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HomeMy WebLinkAbout4. 2018 RFP Funding Updates & Evaluation Process 09-06-20172018 Funding RFP Updates & Process Key Dates Town of Vail | CSE | 9/6/2016 September: RFP System Training for CSE, set up appt before 9/20 September 25: RFP Due by 4:00pm MST September 29: RFP + information provided to CSE for scoring October 3: Work session with Town Council October 4: NO REGULAR CSE MEETING •October 9: RFP Meeting #1 (The Antlers at Vail) – 7:30am-7:30pm •October 11: RFP Scoring due by 4:00pm •October 18: RFP Meeting #2 (The Antlers at Vail) – 8:00am-5:00pm November 7: Presentation to Council of 2018 funding decisions November 14: CSE 2018 Allocations to be presented to VEAC November 16: CSE 2018 Allocations to be presented to VLMDAC December 18: Last day for Council call-up for funding decisions RFP’s Currently in the System Town of Vail | CSE | 9/6/2016 Education & Enrichment Community, Cultural & Recreation 1 Adaptive Spirit Annual Event 2 Vail Veterans Program Winter Family Program & Winter Mountain Adventure 3 Betty Ford Alpine Gardens - Nurture Explore & Discover at the Gardens 4 TEDxVail 5 8150 High Altitude Entrepreneurs 1 Vail Farmers' Market & Art Show 2 MC Presents Art and Antiques 3 Slow Fashion Vail 4 Vail Holidays 2018 CSE Funding Schedule (Tentative) Town of Vail | CSE | 9/6/2016 Producer Interviews – Monday, Oct. 9 •7:30am: Meeting Start Time (Breakfast will be served) •7:30-7:45am: Admin Items •7:45am-10:00am: 2017 Event Recaps •10:00-10:15am: Break •10:15am: Interviews begin •12:00-12:30pm: Lunch break •12:30pm-7:00pm: Interviews (we will have a break or two during this time) Funding Decisions – Wednesday, Oct. 18 •8:00am: Meeting Start Time (Breakfast will be served) •8:00-8:15am: Admin Items •8:15am-5:00pm: Discussion/Funding Decisions •12:00-1:00pm: Working Lunch Producer Interviews Town of Vail | CSE | 9/6/2016 Key points & process: •Interview slot provided for every event who applies. •Schedule order TBD based on number and type of RFP’s received, order to be determined once RFP’s are received on September 25. •Suggest using an interview timer again. •Total time for each producer to pitch: 5 minutes •Time for CSE to ask questions: 5 minutes* •*CSE reserves the right to extend the interview if desired •Staff will create a “pitch” template and provide to each event producer as a guideline •Template will include information that has not been shared in the event RFP •Staff strongly suggests the use of the pitch template to the event producers. Producer Interviews (continued) Town of Vail | CSE | 9/6/2016 •Staff will email and/or speak to each new event to coach them on what to expect and how to deliver their pitch. •Staff email sent out to producers regarding format and process for pitch during interview meeting, it’s up to event producer to schedule a call with Event Liaison Specialist to review. •Call in interviews will be allowed if accompanied by a presentation. •Event recaps will be presented at the meeting on 10/9 first thing in the morning before the RFP interviews begin. CSE reads event recaps ahead of time and votes to release funds at that time. Expectations for CSE Board Town of Vail | CSE | 9/6/2016 •Learn new RFP software review/scoring system before 9/29 •Schedule with Laura by 9/20 •In person •Via webinar •Read all applications before 10/9 if possible •Read all recaps ahead of 10/9 meeting •Finish scoring all applications by 4pm on 10/11 •Please be patient as this is the first year we are using the online scoring system (it’s going to be awesome though) Recommended to bring a laptop or tablet to 10/9 10/18 meetings Event/Program Name Presenter Name Event Logo 2”x2” •Explain your event/program in 30 seconds – what’s the WOW factor? •What consumer/visitor need does your event/program address? •What will your event/program do that your competition cannot? •How will your event/program generate revenue? •What is the single most important thing you want to communicate about your event/program?