HomeMy WebLinkAbout2012 Vail BBQ CSE Funding ApplicationVAIL COMMISSION ON SPECIAL EVENTS
2012 EVENT FUNDING APPLICATION
NAME OF EVENT: VAIL BBQ
PROPOSED DATE(S): Friday, June 29, 2012
Saturday, June 30, 2012
Sunday, July 01, 2012
AMOUNT OF CASH FUNDING REQUESTED: $20,000
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.vailbbq.com www.vailchamber.org
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 Western-themed BBQ competition with restaurant tastings, children’s
activities and entertainment.
2. Where will the event be located within the Town of Vail?
In Vail Village, include Bridge Street, Gore Creek Drive and Gore Creek
Promenade.
3. Will any portion of the event take place outside of the Town of Vail? If yes, please
explain.
No, none of the event will be 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 access 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 and will be in it’s 7th year in the same location and
3rd year under new management.
6. People:
Number of participants (athletes, artists, exhibitors, etc.) anticipated: 50 +
Number of volunteers needed: 50+
Number of event staff: 20+
Total Number of spectators/attendees anticipated and estimate: 6,500 Friday &
8500 on Saturday & Sunday 6500
% Local: 45%
% In-state (non-local): 35%
% Out of State: 20%
7. Brief description of potential benefits to the Town of Vail, including an estimated # of
incremental room nights and increased spending generated:
The Vail BBQ is the unofficial kick off to summer in the Vail Village.
Restaurants and retailers benefit from sales at a moderately slow period of time.
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 Vail BBQ. 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 Vail Village.
3. Should the CSE decide not to support this event, will it still occur?
Possibly but may not be in Vail
4. What % of the total event budget is the CSE being asked to fund?
Approximately 50%
5. What is the $ amount of sponsorships from alternative sources reflected in the event
budget?
$20,000.00 Includes in kind services
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.)
Approximately 40%
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 Vail
BBQ for an indefinite period of time, or as long as the Vail 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 50% or less if we’re able to
generate additional sponsorship
ADDITIONAL REQUIRED ATTACHMENTS:
1. Marketing plan and detailed explanation of potential for sponsorships and media
exposure: 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 for your support!
Lourdes Ferzacca