HomeMy WebLinkAbout2010ApplicationVAIL COMMISSION ON SPECIAL EVENTS
2010 EVENT FUNDING APPLICATION
NAME OF EVENT: SANTA AND FRIENDS
PROPOSED DATE(S): November 27 – December 16, 2010
AMOUNT OF CASH FUNDING REQUESTED: $5,000
PRODUCING ENTITY: Vail Chamber & Business Association
1. President or Executive Director’s Name: Richard C. tenBraak
2. Name and Title of Person Completing the Application: Joyce Gedelman-Viers
3. Business Address: Please include the physical address as well as the mailing address:
241 S. Frontage Rd. E., Suite 2, Vail, CO 81657
4. Contact Info:
Telephone: Main/Cell/Fax: (970) 477-0075 / (970) 376-7972 / (970) 477-0079
E-Mail Address: joycegv@vailchamber.org
5. Event and/or Organization WEBSITE: www.vailchamber.org
6. Number of years your organization has been in business: 10 years
7. Mission Statement: * please see attached marketing plan
8. Organization's tax status: non-profit 501(c) 6
Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current
State Department of Revenue Certificate with this application: attached
Does the Event benefit a charity? no
Tax Payer ID: # 84-1509265
EVENT DESCRIPTION:
1. Brief description of the event and its activities: Four Santa’s Workshops with Santa’s helpers, crafts, cookie decorating and hot chocolate. Children will have an opportunity to
sit on Santa’s lap, ask for a gift and have their photo taken.
2. Where will the event be located within the Town of Vail? Various locations throughout Vail.
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.) no
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.
6. People:
Number of participants (athletes, artists, exhibitors, etc.) anticipated: 0
Number of volunteers needed: 10
Number of event staff: 10
Total Number of spectators/attendees anticipated and estimate: 400 children (100 each workshop)
o % Local: 60%
o % In-state (non-local): 30%
o % Out of State: 10%
7. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated: Santa’s Workshops are designed
to enhance the guest experience and bring Vail Valley residents in to the TOV for shopping between Thanksgiving and Christmas.
8. What mechanism are you using to direct non-local attendees to Vail lodging options? VCBA website, Special Events calendar of events, Vail All the Love, partner websites and Holidays
in Vail advertising.
9. What return on investment should the Town of Vail expect? Increased sales tax revenue and additional exposure to families who might not otherwise visit Vail.
BUDGET:
1. Please attach a complete and detailed event budget, including anticipated revenues and expenses: attached
2. Describe briefly how you will use the funds that you are requesting from the CSE: To host, advertise and promote a family friendly event with children’s activities and entertainment.
3. Should the CSE decide not to support this event, will it still occur? yes
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? 0
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.) 0
7. If possible, would you intend to host the event in Vail beyond 2009? If yes, for how many years beyond 2008? indefinitely
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? 100%
ADDITIONAL REQUIRED ATTACHMENTS:
1. Marketing plan and detailed explanation of potential for sponsorships and media exposure: attached
2. Previous year's event evaluation, including income and expense statement (if existing event): n/a
3. Past or projected demographics of event attendees and spending: attached
4. Organization rosters naming:
All officers and respective positions: attached
Board of Directors and positions: attached
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 COMPLETEDAPPLICATION 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