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HomeMy WebLinkAbout2014_09_09 The America Cup RFP The America Cup Fly Fishing Tournament | PO Box 6084, Vail, CO 81658 | 970-376-5703 jknight@theamericacup.com | www.theamericacup.com VAIL CSE - The America Cup Fly Fishing Tournament 2014 – updates 2013.11.06 Increased size of event to accommodate 20 teams (5-8 anglers per team) 2014 Teams committed, to date: Canada 3 Teams Team USA 3 Teams USA Youth 2 Teams USA other teams 3 Teams France 1 Team France Youth 1 Team Poland 1 Team Australia 1 Team Ireland 1 Team England 1 Team 17 Teams have already committed to attend in 2014 Larger event to be better prepared for WFFC – larger venues, larger transportation, and more volunteers. Event exposure updates Cabela’s in Denver speaker – Thornton and Lone Tree (Centennial) Bass Pro Shop (Thornton) and, coming soon, new stores in Colorado Springs and Loveland Colorado Trout Unlimited –state and chapter speaking engagements Increase in revenue from out of town volunteers and national and international attendees next 3 years. Spending controls Holiday Inn Apex Vail – pre event discounted lodging – to capture the many early arrivals to spend in Vail Vail host hotel – event lodging / F&B breakfast added (hotel tbd) Merchant Plan to include West Vail businesses – focus on restaurants Wrist bands for merchant discounts to identify attendees Casting Competition will be held again on Vail’s International Bridge World Fly Fishing Championships in 2014 are in Frymburk, Czech Republic, June 2-8, 2014. I am requesting that part of my CSE funding be utilized to partially fund this trip. I will be acting as a FIPS Mouche international supervisor, to learn processes and nuances of WFFC to be better prepared to host WFFC in the US. 2014 Agenda September 1, 2014 – September 8, 2014 Early attendee arrivals – Merchant Activation Plan begins September 8, 2014 (Mon) Arrival of Project Healing Waters soldiers from Fort Carson September 9, 2014 (Tue) Soldier’s Day – competitors fish with disabled soldiers September 10, 2014 (Wed) Casting Competition on Vail’s International Bridge September 11, 2014 (Thu) Competitor Registration, Captains Meetings, Beat Draw September 12, 2104 (Fri) Competition sessions 1 and 2 September 13, 2104 (Sat) Competition sessions 3 and 4 September 14, 2104 (Sun) Competition sessions 5, Event banquet, Awards Ceremony The America Cup 2014 Budget Planner per day head count Event September 09-14, 2014 number of teams 20 5 100 Tues - Wed - Thu - Fri - Sat - Sun number of controllers 100 for 3 days 100 June 15, 2014 - Sunday - Loch Style Tournament on Lake Nottingham number of vans/buses/drivers 10 for 3 days 10 event staff 10 for 3 days 10 Vendor Detail units unit price total Description Income Sponsor TOV Town of Vail 1 5,000.00$ 5,000.00$ Town Sponsorship - website, all magazine ads, logo or name on all items. Town of Vail 1 3,000.00$ 3,000.00$ Marketing sponsorship - utilizing Callosum Creative -ensure World level event is meeting Vail standards. WFFC buzz starts now! Town of Vail 1 2,000.00$ 2,000.00$ WFFC sponsorship - travel fund to WFFC 2014 Czech Republic pay to play Teams Teams 20 2,000.00$ 40,000.00$ Paying teams of 5 members per team - team fee = $2000 per team - $400 per person Sponsorships Fund Raising Cash Sponsorships 1 12,000.00$ 12,000.00$ Solicit companies to support event thru donated funds Income Total 62,000.00$ Expenses Operating Vendor Detail units unit price total Description Box Lunch Vendor lunches - daily box lunches 3 days 660 10.00$ 6,600.00$ Drivers, competitors, volunteers 10 per person 220 lunches per day *3 = 660 Competitor Breakfast competitor breakfast 300 12.00$ 3,600.00$ 3 days breakfast at host hotel City Market Vail Water - water drinking bottles 2640 0.25$ 660.00$ 4 bottles per day * 220p = 880 * 3 days = 2,640 Ace Hardware Vail Holding buckets 20 5.00$ 100.00$ 5 gal buckets - Home Depot - fish hold if short volunteers Ace Hardware Vail Beat Markers 1 400.00$ 400.00$ stakes, spray paint, tape, Sector meeting signage 200' markers Vendor tbd TAC 2014 T Shirts 250 10.00$ 2,500.00$ swag for anglers / volunteers / soldiers Vendor tbd TAC 2014 Fishing cap 250 12.00$ 3,000.00$ swag for anglers / volunteers / soldiers All About Pins TAC 2014 Pins 250 2.25$ 562.50$ swag for anglers / volunteers / soldiers Vail host hotel Registration room rental / food 1 500.00$ 500.00$ Room rental, finger foods, beat drawing, projector Office Depot Badges 4 80.00$ 320.00$ TAC staff , Anglers, etc. - lanyard style Office Depot soldier's day lodging, food, gifts 1 4,000.00$ 4,000.00$ soldier's day - lodging (2), meals, gifts, staff meals, transportation, venue costs transportation Shuttle Bus Fee 1 8,000.00$ 8,000.00$ 10 - 14 person vans and 10 drivers (30 hr labor each) / 3 days + driver Walmart Controller Kits 2 100.00$ 200.00$ extra zip locks, pens, clip boards Vail host hotel Awards Party 150 35.00$ 5,250.00$ Venue rental, food for 150, no liquor - use adjoining bar Vail host hotel Lodging for event staff 16 100.00$ 1,600.00$ Lodging for 4 sector judges for 4 nights - 16 nights Callosum Creative marketing firm 1 2,000.00$ 2,000.00$ marketing firm to promote event and push WFFC awareness British Airways travel to be FIPS Supervisor for WFFC 1 2,850.00$ 2,850.00$ Fly Rod and Reel - Fall distribution 102,000 TV8 Local TV 8 interviews 4 100.00$ 400.00$ TV shoots and bringing foreign anglers to show Merchant Activation businesses in Vail for attendees 1 300.00$ 300.00$ business FAQ sheets, promotion wrist bands, window clings Vail / Summit Daily News event ads and volunteers ads 8 100.00$ 800.00$ newspaper ads to promote event awareness and volunteers opportunities Gore Creek Fly Fisherman White event fly fishing shirts 16 30.00$ 480.00$ Event shirts - matching white fly fishing with logo Eagle Embroidery 2014 event shirts logo 16 15.00$ 240.00$ logos placed on shirts High Country Custom Impression TAC CUP 1 st place team 1 225.00$ 225.00$ 1 large Cup for Team 1st engraving both High Country Custom Impression TAC CUP 1st place individual 1 225.00$ 225.00$ 1 large Cup for 1st place individual Arrow Insurance Insurance - Liability 1 600.00$ 600.00$ event liability coverage insurance, with per venue riders named JBs T Shirts - Loch Style event T Shirts June 2014 Loch Tournament 30 12.00$ 360.00$ Loch Me Amadeus -plus volunteer practice for putin/take out, rowers, rules, water test Town of Avon Town of Avon park use fees 1 250.00$ 250.00$ July father's day event and Sept event, deck rental Town of Vail TOV permits fee 1 150.00$ 150.00$ TOV permits DRReC permit for Dillon Reservoir 1 350.00$ 350.00$ Dillon Reservoir Recreation Committee (DRReC) CDOW Forest Service Usage Fee 1 200.00$ 200.00$ DOW / Towns / Glenwood Springs Office Sylvan Lake State Park Daily Parking passes for volunteers/drivers 30 7.00$ 210.00$ Daily parking passes for 3 days for 10 vehicles a day Sylvan Lake State Park cabin rental for site judges 3 140.00$ 420.00$ Cabin 1 to be rented to house judges to watch over boats for 4 days/nights BLM Permits venue fee per BLM use 1 200.00$ 200.00$ BLM permit fee Jouflas / Minturn Anglers Eagle River venue 3 1,000.00$ 3,000.00$ Cost to get access to Eagle River private water below Edwards - one side (fishing days Sept 12,13,14, 2014) (one day to set) Vail Honey Wagon port-o-potty rentals 3 300.00$ 900.00$ venues to apply - CO river, Blue river upper, Blue river lower (Sylvan/Dillon have facilities) Wal-Mart Poster board for party/daily scores 5 12.00$ 60.00$ to display printed results / cork board and pins Riverside Trophies Medal for winners - teams and individuals 18 20.00$ 360.00$ 3 team = 15 / 3 individual = 18 / riverside trophies Darrell Wal-Mart Formula 409 - 2 bottles per team 40 5.00$ 200.00$ For ANS control and cleaning of gear - 1 gal per team Vail Valley Partnership Vail Valley Partnership membership 1 350.00$ 350.00$ Includes inclusion on volunteer insert and mailer list Office Depot Printer Ink / paper for event need 2 40.00$ 80.00$ 1 Black/ 1 Color for event scoring printing Eagle Valley Financial Services Accountant fees 1 600.00$ 600.00$ Linda Zilar-taxes Stevens Littman Biddison-Lawyer 501-c3 1 250.00$ 250.00$ Non Profit docs Copy Copy Volunteers need handouts/cards 600 0.50$ 300.00$ color, 2 sided. 4 cut from letter page of 100lbs stock handouts USPS Postage for thank you letters 50 0.45$ 22.50$ envelope stamps Copy Copy Printing needs - docs, posters, banners 1 1,500.00$ 1,500.00$ Release Forms, Agendas, Maps, handouts by venue, sponsorship banners, posters foam core, score sheets with single carbon Vista prints venue signage 10 17.00$ 170.00$ venue site signage Constant Contacts Constant Contacts annual 12 55.00$ 660.00$ web based email marketing = $50 per month Godaddy.com Web Hosting annual 1 450.00$ 450.00$ Godaddy.com website hosting, domains for .com, .net, .org, site analytics Organizer gas expense set up of 5 venues 5 200.00$ 1,000.00$ driving for venue owner meetings, site prep, site beat setup, site cleanup, site thank you Boat movers - 20 Gas allowance to move boats 5 200.00$ 1,000.00$ 20 boats - 10 Dillon - 10 Sylvan and return to owners First Bank of Vail Bank service charge 5.00 per month 12 5.00$ 60.00$ First Bank of Vail Expenses Total 58,515.00$ Total Income Total Income 62,000.00$ COGS GOGS -$ no items are sold at the event Operating Expenses Operating Expenses 58,515.00$ 2,500.00$ Project Healing Waters Donation Target Total NOI Total NOI 985.00$ 4:25 PM 09/29/13 Accrual Basis The America Cup Profit & Loss January through December 2013 Page 1 of 1 Ordinary Income/Expense Income Direct Public Support 5,500.00 Program Income 33,633.00 Total Income 39,133.00 Expense Business Expenses Marketing 3,928.09 Business Expenses - Other 670.80 Total Business Expenses 4,598.89 Contract Services videographer 1,000.00 Facilities and Equipment Equip Rental and Maintenance 535.90 Facilities and Permits 1,465.26 Total Facilities and Equipment 2,001.16 Operations Books, Subscriptions, Reference 365.00 PHWFF 4,638.19 Postage, Mailing Service 216.65 Printing and Copying 1,756.00 Supplies 2,339.70 Venue Transportation 6,000.00 Clothing Tshirts, Hats, Pins 4,839.78 Lunches and Waters 5,024.02 Total Operations 25,179.34 Other Types of Expenses Bank Fees 322.00 Insurance - Liability Cert 1,368.26 Other Costs 650.00 Total Other Types of Expenses 2,340.26 Travel and Meetings Lodging 2,872.40 Travel and Gas 1,797.97 Travel and Meetings 787.98 Total Travel and Meetings 5,458.35 Total Expense 40,578.00 Net Ordinary Income -1,445.00 Net Income -1,445.00 ROI Explaination Over budget due to: Hotel expenses Venue changes WFFC expenses Team cancellation The America Cup Fly Fishing Tournament Commission on Special Events October 02, 2013 Photo by Jack Affleck September 11-15, 2013 John Knight-Producer Office: 970-827-4142 Mobile: 970-376-5703 jknight@theamericacup.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: •Out of town Competitors and Attendees •Out of country Competitors and Attendees •Outdoor life style oriented attendees •Showcasing Vail as World Class destination for World Class event •Attendees are anticipating WFFC in Vail •Worked closely with TOV Liaison to ensure materials met standards Event Strengths & Weaknesses 4 Town of Vail | CSE | 12/15/11 •Exceeded expectations: Number of competitors and volunteers, level of competitors, FIPS site visit CSE Liaison assistance was extremely helpful •Measures that could be taken for event improvement: More volunteers help prior to event, greater marketing reach Alternative Venues, better Hotel support, WFFC expenditures •For repeat event, comparison to past years: This year, had more community involvement: Merchant program, Cast-Off Competition, Shop Incentive Forms for Attendees Logistically perfect this year! Event Budget 5 Town of Vail | CSE | 12/15/11 •Total event budget: $45,610.00 •CSE funds: $5,000.00 •Profit and loss: -$1,445.00 to date •Funding utilization: To support event operations, marketing •In-kind sponsorship: water bottles, fly tying items, fly lines, tippet, floatant, tying materials, reels for individual winners, rod for individual winner •Cash sponsorship: $5,500.00 * Event producer to attach detailed budget for recap Estimated Results* Attendance Numbers 6 Town of Vail | CSE | 12/15/11 * Based on survey results. •Estimated attendance: •70 competitors, 90 volunteers, 20 coaches, 12 parents and 4 grandparents •If non-ticketed, method you used to estimate attendees: •Lists of competitors, volunteers, co-travelers •100% of people in Vail specifically for event: •All attendees were here specifically for event •79% of people attended previous years: •Contributing factors: points awarded to anglers competing in 2013 National Championships and WFFC Estimated Results* Demographic Profile 7 Town of Vail | CSE | 12/15/11 •Attendees came from (local, regional, out of state, international): •Vail Valley, Front Range, Colorado, Utah, Maryland, Michigan, Wyoming, Pennsylvania, Washington, New York, Georgia, New Mexico, Massachusetts, North Carolina, South Carolina, Missouri, Washington D.C., Poland, France, Czech Republic, Scotland, Finland, Italy •Average age and income bracket of attendees: •Average age was 39 years old (variable of 15 youth anglers under 18) •Average Income Bracket $75-$99,999. * Based on survey results. Estimated Results* Event Attendee Estimated Spending 8 Town of Vail | CSE | 12/15/11 •Lodging: (all based on average 8 night stay, 100 attendees) •% attendees stayed in Town of Vail: 93% •Average amount spent on lodging/day: $89.00 •Estimated room nights booked due to event association: 325 •Lodging call to action: Lion Square Lodge-Host Hotel •Dining: $50-$200 daily per survey •approximately $79.00/day (7 days totaled) •Shopping: $50-$200 daily per survey •approximately $44.00/day (5 days totaled) •Other Activities: ie: recreation, gas $50-$200 daily per survey •approximately $57.00/day (5 days totaled) GROSS Spending $177,000.00 * Based on survey results. Estimated Return on Investment (ROI)* 9 Town of Vail | CSE | 12/15/11 •Additional Town of Vail spending event generated: $164,610.00 •$177k gross less 7% of attendee spending •Ratio of increased revenue to amount of funding received: 93% •$5,000 investment returned $164k •Sales tax revenue generated by event and accrued to Town of Vail including sales and lodging tax:** $13,827.00 * 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: •98% of competitors showed intent to return •FIPS Mouche representative approval and vote of confidence * Based on survey results. Topline Marketing Efforts 11 Town of Vail | CSE | 12/15/11 •Website: www.theamericacup.com •Vail Daily / Summit Daily •VVP and VLMD ads and blasts •Merchant Program •Constant Contact blasts •Hotel FAQs and Agenda Sheets handed out •Eagle and Summit County flyers and posters •Project Healing Waters Fly Fishing ‘Soldier’s Day’ event •Facebook, Twitter, Linked In, Google Plus posts Community Contribution 12 Town of Vail | CSE | 12/15/11 •Impact on Vail’s sense of community: The America Cup event demonstrates the sense of community and spirit for world championship level events. World class competitors from across the country and globe worked hand in hand with local volunteers over the event days. Camaraderie and excitement permeated all attendees. Many stated that they would consider coming back to Vail for next year’s event. Sustainability Efforts Green Measures 13 Town of Vail | CSE | 12/15/11 •Designate a person responsible for overseeing green event practices •All host materials printed on at least 30% post consumer recycled paper •Used reusable banners, signage and eco-friendly promotional material •Encouraged the use of shuttles, carpools or other public transit to and from the event •Enforced a no idling policy for staff and attendees •Recycling is required in all areas of the event. Recycling containers must be paired with trash cans •Eliminate single use plastic bags •Eliminate the use of Styrofoam •Provide vegetarian meal options Additional Information 14 Town of Vail | CSE | 12/15/11 •Provide detailed budget in attachment •Provide ROI explanation in attachment •World Fly Fishing Championships 2015 / 2016 •FIPS Mouche site visit approvals completed •Attending 2014 WFFC Czech Republic as FIPS Supervisor June 2014 Additional documents attached to presentation: 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 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. Attendees are provided booking instructions on our website and via our Constant Contacts newsletters. All attendees are required to sign waiver forms – both competitors and volunteers, it is at this time that we provide Survey Forms form them to complete. This survey asks about where, how long, and how much spending occurred for lodging, food, and incidentals. 3. Previous year's event evaluation, including income and expense statement (if existing event). Attached ‘TAC 2013 Ending PnL’ Attached ‘TAC 2013 event recap Power Point’ 4. Past or projected demographics of event attendees and estimated spending. Attached ‘TAC 2014 Attendee Spending’ 5. Organization rosters naming: All officers and respective positions John Knight – owner 100% Board of Directors and positions We have a supporting staff called – The America Cup Action Committee Jodi Knight volunteer coordinator Adam Papuga sector judge Bob Streb sector judge Ben Metcalf nonprofit coordinator Mike Johnson sector judge The CSE appreciates the inclusion, in electronic format please, of any additional support materials such as DVD’s, programs, news articles and other printed materials. Videos of event: Event video http://www.theamericacup.com/index.html Soldier's Day video http://www.theamericacup.com/info.project.healing.waters.html Thank you, John Knight Attendee Spending 2014 forecast Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday room 9/1/12 9/2/12 9/3/12 9/4/12 9/5/12 9/6/12 9/7/12 9/8/12 9/9/12 9/10/12 9/11/12 9/12/12 9/13/12 9/14/12 9/15/12 lodging nights dining incidentals amount quantity lodging 70 20 1400 1400 10 food 60 20 1200 1200 incidentals 120 20 2400 2400 lodging 70 20 1400 1400 10 food 60 20 1200 1200 incidentals 120 20 2400 2400 lodging 70 20 1400 1400 10 food 60 20 1200 1200 incidentals 120 20 2400 2400 lodging 70 30 2100 2100 15 food 60 30 1800 1800 incidentals 120 30 3600 3600 lodging 70 40 2800 2800 20 food 60 40 2400 2400 incidentals 120 40 4800 4800 lodging 70 60 4200 4200 30 food 60 60 3600 3600 incidentals 120 60 7200 7200 lodging 70 70 4900 4900 35 food 60 70 4200 4200 incidentals 120 70 8400 8400 lodging 70 80 5600 5600 40 food 60 80 4800 4800 incidentals 120 80 9600 9600 lodging 70 100 7000 7000 50 food 60 100 6000 6000 incidentals 120 100 12000 12000 lodging 70 130 volunteers arriving 9100 9100 65 food 60 130 7800 7800 incidentals 120 130 15600 15600 lodging 70 150 all attendees present 10500 10500 75 food 60 150 9000 9000 incidentals 120 150 18000 18000 lodging 70 150 tournament day 10500 10500 75 food 35 150 5250 5250 incidentals 20 150 3000 3000 lodging 70 150 tournament day 10500 10500 75 food 35 150 5250 5250 incidentals 20 150 3000 3000 lodging 70 150 tournament day 10500 10500 75 food 35 150 5250 5250 incidentals 20 150 3000 3000 lodging 70 30 some remain an extra day 2100 2100 15 food 60 30 1800 1800 incidentals 60 30 1800 1800 5,000.00$ 5,000.00$ 5,000.00$ 7,500.00$ 10,000.00$ 15,000.00$ 17,500.00$ 20,000.00$ 25,000.00$ 32,500.00$ 37,500.00$ 18,750.00$ 18,750.00$ 18,750.00$ 5,700.00$ 241,950.00$ 600 room nights 84,000.00$ lodging 60,750.00$ dining 97,200.00$ incidentals less 10%24,195.00$ ROI 217,755.00$ TOV Tx 0.08 TOV Tax 17,420.40$ Competitors arrive up to 2 weeks before the event to practice in the area. Lodging numbers are projected for 10 days befroe event based on the previous year's arrival dates of attendees. CSE/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: The America Cup Fly Fishing Tournament PROPOSED DATE(S) : September 9-14, 2014 AMOUNT OF CASH FUNDING REQUESTED : $10,000.00 PRODUCING ENTITY: 1. President or Executive Director’s Name: John Knight 2. Name and Title of Person Completing the Application: John Knight 3. Business Address: ● Physical Address: 1710 Main Street, Minturn CO 81645 ● Mailing Address: PO Box 6084, Vail, CO 81658 4. Contact Info: • Telephone: Main: 970-390-7425 ● Cell: 970-376-5703 ● Fax: • E-Mail Address: jknight@theamericacup.com 5. Event and/or Organization WEBSITE: www.theamericacup.com 6. Number of years your organization has been in business: 6 7. Mission Statement: To promote competitive, amateur fly fishing at the national and international levels and to provide programmatic and monetary support to Project Healing Waters Fly Fishing. CSE/TOV RFP for 2014 Special Events Page 8 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* • ▢X 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? ▢X If yes, please name the beneficiary: Project Healing Waters Fly Fishing is dedicated to the crucial work of physical and emotional rehabilitation of disabled, active duty military personnel and veterans through fly fishing outings and fly tying education. EVENT DESCRIPTION: 1. (Contact information that may be useful is provided in “Attachment D”) Detailed description of the event and its activities. If the event will have a culinary component, please include feedback from the Vail Restaurant Group. A five day fly fishing tournament on local rivers around Vail, CO. The 2014 summer season will have The America Cup committee member providing a Project healing Waters 'Soldier's Day' prior to the tournament and a Casting Competition at the International Bridge, as well. The America Cup will be attended by an all- star cast of the world’s finest Fly Fishermen. 2014 teams count to measure to 20 teams of 5 anglers each, plus coaches, alternates, and fly tyers. The America Cup is also proud to promote the participation of three youth teams that bring the traditions to a new generation of anglers. All anglers will be provided discount lodging in a Vail proper hotel. Also – a lodging special will be provided and marketed to all volunteers to come stay in Vail for the event. Of the 20 teams expected, more than half will be international from other countries. 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. All event lodging will be in Vail. The event volunteer training and registration and registration party will be in Vail Village. The tournament fishing will be in local rivers around Vail. Colorado River, Blue River, Sylvan Lake, Lake Dillon and finally, The Eagle River! 3. Will any portion of the event take place outside of the Town of Vail? If yes, please explain. Yes – the event requires large sections of rivers and large acreage lakes to host a 100 angler tournament. 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.) NONE needed 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. Event has been hosted at Copper Mountain Resort in 2008, by the Town of Frisco 2009, 2010 and by the Town of Vail in 2011, 2012, and 2013. Event has been run 6 years consecutively. 6. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 100 • Number of volunteers needed: 100 • Number of event staff: 20 • Total Number of spectators/attendees anticipated and estimate: ● % Local: 20% ● % In-state (non-local): 20% ● % out of state: 30% ● % International: 30% 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? Approximately 600 room nights and spending of approximately $241.950.00 total. ROI for TOV would be approximately $17,420.40. See attached TAC.2014.Attendee.Spending.pdf ➢ 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 TAC.2014.Budget.Worksheet.pdf 2. What % of the total event budget is the CSE being asked to fund? $10,000 of $62,000 = 16% 3. Describe briefly how you will use the funds that you are requesting from the CSE. To support the event marketing direction and fund travel to WFFC 2014 in Czech Republic. 4. Should the CSE decide not to support this event, will it still occur? Yes – F& B locations and host hotel would be bid through out valley. 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $12,000 CSE/TOV RFP for 2014 Special Events Page 10 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.) 65% $40,000 out of the $62,000 budget generates directly form team entry fees. 7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years beyond 2014? Planning 2015 Youth World Fly Fishing Championships and 2016 World Fly Fishing Championships – bid has been won and approved by FIPS Mouche Congress, via CIPS Organization. Then ‘The America Cup’ would return in 2016 and continue for years to come. 8. Do you anticipate requesting funding from the CSE next year? X 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. The CSE and Towns of Vail will be requested to provide both cash funding and in-kind services for both World Champions events in 2015 and 2016. 10% range of support will be asked for both events – may be split between in-kind and cash. ➢ MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. Hire Callosum Creative to promote event and to promote world championship events coming up. Ensuring event is branding at the level Vail requires for a world event. Controller Practice and Event Awareness – in front range Cabalas stores. Event will be provided several speaking opportunities and volunteer training sessions at both stores. To promote event, lodging specials for event, and Invasive Species Awareness. Destination event for volunteers via Front Range exposure to grow event. Merchant Activation Plan Discounts in area Vail businesses to drive attendees into town for lodging, food, and incidental spending. Casting Competition in Vail Village to gain momentum, engages locals, and promote event awareness. International bridge. This was successful for us in 2013. Trade Magazines Advertisements in each of the following magazines - promoting Vail as destination event Fly Fisherman, Fly Fishing South West, Colorado TU Fall edition TV WFN World Fishing Network video ad and TV 8 - interviews Sponsorships for gear Ross Reels / Scientific anglers, Fishpond / Rio / Dr Slick, Orvis, Simms, Sage CSE/TOV RFP for 2014 Special Events Page 11 Electronic We use Constant Contacts and have over 3,100 good email addresses we have collected over the past 6 years. Troutledgend.com - national competitive fly fishing site - pushing the sport of Fly Fishing Website Traffic and Visibility www.theamericacup.com Town of Vail, Town of Avon, Town of Frisco, Town of Dillon, Town of Eagle Vacation Publications and Town website and calendar ***Dollars are required to promote all of the above efforts requiring printing and services. 2. Explanation of potential for sponsorships and media exposure. Sponsorships will come from industry companies and they will provide goods and some cash. Media exposure will grow with event buzz; via local and state newspapers, and with the partnerships of teams to product manufactures in the industry. 3. Specify any marketing support you are requesting. The ability to utilize Callosum Creative. 4. Name, telephone number and email addresses of your PR and marketing contacts. John Knight 970-376-5703, jwk@vail.net 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.