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HomeMy WebLinkAbout7.c.i. 2015 Vail America Days™ proposal - REN ProductionsPage 1 of 8 www.tasteofvail.com 10/17/2012 Vail America Days/Ren Productions Address: 3011 Basingdale Blvd Vail, CO 81657 Date of Event: Saturday, July 4, 2015 Funding Request for the 2015 Vail America Days Producing Entities 1. Ren Event Productions 2. Angela Mueller 3. Address: Physical and mailing 3011 Basingdale Blvd Vail, CO 81657 4. Contact information Cell 970-401-3320 Page 2 of 8 www.tasteofvail.com 10/17/2012 E-mail info@reneventproductions.com angelamueller1@me.com 5. Website: http://reneventproductions.com 6. Vail America Days Parade and Days has occurred for well over 40 years. This would be our first year of implementing the America Days Experience. 7. Mission Statement: We at Ren productions understand that the quality and our standards of service is the ultimate commitment to our clients. Ren productions is a team effort existing internally and with all our associates, we strive at assisting vendors and our client base. Our goal is to be a strategic partner and to provide exceptional event management skills and service to assure desired outcomes. We believe that our relationship with our customers is strengthened as we partner and share through the process of creating their dream event. We begin with the end in mind. By application of principles such as trust, respect, honesty, integrity and caring we can bring out the best in everyone we are in contact with all along the way which maximizes the outcome in all we do for our clients. Our Mission is to surpass expectations and create memories for our clients and their guests that will last a lifetime. 8. Tax Status: For Profit: Vail America Days is a community experience. Any funds will be used for event production and ensuring the event depicts the “Vail Brand”: The summer messaging is to Get away from it all and have it all. Bring yourself back to center. Enrich your life and return to your world as a new and better version of yourself. Page 3 of 8 www.tasteofvail.com 10/17/2012 Emphasize that the passion for the outdoors leads the way. Event Description: 1. Vail America Days is a true summer celebration featuring exceptional entertainment including Vail’s celebrated 4th of July parade and fireworks, complemented by all that Vail summer has to offer on and off the mountain. We see the guest experiencing a true family/community experience at Vail America Days. We then see them enjoying day in Vail. We will remind them that staying in Vail for the day is the best of all worlds by having the Farmers’ Market after the parade and available as a place to go get food for their afternoon adventures. The Beer garden will be there to enhance the guest experience and give the sponsor activation for the Vail America Days. 2. The event will be located throughout Vail: Vail Soccer Fields, Golden Peak, Bridge St, Mountain Plaza, Gore Creek Drive, Vail Valley Drive, Hanson Ranch Road, Willow Bridge Road and Meadow Drive. 3. The 4th of July Parade will start at Golden Peak, utilizing Chalet Rd., Golden Peak Valet lot and Mill Creek Cir. for float staging and support vehicles. The route will leave Golden Peak follow Vail Valley Dr. and turn left onto Hanson ranch Rd. then right onto Bridge St, then left onto Gore Creek Dr. then right on Willow Bridge Rd. then left on Meadow. The route will follow Meadow across Vail Rd. until Lionshead where it will turn left into Lionshead Mall. Vehicles will follow the mall past Sundial Plaza and turn left at the liquor store and the end of the Arrabelle buildings north west corner. Floats will dismantle on Lionshead Place. 4. We will have a Farmers Market on Mtn Plaza after the parade. This event will be available to guests from 12:30-5:00 pm Page 4 of 8 www.tasteofvail.com 10/17/2012 5. We will have a Beer Garden at Mtn Plaza: from 12:30- 5:00 pm and Lonestar will be there to monitor. 6. We will have ambient music during the afternoon: Location to be determined: not to compete with Bravo, but to enhance guest experience as they come back or are heading to the Bravo. 7. Because of the large numbers and scope of the event we do require the same traffic control that Vail America Days required last year. 8. Fireworks will take place at dusk: location: Forest Service: Vail Resorts and will be based on fire bans: as to type of fireworks and location. (Approximately 9:30 pm) 9. We will require Police/Code Enforcement (1) At Vail Road / Meadow Drive 10:15 AM-12 PM (1) At South Frontage Rd/ Vail Valley Dr. 7 AM-11:30 AM (2) at Vail Valley Drive/Mill Creek Circle 7:30 AM-11:30 AM (1) at West Lionshead Circle/South Frontage Road 10:45 AM- 12: 30PM We will also have Lonestar Security working: 4 Lonestar security personnel monitoring the parade route and 10 Lonestar security personnel Beer Garden/Parade route as needed Existing event: Vail America Days has been located within Vail for over 40 years. This year will be the same, with the addition of the Farmers’ Market at Mountain Plaza. 10. 2014 Attendance: The estimated attendance from 2014 was 25,000 guests Page 5 of 8 www.tasteofvail.com 10/17/2012 Event staff varies for each event: We will have 50 employees and Volunteers working at Vail America Days. Page 6 of 8 www.tasteofvail.com 1/28/2015 Where Vail America Days come from Demographics: Ages: 25-54 Children 17 years old or younger living in the home At least $100K household income 11. Local Spending Estimates: Directing non-local attendees to Vail lodging options Vail America Days will work on lodging packages with the hotels in Vail. We will expand our marketing to include specific packages that will be offered at each of our participating hotels. This will give the opportunity for hotels to offer specials for families, weekly packages, etc. Return on Investment should town expect: The Fourth of July falls on a Saturday and with history of the Fourth in Vail, the lodging will be full, the restaurants will have waiting lists 60-90 days ahead. Ren productions will ensure that guests know about lodging and options throughout Vail Valley. Compliance with Town of Vail: Ren Productions will be in agreement with goals of the special event permit process. Green Event: We begin by utilizing post consumer recycled paper on all collateral and printed materials. We will use all compostable based service wear. We will have someone in charge of working on ensuring our event is as green as possible by working with Walking Mountains Science Center. We will recycle. We will have a person at each event responsible for overseeing green practices. The very nature of the event will encourage public transportation and shuttles. Page 7 of 8 www.tasteofvail.com 1/28/2015 Budget: Budget: See Attached Funds will be used: CSE funding makes it possible for Vail America Days to occur. With the support of key sponsors such as the AbinBev, Gallo Corporation, Gallegos will continued to gather more positive impressions. In our continuing evaluations of the events we look for ways to grow and make the event more accessible. What percentage of the total event budget is the CSE being asked to fund? 39% of the total event. What is the $ amount of sponsorships from alternative sources reflected in the event budget? 41.8% What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 20% If possible, would you intend to host the event 2015? If yes, for how many years beyond 2015? Yes. We will look forward to hosting Vail America Days annually. 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, what %, if any, of the total event budget do you anticipate requesting next year? Ren Productions will work on sponsorship for Vail America Days. We feel that this event that brings 25,000 people to town to be an added enhancement of the Vail community. The Market and beer garden will enhance the Fourth of July day for all guests that come to Vail. It will give the opportunity for people to stay the entire day. We feel that this allows us to work with the Town of Vail and help to Page 8 of 8 www.tasteofvail.com 1/28/2015 enhance a yearly Town of Vail event. Marketing Efforts: 1. Ren Production will work with Vail Local Marketing District and will work with local and national media advertising. We will be working with our sponsors to enhance the use of social media at all levels for this amazing community event. 2. We will work with hotels and concierges diligently. Vail America days will be responsible for working with the properties to encourage a package week and weekend during Vail America Days/Fourth of July Weekend. The hotels will have the marketing deck to put into their eblasts that go out from April- July. Results we will seek: Promote the Vail America Day/Town of Vail events at the properties through e-blasts and targeted collateral. 3. Ren Productions will create a collateral piece that will be distributed to ALL concierges in Vail to promote Vail America Days weekend/week wherever possible. 4. Ren Productions will work to identify the best possible ways to promote Vail America Days during early summer season: promotions in Denver, to build audience attendance. We will be working closely with our premier sponsors to work with the additional Markets and their social media contacts. 5. Ren Productions has many in kind sponsors who will make significant contributions of real value and we will have commitments as soon as the contract is signed. Ren Productions Vail America Days Income Sponsor CSE 70,000.00$ Beer 50,000.00$ Vendors 5,000.00$ Community Sponsorship 20,000.00$ Total Sponsor 145,000.00$ Soft Goods 4,000.00$ Fireworks 30,000.00$ Town Council Total Income: 179,000.00$ Expense Event Expenses Honeywagon 3,500.00$ Lonestar 3,000.00$ Walking Mtns 3,000.00$ Tent/Rentals 2,000.00$ Event Costs Ads 20,000.00$ Web/Design services/eblast 5,000.00$ Sponsor expense 3,500.00$ Printing 1,000.00$ Admin/Staff 75,000.00$ photographer 1,800.00$ Insurance 20,200.00$ Soft Goods 1,200.00$ Fireworks 30,000.00$ Total Expense cost 169,200.00$ Ren Productions Vail America Days Net Income:9,800.00$