HomeMy WebLinkAbout2015 Att D CSE Event Re-cap GuidelinesTOV/CSE 2015 RFP: Guidelines for Post-event Recaps Attachment D
2015 Request Proposals: Attachment D
Guidelines for Post-e vent Recaps for All E vents
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 inf ormation:
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. *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. 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.
• What percent of attendees stayed in the Town of Vail?
• Estimated total number of room nights booked in association with
your event.
ii. Average spending per person on lodging, dining, shopping and/or
other activities?
TOV/CSE 2015 RFP: Guidelines for Post-event Recaps Attachment D
c. Visitor Intent to Return and Satisfaction Ratings: W ould you come back? W as if
fun?
i. NPS (Net Promoter Score): Would you recommend this event to
someone else?
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.