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Home My WebLink AboutDRAFT 2011 RFP Revised 7_29 August 15, 2010 TO: Special Event Producers Subject: Funding Requests for Special Events in 2011 Attached are an application and guidelines for producers of Special Events who are seeking funding from the Vail Commission on Special Events (CSE) for events in 2010. Events that were funded by the CSE in 2010 include: TEVA Mountain Games & IFSC World Cup Climbing Spring Back to Vail Oktoberfest Vail Film Festival Vail Farmers' Market and Art Show Gourmet on Gore Vail America Days Kick-It 3v3 Soccer Tournament Ambient Street Entertainment Taste of Vail: Lamb Cook Off Lionshead Saturday Afternoon Club Vail Arts Festival BBQ Bonanza LionsHead South of the Border Fiesta Vail Lacrosse Shoot-out CarniVail King of the Mountain Volleyball Vail Antique Festival Colorado Grand USSA Junior Olympics Vail Valley Challenge Cup Vail Whitewater Kayak Demos Snow Daze Holidays in Vail and 1st Night Santa’ Workshops Skating Club of Vail: Holiday Ice Show Vail Soul Music Fest Vail Jazz Festival: Labor Day Jazz Party Vail Restaurant Month Participatory Sports Group In response to community input, the CSE will pay particular attention to proposals for an event over Memorial Day weekend that would provide a festive kick-off to summer. Producers should submit the required information electronically in PDF format, plus 1 hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper), to the Commission on Special Events no later than 5:00 p.m. on Friday, October 15, 2010. Qualifying applications will be reviewed by the CSE at their regular monthly meeting on Wednesday, November 3, 2010. Final funding allocations will be determined by the CSE at a special meeting on Wednesday afternoon, November 10, 2010. Applicants will be notified of their status by December 1, 2010. Please address any questions to: Sybill Navas, Coordinator, Commission on Special Events E-mail: specialevents@vailgov.com Phone: 970 477-3551 or FAX: 970 479-2157 Town of Vail: Commission on Special Events 2011 Event Funding Guidelines Our Values: Integrity~Collaboration~Accountability~Respect The mission of the Vail Commission on Special Events (CSE) is to support and assess a diverse collection of special events, both large and small, which promote Vail’s economic vitality, sense of community, and increase the quality year-round of the experience for guests and residents. To qualify for funding review, events must support the CSE’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 permits 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. The CSE will measure events using the following criteria: Potential for positive economic impact to the lodging, restaurant and retail sectors of the community, and will place the highest priority on events that drive destination guests. Opportunity to leverage funding with sponsorships and/or media exposure so as to “stretch” the impact of the CSE’s contribution 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). 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. In response to community input, the CSE will pay particular attention to proposals for an event over Memorial Day weekend that would provide a festive kick-off to summer. Contribution to Vail’s “Sense of Community” “Green Events: ”How well does the event comply with Vail’s commitment to environmental sustainability? 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,” which can be accessed on-line at www.vailgov.com, click “Special Events.” The plan can be found on the Commission on Special Events web page. In consideration of the receipt of funds from the CSE, the Event Promoter shall agree to: Comply in a complete and timely manner with all Special Event Permit requirements of the Town of Vail. Insure that the event is listed on the online community event calendar Agree to the placement of the Town of Vail logo on marketing and promotional materials associated with the event as appropriate to the level of sponsorship. Provide the CSE with copies of any film or photographs from the event for the purpose of promoting the Town of Vail. Accountability: 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 an explanation of 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: Attendance numbers and demographic profile Economic impacts to the retail, restaurant and lodging sectors of the community Visitor Intent to Return Estimated Return on Investment (ROI) to the Town of Vail Potential for growth and the development of sponsorships and media exposure How did the event impact Vail’s Sense of Community? “Green Events:” What initiatives were taken to insure compliance with the Town of Vail’s commitment to environmental sustainability? 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 from the event producer following the completion of the event and the CSE’s approval of the final post-event review presentation. Applications must be received no later than 5:00 p.m. on Friday, October 15, 2010. Qualifying applications will be reviewed by the CSE at their regular November meeting on Wednesday, November 3, 2010. Final funding allocations will be determined by the CSE at a special meeting on Wednesday afternoon, November 10, 2010. Applicants will be notified of their status by December 1, 2010. PLEASE SUBMIT YOUR APPLICATION ELECTRONICALLY IN PDF FORMAT, PLUS 1 HARD COPY OF THE COMPLETED APPLICATION (unbound on 8 ½ x 11, minimum 30% PCW, paper) INCLUDING THE 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 VAIL COMMISSION ON SPECIAL EVENTS 2011 EVENT FUNDING APPLICATION NAME OF EVENT PROPOSED DATE(S) AMOUNT OF CASH FUNDING REQUESTED PRODUCING ENTITY: President or Executive Director’s Name Name and Title of Person Completing the Application Business Address: Please include the physical address as well as the mailing address. Contact Info: Telephone: Main/Cell/Fax E-Mail Address Event and/or Organization WEBSITE Number of years your organization has been in business Mission Statement 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. Tax Payer ID# EVENT DESCRIPTION: Brief description of the event and its activities. Where will the event be located within the Town of Vail? Will any portion of the event take place outside of the Town of Vail? If yes, please explain. 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.) 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. People: Number of participants (athletes, artists, exhibitors, etc.) anticipated Number of volunteers needed Number of event staff Total Number of spectators/attendees anticipated and estimate: % Local % In-state (non-local) % Out of State Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. What mechanism are you using to direct non-local attendees to Vail lodging options? What return on investment should the Town of Vail expect? BUDGET: Please attach a complete and detailed event budget, including anticipated revenues and expenses. Describe briefly how you will use the funds that you are requesting from the CSE. Should the CSE decide not to support this event, will it still occur? What % of the total event budget is the CSE being asked to fund? What is the $ amount of sponsorships from alternative sources reflected in the event budget? What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) If possible, would you intend to host the event in Vail beyond 2011? If yes, for how many years beyond 2011? 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? ADDITIONAL REQUIRED ATTACHMENTS: 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. 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. SUBMIT YOUR APPLICATION ELECTRONICALLY IN PDF FORMAT, PLUS 1 HARD COPY OF THE COMPLETED APPLICATION (formatted so as to be easily copied, i.e. unbound, 8 ½ x 11 size, minimum 30% PCW paper) 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 Applications must be received no later than 5:00 p.m. on Friday, October 15, 2010. Qualifying applications will be reviewed by the CSE at their regular November meeting on Wednesday, November 3, 2010. Final funding allocations will be determined by the CSE at a special meeting on Wednesday afternoon, November 10, 2010. Applicants will be notified of their status by December 1, 2010. 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_______________________________________________________