Loading...
HomeMy WebLinkAbout15. Vail Arts Festival_10-01-2020Events RFP 18/19/20/21: Vail Arts Festival EVENT & APPLICANT OVERVIEW 0. Email contact laurie@vailartsfestival.com 1. What is the name of your event/program? Vail Arts Festival 2. Please select the event category for your RFP. Community, Recreation & Cultural (CRC) 3. Is this a new event or program? No 3a. How much was your event or program funded in 2020? $8,000 4. Are you a first time submitter for the Town of Vail Commission on Special Events funding program? No 5. Amount of 2021 funding requested $10,000 5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021? No 6. Proposed Event/Program Start Date 06/17/2021 7. Proposed Event/Program End Date 06/20/2021 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 06/18 06/19 06/20 8. Are your event/program dates set or could they changed? Event dates cannot be changed 9. Name of person completing the application Laurie Asmussen 9a. Title of person completing the application Owner, Eagle Valley Events, Inc. 10. Provide name of person or entity to whom the funding check will be cut. Eagle Valley Events, Inc. 11. Mailing Address Street PO Box 115 12. City Eagle 13. State Colorado 14. Zip Code 81631 15. Telephone number 970-376-3756 16. Email address laurie@vailartsfestival.com 17. Event/program and/or organization website vailartsfestival.com 18. Number of years organization has been in business 22 19. Organization's Mission Statement The Vail Arts Festival welcomes guests of all ages to enjoy, view and purchase original works of art from artists from throughout the United States in the picturesque Lionshead Mall. Our goal is to jury up to 65 artists, depending on our approved layout. We will invite the best artists from our pool of applicants throughout the country to display their original art over the three-day show. 20. Organization's Tax Status For Profit 21. If applicable, please attach current State Department of Revenue Certificate with this application. CERT_GS_D.pdf 22. Does the event or program benefit a charity or organization? Yes 22a. Please name and describe the beneficiary TBD - We would like to partner with a local non-profit for two reasons: 1) We would like to invite members of the non-profit to offer additional programming to the Festival, along with getting their message out as well as to raise funds for their organization 2) We would like to recruit sponsors who would support the non-profit's cause and also support the Festival and the non-profit partnership EVENT DESCRIPTION 1. Is this a new or existing event/program in Vail? Existing 1a. How many years has the event or program been produced in Vail? 36 1b. Please describe the location(s) of the event or program in previous years. Lionshead Mall and Arrabelle at Vail Square 2. Please provide a detailed description of the event/program and its activities. Applications are open for over four months to independent artists from across the country are invited to apply to exhibit in the annual Festival. Artist displays are placed throughout Lionshead Mall and in Arrabelle at Vail Square. Restaurant and retail specials as well as street entertainers, children's interactive art activities and retail participation are all part of the Festival weekend. 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 Mall and Arrabelle at Vail Square 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. N/A ENVIRONMENTAL PRACTICES 1. Which of these environmental practices will you commit to executing at your event/program? Purchase carbon credits or offsets, Use of recyclable materials - banners, paper, etc., Ban use of plastic bags, 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, Wastewater will be properly disposed of, Use eco-friendly serving utensils (compostable or recyclable), Ban styrofoam, not allowed within town limits, Provide water bottle filling stations, Provide secure bike parking area, Partner with a upcycler or hard to recycle vendor for re-use of event materials (Terra-Cycle, Green Guru, Gillibags, etc) 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 team will work to ensure recycling in all areas of the event, including requiring vendors to participate in all stages of recycling program. No plastic bags or styrofoam will be allowed within the Festival site. Staff will be on hand to ensure compliance among all vendors. EVENT/PROGRAM PARTICIPANTS 1. Number of participants (athletes, artists, exhibitors, etc.) anticipated 65 2. Number of volunteers needed 6 3. Number of event/program staff 15 4. Estimate of total number of spectators/attendees anticipated 9,500 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 5,000 2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail 3,000 3. Estimate the number of international guests your event/program will bring to Vail 1,500 4. How will your event/program increase sales tax in Vail? By bringing in 65 artists who are also guests staying in properties in Town, dining in local restaurants and selling original art. All sales tax forms are collected on the last day of the event. The amount of sales tax collected from the three-day Festival is roughly $5,000. Total estimated economic impact to the Town as a result of the Festival is $1.3M. 5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council? The Vail Arts Festival was established in the Lionshead area years ago to promote vitality and a positive guest experience while visiting the Vail area. By producing a quality, welcoming event, the Vail Arts Festival contributes to the vitality of the community. Average age of Vail Arts Festival visitors are 47.4 with 39% attending with their family. Most VAF survey respondents enjoy hiking, mountain biking and swimming during the summer months. A majority of respondents enjoy viewing art. 6. CRC - Brand Fit: How will your event or program support the Vail brand identity? The Vail Arts Festival strives to invite quality, dynamic artists in a creative mixture of disciplines to enhance the guest experience while visiting Vail. Our goal is to invite interesting artists selling quality art in an outdoor setting. 7. CRC - Event Timing: How is it the right event/program at the right time? The Vail Arts Festival works closely with the Arrabelle at Vail Square to schedule the Festival during times of need in the Lionshead area to bring vitality into Lionshead, contributing to a positive kickoff to summer. 8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community members? The Arts Festival will promote our interactive activities and interesting artists to increase the number of guests visiting the Festival. Survey data indicates that 20% of the Arts Festival guests are local community members. By working with hotel concierge and front desk staff, we will promote the Festival to visitors over the Arts Festival weekend. 9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new programming, entertainers, adding additional days and activities.) By reviewing our survey data, we are able to determine what visitors to the Festival would like to see added. We are continually searching for fresh displays and interactive art exhibits that fit into our budget to add to the Festival. 10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration? We will consult a group of art enthusiasts who will assist us in locating fresh, new exhibits and content to incorporate into the Festival, based on budget. 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.) According to our survey data, 6,300 guests heard about the Festival through our Marketing efforts. We will evaluate the best methods to get our message out to as many visitors and residents as possible, as our budget allows. 12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract sponsorship support? Our team is seeking a local non-profit who would like to be associated with our Festival in order to offer a higher-quality program and improve our ability to attract sponsors for the Festival. 13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to sustain and grow the event. Eagle Valley Events, Inc. has 22 years of experience producing public Festivals and private events in Eagle County and surrounding communities. Many of our staff members have experience in event operations and are knowledgable and enthusiastic about Vail. We work diligently to ensure our events meet the standards of the Town of Vail event permit process. We will work collaboratively with Town officials to create the best site layout to ensure the safety of our guests, artists and business community. We are open and willing to make the necessary adjustments within our budget to improve our operation. 13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. We are prepared to change course, under Town of Vail and Eagle County health department directives, to present the safest Festival possible. We will implement safety guidelines under which to operate and will seek approval from Town officials to create a better site layout to adapt to the changing times and any potential hurdles we may face. If postponement is required, we will do our best to choose a later date within the year to possibly move the Festival and will work closely with the Town of Vail Events Director to do so. 13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. EVENT ECONOMIC IMPACT 1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. 1,418 2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending generated by your event or program. $132 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? $586,476 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 invited artists will receive lodging information that includes hotels and lodges only located within Vail. All advertising will direct guests to the Vail Arts Festival website which also includes Vail lodging information. Lodging numbers will be tracked via our event survey, conducted each year. 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. All funds received from the CSE will be used to contract interactive art displays that will enhance the guest experience for visitors to the Vail Arts Festival. Additional funds will help offset the costs of street entertainment, additional advertising via social media and on-site signage for guest wayfinding. 2. Please upload the provided complete event/program budget template here. 2021 Vail Arts Festival RFP Event Budget FINAL.xlsx 3. What percentage % of the total event/program budget is the CSE being asked to fund? 25 4. If the event/program is not funded at full request, how will the event change with a lower funding allocation? We will look at adjusting our budget to do our best to still offer Festival entertainment and interactive art displays. 5. Should the CSE decide not to support this event/program at all, will it still occur? Yes 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.) 30,000 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. 2021 Vail Arts Festival Marketing Plan.docx 1. Objectives: What are you trying to accomplish through your marketing efforts? - Increase attendance at the Festival - Increase retail and restaurant sales within Lionshead - Increase knowledge of the Vail Arts Festival and increased economic impact of the Festival 2. Strategy: How will you meet your objectives? - Improve social media marketing and create buzz regarding Festival artists - Quality ad design - Targeted advertising and social media ad placement 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.) In addition to printed promotional items, we would like to incorporate artist demonstrations in various Lionshead retail and restaurant locations leading up to and during the Festival weekend. Invite and encourage Lionshead restaurant owners to offer Festival specials including artistic cocktails, patio specials, entertainment incorporated into their Arts Festival weekend specials. 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, Online Event Listings, Media Plan/Public Relations, Grassroots, Facebook, Instagram, Twitter, Posters, Rack Cards, Flyers, Signage – Banners, etc, Co-promotions, Partnerships, Local Vail Businesses, Concierge Visits 6. Please list contact information for your Media Relations or Public Relations staff or firm. 6a. Name Laurie Asmussen 6b. Telephone Number 970-376-3756 6c. Email Address laurie@vailartsfestival.com SPONSORSHIPS & PARTNERSHIPS 1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the event/program budget? $4,000 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. TBD 3. Please explain the potential for additional sponsorships or partners. We believe there are many non-profit organizations located in Eagle County that would be interested in partnering with a local event that has a need for additional volunteers and local involvement. By inviting a local non-profit partner to participate in an area of the Festival, we will approach sponsors to support that organization. We are excited to begin speaking with local groups that could use our help in getting their message out, raising funds and enhancing our Festival along the way. 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.) 2021 VAF Sponsorship proposal.docx 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 2020 Event Recap 2019 Vail Arts Festival Event Recap.pdf Organization rosters naming all officers, board of directors and respective positions as relevant 2021 VAF Org Roster.docx 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 2019 VAF Artist Booths & Map 2019-handout-press copy 2.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding 2019 VAF-Commemorative-Poster[1] copy 2.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding 2019 VAF promo poster.pdf 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. --->The "Save Draft" button below allows you to save your application and come back to work on it again. --->The "Save" button is for when your application is complete and ready to submit. ---> Your application has not been formally submitted until you navigate to the Menu page and click "Submit Request". You will receive a confirmation email once your application has been submitted.<--- Linked Contact Laurie Asmussen Number Events RFP 18/19/20/21: File Attachments 21. If applicable, please attach current State Department of Revenue Certificate with this application. CERT_GS_D.pdf 2. Please upload the provided complete event/program budget template here. 2021 Vail Arts Festival RFP Event Budget FINAL.xlsx Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. 2021 Vail Arts Festival Marketing Plan.docx 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.) 2021 VAF Sponsorship proposal.docx 2020 Event Recap 2019 Vail Arts Festival Event Recap.pdf Organization rosters naming all officers, board of directors and respective positions as relevant 2021 VAF Org Roster.docx Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding 2019 VAF Artist Booths & Map 2019-handout-press copy 2.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding 2019 VAF-Commemorative-Poster[1] copy 2.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding 2019 VAF promo poster.pdf OFFICE OF THE SECRETARY OF STATE OF THE STATE OF COLORADO CERTIFICATE OF FACT OF GOOD STANDING I, Jena Griswold , as the Secretary of State of the State of Colorado, hereby certify that, according to the records of this office, is a formed or registered on 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 . This certificate reflects facts established or disclosed by documents delivered to this office on paper through that have been posted, and by documents delivered to this office electronically through @ . I have affixed hereto the Great Seal of the State of Colorado and duly generated, executed, and issued this official certificate at Denver, Colorado on @ in accordance with applicable law. This certificate is assigned Confirmation Number . *********************************************End of Certificate******************************************* Notice: A certificate issued electronically from the Colorado Secretary of State’s Web site is fully and immediately valid and effective. However, as an option, the issuance and validity of a certificate obtained electronically may be established by visiting the Validate a Certificate page of the Secretary of State’s Web site, http://www.sos.state.co.us/biz/CertificateSearchCriteria.do entering the certificate’s confirmation number displayed on the certificate, and following the instructions displayed. Confirming the issuance of a certificate is merely optional and is not necessary to the valid and effective issuance of a certificate. For more information, visit our Web site, http:// www.sos.state.co.us/ click “Businesses, trademarks, trade names” and select “Frequently Asked Questions.” EAGLE VALLEY EVENTS, INC. Corporation 19981165564 09/22/2020 09/23/2020 16:51:47 09/23/2020 16:51:47 12616176 09/14/1998 Expenses Program Budget for 2021 Vail Arts Festival > Expenses Estimated Actual Total Expenses $39,800.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $0.00 Insurance $1,580.00 Non-social food + Bevera $0.00 Sound/AV $800.00 <insert Other>$0.00 Construction or Equipment $0.00 <insert Other>$0.00 Trash/Composting $0.00 Total $0.00 $0.00 Utilities $0.00 Labor $7,800.00 Program/Lodging Estimated Actual Traffic Control $0.00 Street Entertainment $1,200.00 Banners - Printing & $1,200.00 Speakers $0.00 Signage $800.00 Travel $0.00 Security-overnight $2,800.00 Hotel-volunteers $2,500.00 Interactive Art Displays $3,000.00 Children's Activities prog $1,200.00 <insert Other>$0.00 Hotel-Art Displays $1,020.00 <insert Other>$0.00 $0.00 <insert Other>$0.00 <insert Other>$0.00 Total $17,980.00 $0.00 Total $5,920.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio Local, Front Ran $400.00 Prizes $0.00 Advertising - Print $3,500.00 Cash Purse $0.00 Advertising - Digital $800.00 Total $0.00 $0.00 Public Relations $500.00 Sales Team Expenses $0.00 Media TV, Production & Distribution $0.00 Expenses Graphic Design $1,800.00 Website $1,200.00 Collateral Materials $1,450.00 Printing-Comm. Poster $1,250.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $10,900.00 $0.00 Marketing Estimated Actual Telephone/Internet $0.00 Photography $350.00 Transportation $0.00 Permit Fees $1,000.00 Postage/Shipping $0.00 In Kind Trades $0.00 Supplies-Office or Other $400.00 Demographic Survey $2,800.00 Sales Tax $450.00 <insert Other> <insert Other>$0.00 <insert Other>$0.00 Total $5,000.00 $0.00 Income Program Budget for 2021 Vail Arts Festival > Income Estimated Actual Total Income $42,400.00 $0.00 Tickets/Admissions Estimated Actual Estimated Actual $0.00 0 Children @ $0.00 $0.00 0 Other @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $0.00 $0.00 Programs/Advertising Estimated Actual Estimated Actual 0 Covers @ $0.00 $0.00 0 Half-pages @ $0.00 $0.00 0 Quarter-pages @ $0.00 $0.00 0 Double Truck @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $0.00 $0.00 Exhibitors/vendors Estimated Actual Estimated Actual 62 Artist booths @ $450.00 $27,900.00 1 Merchandise sales $500.00 $500.00 $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 Income $28,400.00 $0.00 Revenue from other items Estimated Actual Estimated Actual 4 Cash Sponsorships @ $1,000.00 $4,000.00 0 In Kind Sponsorships @ $0.00 $0.00 0 Donations @ $0.00 $0.00 1 CSE Funding @ $10,000.00 $10,000.00 0 Grants @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $14,000.00 $0.00 Summary Program Budget for 2021 Vail Arts Festival > Profit - Loss Summary Estimated Actual Total income $42,400.00 $0.00 Total expenses $39,800.00 $0.00 Total profit (or loss)$2,600.00 $0.00 Estimated Actual $0.00 $5,000.00 $10,000.00 $15,000.00 $20,000.00 $25,000.00 $30,000.00 $35,000.00 $40,000.00 $45,000.00 Total income Total expenses 2021 Vail Arts Festival Marketing Plan Collateral:  Commemorative Festival Poster $1,250  Promotional Poster 350  Event postcards 300  West Vail Roundabout banners 500  Lionshead Street banner 1,200  Site promotional banners 500  Way finding/on-site signage 750 Newspaper advertising: $2,400 Vail Daily print ads: 1/3-page, ½-page and Full Page Begin May 25, 2021 Frequency: 3-4 days per week/3 weeks prior to event Festival double-truck site map and artist promotion Pullout section June 18, 2021 Digital/Social Media Advertising: $ 800  Vail Daily Digital Ads, Search Retargeting & Site Retargeting ads focused on Denver/Front Range and Boulder areas Begin May 1, 2021  Web skins – Vail Daily on targeted dates Begin June 1, 2021  Facebook and Instagram advertising Begin May 1, 2021  Online calendar listings (both local and Denver) Spring 2021  Facebook posts during event featuring artists and imagery Spring 2021 Public Relations: $1,000  Press Release distribution via PR Newswire & Journalist Service in Denver Market Spring 2021  Feature stories pitched to various Front Range outlets Spring 2021 Sponsorship Proposal Event Overview! Vail is home to one of the most spectacular resorts in the world. Located just 90 minutes west of Denver, this well-known, year-round international vacation destination is also a haven for passionate art enthusiasts. In order to capitalize on this passion and showcase the wealth of talent within the community and beyond, the Vail Arts Festival was created. Consisting of a three-day outdoor celebration, the festival provides access to a broad array of genres. Situated at the base of Vail mountain in beautiful Lionshead Mall, the festival offers visitors a rare opportunity to interact with artists up close and witness the actual creative process firsthand. This year’s Festival will feature over 55 artists from 22 states, exhibiting art in 13 different mediums. Helping to kick off Vail’s busy summer season, an estimated 8,000 people are expected to attend throughout the three-day period, making the Vail Arts Festival a unique mountain experience for guests of all ages! Festival Dates • Friday, June 18 (9:00 AM – 6:00 PM) • Sunday, June 19 (9:00 AM – 6:00 PM) • Sunday, June 20 (9:00 AM – 4:00PM) Location • Lionshead Mall & Arrabelle at Vail Square, Vail, CO Festival Components • A three-day outdoor celebration of visual arts 1. 55 artists showcasing digital art, drawing, fiber, glass, graphics and print making, metalworks, wood, mixed media, ceramics, paintings, photography, sculpture, jewelry, and fashion 2. Featuring Emerging artists and local Eagle County artists in special displays 3. Kid’s “Creative Kingdom” mountain-themed interactive area 4. Food/drink specials and retail specials from Lionshead Merchant community 5. Pop-up music and entertainment pods within Festival site Demographics • The perfect event for families and collectors! 1. 52% Female 48% Male 2. Over 80% come with children under the age of 18 (average age of 7) • Attracts visitors from within and out of the state making it a great event to market products services to a wide audience! • In the last three years, just about 50% of summer visitors have come from out of state with 25% coming from Denver • Draws a highly educated and affluent crowd:  80% having either a bachelors or graduate degree and just about 70% with incomes between $75-$200K  Past attendees return, making it a good event to engage with current customers and showcase new products services. 90% were 'Very’ or 'Extremely likely’ to return Sponsorship Benefits • Opportunity to generate buzz and create awareness for your product/service to a diverse audience over a three-day period • Multi-media integration ensures your brand/logo reaches customers via social media 1. Brand/product integration into top-notch merchant community 2. Association with emerging artist program to promote up-and-coming artists in Eagle County and beyond 3. Numerous on-site sampling opportunities to distribute product and promote brand to key influencers 4. Exposure to local, national and international clientele with high disposable income Be a part of the Vail community and participate in the kick -off to the summer event season! Sponsorship Categories Sponsorship opportunities exist for the following categories: * • Automobile/Transportation • Cable/Internet/Phone • Financial Services • Food/Beverage • Liquor/Wine/Spirits • Lodging/Hospitality • Media (TV/Print/Radio) • Packaged Goods • Real Estate • Technology/Electronics *List subject to change Sponsorship Opportunities Presenting Sponsor ($5,000 – 1 available) • Sponsor/product mention in local radio, television, and print advertising • Prominent logo on all promotional materials (signage, posters, program, brochures, festival map, web ads, and on staff/volunteer t-shirts) • Exclusive sponsorship of one (1) custom branded activation (see Appendix for details/options) * • Mention in main event press release as Presenting sponsor • One (1) large booth in prominent location in the main festival area** • Ten (10) verbal announcements on-site • Prominent logo placement on festival website www.vailartsfestival.com presented by Sponsor Name/logo • Two (2) large banners in hospitality area • On-site product sampling/promotion Associate Sponsor ($1,500 - 3 available) • Logo on main event signage and poster • Logo on event program, brochures, festival map, and staff/ volunteer-shirts • Logo placement on festival website www.vailartsfestival.com • One (1) booth in prominent location in main festival area** • Product sampling on site For more information and to become a sponsor of the 2021 Vail Arts Festival contact: Laurie Asmussen, Eagle Valley Events, Inc. laurie@vailartsfestival.com • 970-376-3756 Event Recap: Vail Arts Festival Cultural, Recreational & Community Category Wednesday, August 7, 2019 Overall Event Highlights & Successes 2 •Hosted muralist Kelsey Montague and her filming crew for a segment on her You Tube channel that follows her art journeys around the world •Partnership with the Museum of Outdoor Art to bring inflatable installations to the event •Elevated, interactive Children’s activities/programming •Improved event layout and flow with retail and restaurants within site Estimated Attendee Profile Results 3 •Attendees came from (local, regional, out of state, international): Local 84% In-State Overnight 8% Out-of-State 8% Estimated Spending Results 4 •Estimated average spending per person: •Dining: $119 •Shopping: $39 •Lodging: $407 •Other Activities:$21 •Total average spending per person: $586 •Town of Vail spending the event/program generated: Formula: # of attendees x total average spending = $895,000 NPS (Net Promoter Score) 5 Attendee Response: How likely is it that you would recommend this event to a friend or colleague? NPS 96 (per survey data) The NPS Calculation Calculate your NPS using the answer to a key question, using a 0-10 scale: How likely is it that you would recommend [brand] to a friend or colleague? Promoters (score 9-10) are loyal enthusiasts who will keep buying and refer others, fueling growth. Passives (score 7-8) are satisfied but unenthusiastic customers who are vulnerable to competitive offerings. Detractors (score 0-6) are unhappy customers who can damage your brand and impede growth through negative word-of-mouth. Event Strengths & Weaknesses 6 •How did the event exceed expectations? Positive reports of artist sales for the 2019 show •What are areas for event improvement? •Continue to fine-tune the artist recruitment process to meet guest expectations. •Close working relationship with Arrabelle at Vail Square regarding event dates and scheduling •How did this year’s event compare to last year? •Unique year on many levels most noteably sales reports and NPS score Vail Brand Compatibility The Premier International Mountain Resort Community 7 How did the event /program support the Vail Brand? -Jury process included outreach to new artist applicants and evaluation of all applications and discussions regarding fit with Vail brand -Continued focus on site layout/Festival improvements meant to enhance guest experience and compliment existing businesses and activities Brand Positioning: •Town of Vail: The Premier International Mountain Resort Community •Vail Mountain: Like nothing on earth Topline Marketing Efforts 8 •What are the top 3 successful marketing tactics, executions or results from your event/program? •-TV8 interviews of eight artists live on Good Morning Vail, run throughout the weekend •-Vail Daily feature ads, including a Festival map with artist listings and photos •-Local radio buy which ran 7 days prior to the Festival •Please attach complete marketing plan to end of presentation. Potential for Growth & Sponsorships/Media Exposure 9 •How do you see the event evolving next year? Continued outreach to new artist applicants and evaluation of all applications to ensure fit with Vail brand •What sponsors do you plan to target next year? Interactive sponsorships to enhance guest experience •How will you leverage media exposure and extend the marketing reach next year? Work with media partners to increase online presence and social media posts Sustainability Efforts 10 •What measures were taken at your event/program to support the environmentally-friendly goals of the Town of Vail? All merchandise was put into reusable bags; posters were sold including paper tube, no bags. •What waste reduction methods were used during your event/program? We worked closely with TOV public works to offer recycling and trash containers throughout site. Our team also worked with Arrabelle at Vail Square staff to sort and dispose of recycling and trash. •How could you improve on sustainability efforts for next year’s event? By following any initiatives set forth by the Town of Vail The Town of Vail is committed to the stewardship and protection of our unique mountain environment. In consideration of both our local and global impacts and opportunities, our environmental vision is to demonstrate and promote: renewable energy, resource efficiency, ecosystem protection, and community awareness and education. Event Budget 11 * Event producer to attach detailed budget for recap Item $ Total Event Budget:35,120 CSE Funds:6,000 Cash Sponsorship (not CSE):2,000 In-kind Sponsorship:2,000 Marketing Budget:9,200 Profit & Loss:4,910 How did you use the CSE funds? (marketing, operations, staff, venue, etc.) Artist recruitment, enhance on-site children’s activities 2021 Vail Arts Festival Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Festival Staff: Melinda Marino, Administrative Services Eagle Valley Events Part-time Event staff Volunteer Management and Children’s activities Exhibitor Services and Site management Festival Partners: WESTAF-Western Association of Arts Festivals Festival Jury Process: Tara Brickell, Cherryarts.org Amy Curlee, Cherryarts.org Shaina Belton, Cherryarts.org Terry Adams, Former Exec. Director, Cherry Creek Arts Festival Festival Design Services: Sue Throckmorton Public Relations: Hillary Locke, Locke Media Group A Ebrahim Amin Justin Clements Arturo Garcia Jeff Hepworth Jeff Leedy Dustin Atkinson Tom Clements Cornelia Goldsmith Luis Gonzalez Josh Hirt Julie Leidel Shannon Bagby Karen Coburn Dave Kennedy Brett Matarazzo Vicki Barrett James Cole Busarin Kittichareonsup Rose McPhee Gretchen Borgelt Megan DeSmidtDick Cunningham Anthony Grant Randy Koepsell Andres Mosedale Deborah Brawley David Dunbar Deborah Hutcheson Andrea Kreeger Pam Neely Jennifer Buchanan Ben Foster David Gulisano Brent Nilson Deb Tewell Cheryl Ward Bruce Taylor Pietra Wall Douglas Wodark Jessica Wright Karen Wright Tim Zandee Avalon Clothing Co. Corey Silverman Matt Timmermeyer Matt Willahan Dan & Steve Sawusch Randy Thomae Steven Ward Weldon Lee Sasha Walsh Jason Smith Adrian Vogel Janet Wilson Alison Stern Dana Voorhees Rebecca Wilson ARTIST BOOTH GUIDE Artists listed alphabetically by last name, left to right, by row. = Commemorative Artist Fredrick PrescottPatrick O’Toole Todd Perkins Lannie Pihajlic Amie Plante Neil Russell June 21–23, Lionshead Mall / Arrabelle at Vail Square 57-58 29-30 41-42 22-23 49 68 45 16 15 75 38 33 62 12 86 34 48 48 67 77 59 71 72 87 37 2-3 32 83 70 17 51 82 66 65 19 85 63 60 40 7-8 64 18 56 13 46-47 74 4 73 Ryan Odegard 28 81 50 21 39 1 10-11 6 35-36 84 9 31 20 14 5 61 North To I-70 To Lionshead GondolaIce RinkVail Chophouse B lu e M o o se Quicksilver Arrabelle To El Sabor To Parking Structure EVENTINFO Garfinkels Lift Ticket Office C 51 44 43 7978 57 58 61 41 60 59 62 42 63 75 64 45 65 66 67 68 69 70 71 52 72 53 73 74 54 55 76 83 84 77 81 82 85 86 87 5646474948 80503 93840KID’S CRAFTS 32 33 34 35 31 36 37 3 0 2 9 191 8 1 7 1 6 1 5 20 21 28 25 24 26 27 8 7 9 4 5 6 3 2 1 1 2 1 3 1 4 11 1023 22 BusStop NewspaperStands Jessica WrightINNER SPIRAL JUNE 21–23, 2019 FREE ADMISSION MEET THE ARTISTS l INTERACTIVE ART ACTIVITIES CHILDREN’S ACTIVITIES COLLECTIBLE WORLD-CLASS ORIGINAL ART LIONSHEAD MALL ARRABELLE AT VAIL SQUARE FOR FULL EVENT INFORMATION:970-477-3699 l VAILARTSFESTIVAL.COM JUNE 21 – 23 FRIDAY & SATURDAY 9:30AM–6PM SUNDAY 9:30AM–4PM Contacts: Laurie Asmussen First Name: Laurie Last Name: Asmussen Linked User Form laurie@vailartsfestival.com 2019 CSE Reviews: 21160120 Name Attachments 21160120 No 21160121 No 21160110 No 21160111 No 21160112 No 21160113 No 21160114 No 21160115 No 21160116 No 21160117 No 21160119 No What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form mmiano@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21160121 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form jgross@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21160110 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form esaeger@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21160111 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form alisonw@vailchamber.org Tag type:dynamic 2019 CSE Reviews: 21160112 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form williambarrydavis@gmail.com Tag type:dynamic 2019 CSE Reviews: 21160113 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form kimnewbury@gmail.com Tag type:dynamic 2019 CSE Reviews: 21160114 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form mvalenti@vailresorts.com Tag type:dynamic 2019 CSE Reviews: 21160115 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form markgordonvail@gmail.com Tag type:dynamic 2019 CSE Reviews: 21160116 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form rkundolf@msn.com Tag type:dynamic 2019 CSE Reviews: 21160117 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form sbiszantz@gmail.com Tag type:dynamic 2019 CSE Reviews: 21160119 What category is this application? Write additional comments, notes or things you want to remember about this application: What did you like about this program/event? What needs improvement? Submission Date Linked Events 2019 Vail Arts Festival Linked Form mvlaar@vailgov.com Tag type:dynamic