Loading...
HomeMy WebLinkAbout7. 2015 CSE RFP - w Attachments A-D-E 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 grow partner brands, generate revenues, and support 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!”. An application form and guidelines are attached. “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, 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 W ednesday, November 5, 2014. Final funding allocations will be determined by the CSE at a special meeting on W ednesday, 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 follow ing 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. Acc ountability: 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 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. 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. 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. Attachment List • Information – Background and definition of RFP • Application Form – Complete and send with your overall application packet • 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: Guidelines for Post-event Recaps Attachment D 2015 Request Proposals: 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. W hat parts of the event exceeded expectations b. W hat 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? W hat 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 Attachment E Page 1 CSE Revised 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 receiving public funding allocated by the CSE will be categorized into one of four tiers as follows:  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 • 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 provides 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.