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HomeMy WebLinkAbout4. 2014 RFP Draft 0802-1 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 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 Tow n 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. (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 VLMDAC 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 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. 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 final 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 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 is responsible for booking and securing any necessary 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 CSE/TOV RFP for 2014 Special Events Page 6 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 .  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.