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HomeMy WebLinkAbout2012 CSE Alpine Request 1 VAIL COMMISSION ON SPECIAL EVENTS 2012 EVENT FUNDING APPLICATION  NAME OF EVENT: Vail Whitewater Park Kayak Demos  PROPOSED DATE(S): six consecutive Tuesdays occurring May 15th- June 19th (5-7pm)  AMOUNT OF CASH FUNDING REQUESTED $3000  PRODUCING ENTITY: Alpine Kayak 1. President or Executive Director’s Name: Sean Glackin 2. Name and Title of Person Completing the Application: Sean Glackin, member 3. Business Address: Please include the physical address as well as the mailing address: P.O. Box 3127 Vail, CO 81658 (34510 US Hwy 6 Edwards) 4. Contact Info: Telephone: Main 926.3867/Cell 390.6764 /Fax:926.6890 E-Mail Address: sean@alpinequestsports.com 5. Event and/or Organization WEBSITE: www.alpinequestsports.com 6. Number of years your organization has been in business: since 1989 7. Mission Statement: To spread the news about Vail’s whitewater park to local and regional kayakers while providing them with FREE new equipment demos and to showcase the adjustable bladder system while giving Vail’s guests some off-season entertainment. 8. Organization's tax status: 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? No Tax Payer ID# 46-0468611 2  EVENT DESCRIPTION: 1. Brief description of the event and its activities. Alpine Kayak School will bring 2 instructors and demo equipment to the International Bridge on six consecutive Tuesdays. Experienced kayakers will be able to demo new gear for free and test the gear out in Vail’s whitewater park (“First timers/ Inexperienced whitewater kayakers” will not be able to demo equipment). Alpine will have instructors on site to adjust the bladders to the best performance for that evening and provide free equipment demos for all interested. The event will create energy around the whitewater park for Vail’s “walk through” visitors and encourage local and regional kayakers to visit the park. Alpine Kayak will also have Stand- Up Boards for demo. 2. Where will the event be located within the Town of Vail? Vail Whitewater Park 3. Will any portion of the event take place outside of the Town of Vail? NO If yes, please explain. 4. Will additional in-kind services be required from the Town of Vail? YES 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.) Alpine Kayak School will require permission to park their equipment truck (16’ box truck) on the International Bridge in order to outfit participants in the proper demo equipment from 4:30- 7:30pm on the day of the events. Also, we would like to borrow sandwich boards from the town again to help promote the demos on the day of the event. 5. Is this a new or existing event? Existing If existing, please describe the location(s) of the event in previous years and the number of years it has been produced. 2012 will be the fourth year for this event being held in the same Vail Village location. 2009 saw 5 weeks of the event, 2010 and 2011 had 6 weeks of the event. 6. People: Number of participants (athletes, artists, exhibitors, etc.) anticipated 20 per week Number of volunteers needed 0 Number of event staff 2-3 Total Number of spectators/attendees anticipated and estimate: o 20% Local o 40%in-state (non-local) o 40% Out of State 7. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. 3 The event is to add a spectator event in town during the slower weeks at the beginning of summer. There is no lodging or direct increase in spending that can be attributed. 8. What mechanism are you using to direct non-local attendees to Vail lodging options? N/A 9. What return on investment should the Town of Vail expect? An event will be created in the center of town on Tuesdays nights during the shoulder season to provide some entertainment  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. To pay staff to work at the event and marketing materials. We would like to expand the marketing this year, if the budget is increased. Additional funds could be used for posters, flyers to local hotels and increased web exposure. Additional funds can also be used to pay one Alpine Kayak employee to conduct survey’s during the event. 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? 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 2012? YES If yes, for how many years beyond 2012? unlimited 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% 4  ADDITIONAL REQUIRED ATTACHMENTS: Marketing Plan o Posters & flyers to be produced and distributed throughout Vail Valley with a concentration on Vail Village hotels, restaurants and shops. o Emails sent to current Alpine Quest database o Postings placed on key kayak & community web sites. Also Facebook and Twitter posts from Alpine Quest Sports pages. o Sandwich boards place around the international bridge on the day of the event promoting it. o Radio ads and drop-in interviews Budget Expenses Revenue Instructor fee $2,400 Marketing: Posters/Flyers $600 Radio $0 Signage $0 CSE Funds $0 $3,000 $3000 $3000 The signage is $0, as it was produced for previous years and can be re-used. Alpine Kayak is already in a contract with KZYR and promotes the event at no cost to CSE. Town of Vail Benefits o Create energy in the Village during predominant slow time of year o Advertise Vail’s Whitewater Park to local, regional and national kayakers o Showcasing Vail as a world class recreational resort by showing off the bladder system in the Park o Provide entertainment for people walking through the Village Officers o Sean Glackin – member (Alpine Kayak School) Previous year’s recap is attached separately.