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HomeMy WebLinkAbout2012 SOB CSE Funding ApplicationVAIL COMMISSION ON SPECIAL EVENTS 2012 EVENT FUNDING APPLICATION NAME OF EVENT: SOUTH OF THE BORDER FIESTA PROPOSED DATE: Saturday, June 09, 2012 AMOUNT OF CASH FUNDING REQUESTED: $10,000 PRODUCING ENTITY: Vail Chamber & Business Association 1. President or Executive Director’s Name: Lourdes Ferzacca, President Richard tenBraak, Executive Director 2. Name and Title of Person Completing the Application: Lourdes Ferzacca, President 3. Business Address: Please include the physical address as well as the mailing address: 241 S. Frontage Rd. E., Suite 2, Vail, CO 81657 4. Contact Info: Telephone: Main/Fax: (970)376-1858 (970) 477-0075 / (970) 477-0079 E-Mail Address: lourdesferzacca@yahoo.com richardt@vailchamber.org 5. Event and/or Organization WEBSITE: www.vailchamber.org /vailsouthoftheborder.com 6. Number of years your organization has been in business: 21 years 7. Mission Statement: The Vail Chamber & Business Association is to responsibly and professionally serve in an advocacy, economic development, and communication capacity for the Vail merchant community that will foster stronger collaborative relationships and revenue development opportunities for it’s membership. 8. Organization's tax status: non-profit 501(c) 6 Does the Event benefit a charity? no Tax Payer ID: # 84-1509265 EVENT DESCRIPTION: 1. Brief description of the event and its activities: A Southwestern celebration of food with family and children’s activities, entertainment…all with a “South of the Border” flair with a salsa competition too! 2. Where will the event be located within the Town of Vail? Throughout the Lionshead area but centered around Lionshead Mall and Vail Square. 3. Will any portion of the event take place outside of the Town of Vail? No, none of the event will take place outside of the Town of Vail 4. 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.) The VCBA will need and be asking for barricades for security and alcohol checkpoints, electrical at select locations, Town of Vail wooden easels for signage, trash and recycling bins including drop-off and removal. 5. 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. This is an existing event in it’s third year in the same location all three years. 6. People: Number of participants (athletes, artists, exhibitors, etc.) anticipated: 50 + Number of volunteers needed: 30 Number of event staff: 10 Total Number of spectators/attendees anticipated and estimate: 8,500 % Local: 60% % In-state (non-local): 30% % Out of State: 10% 7. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated: The South of the Border Fiesta unofficial kick off to summer celebrations in Lionshead. Restaurants and retailers benefit from sales from the fashion show and guest will stay and shop in the Lionshead area. Hopefully incremental room nights will follow as this is another offering to bring and have people stay for the weekend in Vail. 8. What mechanism are you using to direct non-local attendees to Vail lodging options? The VCBA will be using local print, radio and TV to help promote and make locals and out of town guests alike aware of the South of the Border Fiesta. In addition, the VCBA will be using our own in-house promotions, including weekly e-newsletters, listing on our website and poster distribution within local businesses. 9. What return on investment should the Town of Vail expect? Increased sales tax revenue and additional exposure to families who might not otherwise visit Vail. BUDGET: 1. Please attach a complete and detailed event budget, including anticipated revenues and expenses: Please see attached budget 2. Describe briefly how you will use the funds that you are requesting from the CSE: To host, advertise and promote a family friendly event with children’s activities, entertainment, food tastings and retail shopping in Lionshead. 3. Should the CSE decide not to support this event, will it still occur? Possibly 4. What % of the total event budget is the CSE being asked to fund? 60% 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $10,500 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.) 19% 7. If possible, would you intend to host the event in Vail beyond 2012? If yes, for how many years beyond 2012? It is the intent of the VCBA and our partners to keep producing the South of the Border Fiesta for an indefinite period of time, or as long as the Lionshead business community feels it is beneficial. 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? It is a goal of the VCBA and our partners to reduce the funding by approximately 10% annually, or next year (2013) to 40% or less ADDITIONAL REQUIRED ATTACHMENTS: 1. Marketing plan and detailed explanation of potential for sponsorships and media exposure. Please see the provided marketing plan that is attached 2. Previous year's event evaluation, including income and expense statement (if existing event). attached 3. Past or projected demographics of event attendees and spending. Attached 4. Organization rosters naming: All officers and respective positions: attached Board of Directors and positions: attached 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 PLUS 1 HARD COPY (formatted so as to be easily copied, i.e. unbound, 8 ½ x 11 size, minimum 30% PCW paper) OF THE COMPLETEDAPPLICATION 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 For additional information contact CSE Coordinator, Sybill Navas at 970 477-3551, or by e-mail at specialevents@vailgov.com Thank you, Lourdes Ferzacca