HomeMy WebLinkAbout2014_02_20 SSCV Noram Cup RFPs8, a swowaoa8o cwa v,.,a
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Aldo Radevus
Executive Director
Glenn Davis
chahman
September 26, 2013
JeRKirwand
Via chairman Sybill Navas
rail Hnverstem Coordinator
7 reaaa.er Town of Vail
75 South Frontage Road
David Vieie Vail, Colorado 81657
seeatary
Ken Deline Dear S bill.
Phil Duty Sy
bill.
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John G., On behalf of the athletes, members, and staff of Ski & Snowboard Club Vail
Rrad Ghent (SSCV), we send our sincere thanks and gratitude to you and Town Council
J.. Herding for the opportunity to apply for Town of Vail's continued support.
Ti. Ili.
John Keane
Kais Morita. Following this letter, please find Ski & Snowboard Club Vail's application for
Steve Santatnaria o cash contribution to help off -set costs of the Freestyle Noram held of Vail's
Lindsey Vmm. Cookshock Mogul venue. The Noram is a gateway to the World Cup where
Mountain Dust athletes come to compete from across the globe. Many of these athletes
Vail Resort, will become the forefront of mogul competition and will be Olympic
hopefuls in 2018. The vast majority of the athletes will travel to Vail with their
Aeademie Paeaen coaches, parents and family members and it is our chance to attract future
East, Cnunly 5ehnmis visitors to the Town of Vail.
Vail Mountain School
Autsue ationa Thank you, again, for your consideration and continued support. Please
uSSA contact me at emanseau @skiclubvail.org or vla phone at 970.790.5133 for
any additional Information.
Sincerely.
Golden Peak Cluhhnme
598 Vail Valley Drive
Vail,CD81657
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ySSAQmwa Even onager
I Bth ML Division WM009 Hwy Ski& Snowboard Club Vail
1951 South VS Hwy. 29
Minturn,COKINS
970.476.S 119
www.eklduhrall.org
Inleiaddeluhvail..,
VAIL COMMISSION ON SPECIAL
EVENTS
2014 EVENT FUNDING
APPLICATION
➢ NAME OF EVENT: FIS Freestyle Noram Cup
➢ PROPOSED DATE(S): February 20 -23, 2014
➢ AMOUNT OF CASH FUNDING REQUESTED $3000
➢ PRODUCING ENTITY:
1. President or Executive Director's Name: Aldo Radamus
2. Name and Title of Person Completing the Application: Euginnia Manseau; Event Manager
3. Business Address: 598 Vail Valley Drive, Vail, CO 81657
4. Contact Info:
• Telephone: Main /Cell /Fax 970 -476 -5119; 970 - 390 -7850; 970 -476 -7287
• E -Mail Address: emanseau @skiclubvail.org
5. Event and /or Organization W EBSITE: www.skiclubvaii.org
6. Number of years your organization has been in business: 50 Years
7. Mission Statement: Inspiring character growth and excellence.
8. Organization's tax status: For Profit or Non - Profit" /Not- for -Profit*
• Non - Profit (501C -3)X
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 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.
The U.S. Ski and Snowboard Association's NorAnn Series is an international level
freestyle circuit for competitors striving to obtain World Cup status. With World Cup
starts on the line, this series attracts some of the top skiers from North America and
Europe. As a premier international competition, spectators will have a chance to
watch the next generation of World Champions as many of the NorAm competitors are
members of national teams and current World Cup athletes!
2. Where will the event be located within the Town of Vail?
The event will take place on Vail Mountain on Cookshack. We will be using Manor Vail
as the event headquarters. We hope to have the awards ceremonies in Vail Village.
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
CSE/TOV RFP for 2014 Special Events Page 5
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.) No.
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.
This is a new event to the Vail Valley. This will the highest level of mogul competition
that Vail Mountain as seen. This is an international field of top mogul athletes in the
world.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated: 110 athletes
• Number of volunteers needed: 40 /day
• Number of event staff: 15 /day
• Total Number of spectators/attendees anticipated and estimate:
o % Local: 5%
o % In -state (non - local): 10%
o % Out of State: 40%
o % International: 45%
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? Most of the athletes will be staying in the Town of Vail and will shop and dine
locally.
➢ 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? 15%
3. Describe briefly how you will use the funds that you are requesting from the CSE. — To support
the athletes and help off set the costs to hosting the event. The athletes /team extremely
appreciate SSCV not charging for fee /tickets.
4. Should the CSE decide not to support this event, will it still occur? Yes.
5. What is the $ amount of sponsorships from alternative sources reflected in the event budget?
$5,000- We have not yet confirmed all sponsorships.
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.) We do not generate any income from this event. We
do not charge entry fee or ticket costs to the athletes. This benefits the athletes /teams due the
large costs athletes incur during a season of ski racing.
7. If possible, would you intend to host the event in Vail beyond 2013? If yes, for how many years
beyond 2013? We plan to host this event next year. We hope to have this event annually.
8. Do you anticipate requesting funding from the CSE next year? If yes, given that the CSE
CSE/TOV RFP for 2014 Special Events Page 6
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. Yes. 10 %. We will not need to purchase event bibs if
we host it again next year which will cut down on expenses.
MARKETING:
1. Please provide a detailed description of your marketing plan and indicate how the
budget will support the program. We will have exposure of this event on TV8, Vail
Daily, Sneak Peak, Social media, FIS website and there will also be a live stream of the
entire event online.
2. Explanation of potential for sponsorships and media exposure. Sponsors will have
exposure on the event bib that will be produced and used for 3 -5 years. We will have it
on all event material, results, credentials, TV8 and newsprint/social media.
3. Specify any marketing support you are requesting.
4. Name, telephone number and email addresses of your PR and marketing contacts.
Sharon Schmidt, 978- 621 -8738, sschmidt @skiclubvail.org
➢ REQUIRED ATTACHMENTS:
1. References and /or referrals from other communities are required I 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:
• 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.
CSE/TOV RFP for 2014 Special Events Page 7
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manor vail
LODGE
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.
We work with Manor Vail for most our lodging needs. We have a space
available contract with them to help support the athletes with a low cost. We
encourage all athletes and families to stay either there or our other lodging
partner for the event, The Lodge at Lionshead. The Lodge at Lionshead is a
sponsor of the event and both partners will have their lodging information in
the athletes registration information and on factsheets. We currently do not
have all the event material put together, but they will be distributed by
January 1".
We will be able to keep track of the number of lodging nights generated from
these locations by when the athlete /family /team make a reservation, they
reference the event.
Paec' of 7
_ manor vail
LODGE
CATERING CONTRACT
Ski & Snowboard Club Vail
Ms. Euginnia Manseau
598 Vail Valley Drive
Vail, CO 81657
February 19, 2014 - February 20, 2014
Contract is due on or before September 27, 2013 to avoid space being returned to General Inventory.
SPACE AVAILABLE ROOMS
This Space Available Agreement requires no financial obligation on your part, although each reservation made
will require a deposit of two night's room, tax and resort fee. Manor Vail Lodge will offer the following special
rates to attendees calling our reservations department directly at 1 -800- 950 -8245, subject to availability. These
rates will be offered based on the occupancy of the hotel, and may be discontinued at the Property's discretion
should we no longer have the available rooms to offer at the given rate.
These special rates will be offered until February 5, 2014 (14 days prior) and after that date moms and rates
will be extended based on availability and current market/published rates.
Please note that this rate quoted in this document is the best rate Manor Vail Lodge can offer, as of, the day this
agreement is signed. Once a reservation has been booked, the rate cannot be adjusted for any reason.
DATES AND ROOM TYPES
ROOM RATES
Studios -maxi People per room $300
1 bedroom condos- ram 3 people er room 8300
2 bedroom condos- max 6 people per room 1 8600
Above rates include breakfast.
The above rates are based on single or double occupancy, $25 per day parking charge, 5% resort fee, or the
current local tax of 9.8% (subject to change). The resort fee (subject to change) is a daily charge which gives
guest access to the following amenities: fitness facility, incoming faxes, in mom coffee and tea service, local
Authorized Representative
Sales Manager
Projected demographics of event attendees and estimated spending.
The demographics of the event attendees are mostly athletes, coaches, trainers
and family members. These athletes range from about 16 -25 years old. The
amount of anticipated spending would be for lodging, food, family lift passes, and
some shopping locally.
Organization Roster
Euginnia Manseau, SSCV Event Manager; emanseau @skiclubvall.ora; 970 - 790 -5133
John Dowling Operations Coordinator; idowlina @skiclubvoll.ora (970) 390 -6471
Board of Trustees;
Glenn Davis - Chairman;
Jeff Kirwood - Vice Chairman
Phil Hoversten - Treasurer
David Vlele - Secretary
Kenneth DeLlne
Phill Duff
Cell Folz
John Gamsey
Brad Ghent
Dr. Jim Harding
Tim Itin
John Keane
Kala Moritz
Steve Santamarla
Lindsey Vonn