HomeMy WebLinkAbout27. Tour of Vail Cycling Weekend_10-01-2020Events RFP 18/19/20/21: Tour of Vail Cycling Weekend
EVENT & APPLICANT OVERVIEW
0. Email contact
info@anthemsports.us
1. What is the name of your event/program?
Tour of Vail Cycling Weekend
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?
No
5. Amount of 2021 funding requested
$25,000
5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021?
No
6. Proposed Event/Program Start Date
09/24/2021
7. Proposed Event/Program End Date
09/26/2021
7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD:
09/24: Hill climb
09/25: Gravel fondo
09/26: Road Gran fondo
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
Dieter Drake
9a. Title of person completing the application
President, Anthem Sports Events
10. Provide name of person or entity to whom the funding check will be cut.
Anthem Sports
11. Mailing Address Street
19825 Soaring Wing Drive
12. City
Colorado Springs
13. State
Colorado
14. Zip Code
80908
15. Telephone number
7192469761
16. Email address
info@anthemsports.us
17. Event/program and/or organization website
www.anthemsports.us
18. Number of years organization has been in business
17
19. Organization's Mission Statement
'Big Races in Small Places"
The Great American Cycling Series was founded in 2011 to bring classic American cycling races to great communities throughout
the USA. Inspired by the success of the popular Tour of the Battenkill in Cambridge, New York (pop. 1925) - America's largest
Pro/Am cycling race - the Great American Cycling Series includes some of the most challenging and interesting road cycling races
in the country. Epic climbs, dirt roads, amazing rural landscapes, and and exciting finishes in supportive and enthusiastic small
towns across America are the critical components of a Series that strives to promote tourism and commerce through great cycling
races.
20. Organization's Tax Status
For Profit
21. If applicable, please attach current State Department of Revenue Certificate with this application.
CERT_GS_D.pdf
22. Does the event or program benefit a charity or organization?
Yes
22a. Please name and describe the beneficiary
Various local volunteer groups and charitable organizations in the Town of Vail. Anthem Sports actively donates back to local
volunteer groups who assist with course marshaling, registration & packet pickup, and other event-related activities.
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.
The Vail Cycling Weekend (working title only) is a cycling weekend designed for recreational cyclists. For both gravel and road
cyclists, the event is designed to attract an international participation base and from throughout the Front Range.
Our proposed and tentative schedule is below:
Saturday - Hill Climb or Time Trial with post-event hospitality & awards
Sunday - Gravelfondo with post-event hospitality & awards & entertainment
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.
Friday, 9/24 - Registration & packet pickup - location TBD
Saturday, 9/25 - Vail Village / Mid Vail (not yet contacted)
Sunday - Vail Village / Solaris area (not yet contacted)
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.
Friday - in the Town of Vail
Saturday - in the Town of Vail;
Sunday - gravel fondo start/finish in Vail, but will travel outside of Vail to parts of Eagle County to the north & west
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, Use eco-friendly serving utensils
(compostable or recyclable), Ban styrofoam, not allowed within town limits, Provide water bottle filling stations, Provide secure
bike parking area, Partner with a upcycler or hard to recycle vendor for re-use of event materials (Terra-Cycle, Green Guru,
Gillibags, etc)
2. Please describe your commitment to environmental sustainability and detail measures that will be taken during
your event to ensure minimal environmental impact and sustainable best practices.
Cycling events are by nature environmentally friendly, and our event organization and staff will strive toward the above practices
& metrics and more to ensure that the event not only follows best practices but exceeds expectations for minimizing waste and
respecting the environment.
EVENT/PROGRAM PARTICIPANTS
1. Number of participants (athletes, artists, exhibitors, etc.) anticipated
500
2. Number of volunteers needed
40
3. Number of event/program staff
10
4. Estimate of total number of spectators/attendees anticipated
400
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
400
2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail
75
3. Estimate the number of international guests your event/program will bring to Vail
25
4. How will your event/program increase sales tax in Vail?
By establishing a host hotel and by using local venues within the Town, and by sourcing Town vendors for materials and
hospitality services, we hope to add to sales tax revenue within the Town with this event.
5. CRC - Brand Fit: How will your event support the mission and vision of the Vail Town Council?
With the Vail Cycling Weekend, we hope to further the Town's mission statement with an outdoor recreational activity that
showcases the Town's natural resources, inspires a diverse volunteer & participation base that inspires them to place the Town of
Vail on their vacation calendars for years to come.
6. CRC - Brand Fit: How will your event or program support the Vail brand identity?
The Town of Vail will be a prominent sponsor of if the event, featured in all outbound marketing materials, and social media/email
marketing
7. CRC - Event Timing: How is it the right event/program at the right time?
Fall is fast-becoming the default "best season" to ride bicycles! A post-Labor Day event that showcases the Aspens and brisk
temperatures and which avoids peak auto traffic is nearly an ideal time frame for a cycling event in Vail.
8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and
community members?
Anthem Sports email database of more than 30,000 registrants across the USA and Canada will be used to market this event.
Having produced events near the major US population centers of New York City, Philadelphia, Boston, Montreal, and on the Front
Range of Colorado there are vast opportunities to target key markets in which the Town of Vail seeks annual and repeat visitors.
Community members local to Vail and the surrounding communities are equally important to the success of the event as
participants, volunteers, and spectators providing invaluable local PR and awareness. By directly engaging bicycle shops, clubs,
outfitters, business owners on each course, local community leaders & groups with poster campaigns and outreach we hope to
deliver a comprehensive & safe solution to event production that capitalizes on the people resources of Vail.
9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new
programming, entertainers, adding additional days and activities.)
The potential for event growth in recreational bicycling in Vail is tremendous. While we are committed to to just a single weekend
of gravel cycling in 2021, there is an opportunity to add live entertainment, other cycling components, VIP experiences, and
celebrity events in future editions.
10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration?
Bicycling is by its nature an activity that exists in the public domain with motion and excitement. Highly visible onsite branding &
signage, music, and live announcers are all components of the prospective 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.)
Using our participant database and social media channels, we expect to reach up to 250,000 households during the ~11 month
event marketing campaign in the inaugural year.
12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract
sponsorship support?
Due to the Covid-19 crisis, bicycling is currently at a 40 year high and bicycling manufacturers and adjacent industries are
thriving. We expect to be able to secure media exposure through major bicycling magazines and online outlets. We also expect
to be able to attract several endemic and non-endemic sponsors to participate in the growth of the event.
13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to
sustain and grow the event.
Anthem Sports has produced some of the largest and most popular events in the US, producing more than 100 bicycling events
since 2004. The Tour of the Battenkill (now owned by Gannett Media) is the largest Pro/Am sanctioned bicycle race in US history
with more than 3400 riders in 2013.
Our typical event staff includes technical, marketing, registration, VIP, and other qualified event production personnel trained in
bicycle event production and operation.
13. CRC - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to
changing public health orders.
Covid-19 has indeed inspired event producers to adapt to changing conditions in real time. Our recent Tour of the Catskills in New
York State was one of the only cycling events on the east coast in 2020 due to our ability to adjust the event format to comply with
the recently-published New York State Department of Health policies on outdoor sporting events:
1. Instead of mass-starts, we implemented rolling starts to minimize people density throughout the day
2. Instead of a post-ride after party in a single venue we approached area restaurants to offer a discount to registered riders to
spread people out throughout the town
3. Instead of event timing and an awards ceremony, we utilized GPS technology for a 100% virtually-timed event
13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing
public health orders.
As with the above.
EVENT ECONOMIC IMPACT
1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program.
675
2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending
generated by your event or program.
$25,000
Example: Increased spend by attendees in restaurants, shops, lodging or activities.
3. Potential benefits to the Town of Vail - What estimated return on investment (ROI) in dollars should the Town of
Vail expect?
$100,000
ROI in this case refers to for each dollar the event/program is funded, how many dollars will be received by the Town of Vail from event impact.)
Example: Estimated ROI - Formula: # of attendees x total average spending = $ (2000 attendees) x ($240 daily spend ) = $480,000
4. Explanation of how you will direct prospective attendees to book lodging within the Town of Vail and a
description of how you will track the number of lodging nights generated. REMINDER: Per the CSE funding
agreement, the event producer is REQUIRED to direct attendees to book in Town of Vail hotels and lodges.
We will use all media and communication outlets to direct prospective participants and families to a comprehensive list of Town
lodging establishments & direct contact information & promotions.
BUDGET
Using the provided budget template, provide a detailed estimated event/program budget, including anticipated revenues and expenses.
1. Describe how you will use the funds requested from the CSE.
All funding will be used to offset the marketing and event production costs: advertising, event staff, municipal services (police,
EMS, DPW etc.).
2. Please upload the provided complete event/program budget template here.
2021 Vail Operating Budget.pdf
3. What percentage % of the total event/program budget is the CSE being asked to fund?
39
4. If the event/program is not funded at full request, how will the event change with a lower funding allocation?
With a lower funding allocation, we would likely move to a single 2-day event (Saturday/Sunday only)
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.)
60,000
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.
Event Marketing & Ad Plan 2021.pdf
1. Objectives: What are you trying to accomplish through your marketing efforts?
Maximum participation and engagement.
2. Strategy: How will you meet your objectives?
1. Leverage existing marketing channels to broadcast the event
2. Leverage partner marketing channels to compound the reach
3. Execute a safe & engaging event
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.)
Examples include:
Onsite registration & packet pickup at a local brewery or restaurant
Catered VIP / partner event at our host hotel
Event announcer interviews of local officials and partners
Facebook live & outreach events with volunteer groups featuring notable cycling celebrities
Area event poster campaign
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, Print - National, Editorial, Radio, Television, Online Event Listings, E-newsletters, Web, Media
Plan/Public Relations, Grassroots, Facebook, Instagram, Twitter, Posters, Flyers, Event/Program App, 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
Anthem Sports Events internal staff
6b. Telephone Number
719-246-9761
6c. Email Address
info@anthemsports.us
SPONSORSHIPS & PARTNERSHIPS
1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the
event/program budget?
$10,000
1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners?
$5,000
2. Please list your confirmed sponsors or partners.
TBD
3. Please explain the potential for additional sponsorships or partners.
2020 has been a challenging year for many, but we plan to approach cycling industry partners for this event.
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.)
Vail Proposal21.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
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.
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding
Upload any other relevant materials such as: event photos, videos, PR coverage, articles, sample event branding
RFP QUESTIONS AND KEY MEETING DATES
We encourage questions about the RFP to be sent via email to Jeremy Gross - jgross@vailgov.com. Phone calls for further discussion can be scheduled
over email as well.
Monday, August 26: Questions about the RFP are due via email to jgross@vailgov.com
Friday, August 30: Submitted questions and answers will be emailed to applicants.
Wednesday, October 2: Regular CSE Meeting, Recaps will be presented
Thursday, October 10: Qualifying applications will be reviewed and producers interviewed by the CSE at a special meeting.
Wednesday, October 16: Final funding allocations will be determined by the CSE at a special meeting.
Tuesday, November 5: The Town Council will review the CSE funding allocations.
Wednesday, November 6: Regular CSE Meeting
Thursday, November 7: Applicants will be notified of their preliminary funding allocations.
Monday, December 16: Applicants will be notified of their final funding status after the last date for the Vail Town Council to call up any funding
decisions.
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Linked Contact
Dieter Drake
Number
Events RFP 18/19/20/21: File Attachments
21. If applicable, please attach current State Department of Revenue Certificate with this application.
CERT_GS_D.pdf
2. Please upload the provided complete event/program budget template here.
2021 Vail Operating Budget.pdf
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and
execution dates.
Event Marketing & Ad Plan 2021.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.)
Vail Proposal21.pdf
OFFICE OF THE SECRETARY OF STATE
OF THE STATE OF COLORADO
CERTIFICATE OF FACT OF GOOD STANDING
I, Jena Griswold , as the Secretary of State of the State of Colorado, hereby certify that, according to the
records of this office,
is a
formed or registered on under the law of Colorado, has complied with all applicable
requirements of this office, and is in good standing with this office. This entity has been assigned entity
identification number .
This certificate reflects facts established or disclosed by documents delivered to this office on paper through
that have been posted, and by documents delivered to this office electronically through
@ .
I have affixed hereto the Great Seal of the State of Colorado and duly generated, executed, and issued this
official certificate at Denver, Colorado on @ in accordance with applicable law.
This certificate is assigned Confirmation Number .
*********************************************End of Certificate*******************************************
Notice: A certificate issued electronically from the Colorado Secretary of State’s Web site is fully and immediately valid and effective.
However, as an option, the issuance and validity of a certificate obtained electronically may be established by visiting the Validate a
Certificate page of the Secretary of State’s Web site, http://www.sos.state.co.us/biz/CertificateSearchCriteria.do entering the certificate’s
confirmation number displayed on the certificate, and following the instructions displayed. Confirming the issuance of a certificate is merely
optional and is not necessary to the valid and effective issuance of a certificate. For more information, visit our Web site, http://
www.sos.state.co.us/ click “Businesses, trademarks, trade names” and select “Frequently Asked Questions.”
Anthem Enterprises
Limited Liability Company
20171441273
09/24/2020
09/25/2020 20:12:42
09/25/2020 20:12:42
12622627
06/12/2017
2021 Gran Fondo Vail Operating Budget
EXPENSES
Staff
Volunteer Director (2,500.00)
Moto support (5,000.00)
Sag & tech support (2,500.00)
Contracts
Chip timing (5,500.00)
Law Enforcement (1,000.00)
Event Medical (4,500.00)
Volunteer Group (1,000.00)
Hospitality (6,500.00)
Insurance (1,000.00)
Merchandise
Jerseys (5,000.00)
Tech tees (4,000.00)
misc (2,500.00)
Bib Numbers (750.00)
Travel and Lodging
staff lodging (3,000.00)
Materials
Course signage (800.00)
Start/Finish Signage (1,500.00)
Misc (1,500.00)
Advertising (2,500.00)
TOTAL EXPENSES (51,050.00)
Vail Cycling Weekend
September 25-26, 2021
Vail, Colorado
2021 Marketing & Advertising Plan
January-September
Event Summary
The Vail Cycling Weekend is a cycling weekend scheduled for September 25-26, 2021 in
Vail, Colorado.
Hill Climb – Saturday, September 25 - Vail
Gravel Fondo – Sunday, September 26 – Vail & Eagle County
Existing Event Marketing Partnerships
Town of Vail Event host and sponsor to provide leveraged
marketing via existing marketing & media channels
Vail Restaurant Month Event partner / co-branding sponsor with ancillary
VIP & Hospitality events, leveraged marketing via
existing marketing & media channels
Anthem Sports Events Event Producer to provide direct internal marketing &
advertising to more than 30,000 potential
participants through existing events and marketing
channels.
Principal Marketing & Advertising Channels
Social Media Facebook, Twitter, Instagram
Print media online cycling outlets, regional press release
Direct mail & email Anthem Sports, Bicycling Magazine, USA Crits
Online cycling press various
Co-marketing with event partners Vail Restaurant Month, etc
Local & Regional Media various
Marketing Schedule
January-May Press release to national & international markets announcing
event weekend, marketing partnerships, and tentative schedules
Social media launch – Twitter, Facebook, Instagram –
leveraged through event marketing partners.
Eblasts - Anthem Sports, partner databases
June 1 Online Registration Open
July 23- Sept. 15 Banner ads
Eblasts
Promotional Announcements
Onsite Pre-event Promotion - Vail Farmers Market booth,
August, 2021
Print Advertising
Poster Campaign – Event poster distributed to local merchants
and event partners advertising event weekend
August 15 Local press release announcing event schedule, impacts to
traffic & pedestrian flow
Sept. 16-Sept. 30 Social Media / Special interest highlighting marketing
sponsors, VIPs attending, professionals, ancillary events &
appearances, promotions
Eblasts –Anthem Sports, partner databases
Press Release announcing marketing sponsors, VIPs attending,
professionals, ancillary events & appearances, promotions
September 20 Local press release announcing event schedule, impacts to
traffic & pedestrian flow
| 1"35/&34)*1130104"-
>Since 2005, Anthem Sports has produced the Tour of the Battenkill, serving more than 30,000 participantsfrom 32 countries and 48 States.>Producers of more than 150 events, including the Great American Cycling Series™>Professional, Pro/Am, Gran Fondo, Charity, and VIP events| About Anthem Sports
>Branding with one of the most iconic endurance sports brands in North America>Event website, social media, and direct email advertising to our vast participation baseacross all Anthem Sports events | 30,000 unique email addresses >Our demographics:ссїΖϋϔклїΠϕϓϋϔΖϋϊϏχϔχύϋϏϙмнскїώχϜϋωϕϒϒϋύϋϊϋύϘϋϋϙмоїώχϜϋϖϕϙϚύϘχϊϛχϚϋϊϋύϘϋϋϙ орїχϘϋϏϔϖϘϕόϋϙϙϏϕϔχϒͿϓχϔχύϋϘϏχϒϖϕϙϏϚϏϕϔϙмоїχϘϋϓχϘϘϏϋϊлͨмϙϖϋωϚχϚϕϘϙϖϋϘϖχϘϚϏωϏϖχϔϚ| Demographics
>Print: Press release, onsite-branding & event signage, participant bag material, eventposters, branded apparel>ΜϕωϏχϒΖϋϊϏχͧΙϘϕϓϕϚϋϊΏχωϋψϕϕϑͥΒϔϙϚχύϘχϓͥχϔϊΝϝϏϚϚϋϘωϕϔϚϋϔϚІόϋχϚϛϘϋϊ posts>ΠϋψϙϏϚϋͧΠϋψϙϏϚϋϒϕύϕϙІϒϏϔϑϙͥϝϋψχϊϜϋϘϚϏϙϋϓϋϔϚϙ>ϏϘϋωϚΎϔύχύϋϓϋϔϚͧϏϘϋωϚϋϓχϏϒϙϖϕϔϙϕϘϋϊωϕϔϚϋϔϚϚϕϓϕϘϋϚώχϔмйͥйййϖχϙϚ participants, expo space, VIP, eventannouncer features, pre-event launch events;ΙΛІΖχϘϑϋϚϏϔύІ
Event Presenting Sponsor @ $10,000 | 1 available+Event co-branding (2021 Vail Cycling Weekend presented by “Your Business name”)+4 featured social media posts per week pre-event / 2 per month post event+4 featured email blasts+7 VIP passes + 10x20 expo space.| Event Sponsorship
Registration Sponsor @ $2,500 1 available Volunteer T-Shirt Sponsor @ $1,500 3 available Emergency Services Sponsor @ $1,500 4 available T-shirt Give-away Sponsor @ $5,000 1 available Aid Station Sponsor @ $1,000 2 availableWater bottle Sponsor @ $1,000 1 available| Sponsorship
Anthem Sports Events19825 Soaring Wing Drive Colorado Springs, CO 80908phone: 719.246.9761email: info@anthemsports.usweb: www.greatamericancycling.com
Contacts: Dieter Drake
First Name:
Dieter
Last Name:
Drake
Linked User Form
info@anthemsports.us
2019 CSE Reviews: 13437169
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13437171 No
13437172 No
13437173 No
13437174 No
13437175 No
13437176 No
13437177 No
13437178 No
13437167 No
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alisonw@vailchamber.org
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this program/event? What needs improvement?
Submission Date
Linked Events 2019
Tour of Vail Cycling Weekend
Linked Form
jgross@vailgov.com
Tag
type:dynamic
2019 CSE Reviews: 13437167
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
Tour of Vail Cycling Weekend
Linked Form
esaeger@vailgov.com
Tag
type:dynamic