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HomeMy WebLinkAbout2. 2015_CSE_RFP_for_Special_Events September 5, 2014 TO: Special Event Producers Subject: Funding Requests for Special Events in 2015 The Town of Vail has consistently been a leader in delivering a world-class calendar of events that grows partner brands, generates revenues, and supports causes both locally and globally. The Commission on Special Events is seeking innovative and exciting proposals for Special Events throughout 2015 and beyond that support the collective vision of Vail as the world’s “Premier International Mountain Resort Community!”. “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 diverse calendar of events that are well matched to the “Vail” brand and will exceed the expectations of a sophisticated and international clientele. Primary consideration will be given to events that drive incremental destination visitation. Producers should submit the required information electronically in PDF format, utilizing the attached “2015 RFP Application” form, 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. If you would like to request an editable version of the application form, please email Laura Waniuk at lwaniuk@vailgov.com. 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. Please address any questions via email to Sybill Navas, Coordinator, Commission on Special Events.Questions will ONLY be accepted over email to: snavas@vailgov.com Monday, September 22: Questions about the RFP are due via email. Thursday, October 2: An RFP amendment with all submitted questions and answers will be posted on the website and emailed to each submitter. TOV/CSE 2015 RFP: Information Page 2 of 4 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 following 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 Page 3 of 4 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 Page 4 of 4 Funding Disbursements: Following review of 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 utilizing the attached “2015 RFP Application” in PDF format, plus 1 hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper), no later than 4:00 p.m. on Monday, October 20, 2014. If you would like to request an editable version of the application form, please email Laura Waniuk at lwaniuk@vailgov.com. Applications should be sent to: Vail Commission on Special Events Attention: Sybill Navas, Coordinator 75 S. Frontage Rd., Vail, CO 81657 snavas@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. Address any questions via email to Sybill Navas, Coordinator, Commission on Special Events. Questions will ONLY be accepted over email to: snavas@vailgov.com Monday, September 22: Questions about the RFP are due via email. Thursday, October 2: An RFP amendment with all submitted questions and answers will be posted on the website and emailed to each submitter. Attachment List • Information – Background and definition of RFP • Application Form – *If you would like to request an editable version, please contact Laura Waniuk at: lwaniuk@vailgov.com) • 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 TOV/CSE 2015 RFP: Special Event Rating Criteria ATTACHMENT A Attachment A: SPECIAL EVENT RATING CRITERIA Criteria Rating Potential To: Increase Room Nights Out of Region Guests (50%) 0-10 Regional Destination Guests (32%) 0-5 International Guests (3%) 0-5 Drive Group Business 0-5 Increase Sales Tax Revenue 0-10 Timing Optimize calendar - "the right events at the right time" 0-5 Demographic Fit Optimize visitor mix (age, income, demographic targets per VLMD research data) 0-10 Growth Continues to evolve by delivering fresh content, enhanced experience 0-5 Builds a sense of community 0-5 Promotes an atmosphere of vitality, fun and celebration 0-5 Brand Fit Supports the Vail brand Message 0-10 Marketing Strength Media Exposure 0-10 Potential to Leverage funding w/Sponsorships 0-5 Producer Qualifications Quality, local knowledge and resources to sustain the event 0-10 Maximum Score 100 TOV/CSE 2015 RFP: Vail Brand Guidelines ATTACHMENT B The Vail Local Marketing District Advisory Council (VLMDAC) welcomes and encourages the inclusion of the Vail Brand and logo in our events and partners’ marketing efforts. Below you will find information on the Vail Brand. Use of the Vail Brand is subject to approval by Vail Mountain and the VLMDAC. Tagline: Vail Like nothing on earth.™ Vail Brand Position – Winter Coveted as one of the largest ski resorts in the world with more than 5,200 acres of skiable terrain, seven legendary Back Bowls spanning seven miles, and the most groomed terrain on the planet, Vail has been an extraordinary winter vacation destination for passionate skiers and snowboarders for more than 50 years. It is home to world-class athletes during the U.S. Ski Team early-season training sessions in Golden Peak, the Burton US Open Snowboarding Championships and the future 2015 World Alpine Ski Championships. Under blue skies more than 300 days each year, friends and families reconnect and celebrate here from year to year and generation to generation. The vacation experience is exceptional, from the Vail Ski & Snowboard School to events, activities and festivals, shops and spas, abundant culinary experiences and luxurious accommodations. Coupled with the vision inherent in the spirit of Vail’s founders, and a modern day commitment to excellence in all aspects of guest service and operations, Vail is a mountain resort like nothing on earth. Vail Brand Position – Summer There’s no place like Vail for year-round recreation, outdoor pursuits and cultural activities in the heart of the Rockies. Located just two hours west of Denver, Vail’s fresh air, rugged beauty and charming pedestrian village await guests. Discover a quaint mountain town where outdoor activities abound and the performing arts flourish. Matching the incredible winter mountain experience, Vail from May through October is characterized by a rich culinary scene, family activities, a world-class events schedule and everything in between. This summer guests can experience events like the new Vail Summer Bluegrass Series, GoPro Mountain Games, Vail Jazz Festival, the Vail International Dance Festival, BRAVO! Vail, USA Pro Challenge, Gourmet on Gore culinary festival and much more. Vail offers a diverse range of lodging options from luxury brands to boutique hotels, condominiums and vacation rentals. For more information on a Vail vacation, please visit www.vail.com. Summer - Vail Brand Marketing Information Based on research from the Vail Local Marketing District’s advertising agency, the recommended Vail Summer Marketing Target is: • Ages 25-54 • Has children 17 years old or younger living in the home • At least $100k household income • Slight female skew • No other demographic restrictions or skews TOV/CSE 2015 RFP: Vail Brand Guidelines ATTACHMENT B Vail Summer Positioning Statement: Only Vail offers the perfect blend of beautiful natural surroundings and top-quality resort amenities, with summer activities for the whole family to enjoy. What does this mean to you as an event producer? Please keep these traits and positioning statements in mind when developing and marketing your event. The demographics above are the Vail Local Marketing District target guest. This does NOT mean your event needs to meet all these demographic parameters. Vail Brand Marketing Summer Messaging: Get away from it all and have it all. Vail is a one-of-a-kind destination where the glory of nature is paired with the best that life has to offer. Our status as an iconic destination is due to this unique combination of secluded escape with the appeal of world-class amenities and service. The unique Vail spirit encompasses every aspect of your vacation, elevating the ordinary into the breathtaking. Bring yourself back to center. The emotional appeal of vacationing in Vail is escaping the hustle and bustle of daily life, allowing visitors to be truly present in nature and at home with themselves – refreshing them with our mountain air and individualistic spirit. We provide an experience of feeling profoundly aware and connected to your loved ones and surroundings. Enrich your life and return to your world as a new and better version of yourself. Passion for the outdoors leads the way. Vail is the complete destination to live life to the fullest, whether it is through elevated experiences, exciting activities, immersive culture or relaxing amenities. Vail is a place to challenge yourself, expand your horizons and rediscover who you are through an enriching, yet relaxing, vacation. Attachment C: Marketing Checklist TOV/CSE 2015 RFP: Marketing Checklist ATTACHMENT C Marketing Checklist: 2015 Special Events Submit to Town of Vail Event Liaison Consultant. Laura Waniuk - lwaniuk@vailgov.com, 970-477-3417 Event Name: Event Start Date: Event Date Span, if applicable: Event Tier: (as designated in your agreement) 0 Item Marketing Action Item # of Days to Event Deadline Tier Requirement Notes 1 Event Producer and/or Marketing Coordinator agrees to attend the Vail Brand Summit Date TBD- Spring 2015 A, B, C, IV 2 Producer to provide marketing liaison representative contact infomation for CSE/ VLMDAC contacts (Name, Email, Phone)signing 01/00/00 A, B, C, IV 3 TOV CSE Event Liaison provides producer brand briefing/mtg and producer demonstrates an understanding of Vail Brand Guidelines 90 #NUM! A, B, C, IV 4 Producer to provide event brand creative strategy - basic look and feel of creative materials 90 #NUM!A, B, C, IV 5 Producer provides event synopsis, communications plan and press release for approval.45 #NUM! B 6 Producer provides detailed event marketing budget, event marketing strategies for target market and channels, marketing goals and creative strategies 30 #NUM! A, B, C, IV 7 Appropriate calendar communication and integration, includes welcome center, bus shelters, vail.com, vaildaily.com, vail- calendar.com, vailgov.com, etc, ToV, Vail Mountain ticket sales, create FAQ sheet 30 #NUM! A, B, C, IV 8 Producer to provide community engagement plan and integration, may include merchant meetings and promotions, welcome center briefing, rack cards and other outreach 21 #NUM! B 0 The Marketing Checklist is designed to facilitate communication prior to execution. Completion of the action items is *REQUIRED* as part of the CSE funding agreement. *ALL* marketing materials containing the Town of Vail logo MUST BE SUBMITTED FOR REVIEW PRIOR TO RELEASE OR PRINT. This includes, but is not limited to: advertisements, banners, websites, facebook pages, posters, program guides or email newsletters. If event materials are released or printed without TOV approval, your final funding payment may be impacted. Deadline dates have been designated so as to insure adequate time for review and production of your materials, should any changes be requested. Please complete all cells colored yellow to initiate "autofill" fo the deadline dates. Please complete cells in yellow to auto-populate dates. Agreement Signed Date: MM/DD/YYYY Event Start Date: MM/DD/YYYY Number of days between contract signing & event: TOV/CSE 2015 RFP: Guidelines for Post-event Recaps ATTACHMENT D 2015 RFP: Attachment D 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. What parts of the event exceeded expectations b. What 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: Would you come back? Was 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? What 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. TOV/CSE 2015 RFP: CSE Event Tier Explanation ATTACHMENT E Attachment E: CSE Event Tier Explanation Goal: Deliver a diverse calendar of events in the Town of Vail Funding Payments: All Tier A, B or C events funded at $10,000 and under will receive their allocation in a single payment. All events funded at $10,001 and over will receive their funding in three equal disbursements as follows: 1. Return of a signed agreement outlining conditions of the funding and expected deliverables. 2. Submittal of a complete Special Event Permit Application (if applicable) and proof of compliance with all marketing checklist requirements. 3. Approval by the CSE of the post-event recap report. Events that are allocated public funding will be categorized into one of the following four tiers:  CSE Tier A • Established Signature or Iconic events that take place over multiple days and/or weeks • Drive overnight visitation • Promoted by and delivering local, regional, national and international media exposure • Many of these events receive their funding from the Town Council, Tier I “Vail Brand Events” • Post event review and evaluation will be overseen by the CSE • Independent event survey data is required, but will be contracted by the event producer  CSE Tier B • Newer events, participatory sporting events and/or large scale ambient events which support the CSE’s criteria for promoting economic vitality and/or driving overnight and destination visitation • Primarily local and regional media exposure, may attract some national exposure or sponsorships • CSE will provide independent event survey data collection and analysis services  CSE Tier C • Ambient events which contribute to a sense of community, vitality and fun; enhance the guest experience • Primarily local media exposure • Event survey data results not required  CSE Tier IV: Life Long Learning Category • Promote life long learning and/or health and well-being, and contribute to a balanced community • Shall be recommended to CSE through TOV channels • Potential for local, regional, national and international media exposure • Event survey requirement will be determined based on scale of funding and event attendance potential • Funding disbursement schedule will be determined based on programming and amount of funding received TOV/CSE 2015 RFP: Special Event Contact List ATTACHMENT F Town of Vail - Special Events Contact List 2015 CSE RFP: Attachment F Contact Name Phone Email Town of Vail Town of Vail Commission on Special Events (CSE) & Special Event Permitting Sybill Navas, TOV CSE Coordinator 970-477-3551 SNavas@vailgov.com Town of Vail (CSE) Special Event Marketing Laura Waniuk, TOV CSE Event Liaison Consultant 970 477-3417 lwaniuk@vailgov.com Vail Local Marketing District Advisory Council (VLMDAC) Kelli McDonald, TOV Economic Development Department 970-477-2454 KMcDonald@vailgov.com Special Events Liquor Licensing (LLA) Tammy Nagel 970-477-2460 TNagel@vailgov.com Vail Fire Department Mike Vaughan, Fire Marshal 970 479-2252 MVaughan@vailgov.com Vail Police Department Justin Dill 970-477-3409 Jdill@vailgov.com Venues Arrabelle Terri Hanley 970 754-7769 thanley@vailresorts.com Betty Ford Alpine Gardens Nicola Ripley 970 476-0103 x6 nicola@bettyfordalpinegardens.org Dobson Ice Arena Jared Biniecki, VRD, Dobson Arena Manager 970 479-2271 jbiniecki@vailrec.com Donovan Pavilion Laurie Asmussen, Donovan Pavilion Mgmt. Inc. 970 376-3756 laurie@vailartsfestival.com pavilion@vailgov.com Ford Park Athletic Fields Joel Rabinowitz 970 479-2280 jrabinowitz@vailrec.com Ford Park Lower Bench TOV – Patty McKenny, Town Clerk 970 479-2136 PMcKenny@vailgov.com Gerald R. Ford Amphitheater Vail Valley Foundation (VVF) - Jen Mason 970 470-0001 jmason@vvf.org The Grand View Laurie Asmussen, Donovan Pavilion Mgmt. Inc. 970 376-3756 laurie@vailartsfestival.com pavilion@vailgov.com Solaris Plaza TOV - Sybill Navas, CSE Coordinator; Cati Miller, Solaris Mgmt. Sybill 970 477-3551 Cati 970 479-6000 SNavas@vailgov.com cati@solarisvail.com Vail Golf Course Alice Plain, Director of Golf 970 479-2260 aplain@vailrec.com Vail Mountain School General Use – Jennifer Bill Theater Use – Greg Jones Athletic Facilities – Ted O’Reilly 970 476-3850 jbill@vms.edu gjones@vms.edu toreilly@vms.edu Vail Mountain Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com Golden Peak Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com Mountain Plaza Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com Lionshead Ski Yard Vail Resorts - Jeff Babb 970-331-5959 jeffb@vailresorts.com Vail Nordic Center Mia Stockdale and Shane Slouter 970 476-8366 mia@vail.net shane@vail.net Hotels Contact establishment directly Sandra Perrig-Holst, Vail Valley Partnership (VVP) for assistance w/ lodging questions 970-477-4003 Sperrig-holst@visitvailvalley.com Restaurants Contact establishment directly Matt Morgan, Chairman; Vail Restaurant Association & Owner, Sweet Basil 970 476-0125 matt@sweetbasil-vail.com Brian Nolan, Group 970 970 845-0545 brian@group970.com Other Ambulance District Pete Brandes 970 926-5270 PBrandes@echsd.org CDOT- Colorado Dept. of Transportation Michael Goolsby 970 683-6306 Michael.Goolsby@DOT.STATE.CO.US US Forest Service Kerry Pitt, Minturn Special Permits; Paula Peterson, Minturn Supervisor Kerry 970 827-5154 Paula 970 827-5159 kpitt@fs.fed.us pkpeterson@fs.fed.us Vail Chamber & Business Association Alison Wadey 970 477-0075 info@vailchamber.org Vail Valley Partnership (VVP) Sandra Perrig-Holst 970-477-4003 SPerrig-Holst@visitvailvalley.com TOV/CSE 2015 RFP: Application Form Page 1 VAIL COMMISSION ON SPECIAL EVENTS 2015 EVENT FUNDING APPLICATION Please describe in space below or attach additional documents if space provided is not adequate. You may request an editable version of this form by emailing Laura Waniuk at: lwaniuk@vailgov.com  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: TOV/CSE 2015 RFP: Application Form Page 2 5. Event and/or Organization WEBSITE: 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. Where 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.) TOV/CSE 2015 RFP: Application Form Page 3 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. What 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. What % 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? TOV/CSE 2015 RFP: Application Form Page 4 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? 6. What % 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. TOV/CSE 2015 RFP: Application Form Page 5 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 via email to Sybill Navas, Coordinator, Commission on Special Events. Questions will ONLY be accepted over email to: snavas@vailgov.com Monday, September 22: Questions about the RFP are due via email. October 2: An RFP amendment with all submitted questions and answers will be posted on the website and emailed. 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