HomeMy WebLinkAboutShakedown Presents Rocktober in Vail_08-31-2020Events RFP 18/19/20: Shakedown Presents Rocktober in Vail
EVENT & APPLICANT OVERVIEW
0. Email contact
shakedownbarvail@gmail.com
1. What is the name of your event/program?
Shakedown Presents Rocktober in Vail
2. Please select the event category for your RFP.
Community, Recreation & Cultural (CRC)
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?
Yes
5. Amount of 2021 funding requested
$40,000
5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021?
No
6. Proposed Event/Program Start Date
10/03/2020
7. Proposed Event/Program End Date
10/31/2020
7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD:
10/03: Artist TBA - Lionshead Village 2 - 7pm
10/04: Artist TBA - Childrens Fountain 2 - 7pm
10/10: Artist TBA - Lionshead Village 2 - 7pm
10/11: Artist TBA - Shakedown Stage 2 - 7pm
10/17: Artist TBA - Lionshead Village 2 - 7pm
10/18: Artist TBA - Solaris 2 - 7pm
10/24: Artist TBA - Lionshead Village 2 - 7pm
10/25: Artist TBA - Childrens Fountain 2 - 7pm
10/31: HALLOWEEN FAMILY Trick or Treat JAM! 2 - 7pm LOCATION 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
John Scott Rednor
9a. Title of person completing the application
President
10. Provide name of person or entity to whom the funding check will be cut.
High Altitude Entertainment Shakedown Presents!
11. Mailing Address Street
Po Box 1175
12. City
Vail
13. State
Colorado
14. Zip Code
81658
15. Telephone number
2019145473
16. Email address
shakedownbarvail@gmail.com
17. Event/program and/or organization website
Shakedownbarvail.com
18. Number of years organization has been in business
9
19. Organization's Mission Statement
Raising the level of arts, entertainment, and awareness in our community.
20. Organization's Tax Status
For Profit
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.
We are actively working with the Town of Vail producing Street Music Pop Ups and are interested in offering the town our version
of Shakedown Presents Rocktobertfest in Vail. We are planning bands every Saturday and Sunday in Lionshead, Solaris/Childrens
Fountain/ and Shakedown Stage. Local Businesses will be encouraged to participate with street vending as permitted and our
intent is to draw some people to town and activate businesses during this slower time. We will cap off this series with a Halloween
Family Trick or Treat Jam!
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.
Lionshead (Bart and Yetis Plaza area or another designate Lionshead location, Childrens Fountain or Solaris, and The Shakedown
Stage. All from 11am until 7pm
Street performers will be wandering the villages.
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.
It Does not.
ENVIRONMENTAL PRACTICES
1. Which of these environmental practices will you commit to executing at your event/program?
Use of recyclable materials - banners, paper, etc., Remind guests to bring re-usable bags and water bottles, Encourage use of
bicycles, buses, shuttles, carpools, walking or public transit to event, Enforce no idling policy for staff and guests, Recycling
required in all areas of event, Ban styrofoam, not allowed within town limits, Compost food waste, Provide water bottle filling
stations
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.
All sites
EVENT/PROGRAM PARTICIPANTS
1. Number of participants (athletes, artists, exhibitors, etc.) anticipated
8
2. Number of volunteers needed
0
3. Number of event/program staff
0
4. Estimate of total number of spectators/attendees anticipated
500
SCORECARD CRITERIA QUESTIONS
1. Estimate the number of destination guests from within Colorado, with a focus on the Front Range that your
event/program will bring to Vail
300
2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail
100
3. Estimate the number of international guests your event/program will bring to Vail
100
4. How will your event/program increase sales tax in Vail?
We encourage all businesses to bring their version of Rocktoberfest to the Streets and party responsibly as we encourage visitors
to move about hte villages enjoying the live music, beautiful fall seasonals, libations, cuisine, and retail stores. Visitors will be
shopping, eating, and drinking all along their journeys through Lionshead and Vail Vilages
5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council?
We are here to raise the level of arts and entertainment in our community, and utilize that to activate businesses through street
entertainment. We observe and enforce all social distancing guidelines to provide a safe atmosphere that people will not only
enjoy while they are here, they will come for it. We present clear and responsible safety protocols in coordination with the Town
of Vail and Eagle County.
6. CRC - Brand Fit: How will your event or program support the Vail brand identity?
We are here to raise the level of arts and entertainment in our community, and utilize that to activate businesses through street
entertainment. We observe and enforce all social distancing guidelines to provide a safe atmosphere that people will not only
enjoy while they are here, they will come for it. We present clear and responsible safety protocols in coordination with the Town
of Vail and Eagle County.
7. CRC - Event Timing: How is it the right event/program at the right time?
We have been working with the town of vail in recent months and have a good working socially conscious system in play. We can
help our local businesses in a time of need as well as the spirit of our community.
8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and
community members?
We work with a wonderful PR person familiar with the town personnel and can coordinate with us on how to target a responsible
audience. We will do special marketing to front range folks encouraging some leaf peepin and a well deserved Octoberfest!
9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new
programming, entertainers, adding additional days and activities.)
We have tall rosters of varying professional artists.
10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration?
Through spirit, environment, music, laughter, sunshine, fall season, etc....
11. CRC - Marketing Strength: What is the marketing reach for the event/program? You will be asked more
marketing questions in a future section. (Reach refers to the total number of different people or households
exposed, at least once, to a medium during a given period.)
200 miles
12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract
sponsorship support?
Very good potential
13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to
sustain and grow the event.
I have had 30 years of touring, writing, recording, building venues and clubs, and learning what not to do, Details are everything.
We have all of the professional and efficient sound and stage setup that can support a level of quality that is necessary. Our
roster of in house family artists is unparallelled. We have a clear ability to scale while maintaining the highest levels of comfort
that we are offered in our smaller spaces.
13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to
changing public health orders.
We are highly adaptable.
13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing
public health orders.
Highly adaptable as we have proven through the past 2 months!
EVENT ECONOMIC IMPACT
1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program.
50
2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending
generated by your event or program.
$250,000
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?
$100,000
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.
Through all of our coordinated programming and targeted marketing outlets.
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.
To pay for Artists, Staff, Production, Advertising, Marketing, and Management
2. Please upload the provided complete event/program budget template here.
Proposal to TOV October 2020.pdf
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?
It won't happen as funding is needed. It is designed to activate businesses to increase town revenues.
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.)
500,000
7. Do you intend to host the event or program in Vail beyond 2021?
Yes
7a. How many years beyond 2021?
4+
7b. Do you anticipate requesting funding from the CSE for 2022?
Yes
MARKETING
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and
execution dates.
Octoberfest Proposal - Sheet3.pdf
1. Objectives: What are you trying to accomplish through your marketing efforts?
To draw folks to town during a slower time to view the leaf changing, celebrate in the spirit of Octoberfest, and enjoy some great
Street Entertainment in a socially distanced, safe atmosphere.
2. Strategy: How will you meet your objectives?
By taking the proper steps prior in a timely and efficient matter to be prepared.
3. Audience: Who is your audience? (You may choose more than one.)
First time visitors, Returning guests, Primary and Second Homeowners, 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.)
This is all about the merchants, restaurants, and bars. This is an activation of the villages in celebration of Octoberfest.
Theme: Takin it to The Streets! All Vaill businesses encouraged to bring their idea of Octoberfest to the street and join in on the
festivities!
5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than
one.)
Print - Local, Editorial, Radio, Online Event Listings, E-newsletters, Web, Media Plan/Public Relations, Grassroots, Facebook,
Instagram, Twitter, Posters, Rack Cards, Flyers, Signage – Banners, etc, Co-promotions, Partnerships, Local Vail Businesses,
Concierge Visits, Other
5a. Please explain "Other".
All of the performing artists expanded social media.
6. Please list contact information for your Media Relations or Public Relations staff or firm.
6a. Name
Shelley Woodworth
6b. Telephone Number
9703314802
6c. Email Address
Shelley@onyxandcompany.com
SPONSORSHIPS & PARTNERSHIPS
1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the
event/program budget?
$0
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.
None
3. Please explain the potential for additional sponsorships or partners.
We are currently exploring sponsorships for this event to help off set costs to the town.
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.)
Sponsorship Letter for Octoberfest 2020.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?
Yes
2. Do you need rental relief for Donovan Pavilion?
3. Do you need rental relief for Grand View Room?
4. Do you need rental relief for Dobson Arena?
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?
We are looking to continue the successful activation into a unconventional Octoberfest. Businesses will need this during this time
and we are glad to assist in the proces.
REQUIRED ATTACHMENTS
References and/or referrals from other communities are required if you do not have a prior history of producing
events in Vail.
Organization rosters naming all officers, board of directors and respective positions as relevant
OPTIONAL ATTACHMENTS
List any URLs where additional information can be found, including photos, videos or other content relevant to your
application.
Shakedown Bar Facebook page has all current event photos. Website being updated currently
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.com
Friday, August 30: Submitted questions and answers will be emailed to applicants.
Wednesday, October 2: Regular CSE Meeting, Recaps will be presented
Thursday, October 10: 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 Meeting
Thursday, 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
John Scott Rednor
Number
Events RFP 18/19/20: File Attachments
2. Please upload the provided complete event/program budget template here.
Proposal to TOV October 2020.pdf
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and
execution dates.
Octoberfest Proposal - Sheet3.pdf
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.)
Sponsorship Letter for Octoberfest 2020.pdf
Date Day Location Time Artist Cost
Oct 3 Saturday Lionshead Village 2-7 TBA ($4,000.00)
Oct 4 Sunday Childrens Fountain 2-7 TBA ($4,000.00)
Oct 10 Saturday Lionshead Village 2-7 TBA ($4,000.00)
Oct 11 Sunday Shakedown Stage 2-7 TBA ($4,000.00)
Oct 17 Saturday Lionshead Village 2-7 TBA ($4,000.00)
Oct 18 Sunday Solaris 2-6 TBA ($4,000.00)
Oct 24 Saturday Lionshead Village 2-7 TBA ($4,000.00)
Oct 25 Sunday Childrens Fountain 2-7 TBA ($4,000.00)
Oct 31 Sunday TBD 2-7 Halloween Trick or Treat Family Jam ($4,000.00)
Events Managemnet, Transport, Marketing, Hospitality ($4,000.00)
Total Requested Funds ($40,000.00)
Marketing and Advertising Plan
Outlets Followers Budget
Facebook Shakedown Bar 7000
Instagram Shakedown Bar 7000
Local Print Media
Postering locally and Summit County
Utilization of all Artists Social Media Platforms
TOV Social Media
Current Media from Recent Successful Shows
Local Radio
($2,000.00)
Strategy is Local and Front Range
Shakedown Presents!
HIGH ALTITUDE ENTERTAINMENT, LLC VAIL COLORADO 81658
Re: Sponsorship for Shakedown Presents! Octoberfest 2020
Shakedown Presents! A division of Shakedown Bar and High Altitude Entertainment
has been working successfully with the Town of Vail producing in-town business
activation Street Concerts. We are looking to continue this into the fall and winter to
aid in driving foot traffic and sales to our areas of activation. We are currently
seeking sponsorships for our Octoberfest celebration in Vail and Lionshead Villages
October 2, 3, and 4. It is themed “Takin It To The Streets” and will host a number of
German second line type entertainment and 3 stages of Rock and Roll. The
entertainment will be scheduled as to encourage flow of the traffic to move about
the villages enjoying all that Vail has to offer.
We are seeking any and all sponsorship levels at this time.
Scott Rednor
201 914 5473
Contacts: John Scott Rednor
First Name:
John Scott
Last Name:
Rednor
Linked User Form
shakedownbarvail@gmail.com
2019 CSE Reviews: 20586626
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20586632 No
20586633 No
20586623 No
20586624 No
20586625 No
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