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HomeMy WebLinkAbout17. LetsGO Vail_10-01-2020Events RFP 18/19/20/21: LetsGO Vail EVENT & APPLICANT OVERVIEW 0. Email contact corey@bryndal.com 1. What is the name of your event/program? LetsGO 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 $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 08/05/2021 7. Proposed Event/Program End Date 08/08/2021 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 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 Corey Bryndal 9a. Title of person completing the application Manager, LetsGO Volleyball 10. Provide name of person or entity to whom the funding check will be cut. LetsGO, LLC 11. Mailing Address Street PO Box 3526 12. City Crested Butte 13. State Colorado 14. Zip Code 81224 15. Telephone number 3033785005 16. Email address corey@bryndal.com 17. Event/program and/or organization website www.letsgovolleyball.com 18. Number of years organization has been in business 1 19. Organization's Mission Statement LetsGO elevates each player's personal experience at every opportunity. We bring an exciting Center Court Village, upgraded professional nets, team tents and a new playing format to marquee destinations. 20. Organization's Tax Status For Profit 21. If applicable, please attach current State Department of Revenue Certificate with this application. Letsgo LLC - State of Colorado Tax.pdf 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. Event Overview As a participation sport, competitive grass volleyball has exploded throughout the United States. Large events in Pennsylvania, Wisconsin, Colorado and Oregon regularly attract local, regional and out of state players. While these events focus on large scale, we believe there is a solid opportunity for medium-sized events of a higher-touch, higher-quality, and a more intimate nature to be held in resort destination locations. LetsGO Volleyball is a new, exciting playing format for competitive adult & youth volleyball players. Additionally we offer elite level instruction for youth. We offer significantly updated & branded volleyball courts surrounded by ball stops. Team tents are provided for each registered team and setup in advance. A vibrant Center Court Village serves as epicenter of activity. Our unique dual-pool playing format ensures maximum playing time for each team, and keeps teams engaged later into the day culminating in spirited cheering & heckling at the same-day finals. LetsGO events will be held at Ford Park in Vail, Air Force Academy and Aspen. The Vail event will be a four-day event with pro/olympic instruction and competition offered for youth. 12 playing divisions are offered from novice to semi-pro. LetsGO Vail will accommodate 96 2-person teams per day Friday through Sunday. That is a maximum event capacity is 288 2- person teams plus Thursday youth instruction(max 192 kiddos). Our schedule encourages multi-day registrations for adult teams. Youth are asked to sign up for both instruction(Thursday) and junior competition(Friday) for a complete experience. 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. Timing LetsGO Vail will be held August 5th, 6th, 7th, 8th 2021. We selected these dates in consultation with Vail Recreation District based on Ford Park field & lodging availability. 4. Do you plan to use Vail Recreation District Facilities? Yes 4a. Please attach letter or email confirmation from Vail Recreation District if using VRD facilities. 2020 lets Go VB Fac Use.pdf 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. LetsGO Vail will be held entirely within the Town of Vail. ENVIRONMENTAL PRACTICES 1. Which of these environmental practices will you commit to executing at your event/program? 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, Ban styrofoam, not allowed within town limits, 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. LetsGO events occur on existing grass athletic fields with negligible disturbance. Our venue utilizes no consumable products - every asset is re-used. Recycle bins will be made available. Our athletes typically bring re-useable water bottles, and we provide re-filling stations. No idling is required, nor is typical at our events. Basically, we have a very light footprint. EVENT/PROGRAM PARTICIPANTS 1. Number of participants (athletes, artists, exhibitors, etc.) anticipated 450 2. Number of volunteers needed 0 3. Number of event/program staff 4 4. Estimate of total number of spectators/attendees anticipated 30 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 149 3. Estimate the number of international guests your event/program will bring to Vail 1 4. How will your event/program increase sales tax in Vail? Over four days of tournament and instruction, attendees and their family will purchase housing, food, and gift items. We expect the majority of 450 players along with friends and family to visit during the event. Room Nights & Revenues Our event schedule encourages multi-day registrations for both adult and youth players. This requires multi-day accommodations at several price points. Lodging packages will be offered at three budget levels in conjunction with various Vail properties. We will work with Vail Valley Partnership to offer pre-defined lodging options. We expect strong interest among in-state players along the Front Range. There will be a special focus on the mid-west markets including Minneapolis, Chicago, Kansas City and Omaha. Additional marketing will be delivered in Salt Lake City, Albuquerque, Dallas, Las Vegas and Phoenix. Each of these markets has an active grass volleyball community. 5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council? LetsGO Volleyball brings a vibrant, active and visually impactful outdoor event with exceptional service level and opportunities for youth instruction to the Vail Village. 6. CRC - Brand Fit: How will your event or program support the Vail brand identity? LetsGO Volleyball brings a vibrant, active and visually impactful outdoor event with exceptional service level and opportunities for youth instruction to the Vail Village. 7. CRC - Event Timing: How is it the right event/program at the right time? From discussion with VRD and Vail Valley Partnership we believe early August is free of event conflicts, and would have good opportunities for lodging. Junior players are not in school yet, and available for travel. 8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community members? LetsGO Volleyball brings a vibrant, active and visually impactful outdoor event with exceptional service level and opportunities for youth instruction to the Vail Village. 9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new programming, entertainers, adding additional days and activities.) Potential Growth Our growth target is to fill all available team registration slots. 288 registered 2-person teams plus 192 players for youth instruction. In years future, additional field rental and additional divisions are possible. The Center Court Village will evolve to include live streaming video, on-site LED video wall replay, and may showcase high- interest professional players. Personalized streaming platforms such as Twitch & FaceBook Live have our interest. Year over year we may add new playing division variations including triples(popular in the mid-west), fours(popular amongst recreational level players), masters divisions, and King of the Grass(individual) formats. While prize money will grow with sponsors and support, our focus on incremental improvements to the individual player's personal event experience. 10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration? Potential Growth Our growth target is to fill all available team registration slots. 288 registered 2-person teams plus 192 players for youth instruction. In years future, additional field rental and additional divisions are possible. The Center Court Village will evolve to include live streaming video, on-site LED video wall replay, and may showcase high- interest professional players. Personalized streaming platforms such as Twitch & FaceBook Live have our interest. Year over year we may add new playing division variations including triples(popular in the mid-west), fours(popular amongst recreational level players), masters divisions, and King of the Grass(individual) formats. While prize money will grow with sponsors and support, our focus on incremental improvements to the individual player's personal event experience. 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.) Marketing Strength Our goal is to drive team registrations and lodging commitments. We will focus on social media using paid pushes on FaceBook, Instagram and Twitter, as well as some as placement from Google. Our pro/olympic level instructors will do social medial pushes, as well as sponsors. Direct contact is being made with volleyball organizers/leaders in each target market. This include Club organizers, coaches, recreational facility management and athletic directors. Each will be provided with on-site posters and eMails to re-distribute. Team registration will be handled at www.letsgovolleyball.com. Our website will re-direct registrants to lodging properties for direct booking using a unique group lodging code. While some Vail Valley media advertising may be used(print/radio/TV), our goal is to bring people into Vail from the outside. Event announcements(press release) and event wrap-ups will sent to Front Range television and print media. As noted, LetsGO will operate three events in 2021 (Vail, Air Force Academy, Aspen) and will cross-market each of the events with the goal of developing multi-event registrations and an affinity to the LetsGO brand. 12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract sponsorship support? Marketing Strength Our goal is to drive team registrations and lodging commitments. We will focus on social media using paid pushes on FaceBook, Instagram and Twitter, as well as some as placement from Google. Our pro/olympic level instructors will do social medial pushes, as well as sponsors. Direct contact is being made with volleyball organizers/leaders in each target market. This include Club organizers, coaches, recreational facility management and athletic directors. Each will be provided with on-site posters and eMails to re-distribute. Team registration will be handled at www.letsgovolleyball.com. Our website will re-direct registrants to lodging properties for direct booking using a unique group lodging code. While some Vail Valley media advertising may be used(print/radio/TV), our goal is to bring people into Vail from the outside. Event announcements(press release) and event wrap-ups will sent to Front Range television and print media. As noted, LetsGO will operate three events in 2021 (Vail, Air Force Academy, Aspen) and will cross-market each of the events with the goal of developing multi-event registrations and an affinity to the LetsGO brand. 13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to sustain and grow the event. Producer Qualifications As the producer of LetsGO, I have nearly 30 years of experience competing in weekend tournaments as a player. I'm a U17 coach for the Anthrecite Volleyball club in Gunnison, CO. I've organized college tournaments and managed leagues. I have long standing relationships in the sport throughout the state. Both of my teenaged children compete today. I've lived in Silverthorne and worked for East West Partners. My wife and I have spent the past 15 years raising our family in Crested Butte, Colorado. Separately, I created and grew the MountainConnect Rural Broadband Development conference. The event attracts local, regional and national participants annually. After 3 years of sustained growth I transitioned the conference to new ownership. My employer continued as a sponsor. MountainConnect has been held in Vail at Cascade/Grand Hyatt, Main Street Station in Breckenridge, Keystone Conference center and the Mount Princeton Hot springs resort. Attendance has ranged from 300-600+ attendees. 13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. COVID-19 LetsGO will work with the Town of Vail, VRD and local heath authorities to develop and operate appropriate COVID-specific precautions aimed at reducing risk to all attendees. VRD has shared sample protocol plans. LetsGO consists of 26 outdoor volleyball courts at Ford Park. Each court is approximately 5400 square feet including court and surrounding free zones. Four players are active on a court during games. 2 referees are present aside the court. Four 8' x 8' player tents are adjacent to each court. Our 24 Competition Courts host four 2-person teams each. A warmup court and center court are provided. 13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. COVID-19 LetsGO will work with the Town of Vail, VRD and local heath authorities to develop and operate appropriate COVID-specific precautions aimed at reducing risk to all attendees. VRD has shared sample protocol plans. LetsGO consists of 26 outdoor volleyball courts at Ford Park. Each court is approximately 5400 square feet including court and surrounding free zones. Four players are active on a court during games. 2 referees are present aside the court. Four 8' x 8' player tents are adjacent to each court. Our 24 Competition Courts host four 2-person teams each. A warmup court and center court are provided. EVENT ECONOMIC IMPACT 1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. 300 2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending generated by your event or program. $100,000 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? $86,000 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. LetsGO Vail will use the www.letsgovolleyball.com website for team registration. Registrants will be presented with three budget level options for lodging, and re-directed to individual lodging properties' websites for direct lodging registration using a provided event code. We will poll the lodging properties to determine the use of lodging codes. 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. Funding request is for $10,000. CSE funds will be applied to marketing activities, general labor and cash prize payouts. Projected Expenses. ($24,503) Field Rental $1853.00 (4 days) Insurance $1200 Equipment n/a (owned) Sound/AV n/a (owned) Trash $500 Utilities $250 Labor $4000 Traffic n/a Banners $1000 Website $1000 Social Media $1000 Poster $500 Housing $3200 Cash prizes $6000. (12 divisions, $500 purse each) Back Packs $2500 Truck Rental $1500 2. Please upload the provided complete event/program budget template here. LetsGOVAIL2021-Budget-CSE_v1.txt 3. What percentage % of the total event/program budget is the CSE being asked to fund? 40 4. If the event/program is not funded at full request, how will the event change with a lower funding allocation? If the event request is not funded, reductions will be in the areas of marketing activities, labor and cash prizes for divisions. Marketing activities will focus on social media, and reductions would occur to print materials. We suspect by offering $500 per 16-team(32 player) division, we will see a significant increase in lodging. 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.) 61,440 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. LetsGOVAIL2021-Marketing-CSE_v1.txt 1. Objectives: What are you trying to accomplish through your marketing efforts? Marketing Strength Our goal is to drive team registrations and lodging commitments. We will focus on social media using paid pushes on FaceBook, Instagram and Twitter, as well as some as placement from Google. Our pro/olympic level instructors will do social medial pushes, as well as sponsors. Direct contact is being made with volleyball organizers/leaders in each target market. This include Club organizers, coaches, recreational facility management and athletic directors. Each will be provided with on-site posters and eMails to re-distribute. Team registration will be handled at www.letsgovolleyball.com. Our website will re-direct registrants to lodging properties for direct booking using a unique group lodging code. While some Vail Valley media advertising may be used(print/radio/TV), our goal is to bring people into Vail from the outside. Event announcements(press release) and event wrap-ups will sent to Front Range television and print media. As noted, LetsGO will operate three events in 2021 (Vail, Air Force Academy, Aspen) and will cross-market each of the events with the goal of developing multi-event registrations and an affinity to the LetsGO brand. 2. Strategy: How will you meet your objectives? Marketing Strength Our goal is to drive team registrations and lodging commitments. We will focus on social media using paid pushes on FaceBook, Instagram and Twitter, as well as some as placement from Google. Our pro/olympic level instructors will do social medial pushes, as well as sponsors. Direct contact is being made with volleyball organizers/leaders in each target market. This include Club organizers, coaches, recreational facility management and athletic directors. Each will be provided with on-site posters and eMails to re-distribute. Team registration will be handled at www.letsgovolleyball.com. Our website will re-direct registrants to lodging properties for direct booking using a unique group lodging code. While some Vail Valley media advertising may be used(print/radio/TV), our goal is to bring people into Vail from the outside. Event announcements(press release) and event wrap-ups will sent to Front Range television and print media. As noted, LetsGO will operate three events in 2021 (Vail, Air Force Academy, Aspen) and will cross-market each of the events with the goal of developing multi-event registrations and an affinity to the LetsGO brand. 3. Audience: Who is your audience? (You may choose more than one.) First time visitors, Returning guests, 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.) Marketing Strength Our goal is to drive team registrations and lodging commitments. We will focus on social media using paid pushes on FaceBook, Instagram and Twitter, as well as some as placement from Google. Our pro/olympic level instructors will do social medial pushes, as well as sponsors. Direct contact is being made with volleyball organizers/leaders in each target market. This include Club organizers, coaches, recreational facility management and athletic directors. Each will be provided with on-site posters and eMails to re-distribute. Team registration will be handled at www.letsgovolleyball.com. Our website will re-direct registrants to lodging properties for direct booking using a unique group lodging code. While some Vail Valley media advertising may be used(print/radio/TV), our goal is to bring people into Vail from the outside. Event announcements(press release) and event wrap-ups will sent to Front Range television and print media. As noted, LetsGO will operate three events in 2021 (Vail, Air Force Academy, Aspen) and will cross-market each of the events with the goal of developing multi-event registrations and an affinity to the LetsGO brand. 5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than one.) Print - Regional, Television, Online Event Listings, E-newsletters, Web, Grassroots, Facebook, Instagram, Twitter, Posters, Flyers, Signage – Banners, etc, Co-promotions, Partnerships, Local Vail Businesses 6. Please list contact information for your Media Relations or Public Relations staff or firm. 6a. Name Corey Bryndal 6b. Telephone Number 303-378-5005 6c. Email Address corey@bryndal.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. We have approached four key national brand sponsors. None are yet confirmed as of this application date. One manufactures volleyballs. One manufacturers durable coolers, re-useable cups & lawn chairs. One sells sports drinks. One sells active wear clothing. 3. Please explain the potential for additional sponsorships or partners. Ideally, we would like to achieve a balance of sponsor support between national and local/regional sponsors. Local sponsors could include lodging, restaurants, real-estate firms, marketing districts/municipalities. 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.) LGP-website.jpg 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? We are not asking for "fee relief", as VRD/Joel has offered a first year 15% discount on field fees. We have built field rental into our budget. 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. Website will be located at www.letsgovolleyball.com. It is under development, and I have included a draft of what the website developer is working on. Also included are images of our equipment setup. There are more images to share, but this tool only provided three upload fields. Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Star_tents_crested_butte.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding player_tents_pink_net.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding LGP-website.jpg 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 Corey (Carl) Bryndal Number Events RFP 18/19/20/21: File Attachments 21. If applicable, please attach current State Department of Revenue Certificate with this application. Letsgo LLC - State of Colorado Tax.pdf 4a. Please attach letter or email confirmation from Vail Recreation District if using VRD facilities. 2020 lets Go VB Fac Use.pdf 2. Please upload the provided complete event/program budget template here. LetsGOVAIL2021-Budget-CSE_v1.txt Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. LetsGOVAIL2021-Marketing-CSE_v1.txt 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.) LGP-website.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Star_tents_crested_butte.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding player_tents_pink_net.jpg Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding LGP-website.jpg Instructions: Please print this document for your records. MyBizGolorado COLORADO DEPT OF REVENUE ' Thank you for registering with the Colorado Department of Revenue!Your electronic application has been received.You will receive your sales Tax License and/or wage withholding information in themail in the next 10 business days. You may use this receipt as a tenrporary sales Tax License in the interim. Date: 1l1Sl2O ',' Name: LetsGO,,,tib :: , i,,:t,: Address: 1 o Riogd'RotnmCiested auttej color,ado81224-3526 Sales Tax Account,Number: Sales Tax Filing Frcq,uency: Wage Withhotding AeCo Nu*U,en wase with hotd i ns Filihg,F.icqubneyi Websites '' I 1 854388 Quarterly (Under $300 in taxes/mo) N/A ;,.,.-N/A i:,' ,,: :: , State of Golorado: www.colorado.gov Golorado Department of Revenue: ffi..olorado,gov/revenue Golorado Department of Revenue Online Customer Support Site: reven uestateco. custhelp. com File and pay your sales tax onlips; Www.colorado.gov/RevenueOnline Register to pay by EFT: www.cotorado.gov/revenue/eft Please wait2-3 business days while we validate your registration before attempting toaccess your account in Revenue Online. You will receive your license(s) in the mail within 10business days. lf you do-not already have access to i1evenue online, you may useinformation from that letter to sign_up. ffigffi*x$wfisreds pffiF ffiwewfip€ {00182167.DOC / 2} 700 S Frontage Rd E Vail, CO 81657 970-479-2280 FACILITY USE AGREEMENT Date: 3/1/20 Whereas, Vail Park and Recreation District, a quasi-municipal corporation and political subdivision of the State of Colorado, d.b.a. Vail Recreation District (“District”), agrees to license athletic facility space to:_LetsGo Volleyball , hereinafter referred to as “Licensee”, as follows: Facility being Licensed:____Ford Park Athletic Field Dates of Occupancy:__August 7-9, 2020 Name of Event:__LetsGoVolleyball Vail Type of Event:__2 person adult volleyball tournament Use Fee required:___ $545 x 3 = 1635 less 15% discount 1st year event = $1390.00 Field Preparation Fees Required:___N/A All Fees Due By N/A Security Deposit Fees Required:_________________Due upon execution of agreement Insurance certificate on file: ( ) yes Date Received:__________________________ The Vail Recreation District hereby agrees to authorize Licensee to use said premises subject to the conditions hereinafter expressed: 1. It is expressly understood that the premises are to be used by Licensee exclusively for the event described above. Licensee shall not assign the rights hereunder or any portion hereof. 2. All fees are due 120 days prior to the event date. Licensee shall forfeit 50% of fees paid in the event of an agreement cancellation by Licensee between thirty and eight-nine (30 and 89) days prior to the event. Cancellation made by the Licensee prior to Ninety (90) days before the start of the event will receive a refund equal to 75% of fees paid. Cancellations made within thirty (30) days will not receive a refund of fees paid. 3. Licensee has inspected the premises, is familiar with the present condition thereof, and agrees to accept the premises in such condition “as is” at the commencement of the license term. Licensee shall maintain the premises and the adjoining area used by the Licensee or its invitees in a first class condition and shall surrender said premises to the District in the same condition and repair at the end of the license term. Any additional cleaning, repair and policing deemed necessary by the District shall be paid by the Licensee and deducted from the license deposit or billed post event. {00182167.DOC / 2} 4. Licensee shall be prohibited from serving or selling any alcoholic beverages on the premises, unless s/he obtains a Special Events liquor license through the Town of Vail and the express written consent of the District’s Executive Director. Said liquor license shall then become an attachment to this license. In the event Licensee applies for a liquor license with the written approval of the District, the license granted by this Agreement shall be automatically converted to a lease subject to all the terms contained within this Agreement. 5. Licensee will not permit dogs on the premises at any time during the term of the license as required by Town of Vail ordinance. 6. Licensee will not allow glass containers on the premises during the term of the license as required by Town of Vail ordinance 7. Licensee shall allow cars or vehicles to park only in designated areas. Vehicles are at no time allowed on the fields. Any illegally parked vehicles are subject to Town of Vail tickets or fines 8. Licensee shall be solely responsible for damage or injury to the property or effects of the license or any individuals entering onto the premises during the license term. 9. Licensee shall not allow anything to be done on the premises which may injure or endanger any person and licensee shall indemnify, defend and hold the District harmless from and against all claims, liabilities, damages, loss, cost or expenses, including reasonable attorney’s fees, for injury or damage to persons or property on or about the premises. 10. Licensee shall obtain and deliver to the Vail Recreation District a policy of insurance issued by an insurance company licensed in the State of Colorado indicating that the licensee has obtained general public liability insurance in the limit of one million dollars ($1,000,000) for injury to any person and two million dollars ($2,000,000) for bodily injury in the aggregate and a minimum limit for property damage of five hundred thousand dollars ($500,000). The policy shall name the Vail Recreation District and the Town of Vail as an additional insured and shall contain the provision that it may not be cancelled or materially altered until after the license term. 11. In the event of any claim arising in connection with this Agreement, whether under a contract or tort theory, the amount of damages for which the District may be liable to Licensee shall not exceed the Use Fee required to be paid hereunder. 12. The Vail Recreation District shall determine in its sole discretion whether the premises are over – saturated with water during the license terms. If the Vail Recreation District makes such determination, Licensee agrees to not play on the premises until the District, in its sole discretion, determines that the premises have dried sufficiently. There will be no refunds of use fees during the license date because of weather related issues. 13. The Vail Recreation District reserves the right at any time to enter onto the premises to review licensee actions and/or for any other purpose. {00182167.DOC / 2} 14. The Licensee shall provide for appropriate policing of premises to maintain public peace and order, and enforce policies and overall adherence to the terms of the Agreement. 15. The Vail Recreation District shall provide basic trash and toilet facilities to the licensed premises. It is the sole responsibility of the Licensee to provide and pay for additional trash and toilet amenities above and beyond what is provided on a standard basis when size of event dictates such need. The District shall work with the Licensee to determine whether additional trash and toilets are required. ***Licensee will be required to supply bear proof dumpsters and additional portalets at some locations*** 16. Licensee agrees to observe and comply with all laws and regulation of the Vail Recreation District and the Town of Vail, State of Colorado and the United States of America. 17. It is the Licensee’s sole responsibility to inform all parties and invitees , the obligations, rules and written policies of this license and the enforcement thereof. 18. Licensee shall be prohibited from selling any merchandise on the premises unless s/he obtains a transient vendor’s license from the Town of Vail prior to the event. The District reserves the option to charge the Licensee a commission on all merchandise sold on the licensed premises during the agreement 19. The Vail Recreation District has an exclusive contract for Food and Beverage sales on the premises with Scott O’Connell 970-479-2448, soconnell@vailrec.com Additional Food and Beverage sales need to be negotiated with the District contractor. 20. The terms and rights and obligations contained within this Agreement are subject to the terms of the long-term Intergovernmental Lease Agreement between the District, as lessee, and the Town of Vail, as lessor. 21. The Licensee certifies that the Licensee shall comply with the provisions of Section 8-17.5-101 et seq., C.R.S. The Licensee shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into an agreement with a subcontractor that knowingly employs or contracts with an illegal alien. The Licensee represents, warrants, and agrees that it has confirmed the employment eligibility of all employees who are newly hired for employment to perform work under the Agreement through participation in either the E-Verify Program or the Department Program described in Section 8-17.5-101, C.R.S. The Licensee shall not use either the E-Verify Program or the Department Program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. If the Licensee obtains actual knowledge that a subcontractor performing work under this contract knowingly employs or contracts with an illegal alien, the Licensee shall: (i) notify the subcontractor and the [District/Town] within three days that the Licensee has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii) terminate the subcontract with the subcontractor if within three days of receiving such notice, the subcontractor does not stop employing or contracting with the illegal alien, unless the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. {00182167.DOC / 2} The Licensee shall comply with all reasonable requests made in the course of an investigation by the Colorado Department of Labor and Employment. If the Licensee fails to comply with any requirement of Section 8-17.5-102(2), C.R.S., the [District/Town] may terminate this Agreement for breach and the Licensee shall be liable for actual and consequential damages to the [District/Town]. If Licensee participates in the Department Program, Licensee shall provide the affirmation required under Section 8-17.5-102(5)(c)(III), C.R.S., to the District. 22. Licensee, if operating as a sole proprietor, hereby swears or affirms under penalty of perjury that Licensee (i) is a citizen of the United States or legal permanent resident or otherwise lawfully present in the United States pursuant to federal law, (ii) shall comply with the provisions of Section 24-76.5-101 et. seq., C.R.S., and (iii) shall produce one of the forms of identification required by Section 24-76.5-103, C.R.S., prior to the use of the premises. 23. To the extent this Agreement may be construed to be a “sole source government contract” within the meaning of Sections 15 through 17 of Article XXVIII of the Colorado Constitution, and to the extent these constitutional provisions have not been enjoined or invalidated by a court of competent jurisdiction, Section 15 and Section 17(3) of Article XXVIII of the Colorado Constitution are hereby incorporated in this Agreement. LESSOR: VAIL RECREATION DISTRICT BY:_____________________________________________________________________ Signature Date Print Name and Title LICENSEE:__________________________________________________________________ BY:_____________________________________________________________________ Signature Date Print Name and Title Address:_________________________________________________________________ Phone Number:______________________________Cell Phone:____________________ Email Address:____________________________________________________________ Attachment: LetsGOVAIL2021-Budget-CSE_v1.txt This file format cannot be displayed in a PDF. Attachment: LetsGOVAIL2021-Marketing-CSE_v1.txt This file format cannot be displayed in a PDF. Attachment: LGP-website.jpg Attachment: Star_tents_crested_butte.jpg Attachment: player_tents_pink_net.jpg Attachment: LGP-website.jpg Contacts: Corey (Carl) Bryndal First Name: Corey (Carl) Last Name: Bryndal Linked User Form corey@bryndal.com 2019 CSE Reviews: 21283988 Name Attachments 21283988 No 21283989 No 21283979 No 21283980 No 21283981 No 21283982 No 21283983 No 21283984 No 21283985 No 21283986 No 21283987 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 LetsGO Vail Linked Form mmiano@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21283989 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 LetsGO Vail Linked Form jgross@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21283979 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 LetsGO Vail Linked Form esaeger@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21283980 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 LetsGO Vail Linked Form alisonw@vailchamber.org Tag type:dynamic 2019 CSE Reviews: 21283981 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 LetsGO Vail Linked Form williambarrydavis@gmail.com Tag type:dynamic 2019 CSE Reviews: 21283982 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 LetsGO Vail Linked Form kimnewbury@gmail.com Tag type:dynamic 2019 CSE Reviews: 21283983 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 LetsGO Vail Linked Form mvalenti@vailresorts.com Tag type:dynamic 2019 CSE Reviews: 21283984 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 LetsGO Vail Linked Form markgordonvail@gmail.com Tag type:dynamic 2019 CSE Reviews: 21283985 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 LetsGO Vail Linked Form rkundolf@msn.com Tag type:dynamic 2019 CSE Reviews: 21283986 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 LetsGO Vail Linked Form sbiszantz@gmail.com Tag type:dynamic 2019 CSE Reviews: 21283987 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 LetsGO Vail Linked Form mvlaar@vailgov.com Tag type:dynamic