Loading...
HomeMy WebLinkAbout2014_05_14 Whitewater Kayak Series RFPCSE/TOV RFP for 2014 Special Events Page 1 August 25, 2013 TO: Special Event Producers Subject: Funding Requests for Special Events in 2014 The Commission on Special Events is seeking innovative and exciting proposals for Special Events throughout 2014 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 and maintaining a strategic partnership with the objectives of the Vail Local Marketing District and Vail Mountain Marketing, additional consideration may be given to proposals that: ● Are well suited to venues in Lionshead, including the Lionshead Mall area and Vail Square at Arrabelle. ● Emphasize the increased role of “Health and Well Being” as a driver for our guests’ decisions. ● Are proposed for the timeframes including: o Early Ski Season: Thanksgiving, and/or through the second week in December. o The second week in January through the first week in February o The last two weekends in August CSE/TOV RFP for 2014 Special Events Page 2 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 21, 2013. Qualifying applications will be reviewed by the CSE at their regular monthly meeting on Wednesday, November 6, 2013. Final funding allocations will be determined by the CSE at a special meeting on Wednesday, November 13, 2013. Applicants will be notified of their status by December 16, 2013. 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 CSE/TOV RFP for 2014 Special Events Page 3 Town of Vail: Commission on Special Events 2014 Special Event Funding Guidelines Mission Statement: The Vail Commission on Special Events (CSE) 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. 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 (VLMD.)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. CSE/TOV RFP for 2014 Special Events Page 4 • 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. 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 the CSE Event Liaison: o To understand and be poised to take advantage of any and all marketing or PR opportunities that the VLMD 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 comply with the all marketing gates on the Marketing Checklist.* ● Provide “activation” that will cross-promote your event throughout the community, create guest awareness of your event and stimulate business in local restaurants/bars and retail establishments.* • 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. *Please see “Attachment E: Marketing Checklist and Activation” for additional information. 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. CSE/TOV RFP for 2014 Special Events Page 5 • 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. CSE/TOV RFP for 2014 Special Events Page 6 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 post-event review presentation. 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 21, 2013. Vail Commission on Special Events, C/O Sybill Navas, Coordinator Town of Vail, 75 S. Frontage Rd. Vail, CO 81657, specialevents@vailgov.com Qualifying applications will be reviewed by the CSE at their regular monthly meeting on Wednesday, November 6, 2013. Be prepared to send a representative who can answer any questions that the CSE may have. Final funding allocations will be determined by the CSE at a special meeting on Wednesday, November 13, 2013. Applicants will be notified of their status by December 16, 2013. Please address any questions to: Sybill Navas, Coordinator, Commission on Special Events E-mail: snavas@vailgov.com Phone: 970.477.3551 or FAX: 970.479.2157 CSE/TOV RFP for 2014 Special Events Page 7 VAIL COMMISSION ON SPECIAL EVENTS 2014 EVENT FUNDING APPLICATION Please describe in space below or attach additional documents if space provided is not adequate. NAME OF EVENT: Vail Whitewater Race Series PROPOSED DATE(S) : Tuesdays May 14-June 11 from 5:30pm-7 pm AMOUNT OF CASH FUNDING REQUESTED: $8000 PRODUCING ENTITY: Alpine Quest Sports, LLC 1. President or Executive Director’s Name: Sean Glackin, member 2. Name and Title of Person Completing the Application: Cory Glackin, member 3. Business Address: ● Physical Address: 34510 US Hwy 6 #A-1 Edwards, CO 81632 ● Mailing Address: PO Box 161 Edwards, CO 81632 4. Contact Info: • Telephone: Main: 970-926-3867 ● Cell: 970-390-6764 ● Fax: n/a • E-Mail Address: info@alpinequestsports.com 5. Event and/or Organization WEBSITE: alpinequestsports.com 6. Number of years your organization has been in business: 10 years 7. Mission Statement: Providing our customers with superior service, products and instruction. 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* CSE/TOV RFP for 2014 Special Events Page 8 • ▢ 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 n 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 Vail Whitewater Series are races for participants in kayaks, 2 man rafts or SUPs racing a course from the Covered Bridge to the International Bridge. This year competitors will be able to sign up for the entire series ahead of time for a discount. Also, there will be prizes awarded for overall winners from each division. Each week there will be an awards party at a different host restaurant. 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. Races will begin at the Covered Bridge and end at the International Bridge. The registration tent will be located at the International Bridge by the whitewater park viewing area. Partner restaurants will be contacted and confirmed before the event begins. 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.) Requesting 3 sandwich boards to use during the event to be placed at the International Bridge, Covered Bridge and Blu's Grass the day of the event by 9am and removed by 730pm. Also requesting parking for competitors on the International Bridge during races. CSE/TOV RFP for 2014 Special Events Page 9 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. Existing event. For 5 years the event was just located in the Whitewater Park as kayak demos. 6. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 30-60 • Number of volunteers needed: 0 • Number of event staff: 6 • Total Number of spectators/attendees anticipated and estimate: ● % Local: 80 ● % In-state (non-local): 10 ● % out of state: 5 ● % 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 do not anticipate this event creating room bookings. The event will have increased spending in the host bar for the awards parties. Last year, there were many locals that came to town for the races that said they normally would not be in town. ➢ 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. 2. What % of the total event budget is the CSE being asked to fund? 77% 3. Describe briefly how you will use the funds that you are requesting from the CSE. Funds will be used for marketing, cash prizes and staffing the event. CSE/TOV RFP for 2014 Special Events Page 10 4. Should the CSE decide not to support this event, will it still occur? No 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $1500.00 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.) 8% from entry fees 7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years beyond 2014? We intend to host the event for as many years as competitors are interested in racing. 8. Do you anticipate requesting funding from the CSE next year? ▢ If yes, give 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. With a successful event this year we would anticipate to be able to generate more sponsorship dollars for subsequent years. This would enable the event to ask for less CSE funds. ➢ MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. In order to effectively market this event a professional marketing company is required. If CSE fully funds this event, Callosum Event Services will be hired to execute the marketing portion of this event. 2. Explanation of potential for sponsorships and media exposure. We will be looking for both cash sponsorships and in kind sponsorships. Securing of the cash sponsorships will be handled by the outside marketing firm. In kind donations will be procured by AQS. Last year we had good exposure on KZYR, KNSO and the Vail Daily. Race results will be sent into the Vail Daily after every race. 3. Specify any marketing support you are requesting. CSE/TOV RFP for 2014 Special Events Page 11 4. Name, telephone number and email addresses of your PR and marketing contacts. Callosum Event Services. 970-376-3364 or clareh@callosumcreative.com Team includes: Hefferren, Mulhern and Lauria 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: 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. Additional Requested Information 2013 Vail Whitewater Series Media Exposure http://www.vaildaily.com/news/6899499-113/com-vail-video-border http://www.vaildaily.com/news/6522136-113/vail-series-race-whitewater http://www.vaildaily.com/news/6466827-113/race-vail-bridge-event http://www.sneakpeakvail.com/Events/tabid/85/post/cool-down-as-the-vail-s-whitewater-series-heats- up/Default.aspx Alpine Quest Sports, LLC: Organizational Chart Managing Members: Sean Glackin, Cory Glackin TOV Whitewater Race Series Projected Budget for 2014 Income: Entry Fees Collected: $850 (increase of 36%). $10 per event or $35 for series Cash Sponsorships: $1500 (100% increase) Request CSE Funding: $8000 Total Income: $10,350 Expenses: Staffing: $3000 Prize Money: $2000. 4 divisions this year. $50/1st, $30/2nd, $20/3rd Grand Prize: $800 ($200 each category) Marketing: $4350 Breakout: Callosum Event Services: $2500 Ad Buys: $1500 Total Expenses: $10,350 Event Recap: Vail Race Series Commission on Special Events August 6, 2013 Photo by Jack Affleck Vail Whitewater Race Series: Tuesdays May 14-June 18 Alpine Kayak/Alpine Quest Sports Office: 970-926-3867 Mobile: 970-390-6764 info@alpinequestsports.com 2 Town of Vail | CSE | 12/15/11 Vail Brand Compatibility “Premier International Mountain Resort Community” 3 Town of Vail | CSE | 12/15/11 Standard of excellence met by: •Creating an event that involves the local paddling community and creates an exciting spectator event. •Showcasing the Vail Whitewater Park and Gore Creek in Vail Village Event Strengths & Weaknesses 4 Town of Vail | CSE | 12/15/11 •Exceeded expectations: Tripled the number of spectators and participants over previous event (Vail Whitewater Park Demo). Invited different river crafts to participate, which increased participation. •Measures that could be taken for event improvement: Organizing and marketing the event sooner would bring more spectators and participants. Participants will be able to win overall race series prizes to ensure attendance every week. Earlier organization will enable more bars/restaurants and potential sponsors to be involved. Event Budget 5 Town of Vail | CSE | 12/15/11 •Total event budget: $4,000 •CSE funds: $4,000 •Profit and loss: $360.90 •Funding utilization: CSE, Alpine Quest Sports •In-kind sponsorship: $1500 •Cash sponsorship: $0 Estimated Results* Attendance Numbers 6 Town of Vail | CSE | 12/15/11 * Based on survey results. •Estimated attendance: 80-150 each week •If non-ticketed, method you used to estimate attendees: head count during event •% of people in Vail specifically for event: •% of people attended previous years: Estimated Results* Demographic Profile 7 Town of Vail | CSE | 12/15/11 •Attendees came from (local, regional, out of state, international): •Average age and income bracket of attendees: * Based on survey results. Estimated Results* Event Attendee Estimated Spending 8 Town of Vail | CSE | 12/15/11 •Lodging: •% attendees stayed in Town of Vail: •Average amount spent on lodging/day: •Estimated room nights booked due to event association: •Lodging call to action: •Dining: •Shopping: •Other Activities: * Based on survey results. Estimated Return on Investment (ROI)* 9 Town of Vail | CSE | 12/15/11 •Additional Town of Vail spending event generated: •Ratio of increased revenue to amount of funding received: •Sales tax revenue generated by event and accrued to Town of Vail including sales and lodging tax:** * Based on survey results. ** The TOV collects 4% sales tax with the exception of short-term lodging which collects 5.4% after the addition of a 1.4% local marketing district tax. For more information: http://www.vailgov.com/subpage.asp?dept_id=48 Visitor Intent to Return* 10 Town of Vail | CSE | 12/15/11 Satisfaction ratings: •Bullet 1 •Bullet 2 •Bullet 3 * Based on survey results. Topline Marketing Efforts 11 Town of Vail | CSE | 12/15/11 •Free Advertising From KZYR •Event flyers •Social Media thru Alpine Quest Sports Facebook and Twitter •Articles in the Vail Daily Community Contribution 12 Town of Vail | CSE | 12/15/11 •Impact on Vail’s sense of community: The impact on the local community was the largest and most meaningful to us. There were 20-40 local boaters each week from all over the valley that came to participate. The competitors told us that having a local race series in town was great for them and the town. It is the only event besides the mountain games that offers a local competitive venue for these boaters. Sustainability Efforts Green Measures 13 Town of Vail | CSE | 12/15/11 •This is a walk up event. There is no food or beverage served on site. There is no paper waste. Additional Information 14 Town of Vail | CSE | 12/15/11 •http://www.vaildaily.com/news/6522136-113/vail-series-race-whitewater •http://www.vaildaily.com/news/6466827-113/race-vail-bridge-event •http://www.vaildaily.com/news/6899499-113/com-vail-video-border Additional documents attached to presentation: Vail Whitewater Series Final 2013 Budget Income: Entry Fees Collected: $550.00 CSE Funds: $4000 Total Income: $4500.00 Expenses: Staff: $2000 Prize Money: $1530 Marketing: $659.10 Profit: $360.90