HomeMy WebLinkAbout2013 RFP_DRAFT
TOV/CSE App lication and Guidelines for 2013 Event Funding
August 13, 2012
TO: Special Event Producers
Subject: Funding Req uests for Special Events in 2013
Attached are an application and guidelines for producers of Special Events who are
seeking funding from the Vail Commission on Special Events (CSE) f or events in 201 3 .
In response to community input, the CSE will pay particular attention to proposals for an
event over Memorial Day W eekend . The CSE is willing to work with an event producer to
design an event for the three day weekend that could establi sh itself in the long term as the
recognized kick -off to the summer season . Both indoor and outdoor festivities are
encouraged.
Additional need times that may receive priority consideration include:
Thanksgiving Weekend
Mid -winter (January through March 11) Weekends
Please see the attached “Special Event Rating Grid” for criter ia that will be used to evaluate
all proposals. Primary consideration will be given to events that drive incremental overnight
visitors. Add language to address how each event will be evaluated with respect to the CSE’s
strategic approach and brand compatability?
Producers should submit the required information electronically in PDF format , plus 1
hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper), to the Commissio n on
Special Events no later than 5:00 p.m. on Monday , October 1 5, 2012 . Qualifying applications
will be reviewed by the CSE at their regular monthly meeting on Wednesday, November 7,
2012 . Final funding allocations will be determined by the CSE at a spec ial meeting on
Wednesday, November 14 , 201 2 . Applicants will be notified of their status by December 1 4,
2012 .
Please address any questions to: Sybill Navas, Coo rdinator, Commission on Special Events
E -mail: specialevents@vailgov.com Phone: 970.477.3551 or FAX: 970.479.2157
TOV/CSE Gui delines and Application for 2013 Special Event Funding /D RAFT Page 2 of 6
Town of Vail: Commission on Special Events
2012 Event Funding Guidelines
Our Values: Integrity~Collaboration~Accountability~Respect
The mission of the Vail Commission on Special E vents (CSE) is to support and
assess a diverse collection of special events, both large and small, which
promote Vail’s economic vitality, sense of community, and increase the quality year -round of the
experience for guests and residents.
To qualify for f unding review, events must support the CSE’s strategic priorities and meet the
following requirements:
The event(s) must take place predominately within the Town of Vail.
Applications must be complete, providing all information and attachments requested o n the
application form. Incomplete applications will not be reviewed.
Applicants must request a specific dollar amount and a brief explanation of how the requested
funds will be utilized.
Funding allocations will be made directly to the entity whose name a ppears on the application.
All Town of Vail permits and documentation required for the production of the event must be
filed under the name of the event producer as it appears on the funding application.
The CSE will measure events using the following cr iteria :
(Attachment A: Special Event Rating Grid)
Alignment with the “Vail Brand” and the target market as defined by the Vail Local Marketing
District (Please see “Att achment B ” for a description of how this is defined.)
Potential for positive economic impact to the lodging, restaurant and retail sectors of the
community , with the highest priority given to events that drive des tination guests
Opportunity to leverage funding with sponsorships and/or media exposure so as to “stretch”
the impact of the CS E’s contribution
Experience and qualifications of the event producer, as well as a demonstrated commitment to
share the values of the CSE and the Town of Va il Event Review Committee (ERC)
The event is proposed for a time of year that supports the CSE’s goa l of ensuring a calendar of
events that will stimulate the local business economy throughout the year . In response to
community input, the CSE will pay particular attention to proposals for an event that would
provide a festive kick -off to summer over Memo rial Day weekend.
Contribution to Vail’s “Sense of Community”
For Existing Events:
o How well the event has demonstrated success, per the CSE’s measurement criteria
o History of compliance with Town of Vail regulations and special event permit
requirements
For more detailed information regarding the criteria used by the CSE to evaluate the potential of
event proposals, please review the “Vail Commission on Special Events Strategic Plan,” which can be
accessed on -line at www.vailgov.com , click “Special Events.” The plan can be found on the
Commission on Special Events web page.
TOV/CSE Gui delines and Application for 2013 Special Event Funding /D RAFT Page 3 of 6
In consideration of the receipt of funds from the CSE, the Event Promoter shall agree to:
• Comply in a complete and timely manner with all Speci al Event Permit r equirements of the Town
of Vail
• Insure that the event is listed on the online community event calendar
• Meet with representatives of the Vail Local Marketing District :
o To ensure co mpliance with the “Vail Brand” on any and all promotional materials
associated with the event
o To understand and be poised to take advantage of any and all marketing or PR
opportunities that the VLMDAC may provide
• Agree to the placement of the Town of Vail logo on marketing and promotional materials
associated wi th the event as appropria te to the level of sponsorship
• Provide the CSE with copies of any film or photographs from the event for the purpos e of
promoting the Town of Vail
Accountability: All event producers receiving funding will be expected to present t o the Commi ssion
on Special Events within 6 0 days of the close of their event a written, post -event follow -up document
which must include:
A detailed event budget showing actual profit and loss numbers , cash vs. in -kind sponsorships
and an explanation o f how the CSE funding was utilized
A complete explanation of how potential attendees were directed to book lodging, the
estimated number of room nights generated, and the mechanism that w as used to track these
bookings
Survey results showing the estimate d effect on the following, per the CSE Criteria:
o Attendance numbers and demographic profile
o Estimated benefits to the local economy
o Visitor Intent to Return
A detailed overview of the marketing that was implemented to promote the event
Estimated Return on Investment (ROI) to the Town of Vail
An overview outlining the event’s strengths and weaknesses: specifically, what went well and
what measures could be taken to improve the event
Potential for growth and the development of sponsorships and media exposur e
How did the event impact Vail’s Sense of Community?
“Green Events:” What initiatives were taken to insure compliance with the Town of Vail’s
commitment to environmental sustainability?
For existing events, an overview of how the event f ared relative to previous years
Please see Attachment C : “Guideline s for Post -event Recaps for All E vents Receiving Public
Funding” for a more detailed explanation.
Unless otherwise specified in the contract, CSE funds will be distributed per the following formula:
1/3 o f the amount upon the signing of a contract stipulating the terms of the CSE’s funding
allocation
1/3 of the amount upon receipt of an invoice from the event producer , accompanied by
verification of the placement of advertising for the event and the submi ttal of a complete Special
Event Permit Application (if applicable), which is due a minimum of 45 days prior to the start of
the event
1/3 of the amount upon receipt of an invoice from the event producer following the completion of
the event and the CSE’s approval of the final post -event review presentation
TOV/CSE Gui delines and Application for 2013 Special Event Funding /D RAFT Page 4 of 6
Applications must be r eceived no later than 5:00 p.m. on Monday, Oc tober 15, 2012 . Qualifying
applications will be reviewed by the CSE at their regular November meeting on Wednesday,
November 7, 2012 . Final funding allocations will be determined by the CSE at a special meeting on
Wednesday, November 14, 2012 . Applicants will be notified of their status by December 1 4, 2012 .
PLEASE SUBMIT YOUR APPLICATION ELECTRONICALLY IN PDF FORMAT , PLUS 1 HARD
COPY OF THE COMPLETED APPLICATION (unbound on 8 ½ x 11, minimum 30% PCW, paper)
INCLUDING THE 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.c om
TOV/CSE Gui delines and Application for 2013 Special Event Funding /D RAFT Page 5 of 6
VAIL COMMISSION ON SPECIAL EVENTS
2013 EVENT FUNDING APPLICATION
NAME OF EVENT
PROPOSED DATE(S)
AMOUNT OF CASH FUNDING REQUESTED
PRODUCING ENTITY :
1. President or Executive Director’s Name
2. Name and Title of Person Completing the Application
3. Business Ad dress: Please include the physical address as well as the mailing address.
4. Contact Info:
• Telephone: Main/Cell/Fax
• E -Mail Address
5. Event and/or Organization WEBSITE
6. Number of years your organization has been in business
7. Mission Statement
8. Organization's ta x status: For Profit or Non -Profit*/Not -for -Profit*
• 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? If yes, please name th e beneficiary.
EVENT DESCRIPTION:
1. Brief description of the event and its activities
2. Where will the event be located within the Town of Vail? Please list specific venues that you will
plan to utilize and whether or not you have contacted them to confirm av ailability.
3. Will any portion of the event take place outside of the Town of Vail? If yes, please explain.
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.)
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.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated
• Nu mber of volunteers needed
• Number of event staff
• Total Number of spectators/attendees anticipated and estimate:
o % Local
o % In -state (non -local)
o % Out of State
7. Brief description of potential benefits to the Town of Vail, including an estimate d # of incremental
room nights a nd increased spending generated
8. What return on investment should the Town of Vail expect?
TOV/CSE Gui delines and Application for 2013 Special Event Funding /D RAFT Page 6 of 6
BUDGET:
1. Please attach a complete and detailed event budget, including anticipated revenues and
expenses.
2. What % of the total event budget is the CSE being asked to fund?
3. Describe briefly how you will use the funds that you are requesting from the CSE.
4. Should the CSE decide not to support this event, will it still occur?
5. What is the $ amount of sponsorships from alternative sources reflected in the event budget?
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.)
7. If possible, would you intend to ho st the event in Vail beyond 2013 ? If yes , for h ow many years
beyond 2013 ?
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 establis hed they will become less reliant
on public funds, what %, if any, of the total event budget do you anticipate requesting next
year?
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 num ber of lodging nights generated
2. Marketing plan and detailed explanation of potential for sponsorships and media exposure
3. Previous year's event evaluation, including income and expens e statement (if ex isting event)
4. Past or projected demographics of event attendees and spending
5. Organization rosters naming:
All officers and respective positions
Board of Directors and positions
The CSE appreciates the inclusion, in electronic format please, of any ad ditional support materials such
as DVD’s, programs, news articles and other printed materials.
Applications must be received no later than 5:00 p.m. on Monday, October 15, 2012 . 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 81 657
specialevents@vailgov.com
Qualifying applications will be reviewed by the CSE at their regular November meeting on
Wednesday, November 7, 2012 . Final funding allocations will be determined by the CSE at a special
meeting on Wednesday, November 1 4 , 2012 . Applicants will be notified of their status by December
1 4, 2012 .
For additional information contact CSE C oordinator, Sybill Navas at 970.477.3551 ,
or by e -mail at specialevents@vailgov.com