HomeMy WebLinkAbout2013 DRAFT RFP Combined
TOV/CSE App lication and Guidelines for 2013 Event Funding
August 13, 2012
TO: Special Event Producers
Subject: Funding Requests for Special Events in 2013
The Commission on Special Events is seeking innovative and exciting
proposals for Special Events throughout 2013 that align with our collective
vision of Vail as “T he P remier International Mountain Resort Community!
An application and guidelines are attached . “Special Event Rating Criteria” (Attachment A)
will be used to evaluate all proposals with respect to how they align with the strategic
approach to providing a calendar of events that are well matched to the “Vail” brand and will
exceed the expectations of a very sophisticated and international clientele. Primary
consideration will be given to events that drive incremental overnight visitors .
In response to community input, the CSE will pay particular attention to proposals for an
event over Memorial Day Weekend. The CSE is willing to work with an event producer to
design an event for the three day weekend that could establish 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 and the time frame from the 2 nd w eek in January through the 1 st week
in February .
Producers should submit the required information electronically in PDF format, plus 1 hard
copy (unbound on 8 ½ x 11 size, minimum 30% P CW paper), to the Commission on Special
Events no later than 5:00 p.m. on Monday , October 15, 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 special meeting on Wednesday,
November 14 , 201 2 . Applicants will be notified of their status by December 14, 2012 .
Please address any questions to: Sybill Navas, Coo rdinator, Commission on Special Events
E-mail: s navas @vailgov.com Phone: 970.477.3551 or FAX: 970.479.215
TOV/CSE Gui delines and Application for 2013 Special Event Funding /DRAFT Page 2 of 6
Town of Vail: Commission on Special Events
2012 Event Funding Guidelines
Our Values: In tegrity~Collaboration~Accountability~Respect
The mission of the Vail Commission on Special Events (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 funding review, events must support the CSE’s strategic priorities and meet the
following requirements:
• The event(s) must take place predominately within the Tow n of Vail.
• Applications must be complete, providing all information and attachments requested on the
application form. Incomplete applications will not be reviewed.
• Applicants must request a specific dollar amount and a brief explanation of how the reques ted
funds will be utilized.
• Funding allocations will be dispersed only to the entity whose name appears 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 criteria :
(Attachment A: Special Event Rating Criteria )
• Alignment with the “Vail Brand” and the target market as defined by the Vail Local Marketing
Dist rict (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 destination guests from a ll over
America and around the world
• Opportunity to leverage funding with sponsorships and/or media exposure so as to “stretch” the
impact of the CSE’s contribution, as well as the proposed event’s potential for growth
• Experience and qualifications of the event producer, as well as a demonstrated commitment to
the values which are shared by 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 goal of ensuring a calendar of
ev ents that will stimulate the local business economy throughout the year .
• Contributio n 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 “Spe cial 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 /DRAFT 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 Special Event Permit r equirement s of the Town
of Vail
• Ensure that the event is listed on the online community event calendar
• Meet with representatives of the Vail Local Marketing District :
o To understand and be poised to take advantage of any and all marketing or PR
opportuni ties that the VLMDAC may provide
o To ensure compliance with the “Vail Brand” on any and all promotional materials
associated with the event (P lease be advised that penalties may be assessed against
the funding allocated for incorrect use of either the “Vail Brand” and/or the Town of Vail
logo)
• Agree to the placement of the Town of Vail logo on marketing and promotional materials
associated with the event as appropriate 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 prese nt to the Commi ssion
on Special Events within 60 days of the close of their event a written, post -event follow -up document
which shall include:
• How did the event meet the standard of excellence expected of “The Premier International
Mountain Resort Communi ty?
• An overview outlining the event’s strengths and weaknesses , specifically:
o W hat parts exceeded expectations
o W hat measures could be taken to improve the event
o For existing events, an overview of how the event fared relative to previous years
• A complete explanation of how potential attendees were directed to book lodging, the estimated
number of room nig hts generated, and the mechanism that was used to track these bookings
• A detailed event budget showing actual profit and loss numbers, cash vs. in -kind sponsorships
and an explanation of how the CSE funding was utilized
• Survey results showing the estimated 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
o A detailed overview of the marketing that was implemented to promote the event
o Estimated Ret urn on Investment (ROI) to the Town of Vail
• Potential for growth and the development of sponsorships and media exposure
• 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 env ironmental sustainability?
Please see Attachment C : “Guideline s for Post -event Recaps for All Events Receiving Public
Funding” for a more detailed explanation.
TOV/CSE Gui delines and Application for 2013 Special Event Funding /DRAFT Page 4 of 6
Unless otherwise specified in the contract, CSE funds will be distributed per the following formula:
1/3 of 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 submittal 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 formal vote of approval of the final post -event review presentation
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 mee ting 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 14, 2012 .
PLEASE SUBMIT YOUR APPLICATION ELECTRONICA LLY 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.com
TOV/CSE Gui delines and Application for 2013 Special Event Funding /DRAFT 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 Complet ing the Application
3. Business Address: 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. Missi on Statement
8. Organization's tax 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 the beneficiary.
EVENT DESCRIPTION:
1. Brief description of the event and its activities . If th e event will have a culinary component , please
i nclude f eedback from the Vail ’s restaurant group .
2. Where will the event be located within the Town of Vail? Please list the specific venues that you
plan to utilize and whether or not you have contacted them to confirm availability.
3. Will any portion of the event take place outside of the Town of Vail? If y es, 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 ser vices, 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
• Number 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 estimated # of incremental
room nights and increased spending generated
8. What return on investment should the Town of Vail expec
TOV/CSE Gui delines and Application for 2013 Special Event Funding /DRAFT 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 th at 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 eve nt itself to generate? (i.e. ticket sales,
merchandise, food and alcohol sales, etc.)
7. If possible, would you intend to host the event in Vail beyond 2013? If yes , for how 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 established they will become less reliant
on public funds, please explain how you intend to grow the event and indicate what %, if any,
of the total event budget you anticipate requesting next year?
ADDITIONAL REQUIRED ATTACHMENTS:
1. References and/or referrals from other communities are required if you have not have a history of
producing events in Vail before.
2. 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
3. Marketing plan and detailed explanation of potential for sponsorships and media exposure
4. Previous year's event evaluation, including income and expens e statement (if existing event)
5. Past or projected demographics of event attendees and spending
6. Organization rosters naming:
All officers and respective positions
Bo ard 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.
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:
Vai l Commission on Special Events, C/O Sybill Navas, Coordinator
Town of Vail, 75 S. Frontage Rd., Vail, CO 81657
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 14 , 2012 . Applicants will be notified of their status by December
1 4, 2012 .
ATTACHMENT A: Criteria for allocation of special event funds Revised July 19, 2012
SPECIAL EVENT RATING CRITERIA
Each CSE member will evaluate every event applying for
funding according to the parameters described below , for a
maximum total score of 100.
CRITERIA: VALUE:
Does the event have the potential to:
Drive destinatio n visitation and increase room nights 0 -20
Benefit local restaurants 0 -10
Stimulate Retail Sales 0 -10
Contribute to Vail’s sense of community 0 -10
Promote Visitor Intent to Return 0 -10
“Vail Brand” Compatibility: How well does it align with the VLMD’s
Marketing Strategy and meet the standards of the “Vail Brand?” 0-10
Leveraging Value and Growth Potential: How great is the potential to
attract sponsorships and media exposure, thereby increasing the imp act of
the CSE funds? Does the event have opportunity to grow?
Will it occur annually?
0-10
Timing: How well does it contribute to a balanced annual calendar of
events? Does it occur at a “need” time? 0-10
Producer Qualifications: Do they have the ability to produce an event
compatible with the ima ge of Vail as a “world class” resort? 0-10
TOTAL SCORE: 100 MAX
“Attachment B ”
2013 Request for Proposal
Special Event Producers
Vail Brand Background
- Vail’s brand recognition primarily as a ski and snowboard destination in the
winter
- Evolution of the summer business
- Evolution of the year round brand
- Reference to high net promoter score, guest service aspect
- Vitality both on -mountain and in-town
Vail Brand Position – Winter
For passionate and dedicated skiers, Vail Mountain is the preferred ski resort for whom
skiing represents an elemental expression of personal achievement and personal
challenge, whether it’s the singularity of man against nature, or the Esprit d’ Corps of
belonging to an elite club.
Because of mother nature’s generosity in snow and terrain, coupled with the vision
inherent in the spirit of Vail’s founders, and the modern day commitment to excellence in
all aspects of operation, Vail can credibly lay claim to being an experience like nothing
on earth.
Vail Brand Position – Summer
For passionate mountain travelers and outdoor adventurers, Va il in summer is the
preferred destination for those whom the mountains represent an elemental expression of
physical, emotional and cultural vitality.
Because of mother nature’s generosity, coupled with the unique passion inherent in the
spirit of Vail’s founders, and the modern day community commitment to excellence in all
aspects, Vail can credibly lay claim to being an experience like nothing on earth.
Tagline: Vail L ike nothing on earth.
Special Event – Producer Requirements
The Co mmission on Speci al Events and the Vail Local Marketing District Advisory
Council are searching for special event agencies to execute events in Vail that support
both the winter and summer positions of the brand.
TOV/CSE Guidelines for Event Recaps Page 1 of 2
2013 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. T his presentation should be accompanied by a written, post -
event follow -up document which shall include:
1. How did the event meet the standard of excellence expected of “The Premier International
Mountain Resort Community?
2. An overview outlining the event’s strengths and weaknesses, specifically:
a. What parts exceeded expectations
b. What measures could be taken to improve the event
c. For existing events, an overview of how the event fared relative to previous years
3. An event budget showing actual profit and loss numbers and how the funding was utilized.
Please separate the in -kind support from cash revenues.
4. *Estimated results including the following information, per the CSE Criteria as described in
the RFP:
a. Attendance numbers and demographic profile :
i. Estimated attendance. If your event is non -ticketed, please describe what
method you used to estimate the numbers of attendees.
ii. Wh at percentage of people came to Vail s pecifically for your event? What
percentage of people has attend ed the event in previous years?
iii. Where did attendees come from: local, regional, out of state, international ?
iv. Average age and income bracket of attendees .
b. Estimated spending by event attendees:
i. Lodging : Please include a n explanation as to how participants and/or
attendees were directed to book lodging.
1. What percent of attendees stayed in the Town of Vail?
2. Average amount spent on lodging per day?
3. Estimated number of room nights booked in association with your
event .
ii. Dining
iii. Shopping
iv. Other Activities
c. Visitor Intent to Return and Satisfaction Ratings: Would you come back? Was if fun?
d. 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 rev en ue generated by the event accrued to the Town of Vail? (Town of Vail
sales tax is 4%).
TOV/CSE Guidelines for Event Recaps Page 2 of 2
*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.
5. A detailed overview of the marketing that was implemented to promote the event.
6. Potential for growth and the development of sponsorships and media exposure .
7. Did the event impact Vail’s “Sense of Community”?
8. In light of the Vail Town Council’s commitment to a sustainable environment, plea se
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 Thursday prior to your presentation.