Third Party Guidelines - Leeds School of Business



INTRAWEST COLORADO EVENTS MARKETING, INC.

GUIDELINES FOR 3RD PARTY EVENT SPONSORSHIP

The relationships among Winter Park Resort, Copper Mountain Resort, and Intrawest Colorado Events Marketing, Inc. (collectively, “Intrawest”) and our sponsors involve commitments of significant value. While Intrawest encourages Event Organizers to utilize our world-class facilities, we must take steps to ensure that the benefits Event Organizers offer to potential event sponsors fit within the constraints of our corporate sponsorship and promotional agreements. The following guidelines outline a process that helps us to prevent sponsor conflicts and allows us to introduce Event Organizers to our existing sponsors. Ultimately, this is beneficial to the Event Organizer, the event sponsor, our organization and contributes to the overall success of the event.

Please read this document carefully. The following terms and conditions must be strictly adhered to. If you cannot meet these terms and conditions, Intrawest will decline the opportunity to host the event at the Resorts.

1) Promptly after the Resort agrees to host the event, Event Organizers will use best efforts to submit sponsorship proposal packages to the Intrawest Colorado Events Marketing Team (“Strategic Alliance Department”).

2) Prior to selling any sponsorship packages, the Event Organizer will provide the Strategic Alliance Department with an Event Sales Proposal which contains information about the event, the sponsors the Event Organizer is interested in and the proceeds the Event Organizer reasonably expects to obtain from each sponsor.

3) Within fourteen (14) days of receipt of the Event Sales Proposal, the Strategic Alliance Department will review the materials. If any proposal submitted for approval is declined, the Strategic Alliance Department shall provide detailed feedback sufficient to allow Event Organizer to address or correct any of Intrawest’s concerns. The Strategic Alliance Department understands that the Event Organizer has substantial experience in soliciting and obtaining sponsorships for its Event and will consult with Event Organizer on sponsorship opportunities, the potential benefits available to sponsors, the reasonable expectations for sponsorship sales and potential interest among Intrawest’s Corporate Sponsors. If the Strategic Alliance Department fails to respond within fourteen (14) days after it receives the Event Sales Proposal, the materials will be treated as if they were approved.

4) If you are an Event Organizer without sponsors for your event, the Strategic Alliance Department will determine if the event is an appropriate fit with the Intrawest Corporate Sponsors. If it is an appropriate fit, the Strategic Alliance Department will send an initial introductory sponsorship sales package to Intrawest’s Corporate Sponsors on behalf of Event Organizer.

5) The Corporate Sponsor will have fourteen (14) business days from the date the package is sent to determine whether it would like to sponsor your event.

6) If the Corporate Sponsor declines the opportunity either directly or by not responding by the end of the fourteen (14) business day period or if the Strategic Alliance Department decides not to forward the package to the Corporate Sponsor on the basis that it is not deemed appropriate, the Event Organizer may offer the sponsorship opportunity to other companies at a price equal to or greater than that offered to the Corporate Sponsor.

7) All event sponsorships will be subject to approval at the Strategic Alliance Department’s sole discretion. Please note that Intrawest will refuse any sponsor if the sponsor is inconsistent with the image of the Resort involved as a first class family vacation facility.

8) Intrawest reserves the right to refuse to permit sponsorships in the following protected sponsorship categories:

Corporate Sponsorships Categories: Current Corporate Sponsor:

• Banking/Financial Wells Fargo

• Beer/Malt Beverages MillerCoors

• Beverages, Soft Drinks, Juices, & Sport Drinks Coca-Cola Brands

• Bottled Waters Evian & Dasani

• Candy and Chocolate Bar Snickers

• Credit Cards American Express

• Energy Drink Red Bull

• Energy, Granola, Grain and Breakfast Cereal Bars Nature Valley

• Health Care Provider Centura Health

• Liquor/Wine Republic National Distributing Co.

• Rental Cars Hertz

• Snowshoes Redfeather

• Wireless Provider Verizon Wireless *

* This sponsor is only at Copper Mountain.

In addition, the Event Organizer acknowledges that Copper Mountain Resort is home to Woodward at Copper, an action sports camp, and therefore the Event Organizer is prohibited from bringing an action sports camp sponsor to the Resort.

9) If there are any questions about whether or not a potential sponsor falls within a protected Corporate Sponsorship Category, the Event Organizer must contact the Strategic Alliance Department for clarification. The Event Organizer will proceed at its own risk, including loosing the Event at the Resort, if it arranges sponsorships with sponsors in those protected categories without having first discussed it with the Strategic Alliance Department.

10) To maintain the integrity of Intrawest’s Corporate Sponsors, the sampling or sale of products that compete with Resort’s sponsor’s products will not be allowed at the Resorts, unless otherwise approved by the Strategic Alliance Department. Concessions may be possible for private functions, not open to the public, and those will be evaluated by the Strategic Alliance Department on a case-by-case basis. Consent for such product availability may be granted or withheld by the Strategic Alliance Department at its sole reasonable and complete discretion. Furthermore, sponsors who wish to sample products may do so only within the footprint of the event and during event times only. In addition, sponsors may only distribute sample-sized items. Sample sizes for liquid beverages must be three (3) ounces or smaller and poured into a serving cup. Cup to be provided by sponsor. Sample sizes for non-beverage items must be one (1) ounce or smaller. Furthermore, sampling may be subject to further restrictions on a case by-case basis as is deemed necessary by the Resorts. (curious of the reasoning and possible way around it)

11) Event Organizer agrees to use reasonable efforts to notify and provide the Strategic Alliance Department of all sponsorship agreements no less than thirty (30) days prior to commencement of the Event. In addition, all sponsors, particularly Food & Beverage sponsors, must be confirmed thirty (30) days prior to the commencement of the event and all Food & Beverage orders must be placed with Resort Food & Beverage Departments twenty (20) days prior to the commencement of the Event. If these deadlines are not adhered to, the resorts have the right to deny the sponsorship.

12) Unless the Event contract provides otherwise, the parties agree that to the extent possible they will work together for at least three (3) months prior the Event, to develop a mutually agreed upon site plan, an event footprint that will identify activity sites, vendor areas and sponsor areas to be used during the Event involved.

13) Sponsorship displays and sales locations that are agreed to without the input and approval of Intrawest may be removed after either written or oral notice (to be confirmed in writing) to the Event Organizer. No existing or permanent signage may be covered or removed during the Event.

14) Contact with the Strategic Alliance Department should be with the Strategic Alliance Department representative as set forth below.

Primary contact:

Christy Edwards

Asset & Promotions Manager

Strategic Alliance Department

Copper Mountain and Winter Park Resorts

Phone: (303) 454-4710

E-mail: cedwards@

If the Intrawest representative is unavailable for any reason, contact should be with the Resort Manager as set forth below.

Secondary contacts:

Copper Mountain:

Colleen Ryan

Account Manager

Strategic Alliance Department

Copper Mountain

Phone: (970) 968-2318 x30531

E-mail: ryanco@

Winter Park Resort:

Aaron Davidson

Account Coordinator

Strategic Alliance Department

Winter Park Resort

Phone: (970) 726-1575 or (303) 316-1575

E-mail: adavidson@

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