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HomeMy WebLinkAbout2022 CSE Sponsorship Application SubmissionsForm Name: 2022 Commission on Special Events Sponsorship Request Submission Time: September 23, 2021 10:19 pm Browser: Chrome 93.0.4577.82 / OS X IP Address: 24.8.175.58 Unique ID: 865001776 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