The URL can be used to link to this page

Home My WebLink About2015 DiscoverWell RFPCSE/TOV RFP for 2014 Special Events Page 1 VAIL LIVING WELL FORUM FOR OPTIMUM HEALTH September 10‐12, 2015 Tier IV Funding CSE Application for Funding 2015 Produced by CSE/TOV RFP for 2014 Special Events Page 2 Tier IV - 2015 EVENT FUNDING APPLICATION  NAME OF EVENT: Vail Living Well Forum for Optimum Health  PROPOSED DATE(S): September 10-12, 2015  AMOUNT OF CASH FUNDING REQUESTED: $10,000  PRODUCING ENTITY: DiscoverWell 1. President or Executive Director’s Name: Jamie Stone, President 2. Name and Title of Person Completing the Application: John Stone, Managing Director 3. Business Address:  Physical Address: 30 Mustang Rd. Edwards, CO 81632  Mailing Address: PO Box 2855 Edwards, CO 81632 4. Contact Info: • Telephone: Main: 508-395-5473  Cell: 508-395-5473  Fax: 970-926-2480 • E-Mail Address: john@discoverwell.org 5. Event and/or Organization WEBSITE: www.vaillivingwell.org 6. Number of years your organization has been in business: 2 7. Mission Statement: Our mission is to bring together thought leaders, researchers, doctors, corporate leaders, community leaders, athletes, health conscious individuals and influencers to activate health and well-being by taking what they learn, share, and experience, back to their spheres of influence. Through connections made, knowledge and experiences shared, and engagement in all of the major aspects of health and well-being, the Vail Living Well Forum for Optimum Health, and the Vail Living Well Experiences will help to activate health and well-being throughout the country. It will also help position Vail as a destination in health and well-being, and further the vision of Colorado being the nation’s model as the healthiest state. CSE/TOV RFP for 2014 Special Events Page 3 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* • X Non-Profit 501c3 CSE/TOV RFP for 2014 Special Events Page 4 CSE/TOV RFP for 2014 Special Events Page 5 • Does the Event benefit a charity? If yes, please name the beneficiary: DiscoverWell has a charitable component to Vail Living Well events. Currently DiscoverWell supports the Fast Freddie Foundation for youth athletics, and Take The Magic Step Foundation, supporting local communities and Non-Profit Organizations in public health and education.  EVENT DESCRIPTION: 1. Vail Living Well offers a unique opportunity for business leaders and influencers to take part in the VLW Forum for Optimum Health - an exceptional experience that convenes participants with renowned researchers in health and well-being, to collectively discuss, and experience, the latest developments and recent breakthroughs in evidence-based prevention. This forum provides an opportunity for dialog on the latest research on Stress, Sleep, Physical Mobility, Cognitive Health, Ethics, and Mindfulness. Participants will gain key information for improving their workforce’s health and sustainability, as well as their own improved physical, cognitive, and emotional, health and well-being. Forum sessions take place in small groups held at the Sonnenalp Hotel. In addition to these sessions, a General Public event featuring 4 select presenters will be live streamed into schools and businesses and packaged as podcasts and content for numerous websites. On the Sunday following the Forum, our pro athlete presenters will be speaking with, and doing their sports with the entire community. We will be working with the Vail Rec. Department on promotion and logistics. By combining the collective experience of industry and government leaders, along with renowned researchers from Stanford, MIT, Harvard and other leading research institutions, this forum provides a rare opportunity for generating new paths to longevity for individuals, the workforce, and for society. 2. Event Location The main sessions at the event will be held at the Sonnenalp Hotel. Various venues around Vail, including participating restaurants, will be used for lunch sessions, fitness activities and private receptions. 3. All activities and sessions will take place in Vail. CSE/TOV RFP for 2014 Special Events Page 6 4. We will not be requesting in-kind services from the Town. 5. This is the third year of Vail Living Well. Previous events have all been held in Vail using select venues within the Town: a. Sonnenalp Hotel b. Four Seasons c. Sebastian d. Manor Vail e. Sweet Basil f. Terra Bistro g. La Tour h. Bistro 14 6. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: Presenters: pro athletes, researchers, doctors, scientists: 15  Total Number of spectators/attendees anticipated and estimate: Attendees: total including sessions open to the general public – 200 Attendees participating in all‐inclusive 2 ½ day program – 40 *Local – 20% *In‐State (non‐local) – 20% *Out of State – 60% *International • Number of volunteers needed: Volunteers: 5 • Number of event staff: Event staff: 4 Sonnenalp people will be providing staff needs CSE/TOV RFP for 2014 Special Events Page 7 7. Description of potential benefits to the Town of Vail: Vail Living Well continues its mission to make Vail a destination for health and well‐being. Emerging knowledge and cutting edge research will be revealed here in Vail, with an ongoing community established to maintain our attendee base, and grow future participation. Vail Living Well Experiences, our events held throughout the year on various preventive health topics, will continue to engage the community, corporate groups coming into the Valley, and destination guests with ongoing programming; all held within Vail. Conversations and outcomes result from our small group sessions engaging both presenters and participants in dialog regarding the latest breakthroughs in all aspects of health and well‐being. An additional component to the forum will be an open to the public series of presentations by our presenters. These talks, supported by several of our sponsors, will be live streamed into schools, participating businesses, and will be available to view as content on a broad range of health and well‐being websites. By providing our pro athlete presenters for an interactive experience with the community, new and incremental opportunities are provided for citizens to learn and have access to the icons within their sport, and consider healthy lifestyle decisions for their future. An aggressive PR approach will be implemented to drive awareness of this special convening of thought leaders and influencers, with a spotlight on Vail. *Estimated incremental room nights: 100 *Increased spending: $75,000 CSE/TOV RFP for 2014 Special Events Page 8  BUDGET: 1. Please attach a complete and detailed event budget (attached) 2. What % of the total event budget is the CSE being asked to fund? 12.5% 3. Describe briefly how you will use the funds that you are requesting from the CSE. Marketing and PR to promote the event both before and after September 4. Should the CSE decide not to support this event, will it still occur? Yes, the event will be produced, but with limited marketing dollars 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $25,000 6. What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 56% 7. If possible, would you intend to host the event in Vail beyond 2015? We want to establish Vail as the premier destination for Health & Well-Being, so the event will always be held in Vail. 8. Do you anticipate requesting funding from the CSE next year? The Vail Living Well Forum for Optimum Health will continue to grow by extending our reach and exposure on a national level. Marketing dollars will be needed to accomplish these goals, and the Town’s assistance will be appreciated in this effort. The growth of the Forum will come from attracting a greater number of our high profile researchers and influencers, which in turn will create a greater awareness to a wider audience of corporate leaders, government leaders and health conscious individuals. Budget requests for 2015 will be based on the performance of the 2014 event. CSE/TOV RFP for 2014 Special Events Page 9 "Vail Living Well" Forum for Optimum Health ‐ Budget‐2015 7/2/2014 Revenue BUDGET Publicity, Advertising, Promotion Budget Corporate Sponsors25,000.00$ PR/Development 5,000.00$ Town of Vail funding10,000.00$ Ad Development Cost1,500.00$ Full 2 day Ticket Sales 44,850.00$ Ad Placements5,000.00$ Total Cash Revenue79,850.00$ Invitation (production, printing, mailing)1,000.00$ Credentials100.00$ Program Guide‐development1,500.00$ Expenses Program Guide‐Printing1,000.00$ Contract salaries 7,500.00$ On‐line advertising 1,000.00$ Legal 500.00$ Promo Swag 2,500.00$ Accounting500.00$ Promotion Misc.1,000.00$ Speaker Benefits12,000.00$ Total14,600.00$ Salaries‐Directors5,000.00$ AV ‐ Tech & Video5,000.00$ Publicity, Advertising, Promotion14,600.00$ Web development3,000.00$ Air and Travel6,000.00$ Meals ‐ Breakfasts (no charge)‐$ Lunch ‐ (includes both days) 5,400.00$ Breaks 2,400.00$ Opening reception2,850.00$ Closing reception2,500.00$ RegistrationFees (fees included in price)1,800.00$ Postage, Mailing, etc.100.00$ Printing & Copying500.00$ Credit Card Fees200.00$ Meals & Entertainment400.00$ Misc.1,000.00$ Total Expenses71,250.00$ Net Income8,600.00$ CSE/TOV RFP for 2014 Special Events Page 10  MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. (Marketing Plan attached) 2. Explanation of potential for sponsorships and media exposure. A corporate sponsorship drive will leverage existing sponsors and attract new potential sponsors. Vail Living Well will continue to develop health and well-being content, podcasts, streaming, and continuing education to engage sponsors in a meaningful activation process. A Social Media program with our presenters and partner/sponsors will effectively drive interest and attendance. Journalists have and will be invited to write and place articles in select publications where our target audience frequents. Articles have appeared in the Huffington Post, Denver Life Magazine, 5280, Vail Beaver Creek Magazine, Vail Luxury, Vail Daily, and the Daily Weekly. Future publications will be selected as we get closer to the event. 3. Specify any marketing support you are requesting.  Inclusion in any Town of Vail marketing campaign regarding Health & Well-being  Inclusion in media trips promoting Vail and Vail’s brand message  Inclusion on Town website calendars 4. Name, telephone number and email addresses of your PR and marketing contacts. a. Jens Werner – Peeples Inc. Jens@peeplesink.com (970) 845-8525 CSE/TOV RFP for 2014 Special Events Page 11 Vail Living Well Forum for Optimum Health 2015 Marketing Plan I. Branding – Public Relations 1. Extend media exposure with national outreach 2. Focus for 2015 – Highlight ForumX Talks for attendance, streaming and content repurposing 3. Deliver vision and mission message 4. Meet personally with sponsors for their continued support of the program 5. Expand exposure on Social Media sites to attest to uniqueness and “life changing” nature of event 6. Personal phone calls followed up with emails to attendees, speakers to discuss the program and register people early II. Keep website fresh with current news and new videos ‐ Add new videos taken from 2014 event ‐ Testimonials ‐ Provide early registration ‐ Contact info for follow up ‐ Improve ease of use and ability to get information III. Database and invitation list ‐ Maintain and add to existing prospect database lists ‐ Maintain relationships with attendees and presenters through ongoing Newsletters regarding programming, current news and health & well‐being information. IV. Develop and continue community newsletters sent to target audience. Contact all hotels for group sales opportunities for ForumX talks, offer attendance as part of the group programming, and provide info to appropriate contact. V. Media Press Releases 1. Press releases before and after event 2. Identify and contact national magazine editors which cater to target market regarding feature stories based on the success of the Forum: ‐ Provide Press Passes to key media during event to get coverage during event CSE/TOV RFP for 2014 Special Events Page 12 TV  TV8 – .1. Continue to work with TV8 on key interviews .2. Work with TV8 on Live Streaming of ForumX Talks Websites 1. Arrange to have information on prominent local web sites: 2. www.snow.com 3. www.visitvailvalley.com 4. www.vail.com Internet Ads 1. Expand visibility on multiple internet sites News Print – Vail Daily and select publications reaching Target Audience Roll out campaign: 1. Establish new relationships with editors 2. Freelance stories 3. Select 4 or 5 speakers to do ad bios 4. Columns regarding presenters Social Media Facebook Page 1. Continue to manage Facebook page 2. Expand use of Twitter 3. Provide Tool Kit to presenters and sponsors for outreach to their constituencies Hotels 1. Meet with GMs to send marketing info to their client base 2. Provide Media Package CSE/TOV RFP for 2014 Special Events Page 13 2013 Survey Results (2014 not available at this time) Please rate your overall satisfaction with the Vail Living Well Summit Response Percent Excellent 61.5% Very Good 30.8% Good 3.8% Fair 3.8% How would you rate the process for the Summit (i.e. registration, website, staff and organization of the schedule and communication)? Response Percent Excellent 51.7% Very Good 31.0% Good 10.3% Fair 6.9% How would you rate the time frames for the sessions? Response Percent Just Right 79.3% Too Short 17.2% Too Long 3.4% How would you rate the timeframe for the entire Vail Living Well Summit? Response Percent Just Right 69.0% Too Short 20.7% Too Long 10.3% CSE/TOV RFP for 2014 Special Events Page 14 How much would you say you learned from the sessions? Response Percent More than I expected 75.0% What I expected 17.9% I expected to learn more 7.1% How did you hear about the Vail Living Well Summit? Response Percent Vail Daily Newspaper or other media 34.5% Friend/Family/Word of Mouth 62.1% E-Newsletter 0.0% The Sonnenalp 10.3% Social Media 3.4% Other 17.2% How likely are you to recommend the event to a friend or colleague? Response Percent Extremely likely 65.5% Very likely 27.6% Moderately likely 3.4% Not at all likely 3.4% How likely are you to return next year? Response Percent Extremely Likely 53.6% Very Likely 28.6% Moderately Likely 14.3% Not Likely 3.6%