Request for Sponsorship P a g e | 1Oktoberfest Ottawa 2012

Request for SponsorshipOktoberfest Ottawa

2012Rotary Club of Ottawa Kanata Sunrise PO Box 26007Nepean, Ontario K2H 9R6Canada

Rotary Club of Ottawa Kanata Sunrise 1 March 2012

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Oktoberfest Ottawa

Sept 29 to 30, 2012

Request for Sponsorship

Dear Friends

The Rotary Club of Ottawa Kanata Sunrise 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 weekend. 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.

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 Rotary Club of Ottawa Kanata Sunrise, 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 613-608-2485 or rotary@johnbeard.ca.

Thank you for your anticipated support.

Dwight Brown

Event Chair

Rotary Club of Ottawa Kanata Sunrise

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Background

Oktoberfest Ottawa is an annual event of the Rotary Club of Ottawa Kanata Sunrise. 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.

This new format included:

1) Outdoors with large tents at Richmond Fair Grounds2) 3 day event Friday from 6 to 11pm, Saturday noon to 11pm, Sunday noon to 4pm3) Wide array (12) of bands including a Bavarian Band4) Draft beer5) High profile special guest – Trailer Park Boys6) Food provided by independent local restaurants7) Ticket price $258) Event branded merchandise for sale- shirts, mugs etc

Experience from the first outdoor event included:

1) worst weather that could be anticipated – rain, cold, sleet2) despite the weather, over 2000 attended the event3) very positive response from community and plan to continue to support the event

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.

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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

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2) Provision of Cash or In kind donations will be negotiated with each sponsor and defined in the letter of agreement.

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.

Submission Details

Submission DeadlinesInterested parties are requested to submit proposals as soon as possible. We will start selecting our sponsors on Friday, 16 March 2012 but sponsorship opportunities will remain open until September.

Submission Delivery AddressThe delivery address to be used for all submissions is:

Ottawa Oktoberfest CommitteeRotary Club of Ottawa Kanata Sunrise PO Box 26007Nepean, Ontario K2H 9R6

Or by e-mail to: Sent via email to:

rotary@johnbeard.ca

Submit the attached form in Microsoft Word or pdf format

Submission Questions and ClarificationsYou may contact the following person if you have any questions or require clarification on any topics covered in this Request For Sponsorship:

John BeardVoice: 613 608 2485Email: rotary@johnbeard.ca

Submission ContentSponsors should complete the attached form with all requested information.

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Sponsorship Chart

Presenter $10,000

Platinum $2,500

Gold $1,000

Silver $500Bronze $250

VIP Tent X

VIP Parking 10 8 6 3 1

Event Ticket Package 20 16 8 6 2

30 second commercial during event (sponsor supplied audio)

8 x during weekend

6 x during weekend

4 x during weekend

2 x during weekend

On stage recognition 12 x during weekend

6 x during weekend

4 x during weekend

2 x during weekend

Logo or name on media ads and promotional material large medium small

Featured on Web site sponsor page X X X X X

Loop slide show X X During band X X

Event Entrance Board recognition Name and logo

Name and logo

Name large

Name medium

Name small

Poster or Banner on Site (Sponsor Provided)

3 Large Max 10 ft

Medium Max 6 ft

Small Max 4 ft

Small Max 2 ft

Special Company Promotion, hand out, kiosk etc X X

Booth on event grounds (Sponsor Provided) X X

Activity presenter, keg tap, contest X X

Band Sponsorship X

Invited to media launch and other event promotional functions X X X

Special Event Thank You gift X X X

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OKTOBERFEST SPONSORSHIP PROPOSAL

COMPANY NAME: PHONE NUMBER:

COMPANY ADDRESS: CITY, POSTAL CODE:

CONTACT NAME: 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 / responsibilitiesDescription of In-Kind, Event promotion or other types

SKILLS EQUIPMENT USEDAdditional Information or Special Requests

Rotary Club of Ottawa Kanata Sunrise 1 March 2012