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HomeMy WebLinkAbout4. Event Funding Agreement DRAFT1 sn12_17-201212/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 1 of 14 Initial: ________ DRAFT Event Producer Contact Name Production Company Address Event Producer email January 30, 2013 Dear NAME , The purpose of this letter is to memorialize the agreement by the Town of Vail to provide funding in the amount of XXXXXXXXXX dollars ($,000.00) to NAME OF PRODUCING ENTITY. (“Event Promoter”) for the purpose of putting on NAME OF EVENT (Event) from August 17-19, 2012 as proposed by the Event Promoter in the application submitted to the Town of Vail and approved by the Vail Town Council on December 4, 2012 as included in the 2013 Town of Vail Budget and hereby referred to as Exhibit “A” and incorporated by reference. Your signature to this agreement below shall constitute acceptance by the Event Promoter of the terms of this agreement and all conditions of approval imposed by the CSE upon its approval of this event. See attachment A - Event brief overview form- To be completed by the Event Producer: Event producer shall provide a concise description of the event, less than 50 words, including event URL for calendar purposes. Once finalized, a complete and detailed event schedule shall be provided. See attachment B - Release of Funds Schedule and Terms: This event has been designated as a Tier 3 Event, as defined on the Marketing Checklist. Allocated funds will be distributed per the conditions described in Attachment B. See attachment C – Vail Brand Guidelines: The Event Promoter agrees to consult with Town of Vail Event Liaison and Vail Local Marketing District Advisory Council (VLMDAC) 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 2 of 14 Initial: ________ representatives with respect to the appropriate use of the Town of Vail logo and the “Vail Brand,” and agrees 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. Proofs of all materials for publication which include the Town of Vail logo and/or the “Vail Brand” require approval from the Town of Vail and the Vail Local Marketing District before to going to print and should be submitted to the approval committee a minimum of two weeks prior. See attachment D – Marketing Checklist, if applicable. See attachment E – Event Production Marketing Checklist Gate Compliance, if applicable. See attachment F- Sponsor benefits and deliverables See attachment G – Event Recap PPT template: Within 60 days of the close of the event, the Event Promoter will schedule a presentation to the Commission on Special Events, accompanied by a written, post-event recap document on provided CSE PowerPoint template. All producers are required to complete the template with desired information and submit to Clare Hefferren at CSE (CHefferren@vailgov.com) one week prior to the CSE board meeting at which they will present. The objective is to provide the CSE board consistent information in an easy to process format. Additional support documents may be provided to CSE, but may not be presented and will not be addressed during the CSE board meeting. Be prepared for a collaborative discussion and Q&A rather than presenting to the Recap PPT template information. After entering event information, please save your file in the following format: 2013_Month_Date_ CSE_ Event_Recap_EventName.pdf Ex. 2013_09_01_Event_Recap_Gourmet_On_Gore.pdf The document shall be submitted electronically a minimum of 5 working days prior to the date scheduled for the presentation to the CSE and must include all of the information requested. Survey Compliance, if applicable: Event producer agrees to allow Town Of Vail to execute market research attendee survey during the event. Additionally, any event receiving an amount greater than $10,000 must provide collaborating data from an independent, 3rd party survey. Special Event Permits: Additionally, the Event Promoter agrees to complete all Special Event Permit applications that may be required for this event by the Town of Vail in a timely manner, and to comply with all regulations pertaining to the production of Special Events within the Town of Vail. All Special Event Permits required by the Town of Vail for the production of this event shall be submitted under the name of the event promoter to whom the monies described herein have been granted. Link to TOV Special Event permits: http://www.vailgov.com/subpage.asp?dept_id=108. 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 3 of 14 Initial: ________ See attachment H– Ford Park Usage, if applicable: With respect to the use of Ford Park, view attachment H – Ford Park Usage terms and conditions. Indemnification: Event Promoter hereby agrees to indemnify, defend and hold harmless the Town of Vail, the CSE and their respective agents, officers, insurers, directors, employees and self-insurance pool from any and all liability, claims, liens, demands, actions and causes of action whatsoever arising out of or related to any loss, cost, damage or injury of any person or damage to property of any kind arising out of any misconduct, or any alleged negligent acts, errors or omissions of the Event Promoter, its subcontractors or any person directly or indirectly employed by it while engaged in any activity associated with putting on the Special Event more fully described in Exhibit “A” and as approved by the CSE, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or damage, or any other loss of any kind whatsoever, which arise out of or are in any way related to any of the activities that are a part of this event, whether or not caused by act, omission, negligence or other fault of the Event Promoter or by the act, omission, negligence, or other fault of the Town, or the CSE and their officers, their employees, or by any other cause. The Town of Vail shall be listed as additional insured on any insurance policies associated with the production of the event, and the Event Promoter’s insurance will be primary. The jurisdiction and venue of any suit or cause of action to enforce the terms of this agreement shall lie in Eagle County, Colorado. Finally, by the terms of this agreement the Event Promoter shall be considered an independent contractor, and nothing contained in this agreement shall constitute or designate the Event Promoter or any of its employees as employees of the Town of Vail or the CSE. As an independent contractor, the Event Promoter, its subcontractors or any person directly or indirectly employed by it are not entitled to worker’s compensation benefits or any benefit contemplated by an employer/employee relationship. If you are in agreement with the above terms, please indicate by signing below. Very truly yours, Sybill R. Navas Coordinator, Commission on Special Events AGREE: _________________________________________________________________ Event Promoter FEIN# Date 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 4 of 14 Initial: ________ Attachment A - Event brief overview form Submit to Town of Vail Marketing Liaison within 5 working days of contract signing. Event Producer Contact Name:TBD Production Company: TBD Mailing Address: TBD Office Phone: TBD Cell Phone: TBD Contact email: TBD Description (<50 words): TBD URL: TBD 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 5 of 14 Initial: ________ Attachment B - Release of Fund Schedule and Terms Funds will be released as follows: Tier Three: Established and/or Iconic Events • 1/3 of the amount, or $00,000.00 upon the signing of this letter of agreement. • 1/3 of the amount, or $00,000.00, upon submittal of an invoice accompanied by verification of the placement of the first advertising and the submittal of a complete Town of Vail Special Event Permit Application, if required, to the Special Events Coordinator. • 1/3 of the amount, or $00,000.00, following the presentation of a complete final event recap and approval by a majority vote of the CSE affirming that all of the requested information has been provided. Please schedule your recap with the Special Events Coordinator within 60 days of the close of your event and utilize the attached guidelines as a template for your report. The document shall be submitted to the CSE electronically a minimum of 5 days prior to the date scheduled for the presentation and must include all of the information requested. Final payment shall not be released by the Town of Vail until the Event Promoter has produced sufficient evidence that the CSE may determine that the Event Promoter has fully complied with all conditions of this agreement and any applicable Special Event Permits required by the Town of Vail. 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 6 of 14 Initial: ________ Attachment C – Vail Brand Guidelines VAIL Summer Brand Guidelines Overview The Vail Local Marketing District Advisory Council (VLMDAC) welcomes and encourages the inclusion of the Vail Brand and logo in our events and partners’ marketing efforts. However, in order to maintain the Vail Brand integrity, the following Brand Guidelines must be adhered to when representing the Vail brand in any marketing materials. Creative Review Process The VLMDAC asks that all events and partners representing the Vail brand in their marketing materials allow a minimum of 2 weeks time for the appropriate VLMDAC/Vail Marketing representatives to review and approve the materials prior to release. All proofs should be sent to Meggen Kirkham at meggen@sitemarketingco.com. The Vail Like Nothing on Earth Logo Logo usage must adhere to the accompanying Logo ID Standards document. The preferred logo version is titled “Primary logo”. Included are a variety of formats of the “Primary logo”. If alternative logo formats are desired, please contact Meggen Kirkham at meggen@sitemarketingco.com. Primary Logo: Important “RULES” on Logo usage: • The primary logo version does not contain the “bug” e.g. the stylized V • VAIL is in all capital letters • The entire phrase is “trademarked” with “tm” appearing at the end • Minimum size for web/online usage is 170 pixels • Minimum size for print usage is 1.75” • In layouts, the logo should ideally appear in the lower right corner • The guidelines for acceptable color usage and formulas for PMS, RGB, CMYK reproduction of the approved colors can be found the Logo ID Standards document (pg. 13). • VAIL Like Nothing on Earth should always be on one line, not broken or stacked • The approved typography for the logo is Helvetica Neue Roman or Alternative type face Arial Regular • The document does not grant permission or license the Vail logo for commercial use. It is promotional only. For licensing information/usage, please contact Brian Rodine at brodine@vailresorts.com *Please note: “logo usage” explained in this document applies only to the Vail logo and does not include contractual agreements made with the Town of Vail for use of their logo for TOV funded events. 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 7 of 14 Initial: ________ Photo Usage • The VLMD and Jack Affleck have provided a select number of approved images for use in our partner/event marketing efforts for 1 year (2012). • Please contact meggen@sitemarketingco.comfor information as to how to access these images. These images may only be used when representing Vail Summer • Photo credit to the VLMD- and Jack Affleck must accompany usage: “Photo courtesy of Jack Affleck and VLMD” • If additional images are desired, please contact Jack Affleck at jaffleck@vailresorts.com to negotiate usage fees and rights on desired images. Brand Guidelines – 10 Rules of the Brand 1. Vail Like Nothing on Earth – We must communicate this (or try to) in every single thing we do, otherwise we are selling the same as any other mountain. Vail is not a Rocky Mountain resort, it is Vail. We are not a commodity; our brand name is world famous. 2. An Experience, Not a Place – Physical, emotional, cultural. Whatever our guests’ personal passions, our brand represents a blank canvas. They should go home talking about their experience, not just where. 3. World Class, Period – The Vail name is known from here to Austria and Argentina. It carries a reputation earned through great guest service. We must try to live up to it at every touch-point. 4. Value, Never Cost (Never “On Sale”) – The Vail experience adds value to life. The price of the experience is beside the point and should only ever serve as a reason to purchase. Never as a reason to believe. 5. Blue Sky – The sky is blue. The Vail brand livery should reflect the purity of the experience. 6. Speak Softly – Tone of the voice is cumulative, we know this from our own lifelong friends. Don’t persuade or sell, be as honest as you can be all the time. Walk softly – we’re Vail and we carry a big stick. 7. Our Brand Matrix – Guests gravitate to three centers or mountain life – Outdoor Recreation, Cultural, and Well-Being. We need to build on this in a focused way, it is differentiating and meaningful. 8. A spectacular community – People with extraordinary life experiences have chosen Vail as their home, or come to express themselves. It is a unique and uniquely passionate community. This is the reason Vail is an experience like nothing on Earth. 9. The Real Thing – Nothing is more authentic than the voice of a community “ambassador” – a member of the unique community. Let the ambassadors be the brand whenever possible. They are its true voice. 10. It is a relationship – We are in it for the long term. Underpromise, and overdelivery. For examples of approved copy and creative execution samples (Print, online, TV), please contact Meggen Kirkham at meggen@sitemarketingco.com 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 8 of 14 Initial: ________ Attachment D – Marketing Checklist Vail Commission on Special Events 2013 Events Plan Marketing Checklist Event are categorized into three tiers as follows: Tier 3: Iconic Events, requiring little guidance except possible enhancement suggestions. Still required to submit marketing checklist. These are events such as Bravo, Dance Festival, Snow Daze, et. Al. In particular, branding organization needs to be approved by TOV in all cases. o While these events must passively comply with all gates, these entities will only be monitored via their submission of the marketing checklist prior to the event date Tier 2: These are events that we want to monitor, hold to marketing checklist guidelines and help to provide improved marketing overall with special attention to key gates such as their community integration plan (Soul Fest, Volleyball, Kids Adventure, Farmers Market et Al.) o Must comply with gates in real time sufficient according to their production schedules to allow the TOV to impact and interject with changes or alterations Tier 1: Simple Events characterized as so by receiving $5,000 or less- no significant staff time will be spent, but will be required to submit marketing checklist (Colorado Grand, Fly Fishing, Kayak Demos) o While compliance with the stated gates on the checklist, we will ask these producers to supply a marketing summary as is reasonable in terms of detail and timing Once a prospective event is approved for funding, the goal of the CSE would be to have a deeper and more comprehensive view and potential involvement and oversight on its marketing strategy and plan. We would get involved well ahead of execution, and ideally during the planning development cycle. This review would be comprehensive but not exhaustive. The idea is not to be punitive or to create barriers or extra cost, but to ensure that quality and excellence apply at all levels of marketing, in line with the world class standards of the Vail brand. Key marketing ‘gates’ the CSE will wish to consider engaging on with each producer are: 1. As soon after budget approval, an assigned CSE representative provides upstream brand briefing with producers, engages on general marketing direction, answers questions, aligns resource support if needed or desired (town assets such as security et. Al.) , and liaises back to board and/or CSE to maximize leverage opportunities 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 9 of 14 Initial: ________ 2. Alignment and/or agreement on marketing objectives and alignment with CSE objectives 3. Alignment on planned marketing budget, its sum total and as a percentage of allocation and total leveraged event budget, or simply in relation to event objectives 4. Creative strategy a. Look, feel, tonality b. Role of logo usage c. Production values d. Signage, POS and other materials e. Cleanliness, general operations f. Photo and video usage guidelines g. Liaison will be via a CSE and/or VLMDAC representative 5. Marketing strategies and top line plan a. Ticket Sales and Registration call to action and goals (ie. Flash sales, packaging, promos) 6. In particular, their community engagement plan a. Effective communication once guests are in Vail b. What, When, Why and How c. Stakeholders: businesses, lodges, Community info center(s) and personnel, and residents where appropriate d. This process is required prior to event execution 7. Appropriate calendar communication and integration a. TOV assets b. Welcome Centers c. Vail Marketing assets; social media, Vail.com, and other communication channels d. Hotel/Merchant/Restaurateurs/Hotel Concierges e. MYPR f. Vail Daily 8. SITE Marketing a. Producers will be furnished with contact names and processes for each 9. Public Relations integration: the blog, furnishing Press Releases, photo, B-Roll, etc. This is for purposes of integrating and leveraging events with VLMDAC PR efforts 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 10 of 14 Initial: ________ 10. Top line examination of the event’s customer service plans 11. Each producer will be asked to identify a marketing liaison person and/or contact to serve as a go to person for CSE representative and/or VLMDAC representative to contact 12. Exec Summary is in turn provided to board members in the real time planning cycle Attachment E – Marketing Checklist Touch point Spreadsheet See attached: 2013 Event Marketing List Gate Compliance.xls Vail Commission on Special Events - Event Production Marketing Checklist Gate Compliance Check in with TOV Event Liaison chefferren@vailgov.com, 970-477-3417 Marketing Gate Deadline Date Completed Update Notes CSE representative provides upstream brand briefing with producers and liaises back to CSE board to maximize leverage opportunities Alignment and/or agreement on marketing objectives Alignment on planned marketing budget Creative strategy Marketing strategies and top line plan Community engagement plan and integration Appropriate calendar communication and integration Marketing assets Public Relations integration Customer service plans Producer to provide marketing liaison representative for CSE/ VLMDAC contacts Real time Executive Summary to board members 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 11 of 14 Initial: ________ Attachment F - Sponsor Benefits (example) The Event Promoter agrees to ensure that all lodging inquiries resulting from the event marketing efforts will be directed to properties within the Town of Vail whenever reasonably possible. Upon request, the Event Promoter will provide the CSE with copies of any film or photographs taken at the event for the purpose of promoting the Town of Vail. Town of Vail understands that from time to time, Event Promoter may hire third party photographers to cover the Event and said photographers may deny the Town Of Vail use and or require the Town of Vail to receive a formal approval from the photographer and or in some instances require payment for the use of photography. The Event Promoter will provide the Town of Vail with Sponsor Benefits appropriate to the level of sponsorship. Additionally: (examples): o Transferable VIP credentials, where applicable, for Town Of Vail Council, CSE Members, Town Manager, Assistant Town Manager, Special Events Coordinator, Economic Development Manager and Town of Vail Marketing Liaison. o Use of the TOV logo on all marketing & advertising materials as relevant given the amount of funding received.. o Town Of Vail logo and the “Vail Brand” shall be included in all marketing, advertising and Promotional materials, website, radio spots (where tags are allowed) and on truss structures in the event. Town of Vail logos are available at: http://vail.sharefile.com. un: logo@vailgov.com. pw: tovlogo o The word VAIL shall be included in the official event trademark. o Town of Vail shall receive branding on banners within any competition venues. o Town of Vail shall receive sponsor mention each day during the Event introductions and/or onsite PA announcements. 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 12 of 14 Initial: ________ Attachment G – Event Recap PPT Template Attached: CSE_Template_Permit_Recap_Summer_PPT.ppt 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 13 of 14 Initial: ________ Attachment H – Ford Park Usage (applicable to events contracting for use of the playing fields.) With respect to the use of Ford Park, the following terms and conditions will apply: • The Event Promoter shall contract directly with the Vail Recreation District for the use of the playing fields in Ford Park. • All games that will be played in Ford Park on Friday, July 27, 2012 shall be completed no later than 4:00pm. • Event Promoter agrees to communicate to all tournament participants that there is extremely limited parking available in Ford Park, and will encourage them to take advantage of the free bus system and the free parking in the nearby Town of Vail Parking Structures. • In cooperation with the Vail Recreation District, Event Promoter will insure that all trash generated during the hours of activity is properly contained, that an adequate number of recycling containers will be provided and that at the end of the day all trash generated by the event will be disposed of in a manner that complies with the Town of Vail’s Wildlife Protection Ordinance. 12/17/2012 4:07 PM CSE Release of Funds Agreement DRAFT Page 14 of 14 Initial: ________ Attachments/Appendix: • A - Event brief overview • B - Release of funds schedule • C - Vail Brand Guidelines & (attached) Corporate Guidelines • D - Marketing Checklist • E – Event Production Marketing Checklist Gate Compliance • F - Sponsor Benefits • G – Event Recap PPT template • H – Ford Park Usage Referred to: • Exhibit A – Proposal Submitted by Event Producer as part of RFP process