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Home My WebLink About2012 WTMG CSE RFP (2012 February WMTG) - FINAL TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 1 of 8 VAIL COMMISSION ON SPECIAL EVENTS 2012 EVENT FUNDING APPLICATION  NAME OF EVENT: Winter Teva Mountain Games  PROPOSED DATE(S): February 9 – 12, 2012  AMOUNT OF CASH FUNDING REQUESTED: 1. Vail Valley Foundation (“VVF”) respectfully requests the Commission on Special Events (“CSE”) to consider $75,000 in general event funding for February 2012 Mountain Games (“WMTG 2012”). 2. Total cash request = $75,000.  PRODUCING ENTITY: Vail Valley Foundation 1. President or Executive Director’s Name: Ceil Folz 2. Name and Title of Person Completing the Application: Michael Imhof, Vice President of Sales and Operations 3. Business Address (Please include the physical address as well as the mailing address): i. Mailing - P.O. Box 309/ Vail. CO 81658; and ii. Physical - 90 Benchmark, Ste.300, Avon. CO 81620. 4. Contact Info:  Telephone: Main - (970)949-1999; Cell - (970)331-6017; Fax - (970) 949-9265  E-Mail Address: mimhof@vvf.org 5. Event and/or Organization WEBSITE: www.vvf.org or www.tevamountaingames.com 6. Number of years your organization has been in business: 30 Mission Statement: “To enhance and sustain the spirit of the Vail Valley by providing leadership in educational, athletic and cultural endeavors.” 7. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit*: Non-Profit (501C-3)  Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. # 74-2215035 TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 2 of 8  Does the Event benefit a charity? If yes, please name the beneficiary. Yes. All VVF athletic events, including WMTG 2012 commit a portion of the event’s positive net contribution to the VVF Education Grant Budget which benefits select local charities and education grants specific to select students.  EVENT DESCRIPTION:  Brief description of the event and its activities. Athletes, Arts, Music & Mountains. Three days, roughly 14 individual competitions. Disciplines include snow biking, Nordic skiing, telemark skiing, canine competitions, ultimate mountain challenge, mixed rock and ice climbing, snowshoeing and more.  Where will the event be located within the Town of Vail? Components of WMTG 2012 will take place in Vail Village, Lionshead and Golden Peak. The exact locations of the events are being determined, the event and vendor locations will be within the Town of Vail.  Will any portion of the event take place outside of the Town of Vail? If yes, please explain. No.  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. 1. 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. New. This event will be similar to the summer MTG but is an entirely new event. 2012 WTMG is expected to be smaller in its first year and grow to a similar size at the summer MTG over the course of our 3 – 5 year business plan. 2. People:  Number of participants (athletes, artists, exhibitors, etc.): VVF anticipates at least 1500+ athletes and participants and 40+ exhibitors in its first year.  Number of volunteers needed: 100-200 volunteers  Number of event staff: 25 staff  Total Number of spectators/attendees anticipated and estimate: VVF anticipates at least 23,000+ spectators over 3 days  % Local  % In-state (non-local)  % Out of State 3. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. We conservatively estimate the year one (1) economic impact on Town of Vail for the new Winter Mountain Games at $2 million during a NON PEAK time of the winter ski season. In addition, the event and Vail as the host city will yield approximately 100,000,000 media impressions across print, radio, web, email, digital/social media and a webisode syndication plan in domestic US. TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 3 of 8 4. What mechanism are you using to direct non-local attendees to Vail lodging options? WMTG Website pages, email blasts, iPhone applications, tweets, print advertising and radio and television advertising, guerrilla/street team marketing, promotions and PR campaigns. 5. What return on investment should the Town of Vail expect? In 2011, the Summer MTG event reported approximately $5 million in community economic impact. Based on our estimation of $2 million in community economic impact for 2012 Winter TMG event, the anticipated impact would be estimated at $105,000 in estimated sales tax and close to 100,000,000 impressions.  BUDGET:  Please attach a complete and detailed event budget, including anticipated revenues and expenses. FOR THE 2012 WMTG BUDGET (REVENUE & EXPENSE) PLEASE SEE BELOW/ATTACHED. 1. Describe briefly how you will use the funds that you are requesting from the CSE. The $75,000 in CSE funds we are requesting for overall event support will be used towards off- setting over $1million in costs associated with event set up, clean up, lodging, races and competitions and music execution, marketing and advertising. 2. Should the CSE decide not to support this event, will it still occur? Yes. 3. What % of the total event budget is the CSE being asked to fund? 7% 4. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $674,500 5. What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 2 - 3% 6. If possible, would you intend to host the event in Vail beyond 2012? YES If yes, for how many years beyond 2012? Indefinitely. Do you anticipate requesting funding from the CSE next year? Yes. 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? The general event funding request to CSE would be reduced by $5,000 for the February 2013 WTMG event. If CSE approves $75,000 for the 2012 event, VVF would reduce our request from $75,000 to $65,000 for the 2013 event which would equate to approximately 6% of the total winter Mountain Games budget in 2013.  ADDITIONAL REQUIRED ATTACHMENTS: 1. Marketing plan and detailed explanation of potential for sponsorships and media exposure. PLEASE REFER TO THE ATTACHED 2011 STAKEHOLDER SUMMARY REPORT FOR THE ANTICIPATED PLAN. 2. Previous year's event evaluation, including income and expense statement (if existing event). N/A. TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 4 of 8 3. Past or projected demographics of event attendees and spending. PLEASE REFER TO PAGES 23 THROUGH 26 IN THE ATTACHED 2011 MTG SURVEY RESULTS AS REFERENCE FOR ANTICIPATED ATTENDEES AND SPENDING. 4. Organization rosters naming: All officers and respective positions: Ceil Folz – President Michael Imhof – Vice President Sales & Operations John Dakin – Vice President Communications Mark Festermacher – Chief Financial Officer Kris Sable – Director of Vilar Performing Arts Center Board of Directors and positions: Judy Berkowitz Marlene Boll Bjorn Erik Borgen Jack Crosby Andy Daly Jack Eck Bill Esrey Tim Finchem Ceil Folz, President Harry Frampton, Chairman IN MEMORIAM: President Gerald R. Ford DIRECTORS EMERITUS: Adam Aron James Berry Craddock Pepi Gramshammer Steve Haber Elaine Kelton Pete Frechette Steve Friedman John Galvin John Garnsey Margie Gart Bob Gary George Gillett Donna Giordano Sheika Gramshammer Martha Head Michael Herman Robert Hernreich Al Hubbard Bill Hybl Yvonne Jacobs Chris Jarnot Rob Katz Kent Logan Peter May Brian Nolan Eric Resnick Douglas Rippeto Ken Schanzer Mike Shannon Stanley Shuman Rod Slifer Ann Smead Oscar Tang Stewart Turley Betsy Wiegers TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 5 of 8 Detailed Event Budget with anticipated Revenues & Expenses 2012 Winter Teva Mountain Games Budget TOTAL CASH & IN KIND REVENUE $1,050,000.00 EXPENSES Announcers $5,500.00 Auto Mileage $1,500.00 Awards Non-Cash & Gifts $3,000.00 Construction Materials & Equipment $135,000.00 Contract Labor $150,000.00 Credentials $3,000.00 Dues & Subscriptions $100.00 Entertainment $40,000.00 Insurance $14,500.00 Labor $100,000.00 Lodging $10,000.00 Mail - Postage/Shipping $1,000.00 Marketing, Adv, PR & Web $77,000.00 Demographic Survey $2,000.00 Media TV, Production & Distribution $40,000.00 Non-Social Food $7,500.00 Permits $6,800.00 Poster, Event Program, Bibs, Banners $16,000.00 Prizes - Cash $65,000.00 Sales Team Expenses $13,000.00 Signs $15,000.00 Social - Food & Beverage & Décor $13,000.00 Sound $9,000.00 Supplies, postage, shipping $2,000.00 Transportation $3,500.00 Trash, Utilities & Telephone $4,000.00 Website $10,000.00 In Kind Trades $300,000.00 TOTAL EXPENSES $1,047,400.00 Net Contribution Before Allocation $2,600.00 TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 6 of 8 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 TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 7 of 8 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_______________________________________________________ TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 8 of 8