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Home My WebLink About2012 TMG CSE RFP (2012 June MTG) - 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: Teva Mountain Games  PROPOSED DATE(S): May 31 – June 3, 2012  AMOUNT OF CASH FUNDING REQUESTED: 1. Vail Valley Foundation (“VVF”) respectfully requests the Commission on Special Events (“CSE”) to consider $110,000 in general event funding for June 2012 Mountain Games (“MTG 2012”). In accordance with our commitment to reducing the amount of funding requested each year, VVF’s request is $5,000 less than what was received by VVF by CSE for June 2011 Mountain Games.  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  Does the Event benefit a charity? If yes, please name the beneficiary. Yes. All VVF athletic events, including MTG 2012 commit a portion of the event’s positive net contribution to TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 2 of 8 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. Four days, 18 individual events, the largest human powered multi-sport event in the world. Disciplines include mountain biking, climbing, road running, road cycling, canine competitions, slopestyle biking, kayaking, stand-up paddle boarding, concerts and more.  Where will the event be located within the Town of Vail? The event will take place in Vail Village from the Covered Bridge to the International Bridge, from Check Point Charley to Golden Peak to Mountain Plaza.  Will any portion of the event take place outside of the Town of Vail? If yes, please explain. Yes. The Steep Creek Kayaking Championships will again take place outside of Vail on May 31st, 2-3 miles outside the Town of Red Cliff, Colorado along a stretch of river called Homestake Creek. The Race requires a combination of Red Cliff & USFS permitting.  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.) Yes. The in-kind services will be used specifically for public works; trash and heavy equipment assistance, bus support for half-marathon and police (race escort, general event security and concert security). 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. Existing; Vail Village/ Mountain Plaza/ Golden Peak; 10 years 2. People:  Number of participants (athletes, artists, exhibitors, etc.): 2500+ athletes/particpants and 80+ exhibitors  Number of volunteers needed: 175-200 volunteers  Number of event staff: 25 staff  Total Number of spectators/attendees anticipated and estimate: 43,000+ spectators over 4 days o % Local 49% o % In-state (non-local) 27% o % Out of State 21%; 2% International 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 economic impact on Town of Vail at $5 million during a time of year that businesses would likely be very slow should the event not exist. In addition, the event and Vail as the host city will receive over 500,000,000 impressions in domestic and international TV, print, web, digital/social media, email and radio. 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? MTG 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, MTG reported approximately $5 million in community economic impact equating to roughly $190K in estimated sales tax and close to 500,000,000 impressions worldwide.  BUDGET:  Please attach a complete and detailed event budget, including anticipated revenues and expenses. FOR THE 2012 EVENT BUDGET (REVENUE & EXPENSE) PLEASE SEE DETAILED EVENT BUDGETS BELOW. 1. Describe briefly how you will use the funds that you are requesting from the CSE. The $110,000 in CSE funds we are requesting will be used and split between (1) climbing competitions and all associated infrastructure and climbing event management costs for hosting the IFSC World Cup Bouldering Championships; and (2) overall event support will be used towards off-setting roughly $2 million dollars 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? 5.5% 4. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $1,265,000 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.) 4% 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 for the 2013 Mountain Games, would again be reduced by $5,000 equating roughly to a percent of the total 2013 Mountain Games Budget of 4.5 to 5%.  ADDITIONAL REQUIRED ATTACHMENTS: 1. Marketing plan and detailed explanation of potential for sponsorships and media exposure. PLEASE REFER TO ATTACHED 2011 STAKEHOLDER SUMMARY REPORT FOR ESTIMATED MARKETING, ADVERTISING AND PR PLAN. 2. Previous year's event evaluation, including income and expense statement (if existing event). PLEASE REFER TO ATTACHED 2011 STAKEHOLDER SUMMARY REPORT FOR ALL OVERALL EVENT EVALUATION DATA AND THE 2011 EVENT BUDGET BELOW. 3. Past or projected demographics of event attendees and spending. PLEASE REFER TO PAGES 23 THROUGH 26 IN THE ATTACHED 2011 MTG SURVEY RESULTS. TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 4 of 8 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 Teva Mountain Games Budget TOTAL CASH & IN KIND REVENUE $ 2,225,500.00 EXPENSES Announcers $ 9,500.00 Auto Mileage $ 2,100.00 Awards Non-Cash & Gifts $ 3,500.00 Construction Materials & Equipment $ 107,000.00 Contract Labor $ 200,000.00 Credentials $ 3,500.00 Dues & Subscriptions $ 100.00 Entertainment $ 92,000.00 Insurance $ 14,500.00 Labor $ 270,000.00 Lodging $ 11,000.00 Mail - Postage/Shipping $ 1,000.00 Marketing, Adv, PR & Web $ 79,000.00 Demographic Survey $ 2,000.00 Media TV, Production & Distribution $ 175,000.00 Non-Social Food $ 7,500.00 Permits $ 6,800.00 Poster, Event Program, Bibs, Banners $ 25,000.00 Prizes - Cash $ 112,000.00 Sales Team Expenses $ 26,000.00 Signs $ 24,750.00 Social - Food & Beverage & Décor $ 15,000.00 Sound $ 19,000.00 Supplies, postage, shipping $ 2,000.00 Transportation $ 3,500.00 Trash, Utilities & Telephone $ 3,500.00 Website $ 21,000.00 In Kind Trades $ 850,000.00 TOTAL EXPENSES $ 2,086,250.00 Net Contribution Before Allocation $ 139,250.00 General & Admin & Capital Allocation ($60,000.00) ACTUAL EVENT NET CONTRIBUTION $ 79,250.00 TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 6 of 8 Previous Year’s Event Evaluation 2011 Teva Mountain Games Budget TOTAL CASH & IN KIND REVENUE $ 2,130,000.00 EXPENSES Announcers $ 8,500.00 Auto Mileage $ 2,100.00 Awards Non-Cash & Gifts $ 3,000.00 Construction Materials & Equipment $ 99,000.00 Contract Labor $ 200,000.00 Credentials $ 3,000.00 Dues & Subscriptions $ 100.00 Entertainment $ 68,000.00 Insurance $ 14,500.00 Labor $ 250,000.00 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 $ 159,000.00 Non-Social Food $ 7,500.00 Permits $ 6,800.00 Poster, Event Program, Bibs, Banners $ 21,000.00 Prizes - Cash $ 110,000.00 Sales Team Expenses $ 26,000.00 Signs $ 24,750.00 Social - Food & Beverage & Décor $ 15,000.00 Sound $ 16,000.00 Supplies, postage, shipping $ 2,000.00 Transportation $ 3,500.00 Trash, Utilities & Telephone $ 3,500.00 Website $ 21,000.00 In Kind Trades $ 845,000.00 TOTAL EXPENSES $ 1,999,250.00 Net Contribution Before Allocation $ 130,750.00 General & Admin & Capital Allocation ($60,000.00) ACTUAL EVENT NET CONTRIBUTION $ 70,750.00 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. TOV/CSE Guidelines and Application for 2012 Special Event Funding Page 7 of 8 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 8 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_______________________________________________________