The URL can be used to link to this page

Home My WebLink About2006-07-06 Support Documentation CSE Special Meeting 1J p s? ti 11 ?t YJ J O1 1-1 ve?? 1 i® v ?r /l - b i nn r? U ?"?. CAI? PUBLIC NOTICE: Town of Vail: Commission on Special Events Special Meeting Vail Police Department Conference Room Thursday, July 6, 2006 at 9:00 a.m. AGENDA: CSE members will consider funding in an amount up to $30,000 for a destination event to be scheduled within the time frame from August 18- September 2006. Formal applications must be submitted to Town of Vail, Commission on Special Events at 75 S Frontage Rd. in Vail no later than 2:00 p.m. on Wednesday, July 5. New Business: (5 minutes) Adjournment: 10:00 a.m. Posted this 30a' day of June, 2006 By Sybill R. Navas, Coordinator Commission on Special Events VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information EVENT: Vail's First Annual Festival of Martial Arts PROPOSED DATE(S): September 1- 4, 2006 AMOUNT OF CASH FUNDING REQUESTED: thirty thousand dollars PRODUCING ENTITY: Inyodo Martial Arts President or Executive Directoris Name: Carlos Carvalho Name and Title of Person Completing the Application: Carlos Carvalho Address: Inyodo Martial Arts, Box 4532 Avon 81620 Telephone: 970/569-3083 Cell: 713/825-7603 WEBSTTE: N# *# *#.inyodo.com E-Mail Address: carlosdna@gmail.com / ifieldC inyodo.com Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (50IC-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID#: 229-15-9639 Does the Event benefit a charity? Yes No X If yes, please name the beneficiary: Mission Statement: To host Vail's Annual Festival of Martial Arts, bringing together martial arts experts, students, enthusiasts and their families from all over the country. To provide three days of expertise martial art training clinics, seminars, consumer shows, and an open style martial arts invitational championship. Number of years your organization has been in business: 5 years Brief Description of the Event: Vail will host an Annual Festival of Martial Arts - a colossal three-day event bringing together martial arts experts, students and enthusiasts from all over the country. Three days of training clinics and seminars, a martial art action- film premiere, a K-1 event/party, an all-weekend consumer show, and the crowning event, an open style martial arts invitational championship. Describe where event will be located within the Town of Vail: Dobson Arena, 8150 Will any portion of the event take place outside of the Town of Vail? Yes No x If yes, please explain: TOV/CSE - 6 - 2006 Application for Funds Please describe briefly how you will use the funds that you are requesting from the CSE: Funds will be used to cover the following expenses: Advertising 1. direct mail 2. specialty magazines 3. website development Transportation 1. Referees 2. Guest Speakers & Coaches Locations 1. Dobson Arena 2. 8150 Operational 1. Mats 2. Employees 3. Tournament tools Will additional in-kind services be required from the Town of Vail? Yes No x 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and aFF- wed as part of the Special Event Permit. Is this a: New event X Existing event Number of years in existence Location(s) of event in previous years: Number of participants (athletes, artists, exhibitors, etc.) anticipated five hundred Number of volunteers needed fifty number of event staff fifty Total Number of spectators anticipated five hundred Local 33% In-state (non-local) 33% Out of State 33% J If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? twenty Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? Thirty - fifty thousand dollars 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. _ 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. _ What return on investment should the Town of Vail expect? _ Organization rosters naming: _ All officers and respective positions _ Board of Directors and positions TOV/CSE - 7 - 2006 Application for Funds The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COPIES (at least one formatted so as to be easily copied, i.e. unbound, 81/2 x 11 size) OF THE COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events C/o Sybil] 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 (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 CSEfs 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. INYODO /MAR I IAL AR 15 VAIL VALLEY, COLORADO HIGH MOUNTAIN ENTERTAINMENT July 5, 2006 TO: VAIL COMMISSION ON SPECIAL EVENTS SUBJECT: Funding Request for Vail's Annual Festival of Martial Arts FROM: Carlos Carvalho, President Jason Field, Vice President po box 4532 avon, co 81620 p)970.569.3083 e)invodo_com Vail's Annual Festival of Martial Arts Marketing- Plan 7/5/06 The advertising campaign for Vail's Annual Festival of Martial Arts will make up approximately 33% of the budget. The advertising is expected to cover 8 states and their primary .cities. The ad themselves will depict the resort town of Vail as a sumtner destination. The martial artist and his family will be the specific sector of population targeted. The promotion is a weekend of martial arts with legendary martial artists and coaches in the world-renowned resort town of Vail. Discounted accommodations and activities are sub-text throughout the campaign. The campaign will focus on: Vail as a summer getaway, Vail's Annual Festival of Martial Arts weekend (famous coaches, private teaching, trade show, action film premiere, welcoming party, famous competitors), discount accommodations and discount packages for summer activities. The Festival weekend is to be centered in Vail and organized for maximum exposure/time with the legendary coaches and competitors. The attendees will mingle on Friday night at the welcoming party, practice Saturday at the seminars and clinics, entertain themselves Saturday night with a martial art film premier, and compete in the open style tournament on Sunday. An information guide listing "activities around town" with family packages and discount incentives will be given to all attendees. Vail's Annual Festival of Martial Arts marketing will focus outside the local area of Vail - primarily the surrounding cities and states. Marketing media will include but not be limited to: newspaper, trade magazines, radio, direct mail, and Internet. Direct Mail - direct mail will communicate to over 200 martial art schools in the local region. Twenty-five affiliated martial art schools are located in 6 bordering states. The affiliated schools in Los Angeles, Las Vegas, Phoenix, Albuquerque, Denver, and Orlando create an oYY.,.iunity to market Vail's Annual Festival of Martial Arts to approximately 6,000 people who already know our location, know our reputation, and know our professionalism. Another 180 schools in the region will receive information through direct mail. Trade Magazines - One-page ads will be placed in four leading martial art trade magazines, including Black Belt Magazine and Grappling Magazine. The trade magazines provide instant exposure to the worldwide martial art community. These ads will sell the famous destination of Vail with the internationally recognized names of our guest speakers and coaches. Newspaper - One-page ads will be placed in Colorado state newspapers. Print and radio ads in Denver and the surrounding area will generate martial art family attendance. A weekend festival with discount accommodations and activities will transcend the "day trip" into an annual family weekend. Radio - 30-second promos will run on statewide radio. Vail's Annual Festival of Martial Arts with famous guest speakers, a consumer show, a welcoming party, an action film premiere and an open style martial art tournament is reason for a two hour drive - and once here, discount accommodations and discounted extracurricular activities invite the guests to stay. Website - a website will be constructed and linked to support all forms of advertising. This site will offer year-round promotion and information regarding Vail's Annual Festival of Martial Arts, including accommodations, extracurricular activities, guest speaker/coaches reports, and past, present and future martial art news in Vail. Vail's Annual Festival of Martial Arts Marketing Plan 7/5/06 Sponsorship and Media Exposure Vail's Annual Festival of Martial Arts will draw sponsorship from a wide variety of businesses. The sport of martial arts will generate sponsorship from product suppliers such as: Century, Golden tiger, Fairtex, Tapout, Swain Mats, Revgear, Macho, Zebra mats, Combat Sports, Body Armour and many other martial sport manufacturers. The lifestyle genre of martial arts will provide sponsorship from leading trade magazines and federations that have long since promoted the martial arts as a way of life - Grappling Magazine, Black Belt Magazine, Martial Art Professional, Taekwondo Times, World United Martial Arts Organization, Brazilian Jiu-Jitsu Association, AAU, Gracie Baja etc. Trade businesses such as martial art specific insurance, bookkeeping/collections, staff development, sales, certification courses and software manufactures require the networking and stature building that sponsorship provides. Fashionably conscience companies interested in cross marketing will provide sponsorship opportunities. Companies such as: Monster Energy Drinks, Power Bar, GNC, Adidas, Gatorade, etc. Potential corporate sponsorships will include phone companies, banks, mortgage companies, real estate, food chains, etc. Local companies who provided sponsorship with us in the past have been MGM Cleaning, Sandbar, Moe's BBQ, GNC, Holiday Inn, Simba Run, Vail Realty, Silverthome Motors, Alpine Insurance, Pazzos, Vail Daily, Vail Trail, KZRY, Army etc. Media potential - The working partnership that currently exists between Fox Rocky Mountain Sports Network and the Directors of this event make for excellent potential for media exposure. In summary, there is a great potential for local, state and countrywide sponsorship. The grand scope of martial arts - it is considered to be so many things - self-defense, sport, lifestyle, wellness, tradition, family activity, individual activity, fashionable, male/female, young and old - make this event logical for a wide variety of interested sponsors. 7, Vail's Annual Festival of Martial Arts Marketing Plan 7/5/06 Vail's Annual Festival of Martial Arts Projected Demographics Projected attendance in terms of. Competitors: competitor growth is based primarily by tournament competition, camaraderie in events, seminar professionalism and Vail's day-life / nightlife. These are aspects of the tournament that we as Directors have the most control over. Vail's Annual Festival of Martial Arts will provide the highest level of competition, display honest camaraderie and seminars will be coached by the industry elite. Vail's Annual Festival of Martial Arts will be an athlete driven celebration of martial arts, with learning experiences in all styles of martial arts, competition in all styles of martial arts, and socializing with industry elite - all within the athletic and exciting resort town of Vail. This sector will drive the success of Vail's Annual Festival of Martial Arts. Spectators: spectator growth will have direct correlation to competitor satisfaction. The spectator will most likely be a fan or support base to the individual athlete. This sector of attendance will see the most amount of growth in the near future. This number is exponential in nature and will provide the greatest amount of economic impact to local businesses. The extracurricular activities found in Vail will supplement the Festival activities. We expect to build a host guide directing this sector to discount tours, activities and sights around town. Seminars: seminars will grow in number offered and in athlete attendance. The seminar coaches will be elite industry personnel invited and given Vail VIP treatment. This sector will build / generate the number of athletes attending. Affordable, personal instruction by the best in martial arts is an extremely viable product that all progressive athletes seek. Vail's Annual Festival of Martial Arts will first become prominent because of the guest coaches and prioritized seminars. Overall Economic Impact: Overall Economic impact will be seen in all business sectors of Vail. The martial art industry is made up of all ages, all genders and all cultures and is prevalent as a family practice. Vail's Annual Festival of Martial Arts will have a positive impact to the retail, restaurant and lodging sectors of the community. The event attendees fulfill the target market as defined by the Vail Local Marketing District. The icon event will be directed by local business owners Jason Field and Carlos Carvalho, professional martial artists who's goal is to build the martial art community both locally and regionally. Vail's Annual Festival of Martial Arts is expecting to host two thousand out of town visitors for two nights and three days. They will be dining at local restaurants in the Vail Village, participating in outdoor activities, and spending at local shops. During the Festival weekend five hundred families are expected to occupy hotel rooms. These families will generate spending in terms of necessities such as gas, food, and lodging. In addition they will generate spending in extracurricular activities that Vail offers. Activities such as: Jeep tours, rafting, biking, fishing, horseback riding and sh.,rr;ng in the village. 3 ' s Annual Festival of Martial Arts Vail Event Budget Revenues seminars $3,125.00 Jui-Jitsu $35 x 25 attendees $875.00 Kickboxing $35 x 25 attendees $875.00 Taekwondo $35 x 25 attendees $875.00 Booth Rent¢ $100 x 5 booths $500.00 Tournament $16,500.00 Competitor $50 x 300 competitors $15,000.00 Spectator ft $5 x 300 spectators $1,500.00 K-1 party $6,000.00 entry fee $20 x 300 attendees $6,000.00 Sponsors estimated $15,000.00 CSE grant $30.000.00 $67,500.00 Expenses Advertising $22,200.00 Direct Mail $3,400.00 15000 fliers $ 1,000.00 Artwork $ 500.00 stamps $ 800.00 posters $ 600.00 envelopes $ 200.00 newsletter $ 300.00 Specialty Magazines $4,800.00 Taekwondo Tir $ 1,200.00 Martial Art Pro $ 1,200.00 Grappling $ 1,200.00 Black Belt $ 1,200.00 Website $4,000.00 Radio $4,000.00 Newspaper $6,000.00 Location fees $11,000.00 Dobson Arena $7,500.00 8150 $2,000.00 Movie Theatre $1,500.00 Travel / Acco modations $10,000.00 Airline tickets $5,000.00 Jun Chong $ 1,000.00 Renzo Gracie $ 1,000.00 Gerson Sangin $ 1,000.00 Ada Chong $ 1,000.00 Carina Sangini $ 1,000.00 Hotel rooms $3,500.00 Jun Chong $ 437.50 Renzo Gracie $ 437.50 Gerson Sangin $ 437.50 Duane Ludwig $ 437.50 Arthur Ruff $ 437.50 ML Parr $ 437.50 Jean Lopez $ 437.50 Sauio Ribiero $ 437.50 CME $1,500.00 Seminar/ Coaching Fee Jui-Jitsu $1,500.00 Kickboxing $1,000.00 Taekwondo $1,000.00 Operational payroll Jason Field $5,000.00 Carlos Carvalho $5,000.00 Greg Johnson $1,000.00 Mats trades / lost revenue Licenses Prizes $3,500.00 $11,000.00 $3,000.00 $1,500.00 $3,000.00 $1,500.00 $66,700.00 1 i)RAt'T Town of Vail Commission on Special Events Meeting Vail Town Council Chambers Tuesday, July 25, 2006 at 9:00 a.m. AGENDA: Approval of the Minutes of the meeting of June 27, 2006 and the Special Meeting of July 6, 2006: (5 minutes) Coordinator Report: (5 minutes) • Financial Report • Approve RFP schedule for 2007 allocatio?'?Xvv? Eve nt Debrief/America Days:'Laurie Asmussen:-(T5 minutes) Event Final Reports: (20 minutes each) • Spring Back to Vail/ ok'd w/Jeff • TEVA Mountain Games • King of the Mountain Volleyba lUcf--Leon 6/21 Approve 2007 Funding Request Present New Business: (5 minutes) 06/08 ation for Council (30 minutes) Adjournment: 11: 00 a.m. Next Meeting: Tuesday, August 22, 2006 at 9:00 a.m. LJ