HomeMy WebLinkAbout2022 CSE Sponsorship Application SubmissionsForm Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 23, 2021 10:19 pm
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Location: 39.640300750732, -106.37419891357
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Lauren Merrill
Title of person completing the
application
owner
Email lauren@alpineartscenter.org
Phone (970) 926-2732
What is the name of your
event/program?
Community Art Events for the Town of Vail
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$15,000
How much was your event or program
funded in 2021?
$14,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 01, 2022
Proposed End Date Dec 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
15 events in 2022, dates to be determined by venue availability and
maximum exposure for the Town of Vail.
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Alpine Arts Center
Mailing Address 280 Main Street C-101
Edwards, CO 81632
Phone (970) 926-2732
Event/program Website or Organization
Website
www.alpineartscenter.org
Number of years organization has been
in business
11
Organization's Mission Statement Alpine Arts Center is a learning community committed to providing diverse
visual arts experiences to people of all ages. We offer art classes, camps,
drop-in studio use, exhibits, public events, team building and outreach
programs throughout the Vail Valley and beyond. Our goals are to inspire
and unite our community through the visual arts, and to provide our
customers with an outlet for growth, imagination, and discovery.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Events offered in partnership with Art in Public Places, VVF's Ford
Amphitheater, Vail Public Library, and Vail Recreation District. They do not
benefit financially, but programs help boost reputations of these
organizations and venues.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
5
Please describe the location(s) of the
event or program in previous years
Art events have occurred in Vail on a limited basis over the past 10 years,
but only formally through Town of Vail event funding starting in 2017.
Alpine Arts Center has formed a partnership with Art in Public Places, Ford
Amphitheater, Vail Public Library, and Vail Recreation District to organize
and host the following events (and Root & Flower/Blue Moose Pizza this
year):
-Educational art events for families at Vail Public Library
-Paper lantern workshop with Art in Public Places
-Creative events at Ford Amphitheater
-Educational art events for adults at VRD Community Programming
In addition to these public events, Alpine Arts Center has offered numerous
private events at hotels throughout the Town of Vail. However, the goal of
this funding request is to open events to the community and offer them in a
public setting, utilizing public facilities and beautiful outdoor locations
throughout the Town of Vail when weather permits.
Please provide a detailed description of
the event/program and its activities
Events will engage the Town of Vail guests and residents by providing
educational, hands on, visual arts experiences. Although these events fit
both categories listed in the funding options, they will be primarily focused
on providing enriching and educational classes offered to the public at a
discounted cost in order to make them accessible to all and especially
families. These educational and family friendly events will teach
participants about our surrounding mountains, natural wildlife, flowers and
aspen trees, and highlight the Vail brand. Participants in classes will feel
connected with their surroundings and walk away with a unique, meaningful
souvenir as a reminder of their creative experience in the Town of Vail.
The breadth of these events will be expansive, ranging from landscape
canvas painting classes, to lantern making for the Vail holiday parade, to
collages and sculptures incorporating recycled materials, to learning how to
sketch our local flowers onto pottery stamped with the Town of Vail logo.
Our mountain lifestyle, culture, and natural environment will be the primary
focus of instruction. Events will also tie into special milestone occasions
happening in the Town of Vail whenever possible.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
SUMMER PROGRAMS AT FORD AMPHITHEATER - confirmed and the
quantity of events could be
adjusted
• 4-5 Art Classes Before Hot Summer Nights Concerts
• 4-5 Ambient Art Programs During Hot Summer Nights Concerts
(Tuesdays immediately following
classes)
INDOOR WINTER PROGRAMMING - specific dates not selected, venues
have been contacted to start conversations
• 1-2 Family Programs at Vail Library
• 2-4 Adult Programs at VRD Community Programming (or other
restaurants in Vail)
• 1-2 Classes with Art in Public Places surrounding lantern walk in
December
• Some possible other collaborative events with AIPP's guest artists
throughout the year (these
may overlap with other events listed above)
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11406877613
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 portion of the events will take place outside of the Town of Vail.
For VRD facilities, we do not have a letter or confirmation email because
Chad Young, our contact, is not in town prior to us submitting this
application.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
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
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.
For all events, Alpine Arts Center supplies a reusable tarp for the floor,
canvas tarps for table coverings, and follows sustainable practices. For
outdoor events, all materials are water soluble and have minimal
environmental impact. With both indoor and outdoor events, Alpine Arts
Center ensures students and staff will collect all trash and recycling and
dispose of them properly. Supplies will be shared among participants
whenever possible to reduce waste as well. Our past event vendors can
attest to our detailed clean-up procedures and that minimal environmental
impact has occurred. Eco-friendly products and recycling will be required at
each event, and the most natural art products possible will be used for
projects. Some art classes will focus on the use of repurposed materials to
create art.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
600
Number of volunteers anticipated 0
Number of event/program staff 2
Estimate of total number of
spectators/attendees anticipated
2500
If applicable, final number of last years
attendance
Still in progress
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Art classes bring a vibrancy to the Town of Vail and provide diversity in
Vail's cultural offerings. Our events generate a creative, educational
experience for citizens and guests. They help to showcase Vail as a
premier international mountain resort community.
How will your event or program support
the Vail brand identity?
Art events support the Vail brand identity in a number of ways. Offering
creative activities for guests and locals gives families and friends an outlet
to connect with one another and to disconnect from their everyday. Art is a
way to escape technology and become fully present. Creating art makes us
appreciate and feel in awe of our beautiful surroundings in Vail, and leaves
us with a souvenir to remind us of this beauty and a memory of the cultural
experience that Vail provided. The Town of Vail brand will be highlighted in
all marketing, including rack cards, website and Facebook posts, flyers,
and press releases/ads, which will showcase Vail as a premier mountain
resort community that values art and culture.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Studies have shown that art promotes creativity and insightful thinking, both
of which are important leadership skills. Art also develops confidence which
is important for leadership. By supporting art programs in our community,
the Town of Vail will be helping to shape future leaders in our community
locally, and also developing leadership skills in visitors from across the
nation and world.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
By providing ongoing art programs, Vail is showcased as a well rounded
community that values culture and diversity. Studies show that art is good
for overall health and wellness, and that being creative reduces stress and
makes people happier. It is especially important as our lives become busier
to take time out of the day for a meditative practice, and art has been
shown to have similar effects as meditation on well being.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The art programs we offer give participants the unique opportunity to talk
with people of all ages and from different backgrounds and locations
around the world. Since these programs are open to all ages, men and
women, tourists and locals, most likely the person sitting next to you or
across the table from you at a class is someone with a different
perspective. There are many intellectual dialogues that occur in this setting,
especially because classes last for multiple hours and encourage open
communication. Stretching the imagination and problem solving are also a
part of the creative process, and our instructors help participants to expand
on their ideas and work through any challenges that arise.
How will the event or program deliver an
educational component?
These educational and family friendly events will teach participants about
our surrounding mountains, natural wildlife, flowers and aspen trees. Our
mountain lifestyle, culture, and natural environment will be the primary
focus of instruction. From one customer's survey response who attended a
program, "I have always wanted to do a paint class and now I had my
chance. Plus I have a keepsake to take home from my trip. The next day I
went on a hike of the area I painted. It made me notice the flowers and
trees even more. Loved it all!"
How is this event/program at the right
time for Town of Vail?
Art event dates geared towards tourists will be selected at target high traffic
times to maximize exposure, such as the summer events at Ford
Amphitheater before and during the Hot Summer Nights Concerts. Other
dates will be selected to accommodate local families, such as events taking
place at Vail Public Library and some of the Vail Recreation District events.
Because event schedules are flexible, input from Town of Vail can also
ensure the right event is offered at the right time.
How will your event/program attract
target markets of both visitors and
community members?
Studies have shown that the cultural tourist, which is the type of participant
we attract with our programs, is more likely to spend money and impact the
town's economy. Other ski towns including Aspen, Telluride, and
Breckenridge have all seen an increase in spending as a result of their art
and cultural programs, according to an article in the Denver Post.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Art programs are geared towards a large demographic of children, guests,
second homeowners, families, and local residents, so the Town of Vail will
see widespread lasting community benefits from our programs. Besides
making Vail a more cultural destination that will increase tourism and
improve the economy, providing hands on art events for the community will
also bring joy to participants and spectators and make Vail a more unified
and happy community. From a survey response, "Always love more arts
and participation events like these. It is so much fun and adds so much
value to our lives and our community. It is rewarding and a chance to meet
other people and add a creative experience. It is a genuine and good
experience for all ages."
How will the event/program deliver fresh
content and enhanced experiences?
Every art event is unique and content will be changed to enhance
experiences. Based on customer feedback from this year, we will do our
best to incorporate suggestions into future programming. Many participants
requested we offer more programs, which is good feedback showing the
potential for growth in the future. We also received great feedback on our
summer series at Ford Amphitheater during the concert series, and will
work on enhancing these programs further for next year. We will continue
to provide fresh content when it ties into special Vail programs, such as the
Olive Moya inspired class that we offered this summer.
How will the event or program achieve
recognition and drive participation?
Our programs are being recognized by guests as a highlight of their Vail
experience. We will continue to grow our programs through the years to
further drive participation, and seek out collaborations with well known
artists whenever possible to achieve more recognition.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Annual Marketing Strength:
Facebook Ads: 1000 reach x 20 ads = 15,000
Vail Daily Press Releases: 5,000 reads x 3 releases = 15,000
Vail Daily Ads (for off season events): 5,000 views x 6 ads = 30,000
Town Talk: 5,000 reads x 12 posts (1/mo) = 60,000
Text Messaging Campaigns: 2,000 monthly x 12 months = 24,000
Event Calendar Postings Online: 20,000?
Website Views: 6,000
Flyer Postings: 10,000
Rack Cards Distributed: 3,000
Total Reach: 183,000
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We will leverage media exposure through cross marketing.
Cross marketing with Art in Public Places will include:
• Highlighted in Art Section in Vail Mail email blasts
• Listing in AIPP summer brochure
• Flyer distribution during weekly art walks
Cross marketing with Town of Vail will include:
• Events on DiscoverVail event calendar
• Social media sharing/collaboration
We will attract sponsorship support by approaching businesses in the
valley who would benefit from exposure/partnership with Alpine Arts Center
and Town of Vail.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Alpine Arts Center has been in business for 11.5 years, and run events
throughout the Vail Valley for high end corporate groups, local businesses,
schools, and organizations. Our staff has a diverse background of art skills
to deliver quality instruction to students of all ages. We have our main
studio in Riverwalk, Edwards .
I (Lauren Merrill) am the owner of Alpine Arts Center and the event
producer. I graduated with a B.F.A. from The University of Michigan, and
have 17 years of art teaching experience. I have worked with groups locally
in Vail and instructed classes nationally, also for all ages and abilities. I
have lived in the Vail Valley for 18 years, and was a Town of Vail resident
for 6 of those years.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
All of our events are flexible and can be held in person, virtually, or as a
hybrid class (virtual and in person). We can adjust enrollment numbers to
meet social distancing requirements. As a series of smaller events that
occur throughout the year, we have complete flexibility to adjust dates and
programming as needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
0
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$16,557 based on a previous survey from a few years ago.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$40,200 based on a previous survey from a few years ago.
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.
This is difficult to track with art programs, as many people may already
have booked accommodations prior to registering. We are focused on
making their stay in Vail a memorable one.
BUDGET
Describe how you will use the funds
requested from the CSE.
Funds from CSE will be used to reduce the ticket price for guests, making
the events easily accessible to all guests and residents, especially families
who need to purchase multiple tickets for all members to attend. With the
funding requested, the event or project price will amount to $25 per person,
which has led to sold out events in the past.
As a side note, off-site classes through Alpine Arts Center are normally
priced at $59 per person. Alpine Arts Center is reducing the price to $49
per person for all programs taking place in the Town of Vail associated with
this grant funding cycle, in order to reach the $25 per person class rate
discussed above. This decision was made in order to form a successful
and ongoing partnership with the Town of Vail and to work within budget
restraints.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11406877628
What percentage % of the total
event/program budget is the CSE being
asked to fund?
44
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Yes, events will still take place but at a higher price to participants, and also
with less frequency
and less advertising. It is the hope that with CSE funding, Alpine Arts
Center can provide regular
art events for the Town of Vail community.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
13500
Do you intend to host the event or
program in Vail beyond 2022?
No
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11406877634
Objectives: What are you trying to
accomplish through your marketing
efforts?
Marketing objectives are to first build awareness of Vail's Arts Programs to
locals and concierge/guest service industries in the Town of Vail. These
groups are essential to spreading information through word of mouth, and
this is our best form of marketing for art programs. Our next objective is to
use marketing to fill registration of events to maximum capacity, and to
advertise activation events around town so they become a destination for
people to visit for a creative experience.
Strategy: How will you meet your
objectives?
General marketing for events is designed to build awareness of our Town
of Vail Art Programs. To spread the word about our offerings, we will utilize
our website, online event calendars, Art in Public Places cross-promotion,
Vail Daily press releases, flyers with seasonal information, and social
media posts.
For event registration and activation events around town, specific targeted
ads will be run to attract locals through social media, Alpine Arts Center
email blasts, and text messaging. To attract visitors, rack cards will be
given to concierge and Vail Information Centers seasonally, and Vail Daily
ads will run before any low enrollment events.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
• Promoting events to concierge and guest service staff
• Dropping off flyers, rack cards, and coupons to local restaurants and
hotels around town, as well as all of the art galleries
• Cross marketing with other events
• Art in Public Places, using weekly art walks to let guests know about our
upcoming programs
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Twitter
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Lauren Merrill
Phone (970) 445-7445
Email lauren@alpineartscenter.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@AlpineArtsCenter
#TownofVailArtSeries
#DiscoverVail
#AlpineArtsCenter
How will you promote and utilize
DiscoverVail in your marketing efforts?
Post events on DiscoverVail calendar, use DiscoverVail hashtags in social
media promotion
Do you have a user database you utilize
for event promotion?
We have our email list for the arts center and a text opt-in database as well.
Both are used for events at the arts center and valley wide.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11406877646
What levels of sponsorship are you
selling for your event?
Naming Sponsor, Gold Sponsor, Silver Sponsor, Bronze Sponsor
Please list your confirmed sponsors or
partners.
No sponsors have been confirmed yet as we give first priority to our Town
of Vail sponsorship. Alpine Bank, Holy Cross Energy, and Vail Daily have
sponsored the event for the past 2+ years so they will most likely
participate again in 2022.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$21,500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
In-kind use of space from Ford Amphitheater, VRD, and Vail Library
Please explain the potential for
additional sponsorships or partners.
We will be seeking additional sponsorships once we receive confirmation
from Town of Vail that these events will be funded in 2022. Potential
sponsorships opportunities may be available, such as with Alpine Bank and
Holy Cross since they have sponsored our events in the past. Proposed in
the budget is $1500 from Alpine Bank and $5000 from additional sponsors,
which is needed to cover the budget deficit. If additional funds are available
after budget needs have been met, Alpine Arts
Center would then increase the number of events offered during the
calendar year or increase the advertising budget to ensure events are filled
to capacity.
What sponsorship level are you asking
the Town of Vail to support?
Naming Sponsor at $15,000 level
List the sponsorship rights and benefits
associated with this level.
Naming Sponsorship $15,000
* You will have exclusive naming rights to the events aka "[Name of Your
Business]'s Vail Art Series" will be title of every event.
* Your business name will be mentioned in Alpine Arts Center's email
blasts to over 3500 customers whenever the event is being promoted.
* You will receive 20 free tickets to the Town of Vail's Art Series, to use at
your discretion throughout the event series (for your staff, customers, etc.).
* Your banner will be hung at each event, pending venue approval.
* Your business logo will be printed on all event posters monthly.
* Your business will be mentioned as a sponsor in a press release to the
Vail Daily to kick off the event series.
* Your name will be listed on an event survey thank you page emailed to all
customers at the culmination of the event.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Bronze Sponsorship $1500
Your banner will be hung at each event, pending venue approval.
Your business will be mentioned as a sponsor in a press release to the Vail
Daily to kick off the event series.
Your name will be listed on an event survey thank you page emailed to all
customers at the culmination of the event.
How will you ensure fulfillment of the
sponsorship rights and benefits?
We use a checklist to ensure sponsorship benefits are met each year.
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?
Thank you for considering these programs for 2022, and for your support in
2021. A few items that are important to note when considering our funding
request:
• Our events are easily shifted from in person to virtual and they can take
place in many venues. Due to Covid-19, we expanded our venues to
include Root & Flower and Blue Moose Pizza this year. In the past we have
held a virtual class at Ford Amphitheater as well. The flexible nature of our
event structure is important to consider during these challenging times.
• We are open to adjusting this proposal to include winter to-go kits that we
put together for the Town of Vail last holiday season. We could increase
the funding request to include this option, or reduce the number of regular
programs we schedule to use some funding for these kits if desired.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11406877658
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11406877659
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.vaildaily.com/entertainment/outdoor-art-classes-offered-at-gera
ld-r-ford-amphitheater-every-tuesday/
File https://www.formstack.com/admin/download/file/11406877661
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11406877662
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11406877663
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11406877664
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 28, 2021 8:34 am
Browser: Chrome 93.0.4577.82 / OS X
IP Address: 136.29.14.223
Unique ID: 866697872
Location: 39.731998443604, -104.98390197754
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Mark Masters
Title of person completing the
application
Event Organizer
Email funnymarkmasters+tov@gmail.com
Phone (970) 445-2846
What is the name of your
event/program?
Vail Comedy Show
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
Yes
Amount of 2022 sponsorship funding
requested
9600
How much was your event or program
funded in 2021?
0
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 01, 2022
Proposed End Date Dec 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
We run a new show mid-week, mid-month traditionally (eg October 14,
2021)
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Mark Masters
Mailing Address 4630 Vail Racquet Club Dr.
Box 1
Vail, CO 81657
Phone (970) 445-2846
Event/program Website or Organization
Website
https://www.vailcomedyshow.com
Number of years organization has been
in business
2
Organization's Mission Statement We bring laughs to the Vail Valley with monthly comedy shows that feature
nationally touring comedians. We aim to improve local mental health and
offer stage time opportunities that accelerate the professional development
of working comedians.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2
Please describe the location(s) of the
event or program in previous years
1. Vail Brewing Company (Eagle-Vail)
2. Online
3. Riverwalk Theater (Edwards)
4. Bridge Street Bar (Vail)
Please provide a detailed description of
the event/program and its activities
At least once a month we produce a monthly comedy show that is enjoyed
by locals and visiting tourists. We have been featured in the Vail daily
more than ten times including the front page of the paper.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Our 2022 plan is to exclusively produce comedy shows at Bridge Street
Bar, although if the situation arises that we are contacted by a big-name
comedian we would consider a show at a larger facility as the need
presented itself.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
This event plans to take place exclusively in Vail in 2022. We consider
ourselves a service to the Vail Valley so have in the past held shows in
Edwards and Eagle-Vail. Our current location has proximity to a
transportation hub which is exciting for us as we value attendees from all
over and the environmental benefits of using public transportation.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
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.
We encourage use of public transportation especially now that we are
walking distance from the Vail Transportation Center. Very few of the other
practices above apply to our event.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
60
Number of volunteers anticipated 2
Number of event/program staff 1
Estimate of total number of
spectators/attendees anticipated
750
If applicable, final number of last years
attendance
500
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
24
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
12
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
Beverage purchases at a time that the bar would normally not be open for
business. In addition guests that are going out for the comedy show
regularly make plans with friends to dine before the show and go out after
the show.
How will your event support the mission
and vision of the Vail Town Council?
It will grow a vibrant community and add cultural opportunities for that
community. A significant part of this funding will be used to provide free or
discounted tickets to working locals.
How will your event or program support
the Vail brand identity?
The Vail Comedy Show brand is now known nationally in the comedy
community as an inclusive and excellent comedy show, when people
Google "Vail Comedy" the first result is the Vail Comedy Show and when
people think of the positive experiences they have had at the Vail Comedy
show they associate it with Vail because it is in the name.
How is this event/program at the right
time for Town of Vail?
Anytime is a great time to encourage laughter and positive humor, but
coming out of the pandemic this need is especially important.
How will your event/program attract
target markets of both visitors and
community members?
Vail Daily physical paper coverage and online stories. Online marketing,
especially videos on YouTube and social media like Twitter. Facebook
events and ticket marketing.
How will the event/program deliver fresh
content and enhanced experiences?
We use unique headlining comedians every show, most support comedians
are unique as well. With this funding we can expand our pool of available
talent from within driving distance of Vail to the entire United States and
Canada as we will be able to use funds to help with travel and lodging for
comedians.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Our host Mark Masters emphasizes this as part of his hosting duties, he
always encourages a positive good time that is consistent with "vitality, fun
and celebration". This message is amplified in all outgoing
communications including web, email and social.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Our focus is primarily within the Vail Valley, secondarily in Colorado, third
national and perhaps someday international.
The Vail Daily has a circulation of 12,500 and 91% of Eagle County
residents read the paper at least once a week.
Given that and other internal metrics we think we reach hundreds of
thousands each month which could be more than a million impressions per
year.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Strong, as demonstrated by existing Vail Valley and Colorado brands that
have provided sponsorship support and media coverage from Vail, Aspen
and even Zimbabwe media outlets during our short two year history. We
have worked very hard and we have the results to prove it! Look at
https://www.vailcomedyshow.com under "Press Coverage".
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The results of our past two years of events speak for themselves. If you
talk to anyone that has been to a Vail Comedy Show you will hear praise.
Mark Masters is a published author, comedy club headliner, international
comedian and long time event producer. Mark's ability to book talent is
exceptional. His commitment to detail and event organization skills have
made the Vail Comedy Show what it is today.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We cancelled months of booked comedy shows when public health orders
made it necessary. We pivoted to a very successful online format that over
time became one of the best nationally viewable online comedy shows run
during the pandemic. Mark Masters wrote an editorial about this trying time
and more information can be found in that writing:
https://www.vaildaily.com/opinion/letter-corona-community-and-the-vail-co
medy-show/
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
It will grow a vibrant community and add cultural opportunities for that
community. A significant part of this funding will be used to provide free or
discounted tickets to working locals.
How will your event or program support
the Vail brand identity?
The Vail Comedy Show brand is now known nationally in the comedy
community as an inclusive and excellent comedy show, when people
Google "Vail Comedy" the first result is the Vail Comedy Show and when
people think of the positive experiences they have had at the Vail Comedy
show they associate it with Vail because it is in the name.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
For locals that may be interested in having a home show to perform on it
could provide a goal and inspire leadership in skill development in the
comedic arts. For local, national and international performers composing
and performing a comedy set to an amazing audience such as has been
curated for the Vail Comedy Show will develop comedic leadership skills.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
There are mountains of research that indicate laughter has a positive
health benefit. Mark Masters has given an entire presentation to the local
rotary club on this topic. The show produces laughs therefore it is a net
positive for health and wellness. More info at:
https://www.markmasters.co/corporate
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
By laughing about difficult issues we can begin to communicate about
them. Comedy has long been heralded as a way to make progress on
intellectual dialogues and to solve problems. It usually does not cover
everything but can often be used to get started in a positive direction.
How will the event or program deliver an
educational component?
The monthly show does not endeavor to educate as a primary goal. We do
like to think that visitors will get a feel for local culture and norms while
watching a comedy show. For example an out-of-towner might hear a joke
about poor driving at a roundabout (aka rotary or traffic circle) and drive a
little more carefully. Or a joke about wearing jeans on the ski mountain
might impact fashion choices. We do not aim to educate but if it happens
along the way with some smiles all the better.
How is this event/program at the right
time for Town of Vail?
Anytime is a great time to encourage laughter and positive humor, but
coming out of the pandemic this need is especially important.
How will your event/program attract
target markets of both visitors and
community members?
Vail Daily physical paper coverage and online stories. Online marketing,
especially videos on YouTube and social media like Twitter. Facebook
events and ticket marketing.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
A positive association for visitors with the Vail brand that last long after the
last ski turn is made, after the last leaf peeping hike is completed, long after
the last delicious meal is eaten and guests return to their communities.
How will the event/program deliver fresh
content and enhanced experiences?
We use unique headlining comedians every show, most support comedians
are unique as well. With this funding we can expand our pool of available
talent from within driving distance of Vail to the entire United States and
Canada as we will be able to use funds to help with travel and lodging for
comedians.
How will the event or program achieve
recognition and drive participation?
Recognition will come from press and public word of mouth amongst
audiences and comedians. Both of those will drive participation but so will
active marketing efforts.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Our focus is primarily within the Vail Valley, secondarily in Colorado, third
national and perhaps someday international.
The Vail Daily has a circulation of 12,500 and 91% of Eagle County
residents read the paper at least once a week.
Given that and other internal metrics we think we reach hundreds of
thousands each month which could be more than a million impressions per
year.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Vail Daily physical paper coverage and online stories. Online marketing,
especially videos on YouTube and social media like Twitter. Facebook
events and ticket marketing.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The results of our past two years of events speak for themselves. If you
talk to anyone that has been to a Vail Comedy Show you will hear praise.
Mark Masters is a published author, comedy club headliner, international
comedian and long time event producer. Mark's ability to book talent is
exceptional. His commitment to detail and event organization skills have
made the Vail Comedy Show what it is today.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We cancelled months of booked comedy shows when public health orders
made it necessary. We pivoted to a very successful online format that over
time became one of the best nationally viewable online comedy shows run
during the pandemic. Mark Masters wrote an editorial about this trying time
and more information can be found in that writing:
https://www.vaildaily.com/opinion/letter-corona-community-and-the-vail-co
medy-show/
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
60
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$238,000
$10,000 annually through increased spend on drinks during events.
Additionally visitors who would not have come to town might spend $300
per night or 60 * 300 = $18,000 monthly. The 60 nights comes from 24
colorado visitors staying one night and 12 national visitors staying 3 nights.
If we add in 20 * $50 as an estimated dinner or drinks spending before or
after the show that is $12,000 annually. This totals to $238,000.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$238,000
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.
Website, emails, ticket confirmation instructions, announcements during
shows. We understand the CSE funding agreement requires us to direct
attendees to book in Town of Vail hotels and lodges.
BUDGET
Describe how you will use the funds
requested from the CSE.
Cover ticket cost for discounted and free tickets provided to working locals.
Cover lodging and travel expenses for out of state comedians who will
perform. Cover professional photography and videography costs, which
will of course be provided to Town of Vail for any co-marketing purposes
they desire. We are very excited about the possibility of comedians using
"tape" from their performances in Vail which will be watermarked with a Vail
Comedy Show logo for professional purposes. By investing in 4K video
and enhanced audio recording equipment we aim to one day bring viral
exposure to the Vail brand.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11429076874
What percentage % of the total
event/program budget is the CSE being
asked to fund?
25.6%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Less opportunity for working locals to access event and lower quality
performers which may impact the brand for Vail
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
9600
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11429076882
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our primary goal is to "put butts in seats", a secondary goal is to promote
the Vail brand by affiliating it with an excellent comedy experience
Strategy: How will you meet your
objectives?
As covered in our marketing plan we take many steps that we have honed
over years to be as effective as possible.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We partner with local merchants and we promote them during the show at
live performances and in email and web marketing. We do give-aways
during shows and communicate those in emails. In exchange these
merchants allow us to hang signage, they encourage their visitors to attend
shows and in some cases they sell our stickers and magnets.
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
Grassroots
Facebook
Instagram
Twitter
Posters
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Mark Masters
Phone (970) 445-2486
Email funnymarkmasters+tov@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
#VailComedyShow
https://www.vailcomedyshow.com
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will include in website and email promotions. If we receive full funding
we will also include in regular YouTube activity.
Do you have a user database you utilize
for event promotion?
Yes. 1000+ users who have expressed interest in the Vail Comedy Show.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11429076897
What levels of sponsorship are you
selling for your event?
Our levels are customized by partner, if forced to label them we would
simply describe as low to high with opportunities inbetween.
Please list your confirmed sponsors or
partners.
Vail Valley Young Professionals Association
Vail Brewing Company (EagleVail)
The Bookworm (Edwards)
Root & Flower
The Drink Defender
Mark Masters Comedy
DrinkingVessels.com (Minturn)
JokePrompt
Comedy Test Kitchen
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$25,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$300
Please explain the potential for
additional sponsorships or partners.
We have been actively seeking more local merchant partners as well as
real estate firms, banks and other professional organizations. We are a
positive pro-Vail brand. We believe many partners will soon recognize that
we are a channel that has lasting power and effectiveness. Our two year
anniversary and full funding from CSE will emphasize this program
maturity.
What sponsorship level are you asking
the Town of Vail to support?
A special level just for the Town of Vail given the unique requirements
outlined in the CSE RFP.
List the sponsorship rights and benefits
associated with this level.
Email, web, in-person and social media marketing including explicit
promotion of DiscoverVail.com and lodging in the Town of Vail. Comp
tickets and special event reports (see example at end).
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Our highest levels can include meet & greet time with performing
comedians and other unique perks including private comedy shows.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
The minimum sponsorship receives promotion solely on our website.
How will you ensure fulfillment of the
sponsorship rights and benefits?
We audit sponsorship monthly to make sure what we have promised is
happening and make updates accordingly.
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?
This funding can make a meaningful impact on the mental health of locals
and we are very excited about bringing high quality comedians to the Vail
area and to make those shows accessible to working locals! When you talk
to people about the Vail Comedy Show they are excited, our repeat
business speaks for itself. Here is a recent recap video that highlights the
positive energy that our shows bring: https://youtu.be/tMkHLo38x5M
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11429076915
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11429076916
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
Please see https://www.vailcomedyshow.com for event photos, PR
coverage, articles and event detail pages
File https://www.formstack.com/admin/download/file/11429076918
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11429076919
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11429076920
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11429076921
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 28, 2021 1:15 pm
Browser: Chrome 93.0.4577.82 / OS X
IP Address: 73.95.136.192
Unique ID: 866850168
Location: 39.946899414062, -105.21420288086
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Lisa Reeder
Title of person completing the
application
Tournament Director
Email tournament@vailsoccer.com
Phone (970) 390-4481
What is the name of your
event/program?
Cindy Eskwith Memorial Vail Cup Soccer Tournament
Is this a new event or program?Yes
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
15,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Oct 01, 2022
Proposed End Date Oct 02, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Valley Soccer Club
Mailing Address PO BOx 2728
Edwards, CO 81632
Phone (970) 390-7994
Event/program Website or Organization
Website
www.vailsoccer.com
Number of years organization has been
in business
28 years
Organization's Mission Statement The mission of Vail Valley Soccer Club is to foster the physical, mental and
emotional growth and development of Eagle County's competitive soccer
players. We develop and encourage integrity, character and leadership
through competitive youth soccer programming. Vail Valley Soccer Club
runs competitive and recreational programming for youths ages 9 to 18
years of age.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Vail Valley Soccer Club Scholarship Fund - Over 65% of our families
require financial assistance in order for their children to participate.
Through sponsorship and our tournament we are able to provide some of
these financial aid needs. These players would otherwise not be able to
afford playing competitive soccer. Our goal is to provide this platform for
players 9 to 18 in the hopes that they also might have the opportunity to
play elsewhere in the future (college).
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
21 years
Please describe the location(s) of the
event or program in previous years
The Vail Cup is distributed throughout Eagle County. All the local soccer
fields are used in Vail (Vail Athletic Fields, Ford Park Fields, Donovan Park
fields, Vail Mtn School Fields, Homestake Peak stadium and Front Field).
Other fields throughout the county are also used in order to provide enough
locations for the 148 teams we bring into the valley for the tournament.
Please provide a detailed description of
the event/program and its activities
Teams check in on Friday night before the soccer tournament at the
Lionshead Welcome Center in Vail. Play starts on all fields on Saturday
morning. Each field hosts 8 games on Saturday and approximately 5 on
Sunday. We are a Stay and Play tournament; all teams are required to
book lodging in the Valley. The requirement is a two night stay. Teams
have ample time throughout the day, when not playing a match, to eat,
recreate and shop locally. It is looked upon as a mini vacation for many
since we are during the Fall Foliage change. Referees also come into the
valley for the weekend from the front range and western slope to help with
the tournament.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Lionshead Welcome Center - 5-9 pm (October 1)
Fields: Vail Mountain School, Ford Park fields, Vail Athletic Fields,
Donovan Park Fields, Homestake Peak Fields
Most lodging in Vail is host to teams under our Stay and Play format
*All venues/fields have been contacted
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11431241012
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
We use fields in Avon, Edwards and Eagle due to the amount of teams we
are host to for the tournament; 148 teams play with a minimum of 3 games
per team, therefore, we must use facilities outside the Town of Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of recyclable materials - banners, paper, etc
Remind guests to bring re-usable bags and water bottles
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
Provide water bottle filling stations
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.
We will have water stations available at all fields to encourage use of
athletes and spectators own reusable water bottles. We do not provide
food service which will minimize trash. We will offer recycling receptacles
on site.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2900
Number of volunteers anticipated 250
Number of event/program staff 12
Estimate of total number of
spectators/attendees anticipated
10,000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
85% are from within Colorado excluding our home teams (14)
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
2%
Estimate the number of international
guests your event/program will bring to
Vail
0%
How will your event/program increase
sales tax in Vail?
We are a stay and play tournament; teams are required to lodge overnight
during our tournament. The majority of the hotels in the Town of Vail
participate in our stay and play program through Event Connect. We used
all available lodging that was given to us by the hotels for our soccer
teams. These teams will therefore eat, sleep, recreate and shop in the
Town of Vail during the tournament.
How will your event support the mission
and vision of the Vail Town Council?
Our vision and mission are in alignment with the Vail Town Council. We
put a special value on respect, integrity and collaboration with the Vail
Valley Soccer Club and all events it participates in or the events it puts on.
Our goals are also to provide a solid, safe and sustainable soccer
community on and off the soccer fields. We are a diverse club with players
from diverse cultural and socio economic backgrounds. We value
leadership, community and opportunity within our club and the environment
which we are a part of.
How will your event or program support
the Vail brand identity?
We encourage competitive sports for all in a friendly, supportive
environment within our valley. During our tournament we support Vail
branding through our event t-shirts with Town of Vail logo. The Vail Valley
Cup logo has the Town of Vail logo incorporated into it and, therefore, is
used on all marketing materials, programs etc. Town of Vail banners are
put up throughout the fields we use for the tournament. We make sure that
the local businesses are aware that there will be an uptick in dining on our
tournament weekend so that they can staff accordingly. Like Vail, we
realize that soccer teams have the ability to choose other
tournaments/destinations over ours and greatly appreciate their choice to
come to the Vail Valley. As a result we make sure that they are pleased
with their choice in regards to local lodging, recreation, shopping choices,
restaurants and a top notch soccer tournament in the place that the Vail
Valley Soccer Club calls home.
How is this event/program at the right
time for Town of Vail?
After the summer surge and once kids around the country go back to
school the valley sees a down tick in tourism we provide a soccer
tournament. Early October is generally fairly quiet in the Valley. We bring
over 140 teams to the valley for the weekend to catch our last bit of Fall.
Teams from the front range look at our tournament as a chance to get into
the mountains to see our fall colors and spend a weekend in our valley
after the SUMMER TOURISM season has subsided. They bring their
entire families to enjoy a mountain weekend getaway.
How will your event/program attract
target markets of both visitors and
community members?
Our program attracts families/spectators/players to the mountains to visit
the fall colors, play in a tournament and enjoy our community. We have
several families that are second home owners in the valley. Our event
attracts the target market that embodies our valley; skiers, outdoor
enthusiasts, community participants. Parents and volunteers that come to
the valley every year for our tournament during the fall will return as winter
and summer visitors and might also be come second homeowners in our
community.
How will the event/program deliver fresh
content and enhanced experiences?
Holding a tournament after COVID is a deliverance of fresh content.
Families, players, spectators, referees are all in our valley to enhance their
weekend experience; all are appreciative to be able to participate in a
soccer tournament again; especially in the mountains.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Our tournament focuses on ages 10-18 years old and their families. It is a
family oriented atmosphere. For many it is a tournament that they come
back to year after year. It is their fall tournament that they look forward to
each year; a weekend vacation; fun with their soccer teams and families. It
is considered a fall celebration for many of the soccer clubs; "The Vail
Cup". It is a festival atmosphere in town with teams congregating in the
village to eat and walk around. It is great fun to see so many kids and their
families walking around town in their soccer uniforms.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We market throughout the State of Colorado and in Utah, Arizona,
Wyoming. We market through CSA (Colorado Soccer Association), social
media and the US Youth Soccer Association.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
It is a youth sport that focuses on fostering the physical, mental and
emotional growth and development of competitive soccer players. We
encourage integrity, character, leadership and community participation.
This is an easy leverage in respect to media exposure and as a result we
are able to attract sponsorship support in respect to help with raffle items,
logos on practice jerseys etc. Sponsorship support is still an area that we
continue to work on in order to raise the dollars needed to offset our
scholarship athletes.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
It is our goal to continue to broaden the range of teams attending (outside
our state) and the number of teams attending. After not being able to hold
our tournament in 2020 we are pleased to have the number of teams at our
tournament be parallel to 2019. To have sustained our numbers into 2021
is a testament to the following of our tournament attendees. Many
tournaments this year have seen huge decreases in their numbers. Our
goal to grow again next year while continuing to provide a top quality
tournament should be obtainable.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Our tournament is an outside athletic event. We should easily be able to
adapt to any changing public health orders that come into play. All
attendees should easily be able to follow any indoor mask mandates etc.
that might be present at the time of our 2022 tournament.
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
N/A
How will your event or program support
the Vail brand identity?
N/A
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
N/A
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
N/A
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
N/A
How will the event or program deliver an
educational component?
N/A
How is this event/program at the right
time for Town of Vail?
N/A
How will your event/program attract
target markets of both visitors and
community members?
N/A
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
N/A
How will the event/program deliver fresh
content and enhanced experiences?
N/A
How will the event or program achieve
recognition and drive participation?
N/A
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
N/A
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
N/A
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
N/A
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
N/A
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
2000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
2,847,685
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Sales Tax impact - 80.651
150% plus
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.
We are a stay and play tournament; all lodging in the Town of Vail is taken
that was provided to us through our lodging agent; Event Connect and we
know there were also other teams that did not participate in our process
and booked on their own within the town of vail; vrbo, airbnb etc. We will
receive a post report from Event Connect in respect to lodging booked
through the stay and play. We have a percentage figure to add to it in
respect to outside lodging booked.
BUDGET
Describe how you will use the funds
requested from the CSE.
We will use the funds to offset our referee costs associated with
tournament; payment of referees and also lodging that we provide for those
out of town referees. We will also use monies to recruit out of state teams.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11431241055
What percentage % of the total
event/program budget is the CSE being
asked to fund?
a very small percentage; see upload
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will more than likely need to decrease the number of teams we allow
into the tournament as our Referee costs are one of our largest expenses.
We also did not have this event in 2020 and did not take monies from any
sponsors, grants, supporters. We are working on a decreased cash flow as
a result.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
5000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11431241073
Objectives: What are you trying to
accomplish through your marketing
efforts?
Create a diverse group of teams attending our soccer tournament across a
broad age range U10-U19. Create yearly participation to this Fall
tournament. Many will return in winter and summer to our valley.
Strategy: How will you meet your
objectives?
Our objectives are to sell out our tournament each year which will help
create enough team registration payments to support 65% of our
scholarship athletes memberships.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Working with local businesses to get their support of our event; restaurants,
lodging. We also do our Friday night check in at the Lionshead Welcome
Center in Lionshead. Check in is from 5-9 pm. Many teams check in and
then go to dinner locally. It is a great kick off to what happens in Vail.
Teams playing all of their games in Vail will also eat lunch and dinner
locally all weekend.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Print - Regional
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Event/Program App
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kerri Thelen
Phone (401) 749-2335
Email director@vailsoccer.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.facebook.com/search/top?q=vail%20valley%20soccer%20club
www.vailsoccer.com
https://www.gotsport.com/asp/directors/tournament/event_homepage.asp?
EventID=83839
https://www.instagram.com/vail_valley_soccer/
How will you promote and utilize
DiscoverVail in your marketing efforts?
We have it on our vail soccer website. We send out logo and marketing
info to US Soccer Association and Colorado Soccer Association. Vail is on
media instagram and facebook posts.
Do you have a user database you utilize
for event promotion?
yes; CSA soccer association/refeducation database
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11431241091
What levels of sponsorship are you
selling for your event?
We sold Platinum-Silver-Gold level sponsorships (listed in sponsor deck
above). We usually give sponsors additional sponsorship perks throughout
our entire fall and spring league season.
Please list your confirmed sponsors or
partners.
Arrigoni Woods, Pazzo's First Bank, Alpine Bank, Pepito's, Town of Vail,
Vail Honeywagon, Ein Prosit, Holy Cross Energy, Vail Summit
Orthopaedics and Neurosurgery, Caballero Construction
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
4000.00
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
on site tournament medical coverage/vail summit ortho. town of avon in
kind field use
Please explain the potential for
additional sponsorships or partners.
We continue to work on partnerships and sponsorships year round and
hope to acquire some new support in 2022 once companies rebound from
COVID
What sponsorship level are you asking
the Town of Vail to support?
The Town of Vail sponsorship level we are asking you to support is in direct
correlation to our tournament and our Referee costs. We are asking for
help in subsidizing these costs. Town of Vail receives Platinum level
sponsorship in respect to our exposure offset. We also incorporate the
TOV logo into our Vail Cup logo which is not offered to others.
List the sponsorship rights and benefits
associated with this level.
Logo incorporation into Vail Cup logo, banners, yard signs, full page ad in
program. Logo on practice jerseys (twice a year), social media posts,
marketing materials for club and vail cup. Newsletter and website logo
recognition,
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Practice jersey logo
How will you ensure fulfillment of the
sponsorship rights and benefits?
We consistantly follow up on all fulfillment and sponsorship benefits to
make sure that we meet all of the guidelines that we have laid out. We
have an ongoing spreadsheet to make sure this is tabulated and accounted
for.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11431241110
OPTIONAL ATTACHMENTS
File https://www.formstack.com/admin/download/file/11431241112
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11431241114
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 29, 2021 10:51 am
Browser: Safari 15.0 / OS X
IP Address: 107.77.201.210
Unique ID: 867289934
Location: 32.745998382568, -96.997802734375
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Angela Mueller
Title of person completing the
application
Director
Email vailfarmersmarket@gmail.com
Phone (970) 401-3320
What is the name of your
event/program?
Vail Farmers Market Farm to Table Dinner Seriews
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
12,000
How much was your event or program
funded in 2021?
13290
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jul 08, 2022
Proposed End Date Aug 19, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
07/08 07/22 08/11 08/25
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Farmers' Market & Art Show
Mailing Address PO Box 1978
Vail, CO 81658
Phone (970) 401-3320
Event/program Website or Organization
Website
https://www.vailfarmersmarket.com/farm-to-table/
Number of years organization has been
in business
8
Organization's Mission Statement The goal of the Vail Farmers' Market Farm to Table Series is to promote
and enhance the Vail
Experience. We encourage guests to buy Colorado produce and local
artisan items available at the
Vail market as well as put a spotlight on local Vail restaurants and chefs.
We want to provide
examples of meals guests can create from what is offered at the Farmers'
Market and know they
have the ability to purchase local from Colorado and use produce in fun
and delicious ways. Creating the essence of what we believe a community
is.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
8
Please describe the location(s) of the
event or program in previous years
For the past seven years, the Farm to Table event has taken place on
Willow Bridge Road. We have worked through and what we are able to do
with our chefs: 130 guests. Plated due to COVID. We have 17 Tables and
a 20 x 80 tent. (If possible)
We will have 8 chef tents 10x 10.
Please provide a detailed description of
the event/program and its activities
The event takes place on three separate summer evenings. Each evening
features a collaboration
of four different chefs creating a four to five-course meal from produce
available at the Farmers'
Market. These events have been a growing success. The Vail restaurant
community has been
highly receptive to the event and does a phenomenal job showcasing what
they can create from
produce available at the Vail Farmers' Market. The Vail Farmers' Market
Farm to Table series
brings guests into town to showcase local chefs and restaurants as well as
demonstrate what
produce is offered every Sunday during the Market.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
The Vail Farmers' Market Farm to Table Series will be located on Willow
Bridge Road
in a 20 x 80 tent and availability has been confirmed. The series will occur
during four
evenings (from 6:00 to 8:30 pm) based on the calendar for significant
events. We are looking at
the dates of July 8, July 22 and August 5 and August 19, 2022 for these
events.
Do you plan to use Vail Recreation
District Facilities?
No
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
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
Purchase carbon credits or offsets
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
Compost food waste
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)
All of these
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.
We use glassware and ceramic plates to eliminate unnecessary garbage.
Vail Farmers' Market Farm to Table Series recycles and composts almost
100% of the waste produced by the event. As long as funding remains in
place, we will continue to compost all food waste.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
20
Number of volunteers anticipated 5
Number of event/program staff 30
Estimate of total number of
spectators/attendees anticipated
550
If applicable, final number of last years
attendance
340
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
315
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
210
Estimate the number of international
guests your event/program will bring to
Vail
15
How will your event/program increase
sales tax in Vail?
Local hotels, restaurants, and merchants benefit from the Farm to Table
Series. Visiting guests are staying at local lodges, buying meals at local
restaurants, and shopping in local stores. Our series has given weekend
visitors a new and fresh reason to come for a long weekend starting Friday
evening and staying until Sunday for the Farmers' Market. The event has
brought in 320 night stays and extended stays by one day.
How will your event support the mission
and vision of the Vail Town Council?
We want to create an event unique to Vail, instilling Vail as a Premier
International Mountain Resort Community. The Farm to Table dinner series
creates a fun and relaxing environment for guest to interact with local Vail
Valley chefs, watch them prepare meals, and eat fresh local and regional
food. This provides a glimpse into the expectational services Vail has to
offer as well as the town's commitment to sustainability by buying food from
Colorado vendors and educating guests on
meals they can create from fresh food available at their local farms.
How will your event or program support
the Vail brand identity?
Vail is a place people can visit to get away from their daily grind and have
experiences only Vail can provide. Our program is outdoors on the streets
of Vail, showcasing the beauty of the town. The event brings together local
and out of town guests alike to sit and share a meal together, providing
access to new people and a sense of community. Not only that, we provide
delicious meals from local Vail chefs, demonstrating to our guest the
mastery of culinary arts available only
in Vail. It keeps our guests coming back to experience outdoor living,
community, and great food.
How is this event/program at the right
time for Town of Vail?
The event is on deliberately scheduled for Friday evenings in order to
encourage guests to come to Vail for a long weekend: Arrive early on
Friday for the Farm-To-Table dinner, experience Vail on the weekend, and
stay through to Sunday to experience the Farmers' Market. We have seen
people lengthen their stay in Vail for this event. This promotes the Town of
Vail, Vail businesses, and lodging in Vail.
How will your event/program attract
target markets of both visitors and
community members?
The most basic way to build community among strangers and friends alike
is to bond over a meal.
This event brings locals and out of town guests into the streets of Vail to sit
and share a meal together, creating new friendships, enhancing old ones,
and weaving a strong web of community around our guests. Locals meet
some of the visitors in town, creating personal bonds with otherwise
transitory tourists, and out-of-town guests create new friendships with the
members of the community, a priceless commodity that will ensure they will
continue to return to Vail, their home away from home.
How will the event/program deliver fresh
content and enhanced experiences?
We want more restaurants involved each year. We understand staffing is
an issue for everyone. We are aiming to bring in guest chefs to work with
our local chefs and make it a weekend to remember for everyone. We are
starting with local Colorado restaurants and will be working with some
International chefs, based on COVID.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The outdoors of Vail on a summer day is more than any of us can hope for
when visiting a destination. Our family-style atmosphere provides a fun
venue for guests to enjoy and provides the opportunity to meet people from
all over. We will still have long, large tables to encourage meeting new
people and celebrating the summer harvest.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We are working with our sponsorship group and Think Big Media to
continue this within this event. We are utilizing our changes and evolution
of event: Guest Chefs working with Vail Chefs.
We combine our marketing efforts with the Vail market and we will continue
our reach and at this time we have 25 pieces of
coverage, which has 6.87M of online readership, 408k estimated coverage
views and 12,353 social shares.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
This event brings in Press to the Town of Vail. This year we saw more
interest from the media and
a markedly increased press coverage for restaurants that participated. We
will be working with
sponsorship to add event more unique quality to the event and will continue
to evolve the sponsorship throughout the year. We will be highlighting the
made in Colorado/from Colorado and bringing in Guest Chefs to work with
our Chefs of the Vail Valley. This new evolution will showcase Vail as the
culinary destination it is mean to be.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
In 1992, Angela Mueller began planning small events in the Vail Valley.
With just herself, a family, and a growing reputation for amazing events,
Angela turned her passion into a business, and Ren Event Productions
came to life.
Angela and her team at Ren Event Productions are specialized in providing
quality event planning andconsultation services for corporations,
associations and charitable organizations.
The team at Ren Productions has experience with a wide range of events
and shows, collaborating with a variety of clients. Ren has a network of
staff and vendors to ensure all of the elements of each event blend
together seamlessly.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We work closely with Eagle County Health and will evolve and change our
event to meet the standards that are needed. Example is: 2020: We had
the event smaller on streets of Vail, without a tent, to allow for more air
(Also cost) . We will continue to evolve, as this is the norm for all events.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
375
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$234,725
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$353,700
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.
Local hotels and restaurants and guests have benefited from the Farm to
Table Series. Our series has given visitors a good reason to come early on
Friday for a long weekend and stay until Sunday. We will continue to utilize
our PR company, Think Big Media, to bring in press to write stories about
local lodging in Vail. We will also be advertising the lodging communities
pricing and where to book. In order to track the number of lodging nights
generated, we have spoken to
hotels and will have our survey company contact each lodge after the event
to see who booked a room using our code.
BUDGET
Describe how you will use the funds
requested from the CSE.
We will use funds to continue to instill the Vail brand into the series. The
funding will help bring press into town to enhance coverage of local
businesses, increase public relations and provide advertising for the the
event and the town. . The Farm to Table Series is on Meadow Drive and
includes Vail Chefs and guest Chefs. We will utilize the funds to work on
enhancing our culinary efforts and evolving the event. .
The 2021 Farm to Table Series was a success. We are asking for the
amount needed to continue the event with evolution and only making it
better!
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11437236931
What percentage % of the total
event/program budget is the CSE being
asked to fund?
.085%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will not do as many nights. We have requested less money than we
had last year.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
88360
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11437236939
Objectives: What are you trying to
accomplish through your marketing
efforts?
Allow guests and soon to be guests the knowledge about an event that is
not to be missed on one of their trips. The extension of evolution of event
will help create a curiosity that we will continue to feed.
Strategy: How will you meet your
objectives?
We will be marketing with the Vail Farmers Market. The first new avenue to
enhance our marketing will be our presentations at the Vail Market on
several Sundays throughout the summer. Marketing will be met by having
our PR company, Think Big Media, and our Web/Graphic company work
with the social channels and ensure we are meeting coverage needed to
effectively
promote this event.
We have a marketing board and we will meet to discuss changes and
revisions to enhance our marketing budget to its full extent.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We use the Vail restaurant community. We have the chefs from around Vail
be a part of this event.
They are able to market their business and we market them through the
purchase of tickets and
information on social media and the website. We will be enhancing their
experience more by
having guest chef experiences and media at the events.
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
Television
E-newsletters
Web
Facebook
Instagram
Rack Cards
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kate Lessman
Phone (970) 333-3395
Email kate@thinkbigmediapr.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.instagram.com/vailfarmersmarket/
https://www.facebook.com/VailFarmersMarket
#vailfarmersmarketfarmtotableseries
#vailfarmersmarket
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will ensure all PR goes to DiscoverVail for evolving event.
Do you have a user database you utilize
for event promotion?
Yes.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11437236953
What levels of sponsorship are you
selling for your event?
Barnraiser Sponsor $50,000 plus
Harvester Sponsor- $30,000-$49,999
Cultivator Sponsor $15,000-$29,999
Planter Sponsor $5,000-$14,999
Please list your confirmed sponsors or
partners.
Liv Sothebys, Vail Resorts, Altamira
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$33,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$9800
Please explain the potential for
additional sponsorships or partners.
We are looking at William Sonoma, All Clad, Dacor, Viking, SubZero.
We will be keeping you updated with any changes.
What sponsorship level are you asking
the Town of Vail to support?
Cultivator for $12,000. (15,000-29,999) Sponsorship
We are offering the benefits of this sponsorship for the Town, with us
adding in kind help, we feel this is where we are at.
List the sponsorship rights and benefits
associated with this level.
$15,000: Cultivator Sponsor
Logo on website as Cultivator Sponsor
Logo in newspaper ads as Cultivator Sponsor of Vail Farmers Market Farm
to Table Series
Menu placement for Farm to Table dinners
Ads and Logo in Social Media as Cultivator Sponsor
Farm to Table dinner sponsorship 2 seats at four dinners
Medium Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
$50,000 plus: Barnraiser Sponsor
Largest Logo on website as Barnraiser Sponsor of The Vail Farmers'
Market & Art Show and Farm to Table Series
Premier Ad campaign with approved campaign by both Farm to Table and
Sponsor
Ads and Logo in Social Media
Menu logo placement of Farm to Table Dinners
Card information allocation at events
Sponsor of 2 guest chefs for 2 dinners
Early Bird seating with vintner and special amuse bouche before other
guests arrive for 4 dinners
Seats at Farm to Table Dinner: 8 seats/one table (4 dinners per summer)
Specialty dinner seating for 100.
Extra Large Company Name placed on our Hall of Fame Wall for both
Farm to Table Dinner and 16 of our Vail Farmers' Markets
$30,000- $49,999 Harvester Sponsor
Logo on Website as the Harvester Sponsor of the Vail Farmers' Market &
Art Show Farm to Table Series
Logo in Newspaper ads as Harvester Sponsor
Ads and logo in Social Media
Menu logo placement of Farm to Table Dinners
Card information allocation at events
Sponsor of 1 guest chef for 1 dinner
Seats at Farm to Table dinner: 4 seats (4 dinners per summer)
Specialty dinner seating for 25.
Large Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
$15,000-$29,999: Cultivator Sponsor
Logo on website as Cultivator Sponsor
Logo in newspaper ads as Cultivator Sponsor of Vail Farmers Market Farm
to Table Series
Menu placement for Farm to Table dinners
Ads and Logo in Social Media as Cultivator Sponsor
Farm to Table dinner sponsorship 2 seats at four dinners
Medium Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
$5,000 : Planter Sponsor
Logo on website as Planter Sponsor
Small Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
Ads and Logo in Social Media as Planter Sponsor
Menu placement for Farm to Table Dinners
Farm to Table Dinner Sponsorship 2 seats at one dinner
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will have a contract with exact amounts for each sponsor. All contracts
are signed by both parties and in agreement with what will occur for each
event.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11437236973
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11437236974
OPTIONAL ATTACHMENTS
File https://www.formstack.com/admin/download/file/11437236975
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11437236976
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11437236977
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11437236978
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 29, 2021 4:18 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 73.95.136.243
Unique ID: 867442900
Location: 39.946899414062, -105.21420288086
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Helene Mattison
Title of person completing the
application
CEO
Email helene@kidsadventuregames.com
Phone (970) 401-3804
What is the name of your
event/program?
Kids Adventure Games
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
35000
How much was your event or program
funded in 2021?
26500
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Aug 10, 2022
Proposed End Date Aug 14, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Kids Adventure Games, LLC
Mailing Address 50047-A Ute Lane
Vail, CO 81657
Phone (970) 401-3804
Event/program Website or Organization
Website
www.kidsadventuregames.com
Number of years organization has been
in business
11
Organization's Mission Statement Set In An Environment Of Healthy Competition And Challenging Obstacles
We teach lifelong values of teamwork, sportsmanship, problem-solving,
overcoming adversity, and joy and appreciation for the environment.
As outdoor professionals with a passion for a lifestyle which takes us
nature bound, it is our continued mission to promote a more active and
confident generation of kids.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
11
Please describe the location(s) of the
event or program in previous years
Past Event Locations:
Race Start/Finish/Transition (TBD) - Vail Mountain/Mountain
Plaza/Gondola One Base Race Course - Vail Mountain, Town of Vail ,
Gore Creek
Registration - Vail Mountain Plaza
Clinics - Vail Village, Golden Peak, Roger Staub Park Expo Area - Vail
Mountain Plaza
Family Competition or ancillary event (TBD), Vail Mountain
Maloit Park, Minturn. 2021
Please provide a detailed description of
the event/program and its activities
The Kids Adventure Games is a multi-discipline adventure race for kids
ages 6 to 14.
In teams of two, participants compete together by bike, in water and on foot
through a 2.5-4 mile course featuring up to 15 man made and natural
obstacles. Races are limited to 180 teams per day. The Kids Adventure
Games is more than a race, it's an event for the whole family to enjoy!
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Event Locations:
Race Start/Finish/Transition (TBD) - Vail Mountain/Mountain
Plaza/Gondola One Base Race Course - Vail Mountain, Town of Vail ,
Gore Creek
Registration - Vail Mountain Plaza
Clinics - Vail Village, Golden Peak, Roger Staub Park Expo Area - Vail
Mountain Plaza
Family Competition or ancillary event (TBD), Vail Mountain
OR open for discussion:
Maloit Park, Minturn.
No event sites have been secured at this moment.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Depending on our event recap October 2nd 2021, we are open to discuss
the use of the Maloit Park facilities.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
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.
Recycling at expo, race and after party Participants refill reusable water
bottles/containers
Race Director brings environmental message to the event by awarding the
teams that took the time to respect the environment while they raced and
collected the most trash along the race course
Spectator guide printed on recycled paper with soy ink
Leave no Trace discussion of our race venue and its value in pre race
communications and race meetings Zero Hero Program was adopted
Partnership with "Keep America Beautiful"
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/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
1400
Number of volunteers anticipated 250
Number of event/program staff 50
Estimate of total number of
spectators/attendees anticipated
7500
If applicable, final number of last years
attendance
3750
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
5625
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
1500
Estimate the number of international
guests your event/program will bring to
Vail
375
How will your event/program increase
sales tax in Vail?
Economic Impact through increase lodging, shopping, recreation,
restaurants, bars. -Second homeowners are a huge part of our brand
ambassadors: they will invite friends to come to this event and stay at their
properties. Thus maybe not spending on lodging but their friends will entice
them to come out to the village and spend in restaurants, shopping and
recreation, when otherwise they may have stayed at home. -Local Families
are also a huge part of our 'evangelists'. Again they will invite people to
stay at their properties and spend their time in Vail Village because of the
Games.
How will your event support the mission
and vision of the Vail Town Council?
Because our event is for kids, they will often if not always, bring their family.
In addition our event requires each participant to have a partner, so 1 team
could bring up to 10 people total or more when including family and friends.
How will your event or program support
the Vail brand identity?
Uniqueness of this event aligns with Vail's "Like Nothing On Earth" brand
Marquee summer event for active families living in and visiting Colorado
Epitomizes Vail's focus on Health, Wellness and Family Activities
Contributes to Vail's sense of community
Increasingly a destination event drawing out-of-town participation, overnight
stays and ancillary spending
How is this event/program at the right
time for Town of Vail?
Many families come for a stay-cation particularly around the Kids
Adventure Games. It is often their number one reason why they are visiting
Vail. Therefore:
-for the event to be successful kids still need to be out of school for summer
vacation. Our event date is just within that range.
-With regards to our operations and creativity around the course, we need
to be able to use the creek. We can only use the creek, one of Vail's
biggest assets, we need to be at low water, but not too low.
-The weather patterns that time of year are suitable for the outdoor nature
of the event.
How will your event/program attract
target markets of both visitors and
community members?
It is a family event which attracts many outdoor and participatory visitors.
Each athlete brings an average of 4.2 family/friends along to spectate.
Over 350 citizens and alumni athletes volunteered and supported the
event, over 5 days
The 12-14 year olds raced on the first day which allowed them to be
involved and mentor on course at the race the next two days of the race,
thus increasing their personal ownership in the event.
Increased local vendor support: in-kind as well as with cash Expanded
growth of the expo with more vendors
Local Sport Club and Revolution Yoga demonstrations at Mountain Plaza
during the Awards party.
How will the event/program deliver fresh
content and enhanced experiences?
In order for participation numbers to increase the course needs to be
redesigned to allow more athletes without increasing back up times at
obstacles: we are again looking at clover-leaf start of the course, increasing
equipment so that we can start more kids in each wave.
Our goal for 2021 is to include more activities in our start/finish area and
Family Adventure Zone, including skills challenges and contests that relate
to the overall theme of the Kids Adventure Games.
We are also exploring new and exciting obstacles to include on course, and
working to attract new local and national sponsors who can bring fresh
activities and excitement to our event. We have been approached and
working behind the scenes to add into our event an adaptive adventure
race giving children with physical disabilities to get involved.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The events and activities that we host at our Family Adventure Zone
(Mountain Plaza) are visually appealing and inviting, we've witnessed many
families not participating in our event taking part in the Family Adventure
Zone from curiosity. Another way we attract involuntarily spectators is
through the course design. By purposely designing the course to weave on
the mountain, and into the village we attract bystanders who are curious,
and up supporting the efforts of the participants. Our voluntary participants
are already invested in witnessing and cheering on their kids as they
achieve physical and mental feats they didn't know they were capable of,
this creates a fun and supportive atmosphere. Fun obstacles, and activities
in both the start finish area and the Solaris ensures there are fun engaging
activities for spectators and participants alike.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
NEW course - market this so that repeat athletes are excited to return and
race at a "new" venue.
Work on a new format which allows us to have a competitive category to
accommodate those kids that wish to be competitive. In this wave we will
particularly address the backups on the course
Invite teams from other events in the National Series to the Vail Kids
Adventure Games™ with early bird registration before we open to Colorado
Residents.
Expand the Balance Bike Race
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
GREAT AUDIENCE -HIGH ROI
The outdoor and adventurous environment we create is an ideal
opportunity to connect with an engaged audience and present our brand to
parents and kids in a positive, active and exciting setting. Each our
sponsorship package is customized to meet the specific needs of each
partner in order to ensure maximum exposure for the brand and an
attractive and solid ROI.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We have been developing an producing the Kids Adventure Games for
over 15 years, both locally and nationally. Each site has different
challenges and new insights and what we have learned is to adjust, be
flexible and take not of possible roadblocks. We have learned to expand
our vision and take into account past learnings. We are continually
educating ourselves on different business models, financial strategies as
well as equipment and new ideas in our industry.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
In case of continuing COVID 19 health orders:
Billy and Helene Mattison have been race directors for over 17 years and
have an excellent reputation as being professional, run smooth events and
have great working relationships with authorities. Billy was awarded a
national recognition for Adventure Race Director of the year. The Vail Rec
District as the local partner are extremely well versed in event direction and
programming and have been involved since the inception.
If the Public Health Order is in place due to the pandemic, but also as
better practice for the future we have examined our event on many different
levels:
Below follow examples of how we addressed the current status:
Possible Registration Procedures:
All waivers will be signed in advance via an online waiver sign service Only
online registration is available.
No cash transactions will take place.
Bib Pick up TBD: We are considering sending these in the mail in advance
or have participants print out their own bibs. Standing areas will be
designated at six-foot intervals for participants in the start arena
Hand sanitation stations will be provided at race start.
High-touch areas will be sanitized every 15 minutes or more frequently as
needed. Staff will be required to wear face masks and gloves.
Participants will be required to wear face masks when waiting in the start
arena.
Racers are required to agree/sign an acknowledgement that they will not
participate when sick, adhere to all social distancing rules and will be
required to leave with no refund if they fail to do so.
Pre/Post-Race Staff Protocol
Employees will be required to work six feet apart, wear a face mask and
wash/sanitize hands frequently while setting up and tearing down race.
All staff will be constantly monitored to ensure proper enforcement of these
guidelines. If at any time a staff member feels that he/she is unable to
perform their duties for any reason including flu-like symptoms, then that
staff member will be sent home immediately.
All timing equipment computers will be sanitized before and after each use.
Each position will be given their own necessary equipment that they will
use for the duration of the event and will pack and clean their own
equipment.
Racer safety meetings will be done via Zoom meetings prior to each race
day.
Kids AG is responsible for hiring 2-3 swift water certified safety boaters
depending on river flow. These safety boaters will follow the same
guidelines as mentioned previously.
Race Day Protocol
Competitor parking is in the Vail Village Parking Structure. Spectating will
be discouraged.
Check in will happen via smartphones
The athletes will have bicycles with them and are lined up in single file per
team. The bikes will act as automatic guidelines for social distancing
between one team and the next.
There will not be a harness coral: we will fit harnesses at each obstacle
where one is required We ask you opt in to text message updates for race
day information
Maps: and zip lock bags will be handed out as you stand in line, about 5
minute before your personal start. SCarney@vailresorts.comStart times will
be spaced one minute apart.
Racers will be told to leave the venue immediately after finishing their race.
Races will NOT include an after party or award ceremony.
Names of raffle winners will be drawn during the race and posted. Winners
can pick up prizes upon completion of the race several days after the event
has completed.
Results will be posted at race and online. The top three finishers in each
category will be announced and awards will be mailed. The competitive
teams will start first
We will hand out finisher medals, t-shirts and swag bags at the finish line.
General Obstacle and Race Course Rules
At the checkpoint social distancing is to be observed between non
household members and volunteers/staff First team to arrive at an obstacle
as a whole, gets to go on the obstacle first
You must follow the obstacles in order
.....attached Obstacle Detailed Procedures* Prizes and Awards:
We will not be able to have an awards party and podium recognition as per
previous years. Prizes will be given to the Family Adventure Quest DUO
teams for 1st, 2nd and 3rd in age.
A Team Spirit, Sportsmanship and Environmental Award will be given per
day to one team of all categories and chosen by the volunteers.
We will have the awards banner and podium set up so you may take a
picture of your team(s). We will send the results via email and website
within one day of the conclusion of the event.
The prizes will be sent by snail mail in the week following the event and will
take up to 15 days to arrive.
We will also have prizes available for pick up starting Tuesday after the
event in East Vail. Prizes will be given to the Family Adventure Quest DUO
teams for 1st, 2nd and 3rd in age.
*Team Formation Changes
Each team will include at least one adult who will act as the Team Captain
and Manager, taking over certain roles of the volunteer per check point or
marshal along the course would have performed.
Each team is comprised of members of only two households Each team is
only allowed 2 children aged 6-14
*The Team Captain and Manager is in charge of:
o Assuring that the whole team is equipped with the personal mandatory
gear
o Assuring that the team stays away from the event venue until called upon
to arrive as per published schedules and/or text message notifications
o Making sure the team abides by all the guidelines as stipulated by race
organization and Eagle County Public Health Orders in effect at the time of
the event.
o Making sure the team follows the directions of the staff and volunteers
o Verbally checking in with the volunteers at each checkpoint in order to get
signed off on the volunteer paperwork
o Checking off the map with own marker supervised by the volunteer.
o Making the sure the team stays together
*Race Format Options:
A) Kids Adventure Race
· Competitive/Timed/Ranked
· 3 athletes:
o 2 children aged 6-14
o 1 adult
· Kids determine the category/division
B) Family Adventure Quest DUO
· Competitive /Timed/Ranked
· 2 athletes:
o one adult
o one child 6-14
· Child determines category/division
o Boy/Girl plus age division. The child determines Boy/Girl, no matter if the
adult is male or female. (there is no coed or open division)
C) Family Adventure Quest MULTI
· Non-Competitive/Timed /Not Ranked
· A max of 4 participants
o 1 adult with 1 child
o 1 adult with a max of 2 children
o 2 adults with a max of 2 children.
· All participants can compete on all obstacles, except for those obstacles
that are too time consuming and cause backups as determined by staff. In
which case only the kids will tackle the obstacle.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
1443
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
2022 Kids Adventure Games
Number of Event Participants: 1500
Average Number of people in group: 3.9
Total number of event-specific attendees: 7,500
Incremental Room Nights:
# of unique participants: 1080
Percentage of participants using paid lodging (49%) in Vail: 70% (=370)
Average night stay in Vail: 3.9
Total Incremental Room Nights: 1443
Incremental Spending:
Estimated total attendance 7,500
Average amount spent per person: $205
Number of days in Vail: 3
Total Estimated Incremental Spending of Race Attendees: $1,537,500
Town of Vail ROI (Adventure Games + Mud Run)
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Town of Vail CSE Investment: $35,000
Incremental Spending Generated: $1,5637,500
TOV Sales Tax (4%): $61,500
TOV Lodging Tax (1.4%): $21,525
TOV Tax Income: $83025
TOV Return on Investment: $44
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.
We will direct prospective attendees though PR and Communications to
our existing database as well as new families through emails listing our
lodging partners and offering package deals, social media and our website
with links to the Town of Vail as a whole as well as the individual partner
sites. With call to action communications we will reach our audience to
book early. We will track these numbers through surveys attached to our
waiver packet, specific to lodging with a few simple questions, leading up to
the event and onsite at check in. In 2022 we'll be exploring adding the
ability to book lodging as a package with the event with our lodging
partners, making it easier for participants to book lodging. Using unique
booking codes and working with our lodging partners we'll be able to track
actual usage.
BUDGET
Describe how you will use the funds
requested from the CSE.
The race has always sold out and the funding we receive is not for direct
marketing but rather to help with the operating costs (contract labor and
site fees), ancillary events (expo, mud run) and onsite enhancements
(better in-town signage, roundabout banners) needed to grow the event
from one day to five days, therefore dramatically increasing the number of
participants, length of stay and ultimately the tax revenue generated. It
takes a tremendous amount of resources to operate this event at a
Vail-caliber level and we could not do that without CSE support.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11439446670
What percentage % of the total
event/program budget is the CSE being
asked to fund?
26
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Should the CSE decide not to fund the event to $35,000, we will have to
omit certain aspects of the multi day events. We would need to adjust the
budget to omit ancillary events and activations. The VR site fee is
substantial and so is Solaris. We would not spend as much on Advertising
and marketing as that is a good chunk of the cost. The event would lack the
extra margins to make it the world class that is i now.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
110000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11439446678
Objectives: What are you trying to
accomplish through your marketing
efforts?
Increase the number of out of state guest by marketing to our National and
International Database. The Vail Event is our Marquis event and the past
several years we have been able to accolade the destination to our
Nationwide audience in person. We will put in place a Special Event
Package for our previous participants from other event locations, with an
early booking date, prior to general opening of registration from other
locations to come to the Vail event. Elevate the brand through updated
branding and expanding into new markets , including an older age group.
Bring more ancillary events, and increasing participation in those activities.
Elevate the presence of sponsors and activities of the Family Adventure
Village.
Strategy: How will you meet your
objectives?
We'll meet our local marketing objectives with a mixture of traditional and
digital marketing strategies, including but not limited to promoted social
posts, email marketing, social influencer marketing, Vail Daily print
advertising, onsite marketing, marketing in other event promotional
materials including Vail Lacrosse Shoot Out, Vail Cup Soccer Tournament
and the inclusion of an multi page event guide to be inserted into the Vail
Daily during the GoPro Games in Vail in early summer. We print and post
flyers and posters around the valley at locations often attended by our
target audience. We'll continue to create engaging photo and video content
and sharing on our various platforms (website, social and email) to promote
the brand and brand awareness moving forward.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Flyers, GoPro Games activation, in town transit busses, in house hotel tv's,
roundabout banners, bridge street banners, leverage other event
partnerships.
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
Posters
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Andy Linke
Phone (970) 390-1295
Email pr@kidsadventurgames.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@kidsadventuregames
#kidsadventuregames
How will you promote and utilize
DiscoverVail in your marketing efforts?
Share posts and tag DisoverVail. We have the logo on our website with a
link to DiscoverVail.
Do you have a user database you utilize
for event promotion?
Yes, we have a database of 12,000 emails, a following on facebook of
6,500 and 1500 on instagram. We have recently started TikTok.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11439446690
Please list your confirmed sponsors or
partners.
TBD. After the pandemic we have to restart our efforts which we will be
pursuing continuously.
We have B4 Adventures as a national sposnors for the 5th year in a row as
well as several local sponsorsL Timberline Tours, Kidsport, Vail Summit
Orthopedic, Venture Sports, Alpine Bank, Holy Cross.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
25000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
5000
Please explain the potential for
additional sponsorships or partners.
L.L.Bean, B4 Adventures, and Hydro Flask and other sponsors saw the
event first hand by participating in the Expo and Races; which should
generate more sponsorship participation from them next year.
Industry word of mouth (L.L.Bean, and Hydro Flask ) reaching out to others
in respect to validity of the event
As brand awareness increases similar minded organizations like the
Outdoor Industry Association have found us. Which should increase our
partnerships in the future.
We'll be interviewing different non profit partners for entries to the games
for groups like SOS, the Boys and Girls Clubs, Snowflake Foundation and
The Challenged Athletes Foundation - in line with our mission statement of
inclusive participation.
What sponsorship level are you asking
the Town of Vail to support?
We hope the Town of Vail with be one of our major supporters and will
align with the Kids Adventure Games as a Flagship Event.
Gold/Silver
List the sponsorship rights and benefits
associated with this level.
NAMING RIGHTS TO AN ON-COURSE OBSTACLE
LOGO INCLUSION
WEBSITE WITH ACTIVE LINK
ATHLETE T-SHIRT
RACE MAPS
BRAND ASSETS FOR EVENT PROMOTION
MARKETING & PR
DEDICATED KIDS ADVENTURE GAMES PRESS RELEASE
SPECTATOR GUIDE
SOCIAL MEDIA & EMAIL
INCLUSION IN A NON-DEDICATED EMAIL TO A TARGETTED LIST
PRE-EVENT DEDICATED CUSTOM ACTIVATION/SWEEPS POST
(CHANNELS DETERMINED BY KIDS AG)
TAGGING W/ ANY TITLED EVENT OR VENUE MESSAGING
ACTIVATION & SIGNAGE
CUSTOM ACTIVATION (IN PARTNERSHIP WITH KIDS AG)
EXPO TENT
EVENT SCHEDULE (PRINTED COLLATERAL + SIGNAGE)
CUSTOM ACTIVATION LISTED ON ONLINE SCHEDULE
Multiple BANNERS (3' X 8')
COMPED EVENT ENTRIES
PRODUCT INCLUSION
PODIUM PRIZES
VOLUNTEERS AND ATHLETE GIFT BAGS (1500+ RECIPIENTS)
MULTIMEDIA
ACCESS TO HIGH-RESOLUTION MEDIA PHOTOS
PA ANNOUNCEMENTS (MIN. 5X PER DAY)
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Title and or Presenting Sponsor designation
ENTITLEMENT & DESIGNATION
EXCLUSIVE PARTNER
LOGO ON SNOW FENCING
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
LOGO INCLUSION
WEBSITE WITH ACTIVE LINK
ATHLETE T-SHIRT
RACE MAPS
BRAND ASSETS FOR EVENT PROMOTION
MARKETING & PR
SPECTATOR GUIDE
SOCIAL MEDIA & EMAIL
INCLUSION IN A NON-DEDICATED EMAIL TO A TARGETTED LIST
TAGGING
2 BANNERS (3' X 8')
COMPED EVENT ENTRIES: only 1 team
PRODUCT INCLUSION
VOLUNTEERS AND ATHLETE GIFT BAGS (1500+ RECIPIENTS)
ACCESS TO HIGH-RESOLUTION MEDIA PHOTOS
PA ANNOUNCEMENTS (MIN. 5X PER DAY)
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have a dedicated person who monitors and follows up on what each
sponsor is entitled to.
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?
n We are extremely grateful for the CSE and The VRD for their continued
support especially in these unprecedented times.
This has been an extremely difficult year, where spirits have not been high,
and the question arose 'whether it is all worth it'. We have enjoyed time
reflecting, revisiting the business model, requesting input from different
parties and figuring out how to pivot and adjust to the new normal.
What we have first and foremost concluded, is that the Kids Adventure
Games is a community and a movement which has affected many kids' and
families lives profoundly. Not least our team, the community of volunteers
and others who have given their time to make it the special event that it has
become. We are proud of what we have achieved, and we see the need for
the continuation now even more so than before.
The experience of the Kids Adventure Games is extra ordinary, and we will
pursue the means to help us expose more and more kids to the event. In
this era of worries around the pandemic, people have more so than ever
started to understand that spending time outside in nature and beautiful,
serene surroundings, increases their feeling of wellbeing. One of the silver
linings during this time has proven to be more people recreating and
exercising outside, taking on new and different challenges. Now more than
ever parents are understanding and wanting the need for their children and
themselves to be active.
The Kids Adventure Games does this in a race format where goal setting,
strategizing, skill practice and reward all come together as one. Our
promise is to expand our vision and to give our expertise back to this
community through our passion for the outdoors.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11439446701
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11439446702
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://issuu.com/kidsag/docs/kag2021_spectatorguide;
www.kidsadventuregames.com;
https://www.dropbox.com/sh/u7r2ghbgq8oqnh7/AADUOnOA65_kUVj3wwc
PCzKIa?dl=0;
https://www.nbc11news.com/2021/06/06/kids-adventure-race;
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 30, 2021 1:02 pm
Browser: Chrome 93.0.4577.82 / OS X
IP Address: 184.185.217.165
Unique ID: 867905351
Location: 36.15539932251, -95.993896484375
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Mark Masters
Title of person completing the
application
Organizer
Email funnymarkmasters+tov2@gmail.com
Phone (970) 445-2846
What is the name of your
event/program?
Vail Comedy Festical
Is this a new event or program?Yes
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
Yes
Amount of 2022 sponsorship funding
requested
35,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 29, 2022
Proposed End Date Oct 01, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Mark Masters Comedy
Mailing Address 4630 Vail Racquet Club Dr.
Box 1
Vail, CO 81657
Phone (970) 445-2846
Event/program Website or Organization
Website
https://www.vailcomedyshow.com
Number of years organization has been
in business
0
Organization's Mission Statement Become a nationally recognized excellent comedy festival for performers
and attendees. Build for the long haul and laugh in the moment. And have
a great time doing it.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
This multiple day comedy festival will have multiple venues in Vail Village
where attendees can watch shows with comedians from around the country
over multiple nights. The organizer has spent years studying comedy
festivals around the country and will combine the best elements of all of
them.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Bridge Street Bar (yes in general no to specific dates and times)
Root & Flower (yes in general no to specific dates and times)
Famous Joe's (no)
Vendetta's (basement) (no)
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
It is possible we could have a movie screening or comedy special
screening or a large performance at The Riverwalk Theater in Edwards.
They have partnered with Vail Comedy in the past and there is no movie
theater in Vail at the moment (we would also look at the former Cascade
movie theater). Similar for book related activity at The Bookworm in
Edwards, this could involve readings, book signings etc.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Grand View Room
Grand View Room - number of days
requested
3
Proposed Start Date - Grand View Room Sep 30, 2022
Proposed End Date - Grand View Room Oct 01, 2022
If your request for Grand View Room is
for more than 2 days, please list out
your other requested dates in this
format, MM/DD.
09/31, 10/1 (so just 2 of the 3 originally requested)
Please describe proposed use of Grand
View Room facility
Comedy Show, would require seating (we can provide sound and lighting if
not available)
Total in-kind value for Grand View
Room rental
$2,325 ($775 6 hour rental rate times 3)
ENVIRONMENTAL PRACTICES
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
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.
We believe in environmental sustainability and are familiar with local
experts in this area. Though we do not see a wide variety of practices that
are relevant to our events we will make a plan in Q1 2022 to do as much as
we can.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
24
Number of volunteers anticipated 6
Number of event/program staff 6
Estimate of total number of
spectators/attendees anticipated
200
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
50
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
10
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
Guests visiting town for comedy will buy drinks, eat meals and recreate
during the day, they will spend money on lodging as well.
How will your event support the mission
and vision of the Vail Town Council?
It will add cultural opportunities for the vibrant community in Vail.
How will your event or program support
the Vail brand identity?
People who attend the Vail Comedy Festival will leave with a smile on their
face and associate the good time they had with a town worthy of a festival
of this magnitude.
How is this event/program at the right
time for Town of Vail?
This event will piggyback on the success of the Vail Comedy Show which
will have entertained locals and visitors monthly for three years when the
festival happens. Our marketing expertise and event organization skills will
be sharp and ready for this big next step. If you study the history of Vail
you will see major efforts in the 1990's and again in the 2010's to bring a
comedy festival to Vail. Those efforts fizzled. We believe now is the time
to make this happen forever. Also, frankly, Vail is behind other
communities like Snowmass (Aspen) that have regular events including a
weekly summer showcase that brings nationally touring comedians to town
for locals that enjoy free shows.
How will your event/program attract
target markets of both visitors and
community members?
By offering compelling content. Plus with marketing. We already sell out
individual comedy shows and have held multiple comedy shows within a
few days of each other. Community members and visitors love their
experiences with Vail Comedy Show, those will just be multiplied in this
multi-day event. By way of timely example I am working at a comedy club
in New Orleans tonight, 8 people are attending that are directly or one
degree of separation removed from the Vail Comedy Show. New Orleans!
These are people that have attended shows in Vail and live in New Orleans
and are coming out to experience more "Vail Comedy" in their hometown.
How will the event/program deliver fresh
content and enhanced experiences?
As a first year event everything will be fresh! And the concept of being able
to choose which stage to watch and having many performers in town is
brand new.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
All comedy show hosts will be coached on promoting exactly that kind of
atmosphere. The Vail Comedy Festival will be a promoter of vitality, fun
and celebration!
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Including online marketing we expect to reach hundreds of thousands, this
will be positively impacted by promotions made by podcast creator and
stand-up comedian participants in the festival reaching out to their fan
bases.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We believe we can get TV exposure in the Denver market as well as
Denver Post and Westword attention in addition to more local media. We
believe we can attract tens of thousands of dollars of sponsorship support.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
I have run approximately 25 comedy shows in Vail and many more
elsewhere. My events are fun, well attended, and receive rave reviews.
This comedy festival is just like running a comedy show but at a larger
scale. For five years I have been studying comedy festivals around the
country by volunteering and participating in them. This includes Red Clay
Comedy Festival in Atlanta, High Plains Comedy Festival in Denver and
Antelope Valley Comedy Festival in California.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Please read the editorial I published in the Vail Daily that emphasized my
adaptability:
https://www.vaildaily.com/opinion/letter-corona-community-and-the-vail-co
medy-show/
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
100
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$200,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$200,000
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.
Website and email communications will emphasize this per the CSE
funding agreement.
BUDGET
Describe how you will use the funds
requested from the CSE.
Pay talent for their time, provide lodging and transportation for talent,
marketing expenses and equipment.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11445434222
What percentage % of the total
event/program budget is the CSE being
asked to fund?
42%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We might reduce the number of days our performers but it will still happen.
We expect to raise significant sponsorship support and that will have an
impact as well. Receiving full funding would demonstrate confidence and
help raise sponsorship funds.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
60000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11445434240
Objectives: What are you trying to
accomplish through your marketing
efforts?
To improve the brand strength of Vail, Vail Comedy, and to attract
attendees to the festival
Strategy: How will you meet your
objectives?
Through online and more traditional marketing channels
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We can promote at the monthly Vail Comedy Show, we can also provide
in-kind comedy show events at local businesses.
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
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Mark Masters
Phone (970) 445-2846
Email funnymarkmasters+tov2@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
#VailComedyFestival
More to come in 2022, pending funding
How will you promote and utilize
DiscoverVail in your marketing efforts?
Online and on physical signage, verbally at shows and in emails
Do you have a user database you utilize
for event promotion?
Yes, 1000+ interested parties
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11445434256
What levels of sponsorship are you
selling for your event?
BRONZE SILVER GOLD BITCOIN
Please list your confirmed sponsors or
partners.
Although we have not asked, we assume that all supporters of the Vail
Comedy Show will be on board for the Vail Comedy Festival which means:
Bridge Street Bar, Root & Flower, Bookworm, Riverwalk Theater, Drink
Defender and others
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$50,000 (approximately)
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$50,000
Please explain the potential for
additional sponsorships or partners.
We believe any brand in the valley or larger regional area are targets for a
sponsor partnership
What sponsorship level are you asking
the Town of Vail to support?
GOLD
List the sponsorship rights and benefits
associated with this level.
VIP Tickets
Website promotion
Large sign promotion
Lanyard promotion
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Naming Rights
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Website promotion
Small sign promotion
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will provide a report to sponsors with pictures and screenshots
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?
The organizer has carefully studied Comedy Festivals for years in
preparation for this and has a long term vision. I believe it will offer many
opportunities to young community members with a future interest in
comedy. Like the Vail Comedy Show which has been enormously
successful we believe that Vail Comedy Festival will someday soon be a
nationally known brand associated with quality and smiles.
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11445434277
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.vailcomedyshow.com
File https://www.formstack.com/admin/download/file/11445434281
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11445434283
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: September 30, 2021 4:07 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 50.198.200.189
Unique ID: 867975799
Location: 39.861999511719, -105.14350128174
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Anna Robinson
Title of person completing the
application
Program Manager, Vail Valley Partnership
Email anna@vailvalleypartnership.com
Phone (970) 477-4027
What is the name of your
event/program?
Vail Valley Works - Professional Development Programming
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$20,000
How much was your event or program
funded in 2021?
$16,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 01, 2022
Proposed End Date Dec 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Programs & Dates TBD
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Valley Partnership (when 501c3 application is approved, then it will
change to Vail Valley Works)
Mailing Address 97 Main Street
Suite E-201
Edwards, CO 81632
Phone (970) 477-4027
Event/program Website or Organization
Website
www.vailvalleyworks.com or www.vailvalleypartnership.com
Number of years organization has been
in business
Vail Valley Works - 1, VVP - 57
Organization's Mission Statement Vail Valley Partnership has made a commitment to strengthening Eagle
County's current and future workforce. We are pleased to introduce Vail
Valley Works as the premier local source for professional development.
Our professional development programming is designed to establish, train,
and support a network of local leaders who are ready to take on the
challenges of an ever-changing community.
If a community is seriously interested in creating change and supporting
innovation, it will begin with a firm commitment to analyze its challenges
and to identify, educate, train, and support a team of public and private
sector community leaders to attack those issues. Without that commitment,
a community cannot develop the intelligent, creative, and energetic local
professional network that is essential for the community to achieve its full
potential.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Vail Valley Works 501c3 status is pending. Once nonprofit status is
confirmed, all program profits will be put back into the organization for
future programming, scholarships, etc.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
Vail Valley Works provides professional development opportunities for our
local workforce with a focus on leadership and professional certifications. In
2021, these programs included NEXT Emerging Leaders, one session of
Community Leadership Academy (with a second session funded directly to
Karah Maloley), Project Management Certification, Professional
Fundraising Certificate Program, Board Service Basics and Taking the
Lead: Skills for a Successful Transition into Leadership. We also offered
online business skills courses through Skill Builder Pro.
In 2022, we are transitioning Community Leadership Academy fully under
the Vail Valley Works Umbrella. Karah Maloley will not request separate
funding. We have not confirmed our full lineup of programming, but
potential programs include: CLA (2 sessions), NEXT Emerging Leaders,
Project Management for Construction, Certified Meeting Planner course
and Board Service Basics. We are also exploring a partnership with
Colorado Mountain College to promote their business skills course lineup.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We do not have any venues confirmed at this time. We will utilize Vail
venues as appropriate, such as the Grand View Room, Vail Public Library
and Donovan Pavilion.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Because we serve all of Eagle County, we feel it is appropriate to bring
programming to locations where people work and where they live. As a
nonprofit, it is the fiscally responsible action to use venues that are offered
to us free of charge.
Once the 2022 slate of programming is finalized, we will assign CSE Funds
to specific programs that make the most sense to host within the Town of
Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Grand View Room
Grand View Room - number of days
requested
7
Proposed Start Date - Grand View Room Jun 01, 2022
Proposed End Date - Grand View Room Dec 31, 2022
Do you need to add a second set of
dates for the Grand View Room?
No
Please describe proposed use of Grand
View Room facility
Second session of the 2022 Community Leadership Academy. This course
typically meets the second Wednesday of the month for 7 months.
Total in-kind value for Grand View
Room rental
$5425
ENVIRONMENTAL PRACTICES
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
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.
We will make every effort to abide by more than the boxes checked, but
these two items are the ones we can commit to today.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
150 - 200 across all programs
Number of volunteers anticipated 0
Number of event/program staff 1 staff plus facilitator(s) for each program
Estimate of total number of
spectators/attendees anticipated
150 - 200 across all programs
If applicable, final number of last years
attendance
140
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Our Vision: To be the Premier International Mountain Resort Community!
You cannot achieve this vision without a dedicated community of
professionals who consistently strive to develop, learn and grow. Our goal
is to support the business community's growth and retention needs by
offering valuable professional development opportunities, in the hopes that
those employees will choose to stay and grow within our community. Great
leaders, in turn, develop more great leaders!
Our Mission: Grow a vibrant, diverse economy and community and
preserve our surrounding natural environment, providing our citizens and
guests with exceptional services and an abundance of recreational, cultural
and educational opportunities.
With the closing of the Vail Centre a few years ago, VVP identified a void of
quality, local professional development opportunities. Our unique
connection to the business community allows us to craft programming that
meets our specific workforce challenges and opportunities in real-time.
Offering a consistent slate of leadership programs creates a common
language for professionals in our community, which supports our vibrant,
diverse economy and community now and into the future.
How will your event or program support
the Vail brand identity?
If we want Vail to be "like nothing on earth" for our guests, we must strive to
make living and working here "like nothing on earth" for our workforce. Vail
Valley Works strives to bring professional development opportunities to our
community that are not available in other resort areas.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Our two "signature courses" are offered year-over-year and are totally
focused on two leadership pillars: 1) Find your internal leadership style
(Community Leadership Academy) and 2) Expand your leadership network
(NEXT Emerging Leaders). By keeping these consistently in the course
rotation, we are fostering a sense of common ground for leaders across
Eagle County, from both a geographic and industry perspective.
Our "specialty courses" change each session and are designed to offer
opportunities for the local workforce to develop new skills and acquire new
certifications that lead to personal growth, opportunities for advancement,
and/or exposure to new skill sets.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
Professional development is not often associated with health & wellness,
but it can be associated with mental health through career satisfaction and
personal growth.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
Connection is the underlying theme of Vail Valley Works. Each course
connects participants to other professionals in Eagle County they may not
have otherwise met in their day-to-day work life. These connections are
what foster dialogue that leads to problem-solving.
How will the event or program deliver an
educational component?
All Vail Valley Works programming is educational, whether it is a hard skill
certification or a leadership course.
How is this event/program at the right
time for Town of Vail?
Our courses are held throughout the year, with some clustered in
shoulder-season to accommodate front-line workers who cannot take time
away during the busy summer & winter seasons.
How will your event/program attract
target markets of both visitors and
community members?
Vail Valley Works programs are specifically geared towards local
workforce. We have a business community network that fully supports this
goal.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Connection between professionals who are the future leaders of this
community, common ground for meeting the challenges of a growing and
changing community, a skilled workforce that is inspired and ready to lead.
How will the event/program deliver fresh
content and enhanced experiences?
Specialty courses are changed each session and which allows them to be
responsive to workforce needs. As Vail Valley Works grows, we hope to
add to this course catalog and establish development pathways for
professionals across industries.
How will the event or program achieve
recognition and drive participation?
Word-of-Mouth is our best tool for recognition and participation. Delivering
a quality product encourages participants to spread the word and allows
Vail Valley Works to broaden its reach in the community.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We currently market only in Eagle County. In the future, we may expand
that reach to neighboring counties, as long as it does not affect the quality
or availability for locals.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The potential for media exposure is limited, as we are focused locally.
However, the potential for sponsorship support is high, especially as we
expand the certification aspect of Vail Valley Works.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Vail Valley Works is a program of the Vail Valley Partnership which has a
proven track record of supporting and advocating for our business
community and providing quality workforce programming. VVP's vision is
"Economic Vitality" and its mission is "Leading Collaboration". Vail Valley
Works is the embodiment of both of these statements, which makes it a
vital part of VVP's initiatives. While Vail Valley Works will operate as a
standalone 501c3, it will do so with access to the resources, network and
support of VVP. With financial support from grants and sponsorships, Vail
Valley Works has endless potential to help local employers engage, recruit
and retain professionals in our community.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We cap most Vail Valley Works courses at 25 participants, so we have the
flexibility to move to a larger venue to accommodate social distancing
without affecting attendance. Some courses can be done virtually however,
we have found it negatively affects the quality, so we will make every effort
to stay in person.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
0 - 5 (mostly for out-of-town facilitators)
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Minimal (less than $5000), however, we do occasionally bring in facilitators
from other locations and we often provide F&B for the programs, which will
be purchased from a local provider.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Minimal in the traditional sense. The true ROI comes in the form of an
energized workforce and a group of professionals prepared to lead our
community.
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.
In the past, we have always listed the partnership as "Presented in
partnership with Town of Vail." In the future, that will be listed as
"Presented in partnership with DiscoverVail.com". For those courses
located in Vail, we will add a lodging section to the event page. If a program
that is located in Vail has out-of-town facilitators, lodging will be booked
strictly in Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
CSE funds will be used to pay facilitator fees. These fees are generally the
largest expense for any program. Any funds left over may be used to cover
other course expenses (materials, printing, etc).
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11446507530
What percentage % of the total
event/program budget is the CSE being
asked to fund?
31%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will offer fewer course options, focusing on our signature courses (CLA
and NEXT) and/or courses we can offer with low-cost/no-cost facilitators.
These speakers are usually active VVP members that volunteer their time,
but usually do not come with a certification.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
44000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11446507538
Objectives: What are you trying to
accomplish through your marketing
efforts?
We are trying to reach local professionals, business owners, HR and T&D
professionals.
Strategy: How will you meet your
objectives?
By utilizing our own database and marketing channels, coupled with local &
social media advertising outlets.
Audience: Who is your audience? (You
may select more than one)
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
These programs are not designed for town/in village activation.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Partnerships
Local Vail Businesses
Other: Podcast
Please list contact information for your
Media Relations or Public Relations
staff/firm
Lauren Mendez
Phone (970) 477-4007
Email lauren@vailvalleypartnership.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
n/a
How will you promote and utilize
DiscoverVail in your marketing efforts?
Events funded by CSE will be listed as "Presented in Partnership with
DiscoverVail" and will include a hyperlink to DiscoverVail.com. A logo will
be added whenever appropriate and will be hyperlinked when possible. We
will also mention DiscoverVail.com at the program and on any podcast or
radio recordings.
If an event funded by CSE requires a facilitator to travel, we will book
through DiscoverVail.com.
Do you have a user database you utilize
for event promotion?
Yes, we have access to the VVP database as well as an email list of past
program participants.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11446507550
What levels of sponsorship are you
selling for your event?
n/a
Please list your confirmed sponsors or
partners.
n/a
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
n/a
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
n/a
Please explain the potential for
additional sponsorships or partners.
We will continue to source additional grant funding opportunities so we can
expand the course offerings.
What sponsorship level are you asking
the Town of Vail to support?
$20,000 (same as grant request, not in addition to)
List the sponsorship rights and benefits
associated with this level.
2 complimentary seats in Community Leadership Academy (Value: $1500)
$500 registration credit for any other 2022 course offerings (can be split
among multiple courses)
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
n/a
How will you ensure fulfillment of the
sponsorship rights and benefits?
n/a
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?
Event recap for 2021 will be presented after the courses are completed in
October 2021.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11446507562
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11446507563
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 1, 2021 10:37 am
Browser: Chrome 94.0.4606.71 / Windows 8.1
IP Address: 75.133.127.10
Unique ID: 868308443
Location: 41.467498779297, -73.240600585938
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Christopher Huntington
Title of person completing the
application
Managing Director Vail Yeti
Email chrishuntington10@gmail.com
Phone (203) 770-2918
What is the name of your
event/program?
Vail Yeti Hockey Club
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
20,000
How much was your event or program
funded in 2021?
16,000 but we did not collect the 2021 funds
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Nov 01, 2021
Proposed End Date May 26, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
12/3-4, 12/17-18, 1/7-8, 1/14-15, 1/21-22, 1/28-29, 2/4-5, 2/11-12, 2/18-19,
2/25-26, 3/11-12, 3/18-19, 3/25/26
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Yeti Hockey
Mailing Address P.O. Box 6008
Vail, CO 81658
Phone (203) 770-2918
Event/program Website or Organization
Website
vailyetihockey.com
Number of years organization has been
in business
8
Organization's Mission Statement To provide affordable and exciting entertainment for locals and overnight
guests. To provide a competitive team for players with previous college or
pro experience who choose to make the Vail Valley their home. To give
back to the community with charitable fundraising efforts and to be a good
example for the younger players of the Vail Valley.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
8
Please describe the location(s) of the
event or program in previous years
All home games are held at Dobson Arena. A few away games are played
in Sun Valley, Breckenridge, and Aspen.
Please provide a detailed description of
the event/program and its activities
This event is semipro hockey games. The games are enhanced with
entertainment and food. A DJ, P.A. announcer, and occasionally a live
band. Intermission activities frequently include fan participation contests.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We plan to utilize Dobson Arena and have contacted them and reserved
dates.
12/3-4, 12/18, 1/7-8, 1/15, 1/21-22, 1/28, 2/4-5, 2/11-12, 2/18-19, 3/11-12,
3/18-19, 3/26 7:30pm-10:30pm
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11451032603
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All homes games at Dobson Arena. Six away games at Sun Valley,
Breckenridge, and Aspen
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
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)
All of these
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.
Announcements will be made each period to remember to reuse and
recycle. "Thanks to the Town of Vail for their sponsorship and remember
when the snow melts the bottles and cans are still here. Help keep the
mountain and town clean by recycling. If you love it here then recycle here."
All food and beverage is provided through VRD, no bottles or cans come in
the building or leave the building.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
1000
Number of volunteers anticipated 4 per game
Number of event/program staff 15 per game
Estimate of total number of
spectators/attendees anticipated
15,000
If applicable, final number of last years
attendance
N/A
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
600
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
400
Estimate the number of international
guests your event/program will bring to
Vail
100
How will your event/program increase
sales tax in Vail?
Our event brings people into Lionshead to spend money before, during,
and after the games. We host 10 teams which includes players, staff,
family, and friends for multiple day visits. In addition to hockey these guests
ski, shop, eat, and stay in hotels.
How will your event support the mission
and vision of the Vail Town Council?
Our event adds to the vibrant and diverse economy and provides both
locals and destination guests with an exceptional experience.
How will your event or program support
the Vail brand identity?
The Vail Yeti supports the Vail brand identity by providing an exciting
memorable event. It is cutting edge and fits the active and exhilarating
lifestyle of Vail.
How is this event/program at the right
time for Town of Vail?
This event provides a weekend evening activity that is right for the Town of
Vail. It is another option for after ski activity. Our event contributes to the
vitality of an "electric" atmosphere in town.
How will your event/program attract
target markets of both visitors and
community members?
We attract target markets through social media, signage, advertising of
specialty nights.
How will the event/program deliver fresh
content and enhanced experiences?
We cycle in new teams and players every year. Each new season and
each new game is in itself a new and fresh story which creates excitement
and anticipation.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Yeti games are all about vitality, fun, and celebration. Good food and drink,
a DJ/Live band, exciting action contribute to Yeti games being a fun social
event that creates a buzz and has peopke talking about it long after the
game ends.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Our marketing reach touches on as many avenues as possible,
Newspaper, Radio, Social Media, Banners, Posters adding up to more than
2 million marketing impressions per season.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The event leverages media exposure with the Vail Daily, KZYR radio, and
the new TV8 sports show. With this media exposure, and our existing fan
base and social presence we can continue to attract sponsorship support.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The event producer has been operating the Yeti for 8 years and has a large
network within the hockey community. The General Manager has previous
college and pro management experience.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
The event is adaptable to the extent that we can play even if there are
distancing and mask health orders. Should the attendance be severely
restricted we might be forced to postpone some events but hopefully that
won't happen this year.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
300
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$135
Dining $50, Shopping $35, Lodging $19, Activities $31
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
15,000 total attendees multiplied by $135 equals 2.025M
2.025M divided by $20,000 equals $101.25
$101.25 ROI for each TOV dollar spent
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.
The Vail Yeti Manager books rooms for all incoming teams and players.
BUDGET
Describe how you will use the funds
requested from the CSE.
Funds will be used to defray overall cost of operating a semipro hockey
team. Items include ice rental, staff, hotels, advertising, activation,
uniforms, security, travel, game day ops. among other expenses.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11451032634
What percentage % of the total
event/program budget is the CSE being
asked to fund?
13%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If not funded at the full request it will force cuts to the budget and effect
future planning.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
270000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11451032642
Objectives: What are you trying to
accomplish through your marketing
efforts?
We are trying to increase awareness of our program with our marketing
efforts, specifically to increase attendance and to promote our partners.
Strategy: How will you meet your
objectives?
We will meet our objectives through reach. The more times we can
promote and the more people we can reach the more people will attend.
We also strive to create good will and awareness through several "specialty
nights" to benefit, First Responders of Eagle County, the Eagle County
Humane Society, the Fund for Search and Rescue, Vail Mountaineers
Hockey club, among others.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
In town banners, posters, programs and fliers promoting our team and
games. If possible we can set up a booth or table to pre sell tickets in the
village. The more in town shops, bars, restaurants and hotels that partner
with us the better for promotion. We will have deck cards and program
books delivered to all Vail hotels.
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
Radio
Television
Online Event Listings
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Chris Huntington
Phone (203) 770-2918
Email chrishuntington10@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@vailyetihockey, Facebook: Vail yeti hockey, vail yeti, tiktok vailyetihockey,
youtube vailyetihockey,
Website www.vailyetihockey.com
How will you promote and utilize
DiscoverVail in your marketing efforts?
We can promote DiscoverVail on all of our print and digital advertising. We
can also put DiscoverVail on our Uniforms or Helmets.
Do you have a user database you utilize
for event promotion?
We have not kept an extensive user database but rely some on the Dobson
Arena mailing list and marketing. Our Social Media reaches several
thousand.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11451032654
What levels of sponsorship are you
selling for your event?
Double Diamond $20,000
Black Diamond $10,000
Yeti Sponsor $2,000
Please list your confirmed sponsors or
partners.
Based on the previous year, most of these are confirmed:
Garfinkel's, Altitude Bar and Grill, Evergreen Lodge, Turtlebus,
Coloradoskitowns.com, Molson/Mtn Bev, Root and Fower/Two Arrows,
Bonfire Brewery, Vail Brewing Co., Gorsuch, TOV, Vail Summit
Orthopeadics, Trick Threads, Dave and Matt Vans, Pazzo's Pizza, Vail
Daily, KZYR Radio, Alpine Bank, Bart and Yeti's
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$26,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
Discounts on hotel rooms and food would have to add up to $20,000 or
more.
Please explain the potential for
additional sponsorships or partners.
We are attempting to find a larger National Brand to partner with both our
team and the league. We continue to expand our sponsorship within the
County and State. We have added Alpine Bank this season as the Official
Intermission Sponsor with a pledge to match the first $500 for all of our
Intermission fundraising activities.
What sponsorship level are you asking
the Town of Vail to support?
Double Diamond $20,000
List the sponsorship rights and benefits
associated with this level.
Uniform display
Banners in the Arena
Top Billing for all Print and Digital Ads, posters, rack cards
Season tickets
P.A. mentions every period
logo on in town banners
Presenter for Radio Ads, TV8 Sports Show
Mentions in our short Videos for Youtube and Instagram to show the
lifestyle of the players, the sponsors, and what it's like to be a Yeti player in
the Town of Vail.
Exposure in future National Magazine article.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
All levels of sponsorship can be customized to best suit the sponsors
needs.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
P.A. Mentions
Logo on website
logo on posters and rack cards
2 season tickets
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will ensure fulfillment of sponsorship rights and benefits through our
track record of success.
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 have attached the 2020 recap since there was no recap for 2021 due to
having no season.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11451032666
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11451032667
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
vailyetihockey.com
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 2, 2021 12:16 pm
Browser: Chrome 89.0.4389.114 / Windows
IP Address: 73.229.50.113
Unique ID: 868664088
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Sharon Schmidt
Title of person completing the
application
Director of Advancement
Email sschmidt@skiclubvail.org
Phone (970) 790-5161
What is the name of your
event/program?
Ski & Snowboard Club Vail is the organization; event is Steadman Clinic
Vail Cup
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$5000
How much was your event or program
funded in 2021?
$0; SSCV was not permitted to hold the event at Vail Mountain due to
COVID in 2021 so SSCV did not apply for funding for 2021.
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
Yes
Proposed Start Date Jan 04, 2022
Proposed End Date Mar 24, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Ski & Snowboard Club Vail is still finalizing dates for the Steadman Clinic
Vail Cup for the four events at Vail Mountain. Final event dates will be
based upon available hill space from Vail Mountain in coordination with the
dates of sanctioned competitions at Vail Mountain to avoid conflicts (TBD in
coordination with Vail Mountain, the governing bodies for the sanctioned
competitions and SSCV operations staff) so that appropriate hill space and
resources can be available for the Vail Cup. Once the dates are set they
are typically not changed unless inclement weather, lack of sufficient snow
or other conditions beyond SSCV's control occur causing a need to
reschedule.
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Ski & Snowboard Club Vail
Mailing Address 598 Vail Valley Drive
Vail, CO 81657
Phone (970) 790-5161
Event/program Website or Organization
Website
www.skiclubvail.org
Number of years organization has been
in business
59 years
Organization's Mission Statement To inspire character growth and excellence in snowsports
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Ski & Snowboard Club Vail. Founded in 1962, Ski & Snowboard Club Vail
(SSCV) is a 501(c)(3) non-profit organization. Today, the club remains true
to its roots by instilling the values of "character, courage and commitment"
through mentorship of more than 650 young athletes who participate in its
on-snow programs and cycling. The organization provides training and
competition services for aspiring snow-sport athletes across five snowsport
disciplines: alpine, freeski, moguls, Nordic, and snowboard. SSCV also
offers a cycling program.
A U.S. Ski & Snowboard Gold Certified Club, SSCV has received
numerous accolades fromm the national governing body (most recently as
2021 Freeski Club of the Year), including Club of the Year (2010, 2014),
Alpine Club of the Year (1999, 2010, 2014-16), Cross Country Club of the
Year (2013), Freeski Club of the Year (2021 and 2013-14), Freestyle Club
of the Year (2014), and Snowboard Club of the Year (2014).
Over the years, SSCV has helped cultivate numerous champions. Three
Olympic gold medalists - Lindsey Vonn, Mikaela Shiffrin, and Kaitlyn
Farrington - all booted up at the SSCV clubhouse during their formative
years, as did X Games gold medalist Aaron Blunck, world champion Chris
Del Bosco, and Olympic bronze medalist Toby Dawson.
Strategic partnerships with Vail Ski & Snowboard Academy, the country's
first publicly funded snow-sports academy, Vail Mountain School, and Red
Sandstone Elementary School, another Eagle County public school,
provide an opportunity for student-athletes to pursue their athletic dreams
without compromising academic priorities.
SSCV believes no child should be restricted from participating in its
programs for financial reasons. In that spirit, as much as 75 percent of its
program fees are eligible for financial aid. Thanks to the generosity of our
donors and the boundless effort of our volunteers, the organization is able
to provide hundreds of athletes, coaches and staff with the necessary
resources to be competitive and successful on and off the snow.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
59
Please describe the location(s) of the
event or program in previous years
Vail Mountain.
Please provide a detailed description of
the event/program and its activities
In 1963, the newly formed Ski Club Vail hosted its first Rocky Mountain Ski
Association race, and the Vail Cup was born. More than 50 years later, the
Vail Cup was reborn as an exciting and challenging series of events and
continues to encompass all on-hill programs offered by Ski & Snowboard
Club Vail.
Events on Sundays with Overall Awards on last day of event series
Events held on Vail Mountain
Includes the following events: Giant Slalom, Moguls, Big Mountain and
Park & Pipe
Open and free to youth YOB 2006 and younger
Open to skiers and snowboarders of all abilities
No SSCV membership needed - Buddy Werner, Devo, Bevo &
independents, both local and visitors, welcome
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Vail Mountain-exact venues TBD as outlined in a previous response above
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Recycling required in all areas of event
Use eco-friendly serving utensils (compostable or recyclable)
Ban styrofoam, not allowed within town limits
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.
Use of online registration, electronic waivers, electronic scoring sheets for
judged events and fabric bibs which can be used throughout the season
rather than disposable bibs.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
estimated 175 athlete registrants; estimated 500 athlete competition starts
Number of volunteers anticipated 100
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
1000
If applicable, final number of last years
attendance
n/a
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
250
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
30
Estimate the number of international
guests your event/program will bring to
Vail
15
How will your event/program increase
sales tax in Vail?
Dining: with the SSCV Clubhouse and Awards Ceremony near the base of
Golden Peak and several of the competitions at Golden Peak, Larkspur
Marketplace and Golden Peak Grill are likely see an increase in business
during Vail Cup race days. On average a family may spend up to $100 on a
race day
Lodging: some overnight stays by out of town families to be there in time
for morning race starts
Other Activities: Town of Vail Parking Structure fees
How will your event support the mission
and vision of the Vail Town Council?
Because the Steadman Clinic Vail Cup is complimentary, it is well
positioned to attract a variety of young participants ranging from a local Vail
Valley family to a Front Range family with a second home or seasonal
rental in Vail to an out of state or international family vacationing here for
the week to a fun, safe outdoor family oriented event. Because this event
is by definition on snow it must take place in the winter months. The event
attracts, supports and represents the future generations who will come to
love snowsports and a healthy outdoor lifestyle which are at the core of the
Vail Valley, and in turn cultivate future generations of year round lovers of
the Vail Valley.
How will your event or program support
the Vail brand identity?
Ski & Snowboard Club Vail is a premier snowsports club known for hosting
world class events on Vail Mountain. SSCV brings these strengths to this
event, making use of world class venues that Vail Mountain has to offer.
SSCV's strategic intent/vision statement aligns with its production of this
event and the Town of Vail Brand Positioning.
Strategic Intent/Vision Statement: Our objective is to provide the level
of quality commensurate to the needs and goals of all our athletes, so they
can become the best they can be. We aspire that more of our athletes will
become the best in the world than any other club. SSCV is a Vail Valley
centric program.
The event is synergistic with the Town of Vail's brand positioning as "The
Premier International Mountain Resort Community", introducing families to
yet another element of what it means to be part of the Vail community,
whether here short or long term, and an element that embodies the love for
skiing or riding that so much of this community shares dating back to its
founding fathers.
How is this event/program at the right
time for Town of Vail?
Children, now more than ever in these COVID times, need to have
opportunities to create connections and share safe, outdoor experiences
with peers, make new friends and further explore their passion for the great
outdoors. Children are most often extrinsically motivated to take part in an
activity because it is fun, they are with friends and/or family and, in the case
of snowsports, they enjoy being outside "playing" in the snow.
Whether they develop a life long passion for skiing or riding or they become
intrinsically motivated over time to train, compete and learn life lessons on
and off snow through the vehicle of a competitive sport---
-it all starts through the type of experience that the Steadman Clinic Vail
Cup provides
-it all fosters a healthy lifestyle to support the child's physical and mental
well-being into adulthood
Being able to provide this opportunity at no charge through the support of
sponsors like the Town of Vail with a complimentary event/program
focusing on children and family is "at the right time for the Town of Vail" and
at the right time for all youth who participate and family members who
spectate.
How will your event/program attract
target markets of both visitors and
community members?
SSCV will focus on the safe, outdoor, family nature of this event and it
being a complimentary introduction of youth to snowsports competition in a
fun, nurturing environment spanning all of SSCV's on-hill snowsports.
How will the event/program deliver fresh
content and enhanced experiences?
Every turn on snow or on-snow competition feature creates a new and
enhanced experience for the youth involved in this complimentary outdoor
event. and engages parents in seeing the passion sparked in their children
for another aspect of life on Vail Mountain. As we continue to find
ourselves in the midst of a world-wide pandemic, SSCV will emphasize the
family unit connections created between children and their parents as well
as the outdoor nature of this event which creates connections between
fellow athletes and parent spectators, connections needed now more than
ever for youth.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
These young skiers and riders are welcomed with open arms at the event
and given a bib displaying our generous sponsors which they wear during
competition and keep as a memento of their experience. Some
participants may even head home with a coveted medal recognizing their
top five individual event performance in their age group or at the end of the
event series with a trophy for a top five overall performance across all
competitions in their age group. The podium structure on the back patio of
the SSCV Clubhouse is a great culminating location for each event to
recognize our award winners and participants alike. SSCV will also solicit
in-kind donations for fun "goody bags" for the event participants.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
-Steadman Clinic Vail Cup website to be updated at
https://www.vailcup.com/
-SSCV Clubhouse News emailed to 4700+ people (current and alumni
athletes and parents along with friends of SSCV)
-Social media posts to Ski & Snowboard Club Vail Facebook page along
with Instagram and Twitter
-Vail Daily ads
-Press release featuring event and sponsor support
-Participants wearing bibs for each Steadman Clinic Vail Cup competition
which include sponsor logos
-wind flags at competition venues as provided by sponsors
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
SSCV has as a goal to maximize media and other exposure to its sponsors
(see Vail Cup exposure below) and thereby attract more sponsorship
support. SSCV has also just released the video at
https://skiclubvail.org/members/video/ to enable sponsorship and other
donors to realize the enormous impact they have on the lives of children.
Steadman Clinic Vail Cup $5000 Sponsors are provided the following
sponsor benefits:
-sponsor logo included on the Steadman Clinic Vail Cup website - click
https://www.vailcup.com/ for the 2019-2020 Steadman Clinic Vail Cup
website)
-sponsor may supply wind flags at their expense for placement near the
finish coral for Steadman Clinic Vail Cup competitions
-sponsor logo on online results sheets
-sponsor logo in hard copy ads for this event in the Vail Daily and in
SSCV's electronic newsletter that goes to over
4700 people
-sponsor logo and link to sponsor website on the SSCV sponsor page
under the applicable initiative and sponsor
donation tier for the initiative they are sponsoring - click
https://skiclubvail.org/support/sponsors/ for sponsor page
-sponsor ad 6 times per year in the SSCV Clubhouse News - click
https://skiclubvail.org/newsletters/ for past SSCV
Clubhouse News editions
-sponsor ad 6 times per year on the Ski & Snowboard Club Vail
Facebook page - click
https://www.facebook.com/sscvail for Ski & Snowboard Club Vail
Facebook Page
-Sponsor name listed in the Ski & Snowboard Club Vail 2022 Annual
Report (coming out in December 2022) on the
sponsor page - click
https://skiclubvail.org/wp-content/uploads/2020/12/2020_annual_report_fin
al-12-11-20.pdf for
SSCV's most recent Annual Report
-reference to SSCV initiative sponsors in an SSCV press release related
to the initiative - click
https://skiclubvail.org/news/ for SSCV Newsfeed
-SSCV press release issued after each Steadman Clinic Vail Cup and
provided to the Vail Daily as well as posted on
the above-referenced SSCV website newsfeed and SSCV facebook
page
Sponsor to provide above referenced ads to SSCV.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
SSCV has been producing world class on snow competitions for years
(both events sanctioned by governing bodies such as US Ski and
Snowboard, USASA, FIS, Rocky Mountain Freestyle and IFSA which are
held at the local, regional, national and international level here) and
unsanctioned events (such as the Vail Cup, Alpine Town Series and Nordic
Town Series). With over 600 snowsports athletes per year, many of whom
go on to be perform at top levels locally, regionally, nationally and
internationally (including NCAA athletes, national team athletes, World Cup
athletes and Olympians), SSCV is a leader in the production of snowsports
competitions through a world-class coaching staff working in collaboration
with Vail Mountain. The quality and depth of knowledge and resources at
SSCV are available to sustain and grow the event.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
SSCV has a proven track record for the 2020-2021 season of adaptability
in running competitions in order to adjust to changing public health orders.
The Steadman Clinic Vail Cup events are held outdoors. As with
sanctioned on-hill competitions that SSCV successfully hosted and ran last
season, SSCV has proven that it can limit contact with athletes through
outdoor distribution of bibs, placement of caps on the number of athletes,
coaches, competition crew and volunteers on a venue, virtual awards
ceremonies, and, if need be, no spectators on the hill or at the base, to
create a safe, healthy environment for everyone involved.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
approximately 200-a number in second homes or rentals up here and some
in overnight hotel stays
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Approximately $49,000 - assumes on average $35 per person x (estimated
competitor total estimated competition starts (500) + spectators (900))
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
See above of approximately $49,000 increased spending on a $5000
investment; I cannot place a dollar amount on positive impact on the health
and well-being of youth living in and visiting the Vail Valley who are able to
participate in this family oriented event during a worldwide pandemic or the
passion these events generate in creating a life long love of skiing on Vail
Mountain and being in Vail.
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.
www.discovervail.com A number of the families who come from out of
town that are part of SSCV development level part-time programs rent or
purchase a place in the Vail area and are in Vail with their children on a
regular basis throughout the winter season on weekends and the
Steadman Clinic Vail Cup is a key competition series for them. For those
Steadman Clinic Vail Cup participants that inquire about overnight lodging,
SSCV will direct them to www.discovervail.com and SSCV can list that
website on the Vail Cup website too.
BUDGET
Describe how you will use the funds
requested from the CSE.
SSCV will use the funds from CSE to cover Vail Resort charge of $1000
per competition day plus the cost of $200/day for the person needed to
oversee the on hill competitions plus to cover a portion of the bibs which
contain sponsor logos provided to participants to wear during competitions
and maintain as a keepsake after the event is over.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11455655118
What percentage % of the total
event/program budget is the CSE being
asked to fund?
approximately 33% analogous to the funding percentage from CSE for the
2020 Steadman Clinic Vail Cup.
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Steadman Clinic Vail Cup is a complimentary event and SSCV is
committed to keeping it complimentary to enable the youth living in and
visiting the Vail Valley to be outdoors engaging with other children and
exposed to snowsports competition in a fun, inclusive, family-oriented
environment. SSCV would likely reduce advertising for the event and need
to take away from the elements that accompany the event for the children
such as fabric bibs, ribbons and overall awards provided to the children.
This is not at all preferable as the advertising helps to broaden our reach to
capture more children to participate and the keepsake bibs along with
ribbons and overall awards add to the joyful nature of the event for the
children hopefully helping to engage the further in life on Vail Mountain in
the winter and the traditional competition environment in a championship
series were they to ever pursue a competitive snowsport.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
0
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11455655126
Objectives: What are you trying to
accomplish through your marketing
efforts?
Spread awareness of this complimentary youth series so parents register
their children for the event as well as provide exposure for our sponsors
including the Town of Vail of their support of the event.
Strategy: How will you meet your
objectives?
Through multiple channels including Vail Daily print ads, SSCV website,
Vail Cup website, social media posts, SSCV Clubhouse News circulation
and on-hill presence during the competition days.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
On competition days, a presence on Vail Mountain at or near the base of
Golden Peak including the SSCV Clubhouse Patio for registration, on hill
banners supplied by sponsors at competition venue areas, awards
ceremonies on the SSCV Clubhouse patio at Golden Peak, Vail Cup bibs
children are wearing on the hill on competition days that includ sponsor
logos, etc.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Facebook
Instagram
Twitter
Other: See previous answers plus ask Town of Vail to list Vail Cup dates on
Discover Vail, ask Vail Valley Partnership to include in their newsletter up
to SSCV's maximum allowed limit; ask Red Sandstone Elementary School,
Vail Ski & Snowboard Academy and Vail Mountain School, all of which are
SSCV academic partners, if they can include information in their school
newsletter and post to Vail Daily events calendar
Please list contact information for your
Media Relations or Public Relations
staff/firm
Sharon Schmidt
Phone (978) 621-8738
Email sschmidt@skiclubvail.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.facebook.com/sscvail
Twitter @SSCVail https://twitter.com/sscvail?lang=en
Instagram sscvail https://www.instagram.com/sscvail/
www.skiclubvail.org
How will you promote and utilize
DiscoverVail in your marketing efforts?
Yes. We will request that they list Vail Cup information there. We will refer
to families requesting lodging while they are in Vail with their child doing the
Vail Cup to DiscoverVail
Do you have a user database you utilize
for event promotion?
Yes. Current SSCV family database in Campminder plus Mailchimp email
distribution list which goes to 4700+ current and alumni athletes and
parents along with friends of SSCV>
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11455655138
What levels of sponsorship are you
selling for your event?
$5000 and $2500 level. The presenting sponsor and $7500 level sponsor
are taken
Please list your confirmed sponsors or
partners.
To date, Alpine Bank and Beck Builders are confirmed with a few other
proposals in the works. Steadman Clinic is an in-kind sponsor.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$17,500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
SSCV is in the process of soliciting in-kind sponsors for fun giveaways for
the children. The Steadman Clinic provides volunteer medical related
services for which I do not have a dollar value.
Please explain the potential for
additional sponsorships or partners.
SSCV is continuing to work with some potential sponsors for the Steadman
Clinic Vail Cup hoping to finalize 3-4 more sponsors including the Town of
Vail sponsorship which is the basis for this proposal.
What sponsorship level are you asking
the Town of Vail to support?
$5000 level
List the sponsorship rights and benefits
associated with this level.
Steadman Clinic Vail Cup $5000 Sponsors are provided the following
sponsor benefits:
-sponsor logo included on the Steadman Clinic Vail Cup website - click
https://www.vailcup.com/ for the 2019-2020 Steadman Clinic Vail Cup
website)
-sponsor may supply wind flags at their expense for placement near the
finish coral for Steadman Clinic Vail Cup competitions
-sponsor logo on online results sheets
-sponsor logo in hard copy ads for this event in the Vail Daily and in
SSCV's electronic newsletter that goes to over
4700 people
-sponsor logo and link to sponsor website on the SSCV sponsor page
under the applicable initiative and sponsor
donation tier for the initiative they are sponsoring - click
https://skiclubvail.org/support/sponsors/ for sponsor page
-sponsor ad 6 times per year in the SSCV Clubhouse News - click
https://skiclubvail.org/newsletters/ for past SSCV
Clubhouse News editions
-sponsor ad 6 times per year on the Ski & Snowboard Club Vail
Facebook page - click
https://www.facebook.com/sscvail for Ski & Snowboard Club Vail
Facebook Page
-Sponsor name listed in the Ski & Snowboard Club Vail 2022 Annual
Report (coming out in December 2022) on the
sponsor page - click
https://skiclubvail.org/wp-content/uploads/2020/12/2020_annual_report_fin
al-12-11-20.pdf for
SSCV's most recent Annual Report
-reference to SSCV initiative sponsors in an SSCV press release related
to the initiative - click
https://skiclubvail.org/news/ for SSCV Newsfeed
-SSCV press release issued after each Steadman Clinic Vail Cup and
provided to the Vail Daily as well as posted on
the above-referenced SSCV website newsfeed and SSCV facebook
page
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Our top level sponsorships (named sponsor) and $7500 sponsorship are
part of a much larger long term sponsorship commitment and sponsorship
arrangement on their part so not relevant to Steadman Clinic Vail Cup
participants.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
See above response.
How will you ensure fulfillment of the
sponsorship rights and benefits?
Once we enter a sponsorship arrangement with a sponsor their sponsor
benefits are entered into a master tracking spreadsheet and then assigned
fulfillment dates in a master calendar tracking spreadsheet. As SSCV
Director of Advancement I oversee that tracking process and the fulfillment
process with SSCV's Marketing, Special Events and Sponsor Relations
Manager that reports to me.
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?
SSCV relies on the generosity of sponsors like the Town of Vail to not only
run outstanding events that support the event's young participants such as
those participating in the Steadman Clinic Vail Cup but to also enable the
budgeted profits from each of our event to support operating budget
initiatives for the 600+ youth who participate in our part-time seasonal and
full-time year round programs so that every child has the opportunity to
reach their full potential both on and off snow. As SSCV's expenses to run
the Steadman Clinic Vail Cup have gone up since the 2019-2020 season
when you last supported this event we ask that you please consider
increasing your annual support from $4000 to $5000 to be at the $5000
level event sponsorship tier. Thank you so much for your consideration.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11455655150
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11455655151
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
SSCV just released a video at https://skiclubvail.org/members/video/ on the
impact that SSCV supporters like the Town of Vail have on snowsports
athletes both on and off snow during and long after their time at SSCV and
the gratitude that SSCV staff and current and alumni athletes have for all of
our supporters. 2019 Vail Cup website to be updated for 2021
https://www.vailcup.com/
File https://www.formstack.com/admin/download/file/11455655153
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 2, 2021 6:20 pm
Browser: Chrome 94.0.4606.61 / OS X
IP Address: 71.211.51.201
Unique ID: 868723279
Location: 38.852100372314, -104.77770233154
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Nanette Kuich
Title of person completing the
application
Education Director
Email Nanette@bettyfordalpinegardens.org
Phone (970) 476-0103 ext. 7
What is the name of your
event/program?
The Disappearing Alpine
Is this a new event or program?Yes
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$30,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Nov 03, 2021
Proposed End Date Oct 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
11/03 - 04/15: From Platte to Peak - RMSBA Botanical Illustrations Exhibit;
11/25 - 04/03: Family Winter Scavenger Hunt; 01/05-04/04: Self-Guided
Snowshoe Tree Tour; 01/06-03/31 (Wednesdays): Guided Snowshoeing;
05/28 - 10/31: Disappearing Alpine Outdoor Exhibit; 05/28 - 10/31:
Disappearing Alpine Family Scavenger Hunt; 05/31 - 08/30 - Guided Alpine
World Tour - alpine plants of the world walk; 06/01: Indoor Exhibit Grand
Opening - Mission Possible: Saving the Disappearing Alpine; 06/03, 06/16,
06/30, 07/14, 08/11, 08/25, 09/22 - Garden Workshops; 06/24: Keynote
Speaker: Brad Udall - The Colorado River and Climate Change; 06/09 -
09/06 (Wed) - Guided Walk on the Wild Side - Colorado native plant walk
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Betty Ford Alpine Gardens
Mailing Address Betty Ford Alpine Gardens
183 Gore Creek Drive, Suite 7
Vail, CO 81657
Phone (970) 476-0103
Event/program Website or Organization
Website
www.bettyfordalpinegardens.org
Number of years organization has been
in business
35
Organization's Mission Statement The mission of Betty Ford Alpine Gardens is to deepen understanding and
promote conservation of alpine plants and fragile mountain environments.
Our mission aligns with the Town of Vail's mission to preserve our
surrounding natural environment and to provide citizens and guests with an
abundance of recreational and educational opportunities.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Betty Ford Alpine Gardens
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
The Disappearing Alpine will be Betty Ford Alpine Gardens' 2022 new
year-round annual theme. Two exciting exhibits and associated activities
illustrate the effects of climate change through the lens of the disappearing
alpine ecosystem. Photographs of the unique plants and animals that face
extinction in the fragile alpine ecosystem will be displayed throughout Ford
Park. Indoors, families can participate in activities Betty Ford Alpine
Gardens is performing to conserve fragile mountain environments. Step
into the boots of researchers and explore mountaintops with tiny plants and
hardy animals, riparian streams and the creatures that live in them, and
interactive games and challenges posed by the disappearing alpine
ecosystem.
Year-round associated programs will include keynote speaker Brad Udall,
who will present the stark effects climate change has brought to the
Colorado River, the lifeblood for over 40 million people. Family scavenger
hunts and always-available self-guided family activities will be designed
around the Disappearing Alpine theme. A snowshoe scavenger hunt and
an ecology tour are offered throughout the winter months. Snowshoes are
available for visitor adventures. Additionally, From Platte to Peak, a Rocky
Mountain Society of Botanical Artists winter exhibit will illustrate plants
discovered by botanist Edwin James during the 1820 Long Expedition. The
BFAG Visitor Center is the only facility that offers a winter nature
experience for all ages in Ford Park.
Betty Ford Alpine Gardens is planning to install a permanent outdoor
exhibit, Vail in Deep Time, highlighting the geologic history of Vail in
addition to the 2022 annually themed exhibits and activities.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Betty Ford Alpine Gardens facilities and other locations in Ford Park are
the planned venue locations.
Do you plan to use Vail Recreation
District Facilities?
No
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 activities are planned outside the Town of Vail
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
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)
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.
Betty Ford Alpine Gardens is an award-winning, certified Actively Green
organization that includes sustainable procedures for all events and
programming. Any waste generated is sorted: trash, recyclables and
compost, with every effort to reduce trash to zero percent. New receptacles
are used to make this process flawless in order to keep the cleanest
stream. Local vendors are incorporated for additional needs including food,
artists and services. Product buying is guided by a policy for responsible
purchases. By learning about the surrounding mountain environment,
participants are engaged in environmental stewardship. Carpooling, TOV
and ECO buses, biking and walking are all encouraged as the best way for
access to the Gardens. Water and energy uses are examined in order to
identify any problems and to take immediate action. BFAG stays up to date
on eco-friendly innovations and processes in order to implement them into
programs and events.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
11
Number of volunteers anticipated 20
Number of event/program staff 12
Estimate of total number of
spectators/attendees anticipated
Over 125,000 throughout the year. Over 12,000 for indoor exhibit June -
September.
If applicable, final number of last years
attendance
Over 125,000
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
The exhibit and activities meet the Town of Vail and Betty Ford Alpine
Gardens' matching missions
to deepen understanding of the surrounding natural environment. "The
Disappearing Alpine" will focus on the fragile beauty of the alpine and Vail's
surrounding mountain ecosystems.
How will your event or program support
the Vail brand identity?
Vail Brand's natural grandeur is a result of being located within mountain
environments. Betty Ford Alpine Gardens' goal is to provide opportunities
for visitors and community members to delve more deeply into the unique
plants and animals that live in and depend on these ecosystems, including
the Town of Vail.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Multiple studies have proven that botanic gardens are a trusted source for
accurate scientific
information on all topics by the public, including climate change. The 2022
programs will highlight
the scientific and conservation work of Vail's Betty Ford Alpine Gardens, an
internationally
recognized botanic garden. BFAG is a leader and author of the 2020 North
American Alpine
Strategy, a blueprint for protecting alpine plants and ecosystems in the U.S.
and Canada. The
strategy is a guide for botanic gardens worldwide to follow. Visitors and
community members can
become advocates for threatened ecosystems in their communities armed
with the accurate
scientific information obtained at the exhibits and activities at BFAG.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
Betty Ford Alpine Gardens and Ford Park have been inundated with
visitors seeking a safe outdoor environment and respite from the pandemic.
The Gardens also provide the perfect opportunity for Vail's guests and
citizens to recover from plant blindness, the lack of awareness of plants in
one's own environment, nature-deficit disorder, the
idea that human beings, especially children, are spending less time
outdoors resulting in a wide
range of behavioral problems, and ecophobia, a feeling of powerlessness
to prevent cataclysmic
environmental change. All are increasingly problematic for many people of
all ages.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The exhibits will present how a warming climate is having a more severe
impact on the fragile mountain ecosystems of Vail. Brad Udall, a Senior
water and climate research scientist will be a keynote speaker, discussing
the effects of changing climate on the Colorado River, Vail's lifeblood.
Family self-guided scavenger hunts allow children and their families to work
together, following clues through the gardens to find answers on alpine and
climate-related questions. Naturalist-led walks focused on alpine and native
plants will open visitors' eyes and allow discussion about the incredible
diversity and fragility of plant life in Vail's mountain environment.
How will the event or program deliver an
educational component?
Betty Ford Alpine Gardens programming is all about education! Through
indoor and outdoor exhibits, daily drop-in interactive activities, scavenger
hunts, workshops and an expert speaker, visitors and community members
are exposed to knowledgeable sources of information on a changing
climate will affect mountain ecosystems and other worldwide ecosystems.
Betty Ford Alpine Gardens' 2022 "The Disappearing Alpine" exhibits and
activities will create an immersive experience that connects visitors to
critical ecosystems that are invisible in most of their everyday lives. Free
and low cost accessible, ever-changing lifelong learning opportunities are
available for adults, families and children. Betty Ford Alpine Gardens is the
only year-round actively staffed visitor venue in Ford Park. We welcome
and provide a wealth of ecological experiences for visitors of all ages. The
Gardens is a fun and safe gateway to Vail's natural environment. We are a
unique ecological adventure with changing annual themes to keep visitors
returning year after year. In 2020 additional outdoor interpretation was
added to the gardens highlighting our internationally recognized plant
collections and the diverse parts of the world they come from. Another
permanent exhibit "Vail in Deep Time", focusing on the geologic history of
Vail, will be installed in 2022. Visitor activities include rotating exhibits in the
Education Center, numerous themed guided and self-guided walks and
snowshoe treks through beautiful, cultivated gardens and natural areas.
Ongoing programs include Vail's culinary masters and yoga instructors
demonstrating their skills surrounded by nature. Families can drop in any
time to share activities. The popular annually themed scavenger hunt has
families work together to solve ecological mysteries with clues found
throughout the gardens for a prize!
How is this event/program at the right
time for Town of Vail?
Mountain ecosystems are especially sensitive to environmental change.
Presently, the North American alpine tundra is warming at twice the rate of
the rest of the planet. There is no better time to awaken awareness of the
environmental changes that are affecting Vail and other mountain
communities.
How will your event/program attract
target markets of both visitors and
community members?
Betty Ford Alpine Gardens is one of the few botanic gardens in the world
specializing in alpine and other mountain plants and capable of growing
and maintaining an internationally recognized collection. All exhibits,
activities and events are open to visitors at no or low cost and are aimed at
all age categories. Spanish translated guides of permanent exhibits are
available to extend ecological knowledge to Spanish-speaking visitors and
community members.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
The goal of inspiring community members and visitors to take action to
preserve all ecosystems from the effects of climate change and human
encroachment is the ultimate benefit of the 2022 "The Disappearing Alpine"
programming.
How will the event/program deliver fresh
content and enhanced experiences?
Many visitors and community members do not have the opportunity or are
not physically able to visit many of the world's diverse ecosystems. These
all new for 2022 "The Disappearing Alpine" exhibits, speakers and activities
will bring a unique environment to the visitor.
How will the event or program achieve
recognition and drive participation?
Visitors and community members can be inspired by the efforts of Betty
Ford Alpine Gardens and the Town of Vail to preserve and protect
surrounding mountain ecosystems. Betty Ford Alpine Gardens' publication
of the 2020 North American Botanic Garden Strategy for Alpine Plant
Conservation has made it an internationally recognized leader in
conserving imperiled mountain environments like Vail. Visitors continue to
visit the Gardens and spend time in Vail because fresh, new exhibits and
activities are presented each year. BFAG works to encourage visitors to
carry back the conservation message.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The Gardens already hosts over 125,000 visitors annually. Radio and print
advertisement, brochures, social media blasts and weekly concierge
updates are planned for the valley-wide community of 50,000. Colorado's
Front Range is also a radio and print target if CSE funding is acquired to
expand marketing reach.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Betty Ford Alpine Gardens will send out print and email newsletters and
social media postings to members, donors and visitor databases, and will
continue to write and submit timely and relevant articles and press releases
related to the environment, exhibits and speakers to the Vail Daily and
other print and radio media.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Betty Ford Alpine Gardens is an internationally recognized botanic garden
that has been a scientific source of information and event host in the Town
of Vail since 1986.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
The Gardens is outdoors and has provided a venue for all visitors
throughout the Covid pandemic. An outdoor rooftop terrace is used for
classes and activities. The indoor Education Center has sliding doors and
windows which supply excellent circulation and front desk staff has visitors
follow existing health orders.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
9,500
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$100
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$120,000
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.
The Gardens will send out a survey to all visitors who register at the front
desk of the Education Center as well as members and donors. We will also
compile social media feedback.
BUDGET
Describe how you will use the funds
requested from the CSE.
CSE funds will be used to offset the direct and marketing costs of the
$92,907 exhibits, expert speakers, workshops, and activities.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11456393884
What percentage % of the total
event/program budget is the CSE being
asked to fund?
32%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Marketing would be reduced. Outdoor signage, workshops and activities
may also be curtailed.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
11000
Do you intend to host the event or
program in Vail beyond 2022?
No
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11456393892
Objectives: What are you trying to
accomplish through your marketing
efforts?
Marketing objectives are to elevate the Gardens' reputation as a center for
environmental awareness and learning, to increase traffic, attendance and
attention to events, and, as a result, increase visitor numbers in the Town
of Vail.
Strategy: How will you meet your
objectives?
Summer and winter rack cards describing events and activities will be
distributed from BFAG facilities - 3 outdoor kiosks, Visitor Center, Alpine
Treasures Gift Shop, Schoolhouse Gift Shop, and will be provided to Vail
Information Centers, member mailings, concierges, and hotels throughout
the Vail Valley. Press releases will be written, and ads placed in the Vail
Daily. Content will be provided to DiscoverVail Things to Do as well as
regional websites. Vail Valley concierges and information centers will be
updated weekly, and regional magazines contacted to pitch stories. Emails
will be sent regularly to members and guests to raise awareness of
activities and events. There will be social media outreach and
program/event listings will be placed on the American Horticultural Society
website. The Betty Ford Gardens' BGCI Care for the Rare apps includes
Betty Ford Alpine Gardens tours among 10 nationally recognized botanic
gardens. Exhibit and educational materials are always available for visitors
to take away and share.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Informational posters, brochures and flyers will be distributed at the
Gardens' three entrance kiosks, Visitor Center, Alpine Treasures and
Schoolhouse Gift Shops. Concierge Eblast and rack card hand distribution
to lodging and restaurant venues are planned. Branding opportunities are
available for participation, as well as sponsorships and in-kinds. Local
merchants' sharing programs and event-related social media posts will be
used. Timeshares, churches, and clubs will include events in newsletters
and emails.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Radio
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Ellen Lorenz
Phone (970) 476-0103 ext. 3
Email info@bettyfordalpinegardens.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Betty Ford Alpine Gardens posts events and activities on Facebook,
Instagram and the Gardens' website
How will you promote and utilize
DiscoverVail in your marketing efforts?
Indoor and Outdoor exhibits will display the DiscoverVail logo. As the
Gardens did in 2021, we will forward a schedule of all events and activities
with write-ups and photos to be posted on the DiscoverVail calendars.
Do you have a user database you utilize
for event promotion?
Betty Ford Alpine Gardens website
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11456393904
What levels of sponsorship are you
selling for your event?
$10K (multiple) - Bronze, $20K (2) - Silver, $30K - Gold
Please list your confirmed sponsors or
partners.
Betty Ford Alpine Gardens solicits these sponsorships with the end of year
ask through individual philanthropy. We do not have any confirmed
sponsorships for the 2022 education exhibits yet.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
The Frechette Endowment is a permanently restricted fund and the
Gardens receives an annual distribution for this education exhibit.
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
The value of donation hotel rooms for speakers and food and beverage for
special events.
Please explain the potential for
additional sponsorships or partners.
A majority of Betty Ford Alpine Gardens funding comes from individual
philanthropy. We will identify specific donors who have interest in education
and conservation and ask for their support.
What sponsorship level are you asking
the Town of Vail to support?
Gold - $30K
List the sponsorship rights and benefits
associated with this level.
Complimentary tickets to member breakfast and speaker and garden party
events.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Same as above
How will you ensure fulfillment of the
sponsorship rights and benefits?
Director of Development will manage the fulfillment of these benefits.
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?
Betty Ford Alpine Gardens has applied for repair and maintenance funding
for the Gardens from Vail Town Council and is expected to receive
$70,000. The Council directed the Gardens to apply to CSE for Education
& Enrichment funding. These grants contribute to BFAG's annual budget of
$1.4 mm. Individual philanthropy and grants supply the remainder.
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11456393916
OPTIONAL ATTACHMENTS
File https://www.formstack.com/admin/download/file/11456393917
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11456393918
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11456393919
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11456393920
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 2, 2021 7:23 pm
Browser: Safari 15.0 / OS X
IP Address: 73.217.36.219
Unique ID: 868732106
Location: 39.645000457764, -106.59420013428
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Mike Thul
Title of person completing the
application
Director
Email Mike.Thul@xssentials.com
Phone (970) 390-4638
What is the name of your
event/program?
Vail Automotive Classic
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$ 10,000
How much was your event or program
funded in 2021?
$ 4,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 16, 2022
Proposed End Date Sep 18, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Automotive Classic
Mailing Address PO Box 111
Edwards , CO 81632
Phone (970) 390-4638
Event/program Website or Organization
Website
https://www.vailautomotiveclassic.com
Number of years organization has been
in business
12 years
Organization's Mission Statement The Vail Automotive Classic strives to bring together car enthusiasts from
all over the country for a 3 day event enjoying the beautiful backdrop of Vail
Colorado and to raise funds to support local non profit community
organizations.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Epic Promise Foundation
Vail Valley Charitable Fund
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
12 years
Please describe the location(s) of the
event or program in previous years
Vail Village through 2019.
Lionshead years 2020 and 2021
Please provide a detailed description of
the event/program and its activities
Friday - September 16
Barrett-Jackson Mountain Road Tour
A drive from Vail to Steamboat Springs following a route we carefully curate
to maximize fun driving and beautiful scenery. We will take a break for a
catered picnic and camaraderie in Steamboat Springs. Following lunch we
proceed back to Vail by a different route. Some drivers may opt to spend
some time exploring Steamboat Springs and make their way back to Vail
on their own schedule. Drivers select their group based on vehicle types
and driving styles; some may prefer a "spirited" drive while others prefer a
more leisurely pace.
CARS AND COCKTAILS
Light hors Doeuvres and cash bar at The Sonnenalp Hotel
Saturday- September 17
Cars & Coffee at the base of Vail Mountain's Gondola 1. This is a scenic
venue on the lawn. Friends and new friends gather to enjoy cars,
camaraderie and coffee. Open to the first 90 cars. Some may take this time
to plan a casual afternoon drive. Some car clubs may plan their own
afternoon activities.
Sunday- September 18
The Vail Automotive Classic Concours and Show. Cars will fill the streets of
Lionshead Village and the Vail Base area near the Eagle Bahn Gondola.
Enter your car to be judged or enter it for display (we won't judge!). This is
your opportunity to compete and to show off your pride and joy as we
welcome spectators to circulate.
Public welcome 8:30am - 2:00pm - no charge
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Vail Village at Vista Bahn September 17 9am - noon
Lionshead Village and Gondola Plaza and September 18 7am-3pm
availability is confirmed
Do you plan to use Vail Recreation
District Facilities?
No
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 - September 16
Barrett-Jackson Mountain Road Tour
A drive from Vail to Steamboat Springs following a route we carefully curate
to maximize fun driving and beautiful scenery. We will take a break for a
catered picnic and camaraderie in Steamboat Springs. Following lunch we
proceed back to Vail by a different route. Some drivers may opt to spend
some time exploring Steamboat Springs and make their way back to Vail
on their own schedule. Drivers select their group based on vehicle types
and driving styles; some may prefer a "spirited" drive while others prefer a
more leisurely pace.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
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 is a static automotive display with no environmental impact.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2500
Number of volunteers anticipated 25
Number of event/program staff 6
Estimate of total number of
spectators/attendees anticipated
2200
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
250
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
100
Estimate the number of international
guests your event/program will bring to
Vail
50
How will your event/program increase
sales tax in Vail?
Lodging, purchase in Restaurants and Stores
How will your event support the mission
and vision of the Vail Town Council?
The Vail Automotive Classic supports a vibrant, diverse economy and
community, while providing local residents and and guests with and
exceptional cultural experience during their visit to Vail.
How will your event or program support
the Vail brand identity?
Our heritage is the Vail Automotive Classic. Started in Vail, has become an
iconic Vail tradition with many repeat participants.
How is this event/program at the right
time for Town of Vail?
It is an additional event to bring affluent visitors to the shoulder season
following Labor Day Weekend.
How will your event/program attract
target markets of both visitors and
community members?
We market through trade publications, regional and national car club
newsletters, and well as personalized letters to previous participants.
How will the event/program deliver fresh
content and enhanced experiences?
Cars change every year. We continue to attract a wide variety of
automobiles and participants.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Many of these automobiles are literally works of art. Many eras and
generations are displayed appealing to all ages.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
In addition to the 2500 participants there are an additional 10,000 people
exposed to the event.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Our website includes video footage to familiarize people with the event. We
have local and national sponsorship as well as participation in regional talk
shows and news media. The sponsors are compatible with the Vail brand.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We have a dedicated volunteer Board of Directors, sone of whom have
been part of the event for 12 years, and some more recent Directors to
continue to provide new ideas and resources to grow the event. Please see
the Directors Bios at https://www.vailautomotiveclassic.com/team to
understand the dedication of the team.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We have changed venues within the Town of Vail and Lionshead to make a
adjustments for the pandemic while continuing to attract more attendees,
sponsors, and spectators.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
300+
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$ 350,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
The estimated return on investment ( ROI ) is $ 350,000 based on room
nights, dining, and shopping
$ 350,000 / $ 10,000 = 35:1 ROI
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.
We have hotel sponsors and participants. These hotels will let us know who
has booked rooms for the purpose of attending the Vail Automotive Classic.
BUDGET
Describe how you will use the funds
requested from the CSE.
Marketing - Banners, Advertising, printed materials
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11456500890
What percentage % of the total
event/program budget is the CSE being
asked to fund?
15%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Fewer participants due to reduced marketing which will result in fewer room
nights, meals and shopping.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
65000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11456500898
Objectives: What are you trying to
accomplish through your marketing
efforts?
An enjoyable event to attract participants and visitors to Vail.
Strategy: How will you meet your
objectives?
Markeing, advertising, word of mouth
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Cars draw attention to storefronts and restaurant patios. People stay within
the village rather than looking for activities outside the village.
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Posters
Rack Cards
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Mike Thul
Phone (970) 390-4638
Email Mike.Thul@xssentials.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
unknown
How will you promote and utilize
DiscoverVail in your marketing efforts?
please help us with this
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11456500910
What levels of sponsorship are you
selling for your event?
same as 2020 and 2021 - see attached file
Please list your confirmed sponsors or
partners.
we anticipate the same sponsors as previous years. Sonnenalp Hotel,
Barrett-Jackson, Anderson Windows, local and regional automotive repair
shops and dealerships
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$ 20,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$ 40,000
Please explain the potential for
additional sponsorships or partners.
we continually contact businesses - both related and non - related to the
automotive industry
What sponsorship level are you asking
the Town of Vail to support?
Presenting Level of $ 10,000
List the sponsorship rights and benefits
associated with this level.
see attached - primarily Logo Placement, mailing lists, etc.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Naming Rights
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
lowest level only allows for logo placement
How will you ensure fulfillment of the
sponsorship rights and benefits?
Sponsor are generally also participants and will see fulfillment of our
commitments
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?
none
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11456500922
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11456500923
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 2, 2021 9:36 pm
Browser: Chrome 94.0.4606.71 / Windows
IP Address: 174.51.162.121
Unique ID: 868748963
Location: 39.548698425293, -105.17449951172
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Mike Hix
Title of person completing the
application
National Operations Director
Email mikeh@bigticketsportsllc.com
Phone (720) 379-7903
What is the name of your
event/program?
Kick It 3v3 National Championships and Kick It 5-3-1 Challenge
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$35,000
How much was your event or program
funded in 2021?
$17,720
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jul 28, 2022
Proposed End Date Jul 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
07/28, 07/29, 07/30, 07/31
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Big Ticket Sports LLC
Mailing Address 10497 W Centennial Rd
Littleton, CO 80127
Phone (720) 379-7903
Event/program Website or Organization
Website
www.kickitsoccer.com
Number of years organization has been
in business
32
Organization's Mission Statement Big Ticket Sports LLC strives to provide every player a fun, rewarding and
educational platform to develop and practice the fundamental skills of
soccer. The Kick It 3v3 game is a fast paced, challenging and exciting
small sided game that features players in 1 on 1 situations utilizing their
foot skills, decision making ability and teamwork in a positive and rewarding
environment to help develop todays young soccer athlete. We strive to
continue to create one of the most family friendly oriented events that
focuses on the entire experience and allows for enjoyment and participation
at all ages.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Kick It 3v3 Soccer works closely with local High Schools (such as
Chaparral HS soccer program) to support their local city program called
Soles for Souls, which collects slightly used shoes to be delivered to under
privileged kids in poor countries in Africa. Additionally, we work with local
youth soccer clubs to collect used or seldom used soccer gear and
equipment to be delivered in similar areas.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
21
Please describe the location(s) of the
event or program in previous years
Kick It 3v3 has held numerous events over the the past 20+ years in Vail.
Our event has been held at the Ford Fields and Vail Athletic Fields every
year, less one year we were in Edwards, CO when the Ford Fields had
construction going on. King of the Pitch is a free event that is played in the
Vail Solaris Plaza, and we also hold a Scavenger Hunt throughout the Vail
Village and surrounding businesses.
Please provide a detailed description of
the event/program and its activities
Our 3v3 Championship event takes place over 3 days Friday - Sunday from
8a - 3p. Pool play begins Friday morning and continues into Saturday.
Sunday is our playoffs and Championships, with awards afterward - after
2/3p. On Friday evening after games have concluded, all families - both
local and from the event - are encourage to participate in our Free event -
King of the Pitch at the Solaris Plaza. This event is a fun, exciting activity
that has trivia and prizes as giveaways for the entire time. Since the event
is at the Solaris Plaza, it is an extra cost of $2,500 to rent the venue, so we
will look to use CSE funds to help offset this cost.
For our new Kick It 5-3-1 Challenge, we will begin at 8a on Thursday, July
28 and run til 4p, with Finals on Friday morning. This event is a
combination of a 5v5 game, 3v3 game and concludes with a 1v1 "duel in
the pit". It is a very exciting and revolutionary small sided game that will
bring additional players, teams, spectators and revenues to the area for the
weekend.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Ford Fields - 7/28 - 7/31 - 8a - 4p daily
Vail Athletic Fields - 7/28-7/31 - 8a - 4p daily
Solaris Plaza - 7/29 - 2p - 9p
We have secured both field locations already and are working on the
Solaris Plaza.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11456718464
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All 3v3 and 5-3-1 Challenge events, including our Scavenger hunt and King
of the Pitch, will be held in Vail and Vail Village areas. In 2022 we will have
150-200 events across the country from coast to coast that will be held
locally, regionally and nationally that will lead to our Vail Championships.
These events are run 12 months of the year.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Purchase carbon credits or offsets
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
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)
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.
By encouraging participants and their families to bring re-usable bags and
water bottles, we will be able to limit the amount of waste created as
opposed to those that do bring those items. We will continue to encourage
carpooling, walking, biking and use of public transportation to cut down the
carbon print left behind. Further, we will contniue to use recycling bins
and encourage the use of recyclable materials at the site.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
1300
Number of volunteers anticipated 10
Number of event/program staff 35
Estimate of total number of
spectators/attendees anticipated
5,200
If applicable, final number of last years
attendance
3,700
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
3000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
1900
Estimate the number of international
guests your event/program will bring to
Vail
300
How will your event/program increase
sales tax in Vail?
Our events will increase sales tax in the Vail area through a variety of
ways, but most importantly, it will be through the additional lodging,
recreational activities, dining and entertainment dollars the additional
spectators will bring in. The majority of our teams will have at least 1
additional night stay with adding a new event a day earlier, which means
additional dining and lodging revenue and tax dollars at least. Further, with
the new 5-3-1 Challenge event, we will have additional families from Utah,
Arizona, New Mexico, Texas and Oklahoma that have not yet attended a
3v3 event, and those teams will be playing in both events to extend their
stay. Lastly, with our new marketing partnership with c11 Marketing, we
will be doubling our event offerings across the US, and entering into new
markets in California, Oregon and Washington, as well as bringing in
additional new teams from the Hispanic communities due to our new
agreement.
How will your event support the mission
and vision of the Vail Town Council?
Big Ticket Sports LLC has an owner that is an NBA Legend, movie star and
has continued to influence the youth community through his support of
inner city programs, television commercials and local support of our 3v3
efforts. This exposure to new opportunities he brings us will allow us to
reach new markets, bringing in new and diverse teams/players/families to
experience Vail and our events. We are expanding our brand into Mexico,
and have made strong partnerships with International Soccer Academies in
Spain and England that will assist us in our international promotion of Vail.
In the Rocky Mtn Region, we are continuing to see heavy growth into the
northern Colorado market, southern Wyoming and now into South Dakota.
The commonality in all these efforts is kids, soccer and people that enjoy
the outdoors!
How will your event or program support
the Vail brand identity?
As mentioned above all these soccer families believe in leading active
lifestyles, healthy lifestyles, in a safe and affordable manner. We have
recreational and super competitive teams, and these people look for a
multitude of different outdoor activities and options to take a "soccer-cation"
to a beautiful place such as Vail. With the way our events are structured -
ending by 3p usually each day - this allows families many options to seek
out for the remainder of the day.
How is this event/program at the right
time for Town of Vail?
The last weekend in July has historically been a perfect weekend for this
event, as it is one of the last few remaining weeks/weekends leading up to
the start of school and fall soccer clubs resume action in their local areas.
It is a great time to experience the vacation getaway when the
temperatures are still hot in most of the country as well. Kick It 3v3 has
been offering this event in the Vail area for over 20 years and we constantly
receive great feedback from families on the timing as they look to come
back each year.
How will your event/program attract
target markets of both visitors and
community members?
All of our events are family oriented, and have a very diverse background
demographically and ethnically. Since teams will be playing for 3-4 days,
the diversity means families will be looking for many different options for
lodging to stay in for 3-5 days. The additional free events we offer - King of
the Pitch and our new Scavenger Hunt - offer people of all walks of life,
ages and participation levels to engage in these free offerings and
experiences, so there is a wide variety of options for everyone to enjoy.
The overall structure allows families to get the full Vail experience in,
whether its indoor or outdoors, without rushing around to miss
opportunities.
How will the event/program deliver fresh
content and enhanced experiences?
As we have done in the past, we will continue to offer the King of the Pitch,
but this time around we will look to change up the format to have different
categories to allow for additional players to enjoy. Building on our HUGE
success this summer with our "Amazing Scavenger Hunt" aimed at trivia
questions, history questions tied to the local businesses that our
participants had to physically visit, we will create an even broader
experience with more challenges and more fun! Lastly, we will also build on
our highly successful new Kick It 5-3-1 Challenge in Vail that will attract
new and additional teams in 2022 that will also allow these teams to
participate in both events. All this leads to a more enhanced, fun and
exciting experience for more people.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
We will be adding in interactive games on site, free soccer clinics, donation
stations, and continuing on with our speed kick contest. Players and
parents will continue to have the ability to be a part of our promotional
video each year that is viewed nationwide. We have brought back our
Karoke contest on site - boy is that a site to see - and we will continue to
have numerous partner giveaways.
As stated above, building on our HUGE success this summer with our
"Amazing Scavenger Hunt" aimed at trivia questions, history questions tied
to the local businesses that our participants had to physically visit, we will
create an even broader experience with more challenges and more fun!
Lastly, we will also build on our highly successful new Kick It 5-3-1
Challenge in Vail that will attract new and additional teams in 2022 that will
also allow these teams to participate in both events. All this leads to a
more enhanced, fun and exciting experience for more people.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Kick It 3v3 reaches our member database of over 110,000 people, along
with a strong social media platform with more than 60,000 followers - young
and old. We have extensive relationships with numerous local, regional
and nationals soccer platforms, clubs and organizations that assist us with
marketing to more than 2 million players nationwide and globally. With our
new partnership with c11 Marketing, they will assist us in enhancing our
social media reach, exposure to Hispanic markets both stateside and in
Mexico, as well as bringing in new National Partnership companies to work
with us.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
This opportunity is extremely bright with the new partnership we have with
c11 Marketing and their relationship with InterTicket. We will have access
to new sponsorship opportunities nationally and abroad, tv and radio
opportunities, and branding in a new and improved fashion. We are
continuing our relationship with FC SCHALKE 04 German Football Club
into 2022, and are working with them to enhance the overall player
experience in 2022 with more interactive camps and clinics, as well as
instructional videos specifically designed for 3v3.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We are adding new events in new markets as we speak, we continually
attend the largest and most influential Sports Conferences that have cutting
edge technology, soccer specific and organizational specific training and
guest speakers, along with continuing to build our relationships with the
local CVB's, Sports Commissions and youth clubs that we need to sustain
and grow our player counts. Our event directors, and Upper Management
are highly educated, experienced and have soccer coaching experience,
licensing and the passion to work with children in the soccer world. We are
always looking to better ourselves, improve our quality, execution of our
events and customer service to be the best!
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
In the summer of 2020, and during the middle of the covid 19 pandemic,
Kick It 3v3 was safely, logistically and geographically efficient in running
over 20 events in areas that were open to doing so. Not only did we run
these events flawlessly, we did so under extreme restrictions and
guidelines both locally, nationally and company wise to make sure we
followed every health ordinance we needed to, and then some. This was
evident in limiting people on the fields, adjusting games times to limit
interactions of players and spectators, masks, hand sanitizers, etc.
Additionally, we worked and communicated with local health officials, and
were able to build a safe plan for all participants - both written and posted
action plans onsite and emailed. Further, we built the "blueprint" for other
organizations to use and modify as it was the "gold standard" for clubs to
get back to holding events of their own. Kick It 3v3 is committed to
implementing whatever steps are necessary to will continue to make our
communities, families and events the safest possible.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
4252
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$4,446,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
5,200 attendees X $285 avg daily spend = $1,482,000
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.
As in previous years, we will track lodging details through our registration
process, with teams listing their teams' lodging choice/location as a
requirement. We will continue to partner with a variety of hotels, and
lodging partners through the area for participation and then list these on our
website. Due to the vast majority of teams having to travel at least 90 -100
miles at a minimum to attend the event in Vail, we will also continue to use
our Lodging partner - Traveling Teams - to secure additional lodging
options in the valley.
BUDGET
Describe how you will use the funds
requested from the CSE.
Requested Funds will be used to cover general operating costs of both the
3v3 event and the 5-3-1 event, to properly market and promote the event
through radio, tv, direct mail, social media, in person and through our
national events. Additionally, we will use the funds to increase staffing for
the event, pay for the use of the Solaris Plaza rental for our King of the
Pitch free event Friday evening, additional field rental days, lodging costs
for our staff and the 30+ referees that we use to referee our 2 events.
Health and safety precautions will continue to be a required need for our
events, and these funds will also assist with the purchase of items
necessary to execute our events safely and properly during the pandemic
and beyond. With the continually increasing operating costs, lodging and
dining costs, it is essential for the continual funding from the CSE to be
forthcoming, and increased to a level that is more on par with the amount of
revenue that our events generate. Without this funding, our events in Vail
will lose money and we will not be able to effectively, or financially be able
to hold an event there.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11456718508
What percentage % of the total
event/program budget is the CSE being
asked to fund?
33-35% of the total budget
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
The total amount of Funding provided will determine if the 3v3 and
additional 5-3-1 challenge event remain in Vail for years to come. Due to
the rising operating costs, lodging and dining costs, staffing costs, and field
costs, trucking, equipment, etc, the event will not be sustainable without the
CSE funding or an increase in funding. These events are complimentary to
the Vail area, the vision of the town of Vail and its future, as our participants
and spectators are an ideal fit with the outdoors and local culture of what
Vail offers. If not for the CSE funding of our event, the events would not be
profitable and we would have to search for alternative options in another
location.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
76000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11456718518
Objectives: What are you trying to
accomplish through your marketing
efforts?
Kick It Soccer is the leader in youth year round sports of small sided soccer
tournaments, events, camps and academies across the country and
regionally. With every local event and regional event that feed into the Vail
Nationals, we engage our participants in promotions that offer incentives to
attend the Vail Nationals, as well as the overall experience of the events.
With additional events planned for 2022, key strategic partnerships with
national marketing companies that already have a proven track record in
connecting with a wide variety of demographics that are directly connected
to our events and the type of participants we search for. We will continue
our efforts to engage with state soccer representatives to bring additional
awareness to our events, build coops with them, and extend our reach into
smaller communities that have a desired need for our events.
Strategy: How will you meet your
objectives?
As we have started doing already, we will continue to expand our reach
with our dynamic and diverse programming - Territory Licensees, local,
regional and national events, building our staff through additional hiring, as
well as our partnership with c11 marketing and their partner Interticket.
Through the relationships already established by our Owner and CEO of
Big Ticket Sports LLC, we will continue to grow our events through their
efforts, that will open up new avenues to bring in national partners to
expand our branding.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Kick It will continue to use its local relationships with the local soccer club
VVSC, as well as lodging partner Evergreen Lodge, to assist in creating a
presence to promote their brands in the community. With the successful
implementation of our local Scavenger Hunt on Saturday, we incorporated
at least a half a dozen businesses in the fun event, that helped draw
customers into their stores. We will expand on this fun event for all in 2022
by increasing the number of items, questions and businesses in the
scavenger hunt, as to expand local business awareness and brand. We
will look to secure additional coupons/discounts in the Solaris Plaza
business area for our Friday night King of the Pitch event.
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
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
Please list contact information for your
Media Relations or Public Relations
staff/firm
Marina Daniel
Phone (720) 379-7903
Email marina@bigticketsportsllc.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.facebook.com/kickit3v3
https://www.instagram.com/kickit3v3soccer/
Twitter - @kickit3v3soccer #soccer #kickit3v3soccer
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will continue to use the Discover Mail logo on all flyers, emails,
brochures and website event pages to promote the Discover Vail promotion
as we did in 2021.
Do you have a user database you utilize
for event promotion?
We have a user database of over 110,000 unique emails and that is
growing with our new 2022 partnership with c11 marketing and interticket.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11456718534
What levels of sponsorship are you
selling for your event?
We are actively looking for partnerships that are a good match with our
brand that will allow for product activation at our events. This product
activation can be in the form of healthy bars, healthy sports drinks, sports
tshirts/jerseys for participants, etc. We have a national sponsor - FC
SCHALKE 04 - that is returning for 2022. All other sponsors will be on an
in-kind or product activation level.
Please list your confirmed sponsors or
partners.
FC SCHALKE 04 - National Title partner
GoGo squeez - In process for returning in 2022
Multiple new national/regional partners in process for 2022
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$0
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
for 2022, FC Schalke 04 Shirts for participants do not have a dollar value
associated with it, but if it did, would be around $5ea
Please explain the potential for
additional sponsorships or partners.
Due to our new partnership with c11 Marketing and their partner Interticket,
we are very confident that we will have at least couple new national
partners for 2022, in addition to the returning partners from 2021. With the
owner of Big Ticket Sports LLC filming a movie currently about one of our
other company properties, the likelihood of this project creating new
partnership/sponsorship opportunities for our soccer property is very high
and likely if not in 2022, but into 2023 and beyond.
What sponsorship level are you asking
the Town of Vail to support?
We would ask that the Town of Vail continue to support Kick It 3v3 and Big
Ticket Sports LLC as a highly visible Regional and National sponsor for this
event. This includes the CSE funding, any marketing materials and support
to assist us in working together with the Town of Vail to plan, promote and
execute amazing events unlike any other.
List the sponsorship rights and benefits
associated with this level.
We will continue to promote the Town of Vail, through the Discover Vail
logo on our marketing brochures, flyers, email blasts, event page websites,
and any additional posters, etc that we use to promote this event. We will
continue to produce professionally edited videos and pictures of the area
and events we do to promote Vail and its surroundings to bring more
awareness - we send these pics and videos to our national partners, and to
over 120,000 unique participants across the world. We will continue to do
hourly PA announcements each day of our event to promote businesses in
the Town of Vail, as well as any local partners that connect with us to hand
out coupons, etc. All Town of Vail and CSE committee members are
welcome and encouraged to attend our events to get a first hand look at
our process and receive their own special partner giveaways!
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
The basic, or entry level is generally associated with local businesses
offering discounts or coupons to our participants that we hand out
throughout the event.
How will you ensure fulfillment of the
sponsorship rights and benefits?
Our marketing department ensures that all partners receive their due rights
and benefits, and we have our onsite directors making sure all product
activation is done properly, timely and accurately through our 32 years of
experience doing product/partner activation.
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?
Kick It 3v3 Soccer in Vail has been a staple for the Vail Valley for over 20
years, with the exception of 2020 due to the pandemic. We are planning
big things for 2022 and beyond and are very grateful to have built a very
solid, long lasting relationship with the people of the Vail community, local
government, CSE committee, parks and rec dept. and many others. We
make every effort each year to ensure this event is the BEST event we
have each year, as we understand the impact it has on the community and
each person's lives that attend. It is truly a great event, and one that could
not happen with out the support of the CSE Committee funding. This is
why we are asking the committee to increase our funding back to a more
reasonable amount, and a figure that we have traditionally been around.
We are planning huge growth in our company for 2022, which includes
huge growth in the Vail event, with additional activities and larger numbers
than ever before. Thank you for your support and continued efforts to bring
joy to so many people!
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11456718549
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11456718550
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.kickitsoccer.com
https://drive.google.com/file/d/1IBJK7yPYnGyR0DaX_g2kB_L8XLwdBr3V/v
iew?usp=sharing
https://drive.google.com/file/d/1Vg-Ozk_w29Mwz06FHtJDldg43Tq9bN7Q/vi
ew?usp=sharing
File https://www.formstack.com/admin/download/file/11456718552
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 3, 2021 2:51 pm
Browser: Chrome 94.0.4606.61 / OS X
IP Address: 67.162.159.188
Unique ID: 868913279
Location: 39.467800140381, -105.99620056152
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Jackie Christiansen
Title of person completing the
application
Director of Operations
Email jackie@startinghearts.org
Phone (970) 763-5306
What is the name of your
event/program?
Night of Excellence
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$6,300
How much was your event or program
funded in 2021?
$5,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Nov 18, 2022
Proposed End Date Nov 18, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Starting Hearts
Mailing Address PO Box 2981
Avon, CO 80435
Phone (970) 763-5306
Event/program Website or Organization
Website
www.StartingHearts.org
Number of years organization has been
in business
11
Organization's Mission Statement To provide a platform for citizens, supporters, and community stakeholders
to improve outcomes for sudden cardiac arrest victims through empowering
education, widespread distribution of defibrillators in public locations, and
activation of citizen first responders to confidently and capably provide
early care when needed.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Both Starting Hearts and the Eagle County Emergency Responders Fund
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2022 will be the 9th Annual Event. The event was previously solely
sponsored by the Vail Rotary and was call the EC Public Safety Awards.
Please describe the location(s) of the
event or program in previous years
This even is held each year at the Donovan Pavilion.
Please provide a detailed description of
the event/program and its activities
This annual event honors our outstanding Emergency Responders. The
public is invited, with activities including entertainment, silent auction, sit
down dinner and an opportunity to meet and talk with some of Eagle
County's outstanding frontline heroes. It is an opportunity to show
appreciation for our safety agencies and individuals while enjoying a lively
evening in the beautiful Donovan Pavilion venue.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Donovan Pavilion, November 18th, 2022. They currently are available on
this date and most dates in the month of November.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Donovan Pavilion
Donovan Pavilion - number of days
requested
1
Proposed Start Date - Donovan Pavilion Nov 18, 2022
Proposed End Date - Donovan Pavilion Nov 18, 2022
Do you need to add a second set of
dates for the Donovan Pavilion?
No
Please describe proposed use of
Donovan Pavilion facility
It will be used as the main venue for the Night of Excellence, including
social hour, sit down dinner, silent auction, awards ceremony and
presentation
Total in-kind value for Donovan Pavilion
rental
$6,300
ENVIRONMENTAL PRACTICES
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
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
Use eco-friendly serving utensils (compostable or recyclable)
Ban styrofoam, not allowed within town limits
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.
The event will be contained within the Donovan Pavilion where all dishes
and utensils will be non-disposable. There will be none to minimal impact
on the environment.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
160
Number of volunteers anticipated 12
Number of event/program staff 6
Estimate of total number of
spectators/attendees anticipated
40
If applicable, final number of last years
attendance
200
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
200
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
0
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
N/A
How will your event support the mission
and vision of the Vail Town Council?
Our Annual Night of Excellence event which recognizes the outstanding
efforts of our Eagle County Emergency Responders, aligns with Vail's world
class events and brand. This is an opportunity to recognize some of the
County's finest public servants.
How will your event or program support
the Vail brand identity?
This prestigious event brings together public safety agencies from around
the county to be recognized by their peers, as well as their communities
and the public.
How is this event/program at the right
time for Town of Vail?
The Night of Excellence comes at a perfect time for the Town of Vail. With
the current COVID19 environment and associated issues, such as increase
in sudden cardiac arrest, opioid crisis and more, this event shines a
spotlight on deserving individuals who go above and beyond the call of duty
to serve the citizens of the Town of Vail and surrounding communities.
How will your event/program attract
target markets of both visitors and
community members?
By November 2022 we hope to sponsor an event with upwards of 500
people, including local visitors and from out of town.
How will the event/program deliver fresh
content and enhanced experiences?
The event will include entertainment, raffles, silent auction and awards
recognition. A secondary, virtual event will follow the in person event to
reach a broader market that includes the public.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
This recognition event will include the public, in order to participate in the
honoring of the County's finest. It will be an evening of fun, recognition and
celebration, as we honor the 2022 winners.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing reach will be broad, inviting the Town's and County's citizens to
attend either in person or virtually. Along with the public, Eagle County
emergency responders, their units, peers and family will be present.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Starting Hearts has received an in-kind generous matching grant from the
Vail Daily for advertising of the event. We have an ad/pr/marketing plan
that includes Vail Daily ads, Radio Ads and mentions, television and social
media spots. The media will be aimed at large event sponsors and donors,
as well as to promote the event to the public.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Starting Hearts is experienced in creating successful events for the Vail
Valley communities, including All you need is Heart event and the Night of
Heroes 2020. All of the event's details are handled by our team, from
planning, video filming, scripting, organizing, coordinating creative
contractors and day of event production. Our plan is to grow this event
yearly, with more of an emphasis on big sponsors and public participation.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We are very adaptable to accommodate any changes in public health
issues, in fact the 2020 Night of Heroes event was originally going to be an
in-person event. Due to C19 restrictions, 10 days before the event, we
were able to change it to a virtual/online event. This year's November 2021
event will be a mixture - an in-person event on November 18th and a virtual
event on December 5th, 2021.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
10
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
This is very hard to say, as the event is a 4 hour event on a Thursday
evening at Donovan Pavilion. The majority of participants will be coming
from Eagle County as honorees or as guests of the honorees.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
This is not a large scale event, but an annual community event to thank the
Vail Valley/Eagle County Public Safety employees for a job well done and
in many cases, above and beyond their normal call of duty. As such, we do
not expect this to be a large ROI event for the Town of Vail in dollars, but in
good will and community heartfelt appreciation.
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.
For anyone coming into town or who would like to stay in the Town of Vail
for the event, we will direct them to Vail lodging resources. We will also
make prearrangements with a few local hotels for a special Night of
Excellence pricing.
BUDGET
Describe how you will use the funds
requested from the CSE.
CSE funds will go towards Event venue, Donovan Pavilion, weekend rate
of $6,300
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11458689255
What percentage % of the total
event/program budget is the CSE being
asked to fund?
13%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If the event is not funded at the full request, it will put us behind budget and
we will also have to choose a lesser desired weekday event date, versus
the desired weekend evening.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
21600
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11458689263
Objectives: What are you trying to
accomplish through your marketing
efforts?
We are trying to accomplish the following with our marketing efforts:
Raise Awareness of the event throughout Vail Valley and Eagle County
Raise Awareness of the efforts of Eagle County public safety agencies
Raise funds for the event through sponsors (event and table)
Invite the public to participate
Recognize our event sponsors
Strategy: How will you meet your
objectives?
Thorough proper marketing efforts including the following:
Email Campaigns
Personal emails
Personal phone calls by SH Staff, Rotary Committee members and
volunteers
Online media (social and traditional)
Radio Advertising and PSAs
Newspaper and online media
Word of mouth
Audience: Who is your audience? (You
may select more than one)
Returning guests
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
All event activities are limited to the Donovan Pavilion evening event
(5-9pm).
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
Radio
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Flyers
Event/Program App
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Jackie Christiansen
Phone (970) 763-5306 ext. 704
Email jackie@startinghearts.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
facebook/startinghearts
instagram/startinghearts
#NightofExcellence
@NightofExcellence
https://www.facebook.com/nightofexcellence (2022 event page)
Starting Hearts Facebook Event page (to come in 2022)
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will look into the opportunity of promoting this November 2022 event on
the Discover Vail website. This is not something we have done in the past
but are excited to learn how best to do this!
Do you have a user database you utilize
for event promotion?
Yes our user database is approximately 3,500+
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11458689275
What levels of sponsorship are you
selling for your event?
$5,000 - Platinum Level
$2,500 - Gold Level
$1,000 - Silver Level
$ 550 - Table Sponsor
Please list your confirmed sponsors or
partners.
Co-Sponsor/Host for event is the Rotary Clubs of Eagle County
$2,500 Alpine Bank
$5,000 US Bank
$1,000 Motorola
$1,000 Walmart
$1,650 Rotary Clubs (3 tables)
$2,500 Vail Epic Promise
$1,000 Town of Gypsum
$5,000 Vail Daily in-kind sponsor
$2,500 First Bank
$1,000 Comcast
$ 550 Vail Police
$ 500 Friends of Vail Rescue
$ 500 Slifer Smith Frampton
$ 500 PF Furniture
$ 500 Vendetta's Restaurant
$ 250 VFW
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$21,600
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$7,500
Please explain the potential for
additional sponsorships or partners.
We have 13 months to add more sponsors to the event at either the
designated sponsorship levels, inkind service or donations.
What sponsorship level are you asking
the Town of Vail to support?
Platinum - $5,000 + an additional $1,300 to cover the venue cost at
Donovan Pavillion.
List the sponsorship rights and benefits
associated with this level.
PLATINUM: $5,000
• Four seats for the event with six seats for safety agency participants
• Logo displayed on stage during event
• 20 Raffle Tickets for prizes and grand prize drawing
• Mentions in all radio and TV interviews and public services
announcements
• Logo recognition in all marketing, including print, press releases, event
posters, email, direct mail, and all social networking • Logo with link to your
website on the Starting Hearts and Eagle County
• Emergency Responders Fund websites
• Free Call.Push.Shock.TM CPR classes for 50 local employees • Final
opportunity for silent auction bidding
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
SILVER: $1,000
• Two seats for the event
• 4 Raffle Tickets for the prizes and grand prize drawing
• Logo recognition in all marketing, including print, press releases, event
posters, email, direct mail, and all social networking • Logo with link to your
website on the Starting Hearts and Eagle County
• Emergency Responders Fund websites
• Free Call.Push.Shock.TM CPR classes for 10 local employees
How will you ensure fulfillment of the
sponsorship rights and benefits?
Sponsorship benefits will be listed in the official CSE Event Recap report
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 invite the board to visit our event website at:
auctria.events/nightofexcellence
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11458689287
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11458689288
OPTIONAL ATTACHMENTS
File https://www.formstack.com/admin/download/file/11458689289
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 6:14 am
Browser: Chrome 93.0.4577.82 / Windows
IP Address: 73.34.238.205
Unique ID: 869105521
Location: 39.443901062012, -104.85150146484
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Connie Streich
Title of person completing the
application
Administrative Assistant
Email vaillaxinfo@comcast.net
Phone (303) 886-3500
What is the name of your
event/program?
Vail Lacrosse Shootout
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$25,000.00
How much was your event or program
funded in 2021?
$12,404.00
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 26, 2022
Proposed End Date Jul 04, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Men's Supermasters, Grandmasters & Zenmasters Divisions: 06/26 thru
06/28; U19 HS Boys & U19 HS Girls Divisions: 06/27 thru 06/30; Men's
Masters and Women's Masters Divisions: 07/01 thru 07/03; Men's Elite and
Women's Elite Divisions: 07/01 thru 07/04
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
International Lacrosse Promotions, Inc.
Mailing Address 7056 Turweston Lane
Castle Pines, CO 80108
Phone (303) 886-3500
Event/program Website or Organization
Website
www.vaillacrosse.com
Number of years organization has been
in business
49
Organization's Mission Statement To support and promote the sport of lacrosse through a geographically
diverse tournament that includes divisions for men and women in a wide
range of age groups.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Each year we make a donation to a charitable organization. The
organization varies from year to year. Provided our budget allows we
anticipate making a contribution to Lacrosse The Nations. Lacrosse The
Nations benefits under-served children in various parts of the world through
the sport of lacrosse. Other organizations will be considered as well.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
41
Please describe the location(s) of the
event or program in previous years
Each year we use the fields at Ford Park, the Vail Athletic Field, Vail
Mountain School, Donovan Park, Homestake Peak School Stadium and the
Eagle Vail Field.
Please provide a detailed description of
the event/program and its activities
We are an invitational lacrosse tournament for men and women with
divisions that include Under 19 High School Divisions for boys and girls;
Elite Divisions for men and women (collegiate and post collegiate, club
players); a Masters Division for men and women between ages 30 & 40; a
Supermasters Division for men between 40 & 50; a Grandmasters Division
for men between 50 & 60; and a Zenmasters Division for men 60 & over.
Each division plays over a period of 3 or 4 days. In 2022, we hope to again
host our youth lacrosse clinic for boys and girls ages 7 to 12 and possibly a
3v3 Chumash youth tournament. We did not host a youth clinic or
Chumash event in 2021 due to Covid. The tournament offers vendors that
sell lacrosse equipment and tournament logo'd apparel at the Ford Park
venue. We also provide live streaming of key tournament games through
social media and the tournament website. The 2022 tournament will mark
the 50th anniversary of the Vail Lacrosse Shootout. To commemorate this
anniversary, we are planning some special celebrations.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We plan to use the fields at Ford Park, Vail Athletic Field and the Vail
Mountain School field during the entire duration of the tournament - June
26 through July 4. Approximate times of field use each day will be 8:00
A.M. to 5:00 P.M. The Homestake Peak School Stadium field, the Eagle
Vail field and the Donovan Park field will only be used as needed
depending on game schedules. Times of field use for those fields will also
be 8:00 A.M. to 5:00 P.M. Each year we work with the Vail Recreation
District to determine field availability and to reserve the appropriate fields
for the specific dates needed. Each year we obtain a written permission
letter from Vail Mountain School for the use of their field on the dates and
times requested.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11461284919
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
We plan to use the fields at Freedom Park in Edwards for the High School
Girls Division and possibly games in the Women's Masters Division of the
tournament. We may also use the Freedom Park fields to accommodate
some games in the Men's Elite Division, as necessary. The Freedom ark
fields are necessary for the High School Girls division because their dates
overlap with the High School Boys Div. as well as the older men's divisions,
requiring additional fields. As stated above, we will use Homestake Peak
School Stadium and the Eagle Vail field for some tournament games on
days when several divisions overlap and more fields are needed due to
game schedules.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Provide water bottle filling stations
Provide secure bike parking area
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.
Action taken to reduce our event's environmental impact will include: 1)
providing recycling receptacles in close proximity to trash receptacles at all
field venues; 2) provide drinking water to teams and officials in large
Gatorade coolers and re-useable water bottles. Our staff washes these
re-useable water bottles nighty during the event, in an effort to discourage
the use of throw away plastic water bottles by players, coaches and
officials; 3) encouraging all participants to use team vans to transport
players in one vehicle to the various field venues, rather than individual
vehicles; 4) encouraging participants and fans to use the Vail transportation
system or walk to get to field venues; 5) encouraging teams to find
accommodations in the Town of Vail to reduce driving to field venues; 6)
communicating event information to teams via email, text and through the
tournament website; 7) use of an online registration system for team
registration, individual player registration and for submittals of team rosters;
8) car pooling by tournament staff to get to our various field venues.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
5,434
Number of volunteers anticipated 80
Number of event/program staff 20
Estimate of total number of
spectators/attendees anticipated
10,275
If applicable, final number of last years
attendance
8,859
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
4,110
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
6,165
Estimate the number of international
guests your event/program will bring to
Vail
60
How will your event/program increase
sales tax in Vail?
Event participants and "others" that accompany players and teams (family,
friends, chaperones), increase sales tax in Vail in the areas of lodging,
restaurants, bars, liquor store purchases, and grocery store purchases.
Sales tax is also increased by their participation in other recreational
activities while in Vail such as river rafting, bicycling, golf, horseback riding,
fishing, jeep & ATV tours, gondola rides, ziplines, etc. Each of our various
age divisions play in tournament games for either 3 or 4 consecutive days
in Vail, which requires that teams and others accompanying them stay in
lodging between 2 to 4 nights and purchase groceries or restaurant meals
each day. Since teams typically play one game per day, participants have
plenty of time to take advantage of those activities mentioned above during
their stay in Vail. Tournament officials and staff stay in Vail for an extended
period -- generally 10 to 11 days, thereby increasing sales tax in all of the
areas mentioned above during their extended stay.
How will your event support the mission
and vision of the Vail Town Council?
The Vail Lacrosse Shootout is an event that attracts to Vail some of the
best athletes in a very popular sport to participate in one of the oldest and
most well-known summer lacrosse tournaments in the country. Our event
provides a unique recreational event to both Vail Valley residents and
tourists visiting the Vail area. The Shootout is attended by varied age and
gender groups from a variety of geographical areas in the country and in
some years has also included international groups. The Shootout supports
Vail's effort to provide an abundance of recreational opportunities to the
area. We feel our event contributes greatly to Vail's vision of being a
premier international mountain resort community offering an abundance of
diverse activities and events.
How will your event or program support
the Vail brand identity?
As mentioned above, our event attendees, including players, their families,
friends and chaperones, travel to Vail from many geographical areas of the
country as well as some from Canada and sometimes internationally. Our
event has varied age and gender divisions from high school to over 60, so
a diverse group is becoming familiar with the Vail area and all it has to
offer. Tournament attendees are typically active, athletic and health
minded people of various ages that are likely to engage in other outdoor
activities while in Vail, or return to Vail to enjoy other recreational activities
such as skiing. They are people that appreciate the active, outdoor lifestyle
that Vail's setting offers. This diversity of ages, geographical areas and
income level represented at our event promotes Vail to a very desirable
demographic.
How is this event/program at the right
time for Town of Vail?
Our event adds a free athletic event comprised of some of the best athletes
in the sport of lacrosse for summer visitors as well as Vail residents to
enjoy. The Vail Lacrosse Shootout is considered by many to be "the"
summer tournament to attend. High school and college players are looking
for summer lacrosse tournaments to play in while out of school; older
players are often combining playing in the Shootout with a family summer
vacation. We feel that our event compliments and enhances the
summertime events and activities that are available to Vail's summer
tourists as well as residents of the Vail Valley.
How will your event/program attract
target markets of both visitors and
community members?
Our event strives to attract both visitors and community members by
offering a free, competitive lacrosse tournament featuring top lacrosse
players and very competitive games in many age and gender divisions.
The tournament takes place on and around the 4th of July, when there are
many visitors in Vail for the holiday, offering these visitors a unique event to
attend during their stay. The youth clinic and youth Chumash 3v3 event
that we hope to be able to include as part of the 2022 event is a great
community involvement opportunity that offers both local and visiting youth
in the area the opportunity to learn about the sport of lacrosse or improve
their lacrosse skills from talented lacrosse players and experienced
coaches. Note: we did not hold the youth clinic or Chumash event in 2021
due to Covid.
How will the event/program deliver fresh
content and enhanced experiences?
2022 marks the 50th anniversary of the Vail Lacrosse Shootout! We are
discussing how to celebrate this milestone anniversary during next
summer's tournament. Options being considered include holding a special
reunion celebration, possibly at the Vail Amphitheater, to celebrate the long
history of the tournament and how it has changed and grown over the
years. We would like to reunite those players, coaches and supporters that
have been a part of the Shootout for many of its 50 years. We hope that
many of them can attend this year's event to reminisce and celebrate with
us. After not being able to attend in 2020 and 2021, we would like to bring
back Lacrosse The Nations as a tournament sponsor. Lacrosse The
Nations offers support to children in impoverished areas through the sport
of lacrosse. We enjoy being able to partner with this organization as a
means of spreading the word about their mission and providing a way for
others to become involved in this worthy cause. Each year, we hope to
continue to expand and diversify the involvement of the Shootout with this
and other organizations that support the sport of lacrosse. As mentioned
above, we hope to be able to again offer our youth lacrosse clinic and a 3 v
3 Chumash youth tournament. If possible, we would also like to have an in
town activation in the Gold Peak area that would involve a lacrosse activity
that local and visiting youth can take part in.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The tournament provides lacrosse players of many ages the opportunity to
come together, reconnect and socialize with longtime friends and former
teammates. In our masters, supermasters and grandmasters divisions
many players bring their families, combining playing in the tournament with
a family vacation. Teams generally play one game per day, giving them
plenty of time to enjoy other activities in the Vail area with their teammates
and families. Each year the tournament hosts a team social at a local bar
offering players a chance to gather together and catch up with old and new
friends and teammates. As mentioned above, we hope to hold a special
celebration of the tournament's 50th anniversary. In the Vail Village, it's
evident that lacrosse players are enjoying the nightlife in the many
restaurants and bars. For spectators, we think that the beautiful setting at
Ford Park, surrounded by spectacular mountains, is the perfect
atmosphere to sit in the sun, enjoy incredible lacrosse action and celebrate
the summer.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing reach is achieved through press releases, our tournament
program, the tournament website, presence on social media sites including
Facebook, Twitter, Instagram & Snapchat and also through the live video
streaming of games during the tournament. In 2021, our souvenir
tournament program was available as a Flipbook on the tournament
website and we have positive feedback from tournament followers. In
2021, our Facebook page reached 25,531 during the tournament and our
reach on Instagram was 5,334. During this year's tournament, the
tournament website had 6,000 users, 12,000 sessions and 10,000 page
views. This year, we had a total of 10,197 views from streaming of key
tournament games on Facebook and Youtube. Streamed games can be
viewed on our YouTube channel all your long.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We continue to strive to keep the tournament website
(www.vaillacrosse.com) the main source of information relating to the
tournament and keep it updated with current information including game
schedules, field location maps, a summary of each day's game results, and
photos. We offer tournament sponsors a prominent display of their logo
and a link to their website. The Shootout is promoted on several social
media platforms including Facebook, Twitter, Snapchat and Instagram. We
are currently updating and improving our sponsorship package that details
various levels of sponsorship. We have a dedicated staff member that will
be reaching out and promoting the event to potential sponsors and we
hope to work with a sponsor to cross-promote our event. Media exposure
is gained through coverage of the event by the Vail Daily, inclusion of the
event on various event calendars and through live streaming of key games
in several divisions through tournament partner Scorebreak. The live
streaming of the event also offers an additional means of marketing our
event to potential sponsors, as we can offer video advertising that can be
viewed all year on our YouTube channel.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The producers of our event have been involved with the sport of lacrosse in
many different capacities over many years. Our tournament directors and
staff include former coaches at Colorado College, the head lacrosse coach
at Regis Jesuit High School; and coaches of youth programs in the Denver
area. Our tournament directors have an extensive knowledge of the sport
of lacrosse and due to their involvement with the sport and with USA
Lacrosse, the governing body of the sport, for many years, have many
connections with coaches, players and supporters of lacrosse. Those long
time connections with others involved in the sport are a great resource to
help sustain the tournament as a high quality event and make and reinforce
important connections to provide future growth.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
As we plan the 2022 event, we will stay apprised of the status of Covid
numbers and any restrictions that may be in place in Eagle County. In
2020, our event proved to be adaptable in dealing with the pandamic during
the months leading up to our event. That was a time of continual change
as Covid numbers increased, then the vaccine became available and Covid
numbers decreased. In both 2020 and 2021, we monitored information
from the Eagle County Health Department, stayed in touch with the Vail
Recreation District and with the special event coordinator for the Vail CSE
as to the status of restrictions on gatherings. We sent several
communications to teams registered for the Shootout keeping them
updated as to possible adjustments that might need to be made to the
tournament to be in compliance with restrictions in place and social
distancing requirements. When the 2020 tournament had to be cancelled
due to Covid, we refunded team deposits or carried them over to be applied
toward the next year's entry fee. In short, our event was able to adapt to
the situation and will be able to adapt in the future as necessary.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
15,100
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$4,212,900
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$210
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.
Our lodging partner, Erik Tilley of Peak Sports Travel, works with team
coordinators, individual participants and others traveling with teams to
assist them with their travel arrangements, especially lodging. When
booking lodging for our participants, Erik provides them several options in
Vail and Lionshead with each proposal. Prior to the event, tournament
communications to teams promote the services Peak Sports Travel offers
and we encourage teams to book lodging through Erik. In addition, if asked
by team coordinators for a recommendation of a good location for team
lodging, we always recommend they stay in the Town of Vail for closer
proximity to the most used fields.
BUDGET
Describe how you will use the funds
requested from the CSE.
CSE funds will be used to pay for advertising and promotional expenses
associated with the event, including the cost of producing the tournament
program, creating a promotional flyer and/or tournament poster, costs
associated with creation of an updated tournament logo for the 50th
anniversary and promoting/commemorating the 50th anniversary of the
event. Funds will also be used for expenses associated with maintaining
and continuing to improve the tournament website, expenses incurred in
the production of the live online streaming of games, costs associated with
promoting the event through social media sites, professional photographer
costs, and costs associated with our marketing efforts in order to comply
with the CSE's marketing guidelines and marketing checklist.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11461284957
What percentage % of the total
event/program budget is the CSE being
asked to fund?
11%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Tournament expenses that are not "hard" costs would need to be reduced
to adjust for the reduced funding. Hard costs associated with putting on the
tournament include the cost of field rentals, cost of providing officials and
athletic trainers, the cost of providing housing and meals for approx. 80
tournament staff, rental costs for scorer's and vending tents, and the cost of
providing portable toilets and trash removal at field venues. Many of these
expenses are increasing from year to year. The reduction in expenses
would therefore need to be made in promoting and marketing the event
including expenses associated with the live streaming television production,
the tournament website, creation and printing of a tournament poster and
expenses associated with promotion of the tournament through social
media sites.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
195200
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11461284965
Objectives: What are you trying to
accomplish through your marketing
efforts?
We hope that as the country's economy strengthens and businesses are
able to resume and/or expand their services after their downturn due to
Covid, potential sponsors will have more availability of funds to spend to
promote their businesses. We hope to increase the number and quality of
event sponsors and gain sponsors at higher levels of sponsorship, thereby
increasing sponsorship funds coming to the tournament. We strive to keep
expanding the outreach of our event to potential new participants, teams
and sponsors through our marketing efforts. Increasing the number of
attendees and sponsors at our event increases the level of competition and
makes the event more attractive to other potential sponsors. It also
increases the number of visitors our event brings to Vail, resulting in
greater spending benefiting the Town.
Strategy: How will you meet your
objectives?
By continuing and increasing exposure of our event to our desired
demographic through social media outlets, our tournament website,
increasing viewership of our online streaming of games, and expanding our
outreach to potential teams in diverse geographical areas. Also by word of
mouth recommendation to others from participants that enjoyed being a
part of our event, thereby encouraging others to make the Vail Shootout
their summer tournament of choice. To increase the number of sponsors,
we will continue efforts to distribute our sponsorship packet to potential
sponsors, and to market our event through social media. The live
streaming of tournament games via the tournament website and our
YouTube channel provides a valuable means to attract sponsors. Our
social media strategy is to use paid/boosted posts leading up to the event
to help our recruitment numbers and increase engagement. During the
tournament, we use mainly organic posts, to provide timely updates to the
tournament and keep participants and fans informed.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
In prior years we have attempted to hold an in town activation activity in the
Gold Peak area that would involve introducing youth to the game of
lacrosse and/or giving them the opportunity to use their skills in a fun,
non-competitive activity. Unfortunately, this has not worked out either due
to other activities going on at that time or due to existing damage to the
area caused by a prior event. We will explore possible in town activation
opportunities as we plan the 2022 Shootout
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
Online Event Listings
Web
Media Plan/Public Relations
Facebook
Instagram
Twitter
Posters
Event/Program App
Signage - Banners, etc
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Nikki McClintock
Phone (303) 257-7196
Email media@vaillacrosse.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @vaillacrosse; #vallacrosse; #vallacrosseshootout
Facebook: Vail Lacrosse Shootout
Twitter: @vallacrosse; #vallacrosseshootout
How will you promote and utilize
DiscoverVail in your marketing efforts?
We include the Discover Vail logo on all tournament written
communications including periodic informational letters distributed by email
blasts to teams as we organize and prepare for the upcoming tournament,
on all press releases that are distributed to outlets; on a tournament poster
and/or flyers advertising our youth clinic; and on the first page of our
sponsorship packet. The Discover Vail logo is on the first page of our
tournament website, www.vaillacrosse.com and is also on the cover of the
tournament program. Any advertising we place promoting the Vail
Lacrosse Shootout will include the Discover Vail logo as part of the ad.
Do you have a user database you utilize
for event promotion?
We have a database of mailing lists for each tournament division that
includes contact information for coaches, players, team organizers and
other individuals that have organized and entered teams in the Vail
Shootout in the current year, recent years or in the past. This database
also includes individuals that have expressed interest in receiving
tournament information. This database can be used for event promotion.
We also have a database of the players and coaches for the current year's
event that registered on our tournament registration site. Registration on
this tournament registration website is required in order to participate. We
typically do not use the registration site database for event promotion.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11461284977
What levels of sponsorship are you
selling for your event?
Our sponsorship levels consist of: Title sponsor - $20,000; Presenting
Sponsor - $10,000; Gold sponsor - $7,5000; Silver sponsor - $5,000;
Bronze sponsor - $3,000; Contributing Sponsor - $1,000. The promotional
benefits received by sponsors at each of these levels is outlined in detail in
our Event Sponsorship Packet which is attached. These sponsorship
levels are flexible and customizable based on a potential sponsor's needs.
Please list your confirmed sponsors or
partners.
We anticipate the following sponsors in 2021 will continue to sponsor our
event in 2022: Alpine Bank, Wendy's, Scorebreak, Peak Sports Travel,
Alpine Mobile Physicians, Vail Racquet Club, Kid's Adventure Games,
Herman's Hideaway, Smiling Moose, Qdoba, Edison Interactive, Laxgear.
In 2022, we hope to reconnect with a few past sponsors that were not able
to be involved with our event in 2020 or 2021 due to Covid, including
Lacrosse The Nations and Casey Powell World Lacrosse Foundation.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$10,700
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$0
Please explain the potential for
additional sponsorships or partners.
We hope to have discussions with past sponsors The Casey Powell World
Lacrosse Foundation and Lacrosse The Nations about their involvement in
2022. The cross promotion of our event through these non-profit
organizations will increase our exposure and may enable us to make
contact with potential new sponsors. We hope to add a sponsor that also
vends merchandise so that we can provide more varied vending options.
With this year's tournament being the 50th anniversary of the Vail Lacrosse
Shootout, we plan to reach out to companies and individuals that were
involved in the Shootout in the past and include them once again as part of
the observance and celebration of our 50th anniversary. We have staff
members that are focusing on reaching out and marketing our event to a
larger number of potential event sponsors
What sponsorship level are you asking
the Town of Vail to support?
We are requesting funding in the amount of $25,000 from the Vail CSE.
This amount would generally equate to our highest sponsorship level --
Title Sponsorship.
List the sponsorship rights and benefits
associated with this level.
As outlined in the attached Sponsorship packet, our Title Sponsorship level
includes:
On Field benefits: banners placed at Ford Field, sponsor name on
electronic scoreboard, PA announcements, vending booth for display, sale
and promotions, giveaways and promotions during the event, 4 daily
preferred parking passes.
Print: logo on tournament poster, inclusion in coverage in national and
local media, inclusion of sponsor name on all marketing materials, logo on
all official tournament clothing.
Digital: full page, color program ad on back cover of the tournament
program, designation on the program cover as a sponsor; logo with link on
event website, video ad during live streaming of games 6 times per day,
acknowledgment as a sponsor on social media; logo with link on all email
marketing communications.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
The Title Sponsor benefits mentioned above are our top level of
sponsorship.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
A Contributing Sponsorship is our lowest level of sponsorship. Those
benefits include: one banner placed at Ford Field, name on electronic
scoreboard, PA announcement, one-half page black & white ad in our
tournament program, designation as a sponsor in the tournament program,
logo with link on Shootout website.
How will you ensure fulfillment of the
sponsorship rights and benefits?
Several staff members will be designated to work with sponsors to as we
get closer to the start of the event and make sure that their sponsor
benefits are being provided, including communicating to them deadlines
and format for sponsor items such as their ad in the tournament program,
their video ads to be broadcast with our online streaming, and for their PA
sponsor announcements. We will arrange for pickup and placement of field
banners, will confirm their sponsor logo for inclusion in written materials
and/or clothing items, we will provide their vending tent and will work with
the sponsor as to items to be sold or given away as promotional items as
part of their vending.
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?
With regard to our request for relief for facility rental, we would again
request to increase the amount of parking that we have access to at Ford
Park and would like to extend our use of the parking lot to 5:00 P.M. We
would like to increase the amount of parking we can access without charge
in order to be able to provide close in parking for tournament staff, trainers,
our video crew, vendors, referees and coaches. These individuals and our
participants are generally gone from the parking lot by 4:00 each day, so
increased use of the parking lot and extension of the time to 5:00 P.M.
shouldn't interfere with availability of parking for amphitheater events, and
our staff can monitor this closely. Each year, we work with Vail Recreation
District to confirm our parking use and we enter into a parking agreement
with the Town of Vail prior to the event. Not having close in parking at Ford
Park is the most frequent complaint we receive from players and coaches.
They often comment that they are spending a significant amount of money
to stay in Vail for several days and are not happy with having to also pay
$10 per day to park close to Ford Park when playing in games at that
location.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11461284989
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11461284990
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.vaillacrosse.com
File https://www.formstack.com/admin/download/file/11461284992
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11461284993
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11461284994
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://www.formstack.com/admin/download/file/11461284995
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 8:05 am
Browser: Safari 14.1.1 / OS X
IP Address: 88.229.108.83
Unique ID: 869160153
Location: 37.00170135498, 35.328899383545
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Alex Ballesteros
Title of person completing the
application
Partner
Email alex@powabungafestival.com
Phone (602) 882-4900
What is the name of your
event/program?
Powabunga Music Festival
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
300,000
How much was your event or program
funded in 2021?
300,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Apr 15, 2022
Proposed End Date Apr 17, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Full Send Productions
Mailing Address PO Box 523
Eagle, CO 81631
Phone (602) 882-4900
Event/program Website or Organization
Website
powabungafestival.com
Number of years organization has been
in business
3
Organization's Mission Statement Our mission is to create immersive experiences that exemplify the uniquely
vibrant culture that continues to thrive in the Vail Valley.
We will rally active millennials from across the country, to be part of an
event that celebrates all the magic you feel when breathing in the Rocky
Mountains.
Our event will be anchored around 3 nights of world class music, a week of
large pop up art installations, and unique on mountain activities that are
more about bright self expression than going fast.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Ford Park
Please provide a detailed description of
the event/program and its activities
Large scale, world-class music and art festival
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Ford Park: 04/13/22 - 04/18/22 - 3PM-10PM
Dobson Ice Arena 04/15/2022. -04/17/2022 - 10PM-1AM
International Bridge 04/15/2022 - 04/17/2022 - 10AM-3PM
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11462200502
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
3
Proposed Start Date - Dobson Arena Apr 15, 2021
Do you need to add a second set of
dates for the Dobson Arena?
No
Please describe proposed use of
Dobson Arena
After party venue after main venue closes, 10PM-1AM
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of recyclable materials - banners, paper, etc
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
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.
We will partner with a sustainability partner to make sure we adhere to all
standard requirements for sustainability and have staff to help leave the
venue better than we found it.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
15
Number of volunteers anticipated 50
Number of event/program staff 50
Estimate of total number of
spectators/attendees anticipated
12000
If applicable, final number of last years
attendance
12000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
6000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
4000
Estimate the number of international
guests your event/program will bring to
Vail
2000
How will your event/program increase
sales tax in Vail?
Bring in 6000 per day seeking lodging, food, and merchandise.
How will your event support the mission
and vision of the Vail Town Council?
Powabunga will build on the magic of Vail and create an aligned brand that
fans want to attend year after year.
How will your event or program support
the Vail brand identity?
We aim to create spectacular events that put Vail on the map for
entertainment as much as recreation.
How is this event/program at the right
time for Town of Vail?
Closing weekend special!
How will your event/program attract
target markets of both visitors and
community members?
Booking the biggest artists in the world attracts members from all target
markets and community
How will the event/program deliver fresh
content and enhanced experiences?
Cutting edge art and production
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Creating a culture of fun with our brand by engaging our guests in costume
contests, races, venue activations, artist interaction, etc.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing reach will be worldwide, broad stroke brand awareness and
hyper-targeted and focused retargeting strategies.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Great potential to attract high value brand partners
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Been producing live events in the valley for 7 years.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We will work hand in hand with local officials to meet or exceed
recommendations
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
5000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$5 Million
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
12 to 15x
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.
Links through website that will track to hotel booking.
BUDGET
Describe how you will use the funds
requested from the CSE.
Booking top line artist and bringing in world class art
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11462200536
What percentage % of the total
event/program budget is the CSE being
asked to fund?
<25%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Lower tier talent resulting in less hotel nights and tax revenue.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
1000000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11462200544
Objectives: What are you trying to
accomplish through your marketing
efforts?
Broad stroke brand awareness and aggressive retargeting strategy
Strategy: How will you meet your
objectives?
Swarm marketing through socials and paid ads
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
International Bridge sponsor activations
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Posters
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Hannah May
Phone (614) 218-6022
Email hannah@thechatterclub.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
IG: @powabungafestival
FB: /powabungafestival
#powabunga
How will you promote and utilize
DiscoverVail in your marketing efforts?
Added to website and email campaigns
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11462200556
What levels of sponsorship are you
selling for your event?
Customized bran partnerships, no set levels
Please list your confirmed sponsors or
partners.
None confirmed yet for 2022
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$75,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$25,000
Please explain the potential for
additional sponsorships or partners.
We are open to working with brands that we align with our mission and are
a natural fit.
What sponsorship level are you asking
the Town of Vail to support?
We are confident that we are going to sell out Powabunga in December
2021 which will create a massive ROI on Vail's investment.
List the sponsorship rights and benefits
associated with this level.
Placement on all marketing materials, inclusion in email campaigns,
customer data sharing, and a substantail return on investment though
increased tourism and spending.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
N/A
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will work diligently with Town of Vail representatives to ensure that all
parties are receiving their desired benefits.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11462200567
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11462200568
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
powabungafestival.com
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 10:54 am
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 98.50.89.80
Unique ID: 869249459
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kristen Cooley
Title of person completing the
application
Tournament Director
Email vailcoloradolacrosse@gmail.com
Phone (303) 910-0669
What is the name of your
event/program?
Vail Lacrosse Tournament
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
7,000
How much was your event or program
funded in 2021?
5,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 21, 2022
Proposed End Date Jun 23, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Colorado Lacrosse LLC
Mailing Address 3157 S Dallas Ct
Denver, CO 80210
Phone (303) 910-0669
Event/program Website or Organization
Website
https://www.vaillacrossetournament.com
Number of years organization has been
in business
27
Organization's Mission Statement ACHIEVEMENT AT 8,000 FT. ELEVATION
Known as the highest altitude tournament in the country, the Vail Lacrosse
Tournament is a family-friendly competition, drawing nearly 2,000 players
and 3,000 spectators to the Vail Valley!
?
The Vail Lacrosse Tournament laid down its roots in Vail in 1995, just as
Lacrosse was picking up name recognition and momentum nationally. One
of the few high-altitude tournaments of its kind, the event draws participants
from around the country to compete while taking in the gorgeous Vail
landscape and all the activities the area has to offer.
The mission is to provide youth lacrosse players the opportunity to compete
against teams from across the Nation in a fun and competitive
environment, which teaches youth about sportsmanship and team
competition.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
The Challenge Foundation. We give a personal donation and ask for our
attendees to make donations if they see fit. "
The Challenge Foundation helps smart, ambitious, and hard-working
students break the cycle of poverty through educational
opportunities.Challenge takes a whole-student approach, awarding tuition
scholarships and individualized support services to students from
underserved communities. From middle school, at a college preparatory
school, and continuing through college, we see the big picture: the potential
in our scholars and their dreams of higher education, the impact they will
make in their communities, and the way that giving back to the world is a
privilege we should all strive to earn.".
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
27
Please describe the location(s) of the
event or program in previous years
Vail Mountain School, Ford Field, Vail Rugby Field, Eagle Vail
Please provide a detailed description of
the event/program and its activities
ACHIEVEMENT AT 8,000 FT. ELEVATION
Known as the highest altitude tournament in the country, the Vail Lacrosse
Tournament is a family-friendly competition, drawing nearly 2,000 players
and 3,000 spectators to the Vail Valley!
?
The Vail Lacrosse Tournament laid down its roots in Vail in 1995, just as
Lacrosse was picking up name recognition and momentum nationally. One
of the few high-altitude tournaments of its kind, the event draws participants
from around the country to compete while taking in the gorgeous Vail
landscape and all the activities the area has to offer.
?
At 8,150 feet the Vail Lacrosse Tournament has something for everyone.
Exposure to teams and talent from across the nation
Approximately 100 teams in 4th,5th, 6th, 7th, 8th grade and High School
boys and girl's divisions.
A unique team building experience that helps players develop as
individuals.
Round-robin tournament format and divisional playoffs
First and second place trophies will be presented for each division.
Depending on field availability, tournament games will be held in Vail,
Eagle-Vail, Avon, or Edwards.
Teams can extend their trip and participate in the Denver Shootout, the
event precedes the Vail Lacrosse Tournament.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
June 21st-June 23rd:
Times 6am-5pm
Vail Mnt. School, Ford Field, Vail Rugby Field, Eagle Vail Soccer and Turf
Field.
Joel R. has been contacted and confirmed dates and times.
In addition, if available, we will be looking to rent a field or 2 for practice on
Monday, June 20th from 12-5pm for teams
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11463491548
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Avon and Edwards. This is due to the size of our event and needing more
athletic fields.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Provide water bottle filling stations
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.
We ask all parcipitants to take public transportation to the fields and back.
In addition we provide water refill stations at all locations. Onsite we have
always had trash and recycle bins. Our staff also helps ensure that all trash
and recycle ends up in the assigned locations.
We are interested in using the Zero Hero tents and Staffing; however, this
service is only achievable through financial help with the Town of Vail
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2000
Number of volunteers anticipated 10
Number of event/program staff 15
Estimate of total number of
spectators/attendees anticipated
7,400
If applicable, final number of last years
attendance
7,000 to 7,500
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
5,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
2650
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
The event is structured to allow teams and families to plan events, dining
and explore Vail. 67% of our guests stay in commercial lodging with the
majority (65%) staying in Vail. With the majority of our guests staying in
Vail, the event will provide an increase in sales tax in Vail through lodging,
entertainment and other recreation activities. 60% of our guests stayed an
average of 3 nights
How will your event support the mission
and vision of the Vail Town Council?
Yes. 53% of our visitors travel from outside of Colorado with the average
travel party size of 5. Our research indicates that not only is there
opportunity for group events with teams (20 plus players per team), but
also family group business. Our event is structured to provide groups the
opportunity to enjoy Vail in the mornings, afternoons and evenings. We are
able to provide our guests these opportunities because the event schedule
is structured so teams are done playing by 5pm and either play games in
the morning (8am-noon) or afternoon (noon-5pm). This schedule allows
teams or families to book group events
How will your event or program support
the Vail brand identity?
As the highest altitude national youth lacrosse tournament, the Vail
Lacrosse Tournament is all about playing competitive games and providing
memorable moments off the field for parents, coaches and players. We
promote and encourage all of our guests to explore the Vail Valley and
experience all of its wonders and adventures. We believe in providing our
guests with the best experience on and off the fields during our event. The
structure of our event and the profile of our guests creates a lot of synergy
with the Vail brand identity because we are an outdoor recreation event
with the goal to provide an experience like nothing else on earth.
How is this event/program at the right
time for Town of Vail?
The Vail Lacrosse Tournament is a great way to start the summer events in
Vail. We are one of only a couple events that bring a large number of
guests from out-of-state to vacation for a week in Vail, especially during the
middle of the week and not on a holiday. June follows the mud season and
a lot of local business return to the Valley to serve our guest and get ready
for the event packed summer in Vail.
How will your event/program attract
target markets of both visitors and
community members?
According to our 2017 Economic Report conducting by RRC
Associates.The event received a NPS of 52% with 64% being self
promoters of the event. Respondents were asked to indicate how important
the Vail Lacrosse Tournament was in their decision to visit the Vail area
during their trip on a 0 to 10 scale, with 0 meaning it had no influence and
they would have come to Vail anyway and 10 meaning it was their only
reason for visiting Vail. Results indicate that the samplewas generally
strongly influenced by the Tournament to visit Vail, with an average rating
of
8.9. Seventy-two percent called it "my only reason for coming to Vail." This
is an important
indicator of the strength of the tournament in driving visitation. the highest
rated aspect of
the Tournament was the "venue/location of the Vail Valley" at an average
of 4.5, followed
by "organization and functioning of the Tournament" and the "overall
tournament," both at
4.3. It is clear that our guests visit the event to experience Vail which
means there is significant opportunity for the community to benefit from the
demand of our guests
According to our 2021 survey, 70% of the guest were new to the event.
They traveled from Texas, COlorado, Maryland, Illinois, Ohio, Florida,
Tennesse, California, North Carolina, Washington DC, Idaho, Minnesota
and Indiana. We do believe that the above 8.5 out of 10 and affiliated NPS
of 72 is a strong representation of the event. 76% of respondents rated the
event 8-10, 21% rated the event 5-6, and 4% rated the event 1-4.
How will the event/program deliver fresh
content and enhanced experiences?
Over the last 24 years, the event has continued to grow in participation and
attendance. The ability for the Town of Vail to interact with the growing
number of guests is a significant value add for the town and the event.
There is an opportunity to host special events in the Village with music,
food and entertainment on Monday or Tuesday night. Moreover, there is
opportunity for small businesses to host special events or promote group
discounts to the teams and families attending the event. Truth be told, the
opportunities are endless and there is so much more that Vail can offer to
our guests. Furthermore, with financial aid from the Town of Vail we will be
able to strengthen our brand awareness and expand our marketing efforts
to attract more teams.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The event is all about fun. We provide competitive games, competitions for
prizes, photo competitions on Instagram, snap chat and other social media
for our guest and athletes to participate in during the event. The event is
working with sponsors and on site activation teams to create skill
competitions, photo contests and other onsite activities for our guest.
Please remember that our event is a youth tournament, so most of the time
the guest are playing games and having fun with their teammates and
family.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
2,500 athletes, 7,000 spectators, on average 90-100 teams, facebook
1,000 followers, 8,300 instagram followers, 7,000 news letter readers,
60,200 session on our mobile app.
Through partnerships with US Club Lacrosse our social media posts are
receiving 26,000 views and 4,900 likes on average per post
You will find more information in attachments that reflect our national PR
efforts, search results....
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The event will continue to expand and strengthen our brand recognition
through the multiple channels on social media, google ads, and other social
platforms. We will grow awareness through video collateral, news letters
and partnerships with sponsors who have a strong following and brand
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The event producers have been involved with the event since it started 23
years ago. Over the last 10 years, the produces have been successful
growing the number of teams attending the event and expanding the brand
awareness. The producers have invested a significant amount of capital
over the last 2 years in marketing and re-branding the event. This pattern
will continue as the work to improve the quality and customer service of the
event.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Vail lacrosse tournament is committed to keeping the Town of Vail safe, our
attendees, and our staff. We will continue to send out reminders to wash
hands, stay home if sick, and ask that coaches and parents report any
illnesses. Should there be a mask mandate in order, we will be sure all our
attendees follow all of Vail's requests and orders at that time.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
1700
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
1,663,741
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
1,500,000
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.
In past years we have partnered with a local travel agent to promote our
lodging called Peak
Sports Travel which resulted with 67% of our guest staying in the Town of
Vail. This year we are considering a stay to play policy and are discussing
options with local lodging partners
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used to improve our customer service and brand
recognition. We are very
interested in providing more onsite activation with promoters of other
activities in Vail.
Our goal is to provide a high quality event with a hospitality feel and ease of
booking reservations
and planning other events in Vail. The funds will also be used to improve
our marketing and brand
awareness. Youth lacrosse is one of the fastest growing industries in the
U.S. and 50% of our
teams travel from outside of Colorado to attend event; however, there is
still room to improve our
demographics and pull teams from outside of Colorado.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11463491633
What percentage % of the total
event/program budget is the CSE being
asked to fund?
2.5%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will not be able to provide recycling programs, improve customer
service, improve marketing
e?orts and access other programs that improve the guest experience and
return dollars to the
town of Vail
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
95
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11463491646
Objectives: What are you trying to
accomplish through your marketing
efforts?
We will continue to increase our brand recognition and penetrate
out-of-state markets for the
sport of lacrosse. We will do this by attracting larger partners and increase
our marketing budget
to target a larger demographic. Youth lacrosse is one of the fastest growing
organized sports and
we intend to keep pace with the popularity of the sport.
Strategy: How will you meet your
objectives?
Publications in major print such as Inside Lacrosse, Lacrosse Magazine,
onsite activation with
US Club Lacrosse and online growth through targeted social media, google
ads and other channels.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
The opportunities are endless for our event; however, our guests want to
see more onsite food
vendors and ?nd ways to better explore the Town of Vail as well as the Vail
Valley. By working with
the Vail Partnership, the Vail Special events team, and the Vail Restaurant
Association and
Chamber of Commerce we will partner on marketing e?orts and special
promotions for our
guests.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Event/Program App
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kristen Foster
Phone (303) 910-0669
Email vailcoloradolacrosse@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@vaillactournament
@vaillax
#Vaillacossetournament
How will you promote and utilize
DiscoverVail in your marketing efforts?
DiscoverVail is sent out in our newsletters, displayed on our webpage and
posted in social media posts
Do you have a user database you utilize
for event promotion?
our subscribers and followers
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11463491658
What levels of sponsorship are you
selling for your event?
This is a confusing question. We are selling all levels of sponsporship, but
we are only selling the Presenting Sponsor level to the Town of Vail
Please list your confirmed sponsors or
partners.
Partners US Club Lacrosse & US Lacrosse
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
0
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
0
Please explain the potential for
additional sponsorships or partners.
The potential for additional sponsors exist in lodging, outdoor recreation,
performance gear, real
estate, food, beverage, technology such as fitness bands, health apps,
booking agencies...
What sponsorship level are you asking
the Town of Vail to support?
Presenting
List the sponsorship rights and benefits
associated with this level.
Multiple on-site opportunities to
DISTRIBUTE PRODUCT & PROMOTE BRAND
to key influencers. onsite publication, happy to place up banners, social
media and newsletter posts. tournament webpage acknowledgment.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
na
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
onsite mention and only 2 social media post
How will you ensure fulfillment of the
sponsorship rights and benefits?
we will be sure Vail gets a copy of all our marketing efforts
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11463491669
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11463491670
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.vaillacrossetournament.com
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 10:58 am
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 24.25.218.25
Unique ID: 869251566
Location: 33.095798492432, -117.27210235596
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Dave Dressman
Title of person completing the
application
VP, Sales & GRFA
Email ddressman@vvf.org
Phone (970) 777-2015
What is the name of your
event/program?
Winter Mountain Games Preview
Is this a new event or program?Yes
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$150,000.00
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Feb 25, 2022
Proposed End Date Feb 27, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Valley Foundation
Mailing Address 90 W Benchmark Rd #300
PO Box 6550
Avon, CO 81620
Phone (970) 777-2015
Event/program Website or Organization
Website
vvf.org
Number of years organization has been
in business
40
Organization's Mission Statement To enhance the quality of life in the Vail Valley and showcase our
community to a global audience through arts, athletics and education.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
The Vail Valley Foundation
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
Our plan is to utilize the 2022 Winter Mountain Games Preview as a launch
pad for the full Winter Mountain Games in 2023. In 2022, we plan to include
three Ski Mountaineering World Cup test events (inclusive of an individual
Skimo race, a Skimo Sprint and a Skimo Vertical Challenge). These
competitions will be a mix of professional/invitation only and open/public
participation. In 2023 the Skimo events will evolve into a World Cup Skimo
event sanctioned by the ISMF. Additional athletic competitions in 2022 will
include an XC Snowshoe 5K & 5K Dog Derby, Fat Tire Bike Challenge, and
a Bootlegger Family Fun Race.
The foundational elements of the Winter Mountain Games will mimic the
very successful GoPro Mountain Games (summer). Those elements
include: human powered events, significant prize money, Pros & Joes able
to compete together, family-friendly atmosphere, free to attend, capitalizing
on our beautiful setting of Vail, and crafting the overall event based on the
tagline of "Athletes, Art, Music & Mountains."
We plan to have a animated sponsor village in Vail with a variety of F&B
elements. We are planning for "Mountains of Music" to take place at
Solaris Plaza on Friday & Saturday nights with artists of the same caliber
as the GoPro Mountain Games (2 bands per night).
The major athletic differences between the 2022 Winter Mountain Games
Preview Event and the 2023 Winter Mountain Games event will be that in
2023 we plan to add more participatory comps, an Ice Climbing World Cup
and a Big Air Competition.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We plan on utilizing Vail Village including Solaris Plaza, Vail Mountain,
Golden Peak and Mountain Plaza base areas, and the Nordic Center/Golf
Course. Dates: 2/25-27, 2022.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://www.formstack.com/admin/download/file/11463523489
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
Provide water bottle filling stations
Provide secure bike parking area
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.
In addition to the notes above, this event will continue to embrace a clean
approach for events including those taking place in the Town of Vail and
Vail Mountain as well as in registration and athlete facilities. A fully vetted
sustainability plan will be created in conjunction with Town of Vail, Vail
Mountain and Walking Mountains.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
500
Number of volunteers anticipated 75
Number of event/program staff 50
Estimate of total number of
spectators/attendees anticipated
20,000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
10,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
5,000
Estimate the number of international
guests your event/program will bring to
Vail
250
How will your event/program increase
sales tax in Vail?
By bringing visitors in to watch and participate in events, explore the
Village, and enjoy the ancillary music and animation.
How will your event support the mission
and vision of the Vail Town Council?
By further positioning Vail as a hub of sport competition, providing a vibrant
athletic and cultural offering to compliment the amazing skiing and riding
opportunities in February.
How will your event or program support
the Vail brand identity?
By beautifully complimenting the normal winter ski and recreational
offerings in Vail. By creating a exciting reason for guests to visit Vail for an
event that spans music, art, sports and mountain lifestyle.
How is this event/program at the right
time for Town of Vail?
This event will compliment and enhance the winter experience for guests
and give them added reason to come to Vail in the Winter when there are
many different resort options in CO.
How will your event/program attract
target markets of both visitors and
community members?
It will be free and will showcase amazing athletes, offer participatory
opportunities, celebrate the Mountains, and bring world class live music
into the heart of Vail Village along with interactive sponsor activations and
great F&B options.
How will the event/program deliver fresh
content and enhanced experiences?
This event will take the very successful recipe from the Summer Mountain
Games, tweak it, and expose the many different amazing opportunities of
Vail to locals and tourists alike. The event will involve different winter
activities, entertainment, and sponsor activations. Something for everyone.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Via the combination of sporting competition, curated sponsor and vendor
activations, live music, awards, of course skiing and riding.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Via a national marketing campaign, strategic sponsor and media
partnerships, significant prize money offerings, and world class hospitality.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The potential is high as this event, like other VVF events, will be driven by a
sponsorship revenue model. VVF will focus on creating impactful media
and sponsorship packages for the right brand partners to elevate the event
and the athlete and guest experience.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The VVF has a long history of successful event production & venue
management in the Vail Valley and a strong relationship with the Town, Vail
Resorts, USFS, VRD and many partners, sponsors, media and contractual
staff.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We will adjust our policies in place according to the changing public health
orders. We have had a lot of experience over the past year in operating our
various projects and have become adept at quickly adjusting our events to
meet ever changing health orders.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
500
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$1,000,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$1+ million in the 1st year
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.
Via a dedicated lodging page within the 'Plan Your Visit' section of the
event website, and dedicated and non-dedicated social media posts and
e-blasts. We will further set up lodging partnerships and offers with a
variety of TOV Lodging properties. And finally, will provide direct word of
mouth referrals to sponsors, athletes, media and partners. Lodging nights
generated will be tracked by those room nights we book directly, in addition
to those calculated by the 3rd party surveyor.
BUDGET
Describe how you will use the funds
requested from the CSE.
We are requesting Town of Vail support in year 1 of $150,000. We
welcome the opportunity to present our plan to the CSE and openly discuss
the funding request. Then, as we take into account the year 2 (2023)
expansion into the full Winter Mountain Games event and an increased
overall event budget of closer to $1.5-2 million, we will request that the
Town of Vail funding increase to the $275,000 range in years 2 and
beyond.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11463523517
What percentage % of the total
event/program budget is the CSE being
asked to fund?
15%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Since this is a first year event, our goal is to breakeven in year one. We
also are anticipating a large increase in the event budget in 2023. Our
initial draft budget in 2022 is ~$850,000 which will likely increase to
~$2,000,000 for the 2023 Winter Mountain Games Event. Having the TOV
support this event to the tune of $150,000 in year 1 with an increase to
$275,000 in years 2 and beyond will provide us with a good foundation to
successfully launch this new project and drive significantly year-over-year
growth in the coming years.
The question below: "What total dollar amount of the event/program
revenue do you expect the event itself to generate? (ticket sales,
merchandise, food and alcohol sales, etc.)*" includes sponsorship revenue.
Our only revenue sources are Sponsorship, Govt Support, Athlete
Registrations and F&B. Athlete Registrations and F&B will combine to
generate less than $100,000. The vast majority of the revenue comes from
sponsorship ($500,000) and Govt Support from the TOV ($150,000) and
the OEDIT office of the State of Colorado (we are applying for a $50,000
grant).
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
600000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11463523525
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our marketing efforts will have multiple objectives. First and foremost, we
will aim to make people aware of the event and drive visitation and event
participation. Additionally, we will look to create a splash for the return of
the Winter Mountain Games, using this year's event as a launch pad for the
2023 event, including a preview of the 2023 Ice Climbing World Cup.
Finally, we will look to extend our reach and use our content creators,
partners and media outlets to expose a wide audience to the Winter
Mountain Games and Vail as a hub for winter activity.
Strategy: How will you meet your
objectives?
Through a multi-pronged marketing and media strategy that allows us to
extend our messaging across multiple platforms and to a variety of targeted
audiences.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Sponsors, demos, F&B vendors, bars, live music, and competition will all
drive business into the village and allow hotels, restaurants, bars and
merchants to capitalize on the crowds.
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
Rack Cards
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: Sponsor/Partner Marketing
Please list contact information for your
Media Relations or Public Relations
staff/firm
Sarah Franke
Phone (970) 777-2015
Email sfranke@vvf.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Facebook: @WinterMountainGames
Instagram: @WinterMountainGames
#WinterMTNGames
How will you promote and utilize
DiscoverVail in your marketing efforts?
DiscoverVail will be included in email information sent out to potential
attendees and audience members. It will further be included on our event
website on our Plan Your Visit information.
Do you have a user database you utilize
for event promotion?
Yes. We have the Vail Valley Foundation and Mountain Games user
databases that we will be able to utilize to promote this event. We further
will work with event partners to extend our reach.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11463523537
What levels of sponsorship are you
selling for your event?
Vendor, Silver, Gold, Platinum and we are seeking a title or presenting
sponsor.
Please list your confirmed sponsors or
partners.
GMC, Mountain House, Winnebago, Nature Valley, Pacifico, additional
TBD
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$500000 not including Govt Support
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$150,000
Please explain the potential for
additional sponsorships or partners.
This will be a sponsorship driven event and will bring in great national and
local brands which align with the Vail Brand.
What sponsorship level are you asking
the Town of Vail to support?
Government Support
List the sponsorship rights and benefits
associated with this level.
"Vail" will be locked up in the overall event logo which will generate the
most exposure/impressions of any sponsor or partner.
TOV will receive additional 'Discover Vail' logo placement within the
sponsor lockup which is included on website, emails, videoboard, sponsor
logo'd ads, materials and signage.
TOV will have the ability to have a 10x10 or 10x20 activation.
TOV will have the ablity to provide four (4) 3'x9' banners for placement by
event operations crew
TOV will be highlighted on the Plan Your Visit page of the website.
TOV will receive ten (10) VIP Tickets and ten (10) Event Gifts or Gift Bags
Vail will be mentioned alongside the event in all official newsroom articles
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
The Title Sponsorship package is a robust and customized package
catered to the objectives and goals of the corporate brand partner.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
10x10 Vendor booth is the minimum form of sponsorship and will cost
$3,000.
How will you ensure fulfillment of the
sponsorship rights and benefits?
By listing benefits in the contract between the Town of Vail and VVF.
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?
The return of the Winter Mountain Games is something the VVF has been
looking forward to since the event was indefinitely postponed due to the
2015 World Championships. We have been waiting for the right timing and
opportunity to build off the success of the summer event to shine a similar
spotlight on Vail as a hub of mountain sport and lifestyle in winter and
summer. With a space opening in the winter calendar, due to the departure
of Burton, the timing seemed right to look at a return of the event. It
became further evident as the Town of Vail staff approached us to host an
Ice Climbing World Cup event in Vail. With the international governing body
searching for a US World Cup stop and seeing the Ice Climbing World
Cup's success in Denver, the Town Staff was motivated to bring the event
to Vail. Though we were not able to launch the World Cup event during this
year's preview event due to the complications with the wall and COVID-19
travel restriction concerns, we feel the Mountain Games preview event is
the perfect way to engage an audience this year and build excitement for
the return of the Mountain Games and launch of World Cup Ice Climbing in
Vail. It allows us to secure the climbing event for next year and create a
year-round buzz for the 2023 full event.
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11463523549
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.flickr.com/photos/vailvalleyfoundation/sets/7215763280841190
4/ Photos from 2013.
File https://www.formstack.com/admin/download/file/11463523551
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 11:20 am
Browser: Chrome 94.0.4606.61 / OS X
IP Address: 73.34.163.171
Unique ID: 869262322
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Cheryl Jensen
Title of person completing the
application
Founder Vail Veterans Program
Email cheryl@vailveteransprogram.org
Phone (970) 390-8225
What is the name of your
event/program?
Vail Veterans Program 2022 Winter (2) and Summer Programs (3)
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$20,000
How much was your event or program
funded in 2021?
$18,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 23, 2022
Proposed End Date Jul 22, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
01/22/22 to 01/27/22 03/06/22 to 03/11/22. 07/18/22 to 07/22/22
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Veterans Program
Mailing Address P.O. Box 6473
Vail, CO 81658
Phone (970) 390-8225
Event/program Website or Organization
Website
www.vailveteransprogram.org
Number of years organization has been
in business
19 years
Organization's Mission Statement Provide military injured and their families with innovative and
transformational programs that build confidence and improve lives.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
19 years
Please describe the location(s) of the
event or program in previous years
Winter Programs were conducted out of Golden Peak and utilized the ski
mountain and all participants and guests stayed at Vail lodging properties.
Meals and non ski activities were at Vail based restaurants and
businesses.
Please provide a detailed description of
the event/program and its activities
Two winter programs. January winter program utilizes the mountain, the
adaptive ski school and volunteers to provide a five day ski experience for
our military injured. The January program allows each participant to bring a
guests. Evening activities are at local restaurants, Adventure Ridge, and
Bol. The January program will have 80 participants
The March winter program brings the military injured and their family and
includes children's ski school, child care, all the activities of the January
program and an evening with the Vail Fire Fighters at the West Vail station.
The March program will have 120 participants.
Summer program is a family based program with 80 participants lodging in
Vail with daytime rafting, fishing, horseback riding, zip line activities in the
Vail Valley with evening activities in Vail.
Caregivers program(s) are Vail centric and provide group sessions with
experts to focus on the individual caregiver and their needs. The program
also includes hiking, spa activities, and time in Vail (shopping).
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
All venues have been contacted to confirm availablilty
Vail Mountain
Adventure Ridge
Eagles Nest
Blue Moose Pizza
Vail Chophouse
Lions Square Lodge
Vail Marriott
Larkspur (breakfasts)
Sonnenalp
Bol
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Winter event participants have the option for one day at Beaver Creek but
return to Vail in the afternoon for evening activities. All Caregiver events
are in Vail. Summer event rafting, horseback riding, and zip line activities
are in the Vail Valley with participants returning to Vail for
afternoon/evening activities.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
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)
All of these
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.
Vail Veterans Program is committed to environmental sustainability in all
our practices. Transportation within Vail is provided by the Town of Vail bus
system for all participants. Recycling of material utilized is an established
practice. Participants receive reusable water bottles. Ride sharing is used
for all participants.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
Total for all programs 300
Number of volunteers anticipated 12 to 15
Number of event/program staff 12
Estimate of total number of
spectators/attendees anticipated
300
If applicable, final number of last years
attendance
Historically VVP programs average 300 participants annually. COVID in
2021 impacted programs and participant numbers
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
VVP programs support the mission and vision of the Vail Town Council by
increasing diversity within our community. The Vail Veteran Programs allow
the community of Vail to welcome and demonstrate compassion and
empathy for those that sacrificed for our country. The Vail community takes
significant pride in hosting these veterans and their families through out the
year and encourages lifelong communities of mutual support.
How will your event or program support
the Vail brand identity?
Vail Veterans Program activities promote Vail (and is image) as a
compassionate and caring community. It allows the community to say thank
you to those who sacrificed. The treasured memories of the participants
last a lifetime.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
The programming in Vail allows participants to learn healthy coping
mechanisms that may used in transitioning to civilian life. By adapting these
skills participants become mentors to their peers who are confronting
similar challenges.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
The magnitude of the Vail Veterans Programming is both health and
confidence building for the participants. The healing powers of Vail's
mountain setting resonates with program participants.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The Vail Veteran Program participants share information and challenges
amongst themselves to provide support and personal insights to
overcoming challenges these injured veterans face every day. In addition
the basis of the Caregiver programming is to create a safe environment to
share challenges and problems Caregivers are facing in their lives.
Instructors and guides utilize problem solving skills for a safe and seamless
experience.
How will the event or program deliver an
educational component?
Program participants receive professional instruction in adaptive
recreational activities. Wellness training is a component of each program
instilling healthy coping mechanisms to be used in the future.
How is this event/program at the right
time for Town of Vail?
The programming has historically avoided weekends and peak periods
providing occupancy and restaurant covers in non peak periods.
How will your event/program attract
target markets of both visitors and
community members?
The VVP programming engages the local community by providing local
businesses, partners and volunteers the opportunity to support our nation's
heroes.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Our community is truly impacted by the opportunity to serve our nation's
heroes.
How will the event/program deliver fresh
content and enhanced experiences?
Over 18 years the program has evolved and the program content continues
to be refined as well as the experience the veterans and their families
experience. Community interaction is both meaningful and beneficial to
both the veteran and our local community.
How will the event or program achieve
recognition and drive participation?
As the Gold Standard, Vail Veterans Program has been recognized by the
the three major military hospitals but also by the US Army, the Pentagon,
and word of mouth among injured veterans. NBC Today show and NBC
evening news has spotlighted Vail and the Vail Veterans Program.
Participants are vetted by staff at the military hospitals and are also
recommended by program alumni.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Vail Daily - 13,000 daily readers
Town of Vail Banners
Social Media
Facebook -3,000
Twitter - 1,000
Instagram - 1,500
E Newsletter - 3500 subscribers
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Media exposure is significant. Front page and lead story coverage by the
Vail Daily has become a media institution. Major networks have covered
the Vail Veterans Program over the years and social media by the veterans
provides significant exposure. The media coverage significantly contributes
to Vail Veterans ability to raise funds from donors as well as grants from
philanthropic organizations.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Vail Veterans Program quality continues to grow evolve as the needs of the
veterans also evolves. The Program Gold Standard is a high bar and the
organization continually works to enhance the programming and
experience for all the parrticipants.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Vail Veterans Programming has proved flexible to public health orders by
reducing the number of participants, requiring vaccination, requiring 72
hour pre arrival PCR COVID testing and if necessary cancelling
programming based on circumstances.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
Historically Veterans Programming generates approximately 1,100 room
nights annually.
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Spending within the Town of Vail is approximately $750,000 annually.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
A grant will allow programming to grow bringing additional room nights and
hospitality spends during off peak periods,
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.
Vail Veterans Program staff does all the lodging booking within the Town of
Vail and Vail Veterans Program provides payment for all rooms booked
annually. Vail Veterans Program tracks all booked room nights.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used to support current programming and VVP works
closely with local vendors so CSE support will go directly back into the
community.
Upload the complete provided
event/program budget template.
https://www.formstack.com/admin/download/file/11463680285
What percentage % of the total
event/program budget is the CSE being
asked to fund?
2%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
There will be no change in the event or the quality of the event if the grant
was reduced as VVP strives to provide programming independent of any
single contribution.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
999990
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://www.formstack.com/admin/download/file/11463680293
Objectives: What are you trying to
accomplish through your marketing
efforts?
Community awareness of the life changing programing that is occurring in
Vail for our nations heroes to maintain and expand the donor base.
Strategy: How will you meet your
objectives?
Visibility, media coverage, social media.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Vail Veterans Program is a beneficiary of local events including Vail
Oktoberfest, Bravo Vail Patriotic Concert, Gourmet on the Gore, Spring
Back to Vail, Craft Beer Festival, and the Vail Automotive Classic. VVP
partners with Vail Mountain Coffee & Tea, 10th Mountain Whiskey to raise
awareness.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Radio
E-newsletters
Web
Media Plan/Public Relations
Facebook
Instagram
Twitter
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Cheryl Jensen
Phone (970) 390-8225
Email cheryl@vailveteransprogram.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Vail Veterans Program uses the following hash tags when promoting
events on social media (instagram, facebook, twitter)
Vail Veterans Program
Team Vail Vets
Vail Veterans
How will you promote and utilize
DiscoverVail in your marketing efforts?
Discover Vail will be used on the Vail Veterans web site and banners at the
events.
Do you have a user database you utilize
for event promotion?
Boomerang, Mailchimp
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://www.formstack.com/admin/download/file/11463680305
What levels of sponsorship are you
selling for your event?
Vail Veterans does not sell sponsorships. we do partner with businesses
for in kind services, and seeks grants from philanthropic organizations.
Please list your confirmed sponsors or
partners.
Vail Veteran Sponsors includes Vail Resorts, Town of Vail, Airlines,
Wounded Warrior Project, Safeway (both in-kind and cash)
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$150,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$250,000
Please explain the potential for
additional sponsorships or partners.
VVP is always creating relationships with businesses, philanthropic
organizations, and donors to maintain and grow programming to meet the
evolving needs of our veterans.
What sponsorship level are you asking
the Town of Vail to support?
VVP's request for $20,000 is a meaningful contribution to VVP's
programming.
List the sponsorship rights and benefits
associated with this level.
VVP does not offer sponsorship benefits to its partners.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
n/a
How will you ensure fulfillment of the
sponsorship rights and benefits?
n/a
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?
Thank you your past support. Your support makes a life changing impact
on our nation's heroes.
REQUIRED ATTACHMENTS
2021 Event Recap https://www.formstack.com/admin/download/file/11463680319
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://www.formstack.com/admin/download/file/11463680321
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 12:59 pm
Browser: Chrome 93.0.4577.82 / Windows
IP Address: 73.34.163.190
Unique ID: 869317284
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Denise Cheng
Title of person completing the
application
Project Manager
Email denise@vailchamber.org
Phone (858) 837-8088
What is the name of your
event/program?
Vail-Beaver Creek Restaurant Week
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$15000
How much was your event or program
funded in 2021?
$11075
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 24, 2022
Proposed End Date Oct 02, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Chamber and Business Association
Mailing Address 241 S. Frontage Road #2
Vail, CO 81657
Phone (970) 477-0075
Event/program Website or Organization
Website
www.vailchamber.org
Number of years organization has been
in business
21
Organization's Mission Statement The mission of the Vail Chamber & Business Association is to responsibly
and professionally advocate for economic development and communication
capacity for the Vail merchant community that will foster strong
collaborative relationships and revenue development opportunities for its
membership.
Organization Tax Status Not-for-Profit (501C-6)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
since 2013
Please describe the location(s) of the
event or program in previous years
Town of Vail and Beaver Creek Village
Please provide a detailed description of
the event/program and its activities
Specials and experiences starting at $20.21. If more funding is available, I
would be interested in creating a Bourbon Tasting Event and Include
Ambient Music in the Villages
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
25-35 Restaurants and Hotels
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Beaver Creek sponsors half of the amount
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
None of these
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.
The restaurants and hotels take part in their commitment to environmental
sustainability.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
30-40 Restaurants and Hotels
Number of volunteers anticipated 0
Number of event/program staff 1
Estimate of total number of
spectators/attendees anticipated
50000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
20000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
5000
Estimate the number of international
guests your event/program will bring to
Vail
200
How will your event/program increase
sales tax in Vail?
Increase in Restaurant Dining will increase Vail's Sales tax and Lodging
Tax
How will your event support the mission
and vision of the Vail Town Council?
This event will invite guest to come visit Vail to dine at our world class
restaurants and offer locals the opportunity to try new restaurants.
It will also provide vibrant, diverse economy and community and preserve
our surrounding natural environment, providing our citizens and guests with
exceptional dining services.
How will your event or program support
the Vail brand identity?
World class restaurants and a dining experience with beautiful Spring and
Fall views
How is this event/program at the right
time for Town of Vail?
Event is timed during off peak season to promote more tourism to enjoy the
beautiful views
How will your event/program attract
target markets of both visitors and
community members?
Both the locals and guests can visit restaurants at affordable pricing.
How will the event/program deliver fresh
content and enhanced experiences?
We started to request restaurants provide an experience. This year 8100
created a tequila tasting experience. We suggested other offerings such as
Cooking class and Knife Techniques
How to make the perfect Espresso martini
Wine Flight or Blind Tasting
Whiskey 101 and how to make the perfect Old Fashion
Pizza Tossing
Shucking Oysters
Sushi Rolling
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
It's typically kick off the first event of the fall and last event in the summer.
People will be able to celebrate beautiful fall views.
With additional funds, I could hire ambient music or local performances in
the villages during the weekends. I'd also be interested in creating a
whiskey tasting festival at a local restaurant to kickoff restaurant week.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
With the current limited funds, we plan to market both locally and on the
front range. With more funds, we could do more online marketing in
Chicago, Dallas, Houston markets,etc.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We have an opentable Regional sponsorship and have contacted liquor
sponsors in the past.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Vail Chamber and Business Association is a well respected organization
within the community.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We will adjust and adapt if necessary to any public health orders.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
400
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$200,000
Example: Increased spend by attendees in restaurants, shops, lodging or
activities.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$400,000
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.
We will include lodging specials on the diningataltitude.com website and
social media.
BUDGET
Describe how you will use the funds
requested from the CSE.
Vail Daily, Radio, Posters, Flyers, Facebook, Instagram, Bus Ads, Town of
Vail Banners, Google, Online ads, Westword, Opentable.com
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1gj6XmecuRYn5Srpybf-hlzlQh7uNwh07&ex
port=download&display=/VailBeaverCreekRestaurantWeek_114444299_20
22RFPEventBudgetRestaurantWeek.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
50%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will not be able to market to more DMA such as Chicago, Houston,
Dallas, etc. We would not be able to produce video content needed for
marketing campaign and unable to grow any type of experiences or local
performances.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
500000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=158Qsz21co1ir2_jfhLGw1ynNDltG4J0L&ex
port=download&display=/VailBeaverCreekRestaurantWeek_114444633_20
22RFPMediaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
We would like to market to both locals and guests from the Front Range
and multiple DMAs. We promote via Print, online, social media, ooh, radio
and more.
Strategy: How will you meet your
objectives?
Local marketing in the Vail Daily, Radio, online, Westword and posters and
online marketing for outside markets.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Depending on increased funds, I would be interested in creating a whiskey
tasting experience opening weekend at a local restaurant/venue. We
would invite 10+ distillers and guest would purchase a whiskey passport to
the Vail Whiskey Trail to taste and learn about the different whiskeys.
I would also be interested in hiring musicians/performers to be showcased
throughout the villages.
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
Facebook
Instagram
Posters
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Denise Cheng
Phone (858) 837-8088
Email denise@vailchamber.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@diningataltitude
How will you promote and utilize
DiscoverVail in your marketing efforts?
Event Listings, Press Release, Posters and Print Ads.
Do you have a user database you utilize
for event promotion?
FB/Instagram Followers
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1PM1q-e-w3tB6sWY56wr_NykZevj8ziSo&e
xport=download&display=/VailBeaverCreekRestaurantWeek_114446218_
RWSPONSORPACKAGE.docx
What levels of sponsorship are you
selling for your event?
$1000-$5000
Please list your confirmed sponsors or
partners.
Open Table, Vail Daily, KZYR, KSKE, Mile, Good Morning Vail
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$15000 Beaver Creek
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
Vail Daily, AMT Radio, KZYR
Please explain the potential for
additional sponsorships or partners.
Title Sponsorship, Whiskey sponsors, Opentable.com Partnership,
What sponsorship level are you asking
the Town of Vail to support?
$15000 CSE Funds
List the sponsorship rights and benefits
associated with this level.
Media tags for discovervail.com on printed media and website
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
NA
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
NA
How will you ensure fulfillment of the
sponsorship rights and benefits?
Sponsor benefits will be fulfilled.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1hGQbDbeRXGRcmmf268jI2NMPvBEPumf
d&export=download&display=/VailBeaverCreekRestaurantWeek_1144465
59_2021RWBudget.xlsx
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1CnL5p5iUl7O7iQAy4apstwE_W6-vZaqp&e
xport=download&display=/VailBeaverCreekRestaurantWeek_114446561_
VCBABoard.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.diningataltitude.com
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 1:49 pm
Browser: Chrome 94.0.4606.71 / Windows
IP Address: 96.69.153.138
Unique ID: 869343159
Location: 40.315898895264, -104.91929626465
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Thomas Davenport
Title of person completing the
application
Owner, Volleyball of the Rockies
Email tdcolo@gmail.com
Phone (303) 745-2255
What is the name of your
event/program?
Vail King of the Mountain Volleyball
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$15,000, Title Sponsor
How much was your event or program
funded in 2021?
$8,860
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 15, 2022
Proposed End Date Jun 19, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
06/15, 06/16, 06/17, 06/18, 06/19
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Volleyball Of The Rockies
Mailing Address 2233 South Geneva Street
Denver, CO 80247
Phone (303) 745-2255
Event/program Website or Organization
Website
www.vaildoubles.com
Number of years organization has been
in business
Vail King Of The Mountain: 49 years Volleyball Of The Rockies (VOTR):
33 yrs
Organization's Mission Statement Vail King of the Mountain Volleyball mission is to provide an amazing
volleyball experience in an amazing location, Vail. We bring athletes,
families and spectators to Vail for a weekend of Grass and Beach
Volleyball competition. Volleyball of the Rockies organizes a professional
and fun event and we have developed a loyal base that attends annually
and we are able to expose Vail to this community, hopefully, resulting in
additional visits throughout the year. Vail King of the Mountain Volleyball
attracts the best in Colorado talent, as well as players from round the
country resulting in an entertaining event for residents and visitors.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Colorado Beach Volleyball College Scholarship Program: Volleyball of the
Rockies will be matching donations from players solicited with each
registration, in order to establish a scholarship fund for Colorado Juniors
Players competing in Beach Volleyball at the collegiate level.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
50 years....WOW
Please describe the location(s) of the
event or program in previous years
The Vail "King of the Mountain" open, originally, was held at Gold Peak and
the Vail Athletic Field. In recent years, the tournament has evolved to
include three venues: The Vail Athletic Fields, Ford Park, and an outlying
sand court at Red Sandstone Park. For one year, while Ford Park was
being renovated, "Ford Park" competitors were relocated to the Eagle-Vail
Playing Fields. As the event continues to grow we will consider using the
Eagle-Vail Fields as a permanent location for any overflow from historic
locations. Post Covid numbers did not require Eagle-Vail use in 2021.
Please provide a detailed description of
the event/program and its activities
The Annual Vail "King of the Mountain" Open is one of the Rocky Mountain
Regions Premier Volleyball Tournaments. Formats include Doubles Sand
and Grass Divisions for Juniors and Adult competitors. The ability to
combine the event with Father's Day weekend has allowed the event to
draw not only participants, but family's and additional spectators into town
for a weekend of play that includes Men's, Women's, Coed,
Father/Daughter and Father/Son divisions.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Wednesday, June 15
7:00 AM - 5:00 PM Vail Athletic Field Sand Courts (Juniors Beach
Camp)
Thursday, June 16
7:00 AM - 7:00 PM Vail Athletic Field Sand Courts
7:00 AM - 7:00 PM Vail Athletic Field
Friday, June 17
7:00 AM - 7:00 PM Vail Athletic Field Sand Courts
7:00 AM - 7:00 PM Vail Athletic Field
7:00 AM - 7:00 PM Ford Park Field
7:00 AM - 7:00 PM Red Sandstone Beach Court
7:00 AM - 7:00 PM Eagle Valley Fields
Saturday, June 18
7:00 AM - 7:00 PM Vail Athletic Field Sand Courts
7:00 AM - 7:00 PM Vail Athletic Field
7:00 AM - 7:00 PM Ford Park Field
7:00 AM - 7:00 PM Red Sandstone Beach Court
7:00 AM - 7:00 PM Eagle Valley Fields
Sunday, June 19
7:00 AM - 7:00 PM Vail Athletic Field Sand Courts
7:00 AM - 7:00 PM Vail Athletic Field
7:00 AM - 7:00 PM Ford Park Field
7:00 AM - 7:00 PM Red Sandstone Beach Court
7:00 AM - 7:00 PM Eagle Valley Fields
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1xH9OOEZoZTwqATEwf8DTvwCA17zMng
2Y&export=download&display=/VailKingoftheMountainVolleyball_1144482
79_VailRecreationDistrictSept212021.docx
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
This event currently uses all the available grass at the Vail Athletic Field
and Ford Park. The 2020 event was approved for expansion to the
Eagle-Vail Fields in order to accommodate growth however post COVID
demand did not require their use. We currently anticipate using the
Eagle-Vail Fields in 2022 as the event recovers. We also anticipate losing
some or all of the Vail Athletic Field if it is replaced with turf.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Ban use of plastic bags
Remind guests to bring re-usable bags and water bottles
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
Enforce no idling policy for staff and guests
Recycling required in all areas of event
Wastewater will be properly disposed of
Ban styrofoam, not allowed within town limits
Compost food waste
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.
The Environmental Footprint of Volleyball Tournaments is small compared
to most events. Guests generally bring their own fluids and food and Vail
"King of the Mountain" Open provides both trash and recycle bins at all
Parks. Vail Recreation Department in-house food and beverage vendors
are used for all concessions and are well aware of all environmental and
sustainable best practices. We work with any and all vendors to minimize
our footprint.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
1,200
Number of volunteers anticipated 0
Number of event/program staff 12
Estimate of total number of
spectators/attendees anticipated
2,000
If applicable, final number of last years
attendance
540 teams, 1,000+ participants, 1,500+ with family and friends
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
1,700
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
300
Estimate the number of international
guests your event/program will bring to
Vail
none
How will your event/program increase
sales tax in Vail?
Vail King of the Mountain is a multi-day event on Father's Day Weekend.
The majority of our participants spend the weekend in town generating
taxes on lodging, food, beverage, and retail sales.
How will your event support the mission
and vision of the Vail Town Council?
The Vail "King of the Mountain" Open is an event that caters to participants
of all ages and skill levels. It's timing on Father's Day combined with
Juniors, Father/Daughter and Father/Son divisions makes it a great family
event and subsequently helps create a "family weekend" for many of the
participants. The mix of Men's, Women's and COED Adult divisions of all
ages rounds out the event with a diverse population of participants and
guests.
How will your event or program support
the Vail brand identity?
Volleyball Players are outdoors oriented and as such, fir perfectly with the
outdoor identity that is Vail. The Family component of the event make it
even more unique and special.
How is this event/program at the right
time for Town of Vail?
In the early years, this event was on the fourth of July. It then bounces
around to random dates in July and August and lost some of its' traction.
Finally it settled permanently on a Fathers Day Weekend at the very end of
the spring shoulder season, helping to 'Kick off" Vail's summer season.
The Vail "King of the Mountain" Open is also the first of six Colorado
Mountain Tournaments and as such, capitalizes on pent up demand from a
long winter with no outdoor competition. Combine this with Father's Day
weekend and, June weather gods permitting, the timing for this event could
not be better.
How will your event/program attract
target markets of both visitors and
community members?
The Annual Vail "King of the Mountain Open" is one of the countries most
popular outdoor volleyball tournaments, one of the largest in Colorado, and
one of the top 10 in the United States. Players come from all over the
Rocky Mountain Region and country to participate in this event.
How will the event/program deliver fresh
content and enhanced experiences?
The Vail "King of the Mountain" Open has continuously grown, evolved and
morphed since it's inception. In its most recent shift, the event moved to
Father's Day weekend and created Father/Daughter and Father/Son
divisions that have now become a hallmark of the event. 2021 saw the
addition of new "AA" divisions for adult grass competitors and format
adjustments to offer more volleyball for each participant. 2022 will include
the addition of a Juniors Beach Clinic on Thursday of the week. Volleyball
continues to grow at the grass roots level with over 4,000 teams competing
each summer in Colorado alone. The event's concept encourages junior
players to participate, bringing their families with the for the weekend. With
the introduction of Beach Volleyball as a scholarship collegiate sport, more
and more girls are moving out of the gym and into the doubles game.
Finally, Volleyball of the Rockies has partnered with AVP America, the
grassroots arm of the AVP Professional Tour and participants will now be
able to compete for point and national rankings at the event.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Volleyball is already inherently fun and vibrant. Outdoor Tournaments like
the Vail "King of the Mountain" provide the opportunity for athletes to
compete with their friends and families. Combining a day of competition
with an amazing backdrop like Vail create a weekend full of fun, smiles and
memories.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The Volleyball Community in the United States is very connected and
players everywhere seek out iconic events and the opportunity to travel to
tournaments like the Vail "King of the Mountain" open. The event is
marketed via national publications (VBMag.com is the only one left, Dig
Magazine folded during COVID), groups dedicated to the sport nationally,
social media, and emails to over 24,000 players in the Volleyball Of the
Rockies database. Additionally, the affiliation with AVP America allow us to
promote the event to over 50,000 players nationally.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The addition of the ability to livestream events has opened new
opportunities for promotion through social media and the volleyball
community has been as engaged in this space as any group. This
increased viability may add value to sponsors and is being investigated.
However, as a niche sport and in the current sponsorship climate, volleyball
has limited opportunities. We currently work with the top brands and
entities in the sport including Park and Sun Sports (Volleyball net
manufacturer), Molten Volleyballs, Bolle Sun Glasses, Kamena
Sportswear, AVP America and Volleyball Magazine.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Volleyball Of The Rockies (VOTR) has been producing volleyball leagues
and tournaments in Colorado since 1998. With over 120 tournaments of all
sizes produced annually including four destination events in Mexico, we are
one of the premier volleyball tournament organizers in the country and as a
Colorado based company, the participants in the Vail "King of the
Mountain" Open represent customers we work with daily. This is our
community; this is what we do and we have the reputation as one of the top
organizers in the country.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
2020 and 2021 were amazingly difficult years. Volleyball Of The Rockies
(VOTR) saw all its' programming shuttered with Public Health Orders in
March, April, and May. We received a variance to open the Island Facility
in June and as the governor opened the state, we continued to reopen
parts of our programming under a slew of new and ever-changing
requirements. We successfully ran leagues and tournaments under these
new requirements and unfortunately can now add this skill set to our
resume. We are fortunate that volleyball as a sport is "flexible". Summer of
2020 saw everything from reduced numbers of courts, to masks requires,
to sanitation products on every court for cleaning hands and volleyballs, so
adjusted schedules designed to reduce contact. Nothing about our
business was normal and we successfully navigated this new environment.
Outdoor volleyball proved to be a good match with COVID and we have
been nimble enough to adjust as needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
2,000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Most of our participants spend the weekend in Vail. They spend money in
all the key areas: Lodging, food, beverage and retail.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
We feel the ecomomic impact of this event is around $750,000. This
assumes each participant spend $300-$400 over the course of their visit.
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.
We continue to work with lodging partners in the valley and promote them
via email and our website. The majority of the attendees take advantage of
lodging either in close proximity of the event and take advantage of the
bicycle trails, walking trails and free transit system to attend.
BUDGET
Describe how you will use the funds
requested from the CSE.
Support from CSE help this event "pencil" and allows us to invest in items
that don't make sense within the normal budget. CSE fund will help
subsidize costs related to brining in Professional Beach Coaches to run
Juniors Clinics on Thursday and Friday of the week. It will also help us
provide matching funds for the Colorado Juniors Beach Scholarship Fund
Match. We have been running tournaments for over 30 years and as
sponsorship dollars in this sport disappeared, volleyball tournaments
across the country must operate solely on participant fees resulting in
generally narrow margins. CSE funding provides needed "breathing room"
and also affords the ability to invest in new features (juniors clinics,
professional coaches) that draw new customers and also help take care of
existing ones.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1j-aZi0vwTacI6K8uhABCy5AoDSfXxczZ&e
xport=download&display=/VailKingoftheMountainVolleyball_114444299_20
21ActualProfitLossVailnostaffnotes.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
15%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Quite honestly, and unfortunately, financial support is more important than
ever. COVID dealt us a pretty big blow the last two years and while
Volleyball of the Rockies and Vail King of the Mountain will survive, the hit
to our business has been brutal and it will take 4-6 years to recover.
Financial support from CSE will mean more than ever as we continue to dig
out. As noted above, margins are thin in the Volleyball business. We are
working to move pricing "North" so all our events "pencil" on fees, but we
have a ways to go and all of our mountain tournaments have some level of
support. 2021 was effectively our first year running this event. We had a
good idea what to expect from a historical perspective and also from a
COVID perspective. The event was successful, and it barely broke even.
We should have better numbers in 2022 as we settle in for our second
year, but we also may be losing Vail Athletic if it is turfed.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
46000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=12ghVof1W5SAQkjoOriTpgK5i1VkYBbkD&
export=download&display=/VailKingoftheMountainVolleyball_114444633_2
02122MarketingPlan.docx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our goal it to continue to raise local and national awareness for the Vail
"King of the Mountain" open. COVID caused smaller numbers for 2021 but
we anticipate seeing the event back at capacity in 2022 as the rest of the
volleyball community gets back on the courts.
Strategy: How will you meet your
objectives?
Volleyball Of The Rockies (VOTR) has been marketing, promoting and
producing volleyball events since 1988. We will continue to leverage our
24,000 player database to promote the event through emails. Additionally,
we will market the event vias social media, print media (Dig Magazine
folded with COVID), online-print media (VolleyballMag.com survived and is
only online), and the event website. We also have an aggressive mail
campaign providing posters and volleyballs to recreation centers and
volleyball programmers in the region. Add in our affiliation with AVP
America exposing the event to 50,000 players nationally and we are well
exposed in the Volleyball niche.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We historically work with local bars and restaurants to provide promotional
activities directed towards our participants. We typically host player parties
or event check-in's at specific locations driving players to visit these
locations and also encouraging them to secure lodging close to these
activities. Clearly, some of this will be need to be adjusted next spring as
we see where we are with COVID in 2022. We are local and nimble and
will adjust as needed.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Posters
Rack Cards
Flyers
Partnerships
Please list contact information for your
Media Relations or Public Relations
staff/firm
Tom Davenport
Phone (303) 745-2255
Email tdcolo@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
We currently funnel all our social media through the Volleyball Of The
Rockies Facebook, Twitter and Instagram platforms.
How will you promote and utilize
DiscoverVail in your marketing efforts?
We have not utilized Discover Vail in the past but will make sure we are
represented with them for 2022.
Do you have a user database you utilize
for event promotion?
Our database is perhaps our most valuable promotional asset. After 33
year of organizing Volleyball progamming in the Rocky Mountain Region,
we have secured over 24,000 qualified volleyball enthusiasts in our
database. If you play volleyball in our region, we probably have your
email!
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1ttV9C6wwNXlH9-LHmhNQql9Veq83k7ca&
export=download&display=/VailKingoftheMountainVolleyball_114446218_S
ponsorbook2022.docx
What levels of sponsorship are you
selling for your event?
The sport of volleyball has struggled to find sponsors for the last 20 years
on all levels including the professional level. We are lucky to have long
standing relationships and support in the key areas related to our sport:
Balls, Nets, Sunglasses and Clothing. These entities combined to offer us
in-kind products and discounted pricing.
Please list your confirmed sponsors or
partners.
Molten Volleyballs
Park and Sun Volleyball Net Systems
Bolle Sunglasses
Kamena Outdoor Gear
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$0.00
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$2,000
Please explain the potential for
additional sponsorships or partners.
Sponsorship in the Volleyball "space" continues to be scarce. There is
minimal sponsorship on the pro level, and virtually nothing trickling down to
the local promoters. We are lucky to have long term relationships with our
current sponsors and while we are always looking for new opportunities, it
remains a difficult space. We are fortunate to have a solid, solvent and
supportive community of players in Colorado that help these events survive
on entry fees.
What sponsorship level are you asking
the Town of Vail to support?
We are asking for a Gold Level Sponsorship from the Town of Vail. This is
a $15,000 TITLE Sponsorship that keeps the Vail Name in the Title of the
Event and subsequently in the dominant position in all marketing.
List the sponsorship rights and benefits
associated with this level.
The event will continue to include Vail in the name. Vail will have banner
placement around the beach courts and Vail Branded Volleyball nets will be
used on Center court and provided to the Recreation District. Vail will be
the title sponsor in all media.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
n/a
How will you ensure fulfillment of the
sponsorship rights and benefits?
Our bottom level sponsors will be listed on the website. Higher level
sponsors will have banner ads on the website and also banners at the
event.
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?
As CSE is aware, we took over this event from long term promoter Leon
Fell two years ago and were then hit with COVID. None of our major
tournaments happened in 2019 and our business was shut down.
Tournaments then occurred at reduced numbers in 2021. We hope 2022
will be a normal summer, again, finally. We were lucky to be nimble
enough to operate on some level during COVID, however, like many
businesses, we took some pretty heavy losses and it will take years to
recover.
Our first year running the event, went well. We were one of the first
post-COVID events in Vail, and it was our staff's first event in 14 months.
The venue is amazing, the support from CSE was awesome and the
players had a great weekend, once again. We settled into our pro-forma
and the Vail event is what we expected. It operates on slim margins and
without CSE support, it is a break-even event. We should have better
attendance numbers next summer which will help, and we can make some
staffing adjustments to help the bottom line. Support from CSE makes a
huge difference and gives us the flexibility to subsidize pros to coach,
match the College Scholarship fund, and continue to improve the event.
Thank you.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=14HfSFJQ9cb4QRAQFTgKAQQ4polMqE_
OH&export=download&display=/VailKingoftheMountainVolleyball_1144465
59_2021EventReCap.docx
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1pPuKjgwXRyFb75xylvlqgUPjizswVqmV&e
xport=download&display=/VailKingoftheMountainVolleyball_114446561_20
21OrganizationalRoster.docx
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 2:05 pm
Browser: Chrome 93.0.4577.63 / Windows
IP Address: 75.163.130.112
Unique ID: 869350692
Location: 38.914199829102, -104.77490234375
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Eddie Shipstad
Title of person completing the
application
Owner of Shipstad Entertainment
Email eshipstad@outlook.com
Phone (303) 947-6113
What is the name of your
event/program?
Vail Skating Festival
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$20,000
How much was your event or program
funded in 2021?
$10,879
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
Yes
Proposed Start Date Dec 22, 2022
Proposed End Date Dec 23, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Shipstad Entertainment
Mailing Address 55 Villegreen Street
Colorado Springs, CO 80906
Phone (303) 947-6113
Event/program Website or Organization
Website
www.vailskatefest.com
Number of years organization has been
in business
16
Organization's Mission Statement To bring the highest level of skating entertainment and education to the
skaters, coaches, skating fans, and general public. I am continuing my
family's tradition of ice show entertainment since 1936 with the Shiptads
and Johnson Ice Follies. Our goal is to create more skating fans and offer
them the highest level of entertainment.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Dobson Arena
Solaris Ice Rink
Arrabelle Ice Rink
Please provide a detailed description of
the event/program and its activities
Ice Spectacular featuring Olympic, World, International, US National, and
seasoned professionals. The show is a paid event at Dobson Arena
featuring on ice seats and bleacher seating. The 90-minute evening
consists of the highest level of athletes, thoughtful choreography, and high
energy music.
Solaris and Arrabelle Ice Rinks feature a free 15-minute show on
December 22nd. The show is high energy and typically has one or two
numbers with a holiday theme. The guests and residents of Vail love the
free event. It is an example of Vail's vision of being the #1 resort in the
world.
Skating Clinic/Seminar for coaches and skaters is on December 22nd at
Dobson Arena. This is a great way to get skaters and coaches to the Vail
area, spend multiple nights to have an educational events as well as
staying for the ice show, and of course, enjoy Vail Mountain and the Town.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Dobson Arena December 22nd and 23rd
Solaris Ice RInk December 22nd
Arrabelle Ice Rink December 22nd
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1Rge1z_5PXOe34t7HSfOxDgovNsPu8PK1
&export=download&display=/VailSkatingFestival_114448279_2022VSFDo
bsonConfirmation.png
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
2
Proposed Start Date - Dobson Arena Dec 22, 2022
Do you need to add a second set of
dates for the Dobson Arena?
No
Please describe proposed use of
Dobson Arena
Clinic/Seminar on December 22nd and Ice Spectacular on December 23rd
Total in-kind value for Dobson Arena
rental
$6,000
ENVIRONMENTAL PRACTICES
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
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
Compost food waste
Provide water bottle filling stations
Provide secure bike parking area
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.
Along with the things listed above, we use LED theatrical lighting that takes
less power. We also supply the skating order and skater information by
phone scanning.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
75
Number of volunteers anticipated 8
Number of event/program staff 4
Estimate of total number of
spectators/attendees anticipated
2,500-3,000
If applicable, final number of last years
attendance
We did not have the Ice Spectacular last year due to COVID. The year
before we had approximately 2,000 spectators between all the events.
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
500-600
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
30-50
Estimate the number of international
guests your event/program will bring to
Vail
10
How will your event/program increase
sales tax in Vail?
By having multiple events over two days this encourages guests to stay in
the Town of Vail for multiple days and to bring their families to enjoy the
skating events, Vail Mountain, and all that the Town of Vail has to offer.
How will your event support the mission
and vision of the Vail Town Council?
By bringing the highest level of ice entertainment to the premier
world-renowned Town of Vail. This is an example of why Vail is a world
leader in destination resorts.
How will your event or program support
the Vail brand identity?
The creative aspects of the show coincide with the Like Nothing on Earth
brand identity. As stated in a review in the Vail Daily on the 2019 Ice
Spectacular that there was no other place in the country that you could
watch that level of skating during that day.
How is this event/program at the right
time for Town of Vail?
Maximum number of guests in the Town of Vail equals a wonderful
opportunity for family's to enjoy incredible entertainment at the best resort
in the world.
How will your event/program attract
target markets of both visitors and
community members?
Our goal and vision is to give the highest level of entertainment to the
skating community, skating fans, and general public. We want to generate
new skating fans for life. Our event is also reasonably priced for all
budgets.
How will the event/program deliver fresh
content and enhanced experiences?
Shipstad Entertainment is constantly finding the best skating talent from
past Olympians and future Olympians. My 30 years of coaching and being
located at the Olympic Training Site in Colorado Springs gives me access
to the best skaters in the world. My experience with directing shows and
learning from my Grandfather, father, and Uncle (all in show business) has
help me develop ice entertainment that exceeds my clients expectations.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Our show matches the excitement that people have for all of the activities
they can do in the Vail Valley. One of our goals with our productions is to
incorporate great music, lighting, and costumes to promote fun!
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Local to the Town of Vail, surrounding areas, front range, nationally, and
internationally
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
It's a strong event and will have interest from the media as well as
continued sponsors both locally and nationally.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
I am a third generation ice entertainment producer. My grandfather started
the first ever traveling ice show, the Shipstads and Johnson Ice Follies
back in 1936. My father directed shows that included a month long
performance at Radio City Music Hall in New York City as well as directing
shows for Olympic Champion Scott Hamilton. One of which was Scott's
Christmas Party in Vail show.
My events include the highest quality of skating, choreography, and
thoughtful music/ theme aspects. I've directed and produced successful
shows on every scale including a show at Super Bowl XLVI at the
Pre-Game VIP Kick-Off Party in Indianapolis.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Our number one concern is the safety of our athletes, guests, and staff.
We will address any issue and go by the guild lines set by the Town/State
mandates. We have many options for locations as well to move events if
needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
250
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
180,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$300,000-$400,000
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.
We have a section on our website with local hotels/resorts that give us
rates for the dates during our event. We also send out information on other
things going on in Town that will hopefully increase their time in Town.
BUDGET
Describe how you will use the funds
requested from the CSE.
Our number one goal is to direct the CSE's funds back to the Town of Vail
first and foremost. Hotel, Food, Dobson Arena expenses, Solaris Fees,
Arrabelle fees, Advertising (Paper, web, posters, internet, etc.). Our
sponsorship funding is allocated for the talent and other expenses.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1SrDecajW-MNQEwz9hAgCzTfmcdefz6Db
&export=download&display=/VailSkatingFestival_114444299_2022RFPEv
entBudgetTemplateVailSkatingFestival.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
38%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will continue to have the event, but it would be impacted on the level of
production, talent, and not reserving hotel rooms for all of our staff and
performers.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
69000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1PZd6SoqX1D7uFvCrCr6_SE5Us2sJ_kNY
&export=download&display=/VailSkatingFestival_114444633_2022CSEMe
diaandMarketingPlanforVailSkatingFestivalinDecember.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
We know that we will get our skating audience from the skating community
and fans. Our interest is gaining new fans from the guests and residents of
Vail. Marking the show with the Vail Daily, local radio stations, and Vail
Daily's Television show are strong aspects of our plan to grow our
audience. Also, there is nothing like person to person communication
about our event. We spend multiple weekends up in Vail early in the
season to speak with concierges and businesses about all that we have to
offer people coming to Vail.
Strategy: How will you meet your
objectives?
Person to person communication
Notifying the Vail Daily early about our event so that they can plan
interviews with stars of the show.
Hit the major marking aspects listed above.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
The FREE shows at the Solaris and Arrabelle Ice Rinks are great Town of
Vail Activation. There is nothing like watching the skaters up close in an
amazing setting like both the Solaris and Arrabelle offer. The outdoor
events are magical, draw an excellent crowd, and reflect how great a resort
the Town of Vail is.
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
Rack Cards
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: Surrounding State Ice Rinks, National emails to skaters and
coaches, endorsed event by our governing body of figure skating.
Please list contact information for your
Media Relations or Public Relations
staff/firm
Eddie Shipstad
Phone (303) 947-6113
Email eshipstad@outlook.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
www.shipstadent.com
www.vailskatefest.com
@VailSkateFest
www.vailsummerskate.com
How will you promote and utilize
DiscoverVail in your marketing efforts?
It will be located at the top of all printed materials along side with our title
sponsors logo. It will be mentioned at every event we have with the
production. There will be links to the Town of Vail. We are honored to
promote Discover Vail. We feel that it gives our production even more
credibility and represents greatness!
Do you have a user database you utilize
for event promotion?
Yes. From the previous 3 years of the event as well as data bases from
the Professional Skaters' Association and US Figure Skating .
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1mqMOTNjjYH2ntypsUlPoyaDPG_BOBEw
y&export=download&display=/VailSkatingFestival_114446218_2022VailSp
onsorshipOpportunities.pdf
What levels of sponsorship are you
selling for your event?
3 Levels
Title=Gold
Secondary= Silver (logos at the bottom of written materials)
Tertiary= Bronze (Trade or smaller funding with name at the bottom of
written materials)
Please list your confirmed sponsors or
partners.
We still need to complete the 2021 Event. If things go well we are
expecting to continue to have the following:
Steadman Clinic/Steadman Philippon Research Institute
John Wilson/ MK Blades
Alpine Bank
Shipstad Entertainment
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$16,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
Dobson $6000
Please explain the potential for
additional sponsorships or partners.
COVID affected sponsorship this past year. We are hoping to gain more
national and local sponsors moving forward. We will continue to meet with
local businesses that we feel would be a great fit for our event and invite
them to the performances.
What sponsorship level are you asking
the Town of Vail to support?
Co-Title
List the sponsorship rights and benefits
associated with this level.
Top of all written/printed materials
Always mentioned when talking about the title of the show
Website
Website links
Tickets for the business or organization
Banners
Logo on Merchandise for skaters and staff (skaters wear the apparel all
over the world at competitions)
All interviews for the show will include our title sponsors (Radio, TV,
Internet, newspaper)
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Listed Above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Name on the bottom of written materials
Name on website
This level of sponsorship typically has some trade values
How will you ensure fulfillment of the
sponsorship rights and benefits?
One of the goals with owning my own company is customer/client service
and having an amazing relationship with companies or groups that I work
with. We could not do this event with our sponsors.
I also have a check list with dates to fulfill our sponsors rights and benefits.
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?
For the 2021 application I filed the wrong one. It was completely my
mistake. I am extremely thankful to the CSE for their support of our event
even with the late application. I hope that we can increase the funding
allocation for this year if the CSE sees our event as a benefit to the Town of
Vail. It will help us deliver the level of production that matches the world's
best resort..VAIL!
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1kvVJ27o_41pqxGRsW-BWY9SFCxf_jncv&
export=download&display=/VailSkatingFestival_114446559_2021EventRec
apforVailSkatingFestival.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1Zw8EkB3WJNkErClSL6lmUodElIHFuvvA&
export=download&display=/VailSkatingFestival_114446561_ShipstadEntert
ainmentBoardofDirectors.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.shipstadent.com www.vailskatefest.com
File https://drive.google.com/uc?id=1Q0wszrUnKEOX4PBUzRp810Fsi8XHlcAV
&export=download&display=/VailSkatingFestival_114446678_crowd.png
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1tPghDYXQLyIhRxk_XXY9XhhvACywA2TE
&export=download&display=/VailSkatingFestival_114446681_Dec25VailDa
ily.PNG
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1sVlyG1IwiDiE8r8xDD3ZxjftSKJ62ExG&ex
port=download&display=/VailSkatingFestival_114446686_AlexeSpiralSolari
s.jpg
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 2:44 pm
Browser: Safari 14.0.3 / OS X
IP Address: 98.50.8.171
Unique ID: 869368426
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kerri Thelen
Title of person completing the
application
VVSC Executive Director
Email director@vailsoccer.com
Phone (970) 390-7994
What is the name of your
event/program?
Fred Ammer Vail Invitational Soccer Tournament
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
Yes
Amount of 2022 sponsorship funding
requested
20,000.00
How much was your event or program
funded in 2021?
n/a
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jul 22, 2022
Proposed End Date Jul 24, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
07/22/2022 07 23/2022 07/24/2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Valley Soccer Club
Mailing Address PO Box 2728
Edwards, CO 81632
Phone (970) 390-7994
Event/program Website or Organization
Website
www.vailsoccer.com andhttps://www.vailrec.com
Number of years organization has been
in business
Tournament 51 years VVSC 27 years
Organization's Mission Statement Our Mission Statement
The mission of Vail Valley Soccer Club is to foster the physical, mental and
emotional growth and development of Eagle County's competitive soccer
players. We develop and encourage integrity, character and leadership
through competitive youth soccer programming. Vail Valley Soccer Club
runs competitive and recreational programming for youths ages 9 to 18
years of age.Our Values The Vail Valley Soccer Club takes pride in
providing an environment that is fun, safe, affordable and competitive, while
being inspiring and engaging for our youth.
The Vail Valley Soccer Club values and honors these five core values in all
our programming.
Respect
Humility
Passion
Character
Community
Our Vision
Vail Valley Soccer Club vision is to grow and develop competitive soccer
players to their highest potential while offering meaningful opportunities to
foster character, integrity and elite athleticism. Our intention and goal is to
create successful players both on and off the field.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
VVSC would like to expand adult soccer in the Vail Valley. The goal of
taking over this tournament is to make a specific College Scholarship
program for a graduating Eagle County High School athlete to attend a
soccer program at the college of their choice. Many of our graduating
athletes cannot afford college and we want to support their passion of
soccer and higher education.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
51
Please describe the location(s) of the
event or program in previous years
Athletic Fields Used are in Vail or Eagle-Vail
VMS
Ford Park Fields (2 Fields)
Vail Athletic Field
Eagle-Vail Homestake Peak (2 fields)
Edwards Freedom Park (If expanded)
Please provide a detailed description of
the event/program and its activities
Vail Recreation District and the Vail Soccer Club unite in welcoming the top
men's teams from across the country to one of the toughest tournaments in
the Rocky Mountains. Games are played throughout Vail, EagleVail and
Edwards. Spectators are welcome and volunteers are always sought for
the event.
Fred Ammer (Friedemann Ammer) was born in Germany and moved to
Colorado in the late 1950s. Ammer began the Vail Soccer Club in the early
1970s as a way for Europeans living in Vail to stay in shape during the
summer months.
The Vail Soccer Club became one of Colorado's premier soccer clubs,
winning the state cup in the late 1970s and eventually including two full
men's teams, a women's team and a kids' program.
The first Vail Invitational Tournament, which was originally held on the old
soccer field (where Ski Club Vail is currently located), featured six teams
and eventually had to
be canceled due to a torrential downpour, which caused the sod on the
field to float. Through the hard work and collaboration between Tom
Steinberg, the Town of Vail, the Vail Rugby Club and the Vail Soccer Club,
some open space east of town was appropriated as the new athletic fields.
The sod was laid by players themselves and supporters of Vail rugby and
soccer.
To this day, the Vail Invitational is a championship-caliber tournament
attracting top teams from across the country thanks to Fred's hard work
and dedication.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Athletic Fields Used are in Vail or Eagle-Vail
VMS
Ford Fields (2 Fields)
Vail Athletic Field
Eagle-Vail Homestake Peak (2 fields)
Edwards Freedom Park (If expanded)
Concessions at Ford Park
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1eGn2VFhTOnLElTFgw_urjW8_OrvhwGPb
&export=download&display=/FredAmmerVailInvitationalSoccerTournament
_114448279_2022FieldUsedirectorvailsoccer.comVailValleySoccerClubMai
l.pdf
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Currently, this tournament utilizes Eagle-Vail fields which is run by VRD.
We would like to expand tournament to Edwards as these fields would be
required and Vail doesn't have any additional fields. Only Vail hotels would
be recommended and required.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
Provide water bottle filling stations
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.
As a soccer tournament, our impact is minimal. We are committed to
reduction of paper materials, recycling and eco-friendly products.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2500
Number of volunteers anticipated 150
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
2500
If applicable, final number of last years
attendance
2000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
90% would be travel
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
25%
Estimate the number of international
guests your event/program will bring to
Vail
20-50 (2-3 teams)
How will your event/program increase
sales tax in Vail?
This event require two night hotel nights in Vail. In addition to room nights,
all referees, athletes, spectators would be utilizing restaurants, bars,
convince stores and spend time shopping in Vail. Many report attending the
Vail Farmer's market while here during their stay.
How will your event support the mission
and vision of the Vail Town Council?
VVSC is a proud partner with the TOV. Bring quality, world-class athletic
events to Vail is our speciality. We are excited to partner with VRD to take
this event to the next level.
-Destination Soccer Tournament
-Recruiting Top Athletes And Teams Within The State And Surrounding
States
-Recruiting Top Referees Fro Event
-Required TOV Room Night
How will your event or program support
the Vail brand identity?
Creating an event where families can come an enjoy all Vail has to offer.
-Hiking
-Biking
-World-Class Dining
-Rafting and other outdoor summer sports
-Vail Farmer's Market
How is this event/program at the right
time for Town of Vail?
Young professional are the men that make up the teams that support this
event. These men's teams bring their families for a fun, action packed
weekend for themselves and their families.
How will your event/program attract
target markets of both visitors and
community members?
VVSC will advertise through CSA adult men's leagues. CSA currently has
over 80,000 in their membership. In addition, advertising opportunities such
as national membership of US Soccer, Soccerwire and National Coaching
Associations will be targeted.
VVSC will engage community members to volunteer, businesses to partner
with this event and local medical facilities.
How will the event/program deliver fresh
content and enhanced experiences?
VVSC would like to expand the number of teams and prizes to encourage
teams from Nevada, New Mexico, Nebraska and Mexico. VVSC would also
like to add a women's division. Expanding to both men and women would
broaden the tournaments audience. VVSC is working on partnering with
new and different sponsors that would support the adult theme tournament.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
YES!
This tournament is a destination tournament that attracts top athletes in the
soccer world. Partnering with VRD will allows us to utilize CSA and other
resources to bring the best soccer to Vail. Expanding the tournament will
allow the tournament to offer more tiers of play from recreational and
semi-professional teams. These soccer league will be targeted USL
League 2, NPSL, Colorado Soccer Premier, Metro Denver's Women's
Soccer League and WPSL.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Utilizing all of our resources and contacts will allow a reach of more
500,000 athletes. Invitations will be presented to these soccer leagues;
USL League 2, NPSL, Colorado Soccer Premier, Metro Denver's Women's
Soccer League and WPSL. This will invite and encourage soccer
associations from all over the country to attend this event.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We are seeking sponsorship with partners that meet the interest and needs
of the athletes attending.
-Top orthopedic surgeons in the field.
-International Beer Vendors (Austrian and German).
-Athletic Sports Vendors
-Outdoor Enthusistis Vendors
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
VVSC and VRD has been putting on successful tournaments for more than
a combined 50 years. VVSC has successful grown the Vail Cup to bring in
more than 2.5 million dollars year after year the first weekend of October to
the Vail Valley. We have proven success rate that has created the
necessary contact to take this adult tournament to the next level.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Being an outdoor event allows considerably more flexibility with adapting
and adjusting to all current health orders.
-Social distancing
-Equipment Sanitization
-Sanitizing Stations
-Controlled Sidelines, crowds and check-in procedures
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
2000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Estimated room night generating 560,000
Average daily spending by athletes, referees and spectators is $200 plus a
day= 480,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
87,360 in tax revenue generated
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.
Play and Stay format which requires teams to stay in Vail only hotels.
VVSC and VRD will work directly with hotels to secure rooms and require
Vail hotel confirmation.
BUDGET
Describe how you will use the funds
requested from the CSE.
-Secure Lodging, Food and Pay For Traveling Referees:
-Advertising Expenses
-Staffing of the fields
-Recruiting Of Out Of Town Teams and Clubs
-Field Rental Fee
-Port-o-Potties
-Lead Staff
-Prizes
-T-shirts and promotional items
-Advertising Material, banners, promotional items
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1fAc_QO4T_-kKjcE-Jv_YIS1B-Hevo9pY&e
xport=download&display=/FredAmmerVailInvitationalSoccerTournament_1
14444299_2022RFPEventBudget.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
26%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
This event requires sponsorship to off-set the rising costs of adult referees,
advertising, cash prizes and expansion to the women's division. It is not
possible to expand or continue this event without the town's support. This
event bring tax revenue to the town, generates revenue for hotels,
restaurants and local stores. It is wonderful event supports all of the town's
initiatives.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
25000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=13ftfBwIIZth-io8p9Y5uEuN7qNPj3I5W&exp
ort=download&display=/FredAmmerVailInvitationalSoccerTournament_114
444633_2022CSEMediaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
-Inviting women's team
-Out of town teams
-Out of the country teams
-Top level teams
Strategy: How will you meet your
objectives?
This tournament is a destination tournament that attracts top athletes in the
soccer world. Partnering with VRD will allows us to utilize CSA and other
resources to bring the best soccer to Vail. Expanding the tournament will
allow the tournament to offer more tiers of play from recreational and
semi-professional teams. These soccer league will be targeted USL
League 2, NPSL, Colorado Soccer Premier, Metro Denver's Women's
Soccer League and WPSL.
This is a combined membership of over 500,000
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Field locations:
VMS
Vail Athletic Field
Ford Park and Concessions
Registration Check-in Vail
Host Team and Coach Social Saturday Night
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Twitter
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Other: Soocerwire.com Gotsoccer.com US Soccer
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kerri Thelen
Phone (970) 390-7994
Email director@vailsoccer.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.vailsoccer.com
https://www.vailrec.com
Instagram and Facebook pages for both VVSC, VRD, TOV
Tournament specific Instagram, Facebook, Twitter pages
This would be total 6 sites of social media
How will you promote and utilize
DiscoverVail in your marketing efforts?
DiscoverVail will be promoted on all 6 social media sites, websites and
promotional material. DiscoverVail will worked into logo for tournament. All
newsletters and emailings will share DiscoverVail.
Do you have a user database you utilize
for event promotion?
Yes, VRD, VVSC, CSA Estimated over 85,000
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1hp4cGyWMx8sqSkIR2cuT6nskU0bnsDfP
&export=download&display=/FredAmmerVailInvitationalSoccerTournament
_114446218_sponsorshiptournamentmens.pdf
What levels of sponsorship are you
selling for your event?
Diamond $20,000
Title/ Presenting Sponsor
Platinum $15,000
Gold
$10,000
Silver
$5,000
Bronze
$2,500
Please list your confirmed sponsors or
partners.
Not confirmed yet
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
10%
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
5,000
Please explain the potential for
additional sponsorships or partners.
1. Brand Awareness
2. It increases product services and sales
3. Market Expansion
4. Sell to a new and diverse audience
5. Database building
6. Community Building
Target Sponsors:
Beer Company
Red Bull
Vail Summit Orthopaedics
Gallegos Construction
National Sponsors of Adult Athletics (in-kind)
What sponsorship level are you asking
the Town of Vail to support?
Diamond Title/ Presenting Sponsor as TOV is largest benefactor of this
event.
List the sponsorship rights and benefits
associated with this level.
Title/ Presenting Sponsor "The Town Of Vail Presents Fred Ammer Vail
Invitational Soccer Tournament"
TOV incorporated into tournament logo (logo is additionally placed on all
items)
TOV Website Representation (four websites)
On-field Field Branding with banners, signage, logos
TOV Logo attached to all media posting, emailing and websites
Specific Newsletters highlighting TOV and DiscoverVail
Representation on all t-shirts and promotional items
Representation on all coaches gifts
TOV on Referee Coins
TOV on Trophies
Registration Check-in within the TOV
Only allowing TOV hotels with Play and Stay model
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Logo represented on t-shirts
Banners and signage on the fields
Website Representation
How will you ensure fulfillment of the
sponsorship rights and benefits?
Check-in with funding committee
Follow-up survey at the end of the tournament
Approval of all logo creations
Successful Tournament meeting expectations
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 goal with partnering with VRD is to grow this event. Tournament
require an increasing number of referees and staff to create a successful
event. This tournament targets the perfect demographic to highlight all the
TOV offers.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1LCctgAlzjqDtkBRE0whK4q5y2Nb_7-_S&e
xport=download&display=/FredAmmerVailInvitationalSoccerTournament_1
14446559_recap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1uI7XiIIp_58ZtEtEetvZoIllE_py8G8J&export
=download&display=/FredAmmerVailInvitationalSoccerTournament_11444
6561_Staff.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.vailrec.com/sports-activities/tournaments-events/vail-soccer-in
vitational
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1g5R9xptMwDlTakPO_I7LhmFNC5IJ8ImX
&export=download&display=/FredAmmerVailInvitationalSoccerTournament
_114446686_2021VailInviteRules.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1J4pDtAC-sU1qQMS5ipjm3Ts8hEycDKxD
&export=download&display=/FredAmmerVailInvitationalSoccerTournament
_114446687_FredAmmer2021.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 2:44 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 75.151.84.97
Unique ID: 869368455
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Nicole Marsh
Title of person completing the
application
Partner
Email nicole@imprintgroup.com
Phone (303) 626-1492
What is the name of your
event/program?
Spring Back to Vail
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$350,000
How much was your event or program
funded in 2021?
n/a
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Apr 07, 2022
Proposed End Date Apr 10, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Highline Sports & Entertainment
Mailing Address 216 Main Street
Suite 230
Edwards, CO 81632
Phone (970) 476-6797
Event/program Website or Organization
Website
www.springbacktovail.com | www.gohighline.com
Number of years organization has been
in business
26
Organization's Mission Statement To foster a culture in which Highline team members are challenged to excel
in providing all customers with exceptional service, extensive knowledge
and an unwavering commitment to ethical excellence - not only to complete
client satisfaction-but beyond all expectations!
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
VAIL VETERANS PROGRAM
Since 2004, the Vail Veterans Program (VVP) has been transforming the
lives of military injured and their families through innovative programs that
build confidence and improve lives. VVP offers summer and winter
therapeutic recreational programming, caregivers retreats, and through a
partnership with Johnson & Johnson's Human Performance Institute, the
Veteran's Path to Success training program, to help veterans define their
new life mission. In addition to signature programming, VVP also offers
Family Support programs including a weeklong adventure at Black
Mountain Ranch in McCoy, CO, where families create lifelong memories.
VVP programs define new recreational possibilities, build communities of
mutual support, encourage healthy recovery, and enable wounded
veterans and their families to discover their "new normal."
VVP participants include severely injured United States military personnel
who have been severely injured while serving our country. Most veterans
that attend our programs are patients of Walter Reed National Military
Medical Center in Bethesda, Maryland, Brooke Army Medical Center in San
Antonio, Texas, and the Naval Medical Center in San Diego, California.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
10
Please describe the location(s) of the
event or program in previous years
Vail/Vail Mountain
Please provide a detailed description of
the event/program and its activities
Spring Back to Vail has seen a multitude of iterations over the past 18
years and it is time to create and bring back what arguably should be the
greatest spring event at any resort in the country. The value proposition
behind the initiative has no ceiling. With humility, the event has learned
from past misses and lost opportunities, and looks to follow the rootof
success seen many, many years ago. PAID CONCERT MODEL Create a
paid concert model allowing nationally renowned artists with massive
appeal and draw to be booked well in advance and marketed throughout
the entire season. EVENTS INSIDE THE EVENT Create events inside the
event focusing from Ford Park to Golden Peak to Vail Village to Lionshead
with multi-day vibrant activations chocked full of energy and guest
experiences with mass appeal. By providing different touch points
throughout the Festival weekend, guests will be able to choose what
interests them. Spring Back to Vail looks to provide something for everyone
to reach a broad range of guests to the Valley. REFRESH AND REFINE
Traditional elements of Spring Back to Vail will remain as part of the
programming but will continue to be enhanced and refined. From the World
Pond Skimming Championships to the Mountain Luau, expanding the
components within these pre existing events will keep them current and
relevant.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Vail Mountain-Mid-Vail, Golden Peak, Mountain Plaza, Vail Village,
Lionshead, Ford Park
(all have not been contacted to date)
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
Provide water bottle filling stations
Partner with a upcycler or hard to recycle vendor for re-use of event
materials (Terra-Cycle, Green Guru, Gillibags, etc)
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.
Here is a snap shot from previous events with plans to continue similar
efforts and expand further into 2022: • Partnered with Vail Resorts/Epic
Promise to promote sustainability at all Spring Back to Vail venues • All
service ware at the expo and concerts were recyclable • Required expo
partners to separate all trash, aluminum and cardboard prior to disposing •
Sold products at the concerts in aluminum packaging to reduce recycled
cup usage • Reused event specific signage wherever possible • Used
hard-wired power wherever possible [vs. generators] • Utilized containers
that were re-engineered into a foldable trash and recycling bins made from
recycled event coroplast signs • Staff carpooling from Denver and within
the valley during the event • Strict no idling policy for all vendors and staff
during load in/load out • Used re-usable table linens at all tents (instead of
disposable) and cleaned as needed (vs. replaced) • Encouraged restaurant
vendors to buy local and produce dishes using those ingredients • Integrate
water stations and refillable options, weather permitting • Upcycled event
banners and signage
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
100
Number of volunteers anticipated 20
Number of event/program staff 90
Estimate of total number of
spectators/attendees anticipated
30,000
If applicable, final number of last years
attendance
n/a
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
18,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
9,000
Estimate the number of international
guests your event/program will bring to
Vail
3,000
How will your event/program increase
sales tax in Vail?
The new vision/plan for Spring Back to Vail 2022 will feature one weekend
with a robust schedule of activities with the goal of encouraging more
consumer spending from lodging, dining and shopping over a longer period
of time. By bringing more people to Town for extended stays during this
historically slow time of year, additional revenue is expected so increase
the tax revenues. As has occurred for the past 20 years, nationally
recognized talent will be the main draw, one that has been a trailblazer in
the resort event world. Our proven track record for drawing tourists from
the front, range and all over the country will continue.
How will your event support the mission
and vision of the Vail Town Council?
The vision is simple: be the best of the best. With an ample amount
planning and ramp up time, Highline will work closely with local entities of
every kind to garner the proper funding and create a truly memorable and
valuable event for the Town of Vail and its guests. It will include:
world-class A-list entertainment, world-class partners and sponsors,
world-class production and world-class activation. Bring Back, Spring Back
and position Spring Back to Vail as the number one spring festival in any
mountain community in North America. Establishing the groundwork in
2019, the event is poised to continue to transform itself to deliver
memorable experiences for key demographics, have economic impact to
the Town of Vail and creating a wildly vibrant energy throughout the Town
of Vail and on Vail Mountain targeting a historically slower time in April. The
2022 Spring Back to Vail will look to deliver: • Enriched guest experience in
expanded festival environment; • Expanded vibrancy throughout the Town
of Vail and on Vail Mountain; • Increased and supplemental marketing
campaign beyond Vail Resorts plan; • High level entertainment and lifestyle
activities appealing to a wide variety of people; • Positive economic impact
from not only spending and sales tax but also driving overnight visits stays;
• Safe environment for all guests
How will your event or program support
the Vail brand identity?
Spring Back to Vail, Vail Mountain and the Town of Vail have collaborated
in the past and will continue to coordinate efforts both on mountain and off
on several levels regarding Vail brand identity: • Refresh Spring Back's
current creative, logos, event voice and brand positioning that is on
message and visually appealing • Create a fully integrated
branding/signage plan that is cohesive • Provide event programming for a
range of guests and locals • Striving for the highest levels of customer
service and experiences
How is this event/program at the right
time for Town of Vail?
The event fills the gap with visitation is lower. The events tend to increase
lodging by 30-40%
How will your event/program attract
target markets of both visitors and
community members?
With world-class musical talent, interactive expo areas, entertaining
competitions like The World Pond Skimming Championships, guests and
locals will have more incentive to choose Vail for their springtime plans.
The Spring Back to Vail schedule will have something for everyone. A key
focus is the dissemination of accurate event information to key local media
groups, concierges and lodging leaders. Everything from the event
outreach to the grassroots marketing is strategically thought out so that the
right people get the right information at the prime time. Highline and Vail
Resorts/Vail Mountain continue to invest in high quality photography and
videography to extend its reach in digital and print media applications and
create content driven outreach.
How will the event/program deliver fresh
content and enhanced experiences?
We will continue with what is tried and true with the entertainment aspect,
but will enhance the event immensely with sponsor integration and
activation throughout the villages. People will have the opportunity to take
part in the event several times and in several locations. A wide range of
musical acts will enhance the vibe in Town of Vail and complements the
mountain weather and spring skiing/riding.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Spring Back to Vail IS fun and the festivities surrounding the events invite
guests to enjoy Vail to the fullest. The programming and vibrancy the event
creates from The World Pond Skimming Championships to the on
mountain Luau to great live music allows guests to be as active and
involved as they choose. Event partners can enhance the event through
additional activations and aid in creating unique and memorable guest
experiences. Since Highline and Imprint specialize in creating custom event
partnerships, a relevant and fun experience for the Vail guest is top of
mind.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
1,500,000 impressions
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Spring Back to Vail marketing and PR efforts will take a 3 tiered approach
for 2022 and beyond which will help in securing event partners and
sponsors. VAIL RESORTS/VAIL MOUNTAIN will be actively involved and
leading the promotional charge to include: • Brand refresh, brand voice
refinement and content creation • Brand guidance and development
support • Marketing strategy development • Tactical execution of marketing
plans across owned Vail channels and assets • Tactical execution of
marketing plans in paid channels and assets • Design and production of
marketing assets • Content capture • Supporting local and on-mountain
outreach for event communications • Support via owned and operated
channels and venues (retail, restaurant, lodging, and on-mountain) •
Logistical support for on-mountain event elements, if any • Leverage Vail
Resorts Public Relations for media inquiries, outreach, and hosting. •
Partner with Owned and Operated Lodging for event needs • Event
performance analyses (destimetrics, guest experience insights, and guest
feedback) VLMD Spring Back to Vail looks to complement and creatively
layer marketing/media efforts from Vail Mountain by looking to partner with
Vail Local Marketing District for additional marketing dollars to drive
destination guests during this historically slow time in April. The month of
April falls under the shoulder season umbrella and has become one of the
slowest times of the year. OTHER Spring Back to Vail will look to partner
with other PR /Media partners to effectively streamlining marketing,
advertising, social and digital campaigns during this low/shoulder season
period. By looking to expand current relationships with key media partners
such as AXS TV and VH1, the goal is to provide additional exposure to not
only further the street cred of Spring Back to Vail but also to allow a more
robust package for event partners and sponsors. Event Partners/Sponsors
will leverage their outlets to promote not only their presence at the event
but provide potential plus ups before/after the event with ideas like
trips/sweepstakes, enter to win and much more. The final activations are
dependent upon event partner planning.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We created the events from scratch and brought to the Vail Valley
something that didn't exist at any other ski resort in the lower 48 at the time.
Put simply, we were the pioneers of this model and continue to innovate
and grow the event year after year.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
When the entire event world came to a screeching halt in March of 2020,
Highline shifted its focus to the Covid-19 world and began producing testing
events with the most stringent public health orders in history. We
on-boarded close to 2,000 full time and contract laborers to administer
hundreds of thousands of Covid tests, as well as over 100,000 vaccines.
The dozens and dozens of mass testing and vaccination sites were some
of the most forward thinking, efficient and public health safety conscientious
sites in the entire country.
Much like what was asked of us when the recycling and sustainability
initiatives came to the forefront, we collaborated with local and state
entities, both government and private sector to adhere and implement the
most effective consumer facing program of any event producer in the Vail
Valley. We won sustainability awards because of our efforts. This was
predicted on the notion of managing behavioral and necessary event
parameters.
The 2020 4th of July Stationary Parade model that we shifted to in very
short order is also a very relevant example of this.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
4,500
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
50,000 X $300/per person = $15,000,000
*based on previous years survey results
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$9 x 350,000 [investment from TOV] = $3,150,000
[9:1 ratio] based on previous years survey results
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.
Non-local attendees will be directed to Vail lodging options via
call-to-actions to the event website placed in event advertising and
collateral materials. These items will include newspaper print ads, web,
posters, digital rack cards, social media inclusion and through phone
inquiries via phone directing public. Tracking and estimation will be
acquired through mTrip reports and intercept surveys as provided by the
Town of Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
Talent Procurement and Production
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1JONxQtsVeVt4SRkH8wJ1WsixlBjQzXsB&
export=download&display=/SpringBacktoVail_114444299_2022RFPEvent
Budget_SpringBacktoVail.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
21%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If Spring Back to Vail is funded at a reduced level by Town of Vail, event
organizers will revisit the overall feasibility of the event scope as planned
and consider making cuts in the following areas: • Talent and production
levels • Fewer event components/elements
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
1000000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1Iao8ATA88mpOBDjPFguNaYcEwcarLTSO
&export=download&display=/SpringBacktoVail_114444633_2022SpringBa
ckMediaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Through our marketing efforts, we aim to • let people know about the event
• get people interested in finding out more information • convey when and
where the event will take place • invite people to attend • create a brand
presence to attract sponsors, media and attendees to future events • sell
more tickets
Strategy: How will you meet your
objectives?
Marketing efforts will be met with • strategic ad buys and placement •
enhanced social media to create interest and excitement around the event •
continued messaging across all channels to reinforce the experience
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
- Interactive Festival Expo Village with On-snow ski and snowboard demos,
Product sampling and sales
- Interactive all-day Block Party at Vail Village with Après Ski programming
with live music and Live concert telecast from Ford Park concert venue and
Late-night silent disco
- Mobile sampling opportunities with approx. four (4) sampling locations
throughout Vail
- On-premise late-night party and DJ Show at Dobson Ice Arena with
Partner-driven experiential activations
- Vail merchant, restaurant and lodging integrations
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
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: A dedicated website will support the event at
www.springbacktovail.com
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Coakley
Phone (970) 333-4556
Email katie.coakley656@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Facebook: @springbacktovail
Instagram: @springbacktovail
#springbacktovail
How will you promote and utilize
DiscoverVail in your marketing efforts?
Just as we did for our other events in 2021, DiscoverVail will be used in all
marketing including social posts and tags, newsletters, the event website,
placed on signage, mentioned in Radio ads and in all press releases.
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1njcVYJrM87LfGUilDP4RYcVjz0eUJDIp&ex
port=download&display=/SpringBacktoVail_114446218_SB2V_DraftSpons
orDeck2022.pdf
What levels of sponsorship are you
selling for your event?
Title, Presenting, Supporting/Experiential, Category/Contributing, plus Expo
booth and F&B vendors
Please list your confirmed sponsors or
partners.
Spring Back to Vail 2022 is currently being marketed and an up to date list
of partners will be available in the near future.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$307,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$2,500
Please explain the potential for
additional sponsorships or partners.
Knowing the importance of momentum and timing, the Spring Back sales
team has adopted a new / refreshed sales strategy for Spring Back to Vail
2022 that will allow for more robust opportunities in all product categories.
By changing not only the sales model but also the event scope, the team
looks to add variety in partners as well as increase partnership revenues
from 2019 by expanding beyond the relationships of Vail Resorts Strategic
Alliance and its partners. Outside sponsorship will be pursued cultivating
fresh ideas, activation concepts and experiences the event warrants.
What sponsorship level are you asking
the Town of Vail to support?
Title
List the sponsorship rights and benefits
associated with this level.
- Category exclusivity and Title Partner designation
- Event logo lockup
- Premium logo placement on Main Stage scrim
- Rights to event marks, inclusion on logo train and a customized marketing
plan
- Custom data collection and email acquisition campaign
- Custom space at the Ford Park concert venue and in the Festival Village
with rights to sample and retail sales
- Naming rights to a late-night VIP parties
- Inclusion and collaboration on lineup announcements
- Ability for Brand to provide up to four (4) 15-second promo videos in Main
Stage video board rotation, if video is present
- Custom content creation during the event
- Inclusion in the event recap video with usage rights to video
- Hospitality package and VIP passes
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
- One (1) 10'x10' space at Festival Village Expo with rights to sample and
retail sales
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have detailed tracking and individuals responsible for fulfillment for
each sponsor. In addition, we provide detailed recap to each participating
sponsor with evidence of rights and benefits across platforms.
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?
nonw
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1HkU2oIuCUjJa3TUJbdoYkjQqLpc5-vj5&ex
port=download&display=/SpringBacktoVail_114446559_SBTV_2019_Partn
er_Recap4.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=18qT-6cZ799dgaoP7xyITA_acPPClXy1k&e
xport=download&display=/SpringBacktoVail_114446561_HighlineImprintHi
ghlineOrgChart.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://vimeo.com/622778534/f7122e4dbe
File https://drive.google.com/uc?id=1RpIPWlpfqjp48KVnfrqQeTD0v7PJpeZ9&e
xport=download&display=/SpringBacktoVail_114446678_SB2V19EventRe
cap_5.29.19.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 2:45 pm
Browser: Chrome 94.0.4606.71 / Windows
IP Address: 143.131.13.19
Unique ID: 869368747
Location: 40.348701477051, -74.658996582031
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Alan Himelfarb
Title of person completing the
application
Executive Director
Email alan@startinghearts.org
Phone (970) 763-5306
What is the name of your
event/program?
Resuscitation Academy Conference
Is this a new event or program?Yes
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
5000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 16, 2022
Proposed End Date Jun 17, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Starting Hearts
Mailing Address PO Box 2981
Avon, CO 81620
Phone (970) 763-5306
Event/program Website or Organization
Website
www.startinghearts.org
Number of years organization has been
in business
11
Organization's Mission Statement Starting Hearts' mission is to provide a platform for donors, advocates, and
affiliates to save the precious lives of sudden cardiac arrest victims through
education, infrastructure, citizen activation, and community stakeholder
engagement.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
The Resuscitation Academy (RA) is the GOLD STANDARD in cardiac
arrest programs in the nation. Based in Seattle, WA, RA has established
an emergency response system that has achieved the highest save rate in
the nation, 65% versus a 10% national rate, an astounding 6.5 times
improvement. Traditionally, RA has conducted three-day conferences in
Seattle for paramedic agencies to learn its best practices. Now, RA is
partnering with Starting Hearts to conduct its first conference in Colorado in
June 2022. This is a seminal moment for Starting Hearts to associated
with such an esteemed organization and will bring great attention to the
Town of Vail and the State of Colorado.
The conference will attract paramedic professionals from across the state
with two days of seminars, conferences, and break-out sessions with lead
instructors from RA. Lessons learned will be applied at each agency and
outcomes will improve across the state. The program will be conducted at
one of Vail's premier hotel and conference facilities and the first year's
attendance will be capped at forty plus five incoming instructors. Future
annual events will increase in participant size as Starting Hearts'
experience and sophistication in its collaboration with RA grows.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
The Vail Resuscitation Academy Conference will take place in June 2022
at one of the town's premier hotel and conference center venues. We are
currently in discussion with several candidates including The Antlers,
Arrabelle, and Marriott and will commit to our selected venue before
year-end.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Not applicable
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
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
Use eco-friendly serving utensils (compostable or recyclable)
Ban styrofoam, not allowed within town limits
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.
Absolute. We are long-term citizens of our county and good stewards of
our environment in all our activities.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
50
Number of volunteers anticipated 3
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
40
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Our Vision: To be the Premier International Mountain Resort Community!
The Vail Resuscitation Academy Conference will become a signature event
for Vail, as it will continue to grow in size and influence for years to come.
Given that no other RA conference exists in our region, we anticipate that
attendees from adjacent states will clamor to participate in the future.
Our Mission: Grow a vibrant, diverse economy and community and
preserve our surrounding natural environment, providing our citizens and
guests with exceptional services and an abundance of recreational, cultural
and educational opportunities. The Vail Resuscitation Academy
Conference provides a unique educational experience for paramedic and
hospital professionals otherwise unavailable in our region. Given our close
working relationship with RA in Seattle, Starting Hearts will be able to
significantly grow this event each year, attracting professionals from
Colorado and surrounding states, raising the town's profile with safety
agencies, and generating new hospitality and retail revenue each year.
How will your event or program support
the Vail brand identity?
This is our home and we love it for the environment, the people, and the
lifestyle. We remember the Vail brand identity as "Like No Place on Earth"
(we can find no recent reference) and is something we believe in
wholeheartedly. As nonprofit leaders, do our part to maintain this high
ideal. Bringing a signature event, recognized by safety professionals the
world over, is in keeping with this ideal and will serve to enhance the Vail
brand for years to come.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
RA conferences share best practices from decades of experience in
Seattle, WA, where the absolute highest save rates from sudden cardiac
arrest are experienced. Paramedic professionals from across the nation
attend RA conferences in Seattle and a new event in Vail will be oversold
at the outset as demand for this information is great. Leaders from these
safety agencies are the primary attendees, and information obtained is
brought home and applied to improve outcomes. This conference will not
only empower leaders for positive change but also create better outcomes
for cardiac arrest victims within the state and eventually, the region.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
This program is completely geared to health and wellness. Given the
prestige of the Resuscitation Academy, Vail's reputation as host to this first
of its kind event in Colorado will certainly be enhanced. Annual events will
build upon that as Vail becomes an epicenter for cardiac arrest saves. To
date, through the work of Starting Hearts in close collaboration with our
safety agencies, we experience a save rate of 30% in Eagle County, three
times the national average and five times the Denver County outcomes.
The RA conference in Vail will serve to enhance our mutual reputation in
this center of cardiac arrest improvement.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The RA conference provides an opportunity for industry professionals to
gather, learn from one another, and apply significant improvements to
infrastructure and preparedness in their communities. Doctors, nurses,
paramedic leaders, and instructors have ample opportunity in both
structured classes and informal gatherings to share their knowledge and
skills. Information gleaned from the conference is used by participants to
apply best practices in their home communities to improve outcomes,
creating a significant positive impact to their citizens and visitors.
How will the event or program deliver an
educational component?
Professional instructors from the Resuscitation Academy in Seattle will
conduct formal classes for participants throughout the two days of activity.
Instructors are accomplished industry professionals with decades of
experience and expertise.
How is this event/program at the right
time for Town of Vail?
This event, highly recognized by safety agencies across the nation, will be
a first for the Town of Vail; and will bring significant attention to Vail from
these important industries in paramedic and hospital services. It is very
likely that the following years event will grow to several hundred as demand
for such conferences far exceeds availability. Given Vail's emphasis on
health and wellness, this may well become a signature event for years to
come.
How will your event/program attract
target markets of both visitors and
community members?
Because of Starting Hearts' work with over 200 hospitals and safety
agencies in Colorado, the RA conference in Vail has been announced to
our industry; and the response has been overwhelming. There is no
question that the event will be oversold.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Starting Hearts is working to become the epicenter for sudden cardiac
arrest improvement across the nation. We have a large statewide
presence and a growing regional network of affiliates. The Vail
Resuscitation Academy Conference will work to enhance our reputation
and that of our home. In coming years, we will build a new world
headquarters and attract associates from across the nation and the world.
The benefits to our home will be many, including recognition by leading
authorities in our field, increased visitations by industry professionals, and
increased hospitality revenue.
How will the event/program deliver fresh
content and enhanced experiences?
This will be the first time in Colorado for participants to experience the
lifesaving, state-of-the-art programs from RA. The content will focus on
infrastructure development, high quality CPR, telephone CPR by dispatch,
and best practices learned from several decades of direct experience. This
content is not only educational but highly motivating to safety professionals
seeking better outcomes.
How will the event or program achieve
recognition and drive participation?
The association and participation of RA in Vail will generate a high level of
recognition for both Vail and Starting Hearts. Awareness of a
Colorado-based event has already driven a large demand for participation,
which will grow each year. The public relations opportunity for Vail to host
a signature event of this type will be material and will continue to expand
with annual events.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Our current reach includes over two hundred hospitals and safety agencies
in Colorado, representing thousands of employees. This reach will
continue to expand on a regional basis in subsequent years as out-of-state
hospitals and agencies ask to participate.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Being the first of its kind in Colorado, the event has great potential to
generate a great deal of media interest and we expect interviews and
articles from TV, radio, and print in Denver. Several national industry
companies, such as public company Stryker, maker of medical devices,
have expressed interest in helping underwrite this event.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Starting Hearts conducts multiple live and recorded events each year
including the Night of Excellence recognizing our emergency responders in
conjunction with our three Rotary Clubs of Eagle County each year and
supported by CSE. We have the requisite knowledge, skill, and experience
to make the Vail Resuscitation Academy Conference a glowing success
with plans to expand its participants and sponsors each year.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
As a safety agency, Starting Hearts pays careful attention to our state and
county health orders. Last year, for example, in a last minute change of
plans, we were able to transition a live event to an online broadcast with
great success. Our Eagle County Safety Manager, Birch Barron, is on our
board of directors and provides regular guidance to county mandates for
safety. We will comply with all requirements including, as needed, masking
and social distancing, to ensure a safe and successful event for all
participants.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
80
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
All participants will travel from outside Eagle County and we might
anticipate total spending within the Town of Vail for the inaugural event to
approximate $25,000 - $35,000. The 2023 event is expected to be at least
five times larger in participation and revenue.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
2022: 45 attendees x $300/day x 2 days = $27,000
2023: 205 attendees x $300/day x 3 days = $185,500
2024: 405 attendees x $300/day x 3 days = $364,500
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.
We plan to arrange a special program with one Town of Vail hotel venue
with direct booking. We will maintain a roster of all participants, so we will
be able to ascertain the exact number of lodging nights generated.
BUDGET
Describe how you will use the funds
requested from the CSE.
CSE funds will be used to underwrite a portion of the expenses from the
event. We hope to generate enough funds from the town and sponsors so
attendees can participate with little to no event fees.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1KCmhv1kPZg_kUC04xkjGP86w2DLgVLF
u&export=download&display=/ResuscitationAcademyConference_1144442
99_2022EventBudget.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
30%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will endeavor to generate the necessary funds to fully cover the costs
of the event and the event will take place as planned if CSE funding is
lower than requested.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
3960
Do you intend to host the event or
program in Vail beyond 2022?
No
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1mvB5bp_NacO9W5ry1EDAECwTGRV-eB
-L&export=download&display=/ResuscitationAcademyConference_114444
633_2022MediaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
We will make sure the safety industry across the state is aware of this
event and plant seeds for a substantially increased participation in 2023.
The marketing efforts will raise the profile of the Town of Vail, Starting
Hearts, and the event itself, generating additional interest and informing the
industry of our association with RA and the support of the town and
sponsors.
Strategy: How will you meet your
objectives?
Meeting objectives is a given as the demand for the event already far
exceeds capacity. The association with RA raises the profile of Starting
Hearts and the venue of the Town of Vail offers an attractive location for
participants from across the state. We are experienced at conducting
events and will ensure all participants will have an educational and
enjoyable experience to relate to their respective agencies and colleagues.
RA instructors will provide excellent content while the selected Vail hotel
will offer wonderful amenities. Our gorgeous environment speaks for itself
and we will do everything in our power to create a memorable experience
for all attendees.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We expect the public will have interest in the event and particularly, its
participants. We will conduct live radio, TV, and online interviews and plan
at least one Vail Daily article to share the event and the safety agencies
involved to generate engagement and discussion by our citizenry in the
important health issues addressed.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Radio
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Event/Program App
Co-promotions
Partnerships
Please list contact information for your
Media Relations or Public Relations
staff/firm
Jackie Christiansen
Phone (970) 763-5306
Email jackie@startinghearts.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@startinghearts
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will refer to DiscoverVail for more information in our marketing
materials.
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1OWg5R-KpfXYNqHUd08tW2QfbSU6yF8K
x&export=download&display=/ResuscitationAcademyConference_1144462
18_SponsorshipOpportunities.pdf
What levels of sponsorship are you
selling for your event?
The sponsorship opportunities have not yet been finalized. We anticipate
only several sponsor participants this year, given the limited size we will
accommodate in the first year; however 2023 will be significantly enlarged.
Going forward, this time of year is off-peak and we envision larger
participation will bring 200 participants in 2023 and 400 in 2024.
Please list your confirmed sponsors or
partners.
None as of this filing; however, several verbal commitments pending the
confirmation of our dates and venue.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$9000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$1000
Please explain the potential for
additional sponsorships or partners.
The event has already drawn the interest of a public medical device
company in our industry and we expect a large demand for sponsorships
as the event increases in participation.
What sponsorship level are you asking
the Town of Vail to support?
$5,000. This will be considered our Platinum Level, the highest ask of
sponsors.
List the sponsorship rights and benefits
associated with this level.
This will be delineated in the sponsorship offerings to be completed in
January.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
This will be delineated in the sponsorship offerings to be completed in
January.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
This will be delineated in the sponsorship offerings to be completed in
January.
How will you ensure fulfillment of the
sponsorship rights and benefits?
Sponsors and donors are the lifeblood of a nonprofit and we go above and
beyond to ensure our sponsors and donors receive all rights and benefits
and more.
ADDITIONAL INFORMATION
Are there any questions you have for
the CSE or other things you'd like to
share with the board that are not
included in the application?
We ask that the board consider the long-term potential for this event, given
the first year is modest by design. This event will grow year-over-year and
attract regional interest in the future. We plan to establish a baseline,
template, and run of schedule in the first year so we can confidently
conduct larger events in the future. Both we and the Resuscitation
Academy are intent in a long-term relationship and want to be sure we build
upon a solid base in year one. To learn more about the RA, please visit:
https://www.resuscitationacademy.org/
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1CmxEJxZLAF1AckyDkRy_kxbguBtxlcls&e
xport=download&display=/ResuscitationAcademyConference_114446561_
BoardofDirectorsandAdvisoryBoard2021.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.startinghearts.org,
www.resuscitationacademy.org/leadership-workshop
File https://drive.google.com/uc?id=1iEhbkSb9mo23jmSbjQZFEfNcdo2dk2bv&e
xport=download&display=/ResuscitationAcademyConference_114446678_
RAHomepage.png
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:07 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 75.151.84.97
Unique ID: 869378060
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Nicole Marsh
Title of person completing the
application
Partner
Email nicole@imprintgroup.com
Phone (303) 623-1492
What is the name of your
event/program?
Gourmet on Gore
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$45,000
How much was your event or program
funded in 2021?
$35,440
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 02, 2022
Proposed End Date Sep 04, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Highline Sports & Entertainment
Mailing Address 216 Main Street
Suite 230
Edwards, CO 81632
Phone (970) 476-6797
Event/program Website or Organization
Website
www.gourmetongore.com | www.gohighline.com
Number of years organization has been
in business
26
Organization's Mission Statement To foster a culture in which Highline team members are challenged to excel
in providing all customers with exceptional service, extensive knowledge
and an unwavering commitment to ethical excellence - not only to complete
client satisfaction-but beyond all expectations!
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
VAIL VETERANS PROGRAM
Since 2004, the Vail Veterans Program (VVP) has been transforming the
lives of military injured and their families through innovative programs that
build confidence and improve lives. VVP offers summer and winter
therapeutic recreational programming, caregivers retreats, and through a
partnership with Johnson & Johnson's Human Performance Institute, the
Veteran's Path to Success training program, to help veterans define their
new life mission. In addition to signature programming, VVP also offers
Family Support programs including a weeklong adventure at Black
Mountain Ranch in McCoy, CO, where families create lifelong memories.
VVP programs define new recreational possibilities, build communities of
mutual support, encourage healthy recovery, and enable wounded
veterans and their families to discover their "new normal."
VVP participants include severely injured United States military personnel
who have been severely injured while serving our country. Most veterans
that attend our programs are patients of Walter Reed National Military
Medical Center in Bethesda, Maryland, Brooke Army Medical Center in San
Antonio, Texas, and the Naval Medical Center in San Diego, California.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
15
Please describe the location(s) of the
event or program in previous years
EAST MEADOW DRIVE-VAIL VILLAGE: Food Trucks al Fresco
WILLOW BRIDGE ROAD, [North of International Bridge-Checkpoint
Charlie] AND GORE CREEK DRIVE: Gourmet on Gore Tasting Tour,
Gourmet on Gore Open Air Tasting
VAIL VILLAGE/SLIFER PLAZA; MOUNTAIN PLAZA: Gourmet, Let's Go!
Please provide a detailed description of
the event/program and its activities
This Labor Day Weekend tradition in Vail celebrated 15 years in 2021 and
is a festival of wine, spirits and food set in Vail Village. This unique culinary
festival offers an open-air tasting with world-class wine, beer and spirits
paired with culinary delights from Vail's top culinary experts. Gourmet on
Gore offers free admission to most events and a variety of additional
events including Food Trucks al Fresco and Gourmet, Let's Go!, an
adventure in lifestyle and culinary experiences.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
EAST MEADOW DRIVE: September 2, 2021-4:00PM-9:00PM
GORE CREEK DRIVE: September 2-4, 2021-11:00AM-6:00PM (9/2 setup)
BRIDGE STREET: September 2-4, 2021-11:00AM-6:00PM (9/2 setup)
WILLOW BRIDGE ROAD:
September 2, 2021-4:00PM-9:00PM (setup)
September 3-4, 2021-11:00AM-6:00PM
GORE CREEK PROMENADE: September 3-4, 2021-11:00AM-6:00PM
MOUNTAIN PLAZA: September 3-4, 2021-11:00AM-6:00PM
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All will take place in the Town of Vail/Vail Village with the exception of the
Gourmet, Let's Go! program which features lifestyle activities for the active
Gourmet on Gore guest. All hike, yoga and TBD events will meet in Vail but
will include surrounding areas where best suits the type of activities
featured.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
Provide water bottle filling stations
Partner with a upcycler or hard to recycle vendor for re-use of event
materials (Terra-Cycle, Green Guru, Gillibags, etc)
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.
Here is a snap shot from 2021 with plans to continue similar efforts and
expand further in 2022:
• Continued to make composting, recycling and trash sorting a priority for
the event.
• Hired specific staff to assist consumers with trash, recycle and compost
separation at point of disposal
• Water refill stations [3 total] positioned throughout Vail Village [East
Meadow Drive, Check Point Charlie, Gore Creek Drive near the Children's
Fountain]
• Event partner, AUDI, offered free/promotional water bottles as part of their
activation to encourage the use of the water stations.
• Proactively worked with restaurant vendors on
composting/recycling/waste efforts through one-on-one communication and
providing ample boxes to meet individual needs
• All vendors were required to use compostable service ware
• Staff was hired and an integral part of consumer education relating to
disposal of event materials
• Highline promoted the sales of the Official Gourmet on Gore wine glass
as a way to encourage less plastic cup use for wines purchased throughout
the event
• Use of hard line power so no generators were needed
• Staff carpooling from Denver and within the valley during the event
• Strict no idling policy for all vendors and staff during load in/load out
• Signage that can't be reused has been re purposed at this event and
others (trash boxes, bags, front range companies, etc.)
• Used re-usable table linens at all tents (instead of disposable) and
cleaned as needed (vs. replaced)
• Encouraged restaurants to offer vegetarian selections
• Encouraged restaurants to eliminate single serving/use condiments
• Encouraged restaurants to buy local and produce dishes using those
ingredients
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
60
Number of volunteers anticipated 10
Number of event/program staff 80
Estimate of total number of
spectators/attendees anticipated
30,000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
18,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
6,500
Estimate the number of international
guests your event/program will bring to
Vail
500
How will your event/program increase
sales tax in Vail?
Nearly half of attendees come to Vail over Labor Day weekend for the
primary reason of this event. As an event producer based in Town of Vail,
not only does Highline drive increase in sales tax but the guests are also
spending a significant dollar amount at Town of Vail restaurants. Lodging,
shopping and recreation are also key drivers for increased sales tax
spending in Vail.
How will your event support the mission
and vision of the Vail Town Council?
VISION: To be the Premier International Mountain Resort Community!
MISSION: Grow a vibrant, diverse economy and community and preserve
our surrounding natural environment, providing our citizens and guests with
exceptional services and an abundance of recreational, cultural and
educational opportunities.
Gourmet on Gore continues to position itself as a world class culinary, spirit
and beer festival that offers a unique low barrier to participate for guests of
Vail and locals alike. With the outdoor atmosphere of Food Trucks Al
Fresco and the Open Air Tasting, guests are able to enjoy all that make
Vail one-of-a-kind. The event supports and showcases Vail restaurants,
businesses and services in an environment that encourages exploration
and discovery.
How will your event or program support
the Vail brand identity?
• Gourmet on Gore compliments what Vail Summer has to offer as a
high-end event that appeals to the social side of individuals and families
who seek a mountain experience where they are able to explore Vail
Village, Vail culinary talent, and Vail arts
• As always, the event meets the highest quality standards of production,
organization and venue aesthetics
• All restaurant partners provided high-quality service and products,
representing Vail's culinary expertise well and fitting Vail's brand promise
Like Nothing on Earth
How is this event/program at the right
time for Town of Vail?
Gourmet on Gore continues to provide world-class experiences for guests
and keeps Vail on the map as a premier destination over Labor Day
weekend in Vail. A successful holiday weekend in Vail showcasing the best
of what Vail has to offer in Summer, closes out the guest season with them
wanting more. This event drives overnight visitors for the sophisticated
traveler and has begun to also provide offerings that drive the young
independents.
How will your event/program attract
target markets of both visitors and
community members?
• The essence of Gourmet on Gore comes from the mixture of attendees
both traveling from all over the world and from within the Vail Valley to
experience world-class food and beverages together
• New events within Gourmet on Gore, like Food Trucks Al Fresco are
designed to offer a unique experiences in Vail and a strong way to entice
new guests to the event
• The Vail community/participant groups is what crafts this successful
weekend and a continued partnership with Vail Veterans program provides
an additional strength and tie to the community
• Gourmet on Gore provides a safe, relaxing and sophisticated atmosphere,
reflecting Vail's year-round ambiance
• The event venue visually compliments Vail's natural beauty, and is
structured in a way to make guests feel at ease and comfortable in their
surroundings
• Guests are able to engage directly with local restaurants, chefs,
sommeliers and vendors seamlessly, gaining a glimpse into the classy
culinary world of Vail as well as local businesses and their personas
How will the event/program deliver fresh
content and enhanced experiences?
In 2021, we scaled back Gourmet, Let's Go!, the culinary and lifestyle
program, as we were unsure of the audience due to the pandemic during
the early stages of planning. We sold out both Trail to Table Hikes and the
two yoga sessions were well attended. In 2022, we'll look to build on these
offerings in size and scope as well as approach. We're looking to bring
back the hikes and yoga and add in biking and other active outings
combined with gourmet culinary experiences. In order to do this, we'll need
to grow sponsorship dollars for this category as it is imperative as we see
the F&B, hospitality, staffing, and infrastructure costs continue to rise year
over year.
In 2021, we continued the Food Trucks al Fresco Friday evening.
Entertainment, quality of trucks and fun beverage components all created
the atmosphere that was intended. The buzz on the streets was the perfect
kick-off to Labor Day weekend in Vail. The guest attendance, enthusiasm
and vibe created was a win. With a growing crowd, we anticipate needing
to increase overall event partnerships in order to bring the necessary
additional food trucks to keep the guest experience top of mind. We're also
discussing bringing in live/busker style entertainment throughout the event.
Lastly, we're planning to bring back more seminar/educational sessions for
guests provided by event sponsors and exhibitors. We're also looking at
having sponsors host VIP events for local restaurateurs and guests to
showcase their products in an educational setting.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The beauty of Gourmet on Gore is the opportunity for Vail guests to interact
with the Vail chefs, brew masters, sommeliers, culinary entrepreneurs and
more throughout the weekend. The open-air tasting experiences are the
pillar of the event and the main thing that drives event partnerships. We
look to event partners to bring in additional activation to the event and since
Highline specializes in creating custom event partnerships, a relevant and
fun experience for our Vail guest is top of mind.
The Friday night Food Trucks Al Fresco was programmed and promoted to
achieve exactly this. Vail is the perfect place for new guests and return
guests to create memories through really fun, unique experiences in Vail
with the live entertainment pop.
Gourmet, Let's Go! allows guests to get out and be a part of some of the
favorite activities in Vail in the summer: Yoga, Hiking and more. By offering
an elevated experience for the more outgoing guests and locals and pairing
them with culinary delights, Gourmet on Gore continues to explore and
craft ways to include more guests into the event.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
This Vail tradition has valuable brand equity and is an annual tradition for
many multi-generational families.
o Gourmet on Gore 2022 will follow a similar plan as that in 2021 which
was promoted through grassroots, print, digital, social, radio and PR
marketing efforts reaching more than 12,000,000
o Print: 700,000+ impressions
o Digital: 250,000+ impressions
o Social: 111,350+ impressions
o PR: 11,000,000+ impressions
o Over $75,000 in media value was delivered by this integrated campaign
o The PR campaign generated over $65,000 in equivalent media value
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
This event offers a variety of exposure opportunities for local, regional and
national brands. By securing partnerships as early as possible, Gourmet on
Gore looks to capitalize on sponsors' marketing assets including social,
digital and grassroots efforts to connect to the event. Post-pandemic we're
not in a position to start reaching out about the event with confidence to get
ahead of the 2022 planning.
The diverse programming elements connect a variety of different groups
and consumers to the event so aligning with all the partners specifically as
it relates to the Tasting Tour, Gourmet, Let's Go!, Food Trucks Al Fresco
and the Open-Air Tasting furthers the outreach and information sharing.
Highline creates and provides customized digital assets and more for event
partners to utilize and grow event exposure.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Highline has been producing events in Vail for more than 20 years and is
known to produce world-class events. In partnership with Imprint, producing
events for 50+ years, this collaboration sets the event up for greater reach
and success. Should the Town of Vail choose to look to grow the event
and increase event elements in the future through increased funding, we
have the knowledge, background and team to increase the event elements
and collaborate with event partners for greater success. Additionally, the
passion and ownership our team feels toward Gourmet on Gore is evident
with the commitment to evolve each year and create a memorable and
lasting experience for all who participate and attend the event.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Our experience to quickly adapt to changes is evident in the success we
have had over the past 18 months. When the entire event world came to a
screeching halt in March of 2020, Highline shifted its focus to the Covid-19
world and began producing testing events with the most stringent public
health orders in history. We on-boarded close to 2,000 full time and
contract laborers to administer hundreds of thousands of Covid tests, as
well as over 100,000 vaccines and counting. The dozens and dozens of
mass testing and vaccination sites were some of the most forward thinking,
efficient and public health safety conscientious sites in the entire country.
Much like what was asked of us when the recycling and sustainability
initiatives came to the forefront, we collaborated with local and state
entities, both government and private sector to adhere and implement the
most effective consumer facing program of any event producer in the Vail
Valley. We won sustainability awards because of our efforts. This was
predicted on the notion of managing behavioral and necessary event
parameters.
We are able to not only adapt, but bring expertise and tools to the event as
needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
5,000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
25,000 x $300 = $7,500,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$9 x 45,000 [investment from TOV] = $405,000
[9:1 ratio] based on previous years survey results
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.
Non-local attendees will be directed to Vail lodging options via
call-to-actions to the event website placed in event advertising and
collateral materials. These items will include newspaper print ads, web,
posters, digital rack cards, social media inclusion and through phone
inquiries via phone directing public. Tracking and estimation will be
acquired through mTrip reports and intercept surveys as provided by the
Town of Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
Funds will support the trash/recycle/composting requirements of the Town
of Vail along with marketing, increased event programming and operational
expenses associated with the event. Staff costs far exceeded budget in
2021 and the additional funds will also support recruiting and paying quality
staff.
There is a continued focus on the efficiency of events regarding load
in/load out and trying to minimize the impact to the Town of Vail
businesses/merchants, guests and resources. The funds received will help
us continue to streamline these efforts.
The costs to support and implement the green initiatives that align with the
Town of Vail values and goals continue to be a large investment for staff,
equipment and services and continues to be a focus for Gourmet on Gore.
On the heels of a successful 2021 event, Highline/Imprint will take key
learnings from the weekend to further plan and enhance event elements as
well as seek unique event partnerships that will help to create engaging
memorable experiences for the savvy Vail guest.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1yihNN1LDmPCq8h9Af1vF3J35o5qGhv2p
&export=download&display=/GourmetonGore_114444299_2022RFPEvent
Budget_GourmetonGore.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
11.5%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
• Change in marketing plans, programming and depth of opportunities
• Reduction in seating, umbrellas and expansion of guest experience
• Longer duration for load in and load out which may impact
venues/merchants and the ability to efficiently execute the event
operationally
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
345000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1KsmoJxtAZMLQeWyiUjB4GDRvAFi8UzZs
&export=download&display=/GourmetonGore_114444633_2022GOGMedi
aPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
• Engage our target demographic far enough in advance to allow time for
guests to plan their trip to Vail for Labor Day Weekend
• Engage our target demographic both locally and state-wide in the weeks
leading up to the event to draw in additional returning and new weekend
and day-visitors to Vail
• Encourage guests to stay for the duration of the 3-day event and to book
lodging with local lodging partners
• Represent the event as a sophisticated, food and beverage festival which
is a staple in Vail's summer season
• Showcase the variety and depth of programming to appeal to a wider
audience, including the young independents
Strategy: How will you meet your
objectives?
• Use historically successful marketing strategies to reach our target
audiences through print, digital, radio, social media and grassroots
advertising, as well as PR efforts. *Please see the attached marketing plan
for details.
• Work with sponsors and restaurant and beverage partners to promote the
event to extended networks, including foodie networks in Colorado
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
• Gourmet on Gore encourages local businesses the opportunity to
self-promote throughout the weekend as either restaurant partners or
expo-partners of the event, engaging the local community and visitors alike
• Event Toolkits including digital assets provided to the lodging community
with a natural opportunity for cross promotion
• Work with sponsors to expand upon specific event elements such as
Food Trucks Al Fresco and Gourmet, Let's GO! which promote community
engagement by providing unique platforms for involvement
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: A dedicated website will support the event at gourmetonegore.com
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Coakley
Phone (970) 333-4556
Email katie.coakley656@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @gourmetongore
Facebook: @gourmetongore
#gourmetongore
How will you promote and utilize
DiscoverVail in your marketing efforts?
Just as we did in 2021, DiscoverVail will be used in all marketing including
social posts and tags, newsletters, the event website, placed on signage,
mentioned in Radio ads and in all press releases.
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1z_am8Q4BIGUvlFe--Nh_53LsfISkSA9I&ex
port=download&display=/GourmetonGore_114446218_GOG2022_V1Spon
sorDeck.pdf
What levels of sponsorship are you
selling for your event?
Title, Presenting, Supporting, plus exhibit and food partners
Please list your confirmed sponsors or
partners.
We are currently in the process of partnership renewals for 2022. Audi is
confirmed as returning presenting level partner for next year and we have
hopes to resign AB, Diageo and other unique food and beverage partners.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$193,750
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
0
Please explain the potential for
additional sponsorships or partners.
This event offers a variety of exposure opportunities for local, regional and
national brands. Highline would like to grow the event with additional media
partners, marketing partners, partnership activation and
restaurant/beverage partner exposure as long as the overall event footprint
allows.
What sponsorship level are you asking
the Town of Vail to support?
Presenting +
List the sponsorship rights and benefits
associated with this level.
The Town of Vail shall receive Presenting Sponsorship for the Event:
• 12 Gourmet on Gore packages
• 4 Town of Vail banners to be placed throughout Gourmet on Gore event
venue
• Right to DiscoverVail logo inclusion on Gourmet on Gore event website
• Right to DiscoverVail logo inclusion on 4-color print ads placed on behalf
• of the event
• Right to DiscoverVail logo inclusion on Gourmet on Gore promotional
• materials [where applicable]
• Event Posters
• Event Flyers/Rack Cards
• E-blasts
• Concierge Outreach
• Right to DiscoverVail logo inclusion on Gourmet on Gore signage
• Town Banners
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
• The right to logo inclusion in all digital advertising material and print ads
promoting the Event, including Sponsor logo as part of the Event lock-up
logo, given prior approval from Sponsor;
• The right to be featured as a Title Sponsor in a public relations campaign
to local, regional and national media outlets surrounding the Event given
prior approval from Sponsor;
• The right to a custom expo space at the Event for vehicle display /
education, including up to six (6) vehicle displays;
• The right to vehicle placement at the Event within the Event footprint to be
determined based on the Event venue;
• The right to logo inclusion on event-specific branded elements;
• The right to display up to eight (8) banners throughout the Event venue;
• The right to additional branding items upon pre-approval by the Event
producer;
• The right to Sponsor mention in a social media/digital campaign for the
Event;
• The right to conduct dealer programming where a select number of
promotional packages will be allocated to fulfill the programs;
• The right to place items in Event gift packages that are distributed to
Sponsors and other special guests for Gourmet on Gore and Gourmet Let's
Go!;
• The right to lodging coordination and booking through the Event Producer
with an agreed upon amount to be billed to the Event Sponsor;
• The right to receive (20) twenty VIP Hospitality packages per event,
including one glass and $50 in Gourmet Dollars per package, or equivalent
value.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
• The right to one (1) 10' x 10' expo spaces and white tents at Gourmet on
Gore for the brand to feature and take orders for the cutlery at one location
and the olive oils at the second location;
• The right to one (1) VIP gift packages including (1) official Gourmet on
Gore glasses and (25) Gourmet Dollars in each;
• The right to use Event marks for use in co-branded advertising and
promotions upon approval by Event organizer;
• The right to display up to one (1) partner banners at Vail Oktoberfest as
placed by the Event Organizer.
• The right to distribute branded merchandise, discount VIP cards etc. to
Event Partners and VIPs;
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have detailed tracking and individuals responsible for fulfillment for
each sponsor. In addition, we provide detailed recap to each participating
sponsor with evidence of rights and benefits across platforms.
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?
none
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1M5K_whBkjgkncnCchiSX4908AQD11LnX
&export=download&display=/GourmetonGore_114446559_GOG_2021_TO
VRecapDeck.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1CHLLqaMFIoT3KuAJ_L9OOk1UguR0ZDV
y&export=download&display=/GourmetonGore_114446561_HighlineImprin
tHighlineOrgChart.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.dropbox.com/sh/qsnsq2s6wp55wk8/AAC-Q4YQCNvGigh5UoL
4uozta?dl=0
File https://drive.google.com/uc?id=1sUF4QiyFUfNGjIkpdzkvbOh3JzLHPE_6&e
xport=download&display=/GourmetonGore_114446678_GOG22SALESON
ESHEETER.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:13 pm
Browser: Chrome 94.0.4606.71 / Windows
IP Address: 68.170.40.250
Unique ID: 869380836
Location: 44.556198120117, -105.66649627686
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Allie Licata
Title of person completing the
application
Gym Manager
Email alicata@vailrec.com
Phone (970) 479-2287
What is the name of your
event/program?
Vail Gymnastics Classic
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
9,000
How much was your event or program
funded in 2021?
7,088
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 16, 2022
Proposed End Date Sep 18, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Recreation District
Mailing Address 700 S Frontage Rd E
Vail , CO 81645
Phone (970) 479-2287
Event/program Website or Organization
Website
vailrec.com/gymnastics
Number of years organization has been
in business
20
Organization's Mission Statement The Vail Recreation District's mission is to offer diverse and exceptional
recreation opportunities that enhance the physical social and emotional
well-being of all its residents and guests.
Organization Tax Status Not-for-Profit (501C-6)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2 (2019 and 2021)
Please describe the location(s) of the
event or program in previous years
Dobson Ice Arena
Please provide a detailed description of
the event/program and its activities
The Vail Gymnastics Classic is a USA Gymnastics competition. We will be
hosting gymnasts from around the state of Colorado and possibly
surrounding states. Gymnasts will compete and receive awards in several
different sessions based on levels over the weekend. We hold a raffle each
year that involves our local sponsors/donors.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We will be hosting the Vail Gymnastics Classic at the Dobson Ice Arena.
We will be bidding on 3 different weekends ranging from the second
weekend in September to the second weekend in October. The dates of
the meet will be decided in May.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1mufhobhXKxzEqv33Rs1l-Fld0q2Q5DJ_&e
xport=download&display=/VailGymnasticsClassic_114448279_Confirmatio
n.docx
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of recyclable materials - banners, paper, etc
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
Use eco-friendly serving utensils (compostable or recyclable)
Ban styrofoam, not allowed within town limits
Provide water bottle filling stations
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.
Proper waste/recycling bins will be provided. Water stations will be
provided to fill reusable water bottles. Judges coaches and gymnasts will
be encouraged to carpool where possible.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
165
Number of volunteers anticipated 35
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
350
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
450
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
45
Estimate the number of international
guests your event/program will bring to
Vail
N/A
How will your event/program increase
sales tax in Vail?
Families of participating gymnasts as well as coaches/judges will be
traveling to Vail for the weekend. We anticipate most participating
gymnasts to be staying 1-2 nights in a local hotel. The past two years we
have had a partnership with The Antlers. Participants and families will be
exploring Vail and spending time in shops and restaurants. This year we
hope to add a coaches party held in a local restaurant.
How will your event support the mission
and vision of the Vail Town Council?
It is our hope that holding a gymnastics meet in Vail will bring a more
diversity in sports and recreation within the Town of Vail. It's out goal to
provide more opportunities for our local community members as well as
athletes and families in Colorado and beyond.
How will your event or program support
the Vail brand identity?
The Vail Gymnastics Classic is highly compatible with the Vail brand
identity through involvement of the local community and destination guests.
This event showcases the natural beauty and recreational assets of Vail
Village and Lionshead. The event location is easily accessible to athletes,
visitors and spectators.
How is this event/program at the right
time for Town of Vail?
Our event is scheduled for September/October as the summer winds down.
Gymnasts and families as well as coaches/judges will be staying in local
hotels and getting to see Vail at a beautiful time of year.
How will your event/program attract
target markets of both visitors and
community members?
Providing the opportunity for spectators to watch the competition while it
takes place in Vail will increase the recognition of the Town of Vail among
young gymnasts around the state and community. Our event will also
create the opportunity for community members to see the programming
offered though the Vail Gymnastics District.
How will the event/program deliver fresh
content and enhanced experiences?
As our event continues to grow we have the need to add more sessions
each year as well as expanding different levels of gymnastics we are able
to host. This brings new content each year for spectators to see. We strive
to add new participants to our raffle, an added coaches party and hopes to
add a gymnast party.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Gymnastics teams that participate in our event will be announced and
celebrated at the beginning of each session. Awards will be given to
individual gymnasts and teams based on scoring. We incorporate
handstand competitions, candy grams and parents shout-outs to involve all
participants and create a fun and energetic environment.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
As soon as we are given a date (in May) for our event, flyers and
registration forms go to all Colorado Gymnastics Clubs. This information
then goes to families of gymnasts. Flyers will be placed around the Town of
Vail and surrounding areas. Vail Recreation District emails/newsletters are
sent out with event information.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The event showed growth with sponsors from the first year to the second.
We anticipate as the event grows, local businesses and media outlets will
become more involved more familiar with our event.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The Vail Recreation District has put on many successful events within the
community and for destination guests. This event has the potential to bring
in many more gymnasts from Colorado and surrounding states.
In order to put on this event, there are certifications and knowledge that
must be obtained.
Each year that we hold a successful event, we create more exposure to the
Town of Vail, Vail Gymnastics and The Vail Recreation District.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
The Vail Recreation District has been adapting to the constantly changing
health orders in quick and productive way. USA Gymnastics also provides
resources to help communicate any changes. Newsletters and email
updates will be going out and being communicated all attendees.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
2
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$100,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$100,000
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.
Town of Vail lodging partners are promoted on event website and all
promotional materials. These lodging partners are also listed all all flyers
sent to gymnastics clubs and all attending families.
BUDGET
Describe how you will use the funds
requested from the CSE.
The CSE funds we have requested will be used directly towards equipment
rental. We will be bringing in two sets of Spieth gymnastics equipment for
gymnasts to compete on. This is the largest cost for out event.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1FrKHeKmNvOEeysDi8kU_WsGaYxNbr_H
M&export=download&display=/VailGymnasticsClassic_114444299_2022R
FPEventBudgetTemplate.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
48
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Possible number of sessions and gymnasts in each session would be cut
down. Funds that would be used to pay judges would have to be cut to help
pay for equipment rental. With less judges and sessions, number of
gymnasts competing over the weekend would impacted.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
22000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1bfr2ksyOHNLvrX8s2oZ2UyHgk5RFlDYS&
export=download&display=/VailGymnasticsClassic_114444633_2022CSE
MediaPlanTemplate.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
The goals for our marketing efforts would be to reach clubs from
surrounding states. This could potentially help us have a designated
weekend for our event.
Strategy: How will you meet your
objectives?
This year we will create a larger marketing push to clubs outside of
Colorado. We will also maintain relationships with Colorado clubs and keep
them excited about our event by adding additional coaches/gymnasts
parties and athlete gifts.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Posters, flyers, newspaper ads and community calendars leading up to
event. Leverage through customer database and newsletters. We will be
advertising our raffle to help generate more participation from locals and
other guests visiting Vail. Our raffle includes many local restaurants and
businesses.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Radio
E-newsletters
Web
Facebook
Instagram
Posters
Flyers
Event/Program App
Signage - Banners, etc
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Jessie Klehfoth
Phone (970) 479-2446
Email jklehfoth@vailrec.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@vailgymnastics #vailgymnasticsclassic, Vail Gymnastics Facebook
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will partner with our marketing director to utilize DiscoverVail in our new
marketing materials for 2022
Do you have a user database you utilize
for event promotion?
Vailrec.com, USA Gymnastics
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1iL-qL7zQCTIyksS33rf2XfUobuk2DFzx&ex
port=download&display=/VailGymnasticsClassic_114446218_VailGymnasti
csClassic2021SponsorshipForm.pdf
What levels of sponsorship are you
selling for your event?
$150-Friend of Vail Gymnastics Center
$500-Elite Level Sponsor
$1,500-Olympic Level Sponsor
$2,500+Presenting Sponsor
Please list your confirmed sponsors or
partners.
Antlers at Vail, US Bank, Ebert Family Clinic, Howard Head Sports
Medicine, Pazzos Pizza (All sponsors/partners from previous 2 years)
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$3,500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$2,000
Please explain the potential for
additional sponsorships or partners.
As our event grows and becomes more successful, more local businesses
are wanting to get involved on many different levels.
What sponsorship level are you asking
the Town of Vail to support?
Presenting Sponsor
List the sponsorship rights and benefits
associated with this level.
Presenting Sponsor - Includes headline billing on all advertising/promotion
of the event. Company can also provide and banners or signs for display at
the competition.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Friend of Vail Gymnastics Center - Business name on Vail Gymnastics
event program
How will you ensure fulfillment of the
sponsorship rights and benefits?
The Town of Vail logo will be on all promotional materials and marketing.
All announcements will also include Town of Vail.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1oAsq9VqXsNAlug_m2imrRSr8arqVGxlq&e
xport=download&display=/VailGymnasticsClassic_114446559_VailGymnas
ticsClassicRecap2021.docx
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1G65uE8KpwnQ6ZCBCg2cRxW3QTz_pcF
qt&export=download&display=/VailGymnasticsClassic_114446561_VailGy
mnasticsRoster.docx
OPTIONAL ATTACHMENTS
File https://drive.google.com/uc?id=1eSyG0-htg72YbDsJZnQKAb5czb__0XG7
&export=download&display=/VailGymnasticsClassic_114446678_VailGym
nasticsClassicPhoto.JPG
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:20 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 75.151.84.97
Unique ID: 869383448
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Nicole Marsh
Title of person completing the
application
Partner
Email nicole@imprintgroup.com
Phone (303) 623-1492
What is the name of your
event/program?
Vail Oktoberfest
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$75,000
How much was your event or program
funded in 2021?
$53,160
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 09, 2022
Proposed End Date Sep 11, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Lionshead above dates, Vail Village 9/16-9/18
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Highline Sports & Entertainment
Mailing Address 216 Main Street
Suite 216
Edwards, CO 81632
Phone (970) 476-6797
Event/program Website or Organization
Website
www.oktoberfestvail.com | www.gohighline.com
Number of years organization has been
in business
26
Organization's Mission Statement To foster a culture in which Highline team members are challenged to excel
in providing all customers with exceptional service, extensive knowledge
and an unwavering commitment to ethical excellence - not only to complete
client satisfaction-but beyond all expectations!
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
VAIL VETERANS PROGRAM
Since 2004, the Vail Veterans Program (VVP) has been transforming the
lives of military injured and their families through innovative programs that
build confidence and improve lives. VVP offers summer and winter
therapeutic recreational programming, caregivers retreats, and through a
partnership with Johnson & Johnson's Human Performance Institute, the
Veteran's Path to Success training program, to help veterans define their
new life mission. In addition to signature programming, VVP also offers
Family Support programs including a weeklong adventure at Black
Mountain Ranch in McCoy, CO, where families create lifelong memories.
VVP programs define new recreational possibilities, build communities of
mutual support, encourage healthy recovery, and enable wounded
veterans and their families to discover their "new normal."
VVP participants include severely injured United States military personnel
who have been severely injured while serving our country. Most veterans
that attend our programs are patients of Walter Reed National Military
Medical Center in Bethesda, Maryland, Brooke Army Medical Center in San
Antonio, Texas, and the Naval Medical Center in San Diego, California.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
15
Please describe the location(s) of the
event or program in previous years
LIONSHEAD PEDESTRIAN MALL, ARRABELLE SQUARE, MOUNTAIN
PLAZA
September 9, 2022-12PM-10PM
September 10, 2022-12PM-10PM
September 11, 2022-12PM-6PM
Highline will once again work with Vail Resorts/Arrabelle on the space and
facilities for the 2022 event.
GORE CREEK DRIVE, PORTIONS WILLOW BRIDGE ROAD, PORTIONS
BRIDGE STREET:
September 16, 2022-12PM-10PM
September 17, 2022-12PM-10PM
September 18, 2022-12PM-6PM
Please provide a detailed description of
the event/program and its activities
Munich comes to Vail for the world's greatest celebration of beer, music
and autumn - Vail Oktoberfest™ The event encompasses two weekends
[Lionshead and Vail Village] of blown-out Bavarian fun including the return
of many crowd favorites like the Bratwurst Eating Contests, Keg Bowling,
Stein Lifting Contest and Bavarian Costume Contest. Emulating the age-old
celebration known all over the world, Vail Oktoberfest delights guests with
Bavarian Beer, Bavarian music and dancing, traditional fare, yodeling,
alpenhorn blowing, and much more.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
LIONSHEAD PEDESTRIAN MALL, ARRABELLE SQUARE, MOUNTAIN
PLAZA (Sat. Only)
September 9, 2022-12PM-10PM
September 10, 2022-12PM-10PM
September 11, 2022-12PM-6PM
Highline will once again work with Vail Resorts/Arrabelle on the space and
facilities for the 2022 event.
GORE CREEK DRIVE, PORTIONS WILLOW BRIDGE ROAD, PORTIONS
BRIDGE STREET AND SOLARIS PLAZA (Sat. Only):
September 16, 2022-12PM-10PM
September 17, 2022-12PM-10PM
September 18, 2022-12PM-6PM
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
Provide water bottle filling stations
Partner with a upcycler or hard to recycle vendor for re-use of event
materials (Terra-Cycle, Green Guru, Gillibags, etc)
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.
Here is a snap shot from 2021 with plans to continue similar efforts and
expand further in 2022:
• Initiated a more defined plan for composting to support past recycling and
trash sorting at the event
• Hired specific staff to assist consumers with trash, recycle and compost
separation at point of disposal
• RETURN OF water refill stations [3 total] positioned each weekend:
• In Lionshead: [Lionshead pedestrian village near Garfinkles, Arrabelle
Square near Blue Moose, Sun Dial Plaza near the Children's Fountain]
• In Vail Village: [Willow Bridge Road near International Bridge, Check
Point Charlie, Gore Creek Drive near the Children's Fountain]
• Proactively worked with restaurants and partners on recycling/waste
efforts through one-on-one communication and providing ample boxes to
meet individual needs. Encouraged restaurants and partners to separate all
trash, aluminum and cardboard prior to disposing
• All vendors were required to use compostable or recyclable service ware
• Highline promoted the sales of the Official Vail Oktoberfest steins for use
throughout the venue. Additionally, previous year's and other Oktoberfest
steins were accepted to help reduce the amount of plastic cups needed for
beers
• All event cups were recyclable
• Staff carpooling from Denver and within the valley during the event
• Strict no idling policy for all vendors and staff during load in/load out
• Used re-usable table linens at all tents (instead of disposable) and
cleaned as needed (vs. replaced)
• Encouraged restaurants to offer vegetarian selections
• Encouraged restaurants to eliminate single serving/use condiments
• Encouraged restaurants to buy local and produce dishes using those
ingredients
• Proper disposal of waste beer so not to end up in Town on Vail
sewers/river sources
• Reused event specific signage wherever possible
• Use of hard line power so no generators were needed
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
80
Number of volunteers anticipated 10
Number of event/program staff 90
Estimate of total number of
spectators/attendees anticipated
40,000
If applicable, final number of last years
attendance
final numbers pending
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
36,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
12,800
Estimate the number of international
guests your event/program will bring to
Vail
1,200
How will your event/program increase
sales tax in Vail?
As an event producer based in Town of Vail, not only does Highline drive
increase in sales tax but the guests are also spending a significant dollar
amount at Town of Vail restaurants. Lodging, shopping and recreation are
also key drivers for increased sales tax spending in Vail.
The event hours, lack of entrance fee and open?air venues are designed
so that guests can come and go and enjoy a variety of what vail has to
offer.
The retailers that advertise their promotions and end of season sales
benefit from this spending crowd. It is a key reason why we expand the
event footprint to include tables and umbrellas throughout the outer areas
of the venue.
How will your event support the mission
and vision of the Vail Town Council?
VISION: To be the Premier International Mountain Resort Community!
MISSION: Grow a vibrant, diverse economy and community and preserve
our surrounding natural environment, providing our citizens and guests with
exceptional services and an abundance of recreational, cultural and
educational opportunities.
The vibrancy and authentic nature of Vail Oktoberfest makes this one of the
premiere events of the year which appeals to the widest demographic of
most events in Vail. The outdoor setting, robust programming and
availability for all ages makes this event a must-experience when choosing
Vail. The atmosphere and electricity in both Lionshead and Vail Village
offer guests two weeks of fun.
How will your event or program support
the Vail brand identity?
• Vail Oktoberfest creates a space and place for the Vail guest to enjoy all
that the mountain has to offer during these primary autumn weeks and
bring them into town for a celebration of the season.
• High quality partnerships of Vail Oktoberfest, such as Spaten, meet the
needs for presenting a world-class, signature Vail event.
• The event atmosphere is carefully crafted so that guests can take in the
architecture of the area, enjoy sitting and meeting new people while taking
in all of the sights, tastes and sounds.
• Vail Oktoberfest compliments what Vail Summer has to offer as a
high-end event that appeals to the social side of individuals and families
who seek a mountain experience where they are able to explore Vail
Village, Vail culinary talent, and unique entertainment
• As always, the event meets the highest quality standards of production,
organization and venue aesthetics
How is this event/program at the right
time for Town of Vail?
Vail Oktoberfest continues to provide world class experiences for guests
and keeps Vail on the map as a premier destination in Autumn. With the
leaves changing and on-mountain action complimenting a full weekend in
Vail, it is a strong destination driver and family friendly event. The timing of
the event lends for strong opportunities for group business towards fourth
quarter.
How will your event/program attract
target markets of both visitors and
community members?
• Vail Oktoberfest creates a space and place for the Vail guest to enjoy all
that Vail Mountain has to offer during these primary autumn weeks and
bring the guests into town for a celebration of the season.
• Oktoberfest positively impacts Vail's sense of community. This event
offers an authentic Bavarian atmosphere and feel, a variety of high-quality
Bavarian food options, allowing attendees to truly celebrate and enjoy beer,
food, dancing and music - while enjoying fall in the Vail.
• The essence of Vail Oktoberfest comes from the mixture of attendees
traveling from all over the world and from within the Vail Valley to
experience a world-class venue, variety of entertainment and a level of
unexpected and unmatched authenticity that Vail brings vs. other resort
area Oktoberfest celebrations
• The Vail Oktoberfest partnership with Vail Veterans Program offers a
strong new message and link offering all active, retired and inactive military
a complimentary beer on Friday each weekend.
• Entertainment/Talent, specifically selected for both Saturday night
concerts focuses on the diverse demographic Oktoberfest brings to Vail.
Great success has been a positive result by complementing the traditional
Bavarian daytime music with appealing genres of music designed for all
ages.
How will the event/program deliver fresh
content and enhanced experiences?
There is strength in the opportunity for new event partnerships to provide
activation surrounding contests and titling schedule elements. New
partnerships bring fresh approaches to contests and an ever-changing
entertainment schedule to keep guests enjoying the atmosphere. In
addition, the expanding footprint for both Saturdays will allow for more
contests and engagement with more attendees to partake in contests that
have traditionally "sold out" very quickly.
Increased efforts to capture strong, video imagery and partnership stories
were a key driver for marketing/promotion in 2021. This unique
demographic not only targets destination guests but also the young
independents from within the region. Our social efforts were carefully
crafted to target both groups.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The beauty of Vail Oktoberfest is the opportunity to interact with the variety
of Vail guests in a breathtaking atmosphere, enjoy no cost admission and
take in all of the sights and sounds in a relaxing village setting. Guests are
enticed to hike or bike by morning and soak in the sun and enjoy food and
beverages by the afternoon.
We look to event partners to enhance the event through additional
activation and aid in creating unique and memorable guest experiences.
Since Highline specializes in creating custom event partnerships, a relevant
and fun experience for our Vail guest is top of mind. An example of this is
the Opening Ceremonies where the Vail Veterans Program caregivers
joined us for the official opening ceremony on Friday night of Lionshead
Oktoberfest. Every detail is considered from the participant group,
branding, announcements, promotions and more. We are honored to host
this group and tell a really strong story as part of the fun loving, dynamic,
Vail Oktoberfest event.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Plans for Vail Oktoberfest 2022 will follow a similar route as in 2021
promoting through grassroots, print, digital, social, radio and PR marketing
efforts reaching more than 50M+ Final numbers for 2021 will be available
after the submission deadline and will be presented in the final recap report
o Print = 675K+ Impressions
o Digital 50M+ Impressions
o PR = 3.6M Impressions
Over $785,000 in media value was delivered by this integrated campaign.
The PR campaign generated over $772,000 in equivalent media value.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
This event offers a variety of exposure opportunities for local, regional and
national brands. By securing partnerships as early as possible, Vail
Oktoberfest looks to capitalize on sponsors' marketing assets including
social, digital and grassroots efforts to connect to the event.
The diverse programming elements connect a variety of different groups
and consumers to the event so aligning with all the partners, furthers the
outreach and information sharing. Highline creates and provides
customized collateral materials and digital creative for event partners to
utilize and grow event exposure.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Highline has been producing events in Vail for more than 20 years and is
known to produce world-class events. In partnership with Imprint, producing
events in Colorado for 50+ years, this collaboration sets the event up for
greater reach and success. Should the Town of Vail choose to look to
grow the event and increase event elements in the future through
increased funding, we have the knowledge, background and team to
increase the event elements and collaborate with event partners for greater
success. Additionally, the passion and ownership our team feels towards
Vail Oktoberfest is evident with the commitment to evolve each year and
create a memorable and lasting
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Our experience to quickly adapt to changes is evident in the success we
have had over the past 18 months. When the entire event world came to a
screeching halt in March of 2020, Highline shifted its focus to the Covid-19
world and began producing testing events with the most stringent public
health orders in history. We on-boarded close to 2,000 full time and
contract laborers to administer hundreds of thousands of Covid tests, as
well as over 100,000 vaccines and counting. The dozens and dozens of
mass testing and vaccination sites were some of the most forward thinking,
efficient and public health safety conscientious sites in the entire country.
Much like what was asked of us when the recycling and sustainability
initiatives came to the forefront, we collaborated with local and state
entities, both government and private sector to adhere and implement the
most effective consumer facing program of any event producer in the Vail
Valley. We won sustainability awards because of our efforts. This was
predicted on the notion of managing behavioral and necessary event
parameters.
We are able to not only adapt, but bring expertise and tools to the event as
needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
9,000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
50,000 X $300/per person = $15,000,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$9 x 75,000 [investment from TOV] = $675,000
[9:1 ratio] based on previous years survey results
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.
Non-local attendees will be directed to Vail lodging options via
call-to-actions to the event website placed in event advertising and
collateral materials. These items will include newspaper print ads, web,
posters, digital rack cards, social media inclusion and through phone
inquiries via phone directing public. Tracking and estimation will be
acquired through mTrip as provided by the Town of Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
Funds will support the required recycling, composting, trash initiatives
along with marketing, an increased event footprint and to help cover
growing operational expenses associated with the event.
• The costs to support and implement the green initiatives that align with
the Town of Vail values and goals continue to be a large investment for
staff, equipment and services and continues to be a focus for Vail
Oktoberfest.
• There is a continued focus on the efficiency of events regarding load
in/load out and trying to minimize the impact to the Town of Vail
businesses/merchants, guests and resources. The funds received will help
Highline to continue to streamline these efforts.
• The funds will also be used to cover increased entertainment,
infrastructure and staffing costs. By expanding the Saturday footprint to
overflow (onto Mountain Plaza the first week and into Solaris Plaza the
second week) we will have greater costs in adding entertainment and
programming, basic infrastructure (tents, signage, etc.) as well as staffing
for the concessions, entry/exit points, security, etc. The events will allow
for a larger audience to experience the event, the Town, Lionshead. The
events will be more enjoyable for our guests if we can expand the footprint,
but this will be at a bigger cost to the budgets.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1yEV4Rn0_ws1QCELsxsVht-1ypqe24Pfv&
export=download&display=/VailOktoberfest_114444299_2022RFPEventBu
dget_Oktoberfest.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
10.7%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
• Reduction in seating, umbrellas and expansion of guest experience
• Longer duration for load in and load out which may impact
venues/merchants and the ability to efficiently execute the event
operationally
• We would not be able to expand the footprint for both Saturdays and there
would be limited space as we saw this year based on the crowd size.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
433750
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1XH27GeukeKsevY9EzQuImQQTJR0AoS
WX&export=download&display=/VailOktoberfest_114444633_2022OKTMe
diaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
• Engage our target demographic far enough in advance to allow time for
guests to plan their trip to Vail
• Engage our target demographic both locally and state-wide in the weeks
leading up to the event to draw in additional new and returning weekend
and day-visitors to Vail, including promotions between the first and second
weekend of the event
• Encourage guests to book lodging with local lodging partners
• Represent the event as an authentic, world-class Oktoberfest celebration
• Capitalize on fall tourism by capturing the attention of people with aligned
interests
Strategy: How will you meet your
objectives?
• Use historically successful marketing strategies to reach our target
audiences through print, digital, social media and grassroots advertising, as
well as PR efforts. *Please see the attached marketing plan for details.
• Work with sponsors and restaurant and beverage partners to promote the
event to extended networks
• Work with lodging partners to encourage guests to visit Vail during the
event vs. another time of year
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
• Vail Oktoberfest offers local restaurants the opportunity join side by side
to gain exposure and engage visitors in their business throughout the
weekend
• Vail Oktoberfest will consider expanding the event expo element to
include more businesses/partners who are a good fit with the Oktoberfest
tradition and can attract additional/new groups within the community to the
event
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: A dedicated website will support the event at
www.oktoberfestvail.com
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Coakley
Phone (970) 333-4556
Email katie.coakley656@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: OktoberfestVail
Facebook: OktoberfestVail
#oktoberfestvail
How will you promote and utilize
DiscoverVail in your marketing efforts?
Just as we did in 2021, DiscoverVail will be used in all marketing including
social posts and tags, newsletters, the event website, placed on signage,
mentioned in Radio ads and in all press releases.
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1bIvRyvcTWTrHeOOdwCrz0gfVBBLJESWt
&export=download&display=/VailOktoberfest_114446218_OKT2022_Samp
leSponsorDeck.pdf
What levels of sponsorship are you
selling for your event?
Title, Presenting, Supporting, plus exhibit and food partners
Please list your confirmed sponsors or
partners.
We are currently in the process of partnership renewals for 2022.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
192000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
0
Please explain the potential for
additional sponsorships or partners.
This event offers a variety of exposure opportunities for local, regional and
national brands. Highline would like to grow the event with additional media
partners, marketing partners, partnership activation and
restaurant/beverage partner exposure as long as the overall event footprint
allows.
What sponsorship level are you asking
the Town of Vail to support?
Presenting +
List the sponsorship rights and benefits
associated with this level.
• The Town of Vail shall receive Presenting Sponsorship for the Event:
• 30 Vail Oktoberfest packages valued at $900
• 6 Town of Vail banners to be placed throughout Oktoberfest event venues
• Right to Discover Vail logo inclusion on Oktoberfest event website
• Right to Discover Vail logo inclusion on 4-color print ads placed on behalf
of the event
• Right to Discover Vail logo inclusion on Oktoberfest promotional materials
[where applicable]
• Event Posters
• Event Flyers/Rack Cards
• E-blasts
• Concierge Outreach
• Right to DiscoverVail logo inclusion on Oktoberfest signage
• Town Banners
• Right to Discover Vail mention/listing in Vail Oktoberfest press releases
• 4 Public Address Announcements during each Vail Oktoberfest event
recognizing entity as sponsor
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
• Rights to logo inclusion for lead brand (TBD)
• Title sponsor mention in public relations campaign to regional and local
media outlets
• Extensive on the ground mobile marketing effort prior to the event within
Vail and through social media campaigns
• VIP Packages including accommodations
• Opportunity to customize contests, displayed signs/banners throughout
the event
• Opportunity to incorporate additional branding elements into the Event
upon approval of event management
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
• The right to one (1) 10' x 10' space at the open-air Event for brand
activation, product demonstrations, interact with guests for data capture
and product display;
• The right to one (1) 10' x 10' tent and (1) 6-ft. table and table-cloth at Vail
Oktoberfest as provided by the Event;
• The right to two (2) VIP gift packages including (2) official Vail Oktoberfest
steins and (25) dollars-worth in tokens in each;
• The right to use Event marks for use in co-branded advertising and
promotions upon approval by Event organizer;
• The right to display up to two (2) partner banners at Vail Oktoberfest as
placed by the Event Organizer.
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have detailed tracking and individuals responsible for fulfillment for
each sponsor. In addition, we provide detailed recap to each participating
sponsor with evidence of rights and benefits across platforms.
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?
none
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1SwpVmFgQotMrlNjLjqOoACr67EprHQdH
&export=download&display=/VailOktoberfest_114446559_OKT_2021_TOV
_Recap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=13KgAzrQ2-X4vHLPjk31eymWnQPDoddpC
&export=download&display=/VailOktoberfest_114446561_HighlineImprintH
ighlineOrgChart.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.dropbox.com/sh/lo5by1w9qj4i5dh/AACNI6vKgNnVrFUMVy7cC
0eia?dl=0
File https://drive.google.com/uc?id=1rV1ypnHXyZciTmG2aUKGEqJ06JWG4Sj3
&export=download&display=/VailOktoberfest_114446678_OKT22_SALES
ONESHEETER.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:21 pm
Browser: Chrome 94.0.4606.71 / OS X
IP Address: 204.10.248.232
Unique ID: 869383841
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Laurie Asmussen
Title of person completing the
application
Owner
Email laurie@vailartsfestival.com
Phone (970) 376-3756
What is the name of your
event/program?
Vail Arts Festival
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$6,000
How much was your event or program
funded in 2021?
$6,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 17, 2022
Proposed End Date Jun 19, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Eagle Valley Events, Inc.
Mailing Address PO Box 115
Eagle, CO 81631
Phone (970) 376-3756
Event/program Website or Organization
Website
www.vailartsfestival.com
Number of years organization has been
in business
23
Organization's Mission Statement Eagle Valley Events, Inc. strives to produce events that align with Vail's
plan for summer events; to create safe and interesting events for guests
and residents alike; and to compliment and support the merchant and
restaurant community in Vail.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
37
Please describe the location(s) of the
event or program in previous years
Lionshead Mall
Arrabelle at Vail Square
Please provide a detailed description of
the event/program and its activities
Outdoor artist tents displaying, selling and demonstrating original works of
art in thirteen mediums in an outdoor Festival setting of the Lionshead base
area of Vail. Guests are able to interact with the artists who create the art
displayed and see live demonstrations of the creative process. Lionshead
area retail and restaurant specials compliment the Festival experience.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Lionshead Mall
Arrabelle at Vail Square (have been contacted regarding dates)
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Ban styrofoam, not allowed within town limits
Provide water bottle filling stations
Provide secure bike parking area
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.
The Vail Arts Festival is very committed to supporting the Town of Vail
goals for environmental sustainability
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
70
Number of volunteers anticipated 0
Number of event/program staff 18
Estimate of total number of
spectators/attendees anticipated
14,500
If applicable, final number of last years
attendance
13,327
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
The original Vail Arts Festival was established in Lionshead years ago to
promote vitality and contribute to a positive experience for residents and
guests alike. By presenting a quality and welcoming event, the Vail Arts
Festival contributes to the vitality of the Lionshead area.
How will your event or program support
the Vail brand identity?
The Vail Arts Festival strives to invite quality, dynamic artists in a creative
mixture of disciplines of original art to enhance the guest experience while
allowing guests to experience the creative process via artist
demonstrations and through interaction with artists in our outdoor village
setting.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
By creating a plan, working closely with the Town of Vail via the event
permit, hiring a positive and knowledgable staff; remaining flexible to adjust
to a changing environment, and recruiting quality and personable
exhibitors, the Vail Arts Festival is viewed as an industry leader on a
regional basis.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
The Vail Arts Festival is located in a built-in wellness area. The variety of
activity rental businesses that promote health and wellness are plentiful
and the Festival layout supports and promotes their business. The Festival
advertising can improve promotion of health and wellness opportunities in
the Lionshead area.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The Vail Arts Festival's ability to present artists in an outdoor, casual
setting, allows guests to inquire as to the creative process and discuss the
inspiration behind the artists' creations.
How will the event or program deliver an
educational component?
The Vail Arts Festival will approach our local high school art programs and
classes to become involved in the Festival via staffing or volunteer
opportunities. This will allow students to interact and learn from the
Festival artists. We are also open to starting a youth art exhibit show
during the Festival weekend, perhaps hosted in one of our local lodges or
nearby public space.
How is this event/program at the right
time for Town of Vail?
The Vail Arts Festival serves as a mid-June event, allowing to contribute to
a early summer kickoff to summer and activities.
How will your event/program attract
target markets of both visitors and
community members?
By promoting the featured artists in the upcoming Vail Arts Festival. We
will also utilize DiscoverVail to reach loyal Vail guests and present our
program that they can add to their visit to Vail.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
The Vail Arts Festival has a decades-long involvement in Lionshead. We
strive to balance new and fresh presentations while remembering our
foundation and original purpose for starting an Arts Festival in the
Lionshead area.
How will the event/program deliver fresh
content and enhanced experiences?
By working with our partners in the Colorado art industry, we are looking
into ways to add experiences and interesting exhibits to our show,
depending upon our available budget.
How will the event or program achieve
recognition and drive participation?
The best recognition for the Vail Arts Festival is from repeat artists and
guests of the event. Artists choose to attend the Vail Arts Festival based
on their previous sales and experiences. We welcome all spectators to the
event: past visitors as well as new Vail guests who happen upon the
Festival. We strive for positive feedback from all.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The marketing reach for this event is mostly targeted on a regional basis.
Additional marketing reach is dependent upon budget to determine the
number and duration of ads for the event.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
There is a potential to leverage media exposure through partnerships with
a non-profit group that is tied to art in Eagle County.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Eagle Valley Events, Inc. has 23 years of experience producing quality
events in Eagle County. Our experience has taught us to create and
present events that appeal to our residents and guests in an outdoor
setting. We strive to work year after year to add new and interesting
elements to the Vail Arts Festival that can sustain over the years. Quality
of artists is paramount to this approach.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Eagle Valley Events, Inc. is prepared to change course, under the direction
of the Town of Vail events coordinator, to present the safest event possible.
We are willing to adapt our site plan and layout, guest interaction, and
address any potential hurdles that may present themselves due to a local
health order.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
1,237
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$135 per attendee/day
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$599,715
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.
All invited artists will receive lodging information that includes properties
located within Vail. All event advertising will direct guests to the Vail Arts
Festival website which also includes Vail lodging information. Lodging
numbers are tracked via our event survey, conducted each year.
BUDGET
Describe how you will use the funds
requested from the CSE.
Purchase of advertising space and add enhanced programming for
children, adults and families.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1WHS_150ikFObU3Kg3vteOa7FkjMZVXTa
&export=download&display=/VailArtsFestival_114444299_2022VailArtsFes
tivalproposedEventBudget.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
14%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
The addition of family interactive art programming will be reduced.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
30600
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1_d6CslT1sBQUGn_3HkDPzvs8q6O6bvwx
&export=download&display=/VailArtsFestival_114444633_2022VailArtsFes
tivalMarketingPlan.docx
Objectives: What are you trying to
accomplish through your marketing
efforts?
- Increased attendance at the Festival
- Support retail and restaurant sales within Lionshead
- Increase knowledge of the Vail Arts Festival and increased economic
impact of the Festival
Strategy: How will you meet your
objectives?
- Increase social media presence, utilize DiscoverVail to a greater extent
- Quality advertising design
- Improve targeted advertising placement months in advance of event date
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Work in springtime to create a Lionshead retail and restaurant plan in
anticipate of the Vail Arts Festival that supports efforts to increase foot
traffic and sales through Lionshead establishments.
Promote daily specials and retail sales for Vail Arts Festival weekend and
beyond.
Support programmed entertainment at Lionshead establishments during
Festival by including them in daily ads and refrain from duplicate
programming within the Festival site.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Radio
Online Event Listings
Media Plan/Public Relations
Facebook
Instagram
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Laurie Asmussen
Phone (970) 376-3756
Email laurie@vailartsfestival.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
#Vailarts
#Vailartsfestival,com
FB: Vail Arts Festival
How will you promote and utilize
DiscoverVail in your marketing efforts?
Monitor DiscoverVail posts and programming to see what might work for
the Vail Arts Festival. Logo inclusion and listing to promote DiscoverVail to
all online and printed inquiries.
Do you have a user database you utilize
for event promotion?
Yes, via our artist websites and customer bases
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=19Cafe0DM54O6kH34D9MrFClXhf_FOjmn
&export=download&display=/VailArtsFestival_114446218_2022VAFSpons
orshipproposal.docx
What levels of sponsorship are you
selling for your event?
Presenting Sponsorship: $6,000
Supporting Sponsorship: Two at $1,000/each
Please list your confirmed sponsors or
partners.
TBD
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$1,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
N/A
Please explain the potential for
additional sponsorships or partners.
The addition of educational components or on-site interactive displays will
allow us to approach sponsors on a local level to become involved in the
Festival.
What sponsorship level are you asking
the Town of Vail to support?
$6,000 Presenting Sponsorship
List the sponsorship rights and benefits
associated with this level.
- Four locations around Festival site for 3'x8' banners to be placed
- 10' x 10' on-site location, near Festival entrance, for promotional tent to be
placed
- Lunch for on-site staff at one of Lionshead's restaurants
- Framed Commemorative Festival poster for sponsoring organization
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
- On-site Festival signage near interactive family area
- 10' x 10' space within Festival site to place promotional tent
- Framed Commemorative Festival poster for sponsoring organization
How will you ensure fulfillment of the
sponsorship rights and benefits?
Laurie Asmussen of Eagle Valley Events will ensure sponsorship fulfillment
is covered
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?
The Vail Arts Festival sponsorship proposal is in the process of being
updated and new logos and photos included.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1iGLMY93iMG_rSqpyzfe8DmpYspF_EXrW
&export=download&display=/VailArtsFestival_114446559_VAF2021EventR
ecap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=12WmW3EozVHFzJpP1pSIjcpfkncVvRCL7
&export=download&display=/VailArtsFestival_114446561_2022VAFOrgRo
ster.docx
OPTIONAL ATTACHMENTS
File https://drive.google.com/uc?id=1KnYr-OHy1IAV1dUtNRPUtSI9AZpPKjO3&
export=download&display=/VailArtsFestival_114446678_2021VAF_Comm
emorativePoster_small1copy.jpg
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:21 pm
Browser: Chrome 94.0.4606.71 / Windows
IP Address: 96.69.165.126
Unique ID: 869383935
Location: 39.759399414062, -104.96880340576
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kris Sabel
Title of person completing the
application
Executive Director
Email ksabel@vailsymposium.org
Phone (970) 476-0954
What is the name of your
event/program?
Vail Symposium 2022 - Winter and Summer lecture series
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$33,000
How much was your event or program
funded in 2021?
$32000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Dec 01, 2021
Proposed End Date Nov 18, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
The Vail Symposium will present an average of one program each week
from Dec. 2021 through Nov. 2022: 40 to 45 total events.
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Symposium
Mailing Address PO Box 3038
Vail, CO 81620
Phone (970) 476-0954
Event/program Website or Organization
Website
vailsymposium.org
Number of years organization has been
in business
51
Organization's Mission Statement The Vail Symposium is a grassroots, non-profit organization that has been
part of the life and history of Vail since 1971. A 501(c) (3) non-profit
organization, the Symposium is dedicated to year-round lifelong learning
for the Vail Valley community through educational programs that are
thought-provoking, diverse and affordable.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
51
Please describe the location(s) of the
event or program in previous years
The Sebastian Vail, Four Seasons Resort Vail, The Vail Chapel, Donovan
Pavilion, The Grand Hyatt Vail, Vail Public Library, The Grand View Room.
Please provide a detailed description of
the event/program and its activities
We produce and present programs on a weekly and sometimes bi-weekly
basis from December - April, and June - October. Our programs cover a
variety of topics in the following series: Geopolitics, Health and Wellness,
Hot Topics, Unlimited Adventure, Finance, Speaking Locally, Science &
Technology, Environmental Awareness, Consciousness, and Arts &
Culture.
From March 2020 until June 2021 we transitioned from in-person to virtual
programs. Starting in July of 2021 our programs have been split
approximately 50/50 virtual and in-person. Due to the popularity of the
virtual programs in addition to our ability to reach our second homeowners
even when not in Vail we plan to continue to present half of our programs
virtually for the 2022 season.
Our events may be led by a single speaker or consist of a panel of experts
with a moderator. For in-person events, the typical format is a 50-70-minute
presentation by the speaker or a dialogue with the panelist, followed by 20-
30 minutes of Q&A and conversation with our audience. For online Zoom
webinars, our programs typically run for one hour.
Some programs and super panel programs can require more than one
session to cover the topic, so they may last for two hours.. Additionally, our
consciousness programs often have a more detailed workshop opportunity
taking place the following day for three to four hours. These workshops
provide more depth and more interaction between our experts and our
community. When possible, we also take our speakers into the local
schools to share their topic expertise and stories with students.
For our in-person programs, our attendees gather at our simple receptions
before our programs and often linger after to continue the discussion. Many
also gather around the speaker after our programs to ask additional
questions. We also host post-event receptions for donors and invited
guests.
For our online programs, we typically host a second Zoom meeting after
the public event for an invited group to interact with our speaker and others
to continue the conversation.
We present 20-22 programs during both the winter and summer seasons
for a total of 40-44 programs for the year. In the past, we have scheduled
most of these programs by mid-October for the winter season and mid-May
for the summer season. This timeline has been necessary to arrange for
the travel schedule of our speakers and the logistics of venues, brochures,
etc. In the virtual format, we have the flexibility of confirming our programs
approximately 4-6 weeks out. This flexibility not only allows us to present
the timeliest topics with speakers who are currently in the news, but we
have also engaged with a broader speaker base since they are not
required to travel to share their knowledge.
Recent notable speakers include General H.R. McMaster, Ambassador
Michael McFaul, Kelly Shackelford (First Liberty Institute), Larry Diamond
(Hoover Institute), Ambassador Dennis Ross, Wes Moore (Robinhood, now
running for Governor of Maryland), Dr. Constanze Stelzenmuller (Bookings
Institute), Anne Appelbaum (staff writer The Atlantic and Pulitzer-prize
winning historian), Jared Bernstein (senior fellow at the Center on Budget
and Policy Priorities), Sarah Bloom Raskin (formerly a member of the
Board of Governors of the Federal Reserve System and a former United
States Deputy Secretary of the Treasury, a Rubenstein Fellow at Duke
University), Jerry Saltz (Pulitzer-prize winning Senior Art Critic for New
York Magazine) Dr. Richard Haass (president of the Council on Foreign
Relations) and an evening with Judy Woodruff (PBS Newshour) and Al
Hunt.
Recent past events include: The Constitution, Voting Rights, Colorado
Takes on Big Tech, Global Supply Chains, Freedom of Speech, the current
state of Foreign Affairs with former Ambassadors Christopher Hill and Gary
Grappo.
Our online events allow audience members from all over the country to
participate. Some are part-time Vail residents and some are new to Vail
and the Vail Symposium. Most programs have people tuning in from 12-16
different states as well as from international locations. We have received
many positive comments on our audience's ability to participate in more
Symposium programs than in the past. Additionally, all of our online
programs are recorded and available for those who cannot watch them live
which expands our impact and reaches a broader audience, promoting Vail
as a community engaged in ongoing education.
When appropriate, we partner with other organizations in our community to
provide synergy, cut down on duplication of events, and maximize
attendance. Recent partnerships include Town of Vail Art in Public Places,
The Vail Library, Summer Vail Arts Workshop, Vail Valley Partnership, Vail
Health, Walking Mountains Science Center, Eagle River Watershed
Council, Vail Valley Art Guild, B'Nai Vail, and Colorado Mountain College.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
In the past, event venues have included: The Donovan Pavilion, The Vail
Chapel, The Sebastian, The Four Seasons Resort Vail, and The Grand
Hyatt; we choose the appropriate venue based on projected attendance
and venue availability. We will continue to work with these partners when
we return to presenting our programs in person.
Due to the current labor shortages many of our partners have been unable
to support our programs as they have in the past. Renovations at the Vail
Chapel for the 50th Anniversary have also impacted the number of
available dates for our programs.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
75-85% of our programs are hosted in the Town of Vail at the venues listed
above. The remaining programs may be held at locations outside of the
Town of Vail for several reasons including:
* We produce 40-45 separate events each season, it is not possible to
confirm a location in the Town of Vail for all programs.
* Colorado Mountain College is a partner and it is appropriate for us to hold
some events at the Edwards Campus.
* For some of our biggest events (more than 300 people), there is not
currently a suitable space in the Town of Vail, particularly if we have a film
and lecture. These are typically held at Battle Mountain High School.
* Other venues this past season included the Beaver Creek Chapel, Battle
Mountain High School, and the Edwards Interfaith Chapel.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Donovan Pavilion
Grand View Room
Donovan Pavilion - number of days
requested
8
Proposed Start Date - Donovan Pavilion Dec 01, 2021
Proposed End Date - Donovan Pavilion Nov 18, 2022
Please describe proposed use of
Donovan Pavilion facility
We request up to 8 single dates for the Donovan Pavilion, Mondays
through Thursdays. We will work with the management team at the
Donovan Pavilion to confirm available dates.
It is unlikely we will use all of these dates but as we are presenting 40 plus
programs each year, we like to have options as we work with all of our
venue partners to find the best venue for each program. The labor
shortage issues many of our business/hotel partners are navigating may
make these potential dates at the Donovan Pavilion more necessary than
in past years.
See our descriptions of our programs question #2 above.
We typically set up 150-220 seats, theater-style, with a screen and
projector. We use one or two tables for a small, pre-reception with food and
sometimes also provide a bar as an amenity for our guests. When we have
a bar we only serve alcohol for 30 minutes during the pre-reception:
typically 4-6 bottles of wine and 12 beers per event. We typically only need
use of the venue for 4-6 hours per event and for one day at a time.
Grand View Room - number of days
requested
6
Proposed Start Date - Grand View Room Dec 01, 2021
Proposed End Date - Grand View Room Nov 18, 2022
Please describe proposed use of Grand
View Room facility
We request up to 6 single dates for the Grand View Room, Mondays
through Thursdays. We will work with the management team at the
Donovan Pavilion to confirm available dates.
It is unlikely we will use all or any of these dates but as we are presenting
40 plus programs each year, we like to have options as we work with all of
our venue partners to find the best venue for each program. In recent
years the Grand View Room was unable to accommodate the growth in our
program attendance so we had moved onto larger venues. The labor
shortage issues many of our business/hotel partners are navigating may
make these potential dates more necessary than in past years.
See our descriptions of our programs question #2 above.
We typically set up 100 seats, theater-style, with a screen and projector.
We use one or two tables for a small, pre-reception with food and
sometimes also provide a bar as an amenity for our guests. When we have
a bar we only serve alcohol for 30 minutes during the pre-reception:
typically 4-6 bottles of wine and 12 beers per event. We typically only need
use of the venue for 4-6 hours per event and for one day at a time.
ENVIRONMENTAL PRACTICES
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
Use eco-friendly serving utensils (compostable or recyclable)
Ban styrofoam, not allowed within town limits
Provide water bottle filling stations
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.
We are committed to environmental sustainability and currently present
four programs each year in our Environmental Awareness Series.
During our events, we use water stations rather than bottled water. We
encourage the recycling of paper products. and are currently using
compostable plates and cups for our receptions.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
1-4 per event
Number of volunteers anticipated 4-6 per event
Number of event/program staff 3
Estimate of total number of
spectators/attendees anticipated
125-300 per event
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
The Vail Symposium supports the mission and vision of the Vail Town
Council by presenting exceptional educational programs on a variety of
topics that are of interest to our community members and guests. These
programs promote intellectual curiosity and provide an opportunity for our
community to gather, learn and share new ideas. The weekly occurrence
and format of our programs provide an easy, ongoing opportunity for our
community to engage on a regular basis at an affordable price and at
events that do not require a large time commitment but provide a launching
pad for further study and action.
Our educational programs provide a balance to the many cultural and
outdoor activities available to our community.
How will your event or program support
the Vail brand identity?
The Vail brand promises "something that immediately disconnects us from
our every day, while simultaneously reconnecting us with family, friends
and to parts of ourselves long forgotten. Something that reminds us of what
we live for, what we work for and what it's like to forget everything else but
the moment we're in."
Vail Symposium provides programming that educates audiences.
Sometimes it's about topics that they're passionate about and sometimes
we cover topics that are just beginning to pique their interest. Our programs
provide insight into these topics through presentations by experts. Guests
leave with new knowledge, perspectives and--often--inspiration.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Our programming brings in experts to discuss a variety of topics. Many of
our speaking locally series programs specifically address business best
practices, including leadership. Some past programs include The Costs of
Miscommunication and Strategies for Effective Communication and The
Business of Connection: Skills to Cultivate Thriving Relationships in the
Workplace.
While the remainder of our programs may not always specifically discuss
leadership skills, the opportunity to learn from leaders is extensive. By
attending Vail Symposium programs, audiences can learn from leaders in a
wide array of fields, ranging from finance to healthcare and topics in
between.
We provide a wide spectrum of educational programs that, through
interaction and conversations, create a sense of community within a
diverse group of people.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
Vail Symposium brings in speakers that focus on this topic for our "Health
and Wellness" and "Consciousnesses" series. Our Unlimited Adventure
series programs inspire an active lifestyle through stories of adventurers
breaking boundaries and accomplishing amazing feats. A new
collaboration this year with Vail Alliance for Purposeful Living focuses on
how to live a more meaningful and purposeful-driven life.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
The mission of the Vail Symposium is to provide programs that are
thought-provoking and diverse, covering a wide range of topics that are of
current interest. Audiences are encouraged to interact not only with
speakers but also with each other during the Q&A and following the
presentation. Additionally, many programs incorporate our live polling
equipment, which shows a real-time snapshot of the audience's opinions,
leading to additional dialogue. For many of our programs, we are
committed to including solutions and providing information for further study.
How will the event or program deliver an
educational component?
Our entire mission is built upon the idea of providing educational programs
to the Vail Valley community: Every program is designed with education in
mind. We hope to create dialogue and encourage a desire to learn more.
Additionally, when possible, we take our speakers into the local schools to
engage and inform students.
A goal for every program is that our
the audience comes away learning something new or having a fuller
understanding of the topic or other points of view on the topic.
How is this event/program at the right
time for Town of Vail?
Our survey feedback indicates that the timing and duration of our programs
(1-1.5 hours in person and 1 hour online), once each week, is the sweet
spot for guests to attend as many programs as they can. We present
programs most weeks of the year, providing opportunities for guests,
second homeowners, and locals to enjoy our programs throughout the
year, not just in peak times. Our online format makes it possible for people
to participate in locations from all over the world. Additionally, all of our
programs are recorded so they can be viewed at a later date on our
website, YouTube and Facebook.
The Vail Symposium prides itself on choosing speakers and programs that
are not only of interest to the community but are also topical and timely.
With our Hot Topic Series, we strive to be at the forefront of world news
and events. Our Geopolitics series also tends to be uncannily prescient,
addressing issues that quickly become headline news.
How will your event/program attract
target markets of both visitors and
community members?
Our primary audience consists of residents and second homeowners, many
of whom are searching for opportunities to have lively discussions and
learn about topics that are of interest to them and to the community. As we
continue to provide quality programming, the Vail Symposium can continue
to attract participants who are engaged in the community, leading to an
improved economic forecast for the valley. Moving to an online format,
we're also attracting potential new visitors and community members.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Our mission is to provide educational programs that are thought-provoking,
diverse and affordable. True to that mission, over the past decade, the
Symposium has offered more educational programs to more members of
our community than almost any other organization in the valley. Our
programs not only educate, but they also inspire. The Speaking Locally
series connects the audience to our community, providing information
about current topics and issues and often inspires change for the greater
good. However, all of our programs strive to connect the community and
provide another educational outlet for residents and second homeowners.
How will the event/program deliver fresh
content and enhanced experiences?
The diversity of our programs and series topics ensures that our programs
are constantly changing and addressing local, regional, national and global
issues. The Vail Symposium programming committee strives to create a
schedule of speakers and topics that are timely and intriguing. We rarely
repeat speakers and, if we do, it's because we're expanding a session that
was of particular interest or there is new information to share. We actively
solicit feedback from audience members to continually improve and
enhance the experience.
With the pandemic, we've been able to attract speakers of an even higher
caliber due to the fact that they can log in and present from the comfort of
their home or office - no travel is necessary. We're able to focus on, and
deliver timely programs, on issues that are literally front-page news.
How will the event or program achieve
recognition and drive participation?
We achieve recognition in several ways.
Through the high caliber of our speakers, many of whom are nationally
recognized in their fields, we garner national or global recognition. Many
speakers promote their programs on their own websites and social media
sites. If someone is searching for one of our speakers; our website and
advertising will show in their browser window as well as links to our
youtube page for the recordings of past programs. We encourage our
attendees to promote the Vail Symposium at the end of each program
through word of mouth as well as forwarding our weekly emails to their
contact lists. The diversity of our programming attracts a variety of
attendees based on the topic and our virtual programs allow us to reach an
even broader audience.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Each program is different, depending on topic and presenter. However, the
marketing reach for most programs averages more than 50,000 people, per
event, conservatively with print, online and social media outreach.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We promote each program through a variety of channels, incorporating
advertising and editorial efforts with local news organizations as well as
regional outlets. Live recognition of our sponsors and underwriters at each
program encourages others to ask how they can help support the Vail
Symposium. Certain programs also contain a sponsorship element with
program partners who also contribute to media exposure. Our virtual
programs and recordings provide opportunities for a broader audience to
view our programs. Several of our recent programs have been rebroadcast
on Colorado Public Radio to a statewide audience. Through the reach of
our virtual programs, we've been able to attract some additional donor and
sponsorship support.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Since 1971, the Vail Symposium has been a leader in ongoing education
and thought leadership with a proven track record of presenting quality
programs for our community. Our excellence begins with our board of
directors and our programming committee having access and ideas about
the best and most interesting speakers to share with our community. Each
successful program has a ripple effect on future programs as our speakers
refer and recommend future speakers. We have established working
relationships with major think tanks and universities including Brooking's
Institute, Hoover Institute, Cato Institute, Stanford University, and others.
Our advisory committee includes experts in many fields, former
ambassadors, and entrepreneurs. Additionally, Executive Director Kris
Sabel brings more than 35 years of experience in the performing arts to
enhance the quality of each presentation.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We currently require masks at all of our in-person events and can adjust to
changing health orders as they evolve.
We can quickly and efficiently transition from a live event to a virtual event
if public health orders close down in-person events.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
This is negligible number, as and education and enrichment program, our
events are not heads in beds focused.
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
The direct economic impact is challenging to quantify as we have
discussed in previous application presentations and in our recap
presentations. The majority of our guests are local: On any given program,
they may have dinner or drinks and pay for parking. We encourage them to
do so at our partner locations in their email and ticketing confirmations. But,
because they are local, they spend money in Vail at times not specific to
our events when they ski, shop, go out to dinner activities, etc.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Past survey reports estimate the return to be break-even, however; the
ROI to the Town of Vail is more intangible.
Our programs create a sense of community, an opportunity to gather with
others and learn; we make Vail a more complete community. As a result,
the ROI is measured more by how people feel about their community as a
place they want to live, raise their families and encourage their friends to
visit. In our virtual format, we are reaching a broader audience from around
the country and world but our programs continue to help make Vail a
community and not just a resort town.
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.
Our primary lodging partners are The Antlers at Vail and The Grand Hyatt.
We encourage out of town guests to stay in town and specifically direct
them to these properties offering discounted rates for program attendees.
As an "Educational and Enrichment Program," our mission does not
specifically drive heads to bed, but it does provide programming for those
who live and work here, as well as to guests visiting Vail; enhancing the
quality of life and guest experience. We cull information from our online
ticketing program as well as from the End of Year Surveys conducted by
the Town of Vail, CSE and by Vail Symposium.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds received from the CSE are used throughout the year for our
general operating expenses to include salaries, travel, venue rental,
marketing.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1XG2xFpu2jXue-GIecgeAcUF1ug5YfFHe&
export=download&display=/VailSymposium2022WinterandSummerlectures
eries_114444299_2022RFPEventBudgetTemplate.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
6%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
The Vail Symposium is highly dependent on CSE funding along with donor
and sponsor funding to fulfill its mission. Reduced funding will make it more
challenging for our small staff to implement and execute all of the events at
a high level, as well as cultivate and steward donors. In the short term, a
reduction in funding would not alter the planned activity for this winter as
we are already in negotiations with our speakers for specific programs and
dates. In the longer term, if TOV CSE funding is not available, we will have
to evaluate and look for other sources of income and perhaps have more
programs outside of the Town of Vail when we resume in-person events.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
41000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1Sz0nEs3K2ZHim0LaAhEyZlMgSGDwrLH
Y&export=download&display=/VailSymposium2022WinterandSummerlectu
reseries_114444633_2021222VailSymposiumMarketingPlan.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our overall marketing goal is to share the mission of the Vail Symposium,
attract new audience members to our programs and continue to draw the
interest of our current audience. Our target audience is residents and
second homeowners, but our marketing is designed to reach people
throughout the valley and in the state, regardless of their residential status.
With the advent of online-accessible programming, we're looking to expand
our audience and bring the rest of the country to Vail.
Strategy: How will you meet your
objectives?
We will meet our objectives through a combination of marketing and public
relations efforts that span all avenues of communication, including
traditional media such as print and television as well as social media
channels. Our email marketing is particularly effective, with a more than
25% open rate and a 7% click to open rate. We also form partnerships to
share news of our programming with other groups and organizations in the
valley and beyond, when appropriate. We are constantly evaluating our
efficacy and looking for new ways to promote our mission and programs.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Previously, we shared our seasonal brochures with concierges as well as
distributed these brochures to different businesses around the valley. Now,
we're ensuring that local concierges are on our email list to keep up-to-date
with upcoming programs. We also actively market our programs to guests
at our host hotels. Depending on the programs, we also engage partners
who have an interest in a certain speaker or program to help spread the
word. For example, for our program on Alzheimer's, we reached out to the
medical centers, various health groups and support groups in the valley.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Coakley
Phone (970) 333-4556
Email kcoakley@vailsymposium.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @VailSymposium:
Facebook: @Symposium.Vail
#fortheloveoflearning
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will tag/hashtag @discovervail #discovervail on our social media posts.
Do you have a user database you utilize
for event promotion?
We have a proprietary email list that we use to promote events.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=19ctaUQzAToCU62i6ef6xoGMpknM0IE-f&e
xport=download&display=/VailSymposium2022WinterandSummerlecturese
ries_114446218_MemberLevelsandBenefits2021.pdf
What levels of sponsorship are you
selling for your event?
For income, we focus more on Grants, individual donations, and in-kind
services. The majority of these donors receive no benefits as they are
charitable contributions. For those donors who want benefits, their support
provides them tickets to our weekly events (the number of tickets is based
on the level of support).
Major corporate sponsorship is not a likely source of income for the Vail
Symposium as our audience market share does not meet those
requirements for most corporate giving.
Please list your confirmed sponsors or
partners.
Prior to the pandemic, our in-kind contributions were valued at $180,000.
With a transition to 50% virtual programs, our in-kind need for venue space
is less.
The estimated value for in-kind for 2022 is 101,500.
Our business partners for in-kind contributions include:
The Antlers at Vail
The Vail Daily
Vail Resorts Epic Promise
Epic Mountain Express
Colorado Mountain College
The Sebastian - Vail
Battle Mountain High School
Ski Butlers
Venture Sports
Phil Hoversten
The Vail Chapel
The Grand Hyatt
The Four Seasons, Vail
Wyndham Resort Properties
Key Grants and Foundations: $107,000. This number does not include
TOV CSE funding.
Frechette Family Foundation
Alpine Bank
National Endowment for the Humanities
Colorado Humanities
Slifer Smith and Frampton Foundation
The Majority of our funding comes from individual donors.
The budgeted amount is $250,500.
Key Donors: ($5,000 and above)
Dale and Jeanne Mosier
Cindy Engles
Kathy and Neal Kimmel
Holly and Buck Elliott
Amy and Jay Regan
Dierdre and Ronnie Baker
Karen Nold and R.J. Croteau
Lynn and Dr. Andrew Kaufman
Jennifer and Philip Maritz
Karen and John Maxwell
Dr. Robert and Janie Lipnick
Leila and Walt Mischer
Mary Pat and Keith Rapp
Brian Stockmar
Laura Tumperi
Agnes and Oscar Tang
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
The total for donations, grants, corporate sponsorship not including the
TOV funding $381,500.
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$101,500
Please explain the potential for
additional sponsorships or partners.
The largest area of income growth for the Vail Symposium is individual
donor and grant contributions. As the quality and consistency of our
programs continue to grow, we are seeing an increase in attendance and
donor support.
Major corporate sponsorship is not a likely source of income for the Vail
Symposium as our audience market share does not meet those
requirements for most corporate giving. There is some potential room for
growth from local sponsors, mainly community grants from banks, etc.
What sponsorship level are you asking
the Town of Vail to support?
Presenting Sponsor $33,000
List the sponsorship rights and benefits
associated with this level.
We make complimentary tickets available to Town of Vail employees and
council members for the majority of our events as requested.
We recognize the TOV support at all of our events verbally in the
introduction.
For virtual events, we recognize the TOV both verbally in our introduction
and on our slide deck.
The TOV logo is displayed on our event banners, our website, and all of
our print advertising.
We recognize the TOV support in our donor listings.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Logo inclusion on the sponsor page of our website.
How will you ensure fulfillment of the
sponsorship rights and benefits?
In the past, an employee from the TOV has requested tickets for
employees and council members.
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?
The Vail Symposium is appreciative of the ongoing support the Town of
Vail has shown through the years. We are proud to be a part of the
community and are committed to our mission. In reviewing our application,
please consider that The Vail Symposium does not fit as an event but as a
year-round operation. As a result, we consider the CSE funding as a key
sponsor for everything we do--we recognize the Town of Vail at all of our
events and for everything we are able to accomplish.
The direct economic impact is challenging to quantify as we have
discussed in previous application presentations and in our recap
presentations. The majority of our guests are local: On any given program,
they may have dinner or drinks and pay for parking. We encourage them to
do so at our partner locations in their email and ticketing confirmations. But,
because they are local, they spend money in Vail at times not specific to
our events when they ski, shop, go out to dinner activities, etc.
The ROI to the Town of Vail is more intangible. Our programs create a
sense of community, an opportunity to gather with others and learn; we
make Vail a more complete community. As a result, the ROI is measured
more by how people feel about their community as a place they want to
live, raise their families and encourage their friends to visit. In our virtual
format, we are reaching a broader audience from around the country and
world but our programs continue to make Vail a community and not just a
resort town.
Our events offer an important, additive component to the balance and
culture of our community. Providing opportunities for our community to
come together to learn, share and stimulate our minds is an honor and a
responsibility that our board, donors, and audiences are dedicated to. Our
primary audience is locals and second homeowners aged 16-90. They are
students, workers, and retired members of our community who have a
desire to learn and engage in meaningful discussion on a variety of topics.
We provide a wide spectrum of educational programs that, through
interaction and conversations, create a sense of community within a
diverse group of people.
We're also very proud of the fact that we pivoted quickly to online
programming back in March of 2020. And that our audience is engaging
with our programs more often than when we were only presenting in
person.
Thank You.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1ANZLZQ27pfda9xLoWMQwlaSHiR8ZmcE
M&export=download&display=/VailSymposium2022WinterandSummerlectu
reseries_114446559_VailSymposium2021ReCapnotefor2022CSEapplicati
on.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=19xI5Enns0aKhE16I-WW_YQYkbeVr-Frw&
export=download&display=/VailSymposium2022WinterandSummerlectures
eries_114446561_VailSymposiumBoardofDirectors2021.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.vailsymposium.org
https://www.youtube.com/channel/UC7nJSThQ5J3l-WIuTtHLLwg
https://vailsymposium.org/videos/
File https://drive.google.com/uc?id=13yoHEOc1gx-C2_iapY1IuylzMbXQGmlj&e
xport=download&display=/VailSymposium2022WinterandSummerlecturese
ries_114446678_VailSymposiumcelebrates50yearsofintellectualengageme
ntinthevalley_VailDaily.com.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1eZ0uEIqZDNqNbD1MXiIGfpraeZ1_Go9b&
export=download&display=/VailSymposium2022WinterandSummerlectures
eries_114446681_VailSymposiumpresentsstrategiesfortacklingclimatechan
ge_VailDaily.com.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1hVB6P25DfOoVk1fx5cMD7wsFs4FA3tPq
&export=download&display=/VailSymposium2022WinterandSummerlecture
series_114446686_50thanniversaryposter.jpeg
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1qqC8pmnHG6R0qvQgsmRtaVQG3MAdqY
iS&export=download&display=/VailSymposium2022WinterandSummerlectu
reseries_114446687_BigPivots45September282021KatherineHayhoeVailS
ymposium.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 3:26 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 75.151.84.97
Unique ID: 869386029
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Nicole Marsh
Title of person completing the
application
Partner
Email nicole@imprintgroup.com
Phone (303) 263-1492
What is the name of your
event/program?
Vail Snow Days
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$350,000
How much was your event or program
funded in 2021?
$300,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Dec 09, 2022
Proposed End Date Dec 11, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Highline Sports & Entertainment
Mailing Address 216 Main Street
Suite 216
Edwards, CO 81632
Phone (970) 476-6797
Event/program Website or Organization
Website
www.vailsnowdays.com | www.gohighline.com | www.vail.com/snowdays
Number of years organization has been
in business
26
Organization's Mission Statement To foster a culture in which Highline team members are challenged to excel
in providing all customers with exceptional service, extensive knowledge
and an unwavering commitment to ethical excellence - not only to complete
client satisfaction-but beyond all expectations!
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
VAIL VETERANS PROGRAM
Since 2004, the Vail Veterans Program (VVP) has been transforming the
lives of military injured and their families through innovative programs that
build confidence and improve lives. VVP offers summer and winter
therapeutic recreational programming, caregivers retreats, and through a
partnership with Johnson & Johnson's Human Performance Institute, the
Veteran's Path to Success training program, to help veterans define their
new life mission. In addition to signature programming, VVP also offers
Family Support programs including a weeklong adventure at Black
Mountain Ranch in McCoy, CO, where families create lifelong memories.
VVP programs define new recreational possibilities, build communities of
mutual support, encourage healthy recovery, and enable wounded
veterans and their families to discover their "new normal."
VVP participants include severely injured United States military personnel
who have been severely injured while serving our country. Most veterans
that attend our programs are patients of Walter Reed National Military
Medical Center in Bethesda, Maryland, Brooke Army Medical Center in San
Antonio, Texas, and the Naval Medical Center in San Diego, California.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
10
Please describe the location(s) of the
event or program in previous years
Vail/Vail Mountain
Please provide a detailed description of
the event/program and its activities
Vail Snow Days is the signature kick-off event to the season and will once
again feature free live music, family-friendly happenings, a sponsor expo
village and more. All talent for the 2021 Vail Snow Days concerts are TBA
but past performances include Nathaniel Rateliff & The Night Sweats,
Shakey Graves, O.A.R, Wilco, Bare Naked Ladies and more.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
• Golden Peak • Mountain Plaza • Vail Village • Lionshead • Ford Park
(venues have not been contacted to confirm availability)
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Compost food waste
Provide water bottle filling stations
Partner with a upcycler or hard to recycle vendor for re-use of event
materials (Terra-Cycle, Green Guru, Gillibags, etc)
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.
Here is a snap shot from previous events with plans to continue similar
efforts and expand further into 2021: • Partnered with Vail Resorts/Epic
Promise to promote sustainability at all Vail Snow Days venues • All service
ware at the expo and concerts were recyclable • Required expo partners to
separate all trash, aluminum and cardboard prior to disposing • Sold
products at the concerts in aluminum packaging to reduce recycled cup
usage • Reused event specific signage wherever possible • Used
hard-wired power wherever possible [vs. generators] • Utilized containers
that were re-engineered into a foldable trash and recycling bins made from
recycled event coroplast signs • Upcycled event signage and banners •
Staff carpooling from Denver and within the valley during the event • Strict
no idling policy for all vendors and staff during load in/load out • Used
re-usable table linens at all tents (instead of disposable) and cleaned as
needed (vs. replaced) • Encouraged restaurant vendors to buy local and
produce dishes using those ingredients
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
25
Number of volunteers anticipated 20
Number of event/program staff 75
Estimate of total number of
spectators/attendees anticipated
20,000
If applicable, final number of last years
attendance
n/a
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
10,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
9,600
Estimate the number of international
guests your event/program will bring to
Vail
400
How will your event/program increase
sales tax in Vail?
This annual event that brings people to town during a soft period prior the
Holidays, is a huge driver for consumer engagement within the Town of
Vail. A longstanding signature event, Vail Snow Days offers something for
everyone. From lodging, dining and shopping, this event drives sales.
How will your event support the mission
and vision of the Vail Town Council?
The vision for Vail Snow Days 2021 is to continue to build on the
momentum of this early winter festival event and kick off the winter season
in Vail like no other mountain community. By fine-tuning event elements
proven successful in previous years and looking to expand where possible,
Vail Snow Days will continue to provide unique guests experiences and
create positive economic opportunities for the Town of Vail. The 2021 Vail
Snow Days will look to deliver: • Enriched guest experience in expanded
festival environment and elements; • Expanded vibrancy throughout the
Town of Vail and on Vail Mountain; • High level entertainment and lifestyle
activities appealing to a wide variety of people; • Positive economic impact
from not only spending and sales tax but also driving overnight visits stays;
• Safe environment for all guests
How will your event or program support
the Vail brand identity?
Vail Snow Days, Vail Mountain and the Town of Vail have collaborated in
the past and will continue to coordinate efforts both on mountain and off on
several levels regarding Vail brand identity: • Creating a fully integrated
branding/signage plan that is cohesive, on message and visually appealing
• Providing event programming for a range of guests and locals • Striving
for the highest levels of customer service and experiences
How is this event/program at the right
time for Town of Vail?
The event fills the gap with visitation is lower. The events tend to increase
lodging by 30-40%
How will your event/program attract
target markets of both visitors and
community members?
With world-class musical talent and interactive expo areas, destination
guests will have more incentive to choose Vail for their early season plans.
A key focus is the dissemination of accurate event information to key local
media groups, concierges and lodging leaders. Everything from the event
outreach to the grassroots marketing is strategically thought out so that the
right people get the right information at the prime time. Highline and Vail
Resorts/Vail Mountain continue to invest in high quality photography and
videography to extend its reach in digital and print media applications and
create content driven outreach.
How will the event/program deliver fresh
content and enhanced experiences?
The ever changing musical talent/acts that Vail Snow Days has brought to
Vail during its history always helps to create a unique and varied vibe in
Town of Vail and complements the mountain weather and early season
skiing/riding.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Vail Snow Days IS fun and the festivities surrounding the events invite
guests to enjoy Vail to the fullest. The programming and vibe the event
creates from interactive partner expo villages at the base areas to great live
music allow guests to be as active and involved as they choose. The no
cost admission for events surrounding Vail Snow Days makes the event
inclusive and accessible to all. Event partners can enhance the event
through additional activations and aid in creating unique and memorable
guest experiences. Since Highline specializes in creating custom event
partnerships, a relevant and fun experience for the Vail guest is top of
mind.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
3,280,000+ impressions
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Vail Snow Days will be strongly promoted through Vail Resorts/Vail
Mountain to include: • Brand guidance and development support •
Marketing strategy development • Tactical execution of marketing plans
across owned Vail channels and assets • Tactical execution of marketing
plans in paid channels and assets • Design and production of marketing
assets • Content capture • Supporting local and on-mountain outreach for
event communications • Support via owned and operated channels and
venues (retail, restaurant, lodging, and on-mountain) o Logistical support
for on-mountain event elements, if any • Leverage Vail Resorts Public
Relations for media inquiries, outreach, and hosting. • Partner with Owned
and Operated Lodging for event needs • Event performance analyses
(destimetrics, guest experience insights, and guest feedback) The event
will be promoted through a variety of partner activations including potential
incentive trips/sweepstakes and event promotions at area accounts both
locally and regionally.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We created the events from scratch and brought to the Vail Valley
something that didn't exist at any other ski resort in the lower 48 at the time.
Put simply, we were the pioneers of this model and continue to innovate
and grow the event year after year.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
When the entire event world came to a screeching halt in March of 2020,
Highline shifted its focus to the Covid-19 world and began producing testing
events with the most stringent public health orders in history. We
on-boarded close to 2,000 full time and contract laborers to administer
hundreds of thousands of Covid tests, as well as over 100,000 vaccines.
The dozens and dozens of mass testing and vaccination sites were some
of the most forward thinking, efficient and public health safety conscientious
sites in the entire country.
Much like what was asked of us when the recycling and sustainability
initiatives came to the forefront, we collaborated with local and state
entities, both government and private sector to adhere and implement the
most effective consumer facing program of any event producer in the Vail
Valley. We won sustainability awards because of our efforts. This was
predicted on the notion of managing behavioral and necessary event
parameters.
The 2020 4th of July Stationary Parade model that we shifted to in very
short order is also a very relevant example of this.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
4000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
40,000 X $300/per person = $12,000,000
*based on previous years survey results
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$9 x 350,000 [investment from TOV] = $3,150,000
[9:1 ratio] based on previous years survey results
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.
Non-local attendees will be directed to Vail lodging options via
call-to-actions to the event website placed in event advertising and
collateral materials. These items will include newspaper print ads, web,
posters, digital rack cards, social media inclusion and through phone
inquiries via phone directing public. Tracking and estimation will be
acquired through mTrip reports and intercept surveys as provided by the
Town of Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
Talent Procurement and Production
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1FeSSqf62crIirb1-HuQE7DQylVdQTdRp&e
xport=download&display=/VailSnowDays_114444299_2022RFPEventBudg
et_VailSnowDays.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
21.63%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If Vail Snow Days is funded at a reduced level by Town of Vail, event
organizers will revisit the overall feasibility of the event scope as planned
and consider making cuts in the following areas: • Potential change in the
talent/band levels, number of performances, lengths of performances
during the event • Potential reduction in overall event programming •
Longer duration for load in and load out which may impact
venues/merchants and the ability to efficiently execute the event
operationally
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
971250
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1ll-LTTMhuhHohEG8IA50qe6a7Edz4HNb&
export=download&display=/VailSnowDays_114444633_2022SnowDaysMe
diaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Through our marketing efforts, we aim to • let people know about the event
• get people interested in finding out more information • convey when and
where the event will take place • invite people to attend • create a brand
presence to attract sponsors, media and attendees to future events
Strategy: How will you meet your
objectives?
Marketing efforts will be met with • strategic ad buys and placement •
enhanced social media to create interest and excitement around the event •
continued messaging across all channels to reinforce the experience
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Custom activation footprint in Vail Village and/or Mountain Plaza as well as
Ford Park concert venue on-site activations with Private VIP opportunities.
Hosted après ski and late-night parties. Vail merchant, restaurant, and
lodging integrations. Equipment demos and product sampling throughout
the footprint. We will also continue to cross-promote local restaurants and
venues that are creating their own events through Snow Days LIVE!
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
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Other: A dedicated website will support the event at
www.vailsnowdays.com
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Coakley
Phone (970) 333-4556
Email katie.coakley656@gmail.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Facebook: @vailsnowdays
Instagram: @vailsnowdays
#vailsnowdays
How will you promote and utilize
DiscoverVail in your marketing efforts?
Just as we did for our other events in 2021, DiscoverVail will be used in all
marketing including social posts and tags, newsletters, the event website,
placed on signage, mentioned in Radio ads and in all press releases.
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1gGQev1yNMg53N92UzHHq1zav7xb0NLR
-&export=download&display=/VailSnowDays_114446218_VSD_DraftSpon
sorDeck2022.pdf
What levels of sponsorship are you
selling for your event?
Title, Presenting, Supporting/Experiential, Category/Contributing, plus Expo
booth and F&B vendors
Please list your confirmed sponsors or
partners.
Vail Snow Days 2021 is currently being sold with multi-year options to
include 2022. An up to date list of partners will be available in the near
future.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$297,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$2,500
Please explain the potential for
additional sponsorships or partners.
Knowing we have taken two years off, we are will approach new players in
the market that will open up more robust opportunities in all product
categories. The team looks to add variety in partners as well as increase
partnership revenues from 2019 by expanding beyond the relationships of
Vail Resorts Strategic Alliance and its partners. Outside sponsorship will be
pursued cultivating fresh ideas, activation concepts and experiences the
event warrants.
What sponsorship level are you asking
the Town of Vail to support?
Title
List the sponsorship rights and benefits
associated with this level.
- Category exclusivity and Title Partner designation
- Event logo lockup
- Premium logo placement on Main Stage scrim
- Rights to event marks, inclusion on logo train and a customized marketing
plan
- Custom data collection and email acquisition campaign
- Custom space at the Ford Park concert venue and in the Festival Village
with rights to sample and retail sales
- Naming rights to a late-night VIP parties
- Inclusion and collaboration on lineup announcements
- Ability for Brand to provide up to four (4) 15-second promo videos in Main
Stage video board rotation, if video is present
- Custom content creation during the event
- Inclusion in the event recap video with usage rights to video
- Hospitality package and VIP passes
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
- One (1) 10'x10' space at Festival Village Expo with rights to sample and
retail sales
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have detailed tracking and individuals responsible for fulfillment for
each sponsor. In addition, we provide detailed recap to each participating
sponsor with evidence of rights and benefits across platforms.
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?
none
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=18T9PazpJFcVgXGdsFiXNVZ1ahYxXD82D
&export=download&display=/VailSnowDays_114446559_VSD19_RECAP_
TOWNOFVAIL.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1GUrmzKh52Z-WlfXM1wjy9MeNkptKd6F1&
export=download&display=/VailSnowDays_114446561_HighlineImprintHig
hlineOrgChart.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.facebook.com/watch/VailSnowDays/
https://vimeo.com/622807528/5dca5219d8
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:05 pm
Browser: Chrome 93.0.4577.63 / Windows
IP Address: 204.98.233.54
Unique ID: 869400112
Location: 39.61669921875, -104.6695022583
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Jeffery Wiles
Title of person completing the
application
Guest Services Manager, Vail Mountain
Email jwiles@vailresorts.com
Phone (970) 331-1176
What is the name of your
event/program?
10th Mountain Parades
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
20,000
How much was your event or program
funded in 2021?
0
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 29, 2022
Proposed End Date Mar 04, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Resorts; Attn Jeff Wiles
Mailing Address PO Box 7
Vail , CO 81658
Phone (970) 754-4603
Event/program Website or Organization
Website
Vail.com
Number of years organization has been
in business
59
Organization's Mission Statement Experience of a Lifetime
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2
Please describe the location(s) of the
event or program in previous years
Vail Mountain and Vail Village
Please provide a detailed description of
the event/program and its activities
Torchlight Parade down Lindsey's ski run to Pepi's Face with Fireworks on
Pepi's face. 10th Mtn emblem projected on Pepi's face. Ski down into the
Mountain plaza garage. From that point, 8 WW II soldiers march out of the
tunnel. 10 minute video of the 10th Mtn connection with Vail and Vail
Mountain. March down Bridge street to the 10th Mtn Statue next to the
covered bridge. Photos and pins given out.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Vail Mountain
Town of Vail
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
On Vail Mountain
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
Compost food waste
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.
Vail Mountain and the Town are very committed to Environmental
sustainability
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
45
Number of volunteers anticipated 10
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
600-1000 per event
If applicable, final number of last years
attendance
No parades last year
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Legacy
How will your event or program support
the Vail brand identity?
Legacy
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
History for our younger Guests
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
Marching
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
History lesson
How will the event or program deliver an
educational component?
Learning about the History of Vail and the 10th Mtn Division.
How is this event/program at the right
time for Town of Vail?
Great timing on parades for our Guests during peak weeks.
How will your event/program attract
target markets of both visitors and
community members?
Guests come from all over the country to attend these parades.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
We hope to create a legacy event to be shared for years to come.
How will the event/program deliver fresh
content and enhanced experiences?
The Parades share information with our Guests and Locals they won't
receive anywhere else.
How will the event or program achieve
recognition and drive participation?
Marching in the parade
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Natiionally
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Unllimited
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Vail Mountain has a long history of putting on World class events.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Flexibility is something we work with everyday.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
Unable to guess the number of rooms
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Additional business to restaurants and bars as a result of the event
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
TBD
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.
Thru Town and Mountain websites
BUDGET
Describe how you will use the funds
requested from the CSE.
1. fireworks for each event- Fireworks run $1000 per minute, 3 minutes of
fireworks per show, with 4 parades.
2. 10th Mountain Pins- cost 98 cents per pin, ordering 5000
3. Vail Daily page buy for each event.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=11GCvh2XOLpQTPvI403xq1htGauN2bsFN
&export=download&display=/10thMountainParades_114444299_10thMoun
tainParadedescription.docx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
%50
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
No fireworks or pins
Vail Resorts is covering Costs of Labor for Skiers, Marchers, AV and Video
presentations along with Photo event.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
0
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1XBlUD_zUKCMzQzoz-BCKjsvhRYBby9zl
&export=download&display=/10thMountainParades_114444633_2022CSE
MediaPlanTemplate1.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Connect our Guests and Locals with the History of the 10th Mtn Division
and it's impact on the Vail Valley.
Strategy: How will you meet your
objectives?
Thru connectivity and personal contact.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Social Media pages and in town advertising.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Print - Regional
Radio
Online Event Listings
Web
Facebook
Instagram
Twitter
Posters
Flyers
Signage - Banners, etc
Please list contact information for your
Media Relations or Public Relations
staff/firm
Robert Sharpe
Phone (970) 754-3032
Email Robert.Sharpe@vailresorts.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@Vailmtn.com
How will you promote and utilize
DiscoverVail in your marketing efforts?
@vailmtn.com
Do you have a user database you utilize
for event promotion?
@vailmtn.com
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1qU5pNtxI4pQQrE2YJvDgbxsF4kozW0dz&
export=download&display=/10thMountainParades_114446218_10thMount
ainDivisionParade.docx
Please list your confirmed sponsors or
partners.
Vail Resorts
Town of Vail
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
0
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
20000
Please explain the potential for
additional sponsorships or partners.
10th Mtn Whiskey
NSP
What sponsorship level are you asking
the Town of Vail to support?
Sharing cost for parade.
List the sponsorship rights and benefits
associated with this level.
50
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
50
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
0
How will you ensure fulfillment of the
sponsorship rights and benefits?
Agreement with the Town
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?
None
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1iglsgQzdEkx-Cm-5kj9_NaiQbNoL-D8O&ex
port=download&display=/10thMountainParades_114446559_10thMountain
ParadeDetails.docx
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1lIvYwp3R58wSFBJFHZIyXYsFYVRlhqrv&
export=download&display=/10thMountainParades_114446561_202122Offi
cialslist..docx
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
Parade Photo
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:07 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 73.153.139.120
Unique ID: 869400850
Location: 39.708999633789, -105.09100341797
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Jennifer Barbour
Title of person completing the
application
Executive Director
Email jen@teamevergreen.org
Phone (303) 503-4616
What is the name of your
event/program?
The Triple Bypass
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$50,000
How much was your event or program
funded in 2021?
$17,720
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Aug 20, 2022
Proposed End Date Aug 20, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
We will also request tennis lot closures and field access at noon on Friday,
Aug 19th
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Team Evergreen Cycling
Mailing Address PO Box 3804
Evergreen, CO 80437
Phone (303) 503-4616
Event/program Website or Organization
Website
www.teamevergreen.org
Number of years organization has been
in business
33
Organization's Mission Statement "Building the cycling community by expanding rider experiences, hosting
compelling events, and channeling thoughtful philanthropic impact."
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
We benefit dozens of Colorado non-profit organizations through the Triple
Bypass. All volunteers on the course and at the finish represent a local
non-profit. Team Evergreen then directs the proceeds from the event to
those organizations. In addition, Team Evergreen offers a grant program
for Colorado non-profits that support community and cycling-related
causes. In 2021, we anticipate a donation of over $350,000 to non-profit
organizations.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
1
Please describe the location(s) of the
event or program in previous years
Ford Field, the parking lots near the tennis courts, concession area
Please provide a detailed description of
the event/program and its activities
As in 2021, the Ford Field area will be the finish venue for a recreational
cycling event. Riders will complete the event through a finish chute in the
lots and proceed to the Field (on foot) for the expo.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Aug 19 - 21 12pm to 12pm
Ford Field, tennis lots (the Nest?), concession area. Joel Rabinowitz has
confirmed the dates and location.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=17lxUg-b73HTU9BtUcraNOiisy28xYGNX&e
xport=download&display=/TheTripleBypass_114448279_2022FieldUse.pdf
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
The finish will be held in Vail, the Triple Bypass course travels from
Evergreen to Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Grand View Room
Grand View Room - number of days
requested
2
Proposed Start Date - Grand View Room Jul 15, 2022
Proposed End Date - Grand View Room Jul 17, 2022
Do you need to add a second set of
dates for the Grand View Room?
Yes
Proposed Start 2nd Date - Grand View
Room
Aug 21, 2022
Proposed End 2nd Date - Grand View
Room
Aug 21, 2022
Please describe proposed use of Grand
View Room facility
Triple Training Camp in July Speaker/Meeting Room, Brunch Post-Ride
Total in-kind value for Grand View
Room rental
2500
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
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)
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.
As in the past, Team Evergreen will hire Walking Mountains to provide
composting and recycling services for the event. We provide Zero Hero
tents, compostable plates, cups and utensils, and recyclable cans.
Our diversion rate (diverting recyclable or compostable waste from landfills)
in 2021 was 83% In addition, 585.8lb of waste were diverted to composting
and 710.9lb were recycled.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
4,500-5,000 registered riders -3600 attending the finish, 4,000 reaching
Vail (10% attrition with 20% of finishers not visiting the expo)
Number of volunteers anticipated 60
Number of event/program staff 8
Estimate of total number of
spectators/attendees anticipated
5,800 - 3600 riders, 2,000 guests
If applicable, final number of last years
attendance
Approximately 5,200 participants and guests throughout the day (per
survey results)
SCORECARD CRITERIA QUESTIONS - CRC
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
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
1,800
Estimate the number of international
guests your event/program will bring to
Vail
200
How will your event/program increase
sales tax in Vail?
Many of our riders stay in the area before and after the event. In 2021,
survey data shows over 20% of our 4880 registered riders stayed at least
one night in Vail. Fifty-six percent of our riders spent at least $200 outside
of their registration fee, much of which went to lodging, restaurants, and
activities in Vail.
How will your event support the mission
and vision of the Vail Town Council?
Grow a vibrant, diverse economy and community and preserve our
surrounding natural environment, providing our citizens and guests with
exceptional services and an abundance of recreational, cultural, and
educational opportunities.
The Triple Bypass brings diverse individuals from all 50 states and several
countries. Thousands of riders and guests are exposed to the exceptional
services and recreation Vail has to offer. As athletic individuals, they seek
recreational opportunities and may visit Vail several times throughout the
year to take advantage of the variety of outdoor activities.
How will your event or program support
the Vail brand identity?
Vail is known as an iconic mountain town with a long history of providing
exceptional experiences for its guests. The Triple Bypass is in its 33rd year
providing an experience of a lifetime for cyclists of many abilities. We align
with Vail as a partner in providing memorable experiences that guests
return to year after year.
How is this event/program at the right
time for Town of Vail?
We have chosen the August 20th weekend to accommodate an already full
schedule in Vail. Our footprint is significant enough that we want to offer
our riders the amenities of the Town without overwhelming it.
How will your event/program attract
target markets of both visitors and
community members?
As in 2021, we will do outreach through economic development to reach
business owners and visitors.
For the community, we will continue to encourage the community to get
involved with the Triple Bypass through volunteering for a local non-profit
that is supporting our event. We then donate to those non-profits,
benefitting the community and the causes they support.
How will the event/program deliver fresh
content and enhanced experiences?
As the Triple has been around for over 30 years, we are always exploring
new opportunities to enhance the experience. Finishing in Vail has been a
welcome change for our riders and they have expressed their appreciation
for the additional lodging and dining experiences.
Regarding the expo, we have the benefit of experience from 2021, and can
improve the circulation and layout based on Town police and CSE
concerns.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The finish of the Triple is itself a celebration as riders pass through the
finish chute to the cheers of spectators, friends, and family. We will
enhance the finish line in 2022 and make improvements with circulation,
the spectator area, and the egress to the expo. The riders are exhausted
and thrilled, and we want to give them the best experience to celebrate
their accomplishment.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Team Evergreen and Triple Facebook and Instagram
# of Followers: 11,716
Impressions from Jan 1 - Sept: 2,672,476
Engagements: 119,492
There are several different "reach" formulas, but the most basic is
Impressions divided by Frequency. For those combined accounts from Jan
1-today, there's been 433 posts. That's an average reach for any given
post to be 6,172.
In addition, see have an email list of over 35,000 and send monthly emails
to the ridership of approximately 5,000. Team Evergreen sends weekly
emails to its membership of 1,500 Mar-Oct. Our open rate is 35-75%.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Because the Triple is one of the largest cycling events in Colorado with an
extensive audience through Team Evergreen events, we attract great
brands to align with our ride. The Triple has been featured in Outside
Magazine, Velo News, and numerous Colorado publications.
In addition, because of our 501c3 non-profit status and subsequent
non-profit donations, we attract brands that want to contribute beyond a
marketing expense and support the non-profits we fund.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Team Evergreen has produced the Triple Bypass for over 30 years. We
have reached a point where we are comfortable in our size and prefer to
further develop our reputation for producing a memorable experience. Our
team has decades of experience and continually produces one of the most
highly regarded rides in the country.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We have a COVID-19 plan that will be the guide for the 2022 event. As an
outdoor event, we will follow directives from state and local authorities but
can adjust our event based on current mandates. Being outside, we can
quickly reconfigure our expo and finish line to adapt to restrictions, if
necessary.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
~860 = 20% of those finished stayed in Vail at least 1 night
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Over 50% of our 2021 riders spent at least $200 in addition to their
registration fee (see 2021 survey).
19% over $200
19% over $400
18% over 800
Based on 6500 riders/guests, additional spending (lodging, meals, retail) =
$1,104,250
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
See ROI on Budget Spreadsheet
TOTAL TAXES $51,187.50
TOTAL REVENUE $853,125
ANNUAL TOWN OF VAIL FINANCIAL INVESTMENT $50,000
NET RECOVERED INVESTMENT $803,125
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.
As in 2021, we have a page on our website directly linking riders to our
lodging partner, Vail Resorts, where they can book hotels at our group rate.
Those that did use the group code had their stay tracked. We would like to
encourage other establishments in Vail to use this same system as we are
happy to promote multiple hotels in the area.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used to subsidize our marketing efforts and staffing for
training events relating to the Triple. We engage a marketing firm in
Boulder, Thorpe Marketing that specializes in the outdoor industry. The
CSE funds will be applied to furthering our reach outside of Colorado and
targeting individuals that have not done our ride before.
Also, at the request of the Town, we will expand our police and professional
flagger presence at the finish area to direct traffic.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1KwneiXY_RvcWPeYXK6HH_a-TYCJcxop
A&export=download&display=/TheTripleBypass_114444299_2022TripleBy
passBudget.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
5% of revenue
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
As a non-profit that owns a highly successful event, every dollar that we
receive beyond our registration sales allows us to give more to non-profits.
A note on the budget submitted: though it shows a profit of over $300,000,
all additional profit (outside of general operating expenses) is given as
grants. The donation of $125,000 to our volunteer non-profits is separate
from our grant-giving.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
1079000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?1
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=108LdYmNsxqeIfI3H4ATTCddNQ6iS7nHk&
export=download&display=/TheTripleBypass_114444633_2022CSEMedia
PlanTripleBypass.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
We are hoping to continue making the Triple more accessible for women,
beginner riders, and people of color that may not have experienced our
ride. We also have been successful in targeting riders from out of the state
and country and will continue to use the channels appropriate to encourage
that audience.
In addition, the Triple is accessible to all disciplines of cyclists. We plan to
encourage more mountain bikers and gravel riders to join us by promoting
the diversity of our riders and the donations that we give to causes they
care about.
Strategy: How will you meet your
objectives?
We have found that dollar for dollar, social media is the best way to reach
new riders. Our marketing firm deploys all social media campaigns and
press releases. We have paid, targeted ads throughout the year to our
11,000 Facebook and Instagram subscribers.
As most of our riders hear about the Triple through word of mouth, we
continue to do outreach to past riders through email campaigns to our
35,000 person database. Our reputation for producing an excellent event
assists in peer-to-peer communication.
Our efforts stem from an overall annual plan developed by our event
director and our PR/Marketing firm. We then execute this plan across all
our Team Evergreen communication channels: social media (organic and
paid), press releases to a paid PR wire-service, e-blast marketing,
digital/print ads, radio ads, google ads, and in-person events/activities.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
As we have hundreds of riders traveling to the area from out of state for the
weekend, a late summer family vacation or to explore the Town behind the
name, we anticipate activation opportunities primarily through lodging and
dining partnerships. Since many visitors will be new to the area, we would
be happy to pass along discounts, incentives, or local publications to assist
riders in finding establishments beyond our finish line.
As we did in 2021, we will continue to do outreach through the Chamber to
encourage local businesses to partner with the Triple.
We hope to host a training camp fro Vail in july, which will bring additional
weekend stays.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Print - Regional
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Katie Macarelli
Phone (303) 710-0981
Email katie@thorpemarketing.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
TE Facebook https://www.facebook.com/TeamEvergreen/
TE Instagram @teamevergreencycling
TE Twitter @teamevergreenbc
TB Facebook https://www.facebook.com/triplebypassride/
TB Instagram @triplebypassride
TB Twitter @triple_bypass_
How will you promote and utilize
DiscoverVail in your marketing efforts?
In 2021, DiscoverVail provided content for our newsletters, social media
posts, and press releases. Discover Vail provided us with approved
images, content, and offers, which we passed along to our riders. We
intend to do the same in 2022 and create a more robust schedule so we
can deliver current content to our ridership.
Do you have a user database you utilize
for event promotion?
Yes, we have a large email list of 35,000 which we use before sell-out. Our
ridership (around 5k) receives monthly, targeted emails and we have Team
Evergreen 1,200 members that receive weekly communication Mar-Oct.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1Zyw7iacPVJfSP8TTzvLgr5ASpUD2tTjI&ex
port=download&display=/TheTripleBypass_114446218_2022TripleBypass
VailSponsorshipDeck.pdf
What levels of sponsorship are you
selling for your event?
Presenting $50,000
Tier 1 $25,000
Tier 2 $10,000
Tier 3 $5,000
Tier 4 $2,500
Please list your confirmed sponsors or
partners.
Primalwear
Denver Beer Company
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$47,500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$7,500
Please explain the potential for
additional sponsorships or partners.
Team Evergreen works with a local PR/Marketing Firm: Thorpe Marketing.
This enables us to have a much bigger brand presence and stand out
among the many events on the calendar. With this partnership, we have a
stronger voice with exclusive media and are eligible for discounted ad rates
among publications. We have a very strong, authentic, and engaging social
media presence among different disciplines of cycling / multiple audiences
(road, MTB, Enduro, gravel, women's specific cycling).
Our social media channels are consistently our top referrals to our
websites. Additionally, the firm helps us maximize our relationships with
sponsors for exposure creating "win-win" partnerships that sponsors feel
good about and return for year after year.
What sponsorship level are you asking
the Town of Vail to support?
The town of Vail would be a Presenting Sponsor which is not available to
any other level. As this is custom, the benefits will depend on what the
Town hopes to achieve. Please see the attached document TB Top Tier
Sponsorship for more information.
Since we produce cycling events in road, mountain, gravel, and downhill,
we can easily expand the Vail reach to target more of the Team Evergreen
audience outside of the Triple Bypass weekend. Thus, the Vail brand can
expand beyond the Triple to our thousands of other riders with Presenting
sponsorship.
Other Team Evergreen events: The Session Series, Bailey Hundo, Bet
Bike Bash, Mt Evans Hill Climb, Co2uT Desert Gravel
List the sponsorship rights and benefits
associated with this level.
Category exclusivity
Advance Press Release to 600 select media contacts
Press Release to paid national newswire service
Digital/print advertising with Colorado Tourism
Training rides - announcements, brand presence, giveaways
Vail Weekend Training Camp - Mid-July
Social media - on Facebook, Instagram and Twitter (assets customized by
PR firm) - 8 paid, 8 organic posts highlighting Town of Vail activities
3 email featured story to rider database (5K)
2 email announcements to Team Evergreen database (35,000)
Post-event email digital promo
15 entries
20 x 20 booth space at Expo
Official Video with Vail Branding
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Social media - on Facebook, Instagram and Twitter (assets customized by
PR firm) x 1
Post-event email digital promo
Entries x 1
Booth Space 10x20
How will you ensure fulfillment of the
sponsorship rights and benefits?
We utilize our marketing firm to schedule and create our social media
posts, press releases, and coordinate ad buys. In addition, we have
graphic designers and staff time dedicated to sponsorship fulfillment.
ADDITIONAL INFORMATION
Are there any questions you have for
the CSE or other things you'd like to
share with the board that are not
included in the application?
We are looking forward to working with Vail in 2022. With the benefit of
experience from 2021, we are certain we can make adjustments to improve
the rider experience and lessen the impact on the Town.
We also encourage local residents to engage local non-profits to get
involved with the ride through our volunteer donation program or our annual
grants. We want to support the community, and especially those in need in
the Vail area.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1dPqhZZMyDjLbtfkJjMsxQs35XG2Re9en&
export=download&display=/TheTripleBypass_114446559_TripleBypass202
1EventRecap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1_zTlV1tKXhHjWtb9m9X2iTx38l-eG_Pi&ex
port=download&display=/TheTripleBypass_114446561_TripleBypassStaff.
pdf
OPTIONAL ATTACHMENTS
File https://drive.google.com/uc?id=168xZrgQSoISgZbxY5fi6M45cgPdlzSnW&e
xport=download&display=/TheTripleBypass_114446678_2021TripleBypass
Survey.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1TQ4RrPm650hxUS2A2o8KDmyTNliMzHT
J&export=download&display=/TheTripleBypass_114446681_2022Planning
TEMarketingPlan.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1ng-emtTP4y41SGE3PfPP_tWxyxw1ay_u&
export=download&display=/TheTripleBypass_114446686_2021TriplePhoto
s.zip
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=14Ht1Zpe7LwGdGX2I_z-9A1qnxIla_0DJ&e
xport=download&display=/TheTripleBypass_114446687_2021MarketingRe
portVailTM.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:12 pm
Browser: Chrome 92.0.4515.159 / OS X
IP Address: 98.245.7.103
Unique ID: 869402563
Location: 39.893798828125, -105.114402771
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Ramsey Cotter
Title of person completing the
application
Project Director
Email Ramsey@jcottergallery.com
Phone (970) 390-5705
What is the name of your
event/program?
Summervail Art Workshop Legacy Project
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$75,000.00
How much was your event or program
funded in 2021?
$40,000.00
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jul 19, 2022
Proposed End Date Jul 25, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
07/19 - Artist talk, 07/20 - Artist pop up and Activation, 7/21-7/24 - artist pop
up workshops and disruption/activation, 7/25 - celebration/critical studies,
free art & conclusion
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Summervail Art Workshop Legacy Project
Mailing Address PO Box 1114
Vail , CO 81658
Phone (970) 390-5705
Event/program Website or Organization
Website
www.sawlp.org ; www.summervail.org
Number of years organization has been
in business
3 years
Organization's Mission Statement The mission of the Summervail Art Workshop Legacy Project is to establish
historical preservation of the legacy of the Summervail Art Workshop and
Critical Studies Program, which ran from 1971 to 1984 and became an
invaluable entity to the Vail Valley and to the art world.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
The Summervail Art Workshop Legacy Project (SVAWLP) strives to
preserve, document, archive, inspire and demonstrate the impact of the
Summervail Art Workshop program.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
1 year - beginning with our 50th anniversary celebration in 2021
Please describe the location(s) of the
event or program in previous years
For the 50th anniversary celebration, the activations took place throughout
the town of Vail and the Town of Minturn over a two-week period from July
19th - 30th 2021... In collaboration with existing programs like Art in Public
Places, Vail Symposium, Vail Valley Art Guild, Alpine Arts, Colorado
Mountain College, The MAPS program, Friends of Vail Public Library,
Town of Vail, Betty Ford Alpine Gardens, and the TOV Cultural Heritage
Committee.
Please provide a detailed description of
the event/program and its activities
July 19th - 25th 2022
July 19th - Opening Night Artist Talk and Symposium with Jonathan Saiz &
a Panel of other Art influencers at the Donovan Pavilion
6pm-8pm
July 20th-24th - Art Activations, Workshops
Daily from 11am-4pm
Daily Activities and art disruptions throughout the streets of Vail as well as
workshops at CMC Edwards and Potentially at Red Sandstone Elementary
School & Maloit Park
July 25th - Hat Party celebration/critical studies, free art & conclusion
Betty Ford Alpine Gardens - 6pm - 8pm
On our closing night we will celebrate with our Black and White Rainbow
Ball & Annual Hat Party
in addition to dancing and live music provided by M.A.P.S. we will have a
open dialogue that concludes our critical thinking and conversation around
art and what questions we were left with. We will discuss what thoughts
we nurtured and gained and how we use this moving forward for creating a
consistent conversation around art. We will leave with a piece of free art
that we made and maybe exchanged with all of our new friends.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Vail Village streets
Vail Public Library
Donovan Pavillion - July 19th, 2022
Colorado Mountain college
Maloit Park
Eagle County School District ie: Red Sandstone Elementary
Betty Ford Alpine Gardens
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Maloit Park was the second venue for the original Summervail Workshops,
we would like to use this space at some capacity to not only honor it but
because it is a beautiful outdoor space widely underutilized.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Donovan Pavilion
Donovan Pavilion - number of days
requested
1
Proposed Start Date - Donovan Pavilion Jul 19, 2022
Proposed End Date - Donovan Pavilion Jul 19, 2022
Do you need to add a second set of
dates for the Donovan Pavilion?
No
Please describe proposed use of
Donovan Pavilion facility
Artist Talk and Symposium
Total in-kind value for Donovan Pavilion
rental
$5,500.00
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
Purchase carbon credits or offsets
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
Compost food waste
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)
All of these
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.
Art is all about recycling... Our goal is to get artist, Jonathan Saiz, here
who has a new commitment to sustainability. We will use this in our
broader message, as a way to communicate how beautiful art can be
crafted from, and made in honor of sustainable, reused, and recycled
materials.
In keeping consistent with this message, we will use only what we need.
Anything we do need, we will commit to only acquiring materials that can
be recycled or reused.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
5 - 10
Number of volunteers anticipated 15+
Number of event/program staff 15
Estimate of total number of
spectators/attendees anticipated
1500+
If applicable, final number of last years
attendance
660 at Silk Marbling Activation, 125 at opening night and invite only event,
200 people at our Panel Discussion, 20 Plein Air artists, 150 for the Mad
Hatter Hat Party and Market and 75 at Founders Night
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Our event aims at aligning almost entirely with the Town of Vail's mission.
We will market and use art, paired with the history of art and culture in our
community, to inspire magic, creativity, and inclusivity throughout our
community and beyond. We will be steadfast in our commitment to being
sustainable, educational, and culturally driven, using art as our backbone to
invite thought and critical studies as a means to build the conversation
around why the town's mission is important, and also invaluable to building
a self-sustaining town. The Town of Vail is a community as well as an
international resort.
How will your event or program support
the Vail brand identity?
Vail's brand was built originally around our recreational offerings. In 1971,
the Summervail Workshop for Art and Critical studies brought culture to our
valley. By using the endless amount of history we have at our fingertips,
and using this history to give roots to what our future can hold, the
Summervail Art Workshop Legacy Project brings together existing
programs and possible future collaborations that will elevate our
sophisticated and worldly identity by showing that we are seeing and
listening and moving with the times.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Art is such a beautiful way to use leadership and extend the opportunity for
teaching leadership skills. Not only does it build confidence and
individuality, but also industrious thinking. It is our belief that art and
leadership that starts at home and through our village will extend far
beyond our small town. Over the years, the Summervail Art Workshop has
gained national attention and become a national gathering place. In its
14-year span, the Summervail Art Workshop served over 9,000 students
taught by 500 internationally prominent visiting artists through 850 different
workshops and symposiums. Students came from 15 different nations and
nearly every state in the U.S. As we re-create this invaluable programming,
it is our mission to continue down this same path.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
Our program will foster mental health and wellbeing through community
and culture-building workshops. Art has the power to invite conversation
that in turn opens doors to unlimited capacities for self-expression and
conversation. This conversation is non-judgemental and invites
opportunities for clarity and healing.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
Art is a catalyst for conversation, discussion, and critical thinking. It is the
platform that invites inclusive ideas, giving grace to dialogue, and thus
inviting multiple perspectives for problem-solving.
How will the event or program deliver an
educational component?
Through various workshops and speaking engagements that will invite
questions and conversation. To quote Mark Bradford, "we are presenting
the potential for a conversation. We don't have the answers and for me, as
an artist, I am much more interested in questions than answers." Like
Mark Bradford, we think it's important to put these questions into the public
domain to create opportunities for education and critical thinking. In
addition to delivering new workshops, we will also create an opportunity to
deep dive into Vail's history by archiving and documenting the rich culture
that began in 1971.
How is this event/program at the right
time for Town of Vail?
Vail needs this emerging cultural dialogue. We need to engage our local
community. Now more than ever we need to protect the resources we
have left. Aligning with the Town of Vail's Cultural Heritage Committee, we
aim to archive and document all elements of the original Summervail
Workshops. In addition, the Town of Vail is currently building our public art
collection and restructuring our strategic plan regarding art and art in public
places.
The Town of Vail is looking to build, through Art in Public Places, a space
for artists in residence. Now is the time to start the synergy, once again,
that says - We get it, we support it and we embrace this way of bringing the
community together via art and art programming.
How will your event/program attract
target markets of both visitors and
community members?
We aim to bring national, international, local, and statewide artists and
thinkers. Through strategic marketing in alignment with these artists, we
will be able to target a market beyond our community. Vail is, however, an
international town so staying local in our target marketing will catch the eye
of our well-traveled visitors, second homeowners, and the local community
members.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Look at the legacy that this program has already left... To quote Jerry Saltz
our Pulitzer Prize-winning art critic who came to speak at our 2021
program: "Once upon a time in my twenties, the self-organizing art miracle
known as Summervail Art Workshop changed my life and put me on the
road to my future and this dream of a life lived in art. Summervail Art
Workshop was one of those tremendous early self-organizing art
organisms that helped build a new art world. For me, Summervail Art
Workshop taught me that the art world is an all-volunteer army. We are
here only because we want to be We can not, not be, because it's a little
like breathing."
The lasting community benefit is that it will stimulate camaraderie, and build
a community out of a period of isolation that allows us to rise together and
build back as a collective whole.
How will the event/program deliver fresh
content and enhanced experiences?
You never walk away from a stimulating conversation un-energized... This
Workshop is ALL ABOUT creating thought around ideas and all the
possibilities and problem solving for making these ideas come to life... or
maybe even just to get you thinking. How does the way you just thought
about that one thing translate into how you think about all other things in
your life...? One of the things I love about art is that it always surprises me.
It forces me to think about things I didn't expect to think about and then
excites me to think non-linearly about a myriad of other aspects of my life.
This to me is an enhanced experience. Learning the way an artist thinks,
works, uses resourcefulness in their process; this is fresh content.
How will the event or program achieve
recognition and drive participation?
Building upon the media coverage and programming from last year's
events where we established beautiful relationships with programs that
came out of the original Summervail; we will see our reputation grow. By
continuing to build upon these relationships we will use our social media
accounts to engage and build our audience. We will be actively using
Summervail as a topic of conversation throughout our community
engagement and will continue building on our word-of-mouth reputation.
We will achieve this by inviting both old and new artists and ideas,
techniques, processes, and materials.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
It's for anyone who is curious.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Last year we were able to achieve sponsorship with the following
programs:
Town of Vail
Vail Symposium
Art in Vail
Friends of Vail Public Library
Elenita Beverage Company
M.A.P.S.
The Scarab
Colorado Mountain College
I think the media is very excited to see where we go from here so the
potential is strong... Having Jerry Saltz as our keynote speaker in the
summer of 2021 was a fantastic way to re-launch our programming. We
are currently in conversation with PBS specialists to form a partnership in
creating a fully-funded documentary.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The event producer is incredibly invested in helping this community grow
through art and cultural programming. The event producer will use every
resource and connection to sustain and grow this event. Not only is the
legacy of this program rooted in the legacy of family and community, but it
is steadfast in making sure we do not have to leave here to experience art
and culture, we can have our own unique cultural experiences right here at
home.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
The event is fully adaptable and aims to be mostly outdoors. If workshops
and programming require indoor facilities, we will make sure social
distancing and mask requirements are fully honored. If we need to move
our event online, we can do that. If we need to reschedule we can pivot.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
8
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$300 per person / per day
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$150,000.00 - $1,500,000.00
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.
We plan to work with hospitality partners within the Town of Vail to
direct-link lodging and accommodations from our website to our lodging
partners with a special code that gives them a "Summervail" rate. These
numbers can be directly generated into actuals for us to report back to the
town.
BUDGET
Describe how you will use the funds
requested from the CSE.
Marketing, Promotions, Artist and Staff compensation, Venue rental, Sound
and production costs, documentation/archival investment
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1TSWu84fFmo_F8O9Y5mK8VL1_s2q05l1
N&export=download&display=/SummervailArtWorkshopLegacyProject_114
444299_2022RFPEventBudgetSummervailArtWorkshopLegacyProject.pdf
What percentage % of the total
event/program budget is the CSE being
asked to fund?
100%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Seek additional funding opportunities and partnerships.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
0
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1PU_10Wpiz7kWMyGPu9hdAADOQFI510k
j&export=download&display=/SummervailArtWorkshopLegacyProject_1144
44633_2022CSEMediaPlanTemplate.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Not only to raise awareness and appreciation for the culture and heritage of
the original Summervail Workshop for Art and Critical Studies programs but
to bring a sense of community, joy, and critical thinking back to the
community. A community that uses art as a way to create love and
appreciation and healthy participation within our town. We plan to engage
a wider audience by casting a net to our youth, our creatives and our
founders, our current full time residents and our part-time residents. We
intend to communicate that Vail is a community with a mission to support
the arts and be all-inclusive.
Strategy: How will you meet your
objectives?
We will meet our objectives by being industrious, steadfast and creative,
consistent and enthusiastic.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Signage, banners, partnerships within the town and its various
shops/restaurants/venues, and programs. Print Ad and Social Media
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Ramsey Cotter
Phone (970) 390-5705
Email anja@jcottergallery.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@Summervailworkshop for both facebook and Instagram
#summervail #summervail2022 #townofvail #discovervail
How will you promote and utilize
DiscoverVail in your marketing efforts?
By tagging them, listing them as a partner, and using them as a hashtag
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1oWF4segj-KuD3cEFX6p7SQ0T1Bj7oDfX&
export=download&display=/SummervailArtWorkshopLegacyProject_11444
6218_2022PitchDeckTOVSUMMERVAIL.pdf
What levels of sponsorship are you
selling for your event?
We plan to use these same sponsorship levels:
Gold Sponsor - $10,000
Presenting Sponsor of the Summervail Art Workshop Legacy Project Artist
Talk and Symposium
Gold Sponsor benefits:
o Recognition on signage
o Logo or Family Name on print and digital marketing collateral, advertising
and social media
o Logo or Family Name on event and Legacy Project websites:
summervail.org and sawlp.org
o Logo or Family name on invite cards mailed to 300+ engaged community
members
o Free registration to a Summervail workshop of your choice
o 4 tickets ($200 value) for Summervail Artist Talk and Symposium
o 1 Commemorative Summervail 2022 Poster signed by the Artist
Silver Sponsor - $5000
Presenting Sponsor of Summervail hats and T-shirts
Summervail Shirts will be given to all artists participating in Summervail
activations throughout the 7-day
celebration! Additionally, shirts and hats will be sold to raise funds for the
501-C3 Summervail Art Workshop Legacy Project.
Silver Sponsor recognition:
o Logo or Family Name on print and digital marketing collateral, advertising
and social media
o Logo or Family Name on event and Legacy Project websites:
summervail.org and sawlp.org
o Logo or Family name on invite cards mailed to 300+ engaged community
members
o 4 tickets ($200 value) for Summervail Artist Talk and Symposium
o 2 Commemorative Summervail T-shirts and hats
o 1 Commemorative Summervail 2022 Poster signed by the Artist
Bronze Sponsor - $2500
Sponsors who give at this level will directly support mission of the
Summervail Art Workshop Legacy Project
by funding the critical archival and documentation process of preserving
this important piece of Vail's history.
Bronze Sponsor recognition:
o Logo or Family Name on all print and digital marketing collateral and
social media
o Logo or Family Name on event and Legacy Project websites:
summervail.org and sawlp.org
o 2 tickets ($100 value) for Summervail Artist Talk and Symposium
o 1 Commemorative Summervail T-shirt and hat
o 1 Commemorative Summervail 2022 Poster signed by the Artist
Please list your confirmed sponsors or
partners.
M.A.P.S.
Friends of Vail Public Library
TOV Cultural Heritage Committee
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
TBD
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
TBD
Please explain the potential for
additional sponsorships or partners.
We are also currently in communication with PBS to create an official
documentary for the history of the Summervail Workshop for Art and
Critical Studies. We estimate this to be a huge gift to this program and the
Town of Vail, asking PBS to be a financial partner with us in creating this,
with an estimated cost of $100,000.00.
We are also actively pursing a grant with The Colorado Arts Relief Fund for
Organizations and Businesses which provides up to $200,000 in general
operating support for arts, culture, and entertainment organizations and
businesses.
What sponsorship level are you asking
the Town of Vail to support?
Sole Partnership For Entirety of the Event
List the sponsorship rights and benefits
associated with this level.
TBD but it will be a highly visible placement in all of the marketing materials
with access to all events, materials, data and operations
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above minus access to materials and data
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
limited access to events and swag
How will you ensure fulfillment of the
sponsorship rights and benefits?
Contractually
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1DLxNQ1IAJ-Hzg6B_Ifqwab8N1TpxWDjE&
export=download&display=/SummervailArtWorkshopLegacyProject_11444
6559_screenshotwww.summervail.org2021.10.0414_31_15.png
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=11s_PaEjzQvx9PpKgQITjaaoJ9yAq4d86&e
xport=download&display=/SummervailArtWorkshopLegacyProject_114446
561_ScreenShot20211004at2.30.17PM.png
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
@summervailworkshop; www.sawlp.org; www.summervail.org;
https://www.jcottergallery.com/blogs/news-and-events/50-years-of-summer
vail/
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:22 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 73.78.3.186
Unique ID: 869405782
Location: 39.528999328613, -104.9049987793
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Sven Bean
Title of person completing the
application
President
Email sbean@lfa.com
Phone (303) 246-5237
What is the name of your
event/program?
Legacy Fighting Alliance
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
20000
How much was your event or program
funded in 2021?
12000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 07, 2022
Proposed End Date Dec 23, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
01/10, 02/01, 03/01, 04/01, 05/01, 06/01,
07/01,08/01,09/01,10/01,11/01.12/01
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Legacy Fighting Alliance LLC
Mailing Address 17339 East Lake Drive
Aurora, CO 80016
Phone (303) 246-5237
Event/program Website or Organization
Website
LFA.com
Number of years organization has been
in business
5
Organization's Mission Statement LFA will strive to produce the next generation of MMA stars. LFA will do
this by giving top MMA prospects and resurgent MMA veterans high-profile
fights on an international stage. The distinct identity behind the LFA comes
from the vision of its executive team. We are businessmen, martial artists,
and fans of the sport who share the same passion for MMA as our fans and
fighters. We will take each of our unique experiences in the sport and will
leverage our strengths to benefit the LFA organization, our athletes, and
MMA fans around the world. We will take pride in developing the LFA
worldwide fan base and corporate partnerships, while furthering the careers
of its exceptional athletes.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Wounded Warrior Project, Breast Cancer Awareness
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Dobson Arena
Please provide a detailed description of
the event/program and its activities
Live Mixed Martial Arts event
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Dobson Arena, Friday (TBA)
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
2
Proposed Start Date - Dobson Arena Nov 04, 2022
If your request for Dobson Arena is for
more than 2 days, please list out your
other requested dates in this format,
MM/DD.
11/03, 11/04
Please describe proposed use of
Dobson Arena
Produce Live Mixed Martial Arts event
Total in-kind value for Dobson Arena
rental
$5000.00
ENVIRONMENTAL PRACTICES
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
Encourage use of bicycles, buses, shuttles, carpools, walking or public
transit to event
Enforce no idling policy for staff and guests
Ban styrofoam, not allowed within town limits
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.
We will work with the staff at the Dobson arena to adhere to existing
policies in
place that support the environmentally-friendly goals of the Town of Vail
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
50
Number of volunteers anticipated 10
Number of event/program staff 60
Estimate of total number of
spectators/attendees anticipated
1500
If applicable, final number of last years
attendance
1300
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
500
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
100
Estimate the number of international
guests your event/program will bring to
Vail
20
How will your event/program increase
sales tax in Vail?
Sales of lodging, food, restaurants, gas, etc.
How will your event support the mission
and vision of the Vail Town Council?
An LFA event brings a diverse group of people together, supporting the
economy, and providing the citizens an entertaining night.
How will your event or program support
the Vail brand identity?
Vail has a long history of being a destination for Sports. We will support this
by producing a World Class Sports event, with International reach.
How is this event/program at the right
time for Town of Vail?
Vail, like the rest of the world, is ready to enjoy themselves in a safe
environment. An LFA event will provide town residents and guest alike just
that. We have been producing safe events in multiple states throughout the
pandemic, with great success.
How will your event/program attract
target markets of both visitors and
community members?
We will reach the Vail community through a strategic marketing campaign
including street teams, print articles and advertisements.
We will reach Visitors through a strategic social marketing campaign, and
utilize our existing platform of broadcast partnership with the UFC
How will the event/program deliver fresh
content and enhanced experiences?
With our new partnership with the UFC brand, we have upgraded our
program on all levels. Production, Level of athletes, broadcast reach, etc.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
World Class event, with high energy matches, DJ, sounds, Video spots,
and Digital Video Wall, will all add to a great night for the fans.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We have a marketing plan that includes local, national, and international
reach.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Sponsorship support can be attracted by leveraging the media exposure
from our International broadcasts, and social media platforms.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
22 years experience producing live events.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We have been able to successfully navigate the Covid pandemic by
producing multiple events in multiple states, working with state athletic
commission as well as the local health departments.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
300
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Increased spend by attendees in local restaurants, hotels, resorts,
shopping, gas, etc.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
100%
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.
Create partnership with local hotels and resorts. we have a successful
history of doing so in the market. (Evergreen Lodge, Simba Run, etc)
Advertise discounted rates to lodging partners via our social media and
existing email database.
BUDGET
Describe how you will use the funds
requested from the CSE.
To help produce the event.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1Kw65F9KBds57vkpl0yABp5W7Bac3_tIZ&
export=download&display=/LegacyFightingAlliance_114444299_LFA2022V
AILBUDGETESTIMATE.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
10%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
with increased production costs, we would have to consider what amount
was provided and if we can continue with event or not
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
70000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1KqoCzzDWc74HIc1twlTIMfj0EluBK8oC&e
xport=download&display=/LegacyFightingAlliance_114444633_LFAMARK
ETINGPLAN.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
Sell tickets to event, raise brand awareness for both LFA and TOV
Strategy: How will you meet your
objectives?
Implement proven marketing strategies and follow marketing plan
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Live Official Public Weigh In
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Radio
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Posters
Rack Cards
Flyers
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Ryan Bevins
Phone (702) 465-2033
Email rbevins@lfa.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.facebook.com/LFAfighting/
https://twitter.com/LFAfighting
https://www.instagram.com/lfafighting
How will you promote and utilize
DiscoverVail in your marketing efforts?
Will add to all social media campaigns, emails, and newsletters
Do you have a user database you utilize
for event promotion?
yes, 40,000 names
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1at0nP9_1jNhuJbF-feg8t5nmwk9bM6D9&e
xport=download&display=/LegacyFightingAlliance_114446218_LFADECK
Crypto.pdf
What levels of sponsorship are you
selling for your event?
Main Official Sponosr
Presenting Sponsor
Category Partner (Ie: Beer, Energy Drink, Lodging, etc)
Local Partner
Please list your confirmed sponsors or
partners.
9 MM Energy Drink
KOI CBD
GLC 2000 - Pain Relief
Shells - Virtual Computers
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
45000.00
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
1000.00
Please explain the potential for
additional sponsorships or partners.
All levels are available to potential sponsorship partners
What sponsorship level are you asking
the Town of Vail to support?
Presenting
List the sponsorship rights and benefits
associated with this level.
30 second Commercial during broadcast
Branding on all marketing material
VIP Table Packages
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
• Sponsor Logo on center mat location during event
• Sponsor Logo on one (1) Corner Pad inside cage during broadcast
• Sponsor Logo on one (1) Corner Pad outside cage (crowd facing) during
event
• Official Sponsor of one Televised bout
• "Brought To you by" by ring announcer during live broadcast
• 500 after party flyer distributed on all VIP Tables at event
• 2 each 8 seat cage side VIP tables at event, includes catered dinner,
cocktail servers
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
GA ticket package
How will you ensure fulfillment of the
sponsorship rights and benefits?
Draft sponsorship agreement, have sponsorship team service the
client/partner/sponsor and make sure all deliverables have been
completed.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1A3mcehVUk7e9rTDsfaMcvP4PYLyk2l5s&
export=download&display=/LegacyFightingAlliance_114446559_LFA65Eve
ntRecapwithSurvey.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1E_NKn9MdeBJZ2e2LtxK_c5c_bLSFWgoL
&export=download&display=/LegacyFightingAlliance_114446561_LFAOR
GANIZATIONROSTER.pdf
OPTIONAL ATTACHMENTS
File https://drive.google.com/uc?id=1R7cfS8emyhnDiQRjTXiYgsy3rEfvjKna&ex
port=download&display=/LegacyFightingAlliance_114446678_LFAEarned
MediaReport1.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:23 pm
Browser: Firefox 92.0 / OS X
IP Address: 67.190.9.83
Unique ID: 869406193
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kristi Scheidegger
Title of person completing the
application
Executive Director and Tournament Director and Event Producer
Email kristi@vailmountaineers.org
Phone (970) 331-6669
What is the name of your
event/program?
43rd Annual Vail Sportsmanship Tournament
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$8860.00
How much was your event or program
funded in 2021?
$10,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Nov 04, 2022
Proposed End Date Nov 20, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
11/04-11/06; 11/11-11/13; 11/18-11/20 and possibly 10/28-10/30
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Mountaineer Hockey Club
Mailing Address PO Box 2591
Edwards, CO 81632
Phone (970) 331-6669
Event/program Website or Organization
Website
www.vailmountaineers.com
Number of years organization has been
in business
50
Organization's Mission Statement The Vail Mountaineer Hockey Club (VMHC) is a non-profit youth hockey
organization dedicated to teaching the sport of hockey both recreational
and competitive through the principals of fair play, respect and
sportsmanship with an emphasis on fun, the development of character and
the individual potential of hockey players in a safe and healthy
environment.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
The Vail Mountaineer Hockey Club is a non-profit youth hockey
organization that was started in 1975. VMHC provides youth hockey
opportunities for all ability levels in the Eagle County area for both boys and
girls. In addition to individual and team skills development, the
Mountaineers seek to create an environment where all members embrace
the values of the "whole" child including such life skills as sportsmanship,
mutual respect, responsibility, teamwork and friendship. Our teams include
both competitive travel teams and recreational in-house programs and we
work to instill the principals of respect and sportsmanship in these teams
while emphasizing fun in a safe and healthy environment. The purpose of
the club is to sponsor and operate an organization of youth players and
families following guidelines, rules, regulations and policies of USA
HOCKEY, the state affiliate, Colorado Amateur Hockey Association
(CAHA) and respective VMHC member leagues.
The VMHC is one of the region's premier youth non-profit entities which
provides a material on-going benefit for local youth, local businesses and
the community at-large. Currently, we provide a world-class experience for
over 200 players and families within the Vail Valley. Through our
scholarship fund, called The Gift of Hockey, we are dedicated to bringing
children who cannot afford the sport of hockey into our organization for a
chance to do what they love and develop as both an athlete and a young
adult.
The program has established a fiscal policy, which mandates that 60% of
program fees be generated through player registration. The remaining 40%
is "subsidized" through various fundraising initiatives. As such, we are
highly dependent on partnerships within the community and our volunteers.
Funding requests are submitted to support ongoing efforts to create a
"Program of Excellence" for the youth of our community.
The club works closely with both Mountain Recreation and the VRD (Vail
Recreation District) who manage the ice rink facilities in Eagle and Vail.
The club purchases ice time at both of these ice rinks and strives to
maintain a geographic balance to the program throughout the valley. In
addition, the club provides coaching assistance to these organizations for
their in-house hockey programs.
Hockey is a wonderful sport for all ages. For over 45 years, the club's
programs have created great experiences for our skaters, coaches, and
families. We look forward to continuing to encourage involvement in youth
hockey and welcoming new generations of players into the club that we
have no doubt will make memories that will last a lifetime.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
42
Please describe the location(s) of the
event or program in previous years
The Sportsmanship Tournament is held at both Dobson Ice Arena and the
Eagle Pool and Ice Rink due to the amount of ice time required to complete
all games of the tournament. All championship games are played on
Sunday at Dobson Ice Arena in Vail.
Please provide a detailed description of
the event/program and its activities
Our signature event, the Annual Sportsmanship Tournament, attracts
nearly 60 youth hockey teams and an estimated 4500 attendees from
throughout the state of Colorado and beyond during the first three weeks in
November. It has been held in Vail annually for the past 42 years and has
become one of the most respected and well-attended tournaments around.
We host multiple age-groups over the weekend and different levels of play
within those divisions. Teams play a guaranteed 4 games within their
respective divisions on Friday and Saturday. Following the pool play, 4
teams move on to play in the semifinals and then 2 teams play in the
championship games on Sunday.
We use this tournament as a vehicle to teach youth about "Sportsmanship"
and continuously remind them to adhere to mutual respect for one another
during these games and beyond. This diverse tournament hosts all ages for
three weekends from Squirt to Midget levels (8-17 year olds).
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
For our Sportsmanship Tournament, we intend to use 9 skating/hockey
days at Dobson Ice Arena, including: 11/04, 11/05, 11/06, 11/11, 11/12,
11/13, 11/18, 11/19, 11/20. We have confirmed these dates with Dobson
Ice Arena, Rink Manager, Jared Biniecki.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1X9WpaNWMpT6xt-XHvmnfUlLe3EiRfq4v&
export=download&display=/43rdAnnualVailSportsmanshipTournament_114
448279_VST_2022_Dobson_Confirmation.pdf
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
The Sportsmanship Tournament has grown tremendously over the past
several years and in order to accommodate all participating levels and
teams, we use the Eagle Pool and Ice Rink for our over-flow games. If we
were able, we would book even more ice time in Vail as we have to turn
teams away each year due to lack of ice availability.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
9
Proposed Start Date - Dobson Arena Nov 04, 2022
Do you need to add a second set of
dates for the Dobson Arena?
Yes
Proposed Start 2nd Date - Dobson
Arena
Nov 05, 2022
If your request for Dobson Arena is for
more than 2 days, please list out your
other requested dates in this format,
MM/DD.
November 4, 5, 6, 11, 12, 13, 18, 19, 20
Please describe proposed use of
Dobson Arena
Dobson Ice Arena is used for 9 days, 6 FULL days and Sundays until
3:00PM, to host a youth hockey tournament. In addition to using the ice
rink, locker rooms and concessions, we also host a hospitality room in the
conference room on Saturdays.
Total in-kind value for Dobson Arena
rental
Unknown
ENVIRONMENTAL PRACTICES
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
Ban styrofoam, not allowed within town limits
Provide water bottle filling stations
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.
Recycling dispensers are utilized at Dobson Ice Arena for our
Sportsmanship Tournament. Our VMHC hockey players, as well as all
tournament and clinic participants, are encouraged to bring their own water
bottles for practices and clinics and if needed, fill up at the water bottle
station at Dobson.
In an effort to reduce our carbon footprint, we promote the use of both
public and private group transportation and carpools for our tournament
and regular season games. We do not allow parents to sit in running
vehicles outside the rink waiting to pick up players.
Our Board of Directors is very conscious about the impacts on the
environment and primarily communicates via email and digital attachments
instead of unnecessarily printing out our agenda and documentation for
meetings and board communications. Our Fundraising Director and parent
volunteers value environmental sustainability as well, and when able, have
chosen to focus on sending documentation via email. However, VMHC's
leadership would be open to ideas to show our commitment to
envorinmental sustainability and we would welcome guidance from the
TOV on how we can do better in this arena.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2200
Number of volunteers anticipated 300
Number of event/program staff 5
Estimate of total number of
spectators/attendees anticipated
4,500
If applicable, final number of last years
attendance
2020- Pandemic Tournament much lower than normal; Actual room night
in Vail for 2020 was 524 (with one weekend being canceled because of
COVID)
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
4.000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
250
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
The VMHC hosts multiple programs that provide significant opportunities to
increase earned sales tax in Vail. For starters, our program is operated in
close partnership with Dobson Ice Arena and is the largest single client of
the rink with expenditures in excess of $60k/year for ice and facilities
rentals.
In addition to regular season team practices and league games, Director's
Skates, and a youth hockey clinic every summer called Precision Skills, our
signature event, the Annual Sportsmanship Tournament, attracts 60 youth
hockey teams and an estimated 4500 attendees from Colorado and states
beyond. This is held during the first three weekends in November, which
are otherwise a slow period for our mountain resort town. We estimate a
direct economic impact to the Town of Vail and the business community to
be approximately $2.5 million annually, as shown below:
Visitation Metric
Total visiting hockey teams: 70
Players & coaches/team: 17
Additional family members/team: 51 Total attendees/team: 67
TOTAL VISITORS IN ATTENDANCE: 4,760
Lodging & Ancillary Revenue Metric
Overnight stays/team: 2.2
Room nights (teams x players x stays) 2,618 Average room rate: $150
TOTAL LODGING REVENUE GENERATED: $392,700
Ancillary spend per person/day: $200 TOTAL ANCILLARY SPEND:
$2,094,400
TOTAL DIRECT ECONOMIC IMPACT: $2,487,100
The club usually spends about $40k each year on direct expenses to run
the Tournament, with ice time alone representing 25% of those costs and
officiating expenses representing almost 50%. The complimentary ice time
and officiating funding we are requesting ($7500 for ice time and $2500 for
officiating) will directly support our annual tournament, while subsequently
giving the local economy of Vail a boost. This tournament, however, is not
the only time the VMHC is driving people to Vail. We host a Tournament
just for girls on MLK weekend, put on a clinic every summer called
Precision Skills, as well as over 47 hockey games during the regular
season at Dobson Arena with teams traveling to Vail from all over
Colorado. Not only do these teams bring with them their hockey players,
but their caravans typically include families and even extended families for
a trip to our beautiful mountain town, thus providing an economic impact on
tourism with hotels, shopping, skiing/boarding, recreation and dining during
the weekends from November through March. We cannot precisely testify
to the amount that each family will spend during these weekend trips to
Vail, yet we have estimated the total direct economic impact to be
approximately $150k (with a total estimate of visitors each winter season at
approximately 900).
How will your event support the mission
and vision of the Vail Town Council?
With a vision to make Vail a premier International Mountain Resort and a
mission to 'grow a vibrant, diverse economy and community and preserve
our surrounding natural environment, providing our citizens and guests with
exceptional services and an abundance of recreational, cultural and
educational opportunities,' it is clear that the Vail Mountaineer Hockey Club
and it's Sportsmanship Tournament are both in alignment with the Town of
Vail's priorities.
At our core, the VMHC offers recreational opportunities to over 200 local
families through youth hockey, while providing the Gift of Hockey
scholarship programs for those who are unable to afford the associated
costs. We are dedicated to educating hockey players, parents and families
about the life skills of sportsmanship, mutual respect, responsibility,
teamwork and friendship. We have provided events that encourage
non-locals to visit or vibrant community and have done so for nearly 45
years.
When it comes to the Sportsmanship Tournament in particular, we are
forced to wait-list potential teams just weeks after registration goes live.
That not only speaks to the desire for our registered teams to visit our
mountain town for our recreational opportunities but also that we are highly
sought after because we provide an exceptional product unlike any other in
the state.
Whether our members and guests visit Vail for our tournaments, league
games, practices, clinics, or fundraising events, we are vested in
supporting the development of healthy youth in the beauty of the mountains
that our membership calls home and are grateful to the Town of Vail for
providing opportunities for non-profits like us to thrive.
How will your event or program support
the Vail brand identity?
The Town of Vail has established itself as a Premier International Mountain
Resort Community with the values of Respect, Trust, Integrity, Innovation,
Collaboration, and Environmental Stewardship, and the Vail Mountaineer
Hockey Club proudly supports that. Our one-of-a-kind town is represented
in our own brand identity and values, not only because we share those
values in our own mission, vision and value system, but we honor it in both
our name and our logo. Our teams are comprised of hockey players from
up and down Eagle County from Gypsum to East Vail, but we have "Vail" in
our name and feature it in our logo for a reason- we recognize it's
significance and are proud to support it. We are consistently the largest
user group of Vail's Dobson Ice Arena, spending over $60,000 a year in ice
payment and dasher boards; we bring in hockey players, fans and families
who may not otherwise visit or town; we work to collaborate with brands
like the Colorado Avalanche and other front range businesses to bring
awareness to our community; and we plan to continue to this and much
more for our next 40 years.
How is this event/program at the right
time for Town of Vail?
The Sportsmanship Tournament has been the first three weekends of
November since its inception over 40 years ago. The timing provides
traveling families with less expensive lodging and parking, off-season
deals, and an opportunity to enjoy hockey and all that Vail has to offer with
fewer crowds. As proof of it's popularity, we are continuously asked
throughout the summer when registration begins as regional teams don't
want it to fill up before they have a chance to join in the fun. Additionally,
our early season tournament provides an opportunity for our lodging and
community partners throughout Vail to "gear up" for the upcoming busy
season.
We promote a culture of "Sportsmanship" throughout our club and within
the tournament as well. Other area tournaments do not provide this same
friendly culture. Our regular hockey season begins in late September,
therefore this tournament provides our youth hockey with a friendly,
non-competitive way to ease into the season.
How will your event/program attract
target markets of both visitors and
community members?
We are proud to attract both community members and visitors alike to our
Sportsmanship Tournament. For over 40 years, this event has successfully
driven businesses into Vail during the off-season with an estimated
3500-4500 attendees. We are proud of this legacy and will continue to work
hard to ensure that it is successful not only for the club, but for Vail in
general.
How will the event/program deliver fresh
content and enhanced experiences?
Our tournament provides fresh content by changing up our Sportsmanship
Contest each year. For the past few years, we provided the maps of the
area and included sponsor logos, along with local hotels and shops as an
extra addition. The VMHC also had more banners up inside the rink to
promote sponsors. While the recent pandemic has changed how we view
the tournament experience, we are always looking for ways to keep things
fresh. One idea we have discussed hosting featured respected speakers
from the hockey community and will continue to brainstorm on how to
improve and grow both the club and Tournament in a positive direction.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Hockey is an action packed and lively sport by nature. The atmosphere at
hockey tournament is always one of excitement, anticipation and
high-energy. The Sportsmanship Tournament would not continue to see
sold out spots for over 40 years if it was not a fun experience for all players,
coaches, staff, and parents who attend year after year. It's a great way for
teams and families to get to know each other at the start of the season and
provides a sense of community to our membership through parent
volunteer opportunities. Our parent volunteers are an integral part of the
success of this weekend and provide a fun atmosphere of camaraderie that
ends up continuing throughout regular league play.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Our tournament is able to engage teams not only throughout Colorado for
the Sportsmanship Tournament, but many neighboring states have also
brought participating teams. Once the tournament is sanctioned by CAHA
(the state governing body for youth hockey in Colorado), it is listed on their
website which is accessible to all youth hockey teams in the state. We also
promote the tournament via our website and our social media accounts,
and are able to reach a significant number of hockey leagues, teams and
families, as demonstrated by our ability to consistently sell out.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The VMHC uses radio, TV, social media, and the Vail Daily to advertise our
club and raise awareness about what we do for youth athletics in the Vail
Valley. We work with the Vail Recreation District and Mountain Recreation
to promote hockey locally and help support and build our program. Our
marketing (banners, maps, flyers, camps, and fundraising efforts) is done in
an effort to bolster community awareness and encourage sponsorship that
will allow us to continue to offer an exceptional experience for our over 200
local families for years to come.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Kristi Scheidegger spent many winters visiting Vail for family ski vacations.
As a kid, she always knew she wanted to call Colorado home, and she
made that happen after graduating from the University of Colorado-
Boulder. Kristi moved to Vail in January of 1996 and has called this
incredible valley home since. She met her husband, a Vail-native, in Vail
Village and they raise their children in his childhood home in West Vail.
With two kids involved in hockey, she stepped into the role of
Administrative Assistant for the Vail Mountaineer Hockey Club in July 2015.
As the Club stared to grow, the needs became greater for all of the
volunteers involved, and as a Vail resident and involved hockey parent, she
welcomed the opportunity to help out. Working in collaboration with the
Board of Directors, the Director of Hockey and all of the incredible parent
volunteers, Kristi assists with bookkeeping, communication, and overall
organization of the Club. In this role, she has assisted the Sportsmanship
Tournament Director throughout all three weekends in November for the
past three years, and has acted as the Tournament Director since 2018, to
ensure that things run smoothly and efficiently for the guests. From
welcoming guests and answering questions about Vail to presenting
awards at the end of the tournament, she shares her passion for hockey
and the Vail Valley. The past three years she has worked closely with the
Fundraising Director and committee to promote and run our additional
fundraising events. Not only is Kristi involved with the Vail Mountaineer
Hockey Club, she previously was connected to families and youth in Eagle
County through her role as an educator. Kristi was a teacher in Eagle
County Schools for 19 years. Through working with youth, teachers and
families, she expanded her knowledge of this incredible town and all of the
people who live here. She feels fortunate to be living in Vail and raising her
family here.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Working very closely with the Eagle County Public Health & Environment
department and the ice rinks, we were able to safely host three weekends
of our Vail Sportsmanship Tournament in the midst of the pandemic in
November 2020. Each week we had to change, evolve and adapt to the
changing public health order snd find ways to safely hold our event. We
adapted significantly limiting the number of "extra" people who were
allowed in the ice rinks to watch the games. There were waivers for all
involved participants and staff. Additionally, we implemented social
distancing protocols for people while in the rink, including not allowing large
numbers of players in the locker rooms.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
2,500-3,000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Estimated at over $2,000.000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Estimated at over $2,000.000
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.
For the third consecutive year the VMHC is using a local company to
provide preferred lodging partners for our Sportsmanship Tournament.
Through a representative from HelmsBriscoe who secures room blocks and
the best possible rates, we are able to feature Vail properties for the
tournament visitors. For the 2021 tournament, we are featuring eight
premier Vail properties at varying price ranges. Lodging property
information is shared directly with the participants through email
communication, on the homepage of our website and on the Tournaments
link on our website. For the 2021 tournament, we implemented a policy
requiring teams to either book at the host properties or pay a fee.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds requested form the TOV will go directly toward paying for ice
time for our tournament as well as the fees associated with paying for our
highly qualified officiating crew, which comes from all over the state. We
are asking for $7500 to cover 75% of our ice time expenses, and $2500 to
cover almost 15% of our officiating expenses. Without these two
components, we are unable to put on our Tournament that consistently
proves its value just in the fact that it is sold out every year. We strive to
continue to bring in highly qualified referees, as well as trained medical
personnel from the Vail Summit Orthopedic group.
With funds generated through the Sportsmanship Tournament, we are able
to offer things like IMPACT baseline concussion testing for all players ages
12 and older along with highly-qualified coaching from special guests.
Granted funds from CSE will also allow us to greatly reduce our expenses,
which in turn help us to continue to keep the costs for local families at an
affordable rate. The Club strives to make hockey affordable and available
for all children in our valley. The VMHC strives to create a program with
access for all youth that want to play hockey; the club has some of the
lowest hockey fees of any other club in our state. Each season, almost 200
youth participants practice two-three times a week for two hours of
combined ice time for seven months of the year, with 'Director Skates' and
'Stick and Puck' options throughout the remainder of the off-season. During
the hockey season, skaters are playing in approximately 2-3 games over
the weekends during tournaments. In partnership with Alpine Bank, he Club
has a Gift of Hockey scholarship fund dedicated to helping families bring
their children into hockey who cannot afford to do so financially. The Club is
growing and we greatly need your assistance to sustain our payment
structure for all the hockey families.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1ewwjGvIN3nzlU6XH-EnSSWyq7AsI43d0&
export=download&display=/43rdAnnualVailSportsmanshipTournament_114
444299_2022RFPEventBudgetTemplate1VMHC.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
About 20%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
The Sportsmanship Tournament will continue to exist as it is our flagship
tournament and has been in existence for over 40 years. Without the
support of the CSE funding, or with limited funding, it will impact the overall
profit generated from the Tournament. This in turn will impact how we
budget for the upcoming season.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
68000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1AJnUSPtrklCvb1eBSeTpZuLQo0vpmNeI&
export=download&display=/43rdAnnualVailSportsmanshipTournament_114
444633_2022CSEMarketingPlan.docx
Objectives: What are you trying to
accomplish through your marketing
efforts?
The VMHC does not currently have an official event marketing plan as we
run these events utilizing parent volunteers. The club has strategies and
procedures in place to ensure success, as well as a strong volunteer base
of professional families supporting in various ways. Every year we assess
the capabilities of our team staff and volunteers, then construct a plan that
leverages the individual and collective strengths of all. Our team includes
professional marketers, media planners, brand strategists and public
relations professionals, so we receive generous and professional guidance
in all of those areas.
Strategy: How will you meet your
objectives?
The current strategy in place is achieved through seamless execution of
the tournament, committed Fundraising and Tournament Directors, and a
strong engaged parent volunteer base to pull from. The VMHC has the best
venue for the Sportsmanship Tournament, the best timing, customer
service, and the best run tournament in the state. The VMHC strives to
continue to provide a quality experience for all participants, whether it
comes to regular season game plays, clinics, our Tournament, or our
Fundraising events.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
The VMHC strives to promote local restaurants and businesses by utilizing
their banners at the rink, adding their logo to our maps (driving business to
their venues), and adding coupons they provide at our check-in. The
restaurant partners also help the club by providing donated food to the
hospitality venue which takes place once for each of the tournament
weekends.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Online Event Listings
E-newsletters
Web
Facebook
Instagram
Twitter
Posters
Signage - Banners, etc
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kristi Scheidegger
Phone (970) 331-6669
Email kristi@vailmouintaineers.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @vmhchockey
Facebook: @VailMountaineerHockey
Facebook: @MountaineerHockeyEagle
Facebook: @MountaineerHockeyVail
Website: www.vailmountaineers.com
Tournament Webiste: www.vailmountaineers.com/vst2021
How will you promote and utilize
DiscoverVail in your marketing efforts?
We plan to include the Discover Vail logo in all marketing materials, which
for us is mainly directly email communication with the Team Managers for
each hockey team. Additionally, we will include the logo and a link to
www.DiscoverVail.com on our Tournaments page of our website.
(https://www.vailmountaineers.com/2021vst) We will also have handouts
with this information for tournament attendees and post it to our social
media pages during the event.
Do you have a user database you utilize
for event promotion?
Yes, we keep a database of all attendees through Google Forms.
Additionally, we have a database of all past attendees as well as the
contacts of the hockey associations throughout the state of Colorado.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1u7T-FGAj2Pn5AnvRaWYG3DsQ5pGMqu
Dl&export=download&display=/43rdAnnualVailSportsmanshipTournament_
114446218_2021AvsAlumniWeekendSponsorshipPacket2.docx
What levels of sponsorship are you
selling for your event?
We do not offer a sponsorship packet specific to the Vail Sporsmanship
Tournament. However, we do offer one for our Avalanche Alumni
Weeekend event. I attached that sponsorship packet above because many
of the sponsorship levels include a "rink board" advertisement that is
essentially used during our hockey tournament.
The Town of Vail is our sole sponsor specifically for the Vail Sportsmanship
Tournament. The CSE funding is the only source of sponsorship we use to
make the event possible.
We have dozens of sponsors that support us through rink board advertising
sponsorships at Dobson Ice Arena and Eagle Ice Rink. See the list of rink
board sponsors in the next question.
In terms of our Sportsmanship Tournament itself, we are grateful for the
partnership we have with Vail Summit Orthopedics in that they provide
certified athletic trainers in the case of athlete injury. This is something that
is unique to our tournament and something we are proud to offer. We are
also thankful for the support of varied local restaurant partners, including
Garfinkel's, Blue Moose, Pazzo's, Avon Bakery and Deli, Bob's Place, and
La Cantina.
Please list your confirmed sponsors or
partners.
Rink board sponsors include: Active Energies, Alpine Engineering,
Edwards Excavating, Elevated Dental, First Chair Designs, Gallegos,
Garfinkel's, High Mountain Homes, La Cantina/Agave, Liv/Sotheby's,
Marcin Engineering, Pazzo's, PSI, Rhize, Skating Club Vail, Steadman
Clinic/Steadman Philippon Research Institute, Vail Daily, Vail International
Hockey, Vail Summit Orthopedics, Vail Valley Surgery Center, Vail Valley
Waste, West Vail Liquor, Wydham and Yeti's Grind.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$8500.00
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$800.00
Please explain the potential for
additional sponsorships or partners.
At VMHC, we definitely see a potential for additional sponsorships and
partners for our Sportsmanship Tournament and recognize that this is key
to our growth. We hope that due to the popularity of our Sportsmanship
Tournament that we can secure community support in the future. We feel
that this area is already a strength, but by the same token, it's also an area
of focus for future development.
What sponsorship level are you asking
the Town of Vail to support?
The Town of Vail is our sole sponsor specifically for the Vail Sportsmanship
Tournament. We do not offer a specific sponsorship package and tiers for
this event. The CSE funding is the only source of sponsorship we use to
make the event possible.
The funding from this sponsorship plays an integral part in the VMHC
mission to provide an opportunity for ALL youth (boys and girls) to
experience the great sport of hockey. VMHC recognizes ice hockey is an
expensive sport and funding from the CSE helps make the sport accessible
to all players. Our budget is designed to have registration fees cover 60%
of the actual cost to run the program. The other 40% is covered through
fundraising, grants and sponsorships.
List the sponsorship rights and benefits
associated with this level.
As the sole sponsor of the event, the Town of Vail logo will be included in
all marketing to attendees through e-mail communication, our website and
posted at the event. Additionally, at the conclusion of the event, when
awards are presented, we will verbally acknowledge our partnership with
the Town of Vail.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
The Town of Vail is our sole sponsor specifically for the Vail Sportsmanship
Tournament. We do not offer a specific sponsorship package and tiers for
this event. The CSE funding is the only source of sponsorship we use to
make the event possible.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
The Town of Vail is our sole sponsor specifically for the Vail Sportsmanship
Tournament. We do not offer a specific sponsorship package and tiers for
this event. The CSE funding is the only source of sponsorship we use to
make the event possible.
How will you ensure fulfillment of the
sponsorship rights and benefits?
As the Event Producer, Tournament Director and Executive Director of the
Vail Mountaineer Hockey Club, I will ensure that the logo and branding is
properly distributed over our multiple methods of communication.
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?
Thank you for your continued support of the Vail Mountaineer Hockey Club!
While I have grand visions of growing this event in years to come, we will
need more available ice to make that happen. People LOVE coming to Vail
and we want to give every interested team the opportunity.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1Wmp4NrZD4aC7w2YIaBnLB2nHuCA_J-L
a&export=download&display=/43rdAnnualVailSportsmanshipTournament_
114446559_CSERecapParagraphfor2022Event.docx
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1FdNENt8IABXK4LQQREb5HN5-5Ue0A99
4&export=download&display=/43rdAnnualVailSportsmanshipTournament_
114446561_VMHCBODandOfficers.png
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.vailmountaineers.com and https://www.vailmountaineers.com/2021vst
File https://drive.google.com/uc?id=15syN9Z1wgJ5WstDUXT9_UyjDE8eUo1-M
&export=download&display=/43rdAnnualVailSportsmanshipTournament_1
14446678_sportsmanshipmap.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1kxDJ3u2GhtRSaQB3E_GQVJ4bcSTyVq3
F&export=download&display=/43rdAnnualVailSportsmanshipTournament_
114446681_VMHCDonationForm1.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:46 pm
Browser: Chrome 92.0.4515.131 / OS X
IP Address: 98.50.84.2
Unique ID: 869413431
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kristen Slater
Title of person completing the
application
Event Director
Email Kristen@tppevents.com
Phone (505) 690-1957
What is the name of your
event/program?
Vail Craft Beer Classic
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
50,000
How much was your event or program
funded in 2021?
44,300
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 24, 2022
Proposed End Date Jun 25, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Would also be open to 6/17 through 6/18
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Team Player Productions
Mailing Address 430 Indiana St
Golden, CO 80401
Phone (505) 690-1957
Event/program Website or Organization
Website
vailbeer.com
Number of years organization has been
in business
25
Organization's Mission Statement Through leadership, innovation, hard work and organizational ninja skills,
Team Player Productions is a world-class event production & management
company, delivering successful and memorable events with a commitment
to our patrons, sponsors, non-profit partners and the communities we
serve.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Vail Valley Mountain Trails Alliance
The VVMTA's mission is to maintain, educate, advocate for, and build
sustainable non-motorized soft surface trails while conserving the natural
environment of Eagle County and our public lands.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
6
Please describe the location(s) of the
event or program in previous years
We have done the Toast of Vail at the event in Vail Village and at Lower
Bench Park.
Please provide a detailed description of
the event/program and its activities
Friday & Saturday - Toast of Vail Grand Tasting
50+ breweries from across the country sampling. Limited snack/food
options. Live music. 4+ session times.
If we are able, we'd like to bring back some of the more intimate tastings
with our restaurant and hotel partners, or on Mountain. Ideally we'd like the
Sip at the Summit event to return in 2022. If we aren't able to activate that
we can pivot to tap takeovers and specialty tastings to drive traffic to those
locations.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
The Lower Bench Park or the Athletic Field would be the preferred venue
as those were both wonderful venues to hold our events in. Another
possible option would be to move back to Vail Village as we have done in
previous years.
The Toast of Vail tasting would be Friday and Saturday at this venue.
Do you plan to use Vail Recreation
District Facilities?
No
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 events will take place outside of Vail
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
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)
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.
Team Player Productions is committed to producing events sustainably and
taking every measure to be environmentally friendly. We have executed the
following measures for the Vail Craft Beer Classic in previous years and
plan to continue these practices:
Reusable mugs
Fabric linens
Reusable banners
Signage that can be used for the Vail Craft Beer Classic and the Vail Wine
Classic
Hiring Walking Mountains Science Center for waste sorting and composting
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
100
Number of volunteers anticipated 40
Number of event/program staff 20
Estimate of total number of
spectators/attendees anticipated
2000
If applicable, final number of last years
attendance
1200+
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
1000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
500
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
This event encourages guests to stay overnight and make a weekend of
their trip to Vail. Less than 5% of the guests only make a day trip for this
event. We provide links and discounts to lodging in Vail and other activities
to do over the weekend.
2021 Average weekend spending
- $286 Retail spending
- $263 Dining
- $345 Lodging
- $119 Activities
https://vailcraftbeerclassic.com/about/local-partners/
How will your event support the mission
and vision of the Vail Town Council?
Our goal is to create a unique and elevated beer experience that is not
being achieved at any other beer festival. The Classic works with only
premium craft beer brands and features outdoor adventures, education,
food pairings and knowledgeable experts. We make it a priority to align
ourselves with the Vail Mountain, local restaurants and outfitters to create
an intimate event that shows off our partners in an untraditional way.
How will your event or program support
the Vail brand identity?
This event historically attracts Active Professionals and Boomers. Colorado
is known for it's beer scene and Vail is known for fine dining and outdoor
adventures. This event highlights all of those elements, producing an
elevated beer experience that isn't happening at other standard beer
festivals.
How is this event/program at the right
time for Town of Vail?
This event is before the busy summer visitors start. We're considering
moving one week earlier to spread out the busy time.
How will your event/program attract
target markets of both visitors and
community members?
• Aligning with local business partners locally including West Vail Liquors,
Vail Resorts, and several restaurant and lodging partners in Vail Village,
Lionshead and the greater Vail Valley.
• Utilizing the Vail Valley Mountain Bike Association as our nonprofit to
support not only a local organization but see it impact change in the
surrounding area for thousands of people to enjoy.
• Establishing Vail as a craft beer and outdoor recreation hub that people
will visit and enjoy all year.
• We want to create events in communities that become a tradition and
bring people together annually.
How will the event/program deliver fresh
content and enhanced experiences?
Each year we have been able to dial in our programming to fit the interests
of our demographics. These change a bit with the pandemic situation, but
we are committed to being fluid during this time. If we are able we will add
seminars (paired lunches) back into our schedule as well as Grand
Tastings in other parts of Vail.
Each year we feature different breweries, ciders and spirits along with
bands and speakers.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
In our 6th year we have built a following for this event and people have
made it an annual tradition to celebrate with us in Vail. Guests and Brewers
alike enjoy our event over other beer festivals for the interaction and
atmosphere. We have engaged guests and excited vendors who are all
happy to converge together in Vail.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Over 3 million impressions in and out of Colorado
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We have had upwards of $60k in sponsorship prior to the pandemic. and
are already talking to sponsors who weren't able to participate during the
pandemic about 2022 events. TPP will continue to provide intimate
experiences for these brands to get in front of their audience for memorable
interactions.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
TPP has over 24 years of event experience. We have produced over 500
events from Portland, Maine to Portland, Oregon, raising over 1.5 million
dollars for our non-profit partners. From concept to creation, we've built
wine festivals, beer festivals, food festivals, athletic events and music
festivals. We build successful, engaging, memorable experiences that keep
our guests and partners coming back year after year.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Team Player Productions has a history of producing events for a wide
range of audience sizes and interests. From paired lunches for 30, to free
concerts over 40,000, we are flexible to the needs and goals of each of our
events.
In 2020 we were able to successfully complete two events with 175 person
sessions under the current public health order. With 5 sessions for the
weekend we brought over 875 people to Vail, not including
vendors/suppliers. While in "normal" times, events like these could attract
over 1000-1500 people, we were quite proud of what we were able to
accomplish. In 2021 we proved that this event model is quite scalable to
the future public health orders. Being cognizant of social distancing, these
events could continue to be produced.
We adapted almost every aspect of the events to keep people as safe as
possible and go above and beyond requirements. This included our
spacing, entry policies, sanitation practices, tent/rental placement, scanning
tickets and ID check, sampling, and event layout. We consulted Eagle
County Public Health every step of the way to confirm our communications
and practices were aligned with what they would expect.
Team Player Productions is in this for the long haul of recovery and our
team will continue to be creative and innovative during this time. TPP was
the only event producers in the state to execute multiple tasting festivals
successfully at over 1500 people cumulatively. We learned that these
more intimate events were so well received that this may be a more
consistent model moving forward.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
250
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$500,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
4x
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.
44% of our visitors were from the greater Denver area or out of state
(35%). Over 21% of guests attended more than one session requiring at
least two lodging nights. 82% of our guest's lodging was in Vail. This does
not include the 50+ brewers, reps, staff and vendors that help put on the
festival.
The Classic purchases one room night for the breweries participating in 2
or more events. This guarantees that they will purchase an additional night
themselves.
Every ticket purchaser receives an email with lodging partner information,
highlighted restaurants and other activities to do in the area. We have
tracking codes and links from our lodging partners to help track the number
of nights booked by the Classic.
Only TOV lodging will be listed on our website, this is also sent to all guests
after they purchase tickets. We have 3+ lodging partners of various pricing
levels for people to choose from. Through these partnerships we have
commissionable links to track lodging
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used for marketing, sustainability efforts and brewer hotel
rooms.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1xGHI_L-WaIm7aLJR8SC-WBY3lZjWQuSr
&export=download&display=/VailCraftBeerClassic_114444299_2022VailCr
aftBeerClassicTownBudget.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
20
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
The funds will be used for marketing, sustainability efforts and brewer hotel
rooms.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
200000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1VenFP6svUbIcc1ggZ4t4TVHpDKArdDVA
&export=download&display=/VailCraftBeerClassic_114444633_2022VailCr
aftBeerClassicTownBudget1.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Bring overnight guests to Vail for 2+ nights from the greater Denver area,
Colorado as a whole, and out of state visitors to attend the Classic
Strategy: How will you meet your
objectives?
We have a wide variety of marketing channels and demographics focused
in the Front Range and out of state. We have excellent PR and influencer
partners who help promote our events. We use a combination of editorial,
social media, digital/print advertising as well as a number of grass roots
and partnerships.
TPP has a database over 100k of active Colorado residents with an affinity
for weekend travel. We target messaging to specific demographics based
on their interest in mountain vacations, outdoor activities, beer, lifestyle
events etc.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
- Posters in town
- Roundabout banners
- Local partnerships with businesses
- Partnering with other events
- Partnering with local hotels
- Weekend of A frame signage in town
- Vail Daily advertising
- Concierge emails and pamphlets
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
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Chea Franz
Phone (720) 220-4241
Email chea@indiecreativeco.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@VailCraftBeerClassic Facebook: @VailCraftBeerClassic Hashtag:
#VailCraftBeerClassic
How will you promote and utilize
DiscoverVail in your marketing efforts?
Discover Vail's logo is on all of our advertising. We also have another
version of Discover Vail's guide on our website at
https://vailcraftbeerclassic.com/about/local-partners/
Do you have a user database you utilize
for event promotion?
Yes! Over 100k total in the TPP database. Over 8000 for Vail Craft Beer
Classic alone
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1D94k66sM6xuLGGzov_LQi_Se6s3tKWVE
&export=download&display=/VailCraftBeerClassic_114446218_TOVSpons
orshipDecksVCBC2022.pdf
What levels of sponsorship are you
selling for your event?
$5k-50k
Please list your confirmed sponsors or
partners.
We are working to confirm the following sponsors who have sponsored in
2019 and 2021.
- Smartwater
- West Vail Liquors
- Bulleit Bourbon
- GT Living Foods
- La Croix
- Boston Beer
- Truly
- RX Bar
- Deep Eddy
- Wildsyde Electric Bikes
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
30000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
50000
Please explain the potential for
additional sponsorships or partners.
We have had several beverage partners in the past that align with the Vail
Craft Beer Classic. We limit liquor sampling only to sponsorship to keep
them exclusive.
What sponsorship level are you asking
the Town of Vail to support?
Presenting Sponsorship $50k
List the sponsorship rights and benefits
associated with this level.
Presenting sponsorship level
• Naming rights to festival area (Ex. Main stage presented by
Discover Vail)
• 2 Dedicated messages/features in email blasts featuring
your company and message to database of 100k+
• 6 Banners in high traffic areas
• 10x20 Premium exhibit space at Grand Tastings
• 30 Early Access Grand Tasting Tickets ($3,600 value)
• Access to opt in database of 2022 ticket holders at VCBC
• Option for logo on official festival tshirts, glassware or
wristbands
Official Sponsor status and placement on website and
digital/print marketing
• Cross promotion opportunities through Social Media
• Sponsor logo in every email blast to VCBC dbase
• Ad/offer placement opportunity on website and the festival
e-ticket
• Premium exhibit space at Grand Tastings
• Access and permissions to use all event photos
• Inclusion in all press releases
• Name and logo included in festival advertising
• 2 Dedicated Facebook/Instagram posts
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
10x10 booth space
Sampling space at the event
Listing on website
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have 2 full time staff members (marketing and logistics) to work on
fulfillment of sponsorship. They'll each be responsible for portions of the
event sponsorship for TOV and all sponsors.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1XWA5771guQula5RoaQARBPMGFhCATr
Ex&export=download&display=/VailCraftBeerClassic_114446559_TOVRec
apVCBC2021Final1.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1X9vs3GHJWf1l9Zv3R5oBmmiN993fLNmg
&export=download&display=/VailCraftBeerClassic_114446561_Untitledspr
eadsheetSheet1.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.facebook.com/VailCraftBeerClassic/videos/849629735671282
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 4:54 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 68.170.40.250
Unique ID: 869416038
Location: 44.556198120117, -105.66649627686
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Beth Pappas
Title of person completing the
application
Sports Event Director
Email bpappas@vailrec.com
Phone (970) 479-2280
What is the name of your
event/program?
Vail Whitewater Series
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$7,000
How much was your event or program
funded in 2021?
$6,020
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date May 10, 2022
Proposed End Date Jun 07, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
05/11, 05/17, 05/24, 05/31, 06/07
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Vail Recreation Distrcit
Mailing Address 700 S. Frontage Rd. E
Vail, CO 80657
Phone (970) 479-2280
Event/program Website or Organization
Website
www.vailrec.com
Number of years organization has been
in business
35+
Organization's Mission Statement The Vail Recreation District's (VRD) mission is to offer diverse and
exceptional recreation opportunities that enhance the physical, social and
emotional well-being of all its residents and guests. The VRD aims to help
Vail Valley residents and visitors pursue their recreational passions by
providing the following:
-Outlets for competition in summer and winter via a running and a mountain
bike race series, and numerous tournaments and/or leagues for hockey,
volleyball, lacrosse, softball, golf, tennis, soccer, flag football, broomball,
figure skating and rugby.
-Venues like Dobson Ice Arena, Vail Golf Club, Vail Nordic Center, Vail
Gymnastics Center, Vail Nature Center, Vail Skatepark, Vail Tennis Center,
Community Programming Room, Vail's Imagination Station, and use of
additional gyms, playing fields and the surrounding White River National
Forest via collaboration with local entities.
-Sports classes and camps for youth, adults and families.
-Opportunities to learn about and appreciate our Rocky Mountain
environment through guided activities, classes and camps
Organization Tax Status Not-for-Profit (501C-6)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
11
Please describe the location(s) of the
event or program in previous years
Gore Creek between Amphitheater Bridge and International Bridge
Please provide a detailed description of
the event/program and its activities
The Vail Whitewater Race Series gives local and visiting kayakers, stand
up paddle boarders and two-person raft teams the opportunity to race down
Gore Creek from the Covered Bridge to the International Bridge during the
peak runoff period in May and June. Each week a different course/format is
featured to test competitor's skills and provide exciting spectator viewing.
An awards party takes place after each event at a local restaurant. The
races take place every Tuesday from 5 - 7pm from May 11 thru June 7,
2022 and is widely considered a leadup to the Go Pro Mountain Games
every year. The series is presented by the Town of Vail, Alpine Quest
Sports and the Vail Recreation District.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Tuesdays between 4-8pm from 5/11 to 6/7. Gore Creek and river banks
between Covered Bridge or Ford Amphitheater and International Bridge,
Blu's Beach, Check Point Charlie. I have not confirmed availability yet.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All event activities take place in the Town of Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of recyclable materials - banners, paper, etc
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
Provide water bottle filling stations
Provide secure bike parking area
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.
The VRD embraces environmental sustainability and creates an
atmosphere as such. We provide water from a 10 gallon jug so that
spectators and competitors don't use single use plastic bottles. We
encourage participants to carpool to and from the event and we ask that
participants don't leave their vehicles idling while they load and unload.
VRD does provide recycling bins if participants bring their own containers.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
60-70/event
Number of volunteers anticipated 5/race
Number of event/program staff 7/race
Estimate of total number of
spectators/attendees anticipated
approx. 1,500 over five weeks
If applicable, final number of last years
attendance
338 competitors; approx. 1,000 spectators in 2021 over 5 races
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
67
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
27 (includes international)
Estimate the number of international
guests your event/program will bring to
Vail
27 (includes domestic out of state)
How will your event/program increase
sales tax in Vail?
Events encourage the local community and destination athletes to come to
Vail Village and spend time there during a traditionally slow time period.
Following each race, an after party is hosted at a restaurant in Vail Village,
providing food and beverage sales to local businesses. Out of town
athletes and visitors are offered discount rates at sponsor lodging locations
within Vail.
How will your event support the mission
and vision of the Vail Town Council?
- Showcases the natural beauty and recreational assets of Vail Village,
Gore Creek and the Vail Whitewater Park.
- Spectator and family-friendly location contributes to Vail's sense of
community.
- Adds vitality to Vail Village during a traditionally slow time period.
How will your event or program support
the Vail brand identity?
- Showcases the natural beauty and recreational assets of Vail Village,
Gore Creek and the Vail Whitewater Park
- Spectator and family-friendly location contributes to Vail's sense of
community
How is this event/program at the right
time for Town of Vail?
Events held on Tuesday evenings in May and June fill the Village with
people and energy that normally wouldn't be there. The timing allows
boating enthusiasts to compete when Gore Creek is at an optimal level and
gives them the opportunity to practice/train for bigger events (i.e. Go Pro
Mountain Games).
How will your event/program attract
target markets of both visitors and
community members?
Providing whitewater recreational opportunities in Vail Village will increase
recognition of the Town of Vail among whitewater athletes and spectators
as a location for year-round outdoor recreation.
How will the event/program deliver fresh
content and enhanced experiences?
Following a successful decade of whitewater events hosted by the VRD,
the focus for 2021 will be to increase activities and attractions for
spectators during our event. These may include live music, food and
beverage, innovative sponsor activations, increased prizes, awards, and
raffles for spectators and athletes particularly during our race series finale
(week of GoPro MTN Games).
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Currently the event is hosted by a talented MC with recorded background
music, yard games (cornhole) are provided for spectators on Blu's Beach
and both spectators and athletes are invited to the after-party for sponsor
provided food and drink. The location in the heart of Vail Village makes it
accessible to everyone and engages people who just happen to walk by
the event in addition to those coming specifically for it.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Approximately 19,000. See attached marketing plan with detailed reach
info
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
- We work with our sponsors to utilize their marketing platforms to increase
event exposure.
- As events exposure and participation grows, event becomes more
attractive to sponsors.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The Vail Recreation District has a long history of delivering quality events
and programming to residents and visitors of our community. Since the
VRD has taken over production of the Vail Whitewater Series, participation,
spectators and sponsorship has increased dramatically.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
As witnessed in 2020, the VRD is nimble enough to adapt and come up
with solutions to offer racing in the Covid era based on current public
health orders and guidelines. Participation numbers can be limited and
spectators can be managed and required to wear masks if necessary.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
31 - assuming only 1/3 of out of town competitors stay in a hotel. Boaters
are cheap!
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$16,480 - assumes 31 room nights @ $150 + 338 @ $35 for ancillary
spending.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$2.7
All numbers are based solely on participants and do not include spectators
so the numbers are extremely conservative.
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.
Preferred lodging partners within the Town of Vail are promoted on
website, participant emails and social media channels.
BUDGET
Describe how you will use the funds
requested from the CSE.
Marketing, staff, supplies Rafts and signage. Also do to limited ability to
get donated prizes, we used money to buy gift certs at TOV businesses.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1TbbTdEH9zY9VFLWB9Q0EVmLIjm2uCcy
p&export=download&display=/VailWhitewaterSeries_114444299_2022RFP
EventBudgetTemplate_VailWhitewaterSeries.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
56%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If the event is not funded at full request, new additions/improvements to the
event for 2021 (e.g. spectators music/entertainment) will not be financially
viable and/or we will reduce the number of events to reduce expenditures.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
3350
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1W5WtQsLuZI3qy7KIDnVhiFRBarhpCKrO&
export=download&display=/VailWhitewaterSeries_114444633_2022CSEM
ediaPlan_VailWhitewater.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our goal is to expand the competitor field and increase the number of
spectators at each event. We would like to see more consistent
participation and attract competitors from other areas of Colorado (Front
Range, Denver, etc.).
Strategy: How will you meet your
objectives?
Increase marketing and promotion at local and state-wide raft guide
businesses.
Increased social media presence.
Leverage sponsor media channels
More spectator friendly activities and attractions.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Community calendars
Posters/flyers
Social media contest (Hala SUP giveaway to engage spectators as well as
participants prior to and during the event)
Leverage sponsors' customers database and marketing channels
Cross promotions with other (non-competing) whitewater events
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Radio
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Twitter
Posters
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Jessie Klehfoth
Phone (970) 479-2280
Email jklehfoth@vailrec.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @vailrecdistrict
Facebook: @vailrecdistrict, @vailwhitewaterrace
Twitter: @vailrecdistrict
Event Hashtag: #vailwhitewater
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will list events on DiscoverVail calendar and in the newsletter.
We will link to DiscoverVail on our webpage and in participant emails and
confirmation emails for more information about the area and lodging.
Do you have a user database you utilize
for event promotion?
yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1E37tgLJzscOJPaDOyQd2NvNZpJ-Mzdtk&
export=download&display=/VailWhitewaterSeries_114446218_2022VailWh
itewaterSponsorProposal_CSE.pdf
What levels of sponsorship are you
selling for your event?
Title - $7000
Presenting - $5000
Supporting - $1000
Contributing - $500 (in-kind)
Please list your confirmed sponsors or
partners.
Town of Vail
Eagle River Water & Sanitation District
Alpine Quest Sports
Evergreen Lodge / Altitude Bar & Grill
HALA SUP
Lakota Guides
New Belgium Brewing
Optic Nerve
10th Mountain Whiskey & Spirit CO.
Bloch & Chapleau
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$2,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$4,500 - significantly less in 2021 due to supply chain issues. This number
is typically closer to $6000
Please explain the potential for
additional sponsorships or partners.
Potential for more local and endemic sponsors to target both competitors
and spectators.
What sponsorship level are you asking
the Town of Vail to support?
Title
List the sponsorship rights and benefits
associated with this level.
Title Sponsor:
Named as the title sponsor of the Vail Whitewater Race Series
Prominent logo/name included in event logo
Onsite presence to display/activate at all race series events
Vehicle display if applicable
PA mentions onsite and at after parties
Banner placement at races and after parties
Discover Vail logo and link on www.vailrec.com
Discover Vail logo inclusion on all collateral materials
Discover Vail logo inclusion on all print ads
Mentions in radio spots and all press releases
Discover Vail mentions and links in pre-race emails to athletes
Participant exposure to discovervail.com via dedicated email blast with an
invite to receive Discover Vail newsletter
Direct out of town participants to Discover Vail for lodging options
Complimentary event entries for up to four people per race
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Contributing Sponsor:
Banner placement at races
Logo and link on www.vailrec.com
Mentions in press releases and emails to athletes
How will you ensure fulfillment of the
sponsorship rights and benefits?Thorough review of all marketing materials with TOV Event Coordinator.
Internal checklist for event staff.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1k_0iI0cCmUjlI239Dlk__lbQKGf-IZlb&expor
t=download&display=/VailWhitewaterSeries_114446559_2021WWCSERec
ap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1t2Ml-jbnNJJNkkKupaM8hDWnf2h0jpda&e
xport=download&display=/VailWhitewaterSeries_114446561_vrdorganizati
onchart.pdf
OPTIONAL ATTACHMENTS
File https://drive.google.com/uc?id=1GXfhzBKnFh4dqlq2OghvA7hMRrwDSsA5
&export=download&display=/VailWhitewaterSeries_114446678_Whitewate
rMarketingPlan_2022.pdf
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 5:30 pm
Browser: Chrome 93.0.4577.82 / OS X
IP Address: 68.170.40.250
Unique ID: 869426726
Location: 44.556198120117, -105.66649627686
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Jennifer Mason
Title of person completing the
application
Executive Director
Email jen@snowsportsmuseum.org
Phone (970) 476-1876
What is the name of your
event/program?
Through the Lens (TTL) and Olympic Watch Parties (OW)
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$9000
How much was your event or program
funded in 2021?
$7000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
Yes
Proposed Start Date Dec 01, 2021
Proposed End Date Apr 15, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Through the Lens: Dec 2nd, Jan 12th, Jan 26th, Feb 18th, Mar TBD, Mar
TBD; Olympic Watch Parties - 6 days in February, TBD exact dates.
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Colorado Snowsports Museum
Mailing Address 231 South Frontage Road East
Vail, CO 81657
Phone (970) 476-1876
Event/program Website or Organization
Website
https://www.snowsportsmuseum.org/
Number of years organization has been
in business
Since 1975, 46 years
Organization's Mission Statement Celebrate Colorado snowsports by telling stories that inspire others to seek
adventure.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Colorado Snowsports Museum; a non-profit organization located in Vail
Village. The Colorado Snowsports museum preserves Vail and Colorado
history in the snowsports industry.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
4 years
Please describe the location(s) of the
event or program in previous years
Colorado Snowsports Museum
8 sessions for Through the Lens (TTL) series in 2020
Please provide a detailed description of
the event/program and its activities
When the museum closes, we set up a screen and light f&b is served - the
series is ticketed. Tickets can be purchased online or in person. Each TTL
and OW event is approx. 90 minutes. We will do an in-person and virtual
presentation.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We will only be using the Colorado Snowsports Museum for the Through
the Lens series and Olympic Watch Parties.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
n/a
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Ban use of plastic bags
Remind guests to bring re-usable bags and water bottles
Recycling required in all areas of event
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
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.
During the events, we do our best to minimize waste. We prefer to use
compostable materials if we need a single-use (like a cup, etc.), we also do
our best to use ceramic plates/cutlery when possible, and wash them in our
on-site dishwasher.
We have recycle and trash receptacles placed through out the event, and
we encourage our guests to bring reusable water bottles.
Additionally, if gift bags or other items are given out, we do not use plastic,
and do out best to re-use paper bags.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
Minimum of 6 presenters for TTL, up to 15; 6 presenters for OW
Number of volunteers anticipated 5 volunteers x 12 events
Number of event/program staff 3 event staff x 12 events
Estimate of total number of
spectators/attendees anticipated
50 guests x 12 events
If applicable, final number of last years
attendance
n/a - it was all virtual in 2020.
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
The museum is providing a venue of culture and historical preservation
through the industry that this community was built upon. This year we are
including an environmental presentation on wildlife habitat and how
recreation impacts it, and/or how they coexist.
How will your event or program support
the Vail brand identity?
The museum produces high quality educational programs for guests and
locals alike; guests can attend our events throughout the winter season.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
Our program and series educates guests and encourages them to become
stewards of history and natural resources.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
We provide an outlet for guests and locals on history of outdoor recreation,
and when they come into the museum and learn about the past, it
encourages them to seek adventure.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
Our series are educational and inspiring, and encourage intellectual
dialogues. Each series is different, so it encourages guests to put
themselves in a different time and place and strengthens empathetic
practices.
How will the event or program deliver an
educational component?
Each event session provides a history that relates to the topic at hand -- a
speaker will discuss the topic and recount a historical event. Our museum
is educational, so even if a guest walks into the museum, they are learning
about the Town of Vail and Colorado Snowsports.
How is this event/program at the right
time for Town of Vail?
The series of events is great for the town of Vail since it brings folks to the
Village. Most guests go out to eat, get a drink, go shopping, etc. All of our
event dates are strategically selected so as not to interfere with major
holidays and historically busy times so we can bring guests into Vail on a
consistent basis.
How will your event/program attract
target markets of both visitors and
community members?
Our events attract visitors because they are looking for something unique
to do during their stay in Vail. Some folks that do not ski/snowboard look
forward to spending time at the museum, and locals enjoy having a reason
to have a night out in Vail. The series are unique and each one provides a
different topic of discussion.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Each event educates and inspires guests (out of town and local) to share
history of the area, as well as encourages them to attend future events.
How will the event/program deliver fresh
content and enhanced experiences?
Each event is a different topic - no two events are the same. Each event
offers a short film, as well as a speaker unique to the topic.
How will the event or program achieve
recognition and drive participation?
We drive participation to our events by discussing them in person at the
museum, with social media ads, as well as print ads. We have a printed
brochure with all the events the museum offers during the winter season,
so guests are encouraged to attend.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We plan on doing word-of-mouth/in person marketing to guests that come
to the museum, as well as social media and print ads. Our social media ads
have a greater reach since it can target folks from all over the country and
globe. Our in person marketing works well, because guests will tell their
friends, etc.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We post on our social media page to encourage guests to attend our event
-- we find that when guests are in the museum and hear about and witness
our impact, they will donate funds to the mission. For sponsorship support,
our social media reach helps spread information out and encourages future
speakers.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The Colorado Snowsports Museum has been sharing history and stories
for many years - our events reflect the long standing relationship and
knowledge of the industry. We plan to grow our events, and encourage
guests and speakers to give topic ideas as well.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Our event adapted in 2020 by going 100% virtual -- this year, after many
positive feedback remarks, we are offering in person and virtual events.
We are able to have flexibility should heath orders become strict again by
going back to virtual events as needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
Estimated 12 speakers and guests + estimated 600 attendees
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
Out of town guests that participate in the series, as well as locals, tend to
go out to restaurants prior to or after the TTL showing. Most of the Out of
Town guests ask for dinner recommendations, and local participants make
an evening out of it and include time in Vail Village.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
# of attendees x daily spend = ROI
estimated 600 attendees total x 50 estimated TOV spend = $30,000
The Colorado Snowsports Museum is in the category of education and
enrichment. Many of our guests experience the museum as an amenity of
the Town. Because we have never participated in a professional survey
and the programming it is difficult to gauge the ROI.
However, the timing of the events and easy proximity to the Village will
undoubtedly stimulate a positive ROI.
The Colorado Snowsports Museum presents no barriers to entry and
appeals to all demographics. The varied presentations, from history
professors to extreme skiers, will introduce new audiences to the Museum.
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.
On our website we suggest guests book their Town of Vail lodging early to
capitalize on hotel availability. Additionally, when guests walk into the
museum, we mention the hotels and direct them to stay within the town of
Vail for their next trip.
BUDGET
Describe how you will use the funds
requested from the CSE.
We will use the funds to help market the events, and cover the cost of
production as well as event staffing.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1mCV4qZeyuPCJUBLsBU1UlitsVIY43E-G&
export=download&display=/ThroughtheLensTTLandOlympicWatchPartiesO
W_114444299_2022RFPEventBudgetTemplateCSEFunds.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
23%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
With less funding, we will potentially cut back on the dates of the event
series.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
14000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1_-0MQW_A02X2xT9T6FPIWORAgFPNTh
hI&export=download&display=/ThroughtheLensTTLandOlympicWatchParti
esOW_114444633_2022CSEMediaPlanTemplate2.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Spread the word and promote museum awareness, and that is is more than
the 4 walls of the museum located in Vail, but that we have a prolific online
presence as well.
Strategy: How will you meet your
objectives?
We will meet our objectives by creating informative and educational
programming that is related to the roots of Vail and the snowsports
industry.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
When guests walk into the museum, it gives us a talking point to discuss
our events. It extends their stay in Vail, and additionally expands our reach;
when guests return home, they are able to virtually be a part of the event.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
E-newsletters
Web
Facebook
Posters
Rack Cards
Flyers
Please list contact information for your
Media Relations or Public Relations
staff/firm
Dana Mathios
Phone (303) 273-5810
Email dana@snowsportsmuseum.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Facebook: @ColoradoSnowsportsMuseum
Instagram: @coloradosnowsportsmuseum
Twitter: @COSnowsportsMus
YouTube: Colorado Snowsports Museum and Hall of Fame
Hashtags: #SnowsportsStories #TTL #COSnowsportsMuseum
How will you promote and utilize
DiscoverVail in your marketing efforts?
For past events, we've used DiscoverVail by tagging them directly in our
social media posts and using their hashtags. We plan to do this for every
single event post that goes out as well as in our stories.
Do you have a user database you utilize
for event promotion?
When promoting events, we typically rely on Facebook groups instead of
specific users to help us in promoting our events. By posting in these
groups, we're able to expand our reach. We do, however, reach out to the
speaker of the event to share about the program to their audience. We also
rely on our Board of Directors to promote the events. We also have a
museum database that we use to send out emails and newsletters. We
include event information and details in each newsletter that goes out.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1RH0kqW-qDUqyE1Rg9whnL4K-XBesL3dt
&export=download&display=/ThroughtheLensTTLandOlympicWatchParties
OW_114446218_TTLsponsorshippacketTOV.pdf
What levels of sponsorship are you
selling for your event?
Black Diamond - $9000 - Verbal recognition, logo on printed materials, (4)
complimentary tickets to all events
Blue Square - $4000 - complimentary tickets (2) to 6 events of choice
Green Circle - $1000 & or In-Kind donations
Please list your confirmed sponsors or
partners.
Epic Promise
EEF Productions
West Vail Liquor Mart
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
17,100 total of In-Kind (including $12k presenter time)
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
See above
Please explain the potential for
additional sponsorships or partners.
For potential sponsorships or partnerships, we are looking for a private
donor/underwriter for the series, in-kind for food and beverage, in-kind
production staff, etc.
What sponsorship level are you asking
the Town of Vail to support?
Black Diamond - $9000
List the sponsorship rights and benefits
associated with this level.
Branded as "The Colorado Sportsports Museum Through the Lens
presented by the Town of Vail"
Verbal recognition at pre-show and wrap up of each presentation, logo
prominently displayed on printed materials, newspaper ads and 5000
printed brochures, museum website, (4) complimentary reserved seats to
each program (12 total). Online audience thank you graphic with TOV
listed.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
n/a
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Blue Square - $4000 - complimentary tickets (2) to 6 events of choice
Green Circle - $1000 & or In-Kind donations
How will you ensure fulfillment of the
sponsorship rights and benefits?
Detailed record tracking and communication with the Town of Vail.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=10XpFRU95Hz-Kq9dBZxV5l-Ij1pQsRWEU&
export=download&display=/ThroughtheLensTTLandOlympicWatchPartiesO
W_114446559_SnowsportsMuseum_EE2021EventRecapNoSurvey1.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1i0Dx8k7RsNOnpl7Lsxqme6kLS-dvpuCv&e
xport=download&display=/ThroughtheLensTTLandOlympicWatchPartiesO
W_114446561_ScreenShot20211004at5.24.27PM.png
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 5:49 pm
Browser: Chrome 94.0.4606.61 / Windows
IP Address: 199.180.90.98
Unique ID: 869432528
Location: 33.577800750732, -113.02339935303
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Mikayla Curtis
Title of person completing the
application
Director of Strategic Impact
Email mcurtis@mountainyouth.org
Phone (970) 949-9250
What is the name of your
event/program?
Mountain Youth Family Education Programs
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
4,000
How much was your event or program
funded in 2021?
3,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jan 01, 2022
Proposed End Date Dec 31, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
Eat Chat Parent and Aprendiendo Juntos events occur primarily in January,
February, March, April, September, October, and November. Dates are still
to be confirmed, with January date confirmed for 01/12. Move Chat Parent
events will occur primarily in the summer time.
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Mountain Youth
Mailing Address PO Box 4613
Edwards, CO 81632
Phone (970) 949-9250
Event/program Website or Organization
Website
www.mountainyouth.org
Number of years organization has been
in business
20
Organization's Mission Statement The mission of Mountain Youth is to continuously and collaboratively
improve the lives of youth in the most powerful ways possible.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
10
Please describe the location(s) of the
event or program in previous years
Historically, these events have occurred throughout the Eagle River Valley,
including events in the Town of Vail. In 2020, Mountain Youth had planned
to hold an event in Vail at Red Sandstone Elementary School in March, the
event was moved to virtual platform and all family education events have
since been offered virtually. For the 2021-2022 school year, Mountain
Youth is offering events in a hybrid format in order to offer in-person and
online opportunities for families and meet their comfort levels. Move Chat
Parent events are held in-person, ideally at outdoor or recreation spaces to
allow families to participate in an open and safe space for physical
distancing. Events are held throughout the Vail and Eagle River Valley. All
events are open to anyone in the community, no matter the location, and
have reached Town of Vail residents at multiple locations.
Please provide a detailed description of
the event/program and its activities
Requested funds will be used to support family education services to
benefit the lives of Town of Vail residents. Mountain Youth works with all
schools, youth-service providers, mental health and health providers, towns
and counties, local businesses, and law enforcement to ensure that youth
and family needs are met. Since 2009, using local Healthy Kids Colorado
Survey data, priority areas identified to address have been youth substance
use and mental health. Mountain Youth and partner agencies have been
successful in reducing youth alcohol and marijuana use through prevention
education, policy review, positive marketing campaigns, and environmental
efforts. Mountain Youth hopes to maintain this progress by continuing to
provide youth and family education. To address mental health needs,
Mountain Youth recognizes that the conversation in the home is a primary
support for many youth and parents. Decreasing stigmas associated with
discussing mental health is critical to being able to address needs and get
support. To do this, Mountain Youth has dedicated the Eat Chat Parent
family education series, and more recently the Aprendiendo Juntos
(Learning Together) Spanish speaking series, as mental and behavioral
health series that bring in experts in these topics to educate the community.
Mountain Youth works with schools to host these events to give parents,
caregivers, and youth the tools to improve family communication and
relationships. In the 2020-2021 school year, 98% of attendees who
completed the post evaluation feel more confident discussing the presented
topic with their family following the presentation.
Mountain Youth offers services that provide parents/caregivers and youth
knowledge and tools to face current and real issues, and establish shared
language and expectations. Eat Chat Parent and Aprendiendo Juntos are
free series focused on reducing behavioral health stigmas to address
critical youth and community needs and encourage honest conversations
about the challenges and rewards of adolescent years. Forums engage the
community in an informal, interactive and educational setting to create and
encourage open dialogue about mental health, address stigma, and
provide real facts from local and national experts. The series are offered
6-12 times each academic year, with live Spanish or English interpretation
(and/or closed captioning subtitles or dubbing when virtual), onsite
childcare and dinner (when in-person), and each session has been
developed in conjunction with community experts based on parent
feedback, interest and requests. The series help families identify local
resources to support in times of need and increase family confidence in
discussing critical topics together. Beginning in 2020, Mountain Youth
launched the Aprendiendo Juntos Spanish family education series to reach
families in the Latinx and primary Spanish speaking communities. The
series is led by an individual within the Latinx community that moderates a
What's App parent group, answering questions and providing resources,
opportunities and sharing relevant community efforts. The What's App
group currently has over 160 members. In summer 2021, Mountain Youth
also launched the Move Chat Parent series. Hosted at local parks and
taught fluidly between English and Spanish, the pilot program encourages
families to be active together and make a connection between physical and
mental health. Families have positively responded to the program and have
requested to see it continue in the future.
Mountain Youth also fulfills one-time family education requests from
schools. These events operate similar to Eat Chat Parent with a speaker,
interactive Q&A, live interpretation, and food. All family education efforts
utilize a two-generation approach of youth and parents/caregivers learning
together and serve a goal of ensuring families have the knowledge and
skills necessary to raise healthy youth. Working with two generations
improves the overall effort of preventing youth substance use and
promoting positive mental health. Parents learn how to role model healthy
behaviors, address youth concerns with accurate information, connect to
resources, and improve family communication to have difficult
conversations. Youth learn how to resist negative peer pressure, identify a
trusted adult to share concerns, and address needs together. Family
education efforts are guided by the Mountain Youth parent advisory council
who review family needs and provide direction regarding family education
topics and efforts. Mountain Youth has historically reached 1,000 - 1,400
family and community members annually through the free bilingual and
bi-cultural family educational programs. In 2022, Mountain Youth believes
that through hybrid, virtual, and in-person events that 1,000 family and
community members will be served through these educational programs.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Traditionally, the majority of programs have occurred in person on school
campuses within and outside of Vail. Occasionally, meetings have also
been held at community spaces such as libraries or community meeting
rooms. In 2020 and 2021, events were held virtually. For the 2021-2022
school year, staff are working to hold hybrid events with in-person and
virtual offerings to reach as many families as possible. Locations for the
series are primarily schools and are determined based on audio/visual
technology needs and capacity for hybrid events. Move Chat Parent events
are held at local parks or recreation facilities throughout the valley,
locations are still to be determined for 2022.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
Mountain Youth's efforts are intended to reach the entire Eagle River Valley
community. Family Education programs rotate locations throughout the
valley to encourage new families to participate and learn, as well as to
reduce barriers for families to be able to attend. The anticipated program
and attendees numbers referenced in the application are for the entire
2022 school year for events that occur in and out of Vail. These will include
virtual events. Mountain Youth will also look to continue to offer virtual
access to programming as families have expressed great appreciation for
being able to tune in remotely, while they may be cooking or eating dinner
at home, to continue to break down any barriers families may face in
attending.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of recyclable materials - banners, paper, etc
Remind guests to bring re-usable bags and water bottles
Recycling required in all areas of event
Ban styrofoam, not allowed within town limits
Provide water bottle filling stations
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.
Mountain Youth received Actively Green Certification in 2018, and
continues to updates its practices and maintain certification. Staff reuse
marketing materials and limit waste items where possible. Due to COVID
restrictions, all food is currently prepackaged in single use items, limiting
our current waste reduction efforts. In-person events primarily occur at
schools or community centers where recycling is available and
encouraged. To minimize need for paper at the event, staff share resources
electronically. Mountain Youth is a member of the Climate Action
Collaborative and committed to expanding sustainable practices and
education in the community and appreciates the aforementioned list, and
will look to incorporate ideas into all agency program offerings when
possible and not limited by pandemic restrictions.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
10
Number of volunteers anticipated 25
Number of event/program staff 8
Estimate of total number of
spectators/attendees anticipated
1000
If applicable, final number of last years
attendance
2021 events still in progress
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
Mountain Youth is dedicated to the health and well-being of youth in our
community by educating youth and families on how to make healthy
decisions, how to improve family communication and relationships, and
providing important information on the issues facing youth and families. All
family education topics are related to mental and behavioral health and
provide relevant and current information, resources, and tools to support
families. Mountain Youth's efforts support the Vail Town Council mission
and vision as it focuses on creating a vibrant and healthy community
through educational opportunities.
How will your event or program support
the Vail brand identity?
Mountain Youth programs and efforts are intended to reach the entire
community, maximize existing efforts related to youth and families, and
enhance the quality of life for all residents in Vail and in the Eagle River
Valley. Through these programs, attendees report being able to recognize
positive health behaviors to incorporate into their lives to support their
behavioral health, as well as more confidence in discussing the topic of the
presentation with friends and family. These efforts support the Vail brand
identity in creating a world class community that is healthy, vibrant,
connected, and has a rich sense of place that keeps residents engaged in
the Vail brand and in the Vail community.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
All of Mountain Youth programs teach valuable life skills and healthy
decision making, encourage families to face difficult topics and discuss
them together, as well as includes youth and parent voices through
advisory councils. Mountain Youth invites youth to serve as panelists
during family education sessions, incorporates youth and parents on the
organization's board and in community planning efforts, and helps connect
engaged youth and parents with leadership opportunities throughout the
community. In the 2020-2021 school year, Mountain Youth expanded it's
youth leadership and advocacy program, Valley's Voice, to middle school
youth, encouraging leadership development and involvement at younger
ages. The organization has also hired more diverse staff dedicated to
outreach and service to the Latinx and Spanish-speaking communities and
is currently recruiting more leaders from these communities to serve on the
organization's board and committees.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
The Eat Chat Parent and Aprendiendo Juntos family education series are
focused on mental and behavioral health. Each session will focus on
reducing the stigma of mental health, discuss how to pursue positive
mental health, and encourage attendees to support each other as family
members and peers. Bringing this conversation to the forefront of
community discussions will help foster a reputation for Vail and the Eagle
River Valley as being a community willing to discuss all aspects of health
and wellness publicly. Since 2009, the Eagle River Valley has seen youth
alcohol consumption behavior decline due to collaborative prevention
strategies and education. These results and our continued commitment to
comprehensive prevention strategies has given the Eagle River Valley a
statewide reputation of being an effective community in addressing youth
needs. Partners and funders have identified our community as a model for
other communities in the state for fostering health and wellness. Support
from Vail to continue these efforts will enhance this reputation and keep our
community at the forefront of youth prevention services.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
Mountain Youth's prevention and education efforts are focused on healthy
problem-solving and decision-making. The organization leads
conversations that promote intellectual discussion about how to evaluate
and make decisions that support becoming the person one wants to
become, the barriers or obstacles that get in the way, and how to overcome
these. Family education sessions strengthen these discussions and give
families opportunities to converse together about how to address specific
issues the family or a family member may be facing, how to be more open
with each other about challenges they face, and how to support each other
through challenging times. Collaborative community planning efforts led by
Mountain Youth create enriched conversations about how to utilize
resources and efforts more collectively and strategically in order to
maximize impacts. Community partners review priority youth needs and
services gaps and problem-solve together opportunities to better address
current issues and needs.
How will the event or program deliver an
educational component?
Mountain Youth family education sessions utilize local and national experts
or documentaries to provide the most relevant and up to date information
for families related to a specific topic. All programs incorporate discussion
in order to enrich attendee understanding of the material, as well as
encourage conversations beyond the event. Each session also focuses on
providing tools and resources to families, ensuring they know how to
connect to additional learning opportunities and services. In 2020 and
2021, Mountain Youth has expanded virtual recording capabilities and
provided more access to the material beyond the one time events,
encouraging review of the educational material when convenient for
community members.
How is this event/program at the right
time for Town of Vail?
Mountain Youth and partners have identified prevention efforts and family
education as a priority in order to support youth in making healthy
decisions. Youth mental health needs identified through the Healthy Kids
Colorado Survey are showing concerning trends. These trends have been
exacerbated by the pandemic with more youth and families sharing higher
levels of stress, anxiety, isolation, disconnection, and lack of motivation.
The request for mental health resources and education has increased in
the past year as families have been struggling to navigate and cope with
the pandemic.
Through assessment activities that include administration of the Healthy
Kids Colorado Survey (HKCS) in 2015, 2017, and 2019, administration of
the community parent survey in 2017 and 2019, and Eat Chat Parent
attendee evaluations each year, Mountain Youth has prioritized youth and
family mental health as a concerning need to address. From the 2015 to
the 2019 HKCS, Mountain Youth noted an increase for both middle and
high school youth reporting feeling sad or hopeless almost every day for
two weeks in a row that they stopped doing some usual activities during the
past 12 months. This statistic increased from 25% in 2015 to 32% in 2017
and a slight decrease to 31% in 2019 for middle school youth, and from
24% in 2015 to 32% in 2017, and 34% in 2019 for high school youth. The
percentage of middle school youth who seriously considered suicide
increased from 17% in 2015 to 24% in 2017 and saw a decline to 20% in
2019. As reported to Mountain Youth by law enforcement partners and
SpeakUp ReachOut, the number of calls for suicide attempts and deaths by
suicide have increased significantly in our community over the past couple
of years and the need to address this issue is of upmost priority. From the
2017 and 2019 community parent surveys, respondents ranked mental
health, physical health, and healthy relationships as the top teen issues
that were of importance to them. Additionally, 50% of respondents reported
they cannot recognize the difference between a moody child and a child
with a mental health need. This question was updated in 2019 and 80% of
parents reported they can recognize the difference between healthy anxiety
and a child with a mental health need. From Eat Chat Parent evaluations
for 2017-2019, stress, anxiety, depression, self-esteem, family
communication, and boundaries were consistently the top topics that
attendees want to learn more about. More recently in the 2019-2020 school
year, this list was consolidated and family communication and boundaries
followed by physical health related topics were ranked highest overall. In
2021, Mountain Youth will support administration of the next Healthy Kids
Colorado Survey and community parent survey, and will share results with
community partners in summer 2022.
Schools are requesting Mountain Youth programs at increasing rates each
school year. Mountain Youth is working with community partners to fulfill as
many requests as possible. The Eagle County community through the Total
Health Alliance, Eagle Valley Behavioral Health, and mental health
providers have deemed mental and behavioral health concerns a critical
community need to be addressed. Mountain Youth is partnering with Vail
Health and aforementioned partners to focus family education sessions on
different aspects of mental and behavioral health, and how they connect
with overall wellness. Offerings are scheduled in each language over five to
seven months during the school year and rotate locations to meet different
community needs, with a hybrid virtual opportunity to listen in. All events
occur in the evenings to accommodate family schedules. When offered
in-person, they include dinner and childcare. To make all events inclusive
for English and Spanish speakers, live English/Spanish interpretation or
simultaneous closed captioning subtitles or voice over dubbing are
included. When possible, Mountain Youth staff will also fulfill one-time
requests by schools or community partners for specific topics and
presentations in addition to the set schedule of Eat Chat Parent,
Aprendiendo Juntos, and Move Chat Parent. These one-time events
address issues and needs specific to that school community or partner that
will help increase awareness and supports for youth and families. These
sessions follow the same format of encouraging two-generation
participation, food and childcare (when in-person), and live interpretation or
closed captioning.
How will your event/program attract
target markets of both visitors and
community members?
All family education sessions are open to visitors and community members
alike. Mountain Youth will focus on marketing to the target group of local
community members. Virtual offerings have seen an expanded audience
from outside of the Eagle River Valley, inclusive of other rural resort
communities. Marketing is shared with agencies working in these
communities who share the opportunity with their families.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
The lasting community benefit of Mountain Youth programs and efforts is to
create a healthy community with healthy youth and families, connected with
each other. Fostering healthy behaviors from an early age supports the
Town of Vail and surrounding communities by reducing dollars needed for
treatment, rehabilitation or enforcement. It also creates a thriving
community that encourages people to visit, and creates social capital that
makes the town a desirable place to live.
How will the event/program deliver fresh
content and enhanced experiences?
Mountain Youth stays at the forefront of community needs and concerns.
Each year the Eat Chat Parent topics are determined by a parent advisory
committee and through reviewing participant evaluations recommending
desired future topics. Mountain Youth works with partners to find new
speakers, documentaries, and experts to bring fresh content. The
experience continues to be enhanced by bringing in nationally recognized
speakers, local experts and youth. The Aprendiendo Juntos topics are
determined by a Spanish parent advisory group, input from the What's App
group followers and direction from the Latinx Outreach Coordinator and
Community Liaison roles. This content is overall fresh for our community,
as no other series like this has been offered and will bring valuable
speakers and experiences to this community. The addition of the Move
Chat Parent series is brining fresh experiences to the community by
creating an interactive fitness opportunity that connects mental health with
physical health, and how the two support overall wellness. The experience
also bridges English and Spanish facilitation fluidly throughout the exercise,
which is unique to most experiences in the community.
How will the event or program achieve
recognition and drive participation?
The Eat Chat Parent series has grown in brand recognition over the last
five school years and increased offerings, nearly tripling attendees since
the 2017-2018 school year. Mountain Youth continues to build on this
brand awareness to increase the value of the program, partnerships, and
drive participation. Due to brand awareness and increased audience sizes,
additional partners and supporters have joined the series over the years,
including Vail Resorts who offered in-kind contribution of food for the
series. The Aprendiendo Juntos What's App group has received quite a
following since it launched in April 2020, with over 160 participants actively
engaging in conversations. The virtual speaker series saw a consistent
audience throughout the 2020-2021 school year and has become
recognized in the Spanish-speaking community as a source for trusted
information. The moderated What's App group has also become a source
for trusted information and where to receive resource information and
support.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing of the Eat Chat Parent and Aprendiendo Juntos series has
grown tremendously thanks to the partnership and support of Vail Health
and Eagle Valley Behavioral Health. Vail Health provides marketing
services in-kind for the series and has an extensive department to leverage
all marketing outlets. The series are marketed through print, social, radio
and video media. The reach is intended for the Eagle River Valley.
Mountain Youth and Vail Health include high level supporters on marketing
materials as well as mentions them at the start of each event. Mountain
Youth uses the circulation numbers of the Vail Daily to derive a baseline of
numbers reached through marketing efforts at 37,000. The series are also
marketed through schools, community groups, Mountain Youth networks,
and the What's app group message board.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
As brand awareness of Eat Chat Parent and Aprendiendo Juntos has
increased, it has attracted new donors and sponsors, growing the programs
capacity and reach. Mountain Youth continues to seek new donors and
sponsors and build upon program effectiveness to drive new support. New
donors engaged over the past three years include Eagle Valley Behavioral
Health, El Pomar Foundation, and Alpine Bank have committed funds to
see the series maintain and grow.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Majority of staff at Mountain Youth have been trained or plan to be trained
as Substance Abuse Prevention Specialists. Three staff members have
achieved Certification as Prevention Specialists Level II, a state recognized
professional certification. The organization overall follows the
evidence-based Strategic Prevention Framework to implement prevention
and education efforts in the Eagle River Valley. All of Mountain Youth's
efforts, including family education programs, align to a comprehensive
community prevention plan focused on improving behavioral health needs
of youth and family members. Training and certifications received by staff
enhance the organization's capacity to follow this evidence-based
framework and maximize efforts to enable all youth to thrive.
The current Family Education Manager, Amy Baker, assumed the role in
May 2020 following the departure of the previous Community Education
Manager, Carol Johnson, who had been coordinating the Eat Chat Parent
series for four years. Amy was promoted from within the organization and
had an opportunity to observe and learn from Carol prior to her departure in
order to continue the great foundation that Carol had built. Amy is currently
raising three children in the community, and also serves as a life coach,
yoga instructor, and wellness educator in the community. She is able to
connect well with parents and families, stays attuned to their needs and
understands challenges they are facing. She takes a positive parenting
approach with her own children and provides a deep level of care and
support for other parents. She works closely with partners to oversee
program delivery and ensures high quality effectiveness of programs. She
has been responsive and adaptive to providing programs virtually and now
hybrid in order to continue to serve families during this critical time. Edgar
Chairez serves as the Latinx Community Liaison and moderates the
Aprendiendo Juntos What's App group, as well as facilitates the speaker
series. Edgar has become a trusted resource and leader in the Latinx and
Spanish-speaking communities and has supported many families in
accessing resources. Norma Gurrola recently joined the Mountain Youth
team to serve as the Community Liaison, increasing the organization's
outreach and engagement with the Latinx and Spanish-speaking
communities and engaging leaders with efforts across the organization.
Norma has served as trusted leader in the Latinx and Spanish-speaking
communities for many years as a Neighborhood Navigator.
Mountain Youth has been able to build strong relationships with local
schools who have come to trust the quality of program delivery provided by
Mountain Youth. Schools are actively seeking this type of community
support and Mountain Youth is grateful to be able to provide this level of
support. Mountain Youth is partnering with High Five Access Media to lead
technology services that create a seamless hybrid in-person and virtual
event. Their expertise in this area is greatly expanding the organization's
capacity to reach families broadly across the community.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Since the pandemic, Mountain Youth quickly transitioned all planned
programs to virtual offerings, and added additional programming to meet
families needs at the start of the pandemic. The organization has grown
systems and capacity to provide successful virtual opportunities. As more
in-person events have been possible in 2021, the organization has worked
with public health and local organizers, including staff from partnering
towns, to ensure events have proper procedures in place to comply with
school and public health orders. For the 2021-2022 school year, programs
will be offered as hybrid in-person and virtual to comply with restrictions in
audience sizes, face coverings will be required to follow school guidelines,
and all food provided will be prepackaged to encourage distancing. Venue
spaces will be able to accommodate physical distancing. Families are
encouraged to choose the method for attending that best fits their family
needs and comfort levels. Move Chat Parent events are primarily held
outdoors, where physical distancing can be accommodated. The instruction
and music is provided through headsets that allow attendees to spread out
and still hear the speaker. When the event needs to move indoors for
weather, locations are selected that can accommodate large groups with
distancing guidelines. All headsets are sanitized prior to being distributed
and at the end of the event.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
1
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$500
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$500
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.
Mountain Youth family education programs are intended for the local
community. Should a speaker or a partner come from out of the area, we
will direct them to Town of Vail hotels and lodges and track where they
stayed. Additionally, we will ask them to report their estimated expenses
while staying in town. Should in-person events be held in Vail, we will track
any dollars Mountain Youth spends in terms of food or other expenses as it
relates to the session as well as estimate the ROI dollars from attendees.
BUDGET
Describe how you will use the funds
requested from the CSE.
Funds from the Town of Vail would support these efforts specific to Town of
Vail residents. Funds would be utilized for staff time, speaker fees, program
materials, English/Spanish interpretation and closed captioning services,
and technology services. Mountain Youth uniquely qualifies for state and
federal funds that have allowed the organization to grow these efforts.
However, prevention is most effective when it is applied universally to all
youth and families in the community and additional funds are needed to
reach as many youth and family members in our community as possible.
The 2022 budget reflects all events being held as hybrid in-person and
virtual with some food or childcare budgeted. Speaker travel fees will be
limited as most national speakers will still be virtual, some in-state speakers
will be in-person, and staff travel will increase from 2021 as more in-person
events resume.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1eVGIFSyGDMaLTOmexcT8sM4BtGVks1E
3&export=download&display=/MountainYouthFamilyEducationPrograms_1
14444299_2022EventBudgetMountainYouth.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
2
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Mountain Youth will continue to seek supporters for family education
efforts, as we are committed to providing these programs to the community
as long as it is deemed relevant and valuable. Mountain Youth will evaluate
how many offerings through the Eat Chat Parent, Aprendiendo Juntos,
Move Chat Parent, and other one-time event requests with schools it can
hold if funding is not allocated at the full request. Mountain Youth works
with partners to determine priority needs and would have to evaluate
requests and services offered should funding be lower.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
0
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1wf_TH_sqOeVcHwLPkKDJlqGdZLL3c_l9&
export=download&display=/MountainYouthFamilyEducationPrograms_114
444633_2022CSEMediaPlanMountainYouth.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Through marketing efforts, Mountain Youth is trying to ensure that all
community members are aware of family education opportunities and
attend the free events to learn valuable information and ask questions.
Strategy: How will you meet your
objectives?
Mountain Youth asks attendees through the RSVP or registration forms
how they learned about the session. Mountain Youth then utilizes these
results to evaluate the effectiveness of marketing efforts and target future
efforts through the most effective channels. Mountain Youth will meet our
objectives by utilizing the various marketing strategies and working with
partners to ensure marketing is effective.
Audience: Who is your audience? (You
may select more than one)
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Mountain Youth is open to activation opportunities and could look to partner
with merchants to provide participant incentives, raffle prizes, etc. Mountain
Youth is also open to working with restaurants to provide food in-kind for
the family education sessions or offer food at a discounted rate as a
highlighted partner for an event. Through this support and these
partnerships, local businesses would then help market the event.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Twitter
Flyers
Signage - Banners, etc
Partnerships
Please list contact information for your
Media Relations or Public Relations
staff/firm
Madison Partridge
Phone (970) 949-9250
Email mpartridge@mountainyouth.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
For all social media platforms, we use #eatchatparent
Platforms include:
Facebook: https://www.facebook.com/MountainYouthEagleCounty
Twitter: https://twitter.com/mountainyouthec
Instagram: https://www.instagram.com/mountainyouth/
Youtube:
https://www.youtube.com/channel/UCcabs2qu98S5HB86h0ljjvw?view_as=
subscriber
How will you promote and utilize
DiscoverVail in your marketing efforts?
Staff are willing to work with Town of Vail staff to promote and utilize
DiscoverVail for marketing efforts. We look forward to learning more about
how to integrate marketing efforts through DiscoverVail and not only
promote our efforts, but promote DiscoverVail through our channels.
Do you have a user database you utilize
for event promotion?
Yes, we have a newsletter contact list of over 3,000 individuals that we
utilize for event promotion each month. Additionally, our partners, Vail
Health and Colorado Mountain Medical use their contact lists to promote
the event each month. We also have partnership from schools and Vail
Valley Partnership, when space permits, to include event promotion.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1-TVcHpeTKLqq6mTmhslme0eIgf6cfY-X&e
xport=download&display=/MountainYouthFamilyEducationPrograms_1144
46218_2022TOVSponsorshipLetter.pdf
What levels of sponsorship are you
selling for your event?
Mountain Youth does not sell sponsorships for our programs. We work with
supporters to identify marketing opportunities that fulfill their branding
needs and highlight their support in the community.
Please list your confirmed sponsors or
partners.
Vail Health and Eagle Valley Behavioral Health make support decisions in
the fall, conversations are underway to continue support beginning
November 1, 2021. Mountain Youth has funds secured from the CO Office
of Behavioral Health, Substance Abuse Mental Health Services
Administration (SAMHSA), El Pomar Foundation, Vail Resorts
EpicPromise, Vail Valley Cares, Alpine Bank, and Eagle River Foundation.
Requests pending include support from Eagle County Schools, Daniels
Fund, Slifer Smith & Frampton Foundation, and Towns of Avon, Eagle, and
Gypsum.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
158500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
25000
Please explain the potential for
additional sponsorships or partners.
Mountain Youth continuously seeks sponsors and partners for all efforts.
Opportunities for the family education efforts include support in funding
personnel, regional and national speakers, live interpretation or closed
captioned subtitles, and program materials. For in person events additional
sponsorship and partnership opportunities exist to support food and
childcare.
What sponsorship level are you asking
the Town of Vail to support?
Mountain Youth is asking Town of Vail to continue to support the program
at 2% of the overall budget, consistent with previous year's requests.
List the sponsorship rights and benefits
associated with this level.
Mountain Youth has included the Town of Vail's support in social media
posts, listed as a supporter on the organization's website, included in the
annual report, and mentioned at the start of each event. Mountain Youth is
open to exploring more benefits with Town of Vail staff that align with the
level of support for the program and the Town's goals for marketing
exposure.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
The top supporter of the program is currently Eagle Valley Behavioral
Health who has been included as a co-branded facilitator for the events.
This includes branding on the event flyer, mention in press releases, and
inclusion on the event webpage.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Sponsorship at the lowest level is mentioned during the event opening
remarks when all supporters are thanked. Sponsors are also included on
the organization's website under supporter and in the organization's annual
report.
How will you ensure fulfillment of the
sponsorship rights and benefits?
Mountain Youth staff will work with Town of Vail staff to ensure fulfillment of
sponsorship rights and benefits, including attending required training and
receiving review of materials prior to releasing publicly.
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?
All Mountain Youth family education programs will continue through
November 2021. A final event recap for 2021 will be presented to the CSE
in December. Attached is a review of programs provided for the 2020-2021
school year.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1hPOe6TbyPCctZfYk8D1XgIZz2doZVmvL&
export=download&display=/MountainYouthFamilyEducationPrograms_114
446559_2021FamilyEducationReview.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1UUJ4Ja30UWfp-OPKF5y7U5ChLRPqR6e
L&export=download&display=/MountainYouthFamilyEducationPrograms_1
14446561_MountainYouthOrganizationRosters.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.mountainyouth.org/eatchatparent;
https://www.mountainyouth.org/aprendiendo-juntos;
https://www.youtube.com/channel/UCcabs2qu98S5HB86h0ljjvw/videos;
https://www.highfivemedia.org/show/eat-chat-parent-dr-drew-ramsey
File https://drive.google.com/uc?id=1zbUz81ERN4G-1GvhcyODQe5fib0_6Wni
&export=download&display=/MountainYouthFamilyEducationPrograms_11
4446678_EatChatParentFoodforMentalHealth.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1AU1_pg0kQQoYQoL3XfynvdzEFLuLcez_
&export=download&display=/MountainYouthFamilyEducationPrograms_11
4446681_EatChatParentseriespresentsFoodforMentalHealth_VailDaily.co
m.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1ab2tu96SPeN6iGps9oj7TAouyRlhJR1l&ex
port=download&display=/MountainYouthFamilyEducationPrograms_11444
6686_NextMoveChatParentsetforJuly21_VailDaily.com.pdf
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1zBwwvbO5m3KakkXBs7TxqI2IGOPiAABz
&export=download&display=/MountainYouthFamilyEducationPrograms_11
4446687_FirstHybridECPSeptember2021.jpg
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 6:51 pm
Browser: Chrome 94.0.4606.61 / OS X
IP Address: 73.78.55.65
Unique ID: 869449852
Location: 39.645000457764, -106.59420013428
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Bryce Bastolich
Title of person completing the
application
Comptroller/Communication Director
Email bryce@gomapsmusic.org
Phone (612) 759-0482
What is the name of your
event/program?
Vail Rock Revue
Is this a new event or program?Yes
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
80,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Aug 11, 2022
Proposed End Date Aug 13, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
8/11, 12, 13/21
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Mr. Anonymous Philanthropic Society
Mailing Address PO Box 6426
Vail, CO 81658
Phone (612) 759-0482
Event/program Website or Organization
Website
gomapsmusic.org
Number of years organization has been
in business
1
Organization's Mission Statement A nonprofit organization, MAPS empowers artists to promote unity and
peace in our communities through music by streamlining live concerts,
recording sessions and music distribution.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Mr. Anonymous Philanthropic Society. It is free to participate and
donations are welcome to the nonprofit mission.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
New
Please provide a detailed description of
the event/program and its activities
The Vail Rock Revue is a talent search for young and emerging artists in
the state of Colorado. Our focus is rock n roll and pop music, with
participants being 21 and under. We want to showcase and support the
next generation of aspiring professional artists in our region. As Colorado
is a driving force in the music industry, we want to identify Colorado-based
artists to help launch their aspiring careers by utilizing the MAPS network of
professional resources. The judging pool will consist of MAPS career
musicians, teachers from around the region, as well as a marquee artists
that will help drive traffic from music fans from around the state. The
winning group or solo artist will receive a recording session with MAPS and
their song will be mastered and distributed through Color Red, a
Denver-based record label.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We have a long-standing relationship with Solaris and would like to do all
events there. We have not yet confirmed availability, but will do so, based
on Town of Vail approvals and date flexibility.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All events will take place within the Town of Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Provide secure bike parking area
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.
We will utilize the existing Town of Vail waste management receptacles for
crew and attendees. Vail Rock Revue does not plan to host food or drink,
but will encourage attendees to frequent adjacent restaurants whose
environmental practices are in place.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
From the audition tapes, 16 finalists/participants will be part of the Vail
Rock Revue competition.
Number of volunteers anticipated 5
Number of event/program staff 8
Estimate of total number of
spectators/attendees anticipated
9,000-10,000 over three days
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
5,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
1,000
Estimate the number of international
guests your event/program will bring to
Vail
100
How will your event/program increase
sales tax in Vail?
20 FINALISTS (??) will be chosen from the audition tapes submitted.
THESE 20 MUSICAL ACTS will be invited, with their family and friends, to
Vail for the Vail Rock Revue live contest in August. Unless local, the
finalists will be booking lodging (from Vail-based lodging partners), eating in
local restaurants and shopping close to the contest venue in Solaris.
How will your event support the mission
and vision of the Vail Town Council?
By offering a new and interactive cultural activity to the region, the Vail
Rock Revue will engage a diverse audience of artists and performers from
around the state. This new audience will have the opportunity to experience
the abundance of recreational, cultural and educational opportunities that
Vail has to offer during their time here in Vail.
How will your event or program support
the Vail brand identity?
The MAPS roster of musicians represent the best in the music business
with unparalleled artistry, professionalism and accessibility for all
audiences. Additionally, the Vail Rock Revue will recruit marquis artists,
based in Colorado to be guest judges each day, adding "celebrity status" to
the overall event.
How is this event/program at the right
time for Town of Vail?
Vail has mastered its presence on the classical music, dance and jazz
scenes for decades and continues to do so with Bravo! Vail, the Vail Dance
Festival and Vail Jazz Fest. With the creation of the Vail-based nonprofit
organization MAPS, we now are poised to become the rock n roll capital of
the Rockies, attracting top acts from around the world for recording
sessions, workshops and performances.
How will your event/program attract
target markets of both visitors and
community members?
The Vail Rock Revue will have an open audition process (via video
submittal) beginning in March 2022 during the timeframe when Vail has the
largest number and most diverse group of locals, regional and international
visitors in town. We will also directly target the music & performing arts
communities in Eagle County and surrounding mountain communities,
Western Slope, Grand Junction, Denver and Colorado Springs.
How will the event/program deliver fresh
content and enhanced experiences?
The first to event days will be semi-finals with XXX DIFFERENT MUSICAL
ACTS each day. Saturday's event will be the contest finals with different
songs for each artist. The grand prize winner will be awarded on Saturday.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The nature of showcasing and celebrating young and emerging artists in an
atmosphere of support and mentorship will foster an atmosphere of
excitement and anticipation beginning in March, building through the
summer months and culminating with the August Vail Rock Revue. Even if
people aren't personally involved with the contest, they'll make an effort to
follow the contestants' journey and cheer them on.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing efforts will be directed toward the destination population during
the spring season, utilizing all available channels. Efforts will be designed
to stimulate the greatest number of contest applicants possible, while
creating general awareness for the future event. Summer marketing efforts
will be directed toward the music, performing arts and cultural communities
in order to drive onsite visitor traffic and reservations during the event
timeframe. A consistently branded campaign will be launched on multiple
media channels including traditional and social/digital.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
As a completely unique event, based on a proven "talent-search" model
familiar to international audiences, the Vail Rock Revue's media and
sponsorship potential is enormous. Travel and music writers will be able to
follow the story and create excitement for the weekend all summer long.
Potential sponsorship categories include: Lodging; Food; Travel; Audio &
Lighting Equipment; Musical Instruments; Banks & Financial Institutions;
Insurance Providers; Performing Arts Academies; Health Care Providers.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Attracting families, musicians, fans of live music and marquis "celebrity"
judges from around the state of Colorado will be considered a success for
year one. Subsequent Vail Rock Revues will expand to national and
international audiences through existing networks and resources in the
music industry, in tandem with the MAPS Shakedown recording studio in
Vail. These efforts will be combined with expanded marketing efforts aimed
at bringing more awareness to the international destination guests visiting
Vail on a year-round basis.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
MAPS and Shakedown Presents has successfully produced dozens of
events within the Town of Vail since Summer 2020, adhering to all COVID
protocols without incident.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
150
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
With an average spend of $200/day/person, that would generate an
additional $1.8M.
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
There is more than $1M in potential earnings for the Town of Vail by
bringing in these musical groups with family and friends. As well as the
attendees to see the event.
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.
Posting on event website and socials with a specific trackable link to
discovevail.com lodging page that offers discount code-specific rates for
the event timeframe.
BUDGET
Describe how you will use the funds
requested from the CSE.
Advertising, marketing, labor, production (stage, sounds, lightening,
streaming, lcd screen)
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1nV5Np6TZSBc-hxvvDyfMYFpxajI0HjB5&e
xport=download&display=/VailRockRevue_114444299_2022RFPEventBud
getCGL.pdf
What percentage % of the total
event/program budget is the CSE being
asked to fund?
As a nonprofit organization, we are asking for 100% of the program to be
funded by CSE, with possible sponsorships to reduce the total cash output.
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We would charge a fee for participants, there would be a reduction of
marketing outreach, and we would reduce the number of days or
participants of the event.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
0
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1H_fpQpNiEPVxOJhOv4x1KQ1RiOMUd7K
x&export=download&display=/VailRockRevue_114444633_VailRockRevue
2022MarketingPlan.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
To promote Vail as a cultural and music destination for a new segment of
guests. MAPS is working towards making Vail the live music destination of
the Rockies. As well as, appealing to a younger generation to become
lifelong guests of Vail.
Strategy: How will you meet your
objectives?
Utilize our contacts in the Valley and music industry to promote and seek
talent.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Posters, socials,
signage at local business and pop up concert events
Radio interviews and promotion
Vail Live
TV8
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
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: Music-specific digital platforms like Bands In Town, Jam Base and
Audiovore
Please list contact information for your
Media Relations or Public Relations
staff/firm
Shelley Nottingham Woodworth
Phone (970) 331-4802
Email shelley@gomapsmusic.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
@gomapsmusic on all social media platforms, if approved, a contest
specific event will be created.
How will you promote and utilize
DiscoverVail in your marketing efforts?
DiscoverVail will be an integral part of all digital print, marketing, and media
efforts. Including links, logo, and radio scripts.
Do you have a user database you utilize
for event promotion?
Eventbrite and our growing maps database. Ticket sales from shakedown
events, maps donors lists, and collaborations wth other non profit
organizations.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1Bho6-GRTigaNf9FYJymt2hYOgwmX9L-r&
export=download&display=/VailRockRevue_114446218_VailRockRevue20
22SponsorshipDeck.pdf
What levels of sponsorship are you
selling for your event?
Title
Presenting
Premier
Community
Gold, Silver, Bronze, In - kind
Please list your confirmed sponsors or
partners.
MAPS (Mr. Anonymous Philanthropic Society) - program manager
Color Red - Final winner will receive a professional recording session which
will be mixed, mastered, and then distributed through the MAPS channel on
the Color Red international distribution platform.
Vail Village Rentals - providing luxury accommodations for celebrity judges
and contestants.
Snowflake - providing luxury car service
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$20,000 is our target
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$10,000 - Housing, Music distribution, Private driver
Please explain the potential for
additional sponsorships or partners.
This event is massively appealing format for young and emerging talent in
a world class destination. With youth talent, destination guests, community
building, and statewide recognition showcasing Vail as a live music
destination is the perfect opportunity to promote a business or brand. Vail
Rock Revue is a family friendly event for all ages and backgrounds.
What sponsorship level are you asking
the Town of Vail to support?
As the host site of the event, the Town of Vail will be listed as our primary
partner in all media and sponsor execution. Discovervail will have the
same recognition on all assets.
List the sponsorship rights and benefits
associated with this level.
As the primary supporter of the Vail Rock Revue, Discovervail will be listed
on all marketing and promotional assets.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Company listing on website and signage. See Attached
How will you ensure fulfillment of the
sponsorship rights and benefits?
We are a proven team that wants to build our community through
promotions and partnerships with our local government and businesses.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=11eDNlQhD-vcSrgecfFfrLshKtpHXUO3C&e
xport=download&display=/VailRockRevue_114446561_Rosternames.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
gomapsmusic.org
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 7:33 pm
Browser: Chrome 94.0.4606.71 / OS X
IP Address: 107.77.196.136
Unique ID: 869460290
Location: 32.737998962402, -96.446296691895
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Angela Mueller
Title of person completing the
application
Executive Director
Email info@tasteofvail.com
Phone (970) 401-3320
What is the name of your
event/program?
Taste of Vail
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
48,000
How much was your event or program
funded in 2021?
50,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Mar 30, 2022
Proposed End Date Apr 02, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
03/30 03/31 04/01 04/02
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Taste of Vail
Mailing Address PO box 5663
Vail , CO 81658
Phone (970) 401-3320
Event/program Website or Organization
Website
https://www.tasteofvail.com
Number of years organization has been
in business
30
Organization's Mission Statement The Taste of Vail's goal is to enhance Vail's image, position, and reputation
as a world class resort
with a serious commitment to fine food and to promote recognition of the
Vail culinary lifestyle.
We want to bring guests to town to stay in Vail lodging, frequent Vail
businesses, and enjoy meals
created by Vail chefs.
The Taste of Vail is setup to be a year round platform that will have events
to enhance the food
wine, spirits and lifestyle of Vail. There is a festival in the spring.
Organization Tax Status Not-for-Profit (501C-6)
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
We are working with Habitat for Humanity in helping to create homes for
the working class in Vail. We work with them to ensure they their wine and
auction items for their fundraiser.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
30
Please describe the location(s) of the
event or program in previous years
The event takes place in the town of Vail, Lionshead, and the Top of the
Mountain as well as local
hotels and restaurants.
Please provide a detailed description of
the event/program and its activities
The Taste of Vail has been located within Vail for the past 30 years. We will
be in various hotels
and restaurants throughout Vail.
We will kick off the Taste of Vail with the Debut of Rose. The next day will
feature a Tasting on the Streets of Vail. followed by the Mountain Top
Picnic, and events will culminate with the Grand Tasting. We are evolving
our events with the help of the Restaurants to ensure we are doing what
they feel is supporting and helping them showcase who they are.
Interspersed during the week will be wine seminars at local restaurants.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Wednesday, March 30th: The Taste of Vail will Kick off with The Debut of
Rose in the afternoon.
Thursday, March 31: The Tasting f will be in the afternoon at the Gore
Creek location and
Willow Bridge Road.
Friday, April 1st: The Mountain Top Tasting is in the afternoon at the west
side of the Gondola
building.
Saturday, April 2nd: The Grand Tasting/dinner will be at tbd
Do you plan to use Vail Recreation
District Facilities?
No
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
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
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)
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.
The Taste of Vail has been able to be 80% compostable. We purchase all
the plating, utensils, and cups for the event. The 20% remaining waste is
recyclable.We have kept our composting on track. We will utilize Walking
Mountains to ensure
composting at the event, is on track, as long as funding is in place.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
150
Number of volunteers anticipated 140
Number of event/program staff 40
Estimate of total number of
spectators/attendees anticipated
10,000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
4000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
6000
Estimate the number of international
guests your event/program will bring to
Vail
100
How will your event/program increase
sales tax in Vail?
We work alongside Vail Resorts to ensure our weekend is at non-peak time
for the mountain: the Taste of Vail's goal is to have events during quieter
times and increase guest traffic into Vail. We bring in destination guests to
stay at hotels in town and have planned our events so guests will spend
more time in Vail frequenting restaurants and local businesses, increasing
sales and sales tax revenues.
How will your event support the mission
and vision of the Vail Town Council?
The Taste of Vail Spring Festival goals directly align with those of the Vail
Town Council. The Taste of Vail brings guests into town during quiet times
of the season to provide a high quality event. The Taste of Vail
demonstrates the exceptional services Vail can provide, as well as
familiarizes out-of-town guests with the unique recreational activities
available in only in the Vail Valley. We strive to have our event focus on the
culture of Food and Wine, providing highly
knowledgeable professionals in this area to help educate the public. Each
event at the Taste of Vail provides materials that are 100% recyclable or
compostable to emphasize the importance of
sustainability and each individual's impact on the environment.
How will your event or program support
the Vail brand identity?
The goal of Taste of Vail is to enhance Vail's image and reputation as a
world class international resort with a serious commitment to fine food and
recognition of Vail's culinary lifestyle. This event offers residents and Vail
guests access to fine wines and direct contact with winemakers and
owners as well as renowned chefs, an event that is difficult to duplicate
anywhere else.
How is this event/program at the right
time for Town of Vail?
The Taste of Vail brings guests to town during a quiet time of year. The
event increases lodging stays, restaurant visitation, and shopping in local
stores. We are starting to see guest visits from previously unrepresented
areas of the region increase.
How will your event/program attract
target markets of both visitors and
community members?
Our research data found that our guests are food and wine enthusiasts who
want to explore the outdoor activities Vail has to offer. We are seeing that
the millennial crowd is coming - we are excited to have a new demographic
experience The Taste of Vail and the Vail lifestyle. We will continue to cater
to these types of individuals while also reaching out to new guests through
social media and press. Our ticket prices are affordable across a broad
range of demographics
and we continue to work on providing unique and exciting events to
broaden our appeal. ThinkBig
Media PR continues to explore not only the national reaches but the also
invites writers from the
Front Range and nationally, who market the event across all types of media
outlets.
How will the event/program deliver fresh
content and enhanced experiences?
We are working to improve every event that Taste of Vail Offers!
The Debut of Rose: We will be having a millennial lounge/house DJ and we
are working on our
location so it will gives everyone a comfortable, well-thought out flow.
The Tasting: We will have music on the streets, street art and more to
entice the guests to keep walking and exploring what we have to offer.
The Mountain Top Tasting: We will have ice sculptures on the Mountain
and also fire pits & music
to keep the guests entertained and excited, regardless of the weather. We
want them to fully
embrace the Vail Lifestyle.
The Tasting/Dinner: We will have a auction, The restaurant tables will have
be putting their
chefs under a spotlight. They are going to be creating different iconic
platforms within the
ballroom to enhance our local chefs. We are incentivizing the restaurants
by having a best booth
presentation award. We want to highlight the restaurants and remind guest
they are one of the hallmarks of the Taste of Vail.
Seminars: We are continually working up to date and exciting subjects to
be the focus of our seminars.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
If you see above, our goal is to bring in music and action to all events. Our
music will include walk
about bluegrass/jazz players and musicians/DJs that will give our crowd,
including the millennials,
a reason to come and stay and see what we have happening at the next
event! We are evolving the event and working with all the restaurants and
to what works best for them.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The CSE funding has made it possible for Taste of Vail to broaden the
event's appeal. Through the continued support of key sponsors such as the
American Lamb Board, The American Beef Board, Toyota, 5280, USA
Today and Vail
Resorts we have continued to gather more positive impressions. In our
continuing evaluations of
the events we look for ways to grow and make the event more accessible.
The CSE funding will make it possible for Taste of Vail to broaden the
event's appeal. We are increasing the marketing budget to allow a larger
social media and national marketing effort. Our PR firm ThinkBig has
allowed us to grow with National Press.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We plan to leverage our sponsors media connections in 2022 to enhance
the Taste of Vail
exposure and reach new markets. Our PR Company, Think Big Media,
continues to expand our
national and regional reach and is effective in securing sponsorships. We
will also be collaborating with local businesses to cross promote our
events.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
In 1992, Angela Mueller began planning small events in the Vail Valley.
With just herself, a family,
and a growing reputation for amazing events, Angela turned her passion
into a business, and Ren Event
Productions came to life. Angela and her team at Ren Event Productions
are specialized in providing quality event planning and consultation
services for corporations, associations and charitable organizations.
The team at Ren Event Productions has experience with a wide range of
events and shows, collaborating with a variety of clients. Ren has a
network of staff and vendors to ensure all of the elements of each event
blend together seamlessly. Ren is not just an event and production
company.
Cultivating relationships is what we do. It's our source of inspiration and an
ever-present reminder of why we love our jobs. Whether a client or internal
employee, a vendor or local farmer, these connections are key to our
innovation, creativity, culinary insight, and most importantly, to satisfying
the locals and guests in Colorado and beyond. Taste of Vail has hired a
sponsorship team and we are seeing growth. We now have a staff and are
pursuing new venues for a new enhanced experiences at the Taste of Vail
Spring Wine & Food Classic.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We have worked with the Health Department and will continue. We
canceled two of our festivals to ensure we were following protocol. We will
work and ensure we are following Pandemic Guidelines.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
1200
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
1,200,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Tax: 226, 400
Over $5,000,000 ,000 based on Fall Spending.
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.
The lodging for the Taste of Vail uses a link for all guests that come to Vail
and are part of their package for the event. Using this information, we can
work with hotels and find out our estimated room number for event. We
also have room blocks and we use these for our nights also. The lodging
info is all from the www.tasteofvail.com/lodging.
BUDGET
Describe how you will use the funds
requested from the CSE.
In our continuing evaluations of the events we look for ways to grow and
make the event more accessible. The CSE funding will make it possible for
Taste of Vail to broaden the event's appeal and reach to include larger
demographic. We are adding to the marketing budget to provide a stronger
social media and national marketing effort. The funding will also be used to
update our website; we want to give the best image of Vail possible. We
will also add a program that guests will be able to use to both find and
purchase wines as well as find the restaurants and
participating businesses in Vail.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1Ri3m65fbkUtNabt2Mm1ZWzN9aPFo4lho&
export=download&display=/TasteofVail_114444299_2022EventBudgetTOV
.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
13.3%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
YES
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
201500
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1eN9ciqfFeNab8hmHsable8kIW4Bqv6F7&e
xport=download&display=/TasteofVail_114444633_2022TasteofVailMarketi
ngPlan.docx.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our goal is to expand to new markets in order to bring new visitors to Vail.
We want guests to
experience the uncompromising reputation of the Vail Valley and explore
what Vail has to offer in
lodging, culinary prowess, and learn more about wine from the
winemakers, owners and
importers and the lifestyle of Vail and what we have to offer during their
stay in Vail. We want to
provide amazing food and wine and introduce our discerning guests to the
Vail Lifestyle, an
experience that will encourage them to return to Vail every year.
Strategy: How will you meet your
objectives?
Our marketing strategy consists of three main prongs: statewide PR, local
media, and social
outreach. Our PR company focuses on national and statewide reach,
contacting media writers
throughout the state who provide information to media outlets. Our print
and radio campaign
focuses on the local community, and our social media platform reaches
past and future visitors
and keeps everyone appraised of event timing and pop-up events during
the Taste of Vail.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We provide leaflets and postcards for local restaurants and concierge to
provide visiting guests.
We have placements in local advertisements and magazines. Our event
features local restaurants,
distilleries, breweries and distributers. We will be having wine dinners
leading up to event throughout town to work with restaurants and wineries
during non busy times.
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
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Facebook
Instagram
Posters
Rack Cards
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kate Lessman
Phone (970) 333-3395
Email kate@thinkbigmediapr.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.instagram.com/tasteofvail/
https://www.instagram.com/vailfarmersmarket/
#Tasteofvail
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will send all marketing to Discover Vail to market event together.
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1-LhvFOBzqULMfOi6qMRgFUMDSeWfIOn
0&export=download&display=/TasteofVail_114446218_TOV2022Sponsors
hipDecktown.pdf
What levels of sponsorship are you
selling for your event?
Exhibit/Social Space- $45,000
Signature Event/ After Party $50,000
Media $20,000
Influencer $20,000
Brand Product Sampling Booth $6,000
Custom Sponsorship
Please list your confirmed sponsors or
partners.
La Croix
Tahoe Kitchen
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$52,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$1200
Please explain the potential for
additional sponsorships or partners.
We have a team working on this and are working non stop to work on
sponsorship for event.
What sponsorship level are you asking
the Town of Vail to support?
We have the town of Vail ability as Signature Event Sponsor
List the sponsorship rights and benefits
associated with this level.
Full page ad in Event Program & Brochure
Website and in all promotional materials
social media Campaign: 1 a month till December and then January, Feb,
March 2-3 posts.
Specialized event & Exhibitions at events
16 Signature Passes
114 Tasting Tickets
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
same as above.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
This includes a space on site to sample only; no sponsor promotion or logo
presence included. Full sponsorship packages with included booth on site
start at $6,000
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will have a contract. The contract will be signed by both parties.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=12wls7g8S0zPxB9DS8-BIGrdk0ZqRV77r&e
xport=download&display=/TasteofVail_114446559_TasteofVailWrapup202
12.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1v_OsyBqMR7XHtyIufAuTBqN8BmndI2OH
&export=download&display=/TasteofVail_114446561_BoardofDirectorsTO
V2021.pdf
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 7:44 pm
Browser: Safari 15.0 / OS X
IP Address: 107.77.196.136
Unique ID: 869463110
Location: 32.737998962402, -96.446296691895
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Angela Mueller
Title of person completing the
application
Director
Email vailfarmersmarket@gmail.com
Phone (970) 401-3320
What is the name of your
event/program?
Vail Farmers' Market & Art Show
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
45000
How much was your event or program
funded in 2021?
53160
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Jun 19, 2022
Proposed End Date Oct 02, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
06/19 06/26 07/03 07/10 07/17 0724 07/31 08/07 08/14 08/21 08/28 09/04
09/11 09/18 09/25 10/02
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Farmers' Market
Mailing Address PO Box 1978
Vail, CO 81658
Phone (970) 401-3320
Event/program Website or Organization
Website
https://www.vailfarmersmarket.com
Number of years organization has been
in business
20
Organization's Mission Statement The goal of the Vail Farmers' Market is to stimulate and enhance business
on Meadow Drive in Vail. We want all guests to feel that have the ability to
purchase a unique item that is made in or from Colorado. Colorado
produce, livestock fish, and unique artisanal items are available and
promoted at the market.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
20
Please describe the location(s) of the
event or program in previous years
The market takes place on Meadow Drive from Vail Road to the Covered
Bridge. The market will also occupy the west side of the Willow Bridge
Road.
Please provide a detailed description of
the event/program and its activities
The Vail Farmers' Market is a local market focused on showcasing
Colorado artisans and farmers.
There will be a variety of musical entertainment at Solaris. . The
market is a family event and the activities for children are popular, which
include caricatures, the
bouncy house and the mechanical bull located at Solaris. Made in Colorado
is the majority of our vendors.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We will be utilizing the streets of Vail (Meadow Drive and Willow Bridge
Road) from 9:30 to 3:30. Setup begins at 6:45 am
each Sunday. Breakdown ends at 5 pm.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
At this point, no portion of the event will take place outside of the Town of
Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
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)
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.
Vail Farmers' Market and the Town of Vail have worked together to ensure
each year we compost and recycle nearly 100% of discarded items. We are
able to make this occur by using Walking Mountains: they have helped to
keep our composting on track. We will continue to ensure strict recycling
and composting measures if the funding remains in place.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
142
Number of volunteers anticipated 4
Number of event/program staff 7
Estimate of total number of
spectators/attendees anticipated
200,000
If applicable, final number of last years
attendance
72,000
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
70,000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
143,000
Estimate the number of international
guests your event/program will bring to
Vail
5,000
How will your event/program increase
sales tax in Vail?
The Vail Farmers' Market and Art Show is one of the most well attended
events in Vail, bringing guests into town on a day there was often no one.
We continue to attract guests that regularly visit Vail and those who are
finding Vail for their first time. The event brings guests into town not only to
experience the market but to visit Vail businesses, which benefits local
hotels, stores, and restaurants. The unique atmosphere we generate
ensures the 2022 market will bring people to town to enjoy themselves,
relax, and spend their money.
How will your event support the mission
and vision of the Vail Town Council?
We often hear tourists comment that they lengthened their stay because of
the Sunday market. In the summer of 2021, total attendance was more
than 200,000 people, with an average of 8000-10,000 a Sunday.
The market encourages people to prolong their stay even when their
conference/group benefit may be finished. We attract clientele from all
areas of Colorado and demographics, contributing to going a vibrant and
diverse economy.
How will your event or program support
the Vail brand identity?
The Vail Farmers' Market and Art Show incorporate the Vail brand by
appealing to active guests who enjoy culinary events, our unique artisan
items, and the market's festive atmosphere. We bring people into Vail every
Sunday all summer long and provide them with an enjoyable and unique
experience that celebrates Vail and supports the Vail brand.
How is this event/program at the right
time for Town of Vail?
The market brings tourists and locals into the town center at a time when it
was previously quiet.
The event is held on Sundays, providing a reason for guests to extend their
visit and stay one more day in Vail. Sundays are also generally a day off for
locals and their families to relax and explore the Vail center and buy
healthy, locally sourced groceries for the week.
How will your event/program attract
target markets of both visitors and
community members?
The market creates a sense of community in Vail by bringing people
together. Locals enjoy lunch outdoors, purchase produce, and visit with
friends. Tourists enjoy the colorful activities and purchase items that will
continue to remind them of their special time here. The event gathers
people from near and far, renewing their sense of Colorado pride in
craftsmanship and locally grown foods and providing a venue to spend
quality time with friends and family.
How will the event/program deliver fresh
content and enhanced experiences?
The market increased its produce selection for 2021 and plan to do again,
as we regrow from COVID. We have seen an increase in guests and locals
purchasing their produce in Vail.
The local band series is reviving and growing. We will continue to have old
favorites and new artists performing on Sundays throughout the market.
We have had a 20% change of vendors for the past three years, which has
created a fresh feel while still maintaining customer favorites. We have also
started a new vendor each week program; we will continue this program so
we have new faces for everyone each week.
We are asking for our produce vendors to create recipe to share on social
media each week and we are encouraging healthy home cooking and
shopping locally at our produce booths.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The market provides an enjoyable experience that celebrates Vail. Guests
can taste new, fresh foods from local restaurants, explore novel artistic
ideas from Colorado based artisans, and bask in the warm summer
atmosphere of Vail. Kids can enjoy the bouncy castle, ride the mechanical
bull, and meet up with friends next to the river. Vail Jazz at the Market and
local bands will continue to entertain as all guests walk through the market.
The glorious summer environment and market will prompt many of our
guests and locals alike to return in the future.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
We had 30 pieces of coverage from our PR. Our Impressions totaled
9,585,225, which is an ad equivalency of $123,475.
We have Ads in 5280 and Vail Daily with a reach of over 200,000 people.
The social media blasts that have gone out to of 16,000 local and national
consumers.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The marketing plan will continue to grow for the 2019 season. Our PR
company, Think Big, will help ensure our name is being expanded in the
national and local outlets, and we will continue our website, social media,
and our advertising throughout the summer.
The Vail Daily, Westword, Vail Valley Magazine, Mountain Living
Magazine, FOX31, Examiner.com, Colorado Meetings and Events, Mtn.
Town. Magazine, Bindu Media, The Denver Post, 5280, Expedia, Mountain
Living, Newsweek, USA Today, NY Times, Food and Wine, Food Network
have all been at the market this 2021 season.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
In 1992, Angela Mueller began planning small events in the Vail Valley.
With just herself, a family, and a growing reputation for amazing events,
Angela turned her passion into a business, and Ren Event Productions
came to life. Angela and her team at Ren Event Productions are
specialized in providing quality event planning and consultation services for
corporations, associations and charitable organizations. The team at Ren
Event Productions has experience with a wide range of events and shows
and collaborates with a variety of clients. Ren has a network of staff and
vendors to ensure all of the elements of each event blend together
seamlessly.
WE'RE IN THIS TOGETHER
Ren is not just an event and production company. Cultivating relationships
is what we do. It's our source of inspiration and an ever-present reminder of
why we love our jobs. Whether a client or internal employee, a vendor or
local farmer, these connections are key to our innovation, creativity,
culinary insight, and most importantly, to satisfying the locals and guests in
Colorado and beyond.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We will and have worked with the Eagle County Health Department and will
continue to do so. We will follow guidelines put forth by them and us. We
have adjusted and evolved as we felt safe for our guests and vendors.
We will continue to do this for the foreseeable future.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
6863
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$12,926,662
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$11,408,043
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.
In the summer of 2021, we brought over 218,000 people into the Vail
community. The market produced approximately 6863 room nights over the
course of the summer with an average nightly rate of $500. The estimated
gross revenue generated was approximately 12 million dollars.
We track these room stays by survey every Sunday of the market.
BUDGET
Describe how you will use the funds
requested from the CSE.
When funded, we will use the money from the CSE and our sponsorships
to ensure the market is a true farmers' market and Colorado artisan event.
We will instill the Vail brand into the events.
The funding will help with press coverage and public relations, as well as
advertising for the event.
Staffing for these events has grown due to the size of the market, and the
funding will ensure the
event goes smoothly.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1HIm5C_oUpasKxSp8v7lMlAyDTFeCjMJR
&export=download&display=/VailFarmersMarketArtShow_114444299_202
2EventBudgetTemplateVFM.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
20%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
We will do less days.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
151460
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1CHm_QjV4yEcmiaqtYBVXUZSoBCOFvN
Qo&export=download&display=/VailFarmersMarketArtShow_114444633_V
FMMarketingPlanfor2022.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
Our PR company, Think Big, will ensure our name is reaching local,
regional, and national outlets.
We will continue have advertising and articles throughout the summer in
the following outlets, as
well as social media:
The Vail Daily (2 ads per week)
Westword
Vail Valley Magazine
Mountain Living Magazine
Mountain Town Magazine
Mountain Town Magazine Online
FOX 31
Denver Post
Examiner.com
Colorado Meetings and Events
5280
Expedia
Strategy: How will you meet your
objectives?
We will continue to provide fresh press releases and print advertisements
as well as social media.
Each week, we send out multiple social media updates featuring our
vendors and products. We will focus on local, regional, and national
advertisements, drawing more people to come to Vail from the front range
as well as vacationers from other states.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
Activation opportunities include advertisement in banners, newspapers,
social media, magazines, and world of mouth. We advertise the Town of
Vail on our website as well as encourage and incorporate local Meadow
Drive merchants into our market.
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
Television
E-newsletters
Web
Facebook
Instagram
Posters
Rack Cards
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Kate Lessman
Phone (970) 333-3395
Email kate@thinkbigmediapr.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
https://www.facebook.com/VailFarmersMarket
https://www.instagram.com/vailfarmersmarket/
#vailfarmersmarketandartshow
#vailfarmersmarket
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will send our press releases and send any new pictures, marketing
material we have.
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1Zi-oCMCeEqhx1AbvhjjVz8P5zz9e-hsV&ex
port=download&display=/VailFarmersMarketArtShow_114446218_VFMspo
nsorshipdeck22TOV1.pdf
What levels of sponsorship are you
selling for your event?
$50,000 plus: Premier Sponsor
Logo on website as Premier Sponsor of The Vail Farmers' Market & Art
Show
Logo in newspaper ads
Ads and Logo in Social Media
10 X 10 space at 16 Market days
Special Activation Space on 12 market days: IE: extra tent space, Info
booth 20 x 20 space for 7 days- for your approved activation
Sustainable Sponsor is included in premier sponsor for Sustainability and
have water stations with logo and name on it.
Extra Large Company Name placed on our Hall of Fame Wall for both
Farm to Table Dinner and 16 of our Vail Farmers' Markets
$35,000- $49,999 Platinum
Logo on Website as the Platinum/Vehicle Sponsor of the Vail Farmers'
Market & Art Show
Logo in Newspaper ads
Ads and logo in Social Media
10 X 10 Space at Market for 16 Market Sundays
Special Activation for 8 Sundays: Ie: 20 X 20 Space, in which you can
create your activation
Large Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
Added activation experience for Town of Vail
Please list your confirmed sponsors or
partners.
Food Network
Liv Sothebys
Slifer, Smith & Frampton
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
25,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
2000
Please explain the potential for
additional sponsorships or partners.
We are working on an auto and have contact with companies that will work
with Farm to Table and Market.
What sponsorship level are you asking
the Town of Vail to support?
Platinum for $45,000.
Platinum
Logo on Website as the Platinum/Vehicle Sponsor of the Vail Farmers'
Market & Art Show
Logo in Newspaper ads
Ads and logo in Social Media
10 X 10 Space at Market for 16 Market Sundays
Special Activation for 8 Sundays: Ie: 20 X 20 Space, in which you can
create your activation:
We know that the special activation or the Town of Vail is not necessary,
however for our Guest Chef Series, we will utilize this to promote Vail and
what we have to offer.
Large Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
Added activation experience for Town of Vail
List the sponsorship rights and benefits
associated with this level.
Logo on Website as the Platinum/Vehicle Sponsor of the Vail Farmers'
Market & Art Show
Logo in Newspaper ads
Ads and logo in Social Media
10 X 10 Space at Market for 16 Market Sundays
Special Activation for 8 Sundays: Ie: 20 X 20 Space, in which you can
create your activation
We know that the special activation or the Town of Vail is not necessary,
however for our Guest Chef Series, we will utilize this to promote Vail and
what we have to offer.
Large Company Name placed on our Hall of Fame Wall for both Farm to
Table Dinner and 16 of our Vail Farmers' Markets
Added activation experience for Town of Vail
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Logo on website as Premier Sponsor of The Vail Farmers' Market & Art
Show
Logo in newspaper ads
Ads and Logo in Social Media
10 X 10 space at 16 Market days
Special Activation Space on 12 market days: IE: extra tent space, Info
booth 20 x 20 space for 7 days- for your approved activation
Sustainable Sponsor is included in premier sponsor for Sustainability and
have water stations with logo and name on it.
Extra Large Company Name placed on our Hall of Fame Wall for both
Farm to Table Dinner and 16 of our Vail Farmers' Markets
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
We have a Real Estate and a Local Business sponsorship.
These allow them to have a tent at market for 16 Sundays.
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will sign a contract with all agreed rights and benefits that have been
agreed upon by both sponsor and Vail Farmers' Market & Art Show.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1InOQTyf-bjIdGy2fst0SS3tqvLllbR_5&expor
t=download&display=/VailFarmersMarketArtShow_114446559_VFMWrapu
p2022.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1UxmHkchyoC1sfqbNgRgHtvlZX868r8WP&
export=download&display=/VailFarmersMarketArtShow_114446561_VFMB
oardofDirectors2021.pdf
OPTIONAL ATTACHMENTS
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 7:45 pm
Browser: Safari 13.1.1 / OS X
IP Address: 73.164.17.24
Unique ID: 869463266
Location: 44.830898284912, -93.459899902344
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Sean Cross
Title of person completing the
application
Executive Director
Email sean@vailfilmfestival.org
Phone (646) 236-2155
What is the name of your
event/program?
Vail Film Festival
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
45000
How much was your event or program
funded in 2021?
0
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Sep 22, 2022
Proposed End Date Sep 25, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Colorado Film Institute
Mailing Address P.O. Box 1620
Edwards, CO 81632
Phone (970) 306-6843
Event/program Website or Organization
Website
www.vailfilmfestival.com
Number of years organization has been
in business
18
Organization's Mission Statement The Colorado Film Institute's mission is to foster independent film through
film screenings, panels, workshops, networking events, and educational
projects. The Colorado Film Institute stages the Vail Film Festival on an
annual basis in Vail, Colorado as the primary outlet for the Institute's
initiatives.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
18
Please describe the location(s) of the
event or program in previous years
The 2020 and 2021 Vail Film Festival were staged virtually. The sixteen
previous Vail Film Festival's were all staged in Vail utilizing many different
venues over the years. Past venues include Cinebistro theater, Cascade
theater, Marriott Hotel, Vail Lodge, The Sebastian, Vail Mountain School,
Mountain Haus, La Tour restaurant, Larkspur restaurant, Vail Grand Hyatt,
Vail Brewing Company, 10th Mountain Whiskey, Vail Ski Museum, and
others.
Please provide a detailed description of
the event/program and its activities
The Vail Film Festival includes film screenings, filmmaker question and
answer sessions, educational workshops and panel discussions,
networking activities and nightly parties, as well as a daily hospitality
lounge, a filmmaker reception, and a Saturday night awards ceremony.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We plan to use the Cascade Theater, Vail Mountain School theater, Vail
Mountain Haus, Vail Ski Museum, Lodge at Vail, Vail Brewing Company,
10th Mountain Whiskey, Larkspur restaurant, and La Tour restaurant. All
venues will be used during the festival weekend. We have not contacted
the venues yet.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
All events take place in the Town of Vail.
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
Purchase carbon credits or offsets
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
Compost food waste
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)
All of these
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.
We are committed to environmental sustainability and we will utilize all of
the above mentioned measures to create a sustainable event.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
200
Number of volunteers anticipated 100
Number of event/program staff 20
Estimate of total number of
spectators/attendees anticipated
6500
If applicable, final number of last years
attendance
5000 (online)
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
3500
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
2500
Estimate the number of international
guests your event/program will bring to
Vail
500
How will your event/program increase
sales tax in Vail?
Our filmmakers and attendees will stay at Vail hotels, as well as shop at
Vail stores and dine at Vail restaurants.
How will your event support the mission
and vision of the Vail Town Council?
The Vail Film Festival's focus on culturally relevant programming and works
that entertain, as well as educational panels and ?lmmaker discussions,
help to support the Council's mission to o?er cultural and educational
opportunities to Vail residents and guests, and to o?er a fun experience
that also fosters community building.
How will your event or program support
the Vail brand identity?
The Vail Film Festival will also associate the Town of Vail with a highly
recognized film program, and will bring in high profile celebrity guests that
will help build the Town of Vail brand both in Hollywood and across the
United States through social media.
How is this event/program at the right
time for Town of Vail?
The 2022 Vail Film Festival will take place at the end of September, during
a softer time for tourism, and will help to bring in visitors to showcase the
Town of Vail outside of ski season. September is also a good travel time for
filmmakers and film industry professionals.
How will your event/program attract
target markets of both visitors and
community members?
The festival's program is varied and includes all genres of films, as well as
social events that all serve to bring in tourists from outside of Vail, as well
as attract the local community.
How will the event/program deliver fresh
content and enhanced experiences?
The Vail Film Festival has continued to grow in reputation and continues to
attract highly rated films, as well as leading Hollywood producers, directors,
writers, and actors. The 19th Vail Film Festival will embrace the current
fascination with television, and will showcase more television programming,
as well as bring in top tier television executives and creatives to participate
in educational panels and workshops.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
The Vail Film Festival is a celebratory, fun event that encourages
interaction between guests and filmmakers, both with daily panels and
filmmaker Question and Answer sessions, and with nightly parties where
attendees can discuss the day's films and unwind at one of Vail's signature
hotels or restaurants. We will also program a number of films that are
entertaining and uplifting, and films that promote conversations between
attendees and filmmakers.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The average marketing reach for the Vail Film Festival is over 50 million
impressions per year.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
The Vail Film Festival has a strong track record of attracting sponsorship
support and leveraging media partnerships to gain more exposure. The
19th Vail Film Festival will honor several celebrity guests, as well as bring
in leading filmmakers, and will leverage those celebrities and filmmakers to
gain more media exposure.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
The event producers have produced the Vail Film Festival for 18 years, and
have we extensive knowledge and deep resources within the film industry
to sustain and grow the event.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
The Vail Film Festival can adapt quickly based on any public health orders.
The festival can be staged fully in person, or as a hybrid in person and
online event, or can be staged entirely virtually.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
3000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$2,000,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
$2,800,000
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.
All communications regarding lodging from the Vail Film Festival to
filmmakers and encourages guests to stay in Vail lodging. The Vail Film
Festival also includes a lodging page that lists only Town of Vail lodging
properties. The number of lodging nights are tracked through a post festival
survey to filmmakers and attendees.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used to market the Vail Film Festival through
partnerships, film and travel related media, and via social media channels.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1giNLXnTXF7rDQOv-S3RyUosYUJH8xHk
M&export=download&display=/VailFilmFestival_114444299_2022_RFP_B
udget_VailFilmFestival.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
13%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
If the event is not funded at the full requested amount, the 19th Vail Film
Festival will still be staged in Vail, however, the marketing spend would be
lower.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
110000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1ueWcHJW6W4aRfF1FQtLKUlKrNmmMtF
Xv&export=download&display=/VailFilmFestival_114444633_VFF_2022_M
arketingPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
The festival's marketing efforts are targeted to bring in filmmakers and
guests from Vail, from Denver/Boulder and throughout Colorado, and from
across the United States.
Strategy: How will you meet your
objectives?
The festival will spend strategically to target the right demographic of film
fans, filmmakers, and entertainment and luxury seekers. To help achieve
our objectives, the festival will partner with other events and organizations
with similar goals, as well as in-kind sponsorships to extend our marketing
spend.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
The festival will partner with local businesses and events to build
awareness for the event with both locals and visitors.
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
Please list contact information for your
Media Relations or Public Relations
staff/firm
Krista Ammirato
Phone (970) 306-6843
Email krista@vailfilmfestival.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @vailfilmfest
Twitter: @vailfilmfest
Facebook: /vailfilmfestival
How will you promote and utilize
DiscoverVail in your marketing efforts?
We will list Vail Film Festival on DiscoverVail and also promote
DiscoverVail alongside the Vail Film Festival strategically in our marketing
efforts.
Do you have a user database you utilize
for event promotion?
Yes.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1DRcE0ndGggqEsXExqDBl2P6PrXnip-s-&
export=download&display=/VailFilmFestival_114446218_2022_VailFilmFes
tival_Deck.pdf
What levels of sponsorship are you
selling for your event?
Sponsorships range from $1,000 to $65,000.
Please list your confirmed sponsors or
partners.
The 19th Vail Film Festival will take place in late September so we are just
now beginning our sponsorship outreach. We anticipate securing sponsors
that have supported the event in the past such as GMC, Vail Resorts,
Comcast, Vail Daily, AMT Radio, Screen Actors Guild, Colorado Office of
Film & TV, and many of our hotel partners.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
211,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
30000
Please explain the potential for
additional sponsorships or partners.
We are currently in talks with several high profile sponsors and anticipate
securing a significant number of sponsors, due in part to the lack of events
over the last year and a half and the fact that companies are looking
forward to sponsoring more in person events. The pandemic has given rise
to an unprecedented demand for film and television content, and sponsors
are more interested than ever in associating their brands with film and
television creators, and film related events. We are in talks with several
potential new sponsors including Netflix, Hulu, Paramount Plus, Variety,
Directors Guild of America, IMDB, and BritBox.
What sponsorship level are you asking
the Town of Vail to support?
Premiere (The second highest sponsor level).
List the sponsorship rights and benefits
associated with this level.
PREMIERE SPONSOR ($45K)
•Sponsor recognized as a Premier Sponsor
•Category Exclusivity
•Present one Festival event
•Recognized as "Official Category Sponsor"
•Pouring/Sampling Rights at Festival Events
•2nd Tier Festival-wide branding + marketing
•30 sec spot before all film screenings
•Present a Film Program
•Logo on festival website homepage
•Logo on festival website sponsor page
•Full-Page ad in festival program
•Designated festival newsleGer
•Designated social media posts
•Inclusion in festival advertising
•10 VIP all-access passes
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
PRESENTING SPONSOR ($65K)
•Sponsor recognized as Presenting Sponsor ("Vail Film Festival presented
by sponsor")
•Category Exclusivity
•Present a Festival venue
•Present two Festival events
•Recognized as "Official Category Sponsor"
•Pouring/Sampling Rights at Festival Events
•1st Tier Festival-wide branding + marketing
•1 minute spot before all film screenings
•Theater Naming Rights ("Sponsor Theater")
•Present a Film Program
•Logo and link on website homepage
•Logo and link on website sponsor page
•Inside Front Full-Page ad in Festival program
•Designated Festival newsletter
•Designated social media posts in
• Top level inclusion in Festival advertising
•16 VIP all-access passes
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
ASSOCIATE SPONSOR ($1000)
•Logo included on Sponsor page of festival website
•Logo included in festival program guide
•Logo included on Sponsor Slide shown before film screenings
•Logo included in Vail Film Festival newsletters
•2 All-Access Passes
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have a dedicated team member who will oversee all sponsor
activations both leading up to, and during, the event, ensuring that all
benefits are fulfilled.
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?
Due to the Covid pandemic, we have staged the 2020 and 2021 Vail Film
Festival virtually. We're looking forward to returning to an in-person event
for 2022, and in our conversations with filmmakers and our virtual event
attendees, we have seen a strong demand for in-person events again.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1DJWenREyD7k0UQIwjrp7eMdiLXTEZWk
U&export=download&display=/VailFilmFestival_114446559_VailFilmFestiv
al2021_Report.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1WLb3ID4mAmhjyTknD3C2-irqVK-4OEc1&
export=download&display=/VailFilmFestival_114446561_VailFilmFestival_
BoardExecStaff_2021.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://vailfilmfestival.eventive.org
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 9:01 pm
Browser: Chrome 93.0.4577.63 / Windows
IP Address: 75.70.25.197
Unique ID: 869481072
Location: 38.852100372314, -104.77770233154
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Eddie Shipstad
Title of person completing the
application
Owner of Shipstad Skating Instruction INC and Shipstad Entertainment
Email eshipstad@outlook.com
Phone (303) 947-6113
What is the name of your
event/program?
Vail Skating Festival's Summer Training Camp
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
Yes
Amount of 2022 sponsorship funding
requested
$3,000
How much was your event or program
funded in 2021?
$0
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
Yes
Proposed Start Date Jul 28, 2022
Proposed End Date Jul 30, 2022
If you have more than a single date
range, please list all your event/program
dates here in this format MM/DD
N/A
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Shipstad Skating Instruction INC
Mailing Address 55 Villegreen Street
Colorado Springs, CO 80906
Phone (303) 947-6113
Event/program Website or Organization
Website
www.vailsummerskate.com
Number of years organization has been
in business
17
Organization's Mission Statement To offer the highest level of ice entertainment and education to skaters,
coaches, skating fans, and general public.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Dobson Ice Arena
Vail Public Library
Steadman Clinic/Steadman Philippon Research Institute
Please provide a detailed description of
the event/program and its activities
Skating Clinic/Seminar for skaters and coaches of all levels. The clinic
offers the highest level of coaching that has included Olympic/World/and
US National coaches and choreographers. The clinic/seminar specializes
in jumping and skating skills. Past camps have had skaters as young as 7
years old to world caliber athletes. Recent clinics have included skaters
from 5 countries.
The event is 2.5 days of on and off-ice classes as well as private lessons
with the elite staff. Off-ice activities have included warming up with
Steadman Clinic Trainers, yoga with Vail instructor, cirque dance with local
Vail instructors, tour of the Steadman Clinic/Steadman Philippon Research
Institute, and nightly exhibitions.
July 2021 we took 50 skaters to the Vail Dance Festival at the Ford
Amphitheatre.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Dobson Arena 7:30am-5:00pm Thursday and Friday/ 7:30-12:00 on
Saturday
Vail Public Library 3 hours each day for off-ice meetings
Steadman Clinic for two 1 hour tours for the skaters and coaches.
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=19Jazxz8SseYdPdx1UyJf2-UAp3aU9SMY&
export=download&display=/VailSkatingFestivalsSummerTrainingCamp_11
4448279_2022VSFDobsonConfirmation.png
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
2
Proposed Start Date - Dobson Arena Jul 28, 2022
Do you need to add a second set of
dates for the Dobson Arena?
No
If your request for Dobson Arena is for
more than 2 days, please list out your
other requested dates in this format,
MM/DD.
N/A
Please describe proposed use of
Dobson Arena
On and Off-ice classes for the clinic/seminar.
Total in-kind value for Dobson Arena
rental
$5,000
ENVIRONMENTAL PRACTICES
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
Compost food waste
Provide water bottle filling stations
Provide secure bike parking area
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.
Skaters receive their schedules on their phones/emails. Minimal printed
materials are used for this event.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
60
Number of volunteers anticipated 2
Number of event/program staff 8
Estimate of total number of
spectators/attendees anticipated
200
If applicable, final number of last years
attendance
120
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
70% of the skaters attending the clinic come from the Denver and Colorado
Springs areas
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
20%
Estimate the number of international
guests your event/program will bring to
Vail
10%
How will your event/program increase
sales tax in Vail?
Skaters/their family, and coaches stay a minimum of 3 nights in the Town
of Vail. Most stay 4 nights. Many of our families bring their entire family to
treat it as a vacation for the family. They enjoy biking, hiking, Vail Dance
Festival, and all of the many restaurants.
How will your event support the mission
and vision of the Vail Town Council?
Our elite staff, fantastic arena, amazing sponsors make this equal the level
that Vail is known for...being world class.
How will your event or program support
the Vail brand identity?
Highest level of coaching and clinic experience that match the Vail "world
class" resort.
How is this event/program at the right
time for Town of Vail?
It is at a time when there are no figure skating competitions in the area. It
is an excellent time for skaters to get some great high altitude training
before their main competitive season begins. It also divides their difficult
summer training schedule and gives them something fun to look forward to.
This is a great time for the Town of Vail since their biggest hockey clinic
finishes the week before our event and it is a beautiful time for people to
enjoy the Town of Vail and all that it has to offer.
How will your event/program attract
target markets of both visitors and
community members?
This year we are teaming up with the Road To Gold Seminars that feature
Olympic Medalist, Gracie Gold. Gracie will be attending as a coach this
year and that will draw many skaters from across the country coming to
Vail. We are in discussions with possibly having a smaller ice show along
with the clinic. This would be a great activity for the skaters, guests, and
residents to enjoy.
How will the event/program deliver fresh
content and enhanced experiences?
By including the Road To Gold Seminar coaching staff along with our staff,
we will offer the Colorado area and country the best clinic/seminar in the
country.
We also are a Professional Skaters' Association endorsed event. That
means that coaches can come and get educational hours and credits to
keep their rating statuses.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Everyone is thrilled to be in Vail. Skaters typically train one on one with
coaches and don't get the opportunity to work as a group or team. These
events give the skaters a sense of being on a team.
We have an amazing interactive tour at the Steadman Clinic which is very
fun the skaters as well as attending the Vail Dance Festival at the Ford
Amphitheatre adds great value to their experience in Vail.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Getting information out to coaches across the country and Mexico is critical
for our event. Coaches guide their skaters with a detailed seasonal plan.
They decide what competitions, training camps, other activities that their
athletes do for the entire year.
We get the information out to the coaches by being an endorsed event by
the Professional Skaters' Association.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
An event like this will draw more "skating related" sponsors. Boot and
Blade companies will love to be involved with this event. Locally it fits
extremely well with our title sponsor, The Steadman Clinic/Steadman
Philippon Research Institute.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
I've been coaching for 30 years. I am a staff coach at the US Olympic
Training Site in Colorado Springs. I am a master rated, world, international,
and US National coach.
When I was the director of figure skating at the University of Denver, I had
the #1 training camp in the country for 4 years straight with skaters from 28
states that attended the camp.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Covid affected our summer camp in 2020. Figure Skating is a "socially
distanced" sport to begin with. We had strict guidelines during our 2020
camp that included smaller group size and masks being mandatory. We
also had no spectators allowed in the rink. Skater's temperatures were
tested daily and we took every precaution needed. We had an extremely
successful camp and will continue to abide by the mandates put forth by
either the Town of Vail or the State of Colorado.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
200
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$72,000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Over $100,000
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.
Skaters love to be located close to their arena whether it is for a
competition or clinic. Having the ability to go back to their room for lunch or
a quick break is essential for competitive skaters.
We will advertise all price ranges of rooms for our skaters and coaches
coming to this event on our website. We offer discounted rates for our
event through many of the hotels around the Town of Vail.
BUDGET
Describe how you will use the funds
requested from the CSE.
I believe strongly that the funds must go back to the Town of Vail. We will
use the funds for housing the coaching staff advertising, and for Dobson
Arena expenses.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1jcXy-xvlJN19otR1pif3DwAL1D_7D8h0&ex
port=download&display=/VailSkatingFestivalsSummerTrainingCamp_1144
44299_2022RFPEventBudgetTemplateVailSummerTrainingCamp.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
20%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Skaters fees will go up and we must get more sponsors.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
26000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1invm4szLXolRJ8y-92uM1SDCAPv56lei&e
xport=download&display=/VailSkatingFestivalsSummerTrainingCamp_114
444633_2022CSEMediaandMarketingPlanforVailSummerTrainingCamp.xls
x
Objectives: What are you trying to
accomplish through your marketing
efforts?
Notify coaches and skaters of the amazing opportunity in Vail in July. The
staff is what sells the clinic to both the coaches and skaters.
Strategy: How will you meet your
objectives?
Hire the best coaches available and get the information out to our national
database early in 2022 so that coaches can plan the event for their athletes
before their annual meetings that they hold for each skater.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
If we end up having an ice show for the general public during this event, we
will get the information out by visiting the hotel concierges and do some
grass roots advertising.
We will also educate the Vail Daily about what we are doing and what elite
skaters will be featured.
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
Online Event Listings
E-newsletters
Web
Grassroots
Facebook
Instagram
Twitter
Posters
Rack Cards
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Other: Email lists from the Professional Skaters' Association and our
governing body, US Figure Skating
Please list contact information for your
Media Relations or Public Relations
staff/firm
Eddie Shipstad
Phone (303) 947-6113
Email eshipstad@outlook.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
www.vailskatefest.com
www.vailsummerskate.com
www.shipstadent.com
How will you promote and utilize
DiscoverVail in your marketing efforts?
Discover Vail will be front and center on all advertising. It also gives our
program a more valued status by being endorsed and supported by the
amazing Town of Vail!
Do you have a user database you utilize
for event promotion?
Yes.
List of the previous summer training camps
Professional Skaters' Association Coaches list from across the country
US Figure Skating data base of all of the skating clubs around the country
Coaches list of contact in Mexico
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1kOUD93hIcpKO4_5A4nhjDWbL6VRem70
K&export=download&display=/VailSkatingFestivalsSummerTrainingCamp_
114446218_2022SUMMERVailSponsorshipOpportunities.pdf
What levels of sponsorship are you
selling for your event?
If an organization sponsors the 2022 Vail Skating Festival in December,
their sponsorship is also valued for the summer event. While we do not
use their funding for the summer event, it is another way that we thank our
sponsors by giving them additional advertising.
Please list your confirmed sponsors or
partners.
We are hoping to continue with the following partners:
The Steadman Clinic/Steadman Philippon Research Institute
Alpine Bank
John Wilson/MK Blades
Shipstad Entertainment
We anticipate a few more lower level sponsors from skating companies.
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
Anticipating $7,500
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$0
Please explain the potential for
additional sponsorships or partners.
By incorporating the Road To Gold Staff in our clinic, it gives our event
even more opportunities for additional skating sponsors. I believe we will
gain a boot manufacturing company to assist with the summer event.
What sponsorship level are you asking
the Town of Vail to support?
Co-sponsor with the Steadman Clinic/Steadman Philippon Research
Institute
List the sponsorship rights and benefits
associated with this level.
On all written information that will be available at every skating competition
and ice rink at rinks around the country. Website recognition, email blasts
to over 6,000 coaches in north America, and to US Figure Skating athletes
around the country.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Listed above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
Recognition on all printed materials
Website recognition
Social media
How will you ensure fulfillment of the
sponsorship rights and benefits?
By having checklists with dates and tasks, we will stay on top of fulfilling
sponsorship benefits. We value our relationship with our sponsors and we
stay in close communication with them. Since many of them are involved
with other projects that we are working on, they stay up-to-date with our
events.
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 goal is to give our skaters, coaches, and staff a "Vail Experience". We
are sensitive to our schedule and allowing time for them to visit stores,
restaurants, and other activities including the gondola and Vail Dance
Festival. I personally bought 50 tickets to the Dance Festival for some of
our participants and staff.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1WU2E2cL57sdk9A-WR0cIniBMQmj02Law
&export=download&display=/VailSkatingFestivalsSummerTrainingCamp_1
14446559_2021EventRecapforVailSummerTrainingCamp.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1KeoP8ZMj3d-hyqhvrr_-0i0pWM0uFqRu&e
xport=download&display=/VailSkatingFestivalsSummerTrainingCamp_114
446561_ShipstadEntertainmentBoardofDirectors.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.vailsummerskate.com www.vailskatefest.com
www.shipstadent.com
File https://drive.google.com/uc?id=1ViRikO7rWANsaep3q3gaAmMpx2lIFDdt&
export=download&display=/VailSkatingFestivalsSummerTrainingCamp_11
4446678_GroupVailClinic1.jpg
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1KIhWXFLnFpxJWRlUuIUJ_pwx0XcU4rlq&
export=download&display=/VailSkatingFestivalsSummerTrainingCamp_11
4446681_VailClinic2yoga.jpg
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1zTDEowYog2223fo4eZsdDAF88JOUqk5B
&export=download&display=/VailSkatingFestivalsSummerTrainingCamp_1
14446686_Vaileliteskatersandstaff.jpg
Upload any other relevant materials
such as: event photos, videos, PR
coverage, articles, sample event
branding
https://drive.google.com/uc?id=1JrmsRU025eg2RfdB72PqweceQoT5Rxe1
&export=download&display=/VailSkatingFestivalsSummerTrainingCamp_1
14446687_VailClinic4.jpg
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 9:40 pm
Browser: Chrome 92.0.4515.131 / OS X
IP Address: 98.50.84.2
Unique ID: 869488714
Location: 37.750999450684, -97.821998596191
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Kristen Slater
Title of person completing the
application
Event Director
Email Kristen@tppevents.com
Phone (505) 690-1957
What is the name of your
event/program?
Vail Wine Classic
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
50,000
How much was your event or program
funded in 2021?
35,440
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Aug 11, 2022
Proposed End Date Aug 14, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Team Player Production
Mailing Address 430 Indiana St
Golden, CO 80401
Phone (303) 777-6887
Event/program Website or Organization
Website
vailwineclassic.com
Number of years organization has been
in business
25
Organization's Mission Statement Through leadership, innovation, hard work and organizational ninja skills,
Team Player Productions is a world-class event production & management
company, delivering successful and memorable events with a commitment
to our patrons, sponsors, non-profit partners and the communities we
serve.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
Vail Valley Mountain Trails Alliance
The VVMTA's mission is to maintain, educate, advocate for, and build
sustainable non-motorized soft surface trails while conserving the natural
environment of Eagle County and our public lands.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Lower Bench Park and Vail Soccer Field
Please provide a detailed description of
the event/program and its activities
Friday & Saturday
40+ wineries, breweries and spirits, both international and domestic
sampling. Limited snack/food options. Live music. 4+ session times
If we are able, we'd like to add more intimate tastings/pairings with our
restaurant and hotel partners. We'd like to add a Best Of Fest tasting for
300+ people at another venue, like the Four Seasons or a Vail Resorts
property. This event would be only 90+ points wines and $50+ bottles.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
We are in the process of shopping venues for the Best of Fest tasting.
We'd like to use the Soccer Field for the Grand Tasting on Friday and
Saturday during the weekend. We have contacted Joel to confirm
availability. We do not have permission to use this facility yet.
We'll have several other ancillary events at local restaurants as well. Those
will begin planning and logistics after the new year.
Do you plan to use Vail Recreation
District Facilities?
No
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 events will take place outside of Vail
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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
Compost food waste
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)
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.
Team Player Productions is committed to producing events sustainably and
taking every measure to be environmentally friendly. We have executed the
following measures for the Vail Wine Classic in previous years and plan to
continue these practices:
Reusable mugs
Fabric linens
Reusable banners
Signage that can be used for the Vail Craft Beer Classic and the Vail Wine
Classic
Hiring Walking Mountains Science Center for waste sorting and composting
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
100
Number of volunteers anticipated 30
Number of event/program staff 20
Estimate of total number of
spectators/attendees anticipated
2500
If applicable, final number of last years
attendance
1700
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
1600
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
875
Estimate the number of international
guests your event/program will bring to
Vail
0
How will your event/program increase
sales tax in Vail?
By increasing attendance and overnight visitors we will drive our patrons to
Vail hotels, restaurants and shopping in Vail Village and Lionshead. We
encourage guests to choose other activities during their stay.
We had several parties who purchased tickets to both days of programming
to extend their stay.
https://vailwineclassic.com/things-to-do/
How will your event support the mission
and vision of the Vail Town Council?
Our goal is to create a unique and elevated beer experience that is not
being achieved at any other wine festival. The Classic works to feature
accessible and higher end wines and features outdoor adventures,
education, food pairings and knowledgeable experts. We make it a priority
to align ourselves with the Vail Mountain, local restaurants and outfitters to
create an intimate event that shows off our partners in an untraditional way.
How will your event or program support
the Vail brand identity?
This event historically attracts Active Professionals and Boomers. Vail is
known for fine dining and outdoor adventures. This event highlights all of
those elements, producing an elevated beer experience that isn't
happening at other standard wine festivals.
How is this event/program at the right
time for Town of Vail?
We received LOTS of feedback from partners, especially hotels that this
event was at a good time for them based on occupancy rates.
How will your event/program attract
target markets of both visitors and
community members?
• Aligning with local business partners locally including West Vail Liquors,
Vail Resorts, and several restaurant and lodging partners in Vail Village,
Lionshead and the greater Vail Valley.
• Utilizing the Vail Valley Mountain Bike Association as our nonprofit to
support not only a local organization but see it impact change in the
surrounding area for thousands of people to enjoy.
• We want to create events in communities that become a tradition and
bring people together annually.
How will the event/program deliver fresh
content and enhanced experiences?
Each year we have been able to dial in our programming to fit the interests
of our demographics. If we are able we will add even more seminars
(paired lunches) back into our schedule as well as Grand Tastings in other
parts of Vail.
Each year we feature different wineries, ciders and spirits along with bands
and speakers.
We're hoping to also add the Best of Fest event Friday evening featuring
$50+ bottles of wine only, showcasing only the best wines of the festival.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
In our 3rd year we have built a following for this event and people have
made it an annual tradition to celebrate with us in Vail. Guests and wineries
alike enjoy our event over other wine festivals for the interaction and
atmosphere. We have engaged guests and excited vendors who are all
happy to converge together in Vail.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Over 3 million impressions in Colorado and out of state.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
We are actively pursuing sponsors who have participating in past wine
festivals with Team Player Productions. This includes Smartwater, Infiniti of
Denver, several liquor sponsors, Wildsyde Electric Bikes, Creminelli
charcuterie, Cabot cheese, La Croix, Boston Beer, Wall Street Journal,
Made-In, Colorado Homes & Lifestyles Magazine.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
TPP has over 24 years of event experience. We have produced over 500
events from Portland, Maine to Portland, Oregon, raising over 1.5 million
dollars for our non-profit partners. From concept to creation, we've built
wine festivals, beer festivals, food festivals, athletic events and music
festivals. We build successful, engaging, memorable experiences that keep
our guests and partners coming back year after year.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
In 2020 we were able to successfully complete two events with 175 person
sessions under the current public health order. We were quite proud of
what we were able to accomplish. This event model is quite scalable to the
future public health orders. In 2021 we were able to prove that this outline
works on a scalable level, producing 2 sessions with 750+ people. We
have several plans to adjust accordingly as needed.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
300+
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
According to our 2021 numbers, we generated the following, we anticipate
these numbers going up as attendance continues to grow.
- $608 Lodging
- $483 Dining
- $291 Retail
- $91 Other activities
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Estimated $800,000-1,000,000
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.
In 2021, over 65% of attendees stayed 2+ nights in Vail for the Wine
Classic and 82% of paid lodging was in Vail.
Every ticket purchaser receives an email with lodging partner information,
highlighted restaurants and other activities to do in the area. We have
tracking codes and links from our lodging partners to help track the number
of nights booked by the Classic.
BUDGET
Describe how you will use the funds
requested from the CSE.
The funds will be used for marketing, sustainability efforts and increasing
local food options at the Grand Tastings.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1-zwGPhCXHZ0uQo9HCmjQVRBz4o2kDq
0R&export=download&display=/VailWineClassic_114444299_VailWineCla
ssicRFPBudget20221.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
15%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Less marketing reach, to out of state visitors especially.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
290000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1MjJIMzcqeI8ujujSgM3gbzhvmlugMYfH&ex
port=download&display=/VailWineClassic_114444633_VailWineClassicRF
PBudget20221.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Bring overnight guests to Vail for 2+ nights from the greater Denver area,
Colorado as a whole, and out of state visitors to attend the Classic.
Strategy: How will you meet your
objectives?
We have a wide variety of marketing channels and demographics focused
in the Front Range and out of state. We have excellent PR and influencer
partners who help promote our events. We use a combination of editorial,
social media, digital/print advertising as well as a number of grass roots
and partnerships.
TPP has a database over 100k of active Colorado residents with an affinity
for weekend travel. We target messaging to specific demographics based
on their interest in mountain vacations, outdoor activities, beer, lifestyle
events etc.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
- Roundabout banners
- Posters in town
- Posters in hotel and restaurant partnership establishments
- A-frame signs weekend of
- Cross promotion with other events in town
- Emailing concierges and drop off pamphlets at Vail properties
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
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Chea Franz
Phone (720) 220-4241
Email chea@indiecreativeco.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: @VailWineClassic Facebook: @VailWineClassic Hashtag:
#VailWineClassic #VailWine
How will you promote and utilize
DiscoverVail in your marketing efforts?
Discover Vail's logo will be listed on all festival advertising and marketing,
as well as in all email blasts to our database of over 100k. We also have
added a Things To Do in Vail page that links directly to many of Discover
Vail's guides during stays in Vail.
https://vailwineclassic.com/things-to-do/
Do you have a user database you utilize
for event promotion?
Yes! Over 100k in the full TPP database, over 6k in the Vail Wine Classic
Database, and over 45k in our general wine database.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1ksjakqPrkduWUFS8BWLst_dN37unWuN
W&export=download&display=/VailWineClassic_114446218_TOVSponsor
shipDecksVWC2022.pdf
What levels of sponsorship are you
selling for your event?
Sponsorship levels range from $5k to $50k
Please list your confirmed sponsors or
partners.
No sponsors have been signed at this point, but we are approaching the
following for 2022.
- Infiniti of Denver
- Ketel One
- Bulleit Bourbon
- Smartwater
- Creminelli
- Cabot Cheese
- West Vail Liquor Mart
- Vail lodging partners
- Wall Street Journal
- Mountain Living Magazine
- La Croix
- Boston Beer
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$30,000, this may be conservative if COVID restrictions open up a bit for
corporate sponsors to be more involved
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$50,000 (mostly in media)
Please explain the potential for
additional sponsorships or partners.
We've had great success aligning with food and beverage partners such as
cheese, liquor, charcuterie, hydration etc in the past. We attract a large
foodie crowd and have an excellent platform to showcase on.
What sponsorship level are you asking
the Town of Vail to support?
Presenting sponsorship at $50k
List the sponsorship rights and benefits
associated with this level.
• Presenting sponsorship level
• Naming rights to festival area (Ex. Main stage presented by Discover Vail)
• 2 Dedicated messages/features in email blasts featuring your company
and message to database of 100k+
• 6 Banners in high traffic areas
• 10x20 Premium exhibit space at Grand Tastings
• 30 Early Access Grand Tasting Tickets ($4,000 value)
• Access to opt in database of 2022 ticket holders at VWC
• Option for logo on official festival tshirts, glassware or wristbands
• Official Sponsor status and placement on website and digital/print
marketing
• Cross promotion opportunities through Social Media
• Sponsor logo in every email blast to VWC dbase
• Ad/offer placement opportunity on website and the festival e-ticket
• Premium exhibit space at Grand Tastings
• Access and permissions to use all event photos
• Inclusion in all press releases
• Name and logo included in festival advertising
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
10x10 Booth space for sampling/presentation
Logo on website
How will you ensure fulfillment of the
sponsorship rights and benefits?
We have 2 full time staff members (marketing and logistics) to work on
fulfillment of sponsorship. They'll each be responsible for portions of the
event sponsorship for TOV and all sponsors.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1gOomsgYAuqg9O4rpLH3lOHAytMHxbEv_
&export=download&display=/VailWineClassic_114446559_TOVRecapVW
C20211.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1z38pQirl9lPo80oFmI4fzCGgAXcuJT4k&ex
port=download&display=/VailWineClassic_114446561_Untitledspreadsheet
Sheet1.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://www.facebook.com/637548280213294/videos/181759844037207
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 4, 2021 11:31 pm
Browser: Chrome 93.0.4577.82 / OS X
IP Address: 71.205.112.25
Unique ID: 869510197
Location: 39.631401062012, -106.52220153809
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Marley Lindner
Title of person completing the
application
Event Curator
Email llmlindner@icloud.com
Phone (970) 470-3466
What is the name of your
event/program?
TEDxYouth@Vail
Is this a new event or program?No
Please select the event category for
your RFP
Education and Enrichment (EE)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
$3000
How much was your event or program
funded in 2021?
$0
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date May 15, 2022
Proposed End Date May 15, 2022
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Vail Symposium
Mailing Address PO Box 3038
Vail, CO 81658
Phone (970) 476-0954
Event/program Website or Organization
Website
tedxvail.com
Number of years organization has been
in business
50
Organization's Mission Statement Affordable, thought-provoking and diverse programs for all.
The Vail Symposium is a grassroots, non-profit organization that has been
part of the life and history of Vail since 1971. Our mission is to provide
educational programs for the Vail Valley community that are
thought-provoking, diverse and affordable.
A (501)(c)(3) non-profit organization, the Symposium is almost entirely
donor-funded.
Organization Tax Status Non-Profit (501C-3)
Does the event or program benefit a
charity or organization?
No
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2
Please describe the location(s) of the
event or program in previous years
2020 - Online
2021 - Ford Amphitheater
2009 - present TEDxVail Edwards Community Church, Four Seasons
Hotel, Vail Lodge, Battle Mountain High School, Vail Mountain School, Vilar
Performing Arts Center,
Please provide a detailed description of
the event/program and its activities
Two sessions of speakers and performances with a intermission period
featuring social spaces from local businesses and organizations.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Gerald R. Ford Amphitheater - May 14, 2022 and May 15, 2022, all day.
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Purchase carbon credits or offsets
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
Compost food waste
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)
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.
We have a sustainability director and team. TEDxVail was the first Actively
Green certified event in Vail Valley.
We will use and improve upon last year's sustainability plan.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
110
Number of volunteers anticipated 110
Number of event/program staff 110
Estimate of total number of
spectators/attendees anticipated
450-700
If applicable, final number of last years
attendance
637
SCORECARD CRITERIA QUESTIONS -EE
How will your event support the mission
and vision of the Vail Town Council?
TEDxYouth@Vail supports the mission and vision of the Vail Town Council
by providing an engaging event to a diverse group of community members
participating in a unique educational and recreational experience. TEDxVail
partners with local businesses and organizations for community inclusion
and outreach.
How will your event or program support
the Vail brand identity?
TEDxVail brings a local version of the widespread TEDx brand to Vail. Our
speaker's talks will be published as YouTube videos to the TEDx Talks
channel, which currently holds over 32 million subscribers.
TEDxYouth@Vail will present Vail as an engaged and beautiful community
and destination.
How will the event or program enhance
Leadership Skills: locally, nationally and
internationally?
TEDxVail team and participants will through fresh learning experiences
learn leadership skills by engaging in intellectual talks that provoke new
perspectives leading to conversations about diverse, relevant topics in our
world. The TEDxYouth@Vail organization fosters an emphasis on
leadership in our community throughout the organizing process and on
event day. Talks are selected, curated, and coached by teens and former
speakers.
What opportunities does the event or
program have to foster a health and
wellness reputation for Vail?
The TEDxYouth@Vail event has placed an intense focus on both mental
and physical health and wellness in our past events and we will do so again
this year. Through partnerships with organizations like Mountain Youth and
Hope Center, mental health guidance and conversations have been an
important aspect of our event in previous years. Additionally, we have
featured talks about the dangers of vaping, the corruption in the
pharmaceutical industry, the pricing of medicines, and other health-related
topics.
How will the event or program provide
opportunities for intellectual dialogues
and problem solving?
Our talks cover an extremely diverse array of topics. Few places in our
community can the community glimpse into the current thinking and
behaving of teens. TEDxYOuth@Vail sparkles a peak into who we are and
what matters to us and those who care about youth in Vail Valley broadly.
Our previous talks have covered vaping, drunk driving, authentic
childhoods, teen sexuality, bullying, vulnerability and so many other
powerful topics. What affects our teens affects our families, affects our
businesses and workers and culture. We are guided by a handful of
committed adult women mentors. We are learning by doing and solving
problems using our own thinking. We are supported when we fail in
learning options. Often those are presented before we make the decisions.
The decisions are always up to us. WE celebrate our failures as much as
our wins.
How will the event or program deliver an
educational component?
TEDxYouth@Vail is completely about learning and educating. We source
ideas that are key to our community on diverse topics. We simultaneously
spread awareness of global issues. We deliver big ideas to students,
teachers, and adults.. We all learn more about what is happening in our
world -- positive solutions and negative effects of inaction.
How is this event/program at the right
time for Town of Vail?
TEDXYouth@Vail is an interactive, fun, and engaging event to attract all
villages of Vail Valley to come together for their youth in an event that
speaks to our concerns, highlights some of our talents, celebrates our
diversity, links generations for exchanging energy and wisdom while gifting
new knowledge and understanding of various perspectives.
How will your event/program attract
target markets of both visitors and
community members?
TEDxVail has produced 200+ talks. TEDx Talks have been viewed more
than six Billion times. The Town of Vail, Vail Resorts, and TEDxVail are
pioneering, best-in-class experiences. Participants of all ages people of all
ages. With new and exciting talks, many people will want to see a TEDx
event live and in person. Our student marketing team is designing a
marketing plan that engages elders, students, teachers, families, business
owners, and non-profits to tap into the teen thinking of our communities.
What is the lasting community
involvement opportunity and/or lasting
community benefit of the event or
program?
Many community members will gain extensive new knowledge about
numerous topics, while also having a fun experience and environment to
learn in. TEDxYouth@Vail is an annual event attracting many community
members to participate in future years and calls to action.
How will the event/program deliver fresh
content and enhanced experiences?
TEDxYouth@Vail finds messages and messengers in the fall of the school
year to deliver ideas worth spreading in a live and online event about our
lives and the world that we live in. TEDxVail events host fun, interactive
social spaces that all participants can engage in. TEDxVail events are not
passive listenings. Our Xperiences are designed to get people thinking and
doing using the power of spoken word, entertaining performances,
engaging interactive conversations, and powerful learn by doing projects
needed to fulfill the vision of our theme. This year's theme is RESILIENCE.
How will the event or program achieve
recognition and drive participation?
Since the inception of TEDxYouth@Vail five years ago and TEDxVail in
2009, our attendance, sponsorship and organization team have grown
Xponentially. Our first event had just under 50 people. In 2019, we were
sold out two weeks prior to the event and had over 500 attendees made up
of students, parents and community members with diverse backgrounds.
Last year, despite COVID restrictions, we were able to still reach over 673
participants in person and online. Each event is designed to have an
interactive piece through designed social spaces sponsored by local
companies to promote education, curiosity and creativity. TEDxYouth@Vail
has become an event that brings our community together and is produced
by Youth and For youth from both ends of the valley. Additionally, all
TEDxYouth@Vail Talks will be uploaded to TEDx You Tube channel, which
currently has nearly six billion views.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
The TEDxYouth@Vail event is organized and marketed across the entire
school district which is composed of 830 professionals engaging nearly
7,000 students plus their families. Additionally, through our sponsorships
and social spaces we also are marketing through many local businesses
including Vail Health, Slifer, Smith and Frampton, First Bank. ECSD,
Mountain Youth, Walking Mountains, Youth Power 365, Be Good To
People and many more. The estimated reach would be above 20,000
community members.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
TEDxYouth@Vail Talks will be uploaded to the TEDx YouTube channel,
which currently has nearly six billion views. Additionally, months prior to the
event advertisements via social media, community newsletters, school
newsletters, radio and local papers will be heavily pushed. Daily new TED
talks/ideas are posted to TEDxVailsFacebook page to continue community
engagement. We have been able to continue sponsorship support for
several years from many local companies such as Vail Health, Slifer, Smith
and Frampton, First Bank. ECSD, Mountain Youth, Walking Mountains,
Youth Power 365, Be Good To People and private foundations, among
others.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
TEDxYouth@Vail received a "delighted" 79 Net Promoter Score. We let our
community's own comments speak to the quality, knowledge, and
resources to sustain and grow the event. These quotes speak to the quality
of the experience:
1. "It is a Youth Led event, very well organized, very current content and
very inspirational way of presenting it, love the spaces during break too,
overall a very fun and engaging experience."
2. "SUCH a fabulous event! Inspiring speakers with unique and varied
content, loved the drumline & band to shake things up, and really, really
FUN social spaces - with enough time to get around to them. The best
Youth@Vail yet!"
3. "TedX is a great community event with fun activities and inspiring
speeches for all ages. I'm excited to attend next year!"
4. "The event was set up very successfully and a real treat to go to after
such a hard long year. The break in between the two sessions really
created a great atmosphere for talking with others and experiencing the
event!"
TEDxVail has produced 200+ TEDx Talks since 2010. Last spring
TEDxYouth@Vail was the first to host an in-person event at the Gerald R.
Ford Amphitheater. We doubled our viewership by also including
livestreaming on High Five Access TV. There is a core of reliable adult
women mentors who consistently support local youth in learning how to
produce large community events.
Additionally, TEDxVail will produce 3 virtual events in 2022: Live,
COUNTDOWN, Women.
These may have new TEDxVail Talks included in the TED curated
program. We have produced 33 virtual TEDxVail since July 8, 2020. 1,163
viewer/participants have engaged in these "pause...COUNTDOWN: COVID
Clues, Climate Acts, Local Impacts" online conversations including many
local leaders in business, government, students and non-profits.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Public health was paramount in planning the event. On May 15, 2021 we
produced a safe, successful in-person event for 652 at Gerald R. Ford
Amphitheater. Attendees wore masks when not eating or drinking and
maintained physical distancing. No outbreak was reported. We messaged
this in emails, onsite signage, and with volunteer reminders. The event was
also live-streamed to ensure our community had access to this event and
could be comfortable in their environment.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
N/A
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$1000
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
Asking for $3000, returning $1000
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.
N/A
BUDGET
Describe how you will use the funds
requested from the CSE.
The majority of our expenses go towards the production of our event as
well as the cost of the venue, which are each around $4000. Aside from
these large expenses, we also have around $2500 worth of other costs in
the form of various operating expenses. We have been able to roll over
approximately $1500 from each event and our partnerships have averaged
$4000 in monetary donation. With the support of your funds, more
resources could be distributed to marketing and the event experience.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1ZqZt4PtJvwNEKYRLIKZd7YkbQ7N7iNTz&
export=download&display=/TEDxYouthVail_114444299_2022RFPEventBu
dgetTemplate.pdf
What percentage % of the total
event/program budget is the CSE being
asked to fund?
30
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Having the event at a larger public venue like the Gerald R. Ford
Amphitheater allows for more community members to attend and be
engaged.
We promote this event as a valley-wide community event, and if it is held at
Battle Mountain High School as it has in the past (prior to 2021 event), it
restricts the diversity of participants and attendees.
Without full funding from the CSE, we run the risk of not having adequate
funding to hold the event at the Amphitheater. Additionally, we would
require to put a larger emphasis on seeking funding from other avenues
rather than putting energy into marketing, outreach, and improving the
event.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
1000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1QcQGJD-u5gED5DG86XeOQrIo897M4Uh
3&export=download&display=/TEDxYouthVail_114444633_2022CSEMedia
PlanTemplate.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
TEDxYouth@Vail markets to community members of all ages in order to
achieve as much attendance to our event as possible. Our goal is to spread
our event and talks to the maximum number of people possible, so our
marketing efforts will center around reaching these people and compel
them to attend our event.
Strategy: How will you meet your
objectives?
We will market through various methods in and around our community.
This includes, but is not limited to, promoting our event via social media,
the Vail Daily, local radio, print advertisements and flyers, and postings
around the valley. We really want to reach elders this year., so we'll share
in many new places like the Vail Signature Clubs and churches.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We reach out to local business to ask them to advertise our event to their
community and costumers. We will also offer discounts to local businesses
and restaurants for event attendees to utilize after the event.
Channels: Which of these channels will
you utilize to promote your event or
program? (You may select more than
one)
Print - Local
Editorial
Radio
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Please list contact information for your
Media Relations or Public Relations
staff/firm
Sage/Kat Nelson/Haber
Phone (303) 513-0369
Email kimberly.nelson@eagleschools.net
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
Instagram: tedxyouthvail
Facebook: TEDxYouth@Vail & TEDxVail
Website: TEDxVail.com
LinkedIn: TEDxVail
How will you promote and utilize
DiscoverVail in your marketing efforts?
While our primary marketing audience is local community members, we
have also received interest in our program from neighboring towns and
communities to emulate our event. The reach of our event is constantly
growing.
With the addition of live-streaming our event last year which we plan to
continue, our event is broadcasted to a group that stretches beyond the
boundaries of our community. This promotes the DiscoverVail idea and will
encourage people to visit Vail and explore all that the town has to offer.
Our talks are also uploaded to the TEDx Talks YouTube channel which
currently holds over 32 Million subscribers.
Do you have a user database you utilize
for event promotion?
Yes. All attendees must register through our website and WooCommerce,
which provides us with attendee information that we use to continue
promoting the event in future years. We are able to market to previous
attendees as well as reaching out in the community to seek first-time
attendees. We have five years of recorded attendees to our event that we
are able to continue utilizing in promotion.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1sb2h8UEzKN0994FsSljzYfZb93nlIACm&e
xport=download&display=/TEDxYouthVail_114446218_TEDxYouthVailSpo
nsorPitchPDF.pdf
What levels of sponsorship are you
selling for your event?
Gold Tier: $4,000
Silver Tier $1,000
Bronze Tier $ 500
Please list your confirmed sponsors or
partners.
TEDxYouth@Vail Partnership student team is confident that former
partners like Eagle County School District, Mountain Youth, Walking
Mountains, Sundae, Vail Daily, Lululemon, family foundations and others
will be returning this year. .
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
Estimate of $5,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$2,000
Please explain the potential for
additional sponsorships or partners.
Every year, our partnership team contacts our previous partners as well as
seeking new opportunities and contacts for new partnerships.
What sponsorship level are you asking
the Town of Vail to support?
Gold Tier: $4,000
List the sponsorship rights and benefits
associated with this level.
FREE Entry to the event (5 tickets)
Reserved Seating
Personal partnership thank you on stage
Option to include item in "swag bag" which goes out to all attendees
Large logo on partnership slide on stage
Large logo featured on slide with each TED Talk posted to YouTube
Full page ad in distributed program
Your logo will be exclusively paired with a TED Talk posted to Youtube
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
FREE entry to the event (2 tickets included)
Personal partnership thank you on stage
Option to include item in "swag bag" which goes out to all 500 attendees
Small logo on partnership slide on stage
Logo featured on slide with each TED Talk posted to YouTube
Partner name printed on each program
How will you ensure fulfillment of the
sponsorship rights and benefits?
Honor and provide the tiered benefits listed to each tier associated with the
partner.
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?
Please look at our website to see pictures, videos, news, and media
associated with our event.
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1GvTNDQbvIOm4d6YzYdYeRms661TPiM
Qc&export=download&display=/TEDxYouthVail_114446559_TEDxYouthV
ail2021Recap.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1KA1qAkkPXW-qAf5zdSFB-J0D-CjWMtkS
&export=download&display=/TEDxYouthVail_114446561_TEDxYouthVailT
eam.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://tedxvail.com/
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 5, 2021 2:45 pm
Browser: Safari 14.1.1 / OS X
IP Address: 95.0.10.34
Unique ID: 869862285
Location: 41.02140045166, 28.994800567627
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Austin Gavlak
Title of person completing the
application
Founder
Email austin@powabungafestival.com
Phone (817) 542-4965
What is the name of your
event/program?
Powabunga Music and Arts Festival
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
300,000
How much was your event or program
funded in 2021?
300,000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Dec 09, 2022
Proposed End Date Dec 11, 2022
Are your event/program dates set or can
they be changed?
Event dates are flexible and can be changed
Name or Entity to whom the funding
check should be made out to
Full Send Productions
Mailing Address PO Box 523
Eagle, CO 81631
Phone (817) 542-4965
Event/program Website or Organization
Website
www.powabungafestival.com
Number of years organization has been
in business
3
Organization's Mission Statement 0ur mission is to create immersive experiences that exemplify the uniquely
vibrant culture that continues to thrive in the Vail Valley.
We will rally active millennials from across the country, to be part of an
event that celebrates all the magic you feel when breathing in the Rocky
Mountains.
Our event will be anchored around 3 nights of world class music, a week of
large pop up art installations, and unique on mountain activities that are
more about bright self expression than going fast.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
TBD
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
3
Please describe the location(s) of the
event or program in previous years
Ford Park, International Bridge, Dobson Arena
Please provide a detailed description of
the event/program and its activities Large scale, world-class music and art festival
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Ford Park: 12/09/22 - 12/11/22 - 3PM-10PM
Dobson Ice Arena 12/09/22 - 12/11/22 - 10PM-1AM
International Bridge 12/09/22 - 12/11/22 - 10AM-3PM
Do you plan to use Vail Recreation
District Facilities?
Yes
Please attach letter or email
confirmation from Vail Recreation
District if using VRD facilities
https://drive.google.com/uc?id=1VHislyg24uKmWHwtTwkMPfO-oIO4oOrQ
&export=download&display=/PowabungaMusicandArtsFestival_114448279
_2022PowabungaCSEMediaPlan.xlsx
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
N/A
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?Yes
Select one or more venues rental relief
is needed from
Dobson Arena
Dobson Arena - number of days
requested
2
Proposed Start Date - Dobson Arena Dec 09, 2022
Do you need to add a second set of
dates for the Dobson Arena?
No
Please describe proposed use of
Dobson Arena
Official After Party
ENVIRONMENTAL PRACTICES
Which of these environmental practices
will you commit to executing at your
event/program?
Use of Zero Hero Tents & staffing
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)
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.
We will partner with a sustainability partner to make sure we adhere to all
standard requirements for sustainability and have staff to help leave the
venue better than we found it.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
20
Number of volunteers anticipated 50
Number of event/program staff 50
Estimate of total number of
spectators/attendees anticipated
20000
If applicable, final number of last years
attendance
12500
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
12000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
6000
Estimate the number of international
guests your event/program will bring to
Vail
3000
How will your event/program increase
sales tax in Vail?
Bring in 7000 per day seeking lodging, food, and merchandise.
How will your event support the mission
and vision of the Vail Town Council?Powabunga will build on the magic of Vail and create an aligned brand that
fans want to attend year after year.
How will your event or program support
the Vail brand identity?We aim to create spectacular events that put Vail on the map for
entertainment as much as recreation.
How is this event/program at the right
time for Town of Vail?
It ushers in big crowds ahead of peak season to spark the local economy
How will your event/program attract
target markets of both visitors and
community members?
Booking the biggest artists in the world attracts members from all target
markets and community
How will the event/program deliver fresh
content and enhanced experiences?
Cutting edge art and production with artists that are current and very
relevant
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
Creating a culture of fun with our brand by engaging our guests in costume
contests, races, venue activations, artist interaction, etc.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Marketing reach will be worldwide, broad stroke brand awareness and
hyper-targeted and focused retargeting strategies.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Great potential to attract high value brand partners
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
We have been producing live events in the valley for 7 years.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
We will work hand in hand with local officials to meet or exceed
recommendations
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
8000
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$7.5M
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
15 to 18X
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.
Links through website that will track to hotel booking.
BUDGET
Describe how you will use the funds
requested from the CSE.
Booking top line artist and bringing in world class art
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1p-8fpqkU1swmgRATp5DZUWPsR-siXTde
&export=download&display=/PowabungaMusicandArtsFestival_114444299
_PowabungaVail2022Budget.pdf
What percentage % of the total
event/program budget is the CSE being
asked to fund?
<25%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Lower tier talent resulting in less hotel nights and tax revenue.
Should the CSE decide not to support
this event/program at all, will it still
occur?
No
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
1500000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?4+
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1DUe1cWHZGYXGk7L9lN5A02tLb3yLdt0Y
&export=download&display=/PowabungaMusicandArtsFestival_114444633
_2022PowabungaCSEMediaPlan.xlsx
Objectives: What are you trying to
accomplish through your marketing
efforts?
Broad stroke brand awareness and aggressive retargeting strategy
Strategy: How will you meet your
objectives?
Swarm marketing through socials and paid ads
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
International Bridge brand partner activations
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
Television
Online Event Listings
E-newsletters
Web
Media Plan/Public Relations
Grassroots
Facebook
Instagram
Posters
Rack Cards
Flyers
Event/Program App
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Hannah May
Phone (614) 218-6022
Email hannah@thechatterclub.com
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
IG: @powabungafestival
FB: /powabungafestival
#powabunga
How will you promote and utilize
DiscoverVail in your marketing efforts?
Added to website and email campaigns
Do you have a user database you utilize
for event promotion?
Yes
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1SYoD4SJmmivHaV6YMCbpmWmcuF_Eq
S_B&export=download&display=/PowabungaMusicandArtsFestival_11444
6218_Powabunga2021BrandPartnership.pdf
What levels of sponsorship are you
selling for your event?
Customized bran partnerships, no set levels
Please list your confirmed sponsors or
partners.
None confirmed yet for 2022
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
$75,000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
$25,000
Please explain the potential for
additional sponsorships or partners.
We are open to working with brands that we align with our mission and are
a natural fit.
What sponsorship level are you asking
the Town of Vail to support?We are confident that we are going to sell out Powabunga in December
2021 which will create a massive ROI on Vail's investment.
List the sponsorship rights and benefits
associated with this level.
Placement on all marketing materials, inclusion in email campaigns,
customer data sharing, and a substantail return on investment though
increased tourism and spending.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
N/A
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
N/A
How will you ensure fulfillment of the
sponsorship rights and benefits?
We will work diligently with Town of Vail representatives to ensure that all
parties are receiving their desired benefits.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1T_SvplCU8JEohC03lXwRrYb9-ASWAbez
&export=download&display=/PowabungaMusicandArtsFestival_114446559
_POWABUNGA2019EventRecapwithSurvey.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=105-tzZDWRtYHcfHvnSjaflfdWTTUP5ol&ex
port=download&display=/PowabungaMusicandArtsFestival_114446561_M
yLLCOperatingAgreement2.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
www.powabungafestival.com
RFP QUESTIONS AND KEY MEETING DATES
Form Name: 2022 Commission on Special Events Sponsorship Request
Submission Time: October 18, 2021 4:28 pm
Browser: Chrome 94.0.4606.81 / Windows
IP Address: 70.89.171.229
Unique ID: 875098963
Location: 39.645000457764, -106.59420013428
EVENT & APPLICANT OVERVIEW
Name of person completing the
application
Peggy Wolfe
Title of person completing the
application
Director of Operations
Email pwolfe@vvf.org
Phone (970) 748-5919
What is the name of your
event/program?
Magic of Lights Vail
Is this a new event or program?No
Please select the event category for
your RFP
Community., Recreation & Cultural (CRC)
Are you a first time submitter for the
Town of Vail Commission on Special
Events funding program?
No
Amount of 2022 sponsorship funding
requested
50000
How much was your event or program
funded in 2021?
50000
Have you applied for Vail Town Council
Funding or In-Kind support for 2022?
No
Proposed Start Date Nov 18, 2022
Proposed End Date Jan 01, 2023
Are your event/program dates set or can
they be changed?
Event Dates cannot be changed
Name or Entity to whom the funding
check should be made out to
Magic of Lights Vail
Mailing Address PO Box 6550
Avon, CO 81620
Phone (970) 777-2015
Event/program Website or Organization
Website
magicoflightvail.com
Number of years organization has been
in business
2
Organization's Mission Statement Magic of Lights Vail is managed by the Vail Valley Foundation, which has a
mission to enhance the quality of life in the Vail Valley and showcase our
community to a global audience through arts, athletics and education.
Organization Tax Status For Profit
Does the event or program benefit a
charity or organization?
Yes
Please name and describe the
beneficiary
A donation is made to the Betty Ford Alpine Gardens for being an event
venue host for Magic of Lights Vail.
EVENT DESCRIPTION
Is this a new or existing event/program
in Vail?
Existing
How many years has the event or
program been produced in Vail?
2
Please describe the location(s) of the
event or program in previous years
Magic of Lights Vail is held in Ford Park Lower Bench area, the Betty Ford
Alpine Gardens and the Gerald R. Ford Amphitheater.
Please provide a detailed description of
the event/program and its activities
The winter walk through light experience features more than 500,000 lights
over a 3/4mile walkway. The family friendly event is open for 45 nights
encompassing the Thanksgiving, Christmas and New Year holidays. The
event features an interactive kids area, public concessions, purposeful
activations including live music, ice sculpting demonstrations, partner
expos, entertainers and more.
Please list all the specific venues that
you plan to utilize, including dates and
times, and if you have contacted them
to confirm availability.
Ford Park Lower Bench | October 31, 2022-January 10, 2023
Betty Ford Alpine Gardens | | October 31, 2022-January 10, 2023 [not
confirmed but purposed]
Gerald R. Ford Amphitheater | October 31, 2022-January 10, 2023
Do you plan to use Vail Recreation
District Facilities?
No
If any of the event/program takes place
outside of the Town of Vail, please
explain where the event will take place
and why.
NA
REQUEST FOR FACILITY RENTAL FEE RELIEF
Do you need facility rental relief?No
ENVIRONMENTAL PRACTICES
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
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
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.
The Vail Valley Foundation and Magic of Lights Vail is continuing to build
their sustainable efforts across all of its events, properties and endeavors
by curating achievable plans, setting attainable goals and continuing to
educate staff and guest ot the policies that are part of their events.
EVENT/PROGRAM PARTICIPANTS
Number of participants (athletes, artists,
exhibitors, etc.) anticipated
2-8 weekly [depending on the activities planned each week]
Number of volunteers anticipated 0
Number of event/program staff 10 nightly for event [Additional during the set up and tear down]
Estimate of total number of
spectators/attendees anticipated
40,000 over the 45 day event
If applicable, final number of last years
attendance
20,000 in 2020 [Covid-19 restrictions were in place to number of people per
session]
SCORECARD CRITERIA QUESTIONS - CRC
Estimate the number of destination
guests from within Colorado, with a
focus on the Front Range that your
event/program will bring to Vail
30000
Estimate the number of destination
guests from outside Colorado your
event/program will bring to Vail
9000
Estimate the number of international
guests your event/program will bring to
Vail
1000
How will your event/program increase
sales tax in Vail?
Guests will be staying in hotels/lodging and eating/drinking in town, on the
mountain and at their Vail homes during the Magic of Lights Vail program
window. It is expected that guests and locals will also spend money at
merchants and businesses throughout the Village.
How will your event support the mission
and vision of the Vail Town Council?
Magic of Lights Vail appeals to a wide audience from all across the country
and the world. Designed to be family friendly, the event program offers
something for everyone. It continues to evolve to bring a one-of-a-kind
experience that aligns with Vail's sense of community, inclusion and
offerings for all who live and visit Vail.
How will your event or program support
the Vail brand identity?
The unique environment and location of Magic of Lights Vail celebrates the
love for winter and embraces the beauty of Vail. By showcasing the Betty
Ford Alpine Gardens and Ford Park area in winter, the project brings a new
perspective on areas enjoyed traditionally in the summer.
How is this event/program at the right
time for Town of Vail?
Magic of Lights Vail was created in the midst of the Covid-19 pandemic. It
allowed a safe activity for locals and guests visiting Vail during a
complicated time. What evolved from that was an event that has mass
appeal and creates an uplifting energy during the early season through
Holiday period of the winter. A place for families and friends to enjoy the
outdoors and celebrate winter and Vail.
How will your event/program attract
target markets of both visitors and
community members?
Magic of Lights Vail runs for 45 days and allows locals and guest an
opportunity to visit the project one or more times. The nightly offering
makes it easy for families to include the event in their plans whether they
are here for a few days or live here permanently. With the changing
programming and interactive activities, locals can enjoy the experience
more than once during the season.
How will the event/program deliver fresh
content and enhanced experiences?
Each year, the goal is to reimagine the Magic of Lights Vail experience. By
curating a kids area designed to be exciting for young ones to adding in
authentic live entertainment and creative elements, the hope is to peak
people's curiosity each year to see what is new and return for what are
favorites at Magic of Lights.
How will the event/program promote an
atmosphere of vitality, fun and
celebration?
From bright lights to special effects to kids activated displays, the nature of
Magic of Lights is fun and celebrates Vail, the Holidays and winter.
What is the marketing reach for the
event/program? You will be asked more
detailed marketing questions in a future
section.
Since Magic of Lights offers something for everyone, the marketing plan
encompasses messaging for guests coming to Vail and those already in
Vail. By tapping into the local resources to disseminate information to
guests, Magic of Lights Vail is becoming a more known activity in the
valley.
What is the potential for the
event/program to leverage media
exposure and attract sponsorship
support?
Key, cornerstone partners have been supporting Magic of Lights Vail since
it began two years ago. The unique format of the event offers opportunities
for brands to make an impact in a memorable and unexpected way.
Explain the event/program producer’s
quality, knowledge and resources to
sustain and grow the event.
Magic of Lights Vail is managed by the Vail Valley Foundation, which has
been a leader in large scale events in the Vail Valley for more than 40
years. Creating events and experiences that align with Vail and the Vail
brand have been part of the event DNA at the VVF for a very long time.
Further, it is produced in collaboration with FunGuys Events, a company
that produces lights shows throughout the country.
Explain the adaptability of the event and
the event producer to adjust to
changing public health orders.
Magic of Lights Vail was created during Covid-19 when the public health
guidelines had many restrictions that provided a framework for what the
event was able to offer. From limiting ticket sales/attendance during each
session to physically distanced walkways, Magic of Lights Vail has the
ability to be nimble and adjust the experience to adjust to public health
orders.
EVENT ECONOMIC IMPACT
Estimate number of room nights within
the Town of Vail for your event or
program.
500
Estimate the amount of increased
spending within the Town of Vail to be
generated by your event or program.
$3M
What estimated return on investment
(ROI) in dollars should the Town of Vail
expect?
We estimate that the event will drive an additional $3M in incremental
spending in the Town of Vail, driving an ROI of 60.
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.
Prospective attendees will be driven to book lodging within the Town of Vail
through the presence of Discover Vail on both teh event website and in
ticket emails.
Room nights generated will be tracked through a third-party survey sent out
to all ticket buyers.
BUDGET
Describe how you will use the funds
requested from the CSE.
Town of Vail funds will be used against the overall event budget which will
include lighted display enhancements, improvements to the walkways,
additional interactive elements and more robust programming at the event.
Upload the complete provided
event/program budget template.
https://drive.google.com/uc?id=1czWZPnjS7lurqgtK07rC6ElxL0vjwnwC&ex
port=download&display=/MagicofLightsVail_114444299_2022RFPEventBu
dgetTemplate_MagicofLightsVail.xlsx
What percentage % of the total
event/program budget is the CSE being
asked to fund?
7%
If the event/program is not funded at full
request, how will the event change with
a lower funding allocation?
Lower funds would result in a reduction of enhancements and upgrades to
the 2022/2023 event.
Should the CSE decide not to support
this event/program at all, will it still
occur?
Yes
What total dollar amount of the
event/program revenue do you expect
the event itself to generate? (ticket
sales, merchandise, food and alcohol
sales, etc.)
600000
Do you intend to host the event or
program in Vail beyond 2022?
Yes
How many years beyond 2022?1
Do you anticipate requesting funding
from the CSE for 2023?
Yes
MARKETING
Please upload your event/program
marketing plan and budget, include
strategy, channel, method, budget and
execution dates.
https://drive.google.com/uc?id=1kk1ZbAJN1QGcFMINUNAvj5HXnce_tpS
W&export=download&display=/MagicofLightsVail_114444633_MOLVMktg
PlanCSE.pdf
Objectives: What are you trying to
accomplish through your marketing
efforts?
Magic of Lights Vail marketing will target a variety of audiences, ranging
from locals to day visitors to destination guests. We will aim to reach those
already staying in the Town of Vail, adding an enhancement to their visit,
as well as drive additional visitation.
Strategy: How will you meet your
objectives?
Through a multi-pronged marketing approach, across print and digital
platforms, as well as by working event partners and local Vail businesses to
reach a broad audience.
Audience: Who is your audience? (You
may select more than one)
First time visitors
Returning guests
Primary and Second Homeowners
Local residents
Activation: Detail in town/in village
activation opportunities to promote
your event or program.
We will continue to work with local businesses to assure they have the
information necessary to inform their guests about Magic of Lights Vail, as
well as provide opportunities for them to enjoy the experience with their
staff. We will additionally work with the Town of Vail to see if there are any
opportunities to further integrate the experience into the town core and
connect it to the Vail Holiday experience.
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
Posters
Rack Cards
Flyers
Signage - Banners, etc
Co-promotions
Partnerships
Local Vail Businesses
Concierge Visits
Please list contact information for your
Media Relations or Public Relations
staff/firm
Tom Boyd
Phone (970) 748-5935
Email tboyd@vvf.org
Please list social information Ie:
Instagram: @VailEvent Facebook: @Vail
Event Hashtag: #VailEvent
IG: @magicoflightsvail
FB: @magicoflightsvail
#magicoflightsvail
How will you promote and utilize
DiscoverVail in your marketing efforts?
Discover Vail will be promoted on the event website and through the events
social platforms and emails to ticket buyers.
Do you have a user database you utilize
for event promotion?
Yes, we have a list of people that subscribed to the event's mailing list last
year, as well as the list of ticket buyers from the Winter 20/21 event.
SPONSORSHIPS & PARTNERSHIPS
Please upload your full
sponsorships/partnerships
presentation, pitch deck or letter.
https://drive.google.com/uc?id=1DHbFt63QkYqs6crs05otuPis-H93B5VU&e
xport=download&display=/MagicofLightsVail_114446218_MOLV2021Sales
Deck.pdf
What levels of sponsorship are you
selling for your event?
Official Partners, Gold Level Sponsors
Please list your confirmed sponsors or
partners.
Town of Vail
GMC
Nature Valley
FirstBank
Slifer Smith and Frampton RE
US Bank
Comcast
Tincup
Pacifico
Snow Melt
GEICO
What is the dollar $ amount of
sponsorships and/or partnerships from
other sources reflected in the
event/program budget?
81000
What is the dollar $ amount of in-kind
services or items provided from
sponsors or partners?
29000
Please explain the potential for
additional sponsorships or partners.
There are additional activation elements and features we can can offer to
sponsors along with a very attractive demographic of active and affluent
consumers. Our hope is to grow sponsorship revenue over the coming
years.
What sponsorship level are you asking
the Town of Vail to support?
Title/Presenting
List the sponsorship rights and benefits
associated with this level.
• Sponsorship level: Town of Vail shall be treated as a title level sponsor
across the entire Magic of Lights Vail project.
• Integration into Event Mark: "Vail" shall be permanently included in the
overall Primary Event Logo/Mark for the first three (3) years of the Event.
This placement of 'Vail' locked within the overall event name provides Vail
with full media exposure in an elevated 'title' position that is greater than all
other event partners. Where other event partners only receive media
impressions via logo lockup inclusion on select materials, Vail will be
displayed/mentioned in conjunction with the event name at all times.
• Logo integration and marketing exposure: In addition to Vail being
included within the overall event name "MAGIC OF LIGHTS VAIL" &
mark/logo, both the Town of Vail logo & the Discover Vail logo shall be
included in the official "Logo Lockup", with top line positioning. The Logo
lockup is included in a variety of select marketing and messaging materials
including eBlasts, signage, website, tickets, banners, and print ads.
• Ticketing: A Discover Vail acknowledgement will be included in the
ticketing confirmation email to all ticket buyers.
• Branding: A custom Magic of Lights Vail lighted sign, created by VVF,
shall be placed near the main entry point to the venue. Town of Vail logo
will be included on select wind fencing near the venue.
• Hospitality: Town of Vail shall receive a mutually agreed upon quantity of
complimentary tickets for staff and Council.
• PA: Town of Vail shall be recognized multiple times each day via the
public address audio system.
List the sponsorship rights and benefits
associated with the top level of
sponsorship if different than above.
Same as above.
List the sponsorship rights and benefits
associated with the lowest level of
sponsorship if different than above.
10x10 booth.
How will you ensure fulfillment of the
sponsorship rights and benefits?
By tracking fulfillment of benefits.
ADDITIONAL INFORMATION
REQUIRED ATTACHMENTS
2021 Event Recap https://drive.google.com/uc?id=1uo6CKfkIClUTPzcXaxCdW7rk1QGIeeax&
export=download&display=/MagicofLightsVail_114446559_MOLV2020Stak
eholdersFINAL.pdf
Organization rosters naming all officers,
board of directors and respective
positions as relevant
https://drive.google.com/uc?id=1SN1YXRQPti9UGToGvqmS5vmphqw2JH
Bm&export=download&display=/MagicofLightsVail_114446561_MAGICOF
LIGHTSVAILOFFICERS.pdf
OPTIONAL ATTACHMENTS
List any URLs where additional
information can be found, including
photos, videos or other content relevant
to your application
https://magicoflightsvail.com/;
https://www.flickr.com/photos/vailvalleyfoundation/collections/72157717258
764097/
RFP QUESTIONS AND KEY MEETING DATES