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Home My WebLink About7. 2013_02_08 Winter Mountain Games_Application TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 1 of 5 VAIL COMMISSION ON SPECIAL EVENTS 2013 EVENT FUNDING APPLICATION  NAME OF EVENT : Winter Mountain Games  PROPOSED DATE(S) : February 8 – 10, 2013  AMOUNT OF CASH FUNDING REQUESTED: Vail Valley Foundation (“VVF”) respectfully requests the Commission on Special Events (“CSE”) to consider $70,000 in general event funding for February 2013 Mountain Games (“WMG 2013”). .  PRODUCING ENTITY: Vail Valley Foundation 1. President or Executive Director’s Name: Ceil Folz 2. Name and Title of Person Completing the Application: Michael Imhof, Vice President of Sales and Operations 3. Business Address: i. Mailing - P.O. Box 309/ Vail. CO 81658; and ii. Physical - 90 Benchmark, Ste.300, Avon. CO 81620 4. Contact Info:  Telephone: Main - (970)949-1999; Cell - (970)331-6017; Fax - (970) 949-9265  E-Mail Address: mimhof@vvf.org 5. Event and/or Organization WEBSITE: www.vvf.org or www.mountaingames.com 6. Number of years your organization has been in business: 31 Mission Statement : “To enhance and sustain the spirit of the Vail Valley by providing leadership in educational, athletic and cultural endeavors.” 7. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit*  Non-Profit (501C-3) State Department of Revenue Certificate # 74-2215035  Does the Event benefit a charity? Yes. All VVF athletic events, including MTG 2012 commit a portion of the event’s positive net contribution to the VVF Education Grant Budget which benefits select local charities and education grants specific to select students.  EVENT DESCRIPTION:  Detailed description of the event and its activities.  Athletes, Arts, Music & Mountains. Three days, roughly 14 individual competitions. Disciplines include snow biking, Nordic skiing, telemark skiing, canine competitions, ultimate mountain challenge, mixed rock and ice climbing, snowshoeing and more.  Where will the event be located within the Town of Vail? The event will take place in Vail Village from the Covered Bridge to the International Bridge, from Check Point Charley to Golden Peak to Mountain Plaza. Athletic events will take place within the ski area boundaries of Vail Mountain with starts in Lionshead, Mountain Plaza, and Golden Peak, additionally the Vail Golf Course Nordic Center.  Will any portion of the event take place outside of the Town of Vail? No, at this time there are no plans to take any of the events outside of the Town of Vail. Are additional in-kind services being requested from the Town of Vail? Yes. The in-kind services will be used specifically for public works; trash and heavy equipment assistance, parking structure vouchers and police (general event security and concert security). These in kind services were requested within the Vail Valley Foundation grant request for 2013. TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 2 of 5 1. Is this a new or existing event? Existing; 2013 will be the second year of the event 1. People:  Number of participants (athletes, artists, exhibitors, etc.) anticipated:1500 participants and 40 exhibitors  Number of volunteers needed 175-200 volunteers  Number of event staff 25 staff  Total Number of spectators/attendees anticipated and estimate: o 47% Local o 28% In-state (non-local) o 24% Out of State, 1% International 2. 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? We estimate the economic impact on Town of Vail at $630K. In addition, the event and Vail as the host city will receive over 165,000,000 impressions in domestic TV, print, web, digital/social media, email and radio.  BUDGET: 1. Please attach a complete and detailed event budget, including anticipated revenues and expenses. FOR THE 2013 EVENT BUDGET (REVENUE & EXPENSE) PLEASE SEE DETAILED EVENT BUDGETS BELOW 2. What % of the total event budget is the CSE being asked to fund? 4.6% Describe briefly how you will use the funds that you are requesting from the CSE. The $70,000 in CSE funds we are requesting for overall event support will be used towards off-setting over $1million in costs associated with event set up, clean up, lodging, races and competitions and music execution, marketing and advertising. 3. Should the CSE decide not to support this event, will it still occur? yes 4. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $882,360 5. What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 3.5% 6. If possible, would you intend to host the event in Vail beyond 2013? YES If yes, for how many years beyond 2013? Indefinitely Do you anticipate requesting funding from the CSE next year? YES 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 general event funding request to CSE for the 2014 Mountain Games, would again be held flat year over year or reduced by $5,000. ADDITIONAL 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. Lodging is a key call to action in all marketing medium. It’s a persistent element in all print, TV, radio, social media and digital advertising for preferred Vail Lodging Partners. Additionally there is a lodging call to action on every single page of the Summer Mountain Games website TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 3 of 5 3. 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. Lodging is a key call to action in all marketing medium. It’s a persistent element in all print, TV, radio, social media and digital advertising for preferred Vail Lodging Partners. Additionally there is a lodging call to action on every single page of the Summer Mountain Games website 4. Detailed marketing plan and explanation of potential for sponsorships and media exposure. Please specify any marketing support you are requesting. PLEASE REFER TO ATTACHED 2012 STAKEHOLDER SUMMARY REPORT FOR ESTIMATED MARKETING, ADVERTISING AND PR PLAN. 5. Name, telephone number and email addresses for your PR contact and your Marketing contact: Paul Abling (970) 748- 5946 pabling@vvf.org 6. Previous year's event evaluation, including income and expense statement (if existing event) PLEASE REFER TO ATTACHED 2012 STAKEHOLDER SUMMARY REPORT FOR ALL OVERALL EVENT EVALUATION DATA AND THE 2012 EVENT BUDGET BELOW. 7. Past or projected demographics of event attendees and estimated spending. PLEASE REFER TO THE ATTACHED 2012 MTG SURVEY RESULTS. 8. Organization rosters naming all officers and respective positions 1. Ceil Folz – President Michael Imhof – Vice President Sales & Operations John Dakin – Vice President Communications Robert Gaffney– Chief Financial Officer Kris Sable – Director of Vilar Performing Arts Center Board of Directors and positions: Judy Berkowitz Marlene Boll Bjorn Erik Borgen Jack Crosby Andy Daly Jack Eck Bill Esrey Tim Finchem Ceil Folz, President Harry Frampton, Chairman IN MEMORIAM: President Gerald R. Ford DIRECTORS EMERITUS: Adam Aron James Berry Craddock Pepi Gramshammer Steve Haber Elaine Kelton Pete Frechette Steve Friedman John Galvin John Garnsey Margie Gart Bob Gary George Gillett Donna Giordano Sheika Gramshammer Martha Head Michael Herman Robert Hernreich Al Hubbard Bill Hybl Yvonne Jacobs Chris Jarnot Rob Katz Kent Logan Peter May Brian Nolan Eric Resnick Douglas Rippeto Ken Schanzer Mike Shannon Stanley Shuman Rod Slifer Ann Smead Oscar Tang Stewart Turley Betsy Wiegers TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 4 of 5 Detailed 2013 Event Budget with anticipated Revenues & Expenses 2013 Winter Mountain Games Budget TOTAL CASH & IN KIND REVENUE $1,515,500.00 EXPENSES Announcers $5,000.00 Auto Mileage $1,000.00 Awards Non-Cash & Gifts $12,500.00 Construction Materials & Equipment $87,500.00 Contract Labor $120,000.00 Credentials $1900.00 Dues & Subscriptions $100.00 Entertainment $75,000.00 Insurance $5,000.00 Labor $258,000.00 Lodging $30,000.00 Mail - Postage/Shipping $500.00 Marketing, Adv, PR & Web $81,500.00 Demographic Survey $2,000.00 Media TV, Production & Distribution $80,000.00 Non-Social Food $4,500.00 Permits $900.00 Poster, Event Program, Bibs, Banners $19,100.00 Prizes - Cash $63,000.00 Sales Team Expenses $13,500.00 Signs $23,500.00 Social - Food & Beverage & Décor $22,000.00 Sound $12,900.00 Supplies, postage, shipping $4,000.00 Transportation $3,600.00 Trash, Utilities & Telephone $3,000.00 Website $6,000.00 In Kind Trades $563,140.00 TOTAL EXPENSES $1,505,140.00 Net Contribution Before Allocation $10,360.00 TOV/CSE Guidelines and Application for 2013 Special Event Funding Page 5 of 5 Previous Year- 2012 Event Budget 2012 Winter Teva Mountain Games Budget TOTAL CASH & IN KIND REVENUE $1,050,000.00 EXPENSES Announcers $5,500.00 Auto Mileage $1,500.00 Awards Non-Cash & Gifts $3,000.00 Construction Materials & Equipment $135,000.00 Contract Labor $150,000.00 Credentials $3,000.00 Dues & Subscriptions $100.00 Entertainment $40,000.00 Insurance $14,500.00 Labor $100,000.00 Lodging $10,000.00 Mail - Postage/Shipping $1,000.00 Marketing, Adv, PR & Web $77,000.00 Demographic Survey $2,000.00 Media TV, Production & Distribution $40,000.00 Non-Social Food $7,500.00 Permits $6,800.00 Poster, Event Program, Bibs, Banners $16,000.00 Prizes - Cash $65,000.00 Sales Team Expenses $13,000.00 Signs $15,000.00 Social - Food & Beverage & Décor $13,000.00 Sound $9,000.00 Supplies, postage, shipping $2,000.00 Transportation $3,500.00 Trash, Utilities & Telephone $4,000.00 Website $10,000.00 In Kind Trades $300,000.00 TOTAL EXPENSES $1,047,400.00 Net Contribution Before Allocation $2,600.00