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HomeMy WebLinkAbout8. 2012 US Ski Team Event Agreement2012 CSE Receipt of Funds Agreement Page 1 of 5 Event Promoter Initial: ____________ Jeff Brausch Highline Sports and Entertainment: Gourmet on Gore 12 Vail Road, Suite 500 Vail, CO 81657 jeff@gohighline.com July 12, 2012 Dear Jeff, The purpose of this letter is to memorialize the agreement by the Town of Vail Commission on Special Events (“CSE”) to provide funding in the amount of ten thousand dollars ($10,000.00) to Highline Sports and Entertainment (“Event Promoter”) for the purpose of putting on the USA Ski Team/Ski Season Kick-off (event) on November 15, 2012 as proposed by the Event Promoter in the application submitted to the CSE and reviewed at their meeting on June 6, 2012, then approved by the CSE as submitted and hereby referred to as Exhibit “A” and incorporated by reference. Your signature to this agreement below shall constitute acceptance by the Event Promoter of the terms of this agreement and all conditions of approval imposed by the CSE upon its approval of this event. These funds will be released as follows: • 1/3 of the amount, or $3,334.00, upon the signing of this letter of agreement. • 1/3 of the amount, or $3,333.00, upon submittal of an invoice accompanied by verification of the placement of the first advertising and the submittal of a complete 2012 CSE Receipt of Funds Agreement Page 2 of 5 Event Promoter Initial: ____________ Town of Vail Special Event Permit Application, if required, to the Special Events Coordinator. • 1/3 of the amount, or $3,333.00, following the presentation of a complete final event recap and approval by a majority vote of the CSE affirming that all of the requested information has been provided. Please schedule your recap with the Special Events Coordinator within 60 days of the close of your event and utilize the attached guidelines as a template for your report. The document shall be submitted to the CSE electronically a minimum of 5 days prior to the date scheduled for the presentation and must include all of the information requested. Final payment shall not be released by the CSE until the Event Promoter has produced sufficient evidence that the CSE may determine that the Event Promoter has fully complied with all conditions of this agreement and any applicable Special Event Permits required by the Town of Vail. The Event Promoter agrees to consult with representatives of the Vail Local Marketing District Advisory Council (VLMDAC) with respect to the appropriate use of the Town of Vail logo and the “Vail Brand,” and agrees 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. Proofs of all materials for publication require approval from the Town of Vail and the Vail Local Marketing District before to going to print and should be submitted to the approval committee a minimum of two weeks prior. The Event Promoter agrees to ensure that all lodging inquiries resulting from the event marketing efforts will be directed to properties within the Town of Vail whenever reasonably possible. Additionally, the Event Promoter agrees to complete all Special Event Permit applications that may be required for this event by the Town of Vail in a timely manner, and to comply with all regulations pertaining to the production of Special Events within the Town of Vail. All Special Event Permits required by the Town of Vail for the production of this event 2012 CSE Receipt of Funds Agreement Page 3 of 5 Event Promoter Initial: ____________ shall be submitted under the name of the event promoter to whom the monies described herein have been granted. Upon request, the Event Promoter will provide the CSE with copies of any film or photographs taken at the event for the purpose of promoting the Town of Vail. Town of Vail understands that from time to time, Event Promoter may hire third party photographers to cover the Event and said photographers may deny the Town Of Vail use and or require the Town of Vail to receive a formal approval from the photographer and or in some instances require payment for the use of photography. Within 60 days of the close of the event, the Event Promoter will schedule a presentation to the Commission on Special Events, accompanied by a written, post-event follow-up document which shall include: 1. An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event. 2. An event budget showing actual profit and loss numbers and how the CSE funding was utilized. 3. A detailed overview of the marketing that was implemented to promote the event. 4. An explanation as to how participants and/or attendees were directed to book lodging. 5. Survey results showing the estimated effect on the following, per the CSE Criteria as described in the RFP: a. Attendance numbers and demographic profile b. Economic impacts to the retail, restaurant and lodging sectors of the community, particularly an estimate of room nights generated. c. Visitor Intent to Return: Would you come back? Was if fun? d. Estimated Return on Investment (ROI) to the Town of Vail 6. Potential for growth and the development of sponsorships and media exposure 7. Did the event impact Vail’s “Sense of Community”? 8. Lastly, 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. 2012 CSE Receipt of Funds Agreement Page 4 of 5 Event Promoter Initial: ____________ Please utilize the attached guidelines as a template for your report. The document shall be submitted electronically a minimum of 5 days prior to the date scheduled for the presentation to the CSE and must include all of the information requested. In addition, the Event Promoter hereby agrees to indemnify, defend and hold harmless the Town of Vail, the CSE and their respective agents, officers, insurers, directors, employees and self-insurance pool from any and all liability, claims, liens, demands, actions and causes of action whatsoever arising out of or related to any loss, cost, damage or injury of any person or damage to property of any kind arising out of any misconduct, or any alleged negligent acts, errors or omissions of the Event Promoter, its subcontractors or any person directly or indirectly employed by it while engaged in any activity associated with putting on the Special Event more fully described in Exhibit “A” and as approved by the CSE, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any way related to any of the activities that are a part of this event, whether or not caused by act, omission, negligence or other fault of the Event Promoter or by the act, omission, negligence, or other fault of the Town, or the CSE and their officers, their employees, or by any other cause. The Town of Vail shall be listed as additional insured on any insurance policies associated with the production of the event, and the Event Promoter’s insurance will be primary. The jurisdiction and venue of any suit or cause of action to enforce the terms of this agreement shall lie in Eagle County, Colorado. Finally, by the terms of this agreement the Event Promoter shall be considered an independent contractor, and nothing contained in this agreement shall constitute or designate the Event Promoter or any of its employees as employees of the Town of Vail or the CSE. As an independent contractor, the Event Promoter, its subcontractors or any person directly or indirectly employed by it are not entitled to worker’s compensation benefits or any benefit contemplated by an employer/employee relationship. If you are in agreement with the above terms, please indicate by signing below. 2012 CSE Receipt of Funds Agreement Page 5 of 5 Event Promoter Initial: ____________ Very truly yours, Sybill R. Navas Coordinator, Commission on Special Events AGREE: ______________________________84-1331831_______________________ Event Promoter FEIN# Date TOV LOGO LINK This is the URL, user name and password for vendors http://vail.sharefile.com un: logo@vailgov.com pw: tovlogo 2012 Request Proposals: Attachment B 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: 1. An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event. 2. An event budget showing actual profit and loss numbers and how the funding was utilized. Please separate the in-kind support from cash revenues. 3. *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. What percentage of people came to Vail specifically for your event? What percentage of people has attended 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 an 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 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. 4. A detailed overview of the marketing that was implemented to promote the event. 5. Potential for growth and the development of sponsorships and media exposure. 6. Did the event impact Vail’s “Sense of Community”? 7. 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. VAIL Summer Brand Guidelines Overview The Vail Local Marketing District Advisory Council (VLMDAC) welcomes and encourages the inclusion of the Vail Brand and logo in our events and partners’ marketing efforts. However, in order to maintain the Vail Brand integrity, the following Brand Guidelines must be adhered to when representing the Vail brand in any marketing materials. Creative Review Process The VLMDAC asks that all events and partners representing the Vail brand in their marketing materials allow a minimum of 2 weeks time for the appropriate VLMDAC/Vail Marketing representatives to review and approve the materials prior to release. All proofs should be sent to Meggen Kirkham at meggen@sitemarketingco.com. The Vail Like Nothing on Earth Logo Logo usage must adhere to the accompanying Logo ID Standards document. The preferred logo version is titled “Primary logo”. Included are a variety of formats of the “Primary logo”. If alternative logo formats are desired, please contact Meggen Kirkham at meggen@sitemarketingco.com. Primary Logo : Important “RULES” on Logo usage:  The primary logo version does not contain the “bug” e.g. the stylized V  VAIL is in all capital letters  The entire phrase is “trademarked” with “tm” appearing at the end  Minimum size for web/online usage is 170 pixels  Minimum size for print usage is 1.75”  In layouts, the logo should ideally appear in the lower right corner  The guidelines for acceptable color usage and formulas for PMS, RGB, CMYK reproduction of the approved colors can be found the Logo ID Standards document (pg. 13).  VAIL Like Nothing on Earth should always be on one line, not broken or stacked  The approved typography for the logo is Helvetica Neue Roman or Alternative type face Arial Regular  The document does not grant permission or license the Vail logo for commercial use. It is promotional only. For licensing information/usage, please contact Katie Richardson at krichardson@vailresorts.com *Please note: “logo usage” explained in this document applies only to the Vail logo and does not include contractual agreements made with the Town of Vail for use of their logo for TOV funded events. Photo Usage  The VLMD and Jack Affleck have provided a select number of approved images for use in our partner/event marketing efforts for 1 year (2012).  Please contact meggen@sitemarketingco.com for information as to how to access these images. These images may only be used when representing Vail Summer  Photo credit to the VLMD- and Jack Affleck must accompany usage: “Photo courtesy of Jack Affleck and VLMD”  If additional images are desired, please contact Jack Affleck at jaffleck@vailresorts.com to negotiate usage fees and rights on desired images. Brand Guidelines – 10 Rules of the Brand 1. Vail Like Nothing on Earth – We must communicate this (or try to) in every single thing we do, otherwise we are selling the same as any other mountain. Vail is not a Rocky Mountain resort, it is Vail. We are not a commodity; our brand name is world famous. 2. An Experience, Not a Place – Physical, emotional, cultural. Whatever our guests’ personal passions, our brand represents a blank canvas. They should go home talking about their experience, not just where. 3. World Class, Period – The Vail name is known from here to Austria and Argentina. It carries a reputation earned through great guest service. We must try to live up to it at every touch-point. 4. Value, Never Cost (Never “On Sale”) – The Vail experience adds value to life. The price of the experience is beside the point and should only ever serve as a reason to purchase. Never as a reason to believe. 5. Blue Sky – The sky is blue. The Vail brand livery should reflect the purity of the experience. 6. Speak Softly – Tone of the voice is cumulative, we know this from our own lifelong friends. Don’t persuade or sell, be as honest as you can be all the time. Walk softly – we’re Vail and we carry a big stick. 7. Our Brand Matrix – Guests gravitate to three centers or mountain life – Outdoor Recreation, Cultural, and Well-Being. We need to build on this in a focused way, it is differentiating and meaningful. 8. A spectacular community – People with extraordinary life experiences have chosen Vail as their home, or come to express themselves. It is a unique and uniquely passionate community. This is the reason Vail is an experience like nothing on Earth. 9. The Real Thing – Nothing is more authentic than the voice of a community “ambassador” – a member of the unique community. Let the ambassadors be the brand whenever possible. They are its true voice. 10. It is a relationship – We are in it for the long term. Underpromise, and overdelivery. For examples of approved copy and creative execution samples (Print, online, TV), please contact Meggen Kirkham at meggen@sitemarketingc.com Corporate Guidelines FINAL 04.30.09 Corporate Guidelines FINAL 04.30.09 Table of Contents 1.0 Our Summer Brand Elements 1.1 Primary Signature and Minimum Size 1.2 Reverse Signature 1.3 Secondary Signature and Minimum Size 1.4 Alternate Signature and Minimum Size 1.5 Stand-Alone Symbol and Minimum Size 1.6 Legal Copy Guidelines 1.7 Signature Overview 1.8 File Naming 1.9 Clear Space 1.10 Summer Color Palette 1.11 Signature Misuse 1.12 Symbol Misuse 1.13 Typography 2.0 Our Summer Communications 2.1 Summer Boilerplate 2.2 Signature Images 2.3 PowerPoint® Corporate Guidelines FINAL 04.30.09 Our Summer Brand Elements Summer 1.0 Corporate Guidelines FINAL 04.30.09 Corporate Guidelines FINAL 04.30.09 Primary Signature and Minimum Size logotype and tagline: minimum size: Logotype Tagline Summer 1.1 Print Minimum Size: 1.75"Web Minimum Size: 170 pixels Corporate Guidelines FINAL 04.30.09 Reverse Signature logotype and tagline: Summer 1.2 Logotype Tagline Corporate Guidelines FINAL 04.30.09 Corporate Guidelines FINAL 04.30.09 Summer 1.3Secondary Signature and Minimum Size symbol, logotype and tagline: minimum size: LogotypeSymbol Tagline Print Minimum Size: 1.875"Web Minimum Size: 185 pixels Corporate Guidelines FINAL 04.30.09 symbol and logotype: minimum size: Print Minimum Size: .5"Web Minimum Size: 50 pixels LogotypeSymbol Summer 1.4Alternate Signature and Minimum Size Corporate Guidelines FINAL 04.30.09 symbol: minimum size: Symbol Print Minimum Size: .25"Web Minimum Size: 20 pixels Summer 1.5Stand-alone Symbol and Minimum Size Corporate Guidelines FINAL 04.30.09 primary signature: secondary signature: “Copyright 2009 Vail Associates, Inc. “Vail” is a registered trademark of Vail Trademarks, Inc.” “Copyright 2009 Vail Associates, Inc. “Vail” and the Vail logo are registered trademark of Vail Trademarks, Inc.” The above legal copy must be included if using “VAIL Like nothing on earth”. The above legal copy must be included if using “(Symbol) VAIL Like nothing on earth”. Summer 1.6Legal Copy Corporate Guidelines FINAL 04.30.09 cmyK: rgb: pantone: grayscale: CMYK Signatures should be selected when printing four- color-process. Pantone Signatures should be selected when spot colors can be utilized in the reproduction process. RGB Signatures should be selected for all web and electronic applications. Grayscale Signatures should be used reproduction methods, such as desktop printing and faxing where color and sharpness are limited. CMYK Primary Signature RGB Primary Signature Grayscale Primary Signature Pantone 1-Color Primary Signature CMYK Secondary Signature RGB Secondary Signature Grayscale Secondary Signature Pantone 1-Color Secondary Signature CMYK Alternate Signature RGB Alternate Signature Grayscale Alternate Signature Pantone 1-Color Alternate Signature Summer 1.7Signature Overview Corporate Guidelines FINAL 04.30.09 example: Vail_S_PrSig_3.5-1.75_RVcmyk.eps Size Range (inches)Primary SignatureSeason Color FormulaReversed File Format A naming system assists in the easy retrieval of Signature files. Variations in file type, size and color are accounted for through the abbreviations on the right. 21 Season Designation S = Summer Season W = Winter Season 1 Signature Preference PrSig = Primary Signature AltSig = Alternate Signature SecSig = Secondary Signature StackSig = Stacked Signature Symb = Symbol Only 2 Color Formula cmyk = four-color process build rgb = three-color build for electronic applications pms = 1 color build using Pantone® Coated Ink pmsU = 1 color build using Pantone® Uncoated Ink gr = grayscale 5 File Extension eps = Encapsulated Postscript file (high-resolution printing applications) tif = Tagged-Image File format (high-resolution printing applications if EPS is not an option) gif = Graphics Interchange Format (PowerPoint® or Web applications) 6 Size Range (width in inches) Actual files created in largest dimensions to be scaled down if necessary. Signature using Pantone® uncoated ink are created to size for stationary applications. 3 Reversed RV = Reversed type4 3 4 5 6 Summer 1.8File Naming Corporate Guidelines FINAL 04.30.09 example: X X X X XX X X X X X X 2X 2X X 2X Primary Signature Alternate Signature Secondary Signature Stand-alone Symbol Summer 1.9Clear Space Corporate Guidelines FINAL 04.30.09 color palette: Vail White R255 G255 B255 C0 M0 Y0 K0 Vail medium blue 60% PMS 2925 R102 G193 B233 C50 M13 Y0 K0 Vail light blue 38% PMS 2925 R158 G216 B241 C39 M5 Y0 K0 Vail dark blue PMS 2925 R0 G152 B219 C84 M21 Y0 K0 Vail black PMS Black R0 G0 B0 C30 M30 Y30 K100 Do not use gradients. In Summer, the only acceptable colors for the Vail Signature, Tagline and Symbol are Vail Light Blue, Medium Blue, Dark Blue, Black and White. Below are guideline formulas for PMS®, RGB and CMYK reproduction of Vail Light Blue, Medium Blue, Dark Blue, Black and White. Never alter the specified color. note: The colors shown throughout these guidelines may not match Pantone® Color Standards. For accurate color match refer to the current edition of the Pantone® Color Formula Guide. Summer 1.10Summer Color Palette Corporate Guidelines FINAL 04.30.09 primary signature examples: alternate signature examples: Do not change the color of the Logotype or Tagline Do not outline the Signature. Do not typeset the Tagline.Do not pull apart the Logotype from the Tagline. Do not change the size relationship of the Logotype and Symbol. Do not reconfigure the Primary Signature. VAIL Like nothing on earth. VAIL Like nothing on earth.Like nothing on earth. VAIL VAIL Like nothing on earth. VAIL Like nothing on earth. VAIL Do not change the color of the Symbol or Logotype.Do not outline the Secondary Signature. Do not typeset the Logotype.Do not pull apart the Logotype from the Symbol. Do not change the size relationship of the Symbol and Logotype. Do not reconfigure the Secondary Signature. VAIL VAIL VAIL Summer 1.11Signature Misuse Corporate Guidelines FINAL 04.30.09 symbol misuse examples: Do not change the color of the Symbol. Do not outline the Symbol. Do not reconfigure the Symbol.Do not change the orientation of the Symbol. Summer 1.12Symbol Misuse Corporate Guidelines FINAL 04.30.09 Abcd 123456789 Abcd 123456789 Helvetica Neue Roman Arial Regular Helvetica Neue Bold Arial Bold primary typeface: abcd 123456789 Abcd 123456789 alternate typeface: Summer 1.13Typography Corporate Guidelines FINAL 04.30.09 Our Summer Communications Summer 2.0 Corporate Guidelines FINAL 04.30.09 Corporate Guidelines FINAL 04.30.09 100 Words: 50 Words: 25 Words: The sky, an ocean of blue. The days, a dry 75 degrees. The wildflowers waist-high, the streams running with trout. Vail’s summit is two miles high, which is how you’ll feel. Whether you step out from a well-known hotel, a boutique lodge or a private condo, whether you hike or bike, raft or kayak, golf or shop, go to kids camp or the spa, the mountain will fill you with life. And then there’s open air ballet, the symphony, renowned chefs and fine wines, celebration events, and at the end of the day, a welcome pillow in an alpine village. Vail – Like Nothing on Earth. An ocean of blue sky and a dry 75 degrees. An alpine village and a mountain that fills you with life. Hike or bike, raft or kayak, golf or shop, kids camp or the spa? Then ballet, the symphony, great chefs, celebration events and finally, the sleep of the contented. Vail – Like Nothing on Earth. An ocean of blue sky and great mountain living, from wilderness to ballet. Wherever the compass takes you, you come home to an alpine village. Vail – Like Nothing on Earth. Summer 2.1Summer Boilerplate Corporate Guidelines FINAL 04.30.09 images aVailable for use: Vail_SummerImage_3Vail_SummerImage_2Vail_SummerImage_1 Summer 2.2Signature Images Corporate Guidelines FINAL 04.30.09 corporate communications template: Title Slide Section Title Slide Interior Slide (with body copy) Interior Slide (with bulleted list) Summer 2.3PowerPoint® Corporate Guidelines FINAL 04.30.09 questions?Please contact us if you have any questions about our brand identity, its applications, or if you have a specific need not covered by this document. Saloni Shah Account Director genesis inc 604 west 6th avenue denver, co 80204 303 825 1230 x122 direct 303 825 0096 fax Contact