HomeMy WebLinkAbout2014_06_13 King of the Mountain Volleyball Tournament RFPVAIL 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: 42nd Annual Vail King of the Mountain Open
➢ PROPOSED DATE(S): June 13-15,2014
AMOUNT OF CASH FUNDING REQUESTED: $45,000
D PRODUCING ENTITY:
1. President or Executive Director's Name: Leon Fell
2. Name and Title of Person Completing the Application:
Leon Fell/Producer
3. Business Address:
• Physical Address: 74 Elk Lane Unit #-C Eagle -Vail Subdivision Avon, Colorado
• Mailing Address: Box 2676 Avon, Colorado 81620
4. Contact Info:
• Telephone: Main: 970 -948 -0395
Cell: 970 - 948 -0395
• Fax: n/a
E -Mail Address: leonfell @rof.net
5. Event and/or Organization WEBSITE: www. kingofthemountainvolleyball.com
6. Number of years your organization has been in business: 12
7. Mission Statement:
To produce a professionally run beach doubles event and special event that brings both pai
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8. Organization's tax status: For Profit or Non - Profit* /Not for - Profit*
• F-] Non -Profit (501C-3), or Q Not for -Profit (501C-6) organization
CSE/TOV RFP for 2014 Special Events Page 5
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:
➢ 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.
Beach doubles volleyball tournament including juniors, adults, co -ed, and special father /sor
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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.
Vail Athletic Field: Set -up, Thursday, June 12, 2014, 9 am; Tear -Down, Sunday, June 15,
3. Will any portion of the event take place outside of the Town of Vail? If yes, please explain.
Eagle -Vail soccer /softball fields: one time substitute venue due to construction/re- sodding i
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.)
n/a
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.
42 years. Vail Athletic Field and Ford Park
CSE/T0V RFP for 2014 Special Events Page 6
6. People:
- Number of participants (athletes, artists, exhibitors, etc.) anticipated: 1,200
- Number of volunteers needed: 10 -15
- Number of event staff; 15 -20
- Total Number of spectators/attendees anticipated and estimate:
% Local: 50
% In -state (non - local): 40
% out of state: 10
• % 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?
Event will bring a sizable amount of participants (including their families and entourages) to
a
➢ 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?
41%
3. Describe briefly how you will use the funds that you are requesting from the CSE.
Primary use will be to help fund the "special event" which will include beach professionals.
4. Should the CSE decide not to support this event, will it still occur?
Yes; but, the "special event" will not occur.
5. What is the $ amount of sponsorships from alternative sources reflected in the event
budget?
$25,000
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.)
35%
CSE/TOV RFP for 2014 Special Events Page 7
7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many
years beyond 2014?
Ad infinitum.
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.
35%
➢ MARKETING:
1. Please provide a detailed description of your marketing plan and indicate how the
budget will support the program.
Participant derivation: via direct e-mail, direct mail, social media, national publications, pars
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2. Explanation of potential for sponsorships and media exposure.
Event has grown into the largest beach doubles volleyball toumament in the Country. As SL
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3. Specify any marketing support you are requesting.
Only from the VLMDAC group.
4. Name, telephone number and email addresses of your PR and marketing contacts.
Leon Fell, 970 - 948 -0395, leonfell @rof.net
CSE/T0V UP for 2014 Special Events Page 8
1' ANNUAL VAIL
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2014 Proposed Budget
CIN ONE:
Sponsorships & Donations:
Town of Vail: $45,000.00
Corporate Sponsors: 25,000.00
Team Registration Fees: 39,000.00
Total Income: $109,000.00
Expenses:
Administrative:
Producer:
$10,000.00
Assistant/Secretarial:
2,500.00
Cost of Sponsorship Sales:
5,000.00
(commissions)
1,500.00
Office Expenses:
500.00
(rear/ utilities /phone/supplies/mternet service, etc.):
5,500.00
Production Equipment Storage
870,00
Marketing/Promotions:
Marketing Plan, Etc.
2,500.00
Artwork:
1,500.00
Poster ProductionMistr►bution
650.00
Direct Mail:
1,500.00
Radio:
500.00
Newspaper:
210.00
Web Site Maintenance:
285.00
Licensafflees:
Event Insurance:
750.00
Town of Vail Permits:
225.00
Field(s) Rental:
4,500.00
Retail Sales Tax:
100.00
Production Expenses:
Tourney Director:
3,500.00
Cost of Registration:
2,000.00
Production Crew.
6,000.00
Lodging (additional for crew):
250.00
Capital Expenditures:
500.00
P.A. Rental
350.00
Port A Potties:
900.00
Equipment Trucks Rental & Cgs:
1,200,00
Miscellaneous Expenses:
500.00
Player's Party:
250.00
Prize Money:
10,000.00
Special Event/AVP All- Stars:
Site development (sand court/pa/announcer /etc.): ? ? ? ? ? ? ??
Kcrri Walsh Appearance Fee: 25,000.00
Airfare — AVP All- Stars: 3,600.00
Meals: 500.00
Driver's Tips (CUE): 200.00
Total Expenses (not counting "site development costs ". tbd: $89,190.00
-page 2-
In -Kind Contnbutions Come From:
John Paul Mitchell Systems
Nature Valley Bars
LaraBars
Deja Blu Water
GoGirl Energy Drink
Barefoot Wine & Bubbly
Vail Resorts
Proposed In -Kind Contributions For "Special Event" AVP All- Stara:
The Sonnenalp Lodge & Spa
CME (Colorado Mountain Express)
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2013 EVENT PROFIT & LOSS STATEMENT
INCOME:
Sponsorships & Donations:
Town of Vail: $25,600.00
Corporate Sponsors: 1,500.00
Team Registration Fees: 36,010.00
(Refund of Registration Fees /Duplicate Registration): <- 100.00>
Total Income: $63,010.00
Expenses:
Administrative:
Producer:
$ 8,000.00
Assistant/Secretarial:
88.00
Cost of Sponsorship Sales:
1,700.00
(commissions)
500.00
Office Expenses:
210.00
(renthrtilities/phone/supplim/i rWrnet service, etc.):
5,190.80
Production Equipment Storage
870.00
Marketing/Promotions:
Artwork:
1,245.00
Poster Production:
33721
Direct Mail:
1,44035
Radio:
500.00
Newspaper:
210.00
Web Site Maintenance:
285.00
Licenses/Fm:
Event Insurance:
614.00
Town of Vail Permits:
225.00
Field(s) Rental:
3,550.00
Bank Fees:
234.12
Retail Sales Tax:
66.00
Production Expenses:
Tourney Director.
3,019.00
Cost of Registration:
1,845.00
Production Crew:
5,650.00
Lodging (1 night additional for crew):
108.76
Capital Expenditures:
150.80
P.A. Rental
350.00
Port A Potties:
900.00
Equipment Truck Rental & Gas:
1,009,84
Car Rental for Courtesy Van & Gas:
411.73
Miscellaneous Expenses:
459.58
Player's Party:
250.00
Prize Money:
5,000.00
Out of Pocket Expenses/AVP All- Stars:
Kerri Walsh Appearance Fee:
15,000.00
Airfare — AVP All- Stars:
3,600.00
Meals:
463.55
Driver's Tips (CME):
165.00
Total Expenses:
$62,938.80
PROFIT/LOSS ( +/)
($ +7120)
-page 2-
In -Kind Contributions Come From:
John Paul Mitchell Systems
Nature Valley Bars
LmmBars
DejaBlu Waxer
GoGirl Energy Drink
Barefoot Wine & Bubbly
Vail Resorts
In -Kind Contributions For "Special Event" AVP All- Stars:
The Sonnenalp Lodge & Spa
CME (Colorado Mountain Express)
Additional Cost to Town of Vail for Marketing Materials for "Special Event":
Cocktail Gathering With AVP Dignitaries and Town of Vail Representatives:
NOTE: Direct Cost of "Special Event" AVP All- Stara:
Kerri Walsh Jennings:
Airfare for Participants:
Meals (paid by King ofthe Mountain Volleyball):
Driver's Tips, CUE (paid by King ofthe Mountain Volleyball)
Marketing Materials (banner and street sigoage):
In -Kind Contributions (Somwnalp /CME):
$ 1,090.00
$ 822.28
$15,000.00
3,600.00
46355
165.00
1,090.00
77777777
Total Cash Outlay $20,318.55