HomeMy WebLinkAbout2.f. 2014 Vail Rocks_Recap overallEvent Recap: Vail Rocks 2014
Commission on Special Events
October 1st, 2014
Photo by Jack Affleck
Vail Rocks: Saturday, August 16th
Event Producer Laney Odom – Interim Executive Director
Office: 720.379.7013
Mobile: 970.481.0760
laney@lovehopestrength.org
2 Town of Vail | CSE | 10/1/14
Vail Brand Compatibility
“Premier International Mountain Resort Community”
3 Town of Vail | CSE | 10/1/14
Vail Rocks combines all the best that Vail has to offer!
•World class hiking
•Mountain top music with expansive mountain views
•International Musicians
•High Quality concert production and execution
•Awareness for blood disease and cancers
•Life Saving!
•Vail Rocks has become an annual flagship event for Love Hope Strength and
our core followers. A place where our followers can connect with past hikers,
supporters, musicians, survivors and new followers. Memories and
relationships are founded in their love of LHS and the unique events we host
in awe-inspiring locations.
Event Strengths & Weaknesses
4 Town of Vail | CSE | 10/1/14
Strengths:
•50% of attendees were new to Vail Rocks
•Estimate 1000 people attended post hike concert at Checkpoint Charlie
•Management changes in our foundation did delay planning and put strain on the
event however LHS managed to pull off a successful fundraiser keeping our core
followers and sponsors happy.
•Moving location to Checkpoint Charlie
Weaknesses:
•Our event headliner Devotchka wasn’t as big of a draw as we had anticipated
•Advertising dollars were not spread out as evenly as they could have been
•On Mountain logistics could have been more successful, had issues with water
•Cash sponsorships ended up being lower than planned
For next year:
•Better sponsor levels/deal points and more sponsorships
•Work more closely with Vail Resorts to prevent on mountain issues
•Better utilization of advertising budget
Event Budget
5 Town of Vail | CSE | 10/1/14
•Total event budget: $75,000
•CSE funds: $25,000
•Profit and loss: Net Profit $73,000
•Funding utilization: Main stage and site production, advertising, event consultant
fees
•In-kind sponsorship: $25,000
•Cash sponsorship: $64,000
* Detailed budget attached for recap
Estimated Results*
Attendance Numbers
6 Town of Vail | CSE | 10/1/14
* Based on survey results.
•Estimated attendance:
•275 Hikers
•215 Registered Hikers
•45 Sponsors Attended
• 15 Kids (free attendance)
•1,000 – 1,100 at Concert throughout the evening
•Estimate based on drink orders from bar
•% in Vail specifically for event:
•98% Hike
•85% Concert
•47% attended Vail Rocks in previous years*
Estimated Results*
Geographic Profile
7 Town of Vail | CSE | 10/1/14
Estimated Results*
Demographic Profile
8 Town of Vail | CSE | 12/15/11
48% of our attendees are between the ages of 45 -60
45% of our attendees make over $100,000 annual income
Estimated Results*
Event Attendee Estimated Spending
9 Town of Vail | CSE | 10/1/14
Lodging:
•85% attendees stayed in Town of Vail
•48% of attendees stayed 2 nights and 24% stayed 3 nights in Vail
•Average amount spent on lodging/day: $165
•Estimated room nights booked due to event association:
•Minimum 300 rooms
Lodging call to action:
We promoted our Host Hotel on our website when people registered. We promoted
Evergreen through FB and word of mouth.
•Host Hotel The Sebastian 70 room Nights
•Evergreen and other – 230 room nights
* Based on survey results
Estimated Results*
Event Attendee Estimated Spending
10 Town of Vail | CSE | 10/1/14
Average amount spent on the following activities $425.00
Average amount spent $755.00 throughout the weekend per person based on survey
* Based on survey results
Estimated Return on Investment (ROI)*
11 Town of Vail | CSE | 10/1/14
•Additional Town of Vail spending event
generated: $150,000-175,000
•Ratio of increased revenue to amount of
funding received: 1 to 6.5
•Approximate sales tax revenue generated
by event and accrued to Town of Vail
including sales and lodging tax:** $7,250
•Estimations based on survey results.
Visitor Intent to Return*
Net Promoter Score
12 Town of Vail | CSE | 12/15/11
56% of our guests would recommend this event to a friend or colleague
Visitor Intent to Return*
13 Town of Vail | CSE | 10/1/14
Satisfaction ratings: 90% of our attendees would attend Vail Rocks again
* Based on survey results.
Topline Marketing Efforts
14 Town of Vail | CSE | 12/15/11
•Our “Vail Rocks” logo is our main focus for 3 months leading up to the event through our nation wide volunteer and online network
•Social media via LHS, artist network and sponsor networks of 500,000
•Logo present in 15+ Vail Daily/Weekly Ads
•Custom regionally targeted e-mail blast with Backpacker opened by 25,000 regionally as well as backpacker digital ads, tweets and FB posts
•Top mention in Press Release also announcing headliner Devotchka
•Prime placement on all banners, ads and only logo on TOV Bridge St. banner
•Announcement Thank you at VIP Party, Hike & Main Stage
•15 passes offered to George Karl Foundation Reception
•15 passes offered to Hike and VIP at Post Concert
•Logo on all Posters and Rack Cards (over 2,500 printed)
•Facebook and Instagram mentions and hundreds of tags #vailrocks
•Two weeks of Radio ads with KZYR Vail/Avon, KBCR Steamboat & KSNO Aspen etc.
Topline Marketing Efforts
15 Town of Vail | CSE | 10/1/14
•Town of Vail round about banners up for 2 weeks prior to event
•Calendar postings and local concierge outreach,
•Vail Daily pre and post articles about headliner
•$15,000 spent on advertising and roughly $15,000 in-kind advertising
Community Contribution
16 Town of Vail | CSE | 10/1/14
•Vail Rocks is a family friendly
community event that has heart
and soul! We bring beautiful intent
to a beautiful valley and share our
life saving message with all those
who welcome it.
•We registered 181 new potentially
life saving matches at Vail Rocks!
•Last years funds help us expand
our GET ON THE LIST campaign
which has now registered over
75,000 bone marrow donors and
exceeded over 1100 potentially life
saving matches!
•This years funds will help us
continue our focus and outreach
for our GET ON THE LIST campaign.
Sustainability Efforts
Green Measures
17 Town of Vail | CSE | 10/1/14
•LHS tries to reuse supplies/banners yearly as we keep producing this event to keep the
waste material low and increase reusable signage
•Staff sweeps each mountain stop after hikers leave for trash and items left behind
•Our sponsors Schomp Mini provide water bottles to our registered hikers and LHS brings
water for them to refill
•Per Town of Vail requirements we provide recycle bins at our post hike concert at
Checkpoint Charlie
•We also requested our food vendor to have compostable utensils as well asked our bar
company to recycle all bottles and cans they were left with.
Additional Information
18 Town of Vail | CSE | 10/1/14
We used Survey Monkey and sent a e-mail recap to all attendees 2 weeks post event to
thank them and ask for feedback, we got 20% of attendees feedback. We based our our
recap estimations off this feedback.
When asked what attendees like most, here are some responses:
•The hike, the music while hiking, getting on the list, meeting a couple of our favorite
musicians!! Camaraderie
•Our partnership with LHS is very benefitting and I enjoy working closely with the
coordinators. I liked most that we were able to spend a weekend hiking and being
active while with our closest partners.
•You are sitting on the side of a mountain, you are surrounded by amazing people and
new friends everywhere, while the worlds greatest stars are playing music surrounded
by breathtaking views…All of this feels too good to also be saving lives in the process.
•The concert and location was wonderful!
•Everything! Being around wonderful people, musicians, survivors and beautiful
mountains!
Room for growth and improvement
19 Town of Vail | CSE | 10/1/14
It was a tough year and big transition inside LHS. Vail Rocks is our primary fundraiser and
supports LHS campaign GOTL costs and special projects. We want to continuously
improve the event as we know we are doing something unique and special. It is a good
time for LHS to evaluate the entire event start to finish maximizing our partnerships,
exposure and revenue.
LHS wants to allow more time in 2015 for fundraising, advertising and outreach in 2015.
In 2015, LHS would like to pick a weekend that isn’t quite as event heavy to help draw
more people in the local community to our hike and post hike concert. We are considering
a few weeks earlier than this years event.
LHS wants to work more closely with Vail Resorts for our on mountain execution and lunch
LHS wants to consider new partners in 2015, partnering with local Eagle County Sponsors
Town of Vail 20
Town of Vail 21
THANK YOU!
22 Town of Vail | CSE | 10/1/14
Thank you Town of Vail and CSE for your continued support of Love Hope Strength
Foundation and our annual Vail Rocks Fundraiser. Thank you for helping us save lives, one
concert at at time! This event and our life saving efforts would not be successful without
your support.
Item Budget Sponsor Received/Complete
Hotel
(The
Sebastian)
Artists
$6,065 •paid
Sebastian
F
&
B
Fee
$1,353 •required
to
spend
Misc. Incidentals and F & B & tips $931 •paid
Staff
Hotel
(Evergreen
Lodge)
$2,367 •paid
Artist
costs,
flights/transportation/
misc.
production
-‐
band
fee
$12,647
Lunch on Mountain $4,680 •paid
Welcome Reception Bol (Buy out)$4,080 •sponsored
Breakfast (free coffee and bars)
•
Got
donated
Luna
bars
•Donated
coffee
from
Yeti
T-shirts/Merch $3,235
•Vail
Rocks
Shirts
•Brown
shirts/tanks
Printing & graphics $4,868 •paid
Sound/stage (mountain and concert)$9,469 •paid
TOV
permit
fees
$750 •paid
Wrapped
Guitar $200 •paid
Event
site
production
(security,
poilice,
toilets)$2,428 •Paid
Event
Management
Eagle $3,450 •Paid
Mountain
gift $522 •dog
tags
Alpine
Party
rental $1,329 •Paid
WristBands $300 •Paid
TV8/Radio
ads
(advertising)$200 •Paid
-‐
Value
of
$1000+
Westword
(advertising)$2,500 •Fully
paid
Vail
Daily
(advertising)$4,000 •Partially
paid
Backpacker
(advertising)$7,500 •Paid
TOV Banners (advertising /sponsor
deal points)$2,220
SPONSORS
George
Karl
(welcome
reception)$10,000 •received
Town
of
Vail
(general)$25,000
•$8,333.33
Received
•$8,333.33
Received
•$8,333.34
After
Event
review
Hard
Rock
(stage)$4,000 •received
Teva
(general)$0 $15,000 •received
Mini
(general)$5,000 •received
Marmot $5,000 •received
School
of
Rock
$0
•Sponsor
throughout
year
and
through
In-‐
Kind
Donations,
performing
and
marketing
Sebastian $0
In-‐Kind
Donations
VAIL
ROCKS
Oskar
Blues $0
In-‐Kind
Donations
Backpacker $0
In-‐Kind
Donations
Vail
Resorts
$0 In-‐Kind
Donations
Westword $0
In-‐Kind
Donations
Deep
Eddy $0
In-‐Kind
Donations
TOTAL $75,094 $64,000
Bar
concert
sales $5,252
Merch
&
donations
at
concert $5,334
Authorize
throughout
weekend $2,909 Merch
&
additional
registration
fees
Silent
Auction
Auction
$6,370
Sponsors $64,000
Fundraising
&
registration
fees
$64,333.57
Gross $148,199
Total
Expenses $75,094
Estimated
Net
Revenue $73,105