HomeMy WebLinkAbout02. b. 2019 Astronomy Nights Funding Request9/27/2019
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The Vail Astronomy Night
EVENT & APPLICANT OVERVIEW :
0. Email contact : brianhall@bluecreek.com
1. What is the name of your event/program? : The Vail Astronomy Night
2. Please select the event category for your RFP. : Education & Enrichment (EE)
3. Is this a new event or program? : Yes
4. Are you a first time submitter for the Town of Vail Commission on Special Events funding program? : No
5. Amount of 2020 funding requested : $10,000
5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2020? : Yes
5.b. How much funding did you receive from the Vail Town Council for 2020? : 0
5.c. What type of in-kind did you receive for 2020? Please describe. : None
6. Proposed Event/Program Start Date : 2019-09-23
7. Proposed Event/Program End Date : 2019-11-27
7.a. If you have more than a single date range, please list all your event/program dates here in this format
MM/DD: : 3 events - Sunday, Nov. 24, 2019 Wednesday, Nov. 27, 2019 *1 other date at a later time - TBD.
8. Are your event/program dates set or could they changed? : Event dates are flexible and can be changed
9. Name of person completing the application : J, Brian Hall
9a. Title of person completing the application : President
10. Provide name of person or entity to whom the funding check will be cut. : Blue Creek Productions, Inc.
11. Mailing Address Street : PO. Box 4510
12. City : Eagle
13. State : US-CO
14. Zip Code : 81631
15. Telephone number : 970-376-2594
16. Email address : brianhall@bluecreek.com
17. Event/program and/or organization website : bluecreek.com
18. Number of years organization has been in business : 33
19. Organization's Mission Statement : To create and produce exceptional world class family and children's
events, entertainment and educational programs for the enrichment of those we serve. To partner with resorts,
municipalities and companies in serving our communities. To exceed our guest's expectations, to provide a good
return to our clients and partners. To have fun and share that fun with their/our resort guests.
20. Organization's Tax Status : For Profit
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21. If applicable, please attach current State Department of Revenue Certificate with this application. :
22. Does the event or program benefit a charity or organization? : No
EVENT DESCRIPTION :
1. Is this a new or existing event/program in Vail? : New
2. Please provide a detailed description of the event/program and its activities. : Blue Creek Productions
presents an evening of stargazing and amazement. The event will feature one professional astronomer who will
lead our guests through a fun exploration of the night sky. We will provide museum-grade, state-of-the-art
telescopes for observing the Crescent Moon, Jupiter, Ring Nebula, constellations, and so much more. It is a
magical night for experienced stargazers and first-time viewers. This is a great event for everyone from 5 to 85 -
kids, young adults, parents and grandparents will be enchanted by what they see in the amazing Colorado sky. The
event lasts two hours, take place outdoors in an area where our guests can easily attend. All guests receive a
handout to take home with a map of the current sky and internet links to find out more about the sky and astronomy.
3. Please list the specific venues that you plan to utilize, including dates and times, and whether or not you
have contacted them to confirm availability. The Event Producer is responsible for booking and securing
any necessary venues. : These events can be placed in Vail or Lionshead. We look for a place that it easily
accessible for guests, but also not too bright for our viewing. We have spoken to the folks at the Betty Ford Alpine
Garden about being our host site for some or all of our Astronomy nights and they are very interested. We will talk
more with them following the CSE-TOV funding decision. We would also like to look at placing some of the dates in
the Lionshead area to see can read the fun and audience. We plan on doing 4 Astronomy Nights. We have 2 dates
selected to be a part of Vail's new Thanksgiving activation and one date that can be added closer to Christmas in
Vail. Viewing is dependent upon clear or mildly cloudy skies. To mitigate any bad weather evens, we have
wonderful back up plans for guests still to enjoy their visit to our event. These plans include amazing 3D viewers
with 3D Astral photographs viewed through museum grade 3D viewers and we also tour a wonderful collection of
meteorites collected from sites around the country.
4. Do you plan to use Vail Recreation District Facilities? : No
5. If any of the event/program takes place outside of the Town of Vail, please explain where the event will
take place and why. : No
ENVIRONMENTAL PRACTICES :
1. Which of these environmental practices will you commit to executing at your event/program? :
Recyclable Materials
No plastic bags
Encourage bikes, etc
Enforce no idling
Recycle
2. Please describe your commitment to environmental sustainability and detail measures that will be taken
during your event to ensure minimal environmental impact and sustainable best practices. : Our event
features out natural sky. Respect for our environment and its sustainability will be a part of ll of our event content.
And every aspect of our event will be reviewed to reinforce both Vai's and our commitment to our environment and
the sustainability of our experiences in Vail.
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EVENT/PROGRAM PARTICIPANTS :
1. Number of participants (athletes, artists, exhibitors, etc.) anticipated : 1
2. Number of volunteers needed : 0
3. Number of event/program staff : 2
4. Estimate of total number of spectators/attendees anticipated : 250
SCORECARD CRITERIA QUESTIONS :
1. EE - Brand Fit: How will your event support the mission and vision of the Vail Town Council? : What is our
legacy, what do we stand for? Vail is special - our guests know it and we know it. Our guests and us may not
always be able to articulate why it is so special, but we all feel it. And that feeling is what sets us apart from other
destinations. It's in the setting, the people and the experiences of Vail. I think we’re on point as being a great
representative of what Vail stands for. Our staff is awesome, friendly, sincere, engaged. We are able to connect with
the kids, their parents, grand parents or singles. Many mountain resorts can off similar amenities, but it’s our
people, our sense of welcome, our warmth that can help make Vail stand out. We present enchanting, fun and
engaging activities for our guests. And out event is free. I can’t tell you how many times I have a parent says “it’s
great to something you can go to and just enjoy for free”. Everything can’t be free, but this event – when seen by
our guests, seems to help strike a well appreciated balance in their perception of Vail. And we tell them TOV
underwrites this event.
2. EE - Brand Fit: How will your event or program support Vail brand identity? : This event highlights the
wonders of nature and the skies above us. It is an amazing, entertaining, educational and....enchanting evening.
When we suggested this event fr Vail we felt it would fit Vail's character so well. We will keep in mind what Vail is -
it's character - how important our natural world is to us, it's promise and it's position in the resort world - in every
consideration of activity and entertainment quality, event ambience and most importantly, in our staffing. As always
we will strive to have the most friendly & outgoing, passionate and well informed hosts greeting and working with
our guests. World class experiences, delivered with humble hearts. At our event we allow guests to relax, slow
down and get back in touch with what is really important - spending time with the ones you love. And we aspire to
bring out the childlike sense of joy and wonder through our event.
3. EE - Potential: How will the event or program enhance Leadership Skills: locally, nationally and
internationally? : To lead, to move forward, to to bring people into a better world, we need to have a view beyond
ourselves. We need to feel our place in the world and the universe to humbly move forward in a a sustainable and
loving way. There is nothing like the moment a child or an adult looks through a telescope for the first time and sees
the universe displayed before them. It is breath taking and it can change a persons perspective of their place in the
universe..
4. EE - Potential: What opportunities does the event or program have to foster a health and wellness
reputation for Vail? : Again, but broadening our view of our world, we come to a better understanding of our place,
our small place in it. And our responsibility to ensure we take care of it.
5. EE - Potential: How will the event or program provide opportunities for intellectual dialogues and
problem solving : We can invite local families through their school to attend. Our astronomers are highly trained
and great public speakers. They can put these questions to our audiences - be they adults or children.
4. EE - Potential: How will the event or program deliver an educational component? : Our astronomers
present a progressive educational agenda supported by medical handouts. These handouts offer information about
the evenings skies as well as links and suggestions as to where to find more information.
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5. EE - Event Timing: How is it the right event or program at the right time? : Great timing, just after it gets
dark. Not too late. This allows both adults and young people to attend.
6. EE - Demographic Fit: How will your event/program attract target markets of both visitors and
community members? : We will promote the event through regular channels to reach our vacationing guests. This
will include working closely with hotel concierges to invite guest to the event. We will reach out to the local schools
to invite local families and teachers to come and experience the event. We can supply local teachers with
information and handouts to do class work about astronomy before and after their visit to our event.
7. EE - Community Enrichment: What is the lasting community involvement opportunity and/or lasting
community benefit of the event or program? : This event could be the start of regular Astronomy nights in Vail
and event an Astronomy club.
8. EE - Growth Potential: How will the event or program deliver fresh content and enhanced experiences? :
There has not been an event like this in Vail open to the public. So this will create quite an attraction. The night ski
is always changing and there are special astronomical events throughout season and year that can create a special
reason to come - there are meteor showers, astroid pass byes, blood moons and many other special viewing
opportunities throughout the year that can be used as a special reasons to come to our Astronomy Nights.
9. EE - Growth Potential: How will the event or program achieve recognition and drive participation? : we
can work with local press to create stories of what the event is coverage and how to become part of the exciting fun
by attending. This kind of editorial coverage and buzz can peak interest and entice some people to come see what
it's all about.
10. EE - Marketing Strength: What is the marketing reach for the event or program? (Reach refers to the
total number of different people or households exposed, at least once, to a medium during a given period.)
: This event will be marketed and promoted to guests and families in Summit County, Eagle County and Pitkin
County. I is a unique offering.
11. EE - Marketing Strength: How will the event or program leverage media and attract donor and
sponsorship support? : With both the uniqueness of this event, the educational foundation and the child like
sense of wonder and enchantment, we feel we can encourage both donors and sponsors to become attached to
the event. Hopefully adding some events later in the season.
12. EE - Producer Qualifications: Explain the event or program producer’s quality, knowledge and
resources to sustain and grow the event. : Bleu Creek Productions has produce probably over a hundred of
these events in the last ten years for corporate and resort clients in Colorado in towns like Vail Beaver Creek,
Aspen Keystone and Breckenridge. We use professional astronomers - not hobbyists, to create and execute these
experiences. They bring museum grade telescopes and educational accessories. And they are all very good public
speakers.
13. EE - Please upload course syllabus, class descriptions or program details. : PQTreasureHunt13.pdf
EVENT ECONOMIC IMPACT :
1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. : 8
2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased
spending generated by your event or program. : $2,500
Example: Increased spend by attendees in restaurants, shops, lodging or activities.
3. Potential benefits to the Town of Vail - What estimated return on investment (ROI) in dollars should the
Town of Vail expect? : $9,600
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ROI in this case refers to for each dollar the event/program is funded, how many dollars will be received by the
Town of Vail from event impact.) Example: Estimated ROI - Formula: # of attendees x total average spending = $
(2000 attendees) x ($240 daily spend ) = $480,000
4. Explanation of how you will direct prospective attendees to book lodging within the Town of Vail and a
description of how you will track the number of lodging nights generated. REMINDER: Per the CSE funding
agreement, the event producer is REQUIRED to direct attendees to book in Town of Vail hotels and lodges.
: All of our promotional and marketing materials could include direct links to Vail hotels and lodging to encourage
guests to stay in Vail when they plan to visit our event.
BUDGET :
Using the provided budget template, provide a detailed estimated event/program budget, including anticipated
revenues and expenses.
1. Describe how you will use the funds requested from the CSE. : the CSE funds wold be used to market and
execute the events.
2. Please upload the provided complete event/program budget template here. : B- StarParties 2019 TOV RFP
Budget - 1.xlsx
3. What percentage % of the total event/program budget is the CSE being asked to fund? : 100
4. If the event/program is not funded at full request, how will the event change with a lower funding
allocation? : If we received les funding we would look at executing less events.
5. Should the CSE decide not to support this event/program at all, will it still occur? : No
6.What dollar amount of the total event/program revenue do you expect the event itself to generate? (ticket
sales, merchandise, food and alcohol sales, etc.) : 0
7. Do you intend to host the event or program in Vail beyond 2020? : Yes
7a. How many years beyond 2020? : 4+
7b. Do you anticipate requesting funding from the CSE for 2021? : Yes
MARKETING :
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget
and execution dates. : VAN2019 - Marketing Plan - Ltr head copy.pdf
1. Objectives: What are you trying to accomplish through your marketing efforts? : We hope to a sense of
curiosity and wonder among our target market.
2. Strategy: How will you meet your objectives? : We believe if get the word out about how unique, how special
this event is, we will get a great response through attendance at this event. If get concierges talking about it, they
will get people excited about it. We can work tp generate editorial coverage about the event. It is a new and unique
experience and if we work hard to get the word out, we believe we'll get people excited.
3. Audience: Who is your audience? (You may choose more than one.) :
First time visitors
Returning guests
Primary and Second Homeowners
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Local residents
4. Activation: Detail in town/in village activation opportunities to promote your event or program.
(Definition of Activation: Create an expanded presence throughout the community and stimulate the
participation of the merchants, restaurants, bars and lodges.) : In the past we have done day time sun gazing
events utilizing our telescopes and filters to look at the sun. These kinds of events cold be great ways to generate
excitement about the evening astronomy night events. We also have spoken to the Betty Ford Aline Gardens about
being one of our hosts sites antis kind of cross promotion could really help generate awareness.
5. Channels: Which of these channels will you utilize to promote your event or program? (You may select
more than one.) :
Print - Local
Print - Regional
Editorial
Radio
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Flyers
Signage – Banners, etc
Co-promotions
Partnerships
Concierge Visits
6. Please list contact information for your Media Relations or Public Relations staff or firm.
6a. Name : New New Wallace
6b. Telephone Number : 970-390-3884
6c. Email Address : newnew@vail.net
SPONSORSHIPS & PARTNERSHIPS :
1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the
event/program budget? : $0
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1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners? : $0
2. Please list your confirmed sponsors or partners. : We have spoken to the Betty Ford Alpine Garden folks and
they re interested in being one of our host sites for yr events.
3. Please explain the potential for additional sponsorships or partners. : I beleive there is a great opportunity
to tie in sponsors on we begin to work on this event.
4. Please upload your sponsorships/partnerships presentation, pitch deck or letter. (Document sent to
prospective partners or sponsors which provides benefits for participating in your event/program.) : VAN-
BCP Sponsoship Sheet note .pdf
REQUEST FOR FACILITY RENTAL FEE RELIEF FROM THE
TOWN OF VAIL :
This form does not guarantee approval of requested listed facilities. This is your ONLY opportunity to apply for 2018
rental relief for facilities, no other requests will be accepted.Please note that certain town services are not available
as in-kind, such as permit fees, barricade rental, banner fees, extra duty police officers, Zero Hero,etc.
1. Do you need facility rental relief? : No
ADDITIONAL INFORMATION :
Are there any questions you have for the CSE or other things you'd like to share with the board that are not
included in the application? :
REQUIRED ATTACHMENTS :
References and/or referrals from other communities are required if you do not have a prior history of
producing events in Vail. : VAN-BCP Prior History .pdf
Organization rosters naming all officers, board of directors and respective positions as relevant : VAN-BCP
Officers 2019.pdf
OPTIONAL ATTACHMENTS :
List any URLs where additional information can be found, including photos, videos or other content
relevant to your application. :
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event
branding :
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event
branding :
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event
branding :
RFP QUESTIONS AND KEY MEETING DATES :
We encourage questions about the RFP to be sent via email to Jeremy Gross - jgross@vailgov.com. Phone calls
for further discussion can be scheduled over email as well.Monday, August 26: Questions about the RFP are due
via email to jgross@vailgov.comFriday, August 30: Submitted questions and answers will be emailed to
applicants.Wednesday, October 2: Regular CSE Meeting, Recaps will be presentedThursday, October 10:
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Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting.Wednesday,
October 16: Final funding allocations will be determined by the CSE at a special meeting.Tuesday, November 5:
The Town Council will review the CSE funding allocations.Wednesday, November 6: Regular CSE
MeetingThursday, November 7: Applicants will be notified of their preliminary funding allocations.Monday,
December 16: Applicants will be notified of their final funding status after the last date for the Vail Town Council to
call up any funding decisions.
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Linked Contact : Brian Hall
Number :
Created by : integrations+23268@zenginehq.com
Record ID # : 14176059
Last change : 2019-09-24T04:28:09+0000