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2026 Event Producer Toolkit

We look forward to seeing your event here in Vail! Below are some resources for you to fulfill your sponsorship agreement and help your attendees make the most of their visit to our beautiful town!

2026 Updates

  1. SHIFTING TO 2 INVOICES | We are testing a shift to paying 2 invoices rather than 3 to streamline this process.
  2. New Event Permitting Software

Forms, Resources and References

1. Sponsorship Contract Form

1st CYCLE: After 2026 funding is reviewed and confirmed, your Event Funding Agreement form must be completed by Monday, January 12, 2026

LINK

2nd Cycle: Timing will be confirmed in January.

Invoices:

  • Provide these 2 invoices via PDF in the REQUESTED FORM to Discover Vail staff during contracting process
  • Continue to address all invoices to Vail Local Marketing District
  • Any auto reminders/requests for payments should not be scheduled to Discover Vail staff.  This slows down the process for everyone.

 

2. Marketing Form | Sponsorship Fulfillment

We want your event to be as successful as it can be and that starts with event marketing & promotion.  Help us understand how you intend to promote your event, drive sponsorship value and advise us of any hard deadlines you might have. Must complete this and the funding agreement before 1st invoice will be paid. 

FILL OUT FORM

3. DiscoverVail.com Event Listing Form

PROMTE YOUR EVENT!  Be sure to check that your event is listed correctly on our event calendar or if you have 2026 dates you want to share.  If you have updates, please fill out this form and updates will be made weekly.

ADD/EDIT AN EVENT

4. Event Permit

The town requires Special Event permits to ensure that that they are conducted in a safe and professional manner plus in compliance with the Town Code.  Get more information, and apply for various permits below.

LEARN MORE

Contact [email protected] or (970) 477-3551 if you have questions.

 

5. Post-Event Recap Form

A post-event recap is required within 60 days of the close of the event for all events receiving Vail Local Marketing District funding.

COMPLETE FORM

Submit Opt-In Data HERE

Utilize Attachment D from the Special Event Sponsorship RFP as a guideline for your report.

Special Event Sponsorship RFP Process

The Town of Vail Tourism and Economic Development Department, also known as Discover Vail, is a Destination Marketing Organization (DMO).  The event sponsorship process is managed by this department and with the Vail Local Marketing District Advisory Council (VLMDAC).

Always reference vail.gov for details on timing and the application | Link to website

Our special event process is divided into two cycles to better assist and understand events.  First Cycle for the following event year is typically in September and Second Cycle is in the event year, typically in February.  Ex. 2026 Event Sponsorship:  1st cycle was in September 2025 and 2nd cycle will be February of 2026.

 

Vail Content for your channels

A group of adults sit in their ski gear for a round of drinks at an open-air eatery in Vail, Colorado.

EMAIL CONTENT

Here are options to include Discover Vail in your emails to attendees!

 

EMAIL CONTENT

WEBSITE CONTENT

Add Discover Vail content to your event website and give your attendees the most up-to-date information!

WEBSITE CONTENT
friends skiing and enjoying apres

SOCIAL CONTENT

Always tag the below when posting, even if not a dedicated post, so we can share information about your event as it works with our content plan.

 TOOLKIT

Instagram: @Discovervailcolorado
Facebook: @Discovervailcolorado
Hashtags: #DiscoverVail

SOCIAL CONTENT

Resources to fulfill

Sponsorship Benefits

Use these resources to deliver upon agreed Discover Vail benefits & help your attendees learn Vail.

DISCOVER VAIL LOGOS

OPT IN MESSAGE

PUBLIC RELATIONS RESOURCES:

 

 

 

A person in a yellow, patterned romper dances and waves a hand in the air during a packed concert at The Amp in Vail Village.

In Resort Marketing Options

  • Town of Vail Bus Ad & Parking Garage Ads Information
  • Roundabout Banners and Village Entrance Banners: Contact [email protected] to reserve space
  • Discover Vail banners: We have several that can be placed at your event
The sun rises up above the mountains on a summer morning in Vail Village where the pedestrian-only streets are quiet.

Parking and Transit

Help get your guests to Vail!  Steps you can take as an event producer:

  1. Add Discover Vail.com “Travel Tools” link directly to your event website
  2. Review Alternative Transportation Communication and incorporate in your event messaging
  3. Promote Shift Bike experience
  4. Leverage free fare routes outside of Vail
  5. Know & Promote the Vail Event Bus
  6. Promote carpooling and alternative transportation to Vail in partnership with the GOI70 Coalition
  7. Summer Paid Parking
MORE INFO

Importance of

Sustainability

Vail is one of the most beautiful places on earth. Which is why those of us lucky enough to live, visit, and play here care about keeping our footprint small, our resources plentiful, and our contribution to sustainability top of mind. It’s the least we can do for the place we all love.

Events have a positive impact on the community from an economic and cultural standpoint. With your help, we can ensure that they can leave a positive impact on the environment. The Town requires all events that receive sponsorship to operate a waste diversion program. All events are also encouraged to promote alternative transportation methods to positively impact greenhouse gas emissions.

Get more information about the green event requirements and resources here.

Learn More
A picturesque lake nestled amidst majestic mountains and lush trees in Beautiful Vail.

2025 Event Producer Update

THANK YOU for joining us on March 20th for this an annual update of expectations, resources and Q&A. Zoom Recording

PRESENTATION SLIDES

 

 

A group of people running in a race.