HomeMy WebLinkAbout2015 DRAFT RFP Application Form OnlyTOV/CSE 2015 RFP: Application Form Page 1
VAIL COMMISSION ON SPECI AL EVENTS
2015 EVENT FUNDING APPLICATION
Please describe in space below or attach additional documents if space provided is not adequate.
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:
• Physical Address:
• Mailing Address:
4. Contact Info:
• Telephone: Main:
• Cell:
• Fax:
• E-Mail Address:
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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) organization
If applicable, 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:
(Contact information that may be useful is provided in “Attachment D”)
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. Will 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.)
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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:
• % Local:
• % In-state (non-local):
• % out of state:
• % International:
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. Be sure that you factor in any expenses that may be incurred as
requirements of the Town of Vail’s Special Event Permit. (Link to the online
Special Event Permit: www.vailpermits.com)
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?
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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. Detail “activation” opportunities to promote your event in the community.
4. Specify any marketing support you are requesting.
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5. 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.
Please address any questions to:
Sybill Navas, Coordinator, Commission on Special Events
E-mail: snavas@vailgov.com Phone: 970.477.3551 or FAX: 970.479.215
Producers should submit the required information electronically in PDF format, plus 1
hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper), to the Commission on
Special Events no later than 4:00 p.m. on Monday, October 20, 2014. Qualifying
applications will be reviewed by the CSE at their regular monthly meeting on
Wednesday, November 5, 2014. Final funding allocations will be determined by the CSE
at a special meeting on Wednesday, November 12, 2014. Applicants will be notified of
their status by December 5, 2014.
Vail Commission on Special Events
C/O Sybill Navas, Coordinator
Town of Vail, 75 S. Frontage Rd. Vail, CO 81657