HomeMy WebLinkAboutKick It RFP12VAIL COMMISSION ON SPECIAL EVENTS
2012 EVENT FUNDING APPLICATION
NAME OF EVENT – Kick It 3v3 Soccer Tournament
PROPOSED DATE(S) – July 27, 28, 29, 2012
AMOUNT OF CASH FUNDING REQUESTED – $40,000.00
PRODUCING ENTITY: Team Championships International
1. President or Executive Director’s Name – Dan Cramer
2. Name and Title of Person Completing the Application – Kristin Moyer – Event Director
3. Business Address: 10497 W. Centennial Road, Littleton, CO 80127
4. Contact Info:
Telephone: Main – 303-948-7108 Cell 303-579-4895 – Fax – 303-948-7251
E-Mail Address – Kmoyer@lagardere-unlimited.com
5. Event and/or Organization WEBSITE - kickit3v3.com
6. Number of years your organization has been in business – 22 years
7. Mission Statement – To organize and manage a successful event in each market.
8. Organization's tax status: For Profit X
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# 20-3400944
EVENT DESCRIPTION:
1. Brief description of the event and its activities.
Regional Soccer Tournament designed for players of all ages and skill levels. It is a family oriented event with
a festival style atmosphere. Games are played on small sided fields.
2. Where will the event be located within the Town of Vail:
Ford Fields and Vail Valley Athletic Filed.
3. Will any portion of the event take place outside of the Town of Vail? NO
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.): No
5. Is this a new or existing event? Existing event for 10 plus years. The 3v3 tour is entering its 23rd year.
6. People:
Number of participants (athletes, artists, exhibitors, etc.) anticipated – 1,740 participants, 6,090 event
Spectators, 7,830 estimated total attendance.
Number of volunteers needed - none
Number of event staff - 20
Total Number of spectators/attendees anticipated and estimate:
o 1% Local
o 88% In-state (non-local)
o 11% 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.
99% of all teams used overnight lodging. 290 projected 2012 teams (average party approximately 21 guest = 6
rooms); 6 rooms @ $145/room with 2.4 night stay: 290 team* 6 rooms/night * 145 dollars per night * 2.4 night
stay = $605,520. Meals/food/entertainment ($40/person/day = 7,830 total attendance *$40*3 days = $939,600
8. What mechanism are you using to direct non-local attendees to Vail lodging options?
Kick It 3v3 promotes hotels through website, email blast and flyers to inform participants of the options
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.
TCI will use the funds to produce marketing materials (banners, event cards, flyers, tents, street teams and
grassroots marketing) for our “local” events that are feeders into the Vail Rocky Mountain “Regional” event. It
is important to market to teams to come to the Vail event if we are going to continue to attract teams. Teams
must play in at least one of our local events in order to qualify for the Vail event. These funds will also go to
hotel rooms, site costs, trucking, equipment, staff, travel, referees, restrooms, dumpster, and other necessary
staff and equipment needs.
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? 36%
5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $0.00
6. What % of the total event budget do you expect the event itself to generate? 64%
7. If possible, would you intend to host the event in Vail beyond 2012? If yes, for how many years beyond
2011? Yes + Have been partners with Vail for 12+ years.
8. 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 same.
ADDITIONAL REQUIRED ATTACHMENTS:
1. Marketing plan and detailed explanation of potential for sponsorships and media exposure.
2. Previous year's event evaluation, including income and expense statement (if existing event).
3. Past or projected demographics of event attendees and spending.
4. Organization rosters naming:
All officers and respective positions
Board of Directors and positions
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 Wednesday, August 31, 2011. Qualifying
applications will be reviewed by the CSE at their regular November meeting on Wednesday, November 2,
2011. Final funding allocations will be determined by the CSE at a special meeting on Wednesday afternoon,
November 9, 2011. Applicants will be notified of their status by December 1, 2011.
For additional information contact CSE Coordinator, Sybill Navas at 970 477-3551,
or by e-mail at specialevents@vailgov.com
Rocky Mountain Regional
Marketing
Kick it 3v3 will produce event flyers, post cards, newsletters, Facebook posts and email blasts to market the
event. Emails will be sent to all previous and current participants once a week starting twelve weeks before the
event. The Vail Kick It tournament is one of our 10 “regional” events. Every team that attends Vail attended a
local event from the following markets: Arizona, Kansas, Nebraska, New Mexico, Utah, Oklahoma, Iowa and
Colorado. The Rocky Mountain Regional is promoted at each of these “local” events. This particular
tournament is a desired destination for many Kick It 3v3 teams as they fight to qualify for a regional.
Every Soccer Club Kick It 3v3 works with will promote all Kick It regional tournaments including the Rocky
Mountain Regional. Tour Sponsors, local soccer facilities and stores as well as youth soccer organizations will
be marketed to for event awareness.
The competitive environment that the Kick It 3v3 tour creates will promote and market the regional events for
us. Through player awareness and the goal to achieve regional qualification the tournament promotion is
achieved.
Team Championships International
Kick It 3v3
Dan Cramer - CEO
Rich Pearson – VP – Kick It Tour Director
Kristin Moyer – Event Director (Vail)