sponsor benefit packages

THEME: “CLEBRATING OUR CULTURAL DIVERSITY”
WATERSIDE DR, NORFOLK VA• AUGUST 15,
2015
SPONSOR
BENEFIT PACKAGES
VCACA, INC.
P.O. BOX 10004, NORFOLK, VA 23513
WWW.VIRGINIACARIBFEST.COM
E-MAIL:
INFO
@VCACA.ORG
“Come savor the many flavors of Culture through
Live performances, Exhibits,
International Cuisine,
Arts & Crafts, Music and Dance!”
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20 October 2014
Dear Prospective Sponsor,
The 10th Anniversary of one of Virginia’s largest and richly diverse cultural events “CaribFest” will be
held on Saturday, August 15, 2015 at Town Point Park, Downtown Norfolk, Virginia. This cultural extravaganza
provides unique sponsorship opportunities for businesses and organizations to reach a captive audience. The
CaribFest committee is seeking a sponsorship commitment in support of this year’s event.
CaribFest increasingly attracts people from around Virginia, other parts of the USA, Canada, the
Caribbean and Europe. Sponsorship of this event would offer your company a unique opportunity to attach its
brand name and logo to an internationally-renowned festival. Last year, the event brought over 7,000 patrons
(60% residents and 40% visitors from other states and other parts of the world) to the Hampton Roads area.
Seventy-five percent (75%) of those visitors utilized air transportation, stayed in area hotels, dined in restaurants,
shopped in local Malls and boutique areas, rented cars and utilized all other available transportation services.
CaribFest has grown since its inception, with anticipated attendance in 2015 to be in excess of 10,000
patrons and thousands more who will view the costumed parade along the route and attend auxiliary events
thought out the area. As the festival has diversified, crossing over into the multi-ethnic Diasporas of Virginia, it
has become an ideal medium for corporations to generate exposure for their products and services.
CaribFest understands the importance of marketing and we invest in a very aggressive advertising and
promotion campaign, utilizing various forms of media. Our marketing strategy is flexible and therefore can be
tailored to any demographics and general target markets. We offer several levels of sponsorship packages that
include onstage/on site promotions, booth spaces, journal advertising and logo placement on CaribFest’s website,
banner display, and VIP tickets to the event. A complete list of benefits is included for your consideration.
Participation in CaribFest highlights a commitment to diversity, the arts and the local community. Ninety
percent of our proceeds goes toward improving the quality of life of citizens in our community and benefits local
students with college scholarships.
We would be happy to meet with you to further discuss your level of participation so that we may
maximize the exposure of your company’s products and services. Please feel free to contact our marketing
consultant Jackie Nedd-Griffith at (757) 418-1830, or myself at (757) 766-0532 with any questions or visit our
website at http://www.virginiacaribfest.com for additional details.
Sincerely,
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“CaribFest” one of Norfolk’s
biggest SummerJam Festival!
Introduction
CaribFest is an annual festival which has been held successfully over the last nine years. Although still in its
infancy, it has grown to become one of the biggest SummerJam festivals in the area and last year attracted over
7,000 people. The festival is targeted at all demographics, a diverse demographic, over 60% of whom are
between the age 18 to 45. So, whether you’re looking to boost sales, launch a product, bolster awareness or
build customer relations, we can position your company or product in front of this demographic.
The Festival is a unique forum for innovation and experimentation and an exceptional showcase and launching
pad for participating sponsors from a host of disciplines. The festival will be a full day of multicultural
activities rarely seen in Virginia. CaribFest prides itself on its activities for children and young adults, by
providing workshops on cultural arts, costume making, Steelpan music and many other live entertainments.
Over the past nine years the festival has been host to many internationally acclaimed artists, including Third
World, 10-time Reggae Grammy Award Nominee and the Mighty Sparrow, Calypso King of the World and
many others. But, CaribFest is more than just a music festival, it also includes a stunning costumed parade
(Mardi Gras style) that winds through the streets of Norfolk, as well as providing lots of different activities,
games, a children’s area, costumed walkabouts, educational workshops, face paintings, souvenirs, arts, crafts,
folk dances, delicious authentic cuisine, and an array of interactive fun for that ultimate festival experience.
Local residents and visitors from around the country and as far away as Canada have been flocking to this
cultural extravaganza that gets hands clapping, people dancing, feet stomping and spirits soaring like no other
event.
CaribFest currently receives extensive coverage in the local press, as well as several community focused
publications. In the past, the festival has been covered, amongst others, the Daily Press, the Virginia Pilot, all
military newspapers, WVEC TV, WAVY TV, FOX TV, HamptonRoads.com, WHRO radio, WHOV radio, as well
as several online publications and media services. We also provide a good opportunity to have your brand on
thousands of computer screens via our website, our affiliated website partners and our social media presence
online. Over the past nine years the event has been supported by the Pepsi Co, Virginia Lottery, Red Bull,
Mentos, Langley Federal Credit Union, AAPCO, WAWA, and Geico – to name just a few of the companies who
have and currently work with the festival.
CaribFest festival provides the ultimate opportunity for truly effective business-to-consumer relationship
marketing. Achieve increased brand awareness and focused market penetration in a short period of time. A
partnership with CaribFest presents a significant reach over the shortest period of time for the least
investment. The mileage and leverage from this partnership can serve as a showcase and tangible
demonstration of your company’s commitment to serving one of its diverse consumer bases.
We are anticipating CaribFest to be even more popular than last year, which was our biggest year to date. The
festival has rapidly grown in popularity over the years and is now a key cultural event on Norfolk’s annual event
calendar.
Securing one of the sponsorship packages below could afford your company increased sponsor recognition and
identification and product usage with the general population. We are ready and willing to establish
extraordinary value for your sponsorship. Let us help your company reach your desired audience, OUR
audience!
CARIBFEST, “EL FIESTA QUE NOS UNE” (THE FESTIVAL WHICH UNITES US ALL)!
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“CaribFest…An Experience
Like No Other!”
Event Details
Dates & Times:
Saturday, August 15, 2015 from 11:00 a.m. - 10:00 p.m.
Location:
Town Point Park, 333 Waterside Drive, Norfolk, Virginia
Attendees:
We are expecting over 10,000 attendees over the one-day event. Attendance has
increased by an average of 5% over each of the past nine years.
Target
Demographics:
Cost:
CaribFest appeals to a wide cross-section of people, many of whom have had
little previous experience of the diversity of material presented. However, our
primary demographic targets are individuals between the age of 18 and 45.
These people make up over 60% of our audience. The secondary demographic
targets are Females 25-40, this group is over 45% of our audience. Other
markets are people who are cultural enthusiasts and people from all walks of life
who would rather go to a show than stay home.
$10 adults, $5 for children 6-12, kids 5 and under Free, and a $35 discount
package for a group of four adults. This is consistent with charges for similar
shows.
Parking &
Transportation:
There are several parking garages in walking distance to the park. Town Point
Park is accessible by bus, light rail, as well as by ferry.
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...Our business is helping your
Business grow!
As a sponsor of CaribFest Festival, your company will realize tangible marketing benefits in return for your
sponsorship investment, while supporting one of the premier cultural arts program in the Hampton Roads
region.
Sponsorship opportunities begin at the $500 level, with benefits accruing as the level of sponsorship increases.
Regardless of the sponsorship level you select, the festival's staff will be pleased to work with you in creating an
integrated sponsorship program designed to meet your company's unique marketing objectives.
Because with us, your promotions are free to be at their most creative, unique or whatever you think helps your
goods and services stand out in the crowd.
We'll leave the cookie-cutter sponsorship approach to someone else!
Consider us as a well-rounded extension of your marketing department or to put it more simply our business is
helping your business grow and continue to succeed in the Hampton Roads region by “creating an experience
around your products.”
Our highly diverse audience makes us the ideal partner in reaching specific target markets.
Our Marketing Strategy
Our Media Support
Radio/TV Campaign
- 95.7 R&B
- 103 JAMZ
- COX TV
- WVEC TV
- WAVY 10 TV
Includes program on-air giveaways, contesting, and VIP package.
Flyers & Street Team Distribution
- 30,000 4x6 color post cards
- Flyer distribution in Norfolk area Farm Fresh Grocery Bags (4 locations)
- Flyer display at Richmond’s Short Pump Mall Customer Service desk
- Flyer display at Williamsburg’s Premium Outlet Mall Customer Service desk
- Flyer display at Norfolk Naval, Oceana, Langley Commissaries, Exchanges & MWR Offices
E-Mail Marketing
- Est. 40,000 email campaign targeting regional concertgoers
- Urban/Latin/Reggae List - 13,429
- Family/Circus Subscription List - 26,566
CaribFest Giveaway Social Media by the numbers:
- Facebook Followers ~ 4,017
- Twitter Followers ~ 698
- Mobile Site Users ~ 1,908
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- Inclusion in Seven Venues email newsletter
- Super group Email Blasts (15,000) Sentara, Bank of Hampton Roads, Wells Fargo, and Cruise Norfolk
- Military Bases (Norfolk Naval, Oceana, Langley)
Ticketmaster.com Partnership
- Inclusion in Ticketmaster.com email blasts
- 40,000 email campaign targeting regional concertgoers
Additional Advertising:
-
VisitNorfolk.com event listing
-
VisitNorfolk.com email to tour operators
-
SevenVenues.com event listing
-
Nauticus video board listing
-
Press coverage on Norfolk-48 including Norfolk Perspectives show
-
WVEC Channel 13 Noon Show
-
Hampton Roads Show
Newspaper
The Daily Press, Virginia Pilot, all Military newspapers
Other Event Promotion
In addition to paid and promotional media, we will embark upon a comprehensive publicity and non-media
promotional campaign.
Signage
For two weeks prior to the CaribFest, and running through CaribFest, banner will be featured across the
walkway overpass on Waterside Drive (busy downtown traffic thoroughfare). During that period, CaribFest
will also be promoted on Nauticus’s electronic billboard.
Web Site
We have a year round web site, generating 40,000 hits annually, with 35% of those hits in the month prior to
the CaribFest. The web site includes a wide variety of information about the event, our sponsors, and
exhibitors, and is featured on all appropriate media promotion and publicity.
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Other Benefits:

Increased sales — Over 60% of adult attendees favor retailers who support causes they care about.

One-to-one marketing — Interact directly with thousands of customers and prospects.

Brand awareness — Increase your product's visibility both on-site and through ads on highly rated
event broadcasts.

Sampling — Provide direct product interaction and education to a targeted group of consumers.

Promotional offers — Distribute coupons, create sweepstakes or contests, etc. to maximize your
return.

Retail traffic — Build promotions that increase store traffic.

Database building — Integrate promotional elements that provide demographic and buying behavior
information.

Employee relations — Involve employees in event activities to build enthusiasm, teamwork, and
loyalty.
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Sponsorship Benefits
Category exclusivity and right of first
refusal for the 2015 Event
Name in title, logo, link and message
from your company's CEO on event
website
Logo inclusion on all invitations and
event tickets and Sponsor-supplied
welcoming banner at main entrance
Sponsor-supplied banner displayed on
main stage
Name inclusion in all major mass
media PSAs and commercials (radio and
TV) Units-: 60 sec., 30 sec., or 15 sec
Name a signature drink after corporate
sponsor
Opportunity for a representative to make
an announcement on stage
Complimentary corporate (10 x 10)
exhibit booth in prime location at venue,
TITLE
PRESENTING
GOLD
$25,000
$10,500
$5,500
SILVER
(In-Kind)
$2,500
BRONZE
$500
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Logo on all flyers and posters
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Sponsor-supplied banner displayed at
event venue
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Company name announced by event emcee
40,000+ e-mails blast with sponsor
name and logo
Ads on Parade Vehicle(s)
Hyperlink to sponsor’s corporate site
Corporate Logo on volunteer T-shirts
Logo/name and link on event website
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VIP All-Access passes , including VIP
Hospitality tent
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Complimentary 10'X10' booth space
Sponsorship of the CaribFest Festival at any level is a tax deductible donation to a 501(c)3 nonprofit organization.
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Other Sponsorship Areas
□ Parade – The Parade gives sponsors the opportunity to promote themselves or their product
during the Parade. Sponsorship will assist with securing parade floats/trucks; generators and
DJs. Sponsors will also have the opportunity to travel the parade route. This allows them to
communicate with the parade audience directly.
□ Main Stage – Our Main Sound Stage plays host to a lineup of live bands playing Soca,
Reggae, Calypso, Latin, African and other international sounds. Sponsorship will assist with
funding the entire/partial cost of the stage or sponsoring other stage props.
□ Performers/Entertainers – This area gives sponsors the opportunity to have a direct
impact on the quality of live performers contracted. Sponsorship will assist with all artists cost
(Contracted fee, transportation and hotel, etc.).
□ Festival Equipment – This area gives sponsors the opportunity to have a direct impact on
the logistics of the festival. Sponsorship will assist in securing all necessary equipment (i.e.
First-Aid responders, generators, tents, portolets, fencing, barricades, dumpsters, etc.) are on
hand to ensure a safe and successful Festival.
□ Kid’s Korner – The Kid’s Korner promises to be a high energy area with lots of fun for all
ages. Although this area is geared toward the youth, there is some fun for adults as well. In
addition, it will allow parents an opportunity to have their children entertained in a safe
environment while they themselves can enjoy the Festival. Sponsorship of this area will assist
with securing the various equipment, inflatables, games, face painting station, etc.
In-kind Sponsorship:
Sponsorship In-Kind is another way to get involved with the Festival. As the Festival is a not for profit
event we rely on donations, anything from costumes for the parade participants, materials to make
costumes and even food for the hundreds of volunteers and event participants who make the Festival
happen.
In-Kind Sponsorships consist of donations of certain products or services instead of direct financial
contributions. For example, a news organization may provide print advertising, a hotel may provide
rooms, a restaurant may provide food for artists and volunteers, etc., in exchange for being recognized
as a sponsor.
There are numerous possibilities. The “market value” of the contribution must meet or exceed the
specified amount listed in the sponsorship levels described above in order to qualify for sponsorship
status. There can also be a combination of monetary and In-Kind contributions.
In-Kind sponsor benefits will be based on the total “market value” of the donation and matched with
benefits at the sponsorship levels described.
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Photo Gallery
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Parade Route
Audience
Town Point Park
Audience & Other Activities
At
Town Point Park
Children’s Area
Food
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Arts & Crafts
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FESTIVAL VENUE – TOWN POINT PARK
PARADE ROUTE
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Sponsor Agreement
(PLEASE PRINT OR TYPE)
ORGANIZATION/COMPANY: ________________________________________________ PHONE: ______________________________
COMPANY NAME: _________________________________________________________ TITLE: _______________________________
ADDRESS/CITY/ZIP: _____________________________________________________________________________________________
FAX: _______________________________ EMAIL: ____________________________________________________________________
TYPE OF BUSINESS: ____________________________________________________________________________________________
□Title Sponsor
□Presenting Sponsor
□Gold Sponsor
□Silver Sponsor
□Bronze Sponsor
□In-Kind Sponsor
($25,000)
($10,500)
($5,500)
($2,500)
($500)
EXPLAIN: _______________________________________________________________________VALUED AT: __________________
TOTAL AMOUNT ENCLOSED: $ ______________
□ Business Check
□ Money Order
□ Cashier’s Check
By signing this agreement, party confirms that they have read and understand the attached terms and conditions and have entered into a
legally binding contract with VCACA, Inc.
SIGNATURE: ______________________________________________ TITLE: ________________________DATE: _______________
MAKE PAYABLE TO:
VCACA, Inc.
P.O. BOX 10004
NORFOLK, VA 23513
FOR MORE INFORMATION CALL: (757) 766-0532
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