Loading...
HomeMy WebLinkAbout2014_05_25 Valor Race RFP                                       VAIL COMMISSION ON SPECIAL EVENTS 2014 EVENT FUNDING APPLICATION   ØNAME OF EVENT: Vail Valor Races Valor Running & Fitness Expo ØPROPOSED DATE(S) : May 25-26, 2014 ØAMOUNT OF CASH FUNDING REQUESTED: $53,500 ØPRODUCING ENTITY: 1. President or Executive Director’s Name: Carl Bruggeman 2. Name and Title of Person Completing the Application: Cynthia Bruggeman, CEO, Speckled-Hound Racing 3. Business Address: •Physical Address: 3062 Wildridge Rd, Unit A, Avon, CO 81620 •Mailing Address: P.O. Box 917, Avon, CO 81620 4. Contact Info: 970-445-0599 •Telephone: Main: 970-445-0599; 970-445-7076 •Cell: 970-445-0599 •Fax: n/a •E-Mail Address: cynthia@speckled-hound.com 5. Event and/or Organization WEBSITE: www.speckled-hound.com 6. Number of years your organization has been in business: 1 7. Mission Statement: To celebrate the human spirit through endurance sport, challenging athletes to overcome personal limitations and emerge victorious. 8. Organization's tax status: For Profit Does the Event benefit a charity? If yes, please name the beneficiary: Yes, the Vail Veterans Program.         ØEVENT DESCRIPTION: 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. -Sporting event is a marathon, half-marathon, and 5-mile road race on Memorial Day. Post-race meal to be provided by caterer or TOV business/restaurant. Awards ceremony to be combined with military speaker to recognize runners and also pay tribute to origin of holiday. -Sunday to Monday will also feature a Running & Fitness Expo promoting sport as a gateway to health and wellness. Running Clinic(s) on Sat and Nutrition Seminar on Sunday. -Sunday afternoon will feature a dog-friendly 3-mile run/hike and post-race “Yappy Hour.” 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. The event was previously held at Manor Vail Lodge, but alternate venues under consideration for 2014 include Solaris, Vail Mountain Lodge, Mountain House, and others in the "core" of Vail Village. As well as Golden Peak/Larkspur for the dog event. Only preliminary contact at this point; final venue pending FEAST! VAIL location(s) and collaboration with Highline. 3. Will any portion of the event take place outside of theTown of Vail? If yes, please explain. No. All events are in Vail. 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.) Yes, in-kind requested. No street closures will be required, however traffic control will be needed for the race on Monday. Additional in-kind requests include roundabout banners, barricade rental, lighted/digital mobile signage (caution), and lead/sweep vehicles. 5. Is this a new or existing event? If existing, please describe the location of the event in previous years and the number of years it has been produced. Existing event. Produced in 2013 at Manor Vail Lodge/Golden Peak area of Vail.                 6. People: •Number of participants (athletes,artists,exhibitors,etc.)anticipated: 500 •Number of volunteers needed: 40-60 volunteers •Number of event staff: 15 staff •Total Number ofspectators/attendees anticipated and estimate: •% Local: 25% •% In-state (non-local): 50% •% out of state: 25% •% International: 0% 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? •250 room nights @ $125 per night = $31,250 lodging revenue •avg $75 per day for non-locals = $28,125 approx spend (food, incidentals) •total projected revenue = $59,375 visitor spend as result of funding Ø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? 50% 3. Describe briefly how you will use the funds that you are requesting from the CSE. •Race day signage and event programming. •Graphic & web design. •Print advertising & online promotion. 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? $10,000 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.) 45% 7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years beyond 2014? Yes. The Vail Valor Races is conceived as an annual Memorial Day event and positioned for strong future growth. Strategic vision projects 1,000+ runners in 4-5 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 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. We would request CSE fund at the 30% level for the next 2-3 yrs with “seed money” before decreasing allocation. With continued focus on the athlete experience and positive word-of-mouth, (as well as national advertising which reflects our high levels of participant satisfaction), we anticipate consistent growth and to be able to reduce our request after 2-3 years. ØMARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. The bulk of CSE funding will be used to elevate the event’s image leading up to and on race day, to include a more impressive Start/Finish and roll out of a national marketing campaign. CSE funding is critical to an improved online presence and elevated race day flair. Valor will be promoted extensively via: •online event calendars •running-related magazines (print & digital advertising) •in-state and out-of-state race expos. 2. Explanation of potential for sponsorships and media exposure. Good potential for moderate sponsorship in 2014 with 500 runners projected. Excellent sponsorship potential once participant numbers reach 1,000 runners. Media potential exceptionally strong given the thematic tie of event to Memorial Day holiday and participation of Vail Veterans Program members. Presence of service dogs and a dedicated “dog-friendly” event will also attract regional coverage. 3. Specify any marketing support you are requesting. All marketing resources currently available to event producers within TOV. 4. Name, telephone number and email addresses of your PR and marketing contacts. Vail Daily, Mark Bricklin: mbricklin@vaildaily.com, 970 -748-2906 CO Runner, Derek Griffith: coloradorunnermag@gmail.com, 720-985-9047 Elevation Outdoors, Meredith DeMasso, Meredith@elevationoutdoors.com, 720-201-5145     Ø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. Prior history in Vail: produced two 2013 events: •Spring 2013: Vail Valor Races (road run) •Fall 2013: Vail Victory Races (trail run & MTB race) Local References: •Cheryl Jensen, Executive Director, Vail Veterans Program •Steve Zuckerman, Board Member, Vail Mountain Rescue Group •Christine , Conferences, Manor Vail Lodge Participant Testimonial: Carl & Cynthia, thank you for the great Vail Valor Half Marathon. The important Vail Veteran’s Program fundraising cause was matched only by the well-organized, well-sponsored race. Having Vail Vet Program participants participate in the race was quite meaningful. In today’s race-for-charity culture where runners are only a source of revenue your new race was a rare standout. With its smart course design utilizing the wonderful features of the Vail venue; through the great Manor Vail post- race brunch; to the race relevant bibs, medals, awards, and correctly sized technical t-shirts, your race is a rare. While no one runs a race for a t-shirt, combined these elements matter to the race’s character and runner experience. Thank you. Theresa Daus-Weber, Past Leadville 100 Winner 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. We will rely on a new website with a dedicated LODGING button in the menu bar to direct athletes Vail accommodations. On that landing page will be info on our host hotel (tbd) as well as links to established Vail lodging sites. We will also include this information on our race registration page and in emails to participants. We will rely on a third party to track room nights in Vail. If funded, we plan to outsource participant surveys to a third party for data collection & reporting.  3. Previous year's event evaluation, including income and expense statement (if existing event). No formal P&L. 2013 Vail Valor Races exceeded projected participant numbers and created an enduring positive experience. The 2013 Vail Valor Races attracted runners from 18 states. Represented were: •Colorado •Texas •Nebraska •Minnesota •California •New York •Alaska •Illinois •Kansas •Utah •Washington •Wyoming •Florida •Michigan •Missouri •New Jersey •New Mexico •Ohio 4. Past or projected demographics of event attendees and estimated spending. 192 registrants total Estimated spending: $18,750 *based on 150 adults (out of town participants/spectators) at $125 each 5. Organization rosters naming: • Carl Bruggeman, CEO (Chief Experience Officer) • Cynthia Bruggeman, CEO (Chief Executive Officer) ØADDITIONAL SUPPORT MATERIALS: 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. A. Sample website re-design: B. Postcard promoting lodging: C. Valor display ad It’s ALL right here...Vail’s Premier Full Service Condominium Resort. 2013 Vail Valor Half-Marathon. Online group code: VALOR Rates starting at $115 May 24 th -28 th 2013 595 East Vail Valley Drive | Vail, Colorado 81657 | p 970.476.5000 t 800.950.VAIL | manorvail.com It’s ALL right here...Vail’s Premier Full Service Condominium Resort. 2013 Vail Valor Half-Marathon. Online group code: VALOR Rates starting at $115 May 24 th -28 th 2013 595 East Vail Valley Drive | Vail, Colorado 81657 | p 970.476.5000 t 800.950.VAIL | manorvail.com It’s ALL right here...Vail’s Premier Full Service Condominium Resort. 2013 Vail Valor Half-Marathon. Online group code: VALOR Rates starting at $115 May 24 th -28 th 2013 595 East Vail Valley Drive | Vail, Colorado 81657 | p 970.476.5000 t 800.950.VAIL | manorvail.com It’s ALL right here...Vail’s Premier Full Service Condominium Resort. 2013 Vail Valor Half-Marathon. Online group code: VALOR Rates starting at $115 May 24 th -28 th 2013 595 East Vail Valley Drive | Vail, Colorado 81657 | p 970.476.5000 t 800.950.VAIL | manorvail.com REGISTER AT ROAD RACE WITH STUNNING VIEWS OF THE GORE R ANGE . MEMORIAL DAY MAY 27th + 5-MILE RUN/WALK & FAMILY RUN A portion of proceeds benefit: BE THE VICTOR D. Valor Poster E. Valor Press Release                                                                                   Media Contact: Cynthia Bruggeman, Speckled-Hound Consulting cynthia@speckled-hound.com, 970.445.0599 Vail, CO – May 6, 2013 – The Vail Valor Races debuts in 2013 with three race distances: • Half-Marathon Start time: 8 a.m. • 5-Mile Run/Walk Start time: 8:15 a.m. • 1-Mile Family Run Start time: 8:30 a.m. Runners and walkers will be treated to stunning Gore Range views along a moderate course on rolling, paved surfaces through residential neighborhoods and along Vail Bike Path. There will be approximately 663 feet of climb and plentiful aid stations staffed by volunteers from local gyms/clubs and fitness centers. Runners who pre-register will receive a Valor Races t-shirt. All participants will receive a Valor Races finisher medal and a delicious post-race brunch provided by Manor Vail Lodge. Brunch is included with athlete registration and is available to spectators on race day for a $15 fee. The Valor Races is proud to partner with the Vail Veterans Program and will donate a portion of 2013 race registrations to the VVP to support their worthwhile programs for America's wounded service men and women. VVP Founder and Executive Director Cheryl Jensen expresses her appreciation: “We are thankful to the Valor Half-Marathon organizers Carl and Cynthia Bruggeman for selecting the Vail Veterans Program as a beneficiary of this inaugural running event in Vail. The support we receive from the race will benefit military injured and their families.” Companies interested in sponsoring the 2013 Vail Valor Races should email cynthia@speckled-hound.com Individuals and families who want to participate should sign up online at active.com via the link: http://www.active.com/event_detail.cfm?event_id=2072890 About Speckled-Hound Racing Speckled-Hound Racing is committed to producing top-notch running and biking events in Colorado. Principals Carl and Cynthia Bruggeman combine their personal and professional experience as athletes and marketers to ensure quality race production & promotion that encourages the recreational participant, challenges the competitive athlete, and engages the community. www.speckled-hound.com ### HALF-MARATHON Inaugural Running Race Planned for Memorial Day in Vail, CO Valor Half-Marathon Spring Road Race Kicks Off at 8 a.m. Monday, May 27th