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HomeMy WebLinkAbout2005-02-22 Support Documentation CSE Meeting41 o 74`,",e Y J?s ode -- G _ _ n.,t n -__----- _ -r - - sus 040 ?s ? c $ V7 7- 046 4 ./ f 74 tle) 74,t) 0,4 I a ? IAl ?I 'r ___-_-_-- k L71-77' VL MGR _ 0 ` O orb r A 9Q/7 ' L? i o2O -asp ?O -c qs - l- L- ,, -v ? U - -- --- -- - -- -`-'??- _r -- alp-??j - - i 93 &A*1V _?- 6Zo ?1 C /tee oQ G ?s e? ? / 5z!. - Gnu IT / 1?110 - wo-? f - U r? 0 1.11 I A) a I ? I 2?C?n /S=ez U 5--- - - to D v _.. - , A-P ?U I• I it I v_? S__ s-w s s 0 /.? G -f 7-7?v C?? PUBLIC NO i ICE: Town of Vail: Commission on S>Decial Events Meeting Members of the Commission on Special Events will meet Tuesday, February 22, 2005 at 8:30 a.m. Vail Town Council Chambers AGENDA: ? Approval of the Minutes from the meeting of Tuesday, January 25, 2005. (5 minutes) ? Construction schedule and venue impacts, specifically with regard to Lionshead Events and Street Entertainment Sites in both Lionshead and Vail Village: Leonard Sandoval and Scott Bluhm, Diane Moudy (45 minutes) ? Request for Additional Resources G.,. m the Town of Vail to Mitigate Construction Impacts: (15 minutes) o Signage o Additional Ambient Entertainment o Marketing o Other? ? Administrator Report: (20 minutes) o Financial Update o Council Decision on Logo Use: Request use of both the ThinkSummer.ThinkVail and Town of Vail logos for all non-winter events. Default will be the Town of Vail logo when dual use is not possible. o Update: Brian HaIUVRI Construction mitigation activities in Lionshead o Update on the outcome of meeting between VRD, Town Staff and VRI regarding "Y06." o Cancellation of VRD Events: ¦ Family Carnival ¦ Easter Egg Hunt ¦ Trick or Treat Trot o Sommer Sports: Vail Triathlon/Site Visit o Comments from merchants/VCBA and Restaurants: ¦ Improve Fi ; , orks on New Year's Eve ¦ Chili Fest- individual competition category? More participation needed. ? Update on Spring Back to Vail Concerts and Activities: Jeff Brausely Hightine Sports (5 minutes) ? Consideration of Proposal from Highline Sports: Vail Food and Wine Festival, Vail Village, Saturday, September 3, 2005, Jeff Brausch. (15 minutes) ? Vail Jazz Foundation: Clarification of the CSE's allocation of $7500 for Jazz at the Market con-:- j (15 minutes) ? Rotary Duck Race: Duck Cost Sharing Proposal, John Power (10 minutes) ? Clarify direction on Event Proposals from the January CSE meeting: (15 minutes) CSE/sn Notice of Meeting 2/22/05 Pagc I of 2 o Vail Classic o Vail Challenge Cap (October soccer tournament) o Celebrity Golf Tournament Proposal o Vail Valley Motorcycle Foundation: Concert with Brooks and Dunn ? Overview of the Special Event Permitting Process (30 minutes) ? Brainstorming discussion on how to improve communication with and participation from the Business and Merchant community with respect to Special Events. (30 minutes) ? New Business (5 minutes) ? Adjourn: 12:00 pm. Sybill R. Navas for Commission on Special Events Posted the 17th day of February 2005 CSE/sn Notice of Meeting 2/22/05 Page 2 of 2 MTO: Vail Town Council FROM, Commission on Special Events DATE: February 15, 2005 RE: It, is the recommendation of the Commission on Special Events; that "THINK SUMMER.THINK VAIV, the Vail Local Marketing District (VLMD) authA . rl logo for summer promotions, marketing and special events, be, used in place of the town's municipal logo to recognize the Town's contribution on the promotional materials of receiving Town of Vail funding. Issues that have been considered in reaching this recommendation are listed below. Think Summer. Think Vail. Nail MVAIUL? l• Reinfo...c.* the brand image of the VLMD's campaign. • Vail tax dollars, support the VLMD ca...,-ign. • Helps align-the CSENLMD in terms of packaging evc..ts to help "sell" Vail as a destination. • The guest d....'t know the dift?y ??.oe between the two logos and .unaware of any passible' underlying issues. • May have "temporary" value- if the VLMD changes its marketing Z? c..,4on. • Vail Rc.,...6 is se..'' re to promotion of summer during winter eve. ,6 and is, a significant sponsor of several funded eve. ?6. • The web site asso.,ic6d with this logo sends the customer to the reservation system of the VVCTB. • An event producer may not want to promote a "call to action" that may compete with lodging packages, that they, have put together with various hotels. •, Doesn't dearly identify the Town of Vail as a sponsor, and &,,..,.f.,,re'there is no recognition, either within the community or by other sponsors, of the Town's support. • Citizens who are not "in the knove may confuse the logo with that of Vail Resorts and therefore believe that it is VRI that is the entity behind the logo. • Doesn't provide an association with the VLMD summer.. w..paign. • Doesn't foster a brand association with an active call to action. • The informed ...4..a.. unde.da..Js that the VLMD program is tax supported, and would understand that the Town is contributing regardless of which logo is used. • Readily identifiable as the Town of Vail's Mun"Nal logo, and creates a direct association with the Town. • Some event promoters have stated that it is valuable in their solicitation of other sponsorships to show a partnership with the Town. • . TOV citizens readily identify that their tax dollars are supporting the event. • The VLMD is not the entity which decides the funding allocations for the events which will be displaying the logo, nor is it the source of the funds. • The Town of Vail General Fund and the Business LicenseFees. are the sources of the funds allocated by the CSE to Special Events. No funding for events comes from the tax which supports the VLMD. . • Creates sense of ownership by Town of Vail Staff who are contributing significant in-kind services. ::SCHEDULE DATE TIME " 4/4 8PM-1:OOAM 4/5 8PM-1:OOAM 4/6 6:00-8:OOPM 4/7 8PM-1:OOAM 4/8 12:00-2:OOPM 3:00-5:OOPM 6:00-10:OOPM TBD TBD 419 11 AM-3:OOPM 3:00-5:OOPM 5:00-10:OOPM 4/11 DAILY 8PM-1:OOAM 4/12 DAILY 8PM-1:OOAM 4/13 6:00-8:OOPM 4/14 10AM-2:OOPM 8PM-1:OOAM 4/15 12:00-2:OOPM 3:00-5:OOPM 6:00-10:OOPM EVENT LOCATION GIRLS NIGHT OUT VAIULIONSHEAD GUYS NIGHT OUT VAIULIONSHEAD STREET BEAT CONCERT W/ OTEIL & VAIL THE PEACEMAKERS COORS LIGHT PUB CRAWL W/ VAIULIONSHEAD COORS LIGHT GIRLS MID-VAIL FREE CONCERT VAIL MOUNTAIN GRAND MARNIER APRES BASH FREE CONCERT & STREET PARTY VAIL - W/ MACEO PARKER & OPENING CHECKPOINT ACT TBD CHARLIE WARREN MILLER ATHLETE PARTY VAIL W/ CHRIS ANTHONY PARTY & RETRO FASHION SHOW VAIL W/ MUSIC AND GIVEAWAYS WARREN MILLER EXPERIENCE- VAIL MOUNTAIN FEATURING LOOK MA'S ROCKIN' RELAY & EXPO, RAIL JAM EXPRESSION SESSION, ATHLETE MEET & GREET, DJ LOUNGE & ON- MOUNTAIN DRIVING COURSE APRES BASH TBD FREE CONCERT & STREET PARTY VAIL - W/ TOOTS & THE MAYTALS & MIX CHECKPOINT MASTER MIKE OF THE BEASTIE CHARLIE BOYS. FEATURING WARREN MILLER MOVIE SCREENING WARREN MILLER FILMING VAIULIONSHEAD GIRLS NIGHT OUT VAIULIONSHEAD WARREN MILLER FILMING VAIULIONSHEAD GUYS NIGHT OUT VAIULIONSHEAD STREET BEAT CONCERT W/ RONNIE VAIL RAYGUN MALAY DAY VAIL MOUNTAIN COORS LIGHT PUB CRAWL W/ VAIL LIONSHEAD COORS LIGHT GIRLS MID-VAIL CONCERT VAIL MOUNTAIN APRES BASH VAIULIONSHEAD FREE CONCERT & STREET PARTY VAIL - FORD W/ ACTS TBD PARK 10PM=1:00AM V.I.P. SPONSOR PARTY TBD 4116 2:00-5:OOPM WORLD POND SKIMMING VAIL MOUNTAIN CHAMPIONSHIPS - GOLDEN PEAK 5:00-10:OOPM CONCERT & STREET PARTY W/ VAIL - FORD SNOOP DOGG - $10 Ticket PARK 4/17 DAILY VAIL MOUNTAIN CLOSING DAY - SKI VAIL MOUNTAIN & RIDE IT * Dates, times & acts are subject to change without notice. ..- 'lro"'T?ro 1W .'&. for life " . t. .6 Brought to you in part by:' Peak Dentistry, Steadman Hawkins Sports Medicine Clinic, Vail Daily, KVBA TV8 and KZYR the Zephyr. 0 2004 Highline Sports & Entertainment. All rights reserved. www.gohighline.com -00, May 26, 2004 Commission on Special Events Town Of Vail Attn. Sybil Navas 75 South I .'„..:4ge Road Vail, CO 81657 RE: Street Entertainment Invoice and Letter of Intention Dear Sybil, Resort Entertainment would like to thank the Commission on Special Events for extending the ,? r .. L mity to provide Vail and Lionshead's summer +:.-_-t in 2004. We are,.: -d to provide these services for the Town of Vail. For the amount provided, from June 25 to August 29, 2004 we will book entertainment on Friday evening from 4:00-6:30 p.m. (at Gore Creek Promenade and Lionshead Cloc ktower), Saturday afternoon from 1:00- 5:00 p.m. (at Children's Village Inn Plaza at Annie's, and Lionshead Clocktower), and Sunday afternoon from 11:00 am.-3:00 p.m. (at Children's r,.---- L-n, Village Inn Plaza at Annie's, and Lionshead Cloc kt.100"). In order to insure that the S",i. - Entertainment Schedule is published and distributed, we will also release two weeks of the schedule to the your office and to the Vail Daily Entertainment Calendar a week in advance. Two members of the Resort Entertainment staff will attend each of the scheduled performances to set tents at each location (two tents which were purchased in 2003, and two tents which will be v.. based in addition for the 2004 schedule) to make sure that the process rums smoothly and to collect survey information. Survey; cosec Lion boxes will be placed and surveys will be solicited at each of the four locations. The .,t. V,.,t data will be analyzed half way through the street mow." m-inment schedule in order to make any changes to x the last half of the cm,-. -*n rnent schedule, as well as at the end of the schedule to make note of needs for i - , .,ement for the 2005 s W.. All of the collected information will be to the Commission on Special Events at the September meeting and when our 2005 application for finding is J. Attached please find an invoice, our .,.,..Lact, and the first two weeks of the schedule. Thank you again for choosing R-.%.,.L Entertainment to provide Vail and Lionshead's su.....,w. aLQa ent, -,*--=- eft. We are looking f.,...ard to a ?.. season! irmTAIlJMENT P. 0. B 0 X 1 1 0 8 1 V A I L G 0 L 0 9 A 0 0 8 1 8 5 8 1 8 1 0 . 9 2 8 . 7 7 7 0 1 F A X 8 7 0 . 9 2 6 . 7 8 1 5 S AM P U?- WEEK EIGHT DAY/DATE/TIME WHERE ] NTERT ?I TT FRIDAY, AUGUST 13:4:00-6:30 PM Slifer Plaza Eric Feldman Duo Contemporary Guitar Lionshead: Clock Tower New Summitridge Jazz Band Dixieland Jazz SATURDAY, AUGUST 14:1-:00-5:00 PM Slifer Plaza. Chuck Grossman Covers Guitar Village Inn Plaza: Annie's Justin Allison Jazz Guitar Lionshead: Clock Tower Three Left Feet Irish and Bluegrass Tunes SUNDAY, AUGUST 15:12:30-3:00 PM Siebert Circle Brendan McKinney Contemporary Covers Slifer Plaza 17th Avenue All Stara A Cappella Rock and Pop Lionshead: Clock Tower Slip Stream Colorado New Bluegrass AM P l ?- WEEK EIGHT DAY/DATE/TIME WHERE FRIDAY, AUGUST 13:4:00-6:30 PM Slifer Plaza Lionshead: Clock Tower SATURDAY, AUGUST 14:1:00-5:00 PM Slifer Plaza Village Inn Plaza: Annie's Lionshead: Clock Tower SUNDAY, AUGUST 15:12:30-3:00 PM Siebert Circle Slifer Plaza Lionshead: Clock Tower ENTER' ENT Eric Feldman Duo Contemporary Guitar New Summitridge Jazz Band Dixieland Jazz Chuck Grossman Covers Guitar Justin Allison Jazz Guitar Three Lett Feet Irish and Bluegrass Tunes Brendan McKinney Contemporary Covers 17th Avenue All Stars A Cappella Rock and Pop Slip Stream Colorado New Bluegrass May 26, 2004 Commission on Special Events Town Of Vail Attn. Sybil Navas 75 South r'....ge Road Vail, CO 91657 RE: G...:. Entertainment Invoice and Letter of Intention Dear Sybil, Resort Entertainment would like to thank the Commission on Special Events for extending the . to provide Vail and Lionshead's., ..,.,.. zr K" *;,.w. mment in 2004. We are r.:. ?.d to provide these services for the Town of Vail. For the amount provided, from June 25 to August 29, 2004 we will book entertainment on Friday e% ".:-g from 4:00-6:30 p.m. (at Gore Creek Promenade and Lionshead Clocktower), S&....J&i afternoon 1."...1:00- 5:00 p.m. (at Children's Fountain, Village Inn Plaza at Annie's, and Lionshead Cloddower), and Sunday afternoon from 11:00 a.m.-3:00 p.m. (at Children's Fountain, Village Inn Plaza at Annie's, and Lionshead Clockt.,*#,;..). In order to insure that the 5...,:;. E.•r --.-4*n-mm'-ent Schedule is r_,;,.ly published and distributed, we will also release two weeks of the schedule to the your office and to the Vail Daily Entertainment Calendar a week in advance. Two of the Resort E-. ",iinment staff will attend each of the scheduled performances to set tents at each location (two tents which were p--based in 2003, and two tents which will be p-.used in addition for the 2004 schedule) to make sure that the runs smoothly and to collect survey idormation. Survey..collection L.,.,,,, will be placed and surveys will be solicited at each of the four locations. The survey data will be analyzed half way through the street entertainment schedule in order to make any ?t.a.=ges to improve the last half of the .+...,:,. entertainment schedule, as well as at the end of the schedule to make now of needs for L, , .. cement for the 2005 season All of the collected information will be presented to the Commission on Special Events at the September meeting and when our 2005 application for fimdmg Attaches please find an invoice, our .,.,.....M and the first two weeks of the schedule. Thank you again for ch,, . ..,g Resort E...;,.:,inment to provide Vail and Lionshead's summer entertainment. We are looking forward to a great season! irxTAINNIENT P. 0. 8 0 X 1 1 0 8 1 V A 1 L C 0 L 0 9 A 0 0 8 1 6 5 8 1 0 7 0 . 0 2 6 . 7 7 7 0 1 F A X 9 7 0 . 9 2 6 . 7 8 1 5 r MI NU 1 ES: Town of Vail Commission on Special Events Meeting Town of Vail: Vail Town Council Chambers Tuesday, January 25, 2005 at 8:30 a.m. CSE Members Presert.• Ian Anderson Stephen Connolly, Dave Ch q, , Richard tenBraa$ Mark Gordon, Steve Rosenthal and Todd Gerhke Others PreserW Wendy Armstrong (M), Roy Pickavance, Dan Conway (VP-V, Chris Emmer, Diane Moudy, Pam Brandmeyer, Lorelei Donaldson, Laurie Asmussen Kaye Ferry, Chad Young and Sybill Navas Dave Chapin called the meeting to order at 8:40 a.m. Lorelei Donaldson directed the swearing in of the newly appointed/reappointed CSE members; Dave Chapin, Ian Anderson, and Richard tenBraak having each been appointed by the Town Council to 2 p .. terms, in December of 2006 and Todd Gerhke, Mark Gordon and Steve Rosenthal having each been appointed to one year terms, in December of 2005. ? Motion to re-elect Dave Chapin as Chairman US/P: Rich tenBraak/Stephen Connolly/Unanimous ? Motion to elect Rich tenBraak as Vice-Chairman VS/P: Todd Gerhke/lan Anderson/Unanimous ? Motion to approve the minutes C,,. the meetings of October 20 and 26, 2004 and November 23, 2004, as,,.,,eoted. M/S/P: Stephen Connolly/Rich tenBraak/[Jnanimous Consideration of the following funding applications: ? Vail International High Altitude Training Camp/Roy Pickavance. After consideration of all of the funding applications and just prior to adjourning the m,.,.': , the CSE s , r v ied a motion to allocate $1400 to jump start the marketing c,.-i aign for the Vail International High Altitude Training C&"+r, contingent on the willingness of the TEVA Mountain Games to incorp.,.,,?e the ter, within the scope of their event MIS/P: Stephen Connolly/Ian Anderson/Unanimous. o - Vail Classic: Am Menconi was not r,.;aent, but had submitted a revised request of $16,000 funding $25,000). The CSE did not make a decision on whether or not to fund the event o Vail Challenge Soccer Tournament: The CSE noted that although the timing of this event at the beginning of October was excellent, much of it takes place down valley. (4 of the 16 fields used are in Vail.) The CSE did not make a decision on whether or not to fiord the event o Vail Valley Motorcycle Foundation: The CSE did not feel that there was adequate information to consider the application for finding assLw ce to be applied to a Brooks and Damn concert r,x ?kOsed to be held in Ford Park or in the Amphitheater on Labor Day weekend. Sybill was di.`,.,:: to request more information, a budget i ..,r,osal and ..:r,.:aentation at the February CSE meeting- * Celebrity Team Challenge Golf Tournament: The CSE noted that although the proposal had merit, none of the specifics had been nailed down and members felt there was not enough time to produce a successful event of this scale this year. They suggested that if the producer is int..,.6wd CSE/sn MINUTES: 1/25/05 Pale I of4 in pursuing the concept in 2006, an application be filed as part of the regular funding application process in the fall. Final Reports: o Holidays in Vail: Laurie.Asmussen r.;,s;,..A-a a recap of the Holidays in Vail, noting that she had spent $4500 over budget and that the greatest challenge was the cancellation of the President Ford's I,. Wence at the Christmas Tree Lighting C,.,.,,.ony. Highlights of the event included the New Year's Eve F:.;, o corks and the Santa visits with free photos and hot chocolate. There was discussion concerning how to best .;,...?;a a the Town's traditional-holiday kick-off in light of the fact that the Fords' partic r&l:on in future y;, ., is unlikely and that the event should be redeveloped to best serve the needs of the community, perhaps by having a single "Tree Lighting". or, other holiday cel.1i.,, ion in both Vail Village and Lionshead on Thanksgiving weekend, with S.L. and carolers on the . r-aining weekends before Christmas. o "Y05": Chad Young presented an evaluation and'budget review of the event, noting that the attendance of only 300 kids was disappointing, and raised the issue of whether the resources needed to produce the event were not too dear. He commented that the young people who did attend were well behaved. and s.....,.ed to have a eat time. Su.,,.-e Silyerthorn has a meeting on February 8 with the Police Dept., Eagle County, Town of Vail Management. Staff, the VRD and CSE to discuss what the Town's and the VRD's roles should be in providing alternatives for the 14-20 year old .,.?, 41,rd on New Year's.Eve, in light of both the Town's curfew and the expectations of our guests and community. Status of Event Recruitment Events: The CSE discussed the year end status report which had been submitted by Rick Chastain and ?CutralQssed disappoi. !:.. vnt in the results while noting that the program was flawed from the beginning because the Town of Vail .,*..ot ., v ride built-in event support at the level by the types of events that were being sought. Admin ? 1,.Aor Report o 2004.Year End Financial Report: A total of $575,597 was spent by the CSE in 2004, coming within $403 of the total.budget of $576,000 (including $11,000 in 2003 rollover funds) allocated by the Town Council: ? There willbe no rollover of those monies into 2005. .o Overview of 2005 Allocations o Review 2005 CSE Meeting Schedule o Rotary Duck Race: Sybill reported that although they are committed to the August 13 date this year, the. Rotary Club is researching the cost of buying their own ducks and has an interest in ra. L Bring with the CSE to buy up to 15,000 ducks so that they will be in c,,u.L f of setting the date-that best fits-Vail's neeeds. - - - -------- o Labor bay. Rer: Sybill was directed to try the RFP one more time and to work with local_ event oters in the hope of developing a food, wine and/or music based event Vail' Village and Lionshead Construction Hours Information: Sum®er.2005. - In light of the anticipated coil,,,.. .ction in the core site, discuss 2005 Lionshead, Venue options for the following events: • Vail Arts 'F." : ;,al • Oktoberfest • Summer Street Ent,.:.4nment The CSE requested,that Leonard Sandoval and Scott Bluhm present an overview of the anticipated 2005 construction impacts.at the February CSE_ meeting, and deferred any decisions on venue changes for events traditionally held in Lionshead until more information is available. f\ CSE/sn MINUTES: 1/2-5;05 Page 2 of4 Determination of Events for which in' W. r ept surveys will be conducted: Intercept surveys were taken at the following 8 events in 2004: Vail Film Festival, Spring Back to Vail, TEVA Mountain Games, Big Wheel, Brews `n Chili, Vail Arts Festival, Got Milk? 3v3 Soccer Tournament, Vail Classic and Oktoberfest. The Town Council had requested that surveys be taken at the Lacrosse Shootout and the Session, however since Untraditional M,.L.,C,.g had not received & .. jon on which events to include in 2005, the Session was not surveyed this year. The CSE committed to include that event on the list for 2006, and to replace it with the American Ski Classic in 2005. CSE members felt that it made sense to eliminate the surveys of Oktoberfest (since that event has r• iren itself and that there is no question that finding will be v,..L..,,ed) and the Vail Classic (since the future of the event remains unc...ia:n and the event was a minor influence on the number of r,...r,Ie in town on Labor Day weekend) Additionally, w..:i hasis will be planed on establishing a r....., ae attendance numbers for all of the ev,.,L, that were studied in 2004, with the addition of the American Ski Classic and the Lacrosse Shootout, for a total of ten events that will be assessed for detailed attendance fi.. :,y in 2005. ? Motion to direct Untraditional Marketing to take Lt-ept surveys at the following 8 events in 2005: 1. American Ski Classic 2. Vail Film Festival 3. Spring Back to Vail 4. TEVA Mountain Games 5. Big Wheel, Chili `n Brews 6. Vail Lacrosse Shoot-out 7. Kick-It 30 Soccer Tournament 8. Vail Arts Festival M/S/P: Steve Rosenthal/Stephen Connolly/Unanimous Discussion of issues and determination of which logo should be used as acknowledgement of Town of Vail support on promotional materials published by events that have received Um& funding: Town of Vail "Mountahe or "Thhd&Wmmer.ThinkVait " R.,, ..:..g to the joint meeting between the VLMD and the CSE last November where both boards agreed that the use of the VLMD logo would .,.,,,ride a benefit to the Town of Vail by reinforcing the message of the $1.5 million dollar tax SL,1, ..led marketing c.,sign, Sybill reported that a number of issues have arisen in the actual implementation of this policy that need to be resolved, including: o Opposition by some event promoters to driving traffic to the ThmkVail site o Some promoters are relu.,l...1 to reinforce the ThinkSummer.ThinkVail call to action because they are seeking direct partnerships with hotels to r: ? ride additional in.. ,e for the event o Winter Events are sensitive to promoting summer o The Town of Vail does not receive-easily recognizable .,..,1:1 for its contributions o Most events will not acc...,....odate the use of both logos. Pam Brandmeyer stated that the Town Council should make the final determination and that it would be, r r, ..,,..ate for the CSE to forward a recommendation. ? CSE members d:.;,., ed Sybill to a memo to the TL, o m Council for their ni": _.g on February 1, 2005 recommending the use of the ThinkSummer.ThinkVail logo of the VLMD as the primary logo on event materials where the Town of Vail is to be recognized as a sponsor. M/S/P: Steve Rosenthal/Stephen Connolly/Unanimous. New Business: o The CSE requested that the. following items be placed on the agenda for the next CSE meeting on February 22, 2005: ¦ How can we imr.., ,re communication with the business community regarding upcoming events? CSE/sn MINUTES: 1/25/05 Page 3 of4 1 ¦ Report on the results of the meeting held on February 8 between Town StafL VRD Stn, VRI and the CSE regarding plans for New Year's Eve 106 and how to best r.,.. ,ride entertainment for 1420 year olds in light of the disappointing attendance at the "Y05" event this year and the Town of Vail New Year's Eve curfew. ¦ Overview and discussion of the Town of Vail's Event Permitting Process ¦ 2005Summer Construction Schedule and Impacts o Kaye Ferry reported that the VCBA has received many inquiries regarding upcoming events that they have been unable to answer due to the lack of information on the online community calendar. Since the Cl...? ? policy of encouraging event promoters to post their own event inf--.,,lion does not appear to be working, the Vail Chamber and Business Association has voh...?...:.,l to maintain the online calendar of events with information r x .. ,rided by Sybill. ? Motion to adjourn at 12:00 p.m M/S/P: Steve Rosenthal/Stephen Connolly/Unanimous Minutes taken and submitted by Sybill Navas January 25, 2005 Approved by: Date: Chairman, Commission on Special Events Next Meeting: Tuesday, February 22, 2005 at 8:30 a.m. CSEisn MINUTES: 1/25!05 Page 4 of 4 TOIN Or' VAI l.0IDID199tOn 00 JpEC181 EV?TS CSE: 2005 Meeting Schedule The regular meetings of the Commission on SDecial Events are scheduled on the 4t' Tuesday of each month at 8:30 a.m. in the Vail Town Council Chambers. Tuesday, January 25 Tuesday, February 22 Tuesday, March 22 Tuesday, April 26 Tuesday, May 24 Tuesday, June 28 Tuesday, July. 26 Tuesday, August 23 Tuesday, September 27 Tuesday, October 25 Tuesday, November 22 Tuesday, December 27 (tentative) Additional meetings may be scheduled as deemed necessary by the CSE. IMOF VAffj: t omm?s?on on bpecC= CSE: 2005 Meeting Schedule. The regular meetings of the Commission on SDecial Events are scheduled on the Tuesday of each month at 8:30 a.m. in the Vail Town' Council Chambers. Tuesday, January 25 Tuesday, February 22 Tuesday, March 22 .Tuesday, April 26 Tuesday, May 24 Tuesday, June 28 Tuesday, July 26 Tuesday, August 23 Tuesday, September 27 Tuesday, October 25 Tuesday, November 22 Tuesday, December 27, (tentative) Additional. meetings may be scheduled as deemed necessary by the CSE. J Mail Message Close Previous Next Forward Reply. to Sender Reply All Move Delete Read Later From: ValAW Special Event S. m,,?hots <spec ialevents@vailgov."... W To: Special Events Date: Wednesday - February 16, 2005 8:49 AM Subject: Spring Bads to Vail e Mime.822 (7740 bytes) iviewl rsave Asl Novell. Properties Special Events Snapshot Form 4 1) Name of Event: Spring Bads to Vail 2) Dates: April 8,9,10 and April 14,15,16 3) Time: 8:00am to 10:00pm - Check website for detailed schedule of events 4) Location: Vail Village, Golden Peak, Ford Park Parking Lot, Vail Mountain 5) Description of event including identification of targeted demographic: Vail Mountain's Spring Bash with headliner concerts, bar parties, World Alpine Pond Skimming. Championships, Rail Jam, Fashion Show, Warren Miller Experience targeting the 25-39 year old demographic. 6) Anticipated * of Spectators: 30,000 +/- for the entire event 7) Anticipated 8 of Participants: 500 +/- 8) Will there be amplified sound?: Yes Answer the followina 5 questions if you answered ves to the amplified sound question I above - 8a) Proposed Days and Times of Use: April 8,9 and April 15,16, 2005 8b) Location of Speakers: Vail Village, Ford Park Parking Lots, Golden Peak 8c) Intended Use (check all that apply): Recorded Music Live Music PA SyA.. 8c-1) Specifiy Intended Use N you checked 'OTHER': -NA 8d) Please describe briefly how the speakers will be used including the acted duration and intensity of sound, type of music that you will be playing, etc.: Live concerts in Vail Village and Ford Park Parking Lots with amplified sound. See detailed schedule for fist of bands. Amplified DJ sound at Golden Peak for the World Alpine Pond Skimming Championships and the Jeep Jam with family style music. For additional information or to inquire about sponsorshlo or participation - - _qj3oortunities 9) Webx%?a www.sorinabacktovail.com 10) Event Promoter. Highline Sports and Entertainment, Inc. 11) Name of Contact: Dave O'Connell (OC) 13) Phone Number. 970.476.6797 x107 7 TOWN OF YAK c:ommr?sron on ?pec?s? ?vems Information to Applicants filing for a DOBSON.si t,%_jv X SPECIAL EVENT LIa.jLro$E Thank you for your inquiry into holding a Special Event in The Dobson Ice Arena. A Dobson Specific Special Event License is required by the Town of Vail whenever the Dobson Ice Arena is proposed to be used as a venue for non-ice activities. If anv wart of vour event will take place outside of the arem a. -lar S_ _:al Event License anulication must be filed AppL''.w.Lons are due a minimum of 30 days prior to your event and should be subm:x;..: to the Town of Vail, Special Events C. , tinator, 75. South r. ?,_..ge Rd., Vail, CO 81657. Pl... , n- Inooen detae aanlications wM not be processed. The following documents am, ,' ? , 1 with every application: ? DOBSON at m,%,rr rC a,.tj.CIAL EVENT LICENSE APPLICATION- $50.00 non-refundable fee. Applications _:. be submitted a minimum of 30 days prior to your event. Diagram of event set-up plan with all , nent details. (8 Yx I 1 pages, please.) The Vail IL. -'an District can provide you with templates for event set-up is the Dobson Arena ? Attachment B: o Complete list of participating vendors (including S.'..:J Event License Holders and Vail Business Licensees) to be completed by the Event Producer. If there are no vendors r.:..:cipating, or if the only vendor will be the Dobson A. ".:.'s con_;,,,:onaire, please indicate as &,..+ ad on the "Special Event Application: Vendor List" form and submit with your ,.,.._,,1eted application. o If applicable, Special Event Sales Tax License Applications. These are to be completed by the individual vendors, and submitted with the V, :..J Event Permit Application, a,,, . ; ? . ied by a non-refundable fee of $75.00 per vendor. Copy of your Dobson Arena Rental Contract signed by a rep .,.eniative of the Vail Recreation Dnstn'.,L ? Insurance Certificate, Attach proof of liability in,....L..ce for your event in the minimum amount of $1,000,000.The Town of Vail must be listed as additional insured. Special -SNAPSHOT-.11 .amplete and submit the online,. . and attach a printed copy to your application. The form can be accessed at www.vailsov.com, click on "Doing Business," then "Special Events," then on "Permits and Licenses." Finally, don't forget to go to thinkvail.com., Vail Events page, and add your event to the community calendar. Please direct any questions to: Sybill R. Navas, Coordinator Commission on Special Events snecialeventsna.vaileov.com 970 376-2394/ FAX 970 476-7141 Lorelei Donaldson, Vail Town Clerk ldonaldsona.vailsov.com 970 479-2136/ FAX 970 479-2157 ,t DOBSON ARENA SPEq.Yr iC SPECIAL EVENTS LICENSE Please complete this form for any non-ice event proposed to take place within the Dobson Area If any portion of your event is planned to take_place outside of the arena yon must submit a regular Special Events Li ? a , , 4,4 appl Mfion... A $50.00 son-refundable fee mast accompany this application.. . Coninlete appti 'are due a. minunom of 30 days prior to your 0 ,?,,,.L Incomplete applications will not be processe& otequired by TOWN Of VAM Ad MCWAL CODE 4:8.11, Exemptions, as amended by Ordit m. i., 26, Series of 1988) SUBMIT COWL& it r.., DOCUMENT TO: .6i)XIAL EVENTS COORDINATOR TOWN OF VAIL MUNICIPAL BUHMING 75 South Froutaj;e Rd. Vail, CO. 81657 vailgovcom PHONE: 970 376-2344 FAX. 970 4767141 EVENT: DATE(Synw of EVENT: EXPEa. i,&,r AUDIENCE AND NUMBERS: EVENT PRODUCER NAME OF rtrWN COMPLETING APPLICATION: PHONE: E-MAIL: ADDRESS: CITY: STATE: ZIP ?. EVENT;DESCRrr Y,tON: Attach or,;-,--be below a;,,;..,,),lete event schedule, names of __L.I,.. ers or bands and a des.,. ?r611 of ,, . it used activities. 0, LOAD IN: DATE/ ME: LOAD OUT: DATE/TIIVIE: Describe any potential impacts to the Town of Vail Bas Route: Will you be using caterers or food vendors other than the licensed Dobson Arena concessionaire? No V Yes , please'see Attachment 11 O Attachment B must be,,*, j, ;.,..ded to this application whether or not there will be vendors/concessions as part of the event and must include: 1. A complete list of , d.?.:Cipating vendors (including, Special Event License Holders and Vail. Business Licensees) to be 6 ...pleted by the Event Producer. If there are no vendors participating, or if the only vendor will be the Dobson A.;,.d.'s licensed please indicate as d..wWJ on the "Special Event Application Vendor List" form and submit with your . _ ..rleted application.. TOV/Special Event Application DOBSON ARENA SPECIFIC Pa-e I of3 1 2. If applicable, Special Event Sales Tax License Applications. These are to be completed by the individual vendors, and submitted with the Special Event Permit Application, accompanied by a non-refundable fee of $75.00 per vendor. Attachment B Attached: No Yes ? Ev r.i tit sj&-UP and SECURITY PLAN: o ATTACH A DETAMM DIAGRAM II.LU s i< nATING t nj& Ev j&i?i Szi UP PLAN: (8 %i x I 1 pages, please.) The Vail %....*l an District can provide you with templates for event set-up in the Dobson Arena. Please inch all pertinent details and the following information: o Dia,,,:.... of event site: Scale drawings are required showing any additions (e, stage, lighting/sound booth, concessions, etc.) and must be in t,1 with the I.1,:- ...,Aonal Fire Code. o Any bunting, draping, or curtains of any type must be pre-,.vr,,„.,ed by the Town of Vail Fire Departm L App"L shall provide a..:,., sheet of along with &:.,r les for destructive flame testing. All md::,.Ws shall be class I flame ?.,:?J ?r.: 1 o Use of candles for banquet/dinner functions shall be pre., * r' . ied, and meet the guidelines set forth in the International Fire code. o If the event requires additional sound and/or lighting equipment a licensed electrician is required and the following information shall be provided at time of application: ¦ Name, contact number, and license number of electrician. • Cable are required throughout the arena. The use of avnoteelmiea and/or fiog machines is exuressiv forbidden. o DETAILED DESCRIPTION OF YOUR SECI,jkat I PLAN: Indi., A. the r r 6,&j number and placement of security personnel on your dia„, .. and describe in detail below your intended implementation plan: ? Certain w, I types may require ad6litional police service. Costs associated with providing additional police service will be paid by the apgleaut/pr omoter. The number of police officers required for any event will be determined by Dobson Ice Arena Sfat% in consultation with the Vail Police Department If additional police service is required, attach ao "Agreement for Additional Po6oe1' u . , . L.." B:;b:,....ination has L.&-, made that additional police service will be required? No If Yes "AL,. ....ent for Additional Police Service" attached No Yes ? Does the event require any additional Town of Vail In-ismd ?, .. ? ,,9 (r e. el:,.,: .:.,"I power, :..-. "..,J bus service, barricades, traffic „., ..1, trash removal, security patrols, signage etc.) No If Yes , explain in detail, and attach additional page if necessary: The event promoter will be charged for all labor, materials and equipment mess sueb services are soecificaliv exempted and approved as part of this permit For additional information, contact the Special Events Coordinator. Additional Documents Reau fired: ? Insurance: Attach proof of liability in.,-.-.. for your event in the minimum amount of $1,000,000. The Town of Vail must be listed as an additional insured. DO NOT STATE "INSURANCE ON FILE WITH TOWN". You MUST supply this document with each and every Special Events License Application. Proof of Insurance Attached: No Yes ? Copy of Dobson Arena Rental Contract signed by a representative of the Vail Recreation District VRD C. ",.ct Attached No Yes ? Special Event "SNAPSHOT": Complete online and attach a printed copy. SNAPSHOT Attached. No Yes ? Community Calendar: This event has been listed on the online ..unity events calendar which can be accessed at www.thinkvail.com, Vail Events page. No Yes TOV%Special Fvent Application DOBSON ARENA SPFCIPIC Pa,-,e 2 ul 3 1? APPROVALS WILL BE SEt,uYtED FROM it nc, FOLLOWING TOWN OF VAIL D" ARTMENTS BY Yj3u& 6Y 'vkIAL EVENTS COORDINATOR Ar , t.& YOUR APPLICATION IS SUBI<u iL Y x? o. (if there are questions for specific departments, these sbouM be clarified prior to submitting the application.) ? t&w- 479-2250: Arr.„ ?ed by: Date: POLICE 479-2200: Arr. ,.,, ?ed by: Date: PUBLIC WORKS 479-2158: Arr.,„ ?ed by: Date: SALES TAX 479-2125: (only required if vendors requiring Special Event Sales Tax Licenses are included) Arv..?ed by: Date: ENVIRONMENTAL HEALTH 479-2333: (only required if outside or food sales are planned) A,.r..., ?ed by: Date: PLEASE NOTE: ANY CHANGES TO „a..S ORIGINAL APPLICATION MUST BE EMd EDIA it AuuY RECORDED W iin inj& aY i&CIAL EVENTS COORDINATOR. Has the applicant or any of its agents ever been convicted of any . "e or misdemeanor? No If Yes , please explain: I certify that all the sLu,...ents and &-..v y?ms to the above questions were made by me and are true without any reservations or evasions. I und-."d that I must furnish any equipment necessary in the production of this ?p,,,,ial event. Signature of Applicant Print Name Clearly Date *ALL APPLICABLE PElthu 16 MUST BE PO& Y r,D ON &Y Y j. OR PRODUt:zio UPON REOUEST. APPLICATION IS HEREBY APPROVED: Vail Town Clerk Date APPLICATION IS HEREBY DENIED: (reason for denial) VAIL SPECIAL EVENTS COORDINATOR Date CC: Police, Fur, Public Works, Community Development. Transportation, Sales Tax, Vail Town Clerk, VCBA, Applicant TOV/Special Event Application DOBSON ARENA SPECIFIC IIage 3 of Events To: Special Event Permit Applicants Thank you for your inquiry into holding -a Special Event within the Town of Vail. Attached you will find inf....ation to assist you in filing a Special Event Permit Application. Please note: Incomukte anoiications will not be processed. 'The following documents are required with,;; , Special Event Permit Application: Spec-1 Event License. Application= $50.00 non-?refimdable fee. If your event venue is the Dobson Arena, please see inf.;. 41-7.on for'filinga Dobson. S. *fie Special -L ,,.L., A Permit Application. Applications must: be submitted 'a minimum of 30 days' prior to your event. ? Sr 6 ? A l Event "SNAPSHOT--" lete the online ..2. and attach a ,..:..6;,1 copy to your application. The 1VI. may be accessed at www.vaileov.com, click on "Doing Business," then "Special Events," then on "Permits and Licenses." A In.,,,,,.,,.,,nce.Certificate, listing the Town of Vail as additional insured. Diagrath or description of site with all pertinent details. (8'/z x 11 pages, please.) Town of Vail maps for this purpose may be accessed on-line at www.vaileov.com, under the "Special Events" heading.. ? Attachment B: o' Complete list of participating vendors (including Special Event License Holders and Vail Business Licensees) to be completed by the Event Producer. If there are no vendors parti_:,,?;..g, please indicate. as directed on the "Special Event Application: Vendor List" form and submit with your completed application. o If applicable, -Special Event Sales Tax License Applications. These are to be completed by the individual vendors, and submitted with the Special Event Permit Application, accompanied by a non-refimdable fee of $75.00 per vendor. Additionally, the following documents may or may not be applicable to your event: ? Attachment A: Food Event 4Y:..:onal Requirements o Attachment C: B.....;,. Application- $20 per site/per installation ? . Attachment D: Vehicle Display'Request ? -,.Attachment E: Amplified-Sound Permit: $50 non-refundable fee. ? Attachment F: Hot/Cold Balloon Permit ? Attachment G: Parade Permit ? Attachment H: T:,...?....a. / Tent Permit- detailed information .,?.,_ired for tents over 10'x12' ? Attachment I: Security Plan ? Attachment J: Entertainer(s) Plan ? Alcohol- Request separate application, ?.; .. Vail Town Clerk H a special event alcohol hermit is cenniried. van. mad he submit vow annfication to the -Vail Towu Cleric a minimum of sbIv (601 days prior to the : S date io order to ewe adedbate time to eamed1? with dl.,L Finally; don't forget to go to thinkvail.com.. Vail Events page,, and add your event to the community calendar.. Please direct any questions to: Sybill R. Navas, C.. idinator Lorelei Donaldson, Vail Town Clerk Commission on Special Events ldonaldsonavaileov.com snecialeventsa.vailsov.com 970 479-2136/ FAX 970 479-2157 970 376-2394/ FAX 970 476-7141 Town of Vail: Special Event Permit Application "Special Event SNAPSHOT" As part of your Special Event Permit Application you are required to fill out a "St 'j&CIAL EVENT SNAPSHOT," which will be disseminated electronically to all businesses and individuals in the Town of Vail who have requested to be informed when there are events that are likely to impact them. TO ACCESS it uh SPECIAL EVENT SNAPSHOT; 1. Go on-line to www.vaili!ov.com 2. Under the heading "Doing Business" click on "Special Events" then "Permits and Licenses." The "Special Event SNAPSHOT" form will be listed. 3. Fill out the form and click on "SUBMIT" After submitting your form, print a copy and attach it to your Special Event Permit Application. Your application will not be complete without this attachment. Complete aUUlications are due a minimum of 30 davs prior to your event. Incomplete applications w ill not be processed. Additionally, please add your event to the community calendar at thinkvail.com. €,0V/Spccial Lvcnt \pphcatiori SNAPSHOT hil'or cation TOWN OF VAS Z Commission on Special Events SPECIAL EVENTS LICENSE $50.00 non-refundable fee must accompany this application. A complete application must be submitted a minimum of 30 days prior to your event If a liquor license is required, the Special Events License must be submitted at the same time. Incomplete applications will not be processed. (R-,,_:. d by TOWN OF vAIL MUNICIPAL CODE 4.8.11, Exemptions, as.,..,...ded by Ordinance 26, Series of 1988) i§tvtk fli l COMPD. x jew DOCUMENT TO: 6jr j.CIAL EVENTS COORDINATOR TOWN OF VAIL MUNICIPAL BUILDING 75 South Frontage Rd. Vail, CO 81657 E-Mail: specialevents@vailgov.com PHONE:.970 376-2394 FAX: 970 4767141 EVENT: DATE(s) of EVENT: EVENT PRODUCER NAME OF rrnSON COMPLr-i u1G APPLICATION: PHONE: E-MAIL: ADDRESS: CITY: STATE: ZIP EVENT DESCR,t ' r SON: Please include complete event schedule. Attach an 91* a 11" drawing detailing the event (show ten s/canopies, cars, security, vendors, balloons, toilets, banners, signage, fencing, booths, seating, stage, etc.) Maps that may help for this purpose are available online at www.vaileov.com, under "Doing Business," click "Special Events," then "TOV Maps." DATE (mo/day/yr) TBIE (START TO END): LOCATION (*If requ: ,,rL41.:. -ission to use the Town of Vail Right of Way, or Public Parks, site fees may apply. If the event will be held on private r.,..,arty, supply written permission from,,y,„Yerty owners): At, i * i i mS: (attach additional page if necessary.) I OV/Special :vent Application. Special I vent License Pa,e I of 4 EXPRL i jw AUDIENCE AND NU11*xbA.jv.S: PLEASE LIST ANY CORPORATE SPONSORS and indicate whether there will be any "sampling" as part of the event: LIST ANY REQUES r o STREET CLOSURES (if necessary, attach additional sheet): DATE TMIE (START TO END) STREET LOCATION ACTIVITY 1. 2. 3. DESCRIBE ANY POx i&,iTIAL EWPA%, 6 TO Yne. TOWN OF VAIL BUS ROUTE: Will the event require law enforcement services beyond routine periodic patrol? No If Yes , please describe in detail and attach "Agreement for Additional Police Service: Is the event requesting any additional Town of Vail In-kind services? (i.e. electrical power, increased bus service; barricades, traffic trash removal, security patrols, signage etc.) No If Yes , explain in detail, and attach additional page if necessary: The event promoter will be charged for all labor, materials and equipment unless such services are suecificallv, exempted and approved as part of this permit. For additional information, contact the Special Events Coordinator. ? Special Event "SNAPSHOT": Complete online and attach a printed copy. SNAPSHOT Attached: No Yes ? Community Calendar: This event has been listed on the online community events calendar which can be accessed at thinkvail.com; Vail E%,Q..L, page. No Yes ? Insurance: Attach proof of liability insurance for your event in the minimum amount of $1,000,000. The Town of Vail must be listed as an additional insured. DO NOT STATE "INSURANCE ON FILE WITH TOWN". You MUST supply this document with each and every Special Events License Application. Proof of Insurance Attached: No Yes ? Parking: Attach a DETAILED Parking Plan for this event showing how you will c....C.,.,l parking at your even. (E,,,-, le: Advertisements will state partic:r,....:? are to park in Town of Vail Parking Structures only. We will have 10 parking marshals positioned at these locations caging t . ng in Town Parking structures, etc.) F,? 1.:..g plan attached: No Yes ? Trash: Attach a lir, i AILED Storage Container AND Trash Removal Plan Trash plan attached No Yes TOV/Special Event Application Special Event License Noe 2 of 4 ? Portable Toilets: A detailed,,... Lble toilet plan for events 6.:a- . than 300 people must be attached Show location of toilets on event map. At least one unit must meet ADA requ:.-ents. Toilet plan attached: No Yes ? Attachment B must be rr..ded to this application whether or not there will be vendorstconcessions as part of the event: ? Do you plan to have food concessions? No If Yes , review Attachment A and see completed Attachment B. Will there be any vendors selling products at this event (including food)? No If Yes , ?,....kr,lete Attachment B. The Vendor list must include all participating vendors, even those holding a Town of Vail Sales Tax License. The Event Producer is .e.4.,onsible for v ovidina this information for each MfiC:.,a ,a vendor. ? Are you requ:..,t:. g to hang banners advertising the event at the Vail Village and/or Lionshead designated sites? No If Yes , c, .rlete Attachment C + $20/per sitetper week ? Do you wish to use additional display banners or pennants at your event? No If Yes , explain in detail and show banner/pennant placements on your detailed drawing. ? Will you have display vehicles or products in conjunction with your event? No If Yes , complete attachment D. Will you require a staging area? No _ Yes ? Will you be using amplified sound? No If Yes , complete Attachment E. ? Will hottcold air balloons be displayed? No If Yes , complete Attachment F. ? Is a r,..&de planned? No If Yes , ko .-, lete Attachment G. ? Do you plan to have any t:,-6 or canopies? No If Yes , indicate location(s) on master Tents 1a.6,;,. than 10' x 12' will require a building roar,,. I;on. Please v„...plete Attachment IL *NOTE: Canopies are defined as 1,..6 without walls. ? Does your event require a security plan? No If Yes , C. , ? .., lete Attachment I Security Plan *NOTE: If alcohol is being served this attachment is required. ? Will you have entertainer(s)? No If Yes , complete Attachment J. ? Will alcohol be served? No If Yes . you must obtain a Special Event Lianor License from the Vail Town Clerk (970 479-2136) a minimum of 60 days prior to .z, z.?.r date and complete the Security Plan as Attachment L Your Special Event Permit Application must the application for a Special Event Liquor License and/or the use of an Optional Premise. Liquor License Documentation Attached: No Yes I-OV/Special Event Application Special Event License Page 3 of 4 APPROVALS WILL BE SECURED FROM ?xud. FOLLOWING TOWN OF VAIL DAg ART>rtiLL rr Y b BY x aj& err r.CIAL Er xi 4 18 COORDINATOR Ar it PrK YOUR APPLICATION IS SUBhm Y t mAk. (if there are questions for specific departments, these should be clarified prior to submitting the application.) BUILDING 479-2138: A,,.,„ red by: Date: ENVIRONMENTAL HEALTH 479-2333: A,,,.,-ved by: Date: r,rtr. 479-2250: Are.. „ved by: Date: PLA.?i?.kG 479-2138: Approved by: Date: POLICE 479-2200: A*,r. U ?ed by: Date: PUBLIC WORKS 479-2158: Ar .. ?ed by: Date: SALES TAX 479-2125: Ar r.. ?ed by: Date: PLEASE NOTE: ANY CHANGES TO TH 6 ORIGINAL APPLICATION MUST BE EMAIEDIA r i<.Y RECORDED A i i n i no, .st j&CIAL EVENTS COORDINATOR Has the applicant or any of its a,,,;...Ls ever been convicted of any crime or misdemeanor? No If Yes , please explain- I certify that all the A,.L...ents and answers to the above questions were made by me and are true without any reservations or evasions. I un&..,.&..d that I must furnish any equipment necessary in the production of this special event. Signature of Applicant Print Name Clearly Date *ALL APPLICABLE PERMITS MUST BE POaYvw ON ?jL j& OR PRODUCED UPON REOUEST.* APPLICATION IS HEREBY APPROVED: Vail Town Clerk APPLICATION IS HEREBY DENIED: (reason for denial) Date VAIL SPECIAL EVENTS COORDINATOR Date CC: Police, Fire, Public Works, Community Development Tran.,,.,.,-:on, Sales Tax, Vail Town Clerk, VCBA, Applicant TOV, Special Event Application Special Event License Page 4 of 4 ATTACruflENT A TEMPORARY FOOD EVENT OPERATIONAL REQUIREMENTS, TEMPERATURE REQUIREMENTS* A. Cookine T:...Y.:_a_;., B. Holding Potential v H,,,..Zaus Foods 1. Beef .............140 F Hot foods must be held at or above 140 F 2. Ground Beef- 155 F Cold foods must be held at or below 41 F 3. Pork ............ 150 F 1. You will be, : ,,..:.:.;: to have one of the following: 4. Poultry ......... 165 F a. Mechanical refrigeration 5. If cooking in a microwave, add 25 F b. Self-draining ice storage with lid *Contact the Town of Vail Environmental Health Officer at 474-2333 rding your requirements* C. Reheatme Foods 1. Reheat all potentially hazardous foods to 165 F in less than two hours 2. If reheating in a microwave, add 25 F D. Metal Stem Thermometer 1. Metal stem food thermometer (probe type) soled 0 F 0 220 F 2. Provide means to sanitize the thermometer between uses H r Am SONAL HYGIENE A. Hand Washing 1. You will be required to have one of the following: A. Hot and cold running water under pressure with soap and paper towels B. Non-pressured .,.._Lher of warm water with a spigot and .,alr::_ pail with soap & ra,.:.. towels C. Cleanser :. ?r.:.gnated towelettes III FOOD PROTECTION A. Minimum enclosure for food service facilities is a only. A three sided enclosure may be re,,....d depending on then of the ,„r;;k?ion. B. F... r :.1y store and handle foods in order to avoid -..-contamination C. All food must remain covered D. All food must be at least six inches off the ground E. Ice storage must be self :.?:..:ng F. Utensils are required for all food handling G. Sneeze shield is required for r ?-- self-service IV SOURCE A. All foods, water and ice must be from an a, j vied source B. Home p."Y -d foods are prohibited V WAREWASHING A. You will be required to have one or W. _ of the following: 1. Three compartment sink for wash, rinse and sanitizing of equipment 2. An adequate number of back-up utensils 3. Only single service eating and drinking utensils shall be used *Contact the Town of Vail Environmental Health Officer at 479-2333 regarding your requirements* VI MISCELLANEOUS A. Easily cleanable refuse containers must be r_,,. , :ded. Containers outside of enclo.,_,. must have lids. B. All portable toilets must be a minimum of 150 feet away a food facility C. Large 6,-L ge storage areas must be a minimum of 150 feet away from a food facility. TOWN OF VAIL D" ART&IENT OF COD94UNITY DEVELOPMENT 75 S. FRONTAGE ROAD, VAII., COLORADO 81657 970-479=2333 VOV'Spccial Event Application Temporary Food 6 vcnt Info Attachmcni A TOWKOF conliaLmion on Events TO: Special Event Sales Tax License Applicants Special Event Sales Tax Licenses will only be-issued.to'vendors who are affiliated with a special event and who are listed on the Special Event -P-;,. it Application/ Vendor List submitted-by the event organmer-town of Vail Business Licensees need not ?,. ;lv for a Special Event Sales Tax License however then must be listed on the-Special Event P:.r it AoDli cation.submitteid by the event_ci &,izer. A,$75.00 non-refundable fee must accompany each Transient.Vendor/Special Event Sales Tax. License application, The Special Event Sales Tax License must be displayed on-site and in full view for the duration of the event for which it was issued. Sales tax in Vail is a total of 89%. The Town of Vait"collects its own 4.5% sales tax. The k%;,,txain ng 4A% breaks down as follows: 2.9% State of Colorado and - 1.5% Eagle County.: The State of Colorado collects the state and the county,sales tax. The Town of Vail will include a sales tax ,,c,? ttance foim with your Special Event Sales Tax License, - - - If you have-any questions, or concerns, please callthe Town of Vail, -Sales Tax Adminiaa& r it 970-479-2125. Thank you. for your cooperation: -lOV/Special Evcnt Application Special Event Sales"Tax License: information " Attachment B ATTAI,ruvIENT B Town of Vail Special Event Annlication: Vendor List To be completed by the Event Producer. Please attach completed Special Event Sala Tag Applications and fees for all businesses that do not hold a Town of Vail Business License and submit with the Special Event Permit Application. All vendors that are participating in the , L-t MUST be listed on this form, even if they are licensed in the Town of Vail. Name of Event Event Producer E-mail address Dates C--L.ct Name Phone If no sales are intended as part of this event, please indicate by making an "X" through the table below and attach this page to your Special Event Permit Application. VENDORS: Please indicate vendor status w/ an "X" in the appropriate bog below: Business Contact Description of items Transient Name: Name: Phone #: being sold: Vendor Please attach additional pages if necessary. TOV Business Licensee Non- profit 501c-3? TOV'Spcciaf E"'cnt Appficatii>n Vcndur Lip[ Attachment B Fee Pd:. Date: Rcvd. By. ATTAcktM ENT B TOWN OF VAIL SPECIAL EVENT SALES TAX_LICENSE To be completed by the vendor and. submitted. with the Special Events Application/Vendor List completed by the Event Producer. 575.00 NON-Itk vJDABLE jo m j& DUE UPON SUBNu i x AL. MAKE c,,tizCKSPAYABLE TO ixtA TOWN OF VAHL. SPECIAL EVENT NAME DATES LICENSE IS BEING APPLIED FOR BUSINESS NAME TYPE OF MERCHANDISE SOLD TYPE OF.OWNERSHIP 'SOLE PROPRIETOR PARTNERSHIP 'CORPORATION OTHER BUSINESS ADDRESS BUSINESS PHONE NUMBER E-MAIL ADDRESS OWNERS NAME OWNERS HOME ADDRESS OWNERS HOME PHONE NUMBER. STATE OF COLORADO SPECIAL EVENT SALES TAX NUMBER SIGNATURE DATE TE?\' Special Event :Application' Special E..,ent Sales Tax License Attachment B ATTAutwmST B TOWN OF VAIL SALES TAX EXEMPTION APPLICATION FOR NON-PxOr'1 t ORGANIZATIONS Non-profit organizations selling taxable tangible personal property or services as defined by the Town of Vail Code must collect sales tax, and purchasers must pay sales tax on such sales. It is the desire of the Town Council that taxes collected by qualified non-profit organizations be retained by that organization as a contribution of additional funds to be used in the course of that organization's charitable s.,., 've to the community. Therefore, these organ zadons are not required to remit or report sales tax collections to the Town, provided that certain criteria are met. Qeardrying ffi need not submit the "Application for a Special Event Sales Tax License," and need not pay the $75A6 Sales Tax License fee, but mist be included on the vendor list submitted by the E , a Organizer. SPECIAL EVENT NAME DATES LICENSE IS BEING APPLIED FOR NAME OF NON-PROFIT ORGANIZATION 501 C-3 NUMBER CONTACT PERSON PHONE # E-MAIL ADDRESS MAILING ADDRESS NATURE OF THE FUND RAISING ACTIV i i Y IS THIS AN EAGLE COUNTY NON-PROFIT ORGANIZATION? DO THIS ORGANIZATION'S At.; i i v i i mS BENt rn i THE VAIL VALLEY 1000/o? Yes No If no, what percentage? WHAT PERCENTAGE OF THE ACTIN iijhS BENPriTS VAIL? DO 100% OF THE PROCEEDS GO TO THE CHARITABLE ORGANIZATION? Yes No If no, what percentage? IS THIS AN "OCCASIONAL" FUND RAISING EVENT? SIGNATURE DATE Please answer all questions and return this form to the Town of Vail Sales Tax Administrator. If you have any questions, please call 970 479-2125/ FAX 970 479-2248. Ar r MOVED BY DATE Town of Vail Sales Tax Adminia4«lar TOV Special Front Application Non-Profit Exemption Form Attachmcnt B PEE Paid: Date: Received by: A Y i AcnrAENT C TOWN OF VAIL BANNER APPLICATION $20.00 feelsite per installation. Checks are payable to Town of Vail. APPLICATION MUST BE SUB11im ?'jL jw AT LEAST 10 DAYS PRIOR TO DATE REQUEib x j.D. BANNERS SHALL REPRm.&jo COMMIMA a i(EVENTS OR BE SPONSORED BY A NONPROFIT ORGA tLATION AND SHALL PROMktYj. At-it a oYYxzS THAT TAKE PLACE PRIMARILY WITHIN xx3u TOWN OF VAIL. RE.-oAm.VATIONS ARE MADE ON A x,xwm,!?Y-COME, jo , fta,ii irE BASIS ALL DATES ARE Di& iL A,?..AINED ON A MONDAY-MONDAY W no-me,APPLICATIONS TO HANG SAM*d,,?%a FOR MORE THAN ONE % Ad WILL BE LONSIDERe?" ONLY IF . .E ARE NO ali . RE gwjst& FOR THE SAME TIME FRAME. vOR SCHEDULI NG INFORMATION CONTACT T= .%t A.,-.AL jL w feat ? ? COORDINATOR AT suecialeventsnu,vailgov.com. NAME OF EVENT: NAME OF Rrr'r.ESENTATIVE: PHONE: E-MAIL: ADDRESS: 4-1 1 Y: STATE: ZIP DATES & TIME OF EVENT: LOCATION OF EVENT (activities must be primarily within the Town of Vail): BRIEF DESCRir i iON OF THE EVENT: LOCATION(S) AND DATES REQUES ji. vo (One week max per site: Monday-Monday): ? Lionshead: ? Bridge Street ? BANNER &r z%,rr rCATIONS: Please see next page of this application for ?,L..:fications ? ATTACH A SCALED $ %2" x 11" DRAWING SHOWING: o LAYOUT AND WORDING o LOGOS: NOT MORE THAN 25% OF tai. AREA AND/OR WORDING MAY BE SPONSOR NAMES OR LOGOS o SIZE (MUST BE 20 r rr i WIDE) o MATERIAL AND COLOR ? MANDATORY: Banner(s) must be delivered to Public Works by 8 a.m. the nrJRSDAY prior to requi.., L1 dates - Public Works Front Admini.,-bl:on Office at 1309 Elk Horn Drive (970) 479-2158. ? Banners MUST be picked up from Public Works immediately after event. The Town of Vail will not be responsible for lost, damaged or stolen banners. APPLICATION IS HEREBY DENIED (reasons for denial): APPLICATION IS HEREBY APPROVED: By Vail Town Clerk Date i OV Special Event Application Banner Application Attachment C O n' a i BANNERS Minimum requirements for installation of banners in Vail Village and 1 lonshead Rooms are required on the Villogs Banner. The minimum site for support ropes Is 1/4". Lengths shall be 20 feet long minimum. Res should be new nylon rope. Cotton rope and all frayed rope will be refused. Ropes should be conneotsd to the banner using snap swivels. Connect swivels Into grommets on the corners as Indicated. should be connects- prior to dropping the banner off to Public Works for installation. Banners should be 20' long, and up to 4' tall. Attach snap swivel 1 through grommet hole _ 1 Attach rope to f snap swivel All banners should have wind holes to insure them will be no ` problems with supporting structures. Snap sabre, - available at most hardware stores Banner should have grommets in all four comers. hopes are not necessary. 20' minimum length for all four corners f d Lionshead -Wind holes in banner - 4? ' Banner o o 20, Village , Banner ATTAiLuMENT D DISPLAY VEHICLES Many special events are produced through major vehicle manufacturer sponsorships. In an effort to accommodate the requested vehicle displays in conjunction with these ,r -.-sorships, the following guidelines and designated areas are provided. Additional placements may be considered subject to the approval of the S., J E-. -L, Coordinator. Display vehicles are permitted only in conjunction with a special event, and will be accommodated on a first-come, first-serve basis when 2 or more requests are received for the same location.. Not more than two signs may be displayed on the INSIDE of the vehicles. 25% of each sign may include namellogo; the remainder of the sigoage must be dedicated to the event Exterior signage may be considered in .,,,.W circumstances and is subject to the approval of the Commute Development II :,r,:."., .ent and the S,;..W E-:,. Coordinator. All placements oofvehicles mast lake place ,a" ORE 7:30 am, with removal Ar x v xt 5:00 pm. A snood set of begs, along with the beation of each vehicle, must be left with the Vail Police Department At no time are vehicles allowed in these areas overnight. Exec to this policy must be approved by the Special Eves Coo r and the Vid Poke Department Mw..b , use the a- ,..::. flux , i z J to indicate requ"&I vehicle plaeemerd locations by highlighting . ;,.l-bled sites and submit them with this form. MAP #1- LIONAftA AD # of Cars: Arrival: (Time and Date) B:;r?.l..... (Time and Date) Permission to use the area next to the Gondola Building mast be obtained from Vail Associates. Call Vail Associates, Special Events Director at 970-479-4019 F .rmission authorized by: Date: MAP #2 - MILL CREEK CIRCLFJ% x6jLA BAIRN* # of Cars: (maximum of 4 can allowed) Arrival: (Time and Dane) Departure: (Time and Date) *Permission to use this area MUST be obtained from Vail Associates. Call Vail Associates, Special E , Director at 970-479-4009. Permission authorized by: Date: MAP #2 - VAIL VUU AGE/SLaej& . PLAZA Maximum of 1 car allowed Arrival: (Time and Date) (Time and Date) TOV/Special Event Application Vehicle Display Request Attachment 1) S. F00WAGE RD. -- ,Gateway -- f Vail Crossroads ortaIto" Parking, Structure Village Inn Transp Center AHausa DMaio mountain it mount s+n ,. , ...? Village ` . ?.. Maus Lodge f Chart Center '-swiss w Houses 7 C " IN still at _ . Lodge Vail lbe?'t' Christiana Lodge ?- -- Tower _ ... .._ ? goo ° Feet i°?? display wations w . ?i?atdd Vehicle ` h 100 200 Feet er?t a 7itt Display Locations Cvg RD• ( Lionshead ' Parking Lions Structure West Pride ?gatsti VanWinds PoVdhlole Areo - at Vehkid max.) Fabulous-+ Landmark --__.__ - Vaii ry1 E lionsh a Or. Glo j is e d Lionshead,, Lodge Landmark .i ? r ?.------- -- -- r.? ;? r Inn Lifthouse Vail 21 Plaza Bldg. aw-aft Lodge tops ` -- c - Con rt J Commercial' oo: ?!-'?? Lionshead Enzian\. ( - Arcade s ' r rck?t _ Treetops p ., ,. . ego { Sunb?rd Lodge 1-, Boo ? - ? o. Gondola Lionshead - Bldg. Center e. - ; Marriott +, ??oh Noc 1 ?? 1 n Antlers 1LL'.._ ..._ Lions,`Square Lodge . 1 Fee Paid: Date: Rcvd. By: ATTA%-ftAENT E AWLe ILD SOUND t AANIFT APPLICATION (as amended by ordinance No. 15, Series of 1988, effective June. 15,1988) - $50.00 Non-refundable fee. Please attach a copy of the notification distributed to all adjacent properties, and list of signatures verifying . -17: t of the information. This form must be subnditted at least 30 days prior to the earliest date requested on this application. NAME OF APPLICANT: CONTACT PERSON: PHONE #'S (DAY&cEVE) CELL: . _..._.._ - .. ADDRESS_OF PREb?s,?r,8 OR LOCATION(S)-'% "A.,& ...DATE(S): _ _..... DAY(S): TIME(S);---. SOUND IS _TO BE PRODUCED: AMPL&MIL" SOUND IS PROffiBITED,Rxt wmru-10:00 P.AL AND 8:00 A.1VL DESCRir iON OF SOUND AMPLIFICATION EQUIPMENT: VOLUME IN DECIBELS: 65 DEA.ibAs.JS MA3MfU R DISTANCE SOUND WILL BE PROMA- i r u: 100 r zz a MAIII11ZiM HOW WILL SOUND BE PROJEC i ru: DESCRIBE WHAT TYPE OF SOUND IS TO BE PROJFA, i mi: (i e. live music, canned d music, PA system, etc. If live music, name of entertaineis/band and type of music played: IS THIS rr PI IIT IS ASSOCIA i jbu WITH-A SPECIAL EVENT? NO YES If yes, which event? Anticipated Audience #'s: SIGNATURE OF APPLICANT: DATE: MAILING ADDRESS OF APPLICANT: . E-MAEL ADDRESS: APPLICATION IS HEREBY: • DENINli Reasons for Denial-. • " Ar r ROVED EXPIRATION"DATE: BY VAIL TOWN CLERK DATE TOViSpecial Event Application Amplified Sound Permit Attachment F Town of Vail: Amplified Sound Permit Application Verification of Notice to Adjacent Properties Please verify that you have received the attached notification regarding the l,. .nosed event. Your signature does not indicate your support of the activity, only that you have received notice. Please direct any concerns you may have in writing to: Town of Vail, Commission on Special Events Coordinator at snecialeventsna.vaileov.com. PLEASE PRINT INFORMATION CLEARLY: Bresin?ess or Resldeiecer " ` ContactrName:'+. _ r. ; . r'hyll.9Tess? rt i.: F Stan, Rtre•. Date Contacted,: .i I A..u$,l .5.',, n^ ..+Y.... ,.?r.S.-,l r. .'' ,',1... .e .. k_{.. +. ...?:.'I .,.. ..' ,nth .'.''F:)i! \ fE,.Pe?"re ..'.i-., c .C'Lt...?f??:1. w,i6.:: ??.,."?.,', ....,x .• _,.•. , ._ .. e t -. I k e A l; is \ rs ? i ' 1' -. ..... t? ?. ,. .., ., _, e.,.. .... ., .?. .. ..: ?. .... ?. ..- . ._. 1,{. .?z ._._ ..1t7 .51-_ Y} .. .. ... .. ...... -5 r..,- yP,.?.: ? 1 „ n.'.'?'_ j in. . ..... T s f y 1 {x i a 1t, t, w , f ?.. ..i .,?? .. :i':,,, ,.?•}?.. ._ .._ .__ ?>. +F,1..? ._.= _.? ,... .1=. .C?'?r3 5..: .. ? ? .. `P ? t '?. C.?p: .? .j. ?? tt h l.. .. ?.? ?:?.:. ?.Er". .. r?. .• .., .v ?? .. _ ... ._ ..._ ,. .... .. _ -3 .. a ., ... .. ` ' y..? . r' ' ? ., ,yam _. . , ?.., . _ ..n .. . _..fi:;. .. >_ ...,. _ 4, w r,a ... .. ?' _ _ .. _ .. . r.... {..?.- ,t ?. .., .... .•. s 1 .. _ _ ,,. .. .a r.. , x.? .a e , ?°i `? ,c_ ?'. :. ,:.• ,. • ' 1. ?,: '. ,. ! z.. .. .. _ .? ? ,? -; {? .._ ..' .. ., ? .r ? .. i., s... ... .....• : '+.ti. .. 1. t. r. ,??. ' :h ..:.., p., t f. .r .,' ,t .,_ ,,f .•, - ? < t.; t 4. .tiny,,. s 1 Attach additional pages, as necessary. TOV/Special Events Amplified Sound Permit Attachment F. A Y , Y A4,tuv1ENT F HOT/COLD BALLOON PERMIT APPLICATION Town of Vail Municipal Code, 11-5-1-G, as amended by Ordinance 14, Series of 1993. HOT/COLD AIR BALLOONS Submit this application to the Special Ev,..L Coordinal.,Y a minimum of ten (10) days prior to the event and only in conjunction with a Town of Vail Special Events License. This . , --it must be obtained in order to display a hot/cold air balloon and any attached banners thereupon, and must be at...-,,red by the Community Devel..l -ent Department. The following .,.,Lctions apply: At liability insurance must be obtained for hot air balloons covering bodily injury or death and r ,j arty damage in an amount of not less than $1,000,000.00. Allsuch policies shall name the Town of Vail as an additional insured, and no balloon shall be allowed until said insurance policy or a certificate of insurance evidencing such policy is r?., Aded to the Town Clerk's Office. 2. Balloons are prohibited from being tethered or attached to the roofs or buildings, with the exceptions of the Lionshead Parking Structure and the Vail Village Parking Structure. 3. Balloons shall be displayed only during the length of the special event with which the balloon is associated, or for seven (7) days, whichever is less. 4. The location requested by the appliraA for the balloon shall be subject to the i i 61 Lral of the Community Development Department, Fire D-,-:-.sent, and the of Public Works. 5. During the period of time that the balloon is inflated, the appli.,a..1 or his agent or :;....Vloyee shall be present at the site to ensure that the ,,- ,-:ate safety measures for the protection of the public are taken. 6. Banners displayed on hot/cold air balloons shall be arrIC.,,.red by the Community Devel..,,....ent Department 7. The a<,;.& of the name/logo of the sponsor shall not exceed 25% of the total banner area. For exa.. vle, if the A,.,.1: g on the banner is 20 square feet in size, signage for the sponsors could be 25% of 20 square feet, or 5 square feet TOV/Special Event Application Hot/Cold Ballon Permit Attachment P ATTkLuivlENT F HOT/COLD BALLOON PER1Vu APPLICATION Town of Vail Municipal Code, 11-5-1-G, as amended by Ordinance 14, Series of 1993. NAME OF SPECIAL EVENT: EVENT PRODUCER CONTACT NAME: PHONE: E-MAIL: ADDRESS: Li i f, STATE, ZIP DATE & TIME OF EVENT: From: To: DATES TO PLACE BALLOON(S) (One week maximum) From: To: NO MORE THAN THREE (3) BALLOONS FOR EACH st mXIAL EVENT. NO MORE THAN ONE (11 BALLOON FOR EACH SPONSOR. BALLOONS MAY BE DISPLAYED ONLY DURING LENtsYn OF u AA AL j&,o au k it OR && * eu k (7) DAYS, WHIe,ai6 i A jm IS LESS. # of Balloons Hot Air. Cold Air. LOCATION OF BALLOON(S) Balloon #I Sponsor Balloon #2 Sponsor Balloon #3 Sponsor Please explain any and all safety measures to be taken for the protection of the public: (print clearly) Proof of Insurance listing the Town of Vail as an additional insured MUST accommmy this gpBlication. I certify that all the statements and answers to the above questions were made by me and are true without any reservations or evasions. Signature of Applicant Printed name of Applicant Date APPLICATION IS HEREBY DENIED: (reasons for denial) APPLICATION IS HEREBY APPROVED: BY COMMUNITY DEVELOPMENT DATE TOv/special Event Application [lot/Cold Bailon Permit Attachment F A i' i At-nivlENT G TOWN OF VAIL PARADE PERNu A To .l of Vail Special Event Permit Applicationmust accompany this form. EVENT: EVENT PRODUCER: CONTACT NAME: PHONE(s): E-MAIL: ADDRESS: u i Y, STATE, ZIP DATE & TINE OF EVENT: F.,..: To: EXPECTED NUMBER OF SPECTATORS: ROUTE OF PARADE. Attach an 8%Z x 11" map showing the route and di.,,.,t:on of the parade. Number of participants on foot Number of participants in vehicles Number of vehicles Number of bands ? Will the Town of Vail bus route be impacted? No: If Yes, , please describe ? Outline your cleanup procedures: ? Outline your security procedures: ? Are you requesting additional Town of Vail services? (i.e. barricades, cones, signage, traffic control, etc.) No: If Yes, , please describe: The applicant is advised and aware that the Town Council may impose conditions on the 4r'ra? vral of this parade permit, including, but not limited to, required sanitation and measures, security measures, or bond to gu,.,a.dee performance of the conditions. Signature of Applicant Printed name of Applicant Date APPLICATION IS HEREBY DENIED: (reasons for denial) APPLICATION IS HEREBY Ar't riOVED WITH THE FOLLOWING CONDITIONS: BY VAIL TOWN CLERK DATE I'W Special Event Application' Parade Permit Attachment G Fee Paid: Date: Received by: A .t' AO:tAENT H Town of Vail: Special Events License i EWORARY TENT PERNu it (This permit must be a.,.......panied by a Town of Vail Special E? o..:.s Application) $100 Non-refundable fee. Check payable to Town of VaiL EVENT: DATE ,t ridT(S) WILL BE IN USE: LOCATION: PROPOSED OCCUPANCY: Event Producer. Contact Person: Phone: E-mail: Any tent over 10' x 12' must have a tent permit. Add the following details to your master drawing or on a separate illustration: (8-1/2 x 11 please) • Location • Layout and dimensions of the tent. • Vehicular delivery area and the emergency access area • Exits. • Electricity, gas, h.,-:-& lighting and the fuel atr.."ge site. Specifications of the tent: (attach photograph or manufactll..r,.., brochure) Dimensions Color Style Fabric Type Date of last fire ,;."dant ".".,..ent (attach certificate) Interior finishes: (finniture, floor coverings, etc.) Dates of installation & breakdown Who will be doing the installation? Phone: Size of fuel 41..."ge source Description of all eL. L city, gas, heating and lighting that is proposed FIRE DEPARTMENT INSPECTION IS REQUIRED PRIOR TO THE EVENT. Please contact the Vail Fire Department at 970-479-2250 to set up an inspection time and date. FOR TENTS LOCA t hiu ON TOWN OF VAIL PROPERTY (I.E. Public Parks and Right of Ways, etc), PLEASE No i r, THE FOLLOWING ADDITIONAL REQUIREMENTS: • Public Way Permit with utility locates is required unless no stakes to anchor L-..6 down are used You must meet with a Town of Vail .:,r.;,? m on-site prior to installation of the tent. Call the Town of Vail Public Works, Parks Division 970-479-2158 to schedule a meeting. • Floors are required for tents on Town of Vail property. Describe the tent floor that is r . rosed NOTE: There is a minimum 10-day non-tent usage requirement between events requiring a tent at Ford Park This time frame is not negotiable. Please .,..:act the Town Clerk's office at 970-479-2136 to verify if a tent placement is a. ,-.Vable for the time li,-e " J. APPLICATION IS HEREBY APPROVED: Reason for denial: BY BUILDING urrARTMENT: BY VAIL FIRE DEPARMENT: TOV/Special Event Application Temporary Tent Permit DENIED: DATE: DATE: Attachment I I A j Li ACniVIENT I SECM f PLAN: Attach or complete below a DETAILED explanation of your security plan. Be ?...:, to include the number of security personnel ;..Vloyed and their placement. If alcohol is being served., please attach a detailed drawing or map showing fencing diagram, pla. c..-znt of security ,:...,onnel and gates, ID stations, an explanation of the type of ID system you are using (bands, stamps, etc.), hours of alcohol service, hours of set up & tear down. Give a complete list of the number of servers of alcohol, ID checkers, and indicate whether the servers are TIPS trained. (or have other alcohol server braining .... Lfication) If an optional premise license is being used for this event, please include a mp of , :..-. ises, management plan and a signed authorization from the liquor license holder. If required, please sign and complete the Agreement for Additional Police Service. FOV/Special Event Application Security Plan Attachment I AGRd,gadENT FOR ADDMONAL POLICE sjwLvICz sus AummwAW is entered into bet?? ?.:.?. the TOWN OF VAII., a rdmuc#ld " . and s ofTomm 7U Town wift8ssign to may. upon., ? gat sad on an as$vallable basis, one ;a a-duLY.police offms or code w. '.?;.....?..t _ officers, in nnifa = to pmvide addkional police on the punises. of Susi ow& The sole .: of the lim wVl6 j :.:(s) while so assigned sball, be to en"o_,.:, the of the Town and _i.: k , Ies of the State of Color ado. The senior officer assigned . . ?L11.+J'r4?MliiV Y?1 .?.w? . to the Business main :.?:.. a time a&,J m. he ? of U11?7Y. "'e wbich time . ;,.Y. d shall be coaftpteted. by the 4 k_L., offiver, initialed by each assigned :officer at the end ofthe AM and r, ed to the D.&_''_ _'I Si'. i,? y for bid' g. 2, - Obli.,.:'::., aft Req?t assi,y.:.PSrt of s ponce .?..?.loyee_ ' a p{ {R.be amde at lead awY-.tjtwo (72) b_..., in adi"",.Y: B'. , may the •. of a pow empLj ?. only on C;.:, boars notice. is the event the police loye? makes an in am;.?., ..A Wv th his/her assi&.,:.,eat to the Business, the Yw.!m will sign a Complaint and WSY Vi/'wM?lr fi&y in the pIVYYYYIYY'LL ?IO YY? 3. Comnensafm Business will the Town at the fiiIl :•. g , $31.00 per hour per code - ..i r ofrw, $42.40 per how per police offtOw. • 3 The Business is. -, ,' .sible for a two4x= minimum, h„ jet, if the, ,.A schedilled is for three hoL:..6 or 1.'..t,:.., the L,.a?-,..ess is responsible far a three bM mmimmlm m the event the amigm nent is t:.?..:..a l earner than three h? ,...? In addition, should Ihe event Iasi lY??L? ? o the POEM WVLjIVV tD .. stay on she later than schedaled, the ,..Alc for such additional cOmp:.... mI. , L Bus" shall pay such W.,..4,;. within (30) days of the billing date. 4. F ? ? ? .. cv Availabfty Any police employee shall, at ali times while assigned as r P:ded in Para,;; a;.,'11, be avaflabte to."V...,1 to May incident oc.,., :..e off the premises which, the employee- det-...:..es in his/her sole disc: ter, to be an in the event of such an em,"6;..,.j , ; ,g,.the police employee shall piOnTtly :... , to the r.'-.:uses of the-Business after cessation. Of the ern:.:...,: . 5. Retahanshin-Pf Emo1 tai. Whsle s.:..Ed.as r:. :dad in Paragraph 1, the police employee shall at all times remain an empL J of the Town ailing within the ' of his/her duties and the scope of his eaVloyment with the Town, and shall be under the sole supeavisioa and 6-J-14 of bi&%W shift a, :. L : , ander. 6.. Release of LiabMv - In.k .. z& The Business, on behalf of itself, its officers, and its employees, hereby releases the Town and is officers and amploym li:.', ??. auod a 6: &,&4 any and A liability, cL.:...,, and d w:?..:, rs £ar damages of .,:."aver n.:,..;, inchuft without L:,..A claims arising fivm bodily :..;",jj, *;...,, prop-ty loss or dama.6w which. aria out of this a?:.:....:....t, or are in .nay mean- . .?..'....:,.;b:.d with this a,,,:,-.mot. Business to defend, and hold hazmlem the Town, its officers, and its employees for any mihl&-,.l or dednctbte costs, inchding whhoat gtrAn tan; Cost of any jQ4...i-,?2 or s.ctd,.rat and the costs of defense including abtomey's fees irL...J by the Town, its officers, or its empl..p," in connection with any dims of thud parties mmst the Towo, its offt..:...? - or . its emplayeea which arise out of or are in any mammer with this A$.:. k-AUt. The T.aa.:,:., that sp Iong as this A&.,..,ant is in it wM false arrest and 7. T--"- of A?.?.:.?.?.. This a&. -.I sb&.:, .. is effba umdil each time as either r?- .I, on ten days nOtiCF, has trcau,...?a?°n it. 8. )rw,....., ofEvent and P..LL..Ims of S .,:w- DATE , TIME #.P. d, # CEO LOCA170H TOWN OF VAIL BUSINESS BY: BY: DATE: DATE. ATTACnMENT J EN Y r RTAINM ENT PLAN: Describe in detail names and types of entertainer(s), hours of entertainment, sound check times, load in and load out times. Draw a map showing location of entertainment. Maps for this purpose are available online at www.vailaov.com , select "Doing Business," then "Special Events." Please indicate whether there will be amplified sound. If so, this atta?,..,.ent must be accompanied by an Amplified Sound Permit Application TOV/Special Event Application Fntertainment Plan Attaclunent J CSE/sn 2005 Allocations and Payment Records. 2/16/2005 Town of Vail Commission on Special Events: 2005 Funding Requests and Allocations Funds Available: 1 $590,000 I $590,000 -$590,000 Rollover from Previous Year: $0 Contribution to America Days from $6,000 Eagle County $61000 $6;000 Total Funds Available: . 0 $5960000. $01, $0 $ $0 $586,006, $59000 ; Event: _ 2005 Funds 2005 Dates: Awarded: Contract Status: Funds Paid Out: $$$ Total Funds Amount Still Report. Paid Out: Owed: Received: "Nike Jr, Golf All-Stars (3 yrs) 2005-07 withdrawn Jun 7-10 $0 Vail Classic: Critedum , 4-Sep withdrawn $0 Vail Classic 3-Sep tabled i $0 Oktoberfest/Highline Sports Sep 9-11 &16-18 $65,000 $0' $65,000 >Teva Mountain Games Jun 1-6 $65,000 .$0 $651000 >V-ail Fiirrt Festival Mar 31- Apr 3 $601000 as of 2/4 $20,000 . -$20,000 $40,000 $20,000 America Days'" (WCTS'ln'03) 4-Jul $56,000 I $0 $561000 Summer Street Entertainment Jun24=Sep 4 $46;000 $0 $45;000. >Sprinq,Back-to Vail Apr 4-16 $40,000 $0 $401000.. HolldaysinVail" (VVCTB in'03) Nov 25-Dec 18 $251000 .$0 $25,000 >Kick-lt 3v3 SoccerTour Aug 5-7 $25,000 as of 1/28 $8,334 $8,333 $16,667 $8,333 >Amedcan-Ski.Classic Mar 16-20 $201000 $0 $20,000 >BIa Wheel; Brewa'n'Chili 25-Jun $20,000 $0 $20,000 '. The. Session ' Jan 12-16 $18,000 sent 1117 $0 $18,000 Mardl- Gras Vail Feb 5-8 $15,000 as of 1/28 $7,500 $7,500 $7;500 >Vai[Arts Festival Aug 19-21 $15,000 $0 $15,000 >Lacrosse Shootout . Jun 24-Jul ,3 $8,000 $0 $8,000 Kind of'1he Mountain Volleyball Jun 16-19 $71500 as of 1/18 $2,500 $2,500 $5,000 V611'Jazz.Festival'.., Jul 3-Sep 5 $7500 $0, $7,500 "Y06" New Years Eve for Youth 31-Dec cancelled. awarded $5000 $0 10 Tastevf Vail Apr6-9 $5,000 $0 $5;000 "Tri.Amedca'Series;Vail Triathlon Sep 3-4 $3,000 sent 1/27, $0 $3,000 Family Spring Carnival 11-Mar cancelled awarded $1500 $0 $0 *Western Regional. Softball Jul 2344. $1,400 $0 $1,400 Vail High Alt.Training Camp June 1-5 $1,400 as of 2/11 $1,400 $1,400 ,$0 Subtotal. Event Funds $502,800 $66,667 $436;133 Administrative Contracts: Administrative +Expenses $35,000 $3,125 $31,875 Research/Event Evaluation $20,000 $01. $20;000 SubtotaL:Admin. Contracts $55,000 $3,125 $51,875 TOTAL: $657,800 $690792_ $486,008 CSE FUNDS REUAINING: $38,200 *These events are the result of the Event- Recruitment Program >These events are, designated, for Intercept survevs Town of Vail Commission on Suecial Events Meeting Town of Vail: Vail Town Council Chambers Tuesday, February 22, 2005 at 8:30 a.m. AGENDA: ? Approval of the Minutes from the meeting of Tuesday, January 25, 2005. (5 minutes) ? Construction schedule and venue impacts, specifically with, ,..,,rd to Lionshead Events and Street Entertainment Sites in both Lionshead and Vail Village: Leonard Sandoval and Scott Bluhm, Diane Mandy (45 minutes) ? Request for Additional Resources from the Town of Vail to Mitigate Construction Impacts: (15 minutes) o Signage o Additional Ambient Entw. 14nment o Marketing o Other? " ? Admin., L,,tor Report: (20 minutes) "Q o Financial Update > o Council Decision on Logo Use: Request use of both the ThinkSummer.ThinkVail and Town of Vail logos for all non winter events. Default will be the Town of Vail logo when dual use is not possible. ?i o Update: Brian Ha1l1VRI Construction mitigation activities in Lionshead "?-No Update on the outcome of meeting between VRD, Town Staff and VRI regarding "Y06." o Cancellation of VRD Events: ¦ Family Carnival ¦? Easter Egg Hunt ¦ vTrick or Treat Trot ""J o Sommer Sports: Vail Triathlou/Site Visit -,,o Comments from merchants/VCBA and Restaurants: ¦ Improve F.', , .r , ? arks on New Year's Eve ¦ Chili Fest individual competition cat ory? More participation needed. c9z2./2i - C'? CP rrNs (,? . ?-dpa(, ? Update on Spring Back to Vail Con w, and Activities: Jeff Brausch, Highline Sports (5 minutes) ? Consideration of Proposal from Highline Sports: Vail Food and Wine Festival, Vail Village, Saturday, September 3, 2005, Jeff Brausch. (15 minutes) ? Vail Jazz Foundation: Clarification of the CSE's allocation of $7500 for Jazz at the Market concerts (15 minutes) ? Rotary Duck Race: Duck Cost Sharing Proposal, John Power (10 minutes) Clarify direction on Event Pro posals from the January CSE meeting: (15 minutes) o Vail Classic CSPS11 AGENDA Mecting pai -e I of o Vail Challenge Cup (October soccer tournament) V o Celebrity Golf Tournament Proposal o Vail Valley Motorcycle Foundation: Concert with Brooks and Dunn ? Overview of the Special Event Permitting Process (30 minutes) ? Brainstorming discussion on how to improve communication with and participation from the Business and M.?.. want community with respect to Special Events. (30 minutes) ? New Business (5 minutes) ? Adjourn: 12:00 p.m. Next Meeting: Tuesday, March 22, 2005 at 8:30 am. csr-',n ?. ",'n0? Pau,C ? of 2 TxaVAIL JAZZ FOUNDATION, INC. P.O. Box 3035 VAIL, COLORADO October 8, 2004 81658-3035 970-479-6146 TEL Sybill Navas 970477-0866 FAX Vail Commission on Special Events E-Mail: Town of Vail vjf@vailjazz.org 75 S. Frontage Rd. Web Site: Vail, CO 81657 www.vadjazz.org CHmsTINE B. CARLsoN Dear Sybill: Executive Director Enclosed is our event funding application for the Vail Commission on Special JOHN CLAYTON, JR. Events. Please find within several attachments, including the following: letter Director of Educatkm from the IRS recognl7ing tax-exempt status, Board of Directors Roster, &wd of Directors Anticipated Budget for the Marketing Plan, 10d' Annual Vail Jazz Festival Recap and Evaluation, VJF Income and Expenses for 2004, Demographics, Spending, Howmw Choi" L. STONE Chairman ROI for the Town of Vail and assorted promotional materials. DR. KEN BLAYDOW N BL Thank you for consideration and action on our grant application. ROSS BOYLE JOHN CLAYTON, JR. Sincerely, ROBERT E: FORD JERRYFr%eucnlCK9 - JoFiN W. GIovANDO ANDREA L. GRABow Christine B. Carlson DR. WILLIE L. HILL, JR. Executive Director, The Vail Jazz Foundation CHUCK HOLCOMB MIKE PEAK enclosures CATHY STONE w r i VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: The Vail Jazz Festival's Jazz na.. the Market Series and Washington Preo Nish School - Vail America Davs and 4m of July Parade ? PROPOSED DATE(S): July 3 - August 28.2005 ? AMOUNT OF CASH FUNDING REQUES t hu: $9.000 to produce 9 shows on consecutive Sundavs and an additional $7.750 to bring the Washington Pren Hiah School Marching Band and Jazz Ensemble to Vail for the Vail America Davs. for a total of $16.750. • PRODUCING ENvt t 1 Y: The Vail Jazz Foundation. Inc. (VJF) President or Executive D:.Q.,tor'S Name: Howard L. Stone. Chairman Name and Title of Person C.,..wleting the Application: Christine Carlson. Executive Director. The Vail Jazz Foundation A&.,im: PO Box 3035. Vail CO 81658 Telephone: - 970 / 479-6146 FAX: 970 / 477-0866 WEBSITE: www.vailiazzora E-Mail Address: vif(a vailiazz.ora O.a.a:zation's tax status: For Profit Non-Profit* X Not-for-Profit* Non-Profit (5010-3), or Not-for-Profit (501C-6) ...e«..izations, please attach cu..o..t State Department of Revenue Certificate with this application. Tax payer ID# 84-1305072 o Does the Event benefit a charity? Yes No X* o If yes, please name the beneficiary: * support artivitie of a non-profit .,.?anization. Mission Statement: The VJF mission is to 4;wate jazz music through live performances that showcase the artistry and talent of great jazz musicians, and through jazz education, with a focus on young musicians and young audiences. Number of years your organization has been in business: 10 • Brief Description of the Event: Vail Jazz Festival's Jan ra the Market Series: As hart of the summer-lone iazz festival,;, the VJF will oresent nine free outdoor afternoon concerts during the Vail Farmers' Market. The remainder of the Festival (no funding is reauested) will consist of seven ticketed performances at the Labor. Dav Weekend Jazz Party (Sent. 2-5. 2005) at the Vail Cascade Resort & Sna. Washinogn Prep High School ,147, Ensemble and Marching Band: For the seventh consecutive vear. the Vail Jazz Foundation in co.,. Q.&:on with the Town of Vail would bring the one-hundred member iazz ensemble and marching band to Vail &.. Los Anaeles. California to perform in the Vail America Davs Fourth of Julv Parade and other Vail America. Davs performances in Vail. • Describe where event will be located within the Town of Vail: Vail Jazz Festival's Jazz 0) the Market Series will be .,...tented at the Vail Farmers' Market within Vail Village with the Labor Dav Weekend Party being U.,.amted at the Vail Cascade Resort & Sna Washington Prep High School Jazz Ensemble and Marching Band will march and perform in the annual 4 h of Julv parade in VaiL including other performances in Vail during the Vail America Davs celebration. • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: Vail Jazz Foundation, Page I of 16 • Please describe briefly how you will use the funds that you are requesting fu.,... the CSE: Vail Jazz Festival's Jazz 05. the Market Series: Funding will be used to cover a portion of the cost to produce nine free "festival" performances during the summer. as part of the I Ph Annual Vail Jazz Festival. Expenses would cover booking of talent (local regional and national acts), production. marketing, operations and staffing of the events. Washington Pren High School Jazz Ensemble and Marching Band: Funding would be used to cover a portion of the cost of bringing the marching band to Vail from Los Angeles, including travel (bus). meals and related expenses - See detailed budget Attachment 1. • Will additional in-kind services be required from the Town of Vail? Yes X No If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic control, street closures, etc. Bus services for in-town transportation of the Washington Pren High School Marching Band will be reauired. • Is this a: New event Existing event X Number of years in existence 10 Location(s) of event in previous years: Vail Jazz Festival's Jazz (@ the Market Series: Over the last ten vears, the Vail Jazz Festival has produced numerous performances throuehout the Vail Vallev: however, the core performances have alwavs been held in the Town of Vail. these locations have included: Vail Farmers' Market on East Meadow Dr.. Vail Wine and Arts Faire on the international Bridge. Sundial Plaza. Seibert Circle, on the lawn by the Gondola in Lionshead., the Vail Marriott Hotel and the Vail Cascade Resort & Spa Washington Pren High School Jazz Ensemble and Marching Band: the band has marched in the 4`h of Juulv parade through the core of Vail and Lionshead as well as performed at various locations in Vail and Lionshead over the oast six vears. • Number of participants for the Pail Jazz Festival: (athletes, artists, exhibitors, etc.) anticipated 50 musicians Number of volunteers needed 50 Number of event staff 10 Total Number of spectators anticipated 45,000* at Vail Farmers' Market and 3.500 at the Labor Dav Weekend Party. Local 10 % In-state (non-local) 80 % Out of State 10 % Percentages are for the Labor Day Weekend Party only. VJF conducted a one day survey at the Vail Fanners' Market and found that its demos.,.Fhics were closely aligned with results fi.,... VJF's Labor Day Weekend Party (Attachment 4). *Stats on Vail Fanners' Market provided by Rick Scapello, event organizer. Vail Jazz Foundation, Page 2 of 16 • Number of participants for the Washington Prep High School Jazz Ensemble and Marching Band: (athletes. artists, exhibitors, etc.) anticipated 100 students. 10 chaperons Number of volunteers needed 10 Number of event staff 5 Total Number of spectators anticipated attendance figures would be based on spectators for the 4'h of Julv parade. Local NA % In-state (non-local) NA % Out of State NA • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? Indefinitelv. as these are ongoing annual events. • Do you anti,.1p4,e requesting funding from the CSE next year? Yes X No If yes, in what amount? $9.000 to continue to fund the Jazz aa, the Market Series. and $7.750 for the Washington Prep High School Jazz Ensemble and Marching Band - see Marketing Plan. Attachment 2 REQUIRED ATTAt,=AENTS (incomplete applications will not be considered): Detailed event budget, including all anticipated revenues and expenses. ATTAt.ruvIENT 1 ? Marketing plan and detailed explanation of potential for ,t---sorships and media exposure. ATTAt,=vIENTS 2-1 AND 2-2 ? Previous year's event evaluation, including income and expense ,LL-ent (if existing event). ATTAt,ruvINETS 3-1 AND 3-2 ? Past or projected demographics of event attendees and spending.ATTAt.tuvIENT 4 ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,,,uental room nights and increased spending generated. ATTALn1*1ENT 5 ? What return on investment should the Town of Vail expect? ATTAt,=*WNT 6 ? Organization rosters naming ATTAt,=*ff T 7: ¦ All officers and respective positions ¦ Board of Directors and positions The CSE ayr.".,fates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COr' .S (at least one formatted so as to be easily copied, i.e. unbound, 8 1: x 11 size) OF i tr, COMPLETED APPLICATION AND REQUIRED ATTAt,ruvIENTS TO: Vail Commission on Special Events c/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions call Sybill Navas at 970 376-2394. EVENT NAME: PROPOSED DATES: Funding in the amount of was approved by the CSE on (daze) Subject to the following conditions: Vail Jazz Foundation, Page 3 of 16 Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, CSE funds will be distributed per the following formula: ¦ 1/3 of the amount upon the signing of a cvuuact stipulating the terms of the CSE's funding allocation ¦ 1/3 of the amount upon verification of the placement of the first advertising ¦ 1 /3 of the amount upon the completion of the event. Vail Jazz Foundation, Page 4 of 16 Attachment 1 VAIL JAZZ FESTIVAL 200S BUDGET JAZZ @ THE MARKET AND WASHINGTON PREP JULY 4T" ONLY JAZZ '@ WASH .. . THE PREP TOTAL MARKET JULY 4TH REVENUE COMMISSSION ON SPECIAL EVENTS 16,750 9;000. . 7,750 VAIL JAZZ FOUNDATION FUNDING/SPONSORSHIPS 39,200 12,500 26,700 TOTAL REVENUE 55,9%, 21,500 34,450 EXPENSE ARTISTS FEES 7,200 7,200 0 PRODUCTION' LABOR 900 900 0 OTHER PRODUCTION EXPENSES 350 350 0 ADVERTISING PRINT 2,000 2,000 0 PRODUCTION/ART WORK-PORTION 500 500 0 POSTER 900 900 0 PHOTONIDEO 100 100 0 TRAVEL 17,750 0 17,750 STUDENT MEALS 12,000 0 12,000 STUDENT INCIDENTALS 1,500 0 1,500 LIABILITY INSURANCE 1,750 0 1,750 FESTIVAL PROGRAMS-PORTION 1,200 1,000 200 SUPPLIES 500 450 50 DIRECT MAIL-PORTION 500 450 50 WESSI TE-PORTION 300 250 50 OTHER PROMOTIONAL 500 450 50 OFFICE.SUPPLIES/TELEPHONE; ETC 500 - _ 450' --..__50_ EXCUTIVE DIRECTOR-PORTION 7,500 6,500 1,000 TOTAL EXPENSES 55,950 21,500 34,450._ PROFIT/LOSS 0_ 0 0 . r Vail Jazz Foundation, Page 5 of 16 r Attachment 2-1 10th Annual Vail Jazz Festival Marketing Plan and Media Exposure In ten years the.Vail Jazz Festival has grown from one. Weekend- of jazz (5 performances with attendance. of 350) to a summer-long world class jazz festival with performances by over 50 world famous jazz musicians in Vail. In the past the Festival's advertising has included all media - TV, radio, newspaper, direct mail and the maintenance of our web site with a major emphasis on radio : advertising through our sponsorship relationship with KLTVO, the all, jazz radio station in the Front Range with an audience of over 100,000 high-end listener. In. addition, with an expanded schedule over the summer there is the opportunity to encourage visitors to return to Vail for future performances throughout the summer. The Festival. has produced live broadcasts of the Labor Day Weekend performances on KUVO as well as tape delayed performances both on KUVO and on NPR nationally. Both major jazz publications, Downbeat and JazzTimes, have favorably reviewed the Festival, as have the Denver newspapers. It is conk,...ylated that these reviews will continue. Advertising and Promotion. The Vail Jazz Foundation will promote the Jazz @ the Market Series as part of the 11th Annual Vail Jazz.Festival through the following: 1.. Marketing Poster - 400 posters distributed in July to Vail Valley information centers, lodging properties, retailers and restaurants - Festival posters contain a complete' schedule of all perf.,....ances throughout.the summer. 2. Official Festival Programs - 15,000 Festival programs will be distributed on the same schedule as the posters to all' points noted above and handed out to each person attending performances. 3. KBVA-TV8 & TV16- (10) two-minute live interviews on Good Moming Vail, every Thursday during the month of July and August r.. -oting the 11 th Annual Jazz Festival. 4. Vail/Summit Daily - Approximately twenty-six (26) Vail Jazz Festival ads, I/4 page or larger. AyP..,ximate dates of ad schedule - late June through Labor Day -Weekend 2005. 5. Bravo! Vail_Va11ey.Music Festival _ One full page, four color ad promoting the Vail Jazz Festival will be placed in Bravo's pros.- , with summer-long distribution from mid-June to August to all festival participants. 6. Festival Post Cards - a1,k,..,ximately'30,000 direct mailevent r..,...otiona . cards will be sent to the VJF mailing list and . distributed locally to Vail Valley information centers, lodging properties, retailers, restaurants and at select performances: _Jazz.Notes_Newsletter-= approximately 7;500 spring newsletters will-be sent to the VJF database 8. VJF Website - The Vail Jazz Festival's Jazz @ the Market Series will be featured on the Vail Jazz Foundation's website - www.vailiazz.oM Last year the site saw an, average of 7,261 unique hits during the year and the month of August showed the most volume with 4,367 unique hits. 9. Event Signage - A banner promoting the 'Festival will be placed at all Jazz @ the Market shows promoting the Series from late June through the end of August. 10. Press Coverage - A press release' r,..,...oting the Vail Jazz Festival will be produced and sent to all media outlets cu...,..tly on the VJF's press list, approximately. 50 Arts & Entertainment writers in Colorado. 11. Promotional Mentions - Ongoing promotion of the Series will be made via live promotion mentions at each Jazz @ the Market show. While the Festival has attracted major sponsorship over the years (Gourmet magazine, a 4-page supplement with a 5+ million international readership; Master Card;. Fireman's Fund- Yamaha; BBE Sound; plus local/regional sponsors), it has not'- grown- into a large enough event to negotiate a multi-year major Vail Jazz Foundation, Page 6 of 16 sponsorship relationship. Local and smaller national sponsors help to support the Vail Jazz Festival and we continue to seek additional sponsors on an ongoing basis including seeking to attract major financial support on the corporate level. See Attachment 2-2 for the most cu..:,ut Festival Publicity and Marketing Report. Vail Jazz Foundation, Page 7 of 16 Attachment 2-2 Final Publicity & Marketing Report 9th Annnal Vail Jazz Festival (Results for the 10`' Annual Vail Jazz Festival to be complied by late Fall 2004) PUBLIt,Y i f AND MARKETING CAMPAIGN FOR 2004 WAS s u nSTANTIALLY SIMILAR TO PRIOR YEAR'S CAMPAIGN AND SHOULD BE RELATIVELY SIMILAR IN 2005) ADVERTISING: The VJF conducted an extensive and radio advertising campaign. Print ads were placed with a variety of general- inu." and niche- market publications including national music magazines, regional specialty publications and local newspapers. Pre-recorded radio spots and live announcements were placed with both commercial and non-commercial stations in Colorado. PRINT Vail Daily, Summit Daily - 21 black and white ads running late July through the beginning of September, totaling 740 column inches. Bravo! Program - 1 Full-page, 4-color ad in program distributed at Bravo! Vail Valley Music Festival summer-long. RADIO KUVO -Denver, CO - 207 (:20) radio spots - extensive coverage Denver's jazz station, mid-June through the end of August. 14 Public Service Announcements were run in avLd.;on during the month of July and August promoting the festival's 11 week-long schedule. KCME - Colorado Springs, CO - 50 (:30) radio spots on jazz shows promoting the Labor Day Weekend Party, during the month of August. KDNK - Roaring Fork Valley, CO - 63 (:60) radio spots on jazz shows r.. ,-oting the Labor Day Weekend Party, during the month of August. KUNC - Northern Colorado - 40 (:15) radio spots on jazz shows r,.....oting the Labor Day Weekend Party, during the month of August. KKCH- Avon, CO - 50 (:60) radio spots with Live Liners fig,.... 7 am to 12 Noon promoting the Labor Day Weekend Party, during the month of August. - 30 (:60) radio spots, produced by Alpine Bank r_oting the Labor Day Weekend Party. KTUN - Avon, CO - 25 (:60) radio. spots . ,.. -oting the Labor Day Weekend Party, during the month of August. - 30 (:60) radio spots, produced by Alpine Bank ,, _oting the Labor Day Weekend Party. KSKE - Avon, CO - 25 (:60) radio spots V.u...oting the Labor Day Weekend Party, during the month of August. - 30 (:60) radio spots, produced by Alpine Bank promoting the Labor Day Weekend Parry. PROMOTION: The VJF organized a variety of promotional activities including radio contests, direct mail campaigns and signage distribution. Sponsor logos were included on printed ma;;,.;al, which was displayed and distributed. Vail Jazz Foundation, Page 8 of 16 S_ IN-STORE DISPLAY Alpine Bank In-Store - 10 Alpine Bank locations, from Summit County to Glenwood Spring, were provided with a complete with a supply of Tri-fold mailers and the marketing poster for in-store display during the month of August. King Soopers/City-AfcAet 120 Vail Jazz Festival-' marketing 1 posters were displayed `mi King Sooper/City Market stores' in Colorado promoting the Labor Day Weekend Party and advertising a ticket promotion for King Soopers/City Market card members. RADIO PROMOTIONS KUVO--.Denver; CO - 4 one-hour pro&,.,.s featuring select artists from the. 8& Annual Vail Jazz Festival ran during the month, of August, every Saturday evening at 9:00 pm to promote the Labor Day Weekend Party. - 1 one-hour featureon KUVO's "Collegiate Series" on August 12, 2003 featuring the Vail Jazz All Stars from the 8`h Annual Vail Jazz Festival to promote the Labor Day Weekend Party. - 1 one-hour feature on KUVO's "Live at the Oasis" Broadcast on August 28, 2003 featuring Javon Jackson and Dr. Lonnie Smith live in the studio to promote the Labor Day Weekend Party - 56 (:60) spots promoting "Live at the Oasis" .ran the week of August 25 P. -...oting the performance and the Labor Day Weekend Party. - Ticket Giveaway during Spring Membership Drive, 25 pairs of Labor Day Weekend tickets. KKCH --Avon, CO - Ticket Giveaway, 30 pairs of Labor. Day Weekend tickets. KUNC--Northern Colorado - Ticket Giveaway, 10 pairs of Labor Day Weekend tickets. KCMB = Colorado Springs, CO - Ticket Giveaway, 10 pairs of Labor Day Weekend tickets. KDNK.- Roaring Fork Valley, CO - Ticket Giveaway, 10 pairs of Labor Day Weekend tickets. KZYR`= Avon, CO - Ticket Giveaway, 3 pairs of Labor Day Weekend tickets. NEWSPAPER PROMOTIONS Vail Daily - 50 jazz factoids in the format of a banner on the boU.,.?. of_the front page of the Entertainment section ran daily during the months of July and August to promote the festival and provide information on the history of jazz. ALL TEMALS/DISPLAYS--- Tri-fold Mailer - 25,000, 4-color mailers were produced and sent to extensive mailing lists and distribution throughout the region. Festival Program - 15,000, 4-color digest- sized festival programs were produced for distribution throughout. Vail Valley lodging properties and concierges,' retailers; restaurantsevent and, information centers. Marketing Poster = 4001- 11"x17", 4-color_4dvertising posters were produced for display throughout the Vail Valley, from East Vail to Glenwood Springs. Festival Art Poster - 400, 18"x24", 4-color specialty art posters were for . artist autographs and for resale. Festival Merchandise - Apparel and hats were produced for resale and F.?,...otional purposes. Credentials - 500; high quality, 4-color.laminates were produced for VIP ticket holders. Banners.& Signage : - All major event sponsors had.banners displayed at each at the Labor Day Weekend Party. Major sponsor logos were also included on the stage banners present at the Labor Day Weekend Party, as well as the street banner which hung in town for four weeks leading up to the Labor Day Weekend Parry. Vail Jazz Foundation, Page 9 of 16 Website - Created an extensive all-new website including VJF program information, event listings, artist biographies, student scholarship winner information with hot-links to key sponsors. The site saw an average of 7,261 unique hits during the year and the month of August showed the most volume with 4,367 unique hits. Newsletter - A glossy newsletter, published during the winter, was sent to 8,300 VJF VIPs. PUBLICITY.• Publicity efforts targeted 55 media outlets including, local and regional print and television, top national jazz and cultural outlets, jazz societies, and Internet jazz and travel listings. The Vail Jazz Foundation mailed/emailed the following press releases: Release #1, 6/23/03 - Vail Jazz Foundation Sponsors Washington Prep High School Band's Return to Vail Release #2, 6/23/03 - The Vail Jazz Foundation Announces the 9th Annual Vail Jazz Festival Release #3, 8/13/03 - VJF Proudly Announces 2003 Vail Jazz Workshop Scholarship Recipients Release #4, 8/19/03 - The 9th Annual VJF Festival Culminates with the Labor Day Weekend Party Confirmed coverage included the following. PRINT Vail Daily - Feature articles ran in the Arts & Entertainment Section promoting the Labor Day Weekend Party, as well as weekly updates in the Community Calendar. Denver Post Newspaper - A Special Report "Summer In the Mountains - Hills Alive with Sounds of Music" ran in the Denver Post on June 8, 2003 promoting various music festivals in the mountains including the Vail Jazz Festival. Additional publications included: - Vail Trail, Destinations West, Vail Valley Real Estate Journal, Vail Daily Summer Guide, Vail Valley Magazine, Sunday Dallas Morning Newspaper. T E L E V I S IO N I N T E R VI E W S KBVA-TV8 & TV 16 - (8) two-minute live interviews on Good Morning Vail, every Thursday during the month of July and August promoting the 9th Annual Jazz Festival. RADIO INTERVIEWS KKCH - Avon, CO - Select artists from the 9`h Annual Labor Day Weekend Party were interviewed the last week of August to promote the Labor Day Weekend Party. INTERNET Vaildaily.com - Internet event listing; 1 banner - Entertainment page w/link Vailalive.com - Internet event listing; 2 banners - Entertainment page w/link and Around Town page w/link NPR.org - Internet event listing Jazztimes.com - Internet event listing Festival.com - Internet event listing Citysearch.com - Ik.?:...et event listing kuvo.org - Internet event listing Visitvailvalley.com - Internet event listing Vailfarmr,..,,..arket.com - Internet event listing Vail Jazz Foundation, Page 10 of 16 Attachment 3-1 The 10th Annual Vail Jazz Festival Evaluation The le Annual Vail Jazz Festival consisted of 27 separate performances throughout the Vail from late June through Labor Day Weekend, 2004. Performances included nine Sunday shows at the Vail Farmers' Market, seven Saturday shows at the Vail Arts & Wine Faire and eight shows at the Vail Cascade Hotel over the Labor Day weekend, all which were a part of our 10'' Anniversary Celebration. Performances by international, national, regional and local artists were presented at the various shows. The seventeen shows at the Vail Farmers Market and the Vail Arts & Wine Faire were presented free of charge with the remainder of the shows being ticketed events. The favorable response to the shows has encouraged the Vail Jazz Festival to continue the Jazz @ the Market Series during the summer of 2005 with local, regional and national talent in an effort to maintain a high profile of the Vail Jazz Festival. Record attendance of over 3,500 was recorded for the Labor Day Weekend portion of the Festival. Since the remainder of the performances was not ticketed, no accurate count can be made of the attendance; however, it is estimated that ary.oximately 55,500* people visited the Vail Farmers Market and the Vail Arts & Wine Faire on the days of the Festival's shows. A detailed financial statement covering the Festival is attached as Attachment 3-2 * Attendance based on information provided by Rick Scapello, events coordinator for the Vail Arts & Wine Faire and Vail Farmers' Market. Vail Jazz Foundation, Page 11 of 16 Attachment 3-2 VAIL JAZZ FESTIVAL OPERATING STATEMENT FY 04 JAZZ @ THE MARKET AND WASHINGTON PREP JULY a ONLY JAZZ @ WASH THE PREP JULY TOTAL MARKET 4TH REVENUE COMMISSSION ON SPECIAL EVENTS 15,750 9,000 6,750 VAIL JAZZ FOUNDATION FUNDING/SPONSORSHIPS 38,032 11,781 26,251 TOTAL REVENUE 53,782 20,781 33,001 EXPENSE ARTISTS FEES 7,200 7,200 0 PRODUCTION LABOR 750 750 0 OTHER PRODUCTION EXPENSES 289 289 0 ADVERTISING PRINT 1,675 1,675 0 PRODUCTION/ARTWORK-PORTION 500 500 0 OTHER PROMOTIONAL 389 389 0 POSTER 775 775 0 PHOTONIDEO 44 44 0 TRAVEL 16,521 0 16,521 STUDENT MEALS 11,768 0 11,768 STUDENT INCIDENTALS 1,605 0 1,605 LIABILITY INSURANCE 1,598 0 1,698 FESTIVAL PROGRAMS-PORTION 1,200 1,000 200 SUPPLIES 568 509 59 DIRECT MAIL-PORTION 500 450 50 WEBSITE-PORTION 300 250 50 OFFICE SUPPLIES/TELEPHONE, ETC 500 450 50 EXCUTIVE DIRECTOR-PORTION 7,500 6,500 1,000 TOTAL EXPENSES 53,782 20,781 33,001 PROFIT/LOSS 0 0 0 Vail Jazz Foundation, Page 12 of 16 Attachment 4 10'b Annual Vail Jazz Festival Attendees' Demographics and Spending The 10'' Annual Vail Jazz Festival was comprised of two components - a nine week concert series on Saturdays and Sundays beginning in late June, 2004, followed by the Labor Day Weekend Parry. Detailed data covering the attendees at the Labor Day Weekend Party have been collected for many years and establishes that: • Attendees are not dependent on school schedules; • Approximately 65% of the attendees are between the ages of 45 and 64; • More than 70% have an average household income over $100,000 per annum; • Over 60% have a college or post college education; • The audience consists of 10% locals, 60% Colorado residents (non-local) visitors and 30% out of state visitors; and • App..,dmately 68% of the attendees return to Vail for successive Festival performances. With the expansion and increased profile of the musical talent that was featured at the concert series this past summer, the Vail Jazz Festival believes that individuals in the Front Range who have been attendees at the Labor Day weekend concerts were attracted to Vail for some of these free jazz concerts and our findings from a survey indicated that the demoe.a,,hics of the attendees resemble that of the Labor Day Weekend Party attendees. While the data for the Labor Day Weekend Party portion of the Vail Jazz Festival indicates substantial direct benefits to the Town of Vail through increased sales tax revenue, no precise data exists to determine the spending of attendees at the Jazz @ The Market perfv....ances. Anecdotal evidence suggests that the perf,,....ances attract individuals to the Vail Farmers' Market who would not have otherwise visited the Market. In addition, in many cases the performances provide a compelling reason for Market visitors to extend their stay in the village. These visitors obviously make purchases while they are at Market with many visitors using the per:L..,.ance venue as a place to have lunch before continuing on with exploring the village and Farmers' Market. Vail Jazz Foundation, Page 13 of 16 Attachment 5 The Vail Jazz Festival Estimate of Incremental Room Nights and Spending Since this application does not cover the Labor Day Weekend Parry portion of the Vail Jazz Festival, no determination of the in..,.,.mental room nights and spending is calculated; however, as is indicated above it is believed that there is a substantial benefit that accrues to the Town of Vail, in the form of increased sales tax revenue derived from the audience at the Jazz @ The Market performances. Vail Jazz Foundation, Page 14 of 16 Attachment 6 Expected Return On Investment By Town Of Vail In ten years, the Vail Jazz Festival has grown from one weekend of jazz with 350 guests to an event that now entertains literally tens of thousands of visitors throughout a summer-long season, including drawing a large number of visitors to Vail_ over the, historically "slow" shoulder season in early September each-year. The Festival's reputation for,high quality is consistent with the.image Vail projects and its audience is composed of the right demographics:. With the presentation of numerous free concerts during the summer in Vail, the Festival has successfully created an ambience of fun and that "cool feeling" that's associated with jazz. The investment in the Festival by the CSE actually fulfills two of its objectives: the structure of the concerts provides summer-long street entertainment; and allows the Vail Jazz Festival to continue to expand its audience. in order to attract sponsorship and further increase the size and scope of the event, with the long term goal of becoming an ICON EVENT in Vail. Expansion of the Vail Jazz Festival will produce not only the direct economic benefits of more "heads in beds and retail sales", but the CSE will be making an investment in a proven event with a growing audience. NOTE: THERE IS NO START-UP CAPITAL OR SFFT) FUNDING THAT IS NECESSARY IN ORDER TO GROW THE FESTIVAL. Therefore the risk of an investment in a start-up is not present. -Support for the Festival allows the TOV to leverage its inv:,*?---nt by expanding a proven and successful event while immediately getting a "bang for its buck". The continuing growth of attendance and the ability to further expand the Festival therefore provides the opportunity to substantially maximize the CSE's return on its investment. Vail Jazz Foundation, Page 15 of 16 Attachment 7 inE VAIL JAZZ FOUNDATION, INC. BOARD OF DIRECTORS, OFFICERS AND STAFF ROSTER Officers and Staff Christine Carlson, Executive Director Howard L. Stone, President and Chairman of the Board Catherine Stone, Secretary and Director Directors Ross Boyle John Clayton, Jr., Director of Education Frank T. Connors Rob Ford (Ms.) Jerry Fredericks John Giovando Andrea L. Glass Dr. Willie L. Hill, Jr. Chuck Holcomb Mike Peak Barry White Vail Jazz Foundation, Page 16 of 16 INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: VAR 14 70 THE VAIL JAZZ FOUNDATION INC 1241 WESTHAVEN CIRCLE VAIL, CO 81657 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 84-1305072 DLN: 17053050726000 Contact Person: ROSALIE L SIMS ID# 31367 Contact Telephone Number: (877) 829-5500 Our Letter Dated: December 1995 Addendum Applies: No f _ This modifies our letter of the above date in which we stated that you would be treated as an organization that is not a private foundation until the expiration of your advance ruling period. Your exempt status under section 501(a) of the internal Revenue Code as an organization described in section 501(c)(3) is still in effect. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509(a) of the Code because you are an organization of the type described in section 509(a)(2). Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However, if you lose your section 509(a)(2) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act, or the substantial or material change on the part of the organization that resulted in your loss of such status, or if he or she acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(2) organization. As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). You are required to file Form 990 only if your gross receipts each year are normally more than $25,000. For guidance in determining whether your gross receipts are "normally" more than $25,000, see the instructions for Form 990. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a return is not complete, so please be sure your return is complete before you file it. Letter 1050 (DO/CG) -z- THE VAIL JAZZ FOUNDATION INC If we have indicated in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above.. Sincerely yours, Steven T., liiiei Steven T. Miller Director, Exempt Organizations Letter 1050 (DO/CG) OR 01e0 (01182) COLORADO O PARTMZNT OF REVENUE 1375 SHIERMAN 06f4v9t,co802st ET CERTIFICATE Of EXEMPTION FOR SALES AND USE TAX ONLY Use ACCOUNT NUMSM ! WASIL.ITYINFORMATION I ISSUE DATE for all refer?eee'. THIS LICENSE 18 NOT TR/NSFERAKE 98-11858-00" 44..011 -8399 N 0308961 MAR 14 1998 1241 WESTH4.VGN f, I R C L VAi.L.. CD THE VAIL JAZZ FOUND.k T I.ON I NC P' 0 8CX 3.03.5 VAIL CO 81658 Ekeeactrs?fre r' ' t?aparcttant .at RaYe?YR A DETACH HERE A 1 .1 . C ir= VAIL JAZZ FOUNDATION, INC. DATE OF INCORPORATION 3/20195 TAX EXEMPT UNDER 501(c)(3) IRC CASE # 755335034 TAX ID # 84-1305072 CERimiCATE OF TAX EXEMPTION 98-11858-0000 POSTAL PERMIT # 00075 VAIL, CO ALPINE BANK ACCT #3030010170 LOOP R/DE 9703288629 EAGLE COUNTY ADM IN VAIL CONGIMSSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information EVENT: Vail Classic Road Ride ? PROPOSED DATE(S): September 3, 2005 - Labor Day Weekend 04:51:47 p.m. 01-11-2005 1 !1 YA ?b ? l?avas -g9--7q -7j D AMOUNT OF CASH FUNDING REQUESTED: $16,000 v PRODUCING EN x .Lt I: Snowboard Outreach Society President or Executive Director's Name: Am Menconi, Executive Director Person G....rleting the Application: Am Menconi, Executive Director Address: PO BOX Avon, CO 81620 Telephone: 970 845 7040 FAX: 970 845 7067 WEBSITE: www.sosoutreach.org or www.sosride.net E-Mail Address: atn@vail.net Ic.,,.dwflows tax status: Non-Profit (501C-3), please attach ci.....t State Department of Revenue Certificate with this application. Tax payer ID # 84-1332554 o Does the Event benefit a charityl Yes X No o If yes, please name the beneficiary: Snowboard Outreach Society Mission Statement: The Snowboard Outreach Society is dedicated to serving and in r:.:ng youth. SOS teaches core values, ?..? vides adult mentorship and creates c..,.&"..anity outreach .,rr.ortunities through adventure sports. Number of years your organization has been in business: 11 Years 6, Brief Desc.' L:on of the Event: This is a request to support the second annual Vail Classic Road Bike Ride. A group ride targeted at older cyclists who look for a challenge climbing 4 mountain passes. It follows the "Leadville Loop" an 80 mile course. This is the only bike event in Colorado that weekend The Vail Classic is designed to capture riders from around the state. • Describe where event will be located within the Town of Vail: The ride starts and ends at East Meadow Road in front of the Colorado Ski Museum. The post event meal is along the Gore Creek Promenade. • Will any portion of the event take place outside of the Town of Vail? _X Yes No If yes, please explain: Riders will travel east to Minturn, south to Leadville then north to Cooper and back to Vail. e Please describe briefly how you will use the funds that you are requesting from the CSE: The $25,000 is needed to cover the cost of Vail Classic Bike Jerseys, event equipment, food, marketing and some staff time. • Will additional in-kind services be required fi..u. the Town of Vail? Yes _X_ No If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic control, street closures, etc. SOS is requesting in-kind services of Police for the start and a town bus for a one time pick-up at Fremont Pass. • Is this a: New event Existing event X Number of years in existence _ 1 _ Location(s) of event in previous years: Vail • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 300-500 Number of volunteers needed: 50 Number of event staff : 8 Total Number of spectators anticipated: N/A Local % In-state (non-local) % Out of State % • If possible, would you intend to host the event in Vail beyond 2005? Yes _X_ No If yes, for how many years beyond 2005? • Do you anticipate requesting funding from the CSE next year? Yes _X No If yes, in what amount? Yes as the event continues to grow, SOS would -request less funds and acquire more participants. REQUIRED ATTA%-"ivIENTS (incomplete applications will.not be considered): ? Detailed event budget, including all anticipated revenues an expenses. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. ? Previous year's event evaluation, including income and expense statement (if existing event). ? Past or projected demographics of event attendees and spending. ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,«;.ental room nights and increased spending generated. ? What return on investment should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news antic les and other printed materials. TOV/CSE - 7 - 2005 Application for Funds PLEASE SUBMIT 15 COt xe S (at least one formatted so as to be easily copied, he. unbound, 8 % x 11 size) OF i n e, COMPLETED APPLICATION AND REQUIRED ATTAr.nivIENTS TO: Vail Commission on Special Events c/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions call Sybill Navas at 970 376-2394. EVENT NAME: PROPOSED DATES: Funding in the amount of was apjp.vved by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, CSE funds will be distributed per the following formula: ¦ 1/3 of the amount upon the signing of a contract stipulating the terms of the CSE's funding allocation. ¦ 1/3 of the amount upon verification of the placement of the first advertising ¦ 1/3 of the amount upon the completion of the event. Expenses Description General Expenses Aid station food Ambulance Communications Cost of Retail T Shirts Cost of Retail Caps Comp Riders Credit card expense (discount rate) Credit cart - TMS monthly fee Credit card transaction fees Deposit Processing Insurance Insurance-Event, Alcohol Jerseys-Shipping Law Enforcement Maps Miscellaneous Offlce Supplies Portaiets Postage - Mail option registration Postage-Post Ride Jersey Printing - Maps-Route Printing - Maps-Start and Finish Registration Design Registration Printing Rental-Equipment Rental-Trucks Route Signs SAG Signs Supplies Web site SOS Vail Classic Road Ride Expenses - Budgeted 2005 `S6:?aa4:W+.lYCFvS•6..AY?k. : ?sr.. ^,'S•. ?tC... ?.s:x; 1 -}?'?: 600 600 700 800 - 800 1000 1100 1200 Riders Riders Riders B Wefg--- Riders Riders Riders Riders $ 1,715 $ 2,058 $ 2,401 $ 2,744 $ 3,087 $ 3,430 $ 3,773 $ 4,116 $ 350 $ 350 $ 350 $ 350 $ 350 $ 350 $ 350 $ 350 $ 300 $ 300 $ 300 $ 300 $ 300 $ 300 $ 300 $ 300 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 $ 3,000 3 3,000 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1.050 $ 1,050 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 618 $ 742 $ 866 $ 980 $ 1,113 $ 1,237 $ 1,361 $ 1,484 $ 45 $ 45 $ 45 $ 45 $ 45 $ 45 $ 45 $ 45 $ 195 $ 234 $ 273 $ 312 $ 351 $ 390 $ 429 $ 468 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 400 $ 480 $ 560 $ 640 $ 720 $ 800 $ 880 $ 960 $ 1,485 $ 1,485 $ 1,485 $ 1.485 $ 1,485 $ 1,485 $ 1,485 $ 1,485 $ 20,000 $ 24,000 $ 28,000 $ 32,000 $ 36,000 $ 40,000 $ 44,000 $ 48,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 61000 $ .6,000 $ 61000 $ 6,000 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 1,000 $ 11000 $ 11000 $ 1.000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 550 $ 550 $ 550 $ 550 $ 550 $ 550 $ 550 $ 550 $ 2,100 $ 2,100 $ 2,100 $ 2,100 $ 2,100 $ 2,100 $ 2,100 $ 2,100 $ 1,600 $ 2,160 $ 2,520 $ 2,880 $ 3,240 $ 3.600 $ 3,960 $ 4,320 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 322 $ 322 $ 322 $ 322 $ 322 $ 322 $ 322 $ 322 $ 175 $ 175 $ 175 $ 175 $ 175 $ 175 $ 175 $ 175 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,134 $ 2,134 $ 2,134 $ 2134 $ 2,134 $ 2,134 $ 2,134 _$--2,131 :2 $ 928 $ 928 $ 928 $ 9 28 _L----9r 4 a?n $ 928 $ 928 1 . -. 11 ' ? $ _?_ ,50- ? iW $ 750 $ . 750 $ 750 $ 750 $ 750 $ ' . S" : L ?. i .n ;,1 4 1 y ,;:, i.4 ,a 43 r ..:+• 750 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 200 $ 1,500 $ 1,500 $ 1,500 $ 1.500 $ 1,500 $ 1,500 $ 1,500 $ 1,500 Page 1 Expenses Salary Expenses Salary $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 Salary (Registration) $ 1,800 $ 2,160 $ 2,520 $ 2,860 $ 3,240 $ 3,600 $ 3,960 $ 4,320 1 Start Line Expenses Parking Expense $ 150 $ 150 $ 150 $ 150 $ 150 $ 150 $ 150 $ 150 Packet Bags $ 334 $ 334 $ 334 $ 334 $ 334 $ 334 $ 334 $ 334 TruckNan Rental $ 998 $ 998 $ 998 $ 998 $ 998 $ 9118 $ 998 $ 998 Wrist bands $ 63 $ 75 $ 88 $ 100 $ '113 $ 125 $ 138 $ 150 Finish Line Expenses BBQ Music 3,000 $ $ 500 $ 1600 500 $ A_7no_ a 4,800 5,40 -S a.we -$ 3,606 OR i"w ` $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 Trash collection $ 600 $ 600 $ 600 $ 600 $ 600 $ 600 $ 600 $ 600 I Entertainment Expenses I Volunteer Dinner $ 750 $ 750 $ 750 $ 750 $ 750 $ 750 $ 750 $ 750 Director meals $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 $ 500 Volunteer shirts and lunches (175) $ 1,000 $ 1,000 $ 11000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 $ 1,000 Permits Summit County Special Events $ 100.00 $ 100.00 $ 100.00 $ 100.0 4- 4ea- lT $ 100.00 $ 100.00 $ 100.00 it ,lilt <IFiG113f1E.', G'.. ,..., Total Expenses r7?,Oi;ti2-980 $ 82,898 $ 88,816 .$ 94,735 $ 100,853 $ 106,571 $ 112 489a?: Expense Per Rider 142.12 $ 128.30 $ 118.43 $ 111.02 $ 105.26 $ 100.65 ' $ I 96.88 $ , 93.74,;,;,, Page 2 Income SOS Vail Classic Ride Revenues - 2005 Description Beer Sales Meal Sales Rider Registration Total Retail Sponsorship (include. TOV $251) Mail Registration Fees Total Income Total Expenses Net Profit Gross Income Per Rider Director bonus Net Margin 500 600 700 800 900 1000 1100 1200 Riders Riders Riders Riders Riders Riders Riders Riders $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3`750 $ 3.750 $ 3,500 $ 3,500 $ 3,500 $ 3,500 $ 3`500 $ 3,500 $ 3,500 $ 3,5001 $ 44,430 $ 53,316 $ 62.202 $ 71,088 $ 79`974 $ 88,860 $ 97`746 $ 106,6321 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 5,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30.0130 $ 30,000 $ 30,000 1 $ 30,000 $ 1,800 $ 2,160 $ 2,520' $ 2,880 $ 3,240 $ 3,600 $ 31960 $ 4,320 $ 86,680 $ 95,566 $ 104,452 $ 113,338 $ 122`224 $ 131110 $ 139,996 $ 146,882 $ 71,062 $ 76,980 $ 82,898 $ 88,816 $ 94,735 $ 10.653 $ 106,571 $ 112,489 $ 15,618 $ 18,586 $ 21,554 $ 24,522 $ 27,489 $ 30,457 $ 331425 $ 36,3931 $ 173.36 $ 159.28 $ 149.22 $ 141.87 $ 135.80 $ 131.11 $ 127.27 $ 124.07 $ 15,616 $ 18,586 $ 21,554 $ 24.522 $ 27,489 $ 300457 $ • 33,425 $ 361393 18.02%. 19.45% 20.64%. 21.64% 22.49% 23.23%, 23.88% 24.44% Page 1 Income SOS Vail Classic Ride Revenues - 2005 Description 500 600 700 800 900 1000 N 1100 1200 Riders Riders Riders Riders Riders Riders Riders Riders Beer Sales $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 $ 3,750 Meal Sales $ 3,500. $ 3,500 $ 3,500 $ 3,500 $ 3,500 $ 3,500 $ 3,500 $ 3,500 Rider Registration $ 44,430 $ 53,316 $ 62,202 $ 71,088 $ 974• . 79, $ 88,860 $ ar`i48 $ 106,632 Total Retail $ 5,000 $ 5,000 $ 5`000 $ 5,000 $ - 5`000 $ 5,000 $ 5`000 $ 5`000 Sponsorship (include. TOV $251) $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 $ 30,000 Mail Registration Fees $ 1,800 $ 2,160 $ 2,520 $ 2,880 $ 3,240 $ 3,600 $ 3,-960 $ 4.320 Total income $ 86,680 $ 95,566 $ 104`452 $ 113`338 $ 122,224 $ 131,110 $ 139,996 $ 148,882 Total Expenses $ 71,062 $ 76,980 $ 82,898 $ 88,816 $ 94,735 $ 100,653 $ 106,571 $ 112,489 Net Profit $ 15,818 $ 18,586 $ 21`554 $ 24522 $ 27,489 $ 30,457 $ 331425 $ 36,393 Gross Income Per Rider $ 173.36 $ 159.28 $ 149.22 $ 141.67 $ 135.80 $ 131.11 $ 127.27 $ 124.07 Director bonus $ - $ - $ - $ - $ . $ . - $ - $ - Net $ 15,618 $ 18,586 $ 21,554 $ 24,522 $ 27,489 $ 30,457 $ • 33,425 $ 36,393 Margin 18.02% 19.45% 20.64% 21.84% 22.49% 23.23:6 ga.00% 24.44% Page 1 Drivers Average Registration/Contribution Aid Station Food Insurance Jerseys Portalets (number) Portalets (cost per) Salary Bonus % Salary Registration (per rider) BBQ BBQ Gratuity Wrist bands Volunteers N $ _$ $ I f { ...._._ 2002 actual `'1 - _ __.. ........... ... ....---._.. . ___.1_.. , . - - ,. ...- _.-- 12,000 0% $ _3.6( ....... ....... 0.0% - - - ---...- - - - .._.._..1 - - - ------------ I! f ? I Volunteer Lunches ! $ 3.00 Cost of T Shirts ..--------..__.._... 10.00 ! Number of T Shirts _.__.._........__....... -._........... _ _ _ -- ..__.._. ---- -.._.._.._ 300 --' -- -- -- ! i _....... _. _... - __...._ . __ Cost of Caps.... ._....- --- --. - .... t--- - - -- - - ---- - -._...._...._..._....- - .__. _..; __ .... ............ ...... Number of Caps 100' ' _ 0 on-line registration ! 0.6 - _... --- - Credit Card Fees ... --- - - _ ....._..._.. -- - - -- ---- - - - - - 0.0232 Postage- Mail Option Regisistration 6' .-----._-_- -_-----------•_?-__-- .._._ . _i __._.._._.__.._- -.--- ' ... % of Mail Option Registration 0.6; ! t Authorization Fee ! 0.3' Batch De post Fee -- 0.25; Item Fee - - - - - - - --,-------_ _ ...--- - , - ------r- -- -_... . f... ,.. 0.1! Total Online Fees _ 0.65 Marketing Plan and Explanation of Potential for Sponsorships and Media; Exposure The Vail Classic is marketed to experienced riders around the state of Colorado from ages 30 to 60 who have high disposable incomes ($65,000 per year and up). This group looks for unique physical challenges, well supported events and added value benefits such as a cool Vail jersey and hotel package. Last year, the following tactics were used: 1. Partnered with the Think Summer/Think Vail efforts to market. the month 'of September. They created hotel packages that included the Vail Classic registration. This was a win-win. The Vail Classic provided a. reason to stay in Vail hotels and the Think Vail campaign provided Internet marketing through their ._existing programs. 2. Purchased Radio and Print advertising in front range outlets. The Vail Classic used. 10 to 20 percent ($2,500. $5,000) of the Vail contribution to buy advertising. In addition, we created in- kind sponsorships, with local radio and print media to drive awareness to both locals and visitors weeks before the event. 3. - Viral :Marketing through mww.sosride.pet and broadcast emails. Our email addresses nurrmber over-..500 and we have accesses to over 30,000 others through active com. This was the most effective effort in bringing in riders. 4. In store. Vail Classic brochures to over 100 bike shops throughout the state. 5. Press releases 'and news stories. The Vail._ Classic received mention in VeloNews, local papers and radio stations. 6. TV8 television interviews occurred each week along with 30 second commercials running throughout the, week. 7. The Vail Classic capitalized off of the success of the Colorado: Eagle River Ride, which SOS produces. A three-year old event that had over 450 riders. -These two Vail Valley events are becoming a tradition of well run rides. Sponsorship Opportunities The Vail Classic had -9 sponsors last year and the Colorado,:: River Ride had 10. Each raised :approximately $27,000. through sponsorship dollars: The Vail Classic" had 175 riders and?.the Colorado River Ride, had 450. The Colorado River ride had over $10,000 of in-kind donation from Beaver Creek Resort Company. This is important 'background in foreseeing new opportunities. Since both rides need the commitment of one or two major sponsors in order to underwrite a successful event. Once this has been obtained, then it is possible to find approximately 5 sponsors at $2,000. Also, the Vail Classic was decided on only 6 weeks before the ride date. With an early start this year, we would like to package both rides as sponsorship opportunities. We see the most likely corporate sponsors as local businesses that want to support the charity (Snowboard Outreach Society) and have a passion for cycling. Previous Years Evaluation Last years event was the first year. The Town of Vail and SOS partnered on this 6 weeks before the ride date. We had 175 registered riders and a hell of a lot of rain on the day before and day of. This was twice the number of riders in the first year of the River Ride. Given the weather, we felt this was a successful event. We had enough volunteers and event logistics in place, probably the toughest part to organize. Advertising went well due to piggybacking existing efforts of both Think Vail and the Colorado River Ride. Given the knowledge of growth in the River Ride and other citizen rides, the Vail Classic should grow to 300-400 riders in its second year and grow to nearly 1000 before it tops off. A majority of riders came from the front range. Past and Projected Demographics of Event Attendees and Spending Age: 30 - 65 year old Sex: 75% Male; 35% Female *.;A .1 = According to GEN-A Marketing, a division of National Sports Network which owns 17 publications for recreational sports such as Rocky Mountain Sports magazine, our rider is often referred to as "participants in life.° This are recreationalist list who participate in 100 days a year or more in active sports and fitness. This population enjoys the rewards of hard work by living life to the fullest. With an average Household Income of $75,650. Our riders show the ability, willingness and motivation to consider, adopt and become loyal participants of our events due to our personalized services. They are active, highly educated professionals who spend over $5,000 per year on their recreational equipment and trips. Description of Potential Benefits to,the Town of Vail, Including and Estimated # of Incremental Room Night and Increased Spending Generated Through Vail Summer Marketing research, a day visitor spends approx. $100 per day and an overnight guest spends approx. $200. The Vail Classic attempts to bring over 200 new overnight guests to our rides. This is based on 100 riders bringing one friend or relative and staying overnight through our hotel packages that started at $59 per night. In addition, we expect 200 day visitors based on 100 riders bringing a minimum of one friend or guest. The main benefit to Vail is creating summer marketing that_Vail is recognized as a cycling center. Vail needs to broaden its appeal to the County/Spa guest to include Active/Fitness participants. Cycling offers a high household income and health conscious individual. What Return on Investment Should TOV Expect Overnight stay = $40,000 Day vistors = $20,000 Positive Impression = $25,000 (based on advertising spending, press and viral marketing) Vail Classic Jerseys = $20,000 (based on 350 jerseys with the Vail Logo on it) Vail Classic 2004 Actuals Income and Expense Expms Description I General Expanses i9o Riders Aid station food Ambulance Communications Cost of Retail T Shirts Cost of Retail Cans Comp Riders Credit card expense (discount rate) Credit cart - TMS monthly fee Credit card transaction fees DepositP.?-Jrw Insurance InsL.:...... Evmd, Alcohol Jerseva-SI 1..+'. . Law Enforcement MarketindPR Miscellaneous office Supplies Portalets Postage - Mail option registration Postage'-Past Ride Jersev Prirtina - Maps-Route Printina - Mae4tart and Finish Reaistration Desipn Reaistration Pdntlm Rental-Eauipment Rental-Trucks Route Signs SAG Signs Supples Web site Salwy Expenses Staff Salarv Salarv /Reaistration) Start Line C-,.-as Parldna Expense Packet Baer Truck/Van Rental Wrist bands Finish Line Expenses' Food Court Coordinator Music Trash collection Entertainment Expenses Volunteer Dinner Director meals Volunteer shirts and lunches (175) Permits Summit/Lake County Special Events Total Expenses Expense Per Rider $ 1.000 350 $ 500 $ 300 $ - I 1, $ 1,000 1 $ - I 13 10.000 + $ 2,200 3,0001 $ 500 I J$ 1001 $ 200 I 1$ - I 1 $ 200 1 1 $ 200 1 1 $ 200 I- $ - I 1 $ 200 $ 200 1 1 $ 300 1 Is 250 I 1 $ 250 1 1, $ 300 1 $ 300 1 I, j ? 1 $ 10.000 1 $ 700 1 $ 5001 1 $ 2.400 1 $ 175 1 $ 650 1 I 1 $ 35,975 1$ 1691 I I I I Vail Classic 2004 Actuals Income and. Expense Revenues Description 190 Riders Rider Registration $16,883 Total Retail $ 250 Sponsorship $ 26,000 ' ! Mail Registration Fees $ - - - Total Income $ 43,133 _ Total Expenses ...-.... -- $ 35,975 --- -- --- --r- -----_.. Net Profit $ 7,158 . Gross Income Per Rider $ 227.02 i ' Director bonus $ Net $ 7,158 ? Margin -' - 16.60% ----- - ----- - ; - ------- - - -- E - - ----- -------- -- 7 - -- - --- i A I/,fl/?/A( ,,oe,110AZAN014cou??,ar Gam., COLORADO'S ONLY LABOR DAY WEEKEND RIDES September 4th and Std, 2004 P.... , dJaM ... Lance is not coming... time are just cool photos VAIL CLASSIC ROAD RIDE 80 MILES • 4 MOUNTAIN PASSES From Vail Village to Minturn over Battle Mountain and Tennessee passes to Leadville. over Fremont pass to Copper Mountain and overVail Pass to Vail Village. VAIL VILLAGE CRsjcn1UM • COLORADO STATE CHAMPIONSHIPS Lance Armstrong junior Olympic Race Series Over $4.000 cash purse plus prime prizes / Vail Village Course Lodging Packages starting at $59 For further info.....;on and registration: ONWW.mddud • 910/390-6081 / For lodging VMWtb[RkVaR=M Radio Ad - KZYR VAIL CLASSIC BIKE RIDE :60 SFX (BIG WINTERY WIND SOUND) SOON THE SNOW WILL HIT THE MOUNTAINS AND THE LAST OF SUMMER WILL DISAPEAR... SFX (KICK IN THE SUMMERTIME MUSIC) SO, JOIN THE FINAL FAIRWELL TO SUMMER 04 WITH THE FIRST ANNUAL VAIL CLASSIC BIKE RIDE. THIS LABOR DAY WEEKEND ROAD RIDE... DUBBED THE "QUADRUPLE-BY- PASS" OR "THE LEADVILLE LOOP" BEGINS AT 7:00 AM ON SEPTEMBER 4TH. LET 80 MILES OF HIGH COUNTRY SEDATE YOUR WINTER WOES AS YOU CLIMB UP,OVER AND THROUGH 7,200 FEET OF GORGEOUS ALPINE COMMUNn =S OF VAIL, MINTURN, LEADVILLE, AND COPPER MOUNTAIN. EARLY REGISTRATION BEGINS NOW, SO REGISTER ONLINE AT WWW.SOSRIDE.NET OR MAIL THE REGISTRATIONS FORM AND PAYMENT TO S.O.S P.O. BOX 2020 AVON, CO 81620. REGISTRATION IS ONLY $80 AND THE FEE INCLUDES OFFICIAL CLASSIC JERSEY, GOURMET FOOD, SPORTS DRINKS AND POST PARTY MEAL AND DRINK TICKET PROCEEDS FROM THE RIDE WILL BENEFIT THE SNOWBOARD OUTREACH SOCIETY, HELPING NEEDY KIDS HAVE THE OPPORTUNITY TO BUILD CHARACTER AND DEVELOP LIFELONG PASSIONS AND RESPECT FOR THE OUTDOORS. C O L O R A D O' S SIZING GUIDELINES MEN'S SIZING GUIDE O N L Y L A B 0 R B A Y W E E K E N D R I B E E IF,fW1.0,wswp 44 ruarffaMraor 0 b Pro Sensor fabric in a club cut with raglan sleeves, a 20" hidden zipper, a high collar, side panels, and three rear pockets, three color jersey Size Waist Weight Height Chest S 29-31 120-145 64" to 6'8" 35-37 M 32-34 145-170 5-7" to 5' 11" 38-40 L 35-37 170-190 5' 10" to 6'2" 40-42 XL 38-41 190-220 6' V to 6'5" 42-44 XXL 42-45 220-250 6'3" and up 44-46 WOMEN'S SIZING GUIDE Size Waist Hips Weight Height Bust S(4-6) 25-27 34-36 110-120 51" to 55" 32-34 M (8-10) 27-29 36-38 120-145 64" to 68" 34-36 L (12-14) 30-32 39-41 140-165 57" to 5'11" 36-38 Vail Classic (Leadville Loop) ,M00- 11000• ?+ 10000•. > UL- 90M. LU aow7000 0 M 40 W a7 Distance (Miles) REGISTER ONLINE: sosride.net Last day to mail registration: August 25, 2004 Early registration $80 until August 20 / $95 until September 3 / $1 15 day of the ride REGISTRATION FEE INCLUDES: o A Vail Classic jersey • Aid stations o Full support with light snacks and drinks • Map, route markings • Vail Athletic Club shower access • Post party meal • Raffle Make checks payable to Snowboard Outreach Society. Your cancelled check is your confirmation. P.O. BOX 2020, AVON, CO 81620 LODGING AVAILABLE: $59 overnight stay based on double occupancy, subject to availability, not including taxes and service. Go to ThinkVail.com for more information. Name: Address: Email Address: Home Phone: City, State, Zip: Work Phone: Emergency Contact: Phone: REGISTRATION TYPE (PLEASE CHECK): ? Early ($80 - until August 20) ? late ($95 - until September 31 JERSEY SIZE (CIRCLE ONE): Men: S M L XL XXL Women: S Al"t TLOMY CTAIVI''701C, Ts" /III AI":E':C CiFY ?. ., r Sex: M F Age: ? Day of ($1151 M L ion:-And.registration: i 9:70/390-6081 rw Think Summer. Think Vail. '8V Vts vu ... t. K2"i°^lr ewc.?va ww.. liIY,E?V, '/?l WSW. 4 d01/Ndfd®BLO/ 6/DE ??? ACCIDENT WAIVER AND RELEASE OF LIABILITY INCONSIDERATION of being permitted to participate in anyway In the Colorado Eagle Rive Ride and all other activities (cosedlve?y, 'Activifies'sponsored by the Snowboard Ouniadn Society ('SOS'd, I acknowledge that these Activities are an extreme leg of a persons physical and mental limits, and I voluntarily assume all risks of all loss, damage or koury OWN" in connection with such Activities. I fully understand that my participation carries with It the potential for death, serious injury, and property loss. The risks include, but are rot limited to, ttiose caused by terrain, facifiues, temperature, weather, condition of athletes, equipment, vehicular traffic, lack of hydration, actions of other people including, but not limited to, participants, volunteers, spectators, coaches, event officials, and event monitors, ardor producers of he even These risks affect not only athletes, but also volunteers. I hereby assume all of the risks of participating andlor volunteering in these Activities. I realize that liability may arise from negligence or carelessness on the part of the persons or entities being released, or from dangerous or detective equipment or property owned, maintained or controlled by them or because of their possible liability without faull.. I certify that I am physically lot, have sufficiently trained for participation in these Activities and have not been advised otherwise by a qualified medical person. I acknowledge that this Accident Waiver and Release of Liability form ("Waiver and Release' will be used by the event holders, sponsors and organizers, in which I may participate and that it will govern my actions and responsibilities et said Activities. In consideration of my application and permuting me to participate in these Activities, I hereby lake action for myself, my executors, administrators, heirs, next of kin, successors, and assigns as follows: (A) WAIVE, RELEASE and DISCHARGE from any and all liability, claims, demands, actions or rights of action, which are related to my death, disability, personal injury , property damage, property their or actions of any Idnd which may hereafter accrue to me which are related to or are in any way connected with ?d .-Jw in all SOS Activities (Including, without limitation, the Colorado Eagle Rarer Ride) or result from my traveling to or from these Activities, THE FOLLOWING ENTITIES OR PERSONS: Sn.--J Outreach Society and its directors, officers, employees, volunteers, representatives, agents, contractors, to event holders, event evert dmedas, evert volunteers end their successors, assigns and Insurers; and (B) INDEMNIFY AND HOLD HARMLESS the entries or persons mentioned in this paragraph from any and all liabilities or claims made by other Individuals or entities as a result of any of my actions during these Activities. I UNDERSTAND THAT TM 19 A LEGAL DOCUMENT AND THAT BY SIGNING IT I AM GIVING UP MY RIGHT TO SUE OR OTHEITiMSE MAKE A CLAIM against SOS end tidier entities and persons mentioned in he paragraph, I Inland this Waiver and Release to be effective whether or not any loss, Irhjury or death RESULTS FROM NEGLIGENCE of SOS or any of as dredars, officers, employees, volunteers, ,,,w ,, ,.natives, it". contreclom tine evert holies, ever . :, event drectos, event volunteers and their a ..:,,,. ,,, -'.. and Insures 1 uaderslard that negrg me meare s falture to do an act which & st)r careful person would d0. or rte doing of an ad which a careful portion would not do, under to am or similar ciro.., > ti„ -s to protect himself, herself or others; from lnpay or death. I hereby Wiset to receive Re" <n. : 90 may be deemed advisable In the oval of bjury, accident ardor ilknesa during this evert. In the event of accident ardor lmjury I (other artsrsnt to tine release rm ?rry ad rhU trarspoA, treabne?t and or rttarfxat lo ". ,:.?,. to SOS relating t?erelo. I hadersland that at these Activities or ralffied everts, I may be phc, L 1 agree to dew my photo, video, film I' ,:. ;- and emall adtress to be used wdhmd & dilation, for my lWnrete pupese by th suet fhaMere, prouiuoare epasora, C 6.;: ., and or assigns. I L. ,:,:. -M that all regisbaton fees ardor cdlerled contributions are let refundable under arty cirot. -., .3, bdud'mg, v idW tmi fie my fatiue to participate to tie Activities, for any reason, or the cancellation or mruutlng of to Eagle Rifer Hide, kdud M those dire to reasons beyond the mod d SOS (such as road desuires or forest fires). I uderstard that 1 man wear my drier number idle wdslban l to be,, access to the Activity I agree to wear an ANSI or SNELL,,. , I Isdnet and to ride in ; with at applicable laws. This Waiver and Release shag be construed broadly to provide a release and waiver to the maKanun exte t , :. ;,:,.,,IDN under epplkkreble law I., >.nd that this,,,, ;,,: t oW be M n ft 4- my hefts, moA M a*WW*Woi% and "IF. and 90 be governed by the eppfkslhfe laws of tine State of Calwada I also understand that I any pan of this e, is determined to be unahfadeable, all other parts shell be given bN force and effect, 1 agree that any claims, which I may bring against SOS or any of to erhtidea or,. ,,, Idedli ed above shag be submitted to the obdidtimh of the Eagle County, Colorado cm is and fret no daims against such person or entities shag be brought m shy other plrisdittiorh 16ted this document to be „ : l as broadly as possible. I hueby mgy that I have read tits docmnent, and"h t bs content I f e* and M%m ably Omer into tits egreemet. 1 have made no run : : = to the entities or person identified above, regarding my nine, age or medial condition. Signature , Date Signature. Date If under 18 years of age, parent or guardian must sign below. PARENT GUARDIAN WAIVER FOR MINORS Pide 18 yeas did) The undersigned parent and natural guardian or legal gtrardlan does hereby represent that hefshe has read the above release and that by suing this release on behalf of the minor, the minor and 1 agree to be bond by its terms. As parent/guarden signing this agreement I adamwhidge that 1 am in fad, acting in such a capacity and agree to save and hold harmless, defect and indemnify each and all of the parties refs ed to above from all liability, loss, cost, dam or damage whatsoever which may be : w , y:.: upon said parties because of any defed in or laic of such „> ,. .:r to so ad and release said parties on behalf of the minor and the parents or legal guardian. Signature -Date MIA IN I EA NO "111(1 M4FA#WX11,E SATURDAY, SEPTEMBEB 4TH • LAM 80 MILES • 4 MOUNTAIN PASSES From Vail Village to Minturn over Batde Mountain and Tennessee Passes to Leadville. over Fremont Pass to Copper Mountain and overVall Pass toVailVillage. www.sesridexet All registrants/volunteers must read and sign the following: COLORADO'S ONLY LABOR DAY WEEKEND RIDE (LANCE IS NOT COMING ...THESE ARE JUST COOL PHOTOS) P6? r? T/YE?IA/L?IA?S/? BAVAEAffB?jAAuuAr COLDRADO'S ONLY LABOR DAY WEEKEND BIDES SEPTEMBER 4TH AND 5TH VAIL CLASSIC ROAD RIDE 80MILES • 4 MOUNTAIN PASSES From Vail Village to Minturn over Battle Mountain and Tennessee Passes to Leadville, over Fremont Pass to Copper Mountain and over Vail Pass to Vail Village. VAIL VILLAGE CRITERIUM COLORADO STATE CHAMPIONSHIPS Lance Armstrong junior Olympic Race Series, Over $4,000 cash purse plus prime prizes -Vail Village Course - LODGING PACKAGES STARTING AT $59 For further information and registration: www.sostide.nell • 9701390-6081 For lodging: WWWdhinka81l.eom (LANCE IS NOT COMING-THESE ARE JUST COOL PHOTOS) Vail Daily News for Vail and Beaver Creek Colorado - Sports Pagel of 2 V4jffl nay Malin's memory at the heart of Vail Classic Nate Peterson September 1, 2004 ii Print Friendly ® Email This Story VAIL - In the summer of 2003, Vail resident Brett Malin died doing something he loved. Special to the Daily Local pro )im! 9 W." Mortensen, who rode in this summer's Race Across America with Team Vail-Go Fast, pedals during a training ride on the Leadville Loop, the course that will be used for this weekend's Vail Classic Malin Memorial Ride. City' fir a.4sit aFU ?Knn (fi?uhxrni.: On Saturday at the Vail Classic Malin Memorial Ride, MaWs friends and family members will honor Malin - who was struck and killed by a semi truck while c ..?r eting in the 2003 Race Across America - by pedaling the Leadville Loop, the training ride that the local pro loved most. "I really don't think there will be any somberness," said Adam Palmer, a volunteer coordinator for the event and one of Malin's former RAAM teammates. "Everybody's really excited for it. Brett was always someone who liked to joke around and have a good time and this ride is going to be a celeL.a.;on." Participants in the ride, which kicks off from Vail Village at 7 a.m., will roll through 80 miles of Colorado high country, climbing more than 5,500 feet in elevation. The one-day loop takes off uu,., Vail and winds it way up through the alpine communities of Minturn and Leadville before snaking back down to Copper Mountain Resort. The final leg is a push over Vail Pass and then a coast down into the valley with participants fmishing up back in Vail Village. Palmer said the reasons that the Leadville Loop ride was Malin's favorite training stretch are simple. "Obviously, there's the physical challenge," Palmer said. "Then, there's the scenery and the four unique mountain towns and the curry roads. There's also something to be said about going over four passes." For those riders who find the thought of an 80-mile ride too daunting, organizers of the ride have arranged shorter routes and shuttle busses to accommodate riders of varying skill levels. Shorter routes include a 40-mile loop over Vail Pass to Copper Mountain and back as well as a bike ride to Freemont Pass where riders can catch a free shuttle bus back to the village finish. C Devils softbalt.gVts_revenge. vs.. Gunnison F;; Eagle Vailev drives Panthers awav at homg D In a class all their own C Minturn Middle wins county football title G Red Skv Golf Club open to Eagle Countv resident Palisade swgeps._Battle__Mountan A shot in the woods E Devils Homecomino sootliaht: lames Ewinq "The Vail Classic is set up to attract a variety of abilities," said Am Menconi, executive director of the Snowboard Outreach Society and the lead organizer of the event. "We hope to accommodate most everyone's challenges." While the emphasis of Saturday's ride will be on fun, race organizers also want to stress safety, being that Malin was http://www.vaildaily.com/apps/pbcs.dll/article?AID=/20040901/SPORTS/109010021 &Search... 10/8/2004 Click to Enlarge More From Sports Vail llaily News for Vail and Beaver Creek Colorado - Sports killed in a cycling accident. Page 2 of 2 Volunteers will be manning aid stations along the way, and their will be a lead vehicle on the road as well as sweep vehicles to monitor the status of riders. Bike mechanics and first-aid personnel will also be on call. Registration for the Malin Memorial Ride is $95. The fee includes the Vail Classic jersey, food and sports drinks at aid stations, a post-party meal and a drink ticket. Showers will also be available for free at the Vail Athletic Club afterward. It's the j,.....,ise of high-end food at aid stations that lured Laura and David Hansen of Littleton to sign up for the ride. "To advertise gourmet food at the aid stations, we're real curious how that works," Laura Hansen said. "I wouldn't say we're avid cyclists. We do like to do supported rides. The Copper Triangle, as we call it, is a beautiful ride and real challenging ride and were looking forward to doing it." Betsy Nevin of Edwards said she and her husband, Dirk, signed up for the ride for similar reasons. "He's really excited to do it with others," Nevin said. "For me, I've never done it all at once. I've done it in parts. I'm really excited to do it with support and not have to worry about my husband having to wait for me on all the climbs." Participants can register online at www.sosride_net or mail the registration form and payment to SOS, P.O. Box 2020, Avon, CO 81620. For more inf...,..ation regarding the Malin Memorial Ride, contact Am Menconi at 471-4234 or Amavail.net, or Heather Gary at 390-6081 or Heatherng.SOSoutreach.ore. Contact Nate Peterson at 949-0555, ext. 608, or via e-mail at nueterson(&vaildailv.com BACK 41 hv://www.vaildaily.com/apps/pbcs.dll/ardcle?AID=/20040901/SPORTS/109010021 &Search... 10/8/2004 'Vail Daily News for Vail and Beaver Creek Colorado - Sports Vail Classic happens Labor Day weekend Daily Staff Writer August 9, 2004 Page 1 of 2 Z Print Friendiv Co Email This Story The roads belong to the bikes on Saturday, Sept. 4. The Vail Classic Malin Memorial ride, dubbed the "Leadville Loop," starts out EV... Vail Village at 7 a.m., and takes participants on a scenic course rolling through 80 miles of Colorado high country, and climbing over 5,500 feet. The one-day bicycle ride loops Lu... the start line in the Vail Village and travels through the alpine communities of Vail, Minturn, Leadville, and Copper Mountain, before ending up back in Vail Village. On Sunday, September 5, the Vail Classic brings back a 20- year-old event with the Fly EGE Vail Classic Criterium. Held in the streets of the Vail Village, the criterium boasts a purse of over $4,000, as well as a number of prizes. The criterium is a Colorado State Championship and Lance Armstrong Junior Olympic Race Series event. Registration starts at $20. Nearly 400 riders are expected to participate in the inaugural Vail Classic Malin Memorial ride. S Devils softball nets revenue vs. Gunnison E Eanle Vallev drives Panthers awav at home G In a class all their owq o Minturn Middle wins county football title M. Rgd sky-golf Club 09JI Eagle CgjjntX residgntr L1 Palisade sweqW Battle Mountain c; A shot in the woods r Devils Homemmina sootliaht: ]ores Ewinq While competing in the 2003 Race Across America, Brett Malin, a member of TeamVail/Go Fast, was struck and killed by a semi-truck. The Vail Classic route was Malin's favorite training ride before the 3000-mile Race Across America. His teammates and friends will be riding in his memory. The race is being produced by local nonprofit SOS (Snowboard Outreach Society), which recently held the successful Colorado-Eagle River Ride. "Given the sense of accomplishment by the river ride's participants, it's great to have the opportunity to create another long distance challenge for those who live to ride," said SOS executive director Am Menconi. Proceeds from the Malin Memorial ride will benefit SOS and other charitable organizations in the Eagle Valley, including the Vail Cycling Foundation. "We're grateful to riders who participate because it will help needy kids build character and have an opportunity to come to the mountains this winter," Menconi said. Amenities include food and sports drink at aid Stations, medical support, mechanical support, SAG support and law http://www.vaildaily.com/appslpbcs. dlllarticle?AID=/20040809/SPORTS1108090020&S earch... 10/8/2004 More From Sports Vail Daily News for Vail and Beaver Creek Colorado - Sports Page 2 of 2 enfc : cement. Early registration begins now. Participants can register online at www,sosr-de _net or mail a registration form and payment to SOS, P.O. Box 2020, Avon, CO 81620. Registration for the Malin Memorial Ride is $80 until August 20, and $95 until September 3. The fee includes the Vail Classic jersey, gourmet food at aid stations, sports drinks, a postparty meal and a drink ticket. Showers will be available for free at the Vail Athletic Club. For more information, contact Am Menconi at Amla_?Vail.net or at 471-4234, or Heather Gary at HeatherOSOSoutreach.org or at 845-7040. BACK 41 http://www.vaildaily.com/apps/pbcs.dll/article?AID=/20040809/SPORTS/ 108090020&Search... 10/8/2004 Board of Director and Officers of SOS Ross Agre - Chair Vice President and General Counsel Booth Creek Holdings Edwards, Colorado Bill Cotton - Vice Chair President & Owner Optic Nerve Edwards, Colorado Nancy Wilke, CPA - Treasurer Executive Vice President Internal Financial Advisory Pritzker Family/ Hyatt Resorts Chicago, Illinois Sue Hibbs - Secretary President & Owner Resolution Graphics Eagle, Colorado Am Menconi MBA - Director Eagle County Commissioner Founding Executive Director SOS Avon, Colorado August Tarantino - Director Internet Website Producer Big Sur Lodge, CA Big Sur, California Tom Moorhead - Director 5'h Judicial District Judge Eagle County Vail, Colorado Robin Hernreich - Director Director - Colorado Parks and Rec. K2 Corporation Edwards, Colorado Bill Jensen - Director COO Vail Mountain Vail, Colorado Chris Ryman - Director President Booth Creek Ski Holdings, Inc. Vail, Colorado Douglas Gunderson - Director Regional Business Planner Best Buy/Redline Entertainment Minneapolis, Minnesota Ray Sforzo - Director Snowboard Instructor Avon, Colorado VAIL COM IISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION cPlease print or type all information ? EVENT: \ JActi-ti-.a Yoft ? PROPOSED DATE(S): ? r, - 7 ? AMOUNT OF CASH FUNDING S i rli: ! n c? • PRODUCING EN t't t Y: 4i t gr?,g President or Executive Director's Name: Name and Title of Person Completing the Application: Address: lti? MU7.?- 1c1c-??L- W" Oz. U Telephone: J)V) /_c .g - P FAX: LO-9 - Z-L.?'j A WEBSITE: f E-Mail Address: c.?/, nN 1 G. J' .izadon's tak-813 W: For Profit Non Profit* i/ }Not-for-Profit* Non-Profit (501C-3), orNot-for-Profit (501C-6),v s izations, please attach ct...,...1 State Depa. "ent of Revenue Certificate with this application. Tax payer ID# R© 1,c-, jam, o Does the Event benefit a charity? Yes ? No o If yes, please name the beneficiary: j 1 J/ Mission Statement:' L, /'?Ajv Number of years your r,.e,.ization has been in business: 3 • Brief Dm..VL;on of the Event: • Describe where event will be located within the Town of Vail: C ep= C ga=-ke Aaz'4 Will any portion of the event takeplate outside of the Town of Vail? Yes No If yes, please explain: TOWSE .5- 2005 Application for Funds • Please describe briefly how you will use the fundsthat you are requesting from the CSE: • Will additional in-kind services be required fi. the Town of Vail? Yes -/ No If yes, please explain, including a description of anticipated: impacts on Town- of Vail services: i.e. bus service, parking, traffic control, street closures, etc.. • Is this a:. New event Existing event Number of year's in existence l8- L.,_,.Lon(s) of event in previous years: • Number of particiy u L3 (athletes, .artists, exhibitors, etc.) anticipated Number of volunteers needed© Number of event staff Total Number of spectators anticipated per) Local % In-state (non-local) % Out of State % • If possible, would you intend to host the event: in Vail beyond 2005?, Yes_ZNo If yes, for how many years beyond 20057 Q,06n j j? • . Do you anticipate requesting funding from the CSE next year? 'Yes No V If yes, in what amount? ?_ 1?[n'.+er? Gt1i L,L ;??? _?L.KFitJT•,??tfCtt'?i ,?s?.?ll?i'? REQU RED:ATTAi .'audENTS (incomplete applications will not be considered): Detailed event budget, including all anticipated revenues and expenses- > Marketing plan and detailed explanation of N'&,Q"l:al for sponsorships and media exposure: ? Previous year's event evaluation, = including income and expense statement (if existing event). ? - Past or projected demographics of event attendees and spending. ?.. Brief description of potential benefits. to, the. Town of Vail, including an estimated # of in..,;.,.ental room nights and increased spending generated. ? What return on investment should the Town of Vail expect? ? .Jzation rosters naming: All officers and ..,q ectiye positions Board of Directors and positions The CSE app.,,ziates the inclusion of any additional support materials, such as videotapes, news articles and' other printed materials. TOV/CSE .6- 2005 Application for Funds i .f C® 4 n-, STA.tE RA-DO ¦ DEPARTMENT OF STATE CERTIFICA-i r: I, DONETTA DAVIDSON, Secretary of State of the State of Colorado, hereby certify that, according to the records of this office, i VAIL EAGLE VALLEY ROTARY CLUB (Colorado NONPROFIT CORPORATION) File # 19871244169 was filed in this office on June 29, 1972 and has complied with the applicable provisions of the laws of the State of Colorado and on this date is in good standing and authorized and competent to transact business or to conduct its affairs within this state. Dated: May 26, 2004 For Validation: Certificate ID: 805121 i To validate this certificate, visit the following web site, enter this -,-.2cate ID, then follow the instructions displayed. www.sos.state.co.us/VatidateCertificate . ................................... ................................_........... SECRETARY OF STATE a .v r l 000-01tad p. 1 CTC Golf Event Proposal Submitted to: Sybill Navis, Coordinator Vaiil Commission on Special Events Fax 970 476-7141 Sybu- Thank you for the opportunity to submit this proposal. Please let me add. v.?,s a few of the questions and requirements that may not be included in the attached event pr ..rsal. We feet this e? will be a huge success in the Vail Valley, which has become a gollu,6 hotspot in the USA. Celebrity golf events have proven to be succ,,Ad (ire. Lake Tahoe event) as a tourist ate. &cdon and television p...perty. This event concept builds upon the celebrity concept even further with its Ryder Cusp-style team format Combined with Vairs A ?..-class golf fadlities and hospitality, the charity angle and p. MA= money offered, the event is sure to m,., a:ct willing sponsors and top celeL, w,:es from the sports and en..,A ?.inment industries. The event could be hosted at Vail Goff Club but we, would We to consider utilizing one of Van's other courses (Red Sky Ranch) in the event The host hotel(s) will be located in Vail. We will .work closely with the Tou. „,?.. Bureau to promote the event, local hotel packages and other activities. Much of the event advertising will be generated from our media pa. .,:.. , such as the host cable network and a golf ma6p...?ne. We will also advertise extensively in the Front Range d.. Hugh radio, p.:.a and golf outlets. We r. J" to hold the event during the final Thursday to Saturday (or Wed to Friday) in August Initial developer funds from the CSE would be used for event development, and production of collateral materials. Fogcutter Productions, Highline Sports and C.v.rtainment, and our cable partner (ESPN or Golf Channel) would be involved in the process of securing sponsors and advertisers. Should a Title Sponsor not be secured by May 151, we would' postpone the inaugural event until August of 2006. -Z- Our budget is based on a relatively conservative estimate of what we feel the property is worth - and will from sponsors in the first year. The event has potential to V ,, N into a million dollar plus property with the p. Ayer television exposure. The event will aLu act 40 to 48 ceWx ity players, 120 sponsor and a...?,eur guests, and a soft estimate of three to five thousand spectators. With our golf a%.,Fne sponsor, we wilt offer va, &..on packages with event tickets and run a to win a spot in the Celeb-Am tournament. The dem.,& aphic this event a.." acts will most definitely meet your obj..? res. The event will require a large volunteer- base and there will be a s?gnig.,d.& antount of money cm,- Riled to both a kxg and national charities. The event format is designed to involve nwWple charities, as each tram will be playing for a desigrm d charity. 1f you have any questions, please feel tree to cal{ me. I will be in the office this week. Thanks for your consideration. Matt DOCL.Jer President .,,6,.itter Productions 707 933-1769 m=Mogcu«.= .,roductions.com :.?.:•:-...v,err>n._.:;......,.?•.?•r,._,;....;,....?•r?.,,y,.yuw...MN7'th?vr.n.Y>,?..:,•a?.r.Rnrv:nsanM".sw.w.,y.;:MJ'?,r.':.r•,X•??ri•-y ,. , , .r<..ry.r-r..mr..•+Ne.???,.o-a,.nnrta+n,.r•«rP?nttyr..mK•m.., •:•.sv»:ra• ,.?•,r...pxr r 7 i I Non-Disclosure Agreement I understand the ideas and material presented in this proposal are the intellectual property of Fogcutter Productions. I agree not to share the ideas with any persons outside of our company or organization without the permission of Fogeutter Productions. In the event our organization or company should wish to produce the event presented in this proposal, Fogcutter Productions will serve as the event producer and shall retain rights to the event name and concept, unless otherwise negotiated, documented and signed by Fogcutter Productions. Signed: Vail Commission on Special Events Date CELEBRITY TERN! CHALLENGE Irit A unique celebrity golf event and charity benefit Property of EoGCU i I ER PRODUCTIONS 75 Bonneau Rd • Sonoma, CA 95476.707 933•1769 For information contact: Matt Dockstader matt@ fogcuttcrproductions. com . ..?:_...:..:_.:?:-.,..:.:.lv.?..:«?...n:.::.,.u..,,l::......?:......:..::..:?..:.:..i:...i::.:•?::?::..:I?:..:..u.L.::Hnui?:rAK.: V.'.i.?:? whu •?n.,,v ?f 14R. w{ NJ .iM Y • rv. 4:1u'•'r 'v?ray>M. ::wvn'•riLi W4 iw '...:n' .:wNf:.v::Yfiuii?'i.?r•.wr..M...•i.?•ww_..nr.....,.._,.1...,......u..,...•..•..,..... •J. ....?..-. ._w. .... ..n...?...... •..... ...... h ? ?r \ ..1.- EVENT CONCEPT Celebrities love to talk up their golf game. Fortunately, some of them actually have something to talk about. But all those Pro/Am and celebrity events don't really answer that burning question ,....what sports or entertainment field has the best golfers? Some might say the hand-eye coordination of a baseball player is the applicable asset for golf. Hockey players might argue that the dynamics of the slapshot most closely resembles the golf swing. Or maybe a rock star that spends his days on the golf course has an advantage. The Celebrity Team Challenge is unique team competition held at a world-class destination resort, designed to determine which sports or entertainment field reigns as the king of celebrity golf. Low handicap celebrities will form four person teams and compete head-to-head in a modified Ryder Cup format. The winning team will be crowned CTC champion, thus settling (for at least one year) that lingering clubhouse debate. C LEBR#TY TEAM CHALLENGE Produced by Fogcutter (Productions .::.:.+.?.:.??.::..wa:.::.•.:.:..•y:'.. ? ...:,,.:.,;.-::-.:t.: •'..?:4.::«.\`:ne.. ?<x1' ?? rHV?.I . iF..n 4 ...., w.: .a.:<W+:t4>ir+.ue:;,d,.. .. ..,. •u.:nLM h.:as.J.w..'W.Lia/' "' r kt./.wd.W r rv. w... «w.a....>... n. .s.r....v.?>....WF.:.?.o........v. r...?.:........ ...... ....... .... .u ... ....... .. .a.,. .. ...r.. .. „?, n y' ? l? hey r t,? 'n, t ? - uti1 TEAMS PLAYERS Auto Racing Baseball Basketball Film Football Hockey Music Skiing Soccer `television Tennis Olympians Politics Ten to twelve teams from different sports a entertainment fields will be selected by their team captains from an invitation list created by the event organizers. Captains, and their team members, must be high-profile athletes/celebrities with low handicaps. Celebrities captains include: . Michael Jordan Wayne Gretzky John Elway Mike Schmidt Dan Patrick Franz Jammer Jimmy Connors Mario Andretd Dan Jansen CELEBRITY TEAM CHALLENGE Produced by 1"ogcutter Production$ h The CTC tournament is a three-day event, encompassing 72 holes of competition in a modified team match-play round-robin format. The first day of competition matches celebrities with sponsors in a Celeb/Am event. In addition to awarding the winning Celeb/Am teams, celebrity scores are used for seeding purposes and count towards the overall tournament score. On Day 2 each team Is split into two 2-person teams that each compete in three round EVENT robin matches (27 holes). After the first two days of competition FORMAT teams will be seeded based on their records. The final round will consist of four-person teams playing an elimination round to determine the CTC champion and final point (dollar) earnings, Evenings will feature player selections and pairings parties, awards dinners, and celebrity entertainment, including music and comedy. Some of these events will be exclusive to celebrities, sponsors and guests, but one major entertainment performance will be open to the public as a benefit show. CELEBRITY TEAM CHALLENGE Produced by Fogcutter Productions r0 TELEVISION The Celebrity Team Challenge is designed as a made-for- television event. As a first year event, the tournament will be packaged as a weekend television special for ESPN, or The Golf Channel (two 60 minute shows). As the event grows in prestige, the television coverage will be expanded. Event day and tournament passes will be sold to accommodate spectators and tourism interests. The event will be covered as a golf tournament more than a celebrity event, however, the show will focus on celebrity interaction and on-course strategy. The tournament format emphasizes team competition which facilitates competitive rivalries between the various sports and entertainment fields. Strategies involving player match-ups are key to the competition, much like the Ryder Cup. * ESPN not secured CELEBRITY TEAM CHALLENGE Produced) by Fogcutter Productions -ft 0 a a go 00 M LO .i V 2. A d a Kie '0: ill . _ I-d I f Each team will play for a designated charity, as selected by the or tarn captain, with final approval by the event organizers. Each team will earn prize money based on the CTC scoring format, Prize money is split between the team°s players and their designated charity, although players may elect to donate all earnings to their chariq. For instance, a team earning $40,000 in prize money would donate $20,000 to their charity and split the remaining $20,000 among the four players. Charit/ representatives are invited to attend the event to accept their checks and publicize their causes. A celeb-am golf event and concert for locals will be held in honor of John Efraimson, of Eef Productions the day following the final round. These events vV111 raise raise money for cancer treatment and research in the name of Eef. LEBR `Y TEAM CHALLENGE Produced b y:y® uttger Pmdu ons N CO W SO r j...< Y ' SITE The CTC will be hosted at Vail, Colorado, utilizing one or two of Vail's championship golf courses. The host site will be responsible for providing championship golf facilities, lodging and hospitality for celebrity guests and sponsors. The event will attract golfers, celebrity gazers and sports enthusiasts to Vail to watch the tournament. Corporate sponsors and some individual spots will be available in the Celeb-Am competition of the tournament. The host resort will also benefit from the promotion of various resort owned properties including golf course(s), hotels, real estate and recreational activities. The host site will receive television exposure and :30 2 second spots, public relations and hospitality benefits, and 0 income opportunities from the event. L c LIEiTY TEAM CHALLENGE Produced b Fogcutter Productions a N 2 N (0 sl- CY) W N 0 N Q. 0 m 0 Ln 0 N + ,? r y r EVENT RODUC ROW The CT'C is the brainchild of Matt Dockstader, President of Fogcutter Productions and partner of US Race Series, LLC. Matt has marketed and managed nationally televised golf, ski and triathlon events, and has served as a marketing consultant to various businesses and sports teams. He was formerly the Event and Sponsorship Director of Golden Gate Productions in San Francisco. Previously, Matt worked for Resort Industries Communications in Vail and served as President of Video Design Group, a television production company. Fogcu er Productions will serve as the primary event production company and will partner with Highline Sports and Entertainment of Vail, to assist with sponsorship marketing and event operations. The event producers will also work closely with the Vail Valley Chamber and Tourism Bureau and Vail Resort Company to promote the event and various lodging packages. CELEBRITY TEAM CHALLENGE Produced by Fogcutmer Productions C N n vacx rav? ? 69 ? 3613 7 7w:s? S.iVii pr?Jvysed C 26AW 'trrvat ?C? 47-OW +& Enxat? CAW few wr 51 rawwwo s rr f ?d SUN Gem' 3*ow x5.000 SAM F&CC&O 5.000 P?"Mliu? 170.040 6wdw° 4.000 pegs LIOMcco? 3.004 cbuwj iiAbWado r'ss.o" Y4? 900.4 d 60.00 ?t t s.o0o sacowwy 25.000 p 45.000 % POW SOAM 5.000 CaAPAM 40.000 yow Rw? l i r i January 18, 2005. Brooks 8 Dunn Concert Saturday, September e, 2005. q/Qll q/alla? I?CyC? ???!?? P O Box 2081 Edwards, Colorado 81632 The Vail Valley Motorcycle Foundation is in the process of bringing a concert to the Vail Valley. We have been and currently are in the pro cess of securing a performance by Brooks and Dunn. Vail Valley Motorcycle Foundation and Coors Brewing Company will sponsor the concert. Since we do not yet have a firm date, many details remain undecided. In general, we hope to use the Ford Amphitheater as the main venue. If feasible, we could set up large screen and speaker systems on the adjacent football fields to allow a greater number of people to enjoy the event. As soon as we get a confirmed date, we will be in a position to provide the Town of Vail with detailed budgets, marketing plans, additional sponsor names and any additional information you would deem relevant. Last year the Vail Valley Motorcycle Foundation held its inaugural fund raising event (At Cordillera) and raised over $80,000 for ten Vail Valley Charities. This year, we hope to raise in excess of $250,000, and will again pre-select ten Vail Valley Charities as the recipients. We think a concert like this could become an annual event, which would greatly benefit Vail and many Vail Valley Charities. We look forward to meeting and working with you and will keep you apprised of our progress in scheduling Brooks and Dunn. 'Odbby „ - 'Fad I am= (970) 926 0677 VAIL CONMIISSION ON ?t '.CIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: .??vn/?.i J?r_i•?rv ?c?•?cf-? PROPOSED DATE(S): -S.¢ 7` ? AMOUNT OF CASH FUNDING REQUES i r j: T4_1 • PRODUCING EN ui i(: 1,1414 i4;r0L'X President or Executive Director's Name: 45LPIA:f -SCA4"r'- W- 07160/4 ?c?,, Q?.s/•?. = C Name and Ti Yde of Person Completing the Application: Address:' , Ce? Telephone: 4-,-7eW ?f??z? Ci:;?- 7 7 FAX ?791 0..21 6)e- S 7 WEBmiz: E-Mail Ad,.,.. Zc?.B f3 tB6?'.S' G??••? ?-? C ?.y Or on's tax status: For Profit Non-Profit* Not for-Profit* Non-Profit (5010-3),?orNot for-Profit (501C-6)..y&.:za1ions, please attach CL...i.'A State Dgwt ment of Revenue Certificate with this application. Tax payer 1D# .3,4pa -e>20 c,.;2-, 777 o Does the Event benefit a charity? Yes k' No t o If yes, please name the benefic imy: Mission St..1, ".zat Number of years your ,,.&:, ization has been in business: / • Brief Description of the Event: '.'e7 'vine Cv,C/ e.GeT '00 • Describe where event will be located within Town of Vail: -s: ? ?e¢r"'G.c ?G?.?iC' •?.?/ ..?CJCC'?-? //'.tit-.?js' • Will any portion of the event take place outside of the Town of Vail? Yes No If yes, please explain: TOV/CSE -5- 2005 Application for Funds r, o . Please describe briefly how you will use the funds that you_ are requesting from the CSE: r` • Will additional in land services, be required from the Town of ail? Yeses" No'. If yes, please explain, including a 'des,,...,?;on of antica? ?. ?.i impacts on Town of Vail services: i.e.'bus service, parking, L Mc Co. ".A street closures, etc. a - Is this a New event Existing event Number of years in existence Location(s) of event in previous years: . Number of participants (athletes, artists, exhibitors, etc) anticipated, /r Number of volunteers needed. i',4 Number of event staff Total Number of spectators anticipatasi'Hri7??'' -2 ?'o?J Local -5122% In-state (non local)_ 4a?/o Out of State % e If possible, would you intend to host the event in Vail beyond 2005? Yes X No e0 v Ifyes, for how many years beyond 2005? /D m . Do you anticipate requesting funding from the CSE next year? Yes, x No If yes, in what amount? i, REQUIRED ATr.&-"1vHR1 TS (incomplete applications will not be considered): Detailed event budget, including all anticipated revenues and expenses. Marketing Plan and detailed explanation of potential for. -sponsmrships and media exposure. ? Previous year's. event evaluation, including income and expense statement (if existing event). A Past or projected demo&.,.,Wcs of event atteridees and spending. A Brief description of potential benefits to the Town of Vail, including an estimated # of in. i:..ntal room nights and increased spending gen:,? d A What return on ftivesti rent should the Town of Va f expect? ? O._P o--O tion rosters naming. • 'All officers and respective positions: Board, of Directors and positions The CSE :+ ,. ,cciates the inclusion. of arty additional' support materials, sucli as videotapes, news articles and other printed materials. TOV/CSE -6- 2005 Application for Funds aildaily,cum Friday, September 17, 2004 - Page AS COMMUNITY hikers hit. the links for charity Charitable arm of . Cordillera Motorcycle Association diwies up $75,000 By Carolyn Pope . SPECIAL To niE DAILY It's karma when you can merge something you love',with something that does good. Back in 1997, a few avid bik- ers got together and formed the Cordillera Motorcycle Associa- tion. The mission was to have a good time - and that included golf, motorcycling, travel, great food and good wine. The club endures - now you don't even, have to own a motor- cycle (social memberships are available), or even live in Cordillera (as long as you appre- ciate the finer things in life), and I don't believe hazing is involved in die initiation. After having way too much fun for a few years; the proverbial light bulb went on after a golf trip last year. As winnings were being distributed, someone suggested that some of the winnings be given to support the programs of junior golf.' Instead of 10 percent, the entire pot ended up donated. Bob Schmidt mid Craig Turn- er, invigorated with die idea of the greater good, formed the Vail Val- ley Motorcycle Foundation in 200. The foundation is the chari- tablc arm of the Cordillera Motor cycle A.suciatiou, 'with -the sole purpuse to raise stoney to donate to Vail Valley charities. The Motorcycle Association hosted its first "Rider Cup" this sunnier with 76 players playing on all three courses of Cordillera. The winning teats included Bari Barnett, Kenny Angelucci, Brandon Harrison and Tom Roach. The individual winners were Rick Bowler and Bart Barnett. Sponsoring the even[ were Coors, premier Africa and Mana Luxury Golf. They managed to bring togeth- er 17 event sponsors, 42 auction donors and 36 hole sponsors, and live. auction items included trips to Fiji, South Africa and Charleston, S.C. For anyone who has ever trod- den the streets trump to oather To Learn More . For more information on the Cordillera Motorcycle Club, visit their Web site at www.cordilleramotorcycleclub. com or call 926.0677. items for their local fund-raiser, they know what a feat this is for a first-year event. -- - . - ' Last week, the Motorcycle Foundation- handed out the checks to their designated chari- ties. The three-day golf tourna- ment raised more than $75,000, and the Shaw Regional Cancer Center, Habitat for Humanity, Vail Leadership Institute, the Youth Foundation, The Vail Val- ley Foundation, :Eagle River Youth Coalition, the Literacy Project, Betty Ford Alpine Gar- dens, Jimmy Heuga Foundation, Cordillera Preservation Society, Toni Whitehead Foundation and the Eagle Valley Family Assis- tance Fund were the fortunate recipients of the funds. So if you're wanting to join in the fun, you'll have to team the "International Tough Guy" sign, turn on your Steppenwolf and get -A. fn have fin- Crafglumer and Bob Schmidt. Loulsa and Paul Michelin with Greg Allen. 670-a-Y5-%Lri,ri17 1;0 . 1 'VA IL COWVfiSSION ON SPECS 2i'VZ TS 1EVENT FUNDING APPLICATION Please print or type ali information EVENT: lWA4LJ'S Utv.i 4 ,r. 121-4 r'? ro?.^ ROPOSED DATE(S)! et t " i `4--A?,,r 1.- Zo"d -5- AMOUNT OF CASH FUNDG REQUESTED: 11 2.0, n/, o. 6-6 PRODUCING ENTITY; \J-1t; V_'{ }-U1 President or Executive Director's Name: P_(to d-kt Name and Title of Person Completing the Application: C f vl d lr 5 t'U t l? 5? r Address: F-k-tia-rd-5. Co Telephone: 4-ft) / 145- S'DZZ FAX: '?W/ rL/ - -5-O t 7 WEBSITE: t.t? ?u t ty a tilts i E vcc r, s?v E-Mail Address: ?? `? S C r--t ?1 a : • `?^ e.tr Organization's tax status: For Profit Non-Prof it*_Y_ Not-for-Profit's Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. fax payer M# -'+.4 - 1 L4' i'7-4v Z o Does the Event benefit a charity? Yes No y - .a. Le(;t pravin.? o If yes, please name the beneficiary: A v d-,A&tl t ai,i fzs Mission &a1:emeri: l,,Tumz?ber of years your organization has been in business: -L5 ? V,5 Brief }Description of the Event: b l1 ti 11 -4, D ez,6V- 'CU LL 0 .A a- Wt e o ?.? f?_Y ? a lcf. • t )>sei ibe where event will be located within the T own of Vail: tlt l U..v!±-z. F &:?r:q 3 N-J i I1 any portion of the event take place outside of the 't'own of Vail? Yes No If yes, please explain: 2005 Application for Funds oct• 22 OAF 03:16p VVSC S?G-3wS-5017 ease describe briefly how you will use the fimds that you are requesting from the CSE-: r tiY? =5+/s r il-p n r-..g( /i r:. ? . -e Cat 4 -541:12 " ?' ?l r t,5 _ n'..'r/tn rtr. 1A r4 S )!ivtj 4 Vie L 00 vytG 41 ??1'!? ll1'i°'ail?..%' ? Will additional in-land services be required fig u the Town of Vail? Yes No wA 'if yes, please explain, including a description of anticipated impacts on Town of Vail seMces: i.e. bus service, parking, traffic control, street closures, etc. 1s this a: New event Existing event Number of years in existence Locations) of event in previous years: Number ofparticipants (athletes, artists, exhibitors, etc.) anticipated . ;ZCOc7 Number of volunteers needed 4t7 Number of event staff Zl0 Total Number of spectators anticipated. Z.aaU Local ? % In state (non-local) 91- % Out of State ? %n If possible, would you intend to host the event in Vail beyond 2005? Yes )G No If yes, for how many years beyond 2005? & hr.ua. fl':4 Do you anticipate requesting funding from the CSE next year`?' Yes ` 'No If yes, in what arriotmt?. 19: r, 0 D. RE EQUYRED AT=CA.CHli! ENTS (ineoruplete applica-dons.will not be considered): Detailed event budget, including all anticipated revenues and expenses. y. Marketing plan and detailed explanation of potential for sponsorships and media exposure. Previous year's event evaluation, including income and. expense statement (if zxisting event). > Bast or projected demographics of eveizt attendees and spending. Brief description. of potential benefits to the Town of Vail, including an estin-rated #. of incremental room nights and increased spending generated. `SVhai raau- : on investment should the Town of Vail expect? - Qrganizationrosters naming: All officers and respective positions Board of Directors and.positions The CSL- appreciates the inclusion of any additional support materials, such as videotapes, prograrn, news aruc les and other printed materials. -rov."Csr -6- 2005 Application for Funds got 22 04 03:1€3p VVSC S70-1345-5017 Vaii Valley Challenge Cup Required Attachments Estimated Actual iBudgat 2004 2005 'i Team & Referee Fees 63,625.00 67,125.00 2 P ogrsm -745.00 0.00 3 Tournament Sponsor 5,000.00 5,000.00 4". Website Sponsors 1,000.00 2,000.00 5 wages -10,954.25 -20,000.00 6 Referee Costs -10,062.50 -12,000.00 7 expenses -12,909.34 -14,000.00 8 Concessions-Clothing 2,000.00 5,000.00 Il!et Surplus 36,953.91 33,125.00 Total number of teams 2004 Anticipated number of teams 2005 133 140 2 We will try to sell enough ads to pay for the cost of producing the program. 3 To be renegotiated for 2005. I Lodging links on our webske were successful in this, our first year of offering them. 5 We simply must hire more people to plan, organized and staff the event. Our three part-time employees were overworked, and our volunteers were also. 6 Referee Costs - should increase commensurate to the number of games, which will increase if we accept more teams. 7 Expenses: 2G04 2005 State soarer association tournament fee 500 500 Field rental and lining expenses 1000 1000 Tents 826 900 Balls - one for every team 2000 2000 Pins and medals 2700 3000 Medical Staff 645 700 Referee water bottles 449 500 Food at 20 fields for referees and volunteers 2800 2800 Supplies 1989 2600 12909 14000 Concessions - ouisourced sale of T-Shirts, hope to sell more 8. ucnona e Senefit:s to the Y own of ilaii Hotels - this tournament filled hotels in what is traditionally the heart of the off-season. App. oxlmately 10 rooms are rented for every visiting team, resulting in approximately 1200 roorns each night for Friday and Saturday. Restaurants are busy, and families can shop baiwean and after their games (two on Saturday, one on Sunday). The tournament is promoied on the CSYSA website, the source of information for 800 youth soccer teams ir, Colorado. The tournament is the only one in the state that targets "challenge" level teams. Since there is a "bye" for league play state-wide, it is the only opportunity those teams have to play anywhere that weekend. They are basically a captive audience. lj . 3 Oc'c 22 U4 03: Isr VVSC S70 -5017 N• `I r ' 'V! e fla ob min the list of :it teams every summar from CSYSA, and we direct mail registration appiications to approximately 300 teams and clubs. We also create mailing labels for teerns who ;participated in the previous year and send them applications directly. We have a great: number of teams who come year after year. The results of the competition are printed in Goal Post Scripts, the CSYSA bi-monthly newspaper that is received by every registered player and club in the state - approximately 20,000 people, most of whom live in front range communities. We offer on-line registration on our website that has a direct link to CSYSA's website. . Daa'3f3 ifai ?` ..imC ',"he familes who attend are primarily upper middle class. "Club soccer is expensive. Each attendee must spend around $300 to come for the weekend, resulting in an economic impact of approximately $1.2 million, most of which is spent in Vail because even though the games are held as far west as Gypsum, nearly everyone stays in Vail. ti-Va intentionally rotate the teams through Vail when we schedule the games. ::. Vail Valley Soccer Club OlreGtars and Personnel Volunteers.: Paid Staff: (part-tiems) Cindy Eskwith, President Lae Jones, Executive Director Eric Pottorff, Treasurer Jen Davin, Assistant Director Lisa Connolley, Secretary Las Salmon, Tournament Director Pete Seibert, Field Marshal Coordinator Janice Cerra, Board Member Oudiey Abbott, Board Member Suzanne Gallegos, Board Member Susie Hervert, Board Member Ba`h O'Neill, Board Member Dave Cope, Board Member .Judd Babcock, Board Member It !EJ C G G;i:' 43 Y: 03: 7 Ir i!vsc UU . E,*!O-t?`r?-6017 P.O. Box 2728, Edwards, CO 81632 (970) 845-5022 Phone (970) 845-5017 Tax vvsc@vail..net entail NNIVM.vailsoccer.com w6site The Vail-'Valley Soccer Club began in 1989 as a result of parents' efforts: to bring youth soccer to the- Wail, Valley. Due to the enormous growth of both the. population in the valley and the popularity of s`ccce: _ a ionwide, the clu'o grew from Four recreational teams-in 1989 to twelve in 1994. In 1995, with Lae encpcxagernent of the high school coaches, a competitive division was added to provide an oaportunity for conu-nitted players to play two seasons instead of one every year, and to participate in the Color do State Youfh Soccer Association state league. In 1997, the recreational division became too Marge io.a'? er'cy volunteer parents, so it was taken over by the Vail Recreation District and the ;tir l ?Sicrt2 Eagte Matt olitan District. The Club now administers twelve advanced soccer teams, up from six in 1995, and it provides training to all recreational team coaches in the valley by way of its contract with the Vail Recreation Depa.'Lu.ent. "'lie Vail Valley.Scceer Club actively recruits disadvantaged youth players to join our teams. We translate our recruitment flyers into Spanish and visit schools with bilingual club rq,.rsentatives to make presentations to their young athletes.. The response is enthusiastic, and many players from the Hispanic cormu nit' play on, our teams.. We are fully aware of the financial impact this effort has on our budget, therefore we have redoubled our efr"orts to raise money for the club in. order to pay the costs of including Luse vni lc[ran in our program. Community business sponsorships are sought to help defray expenses. The Gnrual Vail Valley Challenge Cup Tournament began in 1999 and is our single biggest fundraiser. It brings thousands o people to the Vail-Valley during the first weekend of October, traditionally the heart of the of-7-season, wid hotels, restaurants and businesses flourish. ha addition, to a fall season and a spring season, our program offers drop-in training sessions to all of our registered ,payers in the winter in local school gymnasiums.: The. program fee charged to players is $%25 per season plus $160 for. the full uniform.: he azciuat cost of th e brogra m rams about $IOO per s%oasozz 1, lg e., ihaji ae cigagz hi fens, therefo a we iden [fy about qn-, third of our budget income is be ?v_:: a? fi2YLJ3 r'd?YYisyu'rrsr'sii g 13a?'s risasarsf:ips. Our goal is to -make the prograirn affordable ?:?s?1t?' ,Jtilri ?Y4(Z2?S t? ??It;7. The rub is high sc _cai teams ire the valley have directly benefited from the Vail Valley Soccer ?l?!b 1rocl_xm. Priar to 1995, ii was extremely rare for any of the local teams to make it into the State H*i ?, School Tourr.&-iient at the end of regular season play. Since 1997, however, they always advance, and so roc players go en to join college tearzs. r.e key ?lerner_t in our program is fun. We offer serious soccer by employing professional ccach 5, gut uc alurays stress good sportsmanship above everything else. This concept applies to the conduct of bode players on the field and parents on the sidelines. We realize that we -represent the entirc Vail Valley cor_imunity, and it is our commitment as a club to be courteous visitors and hospitable hosts. )Jini111t-,5 & FiscociaLE5 oif 01u-310)1921 CC L.O'll.=00 Vc'PAF2itA; NT OF rFVENUL; 1375 SHCRM-4 STREET Uv7dV5R CO 80161 :147 T?A:?SS'.=EF2l1iS(?.l: GORE VALLLE.Y SOCCER CLIMB 2696 DAVOS TRAIL VAIL CO 81657 1970)476-02Ls p.3 CERTIFICATE Or EXEPt TION FOR SALES AND USE TAX ONLY USEACCOUNTNUMSER ( LIABIUTYINFORMATION I ISSUE OATS E 98-11595-0000 ?44 060 8399 N 0921951'SEP 26 1995 2696 DAVOS TRAIL VAIL CO J,we,t,t sxacuttvaOtrcct t CWpattmont or Rovanilo :& DETACH HERE :, VVSC 970-845-5017 p.7 ci^c:rae'ii Yu :?:Iuo c'.?t't Lij k= - 1 boo vx :L Wars, C-3 Gl ass 1 .ni?t5f ji : ;1 Ri^CirgfC.' iITL tTY i(DL' ago BF-pl.oyar Wcent Uicat ion WQX4 -r: 74-254$762 Contact PeWGW4: Contact s"elephana adulber: (216) 767--3516 509(a)(2) kdvatave Rnlivagr Period -aeqLnw% cry 16, 19S Advauc. % Ruling Period s tds : April 30, I S94 Addendum Applies: UO dsC;C-Ountt aq V-.Irsod Ending-. April 30 1"Oundation status classiticaat'J oa . L-zs%d " :WtMUAtiost +arrtnpli.eA, aarl 4SSUUing Yaeir Oparatione Will be as st t in ;,YV:zr as?vilcatiora io- recoraitiotn of emeapri.on,, wa have determined you ?Wc Gxwtpi: I'cA-areal lzacue tax a113er:::ecti.on Sol(,-) of th-D Internal lte'IIxaa; Coat;- as aA V?'gznizantioa de3cry.bad in section 501 (c) (1) . r Weo Loy: You axs auwiy created organization,, to LIM not VIOI? making a data alrainaelan oz roar foundation status under section 509(a) of the code. Ezr,arivQz,, ua k.avj aabasutined that ycau can reasonably be mzpect-ad to be a Yr S;l_cly ssn?eyr`C orz;aa:riuation descititba 6 iaf aection 509(a)(2). . oca:ca qly, you will be treated as a publicly supported organization, a»3 tai; as a3 p`tivate foundation, durlAg an advance rul.iag period. Ithis advazxc& ral1nq period begins and ends on the dates sheurn abova. vi44.ia 50 &,wjz azii-ar the and of yvar advance rln!$M9 lseried' you racist zwls ac to k:z on. aasAad to d--terYi7ieQ Vnethew you hr-ve mete the regU ira- :.? o: i .? ? s ?13o i?'l c? ;;;;:prazt tastr durciiag 4%9 advance 'ealing parrioa. Ii you e?tscl Sri a4w y", cave bzen a pdjUcly xtvppoDrted organization, you will be claysIZUed as a zcciian 309(a) (1) ox 509(a) (2) orgarAzatica au long as you con- 44LIrra co ;i:'ast the roczUi:tcalents of toes applicable support test. rf you do not inuring the advaace euiiAg period, you will wz - p_-=vatz Zoaudatio= talc Taut u re perm. Also, if you are claza2ied as a privatia Foundation, you will be treated _ae a. private foundation LroL: the dirty or your inceptiou for purposes of sections 507(d) and 49.40. G_,:-a'4 ,ra and ?csrs r Ekrc corgi ; :ay r? ly w, the detern-d ai:ion- tliwC y,;#u arcz not P. Zcc_. aa.-UUri ; i 90 da.fa 4i t? the end of your advi-nce ruling pzriod. 't l;r?I zab?"t '1., :.- .:uizz4 i ardoeuiLti.on Within the 90 days, grantors and coratri- Z'U=o z •_;:y zaYttir.La to r'aly an i:.}re z:clvanca detereination until tixe Service :? r a? deteru:a ftaticon of your fo uadation status. latre 1045(DO/c a) 1 ru ocar ?.,.. ?ir,ay cstcmiLn . ez u4 ic:?tp cacti r 411 4 ( THE VAN. DAILY 970.949.0555/vaildailyc Soccer should be a boon- for offmseason' business Youth soccer tournament infuses Eagle::0ounty businesses -with lots of people during off-season By Ow Thoatpeon DAILY S Aw Wards EAGLE GOUWY ?here's still time to brace yourself for the arrival of a From Range convoy of SUVs cap- by J..w. M mom and filled with their 1 ,,,,6.s who will be p:,, ij ; s in the Werdy's Vail Valley Chalks<8e Cup Now in its fifth yePA rite t. meat ?..'.. x,.135 teams of kids here this : will be pL, are v.:..1,-& The___... 20 fields from Fast flail to Gypsatq Satuniay and St., Lj,, and all that yotnlstsrl ...?w should oransiaot into an off-season, ...:..,.ic boexn for J.u?r businesses. "R piles people into town." said Cindy E*wrtk pr d of the Vail Valley 5.....:,. Chub, which ?syyw..r r. thetmllfl.a,..:L lliGbliuYi?YV?Yf.IOV? is pben,.a. B1. We estL.w*" it will bring in about SAW and the economic impact is $1.5 million to $2 lrdllion." For businesses such as the Gan Range Brewery in Edwards. it's a chal- lenge to keep up with the ??....J, said Krevin . "We get crushed,." he said We're s ? ? ?.... g as if it's the July Fourth a.- end with extra wadistaff, h.,.t and ki...l .?. help." In Vail. Ncole HoUmmr-Ewing at the Rudwzk and G..?:.12 store said she's inweasing staff and staying open later t0 a......,,,, . .?s . the players and fans. "Ordinarily we would close at 5:30 or 6, but we'll stay open until 8." she said. "ht's a good draw for us." Eskwith said 85 r:.......of the.:..... art; ftvttt the Front Range. and that translates into bc.,.:..:,... for the lodging tom..; .: ,;,_J, too. Eskwith said each team occupies about 10 hotel roans. While there are no verifiable num- bens on the economics of the counter- Inert. statistics d.. front a survey of pa.:r....ts w1m...:. to the Vail soc- cer Shoota t summer may shed some light on what soccer may be worth to the local :,.,.........y. The study, ......d.: xwd by Untra h- tional Marketing of Vail, indicated that more than eight in 10 j....-1:..:rants in the three-on-three tournament were overnight guests mid they spent an av:..,!, . of $216 a head By contrast, day visitors, who don't Jr...J the night, spent $118, the study found. At Eagle's Bade Bowl, which .,,..?:.1 last spring, Doug Cahill said he's expecting a bump in business from the tournament. We're anticipating some business from it "» he said. "We're a family ........ 1amettt center and a perfect place to . . . " 1t's just what the doctor ,.. J..:..1 for a quiet aff ,?...?... said Ian A-.`a..v.... of the Vail Valley Chamber and Tourism Bureau. "We're trying to ,,.wage busi- nesses to stay open in the off-season," he said, a W E-6 there will be a number of conventions and business meetings in the coming weeks that will bring ,?...? in excess of 300 people w the Vail area. Sraff Writer Cliff Thompson can be reached at 449-0555, ext 450, or cr wmpsan vaiWaih:cn." The Ultettdy's V'A Valley Chaltertga cup .:11 . „ .,r tomnamerrt could bring as coy as 5,000 people -- and an all-to econaanic boost - to the Eagle County this weekend. 1 1 1 Vail Commission on Special Events 2005 Event Funding Application 1 1 _. 1> 1 1 1 'railFood & Nine ,festival Septernber 3, 2005 Vail Village 1 . 1 1 ?. Applied for by: MOLEM&OM 0 r - 12 Vail Rd. Suite 500, Vail, CO 81657 1 (970) 476-6797 xt.103 aohiahline.com www . 1 VAIL COMMISSION ON SPECIAL EVENTS 2005 EVENT FUNDING APPLICATION Please print or type all information EVENT: Vail Food & Wine Festival PROPOSED DATE(S): Sat., September 3, 2005 AMOUNT OF CASH FUNDING REQUESTED: $ 25,000 - • PRODUCING ENTITY: Highline Sports & Entertainment, Inc. President/executive director's name: Jeff Brausch Name/title of person completing application: Jeff Brausch Address: 12 Vail Rd., Suite 500, Vail, CO 81657 1 Telephone number: 970/476-6797 xt.103 Fax number: 970/476-6890 Website address:, www.gohighline.com E-Mail Address: jeff@gohighline.com ' Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501 C-3), or Not for Profit (501 C-6) organizations, please attach current State Department of Revenue Certificate with this application. ' Tax payer ID#: 84-1331831 • Does the event benefit a charity? Yes_X_ No • If yes, please name the beneficiary: TBD ' Mission Statement: To foster a culture in which Highline team members are challenged to excel in providing all customers with exceptional service, extensive knowledge and an unwavering commitment to ethical excellence... not only to complete client satisfaction- but beyond all expectations! Number of years your organization has been in business 8 • Brief Description of Event: A Vail Festival of Wine, Food, and Music on the streets of Vail Village: The event is being produced to: ' Attract additional Vail Visitors from the regional and Front Range population and beyond. Provide value-added activity for Vail Valley residents. Promote incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Etc.) ' I Event Day: ' Open air event featuring a wide variety of winemakers, Vail Valley restaurants, and jazz and classical music. • Describe where the event will be located within the Town of Vail: Vail Village - Gore Creek Drive and Bridge Street • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: I • Please describe briefly how you will use the funds that you are requesting from the CSE: To cover advertising, public relations, marketing and production expenses. • Will. additional in-kind services be required from the Town of Vail? Yes X No If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic control, street closures, etc.: We will need barricades to control the perimeter of the event venue for the event days (9/3) as well as police support for crowd control. • Is this a: New event X Existing event Number of years in existence: 0 Location(s) of event in previous years: n/a. Number of participants (athletes, artists, exhibitors, etc.) anticipated: 25 exhibitors Number of volunteers needed 20 Number of event staff 20 # of spectators/attendees anticipated 7,500 Local 25% In-state (non-local) 60% Out of State 15% • If possible, would you intend to host the event in Vail beyond 2005? Yes X No ' If yes, for how many years beyond 2004? As many years as it makes sense financially and to the Town. • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $25.000 ' REQUIRED ATTACHMENTS (incomplete applications will not be considered): ? Detailed event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. )0, Previous year's event evaluation, including income and expense statement (if existing event). ? Past or projected demographics of event attendees and spending. ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. i ? What return on investment should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and respective positions • Board of Directors and positions The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. ' PLEASE SUBMIT 7 COPIES OF THE COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: ' Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions call Sybill Navas at 970 376-2394. Appendix 1 ? Detailed event budget, including all anticipated revenues and expenses. Revenues: Estimated CSE Contribution 25,000 Sponsorship/ 15,000 Expo Wine Sales 5,000 Total Projected Revenues 45,000 Expenses: Event Site: Vail Mt. - TOV Permit 140 140 Event Equipment & Rental Expenses: Signage, Decorations, Supplies, etc. 4,750 Rental Items (dumpsters, tables, chairs, tents, porta 2,200 potties, etc.) Bands, Stages, Sound 5.000 11,950 Manpower & Related Expenses: Labor/Announcers 7,000 Town of Vail Police, Security 4.000 11,000 Public Relations/Marketing/Advertising: Public Relations 3,000 Advertising /Marketing 5.000 8,000 Administrative: Proposals /Insurante/Supplies/Phone/Postage 5,000 Management Fee 7.500 12,500 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 2.500 2,500 Total Expenses: 46.090 Net Income: (1,090) 1 t Appendix 2 ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. • A targeted media campaign will be run for the event featuring print, radio and television. The campaign will focus on the following media outlets in the front-range and Vail Valley... DENVER POST/ROCKY MTN. NEWS, VAIL DAILY, SUMMIT DAILY, KVBA TV8, CH5. An estimated $20,000.00 in media value will delivered by this integrated campaign. • A regional PR campaign will key on the high-end, open to the public nature of the Festival. The campaign is expected to generate over $10,000 in equivalent media exposure. • Vail Food & Wine will feature a stand-alone web site offering schedules, news and event pies. • Direct broadcast emails will be sent to the Vail Food & Wine target audience. • Numerous collateral materials will be posted and disseminated throughout the Colorado target region including 4-color Postcards and Posters. Sponsorships Highline Sports will actively sell sponsorships and expo partnerships on the Vail Food & Wine Festival to cover the numerous operating and marketing expenses to make the event a financial success. Highline has never relied on TOV monies to solely support an event. Highline anticipates sponsorship sales of $15,000 for the first year of the company selling the event. Management also anticipates negotiating numerous in-kind deals to help liquidate the many hard costs of the event. 1 1 1 1 1 1 1 1 1 1 1 1 Appendix 3 ? Previous year's event evaluation, including income and expense statement (if existing event). WA Appendix 4 ? Projected demographics of event attendees and spending. 2005 Projected Demographics & Event Goals Vail Food & Wine Festival will look to capture a wide range of customers to include young singles (21+) as well as couples and families. We anticipate the Average age will be 45 with HI-11 at $100,000+. Event Goals • Attract additional Vail Visitors from the regional and Front Range population and beyond. • Provide value-added activityfor Vail Valley residents. • Promote incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Etc.) r Appendix 5 ' ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. 1 Estimated Incremental Room Nights and Revenue Generated by Vail Oktoberfest 1 The numbers below are estimates for the 2005 Vail Food & Wine Festival. As a pessimistic estimate, the 2005 Vail Food & Wine Festival will book approximately 3,750 incremental room nights and an infusion of $1,347,750 into the Town of Vail. The calculation was performed as follows: Incremental Room Nights 1 t 1 1 Estimated attendance: 7,500 Those staying in Town of Vail lodging: 25% Average nights stay in Vail: 2 Total Incremental Room Nights: 3,750 Incremental Spending Estimated attendance per day: 7,500 Average amount spent per-day: $93 Event days: 1 Subtotal spent on F&B, shopping & activities: $697,500 Average lodging price per person per night: Incremental room nights: Subtotal spent on lodging: $99 3,750 $371,250 Number of days in Vail not for event: Number of people staying addtl. days: Average amount spent per day: Subtotal spent on non-event days: Total Incremental Spending: 1.0, 3,000 $93 $279,000 $1,347,750 Appendix 6 ? What return on investment should the Town of Vail expect? 2005 Town of Vail Return on Investment Town of Vail Investment Total Value of Media, Public Relations and Event Related Impressions for a top-tier Presenting Sponsor (such as the Town of Vail) (measured by Event Industry-accepted means). This number is based on the projected PR and marketing for this event and estimates from this event last year and other similar events. Return on Investment through Media, PR and Event Related Impressions alone: Est. Incremental Room Nights Generated Incremental Spending Generated Tax Receipts (4.5%, Lodging-7.4%) Return on Investment through Incremental Spending in the Town of Vail: $25,000 $30,000 120% 3,750 $1,347,750 $71,415 286% Appendix 7 ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions Highline Sports & Entertainment, Inc. Roster Principals/Board of Directors: • Jeff Brausch, Presdent/CEO • James Deighan, Vice President Employees: •" Dave O'Connell, Director of Operations • Peggy Wolfe, Event Director • Bryan Rooney, Event Director • Scott Olmstead, Event Director • Mark Santini, Account Executive • Amy Hornyak, Sponsorship Manager • Kelli Brausch, Controller/CPA t 1 1 1 1