HomeMy WebLinkAboutVail Symposium RFP12VAIL COMMISSION ON SPECIAL EVENTS
2012 EVENT FUNDING APPLICATION
NAME OF EVENT: Living at Your Peak, An Interactive Health and Wellness Experience
PROPOSED DATE(S): September 15 and 16th, 2012
AMOUNT OF CASH FUNDING REQUESTED: $50,000
PRODUCING ENTITY: Vail Symposium
1. President or Executive Director’s Name President/CEO: Alby Segall;
Executive Director Liana Moore; Chair of Board of Directors Jim Ruh
2. Name and Title of Person Completing the Application: Alby Segall
President/CEO
3. Business Address: Vail Symposium, P.O. BOX 3038, Vail, CO. 81658
4. Contact Info:
• Telephone: 970‐476‐0954 / Fax: 970‐476‐0710
• E‐Mail Address: info@vailsymposium.org
5. Event and/o organization WEBSITE: www.vailsymposium.org
6. Number of years your organization has been in business: 40
7. Mission Statement: The Vail Symposium is a grassroots, non‐profit organization
that has been part of the life and history of Vail since 1971. Our mission is to provide
educational programs for the Vail Valley community that are thought‐provoking,
diverse and affordable.
8. Organization's tax status:
• Non‐Profit (501C‐3)
• Does the Event benefit a charity? Yes, Vail Symposium.
EVENT DESCRIPTION:
1. Brief description of the event and its activities.
The Living At Your Peak Summit will become a magnet for people across the United
States to build their knowledge and grow their personal awareness about taking the
healthy steps that leads to peak performance. In the natural magnificence of Vail,
Colorado, understanding our inherent ability to reach peak performance in all levels
of life, will attract multitudes to learn from proven experts in the fields of fitness,
nutrition, psychology, and cutting edge research. Combining intellectual
exploration and physical activity, with the awareness of self, The Vail Summit will
leave its mark on every participant. Nowhere other than Vail will this experience be
available.
Each session will have an interactive component to engage attendees beyond a
classroom environment. Whether it’s being field tested by Lance Armstrong’s coach,
or reengaging in activities postponed through child rearing years, this event will
challenge each individual to pursue a higher level of performance in all aspects of
life.
Each participant will be surveyed in advance on issues important to him or her.
Categories will be established based on input to create a customized program.
Attendees will receive a recommended itinerary upon arrival. The participants may
choose tracks of learning based on their individual goals:
• Sports & Fitness
• Alternative Medicine
• Mental Health
• Family Health
o Women’s Health
o Children’s Health
o Relationships
o Nutrition
o Functional Medicine
Functional medicine is personalized medicine that focuses on
primary prevention and underlying causes instead of symptoms
for serious chronic disease.
o Mental Health – addiction, eating disorders, etc.
• Health & Wellness on the Cutting Edge – research and breakthroughs
o Stem Cell research
o Gene Therapy
• The Business and Politics of Health & Wellness
o Patient Advocacy
o US Healthcare System vs. other nations
Host hotels will be identified with one of the programmatic themes, and will host
group breakfasts for the hotel guests who want an informal dialogue with the
presenters.
While other conferences focus on how to set up a wellness program, The Vail
Summit delivers the content on what will help participants reach their peak
potential.
A very preliminary Summer Summit Schedule:
Day One:
Registration
Introduction Activity
Biofeedback appointments throughout the day
Activity block
Lunch by choice
Activity block
Panel discussions
Dinner
Keynote #1
Day Two:
Breakfast Roundtables
Two activity blocks
Lunch by choice with themed presentations
Two activity blocks
Individual evaluations throughout afternoon for personalized wellness
plans
Dinner
Keynote #2
Potential Programs and Speakers:
• Carmichael Training Systems – field test a select group by cycling up Vail
Mountain and then reviewing data and making recommendations
• Uta Pippig –Take The Magic Step ‐ helping people achieve a greater sense of
wellbeing through inspiration, education, and lifestyle changes—made one small
step at a time.
• Jim Loehr – Making of the Corporate Athlete – bringing mind, body and spirit to
peak condition by learning what world class athletes already know; recovering
energy is as important as expending it.
• Bahram Akradi – Lifetime Fitness – Going Out Of Your Comfort Zone –
introducing MyHealthCheck through demonstration to individuals and corporate
wellness program attendees.
• Colleen Reilly – Total Well‐Being – Implementing a strategic health initiative to
improve performance based results. (?)
• Coen Wijdicks– Steadman Phillipon Research Lab – interactive session at the Bio
Mechanics Lab to test people/athletes (golf, etc.) for their individual probability
of injury.
• J H Kan, Assistant Professor of Medicine at Brigham and Women’s at Harvard
Medical School ‐ How Exercise Keeps the Brain Fit
• Dr Candace Pert ‐ Ties emotions to science and health. Change Your Mind,
Change Your Life. CD‐“Psychosomatic Wellness”
• Dr Herb Benson ‐ Benson Henry Institute for Mind/Body Medicine—Physiological
response to Meditation
• Dr David Simon ‐ Started Chopra Center with Deepak Mind/Body Connection
• Peter Millett/Dr Jordan Metzl ‐ Keeping Kids in the Game to Reach their Potential
Safely
• Russell Greenfield ‐ Healthy Child/Whole Child
• Edward Hallowell: Author of Driven to Distraction—how people overcome disabilities to
reach a high level of performance (i.e. Richard Branson has dyslexia
In addition to the Summer Summit, the Vail Symposium will use its existing program
schedule to support a twelve‐month dialogue on health and wellness. It is our
attention to make Vail the center of the country’s ongoing discussion on health,
wellness, living better and reaching peak performance. While the Summer Summit
will attract visitors from across the United States, they will remain connected
through the winter series and the online community.
The Winter Series
The Symposium will follow a format of a one and one‐half hour presentations
including thirty‐minute question and answer sessions focusing on the topics
established for the overall Health & Wellness program. Each of the four
speakers in the Winter Series will be a star in his/her field.
The Online Community
Four professional writers from well‐known publications (e.g. Prevention
Magazine, O Magazine, New York Times), engaged by the Vail Symposium
will use the content of the Winter Series and the Summer Summit to
compose a scholarly examination of the presentations, and will examine
trends, measurable results and philosophical issues. The Vail Summit on
Health and Wellness will become a year‐round online community.
2. Where will the event be located within the Town of Vail?
The event will be held at the Cascade Resort with participating hotels in Vail Village and
Lionshead.
3. Will any portion of the event take place outside of the Town of Vail? If
yes, please explain.
Physical activities may take place on the mountain and in venues outside 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,
police services, 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 Vail Symposium will expect cooperation from the Town of Vail by providing publicity
through its normal communication channels and signage throughout the town where
appropriate. We may need in kind assistance with transportation between venues. We
expect no additional in kind services and anticipate no negative impact on the normal
course of business.
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 a new event
6. People:
Number of participants (athletes, artists, exhibitors, etc.) anticipated
We anticipate that 750 people will attend the Living at Your Peak Summit in the
summer with an additional 1000 people involved in the Winter Series and Online
Community. Our expectation is that in three years the Summer Summit
component will grow to 2500 attendees, the Winter Series will attract 1000
participants and the Online Community will grow to 10,000 members.
The Summer Summit will host a minimum of 18 additional speakers and
presenters.
Number of volunteers needed
The Vail Symposium will recruit, train and deploy 50 volunteers for the Summer
Summit. Our Board of Directors has already appointed two chairs of the event
(John and Jamie Stone), and we have to date engaged an additional 12 volunteers
in various capacities including planning, sponsorship acquisition, public relations,
speaker acquisition and financial oversight.
Number of event staff
The Vail Symposium staff of 2.5 FTE will be enhanced by the hire of an event
coordinator and an administrative assistant, bringing the total number of staff
involved in this event to 5
Total Number of spectators/attendees anticipated and estimate:
• 40% Local
• 40% In‐state (non‐local)
• 20% 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.
Vail will become the center of health and wellness intellectual and physical activity in
the United States.
The Living at Your Peak Summit will produce 500 incremental room nights in the first
year with an estimated economic benefit to the town of Vail of $100,000.
8. What return on investment should the Town of Vail expect?
There will be a direct return investment due to the increased incremental room nights
and economic benefit mentioned above. There will be no direct return on investment in
the form of dividend or equity.
Please attach a complete and detailed event budget, including anticipated revenues and
expenses.
Preliminary Budget:
The budget for The Living at Your Peak Summit is in development; however, we
recognize the importance of providing a draft of expected revenues and expenses. This
is a first draft and filled with assumptions. In two months, a more detailed and exacting
budget will be presented.
Revenue
Presenting Sponsor $100,000
Seed funding from CSE $50,000
Individual Presentation Sponsors @ $2500 $12,500
Ticket sales 250 @ $500 average summer $125,000
Individual Presentation sales 500 @ $50 $25,000
Ticket sales 1000 @ $50 average winter $50,000
VSHW Merchandise (net) $10,000
Total cash revenue $372,500
In Kind $50,000
Total revenue $422,500
Expenses***
Speakers winter
series (4 @ $2500) $10,000
Speakers Benefits $25,000
AV and Tech including Internet $40,000
Publicity, Advertising, Promotion $60,000
Air and travel (winter and summer) $40,000
Venues $40,000
Production (Vail Symposium) $125,000
Consultants fees $20,000
Total expenses $360,000
Cash Net $12,500
2. What % of the total event budget is the CSE being asked to fund?
13% in the start up year
3. Describe briefly how you will use the funds that you are requesting from
the CSE.
The $50,000 requested from CSE will be used to hire the event coordinator, secure
speakers and presenters, secure venues and secure additional financial sponsors.
4. Should the CSE decide not to support this event, will it still occur?
Most likely we will continue but will need to modify our initial phase of work and
production expectations.
5. What is the $ amount of sponsorships from alternative sources reflected
in the event budget?
$112,500
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.)
56%
7. If possible, would you intend to host the event in Vail beyond 2012?
If yes, for how many years beyond 2012?
The Vail Symposium is forty years old. We hope to host this event for at least another
forty years.
8. Do you anticipate requesting funding from the CSE next year?
Yes. We expect to request funding for the next five years in 20% per year diminishing
amounts until we are self sufficient in year six.
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?
See above
ADDITIONAL REQUIRED ATTACHMENTS:
1. Explanation of how you will direct prospective attendees to book lodging
within the Town of Vail and a description of how you will track the number
of lodging nights generated.
We will partner with the Vail valley Partnership to promote and manage the hotel
bookings. Each hotel will track the number of nights booked for the Summer Summit.
2. Marketing plan and detailed explanation of potential for sponsorships
and media exposure.
Publicity: The Vail Symposium has already secured media relationships with the Vail
Daily (Vail Valley), 5280 Magazine (largest magazine circulation in Colorado) and Rocky
Mountain Public Broadcasting System (coverage throughout the Front Range and Eagle
and Summit Counties. Each of these partnerships offers the Vail Symposium
tremendous penetration and messaging potential. In addition, we will be placing
advertisements in strategic periodicals and newspapers. There will be a significant
Internet and social media program designed and implemented by our communications
partner Communications Strategy Group in Denver. At this time we are planning to have
publicity in the following media outlets (this is by no means a comprehensive list):
Vail Calendar of Events
5280
Vail Daily
The Daily‐Weekly
Vail Inside/Out
SneakPeak – www.sneakpeakvail.com
www.destinovail.com (Spanish site)
Denver Post
Summit County publications
Medical Tourism Magazine
Experience Life (Lifetime fitness magazine)
NPR
CPR
RMPBS
New York Times
EnCompass – AAA Colorado Magazine
Newsletters
o Bachelor Gulch
o Arrowhead
o Cordillera
o Singletree
o Mountain Club
Promotion: The Living at Your Peak Summit will be featured at all Vail Symposium
events. We will also promote the event through our partner the Colorado Hospital
Association to their membership. We are negotiating individual hospital promotional
events through the CHA.
Advertising: We anticipate and have budgeted for purchasing advertising in national
newspapers and periodicals in communities where we hope to draw participants.
Public Relations: Communication Strategy Group (CSG) will arrange for presentations at
key events and meetings in the Vail Valley, Summit and Pitkin Counties and the Front
Range. We will be issuing press releases on speakers and event progress starting in the
spring of 2012. Our intention is to build a “buzz” around the Living at Your Peak event
and position it as the premier health and wellness event in the United States. Through
our relationship with the Young Presidents Organization, we will offer a customized
program to their membership and rely on their communication tools to disseminate that
information.
Corporate Sponsorship:
While we are continuing to secure corporate sponsorship at every level, the following
have been secured:
5280
Vail Daily
Colorado Hospital Association
Vail Athletic Club
Rocky Mountain PBS
Vail Valley Medical Center
Total Well Being
Carmichael Training Systems
The following companies are being approached:
Colorado Health Foundation
Target
Lifetime Fitness
Prevention Magazine
Giaim
Stoneyfield Yogurt
Livewell Colorado
State of Colorado
Southwest Airlines
Adidas
3. Previous year's event evaluation, including income and expense
statement (if existing event)
N/A
4. Past or projected demographics of event attendees and spending
The Living at Your Peak Summit will attract high net worth individuals,
finely tuned amateur athletes and C level corporate executives because
they are most interested in themselves and their employees living better,
living longer and reaching peak performance.
We know that this group of attendees have disposable income and will engage in the
retail and commercial offerings of Vail.
5. Organization rosters naming:
Board of Directors
Chairman: Jim Ruh
Treasurer: Allison S. Krausen
Jan Biegler
Pam Brandmeyer
Maureen Brooks
Glenn Davis
Carole M. Feistmann
Bob Holmes
Jay Huffard
Andy Kaufman
Rob LeVine
Don Rogers
Mary Rogers
Adam Sutner
Jamie Stone
John Stone