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HomeMy WebLinkAbout2014_02_14 Valentines Day Snow Shoe RFP VAIL COMMISSION ON SPECIAL EVENTS 2014 EVENT FUNDING APPLICATION NAME OF EVENT: Vail Valley Charitable Fund, Valentine’s Moonlight Snow Shoe PROPOSED DATE(S) : Friday, February 14, 2014 AMOUNT OF CASH FUNDING REQUESTED: $2000 PRODUCING ENTITY: 1.President or Executive Director’s Name: Michelle Maloney, Executive Director 2.Name and Title of Person Completing the Application: Michelle Maloney 3. Business Address: Physical Address: We work from our homes, my address 253 Cedar Drive, Gypsum. Mailing Address: PO 2307, Edwards, Colorado 81637 4. Contact Info: Telephone: Main: 970-524-1480 Cell: 970-471-1786 Fax: 970-524-1489 E-Mail Address: michelle@vvcf.org 5. Event and/or Organization WEBSITE: www.vvcf.org 6. Number of years your organization has been in business: 17 7. Mission Statement: The Vail Valley Charitable Fund assists those working and living in Eagle County that are experiencing financial hardship due to a medical crisis. We offer one time grants of up to $5000 each month when applications are reviewed. In the event the financial need is far greater than the $5000, we work with the applicant to hold a community fundraiser to provide additional funds 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organization If applicable, please attach current State Department of Revenue Certificate with this application. • Does the Event benefit a charity? If yes, please name the beneficiary: Vail Valley Charitable Fund EVENT DESCRIPTION: (Contact information that may be useful 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. With our tag line of, "It's all about Heart", what better time to have an event than Valentine’s day. Our goal is to offer an active, outdoor, mountain experience and celebrate Valentine's Day in the Vail Valley. We have an agreement with Special Sports Ventures (SSV) to use 150 pairs of their snowshoes free of charge. We have been talking with Sarah Franke at Group 970, Michele of Rimini, Terry Hanley of the Arrabelle, and Lucy of group events at Garfinkels, about holding registration and possibly cocktails at one of their locations before taking participants up the gondola. We have not solidified the location at this point but Garfinkel’s will allow us to have registration on their deck if we can’t find an alternate location. The event would take place in Lionshead, riding up the gondola, then ending in the Vail Square at Arrabelle. We will be offering wine glasses hand painted by local Vail artist Nedra Bonta, with a complimentary glass of wine or cup of hot chocolate as our swag, along with coupons or discounts provided by the Lionshead Merchant Association. After the event some participants will dine in a Lionshead restaurant and all participants will have discounts or coupons from Lionshead merchants that will encourage them to return in the future. 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. The Event Producer is responsible for booking and securing any necessary venues. We are looking at several options in and around the Vail Square at Arrabelle and the Lionshead village as well as the Lionshead mountain. 3. Will any portion of the event take place outside of the Town of Vail? If yes, please explain. No 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 (both for event production support vehicles and attendees), 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.) We will not need additional services from the Town of Vail. We would like to be included in your marketing pieces; ie Facebook, Twitter , Calendar of Events and any publications that advertize the events in the valley. 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. Brand New this year. 6. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 150 • Number of volunteers needed: 10, provided by the VVCF • Number of event staff: 2 staff and 12 board members • Total Number of spectators/attendees anticipated and estimate: % Local: 30 % In-state (non-local): 15 % out of state: 50 % International: 5 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? We will be tapping into the bed base that is already in place. What the event will provide is a unique mountain experience to explore our mountain beauty, and an unique Valentine's event that promotes an active, healthy lifestyle. We expect this event to be something that people will post on their Facebook pages and talk about. We also expect this will become a tradition that people look forward to and plan to incorporate in their future vacations. The VVCF serves Eagle County residents, those people that work and live here. The Town of Vail would be a direct part of our grants as a partner with us. These grants help our community members that are experiencing financial stress due to a medical crisis. The guests have a unique and wonderful outdoor experience while we all help serve those in need in our community. BUDGET: 1. Please attach a complete and detailed event budget, including anticipated revenues and expenses, as well as the amount to be dedicated to marketing efforts See attached. 2. What % of the total event budget is the CSE being asked to fund? Approximately 20% 3. Describe briefly how you will use the funds that you are requesting from the CSE. We would use the funds from the Town of Vail to offset the cost of the hand painted wine glasses, which would include Vail as its’ location as well as permit fees to host the event. 4. Should the CSE decide not to support this event, will it still occur? Yes, we would ask for permission to hold the event. 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? Traditionally on our event sponsorships account for $4000-6000. We do not have that secured at this time. 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.) Through ticket and grab bag sales we expect to raise 50% of our $10,000 goal. 7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years beyond 2014? Yes, we see this as an annual event, for at least the next 5 years. 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 o w n 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. We are not asking for a large amount of money as we feel that the partnership with the Town of Vail is most important. We would love to see the Town partner with us for $2000 for this year and $1500 for the next two with plans to review and revise the budget and funding requests as required. MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. Because we are a non-profit, we work closely with our local media groups for little or no expense to the VVCF. We have a close working relationship with The Vail Daily, so there will be ads running at least two weeks in advance. We also work closely with TV8, so we will go on and promote the event at least the week of the event. There will be flyers throughout the valley for 3-4 weeks prior to the event. We also work closely with AMT, so you may expect to hear plugs on the radio. We are establishing working relationships with the other media organizations in the valley as well. The information will be on our website, on Facebook and Twitter as well. 2. Explanation of potential for sponsorships and media exposure. The timeline was mentioned above, posters 3-4 weeks out, Vail Daily ads and radio spots, two weeks prior, and TV8 the week of. We will promote the event on our website, Facebook and Twitter as soon as the event is approved. 3. Specify any marketing support you are requesting. We would ask to be included in your Calendar of Events, any publicity you put out for upcoming events as well as your website and Facebook page. 4. Name, telephone number and email addresses of your PR and marketing contacts. Fara Denhart, Marketing and Events Manager, Fara@vvcf.org and 970-331-4636. 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. Previous year's event evaluation, including income and expense statement (if existing event). 4. Past or projected demographics of event attendees and estimated spending. 5. Organization rosters naming: Income - Estimated Entry Fees 100 entrants @ $40 4,000.00 Corporate Sponsors 5,000.00 Grab Bag Revenue 2,000.00 11,000.00 Expenses - Estimated Permits - estimated 200.00 Credit Card & bank fees @ 3.0%330.00 Wine and appetizers 5$ 500.00 Schwag - wine glass @ 5$ 500.00 1,530.00 Estimated Proceeds from Event for VVCF Grants 9,470.00 Vail Valley Charitabl Fund Valentine Snow Shoe Event Proposed Budget - Year 1 - 2014 Board of Directors- Vail Valley Charitable Fund Rohn K. Robbins Chair/Founder Special Counsel, Stevens, Littman, Biddison, Tharp & Weinberg, LLC Mary McDougall Vice President FirstBank Ellen Moritz Treasurer FirstBank Pete Brill secretary Brill Insurance Agency Martha Brassel Vail Valley Foundation Laina Eskin Align Vail Kara Heide Eagle Valley Land Trust Dagmar Huber Whole Heart Healing Marka Moser Indispensable Volunteer Don Rogers Vail Daily Diane Voytko, M.D. Colorado Mountain Medical Paul Witt Witt Communications Staff Michelle Maloney Executive Director Fara Denhart Marketing & Events Manager It’s all about Heart “My husband Ben and I are so thankful for all the help you have offered us going through the hardest time of our life. Loosing our little baby son Ben gave us so much heartache, but with all your love and care it made it a little easier.” – Michaela and Ben Chrisite, Grant Recipient & Fundraiser Beneficiary VVCF P.O. Box 1275 Avon, CO 81620 Phone: (970) 524-1480 Fax: (970) 524-1489 Info@vvcf.org www.vvcf.org A 501 (c) (3) non-profit corporation Helping locals in need since 1996. We support the VVCF and all they do to help community members needing assistance with medical expenses. Our wonderful daughter, Becky, was killed in a car accident in 2007. Becky’s was passionate about medicine, children and triathlons. The BecTri Sprint Triathlon in her memory supports and honors the things Becky held dear. We are grateful for the tireless work of the VVCF in carrying on her legacy with this event. Their efforts make this community stronger and pass along the example of helping one’s ‘neighbors’ in time of need. It is what Becky always did. – Valinda & Steve Yarberry Vail Valley Charitable FundGive from the Heart Please open your hearts and help us help others in their time of greatest need. To make a donation, please visit our website at www.vvcf.org or call our office at 970.524.1480. It’s all about Heart “My husband Ben and I are so thankful for all the help you have offered us going through the hardest time of our life. Loosing our little baby son Ben gave us so much heartache, but with all your love and care it made it a little easier.” – Michaela and Ben Chrisite, Grant Recipient & Fundraiser Beneficiary VVCF P.O. Box 1275 Avon, CO 81620 Phone: (970) 524-1480 Fax: (970) 524-1489 Info@vvcf.org www.vvcf.org A 501 (c) (3) non-profit corporation Helping locals in need since 1996. We support the VVCF and all they do to help community members needing assistance with medical expenses. Our wonderful daughter, Becky, was killed in a car accident in 2007. Becky’s was passionate about medicine, children and triathlons. The BecTri Sprint Triathlon in her memory supports and honors the things Becky held dear. We are grateful for the tireless work of the VVCF in carrying on her legacy with this event. Their efforts make this community stronger and pass along the example of helping one’s ‘neighbors’ in time of need. It is what Becky always did. – Valinda & Steve Yarberry Vail Valley Charitable Fund Give from the Heart Please open your hearts and help us help others in their time of greatest need. To make a donation, please visit our website at www.vvcf.org or call our office at 970.524.1480. Real People... Real Hearts Helping locals in need since 1996 Over $6 Million Raised Over 1000 people “The generosity and caring of this community is similar to the support of family. It is gratifying to see people rise to the occasion again and again to help their neighbors in a time of crisis.” – Rohn K. Robbins, Founder & Chairman of the Board. If you or someone you know is facing a financial hardship as the result of a serious illness or injury, you may complete an application for one of the Vail Valley Charitable Fund’s direct aid grants. These one-time grants, ranging up to $5,000, are awarded on a monthly basis to eligible individuals. The grants may help pay for living expenses, loss of income, family and dependent support, medical expenses, and non- medical necessities. When a person’s financial need is greater than a direct aid grant can address, the VVCF may facilitate and assist with a community fundraiser for their benefit. The Vail Valley Charitable Fund gives preference to individuals who have ex- hibited personal respon- sibility but have fallen on hard times despite their best efforts to pro- tect themselves with health insurance, disability insurance, and other measures. Individuals must be U.S. citizens or document- ed residents of the U.S. to apply. Influencing factors for grants also include the applicant’s: Length of residence in the valley; Involvement in the community; Employment history; and Seriousness of illness. “Help from the VVCF made it feel possible for us to deal with a peak that felt insurmountable at first...Community like this is one of the reasons we will call the Vail Valley home wherever we are.” – Love - James, Melissa, Grace & Penny the Pup “On January 22, 2013 I was on my way to work on Vail mountain and had a bicycle accident which resulted in me breaking my femur. I have medical insurance but no disability insurance and my injury preventing me from working as a ski patrolman. The financial help I received from the Vail Valley Charitable Fund made it possible for me to support my family and myself during my recovery and eventual return to work. Thank you for all you do for people like myself and other members of the community.” – Jeff (Rabbit) Rodeen “I have lived in Vail since 1976, met my husband here and our son was born here. We have been a part of this community for a long time but until my husband died of metastatic prostate cancer in November 2012, I truly didn’t realize how much this community and the VVCF care about assisting and supporting Eagle County residents in need. Through The Vail Valley Charitable Fund, a fundraising benefit was held for my son and myself with the support and donations from community minded individuals and businesses. I cannot thank VVCF enough! Please Give from the Heart so that others in need are assisted.” – Sincerely Cindy and Colby Lefebvre www.vvcf.org | 970.524.1480 This ad is too small