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HomeMy WebLinkAbout02. Education & Enrichment Application BlankEVENT & APPLICANT OVERVIEW 0. Email contact �e4u- a 1. What is the name of your event/program? 2. Please select the event category for your RFP. O Community, Recreation & Cultural (CRC) O Education & Enrichment (EE) 3. Is this a new event or program? O Yes O No 4. Are you a first time submitter for the Town of Vail Commission on Special Events funding program? O Yes O No 5. Amount of 2019 funding requested 5.a. Have you applied for Vail Town Council Funding or In -Kind support for 2019? O Yes O No 6. Proposed Event/Program Start Date mm/dd/yyyy 7. Proposed Event/Program End Date mm/dd/yyyy 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 8. Are your event/program dates set or could they changed? O Event dates cannot be changed O Event dates are flexible and can be changed a9� 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 4 14. Zip Code 15. Telephone number 16. Email address 17. Event/program and/or organization website 18. Number of years organization has been in business 19. Organization's Mission Statement 20. Organization's Tax Status O For Profit O Non -Profit (501C-3) O Not -for -Profit (501C-6) O Other required 21. If applicable, please attach current State Department of Revenue Certificate with this application. Choose File 22. Does the event or program benefit a charity or organization? O Yes O No re�u EVENT DESCRIPTION 1. Is this a new or existing event/program in Vail? U New O Existing - 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? O Yes U No 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? ❑ Use of Zero Hero Tents & staffing ❑ Use of Voltz Wagon for Power ❑ Purchase carbon credits or offsets ❑ Use of recyclable materials - banners, paper, etc. ❑ Ban use of plastic bags ❑ Remind guests to bring re -usable bags and water bottles ❑ Encourage use of bicycles, buses, shuttles, carpools, walking or public transit to event ❑ Enforce no idling policy for staff and guests ❑ Recycling required in all areas of event ❑ Wastewater will be properly disposed of ❑ Use eco -friendly serving utensils (compostable or recyclable) ❑ Ban styrofoam, not allowed within town limits ❑ Compost food waste ❑ Provide water bottle filling stations ❑ Provide secure bike parking area ❑ Partner with a upcycler or hard to recycle vendor for re -use of event materials (Terra -Cycle, Green Guru, Gillibags, etc) ❑ All of these ❑ None of these 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 L 3. Number of event/program staff 4. Estimate of total number of spectators/attendees anticipated .................................................................................... SCORECARD CRITERIA QUESTIONS 1. EE - Brand Fit: How will your event support the mission and vision of the Vail Town Council? 2. EE - Brand Fit: How will your event or program support Vail brand identity? 3. EE - Potential: How will the event or program enhance Leadership Skills: locally, nationally and internationally? 4. EE - Potential: What opportunities does the event or program have to foster a health and wellness reputation for Vail? J 5. EE - Potential: How will the event or program provide opportunities for intellectual dialogues and problem solving 4. EE - Potential: How will the event or program deliver an educational component? 5. EE - Event Timing: How is it the right event or program at the right time? 6. EE - Demographic Fit: How will your event/program attract target markets of both visitors and community members? �s4� Qd 7. EE - Community Enrichment: What is the lasting community involvement opportunity and/or lasting community benefit of the event or program? 8. EE - Growth Potential: How will the event or program deliver fresh content and enhanced experiences? 9. EE - Growth Potential: How will the event or program achieve recognition and drive participation? 10. 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.) 11. EE - Marketing Strength: How will the event or program leverage media and attract donor and sponsorship support? 12. EE - Producer Qualifications: Explain the event or program producer's quality, knowledge and resources to sustain and grow the event. 13. EE - Please upload course syllabus, class descriptions or program details. Choose File required EVENT ECONOMIC IMPACT 1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. required 2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending generated by your event or program. required Example: Increased spend by attendees in restaurants, shops, lodging or activities. 3. Potential benefits to the Town of Vail - What estimated return on investment (ROI) in dollars should the Town of Vail expect? required 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.) Example: Estimated ROI - Formula: # of attendees x total average spending = $ (2000 attendees) x ($240 daily spend ) _ $480,000 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. REMINDER: Per the CSE funding agreement, the event producer is REQUIRED to direct attendees to book in Town of Vail hotels and lodges. required 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. req u i red 2. Please upload the provided complete event/program budget template here. Choose File 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? Yes No 6.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.) 7. Do you intend to host the event or program in Vail beyond 2019? Yes No required MARKETING Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. Choose File 1. Objectives: What are you trying to accomplish through your marketing efforts? 2. Strategy: How will you meet your objectives? 3. Audience: Who is your audience? (You may choose more than one.) O First time visitors O Returning guests O Primary and Second Homeowners O Local residents Ye�� 4. Activation: Detail in town/in village 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.) 5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than one.) ❑ Print - Local ❑ Print - Regional ❑ Print - National ❑ Editorial ❑ Radio ❑ Television ❑ Online Event Listings ❑ E -newsletters ❑ Web ❑ Media Plan/Public Relations ❑ Grassroots ❑ Facebook ❑ Instagram ❑ Twitter ❑ Posters ❑ Rack Cards ❑ Flyers ❑ Event/Program App ❑ Signage — Banners, etc ❑ Co -promotions ❑ Partnerships ❑ Local Vail Businesses ❑ Concierge Visits ❑ Other 6. Please list contact information for your Media Relations or Public Relations staff or firm. 6a. Name 6b. Telephone Number F 6c. Email Address SPONSORSHIPS & PARTNERSHIPS 1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the event/program budget? �aq� ad 1 a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners? C 2. Please list your confirmed sponsors or partners. 3. Please explain the potential for additional sponsorships or partners. req u i red req u i red 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.) Choose File required 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 officers, Zero Hero,etc. 1. Do you need facility rental relief? O Yes O No required 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? REQUIRED ATTACHMENTS Organization rosters naming all officers, board of directors and respective positions as relevant Choose File required 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 Choose File Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Choose File Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Choose File RFP QUESTIONS AND KEY MEETING DATES We encourage questions about the RFP to be sent via email to Ernest Saeger - esaeger@vailgov.com. Phone calls for further discussion can be scheduled over email as well. Monday, August 27: Questions about the RFP are due via email to esaeger@vailgov.com Friday, August 31: Submitted questions and answers will be emailed to applicants. Wednesday, October 3: Regular CSE Meeting, Recaps will be presented Wednesday, October 10: Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting. Wednesday, October 17: Final funding allocations will be determined by the CSE at a special meeting. Tuesday, November 6: The Town Council will review the CSE funding allocations. Wednesday, November 7: Regular CSE Meeting Thursday, November 8: Applicants will be notified of their preliminary funding allocations. Monday, December 17: Applicants will be notified of their final funding status after the last date for the Vail Town Council to call up any funding decisions. --->The "Save Draft" button below allows you to save your application and come back to work on it again. --->The "Save" button is for when your application is complete and ready to submit. ---> Your application has not been formally submitted until you navigate to the Menu page and click "Submit Request". You will receive a confirmation email once your application has been submitted.<-