HomeMy WebLinkAboutINFO-2013 RFP Complete
TOV/CSE Application and Guidelines for 2013 Event Funding
August 20, 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 “The Premier 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 2nd week in January through the 1st 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% PCW 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, 2012. Applicants will be notified of their status by December 14, 2012.
Please address any questions to: Sybill Navas, Coordinator, Commission on Special Events
E-mail: snavas@vailgov.com Phone: 970.477.3551 or FAX: 970.479.215
TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 2 of 7
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 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 Town 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 requested
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
District. (Please see “Attachment 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 all 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 Vail Event Review Committee (ERC).
• The event is proposed for a time of year that supports the CSE’s goal of ensuring a calendar of events that will stimulate the local business economy throughout the year.
• 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 Guidelines and Application for 2013 Special Event Funding Page 3 of 7
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 requirements 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
opportunities that the VLMDAC may provide. o To ensure compliance with the “Vail Brand” on any and all promotional materials associated with the event. (Please 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 purpose of
promoting the Town of Vail.
Accountability: All event producers receiving funding will be expected to present to the Commission 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 Community?
• An overview outlining the event’s strengths and weaknesses, specifically:
o What parts exceeded expectations?
o What 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 nights 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 Return 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 environmental sustainability?
Please see Attachment C: “Guidelines for Post-event Recaps for All Events Receiving Public
Funding” for a more detailed explanation.
TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 4 of 7
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 received no later than 5:00 p.m. on Monday, October 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 14, 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.com
TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 5 of 7
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 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. Mission 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:
Contact information that may be useful to you is provided in “Attachment D”
1. Detailed description of the event and its activities. If the event will have a culinary component, please
include feedback from the Vail Restaurant Group.
2. Where will the event be located within the Town of Vail? Please list the specific venues that you plan to utilize, including dates and times, 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 yes, please explain.
4. Are additional in-kind services being requested 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
• 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
TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 6 of 7
7. Description of potential benefits to the Town of Vail, including an estimated # of incremental room
nights and increased spending generated. What return on investment (ROI) should the Town of
Vail expect?
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 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 do not have a prior history
of producing events in Vail.
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 number of lodging nights generated. 3. Detailed marketing plan and explanation of potential for sponsorships and media exposure. Please specify any marketing support you are requesting.
4. Name, telephone number and email addresses for your PR contact and your Marketing contact
5. Previous year's event evaluation, including income and expense statement (if existing event).
6. Past or projected demographics of event attendees and estimated spending. 7. Organization rosters naming:
All officers and respective positions
Board 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 or 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 81657
specialevents@vailgov.com
TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 7 of 7
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 14, 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:
Economic Vitality: Does the event have the potential to:
• Drive destination 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 Guest 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
Producer Qualifications: Do they have the ability to produce an event
compatible with the image of Vail as a “world class” resort? 0-10
Leveraging Value and Growth Potential: How great is the potential to
attract sponsorships and media exposure, thereby increasing the impact 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
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, Vail 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 Like nothing on earth. Special Event – Producer Requirements
The Commission on Special 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.
Guidelines for Special Event Recaps 2013 RFP/Attachment C
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. This presentation should be submitted on the presentation template that will be provided and shall include the following information:
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 of the event 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. 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%, Lodging tax is 5.4%).
Guidelines for Special Event Recaps 2013 RFP/Attachment C
*If you received an allocation of $10,000 or more, independent survey data corroborating your results is required.
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, please describe any and all measures that were taken to produce the event in as “green” and
environmentally friendly manner as possible.
All recaps are to be submitted electronically on the CSE’s PowerPoint presentation template to
the Special Events Coordinator at specialevents@vailgov.com prior to 5:00 p.m. on the Wednesday prior to your presentation.
Town of Vail - Special Events Contact List 2013 RFP: Attachment D
Contact Name Phone Email
Venues
Arrabelle Terri Hanley 970 754-7769 thanley@vailresorts.com
Betty Ford Alpine Gardens Nicola Ripley 970 476-0103 x6 nicola@bettyfordalpinegardens.org
Dobson Ice Arena Jared Biniecki, VRD, Dobson Arena Manager 970 479-2271 jbiniecki@vailrec.com
Donovan Pavilion Laurie Asmussen, Donovan Pavilion Mgmt Inc.970 376-3756 laurie@vailartsfestival.com;
pavilion@vailgov.com
Ford Park Athletic Fields Joel Rabinowitz 970 479-2280 jrabinowitz@vailrec.com
Ford Park Lower Bench TOV - Lorelei Donaldson, Town Clerk 970 479-2136 LDonaldson@vailgov.com
Gerald R. Ford Amphitheater Vail Valley Foundation (VVF) - Jen Mason 970 470-0001 jmason@vvf.org
The Grand View Laurie Asmussen, Donovan Pavilion Mgmt Inc.970 376-3756 laurie@vailartsfestival.com;
pavilion@vailgov.com
Solaris Plaza TOV - Sybill Navas, CSE Coordinator; Jonathon Boord, Solaris
Management
Sybill 970 477-3551
Jon 970 479-7152
SNavas@vailgov.com;
jon@solarisvail.com
Vail Golf Course Alice Plain, Director of Golf 970 479-2260 aplain@vailgov.com
Vail Mountain School Theater Mark Fenstermeisiter 970 476-3850 mfenstermeister@vms.edu
Vail Mountain Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Golden Peak Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Mountain Plaza Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Lionshead Ski Yard Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Vail Nordic Center Mia Stockdale and Shane Slouter 970 476-8366 mia@vail.net; shane@vail.net
Hotels Contact establishment directly
Vail Valley Partnership (VVP) for assistance with lodging
questions - Jessica Stevens 970-477-4003 jstevens@visitvailvalley.com
Restaurants Contact establishment directly
Matt Morgan, Chairman; Vail Restaurant Association & Owner,
Sweet Basil 970 476-0125 matt@sweetbasil-vail.com
Other
Ambulance District Pete Brandes 970 926-5270 PBrandes@echsd.org
CDOT- Colorado Dept. of
Transportation James Achatz 970 401-2131 james.achatz@dot.state.co.us
Special Events Liquor Licensing
(LLA)Tammy Nagel 970-477-2460 TNagel@vailgov.com
Town of Vail Commission on
Special Events (CSE) and Special
Event Permitting
Sybill Navas, TOV CSE Coordinator 970-477-3551 SNavas@vailgov.com
US Forest Service Kerry Pitt, Minturn Special Permits; Paula Peterson, Minturn
Supervisor
Kerry 970 827-5154
Paula 970 827-5159 kpitt@fs.fed.us: pkpeterson@fs.fed.us
Vail Chamber & Business
Association Rick Tenbraak 970 477-0075 richardt@vailchamber.org
Vail Fire Department Mike Vaughan 970 479-2252 MVaughan@vailgov.com
Vail Local Marketing District
Advisory Council (VLMDAC)Kelli McDonald, TOV Economic Development Department 970-477-2454 KMcDonald@vailgov.com
Vail Police Department Sam Graves 970-477-2214 SGraves@vailgov.com
Vail Valley Partnership (VVP)Jessica Stevens 970-477-4003 jstevens@visitvailvalley.com