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Home My WebLink About7.a 2015 Vail America Days™ Proposal Blue Creek ProductionsVAIL AMERICA DAYS 2015 Event Funding Application for Vail Commission on Special Events presented by Brian Hall, Blue Creek Productions, Inc. January 28, 2015 CSE/TOV RFP for 2015 Special Events Page 6 VAIL COMMISSION ON SPECIAL EVENTS 2015 EVENT FUNDING APPLICATION Please describe in space below or attach additional documents if space provided is not adequate. NAME OF EVENT: Vail America Days 2015 PROPOSED DATE(S) : July 4th, 2015 AMOUNT OF CASH FUNDING REQUESTED: $ 65,000.00 PRODUCING ENTITY: Blue Creek Productions, Inc. 1. President or Executive Director’s Name: Brian Hall 2. Name and Title of Person Completing the Application: Brian Hall, Founder & President 3. Business Address: • Physical Address: 210 Marmot Lane, Eagle, Co. 81631 • Mailing Address: PO. Box 4510, Eagle Co. 81631 4. Contact Info: • Telephone: Main: 970-328-5855 • Cell: 970-376-2594 • Fax: 970-792-2423 • E-Mail Address: brian@bluecreek.com 5. Event and/or Organization W EBSITE: www.bluecreek.com 6. Number of years your organization has been in business: 28 7. Mission Statement: Blue Creek Productions – To provide innovative and impactful ideas, extensive knowledge, exceptional service & event execution to exceed our clients’ expectations. To do good work, and to treat people well while doing it. Vail America Days - To develop and support events within Vail that drive both local and destination guests to the area, exposing these guests and community residents to exciting, engaging, educational and memorable experiences. To embrace Vail’s sense of community and share it with our guests. To partner with the Town of Vail and the VLMDAC to maximize our event’s impact on Vail’s vitality, sense of CSE/TOV RFP for 2015 Special Events Page 7 community and financial development. To build on the success, viability and economic sustainability of the Vail community and it’s partners. 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* *For Profit, Tax ID (FEIN): 84-1283148 • 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: Yes, TBD 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 America Days Celebration is an iconic celebration of the spirit of America brought home to Vail. It is a well established destination event, a tradition, a “must attend” event celebrating our local and national heritage. The Celebration consists of 3 components… #1 - The annual Vail July 4th Parade in the morning. We will review and enhance the content of the parade to make sure it offers wonderful opportunities for local and visitor involvement and exciting entertainment components, all of which will be executed in a professional manner with special attention paid to keeping the parade tight and moving along in a timely manner. #2 – The Aprés Parade event or afternoon festivities of entertainment and activities attracting and holding families and guests in Vail. Activities include music, entertainment, Taste of Colorado/Farmer’s Market & Vendors, children’s games and activities, food and beverage opportunities, a beautiful setting, and more. All created to entice guests to stay in Vail throughout the afternoon. We intend to add vendors who offer Colorado-specific items – both food and gift vendors to create a Colorado Made & Grown theme market. This will also create another tax receipt stream for the Town of Vail. And #3 - The traditional fireworks display held at sunset that night. This part of the day is funded directly by the town. We will work with the town to make sure the fireworks comes off wonderfully and is enhanced in any way possible through cross promotion and production aspects. 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. Event will take place from Gold Peak,, Vail Village, International Bridge/Solaris, Lionshead. CSE/TOV RFP for 2015 Special Events Page 8 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 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.) Yes. We will require barricades to control the perimeter of the events as well as Vail Police for crowd control at these events and street cleaning. 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. • This event has been taking place for over 30 years. 6. People: • Number of Participants (Athletes, Artists, Exhibitors, etc.) Anticipated: Approximately 500 to 600 people participating in the parade, with 60 entries. • Number of Volunteers Needed: 50 • Number of Event Staff: 50 people • Total Number of Spectators/Attendees Anticipated: 40,000 to 50,000 throughout the day. ο % Local: 30% ο % In-State (non-Local): 40% ο % Out of State: 30% 7. Description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. • Vail America Days brings the Vail Brand to life! It is a clear demonstration of Vail’s commitment to families who visit and live in our valley, and in turn a strong demonstration of the Vail Brand. • Additionally the event provides potential for economic benefit to all merchants within the area. Many merchants have expressed to us that the days of our events are their best days for business. It draws valley visitors to the area and keeps them there for the event and hopefully for the evening. It helps attract and satisfy Vail hotel guests and increase the probability of their return to Vail. This is economic benefit is proven out by feedback from our merchant partners. This event is a “live” demonstration of the Vail Brand. • The high production value and quality of the event provides a worthy vehicle for attaching sponsorship and promotional partners to offset event expenses and maximize promotional opportunities. • The Story of Vail and Vail’s America Days – When we produce events, we try to develop and bring forward a “story” as a foundation for the event. This helps develop stronger marketing CSE/TOV RFP for 2015 Special Events Page 9 opportunities for the event and a stronger sense of engagement by attendees. We have done this with many of our events for other clients and it has been very successful. It makes the event richer, more “true” to its origins and allows us to have a stronger impact on our audience. • Additionally the event provides potential for economic benefit to all merchants within the area. And with a focus on afternoon activities, the event would keep people in town throughout the day. • Increased professionalism of event leading to higher guest satisfaction. • Increased likelihood of repeat visits by guests. • Development of sponsorship program and sponsor satisfaction to increase event budget, offset costs and create new promotional opportunities. • This event has potential to increase lodging, F&B and retail sales within Vail area and thus increase tax receipts to Vail. • Increased media exposure and coverage. 8. What return on investment (ROI) should the Town of Vail expect? *For a more accurate ROI evaluation, we should look at the final reports of the last couple of years of this event. • We believe you have survey information form the last couple of years that prove the ROI on this event. With an estimated attendance of up 40,000, with 50% staying in Vail multiple days, it works out to about 12,000 incremental room nights. Room nights are an average of $150/night. • Incremental spending by guests each day at restaurants, bars and retail stores could be $100 to $150 per day. With the additional benefit of tax receipts going to the Town of Vail. • We also believe with the addition of our Colorado Made & Grown Market, we will create an additional tax receipt stream for Vail. ! 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. 2. What % of the total event budget is the CSE being asked to fund? 76% 3. Describe briefly how you will use the funds that you are requesting from the CSE. • CSE Funds will be used to offset the operational and marketing costs of the successful execution of this event. CSE/TOV RFP for 2015 Special Events Page 10 4. Should the CSE decide not to support this event, will it still occur? • No. 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? • Sponsorships: $10,000.00 •Vendor and Entry Fees: $10,400.00 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.) • 0, it is a free event. We push any food or beverage sales to local merchants. 7. If possible, would you intend to host the event in Vail beyond 2015? If yes, for how many years beyond 2015? • Yes, continuing for several years if it is value to the guests of Vail. And financially feasible for the Town of Vail and Blue Creek Productions. 8. Do you anticipate requesting funding from the CSE next year? YES - 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. • 75% ! MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. • Blue Creek Productions will work in cooperation with the Town of Vail, The Vail Local Marketing District, Vail lodges and other Vail Tourism partners to effectively market and promote this event. We will also push the marketing and promotional materials into the national media market with hopes of acquiring coverage. • BCP will create a regional and local media, marketing and PR/promotional campaign beginning with the announcement of the selected event producer, the parade theme and continuing through the completion of the event. • Blue Creek Productions will create an event website to support event and drive lodging inquiries to Vail lodging partners. We will also provide a dynamic social media campaign utilizing Facebook, Twitter and other digital assets. • BCP will create a broadcast email program to excite and inform our guests and participants. This will be sent to addresses held by Blue Creek, our event partners and through sign-up options in CSE/TOV RFP for 2015 Special Events Page 11 other marketing materials. • BCP will distribute marketing POS and collateral materials, such as posters and fliers, to increase event awareness and recognition. 2. Explanation of potential for sponsorships and media exposure. July 4th in Vail is a great time to enjoy this area. Vail has done an incredible job presenting itself as a wonderful summer destination and provides a wonderful 4th of July experience with its parade and fireworks. Now there is a tremendous opportunity to harvest that hard work and investment by developing a professional sponsorship program to help offset existing financial costs of the event and to make it even better. The Vail America Day Celebration for 2015 promises to be even more exciting for our guests and participants. By enhancing the parade, creating an exciting and entertaining “after parade- before the fireworks” event and making the fireworks the best they can be – you will have created an incredible experience for your guests and participants. And the demographics of your guests will appeal to sponsors who want to be seen in this market. Additionally, the one of a kind sights and sounds of Vail and it’s surroundings during this event create a great opportunity for attracting media coverage. 3. Specify any marketing support you are requesting. • As in the past, we would like to be a part of and support the marketing efforts developed by Vail and the VLMDACL in any way we can, specifically the Vail Summer Initiatives. In the past this has meant supplying them with copy and photos of our events for their use in their editorial and advertising efforts. 4. Name, telephone number and email addresses of your PR and marketing contacts. If we are successful in receiving this event, we plan to contract Emily McCormack of Hula Communications to perform the PR duties associated with this event. • Emily McCormack, Hula Communications, 970-331-6145 • Brian Hall, 970-328-5855, brian@bluecreek.com REQUIRED ATTACHMENTS: 1. Blue Creek Productions, Inc. has been producing entertainment and events for over 29 years in the Vail area. 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. • Visiting guests will be directed to Vail lodging options through “call to actions” placed in event advertising, promotional and collateral pieces. These vehicles include newspaper print ads, press releases, event website, posters, fliers, social media and more. 3. Previous year's event evaluation, including income and expense statement (if existing event). CSE/TOV RFP for 2015 Special Events Page 12 We did not produce this event last year. 4. Past or projected demographics of event attendees and estimated spending. • Based on our past surveys for other Vail events and information gathered about this event, we would expect to attract a wide range of guests including families, singles with friends and younger & older couples. Past information shows the average age to be around 40 years old with a house hold income of $100,000 plus. 5. Organization rosters naming: • Brian Hall – Founder & President and Owner, Blue Creek Productions, Inc, Laurie Asmussen, Operations Manager • Eileen Hall, Project & Admin Manager • Michael Boeke, Operations & Event Manager • Joseph Davidson, Event Manager • Jane Lettovska, Event Manager 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. Vail America Days-‐ 2015 Event Budget REVENUES Sponsorships -‐ 1 (Net)10,000 Sponsorships -‐ 2 (Net) TOV-‐CSE Event Funding 65,000 Fireworks Budget (TOV)0 F&B Sales (Les sales tax)0 Parade Entry Fees 6,400 Vendor Booth Fees 4,000 TOTAL REVENUES 85,400 EXPENSES BCP/EVE Event Managers 10,000 Event Operations 7,500 Talent/Enterainment 12,000 Fireworks 0 Event Adverstising/Marketing/Promos 9,500 Event Signage 3,000 Event Merchandise/Sponsor Gifting 0 F&B Expenses 0 Charitable Donation 0 Event Equipment/Party Rental 9,000 Event Photography 350 Portable Toilets/Trash Removal 0 Event Awards/Recognitions 300 Public Relations 2,500 Venue Rental/Site Fees 0 Wardrobe/Uniforms 750 Event Insurance 7,500 Equipment Repairs 0 Banking Fees 0 Activities 0 Design/Graphics/Pre-‐Press 1,600 License & Permits 250 Printing and Production 500 Office/Computer Supplies 300 Postage/Shipping 50 Website 1,400 Event/Sales Travel 600 Meals/Entertainment 100 Event Lodging 2,000 Sponsor Ground Transfers 0 Event Payroll Expenses 15,000 Contract Labor 1,200 Agency Fee 0 TOTAL EXPENSES 85,400 NET PROFIT (LOSS)0 Presented by (1-‐28-‐15)Blue Creek Productions, Inc.