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