exceler8s ii: project charter - leeds school of...
TRANSCRIPT
Exceler8s II: First Deliverable
Brian [email protected]
650-996-8803
Steve [email protected]
407-701-3097
Aaron [email protected]
720-641-8381
970-618-8406
Joyce [email protected]
719-231-3246
Sarah [email protected]
303-881-4684
Leann [email protected]
303-589-4172
Contents
Project Charter……………………………………………………………………………………...……….….3Fall Roles & Responsibilities…………………………………………………………………………………..6Risk Management Plan…………………………………………………………………………………………7Schedule……………………………………………………………………………………………………….10Stakeholder Analysis…………………………………………………………………………………………..12Cost/Benefit Analysis……………………………………………………………………………………….....14Colorado River Plan Executive Summary……………………………………………………………………..16Exceler8s II Tentative Itinerary..……………………………………………………………............................21Work Breakdown Structure…….……………………………………………………………….......................22Similar Events Research……………………………………………………………………………….………24Premise, Conflict, Tension, Turning Point and Resolution……………………………………………….…...26Tentative List of Potential Sponsors and Donations…………………………………………………………..27
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Project Charter
Project Purpose: The purpose of this year’s Exceler8s II event will be to bring the community
together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.
Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.
Create an outlet for participants to develop team building skills. The Winter Park Experience will offer a relaxing and fun environment. The Jones Pass Experience will offer a challenging team-building experience.
Prioritized Measurable Objectives: The mission of the subsequent objectives is to create an effective business model for the Exceler8s event by developing relationships with individual donors as well as corporate sponsors to connect with attractive charities, in this case The Nature Conservancy’s PWP. This will be accomplished through the completion of the following: Marketing Plan:
Develop and implement a marketing and sponsor plan to explain Exceler8’s purpose and recruit 120 individual participants and multiple corporate sponsors
Develop and distribute information packet and fliers containing specific details of the event and donation processes to potential participants
Develop all marketing submissions (PSAs, Calendars, Articles, Website Content, Save-the-Date, Banners)
Develop a logo and other brand assets to create a sustainable identity for the event and increase awareness (t-shirts, banners)
Press release with corporate sponsor (news article) Identify and implement appropriate organization structure and process for
collecting and distributing money donations (Exceler8s 501C3 and website)
Sponsorship: Set up the individual participant sponsor program Create solid relationships with a minimum of ten corporate sponsors to help fund
the event Develop marketing strategy to meet each corporate sponsors’ goals (incentives)-
Utilize base template and modify for individual companies Raise at least $30,000 in donations from individuals and corporate sponsors Drive attendance of no less than 120 people for each day and confirm no less than
75% of attendees in advance of the event (date to be determined) Reach out to community for support (businesses, CU, students, winter sports
enthusiasts, environmental organizations) Organize the participation of the corporate sponsors in the event based on
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agreements of sponsorship
Logistics and Operations Plan: Use Webex as main communication tool for managing the project Develop and plan an itinerary for the 2 ½ day event, creating challenging team
building events along with technical instruction from the Winter Park and Jones Pass guides
Develop a budget and a management process for the two and a half day event Determine personal expenses to the attendees (lodging, rental gear, transportation,
food) Secure banquet room and catering services for Exceler8’s happy hour day 1,
dinner on Day 2 and breakfast each dayTechnology Plan:
Design and develop a simple website for promotion and communication purposes such as information channels, marketing, registration, and tracking donations
Update the website for online-donations and registration. Utilize WebEx for internal communications
Project Manager Authority: In order for this project to be successful, the project manager will need the authority to:
Approach potential corporate sponsors for donations Communicate with Winter Park and Jones Pass management and resort for
logistics and operations Recruit attendees for participation Communicate with charities
The project manager does not have the authority to do the following without first getting the project sponsor’s approval:
Distributing funds Making final commitments and securing all reservations for event location,
banquet hall, base camp and necessary equipments.
Project In-Scope: Create awareness for individual and corporate sponsors about the Exceler8s event
through marketing initiatives Raise money for the selected charities by recruiting individual and corporate
sponsors to donate through Exceler8s 501C3 Plan events to foster team building skills and individual accomplishment Create a fun and enjoyable atmosphere for individual participants Determine liability coverage for participants
Project Out-of-Scope: Secure mountain reservation for Feb. 24-26 Get access for all team members to Cisco technologies Communicate fund matching with Cisco’s charity group Gathering funds to distribute to charity
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Approved by: Project Sponsor: Date:
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Project Assumptions: Winter Park and Jones Pass will provide means necessary to accomplish this event
such a mountain guides, rental equipment, lift access, and mountain liability form. Sufficient funds will be raised to positively impact TNC Registration fees will help mitigate cost of event Majority of donations will come from corporate sponsors with increased emphasis
on a Silent Auction and incentives for individual donations through competitive processes
The raised funds will go towards the Colorado River Basin Project, more specifically the Priority Waters Project
The increased appeal of Winter Park to the Front Range should help drive participation
Participants will be willing to pay the registration costs, lodging costs, and other costs to attend the event.
We will be able to hold all of our participants in the dinner venue chosen.
Deliverables: A list of corporate and individual sponsors and committed donations Promotional and informational website Operating budget and donation tracking spreadsheet Cross functional program plan including critical success factors 2 1/2 day event itinerary Event T-shirt, banner, logo, wristbands (give a ways) Marketing plan including logo, website, advertising submissions (PSAs, Calendar,
Articles, Press Release, Fliers, Save-the-Date), and information packet Final contact list for sponsors Meeting Notes and Status Reports Sponsorship Plan Communication Plan Risk Management Plan Cost Benefit Analysis Quality Assurance Plan Feedback from participants and sponsors on possible improvements for 2011
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Fall Roles and Responsibilities
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Steve and JoyceTeam Members Marketing
Meeting coordinator with Brian, TNC and team members
Plan group meetings Coordinate with external team
members Design/distribute t-shirt, fliers,
logo, information packet, email blasts, PSAs, press release, Joint Marketing and save the date
Marketing Plan to intrigue participants
Promote using Social Networking Design donation process with Jon
and Brian Develop Website Content Update Email Contact List
Aaron and SamTeam MembersSponsorship
Recruit corporate sponsors Collect and facilitate donations Design sales pitch Determine Winter Park sponsor
restrictions Coordinate with Chad about
previous sponsorships Assist other groups as necessary Set up individual sponsor program
Leann and SarahTeam MembersLogistics
Coordinate lodging Coordinate banquet rooms Coordinate food/happy hour Coordinate transportation between
locations Coordinate
events/competitions/pricing Determine base camp/registration
location Plan event logistics Facilitate $30,000 participant
donation event
Outside Help: Jon, Chad, Kathryn and Brian
Kathryn and Brian: Budget management Provide WebEx access
Jon Website development Graphic designs
Chad Help develop website content –
history Sponsor support
Risk Management PlanRisk/Cause Likelihood Impact Minimize
CauseCurrent Status
Action Items Responsible Person
Weather
No Snow Low High No Control Unknown Alternate Activity Plan
Collective
Blizzard Medium Med-Low
No Control Unknown Judge severity and implement alternate activities
Winter Park & Jones Pass Guides
Avalanche for backcountry activities on Jones Pass
Low High No Control Unknown Delegate to Jones Pass
Winter Park & Jones Pass Guides
Road Closure Low-Med Medium No Control Unknown Suggest alternative routes and adjust schedule as needed
Collective
Ice / No Powder Medium Medium No Control Unknown Adjust Schedule as needed
Collective
Technology
Insufficient Electricity for Exceler8s Central
Low Low Use battery powered appliances
Functional Change location and utilize generators
Cisco Tech.
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Risk Management Plan ContinuedRisk/Cause Likelihood Impact Minimize
CauseCurrent Status
Action Items Responsible Person
No Internet Connection
Low Low Eliminate Contest Tracking from program
Functional Proceed with dinner
Brian
Cisco Technology- WebEx- Not Available
Low Medium-High
Individual documentation backup
WebEx accessible
Eliminate from program
Cisco Tech.
Website Malfunction- Donation and Registration Process
Low High Consult technical support
Forwarding current website while waiting on domain transfer
Fix it Jon and Steve
Website Development Delayed
Med High Work with Jon to ensure timely development
Develop Website Work Plan
Live site, not completely functional
Donation and Registration processes need to be implemented, additional content development needed
Jon and Steve, and all Teams
Donation or Registration Process Error: incorrect information input, lack of information tracking
Low High Consult Brian and Jon and Application technical support
Donation Process under development
Registration Process under development
Repair Issue and track errors down
Brian and Jon
IT Professionals
Low Medium Confirmation N/A Improvise and set up available
Collective
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don’t show up technology
Schedule, Logistics, Communication
Late Donation and Registration could limit our ability to plan
Medium High Reminders and confirmations: Email blasts and Early registration
Waiting on website application functionality
Assertively pursue previously guaranteed funds and promote event early
Collective
Unresponsive Contact for Joint Marketing, Sponsors, Stakeholders, Winter Park, and Jones Pass
Medium Medium Follow up emails and calls
Develop Communication Plan
N/A Assertively communicate to ensure participation
Collective
Deliverables and deadlines not met due to scheduling conflicts
Med High Time management
Regularly Scheduled Meetings with Client and Stakeholders
Many original deadlines were pushed back due to Winter Park hosting delay
Contribute as team and return deliverables promptly
Collective
Marketing Plan Fails to reach potential participants and sponsors in a reasonable time
Med High Determine Media submission deadlines
Use news, radio, tv, internet, and other varied forms for advertisement
Advertising underway through email blasts, website, Calendars, magazine articles, and fliers
Continue to Advertise through different media and word of mouth
Marketing Team
Winter Park will Med High Contact Winter Moving Develop Event Brian and
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not be a viable hosting option
Park agent and their bosses if necessary to ensure timely interaction
Develop Contingency Plan
forward with Winter Park Plan.
Details and Finalize Itinerary
Logistics Team
Jones Pass will not be a viable option
Med High Maintain contact with Berthoud Pass backcountry guides
Cancelled for Jones Pass
None Logistics Team and Brian
Jones Pass guides will not be able to host backcountry skiing
Med High Maintain contact with Power Addiction guides
Provide them with business incentives
Agreed to work with Exceler8s event
Develop backcountry options
Brian and Logistics
Participants are unwilling to pay high registration costs
High High Promote early bird special, clarify what the registration costs covers
Registration not started
Set up the registration process on website
Jon
Venue cannot hold all participants
Low Med Keep track of registered participants
Unknown Talk to Devils Thumb about different options to expand capacity
Sarah and Leanne
Sponsorship Risk
Sponsors are not interested
Med High Creating a good sales pitch
In progress Actively seek sponsorships, aggressive contact methods
Sam and Aaron
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Lack of response from sponsors
High High Multiple contact mediums
In progress Follow up Sam and Aaron
Lack of title sponsor
Med Med Increase the number of interested sponsors
In progress Utilizing Tom Wright to facilitate communication
Sam and Aaron
Risk Management Plan ContinuedResources
Adequate facilities (base camp, banquet room, and ski area) not available
Low High Site Inspections and confirmation
N/A Backup plan and respond as needed with frequent communications
Winter Park
Lack of donations from sponsors and participants
Low-Medium
High Active marketing and follow up communications
N/A Implement donation process and proactively obtain sponsors
Collective
Suppliers do not deliver equipment or agreed items
Low High Confirmation and Communication
N/A Secure by scheduled date
Collective
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Schedule
Week Tasks (*deliverables in bold)
9/11/09 1. Meet with Brian and all group members2. Receive general information on project and start to discuss
individual duties3. Meet with Hitachi consultants
9/16/2009 1. Meet with Hitachi Consultants2. Meet Brian3. Stakeholder analysis and cost benefit analysis4. Meet with Brian to plan more specific sponsorship/participant
opportunities and some event logistics
9/23/2009 1. Meet with Brian 2. Sponsorship3. Event specifics4. Develop Risk Management Plan
9/30/2009 1. First Deliverable Due2. Develop presentation for client approval3. Meet with Brian4. Sponsors5. Event logistics6. Website teleconference with Jon7. Discuss marketing pitch and purpose
10/7/2009 1. Meet with Brian2. Status Report3. Begin formulating list of sponsors to approach4. Inform Chad about event and understand his approach from last year5. Develop marketing plan6. Develop marketing contact list
10/14/2009 1. Meet with Brian2. Sponsorship progress3. Logistics4. Talk with Jon about website development5. Investigate sponsor restrictions6. Formulate Sponsor letter with Executive Summary7. Devise plan of attack for conference and other sponsors
10/21/2009 1. Meet with Brian
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2. Update Risk Management Plan3. Prepare and attend R.A.C.E. Conference4. Updates from Chad/Aaron/Sam5. Chad Contact Suunto, BCA, Black Diamond, Mammot
10/28/2009 1. Meet with Brian2. Sponsors3. Event Itinerary4. Fundraising5. Develop Quality Assurance Plan6. Update team on R.A.C.E Conference 7. Contact Wright Group, Outdoor Elevations, Headsweats, and CU8. Contact athletes for silent auction9. Breakdown of information needed for the website from team
members
11/4/20091. Silent Auction2. Transportation3. Sponsorship Benefits completed4. Sponsorship Deadlines Discussion5. Finalize Big name sponsor list6. Determine ineligible companies based on hotel, resort and restaurant
selection7. Develop Save the Date
11/11/2009 1. Contact/Follow up with Big name sponsorships2. Finalize Sponsorship Proposal3. Finalize Event Details for pitch4. Updates from Chad/Aaron/Sam5. Follow up with Winter Park Sponsors6. Determine involvement from other group members7. Update materials with signed-on sponsors8. Saved the Date contact list developed
11/18/2009 1. Draft Presentations for feedback2. Update event planning, marketing, website, and sponsorship3. Draft Sponsorship Presentation for feedback4. Finalize Silent Auction donation list5. Determine involvement from other group members6. Update materials with signed-on sponsors7. Meeting with TNC8. Website front page in place9. Send out Save the Date
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11/25/2009 Fall Break
1. Finish and finalize Sponsor Packet as coached by Wright Group
12/2/2009 1. Develop lessons learned2. Develop plan for closing project3. Update on sponsorships and donation items4. Develop post-class plan
12/9/2009 1. Final deliverables2. Final Client Presentations3. Performance reviews4. Have a fully functional website in place
Approved By:
Project Sponsor:________________________
Date: ________________________________
Stakeholder AnalysisName Organization Role Interes
tInfluence
Expectations Ways to Manage Expectations
Brian Allison
Exceler8 II Project Manager/Project Sponsor
High High Weekly status meetings, budget/spending approval, part of the brainstorming process, successful and timely completion of project, complete deliverables
Attend weekly meetings, get approval for every piece of project, turn in deliverables, keep updated
TNC- Taylor Hawes
The Nature Conservancy
Project Beneficiary
High Low Funds raised to contribute to Priority Water Project and meet
Reach donation goal of $30,000 and attendees
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fundraising goal
for awareness
Brad Winter Park Project Coordinator
Medium
Medium
Added business for Winter Park resort, a successful event, PR
Work together to establish lodging, event location, logistics, etc.
Sponsors Sponsor Companies
Project Sponsors
Medium
High PR/advertising, recognition
Establish ways to give recognition and make sure they are well known at event
Student Group
University of Colorado Boulder Students
Project Team High High Successful and timely completion of project, high grade
Stay on task, don’t wait until the last minute, communication among team members
Jim Marlatt
CU Boulder Faculty
Project Grader Medium
Low Complete and timely deliverables
Complete work ahead of time, meet deadlines
Cisco Cisco Systems Project Sponsor
Low Low Put on a successful event, meet Brian’s standards
None
Mentor Hitachi Project Supervisor
Medium
Medium
Successful communication between all parties, problems/issues solved
Maintain communication channels, get help with issues that come up
Markus Beck
Alpine World Ascents
Director of Guides
High Medium
Communication about guided trips, while staying within limits of business.
Maintain communication through email and phone and expectations for
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participating in the event.
Participants
n/a Funding source High High Have a good time for a good cause and establish a successful marketing campaign to show that their attendance is necessary for the event.
Timely communication. Experience meets expectations
Jen Triplett
Devil’s Thumb Ranch
Event Coordinator
Low High Execute event at the location
Communicate in timely manner and establish details before signing the contract
Joint Marketing- Local Press
Snowforecast, Elevations Outlook and other newspapers and magazines to be determined
Marketing assistance
Low Medium Reciprocal advertising and communicate efficiently at a timely manner
Have a successful event to prevent damage to their own reputation
Jamie Walter
PowderAddiction
Cat skiing tour guide
Low High Sign contracts Meet communication deadlines and sign contract
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Cost/Benefit AnalysisThis is our planned cost benefit analysis for the Exceler8s II Event. Our project has not reached the point where we are able to produce meaningful numbers for each of these categories.The following considerations are currently guiding the parameters of our project:1) Holding the event in Winter Park and Berthoud Pass this year instead of Silverton Mountain will present the project team with the benefit of Winter Parks proximity to the Front Range, which is the community we are trying to appeal to and support; however, working with a new city with a separate set of rules will present new challenges.2) By dividing the location of our event we will be able to appeal to more participants, but we will also have to handle the logistics of coordinating the two parts of the event.Within the planned project we are dividing the experience across two locations:A) Winter Park: to provide a fun and relaxing experience that will bring the community together for a good causeB) Jones Pass: to provide a strenuous team environment through guided tours that will push participants to realize what they are capable of doing.We have developed this tentative chart to list our considerations for the cost benefits of the event.
2009-2010
BENEFITS
TANGIBLE
Donations to The Nature Conservancy
$30,000
Colorado River Project improvements
TBD
INTANGIBLE
Work towards a good cause NA
Exceler8 brand equity NA
Exceler8 public recognition NA
PR/advertising for Exceler8s, Winter Park, sponsors
NA
TOTAL BENEFITS
COSTS
DEVELOPMENT COSTS
Advertisement/promotion of event $500
Meeting costs 0
Communication costs 0
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Invitations, save the dates 0
Website set up 0
OPERATIONS/MAINTENANCE COSTS
0
T-shirt costs TBD
Covering sponsor costs for free attendance, etc.
TBD
Location rentals 0 (waived)
Cat Skiing $3000 (covered by participants and prizes)
Custom Group Wristbands $175
Food/drink ~$8000 (depends on number of participants and is covered by the participants)
Transportation costs TBD
TOTAL COSTS TBD
BENEFITS LESS COSTS TBD
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Colorado River Plan Executive Summary
DRAFT
EXECUTIVE SUMMARYThe Nature ConservancyColorado River Program
Contact: Taylor Hawes 303-541-0322 [email protected]
The Colorado River is one of the iconic symbols of conservation in the American West, if not the world. It has shaped the human history of the southwestern region from the earliest Native American inhabitants to the explorations of John Wesley Powell to modern day. The river is a source of life in an otherwise arid region. The Colorado and its tributaries are globally significant for the vast assortment of life it supports.
Historically, the Colorado River drainage contained 49 native fish species, including 42 endemic species found in no other river system. The river basin encompasses a variety of freshwater ecosystem types, from mountain peaks to desert rivers and a great delta. It supports an astonishing array of plant and animal species that depend on a healthy, sustainable Colorado River basin, including the Colorado pikeminnow; Chiricahua leopard frog; Zuni Bluehead Sucker, alcove bog orchid; Southwestern willow flycatcher and hundreds of other species of migrating songbirds.
It is also a critical source of water for human needs. It sustains 30 million people and their economies in both the United States and Mexico, irrigating more than 3 million acres of farmland. Hydropower, coal-fired electricity, and oil and gas development also depend on the river. World-class recreation, such as boating, fishing and nature tourism, is a significant economic engine in the region. Population growth in the basin is expected to increase by approximately 39% by 2035 – 12 million more people depending on this river. Yet, climate change studies vary, but predict a range of 5-20% decrease in water supplies by 2050.
Due to long-term and intensifying human use of this river system, the natural diversity of animals and plants that depend on it is at grave risk. Of the endemic species, four are extinct and 95% of the remaining species are endangered or threatened. In the Lower Colorado River Basin, less than 2% of the native riparian areas are natural. Conservation success in the basin is constrained by many factors: growing municipal water use, spreading invasive plants and non-native animals, land conversion, energy development and poor grazing practices. In the past, federal and state agencies and many conservation organizations focused on smaller-scale planning and projects to tackle localized problems. However, the lack of a basin-wide vision and strategy for conservation has hindered the Conservancy and other organizations from capitalizing on land and water initiatives taking place at a larger scale.
In response to these concerns, the Conservancy undertook an assessment of freshwater plants and animals in the
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entire basin to determine its priorities and as a foundation for a conservation action plan at the basin-wide scale. The assessment helped the Conservancy identify potential cross-cutting strategies and a suite of site specific places where we can get the greatest return on our conservation investment. Building on that assessment, the Conservancy is developing a more detailed action plan that aims to protect globally threatened freshwater species and natural communities while recognizing the needs of people. This includes three major strategies and sixteen phase I priority river segments.
The Colorado River supports some of the fastest growing municipal areas in the country: Las Vegas, Phoenix, Tucson, Los Angeles, San Diego and Denver. A growing demand for water, coupled with natural variability and the potential for decreased water availability due to climate change, increases the urgency of developing long-term solutions for both economic interests and conservation. To be successful, the Conservancy must work closely with other conservation organizations. No other organization is working in as many places in the basin as TNC or across the entire basin, but each one is a critical partner for the implementation of important aspects of the plan. We must develop and work toward a common vision for the basin.
The West is on the cusp of the next generation of critical water management decisions. With several decades of water conservation experience, the Conservancy is poised to apply its scientific expertise and collaborative approach to ensure the future of water for people and nature. The Conservancy believes that human needs can be met without sacrificing the health of the freshwater systems upon which all life depends. Our basin-wide approach will provide a template for the protection of working rivers, particularly with growing demand and increasingly arid conditions—one of the most vexing global problems.
The Nature Conservancy’s Vision
The Conservancy’s vision is that streams and rivers of the Colorado River Basin will be managed to conserve the native species, natural communities, and ecosystems found in and along the river system. We recognize that this vision of sustainable biodiversity must incorporate the human dimension, including rural communities, vibrant cities, viable agricultural economies, and adequate water and hydropower supplies. Ultimately, TNC hopes to create a new paradigm that will allow it, and its conservation partners, to be more efficient and effective in freshwater conservation efforts of this magnitude. The Nature Conservancy’s Colorado River program is driven by the belief that conservation efforts in the Colorado River basin can balance environmental needs with human use.
A Basin-wide Plan for the Colorado River
This strategic plan describes how we might achieve many of the goals associated with a sustainable river system in the short-run, while creating a framework for sustainability in the future. TNC does not expect that it will perform all the elements and actions in this plan, but it will work with stakeholders and partners to identify means by which required actions can be taken and objectives can be accomplished. TNC also recognizes that ultimately any strategic plan must be an organic document and must provide a flexible framework that can adapt changing circumstances and opportunities.
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This plan describes a multitude of strategies to achieve conservation objectives in the Basin. All strategies must be considered within the context of local circumstances, including geography, politics and stakeholders; however, the plan also includes strategies at both basin-wide and site-specific scales. Cross-cutting strategies will support efforts in the priority segments by creating additional tools and mechanisms. River specific activities will help us meet our conservation goals for the basin. Working at the basin-wide and sub-basin scale is necessary to achieve long-term sustainability in the basin, together with the willingness to measure outcomes and adapt our strategies if we are not meeting our goals. Most importantly, the plan must remain focused on the fundamental organizing principles and goals that inform our vision for the basin.
Major strategies
Cross-cutting strategies are those that go beyond specific places and create a long-term framework for success and new tools to achieve the Conservancy’s bio-diversity goals while also fulfilling our guiding principles. The strategies identified in this section can be divided into the following ten major categories:
1. Imperiled Species Conservation.2. Sustainable Funding for Freshwater Conservation.3. Water Management Reform.
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Sixteen Phase I River Segments
The Nature Conservancy has selected 16 Phase I on-the-ground projects throughout the Colorado River basin. These are river related projects from the headwaters to the sea in the United States and Mexico to restore native fish and streamside vegetation, to control non-native vegetation, to improve flow patterns, and to protect floodplain habitats. The projects were selected as Phase I sites for two main reasons: 1) TNC believes it will get the biggest return on investment working in these places first, 2) TNC is already working on these rivers or has some capacity to work here in the near future.
These Phase I rivers include:1. Bill Williams River (Arizona)2. Dolores and San Miguel Rivers (Colorado & Utah)3. Escalante River (Utah)4. Gunnison River (Colorado)5. Lower Colorado River & Delta (Arizona, California, & Mexico)6. Lower Green Colorado (Colorado & Utah)7. Muddy River (Nevada)8. San Juan River (Colorado, New Mexico, & Utah)9. San Pedro River (Arizona)10. Upper Colorado River (Colorado & Utah)11. Upper Gila River (New Mexico & Arizona)12. Upper Green (Wyoming)13. Verde River (Arizona)14. Virgin River (Utah, Nevada, & Arizona)15. Yampa, White and Little Snake Rivers (Colorado, Wyoming, & Utah)16. Zuni Headwaters (New Mexico)
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EXCELER8S II TENTATIVE ITINERARYEXCELER8S II ITINERARY
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February 24-26, 2009Winter Park, CO
February 24 12 pm: Check in and registration begins at base camp
Check in to hotels and lodging1:30 pm: Seminar 1 (45 min- 1 hour)2:45 pm: Seminar 2 (45 min- 1 hour)5 pm: Happy hour and Brian/Katherine speech
Dinner independently afterFebruary 25 8 am: Breakfast at base camp9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass, I am just estimating)
Free ski beginsLunch independently
12 pm: Transportation back from Jones Pass (again, needs to be confirmed with Jones Pass people)5 pm: Cocktail hour at silent auction dinner (cash bar?)6 pm: Opening speaker
Dinner7:30 pm: Silent auction
February 26 8 am: Breakfast at base camp9 am: Cat skiing meets at base camp- leave for Jones Pass (we need to confirm times with Jones Pass)
Free ski beginsLunch independently
12 pm: Transportation back from Jones PassCheck out of hotels and lodging begins
Work Breakdown Structure
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Work Breakdown Structure Continued
Similar Event Research
1. University of Colorado Miss Greek Pageant:
http://www.cumissgreek.com
Every year, the CU chapter of Sigma Pi fraternity hosts a pageant where the contestants are sorority members. Donations are made to support one of the contestants and the amount of donations each contestant receives fits into her overall score. All money raised is donated to Clinica Family Health Services, which is a community health center for low-income and underprivileged families in and around the Boulder area, and the Tennyson center, which is a center for treatment and education of abused, neglected, and at-risk youth. The Miss Greek pageant made over $120,000 in the two years it has been put on. This event can help us to establish some type of competitive registration or donation process with prizes at the end to give sponsors further incentive to raise more money or donate more goods/services to our event.
2. Relay for Life:
http://www.relayforlife.orgEvery year, teams of people sign up around the country to participate in an overnight event to raise much-needed funds to fight cancer and to raise awareness of cancer prevention and treatment. The team members take turns walking or running around a track or a path all night long. Each participant sets a goal of how much money they want to raise. This event is a way to bring people affected by
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cancer together to share their experiences and to support one another. It has become a signature event that people are aware of around the country and that has return participants every year. This could be a model we could use to bring return participants to the Exceler8 festival every year. By telling a compelling story that brings the tension of the Colorado River Project to peoples’ attention, they will be more willing and excited to help out, donate, and attend the event every year, helping our attendance grow year by year.
3. Swing Into Life Golf Tournament:
http://www.swingintolife.orgThis tournament is very similar to the Exceler8 ski festival in that it is only in its second year and they are still trying to encourage more attendance and awareness for their event. The Lily Foundation puts on a golf tournament and donates proceeds from the tournament to the implementation of suicide prevention programs, support for people who have attempted suicide, and those who have lost loved ones to suicide. Their website also advertises sponsorship opportunities and donation opportunities for participants. We can use their website as an example of how to improve ours, as well as take a look at their brochure and donation process to perhaps use their ideas to implement our process in a simpler and easier-to-read format.
4. San Diego Fire Run:
http://www.stayclassy.org/firerun/
This event entails a 4 mile walk/run from La Jolla to Pacific Beach to raise money for the San Diego Fire Rescue Foundation, which supports local firefighters and paramedics. They had attendance of over 2,000 runners in this event. This event was set up extremely similarly to ours- they had an active event, a dinner afterwards, happy hour to celebrate, awards for highest donators and fastest running times, pre-registration, etc. This event can incentivize us in getting more participants because this was a local event, much like the Exceler8 festival and the number of participants they got was well over our goal of 120. With advertising and promotion of the event, we can reach our goal easily.
5. Base Camp Bash:
http://www.cottonwoodinstitute.org/upcoming-events-2/base-camp-bash/
Base Camp Bash is an event put on in Downtown Denver to help fund the Community Adventure Pro-gram. This is a program for environmentally aware high school students designed to help them practice outdoor skills, discuss and debate local environmental issues, and make a positive impact on their com-munities. It teaches them camping and wilderness survival skills and provides them with resources so that they can tackle important environmental issues affecting their own communities. This event was held at the Wynkoop Brewing Company and they offered appetizers, cash bar, and live entertainment. There was a raffle held, a silent auction, information about the program, and an Environmental Steward-
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ship Award given out. This event is also very similar to ours and includes many of the same elements as our event will.
6. Tall Stories Charity Challenge
http://www.tallstories.co.uk
This is a company in Europe that puts on challenging events to sponsor charities. Any organization can go to them and they will put on an event in support of the charity of choice. These events are challeng-ing physical activities done in a group setting, either guided or not guided. There are two popular skiing challenges that are similar in nature to our festival—they are weekend long challenging courses de-signed to push participants physically while also giving back to a charitable cause. These have proven to be a huge success, and this is an encouraging organization to look at, as this could mean that our event could also become a big hit in Colorado this year and in future years.
7. Eskimo Escapades
http://www.eskimoescapades.com
This is an event much like Exceler8s that combines challenging physical activity with having a good time. This event has been going on for 15 years, and it is a winter water ski event held in Tennessee. Their event benefits The Dream Connection, which helps sponsor dreams for terminally ill patients and the Patricia Neal IRC, which specializes in recreational activities for disabled persons. Their website is set up much like ours, and has many of the same tabs. They have continually raised more money each year as the event went on and have also had more participants, even with road blocks such as freezing cold water temperatures and changes in venue. This can alleviate some of the stress we have about weather risks and changing the event to Winter Park.
8. Shred It Challenge
http://coolermag.com/news/-/events/nspcc-ski-and-snowboard-charity-challenge.html
This is an event in England held to benefit the NSPCC, which is an organization that works against child abuse. It is a 12 hour event that features on and off slope events, time trials, and freestyle skiing with slaloms, moguls, and many other challenges. Their goal is to push participants with many different skiing options. We could not find any information about whether this event was a success, although we did find information that this event has morphed into a 25 mile walk instead of a ski event, so it probably was not a huge success. This is probably because skiing may not be as popular of an activity or because they did not advertise enough.
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9. K2 Pink Chase
http://k2skis.com/pinkchase
This event is a women-only ski event to raise money for breast cancer research. Teams of three women will compete against each other to see who can ski the most vertical feet. The teams are encouraged to dress up. They also offer prizes much as we will for competitions that we set up. These prizes include cat skiing, ski apparel, and much more. Their registration cost is far lower than ours, however theirs is a one day event while ours is 2 ½ and their registration fee does not include lift tickets. We may want to consider letting peo-ple buy lift tickets on their own, because it makes the registration fee much lower and much more appealing, and then we wouldn’t have to deal with people who already have passes, etc. They are doing an awards cere-mony and an after party, so their event contains many of the same elements as ours does, but it just consoli-dates them into one day. This is something to think about for next year because we could cut costs by short-ening the event.
10. Summit For Life
http://www.summitforlife.org
This is an event taking place in Aspen with a purpose of educating people on organ and tissue donation. It is a night time uphill race with dinner, awards, and a live musical performance. The event is a challenging way to have fun and have donations pledged on your behalf. When you pay the registration fee, you are committing yourself to raising a certain amount of money pledged for you. This is the third year this event has been going on, and they have received a lot of media coverage all over the web, as well as print, TV and radio.
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Premise, Conflict, Tension, Turning Point, and Resolution\
Premise: The premise of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.
Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.
Conflict: The core conflict revolves around bridging the self-interests of stakeholders and the community with a per-ceived common goal as bridging these interests is crucial for the success of the event, which is to host a suc-cessful 2 ½ day fundraising event for The Nature Conservancy.
Tension:
The stakeholders of the Exceler8s II Festival have their own self-interests which must be bridged to our per-ceived common goal of giving back to The Nature Conservancy’s Colorado River Project.
Companies are struggling to bring in business and stay afloat, so their available resources for sponsorship are limited. Par-ticipants have to use money sparingly in these rough economic times and our event requires money. Winter Park and Jones Pass require specific numbers of participants to meet revenue goals. The Nature Conservancy expects our event to meet specific fundraising goals and awareness.
Turning Point: The Exceler8s II team will successfully bridge the self-interests of the stakeholders to the perceived common goal of supporting TNC or their self-interests will not be met and the event will be unsuccessful leading to lack of financial support and awareness for the CO River Basin Project, and damage to reputation.
Resolution: If people attend the event and we reach our donation goals, then we are able to bridge the gap by increasing awareness for the Colorado River Project among all parties and by increasing marketing opportunities for spon-sors, Winter Park and Exceler8s.
Tentative List of Potential Sponsors and Donations
Costco Omaha Steaks
Colorado Baggage Co. Boulder Running Company
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Mens Health McGuckins Boulder Body Wear Impact Sports Performance Dick's Sporting Goods Kroenke Sports Starbucks Pete's Flatirons Crossing Rocky Mountain Chocolate Factory At Altitude University of Colorado Ralph Lauren Rocky Mountain Racquet and Sport Chik-Fil-A Glacier Ice Cream Paradise Bakery Ink! Rock Bottom Restaurants Old Chicago Red Robin Noodles & Company The Sink The Rio Grande Tokyo Joes Hacienda Colorado Buffalo Wild Wings Cosmos Pizza Cici's Pizza Boulder Cork Safeway Hapa Village Tavern Turley's Mimi's Cafe Dark Horse Chipotle Baked in Boulder Superior liquor Liquor Mart Whole Foods Splitz Boondocks Denver Zoo Denver Museum of Nature and Science Regal Entertainment Group Colorado Cinema Group AMC Theatres Arapahoe Basin Ski Area
Six Flag Elitch Gardens Colorado Rockies Southwest Airlines (or any other) Essentials Spa Renaissance Suites at Flatirons St. Julien Coors Brewing Company Boulder Beer Intrawest Salomon Under Armour Nike The North Face ColumbiaObermeyerCelestial Seasonings
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Change Management Plan
Change winter park venue to other outside venues Changes to website deadline Broader Co River Project Specific Initiative
Change Request #1 Changing Berthoud Pass to JonesDate 10/28/09Change Description No longer providing back country guided tours and
we are providing cat skiing tours insteadReason for Change Could not obtain proper use permit Impact We had to contact a new entity to replace back
country guided tours Schedule set back, so unable to communicate
to the participants the details of the event We will positively impact the quality of the
event by working with reliable parties that can commit to deadlines and needs of the project (cat skiing and increased participant capacity)
It increased our cost Increased team resources by reducing work
required in relation to Berthoud Pass
Status ApprovedApproved Date 10/28/09
Change Request #2 Changing Tent provider for the base campDate 10/7/09Change Description Instead of getting a tent for $15,000 from Winter
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Park, we are getting a tent from the Wright Group for $1000
Reason for Change Winter Park tent pricing is outside our budgetImpact Decreased cost by $14,000
Changed our base camp location Have more reliable person who can commit
and meet our needs to ensure quality Allowed members to further plan the details of
the event
Status ApprovedApproved Date 12/2/09
Change Request #3 Changing Winter Park event venue to Devils Thumb Ranch
Date 11/04/09Change Description Changed location of Exceler8s central and dinnerReason for Change Due to unresponsiveness from Winter Park, sponsors
and donation limitations, and costs, relocated event location
Impact Cost decreased Increased logistical concern of transportation
between Devils Thumb and Winter Park Increase quality of menu Added experience to event with rustic
mountain lodge Ability to finalize registration cost
Status ApprovedApproved Date 11/05/2009Change Request #4 Change of venue from Winter Park to BreckenridgeReason for Change Increase level of responsiveness; increase of
participant accessibility; More available facilities to host event; Cheaper ski rates
Impact Decrease participant registration costs Increase number of participants Decrease event costs More response from venue –higher quality info
Status DeniedDate 10/21/2009
Quality assurance for 10/28/2009
Quality assurance for 11/4/2009
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Objective/ Deliverables
Verification Method
Defects/ Discrepancies
Methods for Addressing Defects/ Discrepancies
Status/ Due date
Event Itinerary Confirmation from venues; Approval from client
No cohesive flow; lack of response or disproval from venues; material necessary not permitted
Multiple run-throughs of logistics of event; confirmation and follow up with venues; confirm limitations and work around
10/28/2009underway
Website content
Group and client consensus
Unparallel information of event info and web info; irrelevant sponsor and mission info
Conference call and constant email with web developer; team member login in ability for edits
Constant update; Mostly functional by second week of December
Contact potential sponsors and fundraisors
Confirm sponsor pitch and utilize decided upon communication methods
No response or negative response
Consistent and effective pitch; follow up on contacts; congruent info from event
Constant progress; five to seven companies contacted per week
Objectives/ Deliverables
Verification Methods
Defects/ Discrepancies
Methods for Addressing Defects/ Discrepancies
Status/ Due Date
Gather silent auction donations
Confirm products donated with client and business
Refusal/lack of delivery
Confirm pick up date/ verify address of location for shipment; pick up items in person
Constant progress
Logistics: transportation
Confirm with client location of venue and in-scope means of participant transportation
Cost; lack of resources for transportation; lengthy travel distances; unknown number of participant transportation
Quotes from multiple business; pay attention to pre-event registration
11/30/2009
Sponsorship Benefits established
Sponsor team agreement; client confirmation
Inability for Exceler8s to complete; ineffective incentives
Confirm motivational incentives with Endurance Sports Marketing; agreement with client based on past experience
11/4/2009
Sponsor List Confirm client expectations for sought after sponsors; agreement with sponsor team over obtainable/ logical sponsors
Not congruent idea of obtainable and productive sponsors
Communicate and discover expectations from client
11/4/2009
Develop Save the Date
Develop logical layout with necessary info developed by team and client
Ability to send in mass email
Format template to have capability of html format
11/20/2009
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Quality Assurance for 11/11/2009
Objectives/ Deliverables
Verification Methods
Defects/ Discrepancies
Methods for Addressing Defects/ Discrepancies
Status/ Due Dates
Sponsorship Proposal
Utilize agreed upon sponsor benefits; utilize pitch; Get feedback from group/client
Less than adequate product for effectiveness
Utilize Wright Group as mentor for proposal material; Continuous updates and revisions
Being Finalized by Mentor; 12/3/2009
Itinerary/ Event Details
Client and group consensus; Agreements with venues
Conflicts with venues; lack of agreement with client/ team
Continual communication with venues; sign contracts; continual communication within team/ client
11/30/2009
Determine group member involvement with sponsors and silent auction
Individual member agreement of efforts for their possible contribution
Lack of time; lack of response
Budget time in schedule; clarify what efforts need attention; continual reminders
In progress; efforts continue to early February
Update sponsor info on website
Sponsor agreement of involvement; clarify agreed upon sponsor benefits
No login ID for website; difficulty determining sponsor involvement
Tireless communication with sponsors; specific questions to be responded to by sponsor
Continuous through January; in progress
Contact list for Save the Date
All team members collaborate to develop list
Unattainable contact info
Double check contact info
11/13/2009
Quality Assurance for 11/18/2009
Objectives/ Deliverables
Verification Methods
Defects/ Discrepancies
Methods of Addressing
Status/ Due Date
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Defects/ Discrepancies
Draft of Presentation
Group collaboration and a consensus
Incongruent material as directed by client
Continual feedback from client
11/18/2009
Updates Run-through with client; upload to website
Miscommunication of expectations for sponsors and marketing efforts; lack of response from intended respondents
Discover client expectations and assumptions; follow up with other parties
Continuous through early February
Silent Auction List
Clear initial list of donors with client; get group input
Not congruent expectations for list between group and client; lack of time
Review expectations; budget time
End of December; continuous
Determine Group Involvement
Group agreement of support on all fronts
Lack of time/ availability
Keep up with group schedules; determine availability
Continuous; in progress
Meeting with The Nature Conservancy
Set meeting time with client and Taylor Hawes
Meeting material and time
Set time; agenda; clarification during meeting
11/18/2009
Quality Assurance for 11/25/2009
Objectives/ Deliverables
Verification Methods
Defects/ Discrepancies
Methods of Addressing Defects/ Discrepancies
Status/ Due Dates
Finish draft of sponsor packet
Draft product; delivered to Wright Group
Incomplete content
Finalize with Wright Group 12/3/09
11/24/2009
Quality Assurance for 12/2/2009
Objectives/ Deliverables
Verification Methods
Defects/ Discrepancies
Methods of Addressing
Status/ Due Dates
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Defects/ Discrepancies
Develop Lessons Learned
Consensus of group
Disagreement of lessons; time
Budget time; communication and agreement
12/3/2009
Develop Plan for Closing Project
Consensus of group; agreement with client
Shortcomings of final event
Hard work; communication of expectations from all stakeholders
12/6/2009
Updates Team collaboration and continued progress of event
Lack of response; lack of communication
Foster communication with team members and outside parties
Continuous; in progress
Develop post-semester plan
Team agreement with client
Break; time Manage time; work over break
1/11/2010
Event Operations Plan:Winter Park: Contact: Brad Carothers [email protected]
Wednesday: Transportation from airport to Winter Park- Roger Headlund at Home James transportation company (970-726-5060)
Hotel Check-in at Winter Park Mountain Lodge or Devil Thumb RanchRegistration at Exceler8s Central (Either Tent at base of mountain or Level 6 at West Portal Station)Panel about Colorado River Project/ Guest Speaker TBA- Level 6 at West Portal StationHappy Hour at Cheeky Monk
Thursday:Breakfast at Exceler8’s central
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Free mountain skiing Buses to Cirque availableNastar racing allowed two runsTransportation to Devil thumbSilent Auction and Dinner at Devil Thumb Ranch – Contact: Jennifer Triplet [email protected] Transportation back to winter park
Friday: Breakfast at Exceler8’s central Free mountain skiing Nastar racing allowed 2 runsBus to Cirque availableCheck-out of hotels
Jones Pass:Contact: Jamie Walters [email protected]
Thursday:Transportation back and forth from Winter Park to Jones PassGuided Cat Skiing
Friday:Transportation back and forth from Winter Park to Jones PassGuided Cat Skiing
Expenses:
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Expenses to Exceler8’s:
1) T-Shirt2) Bracelets3) Exeler8’s central room or tent4) Seminar Room Level 6 at Winter Park rental fee5) Transportation to Devil’s Thumb 6) Transportation to Nastar Racing 7) Devil Thumb Ranch Room for dinner (waved with $1,500 worth of food)
Expenses to attendees:
1) Registration feea. Skiing for two days – lift ticketsb. Jones pass skiingc. Dinner at Devil Thumb Ranchd. Nastar two runs
2) Hotel fees (1 or 2 nights)3) Lunch on Thursday and Friday4) Donations and auction items 5) Transportation to and from airport6) Any extra drinks during happy hour7) Rental equipment for skiing and snowboarding
B O O K I N G C O N T R A C T / E V E N T O N L Y
ORGANIZATION:
Exceller8s TODAY’S DATE: 11.30.09
CONTACT: Leann Tatelmen SALES MANAGER:
Jennifer Triplet
ADDRESS: 1002 University Avenue MASTER FOLIO: 12529
CITY: Boulder STATE:
CO ZIP:
80302
PHONE: EMAIL:
FAX:
N/A
POST AS: S-EXCELLER
This Agreement is made and entered into by and between Devil’s Thumb Ranch (“DTR”) and Exceller8s (“Group” or “Contracting Party”), for your event on Thursday, February 25th, 2010 (“Event Date”).
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O V E R N I G H T A C C O M M O D A T I O N S
Devil’s Thumb Ranch will not hold any lodging accommodations; however the group has been offered a discounted rate of $210.00 per room.
Please ask your attendees to call Guest Services at 970-726-5632 and ask for Group Code-S-EXCELLER to make these reservations with special rate.All room rates are subject to local sales and accommodations tax, currently 6.2% and a $5.00 per day per room
for lodging related gratuities including housekeeping, baggage wrangler and concierge services. It includes
WIFI, complimentary access to the fitness center and free parking. The group is solely and fully responsible for
informing attendees of these charges and that they are a separate from the room rate and taxes. It shall be the
group’s sole responsibility to disclose clearly to attendees, in advance of booking and making reservations for
rooms supplied by Devil’s Thumb Ranch, any and all additional Devil’s Thumb Ranch charges specified herein.
Check-in time is after 4:00pm. Checkout time is before 11:00am.
Devil’s Thumb Ranch reserves the right to substitute equal or better-appointed accommodations in the event that a portion of the rooms in a particular location is not available due to circumstances beyond control.
P A Y M E N T A R R A N G E M E N T S
Billing instructions:Incidentals: Individual Pays on Own except what group confirms in writing prior to the event. Planned Food and Beverage: Group Master AccountUnscheduled Recreation, Individual Pays on Own
ADVANCE DEPOSITS: The advance deposit indicated within this contract will be credited to the Group’s Master Account upon the Group’s check-in or, in the event of cancellation, applied towards the cancellation fees/liquidated damages set forth herein. Devil’s Thumb Ranch requires a non-refundable deposit equal to 50% of the Food & Beverage Minimum.
Upon return of signed of contract: 50% of Food & Beverage Minimum equaling $1750.0014 Days Prior to Event: Remaining Food & Beverage Minimum equaling $1750.007 Days after event with Authorized Credit Application: Any food & beverage amount over the minimum food & beverage estimate is due plus tax and service fee
Initial____ Date____
Please note that events booked within 90 days of the Event Date will require 100% deposit on food and beverage minimums. Site fee has been waived for this event.
Any and all charges, which are the direct responsibility of the individual attendee, must be paid in full upon departure either by cash or credit card. At least thirty (30) days prior to arrival, Devil’s Thumb Ranch must receive notification outlining any special billing arrangements, including name and address of the individual to whom the Master Account is to be charged, the names of those persons, if any, whose guest room accounts are to be charged to the Group’s Master Account, and the name of the person(s) who have the authority to post charges to the Master Account. Any unpaid balance(s) will be charged to the credit card on file within 7 days of departure.
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Master Account: There will be a master account in conjunction with this event. Please fill out the provided credit card authorization form along with this signed agreement to your Sales/Catering representative. The credit card placed on file will serve as guarantee for all arrangements as outlined in this agreement.
S C H E D U L E O F E V E N T S
POLICIES: Due to licensing requirements and quality control issues, all food and beverage to be served on Devil’s Thumb Ranch property must be supplied and prepared by Devil’s Thumb Ranch. All food and beverage prices are subject to a 20% service charge and 3.9% sales tax (subject to change without notice).Please note, if you are including external entertainment for your event, please ensure details are provided to Devil’s Thumb Ranch. Any potential threat to life or property will require approval prior to the event
Food and Beverage:Based upon the number of guests and space reserved for this event, a $3500.00 food and beverage minimum will be required for your function. This minimum does not include service charges, taxes, labor charges, audio visual, room rental, parking or any other miscellaneous charges. If your final attendance drops below the approximate number of guests listed above, we will be happy to advise you on additional food and beverage selections to meet the required minimum. At the conclusion of the event, if the $3500.00 was not met, the balance will be assessed as a service charge.
Banquet event orders (‘BEO’) are due 30 days prior to the event. Final guarantees for meals must be specified no less than 30 days prior to the date of your function and is not subject to reduction. If no final guarantee is received, you will be charged the contracted attendance or the amount of guests present at the function, whichever is greater. Devil’s Thumb Ranch will prepare 5% over guarantee. If changes to BEO’s are made less than 14 days prior a 10% surcharge will apply to all BEO changes.
The following meeting and event space has been reserved in your name.
Date Start Ti
me
End Time
Function
Venue Setup Agr Site Fee
Thursday, February 25th,
2010
TBD
TBD Dinner
Broad Axe Barn
Rounds
160-180 People
Waived for $3500.00 Food & Beverage Minimum
Starting Price: $45.00 Menu
Thursday, February 25th,
2010
TBD
TBD Silent Auction
Broad Axe Barn
Rounds
160-180 People
Waived for $5000.00 Food & Beverage Minimum
A U D I O V I S U A L
We offer a full selection of audio visual equipment for your meeting needs. A/V needs will be provided under a separate agreement.
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S H I P P I N G A N D R E C E I V I N G
A shipping and receiving fee of $5.00 per package under 70 lbs. will be assessed to all packages received and/or shipped. For boxes 70 lbs. and greater, a fee of $0.25 per pound will be assessed. A group service manager will assist with arrangements. Shipments received more than one week in advance to date of arrival will be assessed a storage fee. Any charges incurred from shipping/receiving will be billed to the Group's Master Account. Any packages received more than 3 days prior to event will be assessed a handling fee of $10.00 per package. Devil’s Thumb Ranch will not assume responsibility for damage or loss of any merchandise or articles left at DTR prior to, during or following the function.
A L C O H O L I C B E V E R A G E S
The sale and service of all alcoholic beverages is regulated by the Colorado State Liquor Commission. Devil’s Thumb Ranch is responsible for administration of these regulations on our property. No alcoholic beverages may be brought on-site by the patron or any of the patron’s guests while attending an event on Devil’s Thumb Ranch property. Any alcohol brought on-site by event guests is subject to confiscation. Management reserves the right to refuse the sale or service to anyone considered being under age and/or intoxicated. Guests are not permitted to serve themselves alcohol. A bartender must be present if alcoholic beverages will be served at a DTR function.
L E F T O V E R F O O D S T O R A G E
It is DTR’s policy not to provide guests with leftover food or alcohol to take home. DTR does not provide storage space for wedding cakes, decorations, flowers, gifts, etc. DTR is not responsible for items left, lost, damaged, or stolen.
D A M A G E S
Excessive cleaning charges, or damages incurred during the event to any property on DTR will be added to the final bill. Damages do not include normal wear and tear. DTR is not responsible for items left behind that become damaged.
S P E C I A L E V E N T S S T A F F
You will be provided adequate time with our Special Event staff to discuss and organize your event. These services are provided to you as part of your contracted Site fee. If these services require attention that is above and beyond what we provide, you will be charged an hourly consulting fee. We will need you to designate one contact with your event to communicate with Devil’s Thumb Ranch any changes to your contract or BEO.
C A N C E L L A T I O NCANCELLATION POLICYEither the Hotel or Group may cancel this contract without cause at any time prior to the event by paying the other party liquidated damages (agreed not to constitute a penalty) based on the following scale;
More than 6months from arrival date 25% food and beverage estimate
Less than 6 months to one month prior from arrival date
75 % of food and beverage estimate
Less than 1 month prior from arrival date 100% of food and beverage estimate.
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Cancellations made under this provision shall be made by canceling party to the non-canceling party by written notice and payment of the liquidated damages due at that time.
F O R C E M A J E U R E
Except for any payment obligations, neither party shall be deemed to be in default or liable for any or damages resulting from claims arising out of or resulting from the acts of omission of your Group or any of its members or participants delays in the event and to the extent that performance thereof is delayed or prevented by acts of God, public enemy, war, civil disorder, fire, flood, explosion, riot, labor disputes, work stoppage or strike, any act or order of any governmental authority, the curtailment of transportation or transportation facilities that prevent or unreasonably delay at least forty percent of the Group participants or any other cause beyond the parties' control making performance impossible. Lack of snow or poor quality snow is not valid cause for cancellation of this contract.
Initial____ Date____
I N D E M N I F I C A T I O N A N D H O L D H A R M L E S S
The Group hereby agrees to indemnify and hold harmless Devil’s Thumb Ranch from and against loss, liability, costs, , unless such claim has resulted, solely, from the gross negligence or willful misconduct of Devil’s Thumb Ranch or its em -ployees acting within the scope of their employment.
Initial____ Date____
M O D I F I C A T I O N
This contract shall be governed and interpreted in accordance with the laws of the state of Colorado. Jurisdiction and venue shall conclusively be deemed proper in the Denver courts, state of Colorado. This contract shall be binding on and for the benefit of the parties and their successors and assigns. This contract contains the entire agreement of the parties with reference to the subject matter and provisions hereof, and may be altered, amended or modified only in writing by the parties. One or more waivers of any term or condition of this contract by either party shall not be construed as a waiver of subsequent breach of the same term or condition. The consent or approval by either party to or of any act by the other party requiring such consent or approval shall not be deemed to waive or render unnecessary consent to or approval of any subsequent act.
Initial____ Date____
These arrangements are mutually agreed upon and create a contract between the Group and Devil’s Thumb Ranch for the reservation of rooms, meeting space and banquets as set forth herein and as may be supplemented by written agenda or Banquet Event Order.
Please sign (dating and initialing each page) and return it along with your deposit by Tuesday, December 15th or space will be released. The undersigned have the authority to bind their respective principals to these terms and conditions.
Date: Date:
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Jennifer Triplet Leann Tatelman
Authorized to sign for Devil’s Thumb Ranch
Authorized to sign forExceller8s
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BUDGET
Budget
Revenue NumberRegistration cost Total Comments
Day 1 AM Cat Skiing 10 175 1750Day 1 PM Cat Skiing 10 175 1750Day 2 AM Cat Skiing 12 175 2100Day 2 PM Cat Skiing 12 175 2100Day 1 guided skiing 16 150 2400Day 2 Guided Skiing 16 150 24002-day Winter Park 120 140 16800
Dinner (included in regn) 200 60 12000
DonationsCorporate 1 5000Individual 200 100 20000
Silent AuctionItems 40 50 2000
In-kind donationsNew Belgium
Total Revenue 68300
ExpensesTent/Level 6 1000 $500 days
Wednesday Happy Hour
Dinner 200 45 9000
Thursday Breakfast
Thursday Lunch
Friday Breakfast
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Friday Lunch
Nastar - Day 1 120 10 1200
Transport to Devil's Thumb 4 hourly rate; 2 hours each way
Winter Park 2-day pass 116 114 13224 1 comp for every 25 tickets
Jones Pass Cat 2 4000 8000
Jones Pass Guide 32 150 4800
Transportation to Cirque-Day1
Transportation to Cirque-Day2
T-shirts 200
Swag Bags
Credentials 200 0
Application fee 750
Leeds team fee 500
Merchant account fees 900
39374
Distribution to TNC 20000
Marketing DeliverablesI. Marketing Plan
II. Logos
III. Joint Marketing
IV. Save the Date
V. Website
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VI. Website Plan
VII. Press Release
VIII. Marketing Contact Lists
Marketing Plan:The Exceler8s Marketing team planned an advertisement plan with the help of Brian Allison and Kathryn Zwack.The plan will focus on reaching out to the community for potential sponsors and participants to support TNC and the CO River Project by attending a 2 ½ day fundraising Festival.The plan is in place to make up for a lack of advertising for the 1st annual Exceler8s Festival in Silverton.Advertising should get the word out early enough to help drive the attendance numbers we are seeking for the event.Advertising Methods:
- Develop advertising based around the purpose of the 2010 Exceler8s Festival and defining the qualities of the Mission Statement:
o The purpose of this year’s Exceler8s II event will be to bring the community together in support of the Colorado Nature Conservancy’s Priority Rivers Project (PWP), a subset of the Colorado River Project. The event will focus on creating awareness of the project over the span of a two and a half day fundraiser event that will encompass everything from a relaxing and fun experience on the slopes of Winter Park to challenging guided tours through Jones Pass.
o Mission Statement: Appreciate and celebrate the life experience of accomplishing achievements not thought possible by extending oneself physically and mentally in a team environment.
- Website:o Develop a promotional website that will handle registration, donation, information, cross
promotion of sponsors and joint advertising partners, and direct sponsors and participants to the information they need to attend our event.
- Save-the-Date:o Email blast to let email list know about the event
- Other Email Blasts:o Update about Registration opening and bring attention to new details leading up to the event
- Fliers:o Develop fliers to distribute throughout the front range in stores, on campus, and at related events.
- Media:o Reach out to newspapers, TV stations, and magazines whether online or in print.o Develop PSAs, Calendar material, and articles to be featured.o Focus on finding free methods of advertisingo $500 for feature advertising
- Joint Marketing:o Work out plans to market through related parties.
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o Advertise through TNC and its affiliates through website links and new letters.o Advertise through websites, word of mouth, and store fronts of related parties, including
sponsors, Winter Park, Jones Pass, CU Foundation, and any other organizations willing to distribute our event information.
- Contact Lists:o Develop contacts to add to the master list held by Brian and Kathryn for email blast distribution.
Logos:
Logos used for Sponsorships, Fliers, Email Blasts, and Save the Date
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Joint Marketing:
Banners for Snowforecast.com and other Joint Marketing Efforts
Save the Date:
The purpose of this document was to drive initial interest in the event by contacting parties on our email distribution list.
The actual Save-the-Date was sent out via an email blast which was developed by Kathryn Zwack, but the information was based on this file. You should have received this document on Nov. 20th.
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Website:
The website can be reached at www.exceler8s.com and is currently being forwarded via a redirect.
You will find that the Front Page, the About Page and its subsequent links are updated with content we have currently.
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The remainder of the website is still a work in progress and will be mostly completed by the second week of December pending work outside the team’s hands.
Picture of our Website front page:
Website Plan:
o The website and all major additions requiring technical expertise will be completed by Jon Hartman. The website content will be updated by Steve Bauer and to an extent the Sponsor Team for Sponsorship addi-tions. The website will run off concrete 5 and is based on an original plan by Jon Hartman.
o The website plan consisted of a template originally developed by Jon Hartman and can be seen on the webpage as the core template. All pages will have pictures, sponsor advertisements, cross-promotional links, and other forms of advertisement.
o You will find a website plan document that lays out how website work has been distributed and the con-tent expected for each part of the site. The final work is what you see on the website at this point.
o Front Page: List the purpose of the event, event highlights, prizes, a link about TNC, sponsor banner, and Logo.
o About Page: Will list the mission statement and team profile
Winter Park & Jones Pass info: List travel, hotel, and area information.
Event Details: List the Itinerary and specific details of the event.
Last Year’s Event: Discuss the history of the event.
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TNC and the CO River Project: List what TNC does and the purpose of the project, and provide links to TNC content.
o Sign Up: List the sign up process and have the registration program built into site.
o Donate: List the Donation Process and have the donation process built into the site.
o Results: List the results for highest donations and other event competitions.
o Sponsors: List how to become a sponsor and have sponsor incentives listed.
o FAQS: Put up questions regarding registration process, donation process, and the event.
o Contact: House contact information for the event.
Press releases:
First Track and Elevations Outdoor Magazine
First Tracks Online Ski Magazine: Article Published on Nov 19th 2009
o Boulder, CO - Brian Allison, a Boulder native who serves as Director of Business Development at Cisco Systems, used to make an annual pilgrimage to Silverton Mountain in southwestern Col-orado with his brother and close friends. Together they would share a long weekend of steep ski-ing and male bonding. Then one day, Allison had had the notion to use that experience to give back to the community.
Out of that grew Exceler8s, an organization dedicated to inspiring individuals to accomplish physical and mental achievements in a team and community environment while also giving back to their communities. The group aspires to raise awareness of global issues of concern and pro-vide funds for non-profit organizations to continue their work in those areas.
The group's first gathering was held this past April, when roughly 50 participants from Colorado, Texas, Massachusetts, and California gathered for two days of guided skiing and camaraderie at Silverton. Proceeds from a silent auction, private and corporate donations, totaling $13,000 were donated to The Nature Conservancy’s Colorado River Basin Project, which aims to restore native fish and streamside vegetation, control non-native vegetation improve flow patterns and protect river, spring and floodplain habitats. It also addresses issues such as water use and rights, climate change and ecosystem services valuation along the river's run from its headwaters to the Gulf of California.
This year’s annual Exceler8s Festival will be held Feb. 24-26, 2010 on Jones Pass and in Winter Park, Colo., near the river's headwaters. It will feature seminars on back-country/avalanche awareness, water sustainability issues in the Front Range and Grand County, and other related topics. Cat skiing will be offered for half days on Wednesday, and guided skiing for full days on Thursday and Friday through Powder Addition, a new backcountry skiing operation on Jones
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Pass. Participants with Exceler8s who elect to ski in more conventional surroundings can enjoy reserved terrain at Winter Park Resort at discounted prices.
A dinner with speaker and slide presentation (and footage of the day’s fun) will be hosted on Thursday night at Devil’s Thumb Ranch in Tabernash. A silent auction will be held during the dinner and participants will be encouraged to have friends and family donate to The Nature Con-servancy’s Colorado River Basin Project. Organizers hope to at least double, if not triple, or at-tendance at the event this year.
For more information, visit the group's website, www.exceler8s.com.
http://www.firsttracksonline.com/News/2009/11/19/Skiing-Fundraiser-to-Raise-Awareness-of-Colorado-River-Project/
Elevations Outdoor Magazine Article
o TBD - The article will be featured in their February issue
o This article will be featured along with an advertisement for the event.
Marketing Contact Lists:
o This is a list of the advertising groups we have been or plan to work with for the Exceler8s II Festival. We are contacting newspapers concerning feature articles and Calendars. We are contacting Radio Sta-tions for Advertising announcements and PSAs. We are contacting TV stations for announcement oppor-tunities as well.
o There is a master list that is compiled by Kathryn Zwack for the project email list. Our current file is at-tached in our file.
o The actual lists and contact information will be attached with our files.
o Newspapers:
Colorado Daily, Daily Camera, Boulder Weekly, Denver post, Denver Daily News, Westward, Sum-mit Daily News, Independent, Gazette, and Sky Hi News
o Magazines:
Ski Tracks, First Tracks, Powder, Backcountry, Skinet, Ski Central, and Snow West
o TV News Station:
9 News, CBS 4, ABC 7 News, KKTV 11, FOX 31, News First 5
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