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Home My WebLink About2010 Holidays in VailVAIL COMMISSION ON SPECIAL EVENTS 2010 EVENT FUNDING APPLICATION NAME OF EVENT HOLIDAYS IN VAIL PROPOSED DATE(S) NOVEMBER 27-DECEMBER 31, 2010 AMOUNT OF CASH FUNDING REQUESTED $75,000 PRODUCING ENTITY: EAGLE VALLEY EVENTS, INC. 1. President or Executive Director’s Name LAURIE ASMUSSEN 2. Name and Title of Person Completing the Application SAME 3. Business Address: Please include the physical address as well as the mailing address. 4. Contact Info: PO BOX 115, EAGLE, CO 81631 Telephone: Main/Cell/Fax 376-3756/328-5681 E-Mail Address laurie@vailartsfestival.com 5. Event and/or Organization WEBSITE vailartsfestival.com 6. Number of years your organization has been in business 10 7. Mission Statement To produce a holiday season event promoting business during the Thanksgiving to New Year’s Eve time period with a comprehensive calendar and activities plan. 8. Organization's tax status: For Profit or 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. Does the Event benefit a charity? If yes, please name the beneficiary. Yes, numerous charities participate throughout the event. Tax Payer ID# 84-1515210 EVENT DESCRIPTION: 1. Brief description of the event and its activities. See attached 2. Where will the event be located within the Town of Vail? Yes 3. Will any portion of the event take place outside of the Town of Vail? If yes, please explain. No 4. Will additional in-kind services be required from the Town of Vail? 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.) See attached 5. Is this a new or existing event? If existing, please describe the location(s) of the event in previous years and the number of years it has been produced. 12 years 6. People: Number of participants (athletes, artists, exhibitors, etc.) anticipated 100 Number of volunteers needed -0- Number of event staff 15 Total Number of spectators/attendees anticipated and estimate: 25,000 o % Local 25% o % In-state (non-local) 25% o % Out of State 50% 7. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. unknown 8. What mechanism are you using to direct non-local attendees to Vail lodging options? Attached 9. What return on investment should the Town of Vail expect? Attached BUDGET: 1. Please attach a complete and detailed event budget, including anticipated revenues and expenses. 2. Describe briefly how you will use the funds that you are requesting from the CSE. 3. Should the CSE decide not to support this event, will it still occur? No 4. What % of the total event budget is the CSE being asked to fund? 100% 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? None 6. What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) None 7. If possible, would you intend to host the event in Vail beyond 2009? If yes, for how many years beyond 2008? As many as possible 8. Do you anticipate requesting funding from the CSE next year? If yes, given that the CSE encourages the development of additional sponsors in order to leverage their own investments, and anticipates that as events become established they will become less reliant on public funds, what %, if any, of the total event budget do you anticipate requesting next year? Yes, 100% ADDITIONAL REQUIRED ATTACHMENTS: 1. Marketing plan and detailed explanation of potential for sponsorships and media exposure. 2. Previous year's event evaluation, including income and expense statement (if existing event). 3. Past or projected demographics of event attendees and spending. 4. Organization rosters naming: All officers and respective positions Board of Directors and positions The CSE appreciates the inclusion, in electronic format please, of any additional support materials such as DVD’s, programs, news articles and other printed materials. Applications for consideration during the regular CSE fall funding cycle are due no later than 5:00 p.m. on Monday, September 14, 2009, and will be reviewed at the regular October CSE meeting on Wednesday, October 7, 2009. SUBMIT YOUR APPLICATION ELECTRONICALLY PLUS 1 HARD COPY (formatted so as to be easily copied, i.e. unbound, 8 ½ x 11 size, minimum 30% PCW paper) OF THE COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events, C/O Sybill Navas, Coordinator Town of Vail, 75 S. Frontage Rd., Vail, CO 81657 specialevents@vailgov.com For additional information contact CSE Coordinator, Sybill Navas at 970 477-3551, or by e-mail at specialevents@vailgov.com FOR CSE USE ONLY: EVENT NAME: _________________________________________________ PROPOSED DATES: _____________________________________________ Funding in the amount of ___________ was approved by the CSE on (date) __________. Subject to the following conditions: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Signature: CSE Coordinator_______________________________________________ Signature: Applicant_______________________________________________________ 2010 Holidays in Vail Event Proposal Event Date: November 27 – December 31, 2010 Location: Vail Village Lionshead Golden Peak Event Goals: To produce a comprehensive event calendar listing all events taking place in Vail To enhance the New Year’s Eve torchlight parade with a “First Night” family-oriented event To provide a quality kickoff/Tree Lighting event Anticipated Attendance: 25,000 Event History: Tree Lighting in Vail Village for 25+ years; addition of comprehensive calendar and First Night event is new Benefits of Holidays in Vail: Provides comprehensive message listing all holiday activities in an orchestrated marketing plan Assists business and merchant community with campaign promoting holiday shopping in town Ambient entertainment enhancing guest’s visits Past and Projected Demographics/Spending: Ambient event for guests visiting over the holiday season. Skiers taking advantage of early-season discounts on lodging Families, participating in children’s activities Holiday shopping, discovering the unique shops and boutiques in Town Couples and groups: Dine-a-round specials and Apres’ ski specials Room nights generated: unknown Vail lodging options: All band members, vendors and entertainers hired to perform during the parade and street entertainment are booked into Vail lodges. Projected Return on Investment to the Town of Vail: Holidays in Vail contributes to Vail’s sense of community by offering guests a comprehensive calendar in which to access information on happenings throughout Town over the five weeks of the holiday season, via a coordinated effort by many entities including Vail Resorts, Chamber, and numerous non-profit organizations. The events produced are intended to compliment the shopping season and support the merchant community. 2010 Holidays in Vail Proposed Event Budget Contributions: CSE Contribution $ 75,000 $ 75,000 Expenses: Advertising/Promotions (5-week program) $ 8,500 Printing/posters/brochures Newspaper ads Radio Event supplies (5-week program) 8,500 Signage/Street banners 5,000 Decorations (windows, events) 3,500 Operating Expenses 39,500 Two Tree Lightings/Children’s Parade: Tree Lighting Entertainment 5,000 Stage/Sound Rental 4,500 Equipment Rental 2,500 Children’s Parade Floats 9,000 Entertainment/Roving Carolers(5 wks) 5,000 Fireworks on Dec 31 10,000 First Night Celebration 3,500 Administrative Expenses 17,750 Program Management 10,000 Master Calendar Manage window decorating, non-profit programs Coord Torchlight Parade/First Night w/VRI Event Staff-various Marketing/P.R. personnel/Event staff 2,500 Meadow Drive Market Coord 2,500 Permits/Insurance 2,750 Total Projected Expenses: $ 74,250 2010 Holidays in Vail Marketing Plan/Potential for Sponsorship Components of Marketing Plan: Event Brochures Postcards are delivered/e-mailed alerting businesses of event promotions and schedule of events for holiday season. Target Hotel Concierge group specifically. Newspaper Advertising An advertising schedule will run in Vail Daily. Ads will list the calendar of events for the five-week period and will be updated as events are added. Radio Advertising Holidays in Vail will run an advertising schedule on local radio stations, promoting the various activities offered. Town of Vail website Holidays in Vail has a link on the TOV website listing all event activities and contact information. Vail Resorts Website Event listing and coordination into all Holiday-related activities, including SnowDaze Sponsorship Potential of Holidays in Vail: Partnership with Vail Resorts, Inc. and their corporate partners The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. Local business sponsorship of smaller, less expensive activities 2010 Holidays in Vail Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Event staff: JoAnn Moore Melinda McNitt Maura Elliott Kim Andree Stacey Coulter Anna Williams Various personnel on event nights to assist in production. 2010 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) Raise bus barricade gates during Children’s Parade Hang event banners/street banners in approved locations Deliver barricades to designated spectator viewing locations Provide 10 event boxes/liners for each Tree Lighting Police: Provide assistance with street closures and traffic control along designated roadways for Children’s Parade of lights route at designated time Provide Lead Vehicle during Children’s Parade Provide routine patrol at Tree Lightings and New Year’s Eve fireworks show (Golden Peak). Bus System: Re-route buses around parade route and tree lighting areas during event times (limited to approx. 1 ½ hours) Provide one bus for transporting of carolers from Slifer Plaza into Lionshead Fire: Provide one fire truck for decorating and participation in Children’s Parade 2008 Holidays in Vail Post-Event Review Event Dates: December 19 – 31, 2008 Original Event Goals: Showcase Town’s community celebration with an ongoing tradition Light both Lionshead and Vail Village Christmas Trees 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 themed floats, decorated fire truck, decorated bus, parade characters, Santa and his reindeer, 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 through December 24. New Year’s Eve fireworks at Golden Peak following the Torchlight ski down on Vail Mountain Event Schedule: Friday, December 19: 5:00 – 5:30 pm: Free caroling in Lionshead Mall 5:30 pm: Tree Lighting in Lionshead at the top of the Arabelle Ice Rink stairway 5:45 pm: Children’s Parade from Lionshead to Slifer Plaza, along Meadow Drive 6:00 pm: Tree Lighting in Slifer Plaza/Arrival of Santa Wednesday, 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: Event’s Identity and continuing tradition Business/Merchant Community Expectations of this event Budget to appropriately meet expectations 2008 Holidays in Vail Event Budget Revenues: CSE Contribution $ 35,460 Expenses: Advertising/Promotions $ 4,203 Printing/posters/brochures Newspaper ads Event supplies 3,781 Signage, schedules Street banners Decorations/candles Operating Expenses 16,037 Entertainment Stage/Sound Rental Equipment Rental Children’s Entertainment Light Parade Fireworks 8,000 Administrative Expenses 4,375 Staffing Management Fee Permits Insurance Total Expenses: $ 36,396