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Home My WebLink About20. 2017 Event Recap Kids Adventure GamesSurveyed Event Recap: Vail Kids Adventure Games October 9th , 2017 Vail Kids Adventure Games™: August 9-13, 2017 Hélène Mattison Kids Adventure Games, LLC 970-401-3804 helene@kidsadventuregames.com Beth Pappas Vail Recreation District, Event Manager Office: 970-479-2280 Mobile: 970-471-5352 bpappas@vailrec.com 2Town of Vail | CSE | 10/09/2017 Overall Event Highlights & Successes 3 •Net Promoter Score (NPS) was 87 •Increased attendance by 15% over previous year •Estimated revenue generated for the Town of Vail $691,500(+/-20% error level should be considered) •Signed 4 new National sponsors which translated to $5K in additional sponsorship dollars •The race sold out weeks after registration opened. Questions from CSE 4 •The CSE will ask questions about your event and recap •Leave this blank –it’s a placeholder Attendance Estimate 5 How to impact attendance in 2018: •NEW course -market this so that repeat athletes are excited to return and race at a “new” venue. •Work on a new format which allows us to allow more kids on the course without loosing the integrity. •Invite teams from other events in the National Series to the Vail Kids Adventure Games™ with early bird registration before we open to Colorado Residents. •Evening entertainment like an outdoor movie, or a dance party with a DJ. Town of Vail | CSE | 10/09/2017 •450 Teams; up from 2016 •1200 Participants •4285 Family Members; up from 2016 •Est 4,500 Expo Participants •450 Mud Run Competitors up from 2016 •% of people in Vail specifically for event: 58% •59% of the attendees had attended the Games in the past Visitor Type 6 •An increase in the number of participants from the Front Range, Denver and Out of State, who specifically come to Vail for this event and have scheduled their vacation time around the event. 58% up from 50% from 2016. •As the event is gaining national awareness we expect this number to increase. Vail is the Marquees Event of the National Series •Many families from our Nationwide events are contemplating entering the Vail event. We will have a promotion early November to address the Nationwide Database for a VIP early entry opportunity. Town of Vail | CSE | 10/09/2017 Overnight Visitor Profile: Overnight Visitors & Seasonal Residents Only Only 7 •Events were spread days apart, therefore out of town guests had to spend several nights in Vail •A participatory Family Adventure Zone, the Family Mud Run, watching other kids race, as well engaging families to volunteer on their non race days made it fun for families to be in town for several days •Lodging call to action: www.kidsadventuregames.com directed participants to three key lodging partners •Antler’s at Vail •Evergreen Lodge •The Holiday Inn Town of Vail | CSE | 10/09/2017 Overall Visitor Profile 8 •Our anticipated target demographic are families who want to spend their vacation participating in outdoor activities. •Survey shows we reached our target demographic area. •We will keep focusing our advertising and marketing on families who are active and are want a healthy active lifestyle. We will focus on sponsors that have the same message thus reaching a much larger audience. Town of Vail | CSE | 10/09/2017 Role/Importance of Event in Intent to Visit Vail 9 •The clinics were on Wednesday and Thursday; the races on Friday, Saturday and Sunday. The kids who would be most likely to be in the skills clinics, are the younger kids who raced on Saturday and Sunday. Therefore families who participated in both the races and skills clinics, would be staying in Vail more days. The skills clinics are always sold out, and we increased capacity by 32.5% •58 % Of the skills clinics participants were overnight guests. •To increase the number of overnight Vail guests coming for the event next year, we will market to other events site nationwide to come to our marquis event. Town of Vail | CSE | 10/09/2017 NPS (Net Promoter Score)/Likelihood to Recommend 10 •The Net Promoter Score is 87. To increase this score for 2018: •Race Course: creating a new course, which allows more participation with fewer backups •More precise communication with parents and kids in months leading up to the event •Have the volunteers carry an information card so they can all better assist with questions •Better procedures on course so parents can locate their kids at any given time •Fewer Back Ups at key obstacles on course. Town of Vail | CSE | 10/09/2017 Estimated Return on Investment (ROI) & Attendee Expenditures 11 To encourage spending in Vail: •The skills clinics were on Wednesday and Thursday, when the races were on Friday, Saturday and Sunday. The kids who would be in the skills clinics most are the younger kids who raced on Saturday and Sunday. Therefore families would be staying in Vail more days. •AM races and a 3 PM awards party had many families walk around and having lunch in Vail Village after finishing the race. •The Family Adventure Zone had some new, fun, free, attractions that encouraged families to come out on none race days. •The older kids raced on Friday, which encouraged younger kids to come out and watch the races and thus spend more time in Vail Village. •The older kids and families had a mandatory race meeting and bike drop on Thursday evening, therefore increasing overnight stays. Town of Vail | CSE | 10/09/2017 ROI up $150,000 from 2016 Event Strengths & Weaknesses 12Town of Vail | CSE | 10/09/2017 Exceeded Expectations: •Net Promoter at 89% •Previous successful events increased word-of-mouth promotion resulting in sold-out competition for the 8th year in a row in early April, 2 months earlier than previous year. •Regional and national marketing and public relations efforts kept destination participation at 50% of total attendance and extended average length of stays •5-day event allowed for additional ancillary events for non -competitors and expanded event expo at Solaris •Family Mud Run attracted 400 participants, most of which came from outside of Eagle County •2-day interactive Adventure Zone at Solaris increased traffic within Vail and promoted event awareness within Village •Rerouting of busses and bike dismount areas made for a more pedestrian friendly experience •Expanded spectator guide included event info and family-friendly dinning, shopping and activities guide •Additional in-town signage improved traffic flow and event presence Event Strengths & Weaknesses 13Town of Vail | CSE | 10/09/2017 Exceeded Expectations: •Modified Start/Finish/Transition layout improved traffic flow and overall experience at Mountain Plaza •Modified route eased congestion in the village; racer-public interface on Bridge Street was addressed successfully •The race course route itself was rejuvenated to keep alumni racers coming back •The race course included a ride up the gondola, showcasing Vail Mountain •2015/16 Unanticipated Mud Run impacts (dirty fountains) were avoided by working with Public Works to turn off the fountains during the time frame the Mud Run takes place; more rinse stations at race finish •Improved signage and banner plan •Increased participant numbers required additional resources on course which we were able to address to some extend •i.e. additional staff and obstacles to avoid lengthy backups •Exceptional event staff acted as ambassadors for Vail and enhanced the overall impression of the community Event Strengths & Weaknesses 14 Measures that could be taken for event improvement: •In order for participation numbers to increase the course needs to be redesigned to allow more athletes without increasing back up times at obstacles: we are looking at clover-leaf start of the course, increasing equipment so that we can start more kids in each wave. •With additional ancillary events happening simultaneously at multiple locations, need for staff and volunteers continues to increase. •As destination participation increases, communication, planning and equipment requirements need to evolve. •In order to attract National Sponsors we need to improve brand awareness and improved sponsorship fulfilment. •Making the awards ceremony more engaging and entertaining to keep more participants and families around. Town of Vail | CSE | 10/09/2017 Vail Brand Compatibility 15Town of Vail | CSE | 10/09/2017 Standard of excellence met by: •Uniqueness of this event aligns with Vail’s “Like Nothing On Earth” brand •Marquee summer event for active families living in and visiting Colorado •Epitomizes Vail’s focus on Health, Wellness and Family Activities •Contributes to Vail’s sense of community •Increasingly a destination event drawing out-of-town participation, overnight stays and ancillary spending The Premier International Mountain Resort Community Community Contribution 16 Describe how the event impacted Vail’s sense of community: •Over 350 citizens and alumni athletes volunteered and supported the event, over 5 days •The 12-14 year olds raced on the first day which allowed them to be involved and mentor on course at the race the next two days of the race, thus increasing their personal ownership in the event. •Increased local vendor support: in-kind as well as with cash •Expanded growth of the expo with more vendors at Solaris •Local Sport Club and Dance demonstrations at Mountain Plaza during the Awards party. Town of Vail | CSE | 10/09/2017 Topline Marketing Efforts 17Town of Vail | CSE | 10/09/2017 •Regional Print/Online Advertising •Macaroni Kids •Elevation Outdoors •The Vail Daily •Local Radio Advertising •KZYR •KSKE •Local Television •TV8 Vail •Email Blasts •Database = 4,500 qualified emails •Onsite Event Promotion •GoPro Mountain Games •Press Releases & Public Relations Efforts •Social Networking Sites •Facebook •Twitter •Bloggers •What To Do Vail •Colorado Parent •Go Pro MTN Games Guide •Spectator Guide •YouTube •Instagram Potential for Growth & Sponsorships/Media Exposure 18 •Documentary was rerun by AT&T U-Verse on the Kids Adventure Games, raising awareness of the event and Vail in particular nationwide. •Toyota, Horizon, and Clif Bar and other sponosrs saw event first hand by participating in the Expo and Races; which should generate more sponsorship participation from them next year. •Industry word of mouth (Toyota, Horizon, and Clif Bar) reaching out to others in respect to validity of the event •As brand awareness increases similar minded organizations like the Outdoor Industry Association have found us. Which should increase our partnerships in the future. •We'll be interviewing different non profit partners for entries to the games for groups like SOS, the Boys and Girls Clubs, Snowflake Foundation and The Challenged Athletes Foundation -in line with our mission statement of inclusive participation. . Town of Vail | CSE | 10/09/2017 Sustainability Efforts 19 •Recycling at expo, race and after party •Participants refill reusable water bottles/containers •Race Director brings environmental message to the event by awarding the teams that took the time to respect the environment while they raced and collected the most trash along the race course •Spectator guide printed on recycled paper with soy ink •Leave no Trace discussion of our race venue and its value in pre race communications and race meetings •Horizon Organic products packaged and served in recycled materials The Town of Vail is committed to the stewardship and protection of our unique mountain environment. In consideration of both our local and global impacts and opportunities, our environmental vision is to demonstrate and promote: renewable energy, resource efficiency, ecosystem protection, and community awareness and education. Town of Vail | CSE | 10/09/2017 Event Budget 20 * Event producer to attach detailed budget for recap Item $ Total Event Budget:$142,000 CSE Funds:$42,500 Cash Sponsorship (not CSE):$15,000 In-kind Sponsorship:$3,500 Marketing Budget:$10,000 Profit & Loss:$17,500 How did you use the CSE funds? (marketing, operations, staff, venue, etc.) $25,000 staffing $9,000 expo attraction $8,500 Marketing Appendix A: Budget Detail 21Town of Vail | CSE | 10/09/2017 2017 Vail Kids Adventure Games Budget Revenue TOV contribution $42,500 Sponsorship $19,500 In Kind $5,000 Entry Fees $75,000 Total Revenue $142,000 Expenses Advertising/Marketing $8,500 Race/Athlete Expenses $10,500 Volunteer Supplies $4,800 Course Supplies $7,500 Operating Expenses $8,500 Contract Labor $47,000 Expo expenses $14,000 Spectator Guide $6,000 Admin Expenses $6,350 Kids AG Event Fees $12,850 VRD Event Production Fees $12,000 Total Expenses $142,010 Total Income $ - Appendix B: ROI Detail 22 2017 Kids Adventure Games Race Only Number of Event Participants: 1500 Average Number of people in group: 3.6 Total number of event-specific attendees: 3200 Incremental Room Nights: # of participants: 820 Percentage of participants using paid lodging (41%) in Vail: 61% Average night stay in Vail: 3.6 Total Incremental Room Nights: 738 Incremental Spending: Estimated total attendance: 2.952 Average amount spent per person: $198 Number of days in Vail: 3 Total Estimated Incremental Spending of Race Attendees: $1,753,488 Town of Vail ROI (Adventure Games + Mud Run) Town of Vail CSE Investment: $40,000 Incremental Spending Generated: $1,753,488 TOV Sales Tax (4%): $70,139.52 TOV Lodging Tax (1.4%): $24,548 TOV Tax Income: $94,688 TOV Return on Investment: 1:35 *Information is based on 2017 post-event survey emailed to participants. Appendix C: 2017 Editorial Examples 23Town of Vail | CSE | 10/09/2017 Appendix D: 2017 Spectator Guide Example 24Town of Vail | CSE | 10/09/2017 25Town of Vail | CSE | 10/09/2017 Appendix E: RRC Survey Dashboard