HomeMy WebLinkAbout4.2012_11_26 CSE RFQ DraftTOV/CSE RFQ for Strategic Planning Consulting Services Page 1 of 3
November 2012
REQUEST FOR QUALIFICATIONS
FOR STRATEGIC SPECIAL EVENT PLANNING
Vail is arguably the top ski resort in North America. While widely known for its winter offerings,
Vail is also the ideal summer mountain destination—a world-class resort set in the relaxed,
rugged environment of the Rocky Mountains complete with events and activities to suit nearly
any ability level or preference.
Opportunity
The Commission on Special Events is seeking the services of a Strategic Planning Consultant
that will help Vail capitalize on driving overnight visitation utilizing measurable, successful
strategies and leveraging existing Vail assets, as well as continuing to refine and deliver on
enhancing the guests’ experience in Vail. The winning candidate should expect to deliver a high
level of service, be in attendance at monthly meetings, find non-traditional solutions to traditional
challenges and work collaboratively with the Commission on Special Events, the Vail Local
Marketing District Advisory Council, Town of Vail staff and other partner firms and demonstrate
the ability to be nimble, flexible, dedicated and results-oriented.
About the Commission on Special Events
The Commission on Special Events (CSE) is comprised of 7 members who are each appointed
by the Vail Town Council to serve a two year term. The CSE generally meets monthly on the
first Wednesday, and jointly with the Vail Local Marketing District Advisory Council twice a year.
Additional special meetings may be called occasionally, particularly in the fall when the funding
allocations for the upcoming year are determined. This volunteer board is responsible to the Vail
Town Council and is charged with creating and implementing a special event strategy for the
Town of Vail, allocating funds budgeted by the Town of Vail for special events, evaluating event
proposals, overseeing event producers and promoters, evaluating and executing agreements
for special events and other functions as designated by the Vail Town Council. More
information can be found on the Town of Vail web site at www.vailgov.com.
• Mission Statement: The Vail Commission on Special Events is accountable to deliver an
annual Special Events Plan which ensures world class events that are fully aligned with
Vail’s brand. The CSE shall effectively and efficiently allocate available budget behind this
objective. The Events Plan will deliver measureable results in terms of specific goals:
economic impact, optimization of the seasonal calendar, positive community experience and
integration, as well as positive guest-centric results that lead to future loyalty.
• Objectives and Goals of the CSE:
1. Align events with the Vail Brand and the objectives of the Vail Town Council and the Vail
Local Marketing District Advisory Council
2. Drive Positive Economic Impact through increased:
-occupancy
-sales tax
-group business
3. Generate Funding Leverage
TOV/CSE RFQ for Strategic Planning Consulting Services Page 2 of 3
November 2012
4. Attract destination guests who book overnight rooms; in-state and out of state
5. Achieve an optimal event calendar
6. Achieve a superior community and guest experience
• The CSE evaluates each event on its potential to meet the following criteria:
1. Timing: How well does it help achieve an optimal calendar of events against occupancy
opportunity and Town of Vail available assets, both human and capital
2. Demographic Fit: Does if help optimize the visitor mix
3. Growth: How well will it perform financially
-Revenue
-Leveraged Media Exposure
4. Producer Qualifications: Expertise, local knowledge, ability to financially leverage
5. Marketing Strength: How effectively will the event be marketed
Scope of work includes:
• Develop a 1, 3 and 5-year strategic plan for the Commission on Special Events, including
measurements and metrics
• Collaborate with and guide CSE members to strategically approach event and funding
decisions.
• Track marketing efforts of publicly funded events, monitor compliance with the approved
marketing plans and assist event producers in achieving compliance with the Marketing
Checklist
• Continue collaboration on the year-round Vail brand with all of the stakeholders and deliver
tangible results
• Leverage research to develop strategies to grow overnight visitation - domestically and
internationally
• Develop consistent metrics to assist in the accurate assessment of event attendance
• Oversee alignment between Commission on Special Events and Vail Local Marketing
District Advisory Council on objectives and strategies
The successful candidate will demonstrate the ability to:
Manage expenses to approved budgets
Demonstrate accountability and meet deadlines
Establish positive working relationships with all stakeholders
Keep planning and execution pace with the ever-changing tourism and resort industry
Be resourceful, nimble, flexible, dedicated and results-oriented
Bring creative solutions to the table
Budget not to exceed $49,900 professional fees and agreed upon direct expenses.
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November 2012
Timeline & Process
Step 1: Candidates are asked to submit proposals containing the following items by
November 26, 2012 by 3:00 p.m. MST Please email to the following individual:
Town of Vail
Sybill Navas, Special Events Coordinator
1) Background
A statement covering resources, expertise, client list (indicating any client conflicts)
and references.
2) Examples of previous work relevant to strategic special event planning in the resort
industry. Detail specific case studies that demonstrate abilities and results in these
areas.
3) Approach to the scope of work previously outlined.
Step 2: Selection process:
-November 26, by 3:00 p.m. MST, RFQ deadline
-November 29, narrow field to maximum of 3
-December 5 at 8:30 a.m., presentation to Commission on Special Events and
selection