HomeMy WebLinkAbout2015 DRAFT RFP Information Revised 08-06CSE/TOV RFP Information for 2015 Special Events Page 1
September 5, 2014
TO: Special Event Producers
Subject: Funding Requests for Special Events in 2015
The Commission on Special Events is seeking innovative and exciting
proposals for Special Events throughout 2015 that align with our collective vision
of Vail as “The Premier International Mountain Resort Community!
An application and guidelines are attached. “Special Event Rating Criteria” (Attachment A)
will be used to evaluate all proposals with respect to how they align with a strategic approach
to providing a calendar of events that are well matched to the “Vail” brand and will exceed the
expectations of a very sophisticated and international clientele. Primary consideration will be
given to events that drive incremental overnight visitors.
In response to community input and maintaining a strategic partnership with the objectives of
the Vail Local Marketing District and Vail Resorts, additional consideration may be given to
proposals that:
• Promote economic vitality, deliver experiences that appeal to a broad demographic and
support the “Vail Brand.” (Attachment B)
• Are proposed for the timeframes including:
o Early Ski Season: Thanksgiving, and/or through the second week in December.
o The weekend prior to, or immediately following, Father’s Day weekend in June.
o The days leading up to and including the weekend prior to Labor Day Weekend.
• Emphasize the increased role of “Health and Well Being” as a driver for our guests’
decisions.
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 W ednesday, November 5, 2014.
Final funding allocations will be determined by the CSE at a special meeting on W ednesday,
November 12, 2014. Applicants will be notified of their status by December 5, 2014.
Please address any questions to: Sybill Navas, Coordinator, Commission on Special Events
E-mail: snavas@vailgov.com Phone: 970.477.3551 or FAX: 970.479.2157
TOV/CSE 2015 RFP: Information Attachment F
Town of Vail: Commission on Special Events
2015 Special Event Funding
Guidelines
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, 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 disbursed 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.
The CSE will measure events using the following weighted criteria, as shown
on “Attachment A: Special Event Rating Criteria, and as described below:
• Alignment with the “Vail Brand” and the target market as defined by the Vail Local
Marketing District (VLMD.) (Please see “Attachment B: Vail Brand Background”) for
a description of how this is defined.
• Potential for positive economic impact to the lodging, restaurant and retail
sectors of the community, with the highest priority given to events that drive
destination guests from all over America and around the world.
• 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, as well as a demonstrated
commitment to the values which are shared by the CSE and the Town of Vail
TOV/CSE 2015 RFP: Information Attachment F
Event Review Committee (ERC).
• The 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 and
provide a sense of vitality and fun 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.
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.
Ensure that the event is listed on the online community event calendar.
Meet with the CSE Event Liaison:
• To understand and be poised to take advantage of any and all marketing and PR
opportunities that the VLMD may provide.
• To ensure compliance with the “Vail Brand” on any and all promotional materials
associated with the event. Please be advised that penalties may be assessed
against any funding allocated for incorrect use of either the “Vail Brand” and/or the
Town of Vail logo.
• Agree to comply with the all marketing gates on the Marketing Checklist. See
“Attachment C: Marketing Checklist” for more information.
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.
Agree to the placement of the Town of Vail logo on marketing and promotional
materials associated with the event, as well as provide any event specific benefits
as appropriate to the level of sponsorship.
Provide the CSE with copies of any film or photographs from the event for the
purpose of promoting the Town of Vail.
Accountability: All event producers receiving funding will be expected to schedule a
post-event follow-up to the Commission on Special Events on the Power Point
template provided with your funding agreement within 60 days of the close of the
event. For a more detailed explanation on survey requirements and a description of
the information that should be included, please review Attachment D: Guidelines for
Post-event Recaps for All Events Receiving Public Funding.
TOV/CSE 2015 RFP: Information Attachment F
Funding Disbursements: After reviewing your application, the CSE will use a Tier
system to categorize your event. Please review Attachment E: “CSE Event Tier
Definitions 2015” for information regarding the funding disbursement schedule and
event recap expectations.
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.
Vail Commission on Special Events, C/O Sybill
Navas, Coordinator Town of Vail, 75 S. Frontage Rd.
Vail, CO 81657, specialevents@vailgov.com
Qualifying applications will be reviewed by the CSE at their regular monthly meeting on
Wednesday, November 5, 2014. Be prepared to send a representative who can answer
any questions that the CSE may have.
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.
Please address any questions to: Sybill Navas, Coordinator, Commission on Special
Events - E-mail: snavas@vailgov.com Phone: 970.477.3551 or FAX: 970.479.2157
Attachment List
• Information – Background and definition of RFP
• Application Form – Complete and send with your overall application packet
• Attachment A – CSE Special Events Rating Criteria
• Attachment B – Vail Brand Background
• Attachment C - Marketing Checklist
• Attachment D – CSE Event Recap Guidelines
• Attachment E – Event Tier Definitions and Survey Responsibilities
• Attachment F – CSE RFP Contact Info