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HomeMy WebLinkAbout24. Vail Automotive Classic_10-01-2020Events RFP 18/19/20/21: Vail Automotive Classic EVENT & APPLICANT OVERVIEW 0. Email contact mark.bergman@gmail.com 1. What is the name of your event/program? Vail Automotive Classic 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? $5,000 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 $20,000 5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021? No 6. Proposed Event/Program Start Date 09/10/2021 7. Proposed Event/Program End Date 09/12/2021 7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD: 09/10 - Mountain Road Tour and Welcome Reception 09/11 - Cars & Coffee (hosted by Vail Resorts on Vail Resorts property) 09/12 - Vail Automotive Classic Car Show - judged event open to public 8. Are your event/program dates set or could they changed? Event dates cannot be changed 9. Name of person completing the application Mark Bergman 9a. Title of person completing the application President 10. Provide name of person or entity to whom the funding check will be cut. Vail Automotive Classic Foundation 11. Mailing Address Street PO Box 111 12. City Edwards 13. State Colorado 14. Zip Code 81632 15. Telephone number 5182326544 16. Email address mark.bergman@gmail.com 17. Event/program and/or organization website Vail Automotive Classic - VailAutomotiveClassic.com 18. Number of years organization has been in business 12 19. Organization's Mission Statement Vail Automotive Classic Foundation is a 501(c)(3) non profit organization. We support non profit community organizations that directly support local residents and workers. 20. Organization's Tax Status Non-Profit (501C-3) 21. If applicable, please attach current State Department of Revenue Certificate with this application. IRS 501c3 Determination Letter.pdf 22. Does the event or program benefit a charity or organization? Yes 22a. Please name and describe the beneficiary Selection of our 2021 beneficiaries will not be decided until 2021. Our 2020 beneficiaries are Epic Promise Employee Foundation - Emergency Fund and Vail Valley Charitable Fund. These will probably be renewed for 2021. 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? 11 1b. Please describe the location(s) of the event or program in previous years. During the first ten years the car show was hosted in Vail Village and on Vail Resorts (VR) property. The 2020 event moved to Lionshead without use of VR property due to Covid-19. 2. Please provide a detailed description of the event/program and its activities. The Vail Automotive Classic is a three day event drawing automotive enthusiasts from across the country. Friday and Saturday of the event weekend consist of private events including a day long mountain road tour, a reception for 100+ attendees hosted at a hotel or restaurant in Vail and a judged car show on Sunday. 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. 9/10-12 - Ford Amphitheater parking lot. (used for the last 11 years, will apply for use when we submit our 2021 event permit application) 9/11 - Cars and Coffee on VR Property - no town resources required 9/12 - Car Show - Lionshead and VR property. 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. 9/10 - Mountain Road Tour begins and ends in Vail. This event is a day long drive that requires open roads and distance that are not offered in the Town of Vail. ENVIRONMENTAL PRACTICES 1. Which of these environmental practices will you commit to executing at your event/program? 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, 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. This event generates little to no waste. We do not serve food or sell anything. we encourage use of water bottles and may ask Eagle River Water to provide a water station. EVENT/PROGRAM PARTICIPANTS 1. Number of participants (athletes, artists, exhibitors, etc.) anticipated 125 2. Number of volunteers needed 25 3. Number of event/program staff 5 4. Estimate of total number of spectators/attendees anticipated 2,500 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 115 2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail 20 3. Estimate the number of international guests your event/program will bring to Vail 2 4. How will your event/program increase sales tax in Vail? Approximately 100 registered participants will stay in Vail Thursday - Sunday generating 300 lodging nights with requisite dining and shopping. This event attracts car owners and collectors with a high net worth and disposable income. 5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council? The Vail Automotive Classic has established a world class reputation for quality entertainment. Each year our reputation grows and we attract more participants from outside Colorado thus growing the Vail brand. In 2020 our reputation was further expanded as we were one of the very few automotive events that was not cancelled or scaled back. 6. CRC - Brand Fit: How will your event or program support the Vail brand identity? We have a record of growth and raising the bar on the quality of our event. Everything we do supports the Vail brand identity in terms of the guest experience and quality. If we cannot do something well, we will not do it. 7. CRC - Event Timing: How is it the right event/program at the right time? An eleven year track record has proven the timing. We are well established and loyal followers expect and like our event. We fit well because our event is after the peak tourist season. 8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and community members? Our event enriches the community by delivering a unique event that is not offered by any other organization. We strive to keep our event affordable to community members of broad ranging socioeconomic backgrounds and we do not charge admission to spectators. Most car shows attracting automobiles of the same caliber charge admission to spectators. Keeping our event accessible increases the traffic to town businesses. 9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new programming, entertainers, adding additional days and activities.) We add fresh content with something new every year. Using Lionshead and extending our event on to VR property (already preliminarily approved) increases our maximum potential registration. 10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration? Every aspect of this event is about fun. We encourage spectator engagement and we will continue to encourage businesses to add entertainment and specials during the event. 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.) Monthly cumulative 10M 12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract sponsorship support? Partnership with Race Central Media is increasing our exposure tremendously. 50 shows/month with a monthly cumulative of 10M, weekly radio show on the top two sports shows in Denver reaching 1700-2000 per quarter hour. Newsletter twice monthly reaches a subscriber base of 180K with a 24% open rate. We anticipate this expanded media sponsorship may be leveraged to attract national sponsors. 13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to sustain and grow the event. 11 year track record of growth produced by volunteers not a high overhead commercial entity. 13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. Our recent event proved our resiliency and ability to adjust to the changing public health orders and Town of Vail regs.. Eight days before the event, we replanned and changed venues. 13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing public health orders. same as previous 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. $93,000 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? $93,000 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. The Sonnenalp Hotel was our lodging partner with a direct reservation link from our event registration page as well as lodging reminders in confirmation messages and event newsletters. 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. Note we are preparing this application just 2 weeks after completing our 2020 event so some elements are still under development. We will use CSE funds to help expand our on line and traditional media presence. Website rebuild with complete SEO package, partnership/sponsorship with Race Central Media has been in kind to date. We anticipate incurring expenses associated with more professional videos and expanded air time. 2. Please upload the provided complete event/program budget template here. Vail Automotive Classic 2021 Event Budget.xlsx 3. What percentage % of the total event/program budget is the CSE being asked to fund? 25 4. If the event/program is not funded at full request, how will the event change with a lower funding allocation? A reduced funding amount will impact our ability to execute projects described in #1 above. Over the last 11 years we have accomplished a lot the a minimal funding level from the TOV. We require more financial support to take this event to the next level which will bring us more national visibility, attract more visitors from further away and get us ranked among the top automotive events in the country similar to concours events. 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.) 10,000 7. Do you intend to host the event or program in Vail beyond 2021? Yes 7a. How many years beyond 2021? 4+ 7b. Do you anticipate requesting funding from the CSE for 2022? Yes MARKETING Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. Vail Automotive Classic 2021 Event Budget.xlsx 1. Objectives: What are you trying to accomplish through your marketing efforts? 1. Grow event registration to 120 2. Enhance and grow event reputation 2. Strategy: How will you meet your objectives? Increased TV/streaming event exposure- During our 2020 event we had two professional videographers filming along with a national automotive media interviewer. 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.) Open to ideas. We directly solicited business offering both sponsored and cost free opportunities to get their brands in front of our audience. One business responded. 5. Channels: Which of these channels will you utilize to promote your event or program? (You may select more than one.) Editorial, Radio, Television, Online Event Listings, E-newsletters, Web, Media Plan/Public Relations, Grassroots, Facebook, Instagram, Posters, Rack Cards, 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 Mark Bergman 6b. Telephone Number 5182326544 6c. Email Address mark.bergman@gmail.com SPONSORSHIPS & PARTNERSHIPS 1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the event/program budget? $15,000 1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners? $75,000 2. Please list your confirmed sponsors or partners. It is a bit early for confirmed sponsors since our event venue is not yet confirmed. Highly likely: Barrett-Jackson Auctions Haggerty Insurance Sonnenalp Hotel (unconfirmed) Race Central Media Again, we are just 2 weeks post event. 3. Please explain the potential for additional sponsorships or partners. As our event gains more national notoriety, we are on the cusp of securing a title sponsor. 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.) VACF Sponsor Package 2020.pdf REQUEST FOR FACILITY RENTAL FEE RELIEF FROM THE TOWN OF VAIL This form does not guarantee approval of requested listed facilities. This is your ONLY opportunity to apply for 2018 rental relief for facilities, no other requests will be accepted. Please note that certain town services are not available as in-kind, such as permit fees, barricade rental, banner fees, extra duty police officers, Zero Hero,etc. 1. Do you need facility rental relief? 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? Our 2020 event recap cannot be completed yet. Required survey results have not been delivered. We completed our 2020 event just 15 days before this application deadline. Response to our event was very positive. Lionshead merchants appreciated our presence and spectator draw, event permit departments reportedly favorably. We attracted 93 entries for the weekend of events and we are able to donate over $10K to area non profits. Our goals take us to a $20K donation level in 2021. Attendees from the automotive show industry were highly impressed as they compared what we do with a volunteer staff to elements they've seen at events such as Pebble Beach and Amelia Island. The comments were "you really raised the bar this year". REQUIRED ATTACHMENTS 2020 Event Recap Vail Automotive Classic 2021 Event Budget.xlsx Organization rosters naming all officers, board of directors and respective positions as relevant Vail Automotive Classic Foundation BOD.pdf OPTIONAL ATTACHMENTS List any URLs where additional information can be found, including photos, videos or other content relevant to your application. VailAutomotiveClassic.com - photo ad video gallery including an amateur video from 2020 Video - https://www.youtube.com/watch? v=NWmptBziXHo&feature=youtu.be&fbclid=IwAR0t8IqGmMCD2NMtudN3qfQGvEh3251aHr5CveWSjpaI5J2T8FmUdLvP1Fs Photos https://www.facebook.com/douglandininvail/posts/10221729876969530 Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding RFP QUESTIONS AND KEY MEETING DATES We encourage questions about the RFP to be sent via email to Jeremy Gross - jgross@vailgov.com. Phone calls for further discussion can be scheduled over email as well. Monday, August 26: Questions about the RFP are due via email to jgross@vailgov.com Friday, August 30: Submitted questions and answers will be emailed to applicants. Wednesday, October 2: Regular CSE Meeting, Recaps will be presented Thursday, October 10: Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting. Wednesday, October 16: Final funding allocations will be determined by the CSE at a special meeting. Tuesday, November 5: The Town Council will review the CSE funding allocations. Wednesday, November 6: Regular CSE Meeting Thursday, November 7: Applicants will be notified of their preliminary funding allocations. Monday, December 16: Applicants will be notified of their final funding status after the last date for the Vail Town Council to call up any funding decisions. --->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 Mark Bergman Number Events RFP 18/19/20/21: File Attachments 21. If applicable, please attach current State Department of Revenue Certificate with this application. IRS 501c3 Determination Letter.pdf 2. Please upload the provided complete event/program budget template here. Vail Automotive Classic 2021 Event Budget.xlsx Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and execution dates. Vail Automotive Classic 2021 Event Budget.xlsx 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.) VACF Sponsor Package 2020.pdf 2020 Event Recap Vail Automotive Classic 2021 Event Budget.xlsx Organization rosters naming all officers, board of directors and respective positions as relevant Vail Automotive Classic Foundation BOD.pdf Export Summary Numbers Sheet Name Numbers Table Name Excel Worksheet Name Expenses Table 1 Income Table 1 Summary Table 1 This document was exported from Numbers. Each table was converted to an Excel worksheet. All other objects on each Numbers sheet were placed on separate worksheets. Please be aware that formula calculations may differ in Excel. Expenses Income Summary Expenses 2 Event/Program Budget for [Event Name] > Expenses Estimated Actual Total Expenses $81,000.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $5,400.00 Insurance $1,000.00 Non-social food + Beverage $250.00 Sound/AV $0.00 <insert Other>$0.00 Construction or Equipment $0.00 <insert Other>$0.00 Trash/Composting $0.00 Total $5,650.00 $0.00 Utilities $0.00 Labor $0.00 Program/Lodging Estimated Actual Traffic Control $0.00 Entertainment $0.00 Banners - Printing & $1,500.00 Speakers $0.00 Signage $1,000.00 Travel $0.00 <insert Other>$0.00 Hotel $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 <insert Other>$0.00 <insert Other>$0.00 Total $3,500.00 $0.00 Total $0.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio $5,000.00 Prizes $500.00 Advertising - Print $0.00 Cash Purse $0.00 Advertising - Social Media $0.00 Total $500.00 $0.00 Public Relations $0.00 Sales Team Expenses $0.00 Expenses 3 Media TV, Production & Distribution $10,000.00 Graphic Design $500.00 Website $5,000.00 Collateral Materials $0.00 Printing $250.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $20,750.00 $0.00 Marketing Estimated Actual Telephone/Internet $0.00 Photography $0.00 Transportation $100.00 Permit Fees $0.00 Postage/Shipping $100.00 In Kind Trades $50,000.00 Supplies-Office or Other $400.00 Demographic Survey $0.00 Sales Tax $0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $50,600.00 $0.00 Income 4 Event/Program Budget for [Event Name] > Income Estimated Actual Total Income $0.00 $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 Income 5 <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 $0.00 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 $0.00 $0.00 Summary 6 Event/Program Budget for [Event Name] > Profit - Loss Summary Estimated Actual Total income $0.00 $0.00 Total expenses $81,000.00 $0.00 Total profit (or loss)-$81,000.00 $0.00 Estimated Actual 0 22500 45000 67500 90000 Total income Total expenses Export Summary Numbers Sheet Name Numbers Table Name Excel Worksheet Name Expenses Table 1 Income Table 1 Summary Table 1 This document was exported from Numbers. Each table was converted to an Excel worksheet. All other objects on each Numbers sheet were placed on separate worksheets. Please be aware that formula calculations may differ in Excel. Expenses Income Summary Expenses 2 Event/Program Budget for [Event Name] > Expenses Estimated Actual Total Expenses $81,000.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $5,400.00 Insurance $1,000.00 Non-social food + Beverage $250.00 Sound/AV $0.00 <insert Other>$0.00 Construction or Equipment $0.00 <insert Other>$0.00 Trash/Composting $0.00 Total $5,650.00 $0.00 Utilities $0.00 Labor $0.00 Program/Lodging Estimated Actual Traffic Control $0.00 Entertainment $0.00 Banners - Printing & $1,500.00 Speakers $0.00 Signage $1,000.00 Travel $0.00 <insert Other>$0.00 Hotel $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 <insert Other>$0.00 <insert Other>$0.00 Total $3,500.00 $0.00 Total $0.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio $5,000.00 Prizes $500.00 Advertising - Print $0.00 Cash Purse $0.00 Advertising - Social Media $0.00 Total $500.00 $0.00 Public Relations $0.00 Sales Team Expenses $0.00 Expenses 3 Media TV, Production & Distribution $10,000.00 Graphic Design $500.00 Website $5,000.00 Collateral Materials $0.00 Printing $250.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $20,750.00 $0.00 Marketing Estimated Actual Telephone/Internet $0.00 Photography $0.00 Transportation $100.00 Permit Fees $0.00 Postage/Shipping $100.00 In Kind Trades $50,000.00 Supplies-Office or Other $400.00 Demographic Survey $0.00 Sales Tax $0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $50,600.00 $0.00 Income 4 Event/Program Budget for [Event Name] > Income Estimated Actual Total Income $0.00 $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 Income 5 <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 $0.00 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 $0.00 $0.00 Summary 6 Event/Program Budget for [Event Name] > Profit - Loss Summary Estimated Actual Total income $0.00 $0.00 Total expenses $81,000.00 $0.00 Total profit (or loss)-$81,000.00 $0.00 Estimated Actual 0 22500 45000 67500 90000 Total income Total expenses March 7, 2020 The Vail Automotive Classic Foundation presents the 11th annual Vail Automotive Classic September 11 - 13, 2020. Over the last decade the Vail Automotive Classic has drawn thousands of car enthusiasts to beautiful Vail, Colorado for a weekend of automotive events. We are excited to announce we are now a 501(c)(3) non profit organization. Proceeds from our event are donated to support Eagle County residents and employees requiring emergency assistance. This year we will donate to the Vail Valley Charitable Fund and the Epic Promise Employee Foundation Emergency Fund. Your support offers your business access to an affluent demographic in a fun, social and relaxed setting while knowing that your investment will benefit local charitable causes. VACF is a 100% volunteer organization. The Vail Automotive Classic is projected to draw 150 to 200 cars and owners from across the country. Sponsors are welcomed to join in participant events including the Mountain Road Tour, Welcome Reception and Cars & Coffee on Friday and Saturday. The car show on Sunday draws an estimated 4000 spectators. Please refer to the attached sponsorship level offerings. We look forward to customizing a sponsorship agreement for your business or organization. Please remember that your sponsorship supports the non profit missions of some very deserving non profit organizations while associating your business or organization with this prestigious event. May we schedule a call to discuss your participation? The sooner you commit, the sooner we may add your logo and website link to our marketing on line and in print. Please visit our dynamic new website at VailAutomotiveClassic.com. Thank you for your consideration! Mark S. Bergman, President 518.232.6544 ☉ mark@VailAutomotiveClassic.org ☉ P.O. Box 111 Edwards CO 81632 Vail Automotive Classic Foundation Title $25,000 Presenting $10,000 Gold $7,500 Silver $5,000 Bronze $3,000 Supporter $1,000 Naming Rights Sub-Event Presenter Registration Mailing List Entry in the Mountain Road Tour Tickets to the Welcome Reception Insertions in Participant Gift Bags Logo Placement on Advertisements Exhibit Space - Varies by level Logo Placement on Signage & Program 518.232.6544 ☉ mark@VailAutomotiveClassic.org Vail Automotive Classic Foundation 2020 Sponsorship Levels Export Summary Numbers Sheet Name Numbers Table Name Excel Worksheet Name Expenses Table 1 Income Table 1 Summary Table 1 This document was exported from Numbers. Each table was converted to an Excel worksheet. All other objects on each Numbers sheet were placed on separate worksheets. Please be aware that formula calculations may differ in Excel. Expenses Income Summary Expenses 2 Event/Program Budget for [Event Name] > Expenses Estimated Actual Total Expenses $81,000.00 $0.00 Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual Rental fees $0.00 Social food + Beverage $5,400.00 Insurance $1,000.00 Non-social food + Beverage $250.00 Sound/AV $0.00 <insert Other>$0.00 Construction or Equipment $0.00 <insert Other>$0.00 Trash/Composting $0.00 Total $5,650.00 $0.00 Utilities $0.00 Labor $0.00 Program/Lodging Estimated Actual Traffic Control $0.00 Entertainment $0.00 Banners - Printing & $1,500.00 Speakers $0.00 Signage $1,000.00 Travel $0.00 <insert Other>$0.00 Hotel $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 <insert Other>$0.00 <insert Other>$0.00 Total $3,500.00 $0.00 Total $0.00 $0.00 Marketing Estimated Actual Prizes Estimated Actual Advertising - Radio $5,000.00 Prizes $500.00 Advertising - Print $0.00 Cash Purse $0.00 Advertising - Social Media $0.00 Total $500.00 $0.00 Public Relations $0.00 Sales Team Expenses $0.00 Expenses 3 Media TV, Production & Distribution $10,000.00 Graphic Design $500.00 Website $5,000.00 Collateral Materials $0.00 Printing $250.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $20,750.00 $0.00 Marketing Estimated Actual Telephone/Internet $0.00 Photography $0.00 Transportation $100.00 Permit Fees $0.00 Postage/Shipping $100.00 In Kind Trades $50,000.00 Supplies-Office or Other $400.00 Demographic Survey $0.00 Sales Tax $0.00 <insert Other>$0.00 <insert Other>$0.00 <insert Other>$0.00 Total $50,600.00 $0.00 Income 4 Event/Program Budget for [Event Name] > Income Estimated Actual Total Income $0.00 $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 Income 5 <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 $0.00 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 $0.00 $0.00 Summary 6 Event/Program Budget for [Event Name] > Profit - Loss Summary Estimated Actual Total income $0.00 $0.00 Total expenses $81,000.00 $0.00 Total profit (or loss)-$81,000.00 $0.00 Estimated Actual 0 22500 45000 67500 90000 Total income Total expenses September 25, 2020 Board of Directors Mark Bergman - President Ton Kleinhardt - Vice president Connie Willemsen - Treasurer John Moebius - Director Ron Kirkham - Director Mike Thul - Director 518.232.6544 ☉ mark@VailAutomotiveClassic.org ☉ P.O. Box 111 Edwards CO 81632 Vail Automotive Classic Foundation Contacts: Mark Bergman First Name: Mark Last Name: Bergman Linked User Form mark.bergman@gmail.com 2019 CSE Reviews: 21106832 Name Attachments 21106832 No 21106833 No 21106834 No 21106835 No 21106836 No 21106837 No 21106838 No 21106839 No 21106841 No 21106842 No 21106843 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 Automotive Classic Linked Form esaeger@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21106833 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 Automotive Classic Linked Form alisonw@vailchamber.org Tag type:dynamic 2019 CSE Reviews: 21106834 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 Automotive Classic Linked Form williambarrydavis@gmail.com Tag type:dynamic 2019 CSE Reviews: 21106835 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 Automotive Classic Linked Form kimnewbury@gmail.com Tag type:dynamic 2019 CSE Reviews: 21106836 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 Automotive Classic Linked Form mvalenti@vailresorts.com Tag type:dynamic 2019 CSE Reviews: 21106837 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 Automotive Classic Linked Form markgordonvail@gmail.com Tag type:dynamic 2019 CSE Reviews: 21106838 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 Automotive Classic Linked Form rkundolf@msn.com Tag type:dynamic 2019 CSE Reviews: 21106839 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 Automotive Classic Linked Form sbiszantz@gmail.com Tag type:dynamic 2019 CSE Reviews: 21106841 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 Automotive Classic Linked Form mvlaar@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21106842 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 Automotive Classic Linked Form mmiano@vailgov.com Tag type:dynamic 2019 CSE Reviews: 21106843 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 Automotive Classic Linked Form jgross@vailgov.com Tag type:dynamic