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HomeMy WebLinkAbout22. Vail Family Fun Fest 2021_10-01-2020Events RFP 18/19/20/21: Vail Family Fun Fest 2021 EVENT & APPLICANT OVERVIEW 0. Email contact brianhall@bluecreek.com 1. What is the name of your event/program? Vail Family Fun Fest 2021 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? $15,000 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 $17,000 5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021? No 6. Proposed Event/Program Start Date 07/03/2021 7. Proposed Event/Program End Date 08/07/2021 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 07/03, 07/10, 07/17, 07/24, 07/31 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 Brian Hall 9a. Title of person completing the application President 10. Provide name of person or entity to whom the funding check will be cut. Blue Creek Productions, Inc. 11. Mailing Address Street P.O. Box 4510 12. City Eagle 13. State Colorado 14. Zip Code 81631 15. Telephone number 9703765855 16. Email address brianhall@bluecreek.com 17. Event/program and/or organization website vailfamilyfunfest.com, bluecreek.com 18. Number of years organization has been in business 33 19. Organization's Mission Statement To create and produce exceptional world class family and children's events and entertainment in support of our destination resort clients. To Help out clients be successful in their goals, To make our guests feel welcome, exceed our own expectations how what a great job we can do and to provide a great return (financially and brand wise) to our clients and partners. To have fun and share that fun with their/our resort guests. 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? Existing 1a. How many years has the event or program been produced in Vail? 12 1b. Please describe the location(s) of the event or program in previous years. The Vail Family Fun Fest takes place in the heart of Lionshead - Vail, Colorado in the are between the Arrabelle Hotel and the Blue Moose restaurant. Special presentations and exhibits expand up onto the upper walkway area by the children's playground area next to the Lionshead Jewelers. And sometimes towards the Gondola let area. 2. Please provide a detailed description of the event/program and its activities. • Come learn, laugh and have fun as a family. The Vail Family Fun Fest is a fun and engaging event for the entire family. We offer quality arts & crafts and creative projects in our "Creation Station" Zone, interactive exhibits with STEM type building activities and materials contests and competitions that get the entire family into the act and fun family entertainment. Each week we showcase quality educational presenters in our "Super Science" Tent such as *The Raptor Educational Foundation, Nature's Educators, Fossil Planet Adventures, Space Time Kids, The Denver Museum of Nature And Science, the Denver Butterfly Pavilion, Spark Lab Science and Mad Science. We will also present entertainment or activities from partner Vail groups such Vail Jazz, Vail International Dance Festival, Vail American Days and interactive presentations where the kids become part of the show through music, dance and theatre. Covid19 Impact - Depending where we are in this crazy Covid world with health guidelines and restrictions - we adapt. In our 2020 Summer events we created a cover safe area with protocols, cues, signage, adapted actives that were safe for all concerned - guests and staff. Keep the goal in mind -good, safe fun. And we kept the fun in it all! 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. The Vail Family Fun Fest takes place in the heart of Lionshead - Vail, Colorado in the are between the Arrabelle Hotel and the Blue Moose restaurant. Special presentations and exhibits expand up onto the upper walkway area by the children's playground and water feature area next to the Lionshead Jewelers. This is an existing event so we are familiar with the TOV permitting process and working with our neighbors in that area. Proposed dates of our events for the Summer of 2021 are 07/03, 07/10, 07/17, 07/24, 07/31, 08/07. From 11:00am to 2:00pm. We already have permission to use the Arrabelle Ice Rink Space for the 2021 Summer, pending their wedding scheduled and I am hoping they are busy. 4. Do you plan to use Vail Recreation District Facilities? No 5. If any of the event/program takes place outside of the Town of Vail, please explain where the event will take place and why. No, there is no place outside of Vail. ENVIRONMENTAL PRACTICES 1. Which of these environmental practices will you commit to executing at your event/program? Use of Zero Hero Tents & staffing, Use of Voltz Wagon for Power, 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 secure bike parking area 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. There are two ways VFFF can be a good environmental partner with Vail. First - our audience is kids and their parents. We have the unique opportunity to set an example with the kids as an environmentally sustainable event and to offer educational exhibits and partner presentations for the kids and families who attend our event. We can partner with the Town of Vail Environmental Team to offer information, live presentations and/or themed days as part of our event. This could be a great opportunity to get the kids involved in helping make Vail and/or their home towns more environmentally sustainable. Secondly - We will also make sure that any operational aspect of our event follows Town of Vail suggestions and strive to be environmentally sensitive. All materials for arts & Crafts and other activities will be recyclable. We will offer staff carpools into town. Where possible posters, promo materials and give-aways will be recyclable. EVENT/PROGRAM PARTICIPANTS 1. Number of participants (athletes, artists, exhibitors, etc.) anticipated 10 2. Number of volunteers needed 0 3. Number of event/program staff 15 4. Estimate of total number of spectators/attendees anticipated 5,500 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 2,805 2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail 2,365 3. Estimate the number of international guests your event/program will bring to Vail 330 4. How will your event/program increase sales tax in Vail? Per the TOV 3rd party 2017 surveys, our event had an impact of $44,226.00 in sales tax dollars with a sales tax impact ration of $2.21. We hope this amount increases next year and helps demonstrate our contribution to the town. 81% of our guests stayed in Vail Lodging. 5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council? What is our legacy, what do we stand for? Vail is special - our guests know it and we know it. Our guests and us may not always be able to articulate why it is so special, but we all feel it. And that feeling is what sets us apart from other destinations. It's in the setting, the people and the experiences of Vail. I think we’re on point as being a great representative of what Vail stands for. Our staff is awesome, friendly, sincere, engaged. We are able to connect with the kids, their parents, and grand parents. Many mountain resorts can off similar amenities, but it’s our people, our sense of welcome, our warmth that can help make Vail stand out. We present fun and engaging activities for kids to grandparents. Many of our activities are “old school” type fun. And it’s free. I can’t tell you how many times I have a parent says “it’s great to go something you can go to and just enjoy for free”. Everything can’t be free, but this event – when seen by our family guests, seems to help strike a well appreciated balance in their perception of Vail. And we tell them TOV underwrites this event – on the PA about every 15 to 20 minutes. 6. CRC - Brand Fit: How will your event or program support the Vail brand identity? In our continuing effort to make our event as wonderful as possible, we will keep in mind what Vail is - it's character - it's promise and it's position in the resort world - in every consideration of activity and entertainment quality, event ambience and most importantly, in our staffing. As always we will strive to have the most friendly & outgoing, passionate and well informed hosts greeting and working with our guests. World class experiences, delivered with humble hearts. At our event we allow guests to relax, slow down and get back in touch with what is really important - spending time with the ones you love. And we aspire to bring out the childlike sense of joy through the power of play. 7. CRC - Event Timing: How is it the right event/program at the right time? We believe this is the right time for our event and the right duration. We had experimented with more of an "Apre'" day time in later afternoon, but ran into a lot of problems with bad weather. This seems to work better. Plus it allows us to talk with our guests and give them information on other activities they can partake in and restaurants that might be a good fit for them for lunch or dinner that evening. 8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community members? McMillan & Chavis (1986) defines sense of community as "a feeling that members have of belonging, a feeling that members matter to one another and to the group, and a shared faith that members' needs will be met through their commitment to be together.” Our event and our staff strive to make a strong personal connection with our guests, whether they are visiting from another country, another state, driven up from Denver or are a Vail local. We aim to produce an event that people want to return to because of the activities, but mostly because of the people they met working it. We have seen this an example of the strong bond we make with our guests in the high amount of returning guests each week and each year. Vail has become a part of their lives and our event has become a part of Vail. Many people come back to see us each year and that's a great feeling. 9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new programming, entertainers, adding additional days and activities.) We feel we have a very popular and valuable event. We have a million ways to enhance and continue to develop and expand our event - and the desire to so. It's all depends on finding more and new money to support this growth and development. Next summer we would like to add some kind of family walking, hiking or bike riding activities. We want to get them out and moving together. Creating more memories exploring Vail. Some of the ways we keep it fresh and changing for the returning guests is by rotating special presenters and entertainment. We create a schedule of special themes to rotate through over the summer. We aim at a mix of 65% or ongoing activities and 35% changing up each week to keep it fresh. And with each upcoming summer season, we try to create bigger "New Rides" to excite our all our guests much the same way Disney does it to keep the excitement up. This upcoming summer, we plan to add our new Kids' Stage, which should be an exciting feature to talk about as we get closer. 10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration? From the moment you enter our event, you are welcomed by our host people and invited to participate in the many fun and engaging exhibits, challenges and games or to enjoy our entertainment. We take special effort to create a sense of welcome and not make anyone feel like they are left out. Come in, relax have fun. Build something with your son or daughter - create a theatrical mask or compete as a team in our Water Balloon Toss of Death! There are fun and exciting things to get involved in and there are more passive things if you wish for some quiet time. Next summer we would like to add some kind of family walking, hiking or bike riding activities. We want to get them out and moving together. Creating more memories exploring Vail. 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.) Our event relies heavily on several promotional directions - our growing social presence, our work hard to ensure we are in all available calendar listings both local and regional. And creating positive Word of Mouth. We create and execute a plan to leverage local and regional press coverage through ongoing and fresh promotional stories about changing features and themes. And we work with our lodging partners in reaching our mutually desirable family market. Through our Concierge Info Program we work with our lodging partners to provide exciting text and dynamic photo images for their use in their sales and promotional materials and venues. 12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract sponsorship support? We do not have a large media budget, so we have always worked hard to leverage our work with the media. This has included pushing consistent press release to the local paper and other media outlets. We would like to work with the local paper and radio stations to create a Family/Kids info page/report.We did this years ago with a partnership with the Vail Daily which gave us an entire page on Thursdays to push family and kids events happening over the weekend. We would love to create this model again. Some of the folks who are on board as sponsors have their own newsletters and publications. We will get to them early enough to add them as sponsors of our program and deliver them content about our event and other family topics for their communications outlets. 13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to sustain and grow the event. Besides operating the Vail Family Fun Fest for 11 years, we have been producing events for corporate and resort clients around the valley, Colorado and the United States for 33. We were privileged to run the Disney-Vail Resorts Program Vail for 8 years - We were the only people in the world, who didn't work for Disney, to operate a Disney Character. It was a unique and very special working relationship. Major clients include Vail Resorts - 33 years, Beaver Creek Resort Company - 33years (BC Tree Lighting, BC Torchlight Ski Down Weekly, BC NYE Torch Light Ski Down, Winterfest, PrezFest & Springfest BC Childrens Theatre and BC Childrens' Museum, BC Mountain Official Storytellers), Pop Warner Football- 8 years, Vail Health. Many of our programs have lasted and grown over the years - Beaver Creek Childrens' Theatre, The Buckaroo Bonanza Bunch Children's Theatre, - operating for 33 years have performed all over the Vail Valley, the United States and in London. 13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. We produced 5 of these events during the 2020 Summer and several other event for corporate clients and were forced to be flexible, aware of the current health guidelines & protocols and learn how to create a safe - yet entertaining event. We are always learning in this present health situation - but we learned a lot over these last events about what works and what does not. Keep trying - keep learning - keep adapting. 13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. And I (Brian Hall) serve as the Special Events Manager for the Town of Eagle. I had to work to adapt, re-imagineer or cancel all of the town's events (music, festivals, running and bike races) for the 2020 Summer. I also worked as a facilitator and "kind of" counselor for over 34 events and their producers - helping them navigate the special events world and Eagle County Health Guidelines of 2020 in the Town of Eagle. This called for me to work closely with them and people like Morgan Hill of Eagle County Health to re-imagine and engineer these events to comply with current and ever changing health guidelines and directives. I also produced the first outside drive in high school graduation in the Valley for Vail Christian High School working closely with the folks at Eagle County Health. EVENT ECONOMIC IMPACT 1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program. 3,700 2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending generated by your event or program. $1,369,500 Example: Increased spend by attendees in restaurants, shops, lodging or activities. 3. Potential benefits to the Town of Vail - What estimated return on investment (ROI) in dollars should the Town of Vail expect? $64 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. * A Note - The ROI listed above is from the last TOV 3rd party survey performed in 2017. All promotional, social and informational materials for our event will be linked to the Vail Lodging reservation site. Our event website will have a banner ad for information about Vail lodging. We will have a reference to Vail Lodging at our information station at our event. If a Vail lodge comes on as a sponsor, we will attach their lodging link to our digital and social channels. *Economic impact numbers above are WAG's based on our 2017 intercept survey. 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. CSE Funds will be used with other sponsorship dollars to pay for marketing and production of the event including entertainment and educational activities and presenters, and interactive challenges and games. It will also drive our marketing and promotional program. Make sure you send out a "BIG INVITE", then throw one heck of a party. Keep them coming back for more. 2. Please upload the provided complete event/program budget template here. Copy of B- VFFF 2020 TOV RFP Budget FINAL - ACTUAL.pdf 3. What percentage % of the total event/program budget is the CSE being asked to fund? 75 4. If the event/program is not funded at full request, how will the event change with a lower funding allocation? Funding at a lower level would cause us take a look at the viability to produce the event. It may call for us to adjust the number of days the event is offered, our operational times and our ability to produce the event at all. 5. Should the CSE decide not to support this event/program at all, will it still occur? No 6.What dollar amount of the total event/program revenue do you expect the event itself to generate? (ticket sales, merchandise, food and alcohol sales, etc.) 0 7. Do you intend to host the event or program in Vail beyond 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. VFFF Marketing Plan 2020 copy.pdf 1. Objectives: What are you trying to accomplish through your marketing efforts? • To produce an event that represents, reinforces and supports the Vail brand and position in the market place. • To be a valuable partner to the Town of Vail and their work to maximize return on the money spent on our event, through our support of Vail's lodges, restaurants retailers and other Vail events. • To influence the choice of our family guests to choose Vail as their family vacation destination and to build repeat business. • To create an event for your family guests that makes them feel welcomed, let's them relax, creates a feeling of awe and wonder, reminds them of what it truly important in life and them - their time with those they love and makes them associate those good times with Vail. 2. Strategy: How will you meet your objectives? 1- a) Read, study, absorb Town of Vail materials discussing what the Vail brand is and stands for to maximize our understanding of it. b) To discuss and review our content choices with the Town of Vail to insure successful brand alignment. 2- a) Promote and market our event to maximize awareness and attendance. b) Continue our lodging concierge program in providing them with content and visuals to assist in their sales and informational programs. c) To provide information and our links to Vail businesses and other Vail businesses that would be of value to our guests in an effort to capture more revenue for our Vail partners.e d) To train all staff in the services, businesses, amenities and events of interest to our family guests. 3- a) To provide Vail lodges with digital assets for sales and promotional distribution. b) Continue our lodging concierge program in providing them with content and visuals to assist in their sales and informational programs. c) To work with Vail Lodges to create a “Must Attend” feel for our event. 4- a) Present a wonderful sense of welcome and arrival. b)Build a great staff, train them well, teach them the importance of creating a sense of welcome for our guests, let our staff be themselves, let them connect with our guests, Show them the VFFF Guest Surveys, compliment and reward our staff. c) Create a well thought out and comfortable event layout with good signage. d) Present the exhibits of fun and wonder. Things they could not see or experience elsewhere. Great interactive creative and STEM based exhibits. Amazing guest presenters. And outstanding guest service. e) Spread the Power of Play. Create a sense of wonder and fun. Relax, enjoy, play together. Create games and challenges meant for the entire family to experience and play together. 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.) To find like minded Vail businesses and other Vail events/programs that would like to cross promote to the family target market. 5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than one.) Print - Local, Print - Regional, Editorial, Radio, Television, Online Event Listings, E-newsletters, Web, Media Plan/Public Relations, Grassroots, Facebook, Instagram, Posters, 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 New New Wallace 6b. Telephone Number 9703285855 6c. Email Address eventsl@bluecreek.com SPONSORSHIPS & PARTNERSHIPS 1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the event/program budget? $3,265 1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners? $2,100 2. Please list your confirmed sponsors or partners. Some the possible sponsors for VFFF 2021 we are working with the Arrabelle, The Ritz and the Marriot about a partnership to serve families better in both winter and summer. Also have VCBA by our side. And reaching out to Blue Moose Pizza, Epic Discovery-Vail Mtn., Super Goop, Vail Health, KidSport, and Alpine Bank and Kaiser-Permanente. Of course all is these projections depend on where we are health restriction-wise in the 2021 Summer. But we have time now to plan, talk to sponsors and we have learned a lot about how to design and execute an event in a Pandemic world. So we will figure out a way to be successful...and in turn help Vail to Be successful. 3. Please explain the potential for additional sponsorships or partners. We believe there is a good potential for bringing on sponsors to this event. We have great demographic data on our guests, great guest comments, outstanding event photos and the attendance numbers which will be of value to our potential sponsors. We just need to be creative. 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.) VFFF-2020- Sponsor-Pitch Page copy.pdf REQUEST FOR FACILITY RENTAL FEE RELIEF FROM THE TOWN OF VAIL This form does not guarantee approval of requested listed facilities. This is your ONLY opportunity to apply for 2018 rental relief for facilities, no other requests will be accepted. Please note that certain town services are not available as in-kind, such as permit fees, barricade rental, banner fees, extra duty police officers, Zero Hero,etc. 1. Do you need facility rental relief? No ADDITIONAL INFORMATION Are there any questions you have for the CSE or other things you'd like to share with the board that are not included in the application? REQUIRED ATTACHMENTS 2020 Event Recap VFFF - CSE 2020 Event Recap - MASTER 1 copy.pdf Organization rosters naming all officers, board of directors and respective positions as relevant VFFF-BCP Officers 2021.pdf OPTIONAL ATTACHMENTS List any URLs where additional information can be found, including photos, videos or other content relevant to your application. Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding VFFF-BCP-References, Support 2021.pdf 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. --->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 Brian Hall Number Events RFP 18/19/20/21: File Attachments 2. Please upload the provided complete event/program budget template here. Copy of B- VFFF 2020 TOV RFP Budget FINAL - ACTUAL.pdf Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. VFFF Marketing Plan 2020 copy.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.) VFFF-2020- Sponsor-Pitch Page copy.pdf 2020 Event Recap VFFF - CSE 2020 Event Recap - MASTER 1 copy.pdf Organization rosters naming all officers, board of directors and respective positions as relevant VFFF-BCP Officers 2021.pdf Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding VFFF-BCP-References, Support 2021.pdf Estimated Actual Total Expenses $15,000.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $0.00 Insurance $850.00 Non-social food + Beverage $0.00 Sound/AV $500.00 <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 $5,000.00 Program/Lodging Estimated Actual Traffic Control $0.00 Entertainment $0.00 Banners - Printing & $0.00 Speakers $0.00 Signage $300.00 Travel $0.00 Attractions, Exhibits, Supplies and Prizes$1,500.00 Hotel $0.00 Special Presentations & Presenters $2,800.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $10,950.00 $0.00 Total $0.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio $0.00 Prizes $0.00 Advertising - Print $600.00 Cash Purse $0.00 Advertising - Social Media $500.00 Total $0.00 $0.00 Public Relations $150.00 Sales Team Expenses $0.00 Media TV, Production & Distribution $0.00 Graphic Design $300.00 Website $365.00 Collateral Materials (Posters/Fliers)$535.00 Printing $0.00 In-House Surveys $125.00 Marketing Manager Services $350.00 <insert Other>$0.00 <insert Other>$0.00 Total $2,925.00 $0.00 Admin Estimated Actual Telephone/Internet $75.00 Photography $100.00 Transportation $0.00 Permit Fees $100.00 Postage/Shipping $0.00 In Kind Trades $0.00 Supplies-Office or Other $100.00 Demographic Survey $0.00 Sales Tax $0.00 Admin/Staffing/Logitics $750.00 <insert Other>$0.00 <insert Other>$0.00 Total $1,125.00 $0.00 Event/Program Budget for Vail Family Fun Fest 2020 > Expenses Estimated Actual Total Income $15,000.00 $0.00 Tickets/Admissions Estimated Actual Estimated Actual 0 Adults @ $5.00 $0.00 0 Children @ $2.00 $0.00 0 Other @ $1.00 $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 <Insert Other> @ $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 0 Large booths @ $0.00 $0.00 0 Med. booths @ $0.00 $0.00 Small booths @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 <Insert Other> @ $0.00 $0.00 0 <Insert Other> @ $0.00 $0.00 $0.00 $0.00 Revenue from other items Estimated Actual Estimated Actual 0 Cash Sponsorships @ $0.00 $0.00 0 In Kind Sponsorships @ $0.00 $0.00 0 Donations @ $0.00 $0.00 0 CSE Funding @ $0.00 $15,000.00 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 $15,000.00 $0.00 Event/Program Budget for Vail Family Fun Fest 2020 > Income Estimated Actual Total income $15,000.00 $0.00 Total expenses $15,000.00 $0.00 Total profit (or loss)$0.00 $0.00 Event/Program Budget for Vail Family Fun Fest 2020 > Profit - Loss Summary $0.00 $2,000.00 $4,000.00 $6,000.00 $8,000.00 $10,000.00 $12,000.00 $14,000.00 $16,000.00 Estimated Actual Total income Total expenses Vail Family Fun Fest 2020 Marketing Plan Goals: To produce an event that presents, represents, reinforces and supports Vail brand and position in the marketplace as a the premier international mountain resort community and family vacation destination. Our guests are international, regional and local family visitors to Vail. Ways to reach our target guests: • Present a strong presence on the internet and with social media to be visible when our guests search the internet for family and children’s events in the Vail and Colorado area. • Partner with like organizations or events who aim at capturing the same kind of guests and form partnerships to cross promote each other. • Execute a strong Lodging/Concierge partnership with Lionshead/Vail Lodges Arrabelle, The Marriot, The Ritz, The Antlers and other properties to help lodging sales personal in presenting Vail as vibrant family vacation destination with goal of positively effecting sales of lodging. • Execute a strong concierge/info center/merchant information program to capture guests once they are in town. Tactics: • Purchase of print ads 3/week first 2 weeks, 2/week last 3 weeks • Purchase of ads on Social Media Channels, FaceBook & Instagram. • Placement in all local and regional special events calendars. • Distribute digital and paper flier to hotel and lodges for their use • Email blasts to our 350 family program fan base addresses • Operate VFFF specific website – update photos weekly • Operate VFFF Face Book page - updates twice weekly • Operate VFFF Instagram account – update twice a week • Create & Distribute event posters to Lionshead, Vail and down valley merchants • Make personal visits to key Vail lodges/merchants to promote event • Create press release program – new PR theme sent every 2 weeks • Continue top notch Science presenter schedule for each week for fresh promotion subjects • Solicit editorial coverage of the event Vail Family Fun Fest - Summer 2021 Sponsor Proposal for___________________________________ Vail Family Fun Fest - Sponsorship Proposal Sponsor Benefits: •Two (2) banner (supplied by Sponsor) displayed at Vail Family Fun Fest event •Logo placement on all event signs, event posters, and digital fliers •Logo on event website, sponsor page, Facebook page and on Hotel Concierge Info Program materials •Eight (8) Sponsor live Thank You announcements throughout each event •Sponsor mention in all press releases and live media interviews Sponsor Investment: $ 1,500.00, 5 events For more information go to vailfamilyfunfest.com or call (970) 328-5855 Presented by Brian Hall, Blue Creek Productions Vail Family Fun Fest Past Demographics Attendance: 5,600 people 56% Net Promoter Score 68% Over Night Visitor 81% in paid lodging in Vail 90% were ages 35 to 54 years old 59% had 6 or more in group * $1,277,085.39 Direct economic impact to Vail Vail Family Fun Fest 2020 Cultural, Recreational & Community Event Category To be presented in October, 2020 Vail Family Fun Fest 2020 Saturdays, July 11 to August 8, 2020 J. Brian Hall Event Producer Blue Creek Productions, Inc. Office: 970.328.5855 Mobile: 970.376-2594 brianhall@bluecreek.com 2 Event photos -1 3 Event photos -2 4 Overall Event Highlights & Successes 5 •We pulled it off with no one got sick! Guests & Staff had fun and were safe. •People were so appreciative of us having this event happening during the pandemic and thanked us over and over. We are so glad we offered these events. •Adjusted & redesigned event to work be engaging and fun in a Covid world. •Identified NPS of 100 •Chosen “Top 5 Things to Do” by Vail Daily –Weekly Picks –3rd year in a row. •100% response to “would you return to our event?” Estimated Attendance Results 6 •Estimated 2020 attendance: 1,577 for 5 events (practicing social distancing) -We were down about 60% from 2019 -We do a grid count of approximately every hour to estimate our attendance. •We were nervous about how we would handle a lot of people if they came. Our cue system worked well. The flow ended up being really manageable •27% of our guests are repeats from past years. *And we also see many of families come back week after week during the summer. Estimated Attendee Profile Results 7 •Our attendees are: 2019 2020 •In-state: 55% 61% •Out of state: 37% 26% •Out of country: 8% 13% Estimated Spending Results 8 •Estimated average spending per person: •Dining:$85 •Shopping: $39 •Lodging: $275 •Other Activities: $21 •Total average spending per person: $454 •Town of Vail spending the event generated: Total Impact: # of guests (1587) X total average spending = $720,498 Blue Creek Productions In-House Surveys 9 Are you? Vacationing: 73% Local: 10% 2nd Homeowner: 17% How did you find out about us: Returning Guest: 27% Hotel/Concierge: 25% Internet: 22% (Google Search, Facebook) Word of Mouth: 11% Newspaper/Magazine: 9% visitvailvalley.com: 6% Is this your first visit to Vail? Yes: 15% No: 85% Would you return to our event? Yes: 100% No: 0% Do you feel the event was fun? Yes: 100% No: 0% Blue Creek Productions In-House Surveys 10 VFFF 2020 –Select Survey Comments: -Not too easy to do during Covid, thanks for pushing it through! -As always, Vail surpasses expectations, and it’s great activities like this that ensure it. -Well executed –challenging circumstances notwithstanding. -So interactive and informative! Will definitely be back! -Great staff engagement. -The Simon Sys was cute. -Loved the birds! -Family focused, entertained out children -Very fun! Hula Hoop contest was great! Would like to see more crafts. -Very Fun -Great to get kids involved in outdoor fun. -Loved it, Everyone was very nice. -Great kid event. -My 4 year old daughter had fun! -Love it! -Fantastic event!! Kids 8, 5 & 3 loved it. -Also did the adults!! -You all rock! -Love the owls! NPS (Net Promoter Score) 11 Guest responses to the question: How likely is it that you would recommend this event to a friend or a colleague? NPS 100 per our survey data. Highest score for us we have ever received. Event Strengths & Weaknesses 12 Event Strengths… •We did a great job of adjusting to Covid, and keeping the core emotional fun and engagement. People thanked us often. Their kids really enjoyed it –they missed the opportunity to play. •We are seeing a lot of people come back each year (27%) and come back week to week while in town. •We get a lot of compliments on our mix of fun (contests & challenges) and our educational activities (Birds of Prey, science tent) •Our great staff is key to maximizing our guests experiences in Vail. We get a lot of opportunities to slow down and talk with our guests. Event Strengths & Weaknesses 13 What are areas for event improvement? •We lost our sponsors because of Covid. We get them back next summer to build our event and marketing back up. So much depends on where we are with the Pandemic. •Can always do a better job with marketing. But this summer it was almost like we didn’t want to big a crowd. •We need to increase on -site signage or breadcrumbs in Lionshead to lead families to our event. •We need more tents to mitigate the hot sun and allow families to relax and stay longer. Vail Brand Compatibility The Premier International Mountain Resort Community 14 •How did the event /program support the Vail Brand? When challenged by this health crisis and the limiting guidelines and protocols we rose to the occasion and greeted our guests with big smiles… I think we’re on point as being a great representation of what Vail stands for. Even when challenged by this Pandemic we put on a great show for our families and helped them relax and enjoy themselves or a while. Our staff is awesome, friendly, sincere, engaged. We are able to connect with the kids, their parents, and grand parents. Many mountain resorts can off similar amenities, but it’s our people, our sense of welcome, our warmth that can make Vail stand out. We present fun and engaging activities. Many of our activities are “old school” type fun. I think families have a blast and get a kick out of the simple fun we offer. And it’s free. I can’t tell you how many times I have a parent says “it’s great to something you can go to and just enjoy for free”. Everything can’t be free, but this event –when seen by our family guests, seems to help strike a well appreciated balance in their perception of Vail. And we tell them TOV underwrites this event –on the PA about every 15 to 20 minutes. Vail Brand Compatibility The Premier International Mountain Resort Community 15 Partner comments… I wanted to take a moment to send a quick note to say thank you for your hard work on the Vail Family Fun Fest this summer during such a challenging time.All feedback from our guests was wonderful.To be able to offer a fun and safe experience for our guests makes a huge impact on how they feel about coming to our town. This type of free activation is a great addition to the Lionshead experience.Thank you for all you did this summer. Warm Regards, Zachary Meyers, General Manager -The Arrabelle at Vail Square We worked hard with our partners to make the most of how our event can help their businesses accomplish their goals. These partners are willing to serve as references and answer any questions you might have. Feel free to reach out to them for feedback on our programs and for comments of support. Zachary Meyers, GM of the Arrabelle Hotel Jonathan Brownley, GM of the Marriot Jack Diemare, GM of the Ritz Carlton –Lionshead Meghan Del Sol, Manager –Blue Moose Pizza, Lionshead Community Contribution 16 •How did the event impact Vail’s sense of community? McMillan & Chavis (1986) defines sense of community as "a feeling that members have of belonging, a feeling that members matter to one another and to the group, and a shared faith that members' needs will be met through their commitment to be together.” No one goes on vacation to feel like a “tourist”. This year, more than ever –they wanted to feel at home and safe. They wanted to relax and feel normal for a little while. Everything we do, from the moment our families arrive, the games -to the simple conversations we have with mom’s and dad’s while there kids are doing an activity, exudes welcome and warmth. Whether you a local, live here part time, or just visiting, come on in and have some fun with us. And we wanted you and your family to feel safe with us. Topline Marketing Efforts 17 •Update of vailfamilyfunfest.com website. •Made regular visits to hotels, lodges, stores and restaurants that appealed to families. Distributed info, fliers, postcards and posters. We hired a part-time person to do this. •Strong internet and social media presence, with timely updates prior to and during event. Posted video and photos to website, Facebook, Instagram and other content providers. •Distribution to all local & regional events calendars and info venues. •Strong Lodging/concierge program. Work with them to help influence initial buy decision and insure repeat visits. Topline Marketing Efforts 18 Fliers, Postcards, Posters Vail Daily Ads Topline Marketing Efforts 19 Editorial 3rd Party Facebook Posts Topline Marketing Efforts 20 Website Topline Marketing Efforts 21 Facebook & Instagram Potential for Growth & Sponsorships/Media Exposure 22 •How do you see the event evolving or growing next year? •Boy, that’s a great question. We are hoping, like everyone else, that this Covid thing is further behind us so we can get back to a larger event with less restrictions. But if we are still under restrictive guidelines and protocols, we will adapt and present a great event with fun for everyone done in s safe manner. We learned a awful lot this summer about how to present a safe and fun family event under a pandemic, this experience will allow us to make quicker decisions and create a great event under what ever the world throws at us. •What sponsors do you plan to target next year? •If we are beck in some kind of “normal”, then we hope to get our hotel and lodging sponsors back on board. We will begin earlier to talk to possible sponsors. We are trying to get The Ritz and the Marriot to support us also. VCBA has been a great friend and supporter. And continue to talk to Epic Discovery-Vail Mtn., Vail Health, and Alpine Bank and Vail Health. •How will you leverage media exposure and extend the marketing reach next year? Create stories with photos about how we are back…Vail, us and the summer is here for you! Come play! Sustainability Efforts 23 •We developed a safer group of crafts and activities. All projects were simplified and made into “one way -pass forward” projects and kits. This led to a lot less waste. We did still clean and recycle any supplies we could. •Most of our Special presenters were chosen for their ECO, green or nature themes and content. We used Nature’s Educators (birds of prey) as they were presentational and so easy to work with in creating a great and safe presentation at our event •Staff members carpooled into event from home. Saved money and gas. •Trash was carried out or sorted using TOV receptacles. •We will look at creating a themed recycle day or game in Summer 2021. •We were able to point families to add a Refill -Refresh water station in our event area. Event Budget 24 Item $ Total Event Budget:15,000 CSE Funds:15,000 Cash Sponsorship (not CSE):0 In-kind Sponsorship:0 Marketing Budget:2,925 Profit & Loss:0 How did you use the CSE funds? (marketing, operations, staff, venue, etc.) Operating, Supplies and marketing Event Budget -Breakout 25 Link to file… Additional Information/Appendix 26 Link to file... MEMO To: TOV-CSE From: Brian Hall Date: 9/20/21 Re: Blue Creek Productons, Inc key officers. Brian Hall, President and Principal Eileen Hall, Sr. Special Project Manager and Principal New New Wallace, Marketing & Promotions ¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨ ¨¨¨¨¨¨ P.O. Box 4510 Eagle, CO 81631 970-926-5855 970-692-2423 fax info@bluecreek.com MEMO To: TOV-CSE From: Brian Hall Date: 9/20/21 Re: Supporters and references. We work hard with our partners to make the most of how our event can help them. These partners are willing to serve as references and answer any questions you might have. Feel free to reach out to them for feedback on our programs and for comments of support. 1) Zachary Meyers, GM of the Arrabelle Hotel 2) Jonathan Brownley, GM of the Marriot 3) Jack Diemare, GM of the Ritz Carlton – Lionshead 4) Meghan Del Sol, Manager – Blue Moose Pizza, Lionshead Thank you, Brian ¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨ ¨¨¨¨¨¨ P.O. Box 4510 Eagle, CO 81631 970-926-5855 970-692-2423 fax info@bluecreek.com Contacts: Brian Hall First Name: Brian Last Name: Hall Linked User Form brian@bluecreek.com 2019 CSE Reviews: 20921566 Name Attachments 20921566 No 20921567 No 20921568 No 20921569 No 20921570 No 20921571 No 20921572 No 20921573 No 20921574 No 20921575 No 20921576 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 Family Fun Fest 2021 Linked Form esaeger@vailgov.com Tag type:dynamic 2019 CSE Reviews: 20921567 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 Family Fun Fest 2021 Linked Form alisonw@vailchamber.org Tag type:dynamic 2019 CSE Reviews: 20921568 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 Family Fun Fest 2021 Linked Form williambarrydavis@gmail.com Tag type:dynamic 2019 CSE Reviews: 20921569 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 Family Fun Fest 2021 Linked Form kimnewbury@gmail.com Tag type:dynamic 2019 CSE Reviews: 20921570 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 Family Fun Fest 2021 Linked Form mvalenti@vailresorts.com Tag type:dynamic 2019 CSE Reviews: 20921571 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 Family Fun Fest 2021 Linked Form markgordonvail@gmail.com Tag type:dynamic 2019 CSE Reviews: 20921572 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 Family Fun Fest 2021 Linked Form rkundolf@msn.com Tag type:dynamic 2019 CSE Reviews: 20921573 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 Family Fun Fest 2021 Linked Form sbiszantz@gmail.com Tag type:dynamic 2019 CSE Reviews: 20921574 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 Family Fun Fest 2021 Linked Form mvlaar@vailgov.com Tag type:dynamic 2019 CSE Reviews: 20921575 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 Family Fun Fest 2021 Linked Form mmiano@vailgov.com Tag type:dynamic 2019 CSE Reviews: 20921576 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 Family Fun Fest 2021 Linked Form jgross@vailgov.com Tag type:dynamic