HomeMy WebLinkAbout5.2014_RFP_DRAFT
August 20, 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, the CSE will pay particular attention to proposals for an
event over Memorial Day W eekend. The CSE is willing to work with an event producer to
design an event for the three day weekend that could establish itself in the long term as the
recognized kick-off to the summer season. Both indoor and outdoor festivities are
encouraged. Additional need times that may receive priority consideration include
Thanksgiving weekend and the time frame from the 2nd week in January through the 1st week
in February.
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
TOV/CSE Application and Guidelines for 2014 Event Funding
Page 2 of 7 TOV/CSE Guidelines and Application for 2014 Special Event Funding
Tow n of Vail: Commission on Special Events
2014 E vent 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. (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.
For more detailed information regarding the criteria used by the CSE to evaluate the potential of
event proposals, please review the “Vail Commission on Special Events Strategic Plan,” which can be
accessed on-line at www.vailgov.com, click “Special Events.” The plan can be found on the
Commission on Special Events web page.
Page 3 of 7 TOV/CSE Guidelines and Application for 2014 Special Event Funding
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.
• Comply with the CSE marketing checklist inclusive of on-brand
professional level press releases and graphic design
staff/subcontractors, as well as the expenses associated with creative
production costs.
• 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.
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 benef its 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.
Page 4 of 7 TOV/CSE Guidelines and Application for 2014 Special Event Funding
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 final post-event review presentation.
Applications must be received no later than 5:00 p.m. on Monday, October 21, 2013. Qualifying
applications will be reviewed by the CSE at their regular November meeting on W ednesday,
November 6, 2013. Final f unding 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.
SUBMIT YOUR APPLICATION ELECTRONICALLY IN PDF FORMAT, PLUS 1 HARD COPY OF
THE COMPLETED APPLICATION (unbound on 8 ½ x 11, minimum 30% PCW, paper)
AND INCLUDING ALL REQUIRED ATTACHMENTS TO:
Vail Commission on Special Events, C/O Sybill Navas, Coordinator
Town of Vail, 75 S. Frontage Rd. Vail, CO 81657,
specialevents@vailgov.com
Page 5 of 7 TOV/CSE Guidelines and Application for 2014 Special Event Funding
VAIL COMMISSION ON SPECI AL EVENTS
2014 EVENT FUNDING APPLICATION
NAME OF EVENT
PROPOSED DATE(S)
AMOUNT OF CASH FUNDING REQUESTED
PRODUCING ENTITY:
1. President or Executive Director’s Name
2. Name and Title of Person Completing the Application
3. Business Address: Please include the physical address as well as the mailing address.
4. Contact Info:
• Telephone: Main/Cell/Fax
• E-Mail Address
5. Event and/or Organization W EBSITE
6. Number of years your organization has been in business
7. Mission Statement
8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit*
• Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, 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.
2. W here 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 will be responsible for booking and securing the required
venues.
3. W ill any portion of the event take place outside of the Town of Vail? If yes, please explain.
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.)
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.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated
• Number of volunteers needed
• Number of event staff
• Total Number of spectators/attendees anticipated and estimate:
o % Local
o % In-state (non-local)
o % Out of State
o % International
Page 6 of 7 TOV/CSE Guidelines and Application for 2014 Special Event Funding
7. Description of potential benefits to the Town of Vail, including an estimated # of incremental
room nights and increased spending generated. W hat return on investment (ROI) should
the Town of Vail expect?
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. W hat % of the total event budget is the CSE being asked to fund?
3. Describe briefly how you will use the funds that you are requesting from the CSE.
4. Should the CSE decide not to support this event, will it still occur?
5. W hat is the $ amount of sponsorships from alternative sources reflected in the event budget?
6. W hat % of the total event budget do you expect the event itself to generate? (i.e. ticket
sales, merchandise, food and alcohol sales, etc.)
7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years
beyond 2014?
8. Do you anticipate requesting funding from the CSE next year? 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.
MARKETING:
1. Provide a detailed description of your marketing plan and indicate how the budget will support
the program.
2. Explanation of potential for sponsorships and media exposure.
3. Please specify any marketing support you are requesting.
4. Name, telephone number and email addresses for your
PR contact and your marketing contact .
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.
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.
ATTACHMENT A: Criteria for allocation of special event funds Revised July 19, 2012
SPECIAL EVENT RATING CRITERIA
Each CSE member w ill evaluate e ver y e vent applying for
funding according to the parameters described below , for a
maximum total score of 100.
CRITERI A: V ALUE:
Economic Vitality: Does the event have the potential to:
• Drive destination visitation and increase room nights 0-20
• Benefit local restaurants 0-10
• Stimulate Retail Sales 0-10
• Contribute to Vail’s sense of community 0-10
• Promote Guest Intent to Return 0-10
“Vail Brand” Compatibility: Ho w well does it align with the VLMD’s
Marketing Strategy and meet the standards of the “Vail Brand?”
0-10
Producer Qualifications: Do they have the ability to produce an event
compatible with the image of Vail as a “world class” resort?
0-10
Leveraging Value and Grow th Potential: How great is the potential to
attract sponsorships and media exposure, thereby increasing the impact of
the CSE funds? Does the event have opportunity to grow?
W ill it occur annually?
0-10
Timing: How well does it contribute to a balanced annual calendar of
events? Does it occur at a “need” time?
0-10
TOTAL SCORE: 100 MAX
“Attachment B”
2014 Request for Proposal
Special Event Producers
Vail Brand Background
- Vail’s brand recognition primarily as a ski and snowboard destination in the
winter
- Evolution of the summer business
- Evolution of the year round brand
- Reference to high net promoter score, guest service aspect
- Vitality both on-mountain and in-town
Vail Brand Position – Winter
For passionate and dedicated skiers, Vail Mountain is the preferred ski resort for whom
skiing represents an elemental expression of personal achievement and personal
challenge, whether it’s the singularit y of man against nature, or the Esprit d’ Corps of
belonging to an elite club.
Because of mother nature’s generosit y in snow and terrain, coupled with the vision
inherent in the spirit of Vail’s founders, and the modern day commitment to excellence in
all aspects of operation, Vail can credibl y lay claim to being an experience like nothing
on earth.
Vail Brand Position – Summer
For passionate mountain travelers and outdoor adventurers, Vail in summer is the
preferred destination for those whom the mountains represent an elemental expression of
physical, emotional and cultural vitality.
Because of mother nature’s generosit y, coupled with the unique passion inherent in the
spirit of Vail’s founders, and the modern day community commitment to excellence in all
aspects, Vail can credibly la y claim to being an experience like nothing on earth.
Tagline: Vail Like nothing on earth.
Special Event – Producer Requirements
The Commission on Special Events and the Vail Local Marketing District Advisory
Council are searching for special event agencies to execute events in Vail that support
both the winter and summer positions of the brand.
Guidelines for Special Event Recaps 2013 RFP/Attachment C
2014 Request Proposals: Attachment C
Guidelines for Post-e vent Recaps for
All E vents Receiving Public Funding:
A post-event recap is required from all events receiving Town of Vail funding or in-kind
sponsorship. Please schedule a presentation to the Commission on Special Events within 60
days of the close of your event. This presentation should be submitted on the presentation
template that will be provided and shall include the following information:
1. How did the event meet the standard of excellence expected of “The Premier International
Mountain Resort Community?”
2. An overview outlining the event’s strengths and weaknesses, specifically:
a. W hat parts of the event exceeded expectations
b. W hat measures could be taken to improve the event
c. For existing events, an overview of how the event fared relative to previous years
3. An event budget showing actual profit and loss numbers and how the funding was utilized.
Please separate the in-kind support from cash revenues.
4. *Estimated results including the following information, per the CSE Criteria as described in
the RFP:
a. Attendance numbers and demographic profile:
i. Estimated attendance. If your event is non-ticketed, please describe what
method you used to estimate the numbers of attendees.
ii. W hat percentage of people came to Vail specifically for your event? W hat
percentage of people has attended the event in previous years?
iii. W here did attendees come from: local, regional, out of state, international?
iv. Average age and income bracket of attendees.
b. Estimated spending by event attendees:
i. Lodging: Please include an explanation as to how participants and/or
attendees were directed to book lodging.
1. W hat percent of attendees stayed in the Town of Vail?
2. Average amount spent on lodging per day?
3. Estimated number of room nights booked in association with your
event.
ii. Dining
iii. Shopping
iv. Other Activities
c. Visitor Intent to Return and Satisf action Ratings: W ould you come back? W as if fun?
d. Estimated Return on Investment (ROI) to the Town of Vail: Specifically, how much
additional spending within the Town of Vail was generated by the event? W hat is the
ratio of increased revenue to the amount of funding received? How much additional
sales tax revenue generated by the event accrued to the Town of Vail? (Town of Vail
sales tax is 4%, Lodging tax is 5.4%).
Guidelines for Special Event Recaps 2013 RFP/Attachment C
*If you received an allocation of $10,000 or more, independent survey data corroborating your
results is required.
5. A detailed overview of the marketing that was implemented to promote the event.
6. Potential for growth and the development of sponsorships and media exposure.
7. Did the event impact Vail’s “Sense of Community”?
8. In light of the Vail Town Council’s commitment to a sustainable environment, please
describe any and all measures that were taken to produce the event in as “green” and
environmentally friendly manner as possible.
All recaps are to be submitted electronically on the CSE’s PowerPoint presentation template to
the Special Events Coordinator at specialevents@vailgov.com by 5:00 p.m. on the W ednesday
prior to your scheduled recap presentation.
Town of Vail - Special Events Contact List 2014 RFP: Attachment D
Contact Name Phone Email
Venues Arrabelle Terri Hanley 970 754-7769 thanley@vailresorts.com
Betty Ford Alpine Gardens Nicola Ripley 970 476-0103 x6 nicola@bettyfordalpinegardens.org
Dobson Ice Arena Jared Biniecki, VRD, Dobson Arena Manager 970 479-2271 jbiniecki@vailrec.com
Donovan Pavilion Laurie Asmussen, Donovan Pavilion Mgmt Inc. 970 376-3756 laurie@vailartsfestival.com;
pavilion@vailgov.com
Ford Park Athletic Fields Joel Rabinowitz 970 479-2280 jrabinowitz@vailrec.com
Ford Park Lower Bench TOV - Lorelei Donaldson, Town Clerk 970 479-2136 LDonaldson@vailgov.com
Gerald R. Ford Amphitheater Vail Valley Foundation (VVF) - Jen Mason 970 470-0001 jmason@vvf.org
The Grand View Laurie Asmussen, Donovan Pavilion Mgmt Inc. 970 376-3756 laurie@vailartsfestival.com;
pavilion@vailgov.com
Solaris Plaza TOV - Sybill Navas, CSE Coordinator; Jonathon Boord, Solaris
Management
Sybill 970 477-3551
Jon 970 479-7152
SNavas@vailgov.com;
jon@solarisvail.com
Vail Golf Course Alice Plain, Director of Golf 970 479-2260 aplain@vailgov.com
Vail Mountain School Theater Mark Fenstermeisiter 970 476-3850 mfenstermeister@vms.edu
Vail Mountain Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Golden Peak Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Mountain Plaza Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Lionshead Ski Yard Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com
Vail Nordic Center Mia Stockdale and Shane Slouter 970 476-8366 mia@vail.net; shane@vail.net
Hotels Contact establishment directly
Vail Valley Partnership (VVP) for assistance with lodging
questions – Sandra Perrig-Holst
970-477-4003 Sperrig-holst@visitvailvalley.com
Restaurants Contact establishment directly Matt Morgan, Chairman; Vail Restaurant Association & Owner,
Sweet Basil
970 476-0125 matt@sweetbasil-vail.com
Brian Nolan, Group 970 970 845-0545 brian@group970.com
Other Ambulance District Pete Brandes 970 926-5270 PBrandes@echsd.org
CDOT- Colorado Dept. of
Transportation
James Achatz 970 401-2131 james.achatz@dot.state.co.us
Special Events Liquor Licensing
(LLA)
Tamm y Nagel 970-477-2460 T Nagel@vailgov.com
Town of Vail Commission on
Special Events (CSE) and Special
Event Permitting
Sybill Navas, TOV CSE Coordinator
970-477-3551
SNavas@vailgov.com
US Forest Service Kerry Pitt, Minturn Special Permits; Paula Peterson, Minturn
Supervisor
Kerry 970 827-5154
Paula 970 827-5159
kpitt@fs.fed.us: pkpeterson@fs.fed.us
Vail Chamber & Business
Association
Alison Wadey
970 477-0075 info@vailchamber.org
Vail Fire Department Mike Vaughan, Fire Marshal 970 479-2252 MVaughan@vailgov.com
Vail Local Marketing District
Advisory Council (VLMDAC)
Kelli McDonald, TOV Economic Development Department 970-477-2454 KMcDonald@vailgov.com
Vail Police Department Daric Harvey 970-477-3433 DHarvey@vailgov.com
Vail Valley Partnership (VVP) Sandra Perrig-Holst 970-477-4003 SPerrig-Holst@visitvailvalley.com