HomeMy WebLinkAbout2012 DRAFT CSE Event Re-cap Template Rvsd 110725
2012 Request Proposals: Attachment C
Guidelines for Post-event Recaps for
All Events Receiving Public Funding:
A post-event recap is required from all events receiving Town of
Vail funding or in-kind sponsorship. Please schedule a presentation to the Commission on Special Events within 60 days of the close of your event. This presentation should be accompanied
by a written, post-event follow-up document which shall include:
An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be
taken to improve the event.
An event budget showing actual profit and loss numbers and how the funding was utilized. Please separate the in-kind support from cash revenues.
*Estimated
results including the following information, per the CSE Criteria as described in the RFP:
Attendance numbers and demographic profile:
Estimated attendance. If your event is non-ticketed,
please describe what method you used to estimate the numbers of attendees.
What percentage of people came to Vail specifically for your event? What percentage of people has attended
the event in previous years?
Where did attendees come from: local, regional, out of state, international?
Average age and income bracket of attendees.
Estimated spending by event attendees:
Lodging:
Please include an explanation as to how participants and/or attendees were directed to book lodging.
What percent of attendees stayed in the Town of Vail?
Average amount spent on lodging
per day?
Estimated number of room nights booked in association with your event.
Dining
Shopping
Other Activities
Visitor Intent to Return and Satisfaction Ratings: Would you come back?
Was if fun?
Estimated Return on Investment (ROI) to the Town of Vail: Specifically, how much additional spending within the Town of Vail was generated by the event? What is the ratio
of increased revenue to the amount of funding received? How much additional sales tax revenue generated by the event accrued to the Town of Vail? (Town of Vail sales tax is 4%).
*If
you received an allocation of $10,000 or more, independent survey data corroborating your results is required. A sample survey template is attached for your reference, and may be adapted
to be specific to your event.
A detailed overview of the marketing that was implemented to promote the event.
Potential for growth and the development of sponsorships and media exposure.
Did
the event impact Vail’s “Sense of Community”?
In light of the Vail Town Council’s commitment to a sustainable environment, please describe any and all measures that were taken to produce
the event in as “green” and environmentally friendly manner as possible.
Please submit your event re-cap electronically to the Special Events Coordinator at specialevents@vailgov.com
not later than noon on the Wednesday prior to your presentation.