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HomeMy WebLinkAboutC19-421 Vail Valley Partnership Vail Valley Partnership 2020 After-Hours Business Mixer Agreement Thank you for your interest in hosting a Vail Valley Partnership (VVP) After-Hours Business Mixer. Mixers are a wonderful marketing opportunity for partners as they elevate the host’s presence in the Vail Valley business community. With average mixer attendance of 75 - 100 people, the visibility your company will receive is immense. In addition to on-site visibility, the Partnership actively promotes each mixer/host through local media outreach. Please review the following Mixer Host Requirements: Date and Time ● Mixers are typically held on the third Wednesday of each month from 5:00 to 7:00 p.m. ● A mixer date may be changed, at the discretion of the VVP, to accommodate a major holiday or other scheduling need. Host Requirements ● General: o The host must be at Silver or above membership level for the calendar year of the event date. o Host Agreement must be completed & returned six months prior to the event date. o VVP Mixers are not open to the public. Non-members may attend for a $10 suggested donation, collected at the door, which will be donated to the Featured Non-Profit. o Mixers may be co-hosted by another VVP member in order to share the associated costs. One host must be at Silver membership level. The Partnership welcomes such an agreement, but requires that both hosts be Partnership members. Co-hosts must be finalized at the time of contract signing to ensure adequate promotion of both parties. o Cancellation Policy: If the After Hours Mixer needs to be cancelled for any reason, the host must give the VVP 90 day notice. ▪ Failure to notify within 90 days will result not being able to host a VVP networking event for two years. ▪ Failure to notify within 30 days will result in the host and employees being ineligible to participate in the Merchant Ski Pass Program, VVP Leads Groups or the NEXT Vail Valley program for one year. o Businesses are eligible to host one networking event (Breakfast or After Hours Mixer) every other year. ● Venue Specs: o Venue must be able to accommodate 100 people. o Host is responsible for mixer set up and breakdown. o If the venue is outdoor, a suitable indoor, on-site venue must be provided. o Complimentary and adequate parking within a four (4) minute walk of the venue, if not on-site. DocuSign Envelope ID: A7FCE53C-4D99-40FC-B3E1-59B8E67ACFD4 Vail Valley Partnership 2020 After-Hours Business Mixer Agreement o Adequate restroom facilities and trash receptacles. o Designated area for coat check (winter events only). o Provide (1) table, two (2) chairs & (1) trash can at the entrance to the mixer for VVP check in. (VVP will provide all check-in materials) o Provide (1) table for collateral/materials. ● Food: o Host is responsible for the planning and cost of the mixer, including all food and beverage expenses. o Host will provide food (i.e. – heavy hors d’oeuvres) for 100 people. o The food provider, if different from the host, must be a VVP member. Please contact the VVP Events and Office Manager for a list of member caterers and restaurants. ● Beverages: o Host will provide water and additional non-alcoholic beverages for 100 people. o VVP will work with beer sponsors to provide donated product for the event. Beer sponsor will be confirmed with host prior to event. The VVP will provide two (2) drink tickets to each guest at the door. Cash bar to follow drink tickets. o Optional: Cash bar tips may be donated to the Featured Non-Profit at the discretion of the host. ● Other: o Mixer host must provide a high-resolution logo & one photo of your venue (landscape orientation preferred) o The host must provide at least one giveaway for the business card drawing. ▪ Each giveaway should be valued at no less than $50.00. ▪ Giveaway(s) may be a product or gift certificate from your business or an item you have acquired from another VVP member business. ▪ The giveaway(s), or a signed certificate for the giveaway(s), should be available on-site for the winner(s) to take with them. o The mixer host will be given a two (2) minute opportunity to address event attendees and to draw the giveaway winner(s). Marketing Benefits ● VVP will provide the host with attendee contact info collected prior to and at the mixer. Mixer hosts may use these contacts for follow-up direct marketing. Hosts are not permitted to share the list with anyone outside of their business or sell them under any circumstances. ● The Partnership will market the event in our weekly e-newsletter, on the event calendar on the VVP website, and on social media (when deemed appropriate). Any further mixer promotion is not guaranteed, but may be provided on an as-needed basis. Featured Non-Profit ● Each mixer will have a Featured Non-Profit. ● Featured Non-Profits will be assigned on a first come, first served basis. Non-Profits may be featured once every other year. ● Featured Non-Profits will be given two (2) minutes to address event attendees and will be DocuSign Envelope ID: A7FCE53C-4D99-40FC-B3E1-59B8E67ACFD4 Vail Valley Partnership 2020 After-Hours Business Mixer Agreement able to provide materials at check-in to promote their organization. ● A $10 suggested donation for any non-members attending the event will be donated to the Featured Non-Profit. Any additional donations collected from non-members or event participants will be donated to the Featured Non-Profits of that month. DocuSign Envelope ID: A7FCE53C-4D99-40FC-B3E1-59B8E67ACFD4 Vail Valley Partnership 2020 After-Hours Business Mixer Agreement AFTER-HOURS BUSINESS MIXER HOSTING AGREEMENT A signed Hosting Agreement ensures that you are secured to host a Vail Valley Partnership After-Hours Business Mixer and agree to all venue and host requirements. Please sign and return this document to: Vail Valley Partnership Attn: Lauren Emenaker 97 Main Street, Suite E201, Edwards, CO 81632 (970) 477-4007 lauren@vailvalleypartnership.com Contract of Commitment: On behalf of my business, Eagle County Government, I, Jeff Shroll am authorized to agree to Vail Valley Partnership’s After-Hours Business Mixer Hosting Guidelines. I agree to the Hosting Guidelines and will host an After- Hours Business Mixer on Wednesday, March 20, 2020 (month, day) from 5:00 to 7:00 p.m. at the Westin - Avon. By signing this contract I am responsible to host this mixer on the said date and time, and cannot change the date or time or withdraw from hosting the mixer (without minimum 90 day notice) or choose not to fulfill any other requirements of the Hosting Guidelines. Abby Dallmann will be the main contact for the VVP’s event coordinator when planning and executing the above mixer. Contact’s direct phone number: 970-328-8611 Contact’s e-mail address: abby.dallmann@eaglecounty.us Please list co-host information, if applicable: Business:____________________________ Contact Name:_______________________ Contact Phone:_______________________ Contact Email:________________________ HOST SIGNATURE: ___________________________________ __________________________________ (Print) (Title/Company) ____________________________________ __________________________________ (Signature) (Today’s Date) DocuSign Envelope ID: A7FCE53C-4D99-40FC-B3E1-59B8E67ACFD4 Eagle County 12/19/2019 Jeff Shroll County Manager