HomeMy WebLinkAbout2014_06_14 Vail Kids Adventure Club in LH RFPCSE/TOV
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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 Kids Adventure Club in Lionshead
PROPOSED DATE(S) : 9 Saturdays, June 14, 21, 28; July 5, 12, 19, 26; August 2 &
9, 2014
AMOUNT OF CASH FUNDING REQUESTED: $20,000.00
PRODUCING ENTITY: Blue Creek Productions, Inc.
1. President or Executive Director’s Name: Brian Hall
2. Name and Title of Person Completing the Application: Brian Hall, President
3. Business Address:
•Physical Address: 45 Ewing St. Eagle, Co. 81631
•Mailing Address: PO. Box 4510, Eagle Co. 81631
4. Contact Info:
• Telephone: Main: 970-328-65855
•Cell: 970-376-2594
•Fax: 970-792-2423
• E-Mail Address: brian@bluecreek.com
5. Event and/or Organization WEBSITE: www.vailkidsadventureclub.com
6. Number of years your organization has been in business: 27
7. Mission Statement: To consistently produce exceptional world class family and kids
events and entertainment in support of Vail and the Vail Brand.
8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit*
• Non-Profit (501C-3), or Not-for-Profit (501C-6) organization
If applicable, please attach current State Department of Revenue Certificate
with this application.
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• 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 Vail Kids Adventure Club will continue to build on the past success of the event and
continue to work with the Town of Vail to build a strong and dynamic Vail Brand.
• We will continue to present exceptionally fun and engaging family entertainment,
activities and competitions. We will offer quality arts & crafts projects for the whole
family, interactive contests and competitions that get the entire family into the act and fun
family entertainment.
• We will continue to showcase quality educational presenters such as the Raptor
Educational Foundation, The Denver Museum of Nature And Science, the Denver
Butterfly Pavilion and the Denver Zoo . These groups offer great presentations that our
audiences love and they offer us great promotional value beyond our area.
• We will continue to create great partnerships with “Vail” groups such as the Vail Fire
Department the Town of Vail Environmental Sustainability and the Vail Nature Center.
Using these groups as presenters, “Meet & Greeters” and activity partners is fun, offers
promotional value for the Town of Vail and just good business and good for the Vail
Brand.
• We will also continue to partner in cross promotion and activities with groups such as
the Vail America Days, the Vail Arts Festival and the Vail International Dance Festival.
This offers us and partners great cross promotional value and opportunities.
• We will continue to work with the Lionshead business community – the shops,
restaurants and lodges, to maximize our value to them and their bottom line.
• The Vail Kids’ Adventure Club will maintain the goal of offering the highest quality,
engaging, fun and educational experience for Vail destination guests, second homeowners
and valley locals. We will continue to build the LH-FFC as an asset for the community of
Vail and the Vail Brand, focusing on building a strong and definable return on the
financial support the Town of Vail gives us through the CSE.
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 will be centered on the Ice rink area of the Arrabelle and will stretch throughout
the Lionshead Village, with components adjacent to the new kids playground/fountain and
towards the Gondola yard. We have worked with the folks at Arrabelle and Lionshead to
secure these areas.
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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.)
• We do not anticipate requesting any in-kind services from the Town of Vail.
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 event has been located in Lionshead for the past 6 years.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated: 5 to 10/wk
• Number of volunteers needed: 0
• Number of event staff: 15 to 20
• Total Number of spectators/attendees anticipated and estimate: 8,500.00
•% Local: 3%
•% In-state (non-local): 68%
•% out of state: 23%
•% International: 6%
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?
• The Vail Kids Adventure Club rings the Vail Brand to life! It is a clear demonstration of
Vail’s commitment to families and kids who visit and live in our valley. And in turn a strong
demonstration of the Vail Brand.
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• This event has increased sales within Lionshead each Saturday throughout the run of the
event – driving sales tax revenue to the Town. We had merchants who said this event
helped them make money, some said event days were their best days for their business. We
will build on that retailer-event partnership in 2014. This event creates a strong sense of
community for our attendees and the merchant group of Lionshead. The event brings
visiting and local families together to enjoy all that Vail summer has to offer.
• Additionally the event provides potential for economic benefit to all merchants within the
area. Many merchants have expressed to us that the days of our events are their best days
for business. It draws valley visitors to the area and keeps them there for the event and
hopefully for the evening. It helps satisfy Vail hotel guests expectations of outstanding
events and experiences during their visits enhancing the probability of their return to Vail.
This is economic benefit is proven out by feedback from our merchant partners. This event
is a “live” demonstration of the Vail Brand.
• The high production value and quality of the event provides a worthy vehicle for attaching
sponsorship and promotional partners to offset event expenses and maximize promotional
opportunities.
• Through the use of educational activities and the engagement of the Town of Vail’s
environmental sustainability staff the event can also further promote the Town’s green
emphasis and efforts to date.
• Through the Kids’ Discovery Zone and the Raptor Group, we are able to clearly present
Vail’s commitment to the growth and education of our young people. Through partnering
with the Town of Vail’s Environmental Sustainability Department during the “Green Planet
Kids Expo”, to the Vail Fire Department’s Family Safety presentations each week, we
showcase the professionals working to make Vail an incredible place to be for everyone.
• Blue Creek Productions, Inc. has produced this event with sponsorship from the
Lionshead Merchants Association and the Town of Vail for the entire 6 years of the event.
That partnership of professional event management, successful local business people and
passionate town departments - all vested partners in this project - make the Vail Kids’
Adventure Club a very fun, engaging and successful experience. On an added note, 2014 will
be the 28th year of Blue Creek Productions entertaining and producing events in Vail and
the surrounding areas. For more information on our experience, please visit our corporate
website at www.bluecreek.com .
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?
70%
3.Describe briefly how you will use the funds that you are requesting from the
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CSE.
• CSE Funds will be used with other sponsorship money to market and promote the
event. It will also pay for both the educational & entertainment activities and presenters,
which are the core of the VKAC event.
4.Should the CSE decide not to support this event, will it still occur?
• Probably not.
5.What is the $ amount of sponsorships from alternative sources reflected in
the event budget?
• 30%
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.)
• 0, it is a free event. We push any food or beverage sales to local merchants.
7. If possible, would you intend to host the event in Vail beyond 2014? If yes,
for how many years beyond 2014?
• Yes, continuing for several years if it is value to the guests of Vail.
8. Do you anticipate requesting funding from the CSE next year? YES - 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.
• 60%
MARKETING:
1. Please provide a detailed description of your marketing plan and indicate
how the budget will support the program.
• We will purchase print and radio ads in support of the event to run throughout the
summer. We will partner with businesses in Lionshead and the Lionshead Merchants
Association to promote our event through their advertising plans and ad purchases.
Blue Creek Productions, in partnership with the Lionshead Merchants Association, will
continue to increase our marketing and promotion this event utilizing opportunities
through the Vail Marketing Board, The Vail Valley Partnership and our local partners –
local media, lodges, retailers and social avenues. Last year we able to get a mention in
the Denver Post story highlighting great events for families in the Colorado mountains.
We will continue our event specific website with links to the Town of Vail and Vail
lodging “Call To Action”. We will continue our social media program which includes
Facebook, email blast ist with about 400 national, regional and local addresses. And we
will continue our digital photo lash fliers on a regular basis.
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We will partner with local media to bang our message home. We will work with local
radio to get promotional coverage. Make appearances on TV8 and Channel 5 to build
local awareness.
We will once again create a “Lodging Information Program” giving our Vail lodges
ongoing information and photos for their use in better communicating with their
potential & in-coming guests. We will begin to work with these lodges in early spring so
that the event promotional material will be useful during their spring/summer sales
push.
We will do so by advertising in the Vail Daily, and local radio and through the use of
rack cards that will be distributed to all lodges in Vail and all merchant locations
throughout the Lionshead Village. Additionally the event will be advertised on
Vail.com, with a link available to a specific event site and will also be promoted through
the use of press releases to local media. We will create a “Lodging Information
Program” giving them ongoing information and photos for their use in better
communicating with their in-coming guests. We will begin to work with these lodges in
early spring so that the event promotional material will be useful during their
spring/summer sales push. We will use any and all marketing and PR opportunities
provided by the VLMDAC.
2. Explanation of potential for sponsorships and media exposure.
• The VKAC event has several interested sponsors we have spoken to this past summer
about coming on board as sponsors during the summer of 2014. We believe there are
sponsors who will chose to be a part of this wonderful event when we can demonstrate
the value to them and attach them to our marketing and promotional plan. We know
that the event is an incredibly positive one for our guests. We can now offer our
sponsors more places for their Brand/logo placement including our website, emailing’s,
promotional & advertising materials, event signage, exhibit attachment and sponsor
display at our event. This would increase impressions for our sponsors and make
sponsorship of the event more valuable to them.
3. Specify any marketing support you are requesting.
• As in the past, we would like to be a part of and support the marketing efforts
developed by Vail and the Local Marketing District in any way we can. In the past this
has meant supplying them with copy and photos of our events for their use in their
editorial and advertising efforts.
4. Name, telephone number and email addresses of your PR and marketing
contacts.
• Brian Hall, 970-328-5855, brian@bluecreek.com *At this time, we will update any
additions.
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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.
MEMO
To: Town of Vail CSE
From: Brian Hall
Date: 10/18/13
Re: Request for Funding - Additional Informartion.
Blue Creek Productions, Inc.
Vail Kids’ Adventure Club request for Funding 2014
Additional Information
1) Our event is strongly supported by the Member of the Lionshead Merchants
association and businesses of Lionshead. References are available if desired.
2) How we will direct prospective attendees to book lodging in Vail:
All printed materials, radio and print ads will carry a lodging button pointing to
the Visit Vail Valley website. We will have a lodging link on our website and email
blast program that directs the guests to the www.visitvailvalley.com if that is the
website the Town of Vail would like us to direct guests to. We will have direct links to
the lodges in Lionshead on our event website.. We will create an identifier for any
referrals that we are able to send along to the lodges.
3) Past Year’s event evaluation: This report and wrap up CSE notes are
available on the Town of Vail’s Special Event departments website.
4) Estimated Attendee demographics. Our survey results showed that we bring in
mostly visitors and 2nd homeowners to our event (81% and 26%), with about 3% of
participants being locals. Over the run of our event, we talk our guests, both local and
destination visitors, who stated that they had come last year to the event and decided to
return again this year – many have said they have come for multiple years. We see a lot of
families from the Latin markets traveling in from Miami, South America and Mexico. We see a
lot of national families from Texas, California, Florida – all escaping the heat. We see families
who came back several weeks in a row during the 2013 summer to enjoy the event. We
actually have families running up to us during set up for the event to sign up for our contests,
like the famous “WaterBalloon Toss of Death!”. This feedback has led us to believe that
families do truly enjoy the event, that it adds value to their visit to LionsHead, that it leads
them to make repeated visits to the area and that they speak to others about the event as
well. We intend to work harder to document who visits us and their travel and spending
habits in the coming summer.
4) Organization Roster naming:
Event Producer: Blue Creek Productions, Inc.
Brian Hall – President, Event Producer and Marketing
Kaylee Brennand Project Manager and Accounting
Mike Boeke – Operations Manager
Event Partners: Lionshead Merchant Association
Sarah Franke & Lee Steele
¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨
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P.O. Box 4510
Eagle, CO 81631
970-926-5855
970-692-2423 fax
info@bluecreek.com
FY 2014
Budget
Revenues:
TOV-CSE Contribution 20,000
For 9 Events
Lionshead Merchants Sponsorship 3,000
Sponsorships - Other 5,000
Total Revenues:28,000
Expenses:
Advertising & Marketing
Banners & Signage 425
Rack Cards, Fliers, Posters 375
Newspaper 1,200
Artwork 537
Radio 800
Electronic Media/Website 750
Beer/Wine/Soda/ice 0
Consutling - Guest Surveys 500
Consulting - Marketing & Promotions, TOV Compliance 1,200
Entertainment
Children's Activities 3,880
Performers/Raptor Education Foundation 5,500
Inflatables 2,700
Kids Discovery Zone (Special Presenters, Green Activities, etc.) 1,200
Event Fees
Insurance 483
Police 0
Security 0
Sound Permit 50
Special Event License 100
Tent Permit 0
Food Cost 0
Miscellaneous 0
Recruitment 0
Sponsor Activities 0
Sponsor Gifts 0
Staff 0
Event Workers 5,600
Administration 2,700
Tables/Linens Rental 0
Tent Rental 0
Travel & Lodging 0
Total Expenses:28,000
Net Income/(Loss)0
Vail Kids' Adventure Club on Lionshead Budget - 2014
Budget Detail
9 Events
Description