HomeMy WebLinkAbout2014_08_15 Vail Rocks 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 Rocks
PROPOSED DATE(S) : June 13-15 (Fathers’ Day) or August 15-17
AMOUNT OF CASH FUNDING REQUESTED: 30,000
PRODUCING ENTITY: Love Hope Strength
1. President or Executive Director’s Name: Shannon Henn
2. Name and Title of Person Completing the Application: Shannon Henn, Executive
Director
3. Business Address:
• Physical Address: 4956 Colfax Avenue, Denver, CO 80220
• Mailing Address: Same
4. Contact Info:
• Telephone: Main: 720 379 7013
• Cell: 303 518 8938
• Fax: N/A
• E-Mail Address: Shannon@lovehopestrength.org
5. Event and/or Organization W EBSITE: www.lovehopestrength.org
6. Number of years your organization has been in business: 7
7. Mission Statement: At Love Hope Strength we turn concerts into lifesaving events.
Through our GET ON THE LIST campaign we register marrow donors resulting in matches
from concerts around the world. Through unique events, like Everest Rocks, Vail Rocks
and Kilimanjaro Rocks, we build cancer centers, giving people access to early detection
and quality cancer care.
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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.
• Does the Event benefit a charity? If yes, please name the beneficiary:
100% of all proceeds benefit the Love Hope Strength Foundation.
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.
Once again, Love Hope Strength will be saving lives at Vail this summer through Vail
Rocks – a benefit hike up Vail Mountain with acoustic concerts along the trail. The hike is
followed by a concert in Solaris Plaza with participating artists which will be announced
once final date is confirmed with the Town of Vail. The hike requires a $89 registration fee
and participants are encouraged to raise funds throughout the spring to additional support
the Love Hope Strength Mission of saving lives, one concert at a time. To date, 4
potentially life-saving matches have been made from Vail Rocks alone. Additionally, the
funds raised have supported countless GET ON THE LIST marrow drives around the
United States and helped bring 2 additional doctors to Tanzania, 2 years in a row, to
provide care at the Love Hope Strength children’s cancer centers.
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 Mountain – Potential dates sent to Vail Resorts. Waiting for final reply to firm up
the best available for the mountain. Saturday of weekend 7AM – 2PM
Solaris Plaza – waiting for firm dates to be confirmed with Town of Vail before
approaching Solaris Plaza Management. Saturday of weekend 2PM – 10PM.
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
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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, bus service to be halted during performance in Solaris Plaza. The stage can be
set in place without disruption to buses right up until time of show and can commence
right after event wraps.
Barricades, portable rest rooms, police, security and waste management will all be
required and will be organized with our event host. Prior years have all been managed
by Eagle Valley Events. We are exploring the same management company as well as
open to suggestions by 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.
Existing. This will be the third year and the location of the event has always remained
the same aside from the start of the hike was in Lionshead in year 1. The start was
better in Vail Village due to the use of facilities and ease of return to the Town via the
new gondola.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated: 600 for hike.
Last year the cap was at 400. We wish to work with Vail Resorts to raise the
number of participants in the hike while still maintaining a level of intimacy for the
participants. The hike was nearing a level of too many participants and bottlenecks
along the trail. Discussions are being had to alleviate the bottleneck while still
growing the number of participants to a safe and enjoyable for all.
We would like to see the concert attendance triple this year. We were very satisfied
with the number of attendees in Solaris last year but still feel we have great room
for improvement when it comes to the in town experience for participants, residents
and guests to Vail.
• Number of volunteers needed: 20 were brought in last year.
• Number of event staff: 5 Love Hope Strength Employees along with contracted
local Event Management.
• Total Number of spectators/attendees anticipated and estimate:
• % Local: 10%
• % In-state (non-local): 50%
• % out of state: 35%
• % International: 5%
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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?
A world class hiking event will once again be brought to Vail and promoted on an
international level. Participants from around the globe will be brought in including artists to
perform. The following statistics were pulled from the 2013 Vail Rocks.
85% attendees stayed in Town of Vail:
Average amount spent on lodging/day: $280
Estimated room nights booked due to event association: 230 rooms
Average amount spent by attendees was $750 per person based upon survey results.
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.
VAIL
ROCKS
Item
Budget
Sponsor
Flights/Artists/production $5,000
Hotel Artists/Staff/Production $8,000
Lunch on Mountain $10,000
Welcome Dinner $5,000
Breakfast $1,000
T-shirts $5,000
Printing $1,000
Graphic Design $1,100
Sound/stage $10,000
Banners $1,500
Barricades
$200
Solaris
Lease
$875
Liquor
Permit
$25
Stickers
$1,500
Rackcards
$255
Posters
$236
Auction
Sell
sheets
$106
Backpacker
$5,000
Vail
Daily
$6,000
Security
$1,680
Bartenders
$2,295
Alpine
Party
rental
$3,105
Ice
$86
WristBands
$200
Misc
Gratuities
$300
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Event
Management
$5,500
General
$40,000
Other
Sponsors
General
$30,000
Town
of
Vail
Artist
fees
$0
artists
TOTAL
$74,963
$70,000
Registration
Fees
$50,000
Merch/Liquor
$30,000
Sponsors
$70,000
Fundraising
$100,000.00
Gross
$250,000
Total
Expenses
$74,963
Projected
Net
Revenue
$175,037
2. What % of the total event budget is the CSE being asked to fund?
35%
3. Describe briefly how you will use the funds that you are requesting from the CSE.
Funds will be used for staging, advertising and marketing and travel expenses for
artists.
4. Should the CSE decide not to support this event, will it still occur?
Unlikely to still be in the Town of Vail due to expenses incurred.
5. What is the $ amount of sponsorships from alternative sources reflected in the event
budget?
50%
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.)
15%
7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many
years beyond 2014?
Of course – we love Vail Rocks and so do our participants. Not sure we could think of a
better place in the United States!
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
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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 intend to increase our budget this year to allow for more advertising and more artist
participation (this would require additional travel expenses for more artists and bands).
As we grow, we are in need of locating additional outside sponsors. We do still see Vail
as one of the leading sponsors of this event but plan on bringing in similar level
sponsors to help support the growth.
MARKETING:
1. Please provide a detailed description of your marketing plan and indicate how the
budget will support the program. The following advertising is based on last years
marketing plan. We feel strongly that additional outreach is needed in the Vail
Community. We did not feel much traction form the radio placement in Denver and
would seek alternative radio outlets.
• 2 full page ads in Backpacker Magazine
• 2 dedicated articles in Backpacker Magazine
• Social media through Backpacker
• Direct outreach via email to LHS database of 20,000 supporters.
• Vail Rocks decal program
• Social Media via LHS and artist networks of 500,000 fans.
• 10 Vail Daily ads
• Roundabout banner placement in Town of Vail
• Dedicated Vail Daily article
• Misc calendar postings
• Town of Vail newsletters and outreach
• 3 weeks of KBCO radio advertisement
• Vail Rocks sticker campaign (26 participating establishments)
• Vail roundabout banners
• Various articles in Huffington Post, Billboard, and other international publications.
2. Explanation of potential for sponsorships and media exposure.
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Naming rights to Vail Rocks.
Exposure in year long support of Vail Rocks in all aspects of the Love Hope Strength
Foundation’s campaigns.
Exposure to millions of music and outdoor enthusiasts through dedicated articles and
press releases as well as onsite promotional hand outs at some of the worlds biggest
music events including all concerts at Red Rocks Amphitheater, SXSW and much
more.
Exposure of the Vail name to thousands of fans through social media for Love Hope
Strength and participating artists.
Life-saving results.
3. Specify any marketing support you are requesting.
Outreach through Town of Vail newsletters.
Discounted rates at Vail Daily as available.
Outreach to Town of Vail residents through social media.
Round-about banners.
Inclusion in monthly calendars for Town of Vail
Inclusion in press releases from Town of Vail
4. Name, telephone number and email addresses of your PR and marketing contacts.
Shannon Henn, 303 518 8938.
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.
• N/A
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•
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.
As in previous years, a host hotel will be identified (Sebastian Hotel has been hotel in
past and likely will be again). A 3 night minimum stay is required to receive discounted
hotel rates at the Sebastian to encourage longer stays.
A dedicated page on our website directs people to booking and a discount rate is
provided. Rooms are tracked weekly with the hotel administration.
Additionally, overflow is referred to additional hotels in the area including, but not
limited to, Evergreen Hotel. All hotels booked there are once again tracked with hotel
administration.
All guests are polled after to determine where they stayed and how much was spent on
lodging.
Lastly – a welcome party is hosted Friday night and all guests are encouraged to stay
for the Farmers Market in order to promote a long weekend in Vail.
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3. Previous year's event evaluation, including income and expense statement (if existing
event).
VAIL
ROCKS
2013
Item
Amount
Sponsor
Flights/Artists/production $2,047
Hotel Artists/Staff/Production $6,690
Lunch on Mountain $6,403
Welcome Dinner $4,000
Breakfast $600
T-shirts $4,400
Printing $600
Graphic Design $1,100
Sound/stage $10,000
Banners $1,500
Barricades
$200
Solaris
Lease
$875
Liquor
Permit
$25
Stickers
$2,875
Rackcards
$255
Posters
$236
Auction
Sell
sheets
$106
Backpacker
$5,000
Vail
Daily
$3,000
KBCO
$8,800
Security
$1,680
Bartenders
$2,295
Alpine
Party
rental
$3,105
Ice
$86
WristBands
$200
Misc
Gratuities
$300
Event
Management
$5,500
General
$23,000
Other
Sponsors
General
$25,000
Town
of
Vail
Artist
fees
$0
artists
TOTAL
$71,878
$48,000
Registration
Fees
$101,000
Merch/Liquor
$25,000
Sponsors
$48,000
Actual
Net
Revenue
$98,593
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4. Past or projected demographics of event attendees and estimated spending.
Average spending per person was $750 per person.
NY
2%
PA
1%
UT
1%
WY
1%
MA
2%
IL
4%
CA
6%
TX
7%
CO
(Vai)
13%
CO
(Other)
53%
Interna‘o
nal
1%
Other
9%
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5. Organization rosters naming:
All officers and respective positions
Board of Directors and positions
Mike Peters – Founder, Board Member
Mike Peters is a two times cancer survivor and co-founder of Love Hope Strength
Foundation. He is also frontman of internationally respected Welsh band The Alarm and
more recently as guest vocalist for celt-rockers Big Country.
Mike has successfully fought The Big C on two occasions; once in 1995 when he battled
Non-Hodgkin’s Lymphoma and more recently in 2006 when he was diagnosed with
Chronic Lymphocyte Leukemia (CLL). Throughout a six month spell of high dose
chemotherapy, Mike Peters continued to play and perform with his band The Alarm,
taking to the stage each time in his trademark ‘green’ combat fatigues (which has
become our symbol of hope after a faith healer gave him the revelation that ‘green’ was
the healing color in his life).
Mike Peters has played acoustic guitar all his musical life and and the sound of the
instrument has been at the core of all his work from the very beginnings of The Alarm to
the present day with Love Hope Strength. In the UK alone his songwriting skills have
fostered 16 UK hit singles and a host of successful albums in the USA with over 5
million sales worldwide. Mike Peters has appeared with or been joined on stage by such
rock and roll luminaries as U2, Bob Dylan and Neil Young.
When Mike was first diagnosed with cancer in 1995, quitting music wasn’t an option and
although he continues to receive regular treatment for Leukaemia, he is still challenging
himself and his audience through music and the outreach of his charitable actions. In his
own words and from the title of one of his own songs “Never give it up without a fight”.
To see more about Mike Peters and the birth of Love Hope Strength Foundation watch
this insightful documentary ‘The Song That Changed My Life”
James Chippendale – Founder, Board Member
James Chippendale is a survivor of leukemia and bone marrow transplant recipient.
Inspired by his long battle with cancer and search for a bone marrow donor Chippendale
wanted to make sure all people, everywhere, had access to quality cancer care and a
bone marrow donor. So in 2006 he joined fellow leukemia survivor, Mike Peters of the
Welsh rock band, and launched the Love Hope Strength Foundation.
An executive at Doodson Insurance Brokerage. Founded in 1964, in Manchester,
England, Doodson is now one of the world’s largest entertainment insurance brokers,
placing coverage for leading promoters (SJM, Kilimanjaro, C3 Presents), festivals
(Glastonbury, Lollapalooza, Austin City Limits), tours (Lady Gaga, Beyonce Eagles,
Linkin Park), and thousands of special events, sports teams, and music venues around
the globe. Chippendale’s media background includes hosting the twice- Emmy-
nominated lifestyle segment, Last Call with James Chippendale his philanthropy
endeavors led him to produce the non-profit award-winning documentary “More to Live
For.” Recently, Chippendale has joined Jim Digby (Production Manager/Director of
Touring for Linkin Park) to help form the Event Safety Alliance, a revolutionary non-profit
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organization within the entertainment industry, comprised of top industry professionals
serving to improve safety at live events around the world.
James has become a national figure as a leukemia spokesperson and survivor. James
has made over 350 media appearances, including ABC, Fox News, CNN, USA TODAY,
MSNBC, Bloomberg, Good Morning America, American Way, The New York Times, and
The Howard Stern Radio and TV shows.
Alex Coletti – Board Member
Alex is award winning tv producer/director from Brooklyn, NY. As a staff producer at
MTV, he produced the highly acclaimed music series MTV Unplugged, as well as 5 MTV
Video Music Award Shows, 2 Super Bowl Halftime shows for CBS, and the concert
series Live from the 10 spot.
Coletti formed ACP is 2007 and has produced and directed 3 National Christmas Tree
Lighting broadcasts, the Teen Nick Halo Awards, VH1 Storytellers, The Robin Hood
Gala in NY, the music series Spectacle with Elvis Costello.
Alex first met Mike Peters while a college intern at WNEW-FM, then again in 1990 at the
Alarm rehearsal for MTV Unplugged. Alex’s involvement in LHS is a direct result of their
years long friendship.
Coletti produced and directed the documentary film Everest Rocks, following the first
LHS trek to base camp at Mt Everest. His father, Roger Coletti died of cancer in Aug,
2011.
Tom Flanagan – Board Member
As a marketer, Tom has extensive experience in the sports, music and film industries.
He has also launched digital divisions of global companies, and created start-ups
focused on mobile products and technology consulting.
Tom has worked with many of the world’s leading brands, celebrities, athletes and
entertainers. He has won numerous awards including a Cannes Gold Lion for Branded
Content, and more importantly, he is a board member for the Love Hope Strength
Foundation.
George Devanney – Board Member
George W. Devanney is a partner at Keywood Strategies after 27 years of experience in
the public sector with a long and vast career of understanding how to get things done at
all levels of government. Mr. Devanney was Union County’s longest serving County
Manager after nearly 10 years in the position. Federal, State, County or Municipal
issues, George can quickly navigate the mechanics of government to maximize its
impact on private and non-profit entities.
Prior to joining the County, Mr. Devanney also helped launch the Jersey Gardens Mall,
while he served as the chief economic development adviser as the Director of Policy
and Planning for Elizabeth Mayor Chris Bollwage. Devanney was appointed County
Manager in 2002, following a four-year tenure as Deputy County Manager. Devanney
previously served as a member of the Elizabeth Development Company Board of
Trustees, Executive Director of the NJ Democratic State Committee, under powerful
State Senator, Raymond J. Lesniak, who served as the Chairman of the NJDSC,
Special Assistant to the NJ Senate President, and Chief Legislative Aide for the 20th
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Legislative District Office.
He is a Board member of the Love Hope Strength Foundation and has also served on
the Board of the Union County Alliance, Runnells Hospital Foundation and Union
County Performing Arts Center. A graduate of Rutgers University, Devanney earned a
Bachelor of Arts Degree in Political Science.
Shannon Foley Henn – Executive Director
Shannon is the executive director of Love Hope Strength. Shannon’s younger brother,
Ryan, was diagnosed with testicular cancer at the age of 23. Later that same year she
lost her grandfather to cancer. Thanks to 2 aggressive surgeries and chemotherapy,
Ryan has successfully beaten cancer. Shannon has been with Love Hope Strength
since it’s inception.
Prior to joining LHS, Shannon was General Manager of Denver’s Jet Hotel, Manager of
Marketing, Events and Corporate Sales for Public House Ltd and Director of Brand
Identity for the accounting firm, Grant Thornton. In 2002, Shannon moved to Kenya for
an independent brand development project with Tradition Safaris. Shannon received her
BS in Marketing from Boston College. She currently resides in Denver, CO with her
husband, Jeremy Henn.
Jeremy Henn – Managing Director
Jeremy Henn is the Managing Director of Love Hope Strength and lives in CO with
Shannon (LHS Executive Director) and their dog, Beef. A native of Baltimore, MD,
Jeremy got involved with LHS as a volunteer in 2007 and came on to run the
foundation’s operations in February of 2013 after stops at R.S. Hughes Co, Coors and
School of Rock.
As is unfortunately the case with most people today, cancer has impacted Jeremy’s life
on many occasions and he felt volunteering (and now working) with LHS was a way to
make a difference in the lives of those battling cancer and honor those we have
lost. Jeremy’s brother, Lucas, is a two-time leukemia survivor, a bone marrow
transplant recipient and is closing in on his 8th re-birthday (post transplant). As Lucas’
marrow donor, Jeremy knows first-hand how important growing the marrow registry is
and is proud to be a part of the LHS family.
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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.
Video link
http://www.youtube.com/watch?v=8gmN13vw0dM
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FREECONCERT
MIKE PETERS . CY CURNIN . BRETT DENNEN
MILES ZUNIGA . JEFF BRINKMAN . SCHOOL OF ROCK
SATURDAY, JUNE 15 . 5PM . SOLARIS PLAZA
Join us for a FREE concert to benefi t
the Love Hope Strength Foundation with
Mike Peters (Big Country), Cy Curnin (The Fixx), Brett Dennen,
Miles Zuniga (Fastball), Je Brinkman, School of Rock and More!
VISIT VAILROCKS.ORG FOR MORE DETAILS
Oncology
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