HomeMy WebLinkAbout3.b. 2019 EE RFP Scorecard and Application 07112018SCORECARD:
EDUCATIONAL AND ENRICHMENT EVENTS
2019 RFP Process
Points
Rating
0-15
0-5
Timing 0-5
Demographic Fit 0-5
Community Enrichment 0-10
Producer Qualifications 0-10
Rev: 06/18/2018 100
Marketing Strength
Extent and quality of promotional and marketing
"reach"
Brand Fit
Potential to achieve one or
more of the
following
Continues to evolve by delivering fresh content,
enhanced experiences
Achieve recognition and drives participation
Growth Potential
Criteria
Leverage media exposure and attract donor and
sponsorship support
Enhance Leadership Skills: locally, nationally,
internationally
Foster a health and wellness reputation for Vail
Provide opportunities for intellectual dialogues
Deliver an educational component
Optimize calendar
What is the community involvement opportunity
and/or lasting community benefit?
Supports the mission and vision of the Vail Town
Council
Supports the Vail Brand
Attracts target markets for visitors and community
members
0-25
0-15
0-10
Maximum Score
Proven quality, knowledge and resources to sustain
and grow the event
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EVENT & APPLICANT OVERVIEW
0. Email contact
lwaniuk@vailgov.com
1. What is the name of your event/program?
TEST TEST TEST TEST
2. Please select the event category for your RFP.
Education & Enrichment (EE)
3. Is this a new event or program?
4. Are you a first time submitter for the Town of Vail Commission on Special Events
funding program?
5. Amount of 2018 funding requested
6. Proposed Event/Program Start Date
7. Proposed Event/Program End Date
7.a. If you have more than a single date range, please list all your event/program
dates here in this format MM/DD:
2019
Add question: Have you applied for Vail Town Council Funding or In-Kind support?
If yes, how much and what type of In-Kind?
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8. Are your event/program dates set or could they changed?
9. Name of person completing the application
9a. Title of person completing the application
10. Provide name of person or entity to whom the funding check will be cut.
11. Mailing Address Street
12. City
13. State
14. Zip Code
15. Telephone number
16. Email address
17. Event/program and/or organization website
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18. Number of years organization has been in business
19. Organization's Mission Statement
20. Organization's Tax Status
21. If applicable, please attach current State Department of Revenue Certificate with
this application.
22. Does the event or program benefit a charity or organization?
EVENT DESCRIPTION
1. Is this a new or existing event/program in Vail?
2. Please provide a detailed description of the event/program and its activities.
3. 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. Do you plan to use Vail Recreation District Facilities?
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5. If any of the event/program takes place outside of the Town of Vail, please explain
where the event will take place and why.
ENVIRONMENTAL PRACTICES
1. Which of these environmental practices will you commit to executing at your
event/program?
2. Please describe your commitment to environmental sustainability and detail
measures that will be taken during your event to ensure minimal environmental
impact and sustainable best practices.
EVENT/PROGRAM PARTICIPANTS
1. Number of participants (athletes, artists, exhibitors, etc.) anticipated
2. Number of volunteers needed
3. Number of event/program staff
4. Estimate of total number of spectators/attendees anticipated
SCORECARD CRITERIA QUESTIONS
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1. Estimate the number of Colorado destination guests your event/program will
bring to Vail
2. Estimate the number of destination guests from outside Colorado your
event/program will bring to Vail
3. Estimate the number of international guests your event/program will bring to Vail
4. Does your event/program have the opportunity to drive group business? Please
describe.
5.How will your event/program increase sales tax in Vail?
6. EE - How will the event or program enhance Leadership Skills: locally, nationally
and internationally?
7. EE - What opportunities does the event or program have to foster a health and
wellness reputation for Vail?
8. EE - How will the event or program provide opportunities for intellectual
dialogues and problem solving?
9. EE - How will the event or program deliver an educational component?
10. EE - Please upload course syllabus, class descriptions or program details.
Add Question and move both up to #1 spot:
Brand Fit: How will your event support the mission and vision of the Vail Town Council?
DELETE QUESTIONS 1-5
DELETE QUESTIONS 1-5
DELETE QUESTIONS 1-5
DELETE QUESTIONS 1-5
DELETE QUESTIONS 1-5
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11. EE - How will the event or program create a lasting impact on the community?
12.EE: How will your event or program support the Vail brand?
13. EE - Event Timing: How is it the right event or program at the right time?
14. EE - Demographic Fit: How will the event or program optimize the quality of
participants to improve future economic opportunity?
15. EE - Community Enrichment: What is the lasting community involvement
opportunity and/or lasting community benefit of the event or program?
16. EE - Growth Potential: How will the event or program deliver fresh content and
enhanced experiences?
17.EE - Growth Potential: How will the event or program achieve
recognition and drive participation?
18. EE - Marketing Strength: What is the marketing reach for the event or program?
(Reach refers to the total number of different people or households exposed, at
least once, to a medium during a given period.)
19. EE - Marketing Strength: How will the event or program leverage media
exposure and sponsorship?
Add Question and move both up to #1 spot:
Brand Fit: How will your event support the mission and vision of the Vail Town Council?
Update question: How will your event/program attract target markets of both visitors
and community members?
EE: Marketing Strength: How will the event or program
leverage media and attract donor and sponsorship
support?
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20. EE - Producer Qualifications: Explain the event or program producer’s quality,
knowledge and resources to sustain and grow the event.
EVENT ECONOMIC IMPACT
1. Potential benefits to the Town of Vail - Estimate number of room nights for your
event or program.
2. Potential benefits to the Town of Vail - Estimate increased spending generated by
your event or program.
3. Potential benefits to the Town of Vail - What estimated return on investment (ROI)
in dollars should the Town of Vail expect? (ROI in this case refers to for each dollar
the event/program is funded, how many dollars will be received by the Town of Vail
from event impact.)
4. 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.
BUDGET
Using the provided budget template, provide a detailed estimated event/program budget, including anticipated
revenues and expenses.
1. Describe how you will use the funds requested from the CSE.
REMINDER: Per the CSE funding agreement, the event producer is REQUIRED to direct attendees to
book in Town of Vail hotels and lodges.
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2. Please upload the provided complete event/program budget template here.
3. What percentage % of the total event/program budget is the CSE being asked to
fund?
4. If the event/program is not funded at full request, how will the event change with
a lower funding allocation?
5. Should the CSE decide not to support this event/program at all, will it still occur?
6.What percentage % of the total event/program revenue do you expect the event
itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.)
7. Do you intend to host the event or program in Vail beyond 2018?
MARKETING
Please upload your event/program marketing plan and budget, include strategy,
channel, method, budget and execution dates.
1. Objectives: What are you trying to accomplish through your marketing efforts?
2. Strategy: How will you meet your objectives?
Update question: What dollar amount of the total event/program revenue do you expect the event itself
to generate? (ticket sales, merchandise, food and alcohol sales, etc.)
2019
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3. Audience: Who is your audience? (You may choose more than one.)
4. Persona: Who is your target?
5.Activation: Detail activation opportunities to promote your event or program.
(Definition of Activation: Create an expanded presence throughout the community
and stimulate the participation of the merchants, restaurants, bars and lodges.)
6. Channels: Which of these channels will you utilize to promote your event or
program? (You may select more than one.)
7. Please list contact information for your Media Relations or Public Relations sta or rm.
7a. Name
7b. Telephone Number
7c. Email Address
SPONSORSHIPS & PARTNERSHIPS
1. What is the dollar $ amount of sponsorships and/or partnerships from other
sources reflected in the event/program budget?
Delete this question - it's a duplicate of above.
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1a. What is the dollar $ amount of in-kind services or items provided from sponsors
or partners?
2. Please list your confirmed sponsors or partners.
3. Please explain the potential for additional sponsorships or partners.
4. Please upload your sponsorships/partnerships presentation, pitch deck or letter.
(Document sent to prospective partners or sponsors which provides benefits for
participating in your event/program.)
REQUEST FOR FACILITY RENTAL FEE RELIEF FROM THE TOWN
OF VAIL
This form does not guarantee approval of requested listed facilities. This is your ONLY opportunity to apply for
2018 rental relief for facilities, no other requests will be accepted.
Please note that certain town services are not available as in-kind, such as permit fees, barricade rental, banner
fees, extra duty police o cers, Zero Hero,etc.
1. Do you need facility rental relief?
ADDITIONAL INFORMATION
Are there any questions you have for the CSE or other things you'd like to share
with the board that are not included in the application?
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REQUIRED ATTACHMENTS
Organization rosters naming all officers, board of directors and respective
positions as relevant
OPTIONAL ATTACHMENTS
List any URLs where additional information can be found, including photos, videos
or other content relevant to your application.
Upload any other relevant materials such as: event photos, videos, PR coverage,
articles, sample event branding
Upload any other relevant materials such as: event photos, videos, PR coverage,
articles, sample event branding
Upload any other relevant materials such as: event photos, videos, PR coverage,
articles, sample event branding
RFP QUESTIONS AND KEY MEETING DATES
We encourage questions about the RFP to be sent via email to Laura Waniuk - lwaniuk@vailgov.com. Phone calls
for further discussion can be scheduled over email as well.
Monday, August 28: Questions about the RFP are due via email. Friday, September 1: Submitted questions and
answers will be emailed to applicants.
UPDATE ALL DATES IN THIS SECTION
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Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting on Monday,
October 9, 2017. Final funding allocations will be determined by the CSE at a special meeting on Wednesday,
October 18, 2017. The Town Council will review the funding allocations on Tuesday, November 7. Applicants will be
noti ed of their preliminary funding allocations on Wednesday, November 8.
Applicants will be noti ed of their nal funding status after Monday, December 18, which is the last date for the
Vail Town Council to call up any funding decisions.
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