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: ____________________
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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.
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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.
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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)
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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.)
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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.
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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:
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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
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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