HomeMy WebLinkAbout2017 CSE RFP $10K Application 04-10-17 FINALVAIL COMMISSION ON SPECIAL EVENTS
$10K Fund Balance Application for
2017 Recreational, Cultural & Community Category Events
APPLICATION DUE BY: Monday, 4/17 @ 4:00pm
Review attached event scorecard and use the criteria to tailor your application.
Handwritten applications will NOT be accepted.
Please email application as the original PDF file, scans will NOT be accepted.
NAME OF EVENT: _____________________________________________________
PROPOSED DATE(S): __________________________________________________
PRODUCING ENTITY: __________________________________________________
1.Name and Title of Person Completing the Application:
__________________________________________________________________
2.Mailing Address: __________________________________________________
3.Telephone: ____________________
4.E-Mail Address: ___________________________________________________
5.Event and/or Organization Website: __________________________________
Submit PDF via email to: lwaniuk@vailgov.com
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 1 of 6
1.Event Description: Detailed description of the event and its activities.
Where will the event be located within the Town of Vail?
2.Total Number of spectators/attendees anticipated and estimate:
•Total #: ________
•% Local: _______
•% In-state (non-local): ______
•% out of state: _______
•% International: _______
3.Brand Fit: How does the event support the Vail Brand?
4.Event Timing: How is it the right event at the right time?
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 2 of 6
5.Demographic: How will the event optimize visitor mix?
6.Community Enrichment: What is the lasting community involvement
opportunity and/or lasting community benefit of the event?
7.Growth Potential: How will the event deliver fresh content? How will the
event provide an atmosphere of fun?
8.Marketing Strength: What is the marketing reach for the event? How will
the event leverage media exposure and sponsorship?
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 3 of 6
9.Producer Qualifications: Explain the event producer’s quality, knowledge
and resources to sustain and grow the event.
Budget:
•Provide a detailed event budget, including anticipated revenues and expenses.
Explain how you intend to use the CSE funds.
Marketing:
•Attach a detailed description of your marketing plan and indicate how the
budget will support the plan, include strategy and execution details.
Submission:
Please submit PDF via email to: lwaniuk@vailgov.com
•Please limit files to a total of 2MB or less, larger size files will be rejected by the
Town of Vail email server, .zip files cannot be accepted. You can also submit via
dropbox or other file transfer service.
•Producers should submit the required information electronically in PDF format, (NO
HARD COPY IS REQUIRED) to Laura Waniuk by 4:00 p.m. on Mon, April 17, 2017.
•Qualifying applications will be reviewed and final funding allocations will be
determined by the CSE at the regular CSE meeting on Weds, May 3, 2017
•Applicants will be notified of status following the CSE meeting
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 4 of 6
Attachment A: CSE Event Categories and Evaluation Criteria
Events receiving public funding will be categorized as follows:
Recreational, Cultural and Community Events:
Goal: Deliver a diverse calendar of events in the Town of Vail that promote economic
vitality and community enrichment
Signature Events:
• Established events that take place over multiple days and/or weeks
• Strong Vail Brand identity
• Drive overnight visitation
• Promotion and marketing reach through local, regional, national and international media
exposure
• Several of these events receive their funding from the Town Council. Post event review
and evaluation will be overseen by the CSE
Destination Events:
• Newer events, participatory sporting events and large scale ambient events which
support the CSE’s criteria for promoting economic vitality and driving destination
visitation
• Supports the Vail Brand
• Primarily local and regional media exposure, may attract some national exposure or
sponsorships
Ambient Community Events:
• Ambient events which contribute to a sense of community, vitality and fun; enhance the
guest experience and promote high NPS (Net Promoter Score)
• Primarily local media exposure
• Community celebrations: i.e. Vail America Days, Vail Holidaze, Vail Family Fun Fest
Educational and Enrichment Events
Goal: Promote leadership development, intellectual opportunities and health and well-being
• Shall be part of the CSE RFP process
• Potential to build the Vail Brand as an educational and well-being destination
• Local, regional, (and when appropriate) national and international media exposure
• Economic impact may be in the future: Potential to return economic benefits as
participants share their experiences to individuals and groups within their spheres of
influence
PLEASE SEE SCORECARD ON FOLLOWING PAGE
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 5 of 6
SCORECARD:
RECREATIONAL, CULTURAL & COMMUNITY EVENTS
Rating
0-10
0-5
0-5
0-5
0-10
Brand Fit 0-10
Timing 0-5
Demographic Fit 0-10
Community Enrichment 0-5
Producer Qualifications 0-10
100Maximum Score
Proven quality, knowledge and resources to
sustain and grow the event
Criteria
Drive Group Business
Leverage media exposure and sponsorship
support
Out of Region Guests (Current mix 50%)
Regional Destination Guests (Current mix 32%)
International Guests (Current mix 3%)
Increase Sales Tax Revenue
Supports the Vail Brand
Optimize calendar - "the right events at the right
time"
Optimize visitor mix (age, income, demographic
targets per research data)
Promotes an atmosphere of vitality, fun and
celebration
0-15
0-10
Potential to Increase
Room Nights and
Revenues:
Continues to evolve by delivering fresh content,
enhanced experiences
Marketing Strength
Extent and quality of promotional and marketing
"reach"
Growth Potential
What is the community involvement opportunity
and/or lasting community benefit?
CSE 2017 RFP - $10K: 4/10/2017 Application Form Page 6 of 6