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Home My WebLink AboutVail Special Events Application 2012 PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 9-11 Vail Commission on Special Events 2012 Event Funding Application Name of the Event: Vail Divas Half Marathon & Girls 5K Proposed Date(s): Either September 2-4 or 9-11, 2012 Amount of Cash Funding Requested: $75,000 Producing Entity: 1. President or Executive Director’s Name: Robert Pozo 2. Name and Title of Person Completing the Application: Robert Pozo/President 3. Business Address: 9225 sw 158 Lane, Suite D, Palmetto Bay, FL 33157 4. Contact Info: a. Ph: (O) 305-254-8606, (C) 305-804-3442 b. Email: rpozo@usruns.com 5. Event/ Organizer Website: www.continentalroadracing.com www.runlikeadiva.com 6. Number of Years organization has been in business: 4 7. Mission Statement: Continental Event & Sports Management Group, LLC produces running events for individuals assisting them to both, participate in an amateur competition as well as to assist the population with a healthy lifestyle through running and/or walking. 8. Organization’s tax status: For profit with donations going to local charities or non-profit PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 EVENT DESCRIPTION: 1. Brief description of the event and its activities The Vail Divas Half Marathon & Girls 5K is a celebration of womanhood. This is an event for all women to participate in (Half Marathon) while a smaller 5K is for all those regardless of gender that want to support the empowerment of women. The event weekend begins on Friday with a 2-day Health & Fitness Boutique (Expo) with all needed for participants to run on Sunday. The Boutique will also be used to pick up the participant goody bags and race bibs. In addition there will be dine around specials and deals throughout the Town of Vail encouraging participants and families to partake in activities and lunches, dinner, etc. The event is on Sunday and it includes the two distance races, while the award ceremony and pub crawl are later that afternoon and evening. The event is marketed throughout the US thus many participants fly in from many states making this event an incredible economic impact event to the Town of Vail. 2. Where will the event be located within the Town of Vail: Please refer to the map on the attached race recap. The actual half marathon and 5K events will run throughout the Town of Vail roads and paved trails, the 2 day expo will be held at the Marriott Hotel, the awards ceremony will be held at Checkpoint Charlie’s and the dine-around and pub crawl will be held throughout the Towns of Vail and Lionshead 3. Will any portion be held 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, 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.) Yes, additional services will be required. Police service, fire, parking, traffic control are included. The police was in-kind and this should be in addition to the requested $75,000. Police was required for the event and was used minimally for 4 hours at most in some areas. Fire was in-kind as well and should remain as such and not as part of the requested amount. No extra bus service was rendered and the parking at Ford Park is free during PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 the summer (where parking was needed). Finally, traffic control in the form of cones was supplied (material and labor) by event promoter thus no charges incurred by the Town. 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 event was produced in 2011 and will be on its second year in 2012. Please refer to the map of where it took place in the Town of Vail (attached). The event is the largest running, cycling, and or triathlon event in Vail. 6. People: a. Number of Participants (anticipated): 1700/ partic. & spectators 4000 b. Number of volunteers needed: 300 c. Number of event staff: 20 d. Total number of spectators/attendees anticipated estimate: i. % local: 10% ii. % in state: 65% iii. % Out of state: 25% 7. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated See attached report from last year but estimated for 2012 would be 3000 room nights and a direct economic impact of $1,200,000/ indirect $1,900,000. 8. What return on investment should the Town of Vail expect? $1,200,000 direct and $1,900,000 indirect economic impact. PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 BUDGET 1. Attach Event Budget Budget Income Licensing Revenue 3,000.00 Race Fees Half 68,000.00 Hotel rebates 2,000.00 Town of Vail Grant 75,000.00 Sponsorship 16,000.00 Total Income $ 164,000.00 Expenses Race Advertisment & Promotion Brochure Distribution 10,000.00 Brochures 5,000.00 Expo 10,000.00 Advertising 15,000.00 PR 2,500.00 Photography 500.00 On-lIne ads 10,000.00 Graphics 1,000.00 Website 600.00 Total Race Advertisment & Promotion $ 54,600.00 Race Facilities Hotel/travel 10,000.00 Park/Site Rental 1,250.00 Total Race Facilities $ 11,250.00 Race Logistics Announcer 1,000.00 Banners 3,500.00 Barricades & Road Closures 2,500.00 Course Certification 1,150.00 Entertainment & Sound 4,500.00 Medical support & EMT 500.00 Off-Duty police 5,000.00 Permit fees 0.00 Race Set up 11,000.00 Race Administration 18,350.00 Race supplies 1,500.00 Race Timing 4,000.00 Sanction Fee 770.00 Security 800.00 LRO 5,000.00 Staff Food 3,000.00 Uniforms 500.00 VIP party 1,000.00 PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 Volunteer Groups 2,500.00 Total Race Logistics $ 66,570.00 Race Rentals Communications 500.00 Equipment Rental 1,000.00 Portable Toilets 2,000.00 Tent Rental 4,500.00 Truck Rental 1,500.00 Truck expenses 2,400.00 Local Vehicles 2,500.00 Total Race Rentals $ 14,400.00 Runner Amenities Awards 1,000.00 Ice 500.00 Medals 3,840.00 Race Food 1,500.00 Goody Bags 2,500.00 Race Numbers 500.00 T-shirts 5,500.00 Roses 900.00 Feather boas/crowns 1,848.00 Water 500.00 Total Runner Amenities $ 18,588.00 Total Expenses $ 165,408.00 Net Income -$ 1,408.00 2. What % of the total event budget is the CSE being asked to fund? The CSE is being asked to fund 45% of the total event budget 3. Describe briefly how you will use the funds you are requesting from CSE. The funds being requested will be use to fund the marketing of the event. The marketing of the event is has a national reach that promotes both the event and the Town of Vail as an event destination. Some of the funds will also be used to fund the event production costs, such as barricades, event timing and scoring and such other costs related to the performance of the event. 4. Should the CSE decide not to support this event, will it still occur? The high costs of this event would not allow us to produce the event without CSE support PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $16,000 in the revenue section relate to alternative sponsorship sources 6. What % of the total event budget do you expect the event itself to generate? The event generates enough revenue through entry fees and licensing fees to cover about 45% if the costs related to the event. 7. If possible would you intend to host the event in Vail beyond 2012? If yes, for how many years beyond 2012? The Divas Half Marathon Series does not move around from city to city. Instead, the series looks for unique destinations in diverse geographical regions. The Series is currently hosted in 6 different locations in the US, with each location being a hub for a region of the US. For example, Long Island is the hub for the NE Region, North Myrtle Beach is the hub for the Southern States, Puerto Rico for the Caribbean, San Francisco Bay for the West Coast, Hawaii for the Pacific Rim and Vail for the Mountain Region. In this manner each event does not compete with each other. However, the events need to become independently self sufficient so the key to coming back beyond 2012 is to make sure the event can support itself financially. As long as the Vail event can sustain itself, we would look to host the Divas Half Marathon in Vail annually for many years beyond 2012. 8. Do you anticipate requesting funding from 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? The Divas Half Marathon in Vail will continue to strive to gain market share in participation so that it relies less and less, year after year on public funding. The current market trends for increases in participation from year to year indicate an estimated 10%- 15% in increased fees. On the other hand, sponsorship seems to remain flat in the current market conditions. Based on these trends and our experience in other markets with repeat events we estimate that the following year we would be requesting approximately 40% of the total event budget. PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 ADDITIONAL REQUIRED ATTACHMENTS: 1. Explanation of how you will direct attendees to book lodging within the Town of Vail and a description of how you will track the number of lodging nights generated Participants are instructed to book their hotels on their own. There are surveys conducted by CESM whereby participants state dates and locations where they booked or stayed at. While they are encouraged to stay at the host hotel, participants do not have a “Stay to Play” clause and thus stay wherever they see fit. CESM does use Vail’s Passkey program to book at the host hotel, that is only a small amount of rooms tracked as Passkey only included the Marriott (host hotel). A survey for all participants is on file which, in many cases state where they stayed. 2. Marketing plan and detailed explanation of potential sponsorships and media exposure Continental Event & Sports Management Group, LLC is committed to a very comprehensive marketing plan which consists of local, regional, and national marketing. Regional running and sports magazines are used as well as national publications to promote the event. Also, local and regional races are either attended by teams to promote event or are selected in order to place marketing materials in the participants (of those races) goody bags (at a fee). Furthermore, large national events are attended by our expo team in order to promote the event and destination (15 throughout the year, including Bolder Boulder, Colfax Marathon, and Tinkerbell Half Marathon in Disneyland). On the social front, CESM promotes the event and location through its Facebook page, it’s website and e-newsletters sent to over 60,000 participants throughout the country. Google and Facebook ads along with Active.com ads, banners and advertorials round out the national marketing plan for the event. 3. Previous year’s event evaluation, including income and expense statement Please see Post Event Recap Report and attached income and expense statement 4. Past or projected demographics of event attendees and spending Please see Post Event Recap Report PO Box 56-1154 Miami, FL 33157 www.continentalroadracing.com 305-254-8606 5. Organization rosters naming: • All Officers and respective positions: Robert Pozo - President & CEO, Gaby Pozo - National Race Director & CFO, • Board of Directors and positions – Same as Officers