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HomeMy WebLinkAboutCSE Event Re-cap Template Final 01_19 Guidelines for Post-event Recap for All Events Receiving Public Funding: A post-event recap is required from all events receiving Town of Vail funding or in-kind sponsorship. Please schedule a presentation to the Commission on Special Events within 60 days of the close of your event. This presentation should be accompanied by a written, postevent follow-up document which shall include: 1. An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event. 2. An event budget showing actual profit and loss numbers and how the funding was utilized. 3. A detailed overview of the marketing that was implemented to promote the event. 4. An explanation as to how participants and/or attendees were directed to book lodging. 5. Survey results (*see explanation below) including the following information, per the CSE Criteria as described in the RFP: a. Attendance numbers and demographic profile: i. Estimated attendance. If your event is non-ticketed, please describe what method you used to estimate the numbers of attendees. ii. What percentage of people came to Vail specifically for your event? What percentage of people have attended the event in previous years? iii. Where did attendees come from: local, regional, out of state, international? iv. Average age and income bracket of attendees. b. Estimated spending by event attendees: i. Lodging 1. What percent of attendees stayed in the Town of Vail? 2. Number of room nights generated? 3. Average amount spent on lodging per day? ii. Dining iii. Shopping iv. Other Activities c. Visitor Intent to Return and Satisfaction Ratings: Would you come back? Was if fun? d. Estimated Return on Investment (ROI) to the Town of Vail: Specifically, how much additional spending within the Town of Vail was generated by the event? What is the ratio of increased revenue to the amount of funding received? How much additional sales tax revenue generated by the event accrued to the Town of Vail? (Town of Vail sales tax is is 4%). 6. Potential for growth and the development of sponsorships and media exposure. 7. Did the event impact Vail’s “Sense of Community”? 8. In light of the Vail Town Council’s commitment to a sustainable environment, please describe any and all measures that were taken to produce the event in as “green” and environmentally friendly manner as possible. Please submit your event re-cap electronically to the Special Events Coordinator at specialevents@vailgov.com at least 5 days prior to your presentation. *The Town Council and the Vail Town Manager’s office have requested that survey data taken by an independent 3rd party be required as part of the final recap from all publicly funded events in order to better audit the economic benefits of special events and more accurately determine the cost/benefit to the Town of Vail. All events receiving public funding in 2010 are required to provide statistically valid survey data based on the attached survey template. Because this requirement was not included in the 2010 RFP or in any collateral materials and has not been included in the budgetary planning of many of the events, the CSE felt that it was not reasonable to require that this information be acquired through an independent operator this year and will accept survey data taken by in-house methods. However, the CSE expects that beginning in 2011, events that receive public funding will be required to provide statistically valid survey data taken by the third party professional data analysis company. The CSE will develop a program over the coming months to implement this requirement as part of next fall’s funding allocations.