town of eagle marketing and events advisory ......2016/10/10 · requests or sponsorships over...
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TOWN OF EAGLEMarketing and Events Advisory Committee (MEAC)
2017 Funding Request for Proposal
MEAC Events Community Requests
Sponsorships
eagleoutside.comT
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MEAC History In November of 2011, Town of Eagle voters approved a hotel room tax dedicated to market town amenities and create events to enhance the town’s economy. The Board of Trustees formed a Marketing and Events Advisory Committee (MEAC) and hired a staff member to coordinate activities. The Committee is composed of a diverse collection of business and
community members. The Town is now poised to market Eagle effectively. MEAC has been charged with sponsoring events to attract visitors to the community. The committee welcomes discussion and proposals from promoters to sponsor events in the town of Eagle.
The Town of Eagle has also historically funded or sponsored community-oriented events or programs through its Community Request program, which is funded through the Town’s General Fund budget. These events and programs contribute to a sense of community and quality of life for Eagle residents. The MEAC Committee will also evaluate Community Requests and make funding recommendations to the Town Board of Trustees for 2017 funding.
Purpose To enhance the economy of the Town of Eagle by emphasizing its desirability as a year‐round travel and recreation destination to visitors who appreciate and respect Eagle’s unique character and natural resources.
Mission To market and maintain the quality of the Eagle experience for the benefit of both the visitor and the economic sustainability of the community, while respecting our natural surroundings.
MEAC will encourage and recruit event organizers to produce a diverse collection of events in Eagle. With a single point of contact for events administration, MEAC will act in a sponsorship role, allocating “seed” money to those events that particularly contribute to our overall objectives. The Committee will evaluate events to ensure the investment in public funds is allocated effectively and producers will be held to a high level of accountability. MEAC encourages events to develop their own sponsors and become less reliant on town funding as the event grows and becomes self-sustaining.
Objectives MEAC will increase awareness of Eagle’s attributes in key markets to event promoters and consumers.
MEAC supports a balanced, year-round calendar of events to accomplish the following goals:Elevate the profile of Eagle Increase sales and lodging tax revenues Increase length of tourist visits Encourage visitor loyalty; increase return rates Increase brand awareness Provide marketing and public relations value and increase website traffic Appeal to diverse target markets Provide community and quality of life for guests and residents
To qualify for MEAC funding review, events must support these strategic priorities and objectives.
MEAC and Community Request Funding Criteria Self-Selection Process Event producers will self-select the type of event funding they are requesting. Some may overlap. MEAC reserves the right to revise requests or move a request to a different category of funding.
MEAC Funding Event encourages overnight destination visitors to Eagle, elevates Eagle’s profile, increases sales and lodging tax revenues, increases brand awareness, appeals to a diverse audience, provides marketing and public relations value and drives website traffic. (Examples: participatory sporting events such as Colorado High School Cycling League State Mountain Bike Championships or youth tournaments; festivals such as Eagle Outside Festival, Eagle YogaFest; big-name concerts such as Bonfire Block Party; multi-day groups and meetings such as Colorado High School League Coaches Summit, NICA Annual Conference)
If your event fits these criteria, please complete and submit the MEAC Special Event Funding Application.
MEAC Rating System: Increases sales and lodging tax revenues: up to 20 points Encourages overnight destination visits: up to 20 points Increases brand awareness: up to 10 points Provides marketing and PR value: up to 10 points Appeals to a diverse audience: up to 10 points Provides for a well-rounded, varied annual calendar: up to 10 points Growth potential / sustainable event: up to 10 points Producer qualifications: up to 10 points Total: 100 points
Community Request Funding Event provides a sense of community and quality of life for guests and residents, appeals to diverse audience, elevates the profile of Eagle and increases brand awareness. (Examples: Yoga in the Park, July 4th Bike Parade, Eagle Flight Days, ShowDown Town concert series, Sunset View Cemetery Tour)
If your event fits these criteria, please complete and submit the Community Request / Sponsorship Application. Community Request Rating System: Adds to sense of community, fun and quality of life for guests and residents: up to 25 points Appeals to a diverse audience: up to 10 points Increases brand awareness: up to 5 points Growth potential: up to 5 points Producer qualifications: up to 5 points Total: 50 points
Sponsorship or Programs Event or program is a long-standing event that will take place without funding but funding from the Town of Eagle will benefit the organization by providing discounted or free participation for local residents, or promote health, wellbeing and life-long learning. (Examples: Vail Mountaineers Sportsmanship Classic Hockey Tournament, Walking Mountains Science Center programming, Buddy Werner League, Eagle County Historical Society)
If your event or program fits these criteria, please complete and submit the Community Request / Sponsorship Application.
Sponsorship and Programs Rating System: Provides community and quality of life for guests and residents: up to 20 points Provides education, health and/or wellbeing for residents: up to 15 points Appeals to, or serves, a diverse or under-represented audience: up to 10 points Producer/Program qualifications: up to 5 points Total: 50 points
Process All event producers and Community Request applicants shall submit their special Event Funding Application on or before November 15, 2016 for consideration for 2017 funding. Event producers are asked to present a brief overview of their event at the December 7, 2016, MEAC meeting beginning at 8:30 am at Eagle Town Hall. MEAC committee members and partners will evaluate the proposals and make recommendations for funding on December 8, 2016. Producers will be notified of Special Event funding by January 20, 2017. MEAC may opt to reserve a portion of the Special Event Funding budget as a contingency.
Submit all Special Event Funding Applications to: Danielle Couch, Administrative Assistant
Please direct all questions to: Amy Cassidy, Take Aim Marketing [email protected] / 970-390-5612
Timeline:• November 15, 2016: Deadline for all Special Event Funding Applications for 2017 requests.• December 7, 2016: Presentations by event producers and partners for all MEAC requests and for Community
Requests or Sponsorships over $5,000. • December 8, 2016: MEAC to discuss, evaluate and allocate funding recommendations for 2017 Special Events,
Community Requests and Sponsorships. All information is evaluated, events are scored and a decision is reached by MEAC. Outcomes are as follows:
n MEAC makes recommendation to the Town Board of funding for the proposed events. n If MEAC recommends rejecting town funding for an event as it is currently presented, the
Committee may include recommendations to modify the event so that it contributes to the overall goals of MEAC or Community Requests .
n MEAC may recommend rejecting town funding if the event does not fit within the Town’s overall objectives and criteria.
n MEAC may move a request to/from MEAC to/from Community Requests or Sponsorships if deemed appropriate.
• January 10, 2017: The Special Events Coordinator will present MEAC’s funding recommendations to the Town Board of Trustees for approval.
• January 17-24, 2017: Special Events Coordinator will contact the event producers with the funding award decision.
• February 2, 2017: Mandatory event meeting for events/programs receiving town funding to discuss event policies and procedures, permitting and contracts. A call-in number will be provided for out-of-town producers.
Payment Unless otherwise specified, funds will be distributed per the following formula:
• 1/2 upon completion of the special event permit application, contract and verification of event marketing
• 1/2 of the amount upon completion of the event and the MEAC’s approval of the follow up report
Considerations For consistent communications and ease of processing, the Town is committed to providing event partners a single point of contact for event coordination.
If chosen to receive funding from the Town of Eagle, it is the event promoter’s responsibility to:1. Attend the mandatory event meeting on February 2, 2017 to review event policies, procedures, permitting and
contracts. A call-in number will be provided for out-of-town producers 2. Comply with and complete in a timely manner all Town of Eagle permit requirements. Most permits are due 30
days prior to the event date.3. Pay applicable deposits and permitting fees with a certified check at least 30 days prior to the event. 4. Obtain required insurance coverage for the event, listing the Town of Eagle as additionally insured. 5. Secure the appropriate venue for the event size and scope. 6. Comply with Town Code with regard to any street closures, signage, etc. 7. Ensure that the event is listed on the Town of Eagle website: www.eagleoutside.com.8. Agree to the placement of the Town of Eagle/Eagle Outside logo(s) on marketing and promotional materials
associated with the event at the appropriate level of sponsorship.9. Work towards sustainable event production with a goal of zero waste events in 2018. 10. Provide the Town of Eagle / MEAC with usage rights to any video or photographs from the event for promotional
purposes.11. The Town of Eagle encourages all event producers to utilize local businesses to the best of your ability. A vendor
list is provided for your convenience. Some vendors are willing to offer events receiving Town funding a discount or incentive upon request.
Accountability and Follow‐Up With the acceptance of Town funds, the event promoter will remain in contact with the Town of Eagle’s Special Events Coordinator, providing budget updates on a monthly basis.
Within 60 days of the close of the event, the event promoter will provide a written event follow‐up report that includes the following:
1. Final budget with profit and loss statement, including how the MEAC funds were utilized2. The marketing tactics and media plan implemented for the event3. Guest lodging • Marketing and the means guests directed to book • Room nights generated4. Event wrap‐up report including:
a. The event’s strengths and weaknessesb. Attendance numbers and demographicsc. Economic impacts to the Town of Eagle: Lodging, Restaurant and Retaild. Media exposuree. Sponsorships f. Visitor intent to returng. Estimated ROI to the Town of Eagleh. Potential for event to grow
5. Photography and videography
Company information _________________________________________________________________________
Event producer ______________________________________________________________________________
Contact ____________________________________________________________________________________
Physical address ______________________________________________________________________________
Mailing address ______________________________________________________________________________
Phone _____________________________________________________________________________________
Email ______________________________________________________________________________________
Website ____________________________________________________________________________________
# Of years your organization has been in business ____________________________________________________
History of events produced _____________________________________________________________________
Tax status ___________________________________________________________________________________
EVENT OR PROGRAM NAME _____________________________________________________________________
___________________________________________________________________________________________
FUNDING REQUEST $ __________________________________________________________________________
Please check one:
MEAC Event
Community Request
Sponsorship or Program
2017 TOWN OF EAGLE MEAC EVENT, COMMUNITY REQUEST AND SPONSORSHIP FUNDING APPLICATION
Complete this form, save the file with event or program in the file name and submit digitally
Event information:
Name of event _______________________________________________________________________________
Event description _____________________________________________________________________________
___________________________________________________________________________________________
Event funding requested from Town of Eagle MEAC fund
Cash grant $ _________________________________________________________________________________
In kind services (requires town approval) ___________________________________________________________
Is this a new or existing event?: __________________________________________________________________
If existing, what venues have been used and how many years has it been produced: _________________________
___________________________________________________________________________________________
Proposed dates ______________________________________________________________________________
Proposed times ______________________________________________________________________________
Annual event? _______________________________________________________________________________
Location(s): __________________________________________________________________________________
___________________________________________________________________________________________
Will any portion of the event take place outside Eagle? (If yes, where?) ____________________________________
___________________________________________________________________________________________
Will you be requesting Town of Eagle services? (Ie: parking, traffic control, street closures, additional police, EMT)
___________________________________________________________________________________________
2017 MEAC Event Funding Application Complete this form, save the file with event name in the file name and submit digitally
Anticipated # of participants ____________________________________________________________________
Anticipated # of spectators _____________________________________________________________________
# Of staff ___________________________________________________________________________________
# Of volunteers _______________________________________________________________________________
Expected participation: % Local _____________ % In‐state _____________ % Out of state _________________
Brief description of potential benefits to the Town of Eagle, including estimated room nights: __________________
___________________________________________________________________________________________
___________________________________________________________________________________________
What ROI should the town expect? _______________________________________________________________
___________________________________________________________________________________________
Budget Attach a detailed event budget. Include: • Estimated revenues • Estimated expenses • Other sponsorship money • Requested funding from the Town of Eagle
How will the Town of Eagle funds be utilized? _______________________________________________________
___________________________________________________________________________________________
Will this event still occur if funding from the Town of Eagle is not granted? Yes No
Explain: _____________________________________________________________________________________
If you anticipate requesting funding for next year, what % of the total event budget would the funding include? (We encourage event promoters to develop additional sponsors and income streams as the event becomes more established)
___________________________________________________________________________________________
___________________________________________________________________________________________
Marketing/tracking• Include a marketing plan, including potential sponsorships & media exposure• Provide projected demographcs for event attendees and spending habits• How do you plan to survey participants and extract demographics during the event?• Provide any support materials for your presentation in electronic format
Submit all special event funding applications to: Danielle couch, administrative assistant
For additional information please contact Amy cassidy
[email protected] 970.390.5612
Event information:
Name of event or program _____________________________________________________________________
Event description _____________________________________________________________________________
___________________________________________________________________________________________
Event funding requested from Town of Eagle
Cash grant $ _________________________________________________________________________________
In kind services (requires town approval) ___________________________________________________________
Is this a new or existing event?: __________________________________________________________________
If existing, what venues have been used and how many years has it been produced: _________________________
___________________________________________________________________________________________
Proposed dates ______________________________________________________________________________
Proposed times ______________________________________________________________________________
Is this an annual event? ________________________________________________________________________
Location(s): __________________________________________________________________________________
___________________________________________________________________________________________
Will any portion of the event take place outside Eagle? (If yes, where?) ____________________________________
___________________________________________________________________________________________
2017 TOWN OF EAGLE COMMUNITY REQUEST AND SPONSORSHIP APPLICATION
Complete this form, save the file with event or program in the file name and submit digitally
Will you be requesting Town of Eagle services? (Ie: parking, traffic control, street closures, additional police, EMT)
___________________________________________________________________________________________
Anticipated # of participants ____________________________________________________________________
Anticipated # of spectators _____________________________________________________________________
Community served (if applicable) ________________________________________________________________
Does this event benefit a local non-profit organization? _______________________________________________
If yes, please list the beneficiary. __________________________________________________________________
Submit all special event funding applications to: Danielle Couch, administrative assistant
For additional information please contact Amy Cassidy,
[email protected] 970.390.5612
Business Name Rental Type Website Phone Contact email
GENERAL SERVICESAlpine Party Rentals Tents, tables, chairs, staging, dance floors, bouncy castles, linens, etc. www.alpineparty.com 970-328-6707 Sue TerBush [email protected]
Signature Signs Banners, signs, etc. www.328sign.com 970-328-SIGN Tom Rollins [email protected]
A1 Traffic Control Road closures, barricades, cones, etc. 970-876-0738
Azalia Monteca Bouncey castles, etc. 970-668-0084
Avid4 Adventure Adventure carnival (climbing wall, etc.) www.avid4.com 303-601-6019 Robb Green [email protected]
Airbound Adventure carnival (ropes course, etc.) www.airboundcolorado.com 970-613-1886 Stephanie Comegys [email protected]
Old Gypsum Printer Printing, posters, swag, etc. http://www.ogprinter.com/ 970-524-1015 Vinnie [email protected]
Kaleidoscope Productions Audio, Lighting, Video, Staging, Backline, Production Management www.kaleidoscope-co.com 303.800.6325 Stephen Ridgway [email protected]
Vail Honeywagon Sanitation, trash, etc. www.vailhoneywagon.com 970-476-3511/970-471-5393 cell Jennifer Collins [email protected]
Security LoneStar Security Security, safety www.lonestarsecure.com 970-524-5686 [email protected]
Citadel Security Security, safety http://csidefend.com/ 877-639-4301
Musicians/Entertainment The Platonics 970-343-0755 Alan Chavis
Rewind 970-343-0755 Alan Chavis
First Chair 970-977-0213 David Gonzalez
Thumper 970-376-7106 Alex Hyde
Twang Box 970-949-0529 Terry
Schwing Daddy 970-401-3480 or 970-376-3854 Karm Trygg at Capitol Theater
John Martin 970-390-1181 John Martin
Jeffery Reed 239-770-1247 Jeffery Reed
Hardscrabble 970-471-2288 Eric Lovgren
Custom 20 Adam Palmer
The Renegade Sons Leo Spaziani
Living Being Dina Cadavid
Food Vendors Pazzo's Pizza http://www.pazzospizza.com/ 970-328-9900 Tom Clinton
Expert Burger http://www.expertburger.com/ 970-328-1291
Pickups Pizza http://pickupspizza.com/ 970-328-3388
Moe's Original BBQ http://www.moesoriginalbbq.com/lo/eagle/ 970-337-2277
Rocky Mtn Taco Truck http://www.rockymountaintaco.com 970-401-4443
Nicky's Quickie http://nickysquickie.com/ 970-827-5616
Ice Cream Truck
Green Elephant Juicery http://greenelephantjuicery.com/ 970-470-4042
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TOWN OF EAGLE EVENT VENDORS
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