HomeMy WebLinkAbout35. Vail Astronomy Nights 2021_10-01-2020Events RFP 18/19/20/21: Vail Astronomy Nights 2021
EVENT & APPLICANT OVERVIEW
0. Email contact
brianhall@bluecreek.com
1. What is the name of your event/program?
Vail Astronomy Nights 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?
$10,000
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
$52,800
5.a. Have you applied for Vail Town Council Funding or In-Kind support for 2021?
Yes
5.b. How much funding did you receive from the Vail Town Council for 2021?
0
5.c. What type of in-kind did you receive for 2021? Please describe.
None.
6. Proposed Event/Program Start Date
01/01/2021
7. Proposed Event/Program End Date
12/29/2020
7.a. If you have more than a single date range, please list all your event/program dates here in this format MM/DD:
I would like to run these Astronomy Nights regularly throughout the winter season and a few monthly in the summer. I am not
sure how you would budget these presentations for 2020 Thanksgiving and Christmas time frame. Perhaps there's another budget
for that.
Weekly Winter presentations - 2021
01/06, 01/13, 01/20, 01/27; 02/3. 02/10, 02/17, 02/24; 03/3, 03/10, 03/17, 03/24, 03/31.
Monthly Summer presentations - 2021
2nd Wednesdays -
06/9. 07/14, 08/11.
• These dates and days of the week are flexible and can be adjusted with discussions.
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
PO. Box 4510
12. City
Eagle
13. State
Colorado
14. Zip Code
81631
15. Telephone number
970-376-2594
16. Email address
brianhall@bluecreek.com
17. Event/program and/or organization website
vailastronomynights.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 experiences for adults and families while working in partnership with our
destination resort and corporate clients. These experiences include events, entertainment and educational programs. We aim to
work with our clients as partners working to accomplish like minded goals and success. Success to us is - helping our 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 our clients
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?
2
1b. Please describe the location(s) of the event or program in previous years.
International Bridge in Vail Village, Lionshead Gondola Base area by Arrabelle Hotel.
2. Please provide a detailed description of the event/program and its activities.
Blue Creek Productions presents an evening of stargazing and amazement. The setting includes an educational tent and a
viewing zone. In the educational tent guests can learn about what is visible in the evening's sky, view 3-d astral photography
through special state of the art viewers, view retro space slides through vintage brewmaster viewers and receive educational
handouts. the Viewing Zone features 2 museum grade telescopes - including a 22" Orion telescope -one of the largest
commercially available to the public - for viewing the evenings sky. The event will feature one guest astronomer and 2 assistants
who will lead our guests through a fun exploration of the night sky - depending n the sky and the time of year guests will have an
opportunity to see the Crescent Moon, Jupiter, Ring Nebula, and the constellations. We will also talk about the history of
astronomy and telescopes. It is a magical night for experienced stargazers and first-time viewers. The entire evening is an
amazing close up view of the cosmos, all presented in a safe manner following all current health guidelines and protocols.
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.
We plan to use at least 2 venues - The International Bridge in Vail and the Gondola are by the Arrabelle Hotel in Lionshead. This
allows us to bring some excitement and animation to the night in both areas. Both areas are public areas, but we work closely
with the lodges and businesses in these areas to build awareness and coordinated animations.
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, no way....nothing much exists outside of Vail, but you know that.
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, 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
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 Vail Astronomy Nights can be a good environmental partner with Vail. First - We have the unique opportunity
to set an example with the quests as an environmentally sustainable event and to offer educational exhibits and partner
presentations for the guests 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 quests 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 and handouts 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
0
2. Number of volunteers needed
0
3. Number of event/program staff
3
4. Estimate of total number of spectators/attendees anticipated
5,600
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
3,200
2. Estimate the number of destination guests from outside Colorado your event/program will bring to Vail
1,995
3. Estimate the number of international guests your event/program will bring to Vail
405
4. How will your event/program increase sales tax in Vail?
We have some numbers on how an event like ours can effect/influence our guests. But we believe the greatest value of our event
is in presenting Vail Astronomy Nights as one of the wonderful things you can experience once you have chosen to come to Vail. It
helps us stand our as offering intelligent, thought worthy kinds of experiences - in a very professional manner. This is not a geeky
astronomer guy in a field working out of his pickup looking up. This is a professional educational program, with high level talent,
state of the art instruments and gear....presenting multiple levels of information prior to, during and after the event. It shows were
are curious, smart, forward thinking and involved in our world in so many ways.
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. A lot of it is we are closer to nature in Vail, closer to the outdoors...the mountains
the rivers and creeks, the animals and the wonders in our skies. Our guests come to Vail to get away from a often hectic life in
congested areas and they are drawn to our mountains and streams - to explore, experience and enjoy the wonders of our natural
surroundings. Gazing up at our clear Coloroado skies is only a natural part of being here.
6. CRC - Brand Fit: How will your event or program support the Vail brand identity?
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 our guests whether they are kids, parents, grand parents, retirees or young singles. 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 our guests. At our event we present extremely knowledgeable professionals leading our
astronomy nights utilizing state of the art instruments and equipment. It is a quality prevention from every aspect.
I'll repeat - We have some numbers on how an event like ours can effect/influence our guests. But we believe the greatest value
of our event is in presenting Vail Astronomy Nights as one of the wonderful things you can experience once you have chosen to
come to Vail. It helps us stand our as offering intelligent, thought worthy kinds of experiences - in a very professional manner. This
is not a geeky astronomer guy in a field working out of his pickup looking up. This is a professional educational program, with high
level talent, state of the art instruments and gear....presenting multiple levels of information prior to, during and after the event.
It shows were are curious, smart, forward thinking and involved in our world in so many ways.
7. CRC - Event Timing: How is it the right event/program at the right time?
It is a great time to catch people as they are trying to find something to do in the early evening outside. Some people are on their
way to dinner and stop but for bit, others have enjoyed a nice dinner out and are so happy to have something interesting to
participate in and enjoy the outdoors.
8. CRC - Community Enrichment: How will your event/program attract target markets of both visitors and
community members?
Everyone is interested in the sky, the planets, constellations...and comets. Space has awakes held a special place in our
imaginations. Whether you are local or a visitor, the skies will picture your curiosity and light up your imagination. We also found
that people show came to our event, search our our next event and returned and brought friends. Its that fun.
Our event and our staff strives 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.
We can also work with the school in Vail to invite the kids out to a night of astronomy. We can develop an ongoing conversation
with Vail locals through social media and our website to invite them to our programs repeatedly. There are new and interesting
things in the sky at different times of the year. So that gives us a great opportunity to re-market, re-promote, reinvade...our
visiting and local guests.
9. CRC - Growth Potential: How will the event/program deliver fresh content? (Fresh content means new
programming, entertainers, adding additional days and activities.)
Every night is a bit different to gaze upon. The sky changing and shifting and showing a different part of itself to us. The night sky
offers an ever changing window into the cosmos with different annual features to look forward to. Throughout the season there
are special sky events like comets passing by, planets coming into view and other celestial special features we can promote and
share with our guests.
We can also create a educational certificate program - kind of like a merit badge for guests who learn a series of subjects or key
components in the sky. This would be a great way to keep people - local and visitor, coming back each week and each year.
10. CRC - Growth Potential: How will the event/program promote an atmosphere of vitality, fun and celebration?
Again highlight special astral events, one time chances to see something unique, even spot quizzes at the event to get people
excited with little astronomy or space related prizes or moments.
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.)
I think this program offers a unique opportunity for locals and guest to participate in a fun and exciting experience - one that can
stick with them in the future. I believe that this program can stand alone as a fun thing to do during our guests visit or can be
attached to other special events, theme weeks or promotional initiatives in Vail.
12. CRC - Marketing Strength: What is the potential for the event/program to leverage media exposure and attract
sponsorship support?
It is a unique experience.....filly out guests with wonder, curiosity and enchantment. Not ma y places offer this kind of program,
especially on a regular basis, so I believe we could attract a lot of local and regional coverage - especially when there is something
special happening in the sky, like a passing comet or planet in view.
13. CRC - Producer Qualifications: Explain the event/program producer’s quality, knowledge and resources to
sustain and grow the event.
33 years producing events locally, regionally nationally and internationally (London and Mexico). Been doing this a long time, but
not jaded enough to think I know everything. Our success in providing outstanding experiences for your clients and their guests
has been to never stop learning, looking ahead, researching, experiencing out events through the eyes of our guests - to
continually looking forward, towards the horizon for the next great experience and ways to make our experiences better. We know
a lot....and at the same time we know nothing.
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.
The format of this event lends itself to operating in a Pandemic situation with concerns about health and social distancing. There
is a cue, activities to keep people busy/entertained in the cue, an educational tent and then the guests have their viewing
experience. We clean all instruments and gear after each viewing. I produced 5 family events and several corporate events over
the summer of 2020. I learned a lot every day we were out about how to work with people in this unique health situation.
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.
13. EE - Producer Qualifications: Explain the adaptability of the event and the event producer to adjust to changing
public health orders.
See above.
EVENT ECONOMIC IMPACT
1. Potential benefits to the Town of Vail - Estimate number of room nights for your event or program.
1,850
2. Potential benefits to the Town of Vail - Potential benefits to the Town of Vail - Estimate increased spending
generated by your event or program.
$698,250
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?
$32
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 our Vail Family Fun Fest event from the last TOV 3rd party surveys performed in 2017
divided by 2. 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 based on our 2017 intercept survey divided by two.
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.
First - I feel this is an open discussion of what would you like to see in Vail. How many dates, what part of the season? So this is all
up to where you wish to go.
We are flexible and would love to create this series for you. There are savings budget wise we can review depending on how
many events you wish us to produce. We can run the numbers once we have more direction from you all.
CSE Funds will be used to pay for marketing and production of the event including educational activities and presenters, and hand
out materials. It will also drive our marketing and promotional program. Make sure you send out a "BIG INVITE", then throw one
heck of a star party. Keep them coming back for more.
2. Please upload the provided complete event/program budget template here.
B- StarParties 2021 TOV SERIES Budget - 1 copy.pdf
3. What percentage % of the total event/program budget is the CSE being asked to fund?
100
4. If the event/program is not funded at full request, how will the event change with a lower funding allocation?
I feel this is an open discussion of what would you like to see in Vail. How many dates, what part of the season? So this is all up to
where you wish to go.
We are flexible and would love to create this series for you.
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.
VAN 2021 - Marketing Plan - Ltr head copy.pdf
1. Objectives: What are you trying to accomplish through your marketing efforts?
Have our event experience seen as something special and different offered in our resort. To drive people to our event and help
support the success of Vail.
2. Strategy: How will you meet your objectives?
Partnerships with lodges and hotels in our valley, strong social media presence. leverage local and regional news outlets. create
an exciting buzz repeat.
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.)
We can reach out to these partners with info for their guests, table top cards, contest for a special "Your Astronomy Night", where
the winners get to bring 12 of their friends and or family for a special private viewing.
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, Twitter, Posters, Rack Cards, 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
New New Wallace
6b. Telephone Number
9703285855
6c. Email Address
events@bluecreek.com
SPONSORSHIPS & PARTNERSHIPS
1. What is the dollar $ amount of sponsorships and/or partnerships from other sources reflected in the
event/program budget?
$0
1a. What is the dollar $ amount of in-kind services or items provided from sponsors or partners?
$0
2. Please list your confirmed sponsors or partners.
None at this time. If we are chosen to develop this program for you, we will get to work on sponsorships. But I have spoken with
Zachary at the Arrabelle and he is very interested.
3. Please explain the potential for additional sponsorships or partners.
Possible to offer private or VIP experiences, specific educational workshops that dive deeper for those who wish to learn more.
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.)
VAN-2021- ROUGH Sponsor-Pitch Page copy 3.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?
I would like this application or proposal to be looked at as the start to a great conversation. We have proven that this event is very
popular and a unique offering. It can only grow as word gets out and ew build following.
REQUIRED ATTACHMENTS
2020 Event Recap
TOV-VAN 2019 Wrap Up Report copy.pdf
Organization rosters naming all officers, board of directors and respective positions as relevant
VAN 2021 - Key personell copy.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional information can be found, including photos, videos or other content relevant to your
application.
Information and photos are available n our 2020 wrap up report.
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
Brian Hall
Number
Events RFP 18/19/20/21: File Attachments
2. Please upload the provided complete event/program budget template here.
B- StarParties 2021 TOV SERIES Budget - 1 copy.pdf
Please upload your event/program marketing plan and budget, include strategy, channel, method, budget and
execution dates.
VAN 2021 - Marketing Plan - Ltr head 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.)
VAN-2021- ROUGH Sponsor-Pitch Page copy 3.pdf
2020 Event Recap
TOV-VAN 2019 Wrap Up Report copy.pdf
Organization rosters naming all officers, board of directors and respective positions as relevant
VAN 2021 - Key personell copy.pdf
Estimated Actual
Total Expenses $52,800.00 $0.00
Site/Location/Operations Estimated Actual Food & Beverage Estimated Actual
Rental fees $0.00 Social food + Beverage $0.00
Insurance $800.00 Non-social food + Beverage $0.00
Sound/AV $0.00 <insert Other>$0.00
Construction, Equipment $2,400.00 <insert Other>$0.00
Trash/Composting $0.00 Total $0.00 $0.00
Utilities $0.00
Labor $7,200.00 Program/Lodging Estimated Actual
Traffic Control $0.00 Entertainment $0.00
Banners - Printing & $0.00 Speakers $0.00
Signage $2,400.00 Travel $0.00
Attractions, Exhibits, Supplies and Prizes $0.00 Hotel $0.00
Special Presentations & Presenters $16,000.00 <insert Other>$0.00
Storage $0.00 <insert Other>$0.00
<insert Other>$0.00 <insert Other>$0.00
<insert Other>$0.00 <insert Other>$0.00
Total $28,800.00 $0.00 Total $0.00 $0.00
Marketing Estimated Actual Prizes Estimated Actual
Advertising - Radio $0.00 Prizes $0.00
Advertising - Print $6,400.00 Cash Purse $0.00
Advertising - Social Media $2,800.00 Total $0.00 $0.00
Public Relations $0.00
Sales Team Expenses $0.00
Media TV, Production & Distribution $0.00
Graphic Design $1,200.00
Website $2,000.00
Collateral Materials (Posters/Fliers)$1,200.00
Printing $0.00
In-House Surveys $1,200.00
Marketing Manager Services $800.00
<insert Other>$0.00
<insert Other>$0.00
Total $15,600.00 $0.00
Admin Estimated Actual
Telephone/Internet $0.00
Photography $0.00
Transportation $0.00
Permit Fees $1,600.00
Postage/Shipping $0.00
In Kind Trades $0.00
Supplies-Office or Other $0.00
Demographic Survey $0.00
Sales Tax $0.00
Admin/Staffing/Logitics $5,600.00
Accounting $1,200.00
<insert Other>$0.00
Total $8,400.00 $0.00
Event/Program Budget for Vail Astronomy NIghts 2021
> Expenses at 16 events
Estimated Actual
Total Income $52,800.00 $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 $52,800.00
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
$52,800.00 $0.00
Event/Program Budget for Vail Astronomy NIghts 2021
> Income
Estimated Actual
Total income $52,800.00 $0.00
Total expenses $52,800.00 $0.00
Total profit (or loss)$0.00 $0.00
Event/Program Budget for Vail Astronomy NIghts 2021
> Profit - Loss Summary
$0.00
$10,000.00
$20,000.00
$30,000.00
$40,000.00
$50,000.00
$60,000.00
Estimated Actual
Total income
Total expenses
MEMO
To: CSE - TOV
From: Brian Hall
Date: 9/20/20
Re: 2021 Vail Astronomy Nights Marketing Plan.
Vail Astronomy Nights 2021
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 (Zach Meyers) The Marriot (Jonathan Brownley) The Ritz (Jack
Demore) 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 emaing 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
¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨
¨¨¨¨¨¨
P.O. Box 4510
Eagle, CO 81631
970-328-5855
970-692-2423 fax
info@bluecreek.com
Vail Astronomy Nights - Winter 2021
Sponsor Proposal for - ROUGH EXAMPLE!!!
Vail Astronomy Nights - 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 bluecreek.com or call (970) 328-5855
Presented by Brian Hall, Blue Creek Productions
Vail Astronomy Nights 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 Astronomy Nights –Thanksgiving 2019
Presented on February 5, 2020
Vail Astronomy Nights Thanksgiving 2019
Sunday, Wednesday and Friday -November 24, 27 & 29, 2019
J. Brian Hall
Event Producer
Blue Creek Productions, Inc.
Office: 970.328.5855
Mobile: 970.376-2594
brianhall@bluecreek.com
2
Overall Event or Program Highlights & Successes
3
•Identified NPS of 98
•Event photo on front page of Vail Daily.
•Chosen “Top 5 Things to Do” by Vail Daily in Weekend
Edition.
•100% response to “would you return to our event?”
•Great event for all ages –kids/parents/grandparents/young
adults/mature adults
•Visitors excited, wowed. “Wide eyed novices” to “diehard
enthusiasts”
•Created Educational/Activity Tent –well received, It allowed
us to engage more people for longer.
Program Impact, Testimonials & Observations
4
•This event worked very well with the Revelry programming. Carried the activation
into the night. Right on target with Thanksgiving programming goals and
demographics.
•High end, intelligent event. People were excited, wanted to learn more and
wanted to know when we were doing the event again.
•One 15 year old boy astronomy enthusiast from Mexico came with his family and
he stayed talking to our astronomer and helping guests for 2 hours.
•Had shopkeepers come out and workers come by to stargaze.
•We were surprised by how many people actually thanked us for showing them the
moon and stars.
•People came by on their way to dinner and then back after they dined.
Estimated Attendance Results
5
•We used a hand clicker to count people as they enter our area.
•Estimated attendance -Vail Astronomy Nights Thanksgiving 2019
Sunday, November 24: 217 *clear skies
•Wednesday, Nov. 27: 67 *Blowing, blustery –snowing sideways
•Friday, November 29:231 *Clear skiers
•Number/percentage of people who came specifically for event/program:
* Event serves is a reinforcement of guests’ decision to choose Vail as
their vacation. High end, intelligent event. People were searching us out
–looking for our event.
•Number/percentage of people who attended the event last year:
* First year program –but we had people come back during this week
and also during our Astronomy Nights at Christmas.
Estimated Attendee Profile Results
6
•Where did attendees come from? (local, regional, out of state, international):
•International:9% (Australia, China, Mexico, England)
•Out of State:31% (Florida, Texas, New York, Michigan)
•Regional/Colorado:49%
•Local:11%
Estimated Spending Results
7
•Estimated average spending per person:
•Dining: $85
•Shopping: $40
•Lodging: $275
•Other Activities: $75
•Total average spending per person: $475
•Town of Vail spending the
event/program generated:
Formula: 515 of attendees x total average
spending = $ 244,625.00
NPS (Net Promoter Score)
8
Attendee Response: How likely is it that you would recommend this event/program to a
friend or colleague?
98%
The NPS Calculation
Calculate your NPS using the answer to a key question, using a 0-10 scale: How likely is it that you would recommend
[brand] to a friend or colleague?
Promoters (score 9-10) are loyal enthusiasts who will keep buying and refer others, fueling growth.
Passives (score 7-8) are satisfied but unenthusiastic customers who are vulnerable to competitive offerings.
Detractors (score 0-6) are unhappy customers who can damage your brand and impede growth through negative
word-of-mouth.
Event Strengths & Weaknesses
9
•How did the event/program exceed expectations?
The excited, passionate response of our guests blew us away. They
were ecstatic about what they were able to view and learn.
The knowledge and professionalism of our astronomer and the high
professional grade of our telescopes.
•What are areas for event/program improvement?
We have a contingency plan for bad weather with activities offered
at our educational tent, but the sky is the star of the event. So
maybe create a “Bad Weather-Bad Sky “ contingency plan moving
event to a next clear night if possible.
Vail Brand Compatibility
The Premier International Mountain Resort Community
10
•How did the event /program support the Vail Brand?
Exceptional presentation lead by world class specialists and hosts –with state of
the art telescopes. We are on point as being a great event representing of what
Vail stands for –exceptional, world class “unique” experiences. Incredible star
gazing from this altitude!
Our staff is awesome, friendly, sincere, engaging. We are able to connect with
kids, parents, grandparents, single adults young and old. This event is more
than just star gazing. Many mountain resorts can off similar amenities, but it’s
our people, our sense of welcome, our conversations, our warmth that can
make Vail stand out.
Community Contribution
11
•How did the event/program impact Vail’s sense of community?
In the context of our guests, no one goes on vacation to feel like a “tourist”.
They all want to feel like they belong, if they feel that way, they brag about it to
others when they get home. Everything we do, from the moment our guests
arrive, the star gazing, the items in the educational tent -to the simple
conversations we have with kids, parents and other guests exudes a sense of
welcome and caring about their experience. Whether you a local, live here part
time, or just visiting, come on by, look at the stars and have some fun with us.
Shared experiences of wonder and enlightenment build a sense of community.
Topline Marketing Efforts
12
•Hotel/Concierge Program –1,000
postcards delivered through the
event week
•Strong internet and social media
presence, with timely updates
prior to and during event. Sent out
“what’s in the Sky Tonight” Sky
viewing tips piece. Posted photos
to website, Facebook, Instagram
and other content providers.
•Worked with Ren Productions and
Revelry Event to cross promote all
events of Thanksgiving program.
Topline Marketing Efforts
13
•Please attach complete marketing plan to end of presentation.
Art used for posters, postcards, website, ads, Facebook and Instagram posts.
Potential for Growth & Sponsorships/Media Exposure
14
•How do you see the event/program evolving next year?
More nights during holidays periods and extending into other times of the
Winter and early Spring.
•What sponsors do you plan to target next year?
Arrabelle Hotel, The Ritz Carlton, Vail Resorts Inc., Vail Marriot
•How will you leverage media exposure and extend the marketing reach next year?
We can provide interesting/unique content to the Vail Daily, TV8 and radio. We
hope to exchange for a favored deal on a promotional program and
editorial/news coverage.
Sustainability Efforts
15
•What measures were taken at your event/program to support the
environmentally-friendly goals of the Town of Vail?
•We re-use the same sky each night’s event. Seriously, we don’t really have
trash on use consumables at our events. We bring in and out all our
equipment.
•What waste reduction methods were used during your event/program?
N/A
•How could you improve on sustainability efforts for next year’s event?
N/A
The Town of Vail is committed to the stewardship and protection of our unique mountain environment. In consideration of both
our local and global impacts and opportunities, our environmental vision is to demonstrate and promote: renewable energy,
resource efficiency, ecosystem protection, and community awareness and education.
Event Budget Snapshot
16
*Event producer to attach detailed budget for recap
Item $
Total Event/Program Budget:$10,000.00
CSE Funds:$10,000.00
Cash Sponsorship (not CSE):0
In-kind Sponsorship:0
Marketing Budget:$3,375.00
Profit & Loss:0
How did you use the CSE funds?
(marketing, operations, staff, venue, etc.)
Marketing, Event
Operations.
Vail Astronomy Nights –Thanksgiving 2019
Marketing Plan
17
Vail Astronomy Nights – Thanksgiving 2019
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 customers or guests are international, regional and local family visitors to Vail.
Ways to reach our target guests:
• Partner with Ren Productions/Revelry event to cross promote events and direct
guests
• Present a strong presence on the internet and with social media to be visible when
our guests search the internet for fun, interesting and engaging 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 program to helps 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:
• Hire part time person to visit hotels, lodges, stores restaurants with promotional
material
• Purchase print advertising program in Vail Daily
-Leverage editorial coverage – secured “Top 5 Things To Do In Vail” story.
• Create promotion plan with Radio – KKVM – The Mile
• 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 addresses
• Promote VAN on Blue Creek events website – update photos weekly
• Operate VAN Face Book page - updates twice weekly on more
• Purchase Facebook ads and Post Boosts
• Operate VAN Instagram account – update twice a week or more.
• Create & Distribute event posters to Lionshead, Vail/down valley merchants
• Make personal visits to key Vail lodges/merchants to promote/inform of our
event. Deliver postcard size POS pieces (750).
• Create press release program – for ongoing release over event period.
(Updated 1/15/20)
Vail Astronomy Nights –Thanksgiving 2019
Budget
18
MEMO
To: TOV-CSE
From: Brian Hall
Date: 9/20/20
Re: Blue Creek Productons, Inc key officers.
Vail Astronomy Nights – Key Personnel
Brian Hall, President and Principal
Eileen Hall, Sr. Special Project Manager and Principal
New New Wallace, Markting & Promotion
¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨¨
¨¨¨¨¨¨
P.O. Box 4510
Eagle, CO 81631
970-328-5855
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: 21272843
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