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Home My WebLink About05. Veterans Program RequestCSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 1 of 6 VAIL COMMISSION ON SPECIAL EVENTS $14,500K Fund Balance Application 9 Please review the Event Scorecards and use the criteria to tailor your application. 9 Handwritten applications will NOT be accepted. 9 Please email application as the original PDF file, scans will NOT be accepted. NAME OF EVENT: _____________________________________________________ PROPOSED DATE(S): __________________________________________________ PRODUCING ENTITY: __________________________________________________ AMOUNT OF FUNDING REQUESTED:______________________________________ 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: mmiano@vailgov.com Caregiver Reunion April 10 - 13, 2019 Vail Veterans Program $5,000 Lindsay Humphreys, Executive Director PO Box 6473 Vail, CO 81658 (970) 476-4906 lindsay@vailveteransprogram.org https://www.vailveteransprogram.org CSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 2 of 6 1.Event Description: a.Detailed description of the event and its activities. Where will the event be located within the Town of Vail? 2.Brand Fit: How does the event support or build the Vail Brand? 3.If you’ve already received funding from the CSE for 2019 please explain how these additional funds will be utilized? 4.Potential: How will the event or program deliver and educational component?? The additional funds will be utilized to send two Caregivers of wounded Veterans to the 2019 Caregiver Reunion taking place April 10 - 13, 2019 in Vail, CO. Funds will specifically be used to cover the cost of travel, transportation, lodging, meals, health &wellness courses and activities, resilience training, and recreational activities. CSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 3 of 6 5.Potential: How will the event or program provide opportunities for intellectual dialogues and problem solving? 6.How will the event or program enhance Leadership Skills: locally, nationally and internationally? 7.Producer Qualifications: Explain the event producer’s quality, knowledge and resources to sustain and grow the event. CSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 4 of 6 Budget: x Provide a detailed event budget, including anticipated revenues and expenses. Explain how you intend to use the CSE funds. Marketing: x Attach a detailed description of your marketing plan and indicate how the budget will support the plan, include strategy and execution details. x SUBMISSION: Submission: Please submit PDF via email to: mmiano@vailgov.com x 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. x Producers should submit the required information electronically in PDF format, (NO HARD COPY IS REQUIRED) to Matt Miano by 12:00 p.m. on Friday, March 1, 2019. x Qualifying applications will be reviewed and final funding allocations will be determined by the CSE at the regular CSE meeting on Weds, March 6, 2019 x Applicants will be notified of status following the CSE Mtg on Weds. March 6, 2019. CSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 5 of 6 Attachment A: CSE Event Categories and Evaluation Criteria Events receiving public funding for this Request for Proposal must fit our Educational and Enrichment Events category as defined below: ¾ Educational and Enrichment Events Goal: Promote leadership development, intellectual opportunities and health and well-being x Shall be part of the CSE RFP process x Potential to build the Vail Brand as an educational and well-being destination x Local, regional, (and when appropriate) national and international media exposure x 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 SCORECARDS ON FOLLOWING PAGES CSE 2019 RFP – EE Fund Balance: 2/22/2019 Application Form Page 6 of 6 SCORECARD: EDUCATIONAL AND ENRICHMENT EVENTS Rating Brand Opportunity 0-15 Timing 0-5 Demographic Fit: Audience 0-10 Community Enrichment 0-10 Producer Qualifications 0-10 100 Potential to achieve one or more of the following: Continues to evolve by delivering fresh content, enhanced experiences Achieves national/global recognition and participation Growth Potential Marketing Strength Extent and quality of promotional and marketing "reach" Criteria Create a lasting impact on the community Leverage media exposure and sponsorship support Enhance Leadership Skills: locally, nationally, internationally Foster a Health and Well Being reputation for Vail Provide opportunities for intellectual dialogues and problem solving Deliver an educational component Optimize calendar - "the right events at the right time" What is the community involvement opportunity and/or lasting community benefit? Builds the Vail Brand Optimize quality of participants to improve future economic opportunity 0-25 0-15 0-10 Maximum Score Proven quality, knowledge and resources to sustain and grow the event 2019 Caregiver Reunion Retreat Budget Item Description Amount Per Person Total for 30 Participants Airfare (Round Trip)$300 $9,000 Ground Transportation (Round Trip)$120 $3,600 Meals Group Breakfast, Lunch, Dinner (excluding conference lunches)$400 $12,000 Recreation Snowmobile Tour $260 $7,800 Spa Activities Yoga & Meditation, Massages $165 $4,950 Supplies Welcome Bag, snacks, water bottles, clothing items $150 $4,500 Services J&J Human Performance Institute Resilience Course & Coaches $773 $23,196 Conference Space Meeting Rooms & Lunch Charges $107 $3,210 Lodging Lodge at Vail 2 & 3 Bedroom Condos, 3 nights $630 $18,900 Total $2,905 $87,156 *Board of Directors has yet to approve the 2019 budget, but is expected to be similar to the 2018 budget TOV Requested Grant Funds $600 $240 $500 $550 $330 $150 $1,500 $130 $1,000 $5,000 Event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. As demonstrated in the event/program budget template, VVP does not have a marketing budget attached to any of its programs. VVP does, however, have a small public relations budget of $20,000 in its overall organizational budget for the year. This public relations budget allows VVP to create awareness of the cause, through covering costs associated with public relations opportunities for programs and fundraising events annually. For the Caregiver Reunion, the following public relations strategies and tools will be utilized to recognize the Town of Vail’s support: • Town of Vail will be recognized in a half-page Vail Daily and Vail Weekly newspaper ad that VVP places to thank sponsors after each program • When available, public service announcements recognizing the Town of Vail will be shared on local radio stations, leading up to program events • 1 to 2 interviews on TV8 during the Caregiver Reunion providing information on the event and thanking sponsors, including the Town of Vail • 1 to 2 interviews on KYZR during the Caregiver Reunion providing information on the event and thanking sponsors, including the Town of Vail • Vail Daily newspaper article with a focus on Vail community and the Town of Vail’s community outreach and support for wounded warriors and their caregivers during each program • Hyperlink to the Town of Vail website on VVP's website • Social media posts on Facebook, Twitter, and Instagram tagging and hash tagging the Town of Vail • Town of Vail to be mentioned as a sponsor at VVP events