HomeMy WebLinkAbout2010 South of the Border
75 South Frontage Road
Vail, CO 81657
P: 970 477-3551
F: 970 479- 2157
e-mail: specialevents@vailgov.com
Lourdes Ferzacca, President of Board of Directors
Vail Chamber and Business Association: South of the Border Fiesta
241 S. Frontage Rd.
Vail, CO 81657
Attn: joyce@vailchamber.org
January 25, 2010
Dear Lourdes,
The purpose of this letter is to memorialize the agreement by the Town of Vail Commission on Special Events (“CSE”), to provide funding in the amount of ten thousand dollars ($10,000.00)
to the Vail Chamber and Business Association (“Event Promoter”) for the purpose of putting on the South of the Border Fiesta (event) on June 12, 2010, as proposed by the Event Promoter
in the application submitted to the CSE and reviewed at their meeting on October 07, 2009, then approved by the CSE as submitted on October 28, 2009 and hereby referred to as Exhibit
“A” and incorporated by reference. Your signature to this agreement below shall constitute acceptance by the Event Promoter of the terms of this agreement and all conditions of approval
imposed by the CSE upon its approval of this event.
These funds will be released as follows:
1/3 of the amount, or $3,334.00, upon the signing of this letter of agreement.
1/3 of the amount, or $3,333.00, upon submittal of an invoice accompanied by verification of the placement of the first advertising and the submittal of a complete Town of Vail Special
Event Permit Application, if required, to the Special Events Coordinator.
1/3 of the amount, or $3,333.00, following the presentation of a complete final event recap and approval by a majority vote of the CSE affirming that all of the requested information
has been provided. Please schedule your recap with the Special Events Coordinator within 60 days of the close of your event and utilize the attached guidelines as a template for your
report. The document shall be submitted to the CSE electronically a minimum of 5 days prior to the date scheduled for the presentation and must include all of the information requested.
The Event Promoter agrees 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. The Event
Promoter agrees to insure that all lodging inquiries resulting from the event marketing efforts will be directed to properties within the Town of Vail whenever reasonably possible. Additionally,
the Event Promoter agrees to complete all Special Event Permit applications that may be required by the Town of Vail for this event in a timely manner, and to comply with all regulations
pertaining to the production of Special Events within the Town of Vail. Prior to the release of CSE funds, the Event Promoter will place the information pertinent to this event on the
online community events calendar, which can be accessed at www.vail.com. Upon request, the Event Promoter will provide the CSE with copies of any film or photographs taken at the event
for the purpose of promoting the Town of Vail.
Within 60 days of the close of the event, the Event Promoter will schedule a presentation to the Commission on Special Events, accompanied by a written, post-event follow-up document
which shall include:
An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event.
An 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.
An explanation as to how participants and/or attendees were directed to book lodging.
Survey results showing the estimated effect on the following, per the CSE Criteria as described in the RFP:
Attendance numbers and demographic profile
Economic impacts to the retail, restaurant and lodging sectors of the community
Visitor Intent to Return: Would you come back? Was if fun?
Estimated Return on Investment (ROI) to the Town of Vail
Potential for growth and the development of sponsorships and media exposure
Did the event impact Vail’s “Sense of Community”?
Lastly, 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 utilize the attached guidelines as a template for your report. The document shall be submitted electronically a minimum of 5 days prior to the date scheduled for the presentation
to the CSE and must include all of the information requested.
In addition, the Event Promoter hereby agrees to indemnify, defend and hold harmless the Town of Vail, the CSE and their respective agents, officers, insurers, directors, employees and
self-insurance pool from any and all liability, claims, liens, demands, actions and causes of action whatsoever arising out of or related to any loss, cost, damage or injury of any person
or damage to property of any kind arising out of any misconduct, or any alleged negligent acts, errors or omissions of the Event Promoter, its subcontractors or any person directly or
indirectly employed by it while engaged in any activity associated with putting on the Special Event more fully described in Exhibit “A” and as approved by the CSE, including without
limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are
in any way related to any of the activities that are a part of this event, whether or not caused by act, omission, negligence or other fault of the Event Promoter or by the act, omission,
negligence, or other fault of the Town, or the CSE and their officers, their employees, or by any other cause.
The Town of Vail shall be listed as additional insured on any insurance policies associated with the production of the event, and the Event Promoter’s insurance will be primary. The
jurisdiction and venue of any suit or cause of action to enforce the terms of this agreement shall lie in Eagle County, Colorado.
Finally, by the terms of this agreement the Event Promoter shall be considered an independent contractor, and nothing contained in this agreement shall constitute or designate the Event
Promoter or any of its employees as employees of the Town of Vail or the CSE. As an independent contractor, the Event Promoter, its subcontractors or any person directly or
indirectly employed by it are not entitled to worker’s compensation benefits or any benefit contemplated by an employer/employee relationship.
If you are in agreement with the above terms, please indicate by signing below.
Very truly yours,
Sybill R. Navas
Coordinator, Commission on Special Events
AGREE: ____________________________________84-1509265_______________________
Lourdes Ferzacca, Event Promoter FEIN# Date