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HomeMy WebLinkAbout4.c. 2014 Att C CSE Event Re-cap Template Rvsd 06272013Guidelines for Special Event Recaps 2013 RFP/Attachment C 2014 Request Proposals: Attachment C Guidelines for Post-event Recaps for All Events 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. What parts of the event exceeded expectations b. What 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. What percentage of people came to Vail specifically for your event? What percentage of people has attended the event in previous years? iii. Where 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. What 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 Satisfaction Ratings: Would you come back? Was 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? What 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 prior to 5:00 p.m. on the Wednesday prior to your presentation.