HomeMy WebLinkAbout4. 2015 Vail Whitewater Race Series RFPTOV/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: Vail Whitewater Race Series
PROPOSED DATE(S) : May 12, May 19, May 26, June 2, June 9
AMOUNT OF CASH FUNDING REQUESTED: $10,000
PRODUCING ENTITY: Alpine Quest Sports, LLC
1. President or Executive Director’s Name: Sean Glackin
2. Name and Title of Person Completing the Application: Cory Glackin, member
3. Business Address:
• Physical Address: 34510 US Hwy 6 #A-1 Edwards, CO 81632
• Mailing Address: PO Box 161 Edwards, CO 81632
4. Contact Info:
• Telephone: Main: 970-926-3867
• Cell: 970-390-6764
• Fax:
• E-Mail Address: info@alpinequestsports.com
TOV/CSE 2015 RFP: Application Form Page 2
5. Event and/or Organization W EBSITE: www.alpinequestsports.com
6. Number of years your organization has been in business: 11 years
7. Mission Statement: Providing our customers with superior service, products and
instruction.
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.
The Vail Whitewater Race Series are races in kayaks, two man raft teams or
SUPs. The course is from the Covered Bridge to the International Bridge. Each
week there are awards parties at a different host bar.
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.
Races will begin at the Covered Bridge and end at the International Bridge.
The registration tent will be located on the International Bridge by the
whitewater park. Host bars will be arranged before the event begins.
3. Will any portion of the event take place outside of the Town of Vail? If yes,
please explain. NO
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
TOV/CSE 2015 RFP: Application Form Page 3
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.)
Request 3 sign boards to use the day of each event to be placed at the
International Bridge, Covered Bridge and Blu’s Grass from 9am-7:30pm.
Request parking for competitors on the International Bridge. The lack of
parking at the event has been the main complaint from competitors and is
inhibiting the growth of the event.
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.
Existing. This will be the 3rd year as the Race Series. We ran the Kayak
Whitewater Demos for 5 years previous to that.
6. People:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated: 30-50
• Number of volunteers needed: 0
• Number of event staff: 8/week
• Total Number of spectators/attendees anticipated and estimate:
• % Local: 80
• % In-state (non-local): 10
• % out of state: 5
• % International: 5
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?
We do not anticipate this event creating room booking. The event will have
increased spending in host bars. The majority of the participants are only in Vail to
compete in the event. We did see an increase in participants from outside the Vail
Valley this past year.
TOV/CSE 2015 RFP: Application Form Page 4
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?
87%
3. Describe briefly how you will use the funds that you are requesting from the CSE.
Funds will be used for staffing, marketing and cash prizes.
4. Should the CSE decide not to support this event, will it still occur?
NO
5. W hat is the $ amount of sponsorships from alternative sources reflected in the
event budget?
$500 cash and $3500 in donated prizes.
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.)
9%
7. If possible, would you intend to host the event in Vail beyond 2015? If yes, for
how many years beyond 2015?
Yes the event could continue if there is still interest from the community and the
Town
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.
We cannot foresee this event proceeding without CSE funds. We would hope to
reduce the amount needed by CSE to 80%.
MARKETING:
1. Please provide a detailed description of your marketing plan and indicate how
the budget will support the program.
TOV/CSE 2015 RFP: Application Form Page 5
We will use KZYR radio ads, Vail Daily ads, race series posters, facebook,
twitter and e-mail campaigns using our customer database.
For the past two years we have relied upon donated advertising from KZYR and
Vail Daily. We do not anticipated being able to secure free advertising again.
This reflects higher expenses to pay for advertising.
2. Explanation of potential for sponsorships and media exposure.
We receive product to give away as weekly prizes in addition to cash prizes.
3. Detail “activation” opportunities to promote your event in the community.
4. Specify any marketing support you are requesting.
Listed on the TOV website events page.
5. Name, telephone number and email addresses of your PR and marketing
contacts.
In-house
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.
TOV/CSE 2015 RFP: Application Form Page 6
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
2015 Town of Vail Whitewater Race Series
Income
CSE Funding 10,000.00$
Entry Fees $1,000.00
Cash Sponsorship 500.00$
Total Income 11,500.00$
Expenses
Staffing 4,000.00$
Prize Money 2,000.00$
On-line Race Registration 100.00$
Race Supplies 400.00$
Graphic Design 400.00$
Facebook and Online Advertising 400.00$
Posters 200.00$
Advertising: KZYR and Partner Stations 2,000.00$
Advertising: Vail Daily 2,000.00$
Total Expenses 11,500.00$
In Kind Sponsorship (Retail Value)
Vendor Prizes 3,500.00$
Total In Kind 3,500.00$
Profit/Loss:-$
Event Recap: Town Of Vail Whitewater Race Series
Commission on Special Events
July 2, 2014
Photo by Jack Affleck
Whitewater Race Series: Tuesdays May 13-June 10
Sean Glackin, Owner – Alpine Quest Sports
Office: 970.926.3867
Mobile: 970.390.6764
info@alpinequestsports.com
2 Town of Vail | CSE | 7/2/2014
Vail Brand Compatibility
“Premier International Mountain Resort Community”
3 Town of Vail | CSE | 7/2/2014
Standard of excellence met by:
•Hosting a whitewater race that involved the local community and
entertained visitors and local spectators
•Utilizing the natural beauty and Vail local recreation assets, Gore
Creek and the whitewater park
Event Strengths & Weaknesses
4 Town of Vail | CSE | 7/2/2014
•Exceeded expectations: The non-cash prizes were significant and
really drew competitors to the event. In addition, by structuring the
event as a series, it encouraged athletes to attend more races.
Added on-line registration for competitors.
•Measures that could be taken for event improvement: Race course
improvements and marketing outside the valley for more
participants.
•For repeat event, comparison to past years: We felt it was as strong
as last year’s event in the number of competitors and spectators.
Internally, the event ran much smoother. The snow the first week
kept spectators away.
Event Budget
5 Town of Vail | CSE | 7/2/2014
•Total event budget: $5000
•CSE funds: $5,000
•Profit and loss:$508
•Funding utilization: CSE and entry fees
•In-kind sponsorship: $7,511
•Cash sponsorship: $250
Estimated Results*
Demographic Profile
6 Town of Vail | CSE | 12/15/11
•Competitor entries for the 5 week series: 126. Average of 24 per
week.
•Spectators for the 5 week series: 450. Average of 90 per event. *
* Based on headcount.
Topline Marketing Efforts
7 Town of Vail | CSE | 7/2/2014
•Weekly Vail Daily Ads
•KZYR/KNSO Ads and live mentions
•Posters
•Facebook/Twitter
•Sneek Peak Article
Community Contribution
8 Town of Vail | CSE | 7/2/2014
•Strong impact on Vail’s sense of community: The Whitewater Race
Series competitors are locals. We partnered with 4 different bars to
host the awards party. The spectators include both local and out of
town guests, who are treated to a great event to watch.
Sustainability Efforts
Green Measures
9 Town of Vail | CSE | 7/2/2014
•Encouraged competitors to carpool
•Re-used bibs from the Teva Mountain Games.
2014 Town of Vail Whitewater Race Series
Income
CSE Funding 5,000.00$
Entry Fees 885.00$
Cash Sponsorship 250.00$
Total Income 6,135.00$
Expenses
Staffing 3,000.00$
Prize Money 1,125.00$
On-line Race Registration 100.00$
Race Supplies 400.00$
Graphic Design 400.00$
Facebook and Online Advertising 402.00$
Posters 200.00$
Total Expenses 5,627.00$
In Kind Sponsorship (Retail Value)
Vendor Prizes 3,987.00$
Vail Daily Ads 3,024.00$
KZYR Ads 500.00$
Total In Kind 7,511.00$
Profit/Loss:508.00$