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HomeMy WebLinkAbout2016 RFP FINAL Application Form 08-20-2015.1CSE 2016 RFP: 8/20/2015 Application Form Page 1 of 9 VAIL COMMISSION ON SPECI AL EVENTS 2016 EVENT FUNDING APPLICATION Please describe in space below or attach additional documents if space provided is not adequate. PLEASE SELECT ONE EVENT CATEGORY: Recreational, Cultural and Community OR Educational and Enrichment NAME OF EVENT: _____________________________________________________ PROPOSED DATE(S): __________________________________________________ AMOUNT OF CASH FUNDING REQUESTED: ________________________________ PRODUCING ENTITY: __________________________________________________ 1. President or Executive Director’s Name: __________________________________________________________________ 2. Name and Title of Person Completing the Application: __________________________________________________________________ 3. Business Address: Physical Address: _________________________________________________ Mailing Address: __________________________________________________ 4. Contact Info: Telephone: Main: ____________________ CSE 2016 RFP: 8/20/2015 Application Form Page 2 of 9 Telephone: Cell: ______________________ Fax: ______________________ E-Mail Address: ___________________________________________________ 5. Event and/or Organization Website: __________________________________ 6. Number of years your organization has been in business: ___________________ 7. Mission Statement: 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. 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. CSE 2016 RFP: 8/20/2015 Application Form Page 3 of 9 2. Detailed description of the event and its activities. If the event will have a culinary component, please include feedback from the Vail Restaurant Group. 3. 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. 4. Will any portion of the event take place outside of the Town of Vail? If yes, please explain. CSE 2016 RFP: 8/20/2015 Application Form Page 4 of 9 5. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: _____________________ • Number of volunteers needed: __________________ • Number of event staff: _________________________ • Total Number of spectators/attendees anticipated and estimate: • % Local: _______ • % In-state (non-local): _______ • % out of state: _______ • % International: _______ 6. 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?  BUDGET: 1. Provide a complete and detailed event budget proposal, including anticipated revenues and expenses. Explain how you intend to allocate funds 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) CSE 2016 RFP: 8/20/2015 Application Form Page 5 of 9 2. W hat % of the total event budget is the CSE being asked to fund? _____________ 3. Describe briefly how you will use the funds that you are requesting from the CSE. 4. Should the CSE decide not to support this event, will it still occur? 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? 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.) CSE 2016 RFP: 8/20/2015 Application Form Page 6 of 9 7. If possible, would you intend to host the event in Vail beyond 2016? If yes, for how many years beyond 2016? 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.  MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. (For example: break out by media, channel, geographic reach and demographic.) If needed, please attach additional sheets with detail. CSE 2016 RFP: 8/20/2015 Application Form Page 7 of 9 2. Explanation of potential for sponsorships and media exposure. 3. Detail “activation” opportunities to promote your event in the community. 4. Specify any marketing support you are requesting. 5. Name, telephone number and email addresses of your PR and marketing contacts: CSE 2016 RFP: 8/20/2015 Application Form Page 8 of 9 Request for In-Kind Services and/or Relief from Facility Rental Fees Name of Event: Producer: TOV STAFF USE ONLY TOV Facility Requested 2016 Date(s) Description of proposed use Approved Denied Estimated Value TOV Services Requested 2016 Date(s) TOV Department Approved Denied Estimated Value CSE 2016 RFP: 8/20/2015 Application Form Page 9 of 9 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 an 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 Although 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, please limit attached files to a total of 2MB or less. 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: 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 19, 2015. Qualifying applications will be reviewed by the CSE at their regular monthly meeting on Wednesday, November 4, 2015. Final funding allocations will be determined by the CSE at a special meeting on Wednesday, November 11, 2015. Applicants will be notified of their status following the Vail Town Council’s review of the CSE’s decisions. Vail Commission on Special Events C/O Sybill Navas, Coordinator Town of Vail, 75 S. Frontage Rd. Vail, CO 81657