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HomeMy WebLinkAbout3. Callosum 2013 CSE Event Liaison Scope FinalRevised 12/11/2012 Event Liaison: Scope of Work Contract 2013 Page 1 of 3 Date: December 13, 2012 Contract Title: Event Liaison Compensation: $30,360 Payments made in monthly installments Funding: • $15,360 to come from 2013 CSE budget • $15,000 to come from 2013 VLMD budget Position Start Date: January 1, 2013 Position End Date: December 31, 2013 Scope of work: Project: Economic Development Special Event Coordination (Internal) Meetings: Assist in the preparation for and participate in the following meetings: 1. CSE Regular Monthly Board Meeting and Occasional Special Meetings 2. VLMDAC Regular Monthly Board Meeting 3. CSE RFP Review Meeting Annually 4. CSE Funding Allocation Meeting Annually 5. ERC Regular Weekly Meeting, as requested Objectives: • Create a proactive support system to align CSE processes and presence with the Vail Brand. As event liaison, provide guidance to events which will aid them in upholding the goals of CSE, and promote alignment with the objectives and strategies of the Town Council and the VLMD and further advance the recent momentum of CSE strategic planning. • Facilitate processing and approval of ~ 353 event days and/or ~ 90 permits annually Special Event Permits through diligent communication with event producers and vendors. Process to include: application, collection of fees, contact information. Once approved, permits will be posted and filed accordingly. • Preparation of meeting materials for CSE, ERC and VLMDAC including packets, agenda, handouts, recaps, presentations, scheduling and minutes. Insure timely submittal of meeting materials from entities scheduled to present. Revised 12/11/2012 Event Liaison: Scope of Work Contract 2013 Page 2 of 3 • Marketing / Public Relations: Clip and file local advertising of publicly funded events. Monitor special event marketing, both on event websites and in print formats, to assure proper use of the Town of Vail and “Vail” brand logos. • TOV Online Calendar: Collaborate with TOV Information Booth to ensure comprehensive event listings on TOV online calendar. Responsible for accurate data entry of CSE, VLMD and Town Council funded events. • Assist CSE with 2013 Fall Funding RFP application, record filing and allocation process. Streamline application process, prepare meeting materials, coordinate meeting and prepare agenda. Create documentation system allowing CSE Board to review applications with ease and efficiency. System to include master Event Producer contact list and previous year requests and allocations. • Prepare Special Event data and reports as requested by the Town Council, the CSE and the VLMDAC and outside entities. Deliverables: • Present monthly progress report to CSE board and VLMDAC. • Processing of ~90 special events permits and/or ~353 event days annually • Processing of ~25 special business promotion permits annually Project: Event Liaison (External) Need: In alignment with the CSE and VLMD goals and objectives, Town of Vail Economic Development Office has determined there is a need to partner with event production companies to support them in success of events through comprehensive marketing plans,event production and execution thereof. Meetings: Assist in the preparation for and participate in the following meetings: 1. CSE Monthly Board Meetings and Occasional Special Meetings 2. VLMDAC Monthly Meetings 3. Annual CSE meeting/Review of RFPs for 2014 4. Annual CSE Funding Allocation Meeting for 2014 5. Weekly TOV ERC Meetings, as requested Objectives: • Maintain a sustained injection of marketing expertise, liaison to further knit together town events and CSE strategic goals to further advance and sustain the successful momentum that has been generated in the last several months with individual event Revised 12/11/2012 Event Liaison: Scope of Work Contract 2013 Page 3 of 3 guidelines for marketing and enhancing each event. • Assist in aligning the CSE with the VLMD marketing strategy by working with event promoters the Strategic Brand Planning Consultant and the Special Events Coordinator to review marketing plans against marketing checklist and suggest opportunities for more success through promoting alternative venues, activation and local producer assistance. Optimize the event platform through comprehensive communication of all channels. Touchpoints will provide rigor and vigor to communications and thought processes. • In collaboration with Strategic Brand Planning Consultant, meet with each event producer at onset of contract to create comprehensive development cycle with checkpoints to ensure quality and excellence at all levels of marketing to provide upstream brand briefing with producer. As soon after budget approval, provide upstream brand briefing with producers, engage on general marketing direction, answer questions, align resource support if needed or desired (town assets such as security.), and liaise back to board and/or CSE to maximize leverage opportunities • Execute Marketing Checklist with each event and respective Event Producer as defined in the following marketing key gates: (See attachment A for full Marketing Checklist). 1. Provide upstream brand briefing with producers and liaise to CSE board to maximize leverage opportunities 2. Alignment and/or agreement on marketing objectives 3. Alignment on planned marketing budget 4. Creative strategy 5. Marketing strategies and top line plan 6. Community engagement plan and integration 7. Appropriate calendar communication and integration 8. Marketing assets 9. Public Relations integration 10. Customer service plans 11. Producer to provide marketing liaison representative for CSE/VLMDAC contacts 12. Real time Exec Summary to board members • Notify CSE board as soon as evidence shows producer is not abiding by the contract. Deliverables: • Provide semi-annual CSE Marketing Checklist briefing open to Event Producers including case studies of successsful past Vail events. • Provide guidance as described herein to events as designated by the CSE and the VLMDAC. • Present monthly progress report to CSE board and VLMDAC.