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HomeMy WebLinkAbout7. Current CSE Event Re-cap GuidelinesATTACHMENT B 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. Please schedule a presentation to the Commission on Special Events within 60 days of the close of your event. Events receiving an allocation of $10,000 or more are required to present independent survey data corroborating the results. This presentation should be accompanied by a written, post-event follow-up document which shall include:  How the event is compatible with the Vail Brand.  An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event. For repeat events, please provide a comparison to past years.  An event budget showing actual profit and loss numbers and how the funding was utilized. Please separate the in-kind support from cash revenues and sponsorships.  Estimated results including the following information, per the CSE Criteria as described in the RFP: o Attendance numbers and demographic profile:  Estimated attendance. If your event is non-ticketed, please describe what method you used to estimate the numbers of attendees.  What percentage of people came to Vail specifically for your event? What percentage of people has attended the event in previous years?  Where did attendees come from: local, regional, out of state, international destinations?  Average age and income bracket of attendees. o Estimated spending by event attendees:  Lodging: Please include an explanation as to how participants and/or attendees were directed to book lodging. • What percent of attendees stayed in the Town of Vail? • Average amount spent on lodging per day? • Estimated number of room nights booked in association with your event.  Dining  Shopping  Other Activities o Visitor Intent to Return and Satisfaction Ratings: Would you come back? Was if fun? Please provide the NPS (Net Promoter Score) number determined from survey results. o 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 and lodging tax revenue generated by the event accrued to the Town of Vail? o (Town of Vail sales tax is 4%, Vail Local Marketing District lodging tax is an additional 1.4%).  A detailed overview of the marketing that was implemented to promote the event.  Potential for growth and the development of sponsorships and media exposure.  Did the event impact Vail’s “Sense of Community”?  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 on the PowerPoint template provided in your funding packet to the Special Events Coordinator at specialevents@vailgov.com, not later than noon on the Wednesday prior to your presentation.