged with the task of organizing the summer list of events and marketing them throughout the value is made up of the following people: Brian Nolan Vail Chophouse & Blue Moose Pizza briariOvailchovhouse.com Sarah Franke Vail Chophouse & Blue Moose Pizza sarah0wailchovhouse.com John Dawsey The Arrabelle at Vail Square idawsevOvailresorts.com Keith Odza Montaneros kodzaOmontenaros.com Lee Steele SSV Isteelena.ssv.net Mia Vlaar Vail Jazz Foundation vif0vailiazz.ora Colorado Grand Staff is made up of the following: Kathy Meyer Event Promoter kkm(&usef org Leslie Mangan Event Coordinator lesliemaneanaa,awestoffice.net ***As a final note, we would like to again thank you. We have greatly appreciated your support of this event in the past and hope to again have your support as we move forward. We have a complete understanding of the number of requests you have before you, the,number of great events out there that deserve your support, and the difficult task that lies before you as a result. Based on that fact, we have truly considered this funding as seed money to build successful events in the Lionshead community. And though we are requesting similar amounts of funding this year, we wanted to be clear that we do intend to cut those request amounts, and our overall dependence on the CSE, each year; as we feel that there is great importance in freeing up those funds, allowing the Commission to support the formation of more great events in Vail in the future. Thank you.*** • TOV/CSE 7 Application for 2009 Funds • • L Attachment A Colorado Grand - 09 Budget Detail Event Budget - Lionshead FY 2009 Budget Revenues: Vail CSE Contribution 5,000 'Other Sponsors/Contributions 20,000 Beer/Wine Sales 0 Sponsorships 0 Total Revenues: 25.000 L.i.rs...,s... Advertising Banners & Signage 500 Brochures & Programs 500 Newspaper 2,000 Misc. Publications/ Front Range Clubs 3,500 Radio 1,500 Website 500 Beer/Wine/Soda/ice 0 Consulting 0 Entertainment Children's Activities Culinary Demonstrations Music 1,000. Sound Equipment & Backline 500 Event Fees Insurance 500 Police Security 500 " Sound Permit 50 Special Event License 50 Tent Permit 125 Miscellaneous 500. - Ground P.-- 'on 1,500. Participants Brunch 10,000 Sponsor Gifts 0 Staff 0 Event Workers 1,250 Administration Tables/Linens Rental 0 Tent Rental 0 Travel & Lodging -- -_0 Total Expenses: 24.475 Net Income/(Loss) 525 10/2/ M: 3:59 PM I Attachment B I • • Colorado Grand Budget Review Event Budget Lionshead FY.2008 - - - FY 2008 Des-%:on Budget _._Actual__- Revenues: Vail CSE Contribution 5;000 2,463 Other Sponsors(Contributions 20,000 20,000 Beer/Wine Sales 0 0 LHMA Sponsorship 0 LHMA Ads Total Revenues: 25,000- - - ----22:463- Expenses: Advertising Banners & Signage 500 1,000 Brochures & I1. e. ams 500. LHMA Brochures Newspaper 2000 LHMA Ads , Misc. Publications/ Front Range Clubs 3,500 0 Radio 1,500 LHMA Radio Website 500 0 Beer/WmelSodahce .0 0 Consulting 0 0 Entertainment Children's Activities Culinary Demonstrations 0 Music 1,000 1,500 Sound Equipment & Backline 500 0 Event Fees 0 Insurance 500 500 Police 0- Security 500 0 Sound Permit 50 0 Special Event License 50 50 Tent Permit 125 0 Miscellaneous 500 500 Ground Protection 1;500 1,500 Participants Brunch 10,000 10;000 Sponsor Gifts 0 0 Staff 0 Event Workers 1,250 2,500 Administration 2,500 Tables/Linens Rental 0 0 , Tent Rental 0 0 Travel & Lodging --. 0 2,000 Total Expenses: 24,475 - - 22;050. Net Income/(Loss) 525 --- - - =_413 _ 10/2/2008: 3:59 PM Attachment C ® VAIL COMMISSION ON SPECIAL EVENTS 2008 EVENT FUNDING APPLICATION Request for In-Kind Services. Colorado Grand To operate the Colorado Grand at its optimum level, the Lionshead Merchant Group would like to request the following in-kind services from the Town of Vail: Police/Code Enforcement: 1. Alert staff about the plan of the event. Facilitate the drive through on Friday evening and the load in and out of cars on Saturday. Public Works: 1. Provide the appropriate number of trash receptacles and-the personnel to assist with trash removal from the Lionshead Village on event days. 2. Refrain from doing any work on the mall during the time of the event and remove any work vehicles or materials fiuxi. areas designated for this event. 3. Lower bollard at the West end of the Mall to allow the cars to make a full loop through the Village. Transit: 1. Reroute the buses from the Lionshead Bus Stop on Friday afternoon and for most of the day on Saturday. 2. Block off the Charter Bus Lot to allow for vendor trailer parking. Fire: 1. Provide personnel for walk-through of the Lionshead Mall and Vail Square areas prior to the first event to assure that all vendor locations planned are up to code and acceptable. 11 Lionshead Culinary Demonstrations While the past few years have been difficult for the merchants, of Lionshead we have also been given a unique opportunity as a result. We have been given the opportunity to reinvent our image; to recreate the general impression that both locals and destination guests have about the Lionshead area. This Village has significant assets to offer to guests of the area, but has not always been known for these commodities. Over the past summer, the events listed in this packet brought these assets to the forefront of people's minds and began the creation of a new image for the area. And though we did not have the ability to get the Culinary Demonstration series off and running in 2008, as it would not have represented the high caliber of event we have tried to uphold throughout the past summer season; the Series is scheduled to begin in the Summer Season of 09. The Lionshead group made great strides in recreating itself and in portraying its new image to the community this summer, and we feel that the Lionshead Culinary Demo Series is another great opportunity to portray this new active and lively Lionshead image to the general public. The revitalized Lionshead offers extraordinary restaurants amidst a fantastic atmosphere, and this series would be the perfect way to showcase that fact. The Culinary Demo Series provides a stage from which,each restaurant in the area can exhibit their cuisine jWnd the talented chefs that create it. The series creates a repetitive event that will draw new and return guests and adds yet another memorable aspect to the Lionshead experience. Additionally, aside from food and labor costs to the participating restaurants and overall marketing expenses, this series requires very little funding considering the large value it offers in return. The Lionshead Merchant Association will support the advertising costs of the event and sponsors will fulfill the balance. We are therefore not requesting any funding for this event and simply wanted to let you all know that it was on the horizon and that the Lionshead Community is very excited to add it to the existing list of tremendous Lionshead events! 40 i • 0 Marketing Examples F? • • S u M M F R 2 0 0 8 this t'veek I, A U G U S T 4 T H y y '-+ I r? i A U G U S T 8 T H FAMILY FRIDAY VAIL ARTS FESTIVAL AFTERNOON CLUB AUG. 8TH-10TH FRIDAY AUG. 8TH 5-8PM FRI 12PM-6PM I SAT LOAM-6PM DON'T MISS THE LAST FFAC SUN 10AM-4PM OF THE SUMMER! The Vail Arts Festival returns for its 24th year! A Friday Afternoon Club for the entire family! Enjoy browsing beautiful and unique works of art in a truly beautiful and unique setting! U)V4',T 4tn J events AUGUST - SEPTEMBER Thursdays • Jazz at Vail Square Every Thursday in August featuring performances by Trombone Shorty and Orleans Avenue, The Jeff Hamilton Trio. the Chuchito Valdes Quartet and The Clayton Brothers Quartet and the VJF All-Stars Fridays • Family Friday Afternoon Club August 8-10 • Vail Arts Festival September 19-20 • Colorado Grand September 27 • Lionshead Chili Cookoff • Eagle I Daytime Operations... Nighttime Operations LIONSHEAD SUMMER 2008 3ahn Gondola Summer Schedule ..........................................Open Daily 1 Dam4pm ..........................................Open Thurs-Sat Nights 4-9pm CHARLIE'S LIONSNEAD T-SHIRT JEWELERS 49 • LIONSHEAD 2008Summe'r Calendar of Events I Date Event July Fri., July 4th ................................. America Days Fri., July 11 th ............................... Family Friday Afternoon Club Fri., July 18th ............................... Family Friday Afternoon Club Fri., July 25th ............................... Family Friday Afternoon Club Thur., July 31st ............................. Jazz at Vail Square August Fri., August 1st ............................. Family Friday Afternoon Club Fri., Aug. 1st - Aug. 3rd ................ Rocky Mountain Antique Festival Thur., Aug. 7th ............................. Jazz at Vail Square Fri., August 8th ............................ Family Friday Afternoon Club Fri., Aug. 8th -Aug. 10th ............. • Thur., Aug. 14th ........................... Thur., Aug. 21 st ............................ Thur., Aug. 28th ........................... Vail Arts Festival Jazz at Vail Square Jazz at Vail Square Jazz at Vail Square Set .._. ber Fri., Sept. 5th - Sept. 7th .............. Okioberfest Fri., Sept 19th - Sept. 20th ........... Colorado Grand Sat., Sept 27th .............................. Lionshead Chili Cook-Off Gondola & Adventure Ridge- Summer Schedule Eagle Bahn Gondola Summer Operating Hours: June 20-22, 2008: Friday-Sunday, 1 oam-4pm June 27-Sept. 1, 2008: Open daily, loam-4pm Evening Gondola Operations June 27-August 30, 2008: Free Scenic Twilight Rides, 4pm-9pm, Thursday-Saturday Additional Weekends, Eagle Bahn Gondola September 5-7,12-14, 2008: 10am-4pm No evening operations For more information on Vail Summer Mountain Activities call Resort Information & Activities Center, 970-476-9090 *Dates and hours are weather dependent and subject to change. 0 • Lionshead Merchant List • Vail Hmedca Dags Shopping/Retad & Services: Dining/Food & Beverage: Avalanche Pub at the Vail Marriott Resort Bart & Yeti's Billy's Island Grill Blue Moose Pizza Centre V Flying Burrito Garfinkel's Haagen-Dazs Les Deuces De France Mezzaluna Moe's Original BBQ Montauk Seafood Grill Ocotillo Rimini Starbucks Subway - Lionshead The Little Diner Vail Chophouse Vail Coffee Company Vail Gourmet Cookie Company Spas: Golden Leaf Spa at the Vail Marriott Resort Heaven Massage & Spa RockResorts Spa at the Arrabelle Vail Spa FESTIVAL 7 *Ak* VA?IL ?l l}a FcSTIVAL 11000 > 0 Aalta Sports American Educational Institute Arriesgado Attitudes Avalon Clothing Company Backcountry Caterer Boot Lab, 'Ihe Breeze Burton Charlie's Shirts, Inc. Charter Sports - Lion Square Lodge Charter Sports - Vail Marriott Resort Dakota Craftsman Inc. Double Diamond Ski Shop First Bank of Vail - Lionshead Gore Peaks Grind KH Webb Architects Law Offices of Arthur Abplanalp Lionshead General Store Lionshead Jewelers Lionshead Liquor Store Mountain Tees North Face, The One Track Mind Pan for Hire Passages Inc. - Lionshead Patagonia Performance Sports Phillips & Associates, Inc. PPL, Inc. Prudential Colorado Properties Quiksilver Resort Info/Activities Center Shade Sharp Shooter Spectrum Venture Ski Base & Wheel Base Ski Valet/Bike Valet Slifer Smith & Frampton Real Estate Swedish Clog Cabin Vail Resort Realty Inc. Vail Ski-Bike Tech Inc. Vail Sports - Arrabelle Vail Sports at Vail 21 Vail T -Shirt Company Vargas Cleaning Visions of Vail Lodges: Antlers at Vail Arrabelle at Vail Square Destination Resorts Vail International Lift House Condominiums Lion Square Lodge Lionshead Inn Lodge at Lionshead Montaneros Westwind Vail Marriott Resort & Spa Vail Spa Lionshead Tips • Park in the Lionshead Parking Structure, located just west of the main Vail exit number 176 on the South Frontage Road. • Proceed past the bus stop and westward through the arch at The Arrabelle to Vail Square. • Comfortable walking attire is always acceptable in Vail, and layers are recommended as weather can change quickly. • The Town of Vail free bus system connects points within Vail, and Eco Buses connect from beyond Vail. Consult vailgov com for more information. _ .-Will vlaZda Diys .y n e. .!?•:?: 'Da" F1%aY. Jut" 4- := Scheduieb?f l erfor nee _- ?=_ =iiqus: Paradebeguisat iDanr * - - `;yTwsda}S:July31"-,utdsSters' =Details: Life's a Beam Of at.feastit is this 4'? of July in Vi?rtis is a singer/saxophonist/songwriter who expaind; '. _ „?1ie=3a11America?ajrsazade'wlL'vvindttsivagtluough? the-ja?aYepertoryby y.4vv.jazz=stantlaztls:.Dlfia =- Vail, featurtii a wide atray.df talent performers and beach ==-` ° =disuncttve voice arlestotytelling ?tyJe; Curtiss allows je` - __ then??dflo?ts: fi`]he fiaraclc'will?egn arGolden Peek tlusxear' ;pgetryof the•13+csdto eatlziough Curtis v?iil3ie traveling. •'' s andtid uz Lionshead X?lllage vsrirli a giant each,Partyi to Vaii' aftor`coac?itdngfa Four wiry Dianar?H.= - '° =^r ?.lbsb isaamWy tayoo L ?i°Y'.Augst -.7-0 4C Skorty and Avenue Orleans -Also- known as T'roj? Andretitvs; Phis trombone and trumpet payer represents aw- next-gen J eration of New Orleans jazz a, _ " tnnsrctans '` :'romiidn,5Shor combines the exuberance_and f r,ys, uly > F . ? Attest D pm showmatighippf•)rouis Arrnitrong;with a uniglue?lend?f '' 7.4i 't . A Friday=Aferrnoorlub •foY he"eatue ray! - feinlpbp;; hip-hop and jazz. that nevrsils to bang audierrc ; + ldetai}s `Featuring livusit; aai array ofkids= activities, foQd,and = :` ..: ' to•their feet. _ j - drink specaas" and?c?h?giitcmore,?hu VACoffers?'Y • etitertaYnlrientand aotrvttiss for.all ages. ffie base - ?ursday, August 14'? ;JeffI?amtlton .;of the:Fagi eBa_ n' end6fa,:gitest's?can t in the " - Jeff Hamilton is Dire of t£ie l3nt£esf dn3rina?eis on tCie Jaiz=' _ increldible a inosp ere and nreathcatt tag VWA avii_lable gq scene today, wh 1?? .playing-wizli Trio, the Clayton/ as rcli reco estra, o:''the G inmy-winning Diana the top of the istei mat eelebration and=stilt return to a truly Hamilton J;j b 140- 1 f- ?'-' I{rall bead, Jeff rded wrtl}.artists Natalie Cole, Mtl ' amily: csecl xv eue tl?e j ionsliea Village. ` - Jackxo , $ar}}?a?a;Stretsai?cl,7VIeI?'ome, Jo hn.Pizzare_lli, Ged r '1 _'Shering, Joke and many otfies, - ?ltursdayrAugust 21°` - Chuchito &ta.:-Quartet. x 4 _ _ .. -'Chucliieo, zsrlio'was born in Havana, 41h,- co p ecf;:" _ paiistarid the third generation of one bf most: _ liist4nguished musical families in Cuba An ?etnely ffari'rboyant and exuberant.performer, Chu& •r to's" -o_ _ - r unique interpretation of Afro= Culiaiceii atrrr faze is tremendously popular of festival's,:zlubs'and cenceits all over the world,. .? - - 1<hnrsdaX August 28'? 1e 4M,Brothers Quartet and c NIF A11-Stars t `- - by: Grammywinzrerarid`?assist extraordinaire john ~ t' Clayton,:tfie renavirired Clayton Brothers Quintet includes jazz ata'Sgi?re _ _ Johns brother. Jeff Clayton, saxophonist and co-leader of . - - 46'Clayton/Hamilton Jazz Orchestra, pianist and jazz 't Datesb Thu,?.lay?, Jufy-.31s' - August 28's - , educator Bill Cunliffe, Terrell Stafford, one of the most _Ti?ries: 6-.8piii uu sough after trumpet players today, and Lewis Natth;-ihe,innA _ ^ Details:. Ile, Vail,Jazz Fouudatio(n has put together an highly recorded jazz drummer ever. We VJF All Scars are. , Incredible line up'of Jazz'}ierform4' for this first year series students of the Vail Jazz WI FEkshop, *hv have been selected = ': '' +_ --- of coiirez mft Vail Square En joy 411 of the beauty of the from hundreds o high school aged rizusicians for a 1-0 kday- :• Rocky Mountains_while listening to the sizzling sounds;of is -residenry in Vail ' 'Ihe students workwith=tnus cianleducarors' j ; aciiaziirg grouFof }ieiforiners: For•more•inf please ° to hobs rheir'slc l and then perform with tfie Quintet, as the -• i ?visi[ wwwvailazz.org. _ -Va?1.Jatiz All -Stas.__ r ?; - Colorado ?Grarid `R ?'= .? 'Dates• Fnda Segten?b=14`b `'Satt?rdyr Septetner 20" ? -r-3"'tm?, Frit?ay3pm fpm;, Saturday lA.anz F"pm%? Details _Aebrate.di 2Q`?.An NiisarKO£thc lorado `tom', firmiehout • _ •. t`wi't ;; C -d fix' . ' T . ' _ i ..- ?. ? tom; ? ? - ? ? - . y ? a ?• -? ? ? 1 _ , ?Sunday? August 10th Dates's Rikd"- August 8?' : ? _ Times Fn aye ?-6pm,'Sanuclay l0ain-6 pm; = ', : • ?? ' `f -~Srunday l ain:4pM. De?atls. Zlree Day Celbratuon of the Arts Ovei '? • ~ - ^? • 7 . "^'artustsrop the:U.S. will converge ;on Liomlt'eaV:Villag = ?-' ` -- _ for ihe.tl iee day arts festival. Ari array of4a m- tk VM be _ ---_ _ . - -, ; • 5 ; : «: H ,off display' ,including watercolors, oif ana-acrylic pauitings; - _ I io'ead _ ? 'iilr Cotc1?- ' - a w _ f _ _ .•._ p z.- wood wo rking glass; sculptures; £uihittue osaics, ceramics; A _ , , lwo m t k h to nd e T ke' d a t f th h e a r s; p o grap y a a v n age.o e. a eekeach'exbibgting artist in.p tutd Sc um erg ; :? =-- t unique opportunity to a, r _ µa t s lr'lhle3. i`2??p _ ?'•.'3 y i? +r ;` Okwlnetfest. retaie ei?d of Septembers awondetful ti_me`lieie?in r'fhe email Valley; anti what=better way toake avafltage of~ ': ` `- the 'cniar fall weather and stuntrt ra'll ?ial? `? Dates Set r SundAn.; y >} Enxlay, eurb ,5? i y, September' _ r enjoyurig a 3ayaur e`L><9nsheadVla$esariaphrig tlitest ' i Times. Friday Spd 4m; SataFda}r I lam-l0pm; cec?pes our Va>tl elie`fs and oval gourznaiids have to offer!-7 t: 77 Dttails jr ri ,d .to Auit'off the Led'erhosen; threw o><r the ' - , j- _ ? .` w I ?irndl5,an4L•`oasrybt?rsteuis to the'most pope party inxlie world: 0kiobetfest.: the ye -d festiva -4beer, I f? musi: ,..1 Fa}1or?2n eptire weekend .y, 'LIOnshead will host•oom parr parties, r<icIy C3ktobei esty iemed ar iv><ties _. and traditional Ge>siitan Your Yfavoi><te Bauatian tauie? w>ll be ever •' s - .1 1 x w. a.t thrOllglsorit the three' days.of ongwi = ? btov ti?aut -errgax fun, al fh die" -Oktoberfest-favontes.oi yodeling;,afpine ;.- u horn, bl'ov? a .and the' bratwiurst ea'ting' and keg bowlii?g;contestsl Town of Vail: Event Review Committee: Event Report Card (aka The ERC-ERC) OMP Values: fit 4,11 1j-Collaborutlora-locc-antobft-R.-1, . u „f r Name of EvenAO N1TY? A G3Ue? Dates: 1-31, 2-00<V) : EventProducer: l %OSG te-4 f?' fv q l G t1 c / ?. 1 ? .? _ ?j© ON / CD(Commanity.Deve(opment) FD(i Dot) Ipwolke Dept) Pw9blie Works) St:(Seles Ta:) TC(lbwn Clerk) CSE(Spechd Events Coordinator) TOV MGR iEeonomic!Mvelooment or TOV Amager Rear-sentatlve) Answer Yes or No: it no. ulme e:olain below. The permit was submitted on time m4 the information,provkledwas thorough. leans that were identified during the permit review process were addressed in a positive and timely manner. I :'The review proem was fair, open-minded and honest and an parties partkipated in a posldve.manuer with trust and respect. The.event, producer end the TOV staff coilabonated to: hrsur the event's success, whilt midgethrg the impetwo daily operations of the Two and netahborlnja.businesses and4vildents. Event set-up was ePocient, reveew oithe'impact to neighbors, and in compliance with` the permit. The venue,w"a vneated in a timely manner and left in appropriate condition. Aocoant ONO: AN permit requirements were met: The event was well received by tbe community.and pMvkled;an . experience that metIbe e:peetationtofVail's.gaests,,resklents and businesses. COMMENTS and SPECIFICS: Use back of page if necessary. Community Development: Fire Department: PolleeSepartment: Public'Works: Sales Ts:• CD FD PD PW ( $?( TC CBI, A TOV NOR A)a _ (Y VXTG? I/M NO /lUlflr" PD D Jt?t ?¢? VAS l J.U) l j eS qIr0S ?cu ?,e &s. U-4 ors Y YvL As `? rcS acs +I? ?Jk j N FP c? S IY?A ` jw. ,t3 qGS- #J01 ?? l..re P.0 4 C-1010.,I (?a 1- (,J .? 4 44101, w#4 Y6 ?. TowaiCkrk: ?h??_3S.JRi ??ll'Y'M"w? ?- '??? t'om' t - CSE= sv6w?1?1? fa ,C? yS alp b ?ti a?.(??w TOV Management: Ne Cl;g ft1 ? c MA UWM t Overnil Town of Vail: Event Review -Committee: Event Report Card (aka The ERC-ERC) Our Vskes; InigriV-Collaboration AcwantablllV-RespM _ . Name of Eventi Aa, ///)0 YAM414 tre- 7C-AV44ates: g?/ - 31o Event Producer; a l a l 19e.1V1 e _ _ . THIS PAGE BE COMPLETED BY THE EVENT PRODUCER/Name of Person Completing this form: Please answer Yea or No: if no,,piease explain. YES/NO: COMMENTS: The permit was submitted on time and the f i id ti d h N r we U.'V? b" 4 W A l 0z n orma on prov e was thoroug . _ 6 - 1 , s? ?. Iona that were identified during the permit review ?~ process were addressed In a positive and timely i manner. Integrip?: The review process was flair, open-minded and honest sad all parties participated in a positive L?eS manner with trust and respetL The event producer and the TOV staff collaborated to insure the event's success, mobile mitigating the impacts i ?kd,,, O'\ to da ly operations of the Taws and neighboring businesses and residents. °b U Event set-up was,eMelent, respecOd of the impact_to__ K ao.c neighbors, and incompliance with the permit. The venue was vacated In a timely manner and left in ? e S appropriate condition. AccountabMV. AU permit requirements were matt The went was well received by the community and - ? _ provided, an experience that met the expectations of l Vail'e,Suests, residents and businesses. D c m co O O N N V z N ?o 0 io Town of Vail: Event.RReview Committee: Event Renert Card,(Am The ERC-ERO Oar ides: IxkVf& +tee?r?w »rab+u -a ce Name of Event: L' YJ' rP l?'1. Mv_.iDatas L S 1 8 Event Producer: U c' i? ?. CD(Commonity Development) ire Dept) PD(Polleebspt) PW(Public Works) Stz(Sales a:) TC(Tbwn Clerk) CSRSpeeW Events Coordinator) MGR (Eeoaomk Devtkament or TOV Aanager Repraieabtive) Answer Yes or No: Kna.,9le,vp niyioln below. _ cD ro PD PW $TX TC TOV C" The permit was submitted on time and the iatbrmation provided was ?/Q' thorough. ---? Vl '?c? LJ.e S Iowa that were Mentltied daring the permit review process were y addressed in a positive and timely manner. 4 TOV MGR Imo: The review process 'as lisin open-minded and honest and all polio participated In wponitive manner with trust and respect. yQ t N I l I`'" !• / The mat producer and'4be TOV staff eWWoraW to insure the eveat'eeaecea, while 'a>i%atln6aW'impuv to deft operation of the n Town and aai4bberiaa baeiaeases a:td resMea `° ??, . -- Event eet-up was effietes t; rsapccp'4l'of the Impact to neighbook and in compliance with t wpermN. f? `f/ Tbo veane was vacated in a'timelg sooner and left in appropriate tend -T Aosnta6ldO: AU permit requirements were mat, .¢ The event was well received by the community and' pr?ovkled as zpeHeaee that met.tbe dzpeetstions:ofVaii's gao*4 residents and basbimes N s . _ COMMENTSand'SPECIFICSs Uso'baekef,pagefttnseessary. Community Developments -- -„-.-- - - Fire Departments, Police Department: 4vA(e 4 L ? - A.Pe- ?.' Eabtk worlrs: l oz z UU .S Nr3 - . Salw'I3s::? . Town Clerks - CSEc ' .C ?.?. 41 /s. - v / TOV Mesa ent. pfd bDID R`?t Overall: Town of Vail: Event Review. Commm tee: Event Report Card Oaka The ERC-ERC) a Oft/ Values: IWegr*CoNaborw&n AMVMWWID -Respect Name of Event:. L; ovyG??? Event Producer: i-(ooh p?, vef Rc?v.t1?-?onsl,a d THIS PAGE TO BE COT"LE r dry BY THE, EVENT PRODUCERIName of Person Completing this form= v , Please"answer Yes or Not Wan, please explain. YESINO: COM MENT& The permit was submitted on time and the information provided was thorough. c c C" O_bOACA w? U_';Akk lasses that were identified darlni[ the permit review _ U proem were addrmed in a positive and timely manner. _ lateg*z The review process was fair, open-m ed - and`honest and all parties participated In a positive manner with trust and respect. The event producer and -the TOV staff collaborated to insure the event'asuccess, while mitigating the-impacts to daily operations of the Town and neighboring eS busineeses!and residents. Event, set up was etllcienkrespectffid of the impact to m neighbors, and in compliance with the permit. z The venue was vacated in a timely manner and left in appropriate condition. Aftounfabl try: Ali permit requirements were met. a 04 M The event was well received by the community and CO provided an experience that,met the expectations of Vall's guests. residents and businessm.- m Q ?es ?eS ? irFoxManorr Jazz a, VAIL SQUARE -,.t,n : REQUEST FitO1Vi '1' VAIN JAZZ FOUNDATION FOR FUNDING FOR JAZZ ? VAIN SQUARE HAS BEEN COMBINED VV1,1,H '1'tm VAIL, JAZZ k'.:STIVAL IS ANNUAL REQUEST AND WILL BE CONSIDERED BY 'tiff; TOWN COUNum AS A "CULTURALLY DESIGNA rED" EVENT. -,i, FOR, '1' E APPLICATION WILL NOT BE CONSIDERED BY 'i'ts CSE. DATE CORRECTION: 5 'i;titJRSDAYS; AUGUST 6- SEP t tMBER 3, 2009 0 Vail Chamber & Business Association LIONSHEAD SOUTH OF THE BORDER FIESTA Saturday June 20t", 2009 Lionshead Village 11:00 am - 4:00 pm Proposal To Commission On Special Events Michael Norton, Executive Director 241 S. Frontage Road E. Suite 2 Vail, Colorado 81657 Phone: (970) 477-007 Fax : (970) 477-0079 Email: michael@vailchamber.org www.vailchamber.org Vail 241 South Frontage Road East, Suite 2 Vail, Colorado 81657 Chamber & Phone: 970.477.0075 FAX: 970.477.0079 Business Email: info@vailchamber.org Association Website: www.vailchamber.org Friday, October 03, 2008 Members on the Commission on Special Events Town of Vail 75 S. Frontage Road Vail, CO 81657 Dear Members: As a new event, the Vail Chamber & Business Association is requesting $25,042 in support of the Lionshead "South of the Border Fiesta" on Saturday, June 20, 2009 from 11 am - 4 pm And what better way to kick off the summer season than with this proposed event and the opening of the gondola! Our plans include food tastings with a southwestern fare, family and kids' activities, retail special promotions, entertainment with a Mariachi band and much, much more! We'll have a chile cook-off competition, all the while creating a fun, festive atmosphere for all to enjoy! Lionshead is such a great new venue and we look forward to starting the season with an event that will bring people to the area and keep them coming back. "The event is proposed for a time of the year that supports the CSE's goal of ensuring a calendar of events that will stimulate the local business economy" and "contribute to a sense of community". Those are your goals and ours, too. We look forward to partnering with the CSE to make this event happen! Sincerely, Michael Norton, Executive Director Vail Chamber & Business Association Board of Directors Lourdes Fetzacca, President Steve Rosenthal, Vice-President Ron Weinstein, Sec.-Treas. La Tour Colorado Footwear Roxy Craig Cohn Mike Glass Brian Nolan Solaris Alpine Bank Vail Chophouse Billy Suarez Susie Tjossem Paul Wible Joe Walker Billy's Island Grill Colorado Ski Museum FirstBank Specialty Sports Venture Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: L,? g NEA0?pu rN of iNE. lJnPuxe. C tES rR 't PROPOSED DATE(S): rut n A 20.. ?_OU 9 ? AMOUNT OF CASH FUNDING STED: S e PRODUCING ENTITY: V Ate .tAr„l?cer JAS n s s g oc t a s not President or Executive Director's Name: t c 44-- A l J f "i Name and Title of Person Completing the Application: ,? (' ?nE cw,a n• t?6 5 Address: D A ?+ c5.?Qon;Aa? L, C-0 Telephone:11o / . o Cell: ?/ FAX: ?/?7 601 of WEBSITE: E-Mail Address: • rip Organization's S For Profit No Profit* )( Not-for-Profit* Non-Profit ( - , or Not-for-Profit (501 C-6) organizafAons, please attach current State Department of Revenue Certificate with this application. Tax payer ID* S o Does a Ev benefit a charity? Yes No o If yes, please name the beneficiary: Mission Statement: 1-1 AfrIC(J 1rA?ACT, ), n(,A^ 0L.CA,, riC.C /J I Number of years your organization has been in business: i q ® Brief Des%aipGon of the Event: J 2rv Cct?(iQ p : tong o F coon cJt';N .n? c•rkit, irLc _ Ajir-% rj r__. ACS t-) t*T N A K F r?i? 66eQFE.. h?Lla.JL l "t.1.?G Cbt]?.nCl> C t?tQs.) ?LQQ 1 • Describe where event will be located within the Town of Vail: r . A /1 • Will any portion of the event take place outside of the Town of Vail? Yes No If yes, please explain: TOWSE -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: L,ntv514 CAA QC4ALn LUX-fl- n 444-04 P ,'11 %S(A eAMV2- An n-rM?nl Gan ??. et C- • Will additional in-kind services be required from the Town of Vail? Yes 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. ?q? f2. c?r?C C - F02- CSC cu . T IAL Cn 96 L C 146 CZ norpj T S • Is this a: New event X Existing event Number of years in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticipated c S_n taff /_5 Number of volunteers needed ` 3 n Number of event staff- Total Number of spectators anticipated , _ ?_ Locall., o % In-state (non-localk 3n % Out of State40% • Should the CSE decide not to support this event, will it still occur? Yes No A?cn n r o ri r? )o e S 14 • What % of the total event budget is the CSE being asked to fund? Ra tAC. C J f n? • What is the $ amount of sponsorships from alternative sources reflected in the event / budget: I c 345D • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 13 d • If possible, would you intend to host the event in Vail beyond 2009? Yes_ No If yes, for how many years beyond 2008? ja nE Crn, a 1-C, • Do you anticipate requesting funding fiv... the CSE next year? YesNo 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? 60 7. TOV/CSE -5- Application for 2009 Funds REQUIRED ATTAt:niAENTS: ? 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 demo&aFhics 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 invwl...ent should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions The CSE TF.eciates the inclusion of any additional support materials, such as videotapes, pros.,u..s, news articles and other printed materials. PLEASE SUBMIT 12 COrLLS (at least one formatted so as to be easily copied, Le. unbound, 8 % x 11 size) OF i nE 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 _ specialeventsa ,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 -6- Application for 2009 Funds Signature: Appli Unless otherwis speci in the tract, CSE funds will be distributed per the following formula: 1/3 of the amount upon the signing of a c.,..l.act stipulating the terms of the CSE's fiinding allocation. ¦ 1/3 of the amount upon receipt; of an invoice v... the event producer following the timely submittal of a comnlete 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 fig... the event producer following the c.,...Fletion of the event and final compliance with all the stipulations of the Special Event Permit. TOV/CSE -7- Application for 2009 Funds VAIL CHAMBER & BUSINESS ASSOCIATION LIONSHEAD "SOUTH OF THE BORDER FIESTA" SATURDAY, JUNE 20, 2009 REQUEST FOR FUNDING REVENUE ACTUAL PROJECTED BEVERAGE SALES Beer $2,000 Soda & Water 250 SPONSORSHIP 1,000 PARTICIPANT FEES (out of town) 500 TOTAL REVENUE $3,750 EXPENSES CONCERT Band Fee $2,000 Additional Mariachi Band 1,500 CHILDREN'S ACTIVITIES Arts & Crafts Tent 500 Face Painting 400 Children's Portrait Artist 500 Kids Sombreros - give-a-way 600 Mechanical Bull 1,500 Pin the Tail on the Donkey 250 Train Ride 850 BEER TENT Ice 500 OTHER EVENT RENTALS Canopy Rentals (10 @ $100 ea.) 1,000 Chair & table rentals 750 CONTRACT LABOR Bartenders 300 Staffing for Setup, and Break-down 1,000 ADVERTISING Banner 950 Vail Daily 3,500 NRC radio 600 KZYR radio 600 TV8 Interviews 400 Posters 200 School/Hotel Flyers 200 Event Handouts 300 SECURITY 8 ppl @ $25/hr (1 @ beer tent plus 7 @ entrances/exits for 7 hrs ea) 1,400 MANAGEMENT FEE Management & allocated expenses 5,000 PERMITS Town of Vail: Special Event, Banner, Amplified Sound, Barricades, Liquor 467 CO Department of Revenue: Liquor 25 INSURANCE Special Event & General Liability 1,500 COMPLIMENTARY FOOD COUPONS 350 MISCELLANEOUS Signage - Rocky Mtn Reprographics 500 Supplies 500 Volunteer T-Shirts 650 TOTAL EXPENSES $28,792 TOTAL $ NEEDED TO FUND "SOUTH.OF THE BORDER FIESTA $25.042 Vail Chamber & Business Association Vail's Third Annual BBQ Bonanza Saturday, June 27' 2009 ii:oo am- 4:OOpm PROPOSAL TO COMMISSION ON SPECIAL EVENTS Michael Norton, Executive Director 241 S. Frontage Road E., Suite 2 Vail, Co. 81657 Phone: (970) 477-0075 Fax: (970) 477-0079 www.vailchamber.or Vail 241 South Frontage Road East, Suite 2 Vail, Colorado 81657 Chamber & Phone: 970.477.0075 FAX: 970.477.0079 01 9 Business Email: info@vailchamber.org A Website: www.vailchamber.org Association Friday, October 03, 2008 Members on the Commission on Special Events Town of Vail 75 S. Frontage Road Vail, CO 81657 Dear Members: In keeping with CSE's goals to have a "positive economic impact to the retail, restaurant and lodging sectors of the community", the VCBA is requesting support in the amount of $26,717 for the 3`d Annual BBQ Bonanza in Vail Village on Saturday, June 27, 2009 from 11 am - 4 pm. The 2008 BBQ was a HUGE success, drawing 3,500 attendees (an increase of 113 % over 2007). The event kicked off the summer in Vail in a grand way! It created a fun, festive atmosphere drawing people in to Vail for unique BBQ tastings, great shopping, kids activities and entertainment. It was widely received by the restaurant and retail participants... survey results were positive and many merchants have volunteered to serve on an organizing committee for next year. The 2009 plan is to complement the Vail Arts Festival located in Lionshead that weekend with a food event in Vail Village on Saturday and topping it off with the Vail Farmers Market on Sunday, cross-selling all events and capturing Vail as a summer destination. We look forward to partnering with the CSE to make this event continue to grow! Sincerely, Michael Norton, Executive Director Vail Chamber & Business Association Board of Directors Lourdes Fercacca, President Steve Rosenthal, Vice-President Ron Weinstein, Sec.-Treas. La Tour Colorado Footwear Roxy Craig Cohn Mike Glass Brian Nolan Solaris Alpine Bank Vail Chophouse Billy Suarez SusieTjossem Paul Wible. Joe Walker Billy's Island Grill Colorado Ski Museum FirstBank Specialty Sports Venture Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: N?p a 96Q 6p N A N Z,R ? PROPOSED DATE(S): SSA,, up n e C7- 9 ^n g ? AMOUNT OF CASH FUNDING RE S ED: I o PRODUCING EN' i i i *f: v ? : La 15 g1% ac a A TI O f-V President or Executive Director's Name: ro v , Name and Title of Person Cv...Fleting the A licatio : Jj r,, g Address: Telephone: 9:10 1 _ Cell:1 FAX:/ WEBSITE: stJc?J.J_a.z c+ajQ?rs,cp e g a E-Mail Address: D1 1110 a Organization's For Profit Non--P tot* J( Not-for-Profit* Non-Profit (501 C-3), or Not-for-Profit (501 C-6) or bnizkons, please attach current State Department of Revenue Certificate with this application. Tax payer ID# So I Zf, c, o Does tfie Even benefit a charity? Yes No o If yes, please name the beneficiary: Mission Statement: * )LEASE %5eC Y41rACA &/a Number of years your organization has been in business: i q Brief Description of the Event: olL/Vl- eLLgfn 0/V POpn iAslRev O ?. e pfTIUAIs1GgRHorCONq _AntA c As jL3 in > i --- 8ANV!] ort L ] _ ) idE.2.?QO Ca. CON) • Describe where event will be located within the Town of Vail: cg- I' e C C E[ ire. JE • Will any portion of the event take place outside of the Town of Vail? Yes ?C No If yes, please explain: TOV/CSE -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: At!stLl+ r tt 1 ? n n? J?, ?_ e 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 s ecifically ex,_.., ,ted and approved as part of the Special Event Permit. A-A&0 joff 0k - FCz i7#_11)F . • Is this a: New event Existing event k Number of years in existence Location(s) of event in previous years: ' "', 38'n? • Number of participants (athletes, artists, exhibitors, etc.) anticipated (. So Number of volunteers needed C 3 n Number of event staff- S Total Number of spectators anticipated 3 %0 - '?_ O00 Local _!s?% In-state (non-local)_AW% Out of StatejW% • Should the CSE decide not to support this event, will it still occur? Yes X " No t OTceva )) on cs('Aon?5o4.SNlp • What % of the total event budget is the CSE being asked to fund? _? 2 I n • What is the $ amount of sponsorships from alternative sources reflected in the event budget: $ 5.500 • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 19 • If possible, would you intend to host the event in Vail beyond 2009? Yes- No If yes, for how many years beyond 2008? rtvn ca „a a : c t • 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? °taE ao e. koog k,nj K a P-0 ON S11011 soLSa•l 1. TOV/CSE -5- 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 demos. aphics 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 appreciates the inclusion of any additional support materials, such as videotapes, pros,a...s, 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 rnr; COMPLETED At r,..ICATION AND REQUIRED ATTAt,nivIENTS 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 TOWSE -6- Application for 2009 Funds Signature: Appli ? v Unless otherwis specit_ie< . in the n CSE fiords 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 complete 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 -7- Application for 2009 Funds VAIL CHAMBER & BUSINESS ASSOCIATION BBQ BONANZA SATURDAY, JUNE 27, 2009 MARKETING PLAN MISSION STATEMENT The mission of the Vail Chamber & Business Association is to responsibly and professionally serve in an advocacy, economic development, and communication capacity for the Vail merchant co......anity that will foster strong collaborative relationships and revenue development opportunities for its membership.. OBJECTIVE To create a multi-year family event in Vail that will attract Vail valley guests, front-range visitors, second homeowners and locals from surrounding communities. TARGET MARKET Families and children of all ages. STRATEGIES ? Advertising via local media - Vail Daily, NRC Broadcasting, KZYP TV8 and Plum TV ? Banner on Bridge Street to attract local traffic ? Advance valley-wide distribution of posters and flyers to info centers, hotels and businesses ? Eagle County school posters and flyers ? Signage throughout Vail Village on the day of the event Event flyers at Bridge Streetland the entrance to the International Bridge ? VCBA newsletter advertising ? Broadcast emails and faxes SPONSORS ? Town of Vail (CSE) and VCBA ? Warsteiner, Tommyknocker, Newcastle, Coca-Cola and Dasani as product sponsors. ? Other sponsors include the Vail Daily, NRC Broadcasting, TV8, Rocky Mountain Reprographics, Charlie's T-Shirts and Names and Numbers phone books POTENTIAL SPONSORS/ MEDIA PARTNERS ? Denver Food Network ? Rocky Mountain BBQ Association ? Guest. chefs which would include local and front-range editorial coverage ? Local business sponsors PREVIOUS YEAR'S EVENT EVALUATION The 2ad annual BBQ was a HUGE success. Although food & beverage sales tax only increased by.4% for the month of June from 2007 to 2008 in Vail Village, the VCBA received rave reviews from the business community and all participants! It was a fun, festive event that drew a lot of people in to the Town of Vail ... eating, shopping and participating in activities. Surveys were distributed to all participants and response was positive, many owners/managers are excited about next year's event and volunteered to serve on an organizing committee. Page 2 - BBQ Bonanza PROJECTED DEMOGRAPHICS OF EVENT ATTENDEES AND SPENDING Demo , aFhics include families from the Front Range, second home owners, guests in town and visitors passing through, families and children from Eagle and Summit counties, Glenwood Springs, and Leadville. POTENTIAL BENEFITS TO n a, TOWN OF VAIL June is traditionally known as a "kickoff to summer". Restaurants and retail shops have the ability to set up booths and showcase their products. This is a great opportunity for the Town to continue to support a family event that could bring people from. neighboring communities that might not otherwise spend a day in Vail. Our goal would be to capture an overnight stay and/or an additional night with another activity. A successful. event raises the visibility of Vail as a destination summer resort and therefore increased spending would be a result of additional lodging reservations, retail, and restaurant revenue from both overnight guests and day visitors. TOWN -OF VAIL RETURN ON INVESTMENT The VCBA feels that it had a positive impact on sales tax revenues, given the number of people attending the event and feedback from the restaurant and retail community. One can't argue that this event kicked off a great summer and energized the community! BOARD OF DIRECTORS Lourdes Ferzacca, President, La Tour Steve Rosenthal, Vice-President, Colorado Footwear Ron Weinstein, Secretary-Treasurer, Roxy Craig Cohn, Solaris Real Estate Mike Glass, Alpine Bank Brian Nolan, Vail Chophouse Bill Suarez, Billy's Island Grill Susie Tjossem, Colorado Ski Museum Joe Walker, Specialty Sports Venture Paul Wible, FirstBank of Vail VAIL CHAMBER & BUSINESS ASSOCIATION VAIL'S BBQ BONANZA - SATURDAY, JUNE 27, 2009 REQUEST FOR FUNDING ACTUAL PROJECTED BEVERAGE SALES Beer $3;500 Soda & Water 500 SPONSORSHIP 1,000 PARTICIPANT FEES (out of town) 500 TOTAL REVENUE $5,500 EXPENSES CONCERT Band Fee $2,500 Additional Country Western Band 1,500 q.nn,DREN'S ACTIVITIES Arts & Crafts Tent 550 Face Painting 475 Children's Portrait Artist 500 Cowboy hats & bandanas (distributed to kids for free) 750 Red Tail Mountain Man 500 Gold Panning Pond 500 Mechanical Bull 1,500 Train Ride 850 BEER TENT Ice 750 OTHER EVENT RENTALS Canopy Rentals (15 @ $100 ea.) 1,500 Chair & table rentals 900 CONTRACT LABOR Bartenders 300 Staffing for Setup and Break-down 1,000 ADVERTISING Banner on Bridge Street 950 Vail Daily 4,000 NRC radio 850 KZYR radio 500 TV8 Interview 400 Posters 250 School/Hotel Flyers 300 Event Handouts 300 SECURITY 8 ppl @ $25/hr (1 @ beer tent plus 7 @ entrances/exits for 7 hrs ea) 1,400 MANAGEMENT FEE VCBA management & allocated expenses 5,000 PERMITS Town of Vail: Special Event, Banner, Amplified Sound, Barricades, Liquor 467 CO Department of Revenue: Liquor 25 INSURANCE Special Event & General Liability 1,500 COMPLIMENTARY FOOD COUPONS 350 MISCELLANEOUS Signage - Rocky Mtn Reprographics 500 Supplies 500 Volunteer T-Shirts & Hats 850 TOTAL EXPENSES $32,217 TOTAL 5 NEEDED TO FUND VAIL'S BBO BONANZA $26.717 I lug MUM40 NA 00 I? Ej IF (1) a 19) M 13 IRD YROM ??0 UVEN BONN 21133 nwx)y Imago VIA WAZ WU ff0 THAWK8 TO ALL OVB RABTICFATIWG BFBTAXTBANTO Alpenrose Bagali's Bart a Yeti's Blue Moose Piua Bin's Restaurant Bully Ranch Centre V Cucina Rustica/Wildflower Joe's Deli Kirby Cosmo's BBQ Bar La Tour Los Amigos Meualuna Moe's Original Bar-B-Que Over the Fence BBQ Pepi's Restaurant Red Lion Rimini Gelato Sapphire Restaurant Sweet Basil Tap Room Vail Chophouse Vail Gourmet Cookie Co. Wildwood Smokehouse Vendetta's BROIUGHT TO Y0r BY; Chmnher& R va Baines, TOM OOF V?, A.?nei.6en f ?, c?eeo ROCkMil?? ?K NeUroGrop cs V it .; Vail Daily 0 • 2WID AWW"VAIL ]BIBS IBOWAWZA 1AT1111PAT, THE ZI 11 AM o 4 PM IN VAIL VILLAGE k Beer and 0001 biviz Music: fmcmftbw ?Ciao Arlr andCraflr! Face Painting! Gold Pan! ??U i!AcastL,K,g ? r Covered ona°? ? t li \\ C ID Station/ Beverage and Tidwt Sales - IS 1? l i i 3 Beer Station 17 ,' i N m '1. Kirby Cosmo's BBQ 2. Alpenrose 3. Bagali's 4. Moe's Original BBQ % 5. Sweet Basil 6. Bart & Yeti's 07. Mezzatuna 8. Rimini Gelato q. ; Centre V i 0 10. Cucina Rustica/ Wildflower 11. Tap Room i 1 12. Vendetta's ...? aaa??aa 0 13. Los Amigos i 0 14. Joe's Deli ` 15. Wildwood Smokeho>te ` 16. Over the Fence BBQ o ,0 17. Pepi's Restaurant 4 18. Vail Chophouse ! 19. Bully Ranch f 120. Blue Moose 1 0 21. Red Lion r 22. Sapphire Restaurat?iC 23. Btu's Restaurant f / 24. Vail Cookie Co. 1 It 25. La Tour , If ' Check Point Live Music Charlie Gore Creek Drive is 19 ITT ?' Arts & Crafts 20 ?? J 1 G ?? 23 Coca-Cola/ Water Trailer Face Painting 41 ?4 25 Country Singer Pan for Gold FREE Children's C , , . j Hats Fly-Castinito ; y s% International ¦ 11?1lllly Irl Lot t Ait. I D T?IJ _lJ YWIJ_AIJ ???1 JL:;J 1: ? l1J Bagali's Bart & Yeti's Blue Moose Pizza Blu's Restaurant Bully Ranch Centre V Cucina Rustica/Wildflower Joe's Deli Kirby Cosmo's BBQ Bar La Tour Los Amigos Mezzaluna Moe's Original Bar-B-Que Over the Fence BBQ Pepi's Restaurant Red Lion Rimini Gelato Sapphire Restaurant Sweet Basil Tap Room Vail Chophouse Vail Gourmet Cookie Co. Wildwood Smokehouse Vendetta's V Incredi6le displags and a wide varitetg of F)15Q,items... svu.olzed aid roasted su.c U'vv.g pig with bLu.e aorvu. spooibread apple jiaavu.a slaw, seared juwkbo sea scaUops with an !taUai twist, sncolzed tu.Oze? Legs, R.a6Z of ribs, SmOzed bR f fal,o tevwderLoiv,, SU'ced R.%b eke, ggQ-sLWers, Whole roasted sRc '&VvO pig ov%, a spit, Chiclzei stuffed with a greei chiUe , c-jrULed asparagus, gg2suidaes, Phil, cheese steok saidwiches, cirfUed oysters with a U'vv,e Oh" Otte sauce, 1>izza, s mOzed chorizo c?u esa d i??a, brats of C ILL types, Htot dogs aid Hta mburgers , a vu, vu.uch, v w.ch vv.o re ! ! ! :o FF Rrst Pace T'e ou.r c4ebr?t?_)u.djies Moe's or?g?vLa? gar-g-GZue ggQSuvtidae grad AvLU'vv, K.C Cert?f6edJu.dge Laker of beovAs, gg2por?, rO sPLcce, cope slaw, toppO w?tl pLc?zLes awc{ WkLte saLce ovi, a bLc.v?,-servo w?tk a sole of coro,breaol over tine Fev?ce ggQ c,ervi/ov\, s2Ltsaoj e wEtk svi&ok,) ed 2sp2 ra?Lc.s seco vud PLO 10C " To ur Resta ura wt AsL2 vi, PP, 0- :F L a v?,?z stew I 2 SLEc ler garvdske? with pEckLO O{a??zw, ca Trots, j a gape vi,o a vO cELa v,,tro Th%rd T>Lace K.?rb? Cosvu,os gg2 ga r sv?.o?eol g? f faro Tew?er?o?v?, Peop de's Ch o ice AWRY-01 T1l e Tap Roo vu. Steve c,auL, PLCbusher, VOOU DolUu Matt M%re, Attorvueu, TOWV%, of va%L Craig cohw, SofiarLs/VCBA goarol Susie TjosseVVL, Co Sh% MLt.seuw,./ vcgA goa rd n -r r ] r -r r r - --. -rv? n?' n -?^ ? o II ? 10 0 o I o RETAIL STORES Alaskan Shop Axel's Betty Ford Alpine Gardens Charlie's T-Shirts Charm School Boutique Charm School Little Sister Colorado Footwear Covered Bridge Store D'Carlo of Vail Eagle Valley Music Gorsuch Infusion Fine Gifts Jimmie Heuga Charity Sale Kemo Sabe Laughing Monkey Luca Bruno Moose's Caboose Pepi Sports Roxy Squash Blossom The Emporium The Gilded Spruce The Golden Bear Vail Daily Vail Nordic Shop Vail T-Shirt Company Vail Village Antiques Gpid alts ace a?ntin? 10 L.e55on ?. stirs 5 COWb r "'e Artist pn r ration m CoWb09 ree na r ountry 'IF MARKETING Vail Daily 3-1/2 pg. ads 3-2/3 pg. ads KSKE (NRC Broadcasting) 31 spots 6 replays of live interview TV8 a.m. interview Posters 200 delivered valley-wide Flyers 800 to info centers, hotels and at event entrances VCBA Newsletter Vail Chamber & Business Association D D ! D? ? i I? TOWN OF VARM o ?a 0 4 ? h^'tt'knLLw;?: e a a P 0 0 IC4 MET N ....: -? ffa Fur" N&MZOVA ?C Reproorep'hles Edwards • Frisco • Vail PRODUCT SPONSORS Newcastle Tommy Knocker Warsteiner Coca -Cola Dasani OTHER SPONSORS Town of Vail Vail Daily KSKE Charlie's T -Shirts Names and Numbers Rocky Mountain Reprographics Vail Chamber VAIL CHAMBER & BUSINESS ASSOCIATION 2008 BBQ BONANZA CSE FINANCIAL REPORT REVENUE ACTUAL'08 SPONSORSHIP Town of Vail $9,850 Names & Numbers 500 BEVERAGE SALES Beer 3,433 Soda & Water 507 Less: Sales Tax -331 TOTAL REVENUE $13,959 EXPENSES ENTERTAINMENT The Roadhouse Country Trio $925 Pat Hamilton 625 TOV Street Entertainment-Gore Creek Promenade 0 CHILDREN'S ACTIViiir,S Arts & Crafts Tent 100 Face Painting 121 Cowboy hats (distributed for free) 411 Gold Panning Pond 400 BEER TENT I Ice 1251 EVENT RENTALS Chair & table rentals 0 Canopies 0 CONTRACT LABOR I Set Up 1,2001 ADVERTISING Vail Daily 1,340 NRC radio 250 SECURITY , 8 ppl @ $25/hr (1 @ beer tent plus 7 @ entrances/exits for 7 hrs ea) 1400 VPD 0 MANAGEMENT FEE VCBA management & allocated expenses 5,0001 PERMITS Town of Vail: Special Event, Amplified Sound, Barricades, Liquor 417 CO Department of Revenue: Liquor 25 INSURANCE Special Event & General Liability 5841 COMPLIMENTARY FOOD I Volunteers 3001 MISCELLANEOUS Supplies 244 Signage 0 Volunteer T-Shirts 0 FedEx/Postage 97 !TOTAL EXPr,46r,S I $13,5641 hrir, v r,i1UE OVER EXr.r'146 .S $3951 Product sponsors: Newcastle, Tommy Knocker, Warsteiner, Coca-Cola, Dasani Other sponsors: Charlies T-Shirts ($450), Rocky Mtn. Repro ($425) = $875 Value added advertising: Vail Daily ($2,152), KSKE ($850 +), TV8 ($175) = $3,177 In kind support: Meadow Vail Partnership, Vail Plaza Hotel and Colorado Ski Museum (canopies, tables, chairs) 8/12/2008 VAIL CHAMBER & BUSINESS ASSOCIATION CSE PROPOSAL "S W 0 %%41 VA. L satu.rdaAu.gust :L5 or 29, 2009 12"OVIo - bO)K& Michael Dorton, Executive Director 241 S. Frontage Road E., Suite 2 Vail, CO 81657 Ph: (970) 477-0075 FX: (970) 477-0079 EM: michael@vallchamber.org www.valichamber.org Vail 241 South Frontage Road East, Suite 2 Vail, Colorado 81657 Chamber & Phone: 970.477.0075 00, FAX: 970.477.0079 Business Email: info@vailchamber.org Association Website: www.vailchamber.org Friday, October 03, 2008 Members on the Commission on Special Events Town of Vail 75 S. Frontage Road Vail, CO 81657 Dear Members: As a new event, the Vail Chamber & Business Association is requesting $17,992 in support of the "Sweet on Vail" event. We are flexible on dates and want to work with. the CSE to enhance existing events so we've selected either Saturday, August 15 or 29 as there seems to be a need on both of those dates to create additional activity. The event would run from 12 noon to 5 pm and could be located in one of several venues: Gore Creek Drive and the Promenade, Meadow Drive or the International Bridge. This has the potential to be a truly fun family event....we have plans to showcase our great restaurant desserts, pastries, tortes and cakes (who doesn't like chocolate, isn't it one of the major food groups!?), homemade ice creams and gelatos (expanding upon the old-fashioned ice cream social theme), hold a variety of baking competitions and create children's stations to decorate cookies and cupcakes. We think a 50's "soda shop" theme would be an interesting twist with great rock'n roll music and would attract people in to Vail! We are working on event and media sponsorship as well as guest chefs. "This would be a quality event and is new and innovative", in keeping with your criteria. We look forward to your support and partnering with you in this exciting new event! Sincerely, Michael Norton, Executive Director Vail Chamber & Business Association Board of Directors Lourdes Fe+zacca, President Steve Rosenthal, rice-President Ron Weinstein, Sec.-Treas. La Tour Colorado Footwear Roxy Craig Cohn Mike Glass Brian Nolan sows Alpine Bank Vail Chophouse Billy Suarez SusieTjossem Paul Wible Joe Walker Billy's Island Grill Colorado Ski Museum FirstBank Specialty Sports Venture Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information u , ? EVENT: ? PROPOSED DATE(S): / AA Ll 11 (t 5 I'S n Q, 2 2 OOcf ? AMOUNT OF CASH FUNDING REQ S E 1-) Q 9 • PRODUCING EN t r1 Y: 1?1 Cl-I f-)A.CAC., 010 President or Executive Director's Name: Name and Title of Person Completing the A licatin: i r. r_. mAry • J [EQ Address: Q A. 1, A mac. Telephone: ?% Cell: / FAX: - T _ np WEBSITE: J ' I 1 E-Mail Address: •o Organization' For Profit Non- fit* Z Not-for-Profit* Not-for-Profit (501C-6) or Latfons, please attach ci..LQLA Non-Profit (5 ), or State D artment of Revenue Certificate with #rhis application. Tax payer ID# R- r S ;P S o Does thhi Event l*nefit a charity? Yes No o If yes, please name the beneficiary: Mission Statement: ?tn«? SC %SCC A 5 AC m « Number of years your organization has been in business: • Brief Description of the Event:( 14?1A(1\_ ??N?7?1 C, C-N 5. A C,&4a r C4 t1 F. [C.n\`l AC i .rl G ac- I P[ P ?6, Ain AAA Q?L& e Describe where event will be located within the Town of Vail: ?n.ptc?.,onC?,o_ r? ?r?c_,FS ? ? ,?? (?n? ss ?c?,r F •. ??? CeEQ?.c??,o? a,? ? ?D nG CO ru(_.1- L? ll0 ?n G • Will any portion of the event take place outside of the Town of Vail? Yes x No If yes, please explain: TOWSE -4- 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? ? Organization rosters naming: All officers and respective positions ¦ Board of Directors and positions The CSE arr.Qciates the inclusion of any additional support materials, such as videotapes, pro& ..s, news articles and other printed materials. PLEASE SUBMIT 12 COr'u+.S (at least one formatted so as to be easily copied, i.e. unbound, 8 % z 11 size) OF t nh COMPLETED APPLICATION AND REQUIRED ATTAl:mAENTS 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 - 6 - Application for 2009 Funds • Please describe briefly how you will use the fimds that you are requesting from the CSE: In?, ndL PM-%,L << nT.T1,tt S. .-coo ?^n.?l an]!'. - y i • Will additional in-kind services be required fi.,m the Town of Vail? Yes No If yes, please explain, including a description of anticipated impacts o 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. -F+ALIrIPA()?,Z miac Vi _j PE(. f" ( LO SI,PEJ? Q[ .1r) to N f 1'%(' A', A • Is this a: New event ^X Existing event Number of years in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticipated `qn-A- Number of volunteers needed ?-() Number of event staff I t? Total Number of spectators anticipated 2 onn 4- Local (or) % In-state (non-local) ?3rj_% Out of State /o • Should the CSE decide not to support this event, will it still occur? `I Yes 'C No DCA3n ?PJJ 6t3 -o c?EP.A ?C. arx?c?25H • What % of the total event budget is the CSE being asked to fund? q n ?? • What is the $ amount of sponsorships from alternative sources reflected in the event budget: Sf? • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) / O r • If possible, would you intend to host the event in Vail beyond 2009? YesX No If yes, for how many years beyond 2008? , n n C.P. 'i n,-jc C_ 1 • Do you anticipate requesting funding from the CSE next year? Yes >( 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? -1 t7 ,, TOV/CSE -5- Application for 2009 Funds Signature: Appl' Unless oth"*se spec.fi in th?contract, CSE funds will be distributed per the following ,fv,,LjL.Lula: \,,J U ¦ 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 fiv"- A the event producer following the timely submittal of a complete 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 fiv... the event producer following the c,...Fletion of the event and final compliance with all the stipulations of the Sk'Q-.*al Event Permit. TOV/CSE -7- Application for 2009 Funds VAIL CHAMBER & BUSINESS ASSOCIATION "SWEET ON VAIL" SATURDAY, AUGUST 15 OR 29, 2009 REQUEST FOR FUNDING REVENUE ACTUAL PROJECTED BEVERAGE SALES Dessert Wines $750 Soda & Water 500 SPONSORSHIP 500 PARTICIPANT FEES (out of town) 300 TOTAL REVENUE $2,050 EXPENSES CONCERT Music (perhaps a 50's rock'n roll group) $2,000 Additional music venue to draw children for activities 1,000 CHILDREN'S ACTIV iY ijrS Cookie and cupcake decorating stations 350 Make your own sundaes or dipped ice cream cones 150 Face Painting 300 Children's Portrait Artist 500 BEER TENT Ice 500 OTHER.EVENT RENTALS Canopy Rentals (8 @ $100 ea.) 800 Chair & table rentals 750 CONTRACT LABOR Bartenders 200 Staffing for Setup and Break-down 750 ADVERTISING Banner 950 Vail Daily 3,500 NRC radio 300 KZYR radio 300 TV8 Interviews 400 Posters 200 Hotel Flyers 200 Event Handouts 300 SECURITY 6 ppl @ $25/hr (1 @ wine tasting plus 5 @ entrances/exits for 6 hrs ea) 900 MANAGEMENT FEE VCBA management & allocated expenses 3,000 PERMITS Town of Vail: Special Event, Banner, Amplified Sound, Barricades, Liquor 467 CO Department of Revenue: Liquor 25 INSURANCE Special Event & General Liability 750 COMPLIMENTARY FOOD COUPONS 200 MISCELLANEOUS Signage - Rocky Mtn Reprographics 500 Supplies 300 Volunteer T-Shirts 450 TOTAL EXPENSES $20,042 TOTAL S NEEDED TO FUND "SWEET ON VAIL" EVENT $17,992 r ti VAIL CHAMBER & BUSINESS ASSOCIATION "SWEET ON VAIL" SATURDAY, AUGUST 15 OR 29, 2009 MARKETING PLAN MISSION STATEMENT The mission of the Vail Chamber & Business Association is to responsibly and professionally serve in an advocacy, economic development, and communication capacity for the Vail merchant community that will foster strong collaborative relationships and revenue development opportunities for its membership. OBJET: a i VE To .,.,_ae a multi-year family event in Vail that will attract Vail valley guests, front-range visitors, second homeowners and locals from surrounding communities. TARGET MARKET Families and children of all ages. STRATEGIES ? Advertising via local media - Vail Daily, NRC Broadcasting, KZYR, TV8 and Plum TV ? Banner to attract local traffic ? Advance valley-wide distribution of posters and flyers to info centers, hotels and businesses ? Signage throughout Vail on day of event ? Event flyers and volunteers at all entrances to the event ? VCBA newsletter advertising ? Broadcast emails and faxes SPONSORS ? Town of Vail and the VCBA ? We are in the process of pursuing product sponsors as well as media sponsors PROJECTED DEMOGRAPHICS OF EVENT A i t r.NDEES AND-SPENDING Demographics include families from the Front Range; second home owners, guests in town and visitors passing through, families and children from Eagle and Summit counties, Glenwood Springs, and Leadville. POTENTIAL BENEr i it S TO THE TOWN OF VAIL There are several dates in August where an additional event could help "round out" and enhance the Vail experience. We have so many restaurants and retailers to draw from for great desserts, chocolates, ice cream and gelatos. Restaurants and retail shops have the ability to set up booths and showcase their products. Competitions are a must! This is a great opportunity for the Town to support a new event that would attract families and bring people from neighboring communities that might not otherwise spend a day in Vail. Our goal would be to capture an overnight stay and/or an additional night with another activity. A successful event raises the visibility of Vail as a destination summer resort and therefore increased spending would be a result of additional lodging reservations, retail, and restaurant revenue from both overnight guests and day visitors. s „J I Page 2 - "Sweet on Vail" event TOWN OF VAIL RETURN ON INVESTMENT The Town of Vail's return on their investment might not be seen in 2009, but it's important to invest in your future! As the event grows and expands, you will surely see a return. An event such as this helps energize the Town and creates a diversified offering of events and activities appealing to a wide variety of visitors. BOARD OF DIRECTORS Lourdes Ferzacca, President, La Tour Steve Rosenthal, Vice-President, Colorado Footwear Ron Weinstein, Secretary-Treasurer, Roxy Craig Cohn, Solaris Real Estate Mike Glass, Alpine Bank Brian Nolan, Vail Chophouse Bill Suarez, Billy's Island Grill Susie Tjossem, Colorado Ski Museum Joe Walker, Specialty Sports Venture Paul Wible, FirstBank of Vail Town of Vail: COMMISSION ON SPECIAL.EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: HOLIDAYS IN VAIL ? PROPOSED DATE(S): _DECEMBER 18-31.2009 ? AMOUNT OF CASH FUNDING REQUESTED:. $40.000 • PRODUCING EN 111 Y: EAGLE VALLEY EVENTSM INC. President or Executive Director's Name: -LAURIE ASM_ USSEN Name and Title of Person Completing the Application: SAME Address: PO BOX 115 EAGLE, CO 81631 Telephone:970/ 328-1182 Cell:970 / 376-3756FAX:170/ 328-5681 WEBSITE: www.vailaAsffestivaL.. . E-Mail Address:'- laur1e0vaila,a.-1_stival.c6m Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (S01 C-3)1, or Not-for-Profit (501C-6) organizations, please attach ct..Q t 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 auality. safe holiday event that anneals to loth guests and residents of all aaes during the holidav season. Number of years your organization has been in business: 9 • Brief Description of the Event:, Celebrations lighting Lionshead and Vail Village Christ,..as trees as a celebration_ of the ._ holiday season, traditional caroling: fireworks disolavq children's entertainment: • Describe where event will be located within the Town of Vail:. Lionshead Mall and Vail Village • Will any portion of the event take place outside of the Town of Vail? Yes _ X No If yes, please explain: e Please describe briefly how you will use the funds that you are requesting from the CSE: To oav for all event elem _ :.% includiina - entertainment, decorations,, advertising. fireworks • Will additional in-kind services be required fi. w 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 c....l..,l, street closures, etc. The event promoter will be charged for all labor, materials and equipment unless such services are suecifically, exempted and Tp.oved as part of the Special Event Permit. Please see attached information e Is. this a:. New event Existing event X Number of years in existence _11+ Location(s) of event in previous years: Slifer Plaza. Uonshead to Vail Village e 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 - %u In-state (non-local)_ 25 % Out of State. so % • Should the CSE decide not to support this event, will it still occur? Yes No X • What % of the total event budget is the CSE being asked to fund? 100% • What is the $ amount of sponsorships fi.,... alternative sources reflected in the event budget-0. .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 Iona as _it is financially feasible' • Do you anticipate requesting fimding fi.,... 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% 2009 Holidays in Vail Event Overview Requested Event Dates: December 18 - 31, 2009 Location: Vail Village; Lionshead; Golden Peak Event Goals: Traditional holiday tree lighting in Lionshead and Slifer Plaza held on the weekend prior to Christmas week to entertain. guests in Town for the holiday season • Enhance'the,New Year's Eve fireworks show/torchlight ski down with a "First Night" alcohol-free family-oriented celebration in Arabelle Square in Lionshead Free entertainment, targeting the entire family Estimated Attendance: 15,000 Benefits of Holidays. in Vail: Provides an ambient event for visitors to Town Provides a creative way for business owners to promote holiday shopping season and become involved in cross-promotion opportunities . Projected Demographics/Spending: Holidays in Vail event offers a family-oriented activity for guests to attend while visiting Town during the holiday season. Both the tree lighting evening and New Year's Eve are evenings where families can enjoy a short event and then visit area restaurants for the dinner hour. 2009 Holidays in Vaal. Proposed Event Budget Revenues: CSE Contribution $ Expenses: Advertising/Promotions $ Printing/posters/brochures Newspaper ads Event supplies Signage Street. banners Decorations/candies, Operating Expenses Tree Lighting Entertainment Stage/Sound Rental Equipment Rental Children's Entertainment Security Fireworks Administrative Expenses Staffing Management Fee Permits Insurance Total Projected Expenses: $ 40,000 2,500 6,500 14,500 10,000 6.850 40,350 2009 Holidays in Vail Marketing Plan/Potential for Sponsorship ComDonents of Marketina Plan: Direct Mail Postcards are delivered/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.. "First Night" city listing on website All "First Night' towns receive a link on the official First Night website. Event posters Posters listing a complete event schedule with distribution throughout Eagle County SDonsorshiv Potential of Holidavs in Vail: Holidays in Vail has potential for local sponsors. The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. This event is an ambient event for our residents and visitors. The enhancement of the New Year's Eve schedule is imperative to attracting additional event sponsors. 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 a few of Vail's traditions.. By creating a -First Night celebration, the Lionshead area becomes part of the Tree Lighting and Torchlight Ski Down, which have taken place for many years. Event Producer: Event staff: 2009'Holidays in Vail Organization Roster Eagle Valley Events, Inc. Laurie Asmussen, Owner Melinda McNiff Maura,Elliott Noel Lagace Mary Lou Yeik Anna Williams Plus: Temporary event staff for First Night celebration 2009 Holidays in Vail Request for In-Kind Services from the Town of Vail Public Works: • Decoration of all trees/Town facilities to be lit by Thanksgiving weekend, November 26. • Provide assistance with electrical needs of tree lighting areas (Lionshead and Slifer Plaza) and First Night celebration area. • Raise bus barricade gates during parade of lights.. • 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 20 event boxestliners for First Night celebration. 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 routine patrol at Tree Lightings and New Year's Eve fireworks show (Golden Peak). Provide assistance with First Night celebration for routine patrol. Bus System: • Re-route buses around parade of lights route and tree lighting areas during event times (limited to approx. 1 % hours). 2007 Holidays in Vail Post-Event Review Event Dates: December 21- 31, 2007 Original Event Goals: • Showcase Town's community celebration with an ongoing tradition. ® Tie Lionshead area to the Village, via the Light Parade • To continue the annual New Year's Eve fireworks celebration Summary of Event Components: Light parade from Lionshead to Slifer Plaza, along Meadow Drive, featuring 4 themed floats, decorated fire truck, decorated bus, parade characters, Santa, Vail police and Mayor Dick Cleveland. • Community caroling groups and soloist singers participated in the, Tree Lighting by Mayor Cleveland. Dickens carolers continued to carol each evening in Lionshead and Vail Village from Dec. 26-31. • New Year's Eve fireworks at Golden Peak following the Torchlight ski down on Vail Mountain Event Schedule: Friday, December 21: 5:00 - 5:30 pm: Free caroling in Lionshead Mall 5:30 pm: Light procession from Lionshead to Slifer Plaza, along Meadow Drive 6:00 pm: Tree Lighting in Slifer.Plaza Monday, December 31: 6:15 pm Torchlight Ski Down and Fireworks, Golden Peak Estimated Attendance: 2,000 - Light parade and tree lighting 2,500 - Torchlight Ski Down/Fireworks- Challenges: 1) Community Expectations of this event-specifically Lionshead area 2). Event's Identity and continuing tradition 3) Inability to control VRI decisions re: scheduling and personnel guarantees 4) Budget to appropriately meet expectations. HOLIDAYS IN VAIL 2007 BUDGET CSE Contribution $35,000 Expenses: Advertising/Promotions 6,210 Printing/posters/brochures 300 posters; 2,000 postcard brochures Newspaper ads 4x/wk for 14 days; 1/2 and full page ads Event supplies 2,030 Signage Directional/event schedules Decorations/ candles Podium/vigil candies Children's treat bags Operating Expenses 10,990 Entertainment Carolers (event night and week of 12/26-31) Stage/Sound Rental Equipment Rental Staging/podium Children's Entertainment Holiday characters Light Parade Floats and float decorations Fireworks 10,000 Administrative ,Expenses 5,770 Staffing Part time event staTyear round contractors Management Fee/Insurance Planning, coordination, overhead, event insurance Permits Total Expenses: $35,000 77Lm ? . W W . V I : Annual TREE LIGHTING =F Slifer Plaza in Vail Village NEW YEAR'S EVE Torchlight Ski Down and Fire?vorks Golden Peak O 1? Eapi. Van.y Ev.nc. •Irir: ^ f ?r Tips for a Safe New Year's Eve Celebration in Vail If you're 21 or older. Iyoupian to dnnk. make a clan Arrange for a designated dnver or an alternative nde home Bring your ID To access the pedestrian areas of Vail Village on New Year's Eve bung dentificabon. No one under 21 wwll be admitted unless accompanied by a parent or guardian Stay inside, Consumption of alcoholic beverages on the streets of Vail is protnWed Celebrate the New Year at one of Vail's bars or restaurants Note Many locations require reservations and'or a cover charge • Keen in touch If you have children celebrating in town, have them check with you at certain times during the evening to give you peace of mind • Be self-sufficient Know the phone number and address of your lodging quarters in case you become separated from your parry Dchts out Alcohol sales in bars end at 2 a m per Colorado law. If you're under 21: • Know the law The legal dunking age in Colorado is 21 Violators will face detention or arrest • Vlllaee access will be limited For your safety. a Special Event District all be in place downtown from 10 30 p m on New Year's Eve until 5 a m on New Year's Day to reduce crowding in Vail Village Access to Bridge Street and the other pedestrian areas within Val Village all be limited to ages 21 and older unless accompanied by a parent or guardian • A time to be with the family A townwde curfew will be in place for ages 17 and under unless accompanied by a parent or guardian or returning from work or a New Year's event The curlew runs `rom 10 30 p m on New Year's Eve unti 5 a m on New Year's Day Violators face detention or arrest For more information, call 477-3699 Y Y ? Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 .EVENT FUNDING Ai .LICATION Please print or type all information ? EVENT: VAIL AMERICA DAYS ? PROPOSED DATE(S): -JULY 4.2009 ? AMOUNT OF CASH FUNDING REQUESTED: _ 660.000 • PRODUCING EN 111 Y: EAGLE VALLEY EVENTS. INC. President or Executive Director's Name: LAURIE ASMUSSEN Name and Title of Person Completing the Application:. SAME Address: PO sox 115 EAGLE. CO 81631 Telephone:970/ 328-1182_Cell:970 / 376-3756FAX:970/ 328-5681 WEBSTTE: www.vaiiaetsfestivai.com E-Mail Address: _iaurieftailartsf :.,:,-."vaLcom 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. Taxpayer ID# 84-1515210 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: Numerous via the parade Mission Statement: _ To produce a, auality Independence Dav. event that contributes to an overall schedule tafteted at entertainina the residents and. visitors of town. To positively work with Town merchants. non-profit oruanizations and Town departments to iointly produce a safe and familworlented event.-- Number of ycma your wra ization has been in business: 9 • Brief Description of the Event: July 4 parade with attractive floats. numerous (sands and f milwor ented. eertertainm.: k Free street entertainment throuahout Town the entire dav; after- parade oartv In Lionshead: Fireworks disDlav at .Golden Peak • Describe where event will be located within the Town of Vail: -Vail Villaue. "Meadow Drive..Llonshead Mail and Arabelle Sauare • 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 the CSE: -To help pav for. marchlna band expenses inciudina -transportation. Wain% meals: to help oav for end of parade activities in Lionshead area.- to fund fireworks displav. advertisinq costs ® 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 c.,.LvL,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. Please see attached infomation. o . Is this a: New event Existing event X . Number of years in existence Location(s) of event in previous years: Golden Peak to Uonshead o Number of participants (athletes, artists, exhibitors, etc.) anticipated 175 Number of volunteers needed Number of event staff 15 Total Number of spectators anticipated 40,000 Local 50 % In-state (non-local) O_ % Out of State 20 % Should the CSE decide not to support this event, will it still occur? . Yes No X What % of the total event budget is the CSE being asked to fund? 80% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: _$74.000 • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) _20% o 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 Iona 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? -75%.- ` ;- - a Va It nca Daqs 2009 Vail America Days Event Proposal Event Date: Saturday, July 4, 2009 Location: Vail Village Lionshead Golden Peak Event Goals: i To produce a quality, safe, patriotic festival that keeps guests in Vail throughout the day 2 To retain the parade entertainment we had in 2008, as well as recruit additional parade entertainment 3 To provide quality entertainment all day 4 To produce a quality fireworks display Anticipated Attendance: 40,000 Benefits of the Vail America Days: 1 Ambient Entertainment provided for guests in town during the busiest weekend of the summer months 2 Event is established and known regionally as one of the best July 4 parades 3 Quality entertainment for guests 4 Cross-promotion opportunities to bring guests back during slower times Past and Projected Demographics/Spending: Over 80% of attendees have children and are visiting for the week of July. 4. By coordinating the schedule of events will other organizations; and by creating other entertainment options, we hope to keep parade spe.,ilors in town longer to visit Vail restaurants and shops. Projected Return on Investment to the Town of Vail: Vail America Days is an ambient event during one of the busiest summer week in Vail. The Town will receive an event that is entertainment-based and appeals to a broad range of guests. This event strives to create an atmosphere where guests will plan to stay in Town longer than just for the parade or fireworks. 2009 Vail America Days Proposed Event Budget Revenues: CSE Contribution Sponsorships Parade entries $ 60,000. 14,000 1.600 Total Projected Revenues: EXpera°s: Advertising/Promotions Printing/posters/brochures Newspaper ads/insert Radio ads Public relations Event supplies Signage Street banners Children's activities Decorations Operating. Expenses Parade Entertainment Street Entertainment Stage Rental Lodging Sound Systems Equipment Rental Fireworks Administrative Expenses Staffing Management Fee Permits Insurance Sponsor Expenses Total Projected Expenses: $ 75,600 $ 7,500 7,060 26,000 22,000 12,500. 600 $75,600. 2009 Vail America Days Marketing Plan/Potential for Sponsorship ComDonents of Marketina Plan. 1 Direct Mail Postcards announcing parade theme and containing information on participating in paradellisting of Vail America Days schedule of, events. 2 Newspaper Advertising An advertising schedule will run in Vail Daily leading up to the event Purchase of several full- page ads will be run to promote all Vail activities the week leading up to July 4. 3 Town of Vail website Vail America Days has a link on the TOV website listing all Independence Day activities and contact information. 4 Event posters Posters listing a complete event schedule are distributed throughout Eagle County 5 Event information Brochures A complete Vail America Days schedule of events is printed and distributed to all retail merchants, hotel concierge desks and the Vail Information Booths listing contact information and phone numbers for guests. Media.Exuosure/Public Relations: Support through the Town of Vail public information office assists with public relations for this event. As always, we will work to create a more comprehensive public relations plan for Vail America Days. Potent al=for S06nsorshitx We will approach the 2008 community sponsors for re-booking for the 2009 event. In an anticipated difficult economic year, we will pursue additional sponsors to assist us in recruiting, housing. and feeding marching bands. 2009 Vail America Days Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Event staff: Melinda McNiff Courtney Davis Cindy Lagace Anna Williams Kim Andree Plus: Temporary event staff for parade 2009 Vail America Days Request for In-Kind Services Vail America Days requests the following in-kind services: Police: • Assist with road closure at parade line-up (at Golden Peak parking lot) and assist with traffic control on Vail Valley Drive during parade. Approximate times of 7 AM-10 AM. • Assist with street closures and traffic control along Vail Valley Drive, Checkpoint Charlie, Meadow Drive, East Lionshead Circle, and Frontage Road for parade route from 7. AM -12 PM. Also assist with traffic control along Frontage Road for parade line-up (8 AM) and fireworks viewing (9 PM). • Provide lead parade vehicle for parade route. • Provide routine patrol, in Golden Peak area for fireworks viewing at approximately 9:30 PM. Public Works: • Provide personnel to assist with trash removal from parade route. . • Raise bus gates along parade route by 7 AM on July 4 until 12 PM. • Hang event banners in approved areas (Vail Village or Lionshead). • Hang street banners in roundabouts. • Assist with street sweeping at conclusion of parade. • Deliver barricades along parade route and to Checkpoint Charlie. • Provide 20 event trash boxes for parade route. Bus system: • Re-route busses along parade route beginning at 7 AM 'on July 4 until 12 PM. Fire: • Assist with fireworks permit. Vail Awrica, pays 2008 Post-Event . Report to Commission on Special Events Event Dates: July 4, 2008 Venues: Parade Route: Golden Peak to Lionshead Post-Parade Party: Arabelle at Vail Square/Lionshead Street Entertainment: Lionshead and Vail Villages Patriotic Concert: Ford Amphitheater (VVF) Fireworks: Golden Peak Estimated Attendance: 30-40,000 Event Components: • Vail America Days Parade • Colo. Air National Guard flyover/Six bands, five were marching bands • Post-Parade Party immediately following parade until 4:00 pm in Arabelle at Vail Square • Free Street Entertainment by various parade entertainers in Lionshead and Vail Village • Vail America Days Advertising included all Vail activities for the holiday weekend: Patriotic Concert Bravo! concert Lacrosse Tournament Dobson Skating Show TOV Public Information • Fireworks • Sound systems along parade route in Lionshead and Gore Creek Drive • Two sponsor viewing areas along parade route. Events sponsors were: Town of Vail, Gallegos Corporation, Volvo, 1 sr Bank, KZYR and Vail Daily . • TV8 and Plum TV live broadcasts of parade from various locations Event Marketing Plan Breakdown of snendine Vail America Davs advertisiniz dollars: • Vail Daily: Half - page; Full page, and Pull-out section ads/ 14 days prior and leading up to July 4 • Event Posters 500 (11 x 17) posters • Event Information Pamphlets: Distributed via the Information Centers and to all lodges - 3,000 total • Local Radio ads: 60 second spots/ 10 days prior and leading up to July 4 on all local Stations including KTUN, KZYR, KSKE and JackFM • Town of Vail website Event schedule link • TV8 and Plum TV interviews on the holiday weekend Event Strengths: • Community celeL.al:on commemorating Independence Day • Positive support f uLn Town merchants and businesses/Lionshead area specifically Opportunity to entertain large numbers of guests • Town of Vail departmental support Challenges: • Traffic control prior to and following parade • Scheduling additional events to grow event Contribution to Sense of Community Vail America Days contributes to Vail's sense of community in the following ways: 1) Largest traditional parade in Eagle County: The Vail America Days ra.ade attracts spectators from throughout the area. Spectators are visitors to Eagle County as well as residents of the area. The participation of the business community and non-profit groups keeps the parade vital and upbeat. The addition of music is- important to keeping the parade fresh. 2) Working with local non-profit groups: The Vail America Days committee invited' local non-profits to team up with local businesses to participate in the parade. At,,,,w imately 35% of the parade ?,..L.es continue to be non-profit groups. The local veterans and community youth groups are the largest participants in the parade. 2008 Vail America Days Final Budget CSE Contribution $ Sponsorships Parade entries Merchandise sales Total Revenues: Expenses: Advertising/Promotions $ Printing/posters/brochures Newspaper ads/insert Radio ads Event supplies Signage Street banners Childrenils activities Decorations Operating Expenses Parade Entertainment Lodging Sound Systems Equipment Rental Security Fireworks Administrative Expenses Staffing Permits Sponsor Expenses Insurance Total Expenses: $50,235 14,000 1,750 265 $66,250 7,279 10% 5,715 8% 24,198 22,000 8,036 475 1.200 $68,903 35% 32% 12% 1% 2% 4 R?SERVE? V a i 1 Thursday, July 3 Vail Lacrosse Shootout, Ford Park, 9.-00 am - 4 pm Eagle Bahn Gondola. LionsHead, 10 am - 9pm Jazz @ Vail Square, 4 pm - 6pm BRAVO! Rochester Philharmonic Ford Amphitheater. 6pm Friday, July 4 Vail Lacrosse Shootout. Ford Park. 8.= 0 am - 4 pm Vail Library Baked Goods Sale. West Meadow Drive 8 - 11 am Vail Library Book Sale. West Meadow Drive 9 am - 4 pm Vista Bahn Chaidift, Vail Village, 10 am - 4 pm Eagle Bahn Gondola, LionsHead, 10 am - 9pm PARADE. Golden Peak to Lionshead. 10 am _Voon Street Entertainment. Vail Village and LonsHead, Noon - 3 pm Bravo! Patriotic Concert, Ford Amphitheater. 2 pm Pedcmred by the Rochester Philharmonic. S10 tickets are required forpaviiior seatng. Tickets avaiiable only at the amphitheater box office starting ar if am July! (L,mir 4 Der person.) Lawrt seating rs bee Gates open ar 1 pm FIREWORKS Golden Peak. 9:45p.m. Conditions permitting - cai7 970-477-3699 to confirm) L03 3 _ 6 , u 1 y ?_? Vail Lacrosse Shootout. Ford Park. 7,45 am - 5 pm Vail Library Book Sale. West Meadow Dr, 9 am - 4 pm Vista Bahn ChaAft, Vail Village. 10 am - 4 pm Eagle Bahn Gondola LionsHead. loam - 9pm Street Entertainment, Vail Village and LionsHead. 1 - 5 pm High School Musical on Ice. Dobson Arena, 6pm Vail s Starry Nights. Vail Nature Center, 8:45- 9:45pm Sunday, July 6 Vail Hill Climb. Vail Village. 8 am Vail Lacrosse Shootout. Ford Park, Sam - noon Vail Library Book Sale, West Meadow Dr, 9 am - 4 pm Farmers Market & Art Show. Vail Village. 10 am - : 30 pm Vista Bahn Chariift. Vail Village loam - 4 pm Eagle Bahn Gondola. LionsHead.. 10 am - 4 pm Street Entertainment. Vail Village & LionsHead. 11 am - 3 pm BRAVO' Philadelphia Orchestra, Ford Amphitheater, 6pm PRE SEN TING SPONSORS COMM UN I TY SPONSORS MEOIF SPON SON 11?Af?F?? VTBJWC G V??Y Dsais HELPFUL NUMBERS Emergencies - 911 Void Transit - 970-477-3456 ECO Transit - 970-328-3520 Vail Police (Non-Emergency) - 970-479-2200 Vail Fire (Non-E . ,;, -ry) - 970-479-2250 Vail Valley Medical Center - 970-476-2451 Vail Lost and Found - 970-479-2208 O 2 0 0 a 01 e ELESRA,TIE THE 4TH OF JULY SAFELY AS IN THE PAST Vail is asking families to stick together on the Fourth, especially in the heart of Vail Village Beginningat1030 p.m those under 21 must be accom- panied by a parent or guardian within a designated four-block area Now in its seventh year, the special event district will be in place from 10 30 pm July 4 to 5 a m. July 5 Also for the seventh year a townwnde curfew for ages 17 and under. unless accompanied by a parent or guardian will be implemented The townwide curfew will minor hours of the special event district from 1030 p m on July 4 to 5 a m. July 5 Please. leave the fireworks to the professionals Personal fireworks are not permitted in Vail . Enjoy displays in Minturn on July 2. Avon on July 3 and Vail and Eagle on July 4 conditions permitting Don't drink and drive Town of Vail and ECO Transit buses provide both in-town and valley wide transportation until 2 a m.Vail officers have increased traffic enforcement on 1-70 between mile markers 172 and 182 To avoid a traffic ticket please do not exceed the posted speed linnet of 65 mph Vail has a leash law for dogs in the Vail Village and LionsHead areas Your "on in keeping your pet on a leash is greatly appreciated Town of Vail: Event Review Committee: Event Report Card (aka The ERC-ERC) a4rtrYaG+es: la.?.,?? J?yJColfaboraNo:?-.4orouMobl?y-R..?, .?1 I , Name of Event:!' ;?y. S Dates; 7???v x Event'Producer.?L? V?? t ?? ?% CD(Communhy Development) FD(Fire l)* tQ PD(Polke'Dept) PR!(Pablie, Works) St:(Sales 11x) TC(Tmm Clerk) CSE(Spscial Events Coordinator) TOV MGR (Economle Development or TOV rtanaaer Renresentativel Answer Yes or Not if no. please swims below. CD The permit was submitted on time and the information provided was thoroagb. Issues that were Identified during the.permit review,,, . w:e were addressed in a positive and timely manner. lxgq R*- The revivw,,.procese.was fish, open-minded and honest and all parties participated in wpositive manner whh!trm and respeet. The event producer aud,tholOV iota fc&Vabomted todnsure the event's success, while mitigating the impacts to daily operations of the Town and nab hboAm businesses and residents. Event set-up .was,eMthmt,,rmpecpW of the impact to neighbors, and incompliance with the permit. The venue was vacated in a timely manner and left in appropriate condition. .9crao nishift. Ali permit requirements were met. The event was:well received by the community autpr evided an eiperience that.mat the espeefatfons of Vaf1's;gaests, residents and businesses. COM.A. 3 and SPECIFICS: use back of:.page if necessary. Community Development: Fire Department: PD PD' ids 7? PW as TC (/e.5 Ye S Yes ycs ? J Yes Yes Yes Cse ?t j s r #jV-4t.,+ tE - ?6+.6aT ,P•?e,?w?-r+ w "' Arne w?fs PolieeDepartment: Public Works: TOV NOR w gt?+?xwt. ?C V? 44 .0 des 14 ? Sales Te:: - TowaClerlu:1 ?? 4 h ?M.n-'EC??'?? TPJ1 t}-??• ??iw? ?. CSE:, TOVManagements ?1 ?ltC ?a(? ?tdC 7(•e,,y? .u p.? L 1 y//?7'?Cl ?: Overail: ,4 $tf A- cS L )"4 f nos Town of Vail: Event Review Committee: Event Report Card (aka Tae ERC-EIaC'J Our 411M.- rnocouabon Won-lcmunlab ft -Reseed Name of Event: ? ?l Z? i y S Dates: Event Producer. uG?'`?`1 ???? . ,maS PAGE TO BE COMPLETED BY sm. EVENT PRODUCER/Name of Person Completing this form: Please answer Yes or No: V no, please explain. YES/NO: COMMENTS: The permit was submitted on time and the information provided was thorough. Issues that were identified during the permit review process were addressed in a positive and timely manner. Integrity: The review. process. was fair, open-minded and honest and all1pardes participated in a positive manner with trust and respect. The event producer and the TOV staff collaborated to insure the'event's success, while mitigating theimpacts to daily operations of the Town and neighboring businesses-and residents. - Event set-up was efficient, respectful.of the,impact to neighbors, and in compliance with the permit. The venue was vacated k e timely manner and.leit in appropriate; condition. Accowstabift. AN permit requirements were met. The event was weil.recelved by the community and provided an experience that met the expectations of Vail's guests, residents and businesses. es Z ho '0_ Pl e case ,(lei- n? UWW - X09 ? 5-h ? s Y41 e-' pqy e r6vt- lei ?e J, s r (D J vts Town of Vail: COMMSSION ON SPECIAL, EVEN'T'S 2009 EVENT FUNDING ArriuICATION Please print or type all information EVENT: VAIL ARTS FED r i d/Al. ? PROPOSED DATE(S): -JUNE 26-28.2009 ? AMOUNT OF CASH FUNDING REQUESTED: $25.000 • 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 SOX 115 EAGLE. CO.81631 Telephone:970/ 328-1182 Cell:970 / 376-3756FAX:970/ 328-5681 WEBSITE: www.vailartsl'estival. E-Mail Address: laurle@vallartsfestival.com 0.6,u ization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID #_841515210 o Does the Event benefit a charity? - Yes No- X o If yes, please name the beneficiary: Mission Statement: To produce a auality arts festival offerinq an eclectic. mix of art for viewints or ®urchase In a safe and pleasant environment. Number of years your organization has been in business: 9 ® Brief Description of the Event: A street festival featuring 75 artists from. throuahout the United States sellino orlainal_works_og_art.In 13 mediums In a furled show. free children's u & crafts activities and street ent?u +?inment. Located in Lionshead Mall and Arabelle Sauare. o Describe where event will be located within the Town of Vail: Lionshead Mall and Arabelle Sauare e Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: o Please describe briefly how you will use the funds that you are requesting fi.,... the CSE: _Purchase of new street banners for roundabouts and__Parldnp Structure entrance " gromotinq new show location: advertisince of event oavina for free children's entta, ?ainment and activities o Will additional in-kind services be required fi.,... 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 c.,..L,l, bLL.,:,t closures, etc. The event F.....oter will -be charged for' all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Please see attached information e Is this a: New event Existing event X Number of years in existence 24 Location(s) of event in previous years: Lionshead Mail. East Lionshead Circle ® Number of participants (athletes, artists, exhibitors, etc.) anticipated 75 Number of volunteers needed Number of event staff Is Total Number of spectators anticipated _5.000 Local 25 % In-state (non-local) 50 % Out of State 25_% o Should the CSE decide not to support this event, will.it still occur? Yes No X o What % of the total event budget is the CSE being asked to fund? 44% o What is the $ amount of sponsorships from alternative sources reflected in the event budget: $31,825 ® What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) _56% o If possible, would you intend to host the event in Vail beyond 2-009? Yes -X No If yes, for how many years beyond 2008? As lone as it is financialiv feasible ® Do you anticipate requesting fimding fivmd 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? 40% VAIL Vrtz FESTIVAL AT L10NSHEA0 2009 Vail Arts Festival Event Proposal Event Dates: June 26, 27 and 28, 2009 Location: Arabelle at Vail Square; Lionshead. Mall Event Goals: 1 To provide a quality, open-air street Festival as an ambient event for visitors to Town. 2 To help the Lionshead Merchant Association establish events for several years in Arabelle Square. Anticipated Attendance: 5,000 Benefits of the Vail Arts Festival: 1 Ambient Cultural event provided' for guests in town during a busy summer weekend, prior to the July 4 holiday weekend 2' The Festival hopes to grow attendance with return to Lionshead' Mall 3 Tie-in of Lionshead_ businesses and hotels to the Festival 4 Significant Outside Vendor Fees collected by the Town of Vail Past and Projected Demographics/Spending: According to a random survey of Arts Festival guests, 71 % of the guests visiting the Arts Festival are female., ages 25-54, with an annual household income of over $149,000. Of the guests surveyed, 62% were visiting Vail and saw the Arts Festival was taking place.. 79% were traveling with their families. Estimated incremental room nights generated: 300 Town of Vail Return on Investment: The Vail Arts Festival has been in the Lionshead area for 23 years. In its 24th year, the primary goal of the Festival is to continually remain fresh. Through our jury process, to select artists who offer interesting pieces that will attract our guests to the show. In addition, to program entertainment , options to add to the ambiance of the event. We would like to continue to explore the possibility of expanding the Festival site to be able to offer wine and beer tasting areas. 2009 Vail Arts Festival Marketing Plan/Potential for Sponsorship Event Dates: June 26-28, 2009 Promotion to Vail Guests: Print advertising: 300 event posters and flyers are printed and distributed throughout Vail, specifically with hotel concierges O A -.pullout section in the Vail Daily listing each individual artist. Each artist is included with a photo sample of his or her work. Event advertising is run in the Vail Daily (1/2 to full-page ads are run three weeks leading up to the Festival) Front Range advertising: • If funded for the event, we would like to run festival ads in the Denver Post travel section in conjunction with the weekend getaway promotions featured every summer, two weeks prior to the event. Front Range advertising buy will align with the Marketing -Board's advertising plan. SDOnsorshia Potential/Media Exposure: Each year, it is our goal to approach local businesses to serve as Festival sponsors. This will continue to be an area of primary focus to help promote the event. Artist Recruitment: The Vail Arts Festival will advertise for artists using the following methods: -1 ArtFair Sourcebook, the number one outsource to artists throughout the United States. This will ensure the quality of the show we offer to our guests. 2 Zapplication.org, a collaborative effort of the nation's top Arts Festivals to assist artists with the application process to festivals. The goal of this organization is to make the application process. easier for artists. Involvement with this group is critical to attracting interesting,. high-quality artists, to our area. 3 Colorado Artist Tour. This packet contains applications for many of the Colorado shows that take place throughout the arts festival season. The mailing list tops 1,200 artists currently. 2009 Vail Arts Festival Request for Town of Vail In-kind Services .Police: Public Works: Fire: • Assist with load-in on Thursday, June 25 along West Lionshead'Circle near the Antler's Hotel as artists enter the Arabelle loading dock for load-in. Additional assistance is needed on Sunday, June 28 in the same location for load-out. • Provide routine evening patrol through Festival site beginning Thursday, June 25 at 8 PM; continuing on Friday, June 26 and Saturday, June 27, 2009. • Provide personnel to assist with trash removal from Lionshead Mall. • Hang event banner in Lionshead location. ® Hang street banners in roundabouts. • Deliver barricades to Festival site (at Lionshead bus stop). • Provide personnel to turn off sprinkler system along Lions-head Mall beginning Thursday, June 25 until Sunday, June 28, 2009. C Remove driveway barricade along Montaneros alleyway for Festival load-in on Thursday, June 25 and for Festival load-out on Sunday, June 28, 2009. s Approve Festival site map. Schedule a final walk-through on Thursday, June 25 prior to event start on Friday morning. Sales Tax: • Coordination of sales tax license information for all artists leading up to artist check-in. Provide sales tax packets for artists by Thursday, June 25 for artist check-in and load-in. 2009 Vail Arts Festival :Proposed Event Budget Revenues: CSE Contribution $ 25,000 Artist vendor fees 31.825* Total Projected Revenues: $ 56,825 Expenses: Advertising/Promotions $ 13,000 Printing/posters/brochures Newspaper ads Radio ads Front Range adstpromotion Event supplies 9,500 Signage Street banners Children's Kreative Kingdom Decorations Operating Expenses 14,975 Parking structure e, ?G once kiosk Roving Entertainment Food/Beverage Tent Lodging-entertainers Sound System Rental Equipment Rental Town of Vail business license fees 5,625' Security 3,500 Administrative Expenses 10.250 Staffing Permits Insurance Total Projected Expenses: $ 56,850 * Denotes 75 artists due to limited vendor sites within new Festival site. 2009 .Vail.Arts Festival Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Festival Staff: Cindy Lagace Maura Elliott Melinda McNiff Kim Andree Mary Lou Yeik Plus: Additional children's and merchandise tent staff Festival Jury: WESTAF-Westem Association of Arts Festivals Terry Adams, Cherry Creek Arts Festival Tara Brickell, Cherry Creek Arts Festival Mark. Bricklin, Vail Daily Artist Liaison: Carol Hiller 4W VAIL its FeMAL AT L10NSHEAD 2008 Post-Event Report to Commission on Special Events Event Dates: August 8-10, 2008 Venue: East Lionshead Circle Estimated Attendance: 3,000 Event Components 92 Artist Booths Children's "Kreative Kingdom" Art Activity area ® Daily street entertainers provided by the Arts Festival 2008 Highlights Event schedule coincided with Vail Intl. Dance Festival for the third year All artists were referred to Lionshead-area hotels for lodging Vail Daily pullout section featuring each artist in the show Cooperative effort between all Lionshead. events to ensure all took place Event Marketing Plan Breakdown of snendina Vail Arts Festival advertising dollars: Vail Daily: Ads ran 14 days prior to event. 1/4 page leading up to Quarter, half and full-page 4-color ads ran 14 days prior and leading up to August 8; pullout section on Aug 8 Event Posters: 250 (11" x 17") rxi otional posters Event Flyers: 500 (5" x 0 promotional flyers placed in businesses throughout Town Radio: 8 daily/30-second spots ran 10 days prior to event on KTUN; KZYR; and Jack. FM radio • Sponsorship of Mother Earth exhibition, globe on display in downtown Eagle from June 1 - September 6: NRC Broadcasting project Roundabout Banners: 20 banners were placed in West Vail and main Vail Round-abouts seven days prior to the event • Event Signage: 10 banners were installed on street lights at Lionshead Parking Structure .L,.nnce and Event schedules were placed at the entrance to the parking structure listing event hours Contribution to Sense of Community The Vail Arts Festival contributes to Vail's sense of community in the following ways: Commitment to the Lionshead area: The Vail Arts Festival remains one of a few events that take place entirely within the Lionshead area. Recruiting and retaining support from the business community is vital to the growth and sustainability of the Festival. Commitment to showcasing unique art in a street Festival setting: Each summer, the Vail Arts Festival strives to present a unique mix of artists from all parts of the country to showcase their work in Vail. The show remains an independent presentation. It is our goal each year to expose the public to creative pieces of art that allows spectators to view and purchase art in a festival setting. Growth remains a goal of the Festival: In order to offer a unique presentation of the Festival each summer, we must constantly strive to investigate new ways to present the show to our residents and guests. It continues to be our goal to work toward. a location within the Lionshead area that allows the Festival to offer more booths and entertainment'sites to offer a better Festival in years to come. History in T The Vail Arts Festival is in its 24th year in Vail. Originally started by a group of local artists, it remains unique to the Town of Vail. 2008 Vail Arts Festival Budget Revenues TOV Sponsorship 18,223 Artist Fees 36,125 Merchandise sales 420 TOTAL $54,768 Expenses Advertising/Promotions 12,789 23% Printing/posters/brochures Newspaper ads/insert Radio-Front Range Magazine ads Event supplies 15,357 28% Street banners Event banners Decor Merchandise Children's; Kreative Kingdom Operating Expenses 91411 16'/ Entertainment Lodging Sound system Equipment rental Website development; Artist application website Town of Vail Business License Fees 6,775 12% Security 1,680 3% Private Admini*LaG,re Expenses 10,163 15'/ Permits Labor Insurance 2.100 3016 TOTAL $58,275 5 rtSi iVAL C: August 8-10, 2008 FREE ADMISSION 10 TO 5 DAILY I Live Performing Arts Children's Activities Meet the Artists Collect Original Art Eagle valley vents TOWTVAM For up-to-date information ' 970-477-3699 ? n ro?? 0 emk% Town of Vail: Event Review, i r,.,ommittea: Event Rebort Card (alm The ERC-ERC) /. / Our VAM. / Qoow a"-?caf Name of Event: 11414, ?/'T"s 1??' t S"1A1 Data: ' ?? -1r??0 EventProdaar. ? 6G !/ 1 ?C ? / ? CD(Commnnitr Developmeat) FD(Fim Dept) PD(Podaa Dept). M(Publie Works) Stz(Sales Tn) TC(Tetrn Clerk) CSE(Speciai Eventa Coordins, MGR (Economic Development or TOV -.4anagar Representative) Answer Yes or No: if no. please nislain below. The permit was submitted on time and,jba inbrmetioe provided was thorough. e Issues that ware identflled during tbe.Permit,reviaw proem were addressed 14 a positive and dM* manner. / : The review procees wowfair, open-minded and honest and A parties pardeipated in a positive manner with;trest and respect. The event producer andabe TOV.staRooAobwntsd:tubm" the wene'2 success, wbik miff®a ft the Impacts to daily operations of the Town•and aelettborbry bueinessex and Aunts- _ Event at-up vies d ocieat, / of the impact to,neigbbors, and ineompusnce'wlth thtpermit. The venue woo vacated in a .manner and left inappropriate conditien. , PD .PW TOV STu TC CU TOM MGR ?. No VIPs v ° t? ?(s }ryrrE I WOO _ N/K /? ?_ B o aut? Apcwrrrarbi VQ IV dp?t All parmit requirements were met. i ;- ?, The want was well received by the aommua ~(1h? ity aadiprovlded an It etperknce that menthe eapcetations.of Vall s.pestb, residents and Y I? b /`P? ? businesses. _ _ _ tJ'ES ?3 O CObUdENTS.,and,SPECIFICS: Use back of psge if neeeseary. Community Development: FinDepatiment: - - - -- _--- Polies Department: Public Works: Sala Tai: To" Cleric. CSE: kz< 4' L G?1 !'?? /PC,v?e d 1,6 TOV Management: Q2 I&, Overall:1.?4 /'G?nl C?/Gs U?`Y/tTUNC?(e - . -le CD PD SAC e A1_4; -e- ?2Le-.- 47-1 to Town of Vail: Event Review Commititee: Event. Reno t .Card fa_ ka The_ EiZC-ERQ Oxr Values: IsttW*uCbMsbonaden Accowrt "hy-React Name of Event: L 441L 159-,w v4L- Dates: Ai, iF - lo, 2,2;py Event Producer: eF/%2?c U. lC?? E l d=/N %? a naS PAGE TO BE COMPLETED BY , rs, EVENT PRODUCEMame of Person Completing this form: Un?? r?S?f C/ sS? I?= Please answer Yes or No: N no, please explain. YESINO: The permit was submitted on time and the information provided was thorough. luau that were identified during the permit review process were addressed in a positive and timely manner. laregriV. The review process was fair, open-minded and honest and all parties participated in a positive manner with trust:and respect. The event producer and the TOV staff coflaborated to inure the event's success, while mitigating the impacts to daily operations of the Town and.neighboring businesses, and residents. Event set-up was efficient, rapecljW of the impact to neighbors, and in compliance with the permit. The venue was vacated in a timely manner and left in appropriate condition. Accouwtabitlty: All permit requirements were meta The event was well received bytbe:communityand, provided' an experience that met the expectations of Van's guests, residents and businesses. Iie2 COMMENTS: ?e62 ? v5 Q P (ems I e? ?Nt.e > c i=? i -F v?h %? . 1 Town of Vail: COMMISSION ON'SP-ECTAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information > EVENT: 1 A-S 7C- Of ? +kE t AF 710 V. i L > PROPOSED DATE(S):i'1- t-'T.LI L ?./; > AMOUNT OF CASH FUNDING REQUESTED: I I OXODID • PRODUCIN G EN t t i f : SPA.O-E +>Z-- S?'?-fry &Z-H President or Executive Director's Name: 811-1-1 Si-Iz,?2? Name and Title of Person Completing the Applican: LA P-4 H14G--?"7-% Address: Lt3t-L:OL/d O {"7 r3-1/? t,- Telephone-A0, / Y?ia - 57e4.?-DCell: / 37 fr-S'4_ FAX: gt-3 / 96 --, Si WEBSI TE: UJ w Ls . -hru I-e_ o E-Mail Address:. ct c, r_n S-irp? Organization's tax status For Profit Non-Profit* Y Not-for-Profit* Non-Profit (501 C-3), or Not-for-Profit (501 C=6) organizations, please attach current. State .De artment of Revenue Certificate with this application. Tax payer ID# F 13 L .? C3 3 t , o Does the Event benefit a charity? Yes Y- No o If yes, please name the beneficiary: SA L V &-Tia^1- A..M t ?1 /' 11-- j Mission Statement: S' NfA /Lt bo.,L S7 trI ? (-'?F{ is A N4--T % ow Aj. CCL LA?L A? c ??n L• -L,MU: Z l??o ti` wrwu_4Aji- Tu MAK.C -SuACAl0 X sO A 4Y'AG .l CA" Xl;?T LIZ., Number of years your orgar»a+ion nas been in business: QLf &",4s up 1-t?tNG-n-? • Brief Description of the Event: VAI Lr CH FF C4-I*FS r (LJFV.4A_t- t%,-u .S k-C OF A (ri?.:cK L'7 ??? L? L -Fig A- "C,-1A E'T-r C . x/0-7 I&L1-Q P t=S -P 7w,-' , • Describe where event will be located within the Town of Vail: a i T C"t r3?tiQaJ -r ir2 avuL ?`GS Lc Ic ?G- u AA-1 UAL !J, L. L.4-(-,E" t Lv eK,7 ' • Will any portion of the event take lace outside of the Town of Vail? Yes No If yes, please explain: TOV/CSE -4- Application for 2009 Funds • Please describe briefly how you will use the f indsthat you are requesting from the CSE: Ofj::r i Li c / $sj ° L3?r'?l -rt J S ?: 7t447 Nf X7:;1 T y. • Will additional in-kind services be required fiv. . the Town of Vail? Yes 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. • Is this a: New. event Existing event Number of years in existence Location(s) of event in previous years: 6 1/Ar - L/ 4-7 L P LA-ZA -Hl L:;L C 1-i • Number of participants (athletes, artists, exhibitors, etc.) anticipated 9 DID Number of volunteers needed Number of event'staff Total Number .of spectators anticipated Local % In-state (non-local) % Out of State % • Should the CSE decide not to support this event, will it still occur? .Yes No' ?a • What % of the total event budget is the CSE being asked to fund? • What is $ amount of sponsorships from alternative sources reflected in the event budget: /a Sr u • - What % of the total event budget do you expect the event it elf to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) O. C) •--. If possible, would you intend to host the event in Vail beyond 2009? Yes ? No If yes, for.how, many years beyond 2008? 3 • Doyou anticipate requestingfitiding 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? 49h: Olt) TOV/CSE - 5 - Application for 2009 Funds REQUIRED ATTAt niAENTS: Detailed event budget, including all anticipated revenues and expenses. Marketing plan and, detailed explanation of potential. for sponsorships and media exposure. v> Previous year's event evaluation, including income and expense statement (if Asting event). ,,00 Past or projected demographics of event attendees and spending. Brief description of potential benefits to the Town. of Vail,, including an estimated # of in...Q...ental mom nights and increased spending generated MIA ?.>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 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, i.e. unbound, 8 t/: x 11 size) OF THE 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 9,70 376-2394 or s ecialevents(cvailgov.com FOR CSE USE ONLY: EVENT NAINIE: PROPOSED DATES: Funding in the amount of Subject to the following conditions: . Signature: CSE Coordinator - was approved by the CSE on (date). TOV/CSE -6- Application for 2009 Funds r r^? Signature: Applicant C? t4 7-? Unless otherwise specified in, the contract, CSE fimds will be distributed per the following formula: ¦ 1/3 of the amount upon the sigriing 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 complete Special Event PermitApplication, 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 fiv... the event producer following the completion of the. event and final compliance with all the stipulations of the Special Event Permit. TOV/CSE -7- Application for 2009 Funds Share Our Strength 2008 Taste of the Nation Budget Final Budget Revenues Tickets 5,919 150 x $200/ticket Sponsorships 2,700 1 @ $5,000, 5 @ $1,500 Auctions 2,195 $3,000 live, $2,000 silent Total Revenues 10,814 Expenses Venue 4,000 Room rental, servers, bartenders Check Presenters 300 Printing and distribution to participating restaurants Supplies 400 Registration, volunteer food, auction supplements Credit Card Fees 100 CC machines Liability Insurance 250 Coverage for venue Staff Expenses 800 Travel & time Total Expenses 5,850 Net Income 4,964 Share Our Strength 2009 Taste of the Nation Estimated Budget Revenues Tickets 30,000 150 x $200/ticket Sponsorships 12,500 1 @ $5,000,5 @ $1,500 Auctions 5,000 $3,000 live, $2,000 silent Total Revenues . 47,500 Expenses Venue 10,000 Room rental, servers, bartenders AN 2;000 Projector, screen, microphone/podium Entertainment 1,000 Local group Decor/Rentals 1,000 Plants, lighting Auctioneer 500 Photographer .500 Check Presenters 500 Printing and distribution to participating restaurants Posters 1,000 Printing and distribution to participating restaurants Supplies 500 Registration, volunteer food, auction supplements Product for Chefs 5,000 Main proteins for chefs to produce courses Credit Card Fees 100 CC machines Liability Insurance 250 Coverage. for venue Staff 6,000 1 person x $50 x 120 hours Total Expenses 28,350 Net Income 19,150 Taste of the Nation 2009 VAIL CITY WORK PLAN TASTE OF THE NATION VAIL Net Revenue Goal: $29,000 GOAL 1: Raise $12,500 In corporate sponsorship STRATEGIES TO ACHIEVE GOAL Strategy 1: Sell $10,500 in new sponsorships Activities a. Create range of sponsorship packages to appeal to small/big companies b. Generate target list and distribute sponsorship packages to committee c. Discuss personal contacts and sponsorship goals with committee members d. Secure the following sponsors: One (1) $5,000 sponsor Four (4) $1,500 sponsors Strategy 2: Re-commit sponsor from '08, totaling $1,500 Activities a. Secure Steadman-Hawkins Clinic commitment OVERALL MEASURES OF SUCCESS FOR GOAL 1 a. Income generated b. Number of sponsors who signed on c. Levels purchased d. Sponsors perception of return on investment (sponsor survey) Month Completed Accountability March Sponsor Chair March Sponsor Chair March/April Event/Sponsor Chair Sponsor Chair/Committee March/April/May Members April/May Sponsor Chair April/May Sponsor Chair Month Completed Accountability . By end of 2008 Sponsor Chair Taste of the Nation 2009 VAIL CITY WORK PLAN Tasste of the Nation Vail Net Revenue Goal: $29,000 GOAL 2: Raise $12,500 in auction revenue MAJOR STRATEGIES Strategy 1: Strategically place silent auction in high-traffic area Activities a. Hold one pre-dinner reception which requires all guest (incl: VIPs) to mingle in auction area Strategy 2: Procure desirable auction items for TON audience Activities a. Be creative (THINK BIG) and unafraid to approach any/all buinesses (restaurants, spas, trips, hotel stays, etc.) b. Get agreement from a couple of chefs to do in-home or private in-restaurant dinner Strategy 3: Conduct auction professionally Activities a. Create appealing signage and use creative descrriptions to "sell" silent items b. Hire professional auctioneer to conduct live auction and push silent auction OVERALL MEASURES OF SUCCESS FOR GOAL 2 a. Level of items procured (big ticket items) b. Competitive bidding c. Sell everything for at least 25% above market value Month Completed Accountability March Committee + ' :r Month Completed Accountability April/May Auction Chair April/May Auction Chair Month Completed Accountability May Auction Chair May Auction Chair Taste of the Nation 2009 VAIL CITY WORK PLAN TASTE OF THE NATION VAIL Net Revenue Goal: $29,000 GOAL 3: Raise $30,000 in ticket sales MAJOR STRATEGIES Strategy 1: Sell all (150 tickets) not allotted to sponsors Activities Month Completed a. Drive Vail audience to club page to purchase tickets (through committee word-of-mouth, Black Tie, Vail Daily, other long-lead periodicals) April/May b. Invite (and advertise, if able) mayor as honorary chair of event April/May c. Use celebrity sous chef "intrigue/excitement" and restaurant/chef names to punch up event details on club page (keep it updated) April/May d. Eliminate comp tickets unless absolutely necessary (i.e. in-kind donation has a value over and above income lost from ticket sale, and will reduce expenses) April/May e. Produce check presenters and posters,for Vail Village advertising June/July f. Work with Vail Daily, local radio and TV on campaign to beging during ski season Jan/Feb/June/July OVERALL MEASURES OF SUCCESS FOR GOAL 3 a. Income generated b. Ratio of VIP to regular tickets sold c. Upsell percentage. Who did we get to buy a table vs. individual tickets Accountability Ticket/Marketing/P R Chairs Ticket Chair Event Chair Ticket/Sponsor Chair Marketing Chair PR Chair Taste of the Nation Vail Proiected Demoaraohics 46% with a household income over $100,000 Female-skewed - 58% female, 42% male Well-educated - 87% college graduates, 46% with post-graduate education Frequent restaurants - eat dinner out an average of 8+ times per month *Data from a survey of SOS constituents across all fundraising platforms. It is desirable to reach out to metro Denver, metro Boulder and the Glenwood Springs/Aspen area to get out-of-towners into Val. The 2008 planning. period was extremely short (only 6-8 weeks). This year we're got 9 months to reach the demographic we're trying to reach. We will seek out long-lead publications so we can reach winter and summer residents and tourists. Benefits to the Town of Vail Taste of the Nation is a natiunal avent that is expanding into areas in Colorado that can help raise money for those in need in Vail Valley and across Colorado. With the increase in planning time, we should be able to market more effectively to the Denver, Boulder and Glenwood Springs audiences, promoting a "kick off the weekend" event in Vail and increasing overnight stays (and potentially weekend stays) in Vail Village. The Town of Vail will receive national exposure on the www.tosteofthenation.ora website. An attempt will be made to get national media coverage to the event via Taste of the Nation's relationship with the Food Network. Share Our Strength - Ending Childhood Hunger in America: Board of Directors About Share Our Strength BOARD OF DIRECTORS ALL YEAR LONG, SHARE OUR STRENGTH'S BOARD OF DIRECTORS CONTRIBUTES THEIR CONSIDERABLE STRENGTHS TO HELP US MAKE SURE THAT NO KID IN AMERICA GROWS UP HUNGRY. Sid Abrams Principal, Deloitte Consulting LLP Charles Bernstein Former Editor-at-Large, Chain Leader Magazine Jim Berrien President & Publisher, Forbes Magazine Group Neil Braun President, Chairman & CEO, . The GreenLife Organization, LLC Kathy Bushkin Calvin Senior Vice President, UN Foundation Joni Doolin CEO & Founder, People Report Wally Doolin Chairman, Buca, Inc. Bob Greenstein Director, Center on Budget and Policy Priorities Will Kanteres President, Kanteres Real Estate Alan Khazei Founder & CEO, Be the Change, Inc. Roz Mallet CEO/President, Caribou Coffee Mike McCurry Partner, Public Strategies Washington, Inc. Danny Meyer CEO, Union Square Hospitality Group Mary Sue Milliken Co-Chef & Owner, Border Grill and Ciudad (c/o Mundo Management) Peter Gold President, The Gold Group, First Book Maria Gomez President & CEO, Mary's Center for Maternal and Child Care Michael Gordon Managing Director, IBK Merrill Lynch & Co., Inc. Share this: me CGS , Y 'i ? j I 111' I Mark Rodriguez Chief Executive Officer, Hickory Farms Rick Schnieders Chairman & CEO, SYSCO Corporation Billy Shore Executive Director, Share Our Strength Jonathan Silver http://www.strength.org/about/boat 11. r. ..?.... 1 r111 Share Our Strength - Ending Childhood Hunger in America: Leadership About Share Our Strength LEADERSHIP Bill Shore Founder and Executive Director Bill Shore is the founder and executive director of Share Our Strength Q0, the nation's leading 4.. organization working to end childhood hunger in America. Shore is also the chairman of t 4' r.r Community Wealth VenturesO, Inc., a for-profit subsidiary of Share Our Strength that 'f provides strategic counsel to foundations and nonprofit organizations interested in creating = community wealth - resources generated through profitable enterprise to promote social change. ,.(,i. A',LI : ?r.qU uci Debbie Shore Co-Founder and Associate Director Together with her brother, Executive Director Bill Shore, and Managing Director Pat Nicklin, At" Associate Director, Debbie Shore oversees the general direction, long-term planning and strategy for Share Our StrengthO, the nation's leading organization working to end childhood hunger in America. Cunumje. t.z,diny_ Patricia Nicklin Managing Director Patricia Nicklin is the managing director of Share Our Strengthe, the nation's leading organization working to end childhood hunger in America.Nicklin oversees programs, operations, and finances of Share Our Strength.iA She leads the strategic planning for the organization, including that of its childhood hunger strategy. Working with anti-hunger leaders across the country, Nicklin developed Share Our Strength's focus to end childhood hunger in the United States. Chuck Scofield „r Chief Development Officer Chuck Scofield is the chief development officer of Share Our Strengtho, the nation's leading ;;: ?t•^. organization working to end childhood hunger in America. He is a member of the 4" ` organization's executive team, along with Founder and Executive Director Bill Shore, Co-Founder and Associate Director Debbie Shore and Managing Director Patricia Nicklin. Eric Schwelkert Chief Financial Officer Eric Schweikert is the chief financial officer of Share Our Strengthe, the nation's leading organization working to end childhood hunger in America. He is a member of the h"p://www.strength.org/about/executive_tear share Our Strength - Ending Childhood Hunger in America: Leadership http://www.strength.orglabou., organization's executive team, along with Founder and Executive Director Bill Shore,: Co -Founder and Associate Director Debbie Shore, Managing Director Patricia Nicklin and Chief A` tk Development Officer Chuck Scofield. Schweikert oversees the finance, accounting, information technology and human resources functions. He and his team work with Share Our Strength's program staff to ensure that the organization's resources are put to their best use in our fight against childhood hunger and that we are careful stewards of the donations entrusted to us. Schweikert joined Share Our Strength in 2008. Prior to that, he was CFO of the Global Financial Services segment at Capital One, home to Capital One's faster-growing businesses and $29 billion in assets. His other roles at Capital One included running Capital One France during its start-up phase. Schweikert joined Capital One in 1996 from Mercer Management Consulting where he had 10 years' experience in strategy consulting focusing on telecommunications companies. Schwelkert holds a BA in Economics from Yale University and an MBA in Finance from the Wharton School of the University of Pennsylvania. He serves on the boards of the Heart of America Foundation, an organization that teaches volunteerism while promoting literacy to children, and the Yale Alumni Chorus foundation, which promotes harmony through music in the US and abroad. He is married with two children. Share this: 4) •g, R A Word from Founder Bill Shore It is the strengths of tens of thousands of talented and caring people that are responsible for all that Share Our Strength has been able to accomplish in leading the fight to end hunger. With your help, we will end childhood hunger. Please join us. /? .4- Read 11101e of Billy's letters, full of insight, Inspiration and "so what" observations. ServiceNation: Summit and Day of Action this September Join Share Our Strength in supporting ServiceNation, a national campaign to Increase the number of volunteers In America. Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: G it l VV VAi ? PROPOSED DATE(S): U 11 f. ?- ' - .1 Uj ? AMOUNT OF CASH FUNDING REQUESTED: 10 a ; nn . a : (? PRODUCING EN i n f: ? j ?h Gt '1GZ 11 ?dLi President or Executive Di. :..'WA's Name: I . Name and Title of Person Completing the Application: Address: i 6C, e . Mif aAv1,,\/ be 4,32 V11.4-1 (f) fZ1?53 Telephone: L'/ 4'7q- y?,kjCell: / F, X,: / WEBSITE: Y:wVi,' aiA. (°owl- E-Mail Address: 5TcLLt•?2,r??-ea4r+h 1 i ki ?, k& 1 Organization's tax-status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) wr,,?..iza6ns, please attach ck..?...? State Der......ent of Revenue Certificate with tJ its application. Tax payer ID# o Does the Event benefit a charity? Yes X 'vo o If yes, please name the beneficiary: Mission Statement: Number of years your organization has been in b isiness: • Brief Description of the Event: Al i 4 terra V-eA--h Val '(11A 4i nj _ P r) At.*i cu • Describe where event will be located within the Town of Vail: • I • Will any portion of the event take place outside, of the Town o? Vail? Yes X No If yes, please a Kplain: TOV/CSE -4- Application for 2009 Finds 9 i you are, -equesting from the Cat. • Please describe briefly how you will use the funds that y -------------- • 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 c....L ol; street closure 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 Eve ,.^^ t Permit. , X15'-? v?'" ir? l Yl i l'1 T r.uV?CVI? {?i? dd L yn . , ,? I • Is this a: New event X Existing event Number c fyears in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) an ticipated 1,0 ' Z Number of volunteers needed 10 Number .c f event staff 10 Total Number of spectators anticipated Z ? OCIO Local 2 5 % In-state (non-local)_ 50 % Out of State 25 % • Should the CSE decide not to support this event, will it still occur? Yes X No • What % of the total event budget, is the CSE being asked o, fund? 400/6 What is the $ amount of sponsorships from alternative sot Tces reflected in the event budget: :30, 060. eo • What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) -7 c'e • If possible, would you intend to host the event in Vail be,,ond 2009? Yes X No If yes, for how many years beyond 2008? • Do you anticipate requesting funding from the-CSE next year? Yes No X . Given that the CSE encourages the development of ? .dditional sponsors in order to leverage their own investments, and anticipates that as events become established they will become less reliant on public funds, what %, !f any, of the total. event budget do you anticipate requesting next year? TouiCSE - s - Application for2009Fods REQUIRED ATTA%-ruvmNTS: Detailed event budget, including all anticipated revenues m id expenses. Marketing plan and detailed explanation of potential fot sponsorships and media exposure. ? Previous year's 'event evaluation, including income ar d expense statement (if existing event). ? Past or projected demo. whics of event attendees and spej iding: ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,.,,...ental room nights and increased spending generated. ? What return on investment should the Town of Vaal expec ? ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions The CSE a fp.,Jates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBNW 12, COPIES (at least one formatted so as to be easily copied, Le. unbound, 8 % z 11 size) OF 1 nip, COMPLETED APPLICA [TON AND REQUIRED ATTAk-im IENTS 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 N avas at 970 376-2394 or specialevents(a vailgov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: I. Funding in the amount of was app.r.ved by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator TOV/CSE -6- Application for 2009 Funds ryl ? 1 Signature: Applicant' Unless otherwise specified u the con C I funds will be distributed per the following formula: ¦ 1/3 of the amount upon the signing of a cv.tL"d stipulating the terms of the CSE's funding allocation. ¦ 1/3 of the amount upon receipt of an invoice .??,. the even t producer following the timely submittal of a complete Special Event PermitAppli,,ation, 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 even t producer following the completion.of the event and final compliance with all the s ipulations of the Special Event Permit. TOV/CSE -77 Application for 2009 Funds Commission on Special Ev ants Town of Vail Vail, Colorado 81657 October 3, 2008 Dear Commission Membei s: We are seeking seed move; r for GruVe Vail. This event, scheduled for t] ie traditionally soft fourth weekend in June, will focus its attention on Austrian wine: Specifically, the white varietal Groner Veltliner ak.a. GruVe. We are,also inviiin g American winemakers who are working with the grape and might have representation ' Lt ??I Czech, where the varietal originated. This will be the first time Groner Veltliner has been the specific focus of a wine event in North America. TI to concept has thus generated great enthusiasm from the wine world. Grape varietal-specific eve its have become more common in recent years, the Oregon. Pinot Camp, and Washingt gyn. State's Riesling Roundup, being two examples. Wine enthusiasts have long apps dated the versatility and food-friendlinessof Groner Veltliner, and the grape ha:; been gaining a wider audience. We believe that this event, with its Austrian focus, is an ideal tie-in with Vail's deep Austrian roots. We'have confidence that we will be able to find suffident sponsorship to cover the cost of the event given the international enthusiasm that the event has already generated. However, we are hoping t?at the Commission on Special Events will provide $20,000 in order to show Town of Vail support and to start the initial promotion work on the event. It should be noted' thatwe ::oresee a successful event with very little need for additional support over the long-term. Event specifics' follow. Ple ase do not-hesitate to contact me if you have any questions: Thank you for your time aj id your consideration. Staufer GrnVe Vail Partners Our partners in this endea for include: Austrian Premium Estates Austrian Wine Marketing Board Sonnenalp Meadow Drive Partnership Local Restaurants Local Galleries Local Hotels Vin di Vino (Importer) We are also approaching: Austrian Tourism - initial meeting took place in ,New York this week Terry Thiele (Importer) Wein Bauer (Importer) GruVe Vail'Potential Spc nsors Wine and food related Riedl - world-renowned Austrian crystal manufacturer Meinl - Viennese coffee Wine publication Other Fischer - Austrian ski maqufacturer Dopplemeyer/C=Tech - Ai istrian ski lift manufacturer Austrian Tourism - arr..,a -.hed. GruVe Vail Detailed explanations: Ticket Pricing The entire focus of"this event is to draw as many people as possible to Vail dL a typically slow pre-Holid iy weekend and to introduce a wide audience to Groner Veltliner. We are planning a similar price for the Gallery Wine Around as that which m offered for Gourmet on Gore, $20.00 per person..The wine makers' dinners will be' p by the restaurants themsel ves. However, we are planning on. around $99.00 per perso a four course dinner inclucding wine. The tasting event on Saturday night will be as reasonable as possible bas zd on costs from our wine partners and our restaurant party However, we anticipate a wst in line with similar events in Vail and are planning to l it under $50.00 per person. The Hoerigin Tent will be open throughout the event and offer reasonably priced gl, asses of wine from participating wineries as well as reason., priced food. Gallery Wine Around -This is based on tl?e highly successful event that was.,done in conjunction wi Gourmet on Gore. I his year. The galleries have expressed support for more ev such as this and have asked Grappa Fine Wines to find more wine partners. GrdVe Vail is an a rcellent opportunity. 'for -Security for the g,, alery wine around will be handled by whichever non-profit we partner with. Hoerigin Tent Traditionally, a He erigin is an inn located in a vineyard. There, local wines are offered in partnership with local cuisine. We are.planning to bring a good facsimile of this experience to Vail. This area will give sponsors the opportunity to showcase their products. We intend to have the, wines of the participating vendors available to the public by the glass. They will alp ?o be able to sample the, cuisine of Austria. This area will be tl .e venue for cooking demonstrations and for the tasting on Saturday night. The Hoerigin tent will be located in Meadow Drive between the Swiss Chalet and Marketplace on Meadow Drive. Should'the merchants object to this placement, we shall locate the tent in Village Inn Plaza. We do not anticipate any conflict with the Farmers' ] vlarket, which is smaller at the beginning of the season. Indeed, we believe the two events will compliment each other. We had originally intended to place the tent on a licensed location. However, it is felt that in order to be a more inclusive eve at, the tent needs to be placed in a more public location. We will partner wi th a local restaurant or local caterer to operate the Hoerigin tent. They will pro tide security for this, venue. GruVe Vail Schedule d to allow attendees to enjoy SummerVail to the fullest. Our The event has been sche'Td evening events will be sculed so as not to conflict with the opening weekend of the Bravo! Vail Valley Music stival, allowing the event to be cross-marketed. Our tentative schedule for the event is as follows: Thursday Night Participant reception Gallery Taste Around Friday Night Fashion show Winemakers Dinners at participating restaurants throughout Vail Saturday Day Cooking demonstrations Guided hikes Other activities Saturday Night Grand Tasting Sunday Vail Farmers' Market Heurigin tent will be open throughout the weekend to allow people to stop by and enjoy a glass of Groner, Austrian f i)od and other offerings from sponsors. Received: Sun, 12" Oct 2008 10:07:33 -0600 (GMT-06:00) 'Fx.,??x: Jonathan Staufer <jstaufer@earthlink.neb To: Sybill Navas <specialevents@vailgov.com> Subject: GruVe Vail Budget This is the budget that should,be in all the packets.. Didn't get the computer fixed yet but pulled this off the SkyDrive. Best, Jonathan Gru"Ve Vail Budget Printing 10,000 10 page programs $5,000.00 Tent Rental $10,000.00 Heater rental $1000.00 Website development $3000.00 Front Range advertising $5000.00 Mountain advertising $5000.00 Event. coordinator: $6000.OOSecurity, traffic redirection: $10,000 Entertainment:. $5.000.00 Total: $50,000.00 Grappa. Fine Wines and Spirits Since 1977, Vail's Wine Shop 100 E. Meadow Dr.,132 . " Vail, Colorado 81657 970.479.WINE ----------- ---- Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: 2009 Unlimited Adventure Series . ? PROPOSED DATE(S): Six Thursdays from Jan. 29-Mar. 5, 2009 ? AMOUNT OF CASH FUNDING REQUESTED: $7,500 o PRODUCING EN i i i Y: The Vail Symposiln Executive Director: Fraidy Aber Name and Title of Person Completing the Application: Vicky Lee, Communications / Development Director Address: P.O. Box 3038 Vai1,.Co 81658 Telephone: 970/476=0954 Cell: 970/331=3891 . Fax: 970.476-0710 WEBSITE: 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) e Brief Description of the Event: The Unlimited Adventure Series is an exhilarating showcase'of intrepid explorers, daring investigators, athletes,, pioneers, and passionate advocates from around the world. These adventurers span the gamut from those who push the boundaries of geography and. endurance, to scientists,. environmentalists and investigators who plumb the mysteries of time and the elements. High caliber speakers, many of whom, are bestselling authors or the subjects of documentaries and magazine covers, come from all corners of the earth to share their journeys in vivid visual presentations. Our speakers motivate. people to follow their dreams against` all odds-and share their life-affirming stories. The FREE, Unlimited Adventure Series attracts a multi- generational audience. Inspiring and. educational, these programs are held on six consecutive Thursday evenings at Donovan Pavilion in Vail. • Describe where event will be located within the Town of Vail: Donovan Pavilion TOV/CSE -4- Application for 2009 Funds • Will any portion of the event take place outside of the Town of Vail? Yes We often send our speakers to present to local schools within Eagle County. • Please describe briefly how you will use the funds that you are requesting from the CSE: Funding from the CSE would be used to secure even higher-caliber speakers, which would draw more numbers to this community-enhancing series. Concu_ - :_tly, the Vail Library has reduced its financial commitment from years past. We are seeking funding from the CSE to maintain and augment the quality of the Unlimited Adventure Series. • Will additional in-kind services be required fw.i the Town of Vail? Yes If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic c„ul..l, 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. We would request that West Vail buses stop at Donovan Pavilion on the six Thursdays of the Unlimited Adventure Series to encourage visitors and Vail residents to attend. In inclement weather, it would encourage more people to come out and would facilitate their transport to restaurants after the programs. Additionally, the use of Donovan Pavilion is in-kind through the Town of Vail Library partnership. • Is this a: Existing event for 6 years. Location(s) of event in previous years: Donovan Pavilion (half of the programs from 2005-2006, and all programs in 2007-2008) Vail Library (2003-2006) • Number of participants (athletes, artists, exhibitors, etc.) anticipated 6-8 presenters Number of volunteers needed: 0 Number of event staff: 3 Total Number of spectators anticipated We expect up to 300 spectators per event; 1,500 total for the series. Local: 50% In-state (non-local) 30% Out of State 20% • 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? 33 percent What is the $ amount of sponsorships from alternative sources reflected in the event budget: 50 percent • 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 If yes, for how many years beyond 2008? Indefinitely • Do you anticipate requesting funding from the CSE next year? Yes Given that the CSE encourages the devel„ jp ent 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? 28 percent 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 contract, 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 complete 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 flung the event producer following the completion of the event and final c„...pliance with all the stipulations of the Special Event Permit. TOV/CSE -6- Application for 2009 Funds Event Evaluation and Projected Budget 2008 Expenditure* Speaker Honarariums Lodging/Per Diem Speaker Travel/Hospitality Marketing Printing Refreshments Food Costs Staff Time VS Facility Usage Total 2008 R?;, :,-ue Corporate Sponsorship TOV Support Facility Usage Total UNU M, D 1rE1M 1 +?lR Units Unit Cost 6 $750 6 $400 6 $6oo 6 $1,ooo 6 $300 100 $35 * does not include in-kind support; these are hard costs. 2009 Expenditure Speaker Honarariums Lodging/Per Diem Speaker Travel/Hospitality Marketing Printing Refreshments Food Costs Staff Time VS Facility Usage Total 20o9 Revenue (projected) TOV CSE Support Corporate Sponsorship Vail Library Facility Usage Units Unit Cost 6 $750 6 $400 6 $6oo 6 $1,000 6 $300 100 $35 Total Cost $4500 $2,400 $3,6oo $6,ooo $2,500 $1,800 $3,500 In Kmd $24,300 $3,200 $4,500 In Kind $7,700 Total Cost $4,500 $2,400 $3,6oo $6,ooo $2,500 $1,800 $3,500 In Kind $24,300 $7,500 $12,000 $4,500 In Kind Total $24,000 P M? ? ?D VEh'i tlRE ? D General Audience Comn_ osition: • Active Retirees o The community of active retirees in Vail is affluent, influential, and adventurous. o Well-traveled, well-read, and fit, this is an extremely active cohort in our community. o Many of these active retirees own second homes in Vail. Some live here full time. Others visit regularly. • Hip Adventurers o Eager to plan their own adventures, these Hip Adventurers are in their 20s, 30s and 40s. o Young, vivacious, affluent and active, this crowd seeks the hottest adventure and the latest trends. o The Hip Adventurers seek Vail as a destination based on its reputation, the experience it provides, and quality of adventures it provides. • Eco-Families o Eager to enrich their lives beyond the classroom, this is the new family who seeks to learn about the world through science and exploration. o Whether they are visiting Vail for vacation or they are locals diverging from their regular routine, parents and children, alike, enjoy the inspirational and educational aspects Unlimited Adventure Series. o Eco-families attend the Unlimited Adventure Series to discover new cultures, dream of adventure and develop a love for learning together. o Many eco-families are locals; many others visit Vail as a vacation destination based on the experience it offers them. Attendance: 2008 Unlimited Adventure Series Attendance: o Michael Brown -165 o Paul and Mark Devlin - 22* o Chris Davenport - 266 o Phil and Susan Ershler - i5o o Matthew Cull -155 o Dr. Hazel Barton - loo 2008 Series Total: 8581 *this was during the big blizzard. 2007 total was l,loo. VAI L UNU?)lk D . • 2009 Unlimited Adventure Series Attendance.Projections: o With increased. caliber of speakers and acclaim and of the series, we expect attendance to rise for.the 2009 season. o Maximum Capacity at Donovan Pavilion is 350 people. o If all six talks are filled to capacity, there is a potential for 2,100 people to attend this series. Benefits to the Town of Vail: For visitors already staying in Vail, this series provides added value to their stay. Much in the same way that a series such as Street Beat-or Hot. Summer Nights adds depth and culture to,the Vail experience,..the. Unlimited Adventure Series provides a service to those seeking "a little something,more" from their experience in Vail. Audience members who travel to Vail for this series will be encouraged to stay overnight to hear the speakers and to spend some time on the slopes and visit restaurants and shops. Interested by the caliber of speakers.and the distinctiveness of the Unlimited Adventure Series, the annual Unlimited Adventure Series is generating a reputation that will continue to encourage visiting audience members to return Vail year after year. Additionally, the increased state-wide marketing of this series will lure more Coloradan-, to Vail for this series. For Valley locals, the Unlimited Adventure Series also functions to drive people to Vail. Instead of making alternative plans at any host of down-valley restaurants, bars or other venues, the Unlimited Adventure Series lures locals to Vail. The programs run from 6:OOpm - 7:30pm, allowing enough time for-people, to come to Donovan Pavilion after work. Furthermore,, the timing encourages audience members to stay in Vail and have dinner'after each presentation at any host of Vail's businesses. The uniqueness Unlimited Adventure Series bolsters Vail's winter line-up. Alignment with this series would strengthen the branding of high class adventurism and inspirational lifestyle with-the' Town of Vail. Additionally, funding from the Town of Vail will keep the Unlimited Adventure Series inside the town limits, as our choice location within Eagle County.- Supporting.the Unlimited Adventure Series is:an outstanding inveoLuent for the Town of Vail: 5 fVAIL P UNUM / i f&D Proiected Return on Inve,%'..sent for 2009 Rooms:* SERIES N/A Dining/Cocktails: Estimate loo per event dine in Vail @ $ioo per person $6o,ooo Unlimited Adventures is. an "Ambient Event" like Street Beat or Hot Summer Nights, which is an added value to the Vail visitor and community member alike. They draw attention and numbers to Vail as a center of activity, and Vail merchants benefit from audience dispersal after the event. Visitors have commented that they would return at the same time next year to take advantage of our exc,-,,uonal programs! Marketing Plan • Unlimited Adventure Series Brochure o 16;000 copies printed and distributed throughout the state • 2009 Vail Symposium Winter Program o 28,ooo distributed to all Eagle County residents, hotels, visitor centers, and all audience members . • Unlimited Adventure Series Poster o Distributed throughout the state • Full-Page,,Ads. o Once weekly. for six weeks in the Vail Daily Radio: • 6o-second spots on 97.7 F1VI, ,The Zephyr o Twice a day for six weeks • LIVE speaker interviews on 97.7 FM, The Zephyr o Once a week for six weeks • Public Service Announcements on '107,.g FM, Radio Free Minturn • Additional Possibilities Available Television: • LIVE speaker interviews on TV-8 and Plum TV o Once a week for six weeks - LIVE o Re-broadcasts air throughout the season and beyond • Taped editorial coverage &om.Plum TV o - Broadcasts and re-broadcasts in up to seven other resort markets (at their discretion) Web Marketing &-E .Blasts: • The Unlimited Adventure Series is featured on websites including (but not limited to): ? www.vailsvmuosium.ore ? httD: / /vail.Dlumtv.com ? . www.visitvailvalley.com ? www.-ailDm.coni ? www.vaildailv.com ? httD: / /vail.net • Weekly e-blasts to subscribers feature and promote the Unlimited Adventure Series . I. 5 rV_AL UNUMCIED VEN i tlRE Marketing Plan Snonsorshiu Availability and Benefits: As a 501(c)(3) non-profit organization striving to strengthen this world-class series, we are actively seeking corporate and community sponsorship. We have developed four tiers of sponsorship that are available to our partners. The following benefits are available to sponsors of the Unlimited Adventure Series: • Inclusion in all print materials • Inclusion on the Vail Symposium website • Inclusion on all radio adv.:._ sing (Presenting and Premiere Sponsorships, only) • Product Placement Opportunities at Events • On-site mention • Association with high-level, attractive speaker series • Support an integral community non-profit organization t VAI L MMAt UNLIM? i tD VENTURE Oreanization Members List of Board of Directors of the Vail Sv_ m10osium 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 Members: 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 . Staff Members: Fraidy Aber, Executive Director Vicky Lee, Communications/Development Director TBD, Graphic/Web Artist & Program Assistant DR 180 (9187) (- DEPARTMENT OF REVENUE State of Colorado 1375 SH 1375 SHERMAN STREET DENVER, COLORADO 80261 THIS LICENSE IS NOT TRANS _RABLE CERTIFICATE OF EXEMPTIO FOR SALES AND USE TAX. ON VAIL SY4'6SIUM P 0 ROt 3038 ~ VAIL CO 181658 "` rt?r '`l `•i` y it ' l LIABILITY INFORMATION I ; 'S >,`'vz'y y s " ACCOUNTNUMBER I ISSUE DATE 98-09319'x.. 44 060 8611 9 052192 NAY 21 1992 4 021 B I G NOR N ROAD 8G V A I L CO Executive Director Department of Revenue Proposal for the Town of Vail Commission on Special Events (CSE) 2009 Event Funding Application 2"d Annual Vail GPS-athon Prepared by: Elevation Innovation' Labs Peter Mason October, 2008 Elevation Innovation Labs, LLB I of 1.1 Town of Vail: CSI" Application 16r 01) event Town of Vail: COMMISSION ON brrCIAL EVENTS 2099 n t. jo-vADfNG APPLICATION Please print or type an information a EVENT: .,2- A7vi1j4,4L,- MiL /56 X47 1 ? PROPOSED DAMS): AL(GUtii /07j1, 2DY?cl ? AMOUNT OF CASH FUNDING REQUESTED: k 4SOD • PRODUCING EN t t: iraVk7b /V 11 VNvYA-nVA1 /-4 65 President or Executive D?Name: -&IBL ?1'a?5a*\/ Name and Title of F.,... - C .? leting the Application: " Ad&;,*a: Telephone:3o3 / &70-71 y 7_Cell: 3a 3 / 8 $S-7,;2H t-FAX:303 I4740- /ay o W.BSITE:' j,4uw. Q?BVAfiam1n4a yfi-hF"% _ covti E-Mai11t1L d.:,,,?. 4., /` ate) e ?P_ UG - _ IA 11 B 1/,& t& 1. C,* . 0. on's tag ,LaL= Fo Profit ?C No r-Ptofit* No1-f40r-Profit* Non-Profit (501C-3), or Not-for-Profit (50IC-6) organizations, please attach current State Dep,,.?...ent of Revenue Certificate with this application. Tax payer II)# E1 N Z DS $(a y 7.7 7 o Does the Event benefit a charity?. Yes ? No o If yes, pleasc name the bcncfieiazy: -rLk4i'5 4*-Ul, Mission Statement.: , r-11 is 7-D 13U)LD' M A-fLL15 ? 5444-9 Fv-Q_ CvwVAA",-5 WLZW A <`A- L46:. Number of years your organization has been in business: 0 Brief Description of the Event_ SSE A , AC-U &A f::%J- a Describe where event will be located within the Town of Vail: SEC T- a tik%ill any portion of the event take place outside of the Town of Vail? Yes ? No If yes, please explain: U)e M&e To Lei .., P-AjTir- i &J 7W A/. 'DOWN.. -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting fi.,. the gat;: 4?6-e- A i , AtAk Mil, • Will additional in-kind services be required fi.,. the Town of Vail? Yes No X If yes; please explain, including a description of anticik,,a4- impacts on Town _ of Vail services: ie- bus s:.??c?, p n? traffic Wuulti.,?, a_r?. O :As, C. The event will be charged for all labor, m::aLs and equipment unless such services are soecificaliv exempted and at,r..,ved as part of the S,, ":A Event Permit kZ- , r)o ?- Cac ? r T 1-V , mPA LT i o wt, j e r A1.L e Is this w' New event >C Ejd- event Number of years in exi ce . Location(s) of event in A;C.Aous years: 1?:,:,, rw .,. of pmti..:?. (ate, ..?:..?>vi.:,?..,, ek.) anti,: ',.1 7 (_ o, Number of voiuii ,:ate needed ?, Nunn of event staff 10 Total Number of an ti,,:k.«: I IYA- Local ?i- % hi-state (non-local). 5D % Out of State ;010 • Should the CSE deride nit low this ??. , wdl $ stdl ? .'? Yes No X • What % of the total event budget is the CSE being asked to find? • W?.is d?ee $ am?camt of .?..?? E ?, ? ftc?®.?:,b;,d..?: ? ?, .?.?.?,;.? re?:,.1?:,1 iu the :, ?+;,?I. • What % of the total event budges do you :??r;,,h the event itself to gen:,.?;.? (i.e. ticket sales, ?,....handise, food and alcohol sales, etc.) -7n lit • If ..,.,,Ale, would you intend to host the event in Vail beyond 2009? Yes x No if yes, for hove umiy y ".... beyond 20M _10 ?- • Do you anticipate requ A-,g funding 'fi... the CSE next year? Yes . >?' 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 0rb, if any, of the total event budget do you anticipate requesting next year? _ 7nWWW -5- AppN=ian fur 009, Fin-Is C REQUIRED A'ITAt,mA ENTS:, . 566 A ? Detailed event budget, including all anticipated revenues and exi,;,.,ses. ? Mo. .,-,,* g plan-and detailed expL -,Lon of potential for 6Y , t sorships and media exposure. E ?? ,?,? ?? Previous year's event evaluation, including income and ;,,, c..se statement (if existing event): , g,o* A -rrAGfft!b ? Past or projected dean, 6 .. Y, * cs of event ? .Am and spending. ? Brief des,.:pCon of pwl..L i L:h::;fits to the Town of Vail, including an estimated # of in..,...ental room nights and in.,..,ased spending generated. ? What return on mvwl.ent should the Town of Vail expect? 0.6". 1:011 111?1 -? naming: . i All officers and .",;,,Z ?e positions ¦ Board of Directors and positions The CSE 4,p.,,.:ates the inclusion of any additional tit materials, such as vid;, PLEASE SUBMIT 12 COPIES (at least one fonteatted soas to be easBy copal, i.e. nnboub4 8 % x 11 size) OF Y itm. COMPIA& Y fa APPLICATION AND REQUIRED ATTACHMENTS TO. Vail won on Special Eves C/o Sybill Navas Town. of Vail 75 S., F , Rd. Vail, CO 81657 For additional. information ?,.,J.4.,ct t;bt Coordinator,gSyybil] Navas at 970 376-2394 or FOR CSE USE ONLY: EVENT NAME-. PRQPObrv DAxr?: Funding in the amount of - was approved by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator TOWSE -6- Application for 2009 Funds 2009 Vail GPS-athon An Elevation Innovation 2nd Annual Vail GPS-athon Narrative Answers Proposed Date: Saturday'August 10th 2009 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 are 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 roller blades, 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.aeocachina.coml, and is'supplemented heavily with GPS navigation. Geocaching is a sport that uses GPS to hide and seek a Cache where there are 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.funfihdeeaos.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 locataon 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 $70.to enter with '$35 of that going to the Beneficiary of the event- Judi's House Heroic Journey. (http://www.iudishouse.ory./oroaratns/heroic-iournev) program for 2 teens from the Vail Valley. Judi's House serves teens that have lost a parent or sibling and the Heroic Journey program takes those kids onto an. Outward Bound . (htto://www.outWardbound.ora) course to the mountains, rivers, or wild places of the West. The $70 team entry will get them a Finisher, prize, coupon book to local businesses, and the first 50..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 35 volunteers to assist.' Elevation Innovation Labs, LLC 5 of 11 Town of Vail: CSI. Applic:anon for 011 o:ent 2009 Vail GPS-athon An Elevation Innovation 711 Starting at 8am on Saturday August 10th, 2009 and running through 6pm that day, 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 4 hours from their starting time to find as many Caches as they can. The dates are intended to coincide with either the Vail Arts-Festival or the Vail Street Sale so that visitors to Vail will have more than one event to attend on multiDle davs (Saturday and Sundav) .and will have a oreater incentive to 'siiend at least one niaht. We will further incentivize them to spend Fridav AND Saturdav niahts through relationships with local lodaina sponsors. 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 (ie 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, businesses, points of interest or other. We expect to place between 25 and 35 Caches at businesses and points of interest. Please describe briefly how you will use the funds that you are requesting from the C_ SE: This event is created to do three things: 1. Promote the Vail area and its local businesses, 2. Create a fun experience for participants and 3. Raise money for a local cause. The majority of the money will be spent on marketing the event to ensure that we register an appropriate number of teams/participants so that we could-build on the event for the f iture..'The'marketing dollars are also soent such that the Town of Vail and its business community benefits throuah the marketina regardless of the number of teams/oarticipants. Detailed Event Budget: Attached pages 10 & 11 (Summary & 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'll 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 6 of 11 Town of Vail: CSI: Application for 09 C%cnt 2009 Vail GPS-athon An Elevation Innovation' 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 2010 and beyond. 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 o 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 eve"nt sponsors and partners will come 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 Outdoor 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 7 of 11 Town of Vail: CSE Application for 09 event 2009 Vail GPS-athon An Elevation Innovation 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 560 participants, half of which would be.incremental to the existing tourist. Of those We would estimate an average of $325 spend per person (lodging, food, retail purchases, other events) or $91,000. We will provide incentives to our participants to spend the weekend, enjoy other events, or eat out. as a part of our event. What return on investment should the Town of Vail expect? We expect 225 teams of 2-4 (estimated 560 participants based on an average of 2.5 people per team). 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. 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. Organization: • Peter Mason, President Elevation Innovation Labs • Garret Ball, Operations Director Elevation` Innovation Labs Elevation Innovation Labs, LLC 8 of 11 Town of Vail CSE :application for 09 rccnt 2009 Vail GPS-athon An Elevation Innovation . " s;4¢ 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., Asia Town, OH htto://www.acbi.oro/events/asia-t6wn-scavenaer-hunt-07-28-2007 Central Park, NYC httD://www.treasurehuntadventures.com/centraloark/ Scottsdale, . AZ httD:%/www.teambuildinainc.com/retreats a treasurehunt scottsdale.htm Connecticut (Greenwich, Hartford, Mystic, New Haven/Yale, South Norwalk, Stamford httD://wWw.watsonadventures.com/connecticut.html' Hull, MA httpL?Li6ww.town.hull.ma.us/Public DocumentsJullMA HiahSchClass DonicLer/Broad wav%202006/Dane%209, Castle Rock, CO htto://www.craov.com/News.asD?NewsID=854 Elevation Innovation Labs, LLC 9 of 11 Town of Vail: CSE Application for 09 drill 2009 Vail GPS-athon An Elevation Innovation Vail GPS-athon 2009 - Budget Summary Cost Discounts (500) Refunds (100) Credit Card Fees (1,601) Total revenuel ($2,201.)_1 Team Registration Fees 7875 Team Donations for Beneficiary 7875 .Store Merchandise Sales 1100 Other Revenue (sponsorships) 4900 Vail`CSE 4500 4 Total revenue 2 2625o l Total operating revenues $24,049 i Indirect & Administrative costs travel 1800 Contractor fees 7500 Mailings & Postage 2500 Printing & Publication 2050 Event Expenses 9550 Cost of goods sold 660 Other department specified costs 0 Donations paid to Beneficiary 7875 Total indirect & administrative. costs 24060, Total costs $24,060 Gross .margin -$11 Elevation Innovation Labs, LLC 10 of 11 Town of Vail: CSI: Application rur 09 event 2009 Vail GPS-athon An Elevation Innovation 10 Vail GPS-athon 2009 - Budget Assumptions Revenue qty price EXTENSION Revenue 24649.25 credit card fees 9.50% 16850 (1,601) Team Registration 225 35 7875 Team Donations 225 35 7875 store 110 10 1100 sponsorships 20 245 4900 Vail: CSE 4500 Expenses Travel contractor fees Mailings & Postage Printing & Publication Event Expenses Cost of goods sold Margin trips to Vail 4 150 600 Event travel 3 400 1200 hours*rate 150 50 7500 f bulk mails 5 500 2500 posters postcards printables for event banners permits signage and marking nighttime marking venue for finish insurance rentals website and team registration marketing emails 1 650 650 1 650 650 1 750 750 1 800 800 1 800 800 50 25 1250 20 10 200 1 S00 500 1 1000 1000 1 500 500 2 1000 2000 ].0 250 2500 110 6 660 1 1800 1 7500 1 2500 2050 9550 1 660 ($10.75) Elevation Innovation Labs, LLC 11 of 11 Town of Vail: CSI[ Application for 01) event Town of Vail: COMMISSION ON SPECIAL. EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: The Session ? PROPOSED DATE(S): February 5-8,2009 ? AMOUNT OF CASH FUNDING REQUESTED: $20,000 • PRODUCING EN i i i f: The Vail Valley Foundation President or Executive Director's Name: Ceil Folz Name and Title of Person C,,...Fleting the Application: Michael Imhof, Vice President Sales and Operations Address: PO Box 309 90 Benchmark Rd. Ste. 300; Vail, CO 81658 Avon, CO 81620. Telephone: (970) 949-1999 Cell: (970) 331-6017 FAX: (970) 949-9265 WEBSITE: www.wf.org or www.sessionvail.com E-Mail Address: mimhof@vvforg Organization's tax status: For Profit Non-Profit* x Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer lD#- 74-2215035 o Does the Event benefit a charity? Yes x No o If yes, please name the beneficiary: All VVF athletic events commit a portion of the event's positive net contribution to the VVF Education Grant Budget which in turn each year benefits select local charities and or education grants specific to select students. Mission Statement: To improve our community and the quality of life within Eagle County through Arts, Education and Athletics. Number of years your organization has been in business: 27 Brief Description of the Event: Three days of the world's best male & female snowboarders engaging in half pipe, rails and big air competitions. Athletic events are surrounded by live music, DJ's and exciting animation within & around the event footprint. • Describe where event will be located within the Town of Vail: All athletic portions of the event will be based at Golden Peak. • Will any portion of the event take place outside of the Town of Vail? Yes x No If yes, please explain: TOV/CSE -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: Entertainmentlanimation within the event footprint to add excitement and value to the overall event along with a portion to be used towards elevating the live music. • 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. The t., o of Vail has historically supported Session in previous years with approximately $3,500 in kind trade specific to the Vail Village parking structure (one- day complimentary parking passes to be used by the VVF for select Session athletes and N irb attending the core (Friday Sunday) days of the event. We respectfully ask the CSE to consider this in kind support again for 2009. • Is this a: New event . Existing event x Number of years in existence 6 yrs Location(s) of event in previous years: All Session events have been held at Golden Peak. • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 175 - 200 Number of volunteers needed: 100 Number of event staff: 12 Total Number of spectators anticipated: 20,000 over 3 days Local: 40% In-state (non-local): 35% Out of State: 25% • Should the CSE decide not to support this event, will it still occur? Yes x No • What % of the total event budget is the CSE being asked to fund? 2% • What is the $ amount of sponsorships from alternative sources reflected in the event budget: $857,134 • 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 2009? Unknown at this time. • 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? 0% of 2009 Session request TOV/CSE -5- Application for 2009 Funds REQUIRED ATTAt r&LA-ENTS: ? Detailed event budget, including all anticipated revenues and expenses. ? Please see attached revenue and expense budget for 2009 Session. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. ? Town of Vail Recognition in Official Session 2009 Winter Program ? Town of Vail recognition at www.sessionvail.com along with TOV placement/recognition in partner section(s) of www.vvforg website. ? T, r 1. - of Vail logo inclusion and recognition in all Vail Valley Foundation marketing, advertising and promotional endeavors specific to 2009 Session including but not limited to: local, state and regional print, web and where appropriate, PA mentions during the athletic events and event posters. ? Vail will receive exposure and value through the domestic and international media channels supporting and promoting 2009 Session, five Web cast, national network syndication Int'l. HD TV distribution through Rush HD. ? T?. o ? ., of Vail Branding onsite and PA mentions throughout the event. ? Previous year's event evaluation, including income and expense statement (if existing event). ? Please see attached for 2008 Session Statement of Operations. ? Past or projected demographics of event attendees and spending. ? 60 of the worlds top male & female riders join the Session Invitational descending on Vail during the peak of it's winter season ? On Site Audience Reach: 20,000 over 3 days ? Avg. HHI $85,000 ? Significant local and in state Colorado attendance ? 60/40 gender split, lead active lives, median age: 26 ? Network & Web cast viewership originates from top 25 US DMAs ? Media (TV) Package: National network syndication HD production with satellite distribution via Rush HD, ISC network coverage and five web cast. ? Transworld's Pro Rider Poll has ranked Session #2 in North America and top 5 in the world. ? Arguably one of the best most concentrated marketing opportunities for select brands to connect with this highly desirable, young, hip, trendsetting demographic. ? The Base Camp (where athletes, spectators and fans mix) has become almost as exciting as the competitions themselves: live music, DJ's, food, refreshments, comfortable lounges, myriad .. ing options, multiple fire pits for warming up and making s'mores. ? Destination guest spending conservatively at $500/day. Local and in state Colorado guest spending at $200/day TOV/CSE -6- Application for 2009 Funds ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. •:° Session 2009 shall include additional media exposure for all parties associated with the event especially our hosting partner; Vail and T., -- of Vail through dynamic live web cast during the event airing on www.sessionvail.com ? Session 2009 will have a one-hour specially. produced HD TV program reaching 15 million through Rush HD. ? Session 2009 has significant increase in entertainment throughout the event. T. P - of Vail Banner in select and appropriate field of play and event footprint locations. ? What return on investment should the Town of Vail expect? ? 5 times cash inv:aL-ent. ? Organization rosters naming: ¦ All officers and respective positions Ceil Folz President Michael Imhof - Vice President Sales & Operations John Dakin - Vice President Communications Mark Festermacher - CFO Matt Spencer - Director of Development Kris Sable- Director of Vilar Performing Arts Center ¦ Board of Directors and positions Adam Aron, Roger Behler, Judith Berkowitz, Marlene Boll, Bjorn Erik Borgen, Jack Crosby, And.:, oo Daly, William Esrey, Johannes Faessler, Timothy Finchem, Cecilia Folz - President, Harry Frampton, III - Chairperson, Stephen Friedman, Gerald Gallegos, John Galvin, John Garnsey, George Gillett, Jr., Donna Giordano, Sheika Gramshammer, Martha Head, Robin Hernreich, William Hybl, Rob Katz, Jack Kemp, Kent Logan, Peter May, R.A. "Chapa" Nelson, Doug Rippeto, Michael Shannon, Stanley Shuman, Rodney Slifer, Ann Smead, Oscar Tang, Craig Tuber, Stewart Turley, Betsy Wiegers. The CSE appreciates the inclusion of any additional support materials, such as videotapes,. programs, news articles and other printed materials. PLEASE SUBMIT 12 COr'tr.S (at least one formatted so as to be easily copied, i.e. unbound, 8 '/2 x 11 size) OF rm COMPLE t r..u 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 TOWSE -7- 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 contract, 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 comnlete 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 -8- Application for 2009 Funds Detailed Event Budget with anticipated Revenues & Expenses REVENUE 2009 Cash Revenues $770,000 Trades Revenue $200,349.00 Total Revenues $970,349.00 EXPENSES Artwork, Bibs, Banners $8,000.00 Sub Contract & Staff Labor $250,000.00 Credentials $1,812.00 Equipment Rental & $90 000.00 Materials , Insurance $11,230.00 Lodging $12,000.00 Mail - Postage/Shipping $1,200.00 Marketing & Advertising $29,000.00 TV, Media & Productiion $132,000.00 Merchandise $0.00 Non-Social Food $1,842.00 Permits $225.00 Prizes - Cash & Non Cash $134,000.00 Program & Registration $5,000.00 Sales Expenses $25,000.00 Signs $10,440.00 Social & Entertainment $30,000.00 Sound $6,500.00 Supplies & Gifts $15,000.00 Telephone $3,000.00 Transportation $7,000.00 Trade Expenses $197,100.00 Total $970,349.00 Expenses Net Contribution $0.00 T )V/CSE -9- Application for 2009 Funds Previous Year's Event Evaluation REVENUE 2008 Cash Revenues $950;000 Trades Revenue $197,100.00 Total Revenues $1,147,100.00 EXPENSES Artwork, Bibs,.Banners $10,000.00 Sub Contract & Staff Labor $300,000.00 Credentials $1,812.00 Equipment Rental & $88;355.00 Materials Insurance $11,230.00 Lodging $18,450.00 Mail - Postage/Shipping $1,200.00 Marketing & Advertising $34,300.00 TV, Media & Productiion $175,000.00 Merchandise $10,974.00 Non-Social Food $1,842.00 Permits $225.00 Prizes - Cash & Non Cash $136,1.18.00 Program & Registration $8,000.00 Sales Expenses $38,402.00 Signs $10,440.00 Social & Entertainment $40,000.00 Sound $6,500.00 Supplies & Gifts $20,000.00 Telephone $3,000.00 Transportation $7,000.00 Trade Expenses $197,100.00 Total $1,119,948.00 Expenses Net Contribution $27,152.00 TOV/CSE -10- . Application for 2009 Funds Internal Revenue Service Date: May 17, 2002 Vail Valley Foundation, Inc. PO Box 309 Val, CO 81658 Dear Sir or Madam: Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Pat Mahan 31-04018 Customer Service Representative Toll Free Telephone Number. OM &AL to SM Pm EST 8774829-5500 Fax Number. 513-263.3756 Federal Identification Number. 74221500.5 This letter is in response to your telephone request of May 17, 2002, for a copy of your organization's determination letter. This letter will take the place of the copy you requested.. Our records indicate that a determination letter issued in March 1982 granted your orge,,. „A.etion exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter is still in effect. Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because It is an organization described in section 509(a)(2). This classification was based on the assumption that your organization's operations would continue as stated in the application. If your organization's sources of support, or its character, method of operations, or purposes have changed. please let us know so we can consider the effect of the change on the exempt status and foundation status of your organization. Your organization is required to file Form 990, Return of Organization Exempt from Income Tax, only if its gross receipts each year are normally more than $25,000. N a return is required, it. must be fled by the 15th day of the fifth month after the end of the organization's annual accounting period. The law imposes a penalty of $20 a day, up to a maximum of $10.000, when a return is fled late, unless there Is reasonable cause for the delay. All exempt organizations (unless specifically excluded) are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a. calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 210 6, and 2522 of the Code. -2- Vail Valley Foundation, Inc. 74-2215035 Your organization is not required to file federal income tax mums unless it is subject to the tax on unrelated business income under section 511 of the Code. If your organization is subject to this tax, it must file an income tax return on the Form 990-T, Exempt Organization Business 11, 1M Tax Return. In this letter, we are not determining whether any of your organization's w ..%ent or proposed activities are unrelated trade or business as defined in section 513 of the Code. The law requires you to make your organization's annual return available for public inspection without charge for three years after the due date of the retum. If your organization had a copy of Its application for recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of the exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for neproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public inspection documents that are widely available, such as by posting them on the Internet (World Wide Web). You may be liable for a penalty of $20 a day for each day you do not make these documents avallable for public inspection (up to a maximum of $10,000 in the case of an annual return).. Because this letter could help resolve any questions about your orga..'AA.So 's exempt status and foundation status, you should keep it With the organization's permanent records. If you have arty questions, please cap us at the telephone number shown in the heading of this letter. This letter affirms your org,:j.,:...ation's exempt status. Sincerely, g" e, z q-& N-v John E. Riidcetts, Director, TEJGE Customer Account Services a +? •:7..!!?•:; i i? 's i:f !.? •lf1? l,a ?at? i? •?r. r ; , • `ll.Y *7?;+?TS:1 ° ?? (.piQ,y?+0.?'i • ?... LL, • ' _ j i .? ' • M.1; ?'%' .J: ?•? w, :, 5.4 1F ?,y''?±= iT i..•.''? t:.:.??? ..,t i '•\-! !•yj••.::R? :•Q.7r'yrvr ,,?i.••:..» t AN '+„.? r, ?•-•?.'R+?•v,••y.?. s•f4\• yi'•••??. •?.*.,1,• •..tiwo_! ?. Y•M.?•y :. ??:V,?\,r?!.+l'??.?..'S!w w.?. f.yf •!? :.r °oea wind" State of ColQSadO - •' 11i?ONW CERTIFICATE OF EXEMPT ION `• ; •L •`,, It S AND US@ TAX ONLY VAIL VALLEY FOUNOTN • r•• 953 S FRONTAGE RD ••? VAIL CO BL657 ?eoom?rw?¦? ?wun?sawuaM `:-+,x ?+ ISSUE oaTE ` gw « r 98-Ob167 L 060 8641 9 050189 ACT 28 X988 mom 95) S FRONTW RD _VAIL. • ••:• •L r.•tr!•.t? \r'•M r?•?• '.'. ,.. .• _ .•??. tL1.. •• :n1 Y: ?'.1t '• r•r'... ... • •. •. .. /. 4•. .3. r 1J•.+M?•a•, ?.Y.: .,•f,•.. i Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION - Please print or type all information ® EVENT. Vail Film Festival PROPOSED DATE(S): April 2 - 5, 2008 AMOUNT OF CASH FUNDING REQUESTED: $85,000 • PRODUCING ENTITY: Vail Film Institute' President or Executive Director's Name: Sean Cross Co-director, Vail Film Institute Name and Title of Person Completing the Application: _Megen Musegades, Associate Director Address: PO Box 747 Vail, CO 81658 Telephone: _970 /476-1092 Cell: 917_/ 523-5646 FAX: _646_/ 349-1767 WEBSITE: www_vailfifmfestival.ora E-Mail Address: info C& VaHInIfPstival.oro Organization's tax status: For Profit Non_Profit"_X_ Not-for-Profit" Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Departmentof Revenue Certificate with this application. Tax payer ID# 33-1043430 o Does the Event benefit a charity? Yes No _X o If yes, please name the beneficiary: Mission Statement:The Vail Film Institute's mission is to foster independent film through film screenines. nanels_ workshops- networking events- and educational Droiects_ The Vail Film Institute staves the Vail Film Festival on an annual basis in Vail- Colorado as the nrimarv outlet for the Institute's initiatives. Number of years your organization has been in business:- 6_ . • Brief Description of the Event: The Vail Film Festival will take place Anril 2 - 5.2009 in Vail- CO. The festival fosters independent film through film s_,,.,..ings_ nanel discussions- workshops and niehtly social functions. These various activities benefit established and aspirine filmmakers. national and international film enthusiasts- and local attendees. The festival draws some of the countrv's most established film industrv professionals and film critics_ alone with new filmmaking talent to the\ town of Vail to eniov a lone weekend of films- skiine_ dinine_ shopping and relaxation. • Describe where event will be located within the Town of Vail: The Vail Film Festival will take place in thq Vail Plaza Vail Mountain SchooL_ Larkspur and manv of the other hotel and resort .......:.Y t:es in. Vail. Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: TOMSE - 5 - Application for 2009 Funds' • Please describe briefly how you will use the funds that you are requesting from the CSE: The reauested funds will be used toward venue rentals- equipment Air-" .als.....,...otion and marketing exnenses_ local volunteer exDenses_ and niehdv event expenses. • Will additional in-kind services be required from the Town of Vail? Yes No _X_ 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 RcA,..it. Is this a: New event Existing event _X Number of years in existence 6 Location(s) of event in previous years: The 2004.2005.2006.2007_ and 2008 Vail Film Festivals took place in the Town of Vail. utilizine the Crossroads theater. the Cascade thu.".A_ the Vail Cascade- the Red Lion- Vail Mountain School- Arrabelle and various hotels- Number of participants (athletes,-artists, exhibitors, etc.) anticipated 250 filmmakers Number of volunteers needed 200 Number of event staff 20 Total Number of spectators anticipated _14,000 Local_10 % In-state non-local)-,38 % Out of State 52_% • Should the CSE decide not to support this event, will it still occur? Yes _X No • What % of the total event.budget is the CSE being asked to fund? _12% • What is the $ amount. of sponsorships from alterative sources reflected in the event budget: _$300,000 • What %of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) _38% • If possible, would you intend to host the event in Vail beyond 2009? Yes-X_ No If yes, for how many years beyond 2008? Indefinitely • 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? _10% TOV/CSE - 6 - Application for 2009 Funds REQUIRED ATTACHMENTS: X Detailed event budget, including all anticipated revenues and expenses. X Marketing plan and detailed explanation of potential for sponsorships and media exposure. X Previous year's event evaluation, including income and expense statement (if existing event). X Past or projected demographics of event attendees and spending. X Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. X What return on investment should the Town of Vail expect? X Organization rosters naming: X All officers and respective positions X 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, i.e. unbound, 8112 x 11 size) OF THE COMPLr. r r-" 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 ,sneci of events @vai la ov_ co m 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 TOMSE - 7 - Application for 2009 Funds 2009 Vail Film Festival Projected Budget RFFVEN[IFF Cash In-Kind Corporate Sponsorship: Title Sponsor 280,000 180,000 100,000 Town of Vail 85,000 85000 Vail Resorts 20,000 20,000 Esurance 40,000 40,000 MetaFoundry 136,500 136,500 Vincent PR 5,000 5,000 KSKE,The Eagle,Choice FM Radio 22,000 22,000 Slifer Smith & Frampton 3,500 3500 Vail Daily 35,000 35,000 Lodge at Lionshead 5,000 5,000 Vall Racquet Club 5,000 5,000 Colorado Film Commission 1,000 1000 Canadian Film Board 1,500 1500 Slmba Run 5,000 5,000 Mountain Haus 4,000 4,000 BMI 1,000 1000 Evergreen 4,000 4,000 Destination Resorts 4,000 4,000 Sitzmark 3,500 3,500 Larkspur 3,000 3,000 Sonnenelp 1,500 1,504 Other Sponsorship 35,000 35,000 Total Corporate Sponsorships 700,500 347,000 353,500 Patrons 22,000 22,000 admissions, sales 45,000 45,000 Merchandise 5,000 5,000 Total Revenue 772,000 419,000 353,000 FXFgF} Development & Compensation Marketing Expenses 180,500 33500 147,000 Fundralsing Expenses 10,000 10000 Staff Compensation 75,000 75,000 Development 5,000 5000 Sub-Total Development & Compensation 270,500 $123,500.00 147,000 General and Administrative Office Expense (rent, utilities) 15,000 15,000 Utitilities (phones) 6,000 6000 Computer Services 5,000 5000 Supplles/Miscellaneous 2,100 2100 Merchandise 5,200 5200 Lodging 65,000 30000 35,000 Flights, Car Rental, Gas costs, Shuttles, Trains 55000 55006 Volunteer Expenses 6,000 6000 Credit Card Fees 1,300 1,300 Secured Server Rental (online sales) 1,500 1500 Legal fees 1,500 1500 Shipping 3,500 3500 Meal expenses 7,600 7600 Accounting 3,000 3000 Storage 2,500 2500 On-site Festival Storage 1,500 1500 Insurance 4,500 4500 Sub-Total General and Administrative 186,200 151,200 35,000 General Production Webalte Administration and Design 29,500 7500 22,000 Awards 2,000 2000 Miscellaneous 1.506 1500 Sub-Total General Production 33,000 11000 22,000 Promotion/Advertising Publicist 20,000 10,000 10,000 Design Fees/Branding 54,000 1500 52,500 Design/Layout Fees 56,500 1500 55,000 Tickete/Programs & Event Rel. 6,000 2000 4,000 Print 25,000 20000 5,000 Sub-Total Promotion/Advertising 161,500 35,000 126,506 Event Expenses Hospitality Tent 20,000 20,000 Opening Night Party 15,000 15,000 Musician Costs 4,600 4,500 Closing Night Party venue rental and catering 15,006 15,000 Event Materials for Parties 3,000 3,000 Filmmaker Reception 3,750 2,250 1,500 Closing Brunch 3,750 2,250 1,500 Cascade Theater 7,500 7,500 Vall Plaza 10,000 10,000 Lodge at Vall 8,000 8,000 Tech equipment and services 15,000 15,006 Press Room 1,000 1,000 Permits 275 275 Sub-Total Evening Event Expenses 106,775 83,775 23,000 Contingency 10,006 10,000 Grand Total Expenses 767,975 $414,475 353,500 Anticipated Not Income 4,828 $4,825 0, 2009 VFF Projected Marketing Coverage (based on 2008 Vail Film Festival Media, Coverage and Activity Report) Estimated program impressions to date: 50,368,757 Broadcast Media Coverage Placement outlet Imp.:.ssions Vail Film Festival Interview - Good Morning Vail 70,000 •_ . Scott/Sean/Megen (9:10am) Vail Film Festival Interviews - Good Morning Vail 70,000 • Scott/Sean/Megen (9:10am) Vail Film Festival Good Morning Vail 70,000 Vail Film Festival mention KUSA News 9 133,031 (11:50AM) Vail Film Festival Interview - KUSA News 9 133,031 Scott Cross (Noon) Vail Film Festival Colorado & Company 43,994 (10:00-11:00AM) (Vail Film Festival . Good Morning Vail 70,000 Your Weather Today Weather Channel 1,133,750 (7-10AM) Vail Film Festival Good Morning Vail 70,000 Vail Film Festival Interview - Fox Denver 214,375 • Amy Redford - The (7:20am) Guitar Vail Film Festival Interview- Good Morning Vail 701000 • Michael Wolfe -10,9,8 (7:48an) Earth Dav Vail Film. Festival Interview- Good Morning Vail 70,000 • Michael Wolfe - (7:58am) 7,65,4 Earth--Dav Vail Film Festival Interviewer Good Morning Vail 70,000 • :Michael Wolfe- 3,2,1 (8:1 &M, i) Earth Dav Broadcast Media. Coverage Cont Placement Vail Film Festival mention Vail Film Festival Interview • Michael Wolfe - Best Life Outlet Good Day Colorado (7:51 AM) Plum TV (9am) Impressions 71,185 55,000 Vail Film Festival Interview- Plum TV 55,000 • Reel Quick Filmmaker (9:15am) Andrew Machol, Clare Sheehan, Griffin Beste Vail Film Festival Interview- Good Morning Vail 70,000 • Scott/Sean Cross - (9:40am)' Amv Redford Your Weather Today Weather Channel 1,133,750 (7-10AM) Vail Film Festival Interview- Plum TV 55,000 - • Christina Evanqelista (8:30am) Vail Film Festival. Interview- Pium TV 55,000 • - Amy Redford (9am) Vail Film Festival Interview- Plum TV 553000 • Marge/Epson (9:30am) Vail Film Festival Interview Good Moming Vail 70,000 • Christine Evangelista (9:40am) Live from Best Life, Lodge TV8-Live 55,000 (12pm) Vail Film Festival Interview Plum TV (6:300m) : .55,000 • Olivia Wilde Vail Film Festival Interview- Plum TV (8:30am) 55,000 Filmmaker Interview Vail'Film Festival Interview Plum TV (9:0Oam) 55,000 • Filmmaker Interview Vail Film Festival Interview-, Good Morning Vail 55,000 Filmmaker Interview (8:32am) Live from Best Life Lodge TV8-Live 55,000 (12pm) Vail Film Festival Interview Plum.TV- VMS (6:1 Opm). 55,000 • Tim Daly/ Adrian Grenier Vail Film Festival Interview Good Morning Vail (8am) 70,000 • Tim Daly/ Adrian Oren ier Closing Night Red Carpet Good Morning Vail 70,000 Coverage _ (8:20am) 31. -- 4,363,116 Radio Coverage Placement Outlet Impressions VFF Actress Interview NRC Radio (9am) 120,000 • Christine Evangelista (Goodbye Baby) VFF Director Interview NRC Radio 120,000 • Ed Gass Donnelly (This Beautiful City) 9am VFF Director Interview NRC Radio 120,000 • Jason Berry (24So/o) 9am mt VFF Director Interview NRC Radio 120,000 • John Luke Montais (Off Jackson Avenue) VFF Founder/Director Interview NRC Radio 120,000 • Sean Cross Vail Film Festival Interview- "Movie Addict 15,000 • Tim Daly Headquarters° (2pm) VFF Founder/Director Interview VIP DENVER - 12,800 • Sean Cross KNUS Radio (7:40pm) Vail Film Festival Interview NRC Radio 120,000 • Scott/Sean 9am Vail Film Festival Interview KSKE Radio 120,000 • Jesse Eisenberg 1:40pm Vail Film Festival Interview KTUN Radio 120,000 • Jesse Eisenberg 1:50pm Vail Film Festival Interview NRC Radio 120,000 • Amy Redford -The Guitar Vail Film Festival Interview NRC Radio 120,000 • Best Life Editor. Steve Perrine 8:30am Vail Film Festival NRC Radio 120,000 • Epson Reps 9am VFF Director Interview NRC Radio 120,000 • Chris Suchorsky (Golden Days) 10am Jesse Eisenberg Interview KNUS News/Talk Radio 12,800 with Gil Whiteley (2:40pm ) Vail Film Festival NRC Radio 120,000 • Tim Daly 10am 16 -- 1,600,600 Print Coverage Cont. Placement Publication Impressions Vail Film Festival: A shot in the Vail Daily 62,000 dark Vail Film Festival: Grenier's Vail Daily 62,000 -green career Vail Film Festival Comes to a Vail Daily 62,000 Close Vail Film Festival announces Vail Daily 62,000 award winners Adrian Grenier answers 7 Vail Daily 62,000 A shot in the Dark Vail Daily 62,000 Lovers of films, food a-Vail Denver Post 586,014 themselves of festivals Sightings: Page Six New York Post 2,668,476 Vail Film Festival Ad Age (People and 233,084 Plavers) Facetime Mediaweek 82,260 Vail Film Fesival Delivers a Vail Magazine 256,000 Creative 5t' Edition 39 - 10,994,928 Online Media Coverage Placement Outlet Visitors/Week Vail Film Festival Upcoming.orq - Spring break at ski arras RockyMountainNews.com 227,469 Vail Film Festival Vail Calendar of Events - Vail Film Festival Documentary Films.net - Vail Film Festival I ScreeenSite.orq - Spring is Spectacular Montaneros in Vail - O, hush: Denver edition of "Big Give' Denver Post.com 275,121 a big secret Adrian Grenier: Can you hear me Gucci, Chanel Blog - now? Good! Adrian Grenier: Can you hear me JustJared.w... - now? Good! Adrian Grenier: Can you hear me GossipFeast - now? Good! Adrien Grenier wins Blue Sky Award Ecorazzi Blog - for Environmental Activism Momentum builds for Vail Film RealVail.%.4,111 - Festival Attention Vail Film Buffs I Plumtv.com 21,000 Big freakin' deal: CU film majors DailyCamera.com 28,838 invent a new festival for student work Grenier gets green in Vail Denverpost.,,m I 275,121 Print Coverage Cont. Placement Publication Impressions Vail Film Festival: A shot in the Vail Daily 62,000 dark Vail Film Festival: Grenier's Vail Daily 62,000 green career Vail Film Festival Comes to a Vail Daily 62,000 Close Vail Film Festival announces Vail Daily 62,000 award winners Adrian Grenier answers 7 Vail Daily 62,000 A shot in the Dark Vail Daily 62,000 Lovers of films, food a-Vail Denver Post 586,014 themselves of festivals Sightings: Page Six New York Post 2,668,476 Vail Film Festival Ad Age (People and 233,084 Players) Facetime Mediaweek 82,260 Vail Film Fesival Delivers a Vail Magazine 256,000 Creative 5"' Edition 39 - 10,994,928 Online Media Coverage Placement Outlet Visitors/Week Vail Film Festival Upcomi%org - Spring break at ski areas RockyMountainNews.com 227,469 Vail Film Festival Vail Calendar of Events - Vail Film Festival Documentary Films.net - Vail Film Festival Sw t.,-anSite.or$ - Spring is Spectacular Montaneros in Vail - O, hush: Denver edition of "Big Give" Denver Post.c om 275,121 a big secret Adrian Grenier: Can you hear me Gucci, Chanel Blog - now? Good! Adrian Grenier. Can you hear me Just lared.L,m - now? Good! Adrian Grenier: Can you hear me GossipFeast - now? Good! Adrien Grenier wins Blue Sky Award Ecorazzi Blog - for Environmental Activism Momentum builds for Vail Film RealVail.com - Festival Attention Vail Film Buffs Plumtv.com 21,000 Big freakin' deal: CU film majors DailyCamera...u.., 28,838 invent a new festival for student work Grenier gets green in Vail Denverpost.com 275,121 Placement Publication Clintonisms and .A Soldiers Peace A Soldiers- Persoective Bloa Ur) Front Afnerican Way Star of small screen and big green to Denverpost.com be feted in Vail Ferrv: Lookinq out for Vail in Denver _ Spri ng beak rocks the Rockies: a sampling of sizzling ski-town vents Latest New! Up......ing Screenings Read it First Vail: Vail Facing Recession Introducing the 2008 Vail Film Festival Lineup Best Bets:.Food_and Wine The Vail.Film Festival's 2008 tribute award recipients The Vail Film Festival's 2008 tribute award recipients Tim Daly Earns Acting Excellence Award Tim Daly Earns Acting Excellence Award Teaser Vail Film Festival 2008 When justice goes. gonzo The Vail Film Festival's-,2008 tribute award recipients Hit 8. Misses The Vail Film Festival 2008 Vail Film Festival lineup announced 2008 Vail Film Festival lineup announced Two Big Festivals in Vail VailFilm Festival 2008 Film Festivals Springing Up Colorado Daily Publishes Eight Page April Fool's Wrap-And Makes Money Vail Film Festival welcomes over 80 :films,. 200 filmmakers III. Vail Film Festival Interview- 0 Tim Daly ;VailDa lV.com RealVail.com Mardik Baghdad to Hollywood Blog vamaily.??k.. VailDaily.com 5280 Denver Magazine..,.,.. VistVailValley.com VailDaily.com ReelTalkReviews.com ReeffalkReviews.com VaiIPM.com Vairrrail.. %o... Boxxet.*.,..... VailDaily.com RockyMou..rainNews.com SummitDaily.com Topic VailDaily.com AWN.com DenverPost_,_%,..: EddorAndPublisher. coFn RealVail.com "Movie Addict Headquarters° Radio Blog Online Media Coverage Cont Impressions 8,693 275,121 29,773 29,773 29,773 29,773 1,305 1,305 103,331 29,773 .227,469 37,552 765 29,773 275,121 103,995 15,000 Placement Esurance Gets Animated Over WILDBRAIN's Presence at Vail Film Festival Ali's Film- Rabia Esurance Gets Animated over WIDBRAIN'S Presence at Vail Film Festival Vail Film Fest is more than movies Vail hosts the Film Festival through Sunday Where is Vail's place in the film festival industry'? (RED) Vision Vail Film Festival Esurance Gets Animated over WILDBRAIN'S Presence at Vail Film Festival A 'rising star' comes to Vail Hopinq Not to Be Back for a Wake Vail Film Festival Film Capitalizing on their Colorado Connection Touch Andy Juett at the Vail Film Festival Jeremy Davies to Receive Vail Film . Festival Tribute Award 'Goodbye Baby' plays VFF Saturday Screenplay Winners from VFF Vail Film Festival: A shot in the dark Vail Film Festival: Grenier's green career Vail Film Festival Comes to a Close Vail Film Festival announces award winners Vince brings the star power to Vail Month o' green media Winner at Vail, Flagstaff A Must See: For Love of Water (FLOW) Lovers of films, food 'a-Vail themselves of festivals VFF 2008: Rhys Corio Vail Film Festival Recap (RED) Vision Editorial: Build a stronger Vail Valley Online Media Coverage Cont Publication Impressions MSN Money 1,515,810 Hasan2008.com (Blog) - PRNewsWire.com - VailDaily.com 29,773 VailyDaily.com 29,773 Vairrrail.com - JoinRed....,m Westword.com 45.408 ToonZone. net 21, 071 VailDaily.com 29,773 FilmStew.com 11,850 Diebro.blogspotcom - VailDaily.com 29,773 PunchLineMawcv-ine.com - (Blog) Lost. sc. com - VailDaily..,..iin 29,773 VailDaily_com 29,773 VailDaily.kAANI I 29,773 VailDaily.com 29,773 VailDaily_,_. I 29,773 VailDaily.%...m 29,773 DenverPost.."Il (Slog) 275,121 PlentyMag.com I - FlowtheFilm:com I - ThinkCharigelndia.com - (Blog) - - DenverPost.com 275,121 Vail.Plumtv.c:om I 21,000 JoyEngine.com I - JoinRed.BlogSpot 17,627 . VailDaily.com J 29,773 Placement 'Publication Epson Home Entertainment PdmeNewsWire.com Proiections Shine _ Epson Projector Wins EI,-.t..,nicslnfoOnline Epson Home Enterta;....'.ent WideSc reenReview.com- Projections Shine Sightings: Page Six New York Post VFF 2008: Ari Gold Vail. Plumtv.....m _ VFF 2008: Christine Evangelista Vail.Plumtv.com VFF 2008: Amy Redford VaiLPlumtv.com VFF 2008: Jeremy Redleaf VaiLPlumtv........ VFF2008:_Amnen Evrensel VaiLPkimtv....,m Olivia Wide: 2008 Vail Film Festival Celebrity Source Blog Best Life Magazine's Vail. Film Festival FolioMag..,.+... (Home Page) Best Life MayCUJ*nWs Vail Film Festival I FofioMag..,r.ti_I. (Gallery) Vail Film Festival Ad Age (People and Players) 2008 Vail Film Festival Slideshow Vimeo...w... - Vail Film Festival SlkkWIow LostlVledialWefifiions Blog Future of film in Ea0le Valley The Green Picture: Adrien Grenier at E... %,, 04" Blog Online Media Coverage Cont. Impressions 799,304 21;000 21,000. 21,000 21,000 21,000 21,T92 21,792 156,873 29,773 the Vail Film Festival , Facetime Afedtiaweek 181,788 Vail.Film Festival. Slide Show' Lost-sc Fan Bkpg - Vail Film Festival I Stickypod.?. I - Vail Film Festival Yahoo Travel 13,622,640. Vail Film Festival DVCreators.net - Vail Film Festival FilmFestivals.wm. - Vail Film Festival I IMDB Vail Film Festival 2008 Call for Filmmakermagazine.L%, v. - submissions Tim D a 9 terview AOL video, 656,250 13,656,250 7 -- I 33,410,113 VFF200BF..'_.-. 1 ... . 'I....... I I OoBaftm r .. - _ E".- Ran Dames F . disE!Jb&1w in Val 1a1ex Daerer, mtd Soo:....:,, L April TabbTerhTs table tares t ; .. at 30...y....... ?.6ats n VaB Valley BQOW r _ Mann VFFStatT-Shira 200:'._. „1Staffardt:..,.,....,.woreVFF?SImia 9'[i600moomnW1duvrv?olardaeo Aorif 2.And6 Program Guides F ,..,...., Guides , ,.;..... in Welcome Tent VO Cal and .. ?_.: 35M P :.. .. Guides Aorl 2 - Ami 6 Sdhedues sdhedh0es anrabbb in , ....,.. Teti. Vl Ca& and Thealaws 7500 Sdh?das Aortl 2 - Aonl e VFF Banner Banner disoaved at VikioomeTad n Vail Vilkwe ' 3Qm0 dense in Vail dnanc dabs Anti 2 - Anti 6 VFF Posters 1 .1Moudmd Val %W RO.G00 people in Val dwirm , i.... dabs 40D ww _ _.u. s and 20la?? - March VFF sir Slide Officials.. . _., Side grown beige as iesH rat films 15.11W. „ .. Awd 3 - Awl 6 VFF Sbonsor Posbr liftoomeTent 1i® Ca& Thealers 20.004 ... , .. _.:.., Aw0 2-Am16 Total J 201.000 Net . Vail Daly la1 VAM 4t6tDD0' .. j16.OOD per dar x 28 darsl January - Awl Val Trail ValValey a&000 , _,,11_000gerwwkx8davd January-Amil Summit Daly Nam f... , _..'..:. Frsm_ K.. _. Qoooar Mlnr CO 284.000 ,. , .:. (12000 nor day x 22 davs) Jamrarv- Awil F?spenTmhes Aspar.CO 253j1150goerdavx22davs( Janrerv-April GbmsoodS..-....:.Pbstf ,.:...,.,.,' Gf:„ .. IS ft CO 22G.000;. - :...?, .? (?Q000amdavx22davs) Jamrarv-Awl Eapla ValevE Ea*Valm00 3M.000:.,. ;. (IS-=omdavx22davsl Janhhmrv-Aori Tow Nix,... 1.562000 Best Lite ...? ?., _ ! ..... .. a Val Bearer Crack M.. :. _ 296' ..:..;Ih axdnoiC., .... , March Radio KSPN. KSMT JA4oem ?, :.._ ,:.... G'..:.. 1 Sbri om 11732600 gB_663 z 200 soolsl Jamrarv - Awl KNFO L%Lsaar. Avao. Gil:., .. I Sraiza) 13.792 0 jW M z 2m snpla .. - Awil KFMU (9 . ,, a .. Q a.3i_a000 (21.58px 200 sods) Jamtarv - Anti KSKE (Val %Wev. wadam CO) 9.817.0W (49;Gl6 x 200 sndsl January - Awl KTUN (Val Vaiev. y" Mm Cm 1963400 MM x 4D socw Jamrarv - Awil The Mountain AM -YAev . _.,::. COl @WO00[120Ibx/IDgo" Jawarv-April ,lady FM Val later Ylbsh m COl 1.4715® (49GM x 30 sooW January - Awl KCMV OwlialewV&Skem5m 981.700(490B6x2Dspc .. -Apd KCUV Deriver inlahp 2-M OM (52000 z 40 spool 7--L . y - Acd Total Radio :......,,ions 48.975.660 Tekwlslon TV8 ..xVsea' .lw--Aw'I PIurrTV W Vaiev. Aspen.:)., ..,, N. .,.:, Telluride. Martha's V. in all nurkels x 20 s January - Agri TV5 Val Val Valev 200.000 ; _ Nom, u ¢GAODx 10sngpo Fabrrarv -Acrl BTV Boulder aoWOer 210.000', z.: ,;..y(35.0,QQze_sodsl February-Awil C.....o, C.,.86.. .,.. 13i7r2740:.._1-__(741i090 . _..rx186snotsj Mans, Total Telavsiw ,. ?, .. 15-582740 Irimetet Val Film Festival vrabsb W(ebsks 24O000 0110OD? uanzvre ... oar month) Yaw4nund Val Film Festival .. .? _.... Ernal Blast 90-000. . ?". - (7500 x 12 neadetasl Year-round This Week In Deriver Wabsie 12000 mxww March Va!IPM.com W absia VW1PM.com newsethar E mall Stag ReaNal.cam 1IIkMie TheRn.... ..cote Wabsie JoinRed.com {Neitake 995thehbuntain.com 111feDslaa March Val.eom Events Calendar and Link Waebske Janwv - Aprl Vail.mm _.s 1(a&w?n VMebs#e Fe6nerv - March web soaeial Vail Film Festival fisbp Wabsie F,ebnarv - March Vail Resorts April Events email blast Ertel Bast 55.527 geode Match Val Resort eMamtain Mail Ems fgad ? 747 ne?ie March Val ResortsS:.-ers P Blast 105.92Gorade March VisitlalValky.com Websie November - April Star Smith & Frampton ttewsletter trail MaSt 25-Om pule March Val Chamber & Business A-..?_.. news Email Blast 120D E _---j March IMretmaae.com 1flebeie 2000000 unious vslors Anvil 2766.384 Tow „ , ? ; . „ 206.101.984 2008 Vail Film Festival Operating Budget RF..-FNS Cash In-Kind Corporate Sponsorship: BestLife magazine 260,000 160000 100,000 Town of Vail 59,100 59100 Vail Resorts 20,000 20,000 MetaFoundry 136,500 136,500 Vincent PR 5,000 5,000 KSKE,The Eagle,Choice FM Radio 22,000 22,000 Slifer Smith & Frampton 3,500 3,500 Fritzlen Pierce 1,500 1500 Stan Bernstein &Associates 1,000 1000 Vail Daily 35,000 35,000 Lodge at Lionshead 5,000 5,000 Vail Racquet Club 5,000 5,000 Simba Run 5,000 5,000 Mountain Haus 4,000 4,000 Evergreen 4,000 4,000 Destination Resorts 4,000 4,000 Sitzmark 3,500 3,500 Larkspur 3,000 3,000 Lufthansa 1,000 1000 CO Film Commission 500 500 Swiss Army 4,600 4600 Sonnenalp 1,500 1,500 Esurance 18,500 18500 Total Corporate Sponsorships 603,200 246200 357,000 Patrons 16,500 16500 admissions, sales 35,000 35,000 Total Revenue FXPENSFS 654,700 297700 357,000 Development & Compensation Marketing Expenses 167,731 17231 150,500 Fundraising Expenses 1,500 1500 Staff Compensation 'Development Sub-Total Development &Compensation General and Administrative, Office Expense:(rent, .utilities) Utitil ities ..(phones) Computer Services Supplies/Miscellaneous Merchandise Lodging Flights, Car,Rental, Gas costs, Shuttles, Trains Volunteer Expenses Credit Card Fees _ Secured Server Rentel•(online sales) Legal'-fees. Shipping . Meal expenses Accounting Storage On-site Festival Storage Insurance Sub-Total General and Administrative General Production Website Administration and Design Awards " Miscellaneous Sub-Total General'Productlon- Promotion/Advertising Publicist Design Fees/Branding Design/Layout Fees Tickets/Programs & Event Rel. Print Sub-Total Promotion/Advertising 56,864 . 56,864 3,700 3700 229,795 $79,295.00 150,500 10,000 10,000, 6,000 6000 1;700 1700 2,100 2100 5,200 5200. 44,000.. 1'4000 30,000 52249 52249 5,500 5500 1,300 1,300'. 1,500 -.1500 1,500 1500 3,238 3238 7,600 7600 3,000 3000 2,160 2160 1,500 1500 3,853 3853 152,400 122400 30,000 22,500 500 221000 1,591 1591. 1,500 1500 25,591' 3591 22,000 15,000 10,000 5,000 54,000 1500 52;500 56;500 .1500 55,000 6,000 2000 4,000; 20,000 15000 5,000 151:,500. 30000 121;500 Event Expenses Hospitality Tent. Opening Night Party Musician Costs Closing Night Party venue rental and catering Even t°Materials for Parties ($1000 per party) Filmmaker Reception Closing Brunch Cascade Theater Arabelle Vail Mountain School theater venue Tech equipment and services Press. Room Permits Sub-Total Evening Event Expenses Contingency Grand'Total Expenses Anticipated Net Income 20,000 20,000 5,500, 5,500 1,500, 1,500 14,500 4,500 10,000 2,0000 2;000 3,750 2,250 1,500 3,750 2,250 1,500 7,500 7,500 10,000 10,000 3,000 3,000 141000 14,000, 500 500 275 275 86,275 53,275 33,000 4,500 4.500 650,061 $293,061 357,000 4,639 $4,639 0 2008 Festival Demographics • Average age of VFF attendee: 37 years Average stay for overnight visitor: 5 nights • 87% of overnight guests stayed in the Town of Vail • 83% of destination guests stayed in hotel or condo • 87% planned on shopping, dining out or getting drinks • 89% thought the Vail Film Festival. would positively influence their future decision to return to Vail • 91% thought that Vail met or exceeded their expectations 2008 Sponsors BMLR4&SUBARU SNi55 eaM? "law CAN' ? • ? REDrw ox?araw 7t?1V?F 11QI[Q, a Mesumnce' V- bmi r lfaiL 2marm 2mam Sun Bernstein and Ammistes, Inc. - vv". Channel U Vail Daily Denver . r: yr c. Cc.omcast A40 ram ?vauSy therundown 4 REDWOOD ?' o C R E E K = _ N 1'1i _ - uu 92.7 92'3 ?- -.. se: 3 crr I 1i1? `c m,a Kev Festival Personnel Festival Directors - Sean & Scott Cross Associate Festival Director - Megen Musegades Marketing - MetaFoundry Director of Opp;. ,.Eons - Erin Riley Directors of Community Relations and Devel?t,.ent for Corporate Sponsorship - Bill LeVasseur & Dirk Simon Director of Devel-,,,-ent for Individuals - Michael Liss Festival Host: Bill LeVasseur Volunteer Coordinator: Steven Douglas Assoc. Volunteer Coordinator: Libby McCarthy Director of Special Events: Jacqui Becker VIP Coordinator: Dave SU- U11g Theater Director: Sarah Kutzke Travel Coordinator: Amanda Durst Office Manager: Jessa Carlstrom Will Call Manager: Katie Smith Screenwriting Competition Director: Da.,ru Foster Programming Heads: Ryan Parker, Michael Liss, Sam Chafos, Ryan Gallagher, Jordan Hall Panel Coordinators & EstQc,.-ed Advisors: Godfrey Cheshire and Gill Holland VAIL v ij M INS it it it tj i r, BOARD OF DIRECTORS • Scott Cross (Co-Chair) • Sean Cross (Co-Chair) • Pamela Friedman • Troy Hollar • Judith Landau .i• / , Town of Vail: COMMISSION ON SPECIAL EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: RW6 e)* "Zke,A' f(X1-??JoJo %AYV`Q.M- - S V,..VVI V\XCC- 2C01 ? PROPOSED DATE(S): ? C1Af\_L a Co " Sift -' t a (`?t'?R = I ? VK)ety_ - )0, AMOUNT OF CASH FUNDING REQUESTED: 4l 4$. SL70 • PRODUCING ENTITY: President or Executive Director's Name: 17OoN.92? Name and Title of Person Completing the Application: ?1k=LMA : Lt-a n, W& L`C Ad.ftss: jj?l/li (llflOi: po 2) oX SR9$ UQ11, Co $1L ;?c?.: ©t3? YY?a?,r? ?. S? ?? (?.-ooa ??.wa?s co $??,Q?a Te ephone: M/ gAO-WOCell:? / 331-L(UTO FAX: ?"/_j;7-, nis WEBSITE: IAIWtIt)-1r?.?DY??ZY11?rif{?ci?trvl-cnt Co-k? E-Mail Address: lb'O 7 o C") re30Y--f- - 2rWerd c f1 rYLtk2 4-• COYI/L Organization's tax status: For Profits Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach cu..Q.11 State Department of Revemie. Certificate with this application. Tax payerID# n4 - 3?)() -4z(.R o Does the Event benefit a charity? Yes No X o If yes, please name the beneficiary: A3 I A Mission Statement: sdv? cgs 0,\30 A W_\, A _ . J Number of years your organization has been in business: o? L • Brief Description of the Event: ?pnb` e? I(y?`??C.l?. ck bt?lS'1(R>r' ¢,Ct??Qin vv?o ?'?- ? n ?nc?.auS ? S4,'(I?,r?lctsj en 'sir LCAb? ` Vh6{ ok qiP(?i ? I?CAl1 ? ?Cvt J r-?YV ?n?QS - S ro ell V__ Skim 1AsT aflna . J qescr{be w ere event will be located within the Town of Vail: S?CIJ?1 - t v k ge, - dins %w Pta - Se?? S1 z?ex P laqaASu,n Cox c rve - Pyum _ I \ nv? Sly , S?-t-, 5 u vt Ska e r ?.? ?tuv?e . l I culos k Sp2c? ` e?x?ts vs\kv b2 accovla?&Ved. Qs c], (. Ov.y_?J • Will any portion of the event take place outside of the Town of Vail? jj Yes No If yes, please explain: TOV/CSE -4- Application for 2009 Funds • Please describe briefly how yoF will use the fun s that you are requesting from the CSE: 1 I t l W1S a I (o ca 4 1P? f u ,oa r ?Yc e 1105 1 OmA& imu?)?ccL. w- bub)o? ejoYx4aA. v 4\ se Y-A o A.-2n de OAD _rU Wi t " 4 v r?4= l?w?- ar?o? J 4v,k- -2Wex4-1,nwjrLk- • Will additional in-kind services be required from the Town of Vail? Yes 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. • Is this a: New event Existing event X Number of years in existence Location(s) of event in previous years: ,r 1 • Number of participants (athletes, artists, exhibitors, etc.) anticipated Y a `? Number of volunteers needed A3 Number of event staff A Total Number of spectators anticipated 7C? UGt l C?UkS+ Local" % In-state (non-local) o-6 % J Out of State-r)5 % • Should the CSE decide not to support this event, will it still occur? Yes No X • What % of the total event budget is the CSE being asked to fund? /00 71 • What is the $ amount of sponsorships from 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 No If yes, for how many years beyond 2008? S man, 5 P06SJ bl S_ • 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? -f"e5c) TOV/CSE -5- Application for 2009 Funds J 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 inv,.,,6..ent should the Town of Vail expect? ? 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, i.e. unbound, 81/2 x 11 size) OF i nE COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. F.tage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialeventsnavailgov.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 -6- Application for 2009 Funds .r Signature: Applicant v Unless otherwise specified in the contract, C E 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 the event producer following the timely submittal of a complete 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 -7- Application for 2009 Funds ?N l I id A ¦ I d VAIL &LIONSHEAD MUSICAL AND BUSKER ENTERTAINMENT PROGRAM 2009 Budget 34 Days of Entertainment Total Funds Requested - Summer 2009 $68,500 Booking Fee - 10% $6,850 Fri, Sat, Sun + Labor Day Mon Tent Set Up/Strike Fee - $50 / day $1,700 Fri, Sat, Sun + Labor Day Mon Daily Entertainment Management Fee - $25 / day $850 Entertainment Total - $59,100 34 Days of Busker Entertainment / 2 Buskers per day $23,800 34 Days of Musical Entertainment / 2 Entertainers per day $35,300 Based on the $68,500 requested for Summer 2009 F Town of Vail: Event Review Committee: Event Renort Card (aka The EtC-ERR Ono, Veurea:meruoa?a Name of Events St lvl v S ? e ?i Data: Event Producer: P_ S K 4? i???Vl CD(Community Development). FD(FiraDept) PD(Polke Dept) PW(Pubik`works) St:(Saks Tau) TC(Towa Clerk) CSE(Special Events Coordinator) MGR (Eeonomk Developmeat or TOV danger Representative) Answer Yes orNorNno. phase eapkin.beiow. CD PD PO PW Wrx TC c5l Tbe.permk was sabmitted.on deswand the information provided was thorough. Issues that were identified daring the permit review process were addressed In a posltive and timely manner n lnr*j*: Tke rovlew proessa was bir, open-minded and honest and all pardstpardelpated.io a positive manner with trwt and irespeet. y eS i The eveat.producer and the TOV staff a MabrrruW,to,issassfhe event's saceess, wkik asitigatiag the Impacts to daily operations of the ' Town and eebbberi buelaeaeee and reaideats. ! Event set-up was efiiekat, ?peit! of the Impact to neighbors, and In compikace with the permit. Y The venuawoavacatod io s timely manner and k8 In appropriate c condition. I V. Aaam:rtobft., Allpermit requirements were meta i ? The went wsa NUIrseeived by the co ommiky;and prmdded.au e:perieaee that met the expeetations.of VoWs goesb,,residents and V businesses. 1J y?e? COMMENTS aced SPECIFLCSs Use back el page if eecessaiT. . Community Devebpment: Firs Department: Polka Department: Public works: Saks Tax: TbwnClerk: , CSEs TOV Management: Overall: TOV TOY NOR L v Vex 11 ?fr ?Fr Y? L Town of Vigil Rye ? C' ?firmt Remort rd ,(?kv _ ERAU.--l 11 Ns?eee oiEve?ah ? ? 1 ??" ?` Datoa: Eiroat Prodaaerc ??.Q,1/? 4- v??S . k r"S ?AGE TO 38.COWLj6ij%ti o HY Lo* IN skit's PRWUC*ERlPlarae of Person Complefte sk form: - Phase awwrYes! orNa If no, plea esplalo. i YE NO-. _ COAI?r?aY?: The pewit Pam eubmlMd an dme and dke J 1 41oa. provided im themugb. bean that v vn "Wed dwWg d M* perdt Mview proem were addressed W a posit" and dwly Ids The nrdw proem was *k, open-usWed -- aad ,booeat aad ad paodee palled In s pod S 1 per whb throat and napeet. _ ._ .._ . _. _. The eveat,prodtreer aad't1eeTOY staQaftbwowdta Iswn'dw evnn s10=06, while midpating ties ingw+Ctm ' ` to daffy aperadone of So Tw w aad nddbbDdag bue.aad rests. E sew v"M Orkwat, ad Grae loped to S negbbon, aad iri.coMpiirtueo Vft do permip. The veoae vs vuenW ift a d us* maa,fr sad left k I ? ? S appropifi ft mWO& ' J MAI .,N Oemis T9m scent was aelf rimvd try heeeemaolyand p ov art cip"ifta,tbut no die enpwtwM of Uad'saats., ruMests and bushun ee,, T.-ie I gth Annual w"'aste of Vail V C1,11 -,- April 1 _ 41 2009 .. To Town of Va l'sCommission.' As The Taste of Vail looks towards its 20th Anniversary in 2010, we are continuously working to bring The Taste of Vail to a broad, national audience. In the last 18 years, The Taste of Vail has grown from a small marketing effort by a group of Vail restaurateurs to an acclaimed culinary event that attracts top winemakers, guest chefs from across the country and lifestyle companies looking to appeal to the coveted Vail luxury market. With the assistance of Town of Vail's Commission on Special Events, the Lamb Cook-Off launched the festivities. A huge success, the Lamb Cook Off was held in the heart of the village and allowed visitors and local Vail residents an opportunity to be immersed in a fun culinary experience at a low cost price. This year, we are requesting broader funding to continue our efforts to elevate The Taste of Vail's national reputation. We have retained a public relations firm who 'helped secure national and local press last year, with the hopes that this year we will receive more funding for public relations efforts. Additional funding will help us secure nationally recognized "star" chefs, continue to develop dynamic seminars and attract and maintain premier sponsors. In order to maintain sponsor interest and guest chefs, it is vital to have public relations support throughout the year. (continued) To Town of Vail -s Commission: For example, Stella Artois came on board last year as a top sponsor and expanded The Taste of Vail's appeal to a younger audience. An "outdoor cooking with beer" demonstration captured a new younger audience and brought in "foodies" from a different market share. This year, in addition to other sponsors, top luxury brands Stella and Belvedere vodka will participate in tastings and demonstrations which will continue to diversify The Taste of Vail's appeal. On the following pages, we have displayed how each day of The Taste of Vail's festivities are different and each day appeals to a wide variety of visitors and residents. This diversity drives interest towards our local restaurants, hotels and of course, the slopes. From the start of Wednesday's Lamb Cook Off, where the streets are lined with visitors and local residents sampling 100 different dishes to the spectacular Mountain Top picnic where guests sample wine, food and beer inside the largest snow fort and picnic deck ever created. The Taste of Vail is a wonderful celebration of Vail's culinary attractions and provides an authentic Vail experience, while building Vail's international reputation in a competitive luxury market. The participation of about 100 restaurateurs and hotels, 800 volunteers, media and guest chefs who fly in from around the country makes The Taste of Vail a vital part of Vail's culture. We hope you will agree to continue to support The Taste of Vail's continued growth.