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HomeMy WebLinkAbout2006-10-24 Support Documentation CSE Regular MeetingI From: "Laurie Asmussen" <laurie@vailartsfestival.com> To: "Special Events" <specialevents@vailgov.com>, <vaildc@comcast.net> CC: "Pam Brandmeyer" <PBrandmeyer@vailgov.com> Date: Friday - October 20, 2006 11:20 AM Subject: Re: CSE Agenda for Tuesday, October 25-Nu i t EARLIER START Chairman Chapin, CSE members and Sybill Navas: I am writing in reference to the agenda item for Tuesday's meeting regarding additional funding for the 2006 Holidays in Vail event. After a brief discussion with Pam Brandmeyer this morning, it is my understanding that Council, at their last meeting, directed Stan to evaluate the remaining CSE funding for this year. Therefore, given the circumstances surrounding this item, I respectfully withdraw the request for additional funding for Holidays in Vail at this time. Laurie Asmussen Eagle Valley Events, Inc. VAIL'S FIRST ANNUAL MARTIAL ART FESTIVAL AND CHAMPIO EXPENSE AND REVENUE SUMMARY REVENUE 8150 Kickbox dinner (80 people @ $40) $ 3,200.00 Seminars (60 people @ $50) $ 3,000.00 Movie (125 people @ $10) $ 1,250.00 Tournament (150 competitors @ $50) $ 7,500.00 Concession $ 800.00 CSE Funding $ 10,000.00 TOTAL REVENUE $ 25,750.00 , EXPENSES LEGAL $ 610.00 Insurance $ 485.00 Permits / Licenses $ 125.00 LOCATIONS $ 3,925.00 8150 fighters $ 500.00 food $ 1,100.00 rental chair= $ 120.00 8150 Rent $ 350.00 DI $ 300.00 Ring $ 650.00 VMS $ 675.00 Registration Booth sign $ 230.00 ADVERTISING $ 5,090.00 Radio $ 1,300.00 Newspaper $ 800.00 Direct Mail $ 475.00 Programs $ 250.00 Production $ 465.00 Website $ 1,800.00 HOTELS $ 637.00 Lions Head $ 250.00 Roost $ 387.00 CONCESSION $ 577.00 $ 577.00 MEALS Planning $ 325.00 $ 325.00 Entertaining $ 525.00 $ 525.00 T-SHIRTS $ 2,300.00 $ 2,300.00 --SEMINARS Duane Ludwig $ 500.00 Arthur Ruff $ 700.00 ML Parr $ 500.00 .'..: - TRAL't,r Vx . 701 j"im - Jun Chong $ . 500.00 Arthur Ruff $ 325.00 _ ...EQUIPMENT Audio Visual $ 375.00 Matts $ 800.00 Rental truck $ 725.00 Tournament scoring $ 375.00 - _EMPLOYEES $ 1,000.00 TOTAL. EXPENSES PROFIT Mistakes Concession stand not maximized No sponsors No follow-up exposure -Lack of exposure T-shirt order to big Aialdable mistakes Lack of time Lack of notice T-shirt order to big Concession stand not maximized Negative Circumstances Holiday Weekend - families planned it in advance lack of time to advertise Only-able to attract Denver and Arizona attendees Positive Circumstances Everyone likes the idea - including those who could not attend Positive feedback from attendees Weekend could work if promoted in advance Changes / Goals National advertising National attendance Trade magazine promotion Premiere tournament listing Icon guest speakers Sponsors $ 1,700.00 $ 5,961.00 i? VAIL COMNUSSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Urban Convergence Festival at Vai ? PROPOSED DATE(S): August 22-26.2007 ? AMOUNT OF CASH FUNDING REQUESTED: $150.000 • PRODUCING EN 1 it Y: Zaring/Cioffi Entertainment, LLC President or Executive Director's Name: John Zaring Name and Title of Person Completing the Application: John Zarine. President & CEO Address: HO: 25031 W. Avenue Stanford. Suite 20. Valencia. CA 91384 CO Office: 7063 Shawnee Street, Aurora. CO 80016 Telephone:. 661/294-9999,x206 Cell:310/779-2292 FAX: 661 /294-0799 CO Phone: 303-956-1718 (Missv Fusco. VP & Event Manaaer) WEBSITE: www.zceni,, tainment.com E-Mail Address: izaring(d_0centertainment.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) ..r,, ..izations, please attach current State Department of Revenue Certificate with this application. Tax payer 113# 030456086 o Does the Event benefit 'a charity? Yes . X No o If yes, please name the beneficiary: Well Nourished Foundation Mission Statement: To use the Dower of celebrity to shine a sDotlight on the disparities in urban health care. and draw attention to the Dlague of childhood obesity and diabetes via a national festival celebrating the mainstreamed acceptance of Dot)-urban culture. Number of years your organization has been in business: 13 • Brief Description of the Event: An annual. nationally 'relevant "destination" festival celebrating the mainstream status of urban fashion and the music that insDires it. Funds generated by the sales of tickets. auction revenues. concession shares. program sales. etc. would directly benefit the Denver based Well Nourished Foundation. which .,.w otes healthy lifestvles in urban America. • Describe where event will be located within the Town of Vail: The event will be held at various indoor and outdoor venues throughout Vail. including the Dobson Ice Arena. Checkpoint Charlie. Ford Park. Donavan Pavilion. The Vail Valley Foundation's Ford Amphitheatre, the Cascade Resort. Marriott Hotel and other areas still to be identified. TOWSE -4- 2007 Application for Funds . r • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: WE will use funds provided by the CSE to 1) cover pre-production costs associated with. launching the Urban Con vereence Festival at Vail, including the planning and promotion of the event to potential cash and in-kind sponsors, artists, celebrity participants and media partners: 2) cover costs associated with the production of the event and. 3) to hire a local marketing ?Q,,.c sentative to work with local businesses to maximize the event's activation on a local level. • Will additional in-kind services be required fi, ... 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. It is anticipated that various in-kind services will be requested of the Town of Vail, includin4 use of narking lots. bus service, traffic control, street closures, police and fire services, trash. collection. use of barricades and other special event sianage. use of citv-owned venues _ and nromotional support (such as the erection of street banners) • 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 Number of volunteers needed 300-400 Number of event staff 40 Total Number of spectators anticipated Various, depending upon events within the festival; several thousand are expected to attend and stav in Vail Local 20 % In-state (non-local) 60 % Out of State 201/o • If possible, would you intend to host the event in Vail beyond 2005? Yes_X No If yes, for how many years beyond 2005? Held on an annual basis • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? 50 to 100% of 2007 funding REQUIRED ATTACWAENTS: ? Detailed event budget, including all anticipated revenues and lases. ? Marketing plan and detailed explanation of potential` for sponsorships and media exposure. TOV/CSE -5- 2007 Application for Funds ? Previous year's event evaluation, including income and expense statement (if existing event). ? Past or projected demosaFhics of event attendees and spending. ? Brief description of potential benefits to the Town of Vail, including an estimated # of m,.,-.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 «vp.,zciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COY u.S (at least one formatted so as to be easily copied, i.e. unbound, 8 %: x 11 size) OF i rt, 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 additional information contact CSE Coordinator Sybill Navas at 970 376-2394 or s ialeven vatlgov.com. FOR CSE USE ONLY: 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 c.,,..L ct, 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. TOWSE -6- 2007 Application for Funds ¦ 1 /3 of the amount upon submittal of a comvlete Special Events Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -7- 2007 Application for Funds VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: 2007 Taste of Vail ? PROPOSED DATE(S): April l l thru April 15 AMOUNT OF CASH FUNDING REQUESTED: $50.000. We believe The Town of Vail should be a sponsor of the whole event • PRODUCING ENTITY: Taste of Vail. Inc. President or Executive Director's Name: Pres. Susan Fritz, Director Amv Oberlev Name and Title of Person Completing the Application: Amv Oberlev. Director Address: PO Box 5663 - Vail. CO Telephone: 970-926-5665 Cell: 970-376-2962 FAX: 970-926-5640 WEBSITE: tasteofvail.com and tasteofvail.ore E-Mail Address: info(a)tasteofvail.com Organization's tax status: For Profit Non-Profit* X 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#?84-1163714 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: Over the past 16 vears. Taste of Vail has sivenover $300,000 to more than 30 Eaele County beneficiaries. Mission Statement: The Taste of Vail's goal is to enhance Vail's image. positionine and as a international resort with world class amenities and a serious commitment to fine food and wine and to promote recoenition of the Vail life stvle. Number of years your organization has been in business: 17 • Brief Description of the Event: The Taste of Vail is a four day event with a number of venues. held in different of areas through Vail with the various business and euest as much exposure as possible. • Describe where event will be located within the Town of Vail: The host property is the Vail Marriott Resort, with other events takine place on Vail Mountain as well as Bridee St."IL and Gore Creek Drive. • Will any portion of the event take place outside of the Town of Vail? Yes X -No ' If yes, please explain: r • Please describe briefly how you will use the funds that you are requesting from the CSE: The funds will be used in a variety of ways. Events of this size take a great deal of advertising. In addition we need security. sienaae. fencing. tenting and this vear aDDarently protection for the streets themselves. As we are non-profit we are cash Door.. • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. We need all the above mentioned services: Bus. barking street closures and traffic control. • Is this a: New event,, Existing event X Number of years in existence 17 Location(s) of event in previous years: The same as the above descriptions. • Number of participants (athletes, artists, exhibitors, etc.) anticipated 4.000 Number of volunteers needed 300 Number of event staff _5 paid staff Total Number of spectators anticipated 4000 In-state 44 % Out of State 56 % (See Attached Demographics) • 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? If we can purchase some of our needs. rather than rent, substantially less. The CSE «yy.eciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. FOR CSE USE ONLY: 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 fvjL,jL,Lula: ¦ 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 submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. • 1/3 of the amount upon the completion of the event. CSE/sn 2007 RFP Presentation Schedule 10/2412006 Town of Vail Commission on Special Events: Review of Requests for 2007 Event Funds Schedule for Presentations: Tuesday, October 24, 2006 Funds Available: I I I Undetermined Order: Time: Event: (25 Applications) Producing Entity: 2007 Dates: 2006 CSE Funds 2007$$$ Received: Requested: not presenting Vail Lacrosse Shoot-out Colorado Lacrosse Promotions: 2nd year of 3 year contract 15,000.00 $12,500.00 1 9:15 AM Circus Chimera Vail Chamber and Business Association IAug 31- Sep 3 $ 5,340.00 1 $ 13,165.00 2 19:30 AM Martial Arts Festival I Inyodo Martial Arts IAug 31- Sep 3 (dates flexible) I 10,000.00 1 18,000.00 3 19:45 AM Kick-It 30 Soccer Team Championships International Aug 3-5 1 25,000.00 1 35,000.00 4 110:00 AM 1 King of the Mtn Vollyball Tournament King of the Mountain Volleyball Jun 15-17 1 7,500.00 15,000.00 5 110: 15 AM >US Half Marathon, Vail I US Race Series/by phone 415 725-7926 IAug 17-19 or 24-26 n/a 28,000.00 10:30 Af1A - 6REAK 15:mu1utes 6 116:45 AM Vail Film Festival )Vail Film Institute, Inc Mar 29- Apr 1 55;000.00 90,000.00 7 111:00 AM Taste of Vail (Taste of Vail, Inc Apr 11-15 5,000.00 50,000.00 8 111:15 AM Spring Back to Vail 1 Highline Sports & Entertainment Apr 2-15 50,000.00 1 100,000.00 9 111:45AM Gourmet on Gore (Highline Sports & Entertainment Sep 1-2 1 n/a 1 75,000.00 10 112:00 PM Oktoberfest (Highline Sports & Entertainment (Sep 7-9 & 14-16 1 80;000.00 I 80,000.00 11 12.15 PM Snow Daze Highline Sports & Entertainment Dec 3-16 35,000.00 100 000.00 12130-1 00?PM °LUNCH BRE_ $0 minutes: _ { •--- ..'. _.. _ : 12 1:00 PM >The Italian festiVail Colorado Mountain Markets 2-Sep nla _ 25,000-00' 13 1:15 PM Harvest Festival Meadow Drive Partnership Sep 22-23 I 15,000.00 1 50,000.00 14 1:30 PM Farmers' Market Meadow Drive Partnership 14 Sundays, Jun 17- Sep 16 I 15,500.00 I 74,500.00 15 1:45 PM Jazz at the Market & Washington Prep Vail Jazz Foundation 10 Sundays, Jun 24- Aug 25 15.750.00 17 750.00 High School Band & Jul 4 , 16 2:00 PM (America Days EEagle Valley Events 14-Jul I 42,250.00 1 60,000.00 17 2:15 PM (Vail Arts Festival Eagle Valley Events IAug 10-12 I 15,000.00 1 20,000.00 18 2:30 PM IHolidays in Vail Eagle Valley Events IDec 7-31 35,000.00 I 35,000.00 19 2:45 PM I>1st Annual Vail Busker Festival ?Lunchlady Productions IAug 31- Sep 3 n/a 50,000.00 3 DQ3E'AA _ ra&i.?.%„Si` h ,. 6FtEAK 15=minuts r _.... _,.LL..'?.:.. % _ ... a .; 20 3:15 PM Ambient Street Entertainment Resort Events 11 weeks: Jun 22- Sep 3 47,500.00 68,500.00 21 13:30 PM The Session Vail Valley Foundation Ilan 11-14 18,000.00 40,000.00 22 13:45 PM American Ski Classic Vail Valley Foundation IMar 21- 25 10,000.00 1 20,000.00 23 14:00 PM TEVA Mountain Games Untraditional Marketing IMay 30- Jun 3 78,750.00 I 96,050.00 24 14:15 PM >Convergence Festival Zaring/Cioffi Entertainment IAug 22-26 25,000.00 150,000.00 25 14:30 PM Vail Mardi Gras Vail Valley Chamber and Tourism Bureau 1 Feb 18- 20 I n/a I 5 000 00 IR- 4 45YPM Z.Y ADJOURN ,',. _ Y Total $$$ Requested: $ 1,328,465.00 Administrative Contracts: Coordinator + Expensesl Research/Event Evaluation) Special Event Handbook) pending approval 1 $ 51,800.00 TBD I TBD > Events new for 2007 Town of Vail Commission on Special Events: History of Funding Requests and Allocations YEAR: Funds Available: Rollover from Previous Year: Contribution to America Days from Eagle County: Lionshead Construction Mitigation Funds: Total Funds Available: Event: >Convergence Festival Spring Back to Vail Snow Daze (ReviVail) Teva Mountain Games Vail Film Festival Oktoberfest/Highline Sports Gourmet on Gore Vail Farmers' Market Ambient Street Entertainment* America Days** Taste of VailMinter >Busker Fesitval at Vail Harvest Festival The Session Kick-It 3v3 Soccer Tour Holidays in Vail* (VVCTB in'03) >US Half Marathon Vail >The Italian festiVail Vail Arts Festival _ American Ski Classic Martial Arts Festival King of the Mountain Volleyball Circus Chimera/VCBA Lacrosse Shootout Vail Jazz Festival 2007 Dates 2003 2004 2004 $565,000 $565,000 $565,000 $11,026 $11,026 $565,000 $576,026 2003 Funds 2004 Funds Allocated: Requested: Aug 22-26 Apr 2-15 $32,500 $50;000 Dec 3-16 May 30- Jun 3 $75,000 $75,000 Mar 29- Apr 1 $20,000 $75,000 Sep 7-9 & 14-16 $0 $65,000 Sep 1-2 Jun 17- Sep 16 Suns. ? Jun 22- Sep 3 $47,000 $68,500 4-Jul $257000 $25.000 Apr 11-15 $0 $30,000 Aug 31- Sep 3 Sep 22.23 Jan 11-14 $20;000 $25,000 Aug 3-5 $0 $0 Dec7-31 $20,000 $25;000 Aug 17-19 or 24-26 2-Sep Aug 10-12 _ $15,000 $25,000 Mar 21-25 ___. .._ .._ . __ - $25,000 --.__ $30,000 ._. _.._ _ . Aug 31-Sep 3 Jun 15-17 $7,500 $12,000 Aug 31-Sep 3 Jun 24- Jul4 $14,000 $10,000 Jun 24- Aug 25 Suns. $0 $30;000 2005 $590,000 $0 $6,000 $576,026 $596,000 2004 Funds 2005 Funds Allocated: Requested: $40,000 $100,000 $65,000 $90,000 $40,000 $75,000 $60,000 $100,000 $25,000 $557000 $68,500 $40,000 $50,000 $5;000 $10,000 $20,000 $25,000 $0 $30,000 $20;000 $25;000 2005 $590,000 $0 2006 2006 $650,000 $650,000 $6,000 $6,000 $16,000 $596,000 $672,000 2005 Funds 2006 Funds Allocated: Requested: $150,000 $40;000 $100,000 $50,000 $65,000 $80,000 $60,000 $85,000 $65,000 $80,000 $25,000 $50,000 $15,500 $50;000 $68,500 $56,000 $60,000 $57000 $25,000 $18,000 $25,000 $25,000 $15,000 $25,000 $15,000 $2;),000 $30;000 $20;000 $7;1300 $107000 $10;000 $8,000 $9,000 $16,750 $7;500 $8,000 $8,500 $32,000 $25,000 $50,000 $40,000 $30,000 $25,000 $10,000 $10,000 $5,340 $20,000 $10,000 $6,000 $16,000 $672,000 2006 Funds Allocated: $25,000 $50,000 $35,000 $78,750 $55;000 $80,000 $0 $15,500 $47,500 $48,250 $5,000 $15,000 $18,000 $25,000 $35,000 $15,000 $10,000 $10,000 $7,500 $5,340 $15,000 $8;000 2007 2007 Funds Requested: $150,000 $100,000 $100,000 $96,050 $90,000 $80,000 $75,000 $74,500 $68,500 $60,000 $50,000 $50,000 $50,000 $40,000 $35,000 $35,000 $28,000 $25,000 $20,000 $20,000 $18,000 $15,000 $13,165 $12,500 $10,000 2007 2007 Funds Allocated: $12,500 Total Funds Available: Event: VJF: Washington Prep HS Band Mardi Gras Vail Winter Street Entertainment Wendy's Vail Challenge Cup VRD: Easter Egg Hunt Vail Wine and Food Festival Vail Tipoff Classic Vail Style Snow Show Vail High Altitude Training Camp Vail Film Festival:Summer Screenings Vail Festival Italiano Vail Classic: Criterium Vail Classic Vail Arts and Wine Faire Sustainable Summit Scott Rella: Fear No Ice Rotary Rubber Duck Race Rcky/Cntrl J3 Alpine Jr. Olympics Oktoberfest/EVE (VVCTB in 03) MRA Symposium Leadville Loop Memorial Ride Host Communications: Soccer Halloween Block Party Family Spring Carnival Dine Around Vail -Bridge Street Jam Big Wheel, Brews'6 Chili (The Graze) Avon to Vail Triathlon CANCELLED Vail US Nationals of Skateboarding Vail Armed Forces Week Taste of Vail/Summer: CANCELLED Pete Seibert's Vail Mtn Marathon $565,000 $576,026 2007 Dates 2003 Funds 2004 Funds Allocated: Requested: 4-Jul Feb 18-20 $0 $0 $0 $0 $0 $0 $50,000 $0 $0 $5,000 $0 $2,500 $0 $0 $576,026 $596,000 2004 Funds 2005 Funds Allocated: Requested: $7,500 $0 $25,000 $0 $58,000 $0 $20,000 $1,000 $0 $0 cancelled $0 $3,000 $19,000 $15,000 $0 $0 $0 $0 $0 $10,000 _ $0 $10,000 $10,000 $25,000 _ $0 $20,000 5'14,000 $0 $0 $5,000 $0 $1;400 $0 $0 $0 $15,000 $65,000 $75,000 $0 $0 $10,000 $0 $0 $6;000 $0 $27,655 $25,000 $25.000 $0 $800 $0 $1,500 $1;500 $1,500 $0 $0 $0 $10,000 $0 $1,700 $1,500 $0 $30;000 $30;000 $26,400 $30,000 $0 $0 $fl $3,000 $596,000 $672,000 2005 Funds 2006 Funds Allocated: Requested: $0 $7,750 $15,000 $0 $0 $0 $0 $0 $1,000 $0 $0 $0 $0 $0 $0 $7,600 $0 $0 $0 $0 $0 $0 $18,300 $0 $1,400 $0 $15,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $20,000 $0 $3,000 `8,000 $20,000 $10,000 $10,000 $7,500 $672,000 2006 Funds 2007 Funds 2007 Funds Allocated: Requested: Allocated: $7,750 $7,750 $5,000 $0 $0 $0 $0 $0 $0 $0 Total Funds Available: $565,000 $576,026 $576,026_ $596,000 $596,000 $672,000 $672,000 Event: 2007 Dates 2003 Funds 2004 Funds 2004 Funds 2005 Funds 2005 Funds 2006 Funds 2006 Funds 2007 Funds 2007 Funds Allocated: Requested: Allocated: Requested: Allocated: Requested: Allocated: Requested: Allocated: Holiday Spirit on Meadow Drive $21,000 $0 *Western Regional Softball _ $0 $1,400 $1,400 $1,400 $0 $0 *US Half Marathon Series $0 $0 $0 $7,000 $0 $0 *Nike Jr, Golf All-Stars (3 yrs) $0 $0 $0 $5,000 $0 $0 "Y06" New Year's Eve for Youth $4;800 $5,000 $5,000 $5,000 $0 $0 Subtotal: Event Funds $493,455 $743;600 $430,500 $936;850 $541,000 $1,168,890 $611,590 $1,328,465 $12,500 Administrative Contracts: Coordinator Salary $25,519 $33,5001 $33,350 $35,000 $35,000 $32,500 $32,500 $36;000 Expenses $3,500 $3;500 $3,800 TOV Health Care and Benefit Packaqe $12;000 Event Recruitment $35,000 $40,0001 $35,000 $35,000 $0 "Debit" Card for TOV In-kind Services $25,000 $0 Special Event Handbook $25,000 $0 Research/Event Evaluation I $20,000 $167000 $20,000 $20,000 $24,000 $0 Subtotal: Admin. Contracts $60,519 $93,500 $84,350 $90;000 $55,000 $110,000 $36,00 $,51,800 $0 TOTAL A LLOCATIONS: $553;974 $837,100 $514,850 $1,026,85.0 $ ,b596;000 $1,278,80 $647;590 $1,380,265 $12,500 FUNDS REMAINING: a $11,026 261,074 7$ ., $61,176 _ .. -$436,850 $0 _. -$606,890 _ $2 .. 4,410 _ -$1',360,265 412,500 _ _ *'06 Street Entertainment includes $16, 000 in Construction Mitigation Funds. **'05 & 06 America Days: include $6000 from Eagle County __ >New events proposed for 2007 PUBLIC NOTICE: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesdav, October 24, 2006 at 8:45 a.m. PLEASE NOTE EARLIER START TIME!!!! AGENDA: Approval of the Minutes of the meeting of September 26, 2006 and the Special Meeting of October 12, 2006: (5 minutes) Renewal of Contract for CSE Coordinator for AdminL.. motive services in 2007 (10 minutes) Additional Funds for Holidays in Vail: Laurie Asmussen will propose enhancements to the event which might be included with some additional funding from the CSE. The CSE has been denied the rollover of the remaining $24,410 in unallocated 2006 funds, and is therefore in a position to consider some late season requests. One possibility is the creation of an ice throne and castle fagade in Seibert Circle as a Santa visit destination on select days in the month of December. (10 minutes) Funding Request $3000: 2006 Ice Sculpture in Slifer Plaza/Paul Wertin has arranged to work within the Highline Sports and Entertainment Special Event Permit for Snow Daze to create an ice sculpture in Slifer Plaza for display during the month of December. See note above regarding the availability of 2006 funds. (5 minutes) Review of 2007 Event Funding Requests: 9:15 a.m. - 4:45 p.m. per the attached schedule. Adjournment: 4:45 p.m. Posted the 20`h day of October, 2006 By Sybill R. Navas, Coordinator Commission on Special Events Next Meetings: Annual.Information Sharing Meeting for CSEIERC and Event Promoters Wednesday, November 8, 2006 from 11:30--1:30, Town Council Chambers Determination of Funding Allocations: Tuesday, November 28, 2006 at 9:00 a.m. Town of Vail Commission on Special Events Meeting Vail Town Council Chambers Tuesday, October 24, 2006 at 8:45 a.m. PLEASE NOTE EARLIER START TIME P ! v, r AGENDA: Approval of the Minutes of the meeting of September 26, 2006 and the Special Meeting of October 12, 2006: (5 minutes) Renewal of Contract for CSE Coordinator for Administrative services in 2007 (10 minutes) Additional Funds for Holidays in Vail: Laurie Asmussen will propose enhancements to the event which might be included with some additional funding fi.- the CSE. The CSE has been denied the rollover of the remaining $24,410 in unallocated 2006 funds, and is therefore in a position to consider some late season requests. One possibility is the creation of an ice throne and castle fagade in Seibert Circle as a Santa visit destination on select days in the month of December. (10 minutes) Funding Request $3000: 2006 Ice Sculpture in Slifer Plaza/Paul Wertin has arranged to work within the Highline Sports and Entertainment Special Event Permit for Snow Daze to create an ice sculpture in Slifer Plaza for display during the month of December. See note above regarding the availability of 2006 funds. (5 minutes) Review of 2007 Event Funding Requests: 9:15 a.m. - 4:45 p.m. per the attached schedule. Adjournment: 4:45 p.m. Next Meetings: Annual Information Sharine Meetin,e of CSEIERC and Event Promoters Wednesday, November 8, 2006 from 11:30-1:30, Town Council Chambers Determination of Funding Allocations: Tuesday, November 28, 2006 at 9:00 a.m. CSE/sn 2007 RFP Presentation Schedule 10/24/2006 i, Town of Vail Commission on Special Events: Review of Requests for 2007 Event Funds Schedule for Presentations: Tuesday, October 24, 2006 Funds Available: Undetermined Order: Time: Event: (25 Applications) Producing Entity: 2007 Dates: 2''6 "5 - ?-`?'?` " Rce-e,vtiit: Requested: not presenting g Vail Lacrosse Shoot-out Colorado Lacrosse Promotions: `; ,1, _,_.0i $12 500 00 2nd year of 3 year contract , . 1 19:15 AM Circus Chimera Vail Chamber and Business Association Aug 31- Sep 3 $ 13,165.00 2 19:30 AM Martial Arts Festival Inyodo Martial Arts (Aug 31- Sep 3 (dates flexible) 1 1ii,Gi„.i)a 1 18,000.00 3 19:45 AM Kick-It 3v3 Soccer ITeam Championships International (Aug 3-5 35,000,00 4 1 10:00 AM King of the Mtn Vollyball Tournament I King of the Mountain Volleyball IJun 15-17 15 000.00 5 110:15 AM >US Half Marathon, Vail IUS Race Series/by phone 415 725-7926 1Aug 17-19 or 24-26 ''<< I , 28,000.00 Y a. "A"_M1_ y. a .. f.?%? ?. ^' ? 6 10:45 AM Vail Film Festival Vail Film Institute, Inc Mar 29- Apr 1 t- 00".0.,?t) _ 90,0 0.004 7 11:00 AM Taste of Vail (Taste of Vail, Inc Apr 11-15 50,000.00 8 11:15 AM Spring Back to Vail Highline Sports & Entertainment Apr 2-15 100,000.00 9 11:45AM Gourmet on Gore Highline Sports & Entertainment ISep 1-2 . - I 75,000.00 10 12:00 PM Oktoberfest Highline Sports & Entertainment (Sep 7-9 & 14-16 130,00-38 00 i 80,000.00 11 12:15 PM Snow Daze Highline Sports & Entertainment ?Dec3-16 Utjt_.i it +?+ ? 100,000.00 . ?.:3"k r;:2,!1 1' OO,PM LUNCH ERIK 30 mrnutes~ h+ b ' ` !?' NY, i ET?," "3 ? ? r?"+yr", r?i.:. ;".•a.:;, ?,s...--',.•?. ;t. 12 " ,.. 11:00 PM ? i..! .r«'..n .,v.•...c..v'.u.a,.,, .Y„v_,,... _.fkne,,:n. '.4,a.r.::r ".F,. >The Italian festiVail '5. _is. Y. s7 _ Colorado Mountain Markets 2-Sep !?! 25,000.00 13 11:15 PM Harvest Festival Meadow Drive Partnership Sep 22-23 50,000.00 14 11:30 PM Farmers' Market Meadow Drive Partnership 14 Sundays, Jun 17- Sep 16 i";`;'+?•r% + 74,500.00 1 PM 1 4 Jazz at the Market & Washington Prep V Fo ti il J d 10 Sundays, Jun 24- Aug 25 5 : 5 High School.Band un on a azz a & Jul 4 17,750.00 16 2:00 PM America Days (Eagle Valley Events 14-Jul .i)0 1 50,000.00 17 2:15 PM (Vail Arts Festival Eagle Valley Events lAug_1.0-12 20,000.00 18 2:30 PM IHolidays in Vail (Eagle Valley Events [Dec 7-31 1 3 :ii3.ttC 1 35,000.00 19 2:45 PM I>1st Annual Vail Busker Festival ILunchlady Productions (Aug 31- Sep 3 1 n/a I 50,000.00 5,7,'e.. ,M''. _ ':Fh 3.`00::? M.,,' `•9f;'+ .,F qy^` ae.: RNi§ ?;gT`T, .;Yi^'rn ._, - `Y..? .r3_r?Y,: r r',. 'Mri k": N:`T4':?. .v BREAK:"15'.f1?tn 8S ra"x at .sue: ' fi ' -. a?-• .rv:$ .?„„-.. w ' •?..i k 1-„v 4r? r 7ta €y,( ' I k •` ' r k ' ?ar"7w"`,'da`y' r•A'r .i^'!' ,.,,._.. X , ? tt -' ..a - _ 4,w:'.r ; v? UT•?f5, b t T4s,,x ri 20 , a ....,., a.,b ,, SS. 13:15 PM e-l,f... .. _... _.,..,.._... Ambient Street Entertainment S!? _ .?ar swh..,..:: T._? Resort Events M1:.. W,. Y:l. v. _).l.+v«,.Y,. ,.. :_ i2i,I 1 .. . j 11 weeks: Jun 22- Sep 3 ,r?. 4 f 500.00 68,500.00 21 13:30 PM The Session Vail Valley Foundation IJan_11-14 181000.00 40,000.00 22 13:45 PM American Ski Classic Vail Valley Foundation IMar 21- 25 1 Q,0010. 00 20,000.00 23 14:00 PM TEVA Mountain Games - Untraditional Marketing _]May 30- Jun 3 1 '` , r -51100 96,050.00 24 14:15 PM >Convergence Festival Zaring/Cioffr Entertainment (Aug 22-26 75,000.00 25 4.30 PM Vail Mardi Gras Vail Valley Chamber and Tourism Bureau (Feb 18- 20 000.00 5 T 4 45PM „ADJWA : m ' , : 7 s,+ .N. Total $$$ Requested: $ 1,243,465.00 Administrative Contracts: Coordinator + Expenses pending approval $ 51,800.00 Research/Event Evaluation TBD Special Event Handbook I TBD > Events new for 2007 Minutes: Town of Vail: Commission on Special Events Special Meeting Administrative Conference Room, Vail Municipal Building Thursday, October 12, 2006 at 11:00 a.m. CSE Members Present. Robert Aikens, Stephen Connolly, Clint Huber, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSE Member Absent: Richard tenBraak (due to a pre=determined conflict of interest, he had recused himselffrom all matters pertaining to the listed agenda item.) Others Present: Rebecca Young, Matt Mire, Steve Rosenthal, Matthew Green, Lachie Thomas, Greg Raile and Sybill Navas AGENDA: Review of proposals submitted in response to the RFP for a "Special Event Guide and Application," with revisions as requested by the CSE at their meeting on September 26, 2006, and determination as to whether or not to award a contract at this time, and if so, to whom. Chairman Dave Chapin called the meeting to order at 11:15 a.m. CSE member Stephen Connolly, citing a conflict of interest on account of the fact that his company submitted one of the proposals under consideration, recused himself from the meeting and left the room. Vail Town Attorney Matt Mire, stating for the record that this meeting is an open public hearing, briefed the CSE members on appropriate considerations for decision. He informed the members that an allegation of bias expressed on the record has been filed by the Vail Chamber and Business Association concerning a statement made by Robert Aikens as recorded at 12:10 p.m. per the tapes of the meeting of September 26, 2006. Explaining that bias does not require recusal, Mire asked Aikens if he could swear that he is able to give fair and impartial consid:"on based on the information presented. Aikens agreed and swore an oath to that effect. In conclusion, Matt reminded the CSE that, per ordinance, at least 4 positive votes will be required to pass any motion. Rebecca Young, rzjV c senting Ristow and Cone, LLC, distributed an updated proposal which addressed the clarifications requested by the CSE at their meeting on September 26. She explained that Joanne Morgan was no longer able to commit to doing the design work on the proposal on account of the uncertainty as to whether or not the project would be moving forward and the fact that she had received another contract of significant size that would make it impossible for her to do both. Ristow and Cone, LLC in its updated proposal has recruited otherside creative, inc. to provide graphic design services. . Steve Rosenthal, former VCBA president and CSE member, accompanied by Matthew Green and Lachie Thomas, presented the proposal offered by the Vail Chamber and Business Association. Rosenthal informed the CSE that, contrary to what seemed to be their impression, the VCBA had a great deal of experience in producing events within the CSE,'sn Minutes: Special Meeting 10/12%2006 Page I off Town of Vail; including the original Chili Cook Off, Friday Block Parties in Seibert Circle, sponsoring the Circus Chimera in Vail on three occasions, International Festival including the Riverdance group and the "Turn It Up" customer service training programs. Lachie Thomas added that the most basic Option 1 could be updated over time into Option 3, however Town of Vail IT technician, Greg Raile, stated that the Town of Vail is reluctant to commit to the use an outside server. Sybill then read an e-mail received from Joel Heath into the record, which stated that Untraditional Marketing is withdrawing their proposal "after great consideration of the depth of politics and recognizing the potential conflicts that this project is accumulating." She added that, as staff to the CSE, her recommendation is to postpone the devel...,-ent of the Special Event Guide and Handbook based on the following considerations: ¦ The Town of Vail Event Review Committee (ERC), consisting of staff .,-F.esentatives from all departments affected by special events, has :,j.Y.essed their opinion that it is premature to move forward with the guide at a time when Vail's renewal projects will create several new venues. The work loads of most of the ERC representatives have been increased significantly with the quantity of construction projects underway in the town, and most have expressed their reluctance to undertake an additional project which will require their input at this time. ¦ There have been significant changes to the Town's event permitting process over the last year and there continue to be areas identified where improvements can be made and cu..c,..t vagaries can be clarified. ¦ Postponement can provide an opportunity for a facilitated discussion in next few months between the ERC and Event Promoters to identify areas in the permitting process where there can be more flexibility as opposed to determining what information is essential within a specified time frame. ? Motion to not award a contract to produce a Special Event Guide and Application at this time and to request from the Town Council a rollover into 2007 of the $24,000 remaining in the 2006 CSE budget. M/S/P: Robert Aikens, Clint Huber, Unanimous. Motion to adjourn at 12:15 p.m. M/S/P: Clint Huber, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 12, 2006 Approved by: Date: Chairman, Commission on Special Events Next Meeting: Tuesday, October 24, 2006 at 9:00 a.m. CSE/sn Minutes: Special Meeting 10/12/2006 Pa?c 2 of 2 /- 't ( - - - i F, - , . I . - - 'r . - -'? •• , . - -, - - - .C.. __ •v .. t,, `: J- r:+.` - `• ?•;> 5'It _ f avas `'. l i R N y :. ' oa'd, own tain 2 1 0 ?d ` s; 6 a a .. • ` 1v1 y. r 4 4' {` -f , i r 1F '' O {C it 's 1 a . N V . H' I• 6; T .? 5 ` , 11 Vii, ..'' ...... ` , '0:9 P ax:' 6= 19 None:' 0 42: P ,. o,r 6na vas @ S r ' r rim'a . 'I :com 6 to i /" ? { :' , : e. L 'd is •?- J ", ., - Jt-- " ' 1-' P t _ i`'% ir, f r A ministrative Serviees'.to tlie``'? ,MEMO: Proposal :to Renew Contract o d 1' n. ecial Eve ts: 1. Com` 'ssion o St .. P • S• 1 Y " .r ?0- Ir: - - r - f t -. - tl. - - t:.' -- i ion on S cial,Events- of To:.Town. Vail; Comm ss pe _ `I " Dater Octobe r'1 ' 2006 i /',; , .+?k - w: , f-. T , f Pro t sed Contracts'Jariu 1=Decemlier3 •1 '-2007 t "' Te-1 - PP... '> . ti 1t F' _ - .F.I-. SJ _.. ,.l'. _ .. _ -- E administration-W include`•the ,'follb,Mn ."s directed„6 . the' CSE= 'Commission on . ' , ., l 'ents; (CS )r g;'-, ,y _ m t at* Board= '. 11 I .'' " " 1 " int•of contact" for a11,.S ia1 Event.in uiries and'service. =. Act as a .smg a po pec . ;q - ,r X •t Admini?l:alc the CSE Board: 4 1 ,g s. ee r, 5... iri° g,,Prearat 1? ?• ion and:m cute S ' S Mt P 05' Ai r?:'' ,, ,unicate'with-the CSE Board odmatters-?re ardin ecial:°Everits iri`;tl e'Towii'of Vail " , g g• -P - d ±rovi"e" ': ommendati6hs a"s= .v:ate az' . Pr F.. r v;: < ?,' :4'' :'? B et .1 I 3` :Oversee the•t$E ud :%': Rep ivii? :t i1"n C ' SE'act t es '. ' t t Vail 4TownCounc 'oor I- - i ,> - ,_ . `'?/`' Ove _rsee - ;the S' Pecial Event Fu riding Allocation focessr, `?: ' y .P ;F - • -_ _ ' Pre are`Contraetsbetween'the CSE and Funded;Event Producers - P, , - t •i%' Follow-u '.with;Everit Producers on everif evaluation's aril contract:coi i liance ' ?I ? communities for basis,of-com `arison " <-. _ Attend`events in ottier,;iesort _ p. ..i' ^ :t' .,.v ..'I'- - . ' _ and? assist'. event" producers'. through the - *lnsure,.cornpliance`-.witli Town ':of Vail;::Regulations-'. r - rmittm rocess:." , Pe. g P „?, •{' ? . ,'Facilitate..•communi _:c , . ation s lietween7.event ' roducers`°'Town `of ?1ail, staff-and'°'thei•business'. a pt.._ ,: , _ . , community- ' Y , ? = Process. and distribute` S ecial EVenr'Pe " 'it A lications,,?: ; - , ,?:. P µ PP _ . _ '? Hold `an annualLiineeting between`the Town of Vailataff`and';,local. evenf'-producers to: improve ;' ,., e' _ ion and undo,ala[1diri - commuiicat g' ';~- ?' ' Continue ao develo` .iin movements to ,fhe'' erinittin rocess.that will .facilitate.°the holding of.S ecial Events.in the-Tovi+n of Vail, ''_ - .P, - - _. t - Y , `Oversee event com liance-with To*n,bf Vail' Re ? ' _lations:' .: P I', i'' a :;. e'TOwn o 1; ^ f Vai A -, ;"^ .Y Maintai . n ' aY earlY :Event: Caie.for th ": . nda l t ?''30 hrs/ (48 it.$25.06•Per.hour- Billed,as-exPended not to`exceed 14.40,hours' 000• - .. , ?` " H' "e Office Reimbursement: $`150%month ,$1 SO., - , '' :> .. ?I - „' tin 'e eases etc.- $2000:' '"",.: , ?.' :1Vliscellaneous Ex eases:': mile e`'offcesu 'lies;.mee P PP. 13... XP , ..? ' fits Pac • " e: 00(1 , ;: -? L? Town of Vail Healtli'Care and"Bene $12 - - ,4..' ;;. . ;, t`, rvic .:$51.800 t ?Total For. ministrative Se es• r;` %.G^ 7: G•' b is ' _ - _ " Y. , },' D Sal. f COi0 Idltlato ldact P CS &Coo '; ` PO 7.' v r: ; _ ^t . 4' :' .S I''' ,.t?'' '4 -, n/ 10%19/2006 • t • t, #4 a r Special Events Funding Application Ice Sculpture Addition to Snow Daze Aspen Vail lee info@aspenvailicesculpture.com tel : 970-949-0458 fax: 970-949-1554 PO Box 2883 Avon, CO 81620 www.aspenvai 1 icescul ptu re.com VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ADDrnorJ Or- ICS SC-0 L PTUV.C TO ? EVENT: Sr?loral 1?hZi? (!? i 1a p,u-lE SQa?S E"ATEV-rA, ,IMet-* ? PROPOSED DATE(S): DEL 4 - (q ? AMOUNT OF CASH FUNDING REQUESTED: #30a0 (I Cc --.c, 'P-ee) • PRODUCING ENTITY: ASPej-1 VP IL- (CG President or Executive Director's Name: -_--e_oTT V.EI-t. Pr Name and Title of Person Completing the Application: Pain ??,?/ S c vL pry Address: Po 13o$( a Rl%z? A-,lot- , CD $ ib7-0 Telephoner/ -0058 Cell: 9-/91' 374-3472FAx,2?V -,q.2/®_ogz17 WEBSITE l!U.Jr.I. as e jua I ??p SCul re, Cnwr E-Mail Address: oar,/ /0 os o en ?,r / Sc.u /o tee. cowl Organization's tai status: ` For Profit K Non-Profit* Not-for-Profit* Non-Profit (501 C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 75`3014539q 6Sc_n 41r&_/?a P ?rAr^i.c e c o Does the Event benefit a charity? Yes No 0< o If yes, please name the beneficiary: Mission Statement: Number of years your organization has been in business: ?7 • Brief Description of the Event: PL,e*sE S£IE Sr40-5 DA-ZG A1PPt11('_k1[10" FC>e- (-7e_)'JE A _ E l?r M `t s P-ne.,a • IcE <_r ? gTLyV_E annrno.J rn)0Ull\ F_w DA _jb'EC. <3 ArJD "60 At, tea's-r ?i!{p 7D SIX WeEW.:S- nr bi rti.1 ?• ci.?L_ P-r'uv?C v-1 I LL. rte- /-,a A-r -M+-- L.OJeV_1e7b 1? tZ 1 ICE . • Describe where event will be located within the Town of Vail: Cd„?-mil g? aaE • Will any portion of the event take place outside of the Town of Vail? Yes Dl No If yes, please explain: TOV/CSE -5 - 2006 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE 7th Ca vcE liv s-rs 19e P.QDb a cArJl1 77713r.I s Po?T? •?l Ln Awl Sn?t?r?t? lP? ..I/1 SS ur_Orr,JC? • Will additional in-kind services be required from the Town of Vail? Yes OC 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. #^A k&AP_,A, 84A-r W?' l pu I tJl_ /xl EEO A LAQ K L /1=T AT10 ,12111 FYL ?? Sic ?..1 t!-? _ ?,?/F1".ES ? F ? L?YF?ti Ln I IJ t) ?-61?. ?vf,crt.PRr?(7 ?'oJ it S eFpe-CTEFY3 -nf nEmot-r7, Or1 DF n? GcWLp-,,? 1,,a 14C PAST. • 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 MA-.,?? L?A?V-En-S Number of volunteers needed . ,0? Number of event staff ,0- Total Number 6f spectators anticipated ZOO-1500 Local % In-state (non-local) % Out of State % • If possible, would you intend to host the event in Vail beyond 2005? Yes V 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? Skr AE REQUIRED ATTACHMEN'T'S (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 -6- 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, Le. unbound, 8 % z 11 size) 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. 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 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. TOWSE -7- 2006 Application for Funds October 17, 2006 Town of Vail Commission on Special Events / Event Funding RE: Required Attachments to Event Funding Application The following is an attempt to address all of the required attachments associated with the Event Funding Request Application. As we are seeking to add an ice sculpture to an existing event, some of the attachments do not seem to apply, but I will attempt to address the items I can. Detailed Budget: Expenses: Ice: Transporting & Stacking: Design: Sculpting: approx. 20 blocks at $75 / block: $1,500.00 laborers (2) at $20 / hr. - 8 hours: $ 320.00 sculptors (2) at $75 / hr. - 8 hours: $1,200.00 sculptor: 10 hours $ 750.00 sculptors (2): 10 - 20 hours $1.500.00 - $3.000.00 Total Expenses: $5,270.00 - $6,770.00 Revenues: Marketing Plan / Media Exnosure: 0.00 As we are not managing this event, we have no marketing plan. As for media exposure, the Covered Bridge sculpture is almost always featured on the cover of the Vail Daily and is generally included in other local media, print and otherwise. Previous Year's Evaluation: We feel that the aspen leaf triptych last year was very popular and a L,,...endous success. Proiected Demogranhics of Event Attendees and Suendine: The demographic of the people viewing these sculptures is everyone who walks across the Covered Bridge. We especially seem to draw a crowd during the days that we are sculpting as people are able to experience a live demonstration of how we create these designs with chainsaws and chisels. As for spending, I would imagine that Starbucks sees some increased revenue while we are sculpting. Potential Benefits to the Town of Vail: We feel that the major benefit to the Town of Vail of having the sculpture in a prominent site, and creating the sculpture where people can view the process,,serves as the creation of good and lasting memories for people visiting Vail. People come back to a place because of the good memories: sights, smells, tastes. The experience we (Aspen Vail Ice) provide for visitors to Vail is one of those memories that may keep them returning and spending time and dollars in our town. ROI for TOV: Please see above. Organization Roster: Aspen Vail Ice (aka: Scott Rella Enterprises, Inc.) Scott Rella: Sculptor, Senior Partner Paul Wertin: Sculptor, Junior Partner Additional Materials: Please visit: www.asDenvailicesculi)ture.com www.feamoice.com Brochures enclosed. Oct 18 2006 8:01AM HIGHLINE 9704766990 P.1 October 17, 20i r6 Town of Vail c pecial Events A Y ii i-v: Sybill Navas 1E: Addition ipf Covered Bridge Ice Sculpture to Snow Dale Special Event Permit The purpose of this letter is to document that Fflghline Sports and En'.:..l.Jnment agrees to add the installation of a s ice sculpture at the Covered Bridge to its Snow Daze special event permit. The sculpture will b,% created and installed by Aspen Vail fee (aka Scott Rella Eni?. y?;?es, Inc.) at the stone wall adjacent to the Covered Bridge: the same location as in past years when the sculpture was associated, vith the "Holidays" event, Aspen Vail fee - Hill provide through its general liability policy that Highline Sports and Entertainment a ad the Town of Vail will be added as additionally insured for any damages incurred through the installation of this sculpture. Aspen Vail Ice, vill stack blocks of ice for the sculpture on December 5s`, and commence sculpting on December e. The sculpting process could last through December 7* and possibly the Sm, d:,,„..du g on conditions. The specific design of the sculpture to be determined by Aspen Vail Ice. As in past years, we request 4L V.. the Town of Vail an extendable reach forklift and driver for the stacking day of ; 3cember P. time of which to be determined. Also in past years, the Town of Vail bas provide d scaffolding for the duration of the sculpting process and has effected the demolition of th ; sculpture at a time of its choosing. Thank you for y iur assistance in this endeavor. We look forward to providing art for public consumption in ' Bail in the future. Sincerely, r Pawl Paul Wertin Aspen Vail Ice 7aii4s Dew= - rgldine Sports an ter-tdinment r" Memo HORTONLANT OW 222 Dexter Avenue North Seattle, WA 98109 Phone: 206-22M055 Fax: 206-223-9665 HL2.com Vail Summer Guest Profile Front Ranee: The Front Range guest is a middle-aged adult (average age is 44), and half have children under the age of 12. They are married, and primarily come from dual income families (72% work full time), resulting in a relatively high household income of $123,000. They take 2 summer mountain trips a year, but they are usually modest in scope--about 2 nights, with an average per diem of $280. Despite the high household income, these are working families who are still very budget conscious. They come to the mountains to relax and enjoy the outdoors with their family, and consequently prefer low-key activities like hiking, going to the spa, wildlife viewing, and concerts or events like Oktoberfest. Because the mountains are so accessible, they can plan quick day trips to engage in active mountain sports like biking or rafting. For this group, taking family trips is a priority, but romantic getaways are also desired, if less frequently taken. Destination Markets: The Active Affluent is a middle-aged adult (average age is 44) from Dallas or Chicago; half have children under the age of 17. They are married and primarily come from dual income families (760/a are employed full time), with an average household income of $142,000. They take a family-oriented summer mountain trip every 3 years. These trips are typically the "big vacation" of the summer-they stay for 4-7 days and spend an average of $425 per day. Because they come from areas where mountains are not readily accessible, they want to take advantage of as many traditional mountain activities as possible-hiking, backpacking, swimming, wildlife viewing, and horseback riding. They still want to relax (and will visit the spa), but the goal is to have a.true mountain.experience. Price is a concern, but the Active Affluent is also concerned with logistical details such as booking a hotel and planning activities. Most trips are family trips, but romantic getaways are also appealing, though more infrequently taken. Vail Local Marketing District Target Audience Profile: Front Range and Destination "Active Affluents" September 21, 2006 HEMISPHERES Wm. Criteria: Front Ranae ¦ Live within the Denver DMA Front Range zips: Colorado Springs, Denver, Boulder, Greeley, and Fort Collins • Do not rive in Vail or surrounding areas: not a seasonal resident • 25 years or older • Household incomes of $75,000 or more • Consider mountain areas as a summer vacation option Active Affluents: • Live in Chicago (50%) and Dallas/Fort Worth DMAs (50%) • Not a Vail seasonal resident • 25 years or older • Household incomes of $100,000 or more • G,. mountain areas as a summer vacation option Markets: Denver DMA, Chicago DMA, Dallas/Fort Worth DMA Timing: August 413, 2006 Sample Size: Front Range 300; Active Affluents 300 2 HEMISPHERES Technique: Online Survey 1-k Likely to Visit Vail Age: Average, Primary Range Gender Marital Status Kids at home, Primary Ages Income: Average, Primary Range Employment Leisure Travel Frequency: Average Summer Mountain Travel: Average 44 years, (25-54) Mate 33%, Female 67% Married Half have kids, (2-12) $123K, ($110K-$125K) 72% employed full time 15% homemaker 13 trips a year 2 trips per year 3 HEMISPHERES • Take frequent quick trips- typically family affairs and moderate in scope. > Average per diem per family or couple is $280. > Average stay is 2 nights ¦ They are less inte, ;....:;.d in packing in lots of activities and want to relax. Top activities are: 1. Hiking/backpacking 2 Spa 3. Wildlife viewing 4. Music events ¦ Word of mouth & destination websites are most influential for looking > 67% use word of mouth to .? information on travel destinations. > 54% used* destination website to gather in"r..,-:on. ¦ The web is most influential for booking (regardless of age) > 60% tarok on destination website > 43% book on travel supplier's website > 39% book using an online travel agent (Expedia, Travebaty, etc.) ¦ Tend to book a la carte: > . One in two Front Range travelers have taken a package tour in the past 3 years, but very few (6%) of most recent mountain trips were actually package trips. ¦ Planning occurs between 3 months and 3 weeks out • Booking occurs 3-4 weeks out. 4 HEMISPHERES ¦ Vail is a very popular destination for Front Range summer travelers. > 48% of Frond Range travelers have been to Vail in the past 3 years. > There is still a large sales opportunity for the ."..'.Jng 52%! ¦ Vail past summer guest are loyal to Vail > Most have been in the past 3 years. > 1/5 were still planning to come in '06 at the time of the survey. > 76% of past summer guests have. ._.mended Vail to others. > 87% of past SL-.-. guests say they are likely to come again. ¦ Intention to visit Vail is high > 50% are likely to Visit Vail in the next three years because its dose to home for a quick trip, relaxing, great weather- > Those who haven't been to Vail recently, still want to come- - 20% of those very likely and 50% of those somewhat likely to visit Vail have not been in the past 3 years. • Most interested in taking family vacations; B : ridge Is the top competitor for a family vacation due to its variety of activities and good value. > Vail and S.--..:.at are tied for second as family vacation destinations. > . 37% said their ideal trip to Vail would be a family trip. > 28% said it would be a romantic trip. HEMISPHERES ¦ Vail is also seen as a great destination for romantic getaways. > Front Rangers want to take a romantic trip, but most aren't actually able to. > Trips for Front Rangers ages 2534 or 55F are more likely a romantic getaway. ¦ Concierge service makes Vail more appealing; > 213 said this service makes corning to Vail more appealing > Why? Ease of booking, opportunity to arrange childcare ¦ Key booking drivers include: > Good prices > Activities > bates & availability > Coordinating with travel mates ¦ Primary barrier. perceived expense > 65% of those unlikely to visit in the next 3 years listed price as the biggest barrier. > Half of the Frond Range spends less than $100/night for accommodations > Another 1/3 spends les than $200/night on hotels. ¦ Cultural events and concerts are lure for the Front Range > Oktobertest is most popular with 70% likely to attend. > Arts Festival ranks second with 54% likely to attend. HEMISPHERES V Age: Average, Primary Range Gender Marital Status Kids at home, Primary Ages Income: Average, Primary Range Empl ,i :.. Leisure Travel Frequency: Average Summer Mountain Travel: Average Likely to Visit Vail 44 years, (25-54) Male 44%, Female 560/6 Married More than half have kids, (2-17) $142K, ($125K+) 76% employed full time 10% hom....her 3 trips a year 1-2 trips every 3 years 7 HEMISPHERES • Active Affluents take long summer mountain family vacations. ?, Take a summer mountain trip once every 3 years on average. They spend 4-7 days on their summer mountain vo.,d::..ns, with a higher per diem spend of $425 per family or couple. ¦ Active Affluents seek out traditional active family mountain vacations. Top activities are: 1. Hiking/backpacking 2. Swimming 3. Wildlife viewing 4. Spa 5. Horseback riding > Golf ranks km (91h place) for both Active Atfluents and Front Range. 1. Mountain trips compete With beach vacations or trips to visit familyffriends. 2. Destination websites play a critical role in helping travelers plan and book their vacations. Online booking trends mirror Front Range; 56% book on destination website, 52% book on travel supplier's website, and 43% book with online travel agents. 59% list word of mouth as important for gat, . • 5 .. 3. Looking takes place 1-3 months out, with booking occurring a few weeks later. 4. Package trips for summer mountain travel appeal more to younger or frequent travelers. These travelers are seeking overall value in packages. D Most trips require complete travel neegs_ hotel, airfare, rental car and activities HEMISPHERES • Active Affluents are primarily Interested in family vacations; Lake Tahoe is the top T , and is seen as having great valueldeals and relaxing. Vail ties for second with Aspen. 53% typically ..w ;, er Lake Tahoe, while 41 % and 39% typically consider Aspen and Vail, respectively. Active Afliuents also consider other L.- ... , Jy known mountain resorts such as Jackson Hole. l3artdLake Louise and Park City, as well as Colorado resorts. Vail is seen as having the elements for a family vacation, but trams Tahoe in this association. ¦ Vail is also heavily considered for romantic getaways. a But rarely able to take couples getaways due to family trip needs Intent is high (42%), so awdt... is not an issue. • Loyalty is high 73% of past st. guests have. ..,.....mended Vail. ¦ Intent to visit Vail is high 75% have never been to Vail. Only one quarter have visited Vail in the past 3 years for either summer or winter. ? Despite lack of vi,-? .. overall, one third say they are likely to visit in the next 3 years. Vail is seen as a great place for a relaxing The good weather and wide variety of activities are very appealing. 1. Concierge service makes Vail more appealing 80% of Active Atfluents find the concierge service appealing; this is an opportunity to further promote the "relaxing' appeal of Vail. 9 HEMISPHERES Key drivers to Vail include: • Good prices ? Hotel search Activity range Timing Primary barrier is perceived expense 43% of those unlikely to visit Vail in the next 3 years cite expense. Also concerned with hotel search and activity range. Fly to market is defined by DIA > 70% arrive at DIA > 19% drive from home 8% arrive at Eagle County Airport 10 HEMISPHERES Messaging solutions to increase traffic: ¦ Position Vail as a great family destination with variety of activities and childcare options ¦ Position Vail as a great destination for romantic trips ¦ Address Vail perception via packages and best rates available by traveler type ¦ Market key activities: hiking, spa, swimming, wildlife ¦ increase presence and benefits of Concierge Service tt HEMISPHERES • Maintain family and romantic message in the Front Range simultaneously > Continue with -.-Sc weekend escape'...., but position with childcare for those with kids or > Run a ,?, a o2e ad with family message in a di::. 4,,, section. ¦ Make childcare available through the Concierge service, enabling parents to enjoy a romantic escape while vacationing with the family. • Utilize PR to drive home family message, combat perception of price, and generate word of mouth. ¦ Develop call center training & scripts to further qualify vacation needs and dose the sale. > Number of guests in party > Desired activities > Airfare 12 HEMISPHERES I'll • Map packages to trip type (in order by conside,o;„,.. of Vail): > Family > F- - ,, (e.g. for Game Creek or specific hotel) > EvenV-....,,_.: > Gids/Guys weekend > Adventure ¦ Develop a guided hike for wildlife viewing. • Create search for hotels within the website or on the web. • Customize website experience by visitor type. ¦ Highlight kids activities on the website, such as horseback riding, hiking, swimming, wildlife viewing. ¦ Utilize email blasts and hotel lodging kits for word of mouth. 13 HEMISPHERES ¦ Top information gathering/media resources: 1. Word of ffxxM: PR is imperative 2. Desw..a::..., websites/online: increase online activity 3. Tourism office: call center training 4. Newspaper or -v--..a ads: maintain presence • Websites for Front Range and Active Affluents are popular as follows: 1. News 2. WeaBier 3. Travel 4. Entertainment Traditional media (newspapers & magazines) is more off .,.U,re for guests age 45 and older. • Front Range: Newspaper has high readership (84%); most Front Rangers read the Denver Post ¦ Active Affluents: Newspaper readership is high (91°x6) in this group; Chicago Tribune and Dallas Morning News have highest readership among all local and national press. 14 HEMISPHERES MINUTES: Town of Vail: Commission on Special Events Meeting ` Vail Town Council Chambers Tuesday, September 26, 2006 at 9:00 a.m. CSE Members Present. Robert Aikens, Stephen Connolly, Clint Huber, Richard tenBraak, Heather Trub and Chairman Dave Chapin CSE Member Absent: Scott Stoughton Others Present: Lorelei Donaldson, Kerry Donovan, Pam Brandmeyer, Leon Fell, Laurie Asmussen, Kaye Ferry, Matt Greene, Lachie Thomas, Kris Friel, Joe Blair, Tricia Capello, Greg Raile, Matt Mire and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Vail Town Clerk Lorelei Donaldson swore in newly appointed CSE member, Heather Trub, who was appointed to the position vacated by Ian Andersou'at the Town Council meeting on September 5. ? Motion to approve the minutes of the meeting of August 22, 2006, as presented. M/S/P: Stephen Connolly, Clint Huber, Unanimous Coordinator Report: • Sybill distributed an updated contact list of CSE members and reminded the members that the terms of Dave Chapin, Richard tenBraak and Heather Trub would expire in December. Lorelei Donaldson affirmed that the deadline for submittal of letters of interest to be reappointed to the CSE would be due by the 1't Wednesday in December. • Financial Report: Sybill reported that the CSE has a remaining unallocated fund balance of $24,410 and that all accounts are on target for this time of the year. Holidays in Vail is the only remaining contract to be finalized; pending a decision on a date for the tree lighting cca,,Lmony. She stated that following a conversation with the county's financial director, Mike Roeper, regarding the cancellation of the 0 of July fireworks due to extreme fire danger, she has re-invoiced the Eagle County Commissioners for their $6000 contribution to the that event and has been assured of the likelihood that they will allow their contribution to be applied to the New Year's Eve display. • Convergence Festival Update: Sybill distributed a sponsor information packet provided by John Zaring as well as a recap of a meeting that she had with John and several members of his staff on August 27, when they had made a trip over from an event they were assisting with in Breckenridge to get an overview of Vail venues for next summer's Convergence Festival. By all reports, they expect the event to go on as planned and have renewed their reservations with several local venues, including Dobson Arena, Donovan Pavilion and the Marriott Hotel. They were also going to speak with the Foundation concerning use of the Amphitheater. Some CSE members remarked that the event outline and schedule seemed to have shrunk since the last presentation, both in the scale of the event and in the target level of potential sponsors. Sybill stated that she was not sure if they would be asking the CSE for CSE/sn - Minutes: September 26, 2006 Page I of 5 2007 funds, but insured the members that if no proposal was forthcoming by the October 16 deadline, she would be in touch with John immediately. • Food Vendors: Sybill informed the CSE of new additions to the Special Event Permit Application resulting from the discovery that many food vendors have been disposing of their gray water into the storm sewer system. Since there have been so many. food vendors, primarily participating in the Farmers' Market and again at Oktoberfest, there is a heightened concern over grease stains on the new pavers. Also, there will now be a requirement that all special event food vendors hold a Colorado Retail Food Service License and submit a signed certificate indicating their understanding of the Town's and the respective Event Promoter's conditions of participation. Rich tenBraak questioned how this might impact a non-profit group, such as the Rotary Club, which does not hold such .a license but operates the barbeque at the Duck Race. Sybill suggested that this issue will be discussed with the Town's Environmental Health Officer at the next ERC meeting and that perhaps some exemption criteria might be developed. All of the event promoters affected to date have been supportive of the changes. • Banners: Sybill read a letter dated September 21, 2006 into the record from Sheika Gramshammer in which she stated that, on account of complaints from some of their guests that the banners were impacting the view, Gasthof Gramshammer would no longer allow the Town of Vail to attach the Bridge Street banners to their building. Pam Brandmeyer added that this was more likely an expression of Sheika's disagreement with the Town over issues surrounding the noise ordinance and that the Town is already working to find an alternate site, perhaps by erecting poles in the Town of Vail ROW, but that it may take some time to finalize the decision since the change must be made by ordinance. The CSE requested an update at their next meeting. Discussion: Reconsideration of funding allocation schedule in light of changes to the Town Council's budget approval schedule. CSE members approved by consensus the following schedule of meetings: • Tuesday, October 24/ All day: Regular October CSE meeting. Review of 2007 Event Proposals. • Wednesday, October 25/ 11:00 am. - 1:00 p.m.: Possible executive session to discuss funding strategies, particularly with regard to the negotiation of multi-year-contracts with selected events. Sybill will confirm with Matt whether or not this discussion is acceptable under the conditions allowed by Colorado Statutes for executive sessions. • Wednesday,. November 8/ 11:30 a.m.- 1:30 p.m.: Annual information sharing meeting between ERC, CSE and Town of Vail Event Promoters • Tuesday, November 28/ 9:00a.m.: Regular November CSE meeting. Discussion of funding allocations. • Wednesday, December 6: Tentative meeting to refine funding decisions should the council make changes to the 2007 budget at the 2nd reading on Tuesday, December 5. There will be no regular CSE meeting in the month of December. Sybill will work with Rich to schedule a joint meeting with the VLMDAC early in 2007. Event Final. Reports: • King of the Mountain Volleyball: Leon Fell distributed an overview and final event budget. He stated that the event was nearing its goal of attracting the same energy and numbers as in its 1980's heydays, with 281 teams participating this year and an ever increasing interest in the juniors division. He added the event had received some national CSE/sn Minutes: September 26. 2006 Page'-? of 5 l media exposure this year and that he expects to be able to tap into national advertising next year. Citing the strengths of the event as the Father's Day weekend time frame, Vail's location and reputation and the increased lodging numbers generated by this year's tournament, Leon stated that he expects at least 300 teams next year and will expand the event onto the Softball fields. As he had stated last year, he reiterated that the greatest limitation to the expansion of the event is the lack of an adequate number of sand courts. The addition of 2 more courts would provide opportunity to expand the event up to the level of 500 teams. He recalled the early days of the event when the courts were at Golden Peak and the energy from the event's proximity had spilled over into the village. • Circus Chimera: This report was postponed at the request of Joyce Gedelman due to the lack of complete information available to date. • America Days: Laurie Asmussen distributed the event overview and final budget for both America Days and the Arts Festival. Beginning with America Days, she stated that an Apple Pie Bake-off at the site of the event sponsor, Millennium Bank, had been added this year as part of the goal of expanding the event to 2 days. Although the weather was miserable on the first day, it is hoped that the pie event can be moved to Ford Park next year, and become an all-American lead up to the Patriotic Concert. She added that, although there was some additional expense involved, it was a benefit to have the Washington Prep High School Band back. She estimated the parade crowd at about 30,000 people, and said that the entertainment in the Village after the parade had helped to mitigate the exodus to Ford Park for the concert. Sybill suggested that moving the concert to late afternoon might help keep people in the Village over lunch, and/or for dinner afterwards. In conclusion, Laurie spoke to the cancellation of the fireworks and the fact that since the show had been completely set-up prior to the decision on July 3 to cancel due to the extreme fire danger, much of the cost would not be recoverable. • Vail Arts Festival: Laurie began by stating that the 2nd weekend in August appears to be an ideal time for the event, which provides an excellent compliment to the Dance Festival and the Farmers' Market. Adding that the East Lionshead Circle site is an ideal venue, with 98 artist tents there is little potential for growth because the site is constrained by the bus stop, and she feels that the LH merchants would be heavily impacted if the bus service to the mall were to be eliminated during the event. With respect to sense of community, Laurie cited the festival's 22 year history in Vail, the commitment to the Lionshead business community and the fact that, since it is not one of the currently popular "touring" art shows, it is comprised of a unique group of artists with a distinctly regional flair. Sybill informed the members that the event contributes over $7000 in Special Event Business License fees alone. Update on plans for Holidays in Vail: Laurie Asmussen distributed the following proposed event schedule: • Dec. 16-17: Holiday Gift Faire at Donovan Pavilion. The proceeds will contribute to a memorial fund for the purpose of defraying rental costs at the Pavilion for memorial services and funerals. • Tree Lighting in Lionshead and Vail Village with a Parade of Lights: The proposal of Saturday, December 16 was eliminated due to the MixxMaster Mike Concert at Crossroads scheduled on that date. There was some discussion that it might be better to schedule it on the Friday or Saturday before Christmas when the most visitors will be in town. Kaye Ferry, representing the VCBA, commented that the merchants benefit from having the holiday lights on earlier in the season, but that it is futile to go against Beaver Creek's holiday kick-off celebration at Thanksgiving. As a compromise, CSE members CSE/sn Minutes: September 26; 2006 Page 3 of permitting process must be accomplished by completing the more simple PDF based guide and application first. Untraditional Marketing, represented by Tricia Capello and Joe Blair, was asked if they would be interested in Te-working their proposal to provide a bid to produce the document as described in the RFP. While expressing their opinion that the fully integrated database backed program would be an excellent tool for the CSE, they stated that, yes,. they would be interested in bidding on the simpler product. In conclusion, a decision to postpone awarding a contract was reached by consensus and the following direction given: • The Vail Chamber and Business Association proposal was eliminated. The CSE felt that the other two proposers possessed a greater degree of familiarity with the Town's permitting process and were better qualified to facilitate the necessary discussions between the Town Staff and event promoters. • Request a revised bid from Untraditional Marketing, for the basic PDF based product, which could serve as a stepping stone to the more sophisticated database-backed proposal. • In comparison to the other proposals received, the cost of the Ristow Cone proposal was considered to be quite high relative to the final product. Although the CSE did determine that the straight-forward guide and application package without the online submittal and database system is indeed the product that they are seeking to produce, they felt that the cost should be lower than a database backed guide. There was general consensus that $100/hour was quite a high rate of pay for re-writing permits- but. that different aspects of the project require different skill sets. Sybill was directed to ask Stephen Connolly to submit a budget where the hours are more clearly itemized- as in, interviews, meetings, writing, IT design, etc. Additionally, they requested that he expand on his IT qualifications, or clarify who will be the consultant with regard to the technical aspects of the project. • A meeting shall be scheduled at 11:00 a.m. on Thursday, October 12 for the purpose of evaluating the revised proposals and coming to a decision as to how to move forward. Motion to adjourn at 1:00 p.m. M/S/P: Robert Aikens, Clint Huber, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator September 26, 2006 Approved by: Chairman, Commission on Special Events Date: NEXT MEETING: Special Meeting to review the revised proposals for the Special Event Guide Thursday, October 12, 2006 at 11:00 a.m. Administrative Conference Room, Town of Vail Municipal Building Next regular CSE Meeting: Tuesday, October 24, 2006 at 9:00 a.m. Vail Town Council Chambers CSE/sn Minutes: September 26, 2006 Pale 5 of 5 CSE/sn 2007 RFP Presentation Schedule 10/24/2006 Town of Vail Commission on Special Events: Review of Requests for 2007 Event Funds Schedule for Presentations: Tuesday, October 24, 2006 Funds Available: Order: Time: Event: (25 Applications) Producing Entity: not presenting Vail Lacrosse Shoot-out Colorado Lacrosse Promotions: 2nd year of 3 year contract 1 19:15 AM ICircus Chimera Vail Chamber and Business Association 2 19:30 AM I Martial Arts Festival I Inyodo Martial Arts 3 19:45 AM Kick-It 3v3 Soccer (Team Championships International 4 10:00 AM I King of the Mtn Vollyball Tournament I King of the Mountain Volleyball 5 10:15 AM 1>US Half Marathon, Vail US Race Series/by phone 415 725-7926 6 10:45 AM Vail Film Festival Vail Film Institute, Inc 7 11:00 AM ITaste of Vail Taste of Vail, Inc 8 111:15 AM I Spring Back to Vail Highline Sports & Entertainment 9 111:45AM I Gourmet on Gore Highline Sports & Entertainment 10 112:00 PM IOktoberfest Highline Sports & Entertainment 11 112:15 PM (Snow Daze Highline Sports & Entertainment 12 1:00 PM >The Italian festiVail Colorado Mountain Markets 13 1:15 PM Harvest Festival Meadow Drive Partnership 14 1:30 PM Farmers' Market Meadow Drive Partnership 15 1:45 PM Jazz at the Market & Washington Prep Vail Jazz Foundation High School Band 16 2:00 PM (America Days Eagle Valley Events 17 2:15 PM (Vail Arts Festival (Eagle Valley Events 18 2:30 PM I Holidays in Vail 1 Eagle Valley Events 19 2:45 PM I>1st Annual Vail Busker Festival ILunchlady Productions 2007 Dates: 2P06 C::SE F=us' ds:. Rcceive(E Undetermined 2007$$$ Requested: $12,500.00 Aug 31- Sep 3 Aug 31- Sep 3 (dates flexible) [Aug 3-5 (Jun 15-17 (Aug 17-19 or 24-26 Mar 29- Apr 1 Apr 11-15 Apr 2-15 Sep 1-2 Sep 7-9 & 14-16 Dec 3-16 Sep 22-23 14 Sundays, Jun 17- Sep 16 10 Sundays, Jun 24- Aug 25 & Jul 4 14-Jul (Aug 10-12 I Dec 7-31 (Aug 31- Seq 3 I w i;:3+>. rt $ 13,165.00 18,000.00 I ]ti%..ats:% 35,000.00 15,000.00 13i ri 1 28 000.00 , 1 90,000.00 50,000.00 0or ,oo.. I 100,000.00 I r° i I 75,000.00 80,000.00 I o'.:,,Gr l). ;t) 1 100,000.00 Ir! 25,000.00 50,000.00 i r. •? .t;t, 74,500.00 17,750.00 50,000.00 20,000.00 J 0M.00 ( 35,000.00 1 .?.?;c.;; Ni .."'Y^.r.',%` £a'v&n".'F„r.:'FS :"?7.i'S' 50,000.00 . `: v'..g?'R:.'C":ri.,,""Up."?--:••.c -. 20 3:15 PM Ambient Street Entertainment Resort Events_ 11 weeks: Jun 22- Sep 3 21 3:30 PM The Session Vail Valley Foundation Jan 11-14 22 3:45 PM American Ski Classic Vail Valley Foundation Mar 21- 25 23 4:00 PM TEVA Mountain Games Untraditional Marketing May 30- Jun 3 24 4:15 PM >Convergence Festival Zarin$/Cioffi Entertainment Aug 22-26 5 4:30 PM Marddi Gras VVa i Vail Valle Chamber and Tourism Bureau Feb 113- 20 Id-a ai O Total $$$ Requested: Administrative Contracts: Coordinator + Expenses Research/Event Evaluation Special Event Handbook 4 7.500 '?', 68,500.00 40,000.00 20,000.00 if=,7h?.07 96,050.00 75,000.00 5,000.00 $ 1,243,465.00 pending approval $ 51,800.00 TBD TBD > Events new for 2007 Direct Income to Town of Vail from Special Events Vendor Fees Year. ($7Wvendor) Sales Tax Gross Sales Arts Festival 2005 $7,275 $4,480 2006 $6,225 $2,964 $80,204 Antiques Show 2005 $2,025 $1,215 $26,994 2006 $1,950 $768 $28,900 Fanners' Market 2005 $6,000 $10,332 2006 $5,100 $12,617 Lacrosse Shoot-Out 2005 $525 $4,966 2006 $525 $2,352 I SPECIAL EVENT RATING GRID j EVENT NAME: DATES: $$$ AMT. REQUESTED: New Event Existing Event . if yes, # of years Does the event have the potential to: Benefit local .,,;..,L urants Increase room nights Stimulate Retail Sales Improve the sense of community Promote Visitor Intent to Return Timing: How well does it contribute to a balanced annual calendar of events? Demographic Fit: Does it match the profile of targeted visitors, as defined by the VLMD? Growth Potential: How big can it become? Will it be annual? Leveraging Value: How great is the potential to attract sponsorships and media exposure, thereby increasing the impact of the CSE funds? Producer Qualifications: Do they have the ability to produce an event compatible with the image of Vail as a "world class" resort? TOTAL SCORE: CSE Member Initials: $ Amount of funding suggested. Vail Chamber & Business Association Date: Friday, October 16, 2006 To: Sybill Navas, Commission on Special Events From: Kaye Ferry Re: Circus Chimera Report 241 S. Frontage Rd. E., Suite 2 Vail, Colorado 81657 Phone: 970.477.0075 FAX: 970.477.0079 E-mail: info@vailchamber.org This is the third year that the VCBA has coordinated the Circus Chimera event in the Town of Vail and this year a total of 2,023 individuals attended. We received very positive feedback on the performances in spite of the weather. , Our goal, with your assistance, is to create a multi-year event. I have enclosed the VCBA's revenues and expenses. As you can see, we broke even but would not have been able to do so without the support of our sponsors. The VRD extended a discounted rate to us for the rental of Ford Park. Shaw Construction delivered and picked up the plywood used for setup and breakdown at no charge. The Vail Daily, TVB, TV5, KTUN and KZYR combined donated almost $7,000 in advertising. And, of course, CSE contributed $5340. We believe that the Circus is a wonderful event to hold in Vail and would like to see it return year after year. It fills a niche at this time of year for families and children seeking entertainment at a reasonable price. A great deal of planning and effort on behalf of everyone involved went into making the Circus a success and this would not have been possible without you. Again, thank you for your sponsorship and support! Rich tenBraak, President Manor Vail Vail Chamber Board of Directors Lourdes Ferzacca, Vice President Ron Weinstein, Sec.-Treas Kaye Ferry, Executive Director La Tour Roxy K. Ferry, Inc. Marka Brenner John Cogswell Steve Rosenthal Blue Sky Mortgage The Squash Blossom Colorado Footwear VAIL CHAMBER & BUSINESS ASSOCIATION CIRCUS CHIMERA SEPTEMBER 8 - 10, 2006 REVENUES ACTUAL Ticket Sales $2,138 Circus payment of portion of Ford Park rental 833 Circus Chimera advertising reimbursement - Vail Daily & TV8 1,100 CSE Contribution 5.340 TOTAL REVENUE $9.411 EXPENSES Ford Park Rental - 3 days $1,500 Special Event License 50 Temporary Tent Permit 125 Amplified Sound Permit 50 Banner Permit 50 VCBA Management Fee * 2,835 Dumpster - 3 days 265 Plywood 0 Flyers - 6000 to schools 962 Banner 754 Advertising - Vail Daily 1,585 Advertising - TV8 100 Advertising - Radio (KTUN & KZYR) 0 Advertising - VCBA Newsletter 228 TOTAL EXPENSES $8.504 REVENUES IN EXCESS OF EXPENSES $907 * VCBA Management Fee: contract negotiation/review , VRD & CSE presentations, advertising & poster design, distribution of flyers & posters valley-wide, Summit, Lake, & Garfield counties plus gas, on-site coordination, ticket sales, collection of $, accounting and settlement. oil -t* y vT r1?. im _ -l 1, Friday, Sept. 8 Saturday, Sept. 9 mday, Sep A ?i ,r VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION ?1 Please print or type all information ? EVENT: 1. LjQ C u.? C141 M E e A ? PROPOSED DATE(S): -r" a I - L5 cn ; c ini%&q, 05.?-on AMOUNT OF CASH FUN N REQUESTED: I 1 1,3 _ I (66. PRODUCING ENTITY: Lt Crl • 2. w 5. n C'S s a s s OC . R;. q N President or Executive Director's Name :%j C ?e ,2 au Name and Title of Person Completing the Application: n L c M A !Y . i t E Q 5 Address: /?k - S 1 ?Q FAX: C/-o o ' Telephone: 3 -W • O oucell: ken _ . Q Q WEBSITE: tj w t..) . J A.; C r1 A m 0 E-Mail Address: _kA Organization's tax sta s: For/Profit _ on-Profit* Not?)br-Profit* Non-Profit (501C-3), or Not-for-Profs (501C-?6 rganizations, please attach current State Department of Revenue tificate with this application. Tax payer ID# $? - 15 O 9 Z 6,5 o Does the Event benefit a charity? Yes No )4 o If yes, please name the beneficiary: Mission Statement: _ r ? MY1oTG aglA SundoQr C(fYY1MtQCf QUA 4-A-) 1`6- '1 1OWN OFVAIL .-r&il - df O,JN or J AsL Aan JA,L- c%61-8 S T "a -I LA nILCrAir,It 0uNiA?rV Number of years your organization has been in businessusac; 1 1?9 "so &X como%u,v,z f? • Brief Description of the Event: OJeY1NRA TV i iu f t? aS NO Qnl./Y1/aLtS• • Describe where event will be located within the Town of Vail: Form ?A? f • Will any portion of the event take place outside of the Town of Vail? Yes )( No If yes, please explain: TOV/CSE -4- 2007 Application for Funds Please describe briefly how you will use the funds that you are requesting from the CSE: 0 L L A A . P-6PE.L--4'o 1% uAOEi /2CCq_ s 'I I J L • Will additional in-kind services be required from 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically, exempted and approved as part of the Special Event Permit. • Is this a: New event Existing event J Number of years inexistence .3 Location(s) of event in previous years: ro a. A PA < • Number of participants (athletes, artists, exhibitors, etc.) anticipated nt / A Number of volunteers needed O Number of event staff 0 Total Number of spectators anticipated NT O O O+ Local DSO % In-state (non-local) o % Out of State /O % • 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? Annrro c ?? S.oOp REQUIRED ATTACHMENTS: ? 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 -5- 2007 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, 8 '/? x 11 size) 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents_a Vail in FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -6- 2007 Application for Funds INTERNAL REVENUE SERVICE DEPARTMENT OF THE T1,EASOky P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: Date: JAN 13 2003 84-1509265 DLN: 17053361014009 VAIL COMMUNITY C HAMBER INC Contact Person: 100 E MEADOW DR 31 JOHN J KOESTER ID11 31364 VAIL, CO 81657 Contact Telephone Number: (877) 829-5500 Internal Revenue Code Section 501(c) (6) Accounting Period Ending: December 31 Form 990 Required: Yes Addendum Applies: No Dear Applicant: Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from Federal income tax under section 501(a) of the internal Revenue Code as an organization.described in the section indicated above. Unless specifically excepted, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) for each employee to whom you pay $100 or more during a calendar year. And, unless excepted, you are also liable for tax under the Federal Unemployment Tax Act for each employee to whom you pay $50 or more during a calendar quarter if, during the current or preceding calendar year, you had one or more employees at any time in each of 20 calendar weeks or you paid wages of $1,500 or more in any calendar quarter. If you have any questiofis about excise, employment, or other Federal taxes, please address them to this office. -If your sources of support, or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status. In the case of an amendment to your organiza- tional document or bylaws, please send us a copy of the amended document or bylaws. Also, you should inform us of all changes in your name or address- In the heading of this letter we have indicated whether you must file Form 990, Return of Organization Exempt From Income Tax. If yes is indicated, you are required to file Form 990 only if your gross receipts each year are normally more than $25,000. However, if you receive a Form 990 package in the mail, please file the return even. if you do not exceed the gross receipts test. If you are not required to file, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. 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 Letter 948 (DO/CG) -2- VAIL COMMUNITY CHAMBER INC 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. You are not required to file Federal income tax returns unless you are subject to the tax on,unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513' of the Code. The law requires you to make your annual return available for public inspection without charge for three years after the due date of the return. You are also required to make available for public inspection a copy of your exemption application, any supporting documents and-this exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public: inspection documents that are made widely available, such as by posting them on the Internet (World Wide Web). You may be liable for a penalty of $20 a clay for each day you do not make these documents available for public inspection (up to a maximum of $10,000 in the case of an annual return). You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a 'number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. If 'we have indicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. Because this letter could help resolve any questions about your exempt status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Sincerely yours, Steven T. Miller. Steven T. Miller Director, Exempt Organizations Letter 948 (DO/C(,) VAIL CHAMBER & BUSINESS ASSOCIATION CIRCUS CHIMERA AUGUST 31- SEPTEMBER 3, 2007 PROJECTED REVENUES 2007 Ticket Sales - average $715/da. $2,860 Circus payment portion of Ford Park rental 1.000 TOTAL REVENUE $3,860 PROJECTED EXPENSES Ford Park Rental - 4 days $4,000 Special Event License 50 Temporary Tent Permit 125 Amplified Sound Permit 50 Banner Permit 50 VCBA Management Fee * 3,200 Dumpster - 4 days 400 Plywood 1,800 Flyers & Distribution - 6000 to schools 1,200 Banner 350 Advertising-Vail Daily 3,500 Advertising-TV 8 1,000 Advertising-Radio (KTUN & KZYR) 1,000 Advertising-VCBA Newsletter 300 TOTAL EXPENSES $17.025 EXPENSES IN EXCESS OF REVENUE $13.165 * VCBA Management Fee: contract negotiation/review , VRD & CSE presentations, advertising & poster design, distribution of flyers & posters valley-wide, Summit, Lake, & Garfield counties plus gas, on-site coordination, ticket sales, collection of $, accounting and settlement. VAIL CHAMBER & BUSINESS ASSOCIATION CIRCUS CHIMERA, AUGUST 31- SEPTEMBER 3, 2007 MARKETING PLAN OBJECTIVE To create a multi-year family event in Vail that will attract locals and visitors from surrounding communities. TARGET MARKET Families and children of all ages. STRATEGIES Posters - Distribution to all schools, libraries, post offices, town offices, grocery stores, big boxes, family restaurants, shopping areas, etc. Flvers - To all Eagle County, Summit County, Leadville, and Glenwood Springs Schools. Total of 40 ++ schools and approximately 11,500 students. Bilingual flyers to be distributed. School Newsletters - Inserts in August/September school newsletters. Vail Dailv Advertising - One-half page full color inserts the week prior to the event. Full color, full page inserts the week of the event. TV - TV8 and TV5 filming of Circus setup and interviews with performers. Radio - KTUN and KZYR radio mentions (10 per day) plus ticket give-a-way promotion. POTENTIAL SPONSORS Town of Vail, Vail Recreation District, Vail Daily, TV8, TV5, KTUN, KZYR, Shaw Construction, VCBA. PREVIOUS YEAR'S EVENT EVALUATION 2006 received very positive feedback and the VCBA feels there is opportunity for growth. PROJECTED DEMOGRAPHICS OF EVENT ATTENDEES AND SPENDING Demographics include families and children from Eagle and Summit counties, Glenwood Springs, and Leadville as well as visitors in town for Labor Day and/or foliage tours. Spin-off spending $ anticipated in retail and restaurants. POTENTIAL BENEFITS TO THE TOWN OF VAIL Goal would be to capture an overnight stay and/or an additional night with another activity. Increased spending would be a result of additional lodging reservations, retail, and restaurant spending from both overnight guests and day visitors. Page 2 - Circus Chimera marketing plan TOWN OF VAIL RETURN ON INVESTMENT ROI may be intangible, but this is a great opportunity for the Town to support a family event that could pull people from neighboring communities that might not otherwise spend a day in Vail. Potential for increased sales tax revenue from ticket sales plus incremental retail and restaurant sales from additional people in town. BOARD OF DIRECTORS Marka Brenner, Blue Sky Mortgage John Cogswell, The Squash Blosssom Kaye Ferry, Executive Director, K. Ferry, Inc. Lourdes Ferzacca, Vice-President, La Tour Steve Rosenthal, Colorado Footwear Richard tenBraak, President, Manor Vail Ron Weinstein, Secretary-Treasurer, Roxy VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information EVENT: Vail's Second Annual Festival of Martial Arts PROPOSED DATE(S): August - September, 2007 AMOUNT OF CASH FUNDING REQUESTED: Eighteen thousand dollars PRODUCING ENTITY: Inyodo Martial Arts President or Executive Directorfs Name: Carlos Carvalho Name and Title of Person Completing the Application: Jason Field Address: Inyodo Martial Arts, Box 4532 Avon 81620 Telephone: 970/569-3083 Cell: 713/825-7603 WEBSITE: www.inyodo.com E-Mail Address: carlosdnaggmail.com / jfield@inyodo.com Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-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 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: Vail Mountain School Will any portion of the event take place outside of the Town of Vail? Yes No X TOWSE - 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 '4 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 approved as part of the Special Event Permit. Is. this a: New event Existing event X Number of years in existence 1 year Location(s) of event in previous years: Vail Mountain School 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 (non-local) 33% Out of State 33% If possible, would you intend to host the event in Vail beyond 2007? 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? Eighteen 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 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 f . TOWSE - 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, e. unbound, 8 1/2 x 11 size) 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. 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 spe4ified 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. VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Kick-It 30 Soccer Shootout Rockv Mountain Regional Chamnionshio_ ? PROPOSED DATE(S): August 3-5. 2007 ? AMOUNT OF CASH FUNDING REQUESTED: $35.000 • PRODUCING ENTITY: Team Championships International (formerly Crestline Snorts) President or Executive Director's Name: Cris Carrico Name and Title of Person Completing the Application: Adam Germek - National Director Address: 10497 Centennial Road: Littleton. CO 80127 Telephone: 888-618-7108 x 18 Cell: 615-400-1598 FAX: 303-948-7251 WEBSITE: www.Kicklt3v3.com E-Mail Address: AdamGermek(a-),TeamChampionshins.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# 20-3400944 o Does the Event benefit a charity? Yes No X o If yes, please name the beneficiary: Mission Statement: Emplovees who come to work each day filled with enthusiasm because thev can't wait to start the next chanter. Plavers who come back next week. next month and next vear because thev plaved in a consistent. Dredictable event in which thev've had fun. were phvsically challenged and walked awav satisfied with their experience regardless of the final score. Sponsors who reached our Darticioants and whom will see those participants down the road. Communities who want to see us again because we made a Dositive impact on their corner of the world todav. Volunteers and charities who have benefited financially from the risk we've taken and who have become our friends through our pursuit of a common goal. Number of years your organization has been in business: 17 years • Brief Description of the Event: Short sided soccer game: 3 against 3. Two 12 minute halves with a short break for half-time. Teams aualifv for the regional by participating in a local 30 event Droduced or affiliated with the Kick-It 30 Soccer Shootout Tour. ParticiDants range in age from 6 to 60. • Describe where event will be located within the Town of Vail: Ford Park Softball Complex and Athletic Field (mav need additional space this year) • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: TOV/CSE - 5 - 2007 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: Cover Budget - See attached Event Budget • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Shuttle service from Lions Head parking area • Is this a: New event Existing event X Number of years in existence 10 Location(s) of event in previous years: Ford Park Softball Comolex and Athletic Field • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 2.100 Number of volunteers needed: 35 over 4 davs Number of event staff. 14 Total Number of spectators anticipated: 8.400 Local I% In-state (non-local) 59% Out of State 40% • If possible, would you intend to host the event in Vail beyond 2007? Yes X No If yes, for how many'years beyond 2007? 10+ • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $35.000 REQUIRED ATTACHMENTS: ? 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: o All officers and respective positions o Board of Directors and positions TOV/CSE - 6 - 2007 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, 8% x 11 size) 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ? 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ? 1 /3 of the amount upon the completion of the event. <ic <- t 3v3 Soccer S iootout 2007 .vent =unding A:)) ication and .vent Summary TC Overview &r=Mpf ??? CHAMP / O N S H/ P S / N T E R N A T/ O N A L TCI Brands World leader in the organization, implementation, and management of national tours within the active lifestyle and participatory sports sector. Largest 3on3 basketball tour in the world Fun, fast-paced and family-friendly forum to play ball 2AU OOP Tour invites players of all ages to compete in local competitions in US and Canada P To ur winners play in World Championships at Disney's Wide World of Sports® Complex Largest 3v3 soccer tour in the world Series of outdoor, small-sided soccer tournaments Male, female and coed teams of all abilities, from ages 5 to adult World Championships is hosted by Disney's Wide World of Sports' Complex in Florida Largest 4on4 flag football tour in the world Four categories of competition - Top Gun, Competitive, Recreational and Couch Potato q__ Divisions for male, female and co-ed teams of all ages Top 4 in each division qualify for National Finals in Florida National lacrosse tournament launched in 2006 Lacrosse is one of the fastest growing team sports in the United States Number of lacrosse players, ages 15 and under, doubled between 2001 and 2005 2 ICK*IT r°rrer shoo?0a\ <icc- t A Grassroots Soccer Celebration • The world's largest r)articipatorv 3v3 soccer tour, entering its 17th year • Visiting 53 of the top 100 DMA's in the country, more than 65 events per season • Attracting participants, spectators, and local media in cities across the nation • A nationally recognized tour simultaneously reaching household decision makers and an active youth audience • A series of fast-paced, high scoring, outdoor, small-sided soccer tournaments played without goalies • Male, female and coed teams of all abilities from ages 5 to adult • Experienced referees with extensive knowledge of "player-friendly" rules • World Championships hosted by Disney's Wide World of Sports® Complex in Florida • National Rankings continuously maintained on www.kickit3v3.com • Seeding, bracketing and scheduling based on team history and skill level KICK-IT 111 1 sh Soccer Participants W io We Reac i Kick-It Reaches Soccer is the most popular youth sport in USA: • More kids participate in soccer than any other youth sport (including baseball, football and basketball) • There area projected 17.6 million Americans over the age of 6 who have played soccer at least once. ` Soccer is a youth-oriented sport: gi 85% of US Soccer participants are 14 years old or younger (median age is 11.5) 55:45 Male to Female Ratio Soccer players are active! 72% of soccer participants play other sports Soccer players are connected! 95% have Internet access 22% have their own cell phone Soccer Parents Soccer Moms are affluent decision makers: 09 67% have annual incomes greater than $60,000 @ 43% have annual incomes greater than $80,000 Soccer Moms are loyal, active and on the go: 79% drive players and teammates to and from soccer games and practices 1& 96% attend at least one game or practice 88% are married 59% have college degrees 84% attend most or all soccer practices and games * 80% have volunteered for local civic groups or community projects 4; Soccer Parents are "plugged-in": % 96% have Internet access @ 75% own a cell phone `SOURCE 2003 SGMA_& USYS Reports 4 More tian a Tour A Soccer Festival All the right elements draw enthusiastic crowds • Plaver appearances in select markets • Local concession, retail, and entertainment vendors • Exaeriential displays and samplinq areas • Player gift baps and awards hudlom m- Thursday Team check-in Friday 3-on-3 round robin , special events Saturday 3-on-3 round robin, special events Championship Sunday 3-on-3 division, playoff and finals - special events and 5 awards ceremonv Four days of high visibility MEM <ic c- t 30 ?afiona Tour The Numbers • 69 City National Tour .' • 87,630 players in 2006* • 438,150 spectators in 2006* • Historical numbers • More than 650,000 players have participated • More than 3,250,000 spectators have experienced Kick-it • Core audience is youth, ages 5-14 • Active, competitive, and hardcore athletes • Athletic background, passionate about sports Male Female Ages 6-10 Ages 11-14 Ages 15-18 Ages 19 and up * Estimated 6 ,:.llJ%W T i is is a Turn <ey .vent! Team Championships will manage everything: • Management of all event operations (set-up and break-down of the tournament) • Design and print regional registration forms (3,000) • Design and print registration forms for the 16 qualifying events • Assist media partners with sponsors • Design and provide t-shirts (each player) and awards (1St, 2nd, & 3rd) • Manage website and online registration • Toll free telephone number for participants • Referees • Qualify teams and process payment for the Regional Championships • Manage pre-event grassroots marketing campaign including the following: - Direct Mail - 8,000 registration pieces sent to each qualifying city (purchased list from USYSA) - Hand to hand - distribute 7,000 registration pieces directly to the soccer community - Email Blasts - Telemarketing M Required Documentation • Detailed event budget, including all anticipated revenues and expenses - See attached 2007 Kick-It Soccer Tour Budget • Marketing plan and detailed explanation of potential for sponsorships and media exposure - Grassroots of projected 60 local events promoting regional and national events will include telemarketing, emails, direct mail, flyers, posters, newsletters, web banners, full page advertisements in S.I. For Kids, 1/3rd page advertisements in Eurosport Magazine, full page advertisements in Soccer America, and cross promoted with camp and tournament partners • Past or projected demographics of event attendees and spending (based on the 2005 CSE Study with 250 Kick-It Teams in attendance) - Around 70% staying within Vail Village - Around 85% are overnight guests - 55% of participants have a household income of $100,000 - $149,000 - 38% of participants have a household income of $75,000 - $99,999 - 75% of participants claimed to have shopped while in Vail for the event - Kick-It 30's Financial Impact: • Incremental spending = $580,602 • Town-wide ROI = $23.22 • Town of Vail Sales Tax Return on Investment = $1.05 • Based on the team count increase from 2005-2006, the economic impact increased by 32% - Based on the CSE Study and increase, we estimate the impact for 2007 as follows: • Incremental spending = $766,394 • Town-wide ROI = $30.65 • Town of Vail Sales Tax Return on Investment = $1.39 • Brief description of potential benefits to the Town of Vail - 350 teams traveling and staying in the Town of Vail for 3-4 days 8 EINTRY Ff'? t $ 1s1ONti h -? RiP;Ol7rV'IItftlsl I I ` ?y? ,? i $ I'I\?1I?) (\11'I^)1 \?\1),\ 11\ IIIN'iN(lfy?? $ NA"III N I :A11 1)I \ + +? $ KE ,INN \°I I ult 1 1'h iI-)t ( I ION $ POS 1? V11 lo.( [ U '11ILhF:"I-INI;AP[,-[N F: $ Sl.liV.1 INi 6??, .. , ._ $ I 4III I ,ti( KI I NIN(? $ 1-ko( )IIII t '?'w $ RI IItlIti $ f,A II I - I,II I:f N, I $ (a N1; Icl 15? 1 N( I;I"A \ 1-I I Il I $ tle Y?l ls* ,(+)laI'l?/"?ll (? I ?fC y2* 4 w 1ti t $ SOH' UT"]' ?E ? . ; $ SOCCER CL,U!B FEES "t £ $ iJS?S?SA INS'U>,REINCE F EG ? $ USYS SANOTIOfN?i G ? ?? $ Mp?C TOO U?RN!E,l' E•X+PE?N?SF„?' ? ",y?? ?" $ E v c9? T DO URECTOO R ? ? ?r ? $ ROAD CRE?VV. 1 , ., 'R?OO AD CREN'.LODG!ING ?? N I)t(r?:1?S $ :w ADOIDObI?T10 NA?1. VV(dRhh°ks)Kit?t $ AUTO i' ? $ IYIIEAL S & E?NiTiE?RrTV?11NT , IE?N?T $ :TOTAL EVE?r i r,?xP did $ ??V/ERHiEADO ALL.OCATI,ON $ TOO TAIL AIDIVIIDN E+X+PE,NS'E $ Tonal E?xuen I R $ 350 185.00 53 64,750.00 64,750.00 5,000.00 Promoted in local markets 1,000.00 2,100.00 Printing cost of the Regional Registration Form 1,000.00 6.365.00 2,720 teams sent to 6 players per team 15,465.00 1,000.00 11,375.00 Each player receives a free t-shirt 2,843.75 9,540.00 Top three teams in each division receive 3,000.00 12,600.00 1,260.00 1,000.00 1,000.00 500.00 2,187.50 1,000.00 Dumpster 1,000.00 1,000.00 5,000.00 3,500.00 $10 per team donated to a soccer club 1,750.00 750.00 300.00 4,000.00 1,500.00 4 Road crew staff members 1,800.00 4,000.00 8 paid employees at $500 per for the weekend 3,200.00 8 rooms for 4 days 300.00 2.000.00, Staff and volunteer food for 4 days 77,406.25 4.000.00, 4,000.00 96,871.25 9 NIET xw,r{IT?iIP.EaR?E1V'IE4;ImT $ (32,121.25) ® <ic c- t The Rocky Mountain Regional Championship • 2007 Rocky Mountain Tour Cities 16 • 2006 Rocky Mountain Tour Players 16,320 • 2006 Rocky Mountain Region Tour Spectators 40,800 Reqional Qualifiers: • Littleton, CO • Boulder, CO • Greeley, CO • Kansas City, KS • Omaha, NE • Albuquerque, NM • Lincoln, NE • Salt Lake City, UT • Phoenix, AZ • Tucson, AZ • Loveland, CO (Affiliate Event) • Ft. Collins, CO (Affiliate Event) • Longmont, CO (Affiliate Event) • Arvada, CO (Affiliate Event) • Laramie, WY (Affiliate Event) • Colorado Springs (Affiliate Event) • Total Projected # of Team 320 400 200 250 250 210 250 200 100 150 100 50 30 50 40 20 2,720 10 requested =unding • Funding Request for the 2007 Regional Championship - $35,000 • Why is Team Championships requesting a $10,000 increase from 2006? 1) Increased Team Counts equals increased expenses - staffing, trophies, porta-potties, etc. 2) Increased COG - We are now paying more for T-shirts, Insurance, etc. based on industry increases from 2006 to 2007 3) Marketing increases - we now have 16 events filtering to the Rocky Mountain Regional where in the past we have only had 10 events. We allocate Regional Championship dollars to each event to support the marketing efforts for the Regional. 4) Split Site Needs - This event is hosted at two sites. We received numerous complaints each year that both site locations do not have comparable activities (interactives, sound system, etc.). We would like to add this feature to allow both sites to host these activities. 5) Other areas have offered upwards of $40,000 for us to move the event to their community. We would prefer to stay in Vail, CO based on our partnership in years past and the history of the event. 11 KICK*IT JO<<er s?ou?`?'\ May 4-6, 2007 May 4-6, 2007 May 4-6, 2007 May 18-20, 2007 May 18-20, 2007 May 18-20, 2007 June 1-3, 2007 June 1-3, 2007 June 1-3, 2007 June 8-9, 2007 June 8-10, 2007 June 8-10, 2007 June 8-10, 2007 June 8-10, 2007 June 8-10, 2007 June 15-17, 2007 June 15-17, 2007 June 15-17, 2007 June 15-17, 2007 June 15-17, 2007 June 22-24, 2007 June 22-24, 2007 June 22-24, 2007 June 22-24, 2007 June 30 - July 2, 2007 July 6-8, 2007 July 6-8, 2007 July 6-8, 2007 July 6-8, 2007 July 6-8, 2007 July 6-8, 2007 July 6-8, 2007 July 13-15, 2007 Houston, TX Tucson, AZ Los Angeles, CA Dallas, TX Tampa, FL Phoenix, AZ Tulsa, OK Nashville, TN Orlando, FL Salt Lake City, UT Greeley, CO San Antonio, TX Council Bluffs, IA Jacksonville, FL Long Island, NY Wichita, KS Madison, WI Philadelphia, PA Lexington, KY Atlanta, GA Kansas City, MO Cincinnati, OH Buffalo, NY Littleton, CO St. Louis, MO Miami, FL Quad Cities, IA Columbus, OH Spokane, WA Virginia Beach, VA Hartford, CT Rock Hill, SC Knoxville, TN Broad Reac i Kick-It Covers America July 13-15, 2007 July 13-15, 2007 July 13-15, 2007 July 13-15, 2007 July 13-15, 2007 July 13-15, 2007 July 20-22, 2007 July 20-22, 2007 July 20-22, 2007 July 20-22, 2007 July 20-22, 2007 July 20-22, 2007 July 20-22, 2007 July 27-29, 2007 July 27-29, 2007 July 27-29, 2007 July 27-29, 2007 July 27-29, 2007 July 27-29, 2007 July 27-29, 2007 August 3-5, 2007 August 3-5, 2007 August 2-5, 2007 August 3-5, 2007 August 3-5, 2007 August 3-5, 2007 August 10-12, 2007 August 10-12, 2007 August 10-12, 2007 August 10-12, 2007 August 24-26, 2007 November 9-11, 2007 January 11-13, 2008 Milwaukee, WI Northglenn, CO Detroit, MI Baltimore, MD Cedar Rapids, IA Providence, RI Raleigh, NC Albuquerque, NM Cleveland, OH Chicago, IL Lincoln, NE Lakeland, FL* Albany, NY Indianapolis, IN Des Moines, IA Pittsburgh, PA Washington DC Clarksville, TN* Seattle, WA Boston, MA Wausau, WI Rock Hill, SC* Vail, CO* Austin, TX Cedar Rapids, IA* Western Regional* Northwest Regional* Chicago, IL* West Seneca, NY* Texas Regional* East Brunswick, NJ* Little Rock, AR World Championships jPF World * Regional Event; Schedule subject to change 12 Championships KICK-IT JO<<er sho°?O°\ Competition at its Best amply ano r ul Re9iOnal Ghamp1Onsh?V weekend r?testsjlntel Co ate" Contact m'ormation Team Championship International Team Championships International Adam Germek National Soccer Director 10497 Centennial Road • Littleton, CO t: 303.948.7108 ext. 18 f: 303.948.7 e: AdamGermek@TeamChampionshil is www.kickit3v3.com VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Annual Vail `King of the Mountain' Open ? PROPOSED DATE(S): June 15-17,2007 ? AMOUNT OF CASH FUNDING REQUESTED: $15,000 • PRODUCING EN Y: King of the Mountain Volleyball President or Executive Director's Name: Leon Fell Name and Title of Person Completing the Application: Address: _ Box 11809 Aspen, Colorado 81612 Telephone: 970-948-0395 WEBSITE: www.kingofthemountain.com E-Mail Address: leonfell(a.ro£net Organization's tax status: . For Profit-X- Non-Profit* Mission Statement: See Attached. Leon Fell, Producer Not-for-Profit*_ Number of years your organization has been in business: _5 • Brief Description of the Event: Sporting Event = Beach Doubles Volleyball Competition. 3 Day Event. Longtime Vail Tradition Dating From 1973. Includes Adult and Juniors' Competitions. • Describe where event will be located within the Town of Vail: Vail Athletic Field/Ford Park • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: To help defray cost of field rental as well as to aid with marketing and promotion of said Event and Vail. • 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 approved as part of the Special Event Permit. Producer plans to propose towards the Vail City Council the creation of two (2) additional sand courts to aid in the further growth and development of said Event. • Is this a: New event Existing event _X • Number of years in existence 35 Location(s) of event in previous years: Original location: Golden Peak and Vail Athletic Field Then: Vail Athletic Field and Ford Park Currently: Vail Athletic Field and Ford Park • Number of participants (athletes, artists, exhibitors, etc.) anticipated 600 Number of volunteers needed 7-10 Number of event staff 15 Total Number of spectators anticipated 600-1,200 Local 5% In-state (non-local) 75% Out of State 20% • If possible, would you intend to host the event in Vail beyond 2007? Yes-X_ No If yes, for how many years beyond 2007? In Perpetuity Do you anticipate requesting funding from the CSE next year? Yes _X_ No If yes, in what amount? $15,000 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, 8 V7. z 11 size) OF it th 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents(availgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1/3 of the amount upon the completion of the event. TOV/CSE - 6- 2007 Application for Funds 35TH ANNUAL VAM `KING OF THE MOUNTAIN' OPEN 2007 Budget 2006 Actual 2007 Budeet INCOME: Sponsorships & Donations: Town of Vail $ 7,500.00 Other Sponsorships 9.500.00 Total Sponsorships & Donations $17,000.00 Team Registration Fees: $12,233.00 Total Income: $29.233.00 EXPENSES: Cost of Sponsorship Sales: $ 3.400.00 (commissions/food and beverage) Administrative- Salaries: $ 6.631.16 (producer/production assistant) Marketing/Promotions: $ 3.055.27 (advertising/posters/artwork/ direct mail) Office Expenses: $ 3.413.42 (rent/utilities/phone/supplies/internet) Licenses/Fees: $ 3,357.77 field rental/bank charges/ corporate fees) Production Expenses: $ 3.908.04 (crew/tournament director/ storage/port-a-potties/truck rental) Registrar/Web Site Management: $ 839.00 (team registration/mailing list updates/ web site updates and registration) Miscellaneous Expenses: $ 541.01 (equipment repair/supplies/etc.) Prize Money/Gifts: $ 3.874.38 (cash/t-shirt give-aways) Total Expenses: S29.020.05 $15,000.00 10,640.00 $25,640.00 $13.500.00 $39.140.00 $ 7.828.00 $ 6,500.00 $ 3.500.00 $ 3.500.00 $ 4.000.00 S 4.500.00 $ 1.000.00 $ 600.00 $ 5.000.00 $728.00 35TH ANNUAL VAIL KING OF THE MOUNTAIN OPEN June 15-17,2006 Father's Day Weekend Vail, Colorado Vail Commission for Special Events 2007 Funding Request and 2006 Wrap-Up Report Event Producer's intend to expand their marketing/promotional efforts to a more national audience. As such, Producer is asking for more extended help from the local community (i.e. CSE funding) in order to help increase marketing strategies thereby increasing attendance from participants and spectators alike. This year's Event exceeded the Producer's expectations as 281 teams participated at this Father's Day volleyball extravaganza.. That represented a 23% increase in participation over last year's Tourney (Producer's expectations were for a 9% increase.). This was accomplished, in part, by increased marketing efforts aimed, directly, at the Juniors sector of competitors as well as increased usage of internet marketing/promotion The Event drew a range of competitors from the ages of 14 - 45, with a substantial amount of out of area juniors attending with their families. As well, an increase in the number of adult competitors was experienced. Although no spectator admission is charged, there was a substantial increase in the amount of tourists, and locals, attending the Event All of our "preferred" lodging representatives experienced an increase in room nights from 9% upwards of 25%. The marketing/promotional efforts included: direct mail; direct e-mail; personal attendance and distribution of material at a major, national, junior's competition; internet marketing; press releases; and regional radio outlets. Local marketing efforts included: newspaper; radio; and local television. The Event is experiencing increased Sponsorship awareness within this particular sport's industry as it has re-established itself as one of the two premier beach doubles volleyball tournaments in the Rocky Mountain Region. As such, Producer feels confident that the Event will, continue to grow in the amount of competitor participation for the next few years. There will be continued effort to create an "Event-within-the-Event" in regards to the Juniors level of competition as well as continuing, and expanding, the marketing efforts to bring even more adult competitors from outside the Rocky Mountain area. Sincerely, G? Leon Fell Producer, King of the Mountain Volleyball Box 11809 Aspen, Colorado 81612 970-948-395 leonfell@rof.net i 2006 INCOME & EXPENSE REPORT (Detailed Report Upon Request.) INCOME: Sponsorships & Donations: Town of Vail $ 7,500.00 Other Sponsorships 9.500.00 Total Sponsorships & Donations $17,000.00 Team Registration Fees: $12.233.00 Total Income: $29.233.00 EXPENSES: Cost of Sponsorship Sales: $ 3.400.00 (commissions/food and beverage) Administrative Salaries: $ 6,631.16 (producer/production assistant) Marketing/Promotions: $ 3.055.27 (advertising/posters/artwork/direct mail) Office Expenses: $ 3.413.42 (rent/utilities/phone/supplies/internet) Licenses/Fees: $ 3,357.77 (event insurance/permits/field rental/bank charges/ corporate fees) Production Expenses: $ 3908.04 (crew/tournament director/storage/port-a-potties/truck rental) Registrar/Web Site Management: $ 839.00 (team registration/mailing list updates/web site updates and registration) Miscellaneous Expenses: $ 541.01 (equipment repair/supplies/etc.) Prize Money/Gifts: $ 3,874.38 (cash/t-shirt give-aways) Total Expenses: x.020.05 35TH ANNUAL VAIL "KING OF l uh MOUNTAIN" OPEN June 15-17,2007 . Father's Day Weekend Vail, Colorado A 11 N: Prospective sponsors and supporters. RE: Funding: Annual `King of the Mountain' Open The `King of the Mountain' tourney has a long, and rich, tradition with the Vail area that is going into its 35th year. Last year's event drew 281 teams with approximately 850 competitors and their families attending. . The timing of the tourney is set .to bring this event to the Vail area during the end of the spring "shoulder" season and to help "kick-off' the opening of Vail's summer season along with the official opening of the Lionshead Gondola. As well, the timing allows the tournament to be first BIG event of the year for the Rocky Mountain Region outdoof volleyball season. As such, the Event helps the Vail Commission on Special Events achieve their developmental focus for the time period of May 24th - June 30th. The demographics of the participants, fall directly within the guidelines set out by the Commission for 2003. The mission of the producers of the `King of the Mountain' tourney are simple, and twofold: 1. To provide a quality event for the Vail area with the express goal of bringing newer people to the area to experience the amenities that the resort has to offer as well as providing an entertaining tourney that can be experienced by the local and tourist alike. 2. To continue the tournament's seat as one of Colorado's best outdoor volleyball events. These goals can. only be accomplished through hard work, good public relations, community effort, and marketing. The producers intend to provide all of these qualities as well as tying-in good community support to make this event a strong community event with the prestige of a top regional tourney. The monies to support an event of this sort come from sponsorship sales, donations, and registration fees. Last year's tourney had the support of local, regional, and national sponsors. All of which are necessary to achieve the aforementioned goals. Last year's event saw more exposure for the sponsors, the event, and the Vail area than has ever been provided in the years prior. This was accomplished by a concentrated marketing effort aimed directly at the participants in the event and indirectly towards the general public on the Front Range as well as to the easy drive areas of the Summit County, Vail and Roaring Fork Valleys, and Grand Junction. Newer electronic technology was, also, applied toward attracting more participants and spectators. These strategies were instrumental in helping to create a new awareness of the event: Direct Mail: Brochures sent to volleyball players in the Rocky Mountain Region, including Kansas, Nebraska, Wyoming, and New Mexico. As well, we have a direct mailing to all junior players in the Rocky Mountain Region (and the surrounding competition Regions) promoting both the Event competition and the Junior Beach High Performance Camp. As well, direct e-mail was utilized to contact these groups. Internet: Internet strategies were utilized to promote the Event around the Country. Television: Locally, through the Vail Resorts owned station. Radio: With airtime covering the easy drive areas of Steamboat Springs, Summit County, and the Vail and Roaring Fork valleys. Poster Distribution: Along the I-70 corridor from Georgetown - Grand Junction and in/around the Vail Valley, Glenwood Springs, and the Roaring Fork Valley. The producer's mission is to grow the event slowly, maintaining a quality tournament format and concept, a consistent annual scheduling, -and slowly expanding our marketing so that the tourney will be a strong, and exciting, early season event for many years to come. We look forward to your support. Sincerely, Leon Fell Producer, King of the Mountain Volleyball Box 11809 Aspen, Colorado 81612 970-948-0395 leonfell@rofnet ANNUAL VAIL `KING OF THE MOUNTAIN' OPEN Father's Day Weekend - Vail, Colorado TO: Vail Valley Commission on Special Events Town of Vail Prospective Sponsors RE: Structure, Infrastructure, and Mission Statement of: King of the Mountain Volleyball The Annual Vail King of the Mountain Open is one of the Rocky Mountain Region's most popular, and exciting, beach doubles volleyball tournaments. It's format includes both adult and juniors' competition. Said Event was created not only to provide a quality Tourney for the participants; but, also, to provide an Event which would, directly, bring tourists, spectators, and competitors to the Vail Valley. The Mission of the Event is to bring participants, and spectators, to the Vail area; not just for that particular weekend; but, rather, to acquaint them to the perquisites that Vail has to offer and to entice them to come back not only for the Tourney in subsequent years; but, also to experience Vail at other times of the year. As well, King of the Mountain Volleyball strives to provide an entertaining sporting Event that has appeal not only to the local residents of the Vail Valley; but, to the tourists as well.. King of the Mountain Volleyball is a business entity that has been created to produce, market, and promote said Event. The Event is produced by Leon Fell, President of MotherLode Volleyball Productions, LLC, who has the responsibility for all licensing, promotion/marketing, sponsorship sales, and overall production supervision for said Event. The majority of all production services are contracted to professionals who have extensive experience within this particular tournament concept - all of who come under the supervision of the Producer. The demographic that we are striving to attract is, primarily, athletic and outdoors oriented 18 - 35 year old males, females, and couples who are either already in a moderate to higher income bracket; or, those who will soon have more expendable income. As well, we are setting-up a program of promotion directly aimed towards the further development of youth (middle school and high-school aged) and the families that support them. As well, the calendar dates of the Event are set to correspond with the official opening of Vail for the summer season - not yet in full season; but, rather, at the tail end of the off-season in order to attract visitors to the Vail area at a time when tourist traffic is, still, slow but beginning to grow. Sponsorship Opportunities abound for local, regional, and national business concerns. Sponsorship rates have been set at a reasonable level for the inherent nature of this particular sporting Event in this particular locale. Equity exposure is acquired by local, regional, and national advertising. As well, banners and live public address announcements guarantee on-site visibility. Marketing of said Event is promoted via the use of reasonable local, regional, and national sources; including print, television, radio, and electronic media and Internet. The Producers make good use of Press Releases to local, regional, and national media representatives as well as direct mail pieces (and e-mail) to all past participants (separate mailings dedicated to both the adult and to the junior level competitors). As well, special considerations have been made towards working with the primary promoters of the sport - USA Volleyball and the AVP Pro Beach Tour. Potential Benefits to the Town of Vail come in the form of increased recognition (especially within the specialized demographic of the sport itself), and continued recognizance of Vail as an active, healthy environment. As well, Producer intends to establish an increase of visitors to the Vail area at a time when the Town has not fully begun its summer season. ? An increase of in. L,-wental room nights with the potential to create upwards of 500 room nights (at the present time) over the weekend. ? An increase in spending in restaurants, retail stores, and lodges at a time when the Town has not fully begun its summer season - creating an increase in retail, and lodging tax income at such a time. King of the Mountain Volleyball is committed to the continued growth of said Event in both the numbers of participants and spectators drawn to Vail due to said Event. Sincerely, King of the Mountain Volleyball Leon Fell, Producer Box 11809 Aspen, Colorado 81612 970-948-0395 leonfell(a).ro£net www.kin2ofthemountainvollevball.com 1 1 O? NORTH VISTA POINT O r.. , GOLDEN GATE PROMENADE D 5K WALK COURSE w 0 ? M W a Z ® MARINE DR Z <1 . O O, O ?? O`` ? O i O ? U n Join us for our 5th Edition in 2006 and run in the best running city in the country along an amazingly serene course! After the sunrise start, be prepared as you wind through the Marina district and into Crissy Field, the Presidia and across the famed Golden Gate Bridge. Return along the bay promenade as you make your way to the grand finish on the water in Aquatic Park. You want to run where everyone knows your name! Give us your real name, a nickname, team name, someone you are honoring, or just be creative. Create your own cheering section along the course with your custom text! Of N _J IL 1. Keep it short & sweet. You have up to 12 characters (including spaces) to work with 2. Keep it clean or you'll get the soap! Any text deemed to be inappropriate will be removed. You will not hove an opportunity to submit alternate text 3. Characters may only be alphabetical or numeric Sleep in a bit, your 4 blocks from the start! We have rooms set aside for our participants at the Hyatt Fisherman's Wharf, our Official Headquarter Hotel & site of Saturday's Expo. For the best rote and a hotel staff familiar with participant needs, call 415.563.1234 or visit fishermanswharf.hyatt.com. For further travel information, please visit usholf.com START/ FINISH ' CYTOMAX GEL STATION HALF MARATHON COURSE 12K COURSE w Cn cn w Z cc zQ W_ a AQUATIC PARK z > ? _ `- START - I > FINISH < I < I BAY ST W. MARINA BLVD > < > ® < > I > O MASON ST W BEACH ST ? _ ? Q g EXPLORATORIUM/ PALACE OF FINE ARTS November 4th, 2006 Pick up your race number, t-shirt and goodie bag before hanging out in the Expo. The Expo will showcase over 30 exhibits featuring health & fitness products, other great bay area events, massage, free samples, and more! Join us at the Hyatt Fisherman's Wharf on Saturday before the race to make your morning 'run' a smooth one. r Register early to guarantee your spot on the starting line. Only 3,000 opplicotions will be accepted. Register Online: ushalf.com actiwle.com Moil: US Half Marathon P.O. Box 475324 * Son Francisco, Ca 94147 Complete the entire entry form, sign the waiver and include payment. Fax: (702) 549.9999 You don't have to run to take part in the fun! Be part of the action! Hundreds of volunteers ore needed to staff water stations, work the Expo, finish line and support runners along the course. All volunteers receive a t-shirt, goodie bag and other treats. Individuals, families and groups are welcome. To volunteer, please email: volunteer@usraceseries.com. 'Y;Q Tel Water and Cytomax will be available at 7 aid stations along the course as well as the finish line. Energy gel will also be available at mile 3.5 & 10. Medical teams will also be at the start, finish and along the course. G??O a L Celebrate our 5th Anniversary in style with thousands of your closest friends at the post-race Finishline Waterfront Festival! Dig your toes in the sand, take a dip in the Son Francisco Bay and enjoy well-deserved refreshments, music and beer. un u.`:'tl 4 November is the perfect time of year to run a half-marathon in Son Francisco! September, October and early November are known as Indian Summer when we see the clearest skies and warmest temperatures. With the lam start time, you'll enjoy an early-morning cloud cover keeping the temperature cool and by the time you finish you'll experience a beautiful day in your new favorite city! With computerized chip timing, your time starts when you cross the start line and stops when you -ross the finish line. Pick up your Y complimentary chip along with your personalized race number at the Expo. All chips must be returned at the finish line P.O. Box 475324 - Son Francisco, CA - 94147 Fax: 702.549.9999 - infosf@usraceserise.com - ushalf.com 1. You must be able to complete the 13.1 mile course in four hours 2. You must be at least 12 years of age 3. You must be in good health and physically prepared to take on the challenges of a half marathon 4. Race numbers are required and need to be visible at all times for Golden Gate Bridge Officials a i a or a r a y ` Run in the 3rd Annual Sun Valley-Ketchum, US Half Marathon on May 27th, 2007! Visit sunvclleuhalf.com and register to enjoy a healthy mountain resort escape rn? • ? l M 1.f,Sr`? • J . i f_ a!inr / , ,, • :>> IS9IJIAIJXD E ssappil aya 60fug oa O!u-10MOD uagyaJON • r? u1 9wil 9wos pueds uaya or puD 'uoyaDJDw JIDH Sf1 oqi • ,, _ / una oa o3spuoa j uoS ui sn u!or 0/ / •unH unj/41oM HS puD N7l •c D Jo uo!a!ppD puD s91a!A1a:)0 m9u '• gya ya!m aa9gD jo Hlom 'una uo:) no6 •,?; , ` '6J0SJ9AIU1UU yaS ino 6u!1Dag9l9D 'moN •plaom aya ul sa!ap 6UIZOw0 asow aya 1ti 1 jo auo u1 aDuapodxa ouaias o 6ofua mou uO) nii s6nld aog .1oj paou ou puo ° sm01A 6u1H0JgJ09Jg '9sinm jolmopods • O ya!M i96p!.10 3109 u9ploo gya SSOJDD una oa 61!un:Ijoddo 6uizowo aya w9ya u9A!6 puD agol6 aya ssoj:)o wo.y sauodi:)gjOd ' jo spuosnoya papoillo 61auaas!suoi soy ox!wOJJ uDs u! uoyaOJOW JIOH Sf1 .11 all . " lou!6uo 9yl '3003 ui uoildoDui sa! awls Estimated Finish Time Hr. Min: Sec L . L L : L L T-shirt Size S L M L L L XL L Personalize Your Race Number (see sample inside) Available to entrants who register by October 20th, 2006. Text is case sensitive. With a maximum of 12 characters including spaces. No quotes, hyphens or commas will be accepted. LLLLLLLLLLLL Where did you hear about this half marathon? uoyauauW J10H sn Juu161J0 X41 n V ? c J viC4V i W 1A •v C W O i G?-^W6 y-7, ,.1itay4•, Complete Entry Form (ok to photocopy, one entry perform) Mail completed form and fee by 10/27/06 to: US Race Series, P.O. Box 475324, San Francisco, Ca 94147 /?, con) I / 0 Name (first) (last) Address LLLLLLLLLLLLL LLLLLLLLLLLLLLLL LLLLLLLLLLL Apt#/Suite City LLLLLLLLLLLLL LLLL LLLLLLLLLLLLLLLLLLLLLLL State City Country Phone (day) (evening) LL LLLLL LLLLLLLLL LLLLLLLLLLLLLLLLLLLLLLL E-Mail Address (required for confirmation) M F Age (on Race Day) Birthday LLLLLLLLLLLLLLLLLLL LL LL LL LL LL Mail/Faxed entries will not be accepted after 10/27/06 ' Waiver b,,sgmd) ALL PARTICIPANTS IN THE US HALF MARATHON AND RELATED EVENTS ARE REQUIRED TO ASSUME ALL RISK OF 7AR-,- PA"GN IN THE MARATHON BY SIGNING THIS GENERA- :? E:-E-,SE =:;REEMENT 4Z 11 -1 1 - Sn t t ? • , II ? e ? '?i I . f ? , 1 1 oulzo6oW sliodS 61!D 6q 1ADS 041 J0 IS09 P010A., wo:)-j1oqsn 410M HS 19 MEL U010JOW J10H Aftw&omvftlk go ¦ to ¦ low Fees ($2 offline processing charge included) 12K Entry $37.00 US 5K Walk/Fun Run Entry $26.00 US I Total Enclosed $ 1 Credit Card # (please do not leave spaces between numbers) Exp Date LLLLLLLLLLLLLLLL LLL CCV# (back of card) L L L L (for AMEX only) MC L AMEX L VISA L Discover L Signature Please print name as it appears on card MAKE CHECK or MONEY ORDER PAYABLE TO: US Race Series, LLC (Entry Fees are Non-Refundable and Non-Transferable) '1,. ' '11t, ALL PARTICIPANTS IN THE US HALF MATATHON AND RELATED EVENTS ARE REQUIRED TO ASSUME ALL RISK OF PARTICIPATION INTHE MARATHON BY SIGNING THIS GENERAL RELEASE AGREEMENT In consideration of your acceptance of my entry, I, the und...;y„ed, intending to be legally bound hereby, for myself, executors, u,'.. -,,s, and assigns waive and release any and all rights and claims for damages I may have against the city and county of San Francisco, the US Race Series, LLC, and all municipal agencies whose property and/or personnel are used, and other sponsoring or co-sponsoring company(ies), agency(ies), affiliated entities or individual(s) from responsibility for any injuries or damages I may suffer as a result of my participation in the US Half Marathon, San Francisco. I hereby certify that I am in good condition and am able to safely compete in this event. I will additionally grant full ...... :-;.ri to the Event and/or agents by them, to use any photographs, videotapes, motion pictures, recordings, or any other record of this event for any legitimate purpose. I also understand that the entry fee is non-refundable and non-transferable. As a participating athlete I certify that all i, 'ion provided in this form is true and complete. I have read the entry information provided for the event and certify my compliance by signature below. IF ATHLETE IS UNDER AGE 18: This is to certify that my son/daughter has my permission to compete in the US Half Marathon, is in good physical condition and that race officials have my permission to authorize emergency treatment if necessary. Signature Date Signature of Parent/Guardian (if under 18) From: "Ryan Dawkins" <ryan@usraceseries.com> To: "'Special Events'" <specialevents@vailgov.com> Date: Wednesday'- October 18, 2006 3:04 PM Subject: RE: CSE Meeting: October 24- Presentation Schedule for yourapproval Hi Sybill, Thanks for calling me back. We're excited to be included in the presenting list for the TOV Special Events. I wanted to see about the decision process and our chances of being able to produce a US Half Marathon in Vail. My main concern is that we have our US Half Marathon, San Francisco on November 3rd-5th and have Press Conferences Mon-Wed of next week. Our 5th Anniversary event is completely sold-out and has created quite a frenzy with local & regional media. We are spread very thin as it is and could possibly spare a staff member if it was crucial for us to be there. Our package we sent definitely highlights any additional points we would present in the CSE meeting, but we under gland the need for a face to face. . Please let me know as we are extremely excited at the possibility in bringing running to the Town of Vail. Best, Ryan US Race Series, LLC/Project Sport, Inc President ryan@usraceseries.com 2161 Union St. Suite 1 San Francisco, Ca 94123 tel: 415.2.USHALF fax: 702.549.9999 mobile: 415.725.7926 usraceseries.com Skype ID: usraceseries ------------------------------------ -----Original Message----- September 11 th, 2006 US Race Series, LLC 2161 Union Street, Suite 1 San Francisco, Ca 94123 Sybill Navas Special Events Coordinator, Town of Vail 75 South Frontage Road Vail, CO 81657 Sybill, We appreciate your guidance and support as we present the US Half Marathon Series to Vail. Our team is very excited about the prospects of US Half Marathon, Vail becoming part of US Race Series. As requested, we would like to propose a US Half Marathon weekend on Friday, August 17th- Sunday, August 19'' or Friday, August 24'x' to Sunday, August 26t. Support in the form of funding, operations, marketing, and volunteers from the Event Commission, Town, Tourism Bureau, etc., would be a huge boost to the future of this event and most assuredly secure our decision to bring the US Half Marathon Series to Vail. We have enclosed information on the US Race Series and our basic marketing and advertising plan. You will also find digital samples of our t-shirt, postcards, brochures and bib numbers. Once we decide to move forward, we will provide more specific guidelines that will help identify our needs and plans for a 2007 event in Vail. We look forward to working with you and putting Vail on the US Race Series calendar. Best, Ryan Dawkins President US Race Series, LLC 415.2.USHALF It's Half Time ! VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION EVENT: US Half Marathon, Vail 2007 TOWN 0FRA PROPOSED DATE(S): August 17th-19th or August 24th-26th, 2007 AMOUNT OF CASH FUNDING REQUESTED: $ 28,000 (Please see the attachedAbbendixA and Vail Host Incitation Part D for bronram details) - PRODUCING ENTITY: US Race Series, LLC President or Executive Director's Name: Ryan Dawkins Name and Title of Person Completing the Application: Ryan Dawkins & Ludo Thomasson Address: 2161 Union St, Suite 1, San Francisco, CA 94123 Telephone: (415) 2.USHALF Cell: (858)869-3156 or (415) 725-7926 FAX: (415) 440-8777 WEBSITE: www.runvail.com / www.usraceseries.com E-Mail Address: ludoa.usraceseries.com or rvana.usraceseries.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# 20-0013555 Does the Event benefit a charity? Yes If yes, please name the beneficiary: Leukemia and Lymphoma Society, Girls on the Run, Snake River Alliance, Stroke Foundation, Pancreatica and Parkinson's. In addition to our official national sponsors our goal is to also partner with a local non-profit. Mission Statement: Founded and maintained by athletes for athletes, US Race Series, LLC is a sports marketing and management company that is a leader in producing world-class, destination running events. The US Race Series, LLC organizes 5 events a year including, the US Half Marathon, San Francisco across the Golden Gate Bridge. Number of years your organization has been in business: 5 years - Brief Description of the Event: We specialize in half-marathons, which has quickly become the distance of choice for the majority of the running community - the only distance that increases by 5+% each year in attendance (Source: Running USA). Our goal is to create a memorable weekend experience for our participants and their family and friends, developing a loyal following of running enthusiasts across the US and internationally who look forward to a great event, same time each year in their favorite mountain destination. TOV/CSE US Race Series, LLC - 1 - 2007 Application for Funds 2161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF • Describe where event will be located within the Town of Vail: Our goal is to impact our host city to the fullest, utilizing the immediate area for easy access for the spectators, runners, friends & family. Our preliminary localized plan would include Lion's Head, Main Vail Village (start area) and Ford Park (finish-area). • Will any portion of the event take place outside of the Town of Vail? No • Please describe briefly how you will use the funds that you are requesting from the CSE: US Race Series strives to create a world-class running event, beautiful course and in exciting destinations. This requires a significant investment of resources from our company, sponsors and strategic partners. Our individual event costs (operations and marketing) range from $70,000 to $200,000 per event. Expenses in the first year are usually highest, and the profit margin the lowest, due to start-up costs. These seed funds will help pay for travel, production of the event website and collateral materials, and advertising costs. Please seethe attached Avvendix A for detailed assumptions. • Will additional in-kind services be required from the Town of Vail? Yes 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 approved as part of the Special Event Permit. Our small town hosts typically assist with bus service to transport runners from the finish to the start, main parking lot area and/or official hotel. Our 13.1 mile courses require some degree of street closure & traffic control. Our team provides all course logistics, e.g. cones, directional signage, etc... but for the safety of the runners we like to have police/sheriff support at major intersections and in the case of a shared roadway (cars & runners). • Is this a: New event X Existing event Number of years in existence Location(s) of event in previous years: The US Race Series produces and consults on some of the most popular races in the industry and continues to grow nation-wide. Our host cities have included: Napa Valley, Denver, Atlanta, San Francisco, & Sun Valley, ID. • Number of participants (athletes, artists, exhibitors, etc.) anticipated: 700 runners for 2007 Number of volunteers needed 100 Number of event staff 2 Total Number of spectators anticipated 3000 Local 30% In-state (non-local) 55% Out of State 15% • If possible, would you intend to host the event in Vail beyond 2005? Yes If yes, for how many years beyond 2005? At least 3 years (3 year contract) • Do you anticipate requesting funding from the CSE next year? Yes If yes, in what amount? $28,000 TOV/CSE -2- 2007 Application for Funds US Race Series, LLC 2161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF J REQUIRED ATTACHMENTS: ¦ 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: o All officers and respective positions o Board of Directors and positions TOV/CSE -3- 2007 Application for Funds US Race Series, LLC 2161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF . 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, 8 % x 11 size) 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or suecialevents(a.vaileov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding in the amount of Subject to the following conditions: Signature: CSE Coordinator Signature: Applicant was approved by the CSE on (date) 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 submittal of a complete Special Event Permit Application, ¦ which is due a minimum of 45 days prior to the start of the event. ¦ 1/3 of the amount upon the completion of the event. TOV/CSE US Race Series, LLC -4- 2007 Application for Funds 2161 Union St., Suite I I San Francisco, California 194123 1 415.2.USHALF 1 M. 6?' US Half Marathon, Vail RunVail.com TR? August 171h-191h or August 24th-26t', 2007 Run the U.S. with Us! It's Half Time! The US Race Series was launched in 2002 with the Inaugural US Half Marathon, San Francisco across the Golden Gate Bridge and sold out with 2,500 athletes in 5 short months and boasted a hefty 1 million dollar marketing campaign. In 2003, the US Race Series introduced new host cities, including Atlanta, Napa Valley & Denver. Today, the US Race Series produces and consults on some of the most popular races in the industry and continues to grow nation-wide. Management Philosophy US Race Series produces USA Track & Field certified running events in popular US cities and vacation destinations. We specialize in half-marathons, which has quickly become the distance of choice for the majority of the running community - the only distance that increases by 5+% each year in attendance (Source: Bunning USA). Our goal is to create a memorable weekend experience for our participants and their family and friends, developing a loyal following of running enthusiasts across the US and internationally who look forward to a great event, same time each year in their favorite mountain destination. US Race Series management team works closely with the USA Track & Field and various city, state and county agencies in designing safe and scenic 13.1 mile race courses. We also partner with the local tourism board, host hotels and other businesses to produce and promote other activities designed to attract recreational travelers (e.g., kids events, workshops, expo, concerts). Our host cities have included: Napa Valley, Denver, Atlanta, San Francisco, & Sun Valley, ID. Weekend Event Schedule & Participant Reach The US Race Series brings a full weekend of events to complement the title property, US Half Marathon. This event is a 13.1 mile foot-race, providing a challenging endurance setting for the participant and media. Surrounding the main event, we include kids' events, the US 12K (7.46 mi) and a 5K (3.1 mi) Walk & Fun Run. We can reach an audience from the stroller mom & vacationing dad to the young jet setting fit couple & the pro athlete. Our demographic ranges from 9-82 years old which gives us the greatest economic impact and attracts a destination client that is health-minded, fit and excited to visit our host city. In addition to race day, we host a Health & Fitness Expo, VIP welcome reception, athlete reception, pasta dinner, workshops and a grand finish line festival complete with natural food, music, activities & refreshments. Participant Statistics & Economic Impact • 60% women • 40% men 87% between the ages of 18-49. The largest age group is 30-39, at 35% • Participant Income Brackets - 50% over $70,000, 31% over $100,000 • 40% of participants plan a vacation surrounding the event • The average runner travel party size is 3 people • 84% travel from outside the host city area • The average spending per runner including hotel, food & shopping is $570 National Marketing & Advertising Campaign US Race Series events are promoted through leading running publications and websites. Runner's World, the highest circulation running magazine (600,000), is a sponsor of the US Race Series and provides a large part of our national campaign. We are in talks now to create an editorial section that will highlight our host cities, charities and weekend events. Depending on the market, the US Race Series typically forges a marketing partnership with other national publications, e.g., Hooked Magazine and Where Magazine. Over 90% of all registrations for past US Half Marathon events have been conducted online. The Active Network (active.com), our official online registration company, is a top 10 North American sports website and the #1 most visited participatory sports website. The Active Network serves between 60-80 million page views each month, sends 5 million subscription- based email newsletters each month, informing athletes of upcoming events and activities. This partnership includes building and hosting of the US Race Series home splash page, banner ads, featured events listings, the industry's most reliable Live Results / Split system, live event MapTracking, mass HTML email management (e.g., email newsletters), online fundraising, customized online training programs, and much more. Our calendar listing campaign also includes other leading race websites including theschedule.com, coolrunning.com, usatf.org & runningusa.org. US Race Series also prints brochures with entry forms to be distributed through sports retailers, running stores and running event expos across the U.S. Regional Marketing & Advertising Campaign Most of US Race Series advertising budget and media trade is earmarked for regional publications such as City Sports, Competitor, Northwest Runner and Rocky Mountain Sports. The campaign includes cover page banners, full page and half page ads, editorial and special 4-color program inserts through our partnership with National Sports Network. Specific regional markets will be identified and targeted for print and online advertising in 2007, including Northern and Southern California, Denver, New York, Phoenix, Arizona, Utah, Chicago and the Pacific Northwest. US Race Series also partners with a local radio station to provide a valuable package of radio spots, co-op promotions, and on-site presence. Television and outdoor advertising have also been utilized (varies by host city). Collateral Materials As a supplement to US Race Series prominent online presence and advertising, we produce a full compliment of collateral materials for trade shows, expos, running events, direct mail and retail display: • 4 x 6 postcards for direct mail and distribution at other events • Full color posters • Electronic Mail/E-Newsletter • Event Program and Guide (National Sports Network) • Welcome packet to event registrants from participating Tourism Bureau • Branded merchandise (running shirts, hats, socks, jackets) • Full color brochures with course maps, schedule & mail-in entry form Sponsorships /Partnerships US Race Series has forged relationships with national and regional sponsors on a multi and individual event basis. Our sponsors include T-Mobile, AOL for Broadband, Nantucket L Nectars, Timberland Shoes, Hard Rock Cafe, Washington Mutual Bank, North Face, Sprint PCS, Hyatt Hotels, Runners World Magazine, & Infinity Broadcasting, to name a few. We also partner with other race promoters to receive additional exposure for our events. Charity Component A key element to the success of US Race Series events are the partnerships formed with non- profit organizations. These organizations receive valuable exposure and financial contributions while providing exciting new volunteer opportunities at the events for their members. US Race Series beneficiary non-profits include Leukemia and Lymphoma Society, Girls on the Run, Snake River Alliance, Stroke Foundation, Pancreatica and Parkinson's. In addition to our official national sponsors our goal is to also partner with a local non-profit. Management Team US Race Series was formed early in 2002 by Ryan Dawkins, our in-house athlete & President, with the creation of our famed San Francisco event across the Golden Gate Bridge. In addition to our highly-experienced staff, race operations for US Half Marathon events are advised & managed by a collection of top professionals in the industry such as Creigh Kelley, BKB (Denver, CO) and Andrew Robles, J&A Productions (Cor De Lane, ID), Kelly Trimble, National Sports Network & Craig Mitzslaf Band Marketing Partners (Boulder, CO). A. Event Committee Although we have a strong management team in place, we also prefer to involve key local entities and individuals in the planning and operations of the event. We like to set up a planning committee (task force) of approximately 10 people that consists of our President, Ryan Dawkins and Biz Dev Director, Ludo Thomasson of the US Race Series, and one individual from the local entities involved including primary sponsor, local non-profit, tourism bureau, recreation district, etc... This committee would meet collectively in the initial planning stage, at a key mid-point juncture, and a week prior to the event. B. Operations Assistance from the Town(s) and Recreation Department(s) is requested in the form of supplemental equipment (staging, fencing, cones, etc) and directional signage. We also need guidance and streamlining of the permitting process and traffic plan, and will require officers for traffic control from police and/or sheriff departments. C. Marketing/Advertising One of the keys to achieving our goals for this event lies in the power and reach of our marketing, advertising and promotions. US Race Series requests that we partner with the Tourism Board and any other local commission involved in the promotion and advertising of summer events. This partnership would include: • Vail will appear on all our marketing and advertising materials • The US Half Marathon, Vail will be featured in all activity guides and other relevant publications and websites. • The Tourism Board or their hired agency would act as the local/regional PR firm for this event, sending out press releases and handling media requests. • US Race Series would also like to enhance its national advertising scope by receiving a contribution of co-op advertising dollars earmarked for a national running or outdoor recreation publication. (Opportunities and budget to be discussed) -3- US Race Series, LLC 12161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF -4- US Race Series would receive assistance securing local, regional & national sponsors through contact leads, and inclusion in current marketing efforts by local representatives. Our goal is to receive a minimum of $25,000 from sponsorships. In- kind trade in the form of product, services and advertising media are also required to make this event successful. The opportunity also exists for the Tourism Board to commission or produce an event logo for the US Half Marathon, Vail. D. Volunteers US Race Series anticipates partnering with one or more local non-profit organizations as the event beneficiary. The committee can help us identify potential partners. The beneficiary organization(s) will receive valuable exposure and a contribution from each entry fee, in addition to other fundraising opportunities. The organization will provide volunteers and planning support. Typically, US Race Series events require 200 volunteers, with the majority registering through our non-profit partner(s). E. Funding US Race Series strives to create a world-class running event, beautiful course and in exciting destinations. This requires a significant investment of resources from our company, sponsors and strategic partners. Our individual event costs (operations and marketing) range from $70,000 to $200,000 per event. Expenses in the first year are usually highest, and the profit margin the lowest, due to start-up costs. To build a sustaining annual event, US Race Series is seeking development funds of $28.000, in addition to the above (A-D) support. These seed funds will help pay for travel, production of the event website and collateral materials, and advertising costs. Please seethe attached Ab;bendixA_for detailed assumbtions. I hope this document provides your commission with the necessary information to proceed. Please keep me abreast of any developments, and we look forward to hearing from you soon. Sincerely, Ryan Dawkins Ludo Thomasson President Business Development Director US Race Series, LLC US Race Series, LLC A Project Sport Company A Project Sport Company ryan@usraceseries.com ludo@usraceseries.com 415.725.7926 858.869.3156 U.S. Headquarters 2161 Union St., Suite 1 San Francisco, California 94123 usraceseries.com Main: 415.2.USHALF Fax: 415.440.USRS info@usraceseries.com US Race Series, LLC 12161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF US Race Series 2007 Financial Assumptions Appendix A US Half Marathon, Vail 2007 1 RunVail.com Year 2007 2008 2009 RunVail.com (acquired) Fee/Cam Registrations (avg across events) $52 $39,000 $57,200 $ 104,000 Sponsors $30,000 $40,000 $50,000 CSE/TOV Funding $28,000 $28,000 $28,000 111 Expo Vendors/Samplinq/Non-Prft $7,500 $10,000 $12,000 Total Revenues $104,500 $135,200 $ 194,000 Event Management Operations/Production $ 8,000 $ 8000 , 1$ 8,000 Management (US Race Series) per runner $9 $ 6,750 $ 9,900 $18,000 Total $ 14,750 $ 17,900 $ 26,000 Permits . , District Sheriff/Hwy tbd approx $ 11000 $ 1,000 $ 1,000 Park Fees/Rec tbd approx $ 800 $800 $800 PCO/POLICE tbd approx $ 1,000 $1,000 $1,000 Course Certification $ 900 $900 $900 Insurance/Sanctioning $ 1,000 $1,000 $1,000 Prizes Cash $ 5,000 $ 5,000 $ 20,000 Total $ 9,700 $ 9,700 $ 24,700 Marketing/PR ?_ .. , .. _ __ ... - _ Graphic/Web Design 23.5 hrs $85 $ 3,000 $ 3,000 $ 3,000 National Sports Ntwk Mag's $ 8,000 $10,500 $16,000 National Pub's Listing (Rn's Wrld) $ 3,200 $5,000 $7,000 Local Newspaper/Map's $ 2,500 $3,000 $3,500 Race Expo/Goody Bag Sponsor National $ 3,000 $5,000 $7,000 PR (Wire, Creation, Lists) $ 500 $ 500 $ 500 RunPix Graphic Results per finisher $0.8 $ 1,500 $ 1,500 $ 1,500 Collateral/Brochures Printing I $ 3,800 $ 3,800 $ 3,800 Total $ 25,500 $ 32,300 $ 42,300 Execution .- .... >.,.., .., - ,....n-.Fy_. ....:. .. Non-Profit Contribution per finisher $3 $ 2,250 $ 3,300 $ 6,000 Finish line Food (cost/ship/tax) $ 250 $ 500 $ 750 Photography $ 500 $ 500 $ 500 Securitv $ 1,000 $ 1,000 $ 1,000 Celebrity Race Announcer $ 1,000 $ 1,000 $ 1,000 DJ $ 700 $ 700 $ 700 Medical Staff (Roving BLS) $ 500 $ 500 $ 500 Bathroom (start/finish) 1 per 50 $60 $ 900 $ 1,320 $ 2,400 Tents & Sponsor Booths $ 1,000 $ 1,500 $ 2,500 Fencing/Barricades tbd $ - $ - $ - Headliner Band $ 3,000 $ 4,000 $ 4,000 Car Rental (Staff) $ 11000 $ 1,000 $ 1,000 Flight (Task Force Mtqs) 2 $500 $ 1,000 $ 1,000 $ 1,000 Flight (Race Weekend) 2 $500 $ 1,000 $ 1,000 $ 1,000 Start/Finlsh Banner ( $ 1,200 $ 200 $ 200 ShirtsNolunteers (50) 200 $5.50 $ 1,100 $ 1,100 $ 1,100 Bibs (Pins/Shipping) i $0.75 $ 563 $ 8251 $ 1,500 Sound Equiptment $ 700 $ 700 1 $ 700 Misc Petty Cash (emrg) $ 250 $ 250 1 $ 250 Total $ 17,663 $ 20,145 $ 25,850 Perks - Finishing Metal ' $3.151 I $ 2,363 $ 3,465 $ 6,300 Shirts/Part. $4.75 $ 3,563 $ 5,225 $ 9,500 Total $ 5,925 $ 8,690 $ 15,800 Total Expenses $ 73,538 $ 88,735 $ 134,650 $30;863ZSM16,465 ,,1$59350 US Race Series, LLC 2161 Union St., Suite 11 San Francisco, California 194123 1 415.2.USHALF A Testimonials US Half Marathon TOWN'OF ,p It's Half Time ! Peggy McLeod, Boston, MA San Francisco 2005 Thank you I just wanted to say thank you for a wonderful event! This is the first time I've competed in your race and it was really a wonderful event. The course was well marked, the aid stations nicely spaced with cheerful volunteers, and the announcements of runners finishing was a really nice touch. I especially enjoyed the award ceremonies with the playful bantering and support for runners of all ages and abilities... really nice that "well-seasoned, " aka older runners, were so acknowledged and valued. It was my friends who said "You've got to do this race, it's really great!" They were right.:) Thank you for an enjoyable and memorable time and a really well organized and orchestrated race. Peggy McLeod Mike Simpson, Seattle, WA San Francisco 2005 Thank you! Yesterday's US Half Marathon in San Francisco was my fourth straight race in this series and was the best yet. I was so impressed by the organization and the attention to details, including mile markers at every mile - even one on the east side of the Golden Gate Bridge! Good work. Many thanks. Mike Simpson Kelly Odell, Sun Valley Chamber of Commerce Director Sun Valley 2005 Great event & Many thanksU I hope you all enjoyed the festivities over the weekend! We are very pleased with the turnout and feedback we've received thus far about the inaugural Sun Valley Ketchum US Half Marathon. So many people made this event a success, and we appreciate your tremendous support that came to us in various forms. We are very fortunate to be a part of such a generous community. Af Page2i3 For those of you that ran, I'm very impressed. For those of you that helped out, I'm very grateful... and for those of you that did both, we are beyond thankful. Please don't hesitate to contact me with any questions or feedback. We look forward to the future Half Marathons, and hope to work with you all again in the near future. Have a wonderful summer.! Cheers, Kelly Michael Hummel, Austin, TX San Francisco 2005 Praise for the US Half - Golden Gate Bridge just wanted to say thank you for running a fantastic race and event. The course was clearly marked- the fans were awesome and even the hydration stations were full of energy. I also wanted to apologize for any confusion I may have caused. I was in town for a wedding and found out about the race at 10:00pm the night before. I unfortunately didn't register that night b/c the next moming, I didn't see any race day registration at the event. Nonetheless I ran the race for a workout and peeled out b!f I crossed the finish line. I let the lead motorcycle driver know that I had not registered - since at mile 11, 1 was sharing the lead with another athlete. The driver told me to just bail b/f I crossed the finish line and no harm would be done. That being said - congrats on a tremendous and beautiful event. Dallas, TX - my home, has nothing like that! Thanks and again sorry for any problems I may have created. Sincerely, Mike Hummel Hernan Silberman, Los Angeles, CA San Francisco 2004 Fun race... The US Half was way too much fun! It was my first half marathon and ! enjoyed it thoroughly. I appreciated how organized the race was, how well run the aid stations were, and how on top of things the staff members were at mile markers. The scenery was beautiful, great course! Hope to do it again next year. Thanks! Heman Testimonials US Race Series, LLC 12161 Union St., Suite 1 I San Francisco, California 194123 1 415.2.USHALF Page3/3 Michelle Cline, San Francisco, CA San Francisco 2004 Hi, I have never done a half marathon before, only triathlons. I just wanted to say this was a wonderful experience. I thought you did a great job putting everything together. Thanks again for a wonderful experience. Thank you also to all of the volunteers that helped and made the race possible. Michelle Cline Susan Greyto, Portland, OR San Francisco 2004 Hi everyone, Thank you for all your hard work in making this race a success. I've run the race each year since it started and each year it gets better and better. Again, thanks for all the volunteers out there. We couldn't do what we do without them. Sue Testimonials US Race Series, LLC 12161 Union St., Suite 1 I San Francisco, California 94123 1 415.2.USHALF VAILR RAFESTIVAL 2006 Vail Film Festival Attendee Statistics and Benefits to the Town Demoaraohics Approximately 12,000 attendees A,qe Under 21 8% 21 - 34 25% 35 - 49 46% 50 - 64 17% 65 and above 4% Geographic Location 40% Out of State (5% International) 42% In-State Non-Local 18% In-State Local Gender 54% Male 46% Female Visitor Details • Average stay for overnight visitor: 5.89 nights • 82.29% of overnight guests stayed in the Town of Vail • 80.74% of destination guests stayed in hotel or condo . 79.56% of overnight guests planned on shopping, dining out or getting drinks • 88.85% thought the Vail Film Festival would positively influence their future decision to return to Vail • 93.92% thought that Vail met or exceeded their expectations Festival attendance derived from Vail Film Festival passes, tickets and venue flow-through. Statistics derived from Vail Film Festival attendee surveys. Return on Investment Estimated Number of Room Nights Attendees staying in Vail hotel or condo: 4,576 Number of rooms utilized: 1525 Total room nights: 8982 Shopping, Dining, Drinks Number of attendees spending in Vail, other than lodging: 4500 www.vailfilmfestival.org © 2006 Vail Film Institute. All Rights Reserved. VAILF11 AAFESTIVAL Additional Benefits to the Town of Vail The Vail Film Festival has been a valuable addition to the great events already in Vail, and has succeeded in maintaining the world-class standard that has set Vail apart from many other towns and resorts. The festival is well attended by a national and local audience, with pass sales from all 50 states and strong support from local attendees. In three short years the festival has become well known throughout the United States and in many countries. Media exposure for the 2006 film festival exceeded 36 million impressions, and included high profile publications such as The Wall Street Journal, Forbes, The Denver Post, and The New York Daily News. The Vail Film Institute is a strong supporter of the community and since it's inception has made great efforts in community outreach. For every film festival, the Institute has given significant discounts on passes and tickets to the local community and has offered free film festival tickets and passes to local organizations, including the fire department, the police department, the ski school, and to local high schools such as the Vail Mountain School. The Institute has also given free film classes to local Vail high school students, and offered free access to film festival panels and seminars. The Vail Film Festival not only enhances the reputation of Vail but serves as a great resource for the community, bringing local residents together to share the film festival experience. The festival has significantly increased exposure of the Vail brand, bringing the Vail name and reputation to filmmakers and film-goers across the country, and drawing people from throughout Colorado and across the United States to Vail. Vail Film Festival Growth *The 2007 festival received over 1,000 film submissions, three times more than the first year, and almost double 2005 -The top two pass levels, Prima and Avanti, were both sold out, a first for the festival -The festival received over 36 million media impressions, an increase from 10 million from VFF 2005 -Screenings were held on 7 screens, an increase from 5 screens for the 2005 festival •23 films had their World Premieres at the 2006 festival, an increase from 11 World Premieres at the 2005 festival •250 filmmakers attended the 2006 festival, an increase from 200 for the 2005 festival -The 2006 festival had approximately 12,000 attendees, an increase from 10,000 for the 2005 festival www.vailfilmfestival.org © 2006 Vail Film Institute. All Rights Reserved. Vail Film Festival 2006 Attending Media j 'Outlet First Last (Beat Calgary Herald I Joanne Elves Writer Elie magazine Nicolette Linton Editor Elie magazine I Louise I Dugas I Editor Encore magazine I Chad I Keith I Writer Entertainment Weekly Owen I Gleiberman I Critic KOAA TV5 I Camera Crew MTV/MHD I Sonia I Taylor I Producer MTV/MHD Stone I Roberts I Entertainment National Post I Sandy I Fife I Writer NRC Broadcasting (KTUN, KSKE, KKCH Radio) I Perpetua I Bryan I Producer Nuvo magazine I Christopher I Johns I Writer Plum TV I Shani I Magosky Plum TV Graham I Veysey Plum TV I James I Sullivan Plum TV I Jenelle I Ferri Plum TV I Bob I Aubrey Plum TV I John I Almering Plum TV I Sarah I Pleat Plum TV I Erin I Collins Plum N I Jeniece I Pettitt Plum TV I Lindsey I Schultz RSN TV13 David I Howell I Camera RSN TV13 I Alissa I Barry I Reporter The Inside Reel I Mark I Perez I Crew The Inside Reel I Tim I Wasserburg I Producer TV8 "Good Morning Vail" ? Tricia I I Producer Vail Daily I Cassie I Pence I Staff Vail Daily I Laura I Ball I Staff Vail Trail I Caramie I Schnell I Staff Poiistar & MusicPro Magazine I Rod I Tanaka I Photog Retna I Scott I Smith I Photog Wire Image I Soren I McCarty I Photog VAILIFR "FESTIVAL _ PRODUCED FY THE YAII FiI FA II<Si1TUTE pC Bcx i4', Vail GO d 165b 970 476.1092 tel 646,349.1767 fax Vail Film Festival Sponsors Presenting Sponsor BMLIFE Official Sponsors SUBARU. FANDANGO Fah liwL to Ga' **?travelocity REALITIES FOR MEN Firefox Community Partners A. TOWN OF VA 1 CalLaRAw. IIyawAwErAss. The UPS Store", r. •raaranr .marker SLYER SNI -R roil Lt? )N? lWi ti0-, ikAit: ?N '?Vailo W1 C6 .6? & n3w. 5 A.s«?lia, yy? THE RED LION C?7 Lim-Ousine iP] i.ndie 0. www.vailfilmfestival.org © 2006 Vail Film Institute. All Rights Reserved. VAILF111A FESTIVAL PRODUCED BY THE VAiI Fr; ;p II ST?UTF ?p0 Box i47, Vail C05165. 970,176.1092 M 6,16 349.17671ax cdclitalsnq Is 11ca,3 • A&ME] \ m n R (] The ERGLE "W1 Uossic Rock 101.3 95.3 Ou?Candash Oroductions V „r ...,..,r.,..., 92.3 92.7 playing what we want FRITZLEN P I E R C E V L LUM.A iu Hotel Partners i ?' pex t V-1 VOL.- C,.I.ud., a'lt Vail R-,,-, 6R ,.... Of yam C 0 N, r) 0 ,k1 I v I U rvt S EIESrwwnO\ RESORTS Evergreen Lodge VAIL r/,1Ao ? ?? ? ` DIC ? Aix Vail 1Y1f? 1DkVAIL4SOkT ISITIMAKK Voil's \+ ' f''0i S ; Simba Hun. -//I ?? Vull ?.nr.h?va(rrlwra CsverM nridge 1. C? D G E Vail Resort Vail Rentals Inc. RacQuetClub -?=- r. \ a con,. I _ www.vailfilmfestival.org © 2006 Vail Film Institute. All Rights Reserved. Vail Film Festival 2006 Media Coverage The following is an overview of cress coverage surrounding the Vail Film Festival Total Estimated Impressions: 36,208,640 + Total Estimated Ad Value: $237,659+ Print Media Coverage Date Placement I Outlet I Impressions Ad Value 2/19/06 Travel Section DenverPost 687,183 $6,872 3/9/06 City Spirit Denver Post 687,183 $6,872 3/11/06 Johnson Speaks on "New Inspiration for Hamilton College News -- -- the Nation" 3/12/06 Action County: Jeff Cormack Summit Daily News 22,100 I $221 3/15/06 Left of Ordinary, Right of Orthodox: Vail The Vail Trail 39,000 $390 Film Festival Celebrates the Indie Spirit 3/17/06 I It's All About the Story The Vail Daily 36,400 I $364 3/28/06 Vail Film Festival Profile Colorado Film Society -- -- Monthly Newsletter 3/30/06 I Rock, Pop, Acoustic: The Hotel Cafe I LA City Beat 260,000 $2,600 3/21/06 I Winter Activities Rocky Mountain News 694,281 $6,942 3/23/06 Get a sneak peak of some Vail Film Fest The Vail Trail 39,000 $390 films 3/25/06 2006 Vail Film Festival screenings start SummitDaiiyNews 22,100 $221 March 30 3/27/06 I Crazy Idea Segways into New Lives I DenverPost I 687,183 I $6,872 3/28/06 "10 MPH" has rollout at Vail fest DenverPost 687,183 $6,872 3/28/06 I Get Arts and Entertainment Feeds Vail Daily 36,400 $364 3/28/06 Vail Film Festival: Take 3 Vail Daily 36,400 $364 3/29/06 Vail film fest will rock with mix of Rocky Mountain News 694,281 $6,942 genres, celebs 3/29/06 I Sharpening an edg I Vail Trail I 39,000 I $390 3/29/06 I Dare us to be different I Vail Trail I 39,000 I $390 3/29/06 I Vail native stirs up'Ohs' in Hollywood Vail Daily I 36,400 I $364 3/30/06 Does the Vail Film Festival wear furry Vail Daily 36,400 $364 boots and a Chinchilla coat? 3/30/06 I 'Snow Blindto showcase local riders Vail Daily 36,400 $364 Print Media Coverage (continued) Date Placement I Outlet 3/30/06 Seven Days to Live Colorado Springs Independent 3/31/06 Beware: some films made for mature Vail Daily audiences 3/31/06 I High in the Sky Vail Daily 4/9/06 Gotcha: The Most Fabulous Celeb The New York Daily News Photos of the Week, Kip Pardue Sept-06 I Interview with Scott Cross Colorado Senior Beacon TOTALS 132 I -- Broadcast Media Coverage Date Show I Outlet 3/4/06 Good Morning Vail KVBA-TV8 3/8/06 I Plum TV Ticker Plum TV 3/12/06 Good Morning Vail KVBA-TV8 3/16/06 I The Morn ingNoon&Night Show Plum TV 3/18/06 Good Morning Vail KVBA-TV8 3/26/06 Good Morning Vail KVBA-TV8 3/30/06 Good Morning Vail KVBA-TV8 (Mary Murcko, Steve 3/31/06 I Good Morning Vail KVBA-TV8 3/31/06 The MorningNoon&Night Show Plum TV (Mary Murko, Steve 4/1/06 Good Morning Vail KVBA-TV8 (Melissa Joan Hart) 4/1/06 The MorningNoon&Night Show Plum TV (Bestlife Lodge - Mary Murko, Stalking Santa) 4/1/06 Uncompressed (Melissa Joan Hart, Anita MHD Thompson, Tricia O'Kelly, William Forsythe) 4/2/06 Good Morning Vail (Ali Selim) KVBA-TV8 4/2/06 I The MorningNoon&Night Show Plum TV 4/15/06 The Inside Reel: The Vail Film Festival Zilo TOTALS 114 I -_ Online Med ia Coverage Date Placement Outlet 1/25/06 Indie Film All-Stars Join Firefox Flicks Crew Mozilla 2/7/06 FYI - Film Your Issue Yahoo! News Impressions Ad Value 93,600 $936 36,400 $364 36,400 I $364 1,790,318 $17,903 29,900 I $299 6,115,329 $54,280 Impressions I Ad Value 70,000 $875 600,000 I $7,500 70,000 I $875 600,000 I $7,500 70,000 I $875 70,000 I $875 70,000 $875 70,000 I $875 600,000 $7,500 70,000 $875 600,000 $7,500 Airs in 25 markets, -- 21 times in 1 week 70,000 $875 600,000 $7,500 10,000,000 + I $125,000 13,560,000 I $169,500 Estimated Visitors/Week 2 Online Media Coverage (continued) Estimated Date Placement Outlet Visitors/Week 2/28/06 World Premiere of "Snow Blind" at Vail Film SnowCountry.com 10,000,000 Festival March-06 Vail Film Festival WestWord.com 11,460 Event Calendar Listing March-06 Vail Film Festival DailyCamera.com 2,865 March-06 Dates & Events: Vail Film Festival Colorado.com -- March-06 Vail Film Festival Coming in March Slifer, Smith & Frampton Real Estate -- Community News 3/1/06 I The Vail Film Festival and Firefox Kevin Saunder's Firefox Blog 3/1/06 I Events Around Town NBC - Channel 9 News 127,833 3/8/06 Vail Film Festival Announces 2006 Film Yahoo! News -- Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film Netscape Celebrity -- Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film KPLC-TV (Lafayette, LA) 14,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film WHO-TV (Des Moines, IA) 119,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film Interest! Alert -- Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film KCBD News (Lubbock, TX) 35,000 Selections and Festival Jurors I 3/8/06 Vail Film Festival Announces 2006 Film KRNV TV (Reno, NV) 28,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film KTVO TV (Kirksville, MO) -- Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film KVVU TV (Las Vegas, NV) 7,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film The Press Enterprise 371,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film WAFF TV (Huntsville, AL) 49,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film KRON TV (San Francisco, CA) -- Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film Forbes Magazine 1,792,000 Selections and Festival Jurors 3/8/06 Vail Film Festival Announces 2006 Film WTKR TV (Norfolk, VA) 42,000 Selections and Festival Jurors 3/9/06 I City Spirit Denver Post 242,210 3/9/06 Vail Film Festival Announces 2006 Film WATETV(Knoxvi//e, TN) 6,000 Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film W1510 TV(Co/umbia, SC) 18,000 Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film WLOX TV (South Mississippi) 8,000 Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film WF/ETV 11,000 Selections and Festival Jurors 3 Online Media Coverage (continued) Date Placement Outlet 3/9/06 Vail Film Festival Announces 2006 Film KA1T8 Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film KWWL (Cedar Rapids, MI) Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film KLFYTV(Lafayette, LA) Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film WPRI TV (Pro vidence, RV Selections and Festival Jurors 3/9/06 Vail Film Festival Announces 2006 Film WEHT TV (Evansvil/e, IN) Selections and Festival Jurors 3/10/06 Vail Film Festival Announces 2006 Film Vail Daily Selections and Festival Jurors 3/11/06 Johnson Speaks on "New Inspiration for the Hamilton College News Nation" 3/12/06 Movies and Skiing Reel Talk Movie Reviews 3/12/06 Movies and Skiing KOAA.com 3/12/06 Action County: Jeff Cormack Summit Daily News 3/15/06 Left of Ordinary, Right of Orthodox: Vail Film The Vail Trail Festival Celebrates the Indie Spirit 3/17/06 It's All About the Story The Vail Daily 3/20/06 Doin'Their Thing: 10 MPH Reel Talk Movie Re views 3/20/06 Doin' Their Thing: 10 MPH KOAA.com 3/20/06 Vail Film Festival Vail Valley Chamber of Tourism Calendar of Events 3/21/06 Film Your Issue FilmThreatcom 3/21/06 Winter Activities Rocky Mountain News 3/22/06 Film Your Issue, Take 2 Cinematical.com 3/23/06 Get a sneak peak of some Vail Film Fest films The Vail Trail 3/23/06 Sweet Land Review Reel Talk Movie Re views 3/23/06 Sweet Land Review KOAA.com 3/25/06 2006 Vail Film Festival screenings start March Summit Daily News 30 3/25/06 Alan Cumming on'Sweet Land' and More Reel Talk Movie Reviews 3/25/06 Alan Cumming on'Sweet Land' and More KOAA.com 3/28/06 "10 MPH" has rollout at Vail fest DenverPost 3/28/06 Illinois State Hosts Film Your Issue Screening Illinois State University and Discussion April 5 3/28/06 Get Arts and Entertainment Feeds Vail Daily 3/28/06 Vail Film Festival: Take 3 Vail Daily 3/29/06 Vail film fest will rock with mix of genres, Rocky Mountain News celebs 3/29/06 Sharpening an edge Vail Trail 3/29/06 Dare us to be different Vail Trail 3/29/06 Vail native stirs up'Ohs' in Hollywood Vail Daily 3/29/06 Rock, Pop, Acoustic: The Hotel Cafe LA City Beat 4 Estimated Visitors/Week 4,000 4,000 8,000 8,000 4,000 46,758 300,000 13,613 46,758 300,000 12,302 196,000 300,000 13,613 300,000 242,210 46,758 46,758 196,000 46,758 Online Media Coverage (continued) Date Placement Outlet 3/29/06 I Film Your Issue Contest I Internet Video Magazine 3/30/06 Does the Vail Film Festival wear furry boots Vail Daily and a Chinchilla coat? 3/30/06 I 'Snow Blind' to showcase local riders Vail Daily 3/30/06 I Seven Days to Live Colorado Springs Independent 3/31/06 Beware: some films made for mature Vail Daily audiences 3/31/06 High in the Sky I Vail Daily 3/31/06 Sharpening an edge: Vail Trail The Cross brothers are on a quest to expand the valley's culture 4/1/06 Jonathan Silverman: One Happy Guy Reel Talk Mo vie Re vie ws 4/1/06 Jonathan Silverman: One Happy Guy KOAA.com 4/2/06 I Snow Blind World Premiere @ Vail Film Festival SnowboardMagazine 4/8/06 12006 Vail Film Festival Awards Reel Talk Mo vie Re vie ws 4/8/06 12006 Vail Film Festival Awards KOAA.com TOTALS 70 Radio Media Coverage Date Show I Outlet 3/27/06 Interview with Scott Cross, Sean Cross KTUN, KSKE, KKCH 3/29/06 Interview with Dirk Simon, Bill Levasseur KTUN, KSKE, KKCH 3/31/06 Interview with Melissa Joan Hart KTUN, KSKE, KKCH 3/31/06 Interview with Jam Director Craig KTUN, KSKE, KKCH Serling and William Forsythe 3/31/06 I Afternoon Drive Time KTUN, KSKE, KKCH 4/1/06 Interview with Lucas Fleisher of Outside KTUN, KSKE, KKCH Sales TOTALS 16 Estimated Visitors/Week 12,200 46,758 46,758 46,758 46,758 300,000 300,000 15,819,128 Impressions Ad Value 27,000 $135 27,000 $135 27,000 $135 27,000 $135 27,000 I $135 27,000 $135 162,000 1 $810 5 VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information EVENT: Vail Film Festival PROPOSED DATE(S): March 29-April 1, 2007 AMOUNT OF CASH FUNDING REQUESTED: $90.000 • PRODUCING ENTITY: Vail Film Institute, Inc. President or Executive Director's Name: Scott Cross and Sean Cross Name and Title of Person Completing the Application: Sean Cross - Co-Director - Vail Film Institute. Inc. Address: Vail Film Institute, Inc. P.O. Box 747, Vail, CO 81657 Telephone: 970 /476-1092 CELL: 646/236-2155 FAX: 646/ 349-1767 WEBSTTE: www.vailfilmfestival.org E-Mail Address: info @vailfilmfestival.orl? Organization's tax status: For Profit Non-Profit* x Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 33-1043430 o Does the Event benefit a charity? Yes No _ x o If yes, please name the beneficiary: Mission Statement: The Vail Film Institute's mission is to foster independent film through film screenings, panels, workshops, networking events, and educational projects. The Vail Film Institute states the Vail Film Festival on an annual basis in Vail, Colorado as the mimarv outlet for the Institute's initiatives. Number of years your organization has been in business: 4 • Brief Description of the Event: The Vail Film Festival takes place March 29-April 1, 2007 in Vail, Colorado. The festival fosters independent film through film screenings, panel discussions, workshops and nightly social functions. These various activities benefit established and aspirin2 filmmakers, national and international film enthusiasts, and local attendees. The festival draws some of the country's most established film industrv professionals and film critics, alone with new filmmaking talent, to the town of Vail to enjoy a lone weekend of films, skiing, dining. shopping and relaxation. • Describe where event will be located within the Town of Vail: The Vail Film Festival will take place in the Crossroads Theater, the Cascade Theater, the Red Lion, The Tap Room, and manv of the hotel and resort properties in Vail. • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: The reauested funds will be used toward venue rentals, equipment rentals, TOV/CSE - 1 - 2007 Application for Funds promotion and marketing expenses, local volunteer expenses, and niizhtly event expenses. • 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. : • Is this a: New event Existing event x Number of years in existence 3 Location(s) of event in previous years: The 2004, 2005, and 2006 Vail Film Festivals took place in the town of Vail, utilizing the Crossroads theater, the Cascade theater, the Vail Cascade, the Red Lion, the Tap Room, and various hotels. • Number of participants (athletes, artists, exhibitors, etc.) anticipated 250 (Filmmakers/Critics) Number of volunteers needed 150 Number of event staff - 25 Total Number of spectators anticipated 12,000 Local 18 % In-state (non-local) 42 % Out of State 40 % • If possible, would you intend to host the event in Vail beyond 2007? Yes x No If yes, for how many years beyond 2007? Indefinitely • Do you anticipate requesting funding from the CSE next year? Yes x No If yes, in what amount? $80,000 REQUIRED ATTACHMENTS: ? 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 -2- 2007 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 Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1/3 of the amount upon the completion of the event. TOWSE -3- 2007 Application for Funds VAIL .1 FESTIVAL r..-i .. 'v i Nc. `.:-",€!.. r.:.f (€y5 t ? IE ?' .X 747, ..r L.') . fC.s_ `a 646 _..•i9..6. ?x VAIL FILM INSTITUTE BOARD OF DIRECTORS Scott Cross (Co-Chair) Scott Cross attended the University of California at Berkeley where he studied film and social anthropology. He went on to work at UCLA's Center for Social Science Research, while continuing to write screenplays and direct short films. Scott's interest in filmmaking led him to co-found the Vail Film Festival with his brother Sean. Scott is co-director of the non-profit Vail Film Institute, which stages the Vail Film Festival, and co-director of the Vail Film Festival. Sean Cross (Co-Chair) Sean Cross holds dual positions as co-director of the non-profit Vail Film Institute, which stages the Vail Film Festival, and co-director of the Vail Film Festival. Sean attended the graduate film program at New York University where he was able to learn from some of the most respected directors and producers in the country, and work with the next generation of cutting-edge filmmakers. Sean continued his passion for film through writing and directing short films, and collaborating with other filmmakers on their projects. Sean has been a long-time visitor to Vail and with his brother Scott, founded the Vail Film Festival. Pamela Friedman Pamela R. Friedman has had a very diverse career as a librarian, art consultant, and member of advisory boards of numerous nonprofit organizations, including the Trustee's Council of the University of Rochester and its visiting evaluation committee. She is the author of Chinese Snuff Bottles from the Pamela R. Lessing Friedman Collection and The First Week series of technical advice books. Ms. Friedman lives with her family in Vail, Colorado. Trov Hollar Troy ran the interactive unit of Veritas Group, where his clients included Mercedes-Benz USA, Toshiba, and Hunter Douglas. In 2002, he left Veritas to found MetaFoundry. Troy began his working career as a theater and event producer in New York. In nearly a decade, he produced more than 60 plays and live events. He also served as Managing Director of Malaparte, where he produced new plays with Artistic Director Ethan Hawke. He serves on the boards of directors for Soho Repertory Theatre and the Vail Film Festival. He holds a B.A. in history from the University of Michigan. He lives in Brooklyn with his wife, Katherine Pew, a writer and yoga instructor, and their children, Everett & Greta. Judith Landau Dr. Judith Landau is currently President of Linking Human Systems, LLC, and The LINC Foundation in Boulder, Colorado. She serves as Senior Advisor to New York University's Catastrophe Center, International Trauma Studies Program and Community Resource Center. Over the past thirty years, she has developed and tested a model for enhancing individual, family and community resilience. Dr. Landau has worked with diverse ethnic, cultural and spiritual groups, bridging the bio-psycho-socio-cultural-spiritual ecosystem and developing the Transitional Family Theory approach, including, "Link" Therapy (mobilizing natural change agents in the service of physical, psychological and spiritual health across families and communities). She has worked with refugees and trauma survivors from many countries, consulting to governments on refugee resettlement, the development of services, and the integration of displaced/uprooted people within their new communities. She currently consults to the Commissioner of Health for New York City on building healthy communities in the wake of September 11 th, 2001. Dr. Landau divides her time between her practice in Boulder and her home in Vail, Colorado. t VAIL TM FESTIVAL S..'.'i.XfS'...,., Festival Directors Scott Cross - Scott studied film at the University of California at Berkeley. Scott went on to manage a team of 50 people at UCLA's Center for Social Science Research. Sean Cross - Sean studied film at New York University, the top-rated film school in the country. Sean has written and directed numerous short films and spent four years working at a major investment bank in New York. Associate Festival Director Megen Musegades - Megen has a degree in theater from the University of Minnesota Duluth. Megen worked in the development and operations departments of the Museum of Natural History in New York, one of the most prestigious nonprofit institutions in the country. Marketing MetaFoundry - Metafoundry is a leading marketing and design firm based in Brooklyn, New York whose clients include the Soho Repertory Theater, Bristol-Myers Squibb, Ruby, and many others. Director of Operations Christopher Boldon - Christopher was operations supervisor and branch manager of a TCF bank. Christopher worked professionally for several years as an editor, producer, and actor. Christopher has edited such independent films as Hot As You Can Take It and the award-winning film The Lilac Papers. Directors of Corporate Development Bill Levasseur - Bill is one of Coloraodo's top film and television actors and has a vast network of film and television contacts. Dirk Simon - Dirk is an awarding-winning documentary filmmaker based in Colorado. Dirk has a strong background in marketing and contacts at major national and international film festivals and has close relationships with the major film festivals and organizations in Colorado. Director of Individual Development Michael Liss - Michael has assisted numerous nonprofits and has over five years experience in market research. He began assisting the Vail Film Institute with development in 2005 and now heads the individual development department. Panel Coordinators Godfrey Cheshire - Godfrey is a leading film critic, having written for the Independent Weekly and many major publications. Gill Holland - Gill is the president of Lasalle Holland, a film production and talent company. Gill has been nominated for an Independent Spirit Award and is considered one of the leading independent film producers in the country. Vail Film Festival 2007 (FY Jan 2007 - Dec. 2007) REVENUE Corporate gifts, grants and contributions: Festival Starting Balance BestLife magazine Town of Vail Vail Resorts MetaFoundry KSKE,The Eagle,Choice FM Radio Vail Daily Manor Vail Slifer Smith & Frampton Real Estate Lionshead Inn Vail Racquet Club Evergreen Lodge Simba Run Willows Condominiums Mountain Haus Larkspur Other Potential Sponsors Total Corporate Contributions Individual gifts, grants and contributions: Gross receipts: admissions, sales, film submissions Total Revenue EXPENSES Development & Compensation Payroll Sub-Total Development & Compensation General and Administrative Office Space Utitlities 275,000 90,000 10,000 100,000 17,000 20,000 3,000 3,500 2,000 3,000 1,000 1,500 1,500 1,500 1,500 20,000 550,500.00 20,000 60,000.00 630,500 110,000 110,000 15,000.00 5000 Income and Expense Report Cash 150,000 90,000 3500 20,000 263500 20,000 60,000.00 343,500 110,000 110000 15,000.00 5000 In-Kind 125,000 10,000 100,000 17,000 20,000 3,000 2,000 3,000 1,000 1,500 1,500 1,500 1,500 287,000 287,0001 Computer Equipment Purchases Computer Services Supplies/Miscellaneous Filmmaker Lodging Staff Lodging Car Meals Fundraising Expenses Transportation Storage Shipping Insurance Volunteer Expenses Sub-Total General and Administrative General Production Editing Sub-Total General Production Promotion/Advertising Marketing, including designer & publicist Printing Merchandise Sub-Total Promotion/Advertising Event Expenses Event Set-up & Rentals (including Theater and Party rentals) Permits Sub-Total Evening Event Expenses Grand Total Expenses Net Income 500 500 2500 2500 2500 2500 42,000.00 25,000.00 17,000 7,000.00 7,000.00 2500 2500 2000 2000 2000 2000 22,000 22,000 2,200.00 2,200.00 1500 1500 3000 3000 1500 1500 111,200 94,200.00 17,000 1000 1000 1,000 1000 292,000.00 32000 260,000 30,000 30,000 10000 10000 332,000 72000 260,000 60,000 50,000 10,000 1500 1500 61,500 51,500 10,000 615,700 $328,700 287,0001 14,800 $14,800 01 Vail Film Insitute 2006 - Current Balance Sheet (Fiscal Year Jan. 06 - Dec. 06) REVENUE Corporate gifts, grants and contributions: BestLife magazine 275,000 Town of Vail 55,000 Vail Resorts 10,000 MetaFoundry 150,000 KSKE,The Eagle,Choice FM Radio 12,500 Vail Daily 10,000 Manor Vail 4,500 Slifer Smith & Frampton Real Estate 3,500 Lionshead Inn 3,500 Vail Racquet Club 3,000 Boulder Weekly 1,500 Colorado Film Commission 1,000 Evergreen Lodge 1,500 Simba Run 1,500 Willows Condominiums 1,500 Apollo Park 1,500 Larkspur 1,500 Total Corporate Contributions 537,000.00 Individual gifts, grants and contributions: 14,500 Gross receipts: admissions, sales, submissions or services (includes wab) 56,500.00 Total Revenue 608,000 EXPENSES Payroll Sub-Total Development & Compensation General and Administrative Office Space Utitlities Computer Equipment Purchases 78,000 78,000 8,670.00 3444.92 32.44 Income and Expense Report Cash 150,000 55,000 3,500 208500 14,500 56,500.00 279,500 78,000 78000 8,670.00 3444.92 32.44 In-Kind 125,000 10,000 150,000 12,500 10,000 4,500 3,500 3,000 1,500 1,000 1,500 1,500 1,500 1,500 1,500 328,500 328,500 Computer Services 1195.42 1195.42 Supplies/Miscellaneous 1395 1395 Filmmaker Lodging 41,711.20 24,711.20 17,000 Staff housing 7,725.00 7,725.00 Vail Lodging Supplies 513.37 513.37 Car 71.06 71.06 Meals 1 2046.28 2046.281 Fundraising Expenses 2116.36 2116.36 Transportation 21752.88 21752.88 Credit Card Fees 169.45 169.45 ADP Fees for Payroll 595.02 595.02 Bankcard Fees 1646.92 1646.92 Storage 869.00 869.00 Shipping 1105.46 1105.46 Insurance 2812.7 2812.7 Volunteer Expenses 1143.98 1143.98 VFF Credit Cards 2677.46 2677.46 Misc. 440.19 440.19 Sub-Total General and Administrative 102,134 85,134.11 17,000 General Production Editing 745.33 745.33 Sub-Total General Production 1 745 1 745.33 1 Promotion/Advertising Marketing, including designer & publicist 1 303,049.22 1 11549.221 291,5001 Printing 1 42,929 1 32928.861 10,0001 Merchandise 7784.24 1 7784.241 1 Sub-Total Promotion/Advertising 1 353,762 1 52262.321 301,5001 Event Expenses 1 1 I Event Set-up & Rentals (including Theater and Party rentals) 60,297 50296.51 10,0001 Permits 1431.37 1431.37 Sub-Total Evening Event Expenses 1 61,728 1 51,728 10,000 Grand Total Expenses 596,370 $267,870 328,500 Net Income 11,630 $11,630 0 y. Vail Commission on Special Events 2007 Event Funding Application Applied for by: Highline Sports & Entertainment, Inc. 12 Vail Rd. Suite 500 Vail, CO 81657 (970) 476-6797 www.aohighline.com 61 VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION EVENT: SPRING BACK TO VAIL PROPOSED DATE(S): April 2-15, 2007 AMOUNT OF CASH FUNDING REQUESTED: $ 100,000- • 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 Telephone: 970/476-6797 xt.103 Cell: 970/393-2128 Fax: 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: Vail Breast Cancer Awareness Group 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 10 • Brief Description of Event: Vail's season ending bash which has become the Vail Valley's rite of Spring. Two week's of on and off-snow events, headliner concerts, street parties and the ever-popular World Alpine Pond Skimming Championships. • Describe where the event will be located within the Town of Vail: Vail Village - Gore Creek Drive, Checkpoint Charlie, Crossroads, all bars/restaurants, Golden Peak, East and On Mountain • Will any portion of the event take place outside of the Town of Vail? X Yes No If yes, please explain: Portions of the event will take place on Vail Mountain. • Please describe briefly how you will use the funds that you are requesting from the CSE: To cover marketing and operational 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 beer gardens on the concert nights as well as police support for crowd control during these same concerts. • Is this a: New event Existing event X Number of years in existence: 4 Location(s) of event in previous years: Same locations as proposed for 2007 other than Crossroads. Number of participants (athletes, artists, exhibitors, etc.) anticipated: 500 Number of volunteers needed 20 Number of event staff 50 # of spectators/event attendees anticipated 50,000 Local 25% In-state (non-local) 30% Out of State 45% • If possible, would you intend to host the event in Vail beyond 2007? Yes X No If yes, for how many years beyond 2007? As many as years as it makes sense financially and to the TOV and Vail Resorts. • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $100.000 REQUIRED ATTACHMENTS (incomplete applications will not be considered): ? Detailed event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. ? Previous year's event evaluation, including income and expense statement (if existing ? ¦ All officers and respective positions ¦ Board of Directors and positions an estimated # of The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COPIES OF THE COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions call Sybill Navas at 970 376-2394. event). Past or projected demographics of event attendees and spending. Brief description of potential benefits to the Town of Vail, including incremental room nights and increased spending generated. on investment should the Town of Vail expect? What Organization return rosters naming: Event Description EVENT DATES & VENUE LOCATIONS: April 2-15, 2007 Vail Village, Golden Peak Base Area, Vail Mountain, and East Vail. THE TAKEAWAY: "Spring Back to Vail" blew me away - what a great *%#$*#% party! The events, the skiing and boarding, the sun, the girls (the guys), the VIBE... SPRINGTIME IN VAIL! What a great way to wrap up the snowriding season! GOALS & OBJECTIVES: • Target a youth-minded, adventure seeking audience. ' • Attract additional Vail Visitors for the final month of the season from in and out of Colorado. • Entice return destination visits from earlier winter bookings with value packages to include lift tickets, lodging, and credentials. • Differentiate Vail Mountain and the Town of Vail in the month of April. TENTATIVE SCHEDULE OF EVENTS: Week One April 2 - Monday Guys Night Out in Vail & Lionshead Villages April 3 - Tuesday Girls Night Out in Vail & Lionshead Villages April 5 - Thursday Official Welcome Party - Coors Light Pub Crawl - Vail and Lionshead April 6 - Friday Vail Villlage Headliner Concert & Street Party VIP/Sponsor/Celebrity Party April 7 - Saturday On-Snow Event - Malay Day Major Headliner Act - Ford Park Venue Week Two April 9 - Monday Girls Night Out in Vail & Lionshead Village April 10 -Tuesday Guys Night Out in Vail & Lionshead Villages April 12 - Thursday Coors Light Pub Night - Vail and Lionshead April 13 - Friday Vail Headliner Concert & Street Party VIP/Sponsor/Celebrity Party April 14 - Saturday World Pond Skimming Championships In-Town showing of Warren Miller Film/ Vail Headliner Concert & Street Party Post Parties in local Vail Establishments April 15 - Sunday Ski and Ride Vail Mountain Appendix 1 ? Detailed event budget, including all anticipated revenues and expenses. 2007 Spring Back to Vail Projected Budget Revenues: CSE Contribution Ticket Sales Sponsorship Beverage Sales Entry Fees Total Projected Revenues Expenses: Event Site: Event Equipment & Rental Expenses: Signage & Decorations Rental Items (dumpsters, porta potties, barricades, etc.) Bands, Sound, Support, etc. Purse & Course Items Misc. Event Needs (credentials, t-shirts, travel, misc.) Licenses & Permits Estimated 100,000 50,000 300,000 40,000 1,500 491,500 1,025 1,025 Manpower & Related Expenses: Labor/Announcers Town of Vail Police, Security Public Relations/Marketing/Advertising: Public Relations Advertising/Marketing Administrative: Proposals/Insurance/Supplies/Phone/Postage Management Fee Sponsor Relations: Lodging/Entertainment/Gifts/Transportation Other: F&B Venue Rentals Total Projected Expenses: Net Income (loss): 10,000 25,000 200,000 15,000 10,000 260,000 35,000 27,000 62,000 20,000 45,000 65,000 27,000 25,000 52,000 10,000 10,000 20,000 2,000 22,000 472,025 19,475 Appendix 2 ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. • An extensive, traditional media campaign will be run for the event featuring print (newspaper and magazine), radio and television. The campaign will focus on the following media outlets... DENVER POST, ROCKY MTN. NEWS, WESTWORD, ROCKY MTN. SPORTS, ASPEN DAILY TIMES, GLENWOOD POST, VAIL DAILY, SUMMIT DAILY, SKY HIGH, WINTER PARK, DAILY TRIBUNE, STEAMBOAT PILOT/TODAY, TELLURIDE TIMES, KBCO, KBPI, KRFX, KFMU, KSNO, KSPN, KZYR, KVBA TV8, CH5. Over $200,000.00 in media value is expected to be delivered by this integrated campaign. • A strong national, regional and local PR blitz will key on Spring Back to Vail. The campaign is expected to generate over $150,000 in equivalent media value. • Spring Back to Vail will continue to push on the new media envelope with Internet sites running against the event. Besides stand-alone sites, the event will also receive a great deal of play on Vail Resort's web site www.snow.com. • Direct broadcast emails and standard mailings will be sent to many lists targeting our audience, including Vail Resort's lists and Highline Sports' lists. • Numerous collateral and competitor materials will be disseminated throughout the region. Including rack cards, postcards and posters. Sponsorships Highline Sports always has and always will continue to sell sponsorships on its properties to help cover the numerous operating and marketing expenses to make the events successful. Highline has never relied on TOV monies to solely support its events. While SBTV has enough exposure to be attractive to potential sponsors, event management will continue to refine the event to continue to draw a larger audience. Event management is leaning on the CSE and Vail Resorts to support the event in a larger way in 2007 to help blow it up to the point where corporate sponsors will continue to follow. Committed sponsors for the 2007 event include... Vail Resorts, Coors Light, Bacardi,Volvo, Ski and Skiing Magazine, and Warren Miller Films. Appendix 3 ? Previous year's event evaluation, including income and expense statement (if existing event). The #1 Spring Party in North America - Skiing Magazine EVENT OVERVIEW - STRENGTHS AND WEAKNESSES The overriding goal of 2006 Spring Back to Vail was to get visitors to Vail to spend money during the typically slow time of April. Overall, the event was a phenomenal success with greatly increased skier days, lodge bookings and packed restaurants and shops. In fact, overall April sales taxes collected for the Town of Vail increased 33.1%. • Marketing and PR campaigns were extremely successful - major coverage including NY Times, LA Times, Outside Magazine, ESPN Sports Center, ESPN Cold Pizza, CNN Headline News and more. • Two National television specials with MTV • Two free concerts in Vail Village - Cracker and Dirty Dozen Brass Band. • Three concerts at Ford Park - G. Love, Hoobastank and POD • Estimated attendance/visitors to Vail during the two weeks of Spring Back to Vail: 150,000 • Apres parties took place on six nights during the week in town. Additional parties and special promotions, which were not part of the official SBTV schedule, were held in town after each concert. • On-mountain events included World Pond Skimming Championships, Malay Day and Mid- Vail concerts • 46% of visitors were from out of State • 17% of visitors were from outside the U.S. • Skier visits were up over 30% YOY. • Lift ticket, ski school and mountain dining revenue were all significantly up YOY. • Even taking Vail Resorts budgeted figures for the year (where Easter is factored into the equation), Spring Back to Vail drove increases in budgets to actuals with a 37% increase over expectations. The primary weakness to Spring Back 2006 was the late nature in which the talent was secured. The pond tear actually worked out in our favor due to the amazing weather on Sunday. 2007 Spring Back to Vail Projected Budget Revenues: Actual CSE Contribution 50,000 Ticket Sales 37,532 Sponsorship 251,000 F & B Sales 39,310 Entry Fees 1,460 Total Revenues 379,302 Expenses: Event Site: Licenses & Permits 1,025 1,025 Event Equipment & Rental Expenses: Signage & Decorations 9,556 Rental Items (dumpsters, porta potties, 21,778 barricades, etc.) Bands, Sound, Support, etc. 225,177 Purse & Course Items 13,526 Misc. Event Needs (credentials, t-shirts, travel, misc.) 7,121 277,158 Manpower & Related Expenses: Labor/Announcers 26,556 Town of Vail Police, Security 27,025 53,581 Public Relations/Marketing/Advertising: Public Relations 12,500 Advertising/Marketing 38,659 51,159 Administrative: Proposals/Insurance/Supplies/Phone/Postage 27,011 Management Fee -0- 27,011 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 8,839 8,839 Other: F & B 20,638 Venue Rentals 2,000 22,638 Total Expenses: 441,411 Net Income (62,109) (loss): 2005 Survey Findings (no surveying performed in 2006): Attendance: 66% of attendees reside in Colorado 34% reside outside Colorado Lodging: Almost 80% of Spring Back to Vail attendees staying in the Vail Valley chose to secure lodging within the Town of Vail. On average, Spring Back visitors stayed: 1 - 2 nights: 45% 3 - 5 nights: 29% 6 - 10 nights: 16% 10+ nights: 8% Spring Back saw fully 65% of attendees paying for hotel/condo lodging with 32% staying with a relative or friend in the area. Age: Under 25: 13% 25 - 34: 41% 35 - 44: 32% 45 - 54: 10% Over 55: 4% Average Age: 34 years old HHI: Under $50k: 33% $50k - $75k: 24% $75k - $100k: 8% $100k-$150k: 14% $150k - $200k: 7% Over $200k: 12% Additional Findings: 55% of visitors came to Vail specifically for Spring Back. 48% of attendees came to Spring Back for the first time with 52% returning to Vail for the event. Other activities which Spring Back to Vail attendees chose to participate in are 68% outdoor/physical activities and 39% chose to shop. Over 80% of attendees spent money on drinks and 63% on dining. Spring Back to Vail had the highest percentage for any CSE event surveyed of "Very Positive" feelings with nearly 60% scoring a 9 or 10 on a ten-point scale. The average incremental dollars spent for visitors coming specifically for Spring Back was the highest for any CSE event at $396/person. The average amount of dollars spent by Spring Back attendees on: Lodging: $102 Food and beverage: $159 Shopping: $78 Recreation: $53 Transportation: $3 More people attended Spring Back to Vail than all other CSE event surveyed combined (of those 6 listed in the research) with 45,000 for Spring Back vs. 37,500 for all events combined; further, by using the promoter's estimates, Spring Back more than tripled attendance: 152,000 for Spring Back vs. 42,500 for all events combined. The Town of Vail ROI per dollar spent for Spring Back to Vail attendees was $244.77 (promoter's estimate of $826.78 vs. $431.61 for all events combined) and provided a sales tax ROI of $11.01 (promoter's estimate was $37.21 vs. $19.42 for all events combined). Because of the two previous research findings, the incremental spending of Spring Back to Vail in the Town was 42% higher than all other events combined ($9.8MM vs. $6.9MM). Additionally, if you take the promoter's estimates, this makes Spring Back to Vail THE EVENT for the Town by garnering 317% more incremental dollars spent than all other Town of Vail events combined. Research and testimonials provided by Vail Resorts, Inc. • Vail had its largest closing day in history. • 7.7% increase in skier visits vs. forecast for Week 1. • 121% increase in mountain dining revenues vs. budget for Week 1. • 35.4% increase in skier visits vs. forecast for Week 2. • 212% increase in mountain dining revenues vs. budget for Week 2. 0 88.2% increase in lift ticket revenue vs. 2004. Appendix 4 ? Past or projected demographics of event attendees and spending. 2007 Projected Demographics & Event Goals • Attract additional Vail Visitors, for the final month of the season, from in and out of Colorado. • Entice return destination visits from earlier winter bookings with value packages to include lift tickets, lodging, and credentials with automatic entry to all surrounding events. • Differentiate Vail Mountain in the month of April. Not iust another Whistler knock-off. • Target youth-minded 30 to 45 year olds. • Household Income over $75,000 • Attract incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Lift Tickets, Rentals, Etc.) Appendix 5 ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. Estimated Incremental Room Nights and Revenue Generated by Spring Back to Vail The numbers below are estimates for the 2007 Spring Back to Vail event. 2006 Estimated Incremental Spending Incremental Room Nights Estimated attendance: 50,000 Those who came just for the event: 55% Those staying in Town of Vail lodging: 80% Average nights stay in Vail: 3.92 Total Incremental Room Nights: 86,240 Incremental Spending Estimated attendance per day: 3,500 Average amount spent: $294 Event Days: 14 Total Incremental Spending: $14,406,000 Average lodging price per person per night: $102 Incremental room nights: 86,240 Subtotal spent on lodging: $8,796,480 Number of days in Vail not for event: 1.0 Number of people staying additional days: 10,000 Average amount spent per day: $294 Subtotal spent on non-event days: $2,940,000 Total Estimated Incremental Spending: $26,142,480 Appendix 6 ? What return on investment should the Town of Vail expect? 2007 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: $100,000 $350,000 350% 86,240 $26,142,480 $1,431,509.52 1,332% 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, President/CEO • James Deighan, Vice President Employees: • Peggy Wolfe, Event Director • Bryan Rooney, Event Director • Amy Hornyak, Sponsorship Manager • Mark Santini, Account Manager • Marc Vanini, Account Manager • Jason Farrow, Event Manager • Greg Schwartz, Event Manager • Adam Mills, Tour Operations • Grant Mills, Tour Operations • Lexi Deluca, Promtoions Manager • Kelli Brausch, Controller/CPA Vail Commission on Special Events 2007 Event Funding Application September 1 & 2, 2007 Labor Day Weekend - Vail Village Applied for by: (M M0121HILDlo 12 Vail Rd. Suite 500, Vail, CO 81657 (970) 476-6797 xt.103 www.aohiahline.com VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION EVENT: GOURMET ON GORE PROPOSED DATE(S): September 1 & 2, 2007 AMOUNT OF CASH FUNDING REQUESTED: $ 75,000 - • 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 Telephone: 970/476-6797 xt.103 Cell: 970/393-2128 Fax: 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 10 • Brief Description of Event: A Vail Festival of Wine, Food, and Jazz 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.) Event Day: Open air event featuring a wide variety of winemakers, Vail Valley restaurants, and jazz 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: • Please describe briefly how you will use the funds that you are requesting from the CSE: To cover marketing and production expenses. 9 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 (9/1 & 9/2) as well as police support for crowd control. • Is this a: New event Existing event X Number of years in existence: 1 Location(s) of event in previous years: GORE CREEK DRIVE Number of participants (athletes, artists, exhibitors, etc.) anticipated: 25 exhibitors Number of volunteers needed 20 Number of event staff 20 # of spectators/attendees anticipated 15,000 Local 25% In-state (non-local) 50% Out of State 25% • If possible, would you intend to host the event in Vail beyond 2007? Yes X No If yes, for how many years beyond 2007? 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? $75.000 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. ? 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 The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 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: CSE Contribution $75,000 Sponsorship/ 20,000 Expo Wine, Wine Glasses, Water 18.000, Total Revenues 113,000 Expenses: Event Site: Liquor 150 TOV Permit 14Q 290 Event Equipment & Rental Expenses: Signage, Decorations, Supplies, Uniforms, etc. 7,500 Rental Items (dumpsters, tables, chairs, tents, porta 12,000 potties, etc.) Bands, Stages, Sound 15.500, 35,000 Manpower & Related Expenses: Labor/Announcers 12,000 Town of Vail Police, Security 5.000, 17,000 Public Relations/Marketing/Advertising: Public Relations 5,000 Advertising/Marketing 15.000 20,000 Administrative: Proposals/Insurance/Supplies/Phone/Postage 12,500 Management Fee 20.000 32,500 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 2,000 2,000 Total Expenses: 106,790 Net Income $6,210 (Loss): 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... WESTWORD, DENVER DAILY NEWS, NPR, VAIL DAILY, SUMMIT DAILY, KVBA TV8, CH5. An estimated 40,000.00 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 $25,000 in equivalent media exposure. • Gourmet on Gore will feature a stand-alone web site offering schedules, news and event pics. • Direct broadcast emails will be sent to the Gourmet on Gore 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 Gourmet on Gore 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/expo sales of $20,000 for the second 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. Appendix 3 ? Previous year's event evaluation - 2005, including income and expense statement (if existing event). EVENT OVERVIEW - STRENGTHS AND WEAKNESSES The Inaugural Gourmet on Gore, Saturday, September 3, 2005 surprised even it biggest skeptics with an impactful event right out of the gate. With Vail's best restaurants in attendance, accompanied by over 40 wines, Gourmet on Gore offered culinary delights to tempt even the most discerning appetites. From gourmet sliders at the Larkspur booth to tenderloin sandwiches at La Tour, attendees were able to stroll and sample food and wine in an open-air atmosphere with no admission charge. This unique format provided the perfect venue for an easy afternoon in Vail Village. For the vast majority of attendees, Vail merchants and the expo partners in attendance, the inaugural event was an overwhelming success. Gourmet on Gore has secured a foothold as a marquee event during Labor Day Weekend which can be built upon for years to come. Event Strengths: Targeted marketing campaign pulled the "RIGHT" audience. Strong and memorable collateral and advertising. Very clean looking venue with all white tents and nice color palette for linens, etc. Event format of...pay as you go vs. admission charge was welcoming. Strong mix of restaurants and wineries. Live jazz made for enjoyable background music. Very strong staff made for one of the best first year events we have produced to date. Event Weaknesses: Need a larger marketing budget to drive additional awareness in the Colorado Front-Range market and beyond. Need to revise expo practices in order to develop a revenue sharing model and fair placement of partners. Restaurants need to prepare more food for future events. Did not anticipate the demand! Wine selection and quantities can be improved upon for future events. All staff, including backline, need to be outfitted in uniforms. 2005 Event Income Statement Revenues: CSE Contribution $25,000 Sponsorship/ 5,250 Expo Wine, Wine Glasses, Water 8.612 Total Revenues 38,862 Expenses: Event Site: Vail Mt. - TOV Permit 140 140 Event Equipment & Rental Expenses: Signage, Decorations, Supplies, Uniforms, etc. 5,700 Rental Items (dumpsters, tables, chairs, tents, porta 6,100 potties, etc.) Bands, Stages, Sound 3,350 15,150 Manpower & Related Expenses: Labor/Announcers 6,013 Town of Vail Police, Security 1,600 7,613 Public Relations/Marketing/Advertising: Public Relations 2,700 Advertising/Marketing 6,200 8,900 Administrative: Proposals/Insurance/Supplies/Phone/Postage 6,600 Management Fee 7_.500, 14,100 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 1.110, 1,110 Total Expenses: 47,013 Net Income (Loss): ($8,151) Appendix 4 ? Projected demographics of event attendees and spending. 2007 Projected Demographics & Event Goals Gourmet on Gore audience is expected to be older and typical of the much sought after high-end, high-consuming Vail audience. The event was built 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 HHI at $100,000++. Appendix 5 ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. Estimated Incremental Room Nights and Revenue Generated by Gourmet on Gore The numbers below are estimates for the 2007 Gourmet on Gore. As a pessimistic estimate, the event will book approximately 7,500 incremental room nights and an infusion of $2.6MM into the Town of Vail. The calculation was performed as follows: Incremental Room Nights Estimated attendance: 15,000 Those staying in Town of Vail lodging: 25% Average nights stay in Vail: 2 Total Incremental Room Nights: 7,500 Incremental Spending Estimated attendance per day: 7,500 Average amount spent per day: $93 Event days: 2 Subtotal spent on F&B, shopping & activities: $1,395,000 Average lodging price per person per night: $99 Incremental room nights: 7,500 Subtotal spent on lodging: $742,500 Number of days in Vail not for event: 1.0 Number of people staying addtl. days: 5,000 Average amount spent per day: $93 Subtotal spent on non-event days: $465,000 Total Incremental Spending: $2,602,500 Appendix 6 ? What return on investment should the Town of Vail expect? 2007 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) This number is based on the projected PR and marketing for this event and estimates from this event last year and other similar events. Est. Incremental Room Nights Generated Incremental Spending Generated Tax Receipts (Sales 4.0%, Lodging- 5.4%) Return on Investment through Incremental Spending in the Town of Vail: $75,000 $75,000 7,500 $2,602,500 $114,495 53.00% 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, President/CEO • James Deighan, Vice President Employees: • Peggy Wolfe, Event Director • Bryan Rooney, Event Director • Amy Hornyak, Sponsorship Manager • Mark Santini, Account Manager • Marc Vanini, Account Manager • Jason Farrow, Event Manager • Greg Schwartz, Event Manager • Adam Mills, Tour Operations • Grant Mills, Tour Operations • Lexi Deluca, Promotions Manager • Kelli Brausch, Controller/CPA Vail Commission on Special Events 2007 Event Funding Application Applied for by: Highline Sports & Entertainment, Inc. 12 Vail Rd. Suite 500 Vail, CO 81657 (970) 476-6797 xt.103 www.aohiahline.com_ VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION EVENT: Vail Oktoberfest PROPOSED DATE(S): 9/7-9 & 9/14-16, 2007 AMOUNT OF CASH FUNDING REQUESTED: $ 80,000 - • 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 Telephone: 970/476-6797 xt.103 Cell: 970/393-2128 Fax: 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 10 • Brief Description of Event: Traditional Oktoberfest Celebration - A Festival of Beer, Food, Music and Fall in Vail produced to: • Attract additional Vail Visitors from in and out of Colorado. • Entice visits from the regional and Front Range population. • Provide added-value activity for Vail Valley residents. • Promote incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Etc.) Week One: Fri. 9/7 - 6-I0PM - Lionshead - Ceremonial Tapping of the First Keg, Food, Live Music, and Dancing. Sat. 9/8 -11AM-IOPM- Lionshead - Beer, Food, Live Music, Dancing and Children's Activities. Sun. 9/9 -12-6PM- Lionshead - Beer, Food, Live Music, Dancing and Children's Activities. Week Two: Fri. 9/14 - 6-10PM- Vail Village - Beer, Food, Live Music, and Dancing Sat. 9/15 -11AM-10PM- Vail Village - Beer, Food, Live Music, Dancing and Children's Activities. Sun. 9/16 -12-6PM- Vail Village - Oktoberfest Fun Run, Beer, Food, Live Music, Dancing and Children's Activities. • Describe where the event will be located within the Town of Vail: Lionshead, 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: • Please describe briefly how you will use the funds that you are requesting from the CSE: To cover marketing and operational expenses. Including additional entertainment. • 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 six event days (9/7-9,14-16) as well as police support for crowd control these same six days. • Is this a: New event _ Existing event X 4th vear for HSE Number of years in existence: 16 Location(s) of event in previous years: Same locations as proposed for 2007. Number of participants (athletes, artists, exhibitors, etc.) anticipated: 200+ runners for the Oktoberfest Fun Run Number of volunteers needed 50 Number of event staff 30 # of spectators/attendees anticipated 40,000 (weather dependant) Local 25% In-state (non-local) 50% Out of State 25% • If possible, would you intend to host the event in Vail beyond 2007? Yes X No If yes, for how many years beyond 2007? 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? $80.000 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. ? 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 The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 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. 2007 Event Income Statement (Pro Forma) Revenues: CSE Contribution $80,000 Sponsorship 30,000 F&B & Stein Sales 85,000 Total Revenues 195,000 Expenses: Event Site: Liquor 300 TOV Permit 140 440 F&B, Event Equipment & Rental Expenses: Food & Bev. 25,000 Signage, Kids Activ., Steins, Decorations, Supplies, etc. 20,000 Rental Items (dumpsters, porta potties, etc.) 14,000 Bands, Stages, Sound 45,000 104,000 Manpower & Related Expenses: Labor/Announcers 14,000 Town of Vail Police, Security 18,000 32,000 Public Relations/Marketing/Advertising: Public Relations 0 Advertising/Marketing 15,000 15,000 Administrative: Proposals/Insurance/Supplies/Phone/Postage 12,500 Management Fee 20,000 32,500 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 500 500 Total Expenses: 184,440 Net Income: (loss) $10,560 'Appendix 2 ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. • An extensive, traditional 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... WESTWORD, DENVER DAILY NEWS, VAIL DAILY, SUMMIT DAILY, KZYR, KVBA TV8, CH5. An estimated $75,000.00 in media value will delivered by this integrated campaign. • A strong regional PR campaign will key on the Oktoberfest good times. The campaign is expected to generate over $25,000 in equivalent media exposure. • Oktoberfest will once again feature a stand-alone web site offering schedules, news and event pics. , • Direct broadcast emails will be sent to the target audience. • Numerous collateral and competitor materials will be posted and disseminated throughout the Colorado target region including 4-color Postcards and Posters. Sponsorships Highline Sports will actively sell sponsorships on the 2007 Vail Oktoberfest to cover the numerous operating and marketing expenses to make the event a financial success. Based upon 2006 results, Highline anticipates sponsorship sales of $30,000. Event Management also anticipates negotiating in kind deals to help liquidate hard costs. Appendix 3 ? Previous year's event evaluation, including income and expense statement (if existing event). Event Strengths: • Well mannered and festive audience. • Music was well received. • Fun Run was well attended and raised close to $8,000 for the Children's Garden of Learning. • Lionshead venue was much improved. • Oktoberfest interactive games went over well especially the Brat Eating Contests. Event Weaknesses: • Weather, weather, weather • Sales and attendance off by over 50% • Need to once again revise expo practices • Lionshead venue still in a parking lot 2006 Event Income Statement (As of 10/10/2006) Revenues: CSE Contribution $75,000 Sponsorship 26,000 F&B & Stein Sales 42,370 Total Revenues 143,370 Expenses: Licenses: Liquor 300 TOV Permit 140 440 Event Equipment & Rental Expenses: Food & Bev. 19,280 Signage, Kids Activ., Steins, Decorations, Supplies, etc. 25,500 Rental Items (dumpsters, porta potties, etc.) 16,200 Bands, Stages, Sound 41,000 101,980 Manpower & Related Expenses: Labor/Announcers 15,075 Town of Vail Police, Security 17,300 32,375 Public Relations/Marketing/Advertising: Public Relations 0 Advertising/Marketing 13,400 13,400 Administrative: Proposals/Insurance/Supplies/Phone/Postage 13,500 Management Fee 0 13,500 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 925 925 Total Expenses: 162,620 Net Income: (loss) ($19,250) 'Appendix 4 ? Past (see survey results above) or projected demographics of event attendees and spending. 2007 Projected Demographics & Event Goals Oktoberfest will look to capture a wide range of customers to include young singles (21+) as well as couples and those married with children. We anticipate the Average age will be 40-45 with avg. HHI at $90,000+. • Attract additional Vail Visitors from in and out of Colorado. • Entice visits from the regional and Front Range population. • Provide added-value activity for Vail Valley residents. • Promote incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Etc.) 'Appendix 5 ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. Estimated Incremental Room Nights and Revenue Generated by Vail Oktoberfest The numbers below are estimates for the 2007 Vail Oktoberfest event. Incremental Room Nights Estimated attendance: 40,000 Those staying in Town of Vail lodging: 25% Average nights stay in Vail: 2 Total Incremental Room Nights: 20,000 Incremental Spending Estimated attendance per day: 6,600 Average amount spent per day: $93 Event days: 6 Subtotal spent on F&B, shopping & activities: $3,682,800 Average lodging price per person per night: $99 Incremental room nights: 20,000 Subtotal spent on lodging: $1,980,000 Number of days in Vail not for event: 1.0 Number of people staying addtl. days: 5,000 Average amount spent per day: $93 Subtotal spent on non-event days: $465,000 Total Incremental Spending: $6,127,800- Appendix 6 ? What return on investment should the Town of Vail expect? 2007 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) 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: $80,000 $100,000 25% 20,000 $6,127,800 $333,171 316% '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, President/CEO • James Deighan, Vice President Employees: • Peggy Wolfe, Event Director • Bryan Rooney, Event Director • Amy Hornyak, Sponsorship Manager • Mark Santini, Account Manager • Marc Vanini, Account Manager • Jason Farrow, Event Manager • Greg Schwartz, Event Manager • Adam Mills, Tour Operations • Grant Mills, Tour Operations • Lexi Deluca, Promtions Manager • Kelli Brausch, Controller/CPA ? n G' C. D t) o noU ?o ?n Q G U 4' C ? Ls Vail Commission on Special Events 2007 Event Funding Application Applied for by: Highline Sports & Entertainment, Inc. 12 Vail Rd. Suite 500 Vail, CO 81657 (970) 476-6797 www.izohighline.com. v A ? ?. VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION EVENT: VAIL SNOW DAZE PROPOSED DATE(S): December 3-16, 2007 AMOUNT OF CASH FUNDING REQUESTED: $ 100,000 • 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 Telephone: 970/476-6797 xt.103 Cell: 970/393-2128 Fax: 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: The Millennium Society 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 10 • Brief Description of Event: Vail's season opening bash which will become the Vail Valley's kick off to the ski season. Two weeks of on and off-snow events, concerts, street parties and special events. • Describe where the event will be located within the Town of Vail: Vail Village (Gore Creek Drive, Checkpoint Charlie, Crossroads, all bars/restaurants, Golden Peak), Ford Park, on mountain and potentially in Lionshead (depending on event and construction). • Will any portion of the event take place outside of the Town of Vail? X Yes No If yes, please explain: Portions of the event will take place on Vail Mountain • Please describe briefly how you will use the funds that you are requesting from the CSE: To cover marketing expenses and operational 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 beer gardens on the concert nights as well as police support for crowd control these same concerts. • Is this a: New event _ _ Existing event X Number of years in existence: 1 Location(s) of event in previous years: As proposed in 2006 Number of participants (athletes, artists, exhibitors, etc.) anticipated: 1,000 Number of volunteers needed 25 Number of event staff 60 # of spectators/event attendees anticipated: 75,000 Local 25% In-state (non-local) 30% Out of State 45% • If possible, would you intend to host the event in Vail beyond 2007? Yes X No If yes, for how many years beyond 2007? As many as years as it makes sense financially and to the TOV and Vail Resorts. • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $100.000 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. ? 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 The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 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. Event Description A full two weeks of on-snow and off-snow events to ring in the ski season. Headliner concerts street parties, pub parties and the not to be missed Dummy Gelunde World Championships. See sample schedule from the 2006 event which follows... • December 3-16, 2007 • Vail Village, Golden Peak, Vail Mountain, Lionshead and East Vail. GOALS & OBJECTIVES: • Target a youth-minded, adventure seeking audience. • Attract additional Vail Visitors for the first few weeks of the season from in and out of Colorado. • Entice return destination visits with earlier winter bookings via value packages to include lift tickets, lodging, and credentials. • Differentiate Vail Mountain and the Town of Vail after the Thanksgiving time period. • Attract incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Lift Tickets, Rentals, Etc.) VAILSNOWDAZE.COM ©? ?`_ A ;> !'lff i,iti *`x J11,YI]ly ?- ?+??Ia/??1 ?1 !L„t ,r DATE TIME ACTIVITY LOCATION t 7- Mon, December 11:00am Snow Dance Eagle's Nest S1,6 ?. 4 rollover for more info k, ? coir,t.,v, ate. ? it - , ,S. .?- 3- Apr6s Party TBA w#f>orkr , 6:00pm ?. Daily Free Ski Tips Mid Vail rollover for more info Tues, December Daily On-going Snowman Comp Mid Vail 5 rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Wed, December Daily Free Ski Tips Mid Vail 6 rollover for more info 8:00pm- Bar Party TBA on Thurs, December Daily Free Ski Tips Mid Vail 7 rollover for more info TBA Streetwater Gallery TBA Fashion Show more Her Turn Women's Ski/ Vail Ski & Snowboard Snowboard Clinic School rollover for more into Fri, December 8 Daily Free Ski Tips Mid Vail rollover for more info Her Turn Women's Ski/ Vail Ski & Snowboard Snowboard Clinic School rollover for more info 1. . 126 Sat, December 9 Daily Free Ski Tips Mid Vail rollover for more info COL,?autG 12-1pm King of the Hill Contest Mid Vail CRAWS rollover for more into Dec. 9th Her Turn Women's Ski/ Vail Ski & Snowboard Snowboard Clinic School rollover for more info TBA Headliner Concert Featuring Vail/Ford Park Counting Crows Sun, December Daily Free Ski Tips Mid Vail 10 rollover for more info TBA Broncos Football Mania Vail Village Mon. December Daily Free Ski Tips Mid Vail 11 rollover for more info Daily Ski & Ride Vail Mountain Tues, December Daily On-going Snowman Comp Mid Vail 12 rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Wed, December Daily Retro Ski and Ride Day Vail Mountain 10/16/2006 04:09 PM http://www.vailsnowdaze.com/ Page 1 of 2 VAILSNOWDAZE.COM • 13 rollover for more info Daily Free Ski Tips Mid Vail rollover for more info TBA Vail Birthday Celebration featuring Vail Village Snowman Award Ceremony and Fireworks rollover for more info 8:00pm- Bar Party TBA on Thurs, December Daily Ski & Ride Vail Mountain 14 Daily Free Ski Tips Mid Vail MTaL rollover for more info MASTER Daily Adventure Ridge Grand Opening Vail Mountain MIKE Dec-16th 2- Happy Birthday Vail Cake Bottom of Ski Lifts 4:00pm rollover for more info Fri, December 15 Daily Free Ski Tips Mid Vail rollover for more info ' Daily Early Back Bowls Preview rollover for more info Vail Mountain Sat, December 2:00- Dummy Gelunde World Golden Peak 16 5:00pm Championships rollover for more info TBA Free Concert & Street Party w/ Vail Village Mix Master Mike of the Beastie Boys Sun, December Daily Ski & Ride Vail Mountain 17 Mon, December Daily Extended Season for Blue Sky Vail Mountain 18 Basin rollover for more info " Schedule and acts are subject to change without notice 10/16/2006 04:09 PM http://www.vaiIsnowdaze.com/ Page 2 of 2 Appendix 1 ? Detailed event budget, including all anticipated revenues and expenses. 2007 Vail Snow Daze Projected Budget Revenues: Estimated CSE Contribution $100,000 Ticket Sales 100,000 Sponsorships 250,000 F&B Sales 40,000 Entry Fees 2,000 Total Projected Revenues 492,000 Expenses: Event Site: Licenses & Permits 540 540 Event Equipment & Rental Expenses: Signage & Decorations 10,000 Rental Items (dumpsters, porta potties, barricades, etc.) 20,000 Bands, Sound, Support, etc. 250,000 Purse & Course Items 10,000 Misc. Event Needs (credentials, t-shirts, travel, misc.) 12,500 302,500 Manpower & Related Expenses: Labor/Announcers 35,000 Town of Vail Police, Security 15,000 50,000 Public Relations/Marketing/Advertising: Public Relations 15,000 Advertising/Marketing 40,000 55,000 Administrative: Proposals/Insuran ce/Suppl ies/Phone/Postage 15,000 Management Fee 40,000 55,000 Sponsor Relations: Lodging/Entertainment/Gifts/Transportation 7,500 7,500 Total Projected Expenses: 470,540 Net Income 21,460 (loss): Appendix 2 ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. • An extensive, traditional media campaign will be run for the event featuring print (newspaper and magazine), radio and television. The campaign will focus on the following media outlets... DENVER POST, ROCKY MTN. NEWS, WESTWORD, ROCKY MTN. SPORTS, ASPEN DAILY TIMES, GLENWOOD POST, VAIL DAILY, SUMMIT DAILY, WINTER PARK, DAILY TRIBUNE, STEAMBOAT PILOT/TODAY, TELLURIDE TIMES, KBCO, KBPI, KRFX, KFMU, KSNO, KSPN, KZYR, KVBA TV8, CH5. Over $125,000.00 in media value is expected to be delivered by this integrated campaign. • A strong national, regional and local PR blitz will key for the inaugural Vail Snow Daze event. The campaign is expected to generate over $100,000 in equivalent media value. • Vail Snow Daze will push the new media envelope with Internet sites running against the event. Besides stand-alone sites, the event will also receive a great deal of play on Vail Resort's web site www.snow.com. • Direct broadcast emails and standard mailings will be sent to many lists targeting our audience, including Vail Resort's lists and Highline Sports' lists. • Numerous collateral and competitor materials will be disseminated throughout the region. Including rack cards, postcards and posters. Sponsorships Highline Sports always has and always will continue to sell sponsorships on its properties to help cover the numerous operating and marketing expenses to make the events successful. Highline has received early commitment of financing from Vail Mountain. Appendix 3 ? Previous year's event evaluation, including income and expense statement (if existing event). Not Available as the first event has yet to take place. Appendix 4 ? Past or projected demographics of event attendees and spending. 2007 Projected Demographics Vail Snow Daze's audience is expected to attract the older and typical of the much sought after high-end, high-consuming Vail audience, along with a younger demographic for weekend events. The event is created 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 40 with HHI at $100,000++. This is trulv the earlv season version of SnrinL7 Back to Vail. Appendix 5 ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. Estimated Incremental Room Nights and Revenue Generated by Vail Snow Daze The numbers below are estimates for the 2007 Vail Snow Daze event. 2006 Estimated Incremental Spending Incremental Room Nights Estimated attendance: 75,000 Those who came just for the event: 35% Those staying in Town of Vail lodging: 50% Average nights stay in Vail: 3.50 Total Incremental Room Nights: 45,938 Incremental Spending Estimated attendance per day: 5,357 Average amount spent: $225 Event Days: 14 Total Incremental Spending: $16,874,550 Average lodging price per person per night: $102 Incremental room nights: 45,938 Subtotal spent on lodging: $4,685,676 Number of days in Vail not for event: 1.0 Number of people staying additional days: 15,000 Average amount spent per day: $225 Subtotal spent on non-event days: $3,375,000 Total Estimated Incremental Spending: $24,908,226 l Appendix 6 ? What return on investment should the Town of Vail expect? 2007 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 (4.0%, Lodging-5.4%) Return on Investment through Incremental Spending in the Town of Vail: $100,000 $225,000 125% 45,938 $24,908,226 $1,063,009 963% 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, President/CEO • James Deighan, Vice President Employees: • Peggy Wolfe, Event Director • Bryan Rooney, Event Director • Amy Hornyak, Sponsorship Manager • Mark Santini, Account Manager • Marc Vanini, Account Manager • Jason Farrow, Event Manager • Greg Schwartz, Event Manager • Adam Mills, Tour Operations • Grant Mills, Tour Operations • Lexi Deluca, Promotions Manager • Kelli Brausch, Controller/CPA 71 ' oic CL,7Raliaw c5festi email 2007 Fc,,&brattny the 03iyhts, 05ounds and &1an6rs of C7talp 03chedule f avents 03aturdap 03eptember 2 70 00 am -100 pm C7talian CWzws antertainers GSeyinniny at 10 00 am -though eut the dap free c,-Wushroem ?JCuntiny C&minar 10.30- am 11: 30 am- free -t (53etamc COardens Children' j7talim03torp Mme a176rp hour 6?3eg7nning a 1090 am free Wuppa 0bhow C- nary 2 hours C53ey7nniny at 1130 am ermance of 'P?-inocchie fee c7talian Lessons aveT hour (:S&ginning at 12.00 pm Children s &rape C&omp aveT 2 hours 6&,g7nning at 12.00 pm free CJZids stomp the grapes that make "L42& e f et C WWm bt " Uramzsu Contest 1: 00 pm P place,200. 00 2' place (700.00 .3° place $'S0 00 C7R,rlian Gard frame Lessens 2 00 pm Learn to plap cards with the 0RTbans (27S, hian Wine cR Cheese 0,3eminar 3.00 pm cost is SS. 00 Coo Wian Gar (9.,xltibit The Italian Festi Vail 2007 Projection Dear Sybill and CSE's members, Thank you in advance for your consideration. Grazie! Chairman & Coordinator-Loredana Ottoborgo Marketing Chairman-Loredana Ottoborgo Marketing Co-Chairman -Charlotte Pavek Information & Operational Manager-Gail Lopez Anticipated revenues Vendors fees Town of Vail Funding $8,750.00 $17.000.00 TOTAL-$25,750.00 Potential sponsorship Pending Expenses Advertising: $6,500.00 newspapers, radio, flyers, websites & web calendars Entertainment: $9,500.00 Music, Puppet Show, Seminars/Instructors, Grape stomp Staffing and preparing for the event: $6,750.00 Equipment: $3,000.00 Tables, Chairs, Umbrellas & Communications Media Exposure All TV news stations in Eagle & Summit Counties Denver TV news stations Denver Newspaper Agency, Vail Daily & Summit Daily Local Radio Stations Marketing Plan: Press release baskets to all major TV stations, Radio & Newspapers Press Release of Colorado's first Tiramisu Contest Press Release of Children's Grape Stomp Advertising in local mountain area newspapers & radio stations Flyers to be distributed throughout Colorado, Web Event calendars Projected demographics of event attendees & spending All surrounding mountain areas , all of metro Denver & tourists 20,000 attendees estimated Spending per attendee a minimum estimate of $80.00 Potential Benefits to the Town of Vail Since the event closes at 5:00 people will need to go out for dinner. Estimate of incremental room nights 2 days. Perhaps an additional 2,000 room increase from last year without The Italian Festi Vail. People will want to explore Vail's shopping area. Return Investment for the Town of Vail Estimate of $300,000.00 VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: E A0., t a ? PROPOSED DATE(S): !` jr -) -1- ? AMOUNT OF CASH FUNDING REQUESTED: I ?j?p . po • PRODUCING ENTITY: C O rQAD M_oon+6-:?-. President or Executive Director's Name: ?,a„rP ?Ir?n+rq o Name and Title of Person Completing the Application: rP a }{-,? ?, o _ ?? h e j-- Address: Telephone-563 /gad 3906 Ce113DS / 52-S-X42FAX: Sa iti+ 2 WEBSITE: L,-)U-U. nwtr. kd--_ Cm n-? E-Mail Address: I nv-P;OY)o (fD In r-PAa'rigs . C-,D?,.A Organization's tax status: For Profit t/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 # 523 - ?2 3 - &q 9 (- Does the Event benefit a charity? Yes ? No l? o If yes, please name the beneficiary: A oor- oh o?` Mission Stat ent: ?S w' I _I n 4*, Si Snvn?l cQI?S o?Z rw? . Number of years your organization has been in business: (o Br?ef Description o? the vent I L j-c? ll av) V,cko fw? I eJ ore ?ve-r 1-I b ® e n es?' ?r _ i?°S ?,?'? II i ?? C?u 1 Z?A?ia?N/I,..c' rwP ?t l)SI1?U?n-4 ?.J 1 Yl P_ ( ?.P 2CP S P vwi riC. vS .-I.I iQ;,S??hC ?? ?.. r? 1 q a-nv° egSohS; k , mrl cw c1Z11kVe15-} --C-6J,;,n,, e. N,; I c? ve „`e <'-, - p S-6xo 4- IP1i op--+ S lti m W • Descfibw here went %H111 be located within the Town of Vail: ,cis V &a t ??l • Will any portion of the event take pike outside of the Town of Vail? Yes V No If yes, please explain: T6v/CSE -4- 2007 Application for Funds • 4.effe describe briefly how-i you will use the fuA-- nds that you are requesting from the CSE: rNd iS w i L U5_r' r rA t? 1 CAZ i n rTis.:1 ¢ f SP iwt i 5??? rS TI3?S rn AAGL1r: ?1?? P C T ! h nom. 1-r1 . ?rPl ?p? tir/iAi,iSr? r?U)LtaY1? y1-/?n.uctim l?_?DN el?oioMe_r+- t) 1 • Will additional in=kind services be required from 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approv -d as part of the Special Event Permit. 'I t t` 1l.e rn--rr s?ru?tt`?c?r? -?-?c?? w?tl ?1nee-1-A',T r c ?.?-}?ee c?os?re: nClt3tS??nq r ?„:T?1 P lPc +r,,C"_I 1>SP. 4,ri5 • Is this a: New event VI"Existing event Number of years in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticipated ?f C) Number of volunteers needed Number of event staff t Total Number of spectators anticipated CC)D UhCP_ 0 Local % In-state (non-local) % Out of State % • If possible, would you intend to host the event in Vail beyond 00 ? Yes f No If yes, for how many years beyond 2005? , rf , n ; -f -eA Y • Do you anticipate requesting funding from the CSE next year? Yes V/No l If yes, in what amount?* WO rh P3 ,+ ,,We, w1`? ?'`Q??J REQUIRED ATTACHMENTS: ? 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 -5- 2007 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, 8 V2 % 11 size) OF m h COMPLETED APPLICATION AND REQUERED ATTActiMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents(dvailgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1/3 of the amount upon the completion of the event. TOWSE -6- 2007 Application for Funds VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: The Harvest Festival ? PROPOSED DATE(S): September 22"d & 23`d, 2007 ? AMOUNT OF CASH FUNDING REQUESTED: $50,000 • PRODUCING ENTITY: Meadow Drive Partnership President or Executive Director's Name: Lourdes Ferzacca - President Name and Title of Person Completing the Application: Rayla J Kundolf - Vice President Address: PO Box 1978, Vail, Colorado 81658 Telephone 970/ 476-9356 Cell: 970/390-2953 FAX: 970/477/0601 WEBSITE: www.heartofvailvillage.com E-Mail Address: vailmeadowdrive@yahoo.com Organization's tax status: For Profit Non-Profit* Not-for-Profit* X 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# 74-3046250 o Does the Event benefit a charity? Yes No X o If yes, please name the beneficiary: Mission Statement: Promote and Enhance Business on Meadow Drive Number of years your organization has been in business: 5 (five) • Brief Description of the Event: The Second Annual Harvest Festival will be a two day event that will again occupy the third weekend in September. In conjunction with the Farmers Market this event will bring a family oriented event that will focus on Colorado Produce, Wine, Colorado Breweries and Mountain Blue Grass. We will also feature a baking, canning and cooking contests judged by local chefs as well a pumpkin carving contest judged by local celebrities. There will be pony rides, a celebrity pie throwing event to benefit a local charity and games with prizes to be won by all. This event can not exist without the help of the Farmers Market and the Farmers Market will not take place during that weekend because of lack of funds; but mainly because the vendors do not have any interest in coming to the mountains unless it is a special event. Even with bad weather this event was very successful especially during this weekend when there was not much going on around town. The Vail businesses reported being very happy with the number of people that this event brought to Vail Village. With the success of the first Harvest Festival we want to continue the tradition next year for all of our guest and visitor who enjoy the fall foliage. • Describe where event will be located within the Town of Vail: Meadow Drive • Will any portion of the event take place outside of the Town of Vail? Yes _X No If yes, please explain: TOV/CSE - 5 - 2007 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: Marketing and advertising we have teamed up with CTA Public Relations to help get the event known nationally and locally especially with the Front Rangers and adjacent counties. Bands/Musicians, Staffing, Security, Festival Tent, games and family entertainment, decorations, pony rides for the kids and hayrides for the family. Without adequate funding this event cannot take place. • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Traffic Control - In town buses must be rerouted. Installing & removing miscellaneous signs, trash removal, electrical connections etc.... • Is this a: New event Existing event X Number of years in existence 1 (one) Location(s) of event in previous years: Meadow Drive Number of participants (athletes, artists, exhibitors, etc.) anticipated 25 to 35 Number of volunteers needed 20 Number of event staff 20 to 25 Total Number of spectators anticipated 1500 to 3,000 each day weather pending Local 50% In-state (non-local) 40_% Out of State 10% • If possible, would you intend to host the event in Vail beyond 2005? Yes If yes, for how many years beyond 2005? Annually • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $50,000 REQUIRED ATTACHMENTS: ? 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 - 6 - 2007 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, 8 Vx 11 size) 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ? 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ? 1/3 of the amount upon the completion of the event. Detailed Event Budget: See Attached Harvest Festival Marketing Plan: The marketing plan for 2007 is primarily aimed at keeping visitors already in Vail in Vail, inviting Front Rangers to stay an extra day to participate in the festivities while enjoying the fall foliage and to entice the locals down valley to come out and enjoy themselves. In an effort to attract local, national and international visitors, we've teamed up with CTA Public Relations marketing firm. - Ads in Vail Daily and to the front range affiliates to attract visitors and locals - Posters distributed to Vail businesses - Interviews and coverage on local TV - Event listing in all newspaper and web event calendars Media Exposure: This is still a new event so media exposure will initially be limited to local press releases and paid advertising. We do expect the event will also be promoted by the other media affiliates here in the state. Sponsors: Cash sponsorships will initially be of interest to only a few local businesses. They will grow as the Festival grows, but the primary source of revenues will be vendor fees, which should eventually be adequate to fund most of the Festival's expenses. Meadow Drive Partnership Board of Directors: Lourdes Ferzacca - President Rayla Kundolf - Vice President Marty Stewart - Treasurer Laura Warren - Sergeant at Arms Demographics and Visitor Spending: We didn't gather demographic data for the 2006 Festival due to lack of resources and funds, but observations were that the vast majority of visitors were in the 35-55 age group. Vail businesses reported great sales traffic during the Festival. Return on Investment: The Harvest Festival generates vendor sales taxes/fees as well as increased sales and taxes from local businesses. It will also attract locals and down-valley residents who would otherwise not visit Vail. The greatest contribution, however, may be that the Harvest Festival will provide an enjoyable visitor activity and local event that can be anticipated every year specially during the slow time when we would normally not have an event.. It also helps increase "Our Season" and helps add to Vail businesses opportunity for sales. The Harvest will help keep our visitors in Vail so they can spend their money and locals can find there way back up valley. Harvest Festival Budget 2006 Event Coordinator Event Staffing Event Security Entertainment Saturday Sunday Games D6cor Rental Tents i Stage Porta Potties, Trash & Recycling Marketing Vail Daily Radio KTUN KSKE Posters TV8 Plum TV CTA Public Relations Web Site Banners Misc. Contest Prizes Wrist Band/Tokens Permits Town of Vail Liquor Costs Beer Kegs Wine/SodaNVater Event Insurance Special Event Ins. Liquor Special Event Actual Amount Spent Proposed Budget for 2007 $2,520.00 $6,000-00 $4,410.00 $6,000.00 $1, 500.00 $2,000.00 $3,500.00 $3,500-00 $1, 500.00 $3,500.00 $1,615.00 $2,500.00 $2,650.00 $3,500.00 $4,390.00 $4,890.00 $380.00 $450.00 $4,275.00 $4,500.00 $250.00 $500.00 $250.00 $500.00 $1,549.00 $1,800.00 $0.00 $1,500.00 $0.00 $1,500.00 $0.00 $5,600.00 $580.00 $2,000.00 $680.00 $680.00 $2,500.00 $1,350.00 $1,800.00 $200.00 $200.00 $275.00 $275.00 $0.00 $1,200.00 $658.00 $1,500-00 $826.00 $1,500.00 $459.00 $33,817.00 SM,895.00 BUSINESS C 'ENT 'E.lect.Ibns Center Business Center lda r ER ? mation Center Licensing Center Souctary of State llorne A For this Summary Record... History & Documents View Trade names Cert of Good ID Number: 20021138330 Standing Name: MEADOW DRIVE PROPERTIES File Document Email Notification Registered Agent: RICHARD A. SCALPELLO Business Home Registered Agent Street Address: 9 VAIL RD STE 31/32, VAIL, CO 81657, United Business Information States Business Search Registered Agent Mailing Address: PO BOX 1978, VAIL, CO 81658, United States FAQs Glossary Principal Office Street Address: 9 VAIL RD STE 3 U32, VAIL, CO 81657, United States Principal Office Mailing Address: PO 130X 1978, VAIL, CO 81658, United States Status: Form: Jurisdiction: Formation Date: Term of Duration: Annual Report Month: Good Standing Nonprofit Corporation Colorado 05/22/2002 Perpetual May You may: • View History and Documents • View Trade names • Obtain Certificate of Good Standing • File a Document • Set Up Email Notification Previous Page I , Business Center: 303 894 2200 • Fax: 303 869 4864 • Forms fax back: 303 860 6975 • e-mail: sos.business@sos.state.co.us Search I Contact us I Privacy statement I Terms of use A Bo66y1 .•c I inriv?nnr,a•')n DNA VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: VAIL FARMERS' MARKET ? PROPOSED DATE(S): Fourteen Sundays from June 17 - Sept 16 ? AMOUNT OF CASH FUNDING REQUESTED: $74,500 • PRODUCING ENTITY: Meadow Drive Partnership President or Executive Director's Name: Lourdes Ferzacca - President Name and Title of Person Completing Application: Rick Scalpello, Mkt Organizer Address: P.O. Box 1978 Vail, Co 81658 Telephone: 970/479-1711 Cell: 970/471-1155 Fax: 970/479-7330 WEBSITE: www.vailfarmersmarket.com E-Mail Address: scalpello@attglobal.net Organization's tax status: For Profit Non-Profit* Not-for-Profit* _X_ Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 74-3046250 o Does the Event benefit a charity? Yes No _X_ o If yes, please name the beneficiary: Mission Statement: Promote and enhance business on Meadow Drive Number of years your organization has been in business: 5 (five) • Brief Description of the Event: Largest farmers' market in Colorado with 110 tents and multiple entertainment venues e.g. live music and kids' activities such as pony rides, face painting, reindeer cart rides, dunking tank. Attendance exceeded 100,000 in 2006. If the requested funds are approved, we project 125,000 for 2007. Hours have changed to 10:00am - 3:30pm to keep visitors in Vail a little longer every Sunday. Roughly 1/3 of the vendors will be Vail businesses or local non-profits. The Market will explore adding beer & wine sales to attract additional visitors, but only if it can be done at no net cost i.e. projected sales offset expenses for security, staffing and insurance. • Describe where event will be located within the Town of Vail: East Meadow Drive from Vail Road to Slifer Square • Will any portion of the event take place outside of the Town of Vail? Yes _X_ No If yes, please explain: TOV/CSE -4- 2004 Application for Funds Please describe briefly how you will use the funds that you are requesting from the CSE: - Leverage highly successful event by increasing advertising in nearby towns & Front Range - Transition from volunteer-run event to paid staff. Market has become too big for a volunteer operation. • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. $8,000 of in-kind funding has been requested from TOV Council for 1) traffic control for TOV buses and pedestrians at the Vail Road & Meadow Drive intersection every Sunday of the Vail Farmers' Market. Estimated cost: $5,000. 2) drop off /pickup temporary bus stop signs, parking signs, no-bike signs, cattle guards, etc; trash & recycling bag pickup; electrical connections. Estimated cost: $3,000. In town buses must be rerouted from E. Meadow Drive to Vail Road, the Frontage Road and Blue Cow Shoot. • Is this a: New event Existing event _X_ Number of years in existence _5_ Location(s) of event in previous years: East Meadow Drive • Number of participants (athletes, artists, exhibitors, etc.) anticipated 150 Number of volunteers needed 10 Number of event staff 6 Total Number of spectators anticipated _125,000 . Local-30_% In-state (non-local)_n/a % Out of State_n/a% If possible, would you intend to host the event in Vail beyond 2006? Yes_X_No If yes, for how many years beyond 2006? Annually ¦ Do you anticipate requesting funding from the CSE next year? Yes _X No If yes, in what amount? $75,000 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. ? 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 -5- 2007 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 COrihS (at least one formatted so as to be easily copied, i.e. unbound, 81/a x 11 size) 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 additional information contact CSE Coordinator, Sybil] Navas at 970 376-2394 or specialevents@vailgov.com FOR CSE USE ONLY EVENT NAME: PROPOSED DATES: Funding in the amount of was approved by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator 1? -1 Sig ? nature of 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 submittal of a complete Special Event Permit Application which is due a minimum of 45 days prior to the start of the event. 1/3 of the amount upon the completion of the event. TOWSE -6- 2007 Application for Funds . t. ? Detailed event budget, including all anticipated revenues and expenses. 2006 2007 Revenue Market Fees $32,985 $38,000 Sponsors $8,860 $10,000 CSE $15.500 $74.500 Total $57,345 $122,500 Expenses Entertainment $16,913 $20,500 Advertising $23,312 $45,100 Services $7,019 $33,000 Supplies $10,925 $10,900 Insurance $2,250 $9,000 Miscellaneous $2,879 $4.000 Total $63,299 $122,500 Profit/(Loss) ($5,954) $0 TOV/CSE -7- 2007 Application for Funds ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. The marketing plan is to heavily advertise the market in regional newspapers and radio stations from Glenwood Springs to Denver. Now that the Vail Farmers Market has established itself as the largest in Colorado, one of the key tasks of the new organizer will be to solicit sponsors and additional free media exposure. The event will be listed in local and many state-wide web and media calendars. The VLMD funded an ad in the Denver Post in 2006 and the AAA magazine once again hyped the Vail Market as one of the major markets in Colo. Private newsletters (e.g. condos, real estate. etc) are promoting the Market as an exiting event in Vail. ? Previous year's event evaluation, including income and expense statement (if existing event). In a nutshell, the 2006 Market was a huge success. See above for 2006 financial statement. ? Past or projected demographics of event attendees and spending. No surveys were done due to lack of funds but observations indicate most of the customers were in the 25-55 age group with and an increasing number of kids. ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. The primary benefits to the Town of Vail are increasing "intent to return" by providing a full day of entertainment to guests-already in Vail and attracting thousands of new & additional guests. ? What return on investment should the Town of Vail expect? Increased sales taxes paid by vendors, local businesses participating in the Market with a tent and all those not in the market but benefiting fi-om the significantly increased number of visitors in Town on Sundays. Also, see above. ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions Lourdes Ferzacca (La Tour) - President Rayla Kundolf Masters Gallery - Vice President Marty Stewart (Sunland Silver Gallery) - Treasurer Laura Warren (Austria Haus).- Sergeant-at-Arms TOV/CSE -8- 2007 Application for Funds t r! 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CLOUDY 52° Gnl Vail market hits its stride Edward Stoner July 30, 2006 %b, Comments (0) S Print ® Email VAIL - The allure of the food at the Vail Farmer's Market hits Summer Holm as soon as she walks out of the parking structure, she said. "That smell, you just say, 'I have to have some of this and this,"' she said. Holm, a longtime Vail resident, often buys jewelry and vegetables at the market, too, she said. "It's set up so right," she said. "There are just so many things." Many people seems to share Holm's feelings. The market has grown each year, and its organizers now say it's the biggest farmer's market in the state. The market takes place each Sunday from mid-June to mid-September, 9:30 a.m.-3 p.m. There are 110 tents this year, and between 80,000 and 100,000 people are expected to attend this year, said Rick Scalpello, an organizer. The market started in 2002, with 20 tents. The market has really gelled this year, Scalpello said. "This year, there's just a buzz," he said. "Everybody's talking about the market.... Maybe we just hit critical mass." Classifieds I Place an Ad The Vail Farmers' Market started in 2002 with 20 tents and has grown every year since. The market takes place every Sunday until mid-September. Preston Utley/Vail C Daily _ You can buy anything from fresh fruits and vegetables to Get News Feeds _ gjILLS bratwursts to jerky. Vendors also sell non-edible items like books and art. Even local nonprofits, like the Betty Ford Alpine Gardens, have tents. Scalpello said the market is so popular that it has to turn away more vendors than it accepts. come from Vail, another third come from Eagle County,and the rest come from outside the cc About 75 percent of attendees are visitors and 25 percent are locals, Scalpello estimated. There are musical acts that perform at the market each week. "We call it a farmer's market and an art show, but it's become a festival every Sunday," Scalp( The market is organized by the Meadow Drive merchants. 'Great addition' Peter Haller, chef at Alpenrose restaurant bakery on Meadow Drive in Vail, sells brats, sauerl desserts at the market. Many times, he sells out of his food. "It's great to have that," he said. "It's a great addition to Vail." 1 of') in/ i C/,)nnr, Q. i t UT4 Brow NEWSPAPERS Aspen Times It also brings people into the restaurant, he said. Citizen Telegram Grand Junction Free Even businesses that are in parts of town other than Meadow Drive like the festival. Tom Higgins, owner of Americ Press Ski Exchange on Wall Street, said the market increases his foot traffic. Eagle Valley Enterprise "There wouldn't be anyone in the village at 10 in the morning on a Sunday if it weren't for the farmer's market," he Leadville Chronicle said. Post Independent Snowmass Sun Marty Stewart, owner of Sunland Silver on Meadow Drive and the current manager of the market, echoed Higgins. Summit Daily The Vail Trail "Before the market, I'd have two or three people at my store by I o'clock" on a Sunday, he said. Valley Journal The town of Vail contributed $23,500 to the festival this year. Staff Writer Edward Stoner can be reached at 748-2929 or estoner@vaildailv.com. Vail, Colorado 4v BACK A TOP OF PA Privacv Policy I Advertise I Contact Us I Archives, I Classifieds I Subscribe I Site Mau I RSS Feeds *.lui% in My Vwoor, Visit our other news and portal sites. All contents © Copyright 2006 vaildaily.com Vail Daily - 40780 US Hwy 6 & 24 - Avon, CO 81620 11 c,, 1ni1 1;11)nnrl Q.Ill PTR Colorado Secretary of State - Summary http://www. sos.state.co. us/biz/BusinessEntityDetai l.do-,j sessionid=00... • Colorado Secretary of State BUSINESS CENT ER. Elp?ctlbns n I Business Center !I _ III For this Summary Record... History & Documents View Trade names ID Number: 20021138330 Cert of Good Standing Name: MEADOW DRIVE PROPERTIES File Document Email Notification Registered Agent: RICHARD A. SCALPELLO Business Home 9 VAIL RD STE 31/32, VAIL, CO 81657, United Business Information Registered Agent Street Address: States Business Search Registered Agent Mailing Address: PO BOX 1978, VAIL, CO 81658, United States j FAQs 9 VAIL RD STE 31/32, VAIL, CO 81657, United Glossary Principal Office Street Address: States Principal Office Mailing Address: PO BOX 1978, VAIL, CO 81658, United States Status: Form: Jurisdiction: Formation Date: Term of Duration: Annual Report Month: Good Standing Nonprofit Corporation Colorado 05/22/2002 Perpetual May You may: • View History and Documents • View Trade names • Obtain Certificate of Good Standing • File a Document •' Set Up Email Notification . ;Previous Page - Business Center: 303 894 2200 • Fax: 303 869 4864 • Forms fax back: 303 860 6975 • e-mail: sos.business@sos.state.co.us F ' _ Search I Contact us I Privacy statement Terms of use l 1 of 1 10/15/2006 5:24 PM THEVAIL JAZZ -FOUNDATION, • ? _ ' P.O:,Box 3035 - NAIL, COLORADO ' 81658-3035 October 13, 2006. 970-479-6146-TEL.. , , .- Sybill-Navas 970-4,77-0866 FAx Vail Commission on Special Events E-Mail: Town.of Vail vjf@vailj4zz.org, 75 S. -Frontage -Rd., „ . _ Web Site:.. Vail, "CO" 81657 "www.vailjazz.org "CIIRISTINE B.'CARLSON,, Dear Sybill: : Executive Director - " Enclosed is The Vail Jazz Foundation's event funding application for the Vail JOIN CLAYTON, JR::.: Commission on Special Events,"Please, find within several attachments' including` .Director of Education the following: the completed grant application, 2007 Budget for proposed ' Board'of Directors programs, Marketing Plan and Media "Exposure, Final Publicity and Marketing ' Report andFestival Evaluation, Operating Statement for 2006, Attendee HO\vARD L. STONE, ' Ch i Spendm ; Demographics and-Spending, Estimated Incremental Room. Nights-and a rman , DR., KEN BLAY60W `ROI by, the Town and Board (if -Directors' Roster., koss'BoYLE ; Thank you for consideration and action on.our'grant applicatiori. Please let me ".` Jot"1N cLAYTOrr, JR:. know if you would "like me to, forward additional materials to you in support-of . RosERT E. FORD' O our grant appl_ication.` JERRYYREDERICKS ' JOHN W. GIOVANDO - Sincerely,". _ ANDREA L. GLASS .DR..WILLIE L. HILL,`JR.' A ' CHUCK HOLCOr.'1Q -. ' 'MIKFTEAK . • _ - Robin-H. Litt, "CATHY STONE Executive Director;,. The Vail Jazz- Foundation.. ", " enclosures j VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail Jazz Festival's Jazz @ the Market Series and Washington Prep High School Band Vail America Days/4t' of July Parade ? PROPOSED DATE(S): June 24, 2007 - August 25, 2007. ? AMOUNT OF CASH FUNDING REQUESTED: $17,750. $10,000 for production of 10 shows on consecutive Sundays and $7,750 to bring the Washington Prep High School Band and Jazz Ensemble to Vail for the Vail America Days. ? PRODUCING ENTITY: _The Vail Jazz Foundation President or Executive Director's Name: Howard Stone, Chairman Name and Title of Person Completing the Application: Robin Litt. Executive Director Address: PO Box 3035 Vail, CO 81658 Telephone: 970-479-6146 Cell: 970-390-8986 FAX: 970-477-0866 WEBSITE: www.vailjazz.org E-Mail Address: vjf@vailjazz.org Organization's tax status: For Profit Non-Profit*_x_ Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current 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: Mission Statement: The Vail Jazz Foundation is dedicated to the perpetuation of Jazz through the presentation of innovative performances and educational programs that serve performers, students, teachers and the existing jazz audience. Number of years your organization has been in business: 12 • Brief Description of the Event: Vail Jazz Festival's Jazz @ the Market Series: As part of the summer-long jazz festival, the VJF will present ten free outdoor afternoon concerts during the Vail Farmers' Market. The remainder of the Festival, for which no funding is requested, will consist of seven ticketed performances at the Labor Day Weekend Jazz Party (Aug. 31-Sept. 3, 2007) at the Vail Cascade Resort & Spa. Washington Prep High School Jazz Ensemble and Marching Band: For the ninth year, the Vail Jazz Foundation in cooperation with the Town of Vail, will bring the one-hundred member jazz ensemble and marching band to Vail from Los Angeles, California, to perform in the Vail America Days Fourth of July Parade and other Vail America Days performances in Vail. • Describe where event will be located within the Town of Vail: Vail Jazz Festival's Jazz @ the Market Series will be presented at the Vail Farmers' Market within Vail Village. Washington Prep High School Jazz Ensemble and Marching Band will march and perform in the annual 4t" of July parade in Vail, including other performances in Vail during the Vail America Days celebration. TOV/CSE - 1 - 2006 Application for Funds Will any portion of the event take place outside of the Town of Vail? Yes _x No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: Vail Jazz Festival's Jazz @ the Market Series: Funding will be used to cover a portion of the cost to produce ten free "festival" performances during the summer, as part of the 13th Annual Vail Jazz Festival. Expenses would cover booking of talent (local, regional and national acts), production, marketing, operations and staffing of the events. Washington Prep 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 A. • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Bus services for in-town transportation of the Washington Prep High School Marching Band to and from various performances during their 4 day stay will be needed. • Is this a: New event Existing event _x Number of years in existence Location(s) of event in previous years: Vail Jazz Festival's Jazz @ the Market Series: These events take place in Vail Village. The Vail Jazz Festival has taken place in the Town of Vail throughout its twelve years. Washington Prep High School Jazz Ensemble and Marching Band: The band has marched in the 4t" of July parade through the core of Vail and Lionshead as well as performed at various locations in Vail and Lionshead over the past seven years, excluding 2005. • Number of participants for the Vail Jazz Festival (athletes, artists, exhibitors, etc.) anticipated: 50 musicians Number of volunteers needed - 50 Number of event staff - 10 Total Number of spectators anticipated: 100,000 at the Vail Farmers' Market Based on statistics provided by Rick Scalpello, event organizer; 3,500 at the Vail Jazz Festival's Labor Day Weekend Party Local 10 % In-state (non-local) 80 % Out of State 10 %* Demographics based on Labor Day Weekend Party only. • Number of participants for the Washington Prep High School Jazz Ensemble and Marching Band (athletes, artists, exhibitors, etc.) anticipated 100 students, 10 chaperones Number of volunteers needed - 10 Number of event staff - 5 TOV/CSE -2- 2007 Application for Funds Total Number of spectators anticipated is 30,000 Local NA % In-state (non-local) NA % Out of State NA % • If possible, would you intend to host the event in Vail beyond 2007? Yes_x No If yes, for how many years beyond 2007? These are annual events, and it is our plan to continue to present these events in Vail on an ongoing basis. • Do you anticipate requesting funding from the CSE next year? Yes _x No If yes, in what amount? We plan to ask for continued support of the two programs outlined herein: (1) Jazz @ the Market Series $10,000 and Washington Prep High School Band and Jazz Ensemble $7,750 REQUIRED ATTACHMENTS: ? Detailed event budget, including all anticipated revenues and expenses. ATTACHMENT A ? Marketing plan and detailed explanation of potential for sponsorships and media exposure. ATTACHMENT B ? Previous year's event evaluation, including income and expense statement (if existing event). ATTACHMENT C ? Past or projected demographics of event attendees and spending. ATTACHMENT D ? Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. ATTACHMENT E ? What return on investment should the Town of Vail expect? ATTACHMENT E ? Organization rosters naming: ATTACHMENT F ¦ 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 15 COPIES (at least one formatted so as to be easily copied, i.e. unbound, 8 '/z x 11 size) 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com TOWSE -3- 2007 Application for Funds FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1 /3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -4- 2007 Application for Funds ATTACHMENT A - DETAILED BUDGET VAIL JAZZ FESTIVAL 2007 BUDGET TEN PERFORMANCES AT JAZZ @ THE MARKET AND WASHINGTON PREP JULY 4T" ONLY JAZZ @ WASH THE PREP TOTAL MARKET JULY 4TH REVENUE COMMISSION ON SPECIAL EVENTS 17,750 10,000 7,750 VAIL JAZZ FOUNDATION FUNDING/SPONSORSHIPS 51,650 15,700 35,950 TOTAL REVENUE 69,400 25,700 43,700 EXPENSE ARTISTS FEES 8,200 8,200 0 PRODUCTION LABOR 900 900 0 OTHER PRODUCTION EXPENSES 350 350 0 ADVERTISING PRINT 2,000 2,000 0 PRODUCTION/ART WORK-PORTION 900 900 0 POSTER 500 500 0 PHOTO/VI DEO 100 100 0 TRAVEL 22,750 0 22,750 STUDENT MEALS 14,000 0 14,000 STUDENT INCIDENTALS 1,500 0 1,500 LIABILITY INSURANCE 1,750 0 1,750 FESTIVAL PROGRAMS-PORTION 1,450 1,250 200 SUPPLIES 550 450 100 DIRECT MAIL-PORTION 850 750 100 WEBSITE-PORTION 500 400 100 OTHER PROMOTIONAL 500 450 50 OFFICE SUPPLIES/TELEPHONE, ETC 600 450 150 EXCUTIVE DIRECTOR-PORTION 12,000 9,000 3,000 TOTAL EXPENSES 69,400 25,700 43,700 PROFIT/LOSS 0 . 0 0 TOV/CSE -5- 2007 Application for Funds ATTACHMENT B-1 Marketing and Media Exposure 12th Annual Vail Jazz Festival in 2006 Below is a detailed overview of the Marketing and Media Exposure for the 12th Annual Vail Jazz Festival in 2006. It is anticipated that a nearly identical plan will be executed in 2007. The most significant change we anticipate is to continue to expand the relationship with and presence on Plum TV in 2007. In twelve 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. Major emphasis was placed on radio advertising through our sponsorship relationship with KUVO, the all jazz radio station in the Front Range with an audience of over 100,000 high-end listener; plus other stations in Colorado Springs, Fort Collins, the Vail Valley, the Roaring Fork Valley and Grand Junction. 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. Advertising and Promotion. The Vail Jazz Foundation promoted the Jazz @ the Market Series as part of the 12th Annual Vail Jazz Festival through the following: 1. Marketing Poster -'500 posters distributed in July to Vail Valley information centers, lodging properties, retailers and restaurants - Festival posters contain a complete schedule of all performances throughout the summer. 2. Official Festival Programs - 30,000 Festival programs were distributed on the same schedule as the posters to all points noted above and handed out to each person attending performances. Half of these programs were run as inserts in the Vail Daily in early July and late July. 3. KBVA-TV8 & TV16- (8) two-minute live interviews on Good Morning Vail, every Thursday during the month of July and August promoting the 12th Annual Jazz Festival. 4. Plum TV - Three five-minute interviews on the Morning, Noon and Night show featuring Vail Jazz Festival artists aired during the end of August, 2006. 5. Vail/Summit Daily - Approximately twenty (20) Vail Jazz Festival ads, `/4 page or larger ran late June through Labor Day Weekend 2006. 6. Bravo! Vail Valley Music Festival - One full page, four color ad promoting the Vail Jazz Festival will be placed in Bravo's program, with summer-long distribution from mid-June to August to all festival participants. 7. Parents Handbook to the Vail Valley and Parents Handbook to Summit County Feature article and advertisements in summer publications with circulation of 80,000. 8. Jazz Notes Newsletter - approximately 7,000 spring newsletters will be sent to the VJF database. 9. VJF Website - The Vail Jazz Festival's Jazz @ the Market Series will be featured on the Vail Jazz Foundation's website - www.vailiazz.org. 2006 has had 5,831 through TOV/CSE -6- 2007 Application for Funds September, which is an increase of 8% over 2005. The month of August showed the most volume with 1,750 unique visitors. 10. Event Signage - A banner promoting the Festival was. placed at all Jazz @ the Market shows promoting the Series from early July through the end of August. Street banner on Bridge Street and in entrance to Lionshead for one week duration at each location just prior to the commencement of the event. 11. Press Coverage - Three separate press releases promoting the Vail Jazz Festival were produced and sent to all media outlets currently on the VJF's press list, approximately 50 Arts & Entertainment writers in Colorado. 12. 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 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. Sponsors of the 12th Annual Vail Jazz Festival included: Alpine Bank, Vail Daily, Colorado Mountain Express, Yamaha, BBE Sound, National Endowment of the Arts, Jack FM, KZYR 97.7, Ella Fitzgerald Foundation, Plum TV, City Market. TOV/CSE -7- 2007 Application for Funds ATTACHMENT B-2 Final Publicity & Marketing Report 12th Annual Vail Jazz Festival Below is the Final Publicity & Marketing Report for the 2006 12th Annual Vail Jazz Festival, which will be used and implemented in its entirety for the 2007 13th Annual Vail Jazz Festival. ADVERTISING: The VJF conducted an extensive print and radio advertising campaign. Print ads were placed with a variety of media - interest and niche - including Denver-based 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 - 26 black and white ads running late June through the beginning of September, each no less than 1/4 page. Bravo! Program - 1 Full-page, 4-color ad in program distributed at Bravo! Vail Valley Music Festival summer-long. Parents Handbook of the 1 full page ad and numerous smaller ads and Vail Valley and Summit County appearances in these publications. RADIO KUVO - Denver, CO - 214 (:20) radio spots ' - extensive coverage Denver's jazz station, mid-June through the end of August. 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 - 64 (:60) radio spots on jazz shows promoting the Labor Day Weekend Party, during the month of August. KUNC - Northern Colorado - 37 (:15) radio live spots on Diverse Music, Jazz After Hours, Morning Edition and All Things Considered promoting the Labor Day Weekend Party, during the month of August. KKCH - Avon, CO - 50 (:60) radio spots with Live Liners from 7 am to 12 Noon promoting the Labor Day Weekend Party, during the month of August. _ 30 (:60) radio spots, produced by Alpine Bank promoting the Labor Day Weekend Party. KTUN - Avon, CO - 25 (:60) radio spots promoting the Labor Day Weekend Party, during the month of August. - 30 (:60) radio spots, produced by Alpine Bank promoting the Labor Day Weekend Party. KSKE - Avon, CO - 25 (:60) radio spots promoting the Labor Day Weekend Party, during the month of August. TOV/CSE -8- 2007 Application for Funds - 30 (:60) radio spots, produced by Alpine Bank promoting the Labor Day Weekend Party. KZYR - Avon, CO 30 (:60) radio spots, produced by Alpine Bank promoting the Labor Day Weekend Party. WEBSITE PRESENCE www.vailjazz.org received 5831 unique visitors so far in 2006, tracking to have more visitors in 2006 than any previous year. During the month of August alone, there were 1,751 unique visitors. Online reservations were up this year. Vail Daily Website Banner ads on www.vaildailv.com promoting the festival in three sections of the Vail Daily's website. PROMOTION: The VJF organized a variety of promotional activities including on-air radio giveaways, direct mail campaigns and signage distribution. Sponsor logos were included on printed material, which was displayed and distributed. RADIO PROMOTIONS KUVO - Denver, CO KKCH - Avon, CO KZYR - Edwards, CO KCME - Colorado Springs, CO - 4 one-hour programs featuring select artists from past Vail Jazz Festival ran during the month of August, every Saturday morning from 9:00 am to 12 noon to promote the Labor Day Weekend Party. - 1 one-hour feature on KUVO's "Live at the Oasis" Broadcast on August 30, 2006 featuring the Winard Harper Sextet live in the studio to promote the Labor Day Weekend Party - 50 (:60) spots promoting the Vail Jazz Festival ran the week of August 23 promoting the Labor Day Weekend Party. - Live interviews with Bill Cunliffe, Russell Malone and John Clayton aired between August 20- 30, 2006 to promote the artists at the event. - Ticket Giveaway during Spring Membership Drive, 25 pairs of Labor Day Weekend tickets. - Ticket Giveaway, 15 pairs of Labor Day Weekend tickets. - Ticket Giveaway, 15 pairs of Labor Day Weekend tickets. - Ticket Giveaway, 10 pairs of Labor Day Weekend tickets. KDNK - Roaring Fork Valley, CO - Ticket Giveaway, 10 pairs of Labor Day Weekend tickets. NEWSPAPER PROMOTIONS Vail Daily - 60 jazz factoids in the format of a banner on the bottom of the front page of the Arts & TOV/CSE -9- 2007 Application for Funds Entertainment section .ran daily during the months of July, August and early September to promote the festival and provide information on the history of jazz. MATERIALS/DISPLAYS Tri-fold Mailer - 25,000, 4-color mailers were produced and sent to extensive mailing lists and distribution throughout the region. Festival Program - 30,000, 4-color digest- sized festival programs were produced for distribution throughout Vail Valley lodging properties and concierges, retailers, restaurants, event and information centers. 15,000 were distributed as an insert in the Vail Daily on two separate days in July, 2006. Marketing Poster - 500, 11"x17", 4-color advertising posters were produced for display throughout the Vail Valley, from East Vail to Glenwood Springs. Festival Art Poster - 250, 18"x24", 4-color specialty art posters were created for artist autographs and for resale. Festival Merchandise - Apparel and hats were produced for resale and promotional purposes. Credentials - 400, high quality, 4-color laminates were produced for VIP ticket holders. Banners & Signage - All major event sponsors had banners displayed at each session of the Labor Day Weekend Party. Major sponsor logos were also included on the stage banners present at both the Jazz @ the Market Series and the Labor Day Weekend Party, as well as the street banner which hung in Vail Village and Lionshead for two weeks leading up to the Labor Day Weekend Party. Website - Created an extensive 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 5,869 unique hits during the year and the month of August showed the most volume with nearly 2,000 unique hits. Newsletter -'.A glossy newsletter, published during the winter, was sent to 7,000 VJF VIPs. PUBLICITY: Publicity efforts targeted 50 media outlets including, local and regional print and television, top national jazz and cultural outlets, jazz societies, and Internet jazz and travel listings. Copies of press releases are available upon request. The Vail Jazz Foundation mailed/emailed the following press releases: TOV/CSE _10- 2007 Application for Funds Release #1, 6/6/06 - Tickets now on sale Online for 12th Annual Vail Jazz Festival Release #2, 6/8/06 - VJF Proudly Announces Recipients of Vail Jazz Workshop Scholarships Release #3, 7/14/06 - VJF Announces Line Up for 12th Annual Vail Jazz Festival Release #4, 8/14/06 - 12th Annual Vail -Jazz Festival Approaches with Record Number of Musicians to Perform Release #5, 8/18/06 - Vail Workshop Students Perform Free Concert in Vail Confirmed coverage included the following: PRINT Vail Daily - Several feature articles ran in the Arts & Entertainment Section promoting the Labor Day Weekend Party, as well as weekly updates in the Community Calendar. Additional publications included: - Vail Trail, Destinations West, Vail Valley Real Estate Journal, Vail Valley Summer Adventure Guide, Vail Valley Magazine, Expressions, Prima 2006 Performing Arts Magazine, Parents Handbook to the Vail Valley and Parents Handbook to Summit County T E L E VI S IO N I N T E R VIEWS KBVA-TV8 & TV 16 - (8) five-minute live interviews on Good Morning Vail, every Thursday during the month of July and August promoting the 12th Annual Jazz Festival. Plum TV - Four, five-minute live interviews on the Morning, Noon and Night Show leading up to the Festival weekend, featuring performers including Jeff Clayton and Terrell Stafford. npr.org - Internet event listing jazztimes.com - Internet event listing festival.com - Internet event listing citysearch.com - Internet event listing kuvo.org - Internet event listing visitvailvalley.com - Internet event listing vailfarmersmarket.com - Internet event listing vailgov.com - Internet event listing TOV/CSE - 11 - 2007 Application for Funds ATTACHMENT C-1 VAIL JAZZ FESTIVAL OPERATING STATEMENT FY 2006 EIGHT PERFORMANCES AT JAZZ @ THE MARKET AND WASHINGTON PREP JULY 4T" ONLY TOTAL REVENUE COMMISSION ON SPECIAL EVENTS 15,750 VAIL JAZZ FOUNDATION FUNDING/SPONSORSHIPS 48,456 TOTAL REVENUE 64,206 EXPENSE ARTISTS FEES PRODUCTION LABOR OTHER PRODUCTION EXPENSES ADVERTISING PRINT PRODUCTION/ART WORK-PORTION POSTER PHOTO/VIDEO TRAVEL STUDENT MEALS STUDENT INCIDENTALS LIABILITY INSURANCE FESTIVAL PROGRAMS-PORTION SUPPLIES DIRECT MAIL-PORTION WEBSITE-PORTION OTHER PROMOTIONAL OFFICE SUPPLIES/TELEPHONE, ETC EXCUTIVE DIRECTOR-PORTION TOTALEXPENSES* PROFIT/LOSS *Portion was in-kind goods and services 6,500 400 334 2,125 875 925 116 21,675 13,131 1,364 1,776 1,450 501 850 500 386 698 10,600 64,206 0 JAZZ @ THE MARKET 8,000 14,408 22,408 6,500 400 334 2,125 875 925 116 0 0 0 0 1,250 364 750 400 386 383 7,600 22,408 0 WASH- PREP JULY 4TH 7,750 34,048 41,798 0 0 0 0 0 0 0 21,675 13,131 1,364 1,776 200 137 100 100 0 315 3,000 41,798 0 TOV/CSE -12- 2007 Application for Funds ATTACHMENT C-2 The 12th Annual Vail Jazz Festival Evaluation for 2006 The 12th Annual Vail Jazz Festival consisted of 16 separate performances throughout the Vail from early July through Labor Day Weekend 2006. Performances included nine Sunday shows at the Vail Farmers' Market and seven shows at the Vail Cascade Hotel over the Labor Day weekend, all which were a part of our 12th Annual Vail Jazz Festival. Performances by international, national, regional and local artists were presented at the various shows. The nine shows at the Vail Farmers Market 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 2006 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 approximately 100,000* people visited the Vail Farmers Market over the course of the summer. A detailed financial statement covering the Festival is attached. The Vail America Days parade continues to attract approximately 30,000 visitors to the parade alone, with increased numbers throughout the holiday weekend. The Washington Prep Marching Band has become a highlight of the weekend festivities for visitors and residents alike. After their hiatus in 2005, the band was welcomed with overwhelming response this year. Attendance based on information provided by Rick Scapello, events coordinator for the Vail Farmers' Market. TOV/CSE - 13- 2007 Application for Funds ATTACHMENT D 12th Annual Vail Jazz Festival for 2006 Attendees' Demographics and Spending The 12th Annual Vail Jazz Festival was comprised of two components - an eight week concert series on Sundays beginning in early July 2006, followed by the Labor Day Weekend Party. Demographic and spending information specific to the Vail America Days was not available for this report. However, it is our assumption that the visitor base for the Vail America Days is similar to that listed below. 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 75% 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 • Approximately 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 the free jazz concerts at the Farmers Market and our findings from an on-site survey indicated that the demographics 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 performances. Anecdotal evidence suggests that the performances 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, remaining at the Market to enjoy lunch or a snack and hear some jazz. This demographic information is focused on the Vail Jazz Festival, however, the demographics of the Vail America Days are well known to be a major event for the Town of Vail, drawing visitors from instate Colorado, throughout the United States and around the world. TOV/CSE - 14 - 2007 Application for Funds ATTACHMENT E The Vail Jazz Festival Estimate of Incremental Room Nights and Spending Since this application does not cover the Labor Day Weekend Party portion of the Vail Jazz Festival, no determination of the incremental room nights and spending is calculated. However, as is indicated above it is believed that there is a substantial benefit to the Town of Vail, in the form of increased sales tax revenue derived from the audience at the Jazz @ The Market performances and the 4th of July Parade participation. The Vail Jazz Festival continues to attract more attendees to the free events (4th of July Parade and Jazz @ the Market Series), thereby increasing visitation and spending within the Town of Vail.. The Town of Vail benefits from these enhancement activities through increased attendance at these events and associated spending of those visitors. Although not directly quantifiable, the Vail Jazz Foundation can ascertain that the increased exposure has a direct benefit to the Town of Vail. The Vail Jazz Festival Return on Investment The Vail Jazz Festival continues to attract more attendees to the free events (4th of July Parade and Jazz @ the Market Series), thereby increasing visitation and spending within the Town of Vail. Anecdotal information confirms that there are many visitors to the Market who spend more time and increase their spending because of the Jazz @ the Market. Some visitors attend the Market solely because of the Jazz, and in turn spend their money there. In 2006, the return of the Washington Prep Marching Band brought overwhelmingly positive response from the community and visitors. It is clear that their participation in the 4th of July Parade and other activities are a cultural highlight for the Town of Vail. The Town of Vail benefits from these enhancement activities through increased attendance at these events and associated spending of those visitors. Although not directly quantifiable, the Vail Jazz Foundation can ascertain that the increased exposure has a direct benefit to the Town of Vail. TOV/CSE - 15 - 2007 Application for Funds ATTACHMENT F The Vail Jazz Foundation, Inc. . Officers Howard L. Stone, President Catherine A. Stone, Secretary and Treasurer Robin H. Litt, Executive Director John Clayton, Jr., Director of Education THE VAIL JAZZ FOUNDATION, INC. BOARD OF DIRECTORS Howard L. Stone, Chairman John Clayton Frank T. Connors Rob Ford John Giovando Andrea L. Glass Dr. Willie L. Hill, Jr. Chuck Holcomb Mike Peak Catherine A. Stone TOV/CSE -17- 2007 Application for Funds - CH;•' .!?Fd ! ?'"-. '}' its _ ' t3 WM." -'"?kz. ski a ?aa, • jT The Kleimer Company believes in bringing excellence to everything we do, and are proud to support the 2006 Vail Jazz Festival and our local . mountain community. We specialize in buying and selling real estate, - with over 30 years of experience in the Vail Valley. Please give us a call- . our team has a passion for helping people find the home that fits their lifestyle. .K? E4 '''COM r E I'M FXCELI, FN,CF IN RRAL,FSTATF. P [9701 845 7776 [8001 303 7355 PO BOX 4269 • •1060 WE$t-BL4AVER CRL~LK BLVit AVON, 'CO 81620426 E'lTl1eT.COTl1 D _ t - O eJU11 V Iva r { o, K , ' v lit Fp 3 V g%? ,. F B ? p t . ;? O?? pur GumN rmt "a , ,"??.. ? 4g ? ?b0 e?Ofl?i7 duo rr?b0o ¢o ;? ? QgaO? 4D?o 0 o g© . - ^G7?`n^7CnMo??1Po-34?C?OPr/???aC?? ,ard., )bin, and all the musicians Thank you once main for bringing groat music and terrific inspiration to.our beautiful Valley. Wishing you tremendous success for the 12th Annual Vail Jazz Festival! Best Wishes! Doris 'ailey Slifer, Smith & Frampton. Real Estate TABLE OF CONTENTS 6 Welcome from the Vail Jazz Foundation 7 Vail Jazz Foundation Information and Staff $ 12th Annual Vail Jazz Festival and Ticket Information S Jazz @ the Market 1Q Labor Day Weekend Party Line Up 12 Labor Day Weekend Party Performance Schedule 18 About the Artists 25 Vail Jazz Workshop e? 25 . 17 e .Vail Jazz Foundation Sponsors "^ Nail Jazz Coy •ndation Contributors )rd 2006 VAIL JAZZ FESTIVAL 5 DEAR FESTIVAL GUESTS 0 n behalf of the Vail Jazz Foundation (VJF), welcome to the rzth Annual Vail Jazz Festival, a summer-long celebration of jazz-America's gift to the world. The VJF has created a different kind of festival experience-in- spiring, engaging and easy going. With performances in a number of unique ven- ues, great jazz can be heard throughout the summer with international, national and local headliners performing for eager audiences. There is something for ev- eryone-from hardcore jazz fan to casual listener with many styles of jazz being featured-Brazilian, Latin, Blues and Straight Ahead. This summer's Festival kicks off in early July with the jazz @ the Market series. This extremely popular series will showcase the talents of many Denver and local artists. Each consecutive Sunday, from July z through August zo, we will present a free afternoon concert at the Vail Farmers' Market, located on Meadow Drive in Vail Village. Shows begin at rr:3o a.m. and wrap up at 3:00 p.m. A complete schedule of performances is listed within this program. The Festival culminates with the highly acclaimed Labor Day Weekend Party, featuring over 24 hours of live jazz from September 1-4, 20o6 at the Vail Cascade Resort & Spa. This year's Party will continue the tradition of presenting an extraor- dinary lineup of great musicians-living legends and the young lions on the jazz scene today-in a unique format that is truly a "Party." To make things easy, we are offering our patrons and guests the ability to book tickets, lodging and ground transportation on-line, please be sure to visit our website at www.vailiazz.org for additional information and savings. Again, as part of this year's Festival, the VJF will host the firth Vail Jazz Work- shop, a unique and intensive music residency program for gifted and deserving high school-aged musicians. The Workshop provides twelve scholarships enabling students to come to Vail for a ten-day jazz training program directed by bass virtuoso, John Clayton, Jr. To date, 118 high school musicians have benefited from this program and have graduated with music degrees from some of the most prestigious music schools in the country. Many have become talented jazz musicians in their own right, two of whom will return to Vail to perform as professionals at this year's Party. While we are justly proud of the Workshop, our continuing commitment to jazz education is exemplified by the innovative "Jazz Goes to School" program and the Washington Prep High School Jazz & Marching Band July 4th trip and perfor- mances described herein. We could not have succeeded without the dedication and hard work of so many people, from the Workshop Clinicians John Clayton, Jeff Clayton, Bill Cunliffe, Terell Stafford and Lewis Nash-to our Board of Directors and volunteers, who together make what we do possible. And of course we are deeply grateful to our generous donors and sponsors for their financial support. To everyone who has helped us pursue our dream, a heartfelt thank-you. Enjoy the jazz and all that Vail has to offer. Sincerely, Robin H. Litt Executive Director VAIL JAZZ FOUNDATION, INC. 6 2006 VAIL JAZZ FESTIVAL THE VAIL JA" FOUNDATION The Vail Jazz Foundation is dedicated to the perpetuation of jazz through the presentation of innovative performances and educational programs that serve per- formers, students, teachers and the existing jazz audience. Founded in 1995 as a nonprofit organization, the VJF has been pursuing its mission with a special em- phasis on young musicians and young audiences in order to reach out to the next generation of players and listeners. Your contributions help support the following educational programs: Vail Jazz Workshop, a 1o-day residency program for talented high school jazz musicians from throughout the U.S. who are provided scholarships by VJF to attend this professional musical training program. Jazz Goes to School is a unique program that integrates the study of jazz with social studies subjects and serves over 1,ooo fourth and fifth graders in the Eagle County School District and the Vail Valley's private schools. Officers & Directors, Volunteers The lath Annual Vail Jazz Festival could not have been produced without the unselfish support of numerous friends and volunteers who have provided assistance, advise, moral support and plain old hard work. We thank each and every one of you for your contributions! Officers Howard L. Stone, President Catherine A. Stone, Secretary & Treasurer Robin H. Litt, Executive Director John Clayton, Jr., Director of Education Board of Directors Howard L. Stone, Chairman John Clayton, Jr. Frank T. Connors Robert E. Ford John Giovando Andrea L. Glass Dr. Willie L. Hill, Jr. Chuck Holcomb Mike Peak Cathy Stone 12th Annual Vail Jazz Festival Staff SOUND ENGINEERS: Richard O'Dell & Colin Bricker, notablyfineaudio.com WEB DESIGN: Dave Bishop, Bishop Webworks GRAPHIC DESIGN: Tommy Kubitsky BIOGRAPHIES: Rosalie Hill Isom, Word for Word ARTISTS TRAVEL: Joyce Newton, Snow Sports Vacations ".VAIL JAZZ FOUNDATION, INC. PO Box 3035 Vail, Colorado 81658-3035 Phone: 1-888-VAILJAM (1-888-824-5526) Email: vjf@vailjazz.org Website: www.vailjazz.org 2006 VAIL JAZZ FESTIVAL 7 IJ 9U N I HMUad WM I LA CDa? F ERMU M JAZZ WITH AN ALTITUDE! The Vail Jazz Festival offers a special kind of festival experience in one of the most spectacular settings anywhere in the United States. Featuring the free outdoor concert series jazz @ the Market and the famous Labor Day Weekend Party, the Vail Jazz Festival provides a unique spirit of fun and fellowship, joining musicians, singers and jazz lovers from all over the world. The Festival offers many extraordinary performances throughout the sum- mer and of course, the Festival will again host the Vail Jazz Workshop-the acclaimed jazz education program for gifted high school students. A i LABOR DAY WEEKEND TICKETS &,INFORMATION Patrons Pass $325 Includes priority seating for all Performances and,an, invitation to Saturday Evening's Patrons Dinner with Artists I,ndividual.$ession Tickets Evenings: $50 per person - Morning and Afternoons: $40 per person, NEWI, StudentTickets;:<for ;Afternoon;' Performances: $ro per student Online Tickets"and Reservations Now Available Online ticket sales and reservations. -. `are now available. Visit our website at www.yailjazz.org to reserve your passes; and session tickets, save is% on`,Colorado: Mountain Express ground transportation, and receive special lodging rates starting at. _"$119 at,the Vai[Cascade, esort; Spa, 8 2006 VAIL JAZZ FESTIVAL V??(5 ? ?lJ-LI? LIVL1Lrti1WLlV?? SUNDAYS JULY 2 THROUGH AUGUST 20 11:30 AM - 3:00 PM Jazz @ the Market returns to the Vail Farmers' Market for its fourth year due to popular demand! This extremely popular series will showcase the talents of many Denver and local artists performing the Blues, Standards, Vocals and Straight Ahead Jazz. So, come shop, eat and listen to some great jazz this summer at the Vail Farmers' Market. It's lots of fun and best of all, the entertainment is free! Free Afternoon Concert Series at the Vail Farmers' Market, Meadow Drive, Vail Village Shows on Sundays, 11:30 am-3:00 pm 7/2 Washington Prep High School Jazz Ensemble 7/9 Max Wagner Quartet 7/16 Tony Gulizia Trio 7/23 Kathy Morrow Trio 7/30 Chuck Lamb Trio 8/6 Laura Newman Trio 8/13 Justin Allison Trio 8/20 Summit Jazz Consort F?. ?M 2006 VAIL JAZZ FESTIVAL 9 Max Wagner Tony Gulizia Chuck Lamb Kathy Morrow Laura Newman September 1-4, 2006 The Festival culminates in a unique mix of world-class musicians in a one-of-a-kind format that has lived up to its title, the "Labor Day Weekend Party." Whether it's group performances, multi-artists jam sessions, the unique Multi-Media Salute to Erroll Garner, the inspiring Gospel Prayer Meetin', the weekend has a unique party spirit that features all styles of jazz-Latin, Brazilian, Blues, Straight-Ahead-that attracts jazz musicians and jazz lovers from all over the world. Each year, up-and-coming "young lions" play along- side the living legends of jazz in an intimate setting that is surrounded by Vail's natural beauty. With over 24 hours of performances throughout the weekend (literally morning, noon and night), the audience and musicians are connected in a manner that consistently inspires great performances. Join us for Jazz Jam and Eggs Breakfast on the Cascade Terrace on Monday, Sept. 4th featuring Vails's own Tony Gulizia Trio. 10% off with your jazz Festival ticket. The Vail Jazz Foundation and Bill Cunliffe pay tribute to Erroll Garner with an educational, multimedia presentation. Erroll Garner's music is legendary. Influenced by the great stride piano player, Fats Waller, and by classical music, these two very different in- fluences shaped his style. Above ev- erything, he loved to play piano and shared his joy with audiences. At 5'z" Garner used a telephone book on the piano stool to allow him to bear down on the keyboard. Completely ambidextrous, he exhibited an inde- pendence of right and left hands at the piano. Garner had a remarkable au- ral memory, could play anything after hearing it once, and never learned to read music. For him, the ability to read music was overrated, "Man, no- body can hear you read." Born into a musical family in Pittsburgh, PA on June 15, 19zi, he began playing the piano at three. By age seven, he played regularly on the radio and was substituting for Allegheny riverboat pianists at ii. In his early teens, Gar- ner began performing solo in taverns, nightclubs, and restaurants, finally leaving Pittsburgh in 1944 for New York. In September 1945, Garner re- corded "Laura," his first great hit. By the early 5os, he established himself internationally and was equally popu- lar with the jazz crowd and pop audi- ences. Besides his work as a concert performer, headliner, and recording artist, Garner was a monumental composer. Penning several hundred compositions, Garner was most famous for "Misty," inspiring Clint Eastwood to make the film, "Play Misty for Me," featuring Garner's music. Garner was melodic, lyrical, and rhythmic, playing with a vitality and joy that doesn't fit well into stan- dard jazz piano styles. His left hand created guitar sounding "compings," while his right hand played octa- val treatments of melodies and solo lines. Noted for his ability to play stunning runs without even glancing at the keyboard, his grunting and the pure joy that he displayed while per- forming were part of his magic. He was quoted as saying, "There are 88 keys there, boy, don't let anybody kid you, and they're all there to be played, not to be looked at!" Tragi- cally, he was forced to retire and died on January z, 1977 at 53• 10 2006 VAIL JAZZ FESTIVAL GROUPS Dynell Hilton, Gloria Lightner, Steven Wilkins, Connie Wilkins, Anna Miller Clayton Brothers Quintet Constance Wilkins, Director; Steven Wilkins, Minister John Clayton, Jeff Clayton, Bill Cunliffe, Terell Stafford, of Music; Dynell Hilton, Musician; Vickie McCampbell, Lewis Nash Musician; Michael Jones, Musician; Don Griggs, Musician; Ralph Murant, Musician Gerald Clayton Trio Gerald Clayton, Dan Lutz, Kevin Kanner Bill Cunliffe Imaginacion Bill Cunliffe, Rene Camacho, Ramon Banda, Bob Sheppard, Terell Stafford, Bruce Paulson, Arturo Velasco, Joey De Leon Winard Harper Sextet Winard Harper, Josh Evans, Lawrence Clark, T.W. Sample, Ameen Saleem, Alioun Faye Trio da Paz Romero Lubambo, Nilson Matta, Duduka Da Fonseca Mile High Chapter Choir Ronette Davis, Aubranea Taylor, Vickie McCampbell, Kelly Mayo, Donald Griggs, Carolyn Ash, Maxine Ware, Cheryl Matthews, Jackie Perkins, Donna Jennings, Karen Shields, Marvelet Randloph, Jacklyn Washingston, Cynthia Bell, Lena Brooks, Michael Jones, Joyce Williams, Ida Middleton, Garletta Carter, Barbara Hitch, Gary Madenia, Joan Brown, Senata Waters, Ralph Murant, Clarica Armstead, Manwell Williams, EIIaDenmon, Clayton Massey, Louise Massey, Kim Stewart, And she absolutely believes in beauty before age. No%waasde0%tobe5vm-aW or sffm?x9ats abu tle a§e or ?>upeofTta hipt:5tte6and she could both dm W ha share and +n t- p to %i& A1_- 4 re%ft And sbev ten you drat b=* attta =na tisbvattte mlkth:humre may hme"aa& fi-m* P.odymrrxa%isjXateapt-Rrra-,-haterFon.caeikrIT-MVT- mf bl?+mnrt fax rp nal facial nor tatatin wyh ?Z, f3oa off, & tom. tlyc its yraa- clt aut // P ???,•.:.'?i?, lip r ?4Y lC IuMtLNtI. ? ???,? '?t C'rem?.ek4ae The VJF Workshop All-Stars SOLOISTS Henry Butler Dave Corbus Russell Malone Tony Monaco Annie Sellick 2006 VAIL JAZZ FESTIVAL 11 She goes for the bras ring. -,GQ 300 ?3 o)GQ?7 FRIDAY September 1, 2006 SATURDAY September 2, 2006 Opening Evening Session ¦ 8:00 pm Gerald Clayton Trio Annie Sellick, Vocals ¦ 9:10 pm Tony Monaco, B-3 Lewis Nash, Drums Russell Malone, Guitar Terell Stafford, Trumpet Afternoon Session ¦ 12 Noon Gerald Clayton Trio • 1:10 pm Winard Harper Sextet ¦ 2:20 pm Trio da Paz ¦ 3:30 pm The Vail Jazz All-Stars Evening Session ¦ 8:30 pm Russell Malone, Guitar John Clayton, Bass Gerald Clayton, Piano Dan Lutz, Bass Kevin Kanner, Drums ¦ 9:40 pm lmaginacion Salute to Stan Getz ¦ 10:50 pm Bob Sheppard, Tenor Sax Trio da Paz ¦ 12 Midnight Terell Stafford, Trumpet Josh Evans, Trumpet Bruce Paulson, Trombone Jeff Clayton, Alto Sax T.W. Sample, Piano John Clayton, Bass Winard Harper, Drums Russell Malone, Guitar Alioun Faye, Percussion 12 2006 VAIL JAZZ FESTIVAL ¦ 10:20 pm Clayton Bros. Quintet SUNDAY September 3, 2006 Morning Session Gospel Prayer Meetin' ¦ 10:00 am Gerald Clayton, Piano ¦ 10:45 am Mile High Chapter Choir Afternoon Session ¦ 1:00 pm Trio da Paz Russell Malone, Guitar ¦ 2:10 pm Imaginacion ¦ 3:20 pm Tony Monaco, B-3 Russell Malone, Guitar Winard Harper, Drums Jeff Clayton, Alto Sax ¦ 4:30 pm The Vail Jazz All-Stars Evening Session Salute to Erroll Garner ¦ 8:00 pm Bill Cunliffe, Piano John Clayton, Bass Lewis Nash, Drums ¦ 9:25 pm Henry Butler, Piano & Vocals ¦ 10:10 pm Clayton Brothers ¦ 11:10 pm Gerald Clayton Trio Annie Sellick, Vocals ¦ 12:10 am Winard Harper Sextet MONDAY September 4, 2006 Afternoon Session ¦ 12 Noon Trio da Paz Annie Sellick, Vocals Salute to Kai & JJ ¦ 1:10 pm Bruce Paulson, Trombone Art Velasco, Trombone Bill Cunliffe, Piano Dan Lutz, Bass Kevin Kanner, Drums ¦ 2:20 pm Henry Butler, Piano & Vocals Russell Malone, Guitar " ¦ 3:30 pm Tony Monaco,-B-3 ' Dave Corbus, Guitar Lewis Nash, Drums Lawrence Clark, Tenor Sax ¦4:40pm. , Winard Harper Sextet. .Artists and performances subject to change without notice. Duduka Da Fonseca 2006 VAIL JAZZ FESTIVAL 13 ya 3 3 . ji 1 3 l Q? .j 3 t excellence I,ir The Kleimer Company believes in bringing excellence to everything we do, and are proud to support the 2006 Vail Jazz Festival and our local mountain community. Our team ;,,, specializes in buying and selling real estate, with over 30 years . V il V W i i ll ill b d b d ` ? of exper ence n the a a ey. e w go a ove an eyon . . your expectations-our team has a passion for helping people find the home that fits their lifestyle. Please give us a call. josh Lautenbag i 3 rKLEIMER COMPANY i EXCELLENCE IN RPAL ESTA'T'E g3 P 19701845 7776 (8001 303 7355 PO BOX 4269 • 1060 WEST BEAVER CREEK BLVD AVON, CO 81620-4269 kleimer.com _',R .... t i j Pamela saxlwn as Wxa??t?;??'5?NLF! `v e t's? { 4 I )'sF f r' YIY 6s ?? ?,"r: ?s-?- -- erg scare. >> ??r x; P-1, arcs I availabie Vain- ValleY Properties at your pace,, online„ ,a .... o ht'- M, feproperties.eom a , bda .s E I'FE d Q ?n ? 1 f s I I f I ' # x° I esty a Rerformance: Results. r >z For personalized service, speak to a real estate professional at 970-926-6097 2006 VAIL JAZZ FESTIVAL 15 n ?J Mll ?l ?l Q n 0 moo Q 0 0 Photos courtesy of Ned Radinsky 4G;IR G1G340934g RAMON BANDA Although he began his musical life as a guitarist, Ramon took over the drum chair in the family band in 1967. Along the way he has become one of the most respected and in demand drummer/per- cussionists today. His unique style and. r' hard grooving approach evolved natu- rally from his formative years on the Los Angeles music scene. Most familiar to U.S. and international audiences for his work on timbales with the Poncho Sanchez Latin jazz Band, Ramon has participated in over 45 recordings, count- less world tours, and educational workshops over the past three decades. Ramon's musical tastes run wide and deep from: Rashaan Roland Kirk to Hank Williams and every- thing in between. His drumming influences include: Max Roach, Billy Higgins, Jeff Hamilton, Clyde Stubblefield and Al Jackson as well as percussion greats: Tito Puente, Manny Oquendo, Willie Bobo and Orestes Vilato. Ramon's versa- tility on drums and percussion have allowed him'to perform and/or record with many legends of Jazz-and Latin music such as: Dizzy Gillespie, Tito Puente, Cal Tjader, Freddie Hubbard, Carmen McRae, Mongo Santamaiia; Celia Cruz, Eddie Harris, The Jazz Crusaders, Chick.Cor"iea and Ar- turo Sandoval. Along with his brother Tony;. they head ;up their own ensemble, The Banda Brothers. Their 2004 debut release "Acting Up!" is on the WJ3 Labet, and Ramon can be heard on Bill Cunliffe's CD, "Imaginacion." HENRY BUTLER w A four-time W.C. Handy "Best Blues In- strumentalist-Piano" award nominee, Henry Butler knows no limits. Playing piano since the age of six, Butler is a master of musical diversity. He coin- bines the percussive jazz piano of Mc- Coy Tyner and the New Orleans-style of Professor Longhair through his classically trained wizardry and crafts a unique sound. A rich amalgam of jazz, Carib- bean, classical, pop, blues, and R&B influences, his music is as eclectic as his New Orleans birthplace. Mastering bari- tone horn, valve trombone, drums, and piano, Butler also had formal vocal training. He sang German lieder, French and Italian art songs, and arias, earning a Masters degree in vocal music. Blinded by glaucoma since birth, Butler exhib- its his photography throughout the U.S. He has taught mu- sic workshops and initiated educational projects. Mentored by the great jazz clarinetist Alvin'Batiste; Butler successfully applied for a National Endowment for the Arts grant. Early albums were jazz trio recordings featuring Charlie Haden and Billy Higgins on "Fivin' Around;'.' and Ron Carter and Jack DeJohnette on "The Village." He recorded "Orleans Inspiration" with Leo Nocentelli of the Meters, followed by "Blues And More." He briefly returned to jazz with "For All Seasons" but has remained immersed in the blues since "Blues After Sunset." Collaborating with Corey Harris on the duo album "Vu-du Menz," Butler then toured with the Delta blues-influenced guitarist/vocalist. After releasing an all electric, blues-rock album, "The Game Has Just Begun," Butler takes things even deeper with "Homeland." "This album is a real turning point," he said. "It was the first time that I've brought a blues and R&B band into the studio. On this record, I'm feeling closer to my roots." RENE CAMACHO Born and raised in Arizona, Rene now lives in Los Angeles. While trombone was his. first instrument, he shad'an •af= finity for the bass and°Rerfe'begai fo- cusing on his bass playing while- study-ing at the University of Arizona, where he received a degree in Jazz- Stu- dies,an'd Composition. Having spent the last ten years in Los Ange= les Rene has had the opportunity to explore many musical ventures, both live and recording, playing,both acoustic and electric bass. Upon,_Rene's arrival in Los Angeles he began working.with many Latin artists; most notably, a five year stint with Celia Cruz. There were also brief ap- pearances with artists such as Tito Puente and Poncho Sanchez. From there Rene began branching out to different genres such as jazz, Soul, R&B, Country, as well as Rock. This has enabled him to, record and tour with a wide va- riety of 'artists from different musical backgrounds. Such artists include Angelique Kidjo, Raul Malo (The Maver- icks), Rickie Lee Jones, Juan Gabriel, Rebeca Mauleon, and Strunz and Farah. Rene continues to actively tour and record with artists from allover the musical world as well as working locally in Los Angeles. Rene can be heard on bass in Bill Cunliffe's CD, "Imaginacion." GERALD CLAYTON Born in Utrecht, the Netherlands, ?m Gerald moved to the United States at a young age, and started taking piano lessons at the age of six. He graduated from the Los Angeles County High School for the Arts (LACHSA) in the summer of 2ooz and will graduate ,from the jazz studies program at use in the fall. Although he is interested in classical music, Gerald's first love is jazz. He has studied with jazz pianists Donald Vega, Shelly Berg and Kenny Barron. While a student at LACHSA, he was a member of several ensembles that performed at such festivals and venues as the Playboy Jazz Festival, the Monterey Jazz Festival and the Greek Theatre. Gerald, has 18;2006 VAIL JAZZ FESTIVAL also won many awards, including the Outstanding Soloist Award at the Monterey High School Jazz Competition in 2oo1 and 2062. Gerald attended the Vail Jazz Workshop in the summer of 2002 and was selected for the Grammy High School Big Band the same year. In June of 2002, Gerald performed at Steinway Hall in New York and was presented with a $15,000 scholarship award by the Music for Youth Foundation. Gerald received the Shelly Marine Award for emerging young artists from the Los Ange- les Jazz Society in September of 2002. Last year Gerald gave his debut concert in Europe on a tour with pianists Benny Green, Mulgrew Miller and Kenny Barron. Addi- tionally, he has worked with artists such-,as the, Clayton Brothers, Russell Malone, Stefon HarriRavi Cotfr`ane and Roy Hargrove. JEFF CLAYTON Alto saxophonist Jeff-Clayton co-leads rF: . the Clayton Hamilton .Jazz Orchestra with ? his brother John- "and drummer . Jeff Hamilton and is also co-leader of y .. ? the Clayton Brothers Quintet. Born in .,, Los Angeles, he cites the "emotional majesty" of the Baptist church he at- tended as a child as his first major musical inspiration. He credits saxophonists Johnny Hodges and Cannon- ball Adderley as his most significant jazz influences, fol- lowed by trumpeter Thad Jones and bassist Ray Brown. The seeds of Jeff's career were sown in the fertile ground of his hometown and he took a break from his studies as an oboe major at Cal State University Northridge to tour with Stevie Wonder. In demand as a touring and studio musician, Jeff has recorded with Wonder, Gladys Knight, Kenny Rogers, The Temptations, The Four Tops, Michael Jackson, Patti Labelle, Madonna and Earth Wind & Fire. He has also worked with Frank Sinatra, Sammy Davis, Jr. and jazz greats Ella Fitzgerald, Woody Herman, Lionel Hampton and Lena Horne. He also had a short stint with the Count Basie Orchestra. Jeff has toured with Gene Har- ris, Dianne Reeves, Joe Cocker, B.B. King and Ray Charles and, from 1989-91, was a member of the Philip Morris Superband. He's a featured artist on Ray Brown's 19go re- lease "Evergreen" (GMI) recorded with Milt. Jackson and on the album the Clayton Hamilton Jazz Orchestra released on Quincy Jones's label Qwest. Jeff has been member of•the Vail Jazz Workshop teaching staff for the past ri years., JOHN CLAYTON John began seriously studying the bass at 13 with Ray Brown and at 19 became the bassist for Henry Mancini's series "The Mancini Generation." After grad- uating in 1975 from the University of Indiana with a Bachelor of Music de- gree in double bass, John toured with Monty Alexander and the Count Basie Orchestra. Moving to Amsterdam, he then held the position of principal bassist in the Amsterdam Philharmonic for the next 5 years. Co-leader of the Clay- ton-Hamilton jazz Orchestra (latest release "Live at MCG") and the Clayton Brothers Quintet (latest release "Back in the Swing of Things"), John is also a prolific composer and arranger, with multiple Grammy award nominations to his credit, having worked with Diana Krall, Dee Dee Bridgewa- ter (including her Grammy-winning "Dear Ella"), Natalie Cole, Regina Carter, Milt Jackson, Nancy Wilson, Quincy Jones, George Benson and Dr. John. He has also received commissions from the Northwest Chamber Orchestra, the American Jazz Philharmonic, the Iceland Symphony, the Metropole Orchestra, the Carnegie Hall Big Band, the Richmond Symphony and the Amsterdam Philharmonic among other ensembles. John is a former music director of the Sarasota and Santa Fe jazz festivals, and is the Director of Education and a Board member for the Vail Jazz Founda- tion. He has been the Director of the Vail Jazz Workshop for the past rr years. - BILL CUNLIrrt Equally in demand as an arranger, composer and performer, Bill has been nominated for two Grammy awards for his arrangements. He received his Mas- ters degree from the Eastman School of Music and after teaching three years at Central State University in Wilber- force, Ohio, went on the road as pianist and arranger with the Buddy Rich Big Band, doing two tours of Europe with Frank Sinatra. He then played and toured with many of the biggest names in the jazz world including Ray Brown, Joe Henderson, Freddie Hubbard, Art Farmer, James Moody and Joshua Redman. Bill is the author of "Jazz Keyboard Toolbox" which has become a standard jazz reference book. He currently performs with his own trio, sextet, the Clayton Brothers Quintet, trumpeter Terell Stafford and flutist Holly Hofmann. Bill was the winner of the Thelonious Monk International Jazz Piano Award and has received stipends from the National Endowment for the Arts. His recent CDs include "Imaginacion," "Live at Bernie's" and "Live at Rocco" and he collaborated on a recording in New Zealand with the Rodger Fox Big Band, arranging all of the charts and performing with the ensemble. Bill is not only a prolific composer of jazz but of classical music as well having penned among other compositions a three movement "Romantic" Fantasy for piano and orchestra and "Viva Mexico" for orchestra, both of which he recorded. Bill teaches at Temple Uni- versity, is the Combo Director at the Henry Mancini In- stitute and has been a member of the Vail Jazz Workshop teaching staff for the past 11 years. 2006 VAIL JAZZ FESTIVAL 19 DLMKA DA FONSMA Drumming professionally on televi- sion at age 15, Duduka Da Fonseca "...grooving through samba, jazz, bossa, and baiio, turns out a tremen- dous performance. Listen to the power he commands from deft cymbal work and the beautiful samba locomotion he achieves with brushes. Duduka knows Brazil from the in- side," wrote Modern Drummer. "Duduka has worked with me, and I love the way he plays," says Antonio Carlos Jo- bim. From Rio de Janeiro, Da Fonseca moved to New York in 1975 and established several Brazilian jazz groups. One such group, Brazilian Express, appeared on a PBS special. The New York Samba Band performed at the Blue Note, Fat Tuesday's, and the Village Gate. The Brazilian Jazz All-Stars featured artists: Bob Mintzer, Eliane Elias, and Randy Brecker. Da Fonseca is a co-leader of Trio da Paz, nominated as the Best New Latin Jazz Group in 1993 and winner of the jazz Journalists Association Awards for Best Brazilian Jazz Album of ZooZ, "Partido Out." He has re- corded and performed with Antonio Carlos Jobim, Astrud Gilberto, Herbie Mann, Claudio Roditi, Joanne Brackeen, Eddie Gomez, John Scofield, Joe Henderson, Gerry Mul- ligan, Lee Konitz, Toshiko Akiyoshi, Phil Woods, Emily Remler, Nancy Wilson, Slide Hampton, Kenny Barron, and Tom Harrell. From 1984 to 1999, Da Fonseca was a member of the faculty at the Drummer's Collective in NYC, conducting workshops and private lessons. He has also taught workshops in Europe, Asia, and Brazil and authored an instructional book and CD called "Brazil- ian Rhythms for Drumset." In 2003, Da Fonseca's first solo album, "Samba Jazz Fantasia," was nominated for a Grammy for Best Latin Jazz Album and he has just release his newest CD entitled "Samba Jazz in Black & White." JOEY DE LEAN JR. Joey is one of the most sought after per- cussionists in Los Angeles today. He at- tributes this to "always being a student of music, and remaining humble and grate- ful." What makes Joey unique is that in addition to his deep roots in Latin jazz and folklore he holds a bachelors degree in Classical Percussion Performance from the Manhattan School of Music where he was awarded the school's top award for outstanding musicianship. Born and raised in New York City, Joey moved to L.A. in 1995 and has since made it his home. He has worked with many national and international artists including such notables as Jimmy Smith, Joey DeFran- cesco, Sheila E., Barry Manilow, Alex Acuna, Justo Almario, Juan Gabriel, the Banda Bros., Poncho Sanchez, Francisco Aguabella, Hilton Ruiz, among many others. He recently ap- peared on Bill Cunliffe's CD, "Imaginacion." Joey is currently out on the road with former Earth Wind & Fire guitarist, Al McKay having recently returned from southwest Asia, India, Sri Lanka, and Europe. When in Los Angeles, you can catch Joey playing at most of the local venues. Lastly, Joey and his wife celebrated the birth of their first child, a baby girl named Lydia Sofia. JIM -EVA= Born and raised in Hartford, Connecti- cut, josh started playing the trumpet when he was ten years old, but his musi- cal career was to be shaped by, meeting r the great alto saxophonist Jackie McLean• when he was 13. McLean became Josh's mentor when he was only 1.4 arid'provid- ed him with private lessons, which ultimately culrhiuated in performances with McLean at such venues as,the,Blue Note, Iridium, and Bushnell Theatre. While attending the Greater Hartford Academy of the Performing Arts High School, josh was selected for the All-American Grammy High School Jazz Band, won the Wynton Kelly Award and an Outstand- ing Soloist Award from Down Beat magazine. In 2002 Josh received a scholarship and attended the Vail Jazz Workshop working with Terell Stafford while in residence. Josh literally left Vail to attend Manhattan School of Music, but the lure of the road and opportunities to play professionally lead josh to strike-out on his own after a year and one-half of college, ultimately being reunited with Jackie McLean and perform- ing with among others, Cedar Walton, Barry Harris, Jimmy Greene, Steve Davis and Winard Harper. WMARD HARPER Drummer Winard Harper is passionate about jazz. Inspired by the musicianship of greats Clifford Brown, Max Roach, Cannonball Adderley, Dr. Billy Taylor, Art Blakey, and Billy Higgins, Harper is the leader of a sextet that appears regular- ly from coast to coast. Clearly the domi- nant force, Harper has surrounded himself with superbly tal- ented young jazz musicians, as entertaining to watch as they are to listen to. Born in Baltimore in 1962, he had a natural affinity for drumming and was encouraged by his father, who noticed him beating on cans. At five, he made guest appear- ances with his older brother's nightclub band. Then Harper heard a recording of Clifford Brown and Max Roach and was inspired to play jazz. Harper is a celebrated jazz drummer. "As tasteful a drummer as one could ask for," wrote JazzTimes. An All About jazz review noted that the sextet's performance "culminated, like an evening-of fireworks, with a sustained display of percussive pyrotechnics by Harper so rapid fire, so mind bogglingly dexterous, and so expressively diverse, as to be truly awe-inspiring." Harper's first major gig was with Dexter Gordon in 198z and then with Johnny Griffin. 20 2006 VAIL JAZZ FESTIVAL His drumming skills'captured the attention of Betty Carter, and Be spent four years working with her band. During the early zg8os, he worked as a sideman to great jazz artists and laid down the foundation of what would become The Harper Brothers Band. "Remembrance," the band's second album went to #i on Billboard's jazz chart in i99z. Harper is a Sa- vant recording artist, leader of his sextet, and an in-demand sideman. He has worked with Dr. Billy Taylor,'Ray Bryatit, Wycliffe Gordon, Frank Wess and Jimmy Heath. His newest CD "Come Into The Light," has received rave reviews. rd'r ROMERO LUBAM13M ::. "Quite simply :.. Romero is &'l est 11, Brazilian guitarist therej§.j" said: Herbie,, Mann of the musician with a brilliant command of styles and an authentic Brazilian sound. Romero Lubambo devoted himself to the guitar at age 13. Lubambo's genius can speak for itself, but listeners and critics can't seem to stop praising him once they've heard his stunning interpretations of Brazilian jazz. A graduate of the Villa-Lobos School of Music in Rio in 1978, he then received a degree in mechanical engineering from the Pontificia Universidade Catolica. Fascinated by the rhythms and melodies of Brazilian music and American jazz, Lubambo developed exceptional versatility and fluency in both idioms. He has performed and recorded with An- tonio Carlos Jobim, Dori Caymmi, Astrud Gilberto, Her- bie Mann, Paquito D'Rivera, Phil Woods, Art Farmer and Larry Coryell. In 1985, Lubambo left Brazil for New York, where Astrud Gilberto, singer of the 1964 recording, ".Girl, from Ipanema," immediately employed him. After recon necting with fellow Brazilians Duduka da Fonseca and Nil=: son Matta, impromptu sessions led to the formation of Trio da Paz, known for its guitar-based, fleet-fingered music that connects jazz technique with Brazilian rhythins.The. group has become a major force in revitalizing and evolving the rich Brazilian musical legacy. Lubambo has also established, himself as a composer and performer in collaborations with Dianne Reeves, Michael Brecker, Kathleen Battle, Diana Krall, Herbie Mann, and Wynton Marsalis. Lubambo is among the most recorded guitarists in the world and his most recent CD as part of the Trio da Paz, entitled "Some- where" has received an enthusiastic response from critics and fans alike. RUSSELL MALONE ` -? Born in Albany, Georgia, Russell's first ,- exposure to music was in church. Be a fore he was 5 his mother purchased a toy guitar for him and he started play- ing the music he heard in church on his guitar. By the age of 1o he had become interested in the blues and country mu- sic after seeing musicians like Chet Atkins, 'Glen Campbell, Johnny Cash and Roy Clark on television;.'but-it'was B.B. King who he credits as being an important influence in his evolution as an artist, "(he) was so close to the way the minister in the church would deliver a sermon." Ultimately, jazz became the chosen path for him after listening to the recordings of many of the jazz greats including Charlie Christian, Wes Montgomery and George Benson. One of his most pivotal career-shaping experiences was sitting in with the great organist Jimmy Smith's band in Atlanta and eventually joining his band in the late rg8os. A member of Diana Krall's break-through trio, he helped propel Diana to the summit of the jazz world. Russell has played with a wide range of musicians from different music idioms: Patti Austin, Little Anthony, Regina Belle, Peabo Bryson, the Winans, Kenny Burrell, Ray Brown, Ron Carter, Roy Har- grove, Clarence Carter, George Benson and David Sanborn, who features him on his latest CD. Russell has recorded two very successful CDs with pianist Benny Green, in a duo format; and last year he recorded "Playground," a new CD with his quartet and guests on MAXJAZZ. NILSON MATTA Considered one of Brazil's best bass play- ers. Matta arrived in New York in 1985 and quickly became the first call of many top American musicians. Matta studied ' bass at the Federal University of Rio de Janeiro (UFRJ) with Brazil's premier clas- sical bass player, Sandrino Santoro. In Brazil, he played with Joao Gilberto, Hermeto Pascoal, MPB 4, Nivaldo Ornelas, Helio Delmiro, Leny Andrade, Joao Bos- co, Chico Buarque, Johnny Alf, and Luis Bonfa. Matta was invited to Japan to perform with Lisa Ono in 1983. Together, they spent six months promoting Brazilian music. In 1984 along with drummer Pascoal Meireles, Matta founded Cama de'Gato, one of Brazil's top fusion bands. In the U.S., he has performed and recorded with such well known artists as Joe Henderson, Gato Barbieri, Paquito D'Rivera, Slide Hampton, David Murray, Danilo Perez, Claudio Roditi, Dori Caymmi, Herbie Mann, Toots Thielmans, and Randy Brecker. In 1990, he co-founded an extraordinary quintet--the African Brazilian Connection--with pianist Don Pullen. The quintet released three critically acclaimed CDs: "Kele Mou Bana," "Ode Life," and "Live at the Montreux Festival." In 199z, Matta returned to Brazil to record the CD, "The Magic" with great composer and guitarist Luis Bonfa. Besides the Trio da Paz, Nilson has worked extensively with Joe Henderson recording with the award-winning Joe Henderson Big Band. He has recently released an album with harmonica player Hendrik Meurkens. Matta is on staff at The Bass Collective in New York City, teaching alongside John Patitucci, Victor Wooten, and Lincoln Goines. According to Down Beat Magazine, "Nilson Matta is a powerhouse bass player." 2006 VAIL JAZZ FESTIVAL 21 TOW NIGNACO A Tony Monaco started; playing the ac- cordion at age eight.. twelve, lie dis- covered jazz organ, and Monaco played in jazz clubs around Columbus,!,Ohio while learning to master ,the Hammond B-3. Influenced by such greats As Hank Marr and Don Patterson, his fascina- tion led him to legends Jimmy McGriff, Richard "Groove" Holmes, Charles Earland, Jack McDuff, and Dr. Lonnie Smith. Jimmy Smith 'called on Tony's 16th birthday and shared secrets with the young jazzman over the phone and thereafter on several occasions. Smith later invited Mo- naco to play with him at his L.A. club. When Monaco met Joey DeFrancesco, the experienced jazz organist rec- ognized Monaco's talents and offered to produce a CD for him. "Burnin' Grooves" sparked international atten- tion. Monaco moved on to regional and national tours. Reviewed in Keyboard, Jazz Improv, Allaboutjazz.com, and AMG, it was named "Hottest Single of the Month" in Jazzusa.com. Monaco's second national release, "Master Chops T," climbed into the top 1o on jazz radio charts. Summit Records then released "Intimately Live at the 501," which immediately climbed the charts. Monaco continued to perform widely and soon released his fourth album, "A New Generation," to favorable reviews. In his new home recording studio, Monaco recorded his 5th re- lease on Summit, "Fiery Blues," which outsold previous releases. He toured the US;Ausiralia, New Caledonia, and Canada in 2005 and came home to record "East to West" on his newly formed "Chicken Coup Records." Tours in Jakarta, Indonesia for the JAVA Jazz Festival, Europe, and US have been highlights of 2oo6. Voted in the Downbeat Critics' poll and Readers poll as a top B-Y'player in 2005; Tony was also voted by JazzTimes readers as one of the: top B-3 players in.2666. Jackson, Horace Silver, Ron Carter, Jim Hall and Ray Brown as well as with Wynton and Branford Marsalis and was a member of pianist Tommy Flanagan's trio for io years. He also leads his own groups from duo to septet. In addition to his many touring and recording credits, Lewis has become a much sought after jazz educator. His lectures and workshops at elementary and high schools, music camps, universities and conservatories around the world are as much in demand as his bandstand and studio skills. A member of the faculty at the Juilliard Institute for Jazz Studies, this is the fifth year Lewis has been a member of the teaching staff at the Vail Jazz Workshop. BRUCE PAULWN Bruce was raised in Minneapolis Min- nesota, where he began his study of the trombone at age 11 and later attended the University of Minnesota continu- ing his trombone studies with Steven Zellmer of the Minnesota Orchestra and also with Frank Crisafulli of the Chicago Symphony. After a year of graduate study he spent two years teaching band and orchestra at Roosevelt High School in Minneapolis. He played lead trombone in the Glen Miller Orchestra, led by Buddy DeFranco in 197o and was the lead trombone player in the Buddy Rich Band in 1971 and 1972. During this time Bruce was asked to join the NBC Tonight Show Band, directed by Doc Severinsen. He remained with the band for zo years. He was also a charter member of the Toshiko Akiyoshi Big Band, record- ing.two albums with her, and toured and recorded w" ith the:Poncho Sanchez Latin Jazz Band. Bruce currently lives . and works in Los Angeles and is an Associate Professor of Jazz Studies-at the University of Nevada Las' Vegas. He appears as a jazz soloist and clinician throughout the U.S. and around the world. His recent solo. appearances have in- LEtN? HASH eluded concerts in China, japan, Austraha, and New Zea- .''land. His own quintet can be heard on the Seabreeze album. Having appeared' on more than 300 al- "Minnesota" and he recently appeared, on, Bi11 ' Cunliffe's bums, Lewis is the drummer of-choice''," , CD, "Imaginacion..". for an amazing array ? of artists=from veteran jazz masters to?some of today's ANNIE SELLICK brightest emerging stars. Born in Phoenix, -i , Annie's jazz journey began', auspiciously Arizona, Lewis started"playing drums.at' when she sat, in with. guitarist .Roland age 1o. At 1g, he,began performing with Gresham's trio at a. cluh, near..tbe college local jazz bands while attending Ariz=i: State University, arid, she attended. After; she `sang, the.'crow& by the time he was 21 was'Ns hometown's'.,rst' ca jazz, stood up and cheered: It was clear she had: drummer, performing with legends like Sonny S[itt,.Art,P.ep-, . found her calling. "It shocked me; the re ' per, Lee Konitz, Barney KesselI and.Red Garland when they sponse;. and I think it, shocked Roland`,': appeared there. Lewis moved to New York City in"1g81 and ...too. Maybe that's why the band kepf'me," says SellicLShe? joined vocalist Betty Carter's trio with whom he toured for 4 ` ...moved back to Nashville after working with the trio for four years: He has performed or recorded.with many jazz imirior_ years and honed. her skills at the Nashville Jazz Workshop., tals`including Oscar Peterson, J.J. Johnson,`TDizzy Gillespie;`. She soon won a:devoted following, became 'a,mainstay; at' Sonny Rollins, Benny; Carter,, Clark TerryStari' Getz; Milt ` ,: major jazz venues; and gave a sold- out performance backed 222006 VAIL'JAZZ'TESTIVAL.,-" ....... .. .:::I.... ', .r - .. ;Y'...p': ::` backed by the Nashville Symphony. Sellick's jazz career has taken her through three recordings on her own label (one with renowned jazz organist Joey DeFrancesco), stardom in Nashville, and sold-out appearances in Atlanta, New York, Los Angeles, and Montreal. L.A Jazz Scene wrote, "Annie Sellick is very much a jazz singer who focuses on the music... so adept at handling time that everything she sings has a deeply relaxed, swinging pulse..." L.A Times "Jazz Spotlight" wrote, "Sellick's buoyant singing brings to mind the ques- tion of how Janis Joplin might have sounded had she been born 40 years later and focused on jazz. There's more than Joplin in Sellick's well-formed style, there are traces of Anita, O'Day's roughhewn rhythms, Ruth Brown's blues ... But Sellick's most attractive quality may be the manner in which she has transformed her influences into her own, immediately identifiable style..." From her hometown, The Nashville Rage raves, "Sellick has all the tools to become an internationally recognized jazz star: a massive and malleable voice,:a hip musical know-how steep in the classics, and' a striking and seductive image:' BOB SHEPPARD Bob has built his musical career on a long-term collaboration with leaders in the industry. His success as an international jazz artist complements session work in Los Angeles, music studios, where he is in high demand and has recorded over roo television and movie soundtracks. He meets the disciplined requirements of session work with artistry in all musical situations. Sheppard quickly established himself as a respected impro- vising artist. Known for his inspirational spontaneity, Sheppard's dramatic playing style holds an -.,F..ssive and centered tone, which moves through darkly intensive to lyrically sensitive tonal ranges. An accom- plished saxophonist, he is impressive playing flutes, clarinet, and bass clarinet. Sheppard received a Master's Degree from The Eastman School of Music. His solo recording debut "Tell Tale Signs" includes compositions that reflect a very personal style. Influences came from the widely diverse Joe Henderson and John Coltrane, and Paul Desmond and Cannonball Ad- derley. He spices up performances with a very personal touch. Sheppard toured for two years with Chick Corea's "Origin" and is featured on Corea's CD "Change," which received a Grammy nomination. He has performed and maintained as- sociations with Bill Cunliffe, Freddie Hubbard, Mike Stern, Randy Brecker, Horace Silver, Lyle Mays, Toshiko Akiyoshi/ Lew Tabackin Big Band, Billy Childs, and Nat Adderley. He has displayed a broad versatility on Pop CDs with Steely Dan, Rickie Lee Jones, Manhattan Transfer, Burt Bacharach, Elvis Costello, and Randy Newman. Jazz CDs include collaborations with Bill Cunliffe (Bill's sextet and on the "Imaginacion" CD), Scott Henderson, Michael Franks, Andy Laverne, Kurt Elling, Marilyn Scott, and Diane Reeves. M?k 01mg 0V? SKI 6- GOLF 1075 Cordillera Way This beautifully European-designed home is perfect, for entertaining. Purchase indudes exclusive Vail Passport Club membership and parking space in Vail Village, providing ski-in/ski-out access on Vail mountain. Signature Cordillera golf membership available at a significant discount. Golf course and, mountain views,' private courtyard, and all of. the' amenitiesyou-.r-..:from aluxurylifestyle. Purchase also includes an approved design by the''ongmal architect for an addition to the home- rr ?ximately 2,400 additional square feet). $2,995,000 Lai White, Broker Associate 970.471.2207 b bonglai@aoLeom 292 E. Meadow Drive, Suite 101, Vail, Colorado 81657 Located in the Mountain Hans in Vail Village VailEstatesxom (866) 845-1117 Toll Free (970) 845-1117 Local TERELL STAFFORD Terell picked up the trumpet at 13 and never put it down again. Trained as both s classical and jazz trumpeter, he received a Bachelor of Science in Music Education from the University of Maryland, and a Master of Music degree from Rutgers University. Terell's career took off in the early 19gos when he recorded and performed with Bobby Watson's acclaimed quintet Horizon. In 1997, McCoy Tyner added Terell to his Latin All-Stars Band that also featured Steve Turre, Dave Valentin and Jerry Gonzalez. Since the mid-199os, Terell has performed with John and Jeff Clayton, Cedar Walton and Herbie Mann and appeared on numerous recording, including two CDs he made for the Candid label, "Time to Let Go" and "Centripetal Force." More recent CDs include "Fields of Gold" and "Arts and Crafts" witl'drummer Matt Wilson and "New Beginnings" on MAXJAZZ. Terell has toured with the Kenny Barron Quintet and played with the Carnegie Hall Jazz Band and the Lincoln Center Jazz Orches- tra. An active music educator, Terell,is Director of Jazz Studies at Temple University and a clinician for the Essentially Elling- ton program at Lincoln Center. He has been.a'member of the Vail Jazz Workshop teaching staff for the past ten years. AMRO VELA= ' Arturo was born in Nogales, Arizona, ' but was raised in East Los Angeles. He began playing the trombone as a young- ster and was already a seasoned musician in his early twenties when he was asked to join the Ray Charles band in r98o. After touring with Ray for z year he began a 7 year association with Poncho Sanchez and his Latin Jazz Band. During this period he toured and recorded extensively with Poncho and over the last twenty years Arturo has re- corded with most of the greats of Latin Jazz. He has played in the Gerald Wilson Big Band, the Clayton-Hamilton Jazz Orchestra, Licoln Cener Afro Latin Jazz Orchestra and cur- rently is a member of the Chris Walden Big Band. A first call trombonist in Los Angeles he has also recorded with a diverse group of major artists among others, The Mambo Kings (the original sound track), LeAnn Rimes, Bobby Shew, Tom Jones, Arturo O'Farrell, Johnny Holliday, Tania :Maria, Santana; Linda Ronstadt, Marco Antonio Solis, Tito Puente and Julio Iglesias. He toured extensively with Neil Diamond and with Phil Collins and his big band and appears in Phil's DVD and CD entitled "A Hot Night in Paris." Arturo also can be heard on numerous film and TV soundtracks. 24 2006 VAIL JAZZ FESTIVAL WME 41977-, Uy@R 1-09M@ P A part of the Festival, 12 dedicated and gifted high chool-age musicians from throughout the United States and Canada receive scholarships to participate in an exceptional learning experience that enables them to study in an environment that provides intense interaction with their instructors (two to three students per instructor), as well as with their fellow students, while providing them with the invaluable opportunity to perform at the Festival. John Clayton, noted jazz educator, bass virtuoso and co- ADAM BRAVO, Piano Adam has just graduated from Mission Viejo High School and plans to attend the University of Southern California as a jazz performance major in the fall. He began to teach himself jazz after listening to Vince Guaraldi's "A Char- lie Brown Christmas" soundtrack. He was soon playing in school ensembles and outside groups. Receiving awards and recognition for his performances since 2ooo, Adam is the leader of the Adam Bravo Quin- tet, which was featured at the Orange County Live Music Festival in 2004. He was a winner of the Monterey Jazz Festival Next Generation High School Big Band Compo- sition Competition, where his composition "Perpendicu- lar to Reality" was performed. In 2006, Adam received the IAJE Outstanding Soloist Scholarship at the Irvine Jazz Festival. He sees his participation in the Vail Jazz Workshop as an invaluable opportunity to get immediate feedback to avoid "dead ends" while practicing. He would like to make lasting connections with other musicians. He works on Boy Scout, and Eagle Scout service projects and enjoys literature. Adam's three favorite jazz pianists are Herbie Hancock, Oscar Peterson and Bill Evans. COREY FONWLLE, Drums Sitting behind a junior set of drums playing along with his father's favorite CDs are some of his earliest memories of his connection with music. Corey begam.playing_the drums at z and has never stopped and while playing drums is his first love, he also enjoys playing basketball. Born and raised in Virginia Beach, VA, Corey attends the Governor's School for the Arts in Norfolk where he will be a junior this fall. At GSA he plays in the school's big band and combos. As a member of the Gibson/Balwin Grammy Jazz Ensemble he played on The leader of the Clayton-Hamilton Jazz Orchestra and the Clay- ton Brothers Quintet is the director of the Workshop. Join- ing him as instructors are Jeff Clayton, sax and woodwinds; Terell Stafford, trumpet; Bill Cunliffe, piano; and Lewis Nash, drums. We are deeply indebted 'to this all-star faculty for its extraordinary generosity in, helping us continue a tradition (this is the iith year we have organized the VJF:Workshop) that has establish4the VJF'Workshop-as one of our nation's leading jazz, education programs:i Late Show with David Letterman. He has"also performed at numerous jazz festivals including Chantilly Jazz Invi- tational where he was awarded Best Rhythm Player and James Madison University Tri-State Jazz Festival where he received the "Best Drummer" award. Corey wants to improve his brush:playing,,while at the. Workshop and hopes "to leave the workshop a much more well rounded jazz musician.". Corey has been selected as an Ella .Fitzgerald Charita- ble Foundation. Scholar. The Ella Fitzgerald, Charitable Foundation has provided funding for his Workshop Scholarship. EVAN HENRY, Trumpet Evan is 15 and has played trumpet in bands since elementary school, includ- ing the Eastman Youth Jazz Orchestra (joining the band as the only middle school player), Greater Rochester Jazz Orchestra (a professional band in which he occasionally fills in), lead trumpet in local pit bands, and in Wes Nance's Jazz Ensemble, to name a few. The Rochester Philharmonic Youth Orches- tra recently selected Evan and he will tour with RPYO to Eastern Europe in April zoo7. Evan began trumpet studies in fourth grade and has attended Rochester School of the Arts since sixth grade as an instrumental music major. He also plays piano and keyboards and began studies in jazz and classical in the seventh grade, receiving a Path- ways scholarship. He recently performed at the Rochester International Jazz Festival with several of his teachers as part of the Eastman Educators Jazz Ensemble and has been awarded All City and All County awards for the past three year. At the Vail Jazz Workshop, he would like to do combo work and enhance his performance skills in smaller groups. He plays for benefits that include the American Red Cross and the Pathways Program. 2006 VAIL JAZZ FESTIVAL 25 ADAM KALLMEYER, Tenor Sax Born in Edmonton, Canada to South Af- rican parents, Adam returned to South Africa with his parents when he was 4 and spent the next four years there. Re- turning to Toronto he started playing the alto, listening to jazz and began attend- ing the Claude Watson School of the Arts and playing in the school band. Adam is now a student at Earl Haig Secondary School where he will be senior in the fall. A member of his school's Big Fish Jazz Orchestra, Adam also plays in the Toronto All-Star Big Band, in several small ensembles of the Humber College Community Jazz program and the Evolution of Jazz Ensemble. In 1005'he received the Claude Watson/Earl Haig Music Major Award. His favorite tenor players are Stan Getz, Dexter Gordon and Sonny Rol- lins. Adam's goals for the Workshop are to improve the con- nection between what he hears and what he is playing and wants to allow his "inner ideas to flow through the saxophone more easily and naturally." NOAH KELLMAN, Piano Noah began piano lessons while in kin- dergarten, but "did not discover jazz" until the fourth grade when he heard a local student all-star band perform El- lington. Now 15 he plays jazz piano in a combo he founded, performing frequently „. in Central New York. The band has.had three repeat invitations to the Syracuse Jazz Festival. Noah also runs a weekly Friday night jam session at a local club with fellow musicians and friends. He has received four Down. Beat Student Jazz Awards and other awards include an IAJE scholarship and an "Outstanding Musicianship Award"; at the national Berklee High School Jazz Competition. Noah was accepted as one of three pianists nationally to attend the Brubeck Summer Jazz Colony in W05. Noah donates his time playing at benefits and fundraisers such as a Katrina benefit and fundraisers for his school's music department. He will be a sophomore this fall at Manlius Pebble High School in De- Witt, New York. In addition to taking home information and experience to work on and think about in order to improve his playing, another of his goals in attending the Vail Jazz Workshop is to spread enthusiasm for jazz among his peers. AARON KLEI ,Trumpet v " a 3 ,. Aaron is 16 and will be a senior this fall. He has studied trumpet for the past 5 R 1 years at Cuyahoga Community College with Steve Enos and while he previously ' 1=? . attended Kenston High School in Cha- Y s grin Falls, Ohio, this past year he en- rolled in the post secondary option at CCC in the jazz studies program where he now, takes all of his high school courses along with his jazz studies. In- spired by Freddie Hubbard, Chet Baker and Woody Shaw to name a few, Aaron has been the recipient of numerous awards for his playing, including the IAJE scholarship for Best Soloist at the Tri-C Jazz Fest in zoo4 and scholarships to the Berklee College of Music Jazz Summer Camp in both 2005 and zoo6. This year Aaron has been extremely busy as a member of the Gibson/Baldwin Grammy High School Jazz Ensemble, winner of a Down Beat Student Award for "Outstanding Performance," the Hank Marr High School Jazz Competition Award and the Yamaha Young Perform- ing Artist Award. Aaron is a member of the Tri-C Jazz Fest All-Stars and he leads his own trio and quartet,, playing a weekly gig at a local jazz club called Nighttown: Aaron has played with various national artists including Jimmy Heath, Ted Nash, Matt Wilson, and Oscar Peterson.,, GARRET LANG, Bass-' From violin studies to double bass at Idyllwild Summer Jazz° Cainp, Stanfoid Summer Jazz Workshop, and a scholar- ship to Berklee Summer Five Week Per- formance Program, this senior at Los Angeles County High School for the Arts _>r (LACHSA) is accumulating experience in the music he loves. At 17, Garret Lang already has a long list of bands and groups in his bio. Among them are the Colburn School of Music Saturday Jazz Band, LACHSA Advanced Combo, Intermediate Combo and Lab Band, LACHSA Or- chestra, Kris Bowers Trio and the Garret Lang Trio. He heard "Mingus Ah Um" at age rz, became obsessed, and picked up the bass soon after. His three favorite bass players are Ray Brown, Paul Chambers, and Robert Hurst. At the Vail Jazz Workshop, Garret would like to.gain insight into the history of jazz bass, take advantage of John Clayton's knowledge and expertise, and grow technically and musically. on his'instru= ment. He tours with other high school students and shows younger students jazz basics, sits in with other bands, and plays benefit concerts and charity events. UWAH MORFIN, Alto Saxophone Isaiah would like to move to a higher level of playing and thinking with his saxophone. He also wants to participate in the Vail Jazz Workshop to share with his peers the knowledge he gains from the professional players. Isaiah is 16 and will be a junior at Valley Oaks Charter School in Bakersfield, California, where he is an honor roll student and recipient of the Academic Presidential award. He also plays baritone and soprano saxophone as well as flute. He has studied at the California Arts Summer Jazz Program, the 26 2006 VAIL JAZZ FESTIVAL Stanford Jazz Workshop, the Dave Brubeck Jazz Colony, and the Berklee College of Music summer program in Los Ange- les. He has won the Berklee Summer Performance Scholarship twice, the Jimmy Lyon's Berklee Scholarship, and the zoos Stanford Jazz Workshop Director's award. His musical men- tor is Jeff Clayton. He plays jazz at senior centers, hospitals, community events, and street fairs; he also plays at junior League fundraisers. Isaiah has been selected as an Ella Fitzgerald Charitable Foundation Scholar. The Ella Fitzgerald Charitable Foun- dation has provided funding for his Workshop Scholarship. HA IM NAKMIN, Drums A fan of the 6o's fusion era and Miles Davis, Harvel just graduated from New World School of the Arts in Miami, Flor- ida where he played in the jazz combo and jazz band, which was the winner of the Essentially Ellington competition.in New York last year and where Harvel was awarded a Best Soloist award. He was selected last year for the Brubeck Jazz Institute Summer Colony and has played at several IAJE conventions. Harvel currently plays with a number of combos in the Miami area and three separate gos- pel groups in the community. Eighteen-year-old Harvel has been studying drums for 14 of those years and names Obed Calvaire, a drummer and Vail Jazz Workshop alumni, as one of his mentors. His three favorite drummers are Tony Wil- liams, Duffy Jackson, and Jack DeJohnette. At the Vail Jazz Workshop, Harvel would like to interact with his peers who share his love for jazz and grow as a musician. He attends and helps out at his church. Harvel will attend Miami-Dade Community College in the fall. CAIN 4 w +MLy Alto Sax Born into a musical family in Seattle (his father is an amateur classical pianist and his grandmother was a professional vio- linist), he has been intrigued by classical music as well as jazz since his early child- hood. Logan's first recollection of hear- ing jazz is the classic "Kind of Blue"„CD when he was in the fifth grade. Beginning his musical studies at 4 with a year of violin lessons, he moved to the clarinet in the fourth grade, ultimately settling on the saxophone, he plays alto, tenor, baritone and soprano. The past three years Logan has played in Seattle's Roosevelt High School. Jazz Band, which has been selected each of the past tlireex years to perform in the Essentially Ellington competition at Lincoln Center, where Logan has won three outstanding so- loist awards, one on alto and two on tenor. He has played in a number of combos with local high school and university students and was selected for the Gibson/Balwin Grammy Jazz Ensemble this year. Logan has had the opportunity to play at numerous jazz festivals, among others, the Reno Jazz Festival, Earshot Jazz Festival and Lionel Hampton Jazz Festival, winning an Outstanding Soloist award in 2oo6. WAflCiNS, Trumpet Graduating this spring from Denver School of the Arts Wes played in the f school's jazz band, wind ensemble (which won a Down Beat Student Music Award), concert band and mariachi band, as well as singing in the school's vocal jazz en- semble. He credits his former band direc- tors Dave Hammond and Martin Martinez as being "huge in- spirations" that have helped him bring his focus to his music. He plays the tuba and loves to sing and has been a member of a city-wide choir as well as the Colorado All State Jazz Choir for two years. In addition, he has his own band and plays in a number of jam sessions that take place in Denver. When asked to name his three favorite trumpeters he cites Clifford Brown, Lee Morgan, but indicates there is a three;way'tie for third place-Miles Davis, Louis Armstrong and Dizzy Gil- lespie. He credits transcribing recorded music, with helping him grow,as a player. Wes will attend Community College, of- Denver in the fall. OW" ?EMMAN, Bass " As a bass player, Charlie has very spe- cific goals in his music. He works to ob- tain rhythm section hook up, creating energy and atmosphere to support and interact with the soloist and ensemble. At the Vail Jazz Workshop, his wants to work on his tune list and be able to better recognize changes by ear. He welcomes the oppor- tunity to play with.new musicians, learn new exercises, and improve his arco technique and play in the upper register of the bass. Charlie has participated in master classes with James Moody, Ron Carter, Duffy Jackson, Terell Stafford and the Juilliard Quintet, among others. He recently graduated from the New World School of the Arts in Miami where he played in the wind ensemble, sym- phony orchestra, jazz band and jazz combo. The NWSA jazz band won the zoos Essentially Ellington competition in New York and his rhythm section won the "Most Out- standing" award. Charlie received a full scholarship to the Brubeck Summer Jazz Colony and played in the sextet. Apart from his music, Charlie worked as a volunteer on conservation crews for the National Park Service, helping to build trails and doing conservation work in Texas and Georgia. He will attend the Manhattan School of Music in the fall. 2006 VAIL JAZZ FESTIVAL 27 IMUM00o1011L, PR@(@HaHR3 Jazz Goes to School Now about to begin its tenth year, the VJF's Jazz Goes to School program offers an innovative and fully integrated ap- proach to teaching music and social studies at the elementary and middle school level. The program is presented free of charge by the VJF to all 4th and 5th graders (over i,ooo students) in the public and private schools of Eagle County, Colorado. Jazz Goes to School is formatted as a sequential series of four 45-minute lessons that are presented during the course of the school year. The curriculum combines musical perfor- mances with elementary discussions of the origin and history of jazz, an art form steeped in American history, geography and diversity. By blending these subjects in a lesson plan that also features popular children's songs performed in a vari- ety of jazz styles, demonstrations of various instruments and students' hands-on opportunities to make music, the clini- cians link many social studies subjects that the students are exposed to in their regular curriculum to the history of jazz in an exciting manner. The benefits of an elementary school level music educa- tion are well established as an effective tool for teaching students the thinking skills essential to success in any aca- demic discipline. Jazz Goes to School fills a void with many important lessons and skills, which reinforces the learning of the standard curriculum and stimulates the students' cre- ativity in the process. Washington Prep High School Jazz and Marching Band Since its inception the VJF has been helping the Washing- ton Prep High School Jazz and Marching Band headed by its award winning Music Director Fernando B. Pullum. Wash- ington Prep is an inner-city public high school located in South Central Los Angeles with students from predominantly low-income households. Over 60% of the student body is eli- gible for the Federal Lunch Program, approximately 25% of students attending Washington Prep live in group homes and 40% live in homes without the presence of either parent. The School's administration and teachers have therefore become the extended family for many of the students. While the Jazz Band is an awarding winning ensemble that has performed at such major venues as the Hollywood Bowl, Staples Arena and the Dorothy Chandler Pavilion, there is much more than music excellence required for a student to participate in the program-academic excellence is also de- manded. The impact of the program is evident by the number of students who attend college. In an area of Los Angeles where the average high school graduation rate is as low as 30%, in the last six years all of the students participating in the jazz Band 196 have graduated from high school and all but two have gone on to attend college. The VJF began organizing the Band's trip to Vail for the 4th of July holiday as a direct result of Pullum's desire to broaden his students' horizons beyond their experiences in South Central Los Angeles. He explained, "In order to have a dream they must first see what is available." Each year the VJF joins with the Town of Vail, the Vail Valley Chamber and Tourist Bureau and other organizations to bring the Jazz and Marching Band to Vail so that they can perform and experi- ence all that Vail has to offer. A twenty-hour bus trip from Los Angeles doesn't dampen the enthusiasm of the ioo band members, nor does the floor of the Vail Mountain School gym where they "camp out" while they are in Vail. The trips have had such a positive impact on the students that within days of returning home dozens of students approach Pullum each year, some still in middle school, asking whether they can join the band and go to Vail next year. 28 2006 VAIL JAZZ FESTIVAL I ne [villa mull %nlaNrar -Kulr - u- ro..... vay .......... - -, ... ____ We gratefully acknowledge the following organizations for their generous support that has been vital to the success of the Vail Jazz Foundation and the 12th Annual Vail Jazz Festival. Thank You! • sign design fabii Alpine Bank T?'LO.RADIO. _ca?lon installation' F 303.8889123 . V ki N A T I O N A L THE ZEPHYR ENDOWMENT k Summer. Think VA FOR THE ARTS -?-?- PRIMA W hue. Entertainment. Altitude. COLORADO COLA" "^^- ----'? ON THEARTS WrYMtiti?y r A vail jazz::-.? DDLE0 ® ? ??-?. ? •+? . ? playing 111 what vice want Sound Inc. tv17 avon •>.,•.?„?.?„•,?.?,. GYAMAHA OFFICIAL TRANSPORTATION PROVIDER Bravo! Vail Valley Music Festival City Market/The Kroger Foundation Colorado Mountain Medical ( Evergreen Lodge The"Evjue Foundation Inc., the : charitable arm of The Capital Times Karats notablyfineaudio.com Plata Jewelry PSA Healthcare VA,.Cascade Resort &" Spa 2006 VAIL JAZZ FESTIVAL 29 JAS PRESENTER Gypsum Elementary School Paul Caldwell &, Sue Mason ($12000 and above) Alan & Gloria Hassman " Cory Carlson, Colorado Council on the Arts Gary & Sylvia Jacobs Sallie Dean & Larry Roush Howard & Cathy Stone Richard O'Dell & Colin Bricker. For All Season's.'' George Minzer, M.D. Mr. & Mrs'.;Aiidre'w Garb JAZZ BENEFACTORt Red Hill Elementary School : Gasthof Grainshammer, Inc. ($6000 and above) Jay & Amy,Regan Alan Goncharoff Alpine Bank lean & Richard, Swank{ .= Stephen & Donna:Good Evjue Foundation Maxine & Warren Allan Finney &'Nancy Cage JAZZ SUPPOn'. .Mn Gray oyes Ella Fitzgerald Charitable ($250 anddabove) `'' 4 ..: ?• } . t?' '" Ms. Martha Head, Foundation Doris Baile' Y ` t . Max Holcomb: Peter Knobel BanchiVtamily,Foundation Betty J,',•Hoover Mike & Luc Peak Y Jim Barnes .` Lee Huff; ?:z; . - Samueli Foundation ., ..r Minh &.Ross Boyle Mr. & Ms' C ''B."Hurtt = Town of Vail Eleanor,,&GusjBr'ainante.'::' ' ; Isabelle 'K'amirisk >.' .6 V ail Valley Foundation ' .Joan J & aclc.Carnie ' _ y "`` 1Vlorter Arcli'iiects 1 & Keviih Clan Sall ,. s x y Peter Poses JAZZ PATRON Eagle County, Charter. Academy Mr. & Mrs. Andrew Potash. ($3000 and above) Eagle Valle `Elements School, Y D Ms. Nena Quint Mrs. Barbara Abell Steven J:;Fogel ' Rocky Mountain Barbash Family Fund Thomas and an, Francis Jo Reprographics, Inc. . The Kroger Company : - . ..: Charitable Trust-' Lois Saffian Foundation Miriam Futerniek " Harriet & Bob Scheir Wing & Maureen Mayer ' 'Mike Haler t p Peggy & Clarence Shivers . . Robert & Gretchen Ravenscroft Bruce Kerr ' Tim & Kim Smith" Verna Mae & Phil Smiley Merv Lapin' Gary & VirgiriiaMcDanield Roger & Carol Sperry Wiegers Family Foundation Meadow'Mountain :.' Mr. & Mrs. Les Stern Z Elementary. Schooi ;'• . Greg Stone LOVER JAZ NAACP .; `. ', • Laura & Mark Taylor ($1500 and above) -NCBW, Orange County • _; Drs. Anne •& Dennis Wentz Robert and Debbie King Ford, Chapter ';: ' Jeanne & Craig White Gift of jazz Red Hill Elementary School . Hernreich Foundation Red Sandstone:•PTA 's . •, ? Mr. Gary Williams Mary & L.A. Willoughby Loewenstern Foundation .... , St. Clare Of Assisi= Taste of Vail Stephen Sweaney & Judy Withee Dr & Mrs. Peter Zeegen Vail Academy, ' JAZZ FAN Vail Mountaii•School-,, JAZZ MEMBER ($750 and above) Michael Wehrle'.:. (up to $99) Charles S. Ackerman Norm & Margot- Welch , . Ms. Nancy Byers Avon Elementary Ms. Mary Wilson ",; Todd.Mandel Jim & Sue Bartlett Eugenia Zuckerman Jean .& Melanna Marcellot Dr. Kenneth Blaydow Ray Miller Brush Creek Elementary PTO JAZZ FRIEND Ms.'Marka Moser Claire & Frank Connors . ($100 and above) Wick Moses Edwards Elementary PTA Antler's at Vail Marjorie Rivingston Ralph & Jennifer Ehrenpreis Arthur Beyer Mr. & Mrs. Putter Smith - 30 2006 VAIL JAZZ FESTIVAL i f - `.` _eo e n? ©gallf ' 1S -- 1 71 . _ t t tit ? % t 71-0+ D D 3a' ?'`''^ yow F kl ? `i d?t?Sti1y t-• - - j. ?,• w';? ? 1' •t, 'tis e ?S? t L ?r S ti N: Z ?! l ? ak •?l y t ,.t \? L w? lh Z O. IN '1'UN.E WITH OUR COMMUNITY NEXT TIME, CALL CME PREMIER. YOU DESERVE, SPECIAL ATTENTION. Quality and performance are just two reasons CME Premier has become the Vail Valley's most luxurious private ground transportation alternative. -"* Our privately: chauffeured Cadillacs, 4-wheel drive SUVs and executive vans offer wonderful- guest amenities including comfortable leather interiors, complimentary bottled water and DVD players to entertain the whole group. ? Enjoy personalized service and the freedom to travel to and from Denver International and Eagle, CountAirports and .;throughout Vail, Beaver Creek and other Colorado resorts. 4?' You can depend on . the professional, friendly, experienced drivers, at CME Premier. 800-519-6754 970-926-9800 • - WWW CMEPREM-IER '0M COLORADO'S MOST TRUSTED GROUND TRANSPORTATION COMPANY IS PROUD TO HELP BRING ARTISTIC EXCELLENCE•TO GUESTS AND RESIDENTS, OF THE VAIL VALLEY AS A SPONSOR OF THE 12TH ANNUAL VAIL JA2i,FESTIVAL. VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: VAIL AMERICA DAYS ? PROPOSED DATE(S): JULY 4, 2007 ? AMOUNT OF CASH FUNDING REQUESTED: 850.000 • PRODUCING ENTITY: EAGLE VALLEY EVENTS. INC. President or Executive Director's Name: LAURIE ASMUSSEN Name and Title of Person Completing the Application: -same Address: P.O. Box 115 EAGLE. CO 81631 Telephone: /-328-1182-Cell: / 376-3756_ FAX: /328-5681 WEBSITE: _www.vailamericadavs.com E-Mail Address: info@vailamericadavs.com Organization's tax status: For Profit X_ Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID#_84-1515210 o Does the Event benefit a charity? Yes X_ No o If yes, please name the beneficiary: _numerous vouth orannizations and non-profits Mission Statement: _To produce auality. fun. safe festivals that anneal to all aqe grouns. Number of years your organization has been in business: 7 • Brief Description of the Event: July 4 Parade; apple pie bakeoff; free street entertainment: children's activities; Coordination of all Vail events in event advertisinq: fireworks disDlav • Describe where event will be located within the Town of Vail: Golden Peak to Lionshead: Ford Park • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: TOV/CSE -4- 2007 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: Event sionage: parade entertainment: fireworks show: street entertainment: Event operations: apple pie bakeoff 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically ex,....f,;ed and approved as part of the Special Event Permit. Please see attached information • Is this a: New event Existing event _X Number of years in existence 30 Location(s) of event in previous years: Golden Peak to Lionshead: Ford Park • Number of participants (athletes, artists, exhibitors, etc.) anticipated 300 Number of volunteers needed Number of event staff 20 Total Number of spectators anticipated _30.000 Local 30 % In-state (non-local)_ 50 % Out of State 20 % 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? J$50-60.000 REQUIIWD ATTAl.naiIENTS: ? 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 -5- 2007 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 COri-eS (at least one formatted so as to be easily copied, i.e. unbound, 8 % z 11 size) OF i n ", COMPLETED AY'Y',_dCATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com EVENT NAME: PROPOSED DATES: FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. • 1/3 of the amount upon the completion of the event. TOWSE -6- 2007 Application for Funds 2007 Vail America Days Proposed Event Budget Revenues: CSE Contribution Sponsorships Parade entries Merchandise sales Total Projected Revenues: Expenses: Advertising/Promotions Printing/posters/brochures Newspaper ads/insert Radio ads Public relations Event supplies Signage Street banners Children's activities Decorations Operating Expenses Parade Entertainment Street Entertainment Stage Rental Lodging Sound Systems Equipment Rental Apple Pie Bake-Off Entertainment Expense Equipment Rental Stage/Sound Rental Children's Entertainment Security Fireworks Administrative Expenses Staffing Management Fee Permits Insurance Sponsor Expenses $ 60,000 26,500 500 500 $ 87,500 $ 9,600 9,000 23,000 7,000 21,000 13,450 2.500 Total Projected Expenses: $85,550 2007 Vail America Days Marketing Plan/Potential for Sponsorship Components of Marketina Plan: 1 Direct Mail Postcards announcing parade theme and containing information on participating in parade/listing of Vail America Days schedule of events. 2 Newspaper Advertising An advertising schedule will run in Vail Daily. Purchase of a full-page ad in a pullout section in cooperation with Avon, Mintum and Beaver Creek promoting a comprehensive schedule of events for the holiday weekend. 3 Web presence www.vailamericadavs.com lists all activities for Vail America Days 4 Town of Vail website Vail America Days has a link on the TOV website listing all Independence Day activities and contact information. 5 Event posters Posters listing a complete event schedule are distributed throughout Eagle County Media Exoosure/Public Relations: Support through the Town of Vail public information office assists with public relations for this event. Eagle Valley Events, Inc. will work to create a more comprehensive public relations plan for Vail America Days. Potential for Snonsorshio: Eagle Valley Events, Inc. will pursue the 2006 presenting and community sponsors for re-booking for the 2007 event. 2007 Vail America Days Event Proposal Event Date: July 4, 2007 Location: Vail Village Lionshead Golden Peak Ford Park Event Goals: 1 To produce a quality, safe, patriotic festival that keeps guests in Vail throughout the day 2 To improve the parade entertainment 3 To provide quality entertainment all day 4 To produce a quality fireworks display Anticipated Attendance: 30,000 Benefits of the Vail America Days: 1 Ambient Entertainment provided for guests in town during the busiest weekend of the summer months 2 Event is established and known regionally as one of the best July 4 parades 3 Quality entertainment for guests 4 Cross-promotion opportunities to bring guests back during slower times Past and Projected Demographics/Spending: Over 80% of attendees have children and are visiting for the week of July 4. By coordinating the schedule of events will other organizations, and by creating other entertainment options, we hope to keep parade spectators in town longer to visit Vail restaurants and shops. Projected Return on Investment to the Town of Vail: Vail America Days is an ambient event during one of the busiest summer week in Vail. The Town will receive an event that is entertainment-based and appeals to a broad range of guests. This event strives to create an atmosphere where guests will plan to stay in Town longer than just for the parade or fireworks. Dw??s 2006 Post-Event Report to Commission on Special Events Event Dates: Venue: Estimated Attendance: July 3-4, 2006 West Vail - Millennium Bank Parade Route: Golden Peak to Lionshead Street Entertainment: Lionshead and Vail Village 30,000 Event Components • Apple Pie Bake-Off • Vail America Days Parade • Colo. Air National Guard flyover • Street entertainment immediately following parade in Lionshead and Vail Village • Vail America Days Advertising included all Vail activities for the holiday weekend Patriotic Concert Bravo! events Ice Skating Show Farmers Market Lacrosse Tournament Vail Hill Climb Fireworks (cancelled on July 3 ) New in 2006 • Sound systems along parade route • Two sponsor viewing areas along parade route • "Checkpoint Charlie" entertainment afternoon performance • Apple Pie Bake-Off on July 3 • Plum TV broadcast parade "live" from Vail Village Event Marketing Plan Breakdown of snendina Vail America Davs advertising dollars: • Vail Daily: Half - page; Full page, and Pull-out section ads/7 days prior and leading up to July 4/Holiday insert with other Towns • Event Posters 500 (11 x 17) posters • Event Information Pamphlets: Distributed via the Information Centers and to all lodges - 3,000 total • Radio Remote: KTUN/live interviews, liners on July 3 & 4 • Town of Vail website Event schedule link • Launch of • TV8 and Plum TV interviews on the holiday weekend P.O. Box 6,499 * Vail, CO 81658 * www.vailamericadays.com * 970-376-3756 or 970-390-6264 * 970-328-5681 fax Contribution to Sense of Community Vail America Days contributes to Vail's sense of community in the following ways: Largest traditional parade in Eagle County: The Vail America Days parade attracts spectators from throughout the area. Spectators are visitors to Eagle County as well as residents of the area. The participation of the business community and non-profit groups keeps the parade vital and upbeat. The addition of music is important to keeping the parade fresh. Working with local non-profit groups: The Vail America Days committee invited local non-profits to team up with local businesses to participate in the parade. Approximately 35% of the parade entries continue to be non-profit groups. The local veterans and community youth groups are the largest participants in the parade. 2006 Vail America Days Budget Revenues TOV Sponsorship 50,000 Sponsorships 26,200 Parade entries 900 Merchandise sales 500 TOTAL 77,600 Expenses Advertising/Promotions 9,610 Printing/posters/brochures Newspaper ads/insert Radio Event supplies 7,810 Street banners Event banners Decor T-shirts/hats Operating Expenses 21,000 Equipment Rental Parade entertainment Lodging Sound systems Band lunches Apple Pie Bake-off Event 5,430 Entertainment Radio Remote Equipment Rental Prizes/Supplies Sponsor Expense 1,500 Sponsor appreciation gifts Bravo tickets Sponsor thank you gifts Fireworks 21,000 Administrative Expenses 9,600 Permits Labor Management Fee Insurance 1.650 TOTAL 77,600 2007 Vail America Days Request for In-Kind Services from the Town of Vail Eagle Valley Events, Inc. requests the following in-kind services for the Vail America Days event from the Town of Vail: Police: • Assist with road closure at parade line-up (at Golden Peak parking lot) and assist with traffic control on Vail Valley Drive during parade. Approximate times of 7 AM -12 PM. • Assist with street closures and traffic control along Vail Valley Drive, Checkpoint Charlie, Meadow Drive, and East Lionshead Circle for parade route from 7 AM -12 PM. Also assist with traffic control along Frontage Road for parade line-up (8 AM) and fireworks viewing (9 PM). • Provide lead parade vehicle for parade route. • Provide routine patrol in Golden Peak area for fireworks viewing from approximately 8 PM - 11 PM. Public Works: • Provide personnel to assist with trash removal from parade route. • Raise bus gates along parade route by 7 AM on July 4 until 12 PM. • Hang event banners in approved areas (Vail Village or Lionshead). • Hang street banners in roundabouts. • Assist with street sweeping at conclusion of parade. • Deliver barricades along parade route and to Checkpoint Charlie. • Provide 20 event trash boxes for parade route to Eagle Valley Events. • Provide electrical tie-in for stage/sound at Ford Park, lower bench. • Provide personnel to turn off sprinkler system in Ford Park and along parade route the morning of July 4. Bus system: • Re-route busses along parade route beginning at 7 AM on July 4 until 12 PM. Fire: 0 Assist with fireworks permit. 2007 Vail America Days Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Event staff: JoAnn Moore Victoria Hartman Cindy Lagace Plus: Temporary event staff for parade VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: VAIL ARTS FESTIVAL ? PROPOSED DATE(S): AUGUST 10-12, 2007 ? AMOUNT OF CASH FUNDING REQUESTED: $20,000 • PRODUCING ENTITY: EAGLE VALLEY EVENTS. INC. President or Executive Director's Name: LAURIE ASMUSSEN Name and Title of Person Completing the Application: -same Address: P.O. Box 115 EAGLE. CO 81631 Telephone: /_328-1182_Cell: /_376-3756 FAX: /328-5681_ WEBSITE: www.vailartsfestival.com E-Mail Address: laurie@vailartsfestival.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# 841515210 O Does the Event benefit a charity? Yes _X No O If yes, please name the beneficiary: _ Vail BC Buddy Werner Leaque_ Mission Statement: To produce a quality, appealing and safe arts festival that contributes to the Town of Vail sales tax numbers for the month of August. Number of years your organization has been in business: 7 • Brief Description of the Event: _A street Festival featuring 95 artists from around the US selling original creations in thirteen mediums of art: free children's activities and street entertainment: wine & beer tastinq tents: located in Lionshead on East Lionshead Circle • Describe where event will be located within the Town of Vail: -East Lionshead Circle Artist demonstrations in Lionshead Mall • Will any portion of the event take place outside of.the Town of Vail? Yes X No If yes, please explain: TOV/CSE -4- 2007 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: -Event sianaae; Front Ranae advertisinq: additional auest activities: Public relations • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Please see attached information • Is this a: New event Existing event _X_ Number of years in existence 22 Location(s) of event in previous years: Lionshead Mail • Number of participants (athletes, artists, exhibitors, etc.) anticipated _100 Number of volunteers needed Number of event staff 15 Total Number of spectators anticipated _8-10.000 Local 20 % In-state (non-local) 50 % Out of State J30 % 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? $20.000_ REQUHZED ATTAcnivl[ENTS: ? 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 -5- 2007 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 COrt-CS (at least one formatted so as to be easily copied, i.e. unbound, 8 %2 % 11 size) OF inv, COMPLETED A;<',c',_dCATION AND REQUIRED ATTAI:nMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybil] Navas at 970 376-2394 or specialevents@vailgov.com EVENT NAME: PROPOSED DATES: FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. • 1/3 of the amount upon the completion of the event. TOV/CSE -6- 2007 Application for Funds Revenues: CSE Contribution $ Artist vendor fees Merchandise sales Total Projected Revenues: $ Expenses: Advertising/Promotions Printing/posters/brochures Newspaper ads Radio ads Front Range ads 2007 Vail Arts Festival Proposed Event Budget 20,000 33,250 500 53,750 $ 10,500 Event supplies Signage Street banners Children's Kreative Kingdom Decorations Operating Expenses Roving/Tent Entertainment Food/Beverage Tent Lodging Sound Systems Equipment Rental Town of Vail business license fees Security Administrative Expenses Staffing Permits Insurance Total Projected Expenses: 9,000 13,975 7,500 3,500 9.250 $ 53,725 2007 Vail Arts Festival Marketing Plan/Potential for Sponsorship Event Dates: August 10 - 12, 2007 Promotion to Vail Guests: Radio promotion and advertising: 1 Local event advertising nun on stations including KTUN, Jack FM and KZYR(60 second ads run two weeks leading up to event) Print advertising: 2 300 event posters are printed and distributed throughout Eagle County and into surrounding areas 3 A pullout section in the Vail Daily to promote the event is budgeted. Each artist is included with a photo sample of his or her work. Advertising is also run in the Vail Daily and Vail Trail (1/8 to Y2 page ads are run three weeks leading up to the Festival) Front Range advertising: 4 Front Range radio promotion with station targeting female demographic offering a weekend trip to Vail over Arts Festival weekend. Will include a purchase of an advertising packet. (60-second ads running 3 weeks prior leading up to event) 5 Front Range advertising to run in the Denver Post, travel section, 2 weeks prior and leading up to the event. This will also be in conjunction with the lodging promotion over the Arts Festival weekend, run on the Front Range radio stations. Sponsorship Potential/Media Exposure: The Vail Arts Festival will contract with an independent public relations agency to assist in the development of media exposure of the show. In addition, we will continue to pursue corporate partners for the Festival. Artist Recruitment: The Vail Arts Festival will advertise for artists using the following methods: 1 ArtFair Sourcebook, the number one outsource to artists throughout the United States. This will ensure the quality of the show we offer to our guests. 2 Zapplication.org, a collaborative effort of the nation's top Arts Festivals to assist artists with the application process to festivals. The goal of this organization is to make the application process easier for artists. Involvement with this group is critical to attracting interesting, high-quality artists to our area. 3 Colorado Artist Tour. This packet contains applications for many of the Colorado shows that take place throughout the arts festival season. The mailing list tops 1,200 artists currently. 2007 Vail Arts Festival Event Proposal Event Dates: August 10 - 12, 2007 Location: East Lionshead Circle Event Goals: 1 To provide a quality, open-air street Festival as an ambient event for visitors to Town. 2 To provide continuity with the Festival date for several years. 3 To enhance the Festival to provide additional arts-related activities in the Lionshead area. Anticipated Attendance: 8,000 - 10,000 Benefits of the Vail Arts Festival: 1 Ambient Cultural event provided for guests in town during a busy summer weekend, specifically during the Intl. Dance Festival offering quality entertainment to guests 2 The Festival has experienced growth of visitors over the past two years 3 Tie-in of Lionshead Mall activities to the street Festival 4 Significant Outside Vendor Fees collected by the Town of Vail 5 Cross-promotion opportunities to bring guests back during slower times Past and Projected Demographics/Spending: The Vail Arts Festival attracts primarily women ages 25 - 54 with an annual household income of over $149,000. The Festival also attracts families. Estimated incremental room nights generated: 285 (artists) Town of Vail Return on Investment: 2007 marks the third year in the same venue for the event. We hope that by remaining consistent with our dates and location, we are better able to evaluate the spending habits of the Arts Festival guests. Our goal for 2007 is to expand into both ends of the Festival site with a wine tasting area at one end of East Lionshead Circle and a beer tasting tent at the other end of the site. We hope this addition of beverages, entertainment and food encourage visitors to stay longer at the show. VAIL ARTS FESTIVAL 2006 Post Event Report to Commission on Special Events Event Dates: Venue: Estimated Attendance: Event Components • 98 Artist Booths August 11-13, 2006 East Lionshead Circle 5,000 • Children's "Kreative Kingdom" arts & crafts booth • Artist Welcome Reception hosted by the Antler's Hotel • Daily street entertainers provided by the Arts Festival New in 2006 • Event schedule coincided with Vail Intl. Dance Festival • Launch of www.vailartsfestival.com • Conversion to 100% online application process • Vail Daily pullout section featuring each artist in the show • Cooperative effort with Lionshead-area hotels and restaurants for Artist hospitality Event Marketing Plan Breakdown of snendina Vail Arts Festival advertising dollars: • Vail Daily: Quarter, half and full-page 4-color ads ran 14 days prior and leading up to August 11 opening; pullout section on Aug 11 • Event Posters 300 (1T' x 17") posters • Radio: 8 daily/60-second spots ran 7 days prior to event on Martini radio/101.5 FM and Sassy radio/107.1 in Front Range • Vail Valley magazine Quarter page ad in Arts & Culture section • Roundabout banners: 20 banners were placed in West Vail and main Vail roundabouts one week prior to the event P.O. Box 6499 • Vail, CO 81658 • Phone: 970/328-7750 • Fax: 970/328-5681 • E-Mail: info@vailartsfestival.com Contribution to Sense of Community The Vail Arts Festival contributes to Vail's sense of community in the following ways: Tradition: The Vail Arts Festival is in its 22nd year in Vail. Originally started by a group of local artists, it remains unique to the area. While many other Arts Festivals are traveling as a group throughout Colorado and the United States, the Vail Arts Festival brings a fresh balance of artists to town each summer. Commitment to Lionshead as a venue: The Vail Arts Festival remains committed to the Lionshead area through the current wave of construction. We will do our best to stay in Lionshead in the future. The support from the business community is vital to the growth of the Festival. Commitment to local Artists: Although the show is a juried presentation, local artists continue to be welcome to display and sell their art. The Vail Arts Festival is committed to the growth of new artists and to the local artist component of the Festival. 2006 Vail Arts Festival Budget Revenues TOV Sponsorship 15,000 Artist Fees 33,250 Merchandise sales 765 TOTAL 49,015 Expenses Advertising/Promotions 10,380 Printing/postersibrochures Newspaper ads/insert Radio-Front Range Magazine ads Event supplies 6,800 Street banners Event banners Decor Merchandise Children's Kreative Kingdom Operating Expenses 12,235 Entertainment Artist lunches Lodging Sound system Equipment rental Website development Artist application website Town of Vail Business License Fees 7,125 Security 1,600 Private TOV Comm. Svc. Officers Administrative Expenses 9,500 Permits Labor Insurance 1.650 TOTAL 49,290 2007 Vail Arts Festival Request for In-Kind Services from the Town of Vail Eagle Valley Events, Inc. requests the following in-kind services for the Vail Arts Festival from the Town of Vail: Police 1 Assist with road closure on East Lionshead Circle from the bus turnaround to Dobson Arena from 4 PM - 8 PM on August 9; 8 AM-6 PM on August 10, 11, 12, 2007. 2 Assist with traffic control during artist load-in on August 9 from 4 PM - 8 PM in the Lionshead area on East Lionshead Circle and South Frontage Road. 3 Provide routine evening patrol through Festival site beginning Thursday, August 9 at 8 PM; continuing on Friday, August 10 and Saturday, August 11, 2007. Public Works: 1 Provide personnel to assist with trash removal from Lionshead parking structure outside trash cans (along Subway area). Bus system: Fire: Sales Tax: 2 Hang event banner in Lionshead location. 3 Hang street banners in roundabouts. 4 Deliver barricades to Festival site (at Lionshead parking structure). 5 Provide personnel to turn off sprinkler system along Lionshead parking structure beginning Thursday, August 9 until Sunday, August 12, 2007. 6 Unlock gate between Vail International and Dobson Arena for vehicle access for Vail International guests. 1 Re-route busses between Vail Road and the Lionshead bus stop beginning at 3 PM on Thursday, August 9 and continuing until Monday, August 13, 2007 at 7 AM. 2 Raise bus gates at Dobson Arena (both sides) for adjacent hotel guest access beginning at 3 PM on Thursday, August 9 and continuing until Monday, August 13 at 7 AM. 3 Provide personnel for walk-through of East Lionshead Circle and Lionshead Mall. Schedule a final walk- through on Thursday, August 9 prior to event load-in. 4 Coordination of sales tax license information for all artists leading up to artist check-in. Provide sales tax packets for artists by Thursday, August 9 for artist check-in and load-in. 2007 Vail Arts Festival Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Additional Staff: Festival Staff: Victoria Hartman Cindy Lagace JoAnn Moore Plus: Additional children's and merchandise tent staff Festival Jury: WESTAF-Western Association of Arts Festivals Terry Adams, Cherry Creek Arts Festival Tara Brickell, Cherry Creek Arts Festival Mark Bricklin, Vail Daily Artist Liaison: Carol Hiller VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: HOLIDAYS IN VAIL _ ? PROPOSED DATE(S): DECEMBER 7-31. 2007 ? AMOUNT OF CASH FUNDING REQUESTED: $35.000 • PRODUCING ENTITY: EAGLE VALLEY EVENTS. INC. President or Executive Director's Name: _LAURIE ASMUSSEN Name and Title of Person Completing the Application: same Address: P.O. Box 115 EAGLE. CO 81631 Telephone: /328-1182 -Cell: /376-37S6 FAX: /328-5681_ WEBSITE: www.vailuov.com E-Mail Address: Iaurie()vailartsfestival.com Organization's tax status: For Profit X Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 841515210 o Does the-Event benefit a charity? Yes X No o If yes, please name the beneficiary: _various vouth organizations: Salvation Armv_ Mission Statement: _To produce a auality. safe event that aDDeals to both guests and residents for the holiday season: to assist the Salvation Army durina the-holidav season. Number of years your organization has been in business: 7 • Brief Description of the Event: _Early liahtina of-holiday lights to assist merchant community in holidav shoooinp uromotions: traditional caroling and -parade of lights: fireworks disolav: children's entertainment • Describe where event will be located within the Town of Vail: Lionshead: Slifer Plaza: Golden Peak • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: TOWSE -4- 2007 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: Event operations and supplies: fireworks displav: entertainment: Liaht Up Vail promotion • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Please see attached information • Is this a: New event Existing event X Number of years in existence _10+ Location(s) of event in previous years: _Lionshead: Vail Village: Golden Peak • Number of participants (athletes, artists, exhibitors, etc.) anticipated 60 Number of volunteers needed Number of event staff 15 Total Number of spectators anticipated 10,000 Local 25 % In-state (non-local) 25 % Out of State 50 % • If possible, would you intend to host the event in Vail beyond 2005? Yes X 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? _$35,000_ No REQUIRED ATTAcitMENTS: ? 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 -5- 2007 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 COr,j6S (at least one formatted so as to be easily copied, i.e. unbound, 8'h x 11 size) OF in-c COMPLETED APPLICATION AND REQUIRED ATTAt.ttMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vagov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding in the amount of Subject to the following conditions: Signature: CSE Coordinator Signature: Applicant was approved by the CSE on (date) 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 submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. 1/3 of the amount upon the completion of the event. TOV/CSE -6- 2007 Application for Funds 2007 Holidays in Vail Proposed Event Budget Revenues: CSE Contribution $ Total Projected Revenues: $ Expenses: Advertising/Promotions $ Printing/posters/brochures Newspaper ads Event supplies Signage Street banners Children's activities Decorations/candies Light parade Operating Expenses Entertainment Stage/Sound Rental Equipment Rental Children's Entertainment Security Fireworks Administrative Expenses Staffing Management Fee Permits insurance 35.000 35,000 2,200 6,500 10,500 9,000 6.850 Total Projected Expenses: $ 35,050 2007 Holidays in Vail Event Overview Requested Event Dates: December 7 - 31, 2007 Location: Vail Village; Lionshead; Golden Peak Event Goals: 1 Kickoff event "Light Up Vail" to light holiday tree in Slifer Plaza to coincide with the traditional holiday shopping season for the merchant community 2 Creation of a parade of lights from Lionshead to Checkpoint Charlie closer to Hannukah and Christmas as an ambient holiday event 3 Creation of Holiday Gift Faire at Donovan Pavilion for residents and guests 4 Enhance the New Year's Eve fireworks show/torchlight ski down with music and a larger fireworks display Estimated Attendance: 15,000 Benefits of Holidays in Vail: 1 Provides a series of ambient events for visitors to Town 2 Provides a creative way for business owners to promote holiday shopping season and become involved in cross-promotion opportunities 3 New Year's Eve fireworks and torchlight ski down attracts guests of all ages and creates sense of community within the Village Projected Demographics/Spending: 1 Holidays in Vail attracts families of all ages in a traditional family- oriented time period. 2 The addition of holiday promotions within the retail community, especially the first two weeks of December, hopes to drive additional spending in town. 2007 Holidays in Vail Marketing Plan/Potential for Sponsorship Components of Marketina Plan: • Direct Mail Postcards alerting businesses of event promotions and schedule of events for holiday season. • Newspaper Advertising An advertising schedule will run in Vail Daily. The ad will list the event promotions, fireworks show, and associated children's activities for the month. • Town of Vail website Holidays in Vail has a link on the TOV website listing all event activities and contact information. • Event posters Posters listing a complete event schedule with distribution throughout Eagle County Sponsorship Potential of Holidavs in Vail: • Holidays in Vail has potential for local sponsors. • The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. • This event is an ambient event for our residents and visitors. • The enhancement of the New Year's Eve schedule is imperative to attracting additional event sponsors. Return on Investment to the Town of Vail: This event serves as an ambient event that takes place over several days with the hope that guests will make plans to return at a later date. 2005 Holidays in Vail Post-Event Review Event Dates: November 25 - December 31, 2005 Original Event Goals: 1) To kick off the traditional holiday shopping season at Thanksgiving with a holiday-themed event 2) Continuing the tradition of lighting a Christmas tree in Lionshead 3) To enhance the New Year's Eve fireworks celebration Event Schedule: • Thanksgiving weekend tree lighting in Lionshead area • Santa available to children on weekends in December in Vail Village and Lionshead • Local dignitaries participating in the Vail Village tree lighting in Slifer Plaza with a VIP guest • New Year's Eve fireworks at Golden Peak following the torchlight ski down on Vail Mountain Event Venues: Lionshead Mall: Tree lighting Free photos with Santa Vail Village: Free photos with Santa Slifer Plaza: Tree lighting Golden Peak: Torchlight ski down/ Fireworks Estimated Attendance: 5,000 (total at all events) Budget: Event Revenues: $25,000 Event Operating Expenses: Fireworks $ 5,000* Advertising 2,638 Event supplies 2,530 Candles Cookies/Hot Cocoa Decorations Signage Printing/Postage 868 Operating Expenses 9,960 Santa-weekends Entertainment Sound/lights Choirs Administrative Expenses 3,365 Labor Insurance 950 TOTAL: $25,311 *TOV contributed additional $5,000 2007 Holidays in Vail Request for In-Kind Services from the Town of Vail Public Works: • Decoration of all trees/Town facilities to be lit by December 7. • Provide assistance with electrical needs of all tree lighting areas (Vail Village and Lionshead). • Hang event banners/street banners in approved locations. • Deliver barricades to designated spectator viewing locations. • Provide 10 event boxes/liners for each Tree Lighting. • Provide snow removal from designated spectator viewing areas. Police: • Provide assistance with street closures and traffic control along designated roadways for parade of lights route at designated time. Provide assistance with traffic control along Frontage Road for parade tine-up. • Provide routine patrol at Tree Lightings and New Year's Eve fireworks show (Golden Peak). Bus System: • Re-route buses around parade of lights route and tree lighting areas during event times (limited to approx. 1 Y2 hours). 2007 Holidays in Vail Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Event staff: JoAnn Moore Victoria Hartman Cindy Lagace Noel Lagace Addie Lagace Plus: Temporary event staff for parade of lights LunchLady Productions/Wooden Ladder Inc. 123 West Ellsworth #3 Denver, CO 80223 October 15, 2006 To The Vail Commission on Special Events; Thank you for your review of the following Special Event Funding Request. This proposal is in regard to the I" Annual Vail Busker Festival, August 3151 through September 3`d (Labor Day Weekend), 2007. Vail is an exceptional community. It is not only an international destination and top- rated resort, but it is also a community in which residents take a great deal of pride. It is a cultural epicenter and as such deserves events that further enhance the joys of life, animate the environment and serve to highlight the positive and unique aspects of Vail. The Vail Busker Festival is designed to do just that. Busking/street performance is one of the world's oldest art forms and one that during the European middle ages was a cooperative effort between performers and businesses to bolster foot traffic, business and "hats." In these scenarios, businesses thrived and performers earned needed income. An additional result of this arrangement was the benefit to the community. This art form is accessible to all people and it creates a forum in which to learn, revel in ones environment and better understand people of all types. Street performance, with its whimsical and intelligent humor touches people. A busker event is experiential and while people come for the entertainment, they walk away with the catharsis that comes with laughter. The Vail Busker Festival provides a number of unique opportunities for the community. Unlike most events, a busker festival does not take place in a singular area. In fact, the design of the Vail Busker Festival would ensure that it completely permeates Vail, Lionshead and all the places in between such as the connecting road, shuttle buses, parking garages, businesses and gathering places. Attendees will constantly be on the move in order to experience shows highlighting various areas. This means that the town of Vail, it's amenities and businesses will become the backdrop for the event. This paired with the unique nature of the event will distinguish Vail from other resort destinations. The highly visual nature of this festival not only makes for good press during the event, but it also helps to garner precious pre-event press as photos, line-ups, activities and an explanation of busking is shared. The variety of activities and performers involved in the event help to significantly broaden the demographic base and therefore, it is attractive to families, singles, children and adults. As the event is free of charge, it is also highly accessible. The event will be four days and multiple night hotel packages will be encouraged. Day-trippers will also be tapped, as that will simply increase dollars to businesses and sow the seed for multiple night stays in the future. Perhaps the most enticing reason for Vail to consider a busker festival is that despite the popularity and alluring nature of the art form, there are no longer any busking events of note in the United States. The Denver International Buskerfest, which no longer exists, was not only the largest event of it's kind in the United States, but it was one of the three largest busker events in North America. This was a significant feat in the face of Canada's exceptional street performance events. This means that not only is there a place for this event to shine nationally, encouraging tourists and press, but there is also an eager crowd easily accessed in Denver feeling the loss of an event that was well loved. Vail would be home to the largest busker event in the United States and have no discernable competition. As that is easily done, it should be noted that the further objective is to create a quality event that exceeds expectations and showcases Vail as a cultural destination. This is to be an international event that always has another trick up it's sleeve, is innovative, implements new and enticing angles, and in this manner, ensures the growing interest of the public over future years and the benefits to potential sponsors. Having earmarked Labor Day Weekend as the date, the event will be easily remembered. Programming objectives will be met as there are no other significant busking events over Labor Day. Noting that other events have ceased to exist, calls for an explanation. Events require expertise, attainable objectives, community cooperation, an appropriate space and creative resources to continually re-ignite the interest of the public and sponsors. The failure. of other events was not due to lack a of interest on the part of the public, but rather lack of one or more of the qualities above. In most of the instances in which events such as Denver (2002) and New York (1998) failed, it was because the community support required to help secure space and mitigate the inconveniences that are inevitable with outdoor events faded. It was also the result of weak sponsorship efforts that did not result in the needed money to evolve, promote and expand. I am an experienced festival producer. As the general manager of Performance International for 7 years (1994 2000), I co-produced the Denver International Buskerfest. I sourced and booked talent, maintained relationships, created the budget, handled operations and in the process, created what I believe to be the largest busker database in the United States. When I left Performance International (the producer of the LoDo Music Festival, The Denver Blues and Bones Festival and the Denver International Buskerfest) it was to be further challenged and grow as a producer. That goal has been met. The last six years have been dedicated to working with exceptional event producers to learn more about that which I thought I could learn no more. I have worked on films in the capacity of producer, consulted on events, produced festivals, created street performer programs for public events, acted as a booking agent and worked on events of all shapes and sizes around the country. The one objective that I have always returned to is the need to re-create a successful busker event as the satisfaction and benefits of presenting this kind of event are unparalleled. Working with street performers requires a specific finesse, the :trust resultant from long term relationships with performers, an understanding of the fluid nature of their performances and a connection to their hard to infiltrate world so as to facilitate programming, work cooperatively and ensure their needs are met. I have these qualifications. The Vail Busker Festival will include in its initial year, approximately 15 performers and 2-3 spectacles that will result in a full spectrum of street performance genres. These will include, but are not limited to: large and small circle acts, roving performers, stationary art pieces, late night events for adults and special destinations for children's shows and activities related to the art of performance. Additional aspects of the event may include: fire spectacles, conglomerate group improvisational shows, comedy events, human spectacle, European large scale street theater, busking school for adults and children, community events in which the proceeds will be donated to local charities, performances at hospitals or assisted living homes and a yearly tribute to a country or art form that could be a theme taken on by the town of Vail, it's hotels, restaurants and retail establishments to further involve the entire community. Having worked on a number of events in Vail (Mardi Gras, Big Wheel and Chili), I have worked with numerous hotels and almost all of the businesses of Vail Village and Lionshead. These relationships are of paramount importance. The Vail Busker Festival can be considered a turnkey operation. There is however a need for a cooperative effort between the event and the town to help in securing the site, explaining the event benefits and inconveniences to businesses, and guiding the needed permits for it to occur. The monies granted by the Vail Commission on Special Events, will be leveraged with additional sponsorships that would provide both cash and in-kind services. The Vail Busker Festival requests sponsorship from the Vail Commission on Special Events in the amount of $50,000. This amount would in the initial year make Vail the presenting sponsor. The money would be put toward programming, promotion and the production of the event. Following is the application, requested budget, further information on the marketing plan, demographics and an organizational roster. Thank you again for taking the time to review this application. Sincerely, Kristin n LunchLady ions/Woo en Ladder Inc. 303-778-1462, hashbrown123@earthlink.net VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: ? PROPOSED DATE(S): A J LA J sT- 1-? k CG-7 ? AMOUNT OF CASH FUNDING REQUESTED: Sb, a ca • PRODUCING ENTITY: HIV s?a?t L4 DD ¢ \%VC President or Executive Director's Name: Name and Title of Person Completing the Application: K \Lk Address: Telephone: 3.3 h?'b y 61C-ell:303 /8$c.-I S15 FAX: 363 /..1-1 Fn. - %uA(0 7 WEBSITE: +4 I a E-Mail Address \A V_-,x? _c? W N i23GV--- N'4_A-kA ?--\%-1VL, 1\1 ST" Organization's tax status: For Profit Non-Profit* ?, Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# Z 0 0 31 d D (o ?, (o L4 o Does the Event benefit a charity? Yes No ??F o If yes, please name the beneficiary: Mission Statement: T6 61?%n.3 t ?rEST?J•?? S?C4??'EO ="a Ta4ER?t??2 n. U2??S SsC % %0i\j c?: cat LPL-tct?; «?? .-msse e?.?E?. ?iV ? cc vES¢ATE a..t?.Ca.acvrc .N?•-p ••> : a?E??c??v:Z? tv?- sV;A ?Q_E Number of years your organization has been in business: tv 4 e l+, Z uEyo.Vb t %•1%Hlx\._..Cp.Q`? • Brief Description of the Event: A S> ygb.t-k\ c. s ?- E?i..C=-0A.H A4\jcr EJ???r &t.A ?????w ,?.ctc:.?lt?.? zJ????T -???.??sr????UJ?stt?? • Describe where event will be located within the Town of Vail: v • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting the CSE: • Will additional in-kind services be required from 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. The event promoter will be charged for all labor, materials and equipment unless such services are snecificallv exempted and ?.Fp aved as part of the Special Event Permit. 'fi-C-T W ?-\%-k T-'We c?Fah,-J?.??:i-IPS:?a2s S?c?JZ•r`I.?c>?-?.8?-?C.J?Sr???? ??. • Is this a: New event Existing event Number of years in existence Location(s) of event in previous years: %S peztoZ-A "-=7 %2-s • Number of participants (athletes, artists, exhibitors, etc.) anticipated z -z sv- `-? Number of volunteers needed a5 Number of event staff Total Number of spectators anticipated ; occ) -A o, o C, r? Local 3 0 % In-state (non-local) SG % Out of State 2D % • If possible, would you intend to host the event in Vail beyond 2005? Yes "< No If yes, for how many years beyond 2005? As tAN 4 y a,s .s g v? • Do you anticipate requesting funding fiv.. the CSE next year? Yes No If yes, in what amount? *5o,ooc) REQUIRED ATTACENIENTS: ? 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 in..,,.ental room nights and in. ?. «sed 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 Tl1V /!'CR _ G _ ')M7 A....l:..oti.,.. P-, V--,40 The CSE aYY.,cciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COt iv.S (at least one formatted so as to be easily copied, Le. unbound, 8 % z 11 size) OF i tip 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 additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialeventspavailgov.com FOR CSE USE ONLY: 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 ,..s of the CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a complete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1 /3 of the amount upon the completion of the event. TnxI1rr!V -A- ')M7 A f^, Budget Busker festivals are relatively affordable to produce in comparison to their impact. This is due to the lack of infrastructure and the hope that in future years, performer fees can be minimized in favor of them garnering enough in their hats. Despite this, a careful budget is crucial as is the need to maximize resources to ensure the presentation of something truly unique and capable of grasping the attention of a wide array of people. Below is the initial budget for the Vail Busker Festival. zoo? l Busker Festival B dLa- EXPEI Artist- jArtist Fees/Visas $ 29,000.00 1Airfare $ 12,000.00 lGround Transportation- $ 2,800.00 11-odging- $ 10,000.00 Food- $ 2,000.00 Transportation Vehicles $ 240.00 Props 400.00 Production- lCrew $ 3,000.00 jPitch manaqers $ 3,700.00 lCrew food $ 1,000.00 Pitch sound $ 1,600.00 Sound tech $ 480.00 ILightinq $ 1,000.00 IStaginq $ 800.00 (Decor designer $ 500.00 Ilnformational signage $ 1,000.00 (Decorative signage/decor $ 3,Soo.00 lPolice¢ $ 2,300.00 ISecurity¢ $ 1,800.00 (Clean-up¢ $ 1,Soo.00 113arricades¢ $ 700.00 (Radios $ 650.00 Tents $ 1,400.00 Chairs/tables' $ 400.00 Dumpster¢ $ 800.00 Indoor space rental $ 800.00 Port-O-Lets' $ 900.00 0 Marketing- Promotional materials design $ 900.00 Printing $ 3,200.00 Distribution $ 1,000.00 Ad design $ 1,000.00 Print buy $ 20,000.00 Radio buy $ 15,000.00 Program/Survey $ 2,500.00 Mailing costs $ 800.00 Web/updates $ 2,500.00 Photography $ 1,000.00 General- Staff $ 14,500.00 Staff travel $ 500.00 Programming Travel $ 2,000.00 Staff shirts $ 300.00 Insurance/workman's comp $ 350.00 Paramedics' $ 800.00 Volunteers $ 700.00 Credentials $ 100.00 Permitting+ $ 400.00 Preview Events $ 2,300.00 Misc. $ 2,000.00 VIP- [Tent $ 500.00 Food $ 1,700.00 Tables/chairs $ 400.00 [TOTAL EXPENSES I $ 158,720.001 INCOME [Town of Vail $ 50,000.00 Sponsorship $ 100,000.00 lConcessions $ 4,000.00 Souvenirs $ 51000.00 1Program Sales $ 3,000.00 [TOTAL INCOME $ 162,000.001 Those marked with a "¢" to potentially be discussed with Vail Those with a "-" are hoped to be covered at least in part by sponsors Marketing Plan This is a highly visual event with multiple facets. As such, it is well positioned for regional and national coverage. The objective is to establish a workable budget that maximizes the media and promotional outlets that will best benefit the event and firmly establish its nature, the location, timeframe and its accessibility. The initial objective of the marketing plan involves shaping the understanding of the event in the eyes of the public and press. This will be accomplished through press releases announcing the existence of the event and some of it's plans. Part of this process will involve establishing the event graphically and giving it a presence on the web. The event will be listed on all festival and event sites (including Vail's) and the event specific web site will be implemented. Following this step and the fulfillment of sponsorship needs, advertising and promotional efforts will be ready to be implemented. This would more than likely take place at the end of the ski season in order to reach those that frequent Vail and let them know the event will be happening. Efforts will slow down during the off-season and re-surface for the entirety of the summer in various ways. The aim will be to get the message out in a cost-effective manner. This will be done through thoughtful buys, media related sponsors and the resources of Vail to contact their target market. Beyond this and utilizing other sponsors such as travel web sites and airlines such as Frontier, we will infiltrate the traveling public. The greatest push will occur during June, July and August of 2007 leading up to the event when people are planning their Labor Day activities. At this point, the event will be fully booked and promotions can move beyond just the idea of the event and focus on the specifics of the type of acts and the activities that will occur. These efforts will include (but are not limited to): • Press Releases- Critical to establishing the event, gamering free announcements, raising awareness and scoring interviews in the Front Range and mountain areas (NPR being a prime objective). These will also be sent to other states, travel entities, airline magazines, national magazines and national television stations. • Posters and Brochures- These will be distributed to restaurants, hotels, businesses and transportation centers such as DIA in the Front Range and mountain areas. The infiltration of the Front Range is of particular importance in order to stir up conversation and the desire to once again be part of a busker event. • Point of Purchase Disolavs- To be distributed in the Front Range and mountain areas. • Radio- This will include announcements by sponsor stations, carefully chosen purchased airtime, pledge time sponsorships and on-air interviews. • Print- Ads will be placed in sponsor papers and magazines and in other carefully chosen periodicals. • Cross Promotions- With sponsors, comedy clubs, organizations and festivals. • Preview Events- During the summer in Vail and the Front Range to raise awareness. • Television,- We will seek sponsorship from commercial television as well as targeted cable channels to help get strong visuals out regionally and nationally. • Billboard,- For the month of August in high traffic areas in the Denver metro area. • Total Web Infiltration- Ensure that every available travel, entertainment, social and event site lists the event. Where possible, email blasts will be sent to their members. This will include Myspace and other similar web sites. • Hotels- Establish hotel packages through sponsors and other area hotels to encourage multiple night stays and help get the word out about the event. • Inclusion of Not-For-Profits- This program would set up agreements with not-for- profit organizations that will aid in spreading the word about the event in exchange for visibility or mention at the festival. These organizations may also help with programs instituted to raise money for a charity while raising awareness of the event. Proiected Demographics The attendees of the Vail Busker Festival will be affluent, well educated and savvy about the arts. As this art form is accessible to all, there would also be a hope that some that may not have otherwise considered coming to Vail, will be enticed and find an appreciation of it through their positive experience. Visitors will largely be from the Rocky Mountain Region, but will include an increasing number of destination visitors as the reputation of the event grows. The split between men and women is expected to be roughly even and the age range for adults to be 25-70 years of age. Children of all ages will attend. The event will be attractive to families skewing towards slightly younger ones as well as to adults appreciative of the wittiness of the art form throughout the day and the adult nature of the late night activities. The hope is that the event will attract a cross-section of people who will better understand the allure of Vail through their experience with the event. We expect between 30,000 to 40,000 people over the four days in the initial year. As the event is not currently slated to have any food or beverage concessions of its own, bar a specialty tent in which specific shows occur, all food and beverage dollars associated with the event will go to local restaurants. Attendees will be moving throughout Vail and Lions Head to see given performances, so retail merchants will garner the benefits of heavy foot traffic. As this is being marketed as a multi-day event, area hotels should see the benefit. Based on a $50,000 investment by the Vail Commission on Special Events, the return on investment in expenditures throughout town and in good will towards the amenities and beauty of Vail should be significant. More specific demographic information will be available as the result of surveying in this first year. This information will be invaluable to programming, sponsorship and the marketing of the event in future years. This will be submitted along with a thorough post event report within 90 days of the events completion in September of 2007. Organization Roster LunchLady Productions/Wooden Ladder Inc. are one in the same and both owned by Kristin Nolan of Denver, Colorado. LunchLady is the name under which the event would be produced, while Wooden Ladder is the associated not-for-profit. LunchLady productions does not currently have a year round staff beyond owner, but in this instance, as in many others, would take on employees for the purpose of producing the Vail Busker Festival. These positions would include: sponsorship manager, public relations manager, volunteer coordinator and overall assistant. All other needs such as graphic design and web design would be outsourced. Wooden Ladder Inc. was created to produce unique festivals designed to bring together a cross section of the community. These gatherings celebrate art, educate, help us to recognize our shared history, enrich lives beyond the attendees and highlight the malleable landscape of urban environments. The Board of Directors for Wooden Ladder Inc. as of 10/15/06 is: John Nolan- Financial/Business Advisor Michael Shea- Legal Consultant Samantha Schmitz- Artistic Consultant Kristin Nolan- Executive Director VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: AMBIENT STREET ENTERTAINMENT: Summer 2007 ? PROPOSED DATE(S): JUNE 22 -SEPTEMBER 3.2007. 11 WEEKS ? AMOUNT OF CASH FUNDING REQUESTED: $68.500.00 • PRODUCING EN ii i Y: RESORT ENTERTAINMENT President or Executive Director's Name: DIANE MOUDY Name and Title of Person Completing the Application: DIANE MOUDY, owner_ Address: Mailing Address: Post Office Box 1108, Vail, Colorado 81658 Phvsical Address: 137 Main Street, Suite G-002, Edwards, CO 81632 Telephone: 970/926-7770 FAX: 970/ 926-7815 WEBSITE: www.resortevents.com E-Mail Address: dianeaa resort-entertainment.com Organization's tax status: For Profit- Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# _04-380-4269 o Does the Event benefit a charity? Yes No o If yes, please name the beneficiary: N/A Mission Statement: To provide. alwavs, the highest Quality entertainment services available. Number of years your organization has been in business: 19___ • Brief Description of the Event: Ambient entertainment in the form of roaming busker entertainment or musical ensembles on Fridavs. Saturdavs, and Sundavs at specific locations within the Town of Vail, designed to enhance guest experience . Performances take place during the peak 11 weeks of Summer 2007. • Describe where event will be located within the Town of Vail: Selected locations within Vail and Lionshead Villages based upon the advice and input of the CSE • Will any portion of the event take place outside of the Town of Vail? No TOMSE - 1 - 2005 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: All funds allocated will be used to pav for the costs of providing entertainment includine setting up and striking performance tents and the dailv management of the talent and the entertainment schedule. • Will additional in-kind services be required from the Town of Vail? 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: Existing event, Number of years in existence _ 4 Number of participants (athletes, artists, exhibitors, etc.) anticipated N/A Number of volunteers needed N/A Number of event staff N/A Total Number of spectators anticipated _ Anv Guest Local 47 % In-state (non-local) 28 % Out of State-25 % • If possible, would you intend to host the event in Vail beyond 2007? Yes _X No If yes, for how many years beyond 2007? As manv as possible. • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? TBD 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 The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. TOV/CSE -2- 2005 Application for Funds PLEASE SUBMIT 15 COr'irS (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 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 (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. TOV/CSE -3- 2005 Application for Funds Date: October 2, 2006 To: Sybil Navas Vail Commission on Special Events Submitted by: Diane Moudy Resort Entertainment For: Event Funding Application Street Entertainment Program Summer 2007 ATTACHMENTS 1. Organization Roster: Moudy Productions, d.b.a. Resort Entertainment Sub S Corporation Diane Moudy - owner/principal 2. Detailed Event Budget See attached: Budget 2007and Actual 2006 3. Previous Year's Evaluation Lionshead Busker Entertainment 2006 Survey Results and Conclusion 4. Past or Projected Demo Lionshead Busker Entertainment 2006 Survey Results and Conclusion 5. Estimated Room Nights Not applicable to Ambient Street Entertainment 6. Return Investment Ambient Street Entertainment, by its definition, does not produce any measurable return investment. What ambient entertainment does provide: ? An engaging, safe, engaging diversion for children, older adults, and male guests that allows parents to shop or browse. ? Provides an atmosphere of action and entertainment. ? Adds another element of organization, planning and programming that fulfils the guest's expectation of the "Vail Experience". Other examples would be the flowerbeds at the entrance to Vail, clean streets and trash receptacles, hosts at the bus stops, free bus service. Evaluation of 2006 Street Entertainment In addition to the Survey Results: Locations: Lionshead: Roaming Lionshead has been very receptive to its roaming entertainment all summer long and should be kept in the schedule for 2007, should construction allow for entertainment. Dates: Friday, June 23 - Sunday, September 3, 2006 Weeks: 11 Days: Fridays, Saturdays and Sundays each week. Some Thursdays Exceptions: Adjust, reduce or move entertainment during Special Events Type: Roaming Buskers Detailed Event Budget 2007 Proposed Street Entertainment Program Friday, June 23 - Sunday, September 3, 2007 $68,500.00 3 days per week, 8 locations per week 11 weeks Exceptions: Adjust, reduce or move during Special Event 2006 Actual Lionshead Entertainment Program Friday, June 23- Sunday, September 3, 2006 $31,500, later increased to $47,500 3 days per week, 11 weeks Exceptions: Adjust, reduce or move during Special Event Date: October 2, 2006 To: Sybil Navas Vail Commission on Special Events Submitted by: Diane Moudy Resort Entertainment For: Event Funding Application Street Entertainment Program Summer 2007 ATTACHMENTS 1. Organization Roster: Moudy Productions, d.b.a. Resort Entertainment Sub S Corporation Diane Moudy - owner/principal 2. Detailed Event Budget See attached: Budget 2007and Actual 2006 3. Previous Year's Evaluation Lionshead Busker Entertainment 2006 Survey Results and Conclusion 4. Past or Projected Demo Lionshead Busker Entertainment 2006 Survey Results and Conclusion 5. Estimated Room Nights Not applicable to Ambient Street Entertainment 6. Return Investment Ambient Street Entertainment, by its definition, does not produce any measurable return investment. What ambient entertainment does provide: ? An engaging, safe, engaging diversion for children, older adults, and male guests that allows parents to shop or browse. ? Provides an atmosphere of action and entertainment. ? Adds another element of organization, planning and programming that fulfils the guest's expectation of the "Vail Experience". Other examples would be the flowerbeds at the entrance to Vail, clean streets and trash receptacles, hosts at the bus stops, free bus service. Detailed Event Budget 2007 Proposed Street Entertainment Program Friday, June 23 - Sunday, September 3, 2007 $68,500.00 3 days per week, 8 locations per week 11 weeks Exceptions: Adjust, reduce or move during Special Event 2006 Actual Lionshead Entertainment Program Friday, June 23- Sunday, September 3, 2006 $31,500, later increased to $47,500 3 days per week, 11 weeks Exceptions: Adjust, reduce or move during Special Event Evaluation of 2006 Street Entertainment In addition to the Survey Results: Locations: Lionshead: Roaming Lionshead has been very receptive to its roaming entertainment all summer long and should be kept in the schedule for 2007, should construction allow for entertainment. Dates: Friday, June 23 - Sunday, September 3, 2006 Weeks: 11 Days: Fridays, Saturdays and Sundays each week. Some Thursdays Exceptions: Adjust, reduce or move entertainment during Special Events Type: Roaming Buskers VAELVALLEY FOUNDATION Providing leadership " in athletic, educational . and cultural endeavors to enhance and sustain the quality of life in the ' Vail Valley Board of Directors President Gerald R. Ford Adam Aron Roger Behler October 16, 2006 " Judith Berkowitz _ Marlene Boll " Bjorn Erik Borgen Jack Crosby Andrew Daly William Esrey Vail Commission on Special Events Johannes Faessler Timothy Finchem Town of Vail Cecilia Folz, President 75 South Frontage Road Harry.Frampton, III, Chairperson Stephen Friedman Vail, CO 81657 '- Gerald Gallegos John Galvin John Garnsey Dear Commission on Special Events: George Gillett, Jr. Donna Giordano re a hammer Marc Thank you for the opportunity to present the Vail Valley. Foundation's 2007 a H Robin Hernreich event funding request to the Town of Vail Commission on Special Events. William Hybl-- ' the Town of leased to have a community partnership with We are extremel ' William Jensen . y p Jack Kemp Vail. The Town of Vail's philosophical and financial supgort,of the Vail Kent Logan John Maher ' Valley Foundation provides us the opportunity to create great events that Peter May " " support and benefit the entire community in tangible and intangible ways. R.A Chupa Nelson J.-Douglas Rippeto Michael Shannon Please note 'that this proposal requests support for the 2007 Honda Session Stanley Shuman Rodney Slifer and the 2007 American Ski Classic. I believe both programs are an asset to Ann Smead Oscar Tang the Town of Vail and we truly appreciate your support and consideration. Craig Tuber _ Stewart Turley - - t m Thank-you again, and please call me at 949-1999, &1 may answer any Direc eritus ors E James Berry Craddock questions. , - - Pepi Gramshammer Steve Haber El i K lt Sincerely a ne e on , & 19 1989 G ne World Alpine ' World , - Ski Championships '1994& 2001 'T'erry Brady World Mountain _ Bike Championships Vice President Sales and Operations t AEI World Forum ` American Ski Classic 7 Education Initiatives FIS Alpine World Cup _ Gerald R. Ford Amphitheater line Session Snowboard Event Vail Valley Foundation Scholarship Program Vail International Dance Festival ' Vilar Center for the Arts P.O. Box 309 Vail, Colorado 81658 970.949-1999 ' Fax 970"949-9265 wwwvvforg _ A Colorado 501 (c) (3) " Nonprofit Corporation 1 VAtLVALLIEI( ? FOUNDAPnON ¦ ? Overall Sponsorship Grant Proposal ? for the ? Commission on Special Events 2007 ' 2007 Honda Session 2007 American Ski Classic 1 1 1 TOWATOF-M ? 1 1 J TORN OF VE 1.110 t.ommission on apeciai tven[s VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING Air r'uICATION Please print or type all information ' ? EVENT: The Honda Session ? PROPOSED DATE(S): 1/11/07 to 1/14/07 ? AMOUNT OF CASH FUNDING REQUESTED: $40,000 • PRODUCING ENTITY: Vail Valley Foundation President or Executive Director's Name: Ceil Folz Name of Person Completing Application: Terry Brady, VP Sales and Operations Address: PO Box 309, Vail, CO 81658 Telephone: 970/949-1999 Cell: 970/331-6017 FAX: 970/949-9265 WEBSITE: www.vvf.org ' E-Mail Address: tbrady@vvf.org Organization's tax status: For Profit Non-Profit* X Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current ' State Department of Revenue Certificate with this application. Tax payer ID#74-2215035 o Does the Event benefit a charity? Yes X No ' o If yes, please name the beneficiary: VVF Education Programs Mission Statement: The Vail Valley Foundation is dedicated to sustaining and enhancing this lifestyle from an educational, cultural, athletic and 1 community-based perspective, in essence, enriching the mind, body and soul of the Vail Valley community. Number of years your organization has been in business: 25 • Brief Description of the Event: The Honda Session is a unique professional snowboard event with the largest purse in North America. The field consists of Olympic athletes and top professionals i to include: Shaun White, Danny Kass, Travis Rice and Andreas Whig. The event is held over three days under the lights. The Session also includes and amateur clinic open to the public. In addition, a free concert is held on Saturday night and a public vendor area is available on all competition dates. Describe where event will be located within the Town of Vail: ' Golden Peak on Vail Mountain and in town social event TOV/CSE - I - 2006 Application for Funds k • Will any portion of the event take place outside of the Town of Vail? Yes X No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: Public entertainment and television production • 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. The event promoter will be charged for all labor, materials and equipment unless such services are saecifically exempted and approved as part of the Special Event Permit. Parking vouchers for Vail Structure 140 total over the weekend. In addition, we request plowing services on Chalet Circle. • Is this a: New event Existing event X Number of years in existence 5 Location(s) of event in previous years: Event Competition: Golden Peak, Vail Social: Vendetta's, Samana and Garfinkels • Number of participants (athletes, artists, exhibitors, etc.) anticipated 75 Number of volunteers needed 105 Number of event staff 25 Total Number of spectators anticipated 10.000+ Local 55% In-state (local and non-local) 35 % Out of State 10 % • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? Indefinitely • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? Similar request I TOV/CSE -2- 2007 Application for Funds r ¦ ¦ r ¦ ¦ m ¦ ¦ ¦ ¦i m m ¦ r ¦ ¦ ¦ ¦ ¦ 2007 Honda Session r'4UUN ". .i .A3W M = r M = M r M M M = r M M M 2007 Honda Session ¦ Location Vail, Colorado USA ¦ Dates January 12-14, 2007 ¦ The Event Inaugurated in 2003, The Session brings the world's hottest snowboard riders to Vail for an invitation-only dash for cash under the lights on Golden Peak. With the biggest purse in North America at stake ($124,000+), riders thrill the crowd with their best tricks. In just three years Vail has clearly raised the bar in this sport that has seen exponential growth in recent years. ¦ Unique parties and activities enhance The Session. Sponsors have the ability to create a distinct expo facility, featuring product displays, video games and an athlete and spectator hang out. The Session is clearly a way to reach a younger demographic. ¦ Participants Approximately 45 of the top men's and women's snowboarders in the world receive invitations to participate in the rail and slopestyle competitions. Olympians, Shaun White, Danny Kass and Mason Aguirre highlight this all star lineup. The 2006 Session witnessed Shaun White once again capturing the title in both Men's Rails and Slopestyle, making history with his Slopestyle run that included three 1080's (three complete rotations) and one 900. Imm In, 1 - - Pal 2007 Honda Session ¦ Spectators Over fifteen-thousand fans and visitors pack the venue to catch all the action under the lights over Martin Luther King weekend. The Honda Base Camp expo area provides fans the opportunity to check out the latest equipment and sample products. The Salomon Sunday Session is a public competition open to anyone and everyone. Over 100 amateur snowboarders and thrill seekers try to emulate the pros with varying degrees of success but no limit to the fun. ¦ Credibility In just four short years, The Session has clearly raised the bar with a unique, progressive snowboard competition that many top riders like Marc Frank Montoya and Olympic medalist, JJ Thomas, claim to be the best. "I look forward to the Session event at Vail" says Shaun White in his online Burton Team interview. The premier snowboarding magazine, Transworld, in their pro rider poll ranked The Session in the top five in the world. New in 2005, The Session was added to the elite list of eight international qualifying competitions for the Ticket to Ride Society's "Arctic Challenge", an end of the season all star competition. M = M M M M = r M = s M M M M M 2007 Honda Session Media Exposure - Television ¦ One-hour internally-produced show aired on NBC Network, January 20, 2007 ¦ Rush TV HD broadcast ¦ Kinetic TV Magazine show segment ¦ NRK International broadcast Media Exposure - Internet ¦ The Session's marketing and public relations campaign that incorporated print, radio, television and online strategies. These included the Denver Post, Transworld Magazine, Colorado front range publications such as Westword and CU and CSU college publications. ¦ The Session web site, www.sessionvaii.com provides up to date information on the event with a sponsor page and potential links to sponsor sites. The centerpiece item for 2007 is a one hour television show to air on NBC January 20, 2007. The Session has the potential to reach millions of homes Media Exposure - PRINT ¦ Logo on sponsor page of the Official Program ¦ Logo on event posters distributed valley-wide (Vail, Beaver Creek, Avon, Edwards, Eagle, Gypsum, Minturn, and Wolcott) ¦ Ski Racing magazine event advertisement ¦ Logo inclusion on, but not limited to, all Event print advertising and tags on radio advertising with Vail Valley Foundation media partners, which traditionally include: ? The Denver Post ? The Vail Daily (15,000 daily circulation) ? KZYR-The Zephyr 97.7 FM (Vail Valley) ¦ Sponsor name, logo and link on Event website ¦ Event Ads in Transworld magazine M ¦ ¦ r ¦ ¦ M ¦ ¦ ¦ M ¦ ¦¦ ¦ M M r ¦ ¦ ¦ ? p 2007 Honda Session MME Town of Vail ROI ¦ NBC Network Television exposure 190,000 million homes ¦ Spot Value $15,000 per unit with Vail exceedin commercial value - estimated exposure value g450,000 ¦ $75,000 Lodging for athletes, guests and sponsors ¦ 200 Athlete, guest and sponsor spending 4 days in Vail $100,000 (conservative estimate) ¦ Free Public concert for locals and guests ¦ Public interaction. with professional snowboards ¦ Photos and print coverage national publications ¦ Event to enhance guest experience 2007 Honda Session Corporate Partners ¦ -onda ¦ An ieuser 3usc i ¦ Jni--ed S-_a-:es Air =orce ¦ Vai resorts ¦ Wendy's . ?onLda,?? 2007 Honda Session Personal Demographics EVENT SITE Vail AVERAGE AGE MALE/FEMALE AVERAGE INCOME 28.59 Geographical Demographics EVENT SITE TOTAL ATTENDANCE Vail 15,000 68%/32% IN-STATE OUT-OF-STATE 67% 33% $0-$49,000 67% $50,000-$99,999 17% $100,000 or more 16% 2007 Honda Session 2007 Honda Session TOWN OF VE 0000 commission on apeciai evens VAIL COMMISSION ON SPECIAL EVENTS ' 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: American Ski Classic ? PROPOSED DATE(S): 3/21/07 to 3/25/07 ' ? AMOUNT OF CASH FUNDING REQUESTED: $20,000 • PRODUCING ENTITY: Vail Valley Foundation ' President or Executive Director's Name: Ceil Folz Name and Title of Person Completing the Application: Terry Brady, VP Sales and Operations ' Address: P.O. Box 309, Vail, CO 81658 Telephone: 970/949-1999 Cell: 970/331-6017 FAX: 970/949-9265 ' WEBSITE: www.vvf.org E-Mail Address: tbrady@vvf.org Organization's tax status: For Profit Non-Profit* X Not-for-Profit* ' Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 74-2215035 ' o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: VVF Education Programs Mission Statement: The Vail Valley Foundation is dedicated to sustaining and ' enhancing this lifestyle from an educational, cultural, athletic and community-based perspective, in essence, enriching the mind, body and soul of the Vail Valley community Number of years your organization has been in business: 25 • Brief Description of the Event: A celebration of skiing that includes past legends, celebrities, corporate clients and locals. The event includes, a legends giant slalom race, a legends downhill race and the ford cup participant giant slalom. In addition, there are many social functions associated with the ASC including a free public concert, benefit gala and a tea dance. This will be the 25th year anniversary Describe where event will be located within the Town of Vail: Golden Peak on Vail Mountain and in town social events TOV/CSE - 1 - 2006 Application for Funds k 1 • Will any portion of the event take place outside of the Town of Vail? X Yes No If yes, please explain: One event at the Hyatt in Beaver Creek - the legends banquet • Please describe briefly how you will use the funds that you are requesting from the CSE: Public entertainment, venue infrastructure and lodging • 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit. Parking vouchers for Vail Structure 150 total over the weekend • Is this a: New event Existing event X Number of years in existence 25 ' Location(s) of event in previous years: Event Competition: Golden Peak, Vail Social: Marriott, Hyatt • Number of participants (athletes, artists, exhibitors, etc.) anticipated 300 Number of volunteers needed 75 Number of event staff 25 Total Number of spectators anticipated 1.500 Local 35 % In-state (non-local) 25 % Out of State 40 % • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? Indefinitely • Do you anticipate requesting funding from the CSE next year? Yes X No If yes; in what amount? Similar request TOV/CSE -2- 2007 Application for Funds ¦ 2007 American Ski Classic VAILUALLEY F'pUNDAi lON M M M M === M===== M M r= r 2007 American Ski Classic ¦ Location Vail, Colorado USA ¦ Dates March 21-25, 2007 ¦ The Event - In 2007, the American Ski Classic will celebrate its 25th anniversary. A favorite of fans as well as participants, this weeklong celebration of the sport of alpine skiing offers something for everyone, both on and off the s opes. ¦ Former Olympic and World Champions rekindle old rivalries in the Legends of Skiing event, spanning the decades of the sport from the 1950s to the new millennium. Franz Klammer, Bill Kidd Steve Mahre Pernilla Wiber 9 and Tamara McKinney fill the start order each year as over 30 of the greatest names in ski racing history reunite in the Vail Valley. Stephan Eberharter, who retired following the 2004 season after twice winning the overall World Cup title, is being courted to join the festivities along with other former racers who left their imprimatur on the sport. ¦ Hosted by former President Gerald R. Ford and held annually in the Vail Valley since 1981, the Ford Cu) team competition underscores the very essence of the American Ski C assic, celebrating the fun and enjoyment of the sport. Sponsors have the unique opportunity to race with the Legends in addition to celebrities from the worlds of entertainment, sports, politics and corporate America. r? ? . r r r? ?r r r? r ?r rr r r r r r r r 2007 American Ski Classic ¦ The American Ski Classic also features a festive social schedule that includes apras ski functions, the Legends of Skiing Banquet, a benefit dinner/auction, and exclusive hospitality areas for relaxing and viewing the races or entertaining clients. ¦ Sponsors, legends and celebrities all find the American Ski Classic the perfect family getaway, with the Future Legends ski race a hit among the up-and-coming skiers. Vail and Beaver Creek both are noted for their family programs. Skiers and non-skiers alike will enjoy this unique mountain experience. ¦ Participants - In addition to the Legends of Skiing and celebrities, the participants in the American Ski Classic annually represent an elite cross- section of corporate America with teams composed of sponsors, Vail Valley luminaries and paid participants from across the United States. ¦ Spectators - The American Ski Classic stadium offers an intimate atmosphere for viewing, complete with bleachers and a large-screen television for top-to-bottom race action where ski racing fans gather to watch the festivities. r? r . r? r r? r? r? r? r r rr r r . . . r ¦G 2007 American Ski Classic ¦ Corporate Branding - Corporate sponsors such as Countrywide Financial, Anheuser-Busch American Airlines, Fed Ex, Volvo, Pioneer Electronics, Greenbrier Sporting Club, Snake River Sporting Club and Turks & Caicos Sporting Club have utilized the American Ski Classic to entertain key clients and generate new business opportunities in a casual, relaxed atmosphere. Targeted marketing goals and objectives can be enhanced with on-site facilities and functions. ¦ National Media - Each year a 60-minute television program is )roduced for national distribution that chronicles the American Ski Classic. -"he )roduction will consist of a syndicated one-hour program that will reach no ess than 86% of the US market, and at least 75% of the stations syndicating the event shall be affiliated with one of the networks and the remainder with cable providers. ¦ Charity - The Vail Valley Foundation utilizes its gala dinner and auction to benefit ether a national or regional charity. Over a seven-year span (1999- 2006 the Foundation raised $1.75 million towards a charitable organization. 2007 American Ski Classic r,y? 2007 Afne fican Ski Classic I ,1 J 1 4 9 7 M M M M M M M M M M M M M M M M M M M ¦ 2007 American Ski Classic MEDIA EXPOSURE - TELEVISION ¦ The American Ski Classic produces a 60-minute nationally syndicated television show that will reach no less than 86 percent of the U.S. market, and at least 75 percent of the stations syndicating the event shall be affiliated with one of the networks and the remainder with cable providers. ¦ Resort Network Release 4th quarter thru 1 St quarter 2007 ¦ Kinetic TV Magazine Show segment MEDIA EXPOSURE - PRINT ¦ Logo on sponsor page of the Official Program ¦ Logo on event posters distributed valley-wide (Vail, Beaver Creek, Avon, Edwards, Eagle, Gypsum, Minturn, and Wolcott) ¦ Ski Racing magazine event advertisement ¦ Logo inclusion on, but not limited to, all Event print advertising and tags on radio advertising with Vail Valley Foundation media partners, which traditionally include: ? The Denver Post ? The Vail Daily (15,000 daily circulation) ? KZYR-The Zephyr 97.7 FM (Vail Valley) 2007 American Ski Classic SOCIAL ¦ Free Public Concert - "Village People" Golden Peak ¦ Gorsuch Tea Dance - Marriot ¦ Mountains of Hope Fundraising Gala ¦ Public Vendor area with prize give-a -ways ¦ Welcome Party - Golden Peak ¦ First Light First Tracks CORPORATE PARTNERS ¦ Countrywide Home Mortgage ¦ Pioneer Electronics ¦ Volvo North America ¦ Anheuser Busch ¦ DPS ¦ Bose 2007 American Ski Classic j? Personal Demographics EVENT SITE AVERAGE AGE MALE/FEMALE AVERAGE INCOME Vail 46 61%/39% $0-$99,999 16% $100,000-$249,999 31% $250,000 or more 53% Geographical Demographics EVENT SITE TOTAL LOCAL IN-STATE OUT-OF-STATE ATTENDANCE (non-local) Vail 10,000 35% 25% 40% 2007 American Ski Classic TOW \J 0 = VA -_ RO ¦ $140,000 Lodging for participants, sponsors and guests (Marriott/Cascade/ Tivoli/ Mannor Vail/ Simba/ Lionshead Inn/ Lodge at Vail ¦ 500 participant, sponsor and guest spending for 5 days in Vail - estimated $350,000 ¦ National marketing - Commercial spot value (image recognition) $49500 k value at 102 markets - estimated value $459,000 ¦ Resort Sports Network - 82,000,000 images Winter Season ¦ Vail exposure to potential second home owners and retirees ¦ Traditional event 25th anniversary ¦ Free public concert for locals and guests VAILVALLEY ' FOUNDATION ' Vail Valley Foundation Officers and Titles Cecilia Folz, President Mark Fenstermacher, Chief Financial Officer t Terry Brady, Vice President Sales and Operations John Dakin, Vice President Communications ' Vail Valley Foundation Members of Governing Board President Gerald R. Ford Adam Aron Roger Behler Judith Berkowitz Marlene Boll ' Bjorn Erik Borgen Jack Crosby Andrew Daly ' William Esrey Johannes Faessler Timothy Finchem ' Harry Frampton, Chairman Stephen Friedman Gerald Gallegos John Galvin John Garnsey George Gillett, Jr. Donna Giordano Sheika Gramshammer Martha Head ' Robin Hernreich William Hybl William Jensen Robert Katz Jack Kemp Kent Logan ' John Maher Peter May RA "Chupa" Nelson J. Douglas Rippeto Michael Shannon Stanley Shuman ' Rodney Slifer Ann Smead Oscar Tang ' Craig Tuber Stewart Turley OFFICE OF THE SECRETARY OF STATE OF THE STATE OF COLORADO ' CERTIFICATE 1, Ginette Dennis, as the Secretary of State of the State of Colorado, hereby certify that, according to the records of this office, VAIL VALLEY FOUNDATION ' is a Nonprofit Corporation ' formed or registered on 01/20/1981 under the law of Colorado, has complied with all applicable requirements of this office, and is in good standing with this office. This entity has been assigned entity identification number 19871422974 This certificate reflects facts established or disclosed by documents delivered to this office on paper through 10/12/2006 that have been posted, and by documents delivered to this office electronically through 10/17/2006 @ 15:36:24 . I have affixed hereto the Great Sea] of the State of Colorado and duly generated, executed, ' authenticated, issued, delivered and communicated this official certificate at Denver, Colorado on 10/17/2006 @ 15:36:24 pursuant to and in accordance with applicable law. This certificate is assigned Confirmation Number 6610949 . Secretary of State of the State of Colorado *****r*s*****+x****M+*********rrr******End of CertlfiCate********r**r******r********«**+******* Notice. A certificate issued electronically from the Colorado Secretarv of State's Web site is fully and in¢mediaiely valid and effective.. However, as an option, the issuance and validin of a cer•tifcate obtained electronically nrav be established by visiting the Certificate Confirmation Page of the Secretarv of State •s Web site ht? ml ir_sossrurr.ca.rr,v /'I-,( 'c-a tilic?it?-Se?u chCrirrriu.cfo entering the certificate's confirmation number displayed on the certificate, and following the instructions displayed. Confirmint the issuance of a certificate is merely optional and is not necessarv to the valid and effective issuance ofa certificate. For more information, visit our Web site, Imp:- Mini W, 111A eratr.co.?i?• click Business Center and select "Frequentlc Asked Questions. •• CERT GS D Res ised 09.22i200> ,it teva y- mountain gcmE'. V 1L VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Teva Mountain Games at Vail ? PROPOSED DATE(S): May 30th - June 3rd ? AMOUNT OF CASH FUNDING REQUESTED: $96,050 PRODUCING ENTITY: _Mountain Games. LLC President or Executive Director's Name: _Joel Heath Name and Title of Person Completing the Application: Joe Blair Address: PO Box 1430, Vail, CO., 81658 Telephone: 970-926-4799 Cell : 970-331-7597 FAX: 970-926-4779 WEBSITE: www.untraditional.com E-Mail Address: blair,c_ untraditional.com Organization's tax status: For Profit_XX 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# 84-1657988 o Does the Event benefit a charity? Yes _ XX No o If yes, please name the beneficiary: Charitable Fundraisers will take place throul?hout the event for different charities. Mission Statement: The Teva Mountain Games are the premier outdoor adventure event in the world nositionina Vail as the ultimate mountain nlavl?round. Number of years your organization has been in business: 5 • Brief Description of the Event: The Teva Mountain Game is a celebration of Athletes, Art. Music and Mountains. The Games will feature competitive events in kavakin2. raftine. mountain biking. road bikine. fishing. trail running, climbing and adventure racing. The Games will also focus on the cultural aspects of mountain lifestyle by expanding the focus on the family clinics area which will teach I?uest proper techniques in climbing, kavakin2. adventure racing, road and mountain bikini. TOV/CSE - 1 - 2005 Application for Funds • Describe where event will be located within the Town of Vail: East Meadow Drive, Willow Bridge Road, Gore Creek Drive and Bridge Street, • Will any portion of the event take place outside of the Town of Vail? XX Yes _ No If yes, please explain: _Two kayak races will take place outside of the Town of Vail: The Extreme Creek Race on Homestake Creek located outside Red Cliff and Dowd Chute PaddleCross located on the Eagle River in Dowd Junction. These races will take place on Mav 30th and 31 st • Please describe briefly how you will use the funds that you are requesting from the CSE: Keeping the event within Vail Village has been beneficial to the Town of Vail merchants and event producers. To have an event of this magnitude in such a unique venue takes a great deal of infrastructure to ensure its success. The base allocation will be utilized to provide infrastructure needed to convert Vail Village into the ultimate mountain adventure plavaround attractina the top athletes and entertainers in the countrv. The incremental fundina reauested in 2007 will be utilized to fine tune current nroarams, sustain a safe and user friendlv environment in Vail Village and build a new event web site. Funds will also be used to increase the production level and quality of the Adventure Village activities.. o The Adventure Village is a weekend long schedule of adult and children clinics targeting the soft adventure clientele that Vail has targeted. Clinics will be offered in kayaking, climbing, fishing, adventure racing road biking and mountain biking for three days of the event. o The Teva Mountain Games will launch a new web site on January 1 St, 2007. The site will be interactive and will encourage repeat visits to the site through chat pages and sweepstakes. The site will be user friendly and have information available to all athletes and spectators which will make their visit to the event and Vail a more enjoyable experience. • Will additional in-kind services be required from the Town of Vail? Yes XX 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. The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Events Permit. _A reauest was submitted to Pam Brandmever, Svbil Navas and Charlie Turnbull via email on Auaust 1St. 2006. Please find attached a copv of the in-kind reauest submitted. 0 Is this a: New event Existing event XX Number of years in existence 5 Location(s) of event in previous years: Vail Village, Dowd Chute and Homestake Creek • Number of participants (athletes, artists, exhibitors, etc.) anticipated _1,600 Number of volunteers needed _ 100 Number of event staff 30 Total Number of spectators anticipated 30,000 Local 38 % In-state (non-local) 38 % Out of State 24 % TOV/CSE -2- 2005 Application for Funds • If possible, would you intend to host the event in Vail beyond 2006? Yes_ XX _ No If yes, for how many years beyond 2005? Many • Do you anticipate requesting funding from the CSE next year? Yes _ XX No If yes, in what amount? _ $109.304 o On average, the CSE has funded the Mountain Games at 10% of its expenses. We anticipate the budget for 2008 to be just below $1.1 million and 2008 at $1.2 million. 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 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, 8 1/, x 11 size) 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. EVENT NAME: Teva Mountain Games at Vail PROPOSED DATES: May 30`h - June 3rd Funding in the amount of Subject to the following conditions: was approved by the CSE on (date) TOV/CSE -3 - 2005 Application for Funds 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. TOV/CSE -4- 2005 Application for Funds ,. ; A teva mountain gameS-VAIL 2007 Town of Vail Commission on Special Events Application **Required Attachments** ? Marketing Plan To follow the success of the 2006 Mountain Games, event producers will conduct an extensive marketing campaign inclusive of television, nationally published magazines, newspaper, radio and the internet. o TV We are anticipating producing and airing a one hour show on one of the major three networks. • Anticipating over 180 million cumulative available households o National Print Outside Magazine • We are happy to announce Outside Magazine as a new partner of the Teva Mountain Games. Mountain Games creative will be placed into three nationally circulated magazines. In addition, Outside will provide editorial support leading up to and following the event. Teva Secured Media Buy - 1 million circulation guaranteed • Example of 2006 media: National Geographic Adventure, National Sports Network, Mountain Gazette, and other regional publications ¦ Vertical Media Partners - Full-page ads • Climbing Magazine - circulation of 25,000 • Paddler Magazine - Circulation of 47,000 • Adventure Sports Magazine - Circulation of 10,000 • Running - Partner yet to be determined • Biking - Partner yet to be determined o Regional / Local ¦ Radio • Denver - KBCO or equivalent • Western Slope - Cool Radio and NPR Radio ¦ Print • Vail Daily, Vail Trail, Summit Daily, Aspen Times and Glenwood Post Street Marketing . • Posters - will be distributed throughout Colorado and Utah o Mountain Games will hire recent college graduates to go to all shops that align with the games demographic. In these shops, they will hang up posters, educate the TOV/CSE -5- 2005 Application for Funds sales team about the event and keep them stocked on event and registration information. o Logo Vehicles - Three vehicles from April 1st - June 10th ¦ Front Range Initiatives - Mountain Games will align with gyms throughout the Front Range to provide training packages and provide discounted registration fees. o Internet ¦ Yahoo! - In 2006, Yahoo! covered the event with live daily blogs and information. We are working on aligning with Yahoo! again in 2007 ¦ www.tevamountainaames.com ¦ Email Blast - Partners will send an email inviting those in their data base to attend the event. i.e. Teva.com, V W.com ¦ Mountain Games database email blasts- Anticipating sending out eight informational emails to the Mountain Games database starting January I st, 2007. o Public Relations ¦ An estimated ten journalist will attend the event to participate in a media familiarization trip ¦ PR efforts will include all vertical and national lifestyle publications and local and regional blitz ¦ Over 80 journalist requested media credentials in 2006 ? Previous event evaluation o See attached ? Event Demographic o See attached ? Event Budget o See attached ? Town of Vail Benefits due to the Teva Mountain Games o Extensive national and regional media exposure o Over 400 sponsors and potential sponsors will be traveling to Vail to attend the event o Anticipating over 30,000 people to attend the 2007 Games ? Town of Vail's Return on Investment Incremental Spending Town Wide ROI TOV Sales Tax ROI $2,645,370 $40.70 $1.83 o Events spectators are estimated at 30,000 for the 2007 event which will increase the tax dollars generated because of the event. ? Mountain Games, LLC Officers o Joel Heath - President / CEO / Dreamer o Joe Blair -VP of Operations o Trish Capello - New Business Development o Andy Wenberg - Marketing manager TOV/CSE -6- 2005 Application for Funds A ? teva mountain - 1 C?c'i??l( VI\IL _ -? Town of Vail Request for "In-Kind" Services 2007 In-Kind Request: $9310 o Roundabout banners o Placement of banners in all four Vail roundabouts @ $500 each $2,000 o Hanging flags and removal on International Bridge o Two people @ $35 per hour for two hours $140 o Bucker truck @ $75 per hour for two hours $150 o Bleacher pick up and return from Ford Park o Two trucks & lowboys @ $75 per hour for 4 hours $600 o Eight people @ $35 per hour for 32 hours (two hours for each load in and load out day) $1,120 o Freeride equipment pick up and return o Two trucks & lowboys @ $75 per hour for 6 hours $900 o Eight people @ $35 per hour for 40 hours (2.5 hours for load in and load out) $1,400 o Trash pickup o Two people @ $30 per hour for 16 hours $480 o Po lice extra duty o May 30th - One officer @ $42 per hour for 4 hour $168 o May 31 St - One officer @ $42 per hour for 4 hours $168 o June 1St - Two officers @ $42 per hour for 12 hours $504 o June 2°d - Three officers @ $42 per hour for 18 hours $756 o June 3rd - Two officers @ $42 per hour for 12 hours $504 o Fence load in and removal o Assist with the load in and removal of fence provided by event producer on the venue on May 30th and June 3rd. A total of four people for 1.5 hour each day. o Four people @ $35 per hour for 12 hours $420 TOV/CSE -7- 2005 Application for Funds Special Event Snapshot Form Page I of 1 Special Event Snapshot Form Filled out: 9/14/2006 11:05:21 AM Form ID: 65125637.48637.48637 IP Address: 64.91.6.14 TOWN VA I 1) Name of Event: Teva Mountain Games 2) Dates: May 30 - June 3 3) Time: All Day 4) Location: Vail Village 5) Descriotion of event includino Competition in kayaking; rafting, biking: trail runnina. fishing, adventure racina and climb identification of targeted There will also be activities for families and people of all ages demographic: 6) Anticipated # of Spectators: 28000 7) Anticipated # of Participants: 1600 8) Will there be amplified sound?: Yes Answer the followina 5 questions if May 31, 2pm - 8pm; June 1, 11am - 8pm; June 2, 11am - 8pm; June 3, 8am - 8pm you answered ves to the amplified sound ouestion above 8a) Proposed Days and Times of Use: 8b) Location of Speakers: Slifer Plaza, Crossroads Chute, Corssroads Parking Lot, Willow Bridge Road, Children's Fountain, Golden Bear, Gore Creek Promenade 8c) Intended Use (check all that Recorded Music apply): Live Music PA System 8c-1) Specify Intended Use if you No Response checked 'OTHER': 8d) Please describe briefly how the Public address announcments and festive music. speakers will be used including the expected duration and intensity of sound, type of music that you will be playing, etc.: For additional information or to www.tevamountaingames.com inquire about sponsorship or participation opportunities 9) Website: 10) Event Promoter: Mountain Games, LLC 11) Name of Contact: Joe Blair 13) Phone Number: 970-926-4799 14) E-Mail Address: blair@untraditional.com http://www.vailgov.comlchannelslsurveylshowFormResultsFriendly.asp?sid=35&uid=48637 9/14/2006 2007 TEVA MOUNTAIN GAMES Anticipated Budget Parts Charitable Contributions Equipment & Supplies Bathrooms Communications Competition Miscellaneous Sound & Lights Tents Trash TV Equipment Vehicle Equipment & Supplies - Other $7,700 $Z800 $3,250 $68,020 $6,500 $21 000 $6,500 $1,000 $16,000 $7,100 $2,750 $0 Food & Beverage Beer Commission Licenses Legal Fee Start Up Cash Services Advertising Design Front Range Initiatives Guerilla Crew Newspaper/ Magazine /Print Printing Program Public Relation Radio Signage Web Advertising - Other Awards & Prizes Awards Cash Clinic Contract Labor Laborers Lodging Safety Security Specialist Contract Labor - Other Seasonal Staff - Ops MG Staff $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $500 $100 $0 $2,500 $0 $3,000 $3,000 $19,000 $2,000 $500 $13,000 $5,320 $12,000 $15,000 $9,500 $22,000 $5,750 $0 $4,600 $100,000 $9,000 $17,750 $4,800 $12,300 $10,625 $67,200 $5,500 $10,833 $170,000 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0: $0 $0 $0 $0 $0 $0 2007 TEVA MOUNTAIN GAMES Anticipated Budget Entertainment Everest Awards Entertainment-Bands - Other Entry Fee Athlete Everest Awards Photo Expo Fee $20,000 $84,700 $0 $0 $0 $0 $0 $58,000 $42,000 $5,000 $1,500 $4,000 Insurance Athlete General Liability Liquor Partnership Fees Permits Photography Postage Sponsorship Activation Gift Lodging Reception Television Broadcast Travel Volunteers Meals Uniforms $8,000 $14,000 $3,000 $0 $1,900 $3,000 $1,500 $4,950 $4,000 $12,000 $125,000 $2,000 $7,250 $12,000 $710 $0 $0 $833,692 $0 $0 $0 $0 $0 $0 $0 $0 $1,000 $0 Total 5960.498 5949,402 -$11,096 Parts Charitable Contributions Eauipment & Suoolies Bathrooms Communications Competition Miscellaneous Sound & Lights Tents Trash TV Equipment Vehicle Food & Beveraae Beer Commission Licenses Leaal Fee Start Uo Cash Total Parts Services Advertisina Design Newspaper / Magazine / Print Printing Program Public Relation Radio Signage Web Advertising - Other Awards & Prizes Awards Cash Clinic Contract Labor Laborers Lodging Safety Security Specialist 2006 TEVA MOUNTAIN GAMES Budget $7,050.00 $0.00 $2,400.00 $2,566.89 $30,287.15 $3,832.04 $11,725.83 $3,967.99 $490.00 $14,500.00 $1,666.68 $71,436.58 $6,351.65 $198.00 $6,549.65 $0.00 $100.00 $100.00 $2,782.00 $3,000.00 $84,368.58 $5,837.50 $5,235.00 $2,832.95 $11,216.10 $13,100.00 $5,450.00 $22,324.05 $12,372.00 $2,900.00 $81,267.60 $944.63 $83,249.99 $84,194.62 $8,600.00 $1,076.10 $1,076.10 $0.00 $7,625.75 $4,373.00 $580.00 $4,953.00 $0.00 $27,933.00 $1,164.29 $328.00 $11,900.00 $14,152.15 $59,876.57 Page 1 2006 TEVA MOUNTAIN GAMES Budget Allocated Expence $145,000.00 Contract Labor - Other $3,975.00 $264,001.01 $328.00 Entertainment Everest Awards $43,220.83 $225.00 Entertainment - Other $56,350.94 $5,325.50 $99,571.77 $5,550.50 Entry Fee Athlete $23.00 $39,091.00 Everest Awards $12,212.00 Photo $2,630.00 Entry Fees - Other $1,326.00 $23.00 $55,259.00 Expo Fee $0.00 $17,278.00 Insurance Athlete $6,902.00 $440.00 General Liability $10,411.96 Liquor $3,264.07 Insurance - Other $23,415.00 $43,993.03 $440.00 Misc Income $0.00 $895.38 Partnership Fees $735,250.00 Permits $1,601.00 Photoaraohv $2,875.00 Postage $75.63 Soonsorshio Activation Gift $2,987.70 Reception $9,189.19 $12,176.89 $0.00 Street Team $60.00 $0.00 Television Broadcast $78,274.60 $0.00 Travel $8,230.13 $0.00 Volunteers Meals $1,459.90 Uniforms Hats $2,125.50 $10.00 Uniforms - Other $5,493.30 $7,618.80 $10.00 Misc Item $5,031.51 Total Services $699,054.49 $819,963.88 TOTAL $783,423.07 $827,589.63 Page 2 r ountein Research Summary On-Site Spectator & Athlete Intercept Study Each year our surveys alter between spectators and athletes. The following information regarding the attending spectators is taken from our 2005 survey results. All information pertaining to athlete participation was compiled throughout the 2006 Teva Mountain Games. mountain Research Customer SegiiiLent Based on 2005 spectator intercept study CO Da, 13% Locale ii% /ff CO o-nughl 2ro Inlcrnalvnal / ?? ?3% Out of Slntc 20% FmnA aid Frc,ds I,dcpcidants co,?pra ` 23% F e,ds1, 15% F-& 25% TkMourste r, Research - Family Status Based on 2005 spectator intercept study si,L., i v. npany you on this trip` Nn J2°. A mountain Research - Age Demographics { qtr e Based on 2005 spectator intercept study 33% 30°b n s 15% 3 7-q 7% „ . r.' A 9% 2% 3% 1% 1% N ?e 10 to 14 15017 18 to 20 21 to 24 25 [0 34 35 to 44 45 to 54 55 to 64 65 to 69 1% V-71 70+ 2 ;mour=tain Research - Household Income Based on 2005 spectator intercept study i ? 5% 5% F 1, 2% ?% f a q Q P a s'a? a ?^a?P a a a a a a 22% i 8% ? Mou twin Research - Attendance Based on 2005 spectator intercept study Did you come to Vail Specifically for the TEVA Have you attended these TEVA Games in the Games? past? Y?.. - 65 /o n.= ! No 35% k Y" L 38% No 62% 3 A ri0unt2it, Research - Activities Based on 2005 spectator intercept study Dnung O i "mss w. _. _ - shoPPmb R ... s _. 156% -!'?- -»aiv_ s cussvm mountain ?t ``' 2006 Athlete Research All athlete data was compiled through post event on-line athlete surveys 4 mountain Day Of Re tr. 33% ' k 'E;Vi9 mountain Fcrod w9s Did you pre-register? 2006 Athlete Research Gender 2006 Athlete Research f 6:x 5 ?o4»ta,r, Athlete Household Income 2006 Athlete Research If52,'Jxt f'CKt,xb oS> rte: _- iLSa f K' 1 f 241, pi 3PiC710- j?agw 17% Registration Experience 2006 Athlete Research GocA Er 6 mountain Worst U-A-,ge muntan Value of your registration fee? 2006 Athlete Research _Ay,..j mountain gannes .. et v eua - Crocd 4D, - l a _ Ar:rag: Overall how would you rate the RACE/EVENT(s) COURSE for your event? 2006 Athlete Research ;-1% 7 sa??w.,:a,aga Sjy C% Wage Dd-A'-, g, a?T:l How would rate the SCORING/RESULTS - 11 1 mountain experience within the Teva Mountain Games? r' t 2006 Athlete Research F%xct s'4o A-ge Y 1.°6 $e??v Avnage 31% Overall how would rate your Overall Experience 2006 Athlete Research wo3 l 1 ":P?, T.. AYr:age .?'n<.or Ava _ ? ?b {re; 8 How would you rate the mountain www.tevamountain2ames.com website? 2006 Athlete Research mountain w3 drb Best 10°.b .A•rcYe?e Ee1a•>•P.vera¢s 1 LSv'orst Pt U Ittl I How many times have you visited the Teva Mountain Games' website? 2006 Athlete Research D 4% r i5 J*s 9 a Mountain Where do you live? 2006 Athlete Research ?ra?v os% f rt ofCclr?aio f59e 1.rltltLrl Staics % .A mo?lntai?, Where in Colorado do you live? ?,... a 2006 Athlete Research Fmn; Rankro tDarvr::T?o.:idr: Me j ,t -".---:?- R'er-ex.S'loa<GusiAe <fEsale raniy 1390 r E-gta Cmanry y .v .,.? .3?yo- It 10 If you combined all the time you spent at the Mountain Games' `mountain venues, how much time do you think you spent at this year Teva Mountain Games? 2006 Athlete Research " t . ss?wa ? iria`untain A nnendix Select clipping coverage from regional and, national publications of the 2006 Teva Mountain Games a mo?ntai„ Men's Journal Ing" ia...f t Wer*cc dG in7 (1` ?k ftf$ 15rQn ? t ?C3fli3tJU Hlik ?; I r t it L S?mrarr.Slinr[ I r - ? r 1 mountain Paddler Magazine ' I G A Z i . 'N tv ?1161f1.PIE9? ?Siot?rn _ mountain " GR 8nrna THE c THE ? E," BAL?1t., P?'W a But is CLEFH CREEK Mm Pm KEEIFR vs. Tan BERm&N _ ._. f izms Wnww Nixxt KEa* vs, aetvF Faux National Geographic Adventure } A F r>h o(Juty ?1 ??- Gh y nna Fro?rbcrD?S t I -- io p t Y 1 7 ? 1 4 ier A bn Crty . Lmts 2 rtiountain Boulder Magazine Denver Post IHE DENvER.POS.- 3 m;ountain Denver Post is trot 4 r Copy t?.!Vedin trz;iin'Aitian - r r.r. e 3 see Mold `mountain Rocky Mountain News Il[ Ek ) Adventui' 6ns e . -Ez u .. ,r. j:. r 4R , i Rte': ? - y s d:, 4 Page 1 of 3 Joe Blair From: Joe Blair [blair@untraditional.com] Sent: Tuesday, August 01, 2006 12:57 PM To: Pam Brandmeyer Cc: Sybill Navas; Charlie Turnbull Subject: Mountain Games In-Kind Request Pam, As an event producer in the Town of Vail for the past several years, I have been aware of the many changes that have taken place in regards to requesting "in-kind" funds. I believe the new system will alleviate many questions as well as free Town Council to focus on the bigger picture. With the system in place, and to make sure the 2007 Teva Mountain Games are on the Town's radar, I have listed our requests for the 2007 event below. I have also included the request I submitted last year which received approval from the Town Council. Please note that the fees associated with each requested service are numbers I received last July. If these numbers have changed, please let me know so I can make the proper corrections. If you have any questions, please let me know at any time and thank you for your continued support of the Teva Mountain Games. 2006 amount of contribution reauested: $7.640 o Roundabout banners and flags put up and take down o Two people @ $35 per hour for two hours (flags) $140 o Bucker truck @ $75 per hour for two hours (flags) $150 o Two people @ $35 per hour for 12 hours o Bucket truck @ $75 per hour for 6 hours ** Note that after this request was submitted, $500 per roundabout o Bleacher pick up and return $420 $450 the policy for roundabout banners changed to be o Two trucks & lowboys @ $75 per hour for 4 hours $600 o Eight people @ $35 per hour for 32 hours $2,120 o Speed Trials equipment pick up and return o Two trucks & lowboys @ $75 per hour for 2 hours $300 o Eight people @ $35 per hour for 24 hours $840 o Remove and return sign located on north side of International Bridge o Loader @ $125 per hour for one hour $125 o One person @ $35per hour for one hour $35 o Trash pickup o Two people @ $30 per hour for 12 hours $360 o Police extra duty o May 31 st - One officer @ $42 per hour for 4 hour 10/3/2006 Page 2 of 3 $168 o June 1St - One officer @ $42 per hour for 4 hours $168 o June 2nd - Two officers @ $42 per hour for 12 hours $504 o June 3rd - Three officers @ $42 per hour for 18 hours $756 o June 4th - Two officers @ $42 per hour for 12 hours $504 2007 amount of contribution requested: $9310 o Roundabout banners o Placement of banners in all four Vail roundabouts @ $500 each $2,000 o Hanging flags and removal on International Bridge o Two people @ $35 per hour for two hours $140 o Bucker truck @ $75 per hour for two hours $150 o Bleacher pick up and return from Ford Park o Two trucks & lowboys @ $75 per hour for 4 hours $600 o Eight people @ $35 per hour for 32 hours (two hours for each load in and load out day) $1,120 o Freeride equipment pick up and return o Two trucks & lowboys @ $75 per hour for 6 hours $900 o Eight people @ $35 per hour for 40 hours (2.5 hours for load in and load out) $1,400 o Trash pickup o Two people @ $30 per hour for 16 hours $480 o Police extra duty o May 30th - One officer @ $42 per hour for 4 hour $168 o May 31 st - One officer @ $42 per hour for 4 hours $168 o June 1 st - Two officers @ $42 per hour for 12 hours $504 o June 2nd - Three officers @ $42 per hour for 18 hours $756 o June 3rd - Two officers @ $42 per hour for 12 hours $504 o Fence load in and removal o Assist with the load in and removal of fence provided by event producer on the venue on May 30th and June 3rd. A total of four people for 1.5 hour each day. o Four people @ $35 per hour for 12 hours $420 Joe Blair Untraditional Marketing blair(c)untraditional.com 10/3/2006 The Convergence lp'estival will bring their i*nformati*on.to the meeting on 'Tuesday. VAIL COMMISSION ON SPECIAL EVENTS 2007 EVENT FUNDING APPLICATION Please print or type all information ? EVENT: -Wi I maid G(a S ? PROPOSED DATE(S): ?Ckj(i. a K--,9O1 A00-7 ? AMOUNT OF CASH FUNDING R?QUESTED: s 660C,, OU PRODUCING ENTITY: V GU ? UGC ti. CvCumve 1 --roit• isfn 13ureq" President or Executive Director's Name: Wl(ckwI kbi n%4 Name and Title of Person Completing the Application: ?U(i = Tc??-,li /ISO I Ciammu'IiCU?'(1S Address: ry?Qr Im F. iomh w Doe, Suite 34 Va i . rO SI(as-7 ' Teleplione:'7-1o /q'n-4e211 Cell: 0113 /5?;9-qlP3`1 FAX:'??U / N]?-(??Ss WEBSITE: ww??= v? sr+ u?ti 1 vas le,, E-Mail Address: f bm lr ??Sa.,? vi S; l UGt; i r/q[le? , e . Organization's tax status: For Profit 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# gub53599-7 o Does the Event benefit a charity? Yes X No o If yes, please name the beneficiary: 6W Of I&AMS 6gvd Cur - T8i7 Mission Statement: --b uv rcue (hQ Cord ?Y1S buSine?S success . Number of years your organization has been in business: qb+ • Brief Description of the Event: UGLiI'S PAallti C DfGS WPhrG}in/? iS A 411rXP g Q,(IQ/?f 4Vaf a,P,nPrct S Vi?GR[i {v.? P ld %1em P,4 I„nfih ors-M0009..r? &d i n 1k Ta„Yn d V 4he ? v Indirlg__l ? +0 ard ?A6W4tllo,, 5+ Ives tn. "ll(A-Pne (1A )lann(Q l? ate in dude nwtsa?rfaQe ?ar+?, T. E f1 [?rlra?? ? ?J 3rvoe rar4 snore. T t V6 on "I S P tJgA i 511, Ik-)51fion 0P Vas ! MA,41 Carus 1t?tebrc,h? AS The lar6eS+ of rl5 Gttl 01'hv+e ftkWAff, AS " 1U Pw?de an*ef OPcr?c? -1v • Describe where event will be located within the Town of Vail: ?In W V hrak frd - L, o ?e ? (cca4b an TE[)) TokL op e t- GtU Z l (P?fU?s [A?,ll 4 eA(oj/Gyd it) ho • Will any portion of the event take place outside of the Town of Vail? . ?Z Yes No If yes, please explain: W-MI n C U, A56 661 Will beat fd s F. L 11 - if visi F Lki• 1, TOV/CSE -4- 2007 Application for Funds ?•?1P?lease describe briefly how you will use the funds that you are rec?uesting from the CSE: fa&AS Wi11 W used ib OiarlCe.N- edaA4,s oven, s[o?e. aA roach (,t. oadtFYon Cf IiVC O1k9C,, inC&MU)441 M-fiAa-bw/F,ay?f glra, rvlG.rke4htx?; 01 + S11450, e4,e.) Sb fha4 V 151 5 ben n 11, a SSZ4+e. W i I as q. MAau (c?aS (Je -na -t, bn . - • Will additional in-kind services be required fi.,,u the Town of Vail? Yes 7 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. The event promoter will be charged for all labor, materials and equipment unless such services are snecificallv exempted and avF- red as part of the Special Event Permit. -510_ VVC A Will WOM Wi h'1 41\9- o; Vail tb A&umoe- Wha+- in-k;nd 'WviceS mioh+ be nV9/qna+e +he_ Far- TunaLA pocroc(i (, . P. r/bA cnkrcA 401 K;nb,-ek.) y1o rAvw r n - rc r,4 sQ Zvi cad a.re aA, , pa-ted . • Is this a: New event Existing event Number of years in existence oQ Location(s) of event in previous years: Fu%, 1 of W U 1 "61 VX ( ?A1c>\JM Un • Number of participants (athletes, artists, exhibitors, etc.) anticipated 930 /I)vtf the 3 c a. y Wt/N') Number of volunteers needed ID Number of event staff 10 Total Number of spectators anticipated I-10b- aobb ltuff ft 3 &?j eua&) Local_ 1D % In-state (non-local) 40 % Out of State q O % • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? i??G??'?t?»t • Do you anticipate requesting funding from the CSE next year? Yes No If yes, in what amount? -Tk-2.A) REQUIRED ATTAt mAENTS: ? 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 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 TOV/CSE -5- 2007 Application for Funds The CSE app.,xiates 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, 8 % z 11 size) OF tnr. COMPLETED APPLICATION AND REQUIRED ATTAuruvIENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents@vailgov.com FOR CSE USE ONLY: 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 CSE's funding allocation. ¦ 1/3 of the amount upon submittal of a c.,...,Jete Special Event Permit Application, which is due a minimum of 45 days prior to the start of the event. ¦ 1/3 of the amount upon the completion of the event. TOV/CSE -6- 2007 Application for Funds (,Se . Visitor . ?o VAI L VALLEY Chamber Tourism Bureau 2007 Vail Mardi Gras Town of Vail CSE Application Required Attachments "Laissez les bons temps rouler!" VAILVALLEY Chanilxr &-lowism Burc-au Vail Mardi Gras 2007 Event Budget (proposed) 2007 Mardi Gras Budget (Proposed) EXPENSES Event Collateral $ 2,000.00 Advertising (newspaper, radio, etc.) $ 11,000.00 Giveaways (beads, noisemakers, etc.) $ 3,000.00 Street banner $ 150.00 Live entertainment $ 3,000.00 PR/event coordination fees (VVCTB) $ 7,500.00 Miscellaneous $ 700.00 TOV permit fees $ 150.00 Event signage (retail, town wide, etc.) $ 1,500.00 Parade prize gifts $ 2,000.00 TOTAL EXPENSES $ 31,000.00 SPONSORSHIPS/CONTRIBUTIONS Bacardi $ (2,000.00) Coors $ (2,000.00) Volvo $ (2,000.00) Vail Mountain $ (20,000.00) Town of Vail - CSE $ (5,000.00) TOTAL SPONSORSHIPS/CONTRIBUTIONS $ 31,000.00 MARDI GRAS REVENUE (projected) Crawfish boil - on mountain $ 5,500.00 TOTAL EVENT REVENUE $ 5,500.00 Vail Mardi Gras 2007- Laissez les. bons temps rouler! I VAILVALLEY Chmixr&Toui=Bure-au Vail Mardi Gras 2007 PR/Communications Plan Objective: Generate recognition and excitement for the Vail Mardi Gras celebration to attract local, regional, and national visitors to the area. Position as safe, affordable option to celebrate Fat Tuesday. Target Audiences: Locals, Regional Guests (Front Range) and Destination Guests (with emphasis on Dallas, Chicago markets); communications to resonate with families, couples and young adults. Strategies: • Develop pitch arsenal of Mardi Gras-themed events/celebrations; research Mardi Gras celebrations in competing cities to tailor pitches. • Work with Vail Resorts media staff (including video intern) to further promote the event • Align pitches with ad buy outlets; leverage ad spends to secure editorial coverage. • Pre-pitch national media months out to secure coverage in time to allow guests to book travel. • Pre-pitch regional/local media to gradually build event anticipation/excitement; tie to current ski season visitation numbers for newsworthiness. • Pitch regional/local media to secure coverage for the week leading up to the celebrations and week of. • Leverage entertainment/band for media fodder; offer band interviews to local, regional radio outlets. • Develop an arsenal of press releases to announce event developments as they occur (i.e. Mardi Gras King/Queen court/winners; Taste of New Orleans participants, Mardi Gras bar celebrations, parade/float information; best float, Fat Tuesday entertainment; masquerade event details, charity of benefit, children activities, etc.) • Leverage sponsorships for media play if determined appropriate. • Incorporate online call to action in all communications to drive visitors to vailmardigras.com/vail.com. • Incorporate event announcements into existing communications (i.e. VVCTB newsletter, VRI employee communication) • Weave event announcements into appropriate e-mail communications (SteepSavers, etc.). Media Targets: National Regional Local National Dallas Morning News Dallas Star Tribune D Magazine Front Desk Dallas Modern Luxury Dallas Chicago Tribune Chicago Sun Times North Shore CS Magazine Front Desk Chicago Chicago Reader * =Ad spend Denver Newspaper Agency (Denver Post, Rocky Mountain News)* Westword 9News, 7News, 4News, Fox31 97.3 Vail Daily* Vail Trail TV8* KZYR* NRC* Vail P.M. (online) Vail Mardi Gras 2007 - Laissez les bons temps rouler! SKI Magazine/Skiing Freeskiier Shape Self Backcountry Outside Travel + Leisure Ski Bum News (online feed of ski related newel Feed the Habit (online feed of ski related news) 2 r .e 4 = VAILVALLEY Chuntxr&Tourism Bureau Vail Mardi Gras 2007 PR/Communications Plan (continued) Pitch Sampling: • Vail Mardi Gras - High on Fun, Value and Altitude o Feature spotlighting Vail as safe, affordable and ideal location for families to celebrate Mardi Gras. • Vail Mardi Gras - High on Altitude and Convenience o Targeted pitch to Dallas/Chicago markets with emphasis on direct air access to Eagle. • Vail Mardi Gras -More than Cajun Specials to Warm You o Targeted pitch to couples spotlighting Taste of New Orleans romantic dining options and mountain activities. • Vail Mardi Gras - Let Our Cajun Specials Warm You o Feature spotlighting Taste of New Orleans restaurants specials. • . Vail Mardi Gras - Your President's Day Just Got Extended o Feature on added value, fun to be found Mon/Tues (entertainment, parade, restaurant specials, etc.). •, Vail Mardi Gras - Ski Fat Tuesday o Feature on why Vail is ideal place to spend Mardi Gras. • Vail Mardi Gras - Float and Ski on the Same Day o Feature on why Vail is ideal place to spend Mardi Gras. • "Best of Vail Mardi Gras o Vail Daily "Best of roundup (i.e. float, masquerade costume, retail/merchant decor, best Cajun dish of participating Mardi Gras restaurant, schwag, bar special/Cajun drink, etc,). Measurement Criteria: • Amount of lodging booked through Tuesday/Wednesday (Feb. 20 - 21); may need to survey to assess findings • Amount of direct flights from Dallas/Chicago • Number of merchants participating with decorations • Number of restaurants participating in the Taste of New Orleans • Amount of money raised for charity (if one is selected) through Taste of New Orleans • Number of participants in parade • Number of parade spectators • Number of online votes for Vail Mardi Gras King & Queen • Website visits to www.vailmardiuas.com Vail Mardi Gras 2007 - Laissez les bons temps rouler! 3 . Vii- .' 9 VAILVALLEY Chambcr&--Tourism Burcau Vail Mardi Gras Marketing Plan 2007 I Vail Mardi Gras 2007 - Tentative Marketing Plan I Event Dates: Feb.17-20 I Publication Run Date Issue Specs Impressions Due Date Send To Contact Info. Ad Value I Front Range Print TBD Tuesday Ski Sections 3 col. X 10" Nancy Berenato $6,000.00 Email I Emountain Mail Regular Email TBD Out of State Database included Mardi Gras info. 100000 I Steepsavers Reqular Email TBD In State Database included Mardi Gras info. 100000 I Steepsavers Reqular Email I TBD In State Database Mardi Gras specific email 100000 ' I Vail.com Events Calendar w/ Link All Season calendar of events listing 4119500 Home Pape Presence January 15 - Feb. 20 Event Feature on homepaqe 50000 Shannon Schmidt - 206-223- Posters Mid January 500 Collector's Edition Posters 18 x 24 Flat/Finished Shannon?hl2_com 0055 I Lindy Phannenstiel 970-479- TV8 TBD 3 Live Interviews IindypCcDvailresorts.com 4685 I 1 2/19, 2125 8 2128 Lance Fahrney - 949-0555 x Reqional Print TBD TBD 1/2 Page Vert, 4-Color (3"x15") 45000 Lfahmev(cD_vaildaily.com 14701 $3,000 Wall Daily TBD Full Pape, 4 Color (10"x15) 1 Event Ad ITaste of New Orleans Ad I I I Could we approach restaurants for a VD co-op? More a fordable on their part? ' I I I IKZYR The Zephyr an. 15 - Feb. 20 ZYR The Zephyr ail Vallev eb. 7 onvathesoundfm.com ony Mauro 1,000 I I Feb. 16 Last DJ Show 50:60 spots, liner notes & Last DJ 2/24 INRC Jan. 15 - Feb. 20 30:60 commercial spots benii(pvail.net Ben Hohman $1,000 1 Interviews - 2/24 and 2/26 I TOTALS 4514500 $11,000 Vail Mardi Gras 2007 - Laissez les bons temps router! 4 4t? VAILVALLEY (h mib(.T&-Tourisrn Bureau Vail Mardi Gras 2006 Event Evaluation Results • Parade float participation (2 VVCTB floats, 4 Vail Mountain floats, Ski school mascots and people, 2 Volvos, fire truck, police car, horse carriage, Vail Racquet Club float). • 4,232 online votes (www.vaildaily.com) for Vail Mardi Gras King & Queen • 332 visits to Vail Mardi Gras webpage on VVCTB site (www.visitvailvallev.com) • No merchant participation for Mardi Gras decorations with the exception of Vail Mardi Gras posters hung in Vail Village and LionsHead. Event Recap / Highlights Saturday, February 25, 2006 • Snow Sculpture Contest • Masquerade Crawl - 8 bars participated in pub crawl in Vail Village (Pazzo's, Red Lion, The George, Tap Room, Vendetta's, Club, Ski Bar, Samana Lounge) Sunday, February 26, 2006 • World's Highest Low Country Crawfish Boil • Crawfish Boil revenue - $3,815 in crawfish and $821 in beer ($2 Coors) • Mardi Gras Apres in Lionshead Monday, February 27, 2006 • Taste of New Orleans 12 restaurants participated in the Taste of New Orleans (Pazzo's, Red Lion, The George, Tap Room, La Tour, La Bottega, Kelly Liken, Garfinkle's, Larkspur, Bagali's, Flying Burrito, Montauk Seafood Grill) • $1500 raised for New Orleans family through Taste of New Orleans Tuesday; February 28, 2006 • Fat Tuesday Parade • Number of participants in parade (2 VVCTB floats, 4 Vail Mountain floats, Ski school mascots and people, 2 Volvos, fire truck, police car, horse carriage, Vail Racquet Club float). • King Cake eating contest • King/Queen crowning and voting • 4,232 online votes for King & Queen • Taste of New Orleans - 12 restaurants participated in the Taste of New Orleans (Pazzo's, Red Lion, The George, Tap Room, La Tour, La Bottega, Kelly Liken, Garfinkle's, Larkspur, Bagali's, Flying Burrito, Montauk Seafood Grill) Vail Mardi Gras 2007 - Laissez les bons temps rouler! 5 E? - VAILVALLEY Chmiba&Tourism Bung Vail Mardi Gras 2006 Event Evaluation (continued) Skier Visits - Mardi Gras Event - 2005 vs. 2006 12005 2006 Saturday, Feb. 5 13,374 Saturday, Feb. 25 15,924 Sunday, Feb. 6 10,828 Sunday, Feb. 26 13,625 Monday, Feb. 7 8,721 Monday, Feb. 27 11,058 Tuesday, Feb. 8 9,166 Tuesday, Feb. 28 10,930 Total 42,0$9 Total 51,537 Overall Event Recommendations The 2006 Mardi Gras celebration was very successful, but did have some areas that could be improved. The lift operators' participation level was low and leaves room for improvement. Bar participation for the Masquerade Crawl was less that we had anticipated. The Taste of New Orleans overall was successful, but we feel the event could be more successful if we pulled it out of the overall event and focused on it individually. The parade had increased participation from the community, but we could grow their participation level as well. We need to consider how much we want the event to grow, and how much money we have available to put toward it. In planning for the 2007 Mardi Gras celebration we need to consider that Mardi Gras next year falls on President's weekend, so we can expect less interest from the bars, and more participation, etc. in the Crawfish Boil and parade due to more people in town. It is an opportunity to increase awareness of the "Vail Mardi Gras" to destination guests. Vail Mardi Gras 2007 - Laissez les bons temps rouler! 6 Vd- VAILVALLEY ChunberB:Tourism Burg Vail Mardi Gras 2006 Income & Expense Statement 2006 Mardi Gras Budget (Final) EXPENSES Event collateral $ 875.00 Poster printing $ 1,150.00 Advertising (newspaper, radio, etc.) $ 5,500.00 Coors cups $ 425.00 Giveaways (beads, noisemakers, etc.) $ 1,000.00 PR/event coordination fees (VVCTB) $ 4,000.00 Miscellaneous $ 200.00 TOV permit fees $ 150.00 Street banner $ 150.00 Live entertainment $ 1,000.00 TOTAL EXPENSES $ 14,450.00 SPONSORSHIPS/CONTRIBUTIONS Coors $ (2,000.00) Volvo $ (2,000.00) Vail Mountain $(10,000.00) TOTAL SPONSORSHIPS/CONTRIBUTIONS $ 14,000.00 MARDI GRAS REVENUE Crawfish boil - on mountain TOTAL EVENT REVENUE $ 4,636.00 $ 4,186.00 Vail Mardi Gras 2007 - Laissez les bons temps rouler! 7 VAILVALLEY Chanilx-r 8:: foul= Bun-m Vail Mardi Gras Past or Projected Demographics Source: Vail Resorts, Inc. The Vail Winter Guest- 0 1.67 million skier visits • 56% Out-Of State • 20% In-State (day & overnight 13% of that) • 15% Local • 8% International Out of State Customer Demographics- • $256,336 average income; minor increase over years • 41 years average age - consistent over years (39 - 41) • 65% male; 35% female -consistent over years Where They are Coming From- New York/NJ 15% Chicago 8% Washington 4% Los Angeles 4% Boston 3% Dallas 3% Minneapolis 3% Atlanta 3% San Francisco 2% Philadelphia 2% Who They Are Here With- 0 37% with family • 28% with friends • 15% friends & family, • 11 % with spouse/significant other What They Are Spending on a Vail Vacation- Average Moderate Vacation Spend (Family of 4) ranges $7,000 - $10,000 for 5 days (EGE flights, tickets, lodging, lessons, on mountain food; transportation, equipment) • . Average Hotel Rates range from $140-in November to $420 in March. Christmas weeks upwards of $800/night! Vail Mardi Gras 2007 - Laissez les bons temps rouler! 8 VAILVALLEY Chuntxr&Tourism Bung Vail Mardi Gras Town of Vail Benefits By the Numbers (Based on a 6% increase-over February 19-21, 2006) • 2,700 = Estimated number of increased skier visits • 33 = Estimated number of incremental room nights • $13,200 = Estimated increased room night revenue (33 room nights at $400/night) • $39,600 = Estimated increased spending generated ($13,200 x 3 - TOV expenditure multiplier) Vail Mardi Gras Benefits - Long term • Event appeal for both in-state and out-of-state-visitors • Opportunity to drive more destination visitors year after year • Event has wide appeal to youth, families and couples • Event will generate excitement in the town e3 rd year for the event - building momentum and recognition • Additional visitors will drive additional business to restaurants and retail • Additional sales tax revenue for the Town of Vail Increased Exposure for the Town of Vail • Opportunity to generate media exposure locally, regionally and nationally • Substantial marketing/communications plan to support event and gain recognition for the Town of Vail • Substantial sponsorship support in addition to other funding sources Vail Mardi Gras 2007 - Laissez les bons temps rouler! 9 c` n VAILVALLEY Chanitxr&lou=i Sure Vail Mardi Gras Town of Vail Return On Investment Vail Mardi Gras 2007 -Laissez les bons temps rouler! 10 R,, 1 VAILVALLEY Chwnba&lourisn Bw-c-m Vail Mardi Gras Board of Governors Vail Valley Chamber & Tourism Bureau Name Brian Nolan Ceil Folz Glenn Davis Gregory Repetti Scott Mason Tom Donovan Tony O'Rourke Business BC Merchants Association /BC Chophouse Vail Valley Foundation Alpine Bank Vail Valley Medical Center The Park Hyatt Beaver Creek The Ritz-Carlton, Bachelor Gulch Beaver Creek Resort Company Professional Title President (Merchant) / Owner (Chophouse) President Regional President CEO General Manger General Manger Executive Director Vail Mardi Gras 2007 - Laissez les bons temps rouler! 11