HomeMy WebLinkAbout2014_09_26 Ultra Race of Champions RFP
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
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 W ednesday, November 6, 2013.
Final funding allocations will be determined by the CSE at a special meeting on W ednesday,
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 2
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
follow ing 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.
• 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.
CSE/TOV RFP for 2014 Special Events Page 3
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 W hat parts exceeded expectations?
O W hat measures could be taken to improve the event?
o For existing events, an overview of how the event fared relative to previous years.
• 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:” W hat 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 4
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
W ednesday, 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
W ednesday, 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 5
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: Ultra Race of Champions
PROPOSED DATE(S) : 9/26 & 27, 2014
AMOUNT OF CASH FUNDING REQUESTED: $75,000
PRODUCING ENTITY: Bad to the Bone LLC
1. President or Executive Director’s Name: James Gill
2. Name and Title of Person Completing the Application: Dr. Francesca Conte
3. Business Address:
• Physical Address: 1884 Westview Rd, Charlottesville, VA 22903
• Mailing Address: 1884 Westview Rd, Charlottesville, VA 22903
4. Contact Info:
• Telephone: Main: 434.218.0402
• Cell: 434.466.8016
• Fax:
• E-Mail Address: francesca@badtothebone.biz
5. Event and/or Organization W EBSITE: www.ultraroc.com & www.badtothebone.biz
6. Number of years your organization has been in business: 13
7. Mission Statement: “To produce exceptional events on exceptional courses and to allow
every participant to explore and reevaluate their limits”
8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* For Profit
CSE/TOV RFP for 2014 Special Events Page 6
• 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:
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 Ultra Race of Champions is the Ultrarunning World Running Championship. The
event brings together the best long distance athletes from the US and the world, while
remaining open to all runners. The event consist of a 100 kilometer (62 miles) run which
starts in Breckenridge, runs through Frisco, Copper Mountain, Minturn and finishes in Vail.
To allow all runners to participate and be a part of the event, we also offer a 50 kilometer
trail run (31 miles) and a half marathon trail run. The event begins on Friday (9/26/14)
with the associated events. These include the Champions Village Expo, the Bad to the
Bone Media Red Carpet Interviews, the Elite Panel discussion and packet pickup for all
registrants. The 100K race begins on Saturday morning at 7am in Breckenridge, and
ends between Saturday and early Sunday morning in Vail Village. The whole weekend is
filmed and broadcasted live on the Bad to the Bone Media website and other media
outlets (see “Media” information). The course is a point-to-point course connecting
Breckenridge, to downtown Frisco, Copper Mountain, Minturn, which finishes in Vail.
Both the 50 kilometer and Half Marathon trail runs will start and finish in Vail Village.
Please see page 6 & 7 for a detailed course description and the attached course maps.
The course is dependent upon US Forest Service permit approval. We are currently in
discussions with the US Forest Service on the 2014 course: the Government shutdown
has delayed the process by a few weeks.).
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 finish line will tentatively be located at the Mountain Plaza. The dates will be
Thursday September 25, Friday September 26 and Saturday September 27. The
Mountain Plaza was a beautiful location for the 2013 event, and the proximity to the
Lodge at Vail, our host hotel, was ideal. We are currently discussing the best finish
location, which could potentially include Lionshead Village and the Arabelle Square,
although that would not be ideal to the proximity to the host hotel.
3. W ill any portion of the event take place outside of the Town of Vail? If yes, please explain.
While the finish line for all three events and all Friday associated events will be in Vail, the
course will span a large area of the White River National Forest. Please see the attached
maps for more details.
CSE/TOV RFP for 2014 Special Events Page 7
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.)
Logistic support such as barricades, water at the finish and power (we loved the
Voltswagen!)
Logistics support from trash services
Course support on Vail Mountain by the ski patrol
Race banner across Main Street
Official Vail aid stations at the Eagle's Nest Lodge and Two Elk Lodge manned by Town
of Vail volunteers
Volunteer support by the Vail Recreation Department
Listing of the event on official Town of Vail calendars (web and print)
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.
2014 will be the fourth year for this event. The 2011 and 2012 events were held at
Wintergreen Resort, a 5-star ski and all-year round resort near Charlottesville, Virginia,
and the 2013 event was in Vail.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated: 500
• Number of volunteers needed: 150
• Number of event staff: 15
• Total Number of spectators/attendees anticipated and estimate:
Total number estimated: 2,500
• % Local: 10%
• % In-state (non-local): 25%
• % out of state: 40%
• % International: 25%
7. Description of potential benefits to the Town of Vail, including an estimated # of
CSE/TOV RFP for 2014 Special Events Page 8
incremental room nights and increased spending generated. W hat return on investment
(ROI) should the Town of Vail expect?
Projecting 400-500 runners (374 in 2013) with a three day stay, $200/day of lodging,
dining, transportation and miscellaneous expenses.
Estimated ROI between $240,000 and $300,000
Please note that the numbers above do not include the following estimates (estimating
$150/day):
Estimated 50 runners acclimatizing for altitude with a two-week stay: additional $105,000
Estimated (conservative) 250 spectators, media and sponsors not included in above with
a two-day stay: additional $75,000
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?
53%
3. Describe briefly how you will use the funds that you are requesting from the CSE.
Increase national and international marketing of the event for 2014
Cover operating costs on the course and at the finish
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?
$50,000
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.)
$45,000
7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how
many years beyond 2014?
We are planning on keeping the event here permanently, pending a multiyear permit
from the USFS
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.
CSE/TOV RFP for 2014 Special Events Page 9
As one of the most important ultrarunning event in the USA and the World, we expect
that sponsorships for this event will only increase. For 2014 and 2015, we are planning
to target larger sponsors beyond our industry. We expect that Vail funding in 2015 will
be reduced to 25-35%
MARKETING:
1. Please provide a detailed description of your marketing plan and indicate how the
budget will support the program.
The budget will support the program by purchasing advertising.
1. Print and TV Advertising
We expect the story on CBS 60 Minutes will run in the summer of 2014.
Competitor magazine (Over 1 million subscribers)- monthly one page to half page ads.
Editorial support by Brian Metzler, editor.
Runners World Magazine- race calendar and editorial support by Bart Yasso, editor
Running Times- race calendar and editorial support
Ultra Running Magazine- monthly half page ads
Trail Running UK- quarter page ads and editorial support
Trail Runner- race calendar
Local: Vail Daily, Summit Daily, Elevation Outdoors, TV8
2. Social Media
Facebook advertising
Twitter
Youtube pre-race videos
3. Web Advertising
Competitor Magazine website- banner ads and editorial support
Facebook ads
iRunFar.com- banner ads and editorial support
Ultra Running Magazine website- banner ads and race calendar
run100s.com- race calendar
Runners World trail running blog with Lisa Jhung- editorial support
CSE/TOV RFP for 2014 Special Events Page 10
ultra running blogosphere
4. Elite Athletes Blogs
Elite athletes (Geoff Roes, Dave Mackey, Sage Canaday, Ian Sharman, Devon Crosby-
Helms, Ellie Greenwood and many others) will promote the Ultra Race of Champions
on their blog, as a part of the appearance fee.
5. E-Newsletters
The Bad to the Bone LLC monthly e-newsletter promoting the race goes out to a list of
over 20,000 subscribers
6 Local (Vail, Summit County and Denver/Boulder Area) advertising
Community calendars, race posters, some radio and TV ads.
7. Grassroots Advertising
UROC will be promoted at several long distance races and at the winter and summer
Outdoor Retailer Shows
8. Direct mailing advertising to past years participants
9. Sponsors Advertising
Ultra Race of Champions sponsors will promote the race on their website, via their e-
newsletters and on their Facebook Pages
2. Explanation of potential for sponsorships and media exposure.
As the premiere ultra race in the Country, UROC has great potential for sponsorship
and media exposure. CBS 60 minutes was in attendance of the 2013 event, in addition
to all the leading running publications in the Country (Competitor Magazine, Runners
World, Running Times, etc- please see Media Exposure 2013).
In addition to the sponsors present in 2013 (Competitor Magazine, Clif Bar, La Sportiva,
Hoka One One, Scott Running, Ultimate Directions, Hypoxico, Altra Zero Drop, Injinji,
Swiftwick, Pacsafe, Oral IV, Vertical Runner, Wilderness Sports, Leadville Running
Company, Coco Ridge, Trismart), we are pursuing larger corporate sponsors beyond
the ultra running industry.
3. Specify any marketing support you are requesting.
Local Town of Vail Calendars, e-newsletters. Support with grassroots marketing in the
Town of Vail, such as distribution of race posters.
4. Name, telephone number and email addresses of your PR and marketing contacts.
Dr. Francesca Conte, 434.466.8016, francesca@badtothebone.biz
CSE/TOV RFP for 2014 Special Events Page 11
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.
ULTRA RACE OF CHAMPIONSULTRA RACE OF CHAMPIONS
EXPENSE ITEMS P&L 2013 BUDGET 2014 NOTES
ADVERTISING $12,219.87 $20,000.00 Facebook
Competitor Magazine
Runners World
Running Times
Ultra Running Magazine
iRunfar Web Ads
Facebook Web Ads
Trail Running UK
Trail Runner USA
App Mailing/Postcards
Constant Contact
Printing
AWARDS $24,377.12 $25,000.00
$ 20,500 Cash Purse
Awards UROC-Flames of Endurance
Awards UROC-Uber/Cruxy
Corporate Challenge
Buckles
Medals
AWARDS $5,000.00 $7,000.00 Skyrunning Federation
COURSE/FINISH $13,564.94 $15,000.00
Food
Signage
Volunteer Cost
Police
Setup/Tear down
Communications/HAM
Arch Covering
Banners and signs
Supplies
APPEARANCE FEES $500 $1,500.00 Elite Athletes
EQUIPMENT RENTAL $2,500.00 $2,500.00
PA Systems
Staging
Barricades
Lighting
GRAPHIC DESIGN $2,500 $3,000.00
Map Desgin
Shirts
Ads
ULTRA RACE OF CHAMPIONSULTRA RACE OF CHAMPIONS
EXPENSE ITEMS P&L 2013 BUDGET 2014 NOTES
HOUSING $12,062.22 $15,000.00
(40) Athletes/Staff/Mediia, 4/5 nights
LABOR $6,075 $7,000.00
10/15 people, 7 days, $10 per hr
MISC $2,500 $2,500.00
OFFICE EXPENSES $2,042.45 $2,500.00
Office Expenses
Legal Expenses
PERMITS/INSURANCE $3,155.84 $15,000.00 if multi year permit is implemented
USFS/Ranger Monitoring
Town Permits
Insurance
PERMITS/USFS $1,500.00 $2,000.00
RACE GIVEAWAYS $7,234.06 $8,500.00
MERCHANDISE Race Shirts
Race Bags
Timing Chips
Bib Numbers
Give aways
RESORT FEES $2,500.00 $3,500.00
SHIPPING $797.49 $1,000.00
TRANSPORTATION $7,543.34 $8,000.00
Transporting BTTB Equipment
Vans for Staff/Elites
TRAVEL $10,625.05 $15,000.00
Staff
Air
Rental Cars
Meals
Gasoline
TRUCK RENTALS $455.98 $500.00
Local
U-Haul
ULTRA RACE OF CHAMPIONSULTRA RACE OF CHAMPIONS
EXPENSE ITEMS P&L 2013 BUDGET 2014 NOTES
VIDEO PRODUCTION $1,000.00 $1,500.00
Bad to the Bone Media
Amoeba Films
Matt Trappe
TOTAL EXPENSES $118,153.36 $156,000.00
REVENUE ITEMS $2,013.00 $2,014.00 NOTES
SPONSOR REVENUE $33,170.58 $50,000.00 Projected
RACE ENTRY REVENUE $44,636.19 $56,530.00 Projected
Ultra Race of Champions
Uber Rock 50K
Cruxy Half Marathon
TOTAL REVENUE $77,806.77 $106,530.00
IN-KIND
The in-kind, if received, will help reduce expensesThe in-kind, if received, will help reduce expensesThe in-kind, if received, will help reduce expenses
EQUIPMENT RENTAL $2,500
PA Systems
Staging
Barricades
Lighting
HOUSING $15,000
RACE GIVEAWAYS $7,000
Race Shirts
Race Bags
Give aways
TOTAL IN-KIND $24,500
Ultra Race of Champions
The Ultrarunning World Championship
2 0
1 4
VAIL COMMISSION ON SPECIAL EVENTS
FUNDING PROPOSAL
TM
EVENTS
Ultra Race of Champions “UROC” 100K Run
Uber Rock 50K Run
Cruxy Half Marathon Run
DATE
September 26 & 27, 2014
Pre-race events in Vail on Friday, September 26th including: Champions Village
Race Expo, Elite Panel, Bad to the Bone Media Red Carpet Interviews, Packet
Pickup.
Race Day on September 27th, to end early morning on September 28th
ASSOCIATED EVENTS IN VAIL
Champions Village Race Expo
“Meet the Elites” pre-race athlete panel
Bad to the Bone Media Red Carpet Interviews
Race Day Video Coverage
AMOUNT OF CASH FUNDING REQUESTED
$75,000
RACE DETAILS
ULTRAROC.COM
ABOUT BAD TO THE BONE
PRODUCING ENTITY
Bad to the Bone Endurance Sports LLC
Mission statement: “To produce exceptional events on exceptional courses
and to allow every participant to explore and reevaluate their limits”.
Tagline: Discover your new normal
1.President & CEO:
J. Russell Gill III, Owner and CEO
2.Person completing the application:
Dr. Francesca Conte, President
3.Address:
Bad to the Bone Endurance Sports
1884 Westview Rd
Charlottesville, VA 22903
4. Contact Info:
Main: 434.218.0402
Cell: 434.466.8016
gill@badtothebone.biz
francesca@badtothebone.biz
5.Event website:
www.badtothebone.biz
6.Years in business:
Since 2001
7.Tax Status:
For Profit
BADTOTHEBONE.BIZ
Discover your new normal TM
EVENT DETAILS
ULTRAROC.COM
EVENT DESCRIPTION
1. Overview
The Ultra Race of Champions is the World Ultra Running Championship. The event brings together the best long distance
athletes from the US and the world, while remaining open to all runners. The event consist of a 100 kilometer (62 miles) run
which starts in Breckenridge, runs through Frisco, Copper Mountain, Minturn and finishes in Vail. To allow all runners to
participate and be a part of the event, we also offer a 50 kilometer trail run (31 miles) and a half marathon trail run. The
event begins on Friday (9/26/14) with the associated events. These include the Champions Village Expo, the Bad to the
Bone Media Red Carpet Interviews, the Elite Panel discussion and packet pickup for all registrants. The 100K race begins on
Saturday morning at 7am in Breckenridge, and ends between Saturday and early Sunday morning in Vail Village.
The whole weekend is filmed and broadcasted live on the Bad to the Bone Media website and other media outlets (see
“Media” information).
The course is a point-to-point course connecting Breckenridge, to downtown Frisco, Copper Mountain, Minturn, which
finishes in Vail.
Both the 50 kilometer and Half Marathon trail runs will start and finish in Vail Village.
Please see page 6 for a course maps. The course is dependent upon US Forest Service permit approval. We are currently in
discussions with the US Forest Service on the 2014 course: the Government shutdown has delayed the process by a few
weeks.
2. Finish Location
The Mountain Plaza was a beautiful location, and the proximity to the Lodge at Vail, our host hotel, was ideal. We are
currently discussing the best finish location, which could potentially include Lionshead Village and the Arabelle Square,
although that would not be ideal to the proximity to the host hotel.
3.Course
While the finish line for all three events and all Friday associated events will be in Vail, the course will span a large area of the
White River National Forest. Please see the attached maps for more details.
4.Services
Please see page 8 for additional in-kind services requested from the Town of Vail.
5.Event history
2014 will be the fourth year for this event. The 2011 and 2012 events were held at Wintergreen Resort, a 5-star ski and all-
year round resort near Charlottesville, Virginia, and the 2013 event was in Vail.
6. Statistics
Please see page 5
The Best of the Best. One Course. One Day.
2013 PARTICIPANTS: 374
Ultra Race of Champions- 200 39% in-state, 40% out-of-state, 21% international
Uber Rock 50K- 106 53% in-state, 41% out-of-state, 6% international
Cruxy Half Marathon- 68 67% in-state, 33% out-of-state
FOREIGN COUNTRIES REPRESENTED:
Canada
Brazil
Argentina
Australia
New Zealand
Mexico
Swtzerland
Norway
Denmark
Germany
France
Spain
Italy
United Kingdom
Poland
SKYRUNNER WORLD SERIES ULTRA FINAL
As the Skyrunner World Series Ultra Final, UROC received added exposure in the European media
ULTRAROC.COM
TM
2013 STATISTICS
SPECTATORS - 2500- 4000
MEDIA - 17
SPONSORS -18
RACE STAFF - 12
VOLUNTEERS - 96
MEDICAL - 15
COMMUNICATIONS - 12
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For detailed course routes, please visit:
ultraroc.com
100K RACE ROUTE
ESTIMATED 2013 FINANCIAL IMPACT FOR THE TOWN OF VAIL
374 runners in 2013
For the runners who booked a room in Vail, we conservatively estimated a Thursday, Friday,
Saturday stay.
2013 reservations at the Lodge at Vail: 135 rooms
Estimated rooms at other hotels: 165
This was an estimated increase of 900 room nights (300 runners for 3 nights).
For each runner, we conservatively estimate $200/day for lodging, meals, transportation and
shopping.
Total ROI for 300 runners- $180,000
Please note that the numbers above do not include the following estimates (estimating $150/day):
Estimated 50 runners acclimatizing for altitude with a two-week stay: additional $105,000
Estimated (conservative) 200 spectators, media and sponsors not included in above with a two-day
stay- additional $60,000
ULTRAROC.COM
PROJECTED RETURN ON
INVESTMENT FOR VAIL
PROJECTED FINANCIAL IMPACT FOR THE TOWN OF VAIL FOR 2014
Projecting 400-500 runners (374 in 2013) with a three day stay, $200/day of lodging, dining,
transportation and miscellaneous expenses.
Estimated ROI between $240,000 and $300,000
Please note that the numbers above do not include the following estimates (estimating $150/day):
Estimated 50 runners acclimatizing for altitude with a two-week stay: additional $105,000
Estimated (conservative) 250 spectators, media and sponsors not included in above with a two-day
stay: additional $75,000
ULTRAROC.COM
MARKETING BENEFITS TO THE TOWN OF VAIL
-Year-long Media coverage of Vail as the Official Host City for Ultra Race of Champions. This will
include: Competitor magazine, Runner’s World magazine, press releases, the ultra running and trail
running blogosphere. CBS 60 Minutes was in attendance at the 2013 event: we expect the piece to
air in the summer of 2014.
-Vail branding on race website (new website to be launched December 2013) and all race web
advertising
-Vail branding on all official race print ads
-Vail branding on all official race e-blast and press releases
ADDITIONAL IN-KIND SERVICES REQUESTED
-Logistic support such as barricades, water at the finish and power (we loved the Voltswagen!)
-Logistics support from trash services
-Course support on Vail Mountain by the ski patrol
-Race banner across Main Street
-Official Vail aid stations at the Eagle's Nest Lodge manned by Town of Vail volunteers
-Volunteer support by the Vail Recreation Department
-Listing of the event on official Town of Vail calendars (web and print)
MARKETING BENEFIT TO THE
TOWN OF VAIL AND ADDITIONAL
IN-KIND SERVICES
ULTRAROC.COM
BUDGET 2014
-1. Please see attached budget
-2. CSE is being asked to fund 53% of the total expenses.
-3. Funds received from CSE will be used for: enhanced national and international adversing, enhancing the runners
experience while in Vail such as pre and post race festivities, and operating costs in Vail.
-4. Should the CSE decide not to fund the Ultra Race of Champions, the 2014 race will still take place in Vail
-5. The projected dollar amount of sponsorships from alternative sources is the following: $50,000 in sponsorship.
-6. We expect the event to generate $45,000 in revenue.
-7. We are planning on keeping the event here for the foreseeable future, pending negotiation of a multi year permit
with the US Forest Service .
-8. As one of the most important ultrarunning event in the USA and the World, we expect that sponsorships for this
event will only increase. For 2014 and 2015, we are planning to target larger sponsors beyond our industry. We
expect that Vail funding in 2015 will be reduced to 25-35%
ULTRAROC.COM
2013 RACE COVERAGE
UROC SOCIAL
MEDIA
MEDIA AT THE
EVENT
ARTICLES
PICTURES
PRESS
RELEASES
Facebook, 7590 likes BLOGS Live Coverage
Twitter, 639 followers Report- Emelie Forsberg
ultralive.net, 6,000 views PER HOUR during the race Report- Dakota Jones
Interview- Stephanie Howe
CBS 60 Minutes, Anya Bourg, Senior Editor Interview- Dakota Jones
Competitor Magazine, Brian Metzler, Michael Proloux Interview- Luke Nelson
Runners World, Lisa Jhung Interview- Rob Krar
Running Times, Erin Strout Results
Summit Daily, Sebastian Foltz Predictions
iRunFar, Bryon Powell Pre Interview- Kerrie Bruxvoort
TalkUltra, Ian Corless Pre Interview- Rob Krar
GearJunkie, Sean McCoy Pre Interview- Dakota Jones
Pre Interview- Jilian Jornet
Competitor Magazine
Summit Daily Interview- Rickey Gates
Summit Daily Pre Interview- Emelie Forsberg
Summit Daily Pre Interview- Matt Flaherty
Gear Junkie Pre Interview- Cameron Clayton
Running Times Pre Interview- Sage Canaday
Running Times Twitter race day coverage Prediction Contest
Trails-Endurance Men Preview
Vail Daily Women Preview
Vail Daily Sage Canaday
Vail Daily Ryan Ghelfi
Aspen Times Team Colorado
TV8
Denver Post VIDEOS Bad to the Bone Media
Salomon
Matt Trappe ADS Vail Weekly
Brad Clayton Competitor Magazine
Ian Corless Ultrarunning Magazine
Elevation Outdoors
Endurance Sportswire and SNEWS
BADTOTHEBONE.BIZ
2014 MARKETING PLAN
-1. Print and TV Advertising
We expect the story on CBS 60 Minutes will run in the summer of 2014.
Competitor magazine (Over 1 million subscribers)- monthly one page to half page ads. Editorial support by Brian Metzler, editor.
Runners World Magazine- race calendar and editorial support by Bart Yasso, editor
Running Times- race calendar and editorial support
Ultra Running Magazine- monthly half page ads
Trail Running UK- quarter page ads and editorial support
Trail Runner- race calendar
Local: Vail Daily, Summit Daily, Elevation Outdoors
-2. Social Media
Facebook advertising
Twitter
Youtube pre-race videos
-3. Web Advertising
Competitor Magazine website- banner ads and editorial support
Facebook ads
iRunFar.com- banner ads and editorial support
Ultra Running Magazine website- banner ads and race calendar
run100s.com- race calendar
Runners World trail running blog with Lisa Jhung- editorial support
ultra running blogosphere
-4. Elite Athletes Blogs
Elite athletes (Geoff Roes, Dave Mackey, Sage Canaday, Ian Sharman, Devon Crosby-Helms, Ellie Greenwood and many others) will
promote the Ultra Race of Champions on their blog, as a part of the appearance fee.
-5. E-Newsletters
The Bad to the Bone LLC monthly e-newsletter promoting the race goes out to a list of over 20,000 subscribers
-6 Local (Vail, Summit County and Denver/Boulder Area) advertising
Community calendars, race posters, some radio and TV ads.
-7. Grassroots Advertising
UROC will be promoted at several long distance races and at the winter and summer Outdoor Retailer Shows
-8. Direct mailing advertising to past years participants
-9. Sponsors Advertising
Ultra Race of Champions sponsors will promote the race on their website, via their e-newsletters and on their Facebook Pages
-Timeline: December 2013 to September 2014
BADTOTHEBONE.BIZ
-1. Ultra Race of Champions
Male
Ages: 30-55
Estimated spending/person/day: $100 (conservative)
Estimated stay: 5 days to two weeks (2 weeks for runners acclimatizing to the altitude)
Female
Ages: 35-50
Estimated spending/person/day: $120 (conservative)
Estimated stay: 5 days to two weeks (2 weeks for runners acclimatizing to the altitude)
-2. Über Rock 50K
Male
Ages: 30-55
Estimated spending/person/day: $100 (conservative)
Estimated stay: 4 days
Female
Ages: 25-55
Estimated spending/person/day: $100 (conservative)
Estimated stay: 4 days
-3. Cruxy Half Marathon
Male
Ages: 20-45
Estimated spending/person/day: $80
Estimated stay: 2 days
Female
Ages: 20-45
Estimated spending/person/day: $80
Estimated stay: 2 days
DEMOGRAPHICS
GILL, OWNER AND CEO
gill@badtothebonbe.biz
434.218.0402
DR. FRANCESCA CONTE, PRESIDENT
francesca@badtothebone.biz
434.218.0402
ALYSSA GODESKY, DIRECTOR OF MARKETING
alyssa@badtothebone.biz
MIKE AMBROSE, DIRECTOR OF COURSE OPERATIONS
Mikeamb1987@yahoo.com
SHANNON TEVENDALE, RACE DAY LOGISTICS
shannon@badtothebone.biz
MARTY RODDY, AID STATIONS RACE DAY OPERATIONS
martyroddy@hotmail.com
BART SECRIST, COURSE LOGISTICS MANAGER
bart@badtothebone.biz
BADTOTHEBONE.BIZ
BAD TO THE BONE TEAM
Ultra Race of Champions Dr. Francesca Conte francesca@badtothebone.biz (434) 218-0402 www.ultraroc.com
CHAMPIONS VILLAGE SCHEMATICS
GATES AND SNOWFENCING
INFLATABLE ARCH
FINISH ARCH
TIMING &
ANNOUNCER
8”X24” TRAILER
PA SYSTEM
TIMING MATS
MEDICAL POST-RACE FOOD
CHAMPIONS VILLAGE
EXPO
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To parking deck on S. Frontage Road
TriSmarter
Leadville
Running Company
Coco Ridge
International
Skyrunning Federation
1 2
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5 6
7 8
9 10
11 12
13 14
15 16
123
4
5
6
7
8
9
10
11
12
13
14
15
16
Ultra Race of Champions 100K
Über Rock 50K
Cruxy Half Marathon
Finishers
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BADTOTHEBONE.BIZ
ADDITIONAL REQUIRED
ATTACHMENTS
-1. References- Please note this event was produced in Vail in 2013
Michelle Christians, Charlottesville Parks and Recreation, Special Events: CHRISTIANM@charlottesville.org
Sergeant Tito Durette, City of Charlottesville Police, Special Events: durette@charlottesville.org
Kristi Reynolds, Wintergreen Resorts, Event Management: kreynolds@Wintergreenresort.com
-2. Lodging
The Ultra Race of Champions selected the Lodge at Vail for its 2013 host hotel. Booked rooms were tracked via
a special code advertised to all participants, media and sponsors. 135 rooms were booked at the Lodge at Vail
during race weekend.
-3. Detailed Marketing Plan
Please refer to page 10 & 11
-4. Marketing Contact
Dr. Francesca Conte
434.466.8016
francesca@badtothebone.biz
-5. Previous Year’s Evaluation
Please see 2013 Profit and Loss statement under “Budget”
-6. Demographics
Please see page 12
7. Contacts for Bad to the Bone LLC
Please see page 13