HomeMy WebLinkAbout1.c. Tier IV Funding Council Contributions GRANT REQUEST 2015 1
May 21, 2014
RE: Council Contributions
Attached please find the following forms that relate format and policy the Town of Vail has
implemented in regard to requests for funding. These forms are as follows:
1) Contribution Policy/Disclosure
2) Application for Town of Vail Funding (Tiers I – III) and In-kind requests
3) Applicant’s financial information: Balance Sheet and Profit & Loss Statement
4) Attachment A: Tier IV Funding Application
Please note that contributions will only be awarded to applicants who can show the contribution will be
used directly to benefit the entire community of Vail.
Applications must be requested prior to May 30, 2014. A completed submission (a single file
electronic version) must be received at the Town of Vail by 5pm June 27, 2014, in order to qualify for
funding in 2015. Funding will be determined solely from the application; no in-person presentations
will be held. If the Town Council has questions about your application, you may be contacted by a
staff member at a later date. Requests for parking passes and/or parking days or other in-kind
requests must be included in the application. Individual requests throughout the year, outside this
process, will not be considered.
During the 2013 budget process, Town Council approved a re-structuring of funding categories with
the objective of simplifying the process and establishing parameters around funding criteria. The
result was a creation of funding “Tiers” to define the various categories eligible for funding. Within
your application, please identify which Tier your organization is applying for.
Tier I – Vail Brand Events:
Events and programs which have been built by solid organizations over a period of time and
enjoy national and international recognition for excellence. These events represent the Vail
brand at the highest level and the loss of any one of them would have a negative effect. The
customer base includes a significant portion of destination guests and economic impact to the
town is profound. Example of these events and programs would include Bravo!, Summer
Mountain Games, Vail International Dance Festival and Vail Jazz Festival. Funding of this
category is allocated outside of the CSE annual budget; however the results will be reported to
the Commission on Special Events as part of the standard recap process and will also be
presented to Town Council.
Tier II – Extraordinary Events:
This category represents events and programs that provide the town an opportunity for new or
one-time major events such as the US Pro-Cycling Challenge, Burton US Open Snowboarding
Championships and the 2015 World Alpine Ski Championships. While funding will be allocated
outside of the Commission on Special Event’s budget, event results will be reported to the CSE
as part of the standard recap process and will also be presented to Town Council. The funding
for this category will not be automatic each year, but major events and/or programs with the
potential to build the Vail brand even further and have a significant impact on the town’s
economy will be considered on an individual basis. Tier I events are able to apply for funding
from this category with a new opportunity that fits this criteria.
Tier III – Services / Expertise:
This category funds an aspect of services/expertise that the town does not already provide,
supports the TOV physical plant and is appropriate for governmental support. Examples of
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this category include support of TV5, Colorado Ski and Snowboard Museum, Betty Ford
Alpine Gardens and Eagle Valley Childcare. The town no longer requires an annual
application to be filled out for ongoing operating support of established service providers,
which will be included in the annual budget at a set level each year. This process is intended
to cover operating expenses only. Additional opportunities may also be considered.
Tier IV – Life-Long Learning:
This category is proposed for life-long learning type of events or programs. Examples of this
category might include Vail Symposium, Vail Living Well and Vail Global Energy Forum, in
addition to new events that meet the criteria. The funding for this category will be evaluated
along with the Commission on Special Events (CSE) applicants and follow the CSE calendar
of application and review. For applications identified as Tier IV, please also complete the Tier
IV application attached below (Attachment A). These applications will be forwarded to the
CSE for review during the normal event review. You will be contacted by a Town of Vail staff
member to schedule a presentation in November. Along with a Tier IV application, also
attached are criteria for Tier IV events that are 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 s ophisticated and
international clientele.
In-kind Requests:
Annual in-kind funding allocations such as ice time at Dobson Arena, use of Donovan
Pavilion/Grand View, parking passes/coupons and public works or police department services
will be subject to staff-level approval. The town does require an annual application to be filled
out for transparency and tracking purposes. Any organization required to recap their event to
the CSE should include this funding within the report-out documentation. Additionally, the level
of funding (cash and in-kind) should be reflected in sponsorship levels for the Town of Vail.
When making your request, please keep in mind the current economic climate and revenue trends will
impact the town’s decision for total dollars awarded.
If you have any questions, please do not hesitate to contact Kathleen Halloran, at 479-2116 or e-mail,
khalloran@vailgov.com.
Sincerely,
Kathleen Halloran
Assistant Finance Director
Town of Vail
khalloran@vailgov.com
970-479-2116
CONTRIBUTION POLICY
TOWN OF VAIL
1. All contribution requests received by the Town of Vail will be processed in the following
manner:
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A. All requests must be submitted electronically by the deadline stated in this application.
Financial information (Balance Sheet and Profit & Loss Statement) can be provided in
your organizations format but should be included in the same electronic file as the
application (please do not send multiple electronic files). Please do not attach
additional information about your organization, etc. Incomplete applications and
supplemental information will not be accepted. THE TOWN COUNCIL WILL ONLY BE
GIVEN YOUR COMPLETED APPLICATION FORMS. NO SUPPLEMENTAL
INFORMATION WILL BE GIVEN TO THE TOWN COUNCIL.
B. All applications for funding in 2015 shall be received at the town by June 27, 2014 by
5:00 P.M. This includes only an electronic version (single .pdf file preferred)
(electronic version can be sent by email to khalloran@vailgov.com).
C. The Town Council will evaluate the various proposals based on their direct benefit to
the entire community of Vail, fulfillment of the town’s mission, and how this contribution
will affect our resort community’s future health. The proposals must comply with the
criteria for the applicable “Tier” requested (criteria outlined on pages 1-2).
The Town Council’s mission statement reads: In order to be the premier international
mountain resort community, we’re committed to growing a vibrant, diverse economy
and community, providing our citizens and guests with exceptional services and an
abundance of recreational, cultural and educational opportunities.
2. Disclosures to all applicants:
A. No money will be disbursed until March 1, 2015.
B. Because of uncertainty of revenue estimates, please note the following possibilities:
1) Contribution funding may be reduced based on 2014 revenues.
2) The Town of Vail may choose to disburse funding in quarterly installments
throughout 2015. Special event funding will follow the CSE’s guideline of
payment in thirds pending completion of CSE requirements
C. Notification of awards will be sent after the Council approves the final budget
currently scheduled for November, 2014.
3. All entities receiving public funding for events, including those which are culturally-
designated, are required to present a final event recap to the Commission on Special
Events using the guidelines below as a template for the report.
(Note: This does not apply to contractual agreements such as Channel 5 or Vail Childcare. If
in doubt, please ask.)
Guidelines for Post-event Recap 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 accompanied by a written, post-event follow-up document which shall include:
1. An overview outlining the event’s strengths and weaknesses: specifically, what went well and what
measures could be taken to improve the event.
2. An event budget showing actual profit and loss numbers and how the funding was utilized.
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3. A detailed overview of the marketing that was implemented to promote the event.
4. An explanation as to how participants and/or attendees were directed to book lodging.
5. Survey results (*see explanation below) 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
have 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
1. What percent of attendees stayed in the Town of Vail?
2. Number of room nights generated?
3. Average amount spent on lodging per day?
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%).
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.
Please submit your event re-cap electronically to the Special Events Coordinator at
specialevents@vailgov.com a minimum of 5 days prior to your presentation.
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APPLICATION FOR TOWN OF VAIL FUNDING (Tiers I – III)
GENERAL INSTRUCTIONS
All applications must be submitted to the Town of Vail by Ju ne 27, 2014 by 5:00 P.M. Yo u must provide
an electronic version only (single file please), sent to khalloran@vailgov.com. Any application
received after that date will not be considered.
For questions on the financial statements, please contact Kathleen Halloran at 479-2116.
PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK
1. Name of organization:
2. Contact person:
3. Mailing address:
4. Telephone:
5. E-mail address:
6. Members and Titles of your governing board:
7. Amount of contribution requested:
8. Organization fiscal year-end:
9. Are your books audited?
10. What Tier is your organization applying for? (see definitions on page 1):
11. How will the contribution be used?
11. How does your request support item 1C of the contribution policy?
12. Who currently funds your organization (other governments, private donations, user fees,
etc.)?
13. Organization's mission statement:
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APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
Instructions: You may insert a print out of your own financial report format instead of this
form, as long as part of the application’s single electronic file (no multiple files please)
Round all figures to the nearest dollar. Please present in as much detail as possible.
Most Recent Completed
Fiscal Year (Date: )
Assets: $
Total Assets $
Liabilities: $
Total Liabilities $
Net Worth (Total Assets Minus Total
Liabilities) $
APPLICATION FOR TOWN OF VAIL FUNDING
Profit & Loss Statement
Instructions: Round all figures to the nearest dollar. Please present as much detail as possible.
Current Fiscal Year Budget
Revenues: $
(List by funding source)
Total Revenue $
Expenses: $
Total Expenses $
Total Revenue Minus Expense $
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ATTACHMENT A – TIER IV ONLY
Please review and fill out the attached forms for Tier IV funding requests.
Tiers I-III do not apply.
2015 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:
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
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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 2015? If yes, for how many years beyond
2015?
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. Please 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. Specify any marketing support you are requesting.
4. Name, telephone number and email addresses of your PR and marketing contacts.
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.
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Guidelines for Tier IV Events
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 , all 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.
Events will be evaluated using the following criteria:
• How well will the event:
o Promote, encourage and develop enhanced
leadership skills
o Provide opportunities for intellectual
dialogues
o Incentivize problem solving discussion around
current issues
o Deliver an educational component
o Reinforce the fabric of community
o Foster the Town Council’s strategic objective
of developing a health and wellness reputation
for Vail
• Alignment with the “Vail Brand” and the target market as defined by the Vail Local Marketing District
(VLMD).
• 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.
• T he 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.
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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.
• Agree to the placement of the T own of Vail logo on marketing and promotional materials
associated with the event as appropriate to the level of sponsorship.
• Ensure accurate listing on the Vail community calendars.
• 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 VLMD may provide.
O To ensure compliance with the “Vail Brand” on any and all promotional materials
associated with the event.
• Provide “activation” that will cross-promote your event throughout the community, create guest
awareness of your event and stimulate business in local restaurants/bars and retail establishments.
• Provide the CSE with copies of any film or photographs from the event for the purpose of
promoting the T own 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?
• 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:
o Attendance numbers and demographic profile
o Estimated benefits to the local economy
o Visitor Intent to Return
• A detailed overview of the marketing that was implemented to promote the event
• 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 ensure compliance with the
Town of Vail’s commitment to environmental sustainability?
Please see “Guidelines for Post-event Recaps for All Events Receiving Public Funding” on
page 4 of this document for a more detailed explanation.
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.
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• 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 post-event review presentation.
TIER IV Events Score Card
Life Long Learning Category
Criteria Rating
Life Long Learning Enhance Leadership Skills 0-25
Foster a Health and Well Being reputation for Vail
Provide opportunities for intellectual dialogues
Promote problem solving around current issues
Deliver an educational component
Reinforce the fabric of the community
Brand Fit Is the event aligned with the Vail brand and 0-15
does it bring it to life experientially on its key
dimensions:
-Physical vitality
-Cultural vitality
Timing How well does it help achieve an optimal 0-5
calendar of events against occupancy opportunity
and Town of Vail available assets (human and capital)
Demo Fit Does it help optimize visitor mix: 0-10
-In-state over night guests
-Destination visitors
-International
-Residents
Growth How well will it perform financially
- Revenue 0-10
- Leveraged media exposure 0-10
Producer Qualifications Expertise, local knowledge, ability to financially leverage 0-10
Marketing Strength How effectively will it be marketed 0-15
Total 100