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HomeMy WebLinkAbout2022 Vail America Days proposal- Eagle Valley Events April 11, 2022 Jeremy Gross, Special Events Manager Town of Vail Via E-mail Good morning, Jeremy: We appreciate the opportunity to provide a proposal to provide Event Management Services to the Town of Vail for the 2022 Vail America Days event. We welcome the opportunity to work alongside the Economic Development team to present a post-pandemic version of the Vail America Days parade! Eagle Valley Events, Inc. has been producing public and private events in Eagle County since 1999. The owner and primary contact is Laurie Asmussen. Our mission is to produce safe, engaging public events for guests of all ages. Our staff of dynamic, enthusiastic individuals have contributed to our production of Vail America Days for the Town of Vail at various times over the past 20 years. Each year, we chose a theme that can easily be incorporated into any parade entry and musical presentation, offering fun ways for the public to be engaged in the event. Our goal is to incorporate as many of our Eagle County non-profit groups as possible to collectively present our amazing community to our many guests over the July 4 holiday. Eagle Valley Events also assisted the Glenwood Springs Chamber of Commerce with their Strawberry Days parade, held annually the end of June, from 2006-13. Over the years, we have also been involved with the Eagle Flight Days parade as volunteers, offering time on the planning committee and as participants and volunteer staff to assist with their Flight Days Fun Run immediately leading up to the parade. We look forward to the prospect of assisting with the event and offering our production experience to produce a successful event! Please let me know if you have any questions or need additional information. Have a good day, Laurie Asmussen, Owner Eagle Valley Events, Inc. 2022 Vail America Days Parade Operations Plan and Proposed Budget Route Planning and Safety Our focus will be on safety as we prepare the route planning. The most important piece is to meet with the Chief of Police, his team, and the ERC in finalizing the route. Assistance will be required by private security to coordinate with the Vail Police Department to assist with public safety of all areas of the event. Parade Solicitation and Management Our team will work with the Vail Chamber and Vail Valley Partnership to recruit and sign parade entries. We will also focus on our many non-profit groups who have historically enjoyed participating in the parade. We will keep in close contact with all leading up to the event and will communicate all necessary guidelines. On-site Management and Staging Once a staging location is identified, our team will communicate with all neighbors of the anticipated times of staging as well as the traffic management plan for the staging area, with the prior approval of the Vail Police Department. Our private security team will also assist in management of the staging area and traffic control with the Police Department to ensure the safety of all participants. Community Group Management and Safety We will work closely with the Vail Police and Vail Resorts team to ensure our Community Group drop-off and pick-up locations are in safe areas of town. We will have staff available during designated drop-off and pick-up times to assist all community groups with locating and safely arriving at their designated spot in the parade. Merchant Interaction and Notification The Vail Chamber will be integral in our communication efforts to alert our merchant community of plans for the parade route, announcement areas, seating areas, guests requiring assistance along the route and all safety aspects of the parade. Our team will hand deliver information about the parade route that includes safety tips for viewing the parade. We will also include this information at www.vailamericadays.com. All merchants will receive Laurie Asmussen’s cell number to call with questions or concerns. Event Permit Eagle Valley Events will coordinate the Vail America Days permit with the Town of Vail special events manager. The ERC is an important advisor in the planning and implementation process to ensure a smooth event. All permit fees will be paid by Eagle Valley Events and parade liability insurance will be secured for the event. Event Marketing All marketing materials will be submitted for approval by the TOV Economic Development department for distribution and will be placed on www.vailamericadays.com and linked to www.discovervail.com for public viewing. A theme will be named for the event that will assist parade entries with their plans for participating. Directional event signage as well as Event Schedules will be created for guests to find various planned event activities and updated on www.vailamericadays.com. Additional Vail America Days Events Day-of musical entertainment, family programming and other activities will be the additional focus of the Eagle Valley Events team. Musical entertainers will be recruited to serve as both parade entries and post-parade entertainment in various locations throughout Town. Sound systems will be placed along the parade route to allow for parade announcements and then for post-parade entertainment. Event Sponsorships The Eagle Valley Events team will coordinate solicitation of Event sponsors with the Town of Vail. All potential sponsors will be approved by the Town prior to approaching them. Eagle Valley Events requests a sponsorship commission for each new signed sponsor. Commission percentage to be determined if Eagle Valley Events is chosen as the event producer. Anticipated Operating Budget for the Outlined Program Plan: Event Advertising/Promotions $7,500 Brochure and poster printing Social media ads Newspaper ads; Radio ads Event Supplies $9,300 Signage and banners Decorations T-shirts for all TOV and parade staff Giveaways; US flags Parade Awards Operating Expenses $32,000 Parade/post-Parade Entertainment* Lodging Sound Systems – 2 Equipment Rental/Tenting Security/Traffic Control Administrative Expenses $21,200 Staffing/Labor Insurance Permitting *Based on budget savings for both parade and post-parade entertainment