HomeMy WebLinkAbout6.a. 2016 DRAFT CSE RFP Final VersionTOV/CSE 2016 RFP: Information
August 14, 2015
TO: Special Event Producers
Subject: Funding Requests for Special Events in 2016
The Town of Vail has consistently been a leader in the promotion and execution 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 2016 and beyond that support the collective vision of Vail as the world’s “Premier
International Mountain Community”.
“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. Producers will self-select one of two categories when they submit their RFP. Recreational,
Cultural and Community events are measured primarily with respect to how well they will drive
destination visitation. Educational and Enrichment events are evaluated by how they contribute to life
long learning, a sense of well being and enhanced quality of life. These categories have different
criteria and scorecards tailored to the type of event.
Producers should submit all of the required information electronically in PDF format, utilizing the
attached “2016 RFP Application” form to the Commission on Special Events no later than 4:00 p.m. on
Monday, October 19, 2015. Please limit your files to 2MB or less. If you would like to request an
editable version of the application form, please email Laura Waniuk at lwaniuk@vailgov.com. An
additional hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper) is also required and must
be delivered before 4pm on Friday, October 23rd.
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 21: Deadline for questions about the RFP are due via email.
• Thursday, October 1: An RFP amendment with all submitted questions and answers will be
posted on the website and emailed to each submitter.
Qualifying applications will be reviewed by the CSE at their regular monthly meeting on W ednesday,
November 4, 2015. Final funding allocations will be determined by the CSE at a special meeting on
W ednesday, November 11, 2015. Applicants will be notified of their status by December 18, 2015,
following the review of the CSE’s decision by the Vail Town Council.
TOV/CSE 2016 RFP: Information Page 2 of 4
Town of Vail: Commission on Special Events
2016 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.
“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. Producers will self-select one of two categories
when they submit their RFP. While all submittals are reviewed with a strong eye as to
how well they support the “Vail Brand,” the Recreational, Cultural and Community
events are measured primarily with respect to how well they will drive destination
visitation. Educational and Enrichment events are evaluated by how they contribute to
life long learning, a sense of well being and enhanced quality of life. These categories
have different criteria and scorecards tailored to the type of event.
TOV/CSE 2016 RFP: Information Page 3 of 4
In consideration of the receipt of funds from the CSE, the Event Promoter shall
agree to:
• Ensure that the event is listed on the online community event calendar.
• Comply in a complete and timely manner with all Special Event Permit
requirements of the Town of Vail. *Please be advised that the Special Event Permit
application is presently undergoing revision, and there may be changes included
that could affect your budget. These revisions will primarily affect site management
during set-up and tear down and during any times when buses are being rerouted,
waste management requirements and fees for services provided. If you have
specific questions with regard to the requirements that must be met as part of the
Special Event Permit process, please contact Sybill Navas, Special Events
Coordinator.
• Meet with the CSE Event Liaison:
o To understand and be poised to take advantage of any and all marketing and
PR opportunities that the VLMD may provide.
o 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.
o 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.
Accountability: 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 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. Events receiving allocations greater than $10,000
will be included as part of the CSE’s independent event survey contract, and are
required to make their event accessible to the survey team.
Funding Disbursements: Funding allocations greater than $10,000 will be released
in a single payment following the return of the signed Letter Agreement. Funding
allocations greater than $10,000 are distributed in three parts: 1/3 upon the return of
the signed Letter Agreement, 1/3 following the completion of the Marketing Checklist
TOV/CSE 2016 RFP: Information Page 4 of 4
and the submittal of a completed Special Event Permit application (if required) and 1/3
following the approval of the event recap.
Producers should submit all of the required information electronically in PDF
format, utilizing the attached “2016 RFP Application” form to the Commission on
Special Events no later than 4:00 p.m. on Monday, October 19, 2015. Please limit
your files to 2MB or less. If you would like to request an editable version of the
application form, please email Laura Waniuk at lwaniuk@vailgov.com. An
additional hard copy (unbound on 8 ½ x 11 size, minimum 30% PCW paper) is
also required and must be delivered to the Town of Vail before 4pm on Friday,
October 23rd. 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 4, 2015. Be prepared to send a representative who can answer
any questions that the CSE may have.
Funding allocations will be determined by the CSE at a special meeting on Wednesday,
November 11, 2015.. Be advised that the CSE’s funding allocations are not final until
they have been approved by the Vail Town Council. Applicants will be notified of their
status by December 18, 2015
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 21: Deadline for questions about the RFP are due via
email.
• Thursday, October 1: An RFP amendment with all submitted questions and
answers will be posted on the website and emailed to each submitter.
Attachment List:
• Application Form – *If you would like to request an editable version, please
contact Laura Waniuk at: lwaniuk@vailgov.com)
• Attachment A – CSE Special Events Rating Criteria
• Attachment B – Vail Brand Background
• Attachment C - Marketing Checklist
• Attachment D – CSE Event Recap Guidelines
• Attachment E – CSE Community Contact Info