HomeMy WebLinkAbout2015 Att D CSE Event Re-cap Guidelines-Redline Edits_RRCCSE/TOV Attachment D Page 1
20154 Request Proposals: Attachment
CD
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. 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 Survey 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? Or
ask this, How important was the event in your decision to visit (see wording in
the attachment) W hat percentage of people has attended the event in
previous years?
iii. W here did attendees come from: local, regionaday, zip code of origin out of
state, international?
iv. Average age (could be optional) and income
bracket of attendees.
b. Estimated spending by event attendees based on
categories provided in the attachment:
i. Lodging: Please include an explanation as to how participants and/or
attendees were directed to book lodging(Consider deleting for majority - This
is easy enough to provide but is not technically a research question and might
be omitted and pursued selectively with certain types of events).
1. W hat percent of attendees stayed in the Town of Vail?
2. Type of lodging (paid vs. unpaid, 2nd home, family/friends) and
average amount spent on lodging per dayAverage am ount spent on
lodging per day in the Town of Vail?
3. Estimated total number of room nights booked in association with
Formatted: Expanded by 0.25 pt
CSE/TOV Attachment D Page 2
your event.
ii. DiningAverage spending per person on dining, shopping and/or other activities?
c. Visitor Intent to Return and Satisfaction Ratings: W ould you come back? W as if fun?
NPS (Net Promoter Score): Would you recommend this event to someone else?
(Use wording in the attachment)
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%).
*If you received an allocation of $10,001 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.
CSE/TOV Attachment D Page 3
1. Are you a:
Overnight visitor to the region (GO TO Q. 2)
Seasonal resident of Vail Valley (GO TO Q. 2)
Full-time resident of town of Vail (GO TO Q. 8)
Full-time downvalley resident (living in Avon, Edwards, Eagle, Gypsum, etc.) (GO TO Q. 7)
Day visitor to Vail - on a day trip from home, not staying overnight in the area (GO TO Q. 7)
OVERNIGHT VISITORS & SEASONAL RESIDENTS ONLY ANSWER BOXED QUESTIONS BELOW:
2. ______ How many nights are you staying in the area this trip?
3. Are your lodging accommodations located in:
Vail Eagle / Gypsum
Beaver Creek Summit County (Dillon,
Avon Frisco, Breckenridge, etc.)
Edwards Other: _____________
4. Are you staying:
In paid lodging (hotel, condo rental, etc.)
With friends/family who live in the area
In a vacation home or timeshare owned by you, family or friends
Other:_____________________________
5. (IF PAID LODGING) What is the nightly rate of your accommodations? (ENTER $0 IF NONE)
$_________ per night 6. Including yourself, how many people are staying in your accommodations unit (room, condo, etc.)? (ENTER 1 IF
ALONE)
_________ people
7. How important was this event in your decision to visit Vail this trip, where 0 indicates it had no influence and you would
have come to Vail anyway, and 10 indicates that the event is your only reason for visiting Vail this trip?
None: Half of My only
I would have my reason reason
come to Vail for coming to for coming
anyway Vail to Vail
0 1 2 3 4 5 6 7 8 9 10
8. On which days have you attended or do you expect to attend this event? (Multi-day events only)
Sample Event Survey Template
CSE/TOV Attachment D Page 4
(Date)
(Date)
(Date)
(Date)
9. Please estimate how much money you will spend for yourself only today and tonight, either at this event or elsewhere
in the Town of Vail.
• Exclude all spending made outside of Vail
• Enter $0 if none
• Full-time and seasonal residents of Vail: answer for the event timeframe only
$_________ Restaurants / bars / prepared food vendors
$_________ Shopping (groceries, souvenirs, clothing, gifts, etc.)
$_________ Recreation (skiing, ski lessons/rentals, etc.)
$_________ Other items, excluding lodging (admission fees, parking, etc.)
10. What is the ZIP Code of your primary residence (or country, if foreign)?
__________________________
11. Would you mind indicating which of the following your household fits into?
A. Under $30,000 E. $100 - $149,999
B. $30 - $49,999 F. $150 - $199,999
C. $50 - $74,999 G. $200 - $499,999
D. $75 - $99,999 H. $500,000 or more