2024 Special Event Sponsorship 2nd Cycle RFP
| Agency: | Town of Vail |
|---|---|
| State: | Colorado |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD17168887515572127 |
| Posted Date: | Jan 15, 2024 |
| Due Date: | Jan 31, 2024 |
| Source: | Members Only |
2024 Special Event Sponsorship 2nd Cycle RFP
- Department: Economic Development, Community Development, Environmental Sustainability, Communications
- Start Date: 01/15/2024 3:46 PM
- Close Date: 01/31/2024
The Town of Vail is excited to invite innovative and dynamic sponsorship proposals for upcoming special events in 2024. With a rich history of hosting diverse events including art festivals, a wide range of concerts, culinary gatherings, parades, and world championship sporting events, Vail's events not only drive economic vitality but also define our community's cultural identity.
View the full RFP Document here .
The application can be accessed here .
Attachment Preview
To: Special Event Producers
Subject: Sponsorship Requests for Special Events in 2024
Link: https://www.vailgov.com/cserfp
RFP Overview
January 15, 2024
The Town of Vail is excited to invite innovative and dynamic sponsorship proposals for
upcoming special events in 2024. With a rich history of hosting diverse events including
art festivals, a wide range of concerts, culinary gatherings, parades, and world
championship sporting events, Vail's events not only drive economic vitality but also
define our community's cultural identity.
Over the last three years, the Town of Vail has allocated significant resources to build a
new marketing ecosystem to increase the ability to strategically market Vail as a
premier destination. Discover Vail and www.DiscoverVail.com are the Town’s guest-
facing online home for marketing and promoting Vail. The mission is to attract overnight
destination guests primarily during the May – October time frame and create economic
vitality by increasing both the visitor base and sales tax revenues. The addition of data
collection through DiscoverVail.com has allowed the Town to better understand guests
and potential guests and create 1:1 direct communication to increase loyalty to Vail.
In 2023, the town transitioned to an innovative sponsorship-driven approach for
evaluating special event funding. This fresh perspective aims to establish a
collaborative partnership between the town and event producers, ensuring mutually
beneficial outcomes. Rather than merely providing funding, the Town of Vail seeks to
become a valued sponsor of your event. As a result, this Request for Proposals (RFP)
focuses less on subjective inquiries and places greater emphasis on delineating
sponsorship rights and assets, analytical insights, and data sources. The goal of the
new approach is to provide an increased benefit and ROI to the TOV while at the same
time increasing benefit to event partners.
The updated process combines the Committee on Special Events and Council Funded
events from the past into one process with two annual cycles. The first cycle occurred in
October 2023. The second cycle is open from January 15, 2024 through January 31,
2024. Additional RFP’s may be published throughout the year for specific event
elements including concerts, holiday lighting, production support, and will be posted to
www.Vailgov.com.
Producers must submit all the required information via the online application portal
found here: https://www.vailgov.com/cserfp Application submissions are due by:
11:59 pm, Wednesday, January 31, 2024.
Email questions about the RFP to: jgross@vail.gov
Monday, January 15
Wednesday, January 24
Monday, Friday January 26
Wednesday, January 31
Wednesday, February 7
Thursday, February 8
Week of February 12
Tuesday, February 20
Wednesday, February 21
Wednesday, March 20
August 2024
RFP Submission portal is open
Questions about the RFP are due via email.
Submitted questions & answers will be emailed and posted
to the www.vailgov.com/cserfp
APPLICATION SUBMISSION DEADLINE
Committee on Special Events meet, review, and listen to
presentation from qualifying applications
CSE Meet to determine final recommendations to Event
Sponsorship Funding recommendation
Event Funding Committee meeting to review
recommendations and score event proposals. Final
recommendations for Town Council determined.
Vail Town Council will review the event sponsorship
allocations.
Applicants will be notified of their preliminary funding
allocations
Applicants will be notified of their final funding status after
the last date for the Vail Town Council to call up any
funding decisions
Anticipate publishing & reviewing of the 1st cycle for 2025
funding requests
* Dates and times are subject to change.
Reference www.vailgov.com/cserfp for up-to-date information
2024 Event Sponsorship RFP
Town of Vail
Page |2
Town of Vail: Committee on Special Events
2024 Special Event Funding Guidelines
Requirements For Request
The following are requirements for conducting town funded events in the Town of Vail.
Event producers must briefly explain or demonstrate how these requirements are
accomplished prior to being considered for sponsorship funding.
Brand: Event is compatible with and supports Vail’s brand, mission and
objectives as set forth by the Town Council.
Alignment with Community Values: Event is compatible and supports Vail’s
community values, interests, and standards while providing a positive guest
experience.
Timing: Event takes place during a lower demand time period in which
programming or tourism draws are most needed. (VLMD Guiding document)
Sustainable Practices: Event producer agrees to plan for and abide by best
environmental and sustainability practices as outlined by the Town of Vail.
Producer Qualifications: Event producer must have a proven track record of
successful event production and execution.
Once the event producer can confidently answer the above questions, the full
application will be filled out electronically. The application questions focus on the
sponsorship benefits and quantitative value of the event based on stated goals of the
Town of Vail.
“Special Event Rating Criteria” (Attachment A: CSE Event Categories and Evaluation
Criteria) will be used to evaluate all proposals with respect to how they achieve the
Town’s marketing and event goals.
The three Event Categories will be the following:
1. Visitor Draw Events
2. Programming Partner
3. Recreation Events
Producers will be evaluated on a scorecard tied to the principal objectives of the event
as determined by the Town. The principal objectives being evaluated are for visitor draw
events, programming events, and recreation events.
2024 Event Sponsorship RFP
Town of Vail
Page |3
TOV Visitor Draw Events
Events that create a compelling attraction and draw out-of-town guests to travel to Vail
for the purpose of attending the event. These events will engender one or more of the
following elements:
History of drawing out-of-town visitors to Vail
Drive overnight stays
Provide an experience not easily found elsewhere
Garner regional or national media interest (Paid and/or earned)
TOV Programming Partner
Events that provide interesting or entertaining attractions and activities for local
residents and Vail visitors alike. In and of themselves, these events are not likely to be
a draw for guests, but they provide engaging programming, add to the character of Vail,
and appeal to the local residents, enhancing their quality of life.
TOV Recreation Events
Athletic tournaments or other sporting or recreation events, that provide very limited
marketing or sponsorship benefits, and have a large positive economic impact through
number of participants and guests that attend, duration of event, etc.
To assure that the TOV is receiving a return on investment commensurate to benefits
provided in the sponsorship package, each event will be scored and evaluated on the
tangible and intangible values criteria.
Tangible (quantitative) Value: Tangible valuations use industry standards against
multipliers of attendance, media values, impressions, face ticket values, etc.
Key tangible valuation elements include:
Marketing recognition
Collateral materials
Web & Digital benefits
Social Media inclusion and content development
Onsite rights
Hospitality benefits
2024 Event Sponsorship RFP
Town of Vail
Page |4
Intangible Value: For evaluating an event’s sponsorship intangibles, a qualitative
weighing system will be used that places a value between 0 – 10, (of which 10 is the
highest), on each of eleven different categories.
Prestige of Property
Recognition & Awareness
Level of Audience Interest/Loyalty
Ability to Activate
Degree of Sponsor Clutter
Susceptibility to Guerilla Marketing
B2B Networking Opportunities
Earned Media Coverage Potential
Demonstration of Community Engagement
Established Track Record
Sponsorship funding amounts will then be evaluated based on the sponsorship proposal
and anticipated return on investment with a focus on guest data capture.
Sponsorship Proposal
In addition to a complete sponsorship funding application, a sponsorship proposal/deck
should be submitted for review. The sponsorship deck should include multiple financial
levels of potential sponsorship with rights and benefits listed for each level that are
commensurate with the funding request.
Key event sponsorship priorities of the Town include:
• The ability to capture audience data from the event/event database
• Attendee/database exposure to discovervail.com
o Examples of ways to communicate discovervail.com to attendees:
o Dedicated landing page can be created for specific events
on DiscoverVail.com to educate guest on other things to do
in Vail during the event. Page to be included in emails,
dedicated social posts, SMS text message communication,
signage, collateral, etc.
o Opt-in option on event website/registration/ticketing for
Discover Vail newsletter
o Email from the event to the event database with an invite to
receive Discover Vail newsletter
• Logo inclusion with trackable links to discovervail.com
• Program ads, video ads, display ads, etc.
• VIP Access/tickets/perks/SWAG
• On-site activation opportunities
2024 Event Sponsorship RFP
Town of Vail
Page |5
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
TRY FOR FREE
Not a USAOPPS Member Yet?
Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.