Request for Sponsorship Oktoberfest Ottawa 2012

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Brian Wade
6 years ago
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1 Request for Sponsorship Page 1 Request for Sponsorship Oktoberfest Ottawa 2012 PO Box Nepean, Ontario K2H 9R6 Canada

2 Request for Sponsorship Page 2 Dear Friends Oktoberfest Ottawa Sept 28 to 30, 2012 Request for Sponsorship The is seeking sponsorship partners to help us grow our Oktoberfest Ottawa event into a major City of Ottawa festival. Last year, we held our first outdoor event with 12 first class local bands that performed from Friday night until Sunday afternoon. Randy and Lahey of the Trailer Park Boys were our special guests and were a major attraction for the university crowd. The event drew a lot of media attention being featured in all the major newspapers and TV stations. We also experienced the worst possible weather conditions with temperatures near zero and light rain mixed with some sleet during the entire. Despite these terrible conditions we entertained more than 2,000 people in the heated tents and got rave reviews from everyone. Now its time to organize the 2012 event. We are already setting the plans in place for a bigger event with larger tents and more entertainment. Clarke Field in Barrhaven has been selected as the site for this years event being held from 28 to 30 Sept Since last year was our first year of an outdoor format, we didn t formally seek sponsorship. We wanted to test the concept first. Now that we have demonstrated the event has having a huge potential, we now extend an offer to the business community to get on board and help us grow this event into one of the largest City festivals. We have structured a sponsorship package that should have a level for everyone. We encourage potential sponsors to propose any form of sponsorship that would benefit this event and return recognition for your company. Combinations of cash and in kind donations are encouraged. Oktoberfest Ottawa is a major fundraiser for the, a volunteer based service club located in Kanata. Funds raised from this event will be used to support local community and international projects. Should you have any questions, please contact John Beard, President of the Rotary Club of Kanata Sunrise at or rotary@johnbeard.ca. Thank you for your anticipated support. Dwight Brown Event Chair

3 Request for Sponsorship Page 3 Background Oktoberfest Ottawa is an annual event of the. This Request for Sponsorship is submitted to establish partners to create an Oktoberfest that will grow and be recognized as a major festival in the region After 3 years of holding a successful Oktoberfest as a buffet dinner style event, Rotary Club of Ottawa Kanata Sunrise decided to take this event to a larger scale and a more traditional format. In Sept 2011 the new event was launched. The event was branded for the past 4 years as Oktoberfest Ottawa and has achieved a high degree of brand recognition. Experience from the first outdoor event included: 1) worst weather that could be anticipated rain, cold, sleet 2) despite the weather, over 2000 attended the event 3) very positive response from community and plan to continue to support the event This new format includes: 1) Outdoors with large tents at Clarke Field in Barrhaven 2) 3 day event Friday from 6 to 11pm, Saturday 11am to 11pm, Sunday 11am to 4pm 3) Wide array (12) of bands including a Bavarian Band 4) Draft beer 5) High profile special guest Trailer Park Boys 6) Food provided by independent local restaurants 7) Ticket price $20 8) Event branded merchandise for sale- shirts, mugs etc The vision of ROKS is to continue to expand this event to establish a major city wide festival that attract 5,000 attendees and will generate funding for a ROKS Signature Community Project and other community and international projects.

4 Request for Sponsorship Page 4 Sponsorship Levels Sponsorship is available in the following levels 1) Presenter ($10,000): One Presenter Level Sponsorship is available and will be promoted in all event materials as Presented by {your name} 2) Platinum ($2,500): Two Platinum Level Sponsorships are offered and will be tied to a major event activity. Examples include Tap the Keg or a event contest 3) Gold ($1,000): Eight (8) Gold Level Sponsors will be available to sponsor one of the major bands. 4) Silver ($500): 12 Silver Sponsors will be provided with the recognition identified in the Sponsorship chart 5) Bronze ($250): Unlimited Bronze Sponsorship are available and provided with the recognition identified in the Sponsorship chart Sponsorship Types Sponsors are requested to indicate how they will contribute to the success of the project in one of the following ways: 1) Providing a cash donation in exchange for the appropriate recognition 2) Providing in kind support 3) A combination of in kind and cash donation 4) Promoting the event 5) Other The sponsor is requested to provide an estimated value for the total proposed sponsorship. Terms and Conditions 1) Sponsor will be asked to sign a letter of agreement defining the sponsorship arrangements 2) Provision of Cash or In kind donations will be negotiated with each sponsor and defined in the letter of agreement.

5 Request for Sponsorship Page 5 Selection Criteria The selection of the limited quantity sponsorship will be based on the best value to the event. Best value will be based on the quality of the sponsorship or product provided. Oktoberfest Ottawa reserves the right to adjust sponsorship levels to meet specific needs or requests. In the Gold, Platinum and Presenter levels, only one sponsorship will be awarded per industry category. Submission Details Submission Deadlines All submissions for responding to this request must be submitted on paper and delivered to our office, as stated below, no later than: Submission Delivery Address Friday, July 30, 2012 The preferred method of submission is by to: rotary@johnbeard.ca Submit in Microsoft Word or pdf format Alternatively, submissions may be sent to: Ottawa Oktoberfest Committee PO Box Nepean, Ontario K2H 9R6 Submission Questions and Clarifications You may contact the following person if you have any questions or require clarification on any topics covered in this Request For Quotation: John Beard Voice: rotary@johnbeard.ca Submission Content Sponsors should complete the attached form with all requested information.

6 Request for Sponsorship Page 6 Sponsorship Chart VIP Tent Presenter $10,000 Platinum SOLD OUT $2,500 Gold $1,000 Silver $500 VIP Parking Event Ticket Package second commercial during event (sponsor supplied audio) On stage recognition Logo or name on media ads and promotional material Featured on Web site sponsor page 8 x during 12 x during 6 x during 6 x during 4 x during 4 x during large medium small Loop slide show Event Entrance Board recognition Poster or Banner on Site (Sponsor Provided) Special Company Promotion, hand out, kiosk etc Booth on event grounds (Sponsor Provided) Bronze $250 Name and logo 3 Large Max 10 ft Name and logo Medium Max 6 ft Activity presenter, keg tap, contest Band Sponsorship Invited to media launch and other event promotional functions During band Name large Small Max 4 ft Special Event Thank You gift Name medium Small Max 2 ft Name small

7 Request for Sponsorship Page 7 OKTOBERFEST SPONSORSHIP PROPOSAL COMPANY NAME: COMPANY ADDRESS: CONTACT NAME: PHONE NUMBER: CITY, POSTAL CODE: TITLE: Level of Sponsorship: Presenting Platinum Gold Silver Bronze Type of Sponsorship Cash In- Kind Combination Cash and In Kind Event Promotion Other (describe below) Estimated total value of Sponsorship Cash: In- Kind: Other: Total: duties PERFORMED / responsibilities Description of In- Kind, Event promotion or other types SKILLS Additional Information or Special Requests EQUIPMENT USED

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