HomeMy WebLinkAbout03. Community Recreation and Cultural Application BlankEVENT & APPLICANT
OVERVIEW
0. Email contact
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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
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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.
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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
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3. Number of event/program staff
4. Estimate of total number of spectators/attendees anticipated
SCORECARD CRITERIA QUESTIONS
1. Estimate the number of destination guests from within Colorado, with a focus on the Front Range that 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. How will your event/program increase sales tax in Vail?
5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council?
6. CRC - Brand Fit
How will your event or program support the Vail brand identity?
7. CRC - Event Timing: How is it the right event/program at the right time?
8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community
members?
9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new
programming, entertainers, adding additional days and activities.)
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10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration?
11. CRC - Marketing Strength: What is the marketing reach for the event/program? You will be asked more marketing
questions in a future section. (Reach refers to the total number of different people or households exposed, at least
once, to a medium during a given period.)
12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract
sponsorship support?
13. CRC - Producer Qualifications: Explain the event/program producer's quality, knowledge and resources to sustain
and grow the event.
EVENT ECONOMIC IMPACT
Potential benefits to the Town of Vail - Estimate number of room nights for your event or program.
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2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending
generated by your event or program.
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?
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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.
req u i red
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.
2. Please upload the provided complete event/program budget template here.
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3. What percentage % of the total event/program budget is the CSE being asked to fund?
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req u i red
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?
O Yes
O 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 �a4
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MARKETING
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and
execution dates.
Choose File required
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.)
1 First time visitors
Returning guests
Primary and Second Homeowners
Local residents
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.)
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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
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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?
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1 a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners?
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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.
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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.<-