HomeMy WebLinkAbout16. 2017 CSE Event Funding Memo plus backup
To: Vail Local Marketing District Advisory Council
From: Commission on Special Events
Date: November 17, 2016
Subject: Commission on Special Events (CSE) funding decisions for 2017
Cultural/Recreational/Community (CRC) and Education/Enrichment (EE)
proposals.
Action Requested: The CSE recommends the proposed 2017 CRC and EE funding
allocations as presented. The CSE believes this is a strong calendar of events aligned
with the Town Council’s mission of providing our citizens and guests with “an
abundance of recreational, cultural and educational opportunities” that will continue to
drive results and contribute to providing educational and life enriching opportunities.
2016 Successes:
• GoPro Mountain Games continues to have the highest level of support from the
CSE, successfully expanded into Lionshead with family-focused activities and
have promised further activation in Lionshead in 2017.
• The Kids Adventure Games was sold out shortly after tickets went on sale,
securing Toyota as a sponsor was a big accomplishment for 2016/2017.
• Gourmet on Gore expanded the event footprint to the International Bridge
allowing for easier movement and enhanced activation resulting in an improved
guest experience.
• The 36th FIPS Mouche World Fly Fishing Championship made its American
debut in September, raising international awareness of our watershed, which can
now be rightfully described as “World Championship” waters.
• The Vail Valley Cup, Cindy Eskwith Memorial soccer tournament increased
the number of teams from 132 to 148, bringing 9000+ players, coaches, referees,
family and volunteers to enjoy hotels, restaurants and businesses in town.
New and Exciting for 2017:
Community, Recreation & Cultural Events
1. Vail Yeti Hockey Season – January-December @ Dobson Arena: The Vail Yeti
are a semi-pro hockey club competing in the Mountain West Hockey League.
The popular entertainment of the Yeti games draws families, locals and tourists.
The Yeti host visiting teams from the Front Range, Mountain Region and also
Arizona, Philadelphia, Idaho and Chicago.
2. Skate Vail’s “Melee in the Mountains” Roller Derby Tournament – April 29 @
Dobson Arena: The 10th Mountain Roller Dolls will host a sanctioned
tournament, drawing teams from Colorado, New Mexico and beyond the
weekend after Vail Mountain closes.
11/17/2016 CSE 2017 Funding Summary Page 2
3. Vail Craft Beer Classic – June 16-18 in Vail Village: High end beer tasting
including several smaller events. Bringing in beer experts from all over Colorado
and beyond for 3 days of exceptional events.
4. Prep Baseball Reports West Championships – July 20-23 @ Ford Park:
Baseball tournament hosting 35+ teams, marketed internationally in Asia.
5. Crazy Mountain Brewery’s Ed Fest – August 26 @ Gerald R. Ford
Amphitheatre: Ed Fest is a celebration of craft beer, food and music.
6. Taste of Vail South American Fall Wine Tasting – September 21-24 in Vail
Village: Festival focus on South American wines with seminars, outdoor tastings,
wine pop-ups in restaurants, artistic programs and music.
7. Slow Fashion Vail – September 23-24 in Vail Village/Gore Creek Drive:
Showcase Vail’s commitment to sustainable fashion, featuring workshops on
eco-conscious lifestyle, self-care and a fashion show.
Education & Enrichment Events/Programs
• Community Art Events for the Town of Vail – January 1-December 31 @
various locations in Vail: Events will engage the Town of Vail guests and
residents by providing educational, hands on, visual arts experiences.
Education and Enrichment (EE) Category: This was the second year of reviewing this
category and CSE members were again impressed by the potential of this group of
applications. Nearly $275,000 in requests were received this year for the $151,500
budget. The CSE reviewed these requests using criteria updated last year, which better
defined how these types of events and programming enhance the community.
Overview of Event Effectiveness – Measurement Tools:
All publicly funded events are required to submit a post-event recap summarizing the
event’s strengths and weaknesses, contributions to the Vail economy and community.
In 2016, the CSE chose to fund an independent, third party Economic Impact Survey,
setting aside $52,000 out of their events budget. The results received to date have
delivered an excellent picture of the economic benefits that the events program
provides. Based on survey data, the 2016 to date total direct economic impact is $24
million on an investment of $829,000 for the Community, Recreation and Cultural
category. A complete overview will be presented in February 2017 once the final data is
compiled. The CSE has determined to fund this initiative again for 2017.
Analytical tools now consist of monthly and bi-weekly DestiMetrics reports, Sales Tax
data, the on-going survey program providing both qualitative and quantitative data for
individual events, the two year Economic Impact Study conducted by RRC in 2013,
2014 and 2015, parking data, as well as keeping our finger on the pulse of the
merchant/hotelier/restaurateur community.
In addition, the event criteria ‘scorecard’ and its support tools such as the ‘marketing
checklist’ have proven very effective. Quantitative measures such as brand strength,
marketing expertise, media leverage, and community integration continue to be
monitored against established objectives.
Community, Recreation & Cultural Events
Funding Available: $837,290 Producing Entity:Event Date Proposed Location 2016 Funds
Received
Total Grid Score
(out of 600)
2017 Funds
Requested
2017 Funding
Allocated Notes/Conditions from CSE
1 GoPro Mountain Games Vail Valley Foundation June 8-11
Vail Village, Mtn Plaza, Golden
Peak $ 85,000.00 532 $ 100,000.00 90,000.00$
Focus on waste removal, environmental
sustainability, continued expansion into
Lionshead
2 Taste of Vail Taste of Vail April 5-8
Vail Mountain, Gore Creek Drive,
Meadow Drive, Lionshead, Marriott,
hotels and restaurants $ 30,000.00 467 $ 55,000.00 40,000.00$
Growth of Rosé event
3 Vail Kids Adventure Games Kids Adventure Games, LLC August 9-13
Vail Mtn, Mtn Plaza, Gondola One,
Vail Village, Gore Creek, Golden
Peak, Solaris $ 40,000.00 460 $ 42,500.00 42,500.00$
4 Gourmet on Gore Highline Sept. 1 - Sept. 4 VV/Gore Creek Drive $ 55,000.00 458 $ 75,000.00 60,000.00$
Expand to Gore Creek Promenade
5 Taste of Vail South America Fall Tasting Taste of Vail September 21-24 Pop up locations throughout Vail $ - 454 $ 14,000.00 14,000.00$
Survey this event
6 Vail America Days™Highline 4-Jul Vail $ 65,000.00 451 $ 71,500.00 65,000.00$
7 Pink Vail Vail Valley Medical Center 25-Mar Golden Peak $ 10,000.00 451 $ 15,000.00 10,000.00$
8
Vail Outlier Offroad Festival - presented by
SRAM The Greenspeed Project Inc Sep 30 - Oct 1 Mountain Plaza/Gondola One $ 25,000.00 431 $ 25,000.00 25,000.00$
9 Vail Oktoberfest™ (LH & VV)Highline
Sept. 8 - Sept. 10
Sept. 15 - Sept. 17 LH & VV $ 55,000.00 430 $ 75,000.00 60,000.00$
Expand to Gore Creek Promenade
10 Spring Back to Vail HIGHLINE APRIL 14 - 16
Gondola One, Solaris Plaza,
Golden Peak $ 25,000.00 424 $ 35,000.00 30,000.00$
11 King of the Mountain Volleyball King of the Mountain Volleyball June 16-18
Vail Ahtletic Field, Ford Park, Red
Sandstone Park, Donovan Park $ 15,000.00 419 $ 15,000.00 15,000.00$
12 Vail Lacrosse Shootout
Colorado Lacrosse Promotions, Inc.
dba International Lacrosse
Promotions June 25-July 4
Ford Park, the Vail Athletic Field,
Vail Mountain School and Donovan
Park $ 15,000.00 408 $ 20,000.00 15,000.00$
13 Vail Farmers' Market & Art Show Vail Farmers' Market & Art Show June 18- October 1 Meadow Drive $ 35,000.00 406 $ 45,000.00 35,000.00$
14 Vail Summer Bluegrass Concert Series Lakeside Stride
June 28, July 5, July 12
& July 19 Arrabelle at Vail Square $ 50,000.00 405 $ 50,000.00 50,000.00$
15 Vail Snowdaze Highline DECEMBER 8 - 10
Mountain Plaza
Solaris Plaza $ 40,000.00 405 $ 45,000.00 40,000.00$
16 Vail Valley Soccer Cup The Vail Valley Soccer Club October 6-8
Athletic/Rugby Field, Ford Field,
Donovan Field $ 7,500.00 393 $ 10,000.00 10,000.00$
18 Vail Beaver Creek Restaurant Week GROUP970 Restaurants
September 29 October
8 Restaurants $ 11,500.00 382 $ 10,500.00 10,000.00$ No survey
19 International Folk Art Market/Festival Highline Sports & Entertainment August 16-20
VRD Fields
$ - 377 $ 500,000.00 -$
Davis did not rate this event. CSE will
recommend to council funding if VRD board
approves.
20 Crazy Mountain Brewery's Edfest
Crazy Mountain Brewing Company,
LLC 19-Aug Gerald R Ford Amphitheatre $ - 368 $ 100,000.00 10,000.00$
recommendation to move to August 26 -
funding to be used for marketing & talent
21 Vail Holidaze Ren Productions
December 10th, Dec 17-
31
Willow Bridge Rd
Slifer Square
Arrabelle
Bridge St $ 24,000.00 361 $ 26,000.00 25,000.00$
22 Vail Craft Beer Classic Team Player Productions June 16-18
Gore Creek Dr to Willow Bridge
Road, GRFA $ - 347 $ 107,575.00 60,000.00$ June 16-18
23 World Pro Ski Tour WPST, Inc.March 24-26 Golden Peak $ - 345 $ 15,000.00 -$
Problematic weekend, Pink Vail and Spring
Break, no occupancy
24 Skate Vail's "Melee in the Mountains"The 10th Mountain Roller Dolls 29-Apr Dobson Arena $ - 339 $ 12,000.00 12,000.00$
One day at Dobson Paviilion rental will be
provided in kind
25 Vail Beer Week
Townsquare Live Events /
Townsquare Media
October 12th- October
14 TBD $ - 337 $ 50,000.00 -$
Too close to GABF
26 Divide Music Festival Team Player Productions July Ford Park or Athletic Fields $ - 334 $ 396,000.00 -$
Calendar, timing, amount of funding needed,
no camping
27 Vail Whitewater Race Series Vail Recreation District
May 9,16, 23, 30, June
6
Covered Bridge to International
Bridge $ 6,000.00 332 $ 6,000.00 6,000.00$
28 Kick It 3v3 World Championships North American Sports Group July 28-30
Ford Field
Rugby/Athletic Field
Solaris Plaza $ 40,000.00 330 $ 40,000.00 40,000.00$
Producing the event, get NPS up, get quality
refs, procure more sponsors. Elevate quality
of event
29 U16 Rocky/Central Junior Championships Ski and Snowboard Club Vail March 11-17 Golden Peak $ 2,500.00 324 $ 5,000.00 4,790.00$
30 America's Winter Opening Vail Valley Foundation
November 30-
December 4
Vail Village, Checkpoint, I-Bridge,
Solaris, Ford Park, Vail Golf
Course, Mtn Plaza $ - 318 $ 50,000.00 -$
31
Prep Baseball Reports
West Championships
PBR Colorado and 5280
Tournaments July 20-23 Ford Park $ - 316 $ 42,000.00 10,000.00$
Cover field costs and umpire related-costs
32 Vail Film Festival Colorado Film Institute March 30 - April 2
Four Seasons
Cinebistro $ 45,000.00 314 $ 90,000.00 -$
33
Vail Automotive Classic | Vail Village Car
Show Vail Valley Concours, LLC 10-Sep
Gore Creek Dr.
Bridge St, Mtn Plaza, Golf
Clubhouse $ 2,000.00 312 $ 7,500.00 6,000.00$
34
Vail College Soccer Showcase with Vail Select
ID Soccer Camp The Vail Valley Soccer Club May 3-June 4 Athletic/Rugby Field, Ford Field $ - 306 $ 50,000.00 -$
35 Vail Yeti Hockey Club Vail Yeti Hockey Club
Jan 6, 13, 14, Feb 3, 4,
17, 18, 24, 25, Mar 10,
11, 17, 18, 24, 25 Dec
1, 2, 15, 16 Dobson Arena $ - 306 $ 15,000.00 10,000.00$
36 Vail Arts Festival EAGLE VALLEY EVENTS, INC.JUNE 23 - 25
Lionshead Mall
Arrabelle at Vail Square $ 10,000.00 297 $ 10,000.00 8,000.00$
37 Vail Farmers' Market Farm to Table Dinners Vail Farmers' Market & Art Show
June 30th, July 14,
August 4th Meadow Drive $ - 285 $ 14,500.00 9,000.00$
38 Zoppe Italian Family Circus Get Connected Events August 25-27 Rugby/Athletic Field $ - 260 $ 39,000.00 -$
39 Vail Family Fun Fest Blue Creek Productions, Inc.
June 24, July 1, 8, 15,
22, 29 & Aug. 5 Arrabelle at Vail Square $ 20,000.00 258 $ 22,400.00 20,000.00$
40 Slow Fashion Vail Baily Rose & Blair Law September 22, 23, 24 TBD $ - 251 $ 38,000.00 5,000.00$
41 Top Shelf Harvest EAGLE VALLEY EVENTS, INC.30-Sep Arrabelle at Vail Square $ 15,500.00 228 $ 15,500.00 -$
TOTAL:$2,200,575 $ 837,290.00
CRC
or
EE?
EDUCATION & ENRICHMENT EVENTS
Funding Available:$151,500
Producing Entity:Event Date Proposed Location 2016 Funds
Allocated:
Total Grid
Score
2017 Funds
Requested:
2017 Funding
Allocated Notes
1 Vail Centre Programming Vail Centre 9-Jul
Donovan Pavilion
Grandview Room
Hotels, Restaurants $ 56,000.00 504 $ 90,000.00 58,500.00$
3 Vail Veterans Program
Vail Veterans Foundation, Inc.
(DBA Vail Veterans Program)
January 22 - 26; March
5 - 10 Vail Village/On Mountain $ 18,000.00 500 $ 20,000.00 18,000.00$
2 Vail Symposium Vail Symposium
January 1 - December
31
Donovan, Antlers, Grand View,
VMS, Library, Sonnenalp $ 35,000.00 481 $ 60,000.00 35,000.00$
4 Global Solutions Forum Students Shoulder-to-Shoulder October VMS, Antlers $ 15,000.00 449 $ 15,000.00 5,000.00$
Would like to see more awareness for public
session, make it more accessible, engaging to
local community.
5 Betty Ford Alpine Gardens Programming Betty Ford Alpine Gardens April - October
Betty Ford Alpine Gardens
Education Center $ 15,000.00 405 $ 20,000.00 15,000.00$
7 Starting Hearts: All You Need is Heart Starting Hearts TBD February Donovan Pavilion $ 6,000.00 403 $ 12,000.00 6,000.00$
6 Community Art Events for the Town of Vail Alpine Arts Center Jan. 1-Dec 31
Various Town of Vail facilities, VRD,
GRFA locations $ - 382 $ 20,800.00 10,000.00$
9
Vertical Express for MS - A Jimmie Heuga
Memorial Event Can Do Multiple Sclerosis 18-Feb VV/On Mountain $ 4,000.00 309 $ 4,000.00 4,000.00$
8 Starting Hearts: Heart Health Challenge Starting Hearts July-August Eagle Countywide $ - 301 $ 25,000.00 -$
10
Valley Tastings: Food for Youth, & Healthy
Kids Colorado Survey Eagle River Youth Coalition (ERYC)October-November Donovan Pavilion $ 1,000.00 207 $ 2,500.00 -$
Total $ 274,300.00 $ 151,500.00
2017 Fireworks Funding $52,015
Vail America Days - 65% $ 33,810.00
Vail Holidays - 35% $ 18,205.00
$ -
Event Surveys & Administrative Costs
RRC Event Surveys for designated events $ 53,328.00
Meeting & Admin Expenses $ 3,030.00
$ 56,358.00
Fireworks Budget Remaining:
Administrative Budget Remaining
2017 CSE Funding Allocations
Category Key:Community & Charity Sports/
Tournaments Culinary Music Festival Ambient Enrichment &
Education BC/Vail Mountain Holidays
Jan-17 Feb-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17
New Years Day
1/1 and
MLK Day
1/16
President's Day
2/20
Easter
4/16
Memorial Day
5/29
4th of July
7/4
Labor Day
9/4
Thanksgiving
11/23
Christmas
12/25
Vail Veterans
Program
1/22-1/26
Taste of Vail
4/5-4/8
Vail America Days™
7/4
i25Kia.com Copper
Triangle
8/5
Gourmet on Gore
9/1-9/4
Global Solutions
Forum
October TBD
Opening Day Vail
Mountain
TBD
Vail Snow Daze
12/8-12/10
Vertical Express for
MS
2/18
Vail Veterans
Program
3/5-3/10
Spring Back to Vail
4/14-4/16
GoPro Mountain
Games
6/8-6/11
Triple Bypass
Bike Ride
7/8-7/9
Vail Kids Adventure
Games
8/9-8/13
Vail Oktoberfest™
Lionshead
9/8-9/10
Vail Village
9/15-9/17
Vail Valley Soccer
Cup Tournament
10/6-10/8
Vail Holidaze
12/10 & 12/17,
12/31
Starting Hearts
All You Need is Heart
February TBD
U16 Rocky/Central
Junior Champs
3/11-3/17
Closing Day Vail
Mountain
4/23
Vail Craft Beer Classic
6/16-6/18
PBR West
Championships
7/20-7/23
TransRockies Run
8/19-8/20
Vail Automotive
Classic
9/10
Ski Swap
10/20-10/22
Pink Vail
3/25
Skate Vail's Melee in
the Mountains
4/29
King of the Mountain
Volleyball
6/16-6/18
Courage Classic
7/22
Ragnar Relay
8/25
Colorado Grand
9/15-9/16
Trick or Treat Trot
10/31
Vail Lacrosse
Tournament
6/19-6/21
Kick It 3x3 soccer
7/28-7/30
Crazy Mountain
Brewery's Edfest
8/26
Taste of Vail
South American
9/21-9/24
Ride the Rockies
6/12
Slow Fashion Vail
9/22-9/24
Vail Arts Festival
6/23-6/25
Vail Outlier Offroad
Festival
9/30-10/1
Betty Ford Alpine Gardens Programming
Vail Symposium Programming
Vail Centre Programming
Community Art Events for the Town of Vail
Bravo! Vail
6/22-8/5
Vail Summer Bluegrass Concert Series
Wednesdays
6/28, 7/5, 7/12, 7/19
Vail Farmer's Market
Sundays, Father's Day thru first weekend in October
6/18-10/1
Vail International Dance Festival
7/29-8/12
23rd Annual Vail Jazz Festival
6/23-9/4
Farm To Table Dinners
6/30, 7/14, 8/4
Vail Lacrosse Shootout
6/25-7/4
2017 Town of Vail Special Events Calendar
Vail Yeti Hockey Club Season - Jan 6, 13, 14, Feb 3, 4, 17, 18, 24, 25, Mar 10, 11, 17, 18, 24, 25 Dec 1, 2, 15, 16
GRFA: Hot Summer Nights - Tuesdays
(tentative) 6/20, 6/27, 7/11, 7/18, 7/25, 8/15, 8/22
Burton US Open
Snowboard Championship
2/27-3/5
Vail Whitewater Race Series
5/9, 5/16, 5/23, 5/20, 6/6
Vail Family Fun Fest
Saturdays
6/24, 7/1, 7/8, 7/15, 7/22, 7/29, 8/5
Vail/Beaver Creek
Restaurant Week
9/29-10/8
Attachment A: CSE Event Categories and Evaluation Criteria
Events receiving public funding will be categorized as follows:
Recreational, Cultural and Community Events:
Goal: Deliver a diverse calendar of events in the Town of Vail that promote economic vitality and
community enrichment
Signature Events:
• Established events that take place over multiple days and/or weeks
• Strong Vail Brand identity
• Drive overnight visitation
• Promotion and marketing reach through local, regional, national and international media exposure
• Several of these events receive their funding from the Town Council. Post event review and evaluation
will be overseen by the CSE
Destination Events:
• Newer events, participatory sporting events and large scale ambient events which support the CSE’s
criteria for promoting economic vitality and driving destination visitation
• Supports the Vail Brand
• Primarily local and regional media exposure, may attract some national exposure or sponsorships
Ambient Community Events:
• Ambient events which contribute to a sense of community, vitality and fun; enhance the guest
experience and promote high NPS (Net Promoter Score)
• Primarily local media exposure
• Community celebrations: i.e. Vail America Days, Vail Holidaze, Vail Family Fun Fest
Educational and Enrichment Events
Goal: Promote leadership development, intellectual opportunities and health and well-being
• Shall be part of the CSE RFP process
• Potential to build the Vail Brand as an educational and well-being destination
• Local, regional, (and when appropriate) national and international media exposure
• Economic impact may be in the future: Potential to return economic benefits as participants share their
experiences to individuals and groups within their spheres of influence
PLEASE SEE SCORECARDS ON FOLLOWING PAGES
CSE 2017 RFP: 8/5/2015 Attachment A: Event Categories & Evaluation Criteria Page 1 of 3
SCORECARD:
RECREATIONAL, CULTURAL & COMMUNITY EVENTS
Rating
0-10
0-5
0-5
0-5
0-10
Brand Fit 0-10
Timing 0-5
Demographic Fit 0-10
Community Enrichment 0-5
Producer Qualifications 0-10
100Maximum Score
Proven quality, knowledge and resources to
sustain and grow the event
Criteria
Drive Group Business
Leverage media exposure and sponsorship
support
Out of Region Guests (Current mix 50%)
Regional Destination Guests (Current mix 32%)
International Guests (Current mix 3%)
Increase Sales Tax Revenue
Supports the Vail Brand
Optimize calendar - "the right events at the right
time"
Optimize visitor mix (age, income, demographic
targets per research data)
Promotes an atmosphere of vitality, fun and
celebration
0-15
0-10
Potential to Increase
Room Nights and
Revenues:
Continues to evolve by delivering fresh content,
enhanced experiences
Marketing Strength
Extent and quality of promotional and marketing
"reach"
Growth Potential
What is the community involvement opportunity
and/or lasting community benefit?
CSE 2017 RFP: 8/5/2015 Attachment A: Event Categories & Evaluation Criteria Page 2 of 3
SCORECARD:
EDUCATIONAL AND ENRICHMENT EVENTS
Rating
Brand Opportunity 0-15
Timing 0-5
Demographic Fit:
Audience 0-10
Community Enrichment 0-10
Producer Qualifications 0-10
100
Potential to achieve one
or more of the
following:
Continues to evolve by delivering fresh content,
enhanced experiences
Achieves national/global recognition and
participation
Growth Potential
Marketing Strength
Extent and quality of promotional and marketing
"reach"
Criteria
Create a lasting impact on the community
Leverage media exposure and sponsorship
support
Enhance Leadership Skills: locally, nationally,
internationally
Foster a Health and Well Being reputation for Vail
Provide opportunities for intellectual dialogues
and problem solving
Deliver an educational component
Optimize calendar - "the right events at the right
time"
What is the community involvement opportunity
and/or lasting community benefit?
Builds the Vail Brand
Optimize quality of participants to improve future
economic opportunity
0-25
0-15
0-10
Maximum Score
Proven quality, knowledge and resources to
sustain and grow the event
CSE 2017 RFP: 8/5/2015 Attachment A: Event Categories & Evaluation Criteria Page 3 of 3
CSE Minutes October 19, 2016 Page 1 of 4
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, October 19, 2016 @ 8:00am
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/weblink/0/fol/367497/Row1.aspx
CSE Members Present: Barry Davis
Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Others Present: Molly Eppard, Town of Vail
Lauren Merrill, Alpine Arts Center
Samantha Biszante, Root and Flower
Robin Thompson, Can Do MS
Shawn Kirschner, Roundup River Ranch
Cheryl Jensen, Vail Veterans Program
Kris Sabel, Vail Symposium
Heather Hower, Eagle River Youth Coalition
Missy Johnson, Highline
James Deighan, Highline
Alan Himelfarb, Starting Hearts
Chris Chantler, Taste of Vail
Greg Moffet, Taste of Vail
Dustin Kelley, Vail Centre
Todd Wallis, Vail Centre
Angelo Fernandez, Vail Centre
Colleen Davis, Vail Centre
Brie Rey, Vail Centre
Laurie Asmussen, Eagle Valley Events
Sean Cross, Vail Film Festival
Scott Cross, Vail Film Festival
CSE Minutes October 19, 2016 Page 2 of 4
Jason Ornstein, Team Player Productions
Mac Garnsey, Vail Valley Foundation
Duncan Horner, Vail Valley Foundation
Sacha Kostick, Vail Valley Foundation
Joel Rabinowitz, Vail Rec District
Brooke Skjonsby, Vail Resorts
Liz Gladitsch, Vail Resorts
Jenn Bruno, Vail Town Council
Krista DeHerrera, 10th Mountain Roller Dolls
Kerri Thelen, Vail Valley Soccer Club
Beth Pappas, Vail Rec District
Euginnia Seyferth, Ski & Snowboard Club Vail
Leon Fell, King of the Mountain Volleyball
Helene Mattison, Kids Adventure Games
Dan Cramer, North American Sports Group
Billy Mattison, Kids Adventure Games
Mike McCormack, Outlier Offroad Festival
Baily Rose, Slow Fashion Vail
Charles Blair Law III, Slow Fashion Vail
Sarah Franke, Group 970
Gina Hallisey, Zoppe Italian Family Circus
Bob Ruder, Vail Automotive Classic
Michael Holton, Pink Vail
Christina Albertson, Pink Vail
Taylor Slaugh, Vail Automotive Classic
Brian Hall, Vail Family Fun Fest
CSE Chair, Barry Davis, called the meeting to order at 8:00am.
Administrative Items
Approval of the Minutes of ] the CSE Regular Meeting on September 7, 2016
Motion to approve the minutes of the CSE Meeting, September 7, 2016
as presented.
M/S/P: Gordon/Valenti/Unanimous. The motion passed 6-0
Review financials: Refer to the spreadsheet.
Waniuk said we will review on Oct 26.
Final 2017 CSE Budget
Waniuk asked all to refer to the budget in their CSE funding binder.
Reminder: Upcoming RFP meetings: October 19 & 26 at the Antlers: CSE
2017 Allocations to be presented to VLMDAC on Thursday, November 17 by
CSE Minutes October 19, 2016 Page 3 of 4
Mark Gordon. CSE 2017 allocations to be presented to Town Council on
Tuesday, December 6 by Barry Davis and/or Mark Gordon.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson and Mark Christie will not finish out their terms (through
2017).
Richardson asked if normal November and December meetings will be held as
usual. Waniuk answered that yes they are and November meeting will mostly be
event recap presentation.
Scoring and Procedural Explanation: All completed scoresheets must be
returned to Laura Waniuk at lwaniuk@vailgov.com no later than 9:00am on
Friday, October 21.
Davis recommends that the CSE be as polarizing as possible due to the amount
of money being requested over the CSE’s budget. Waniuk stated that the CSE
can make a request to Town Council for additional funds for events they feel may
need more if that fits their strategic direction, but those funds are not guaranteed.
Waniuk extended the deadline, asked to have scoresheets returned by 9:00am
on Friday, October 21. Waniuk noted that the Film Festival had to reschedule
their timeslot to 10:20am – 10:30am. Waniuk asked producers to present their
event for 3-5 minutes and allow for 5 minutes of questions. Waniuk asked the
CSE to e-mail her any further questions that the CSE has that could not be
included within the allotted 10 minutes.
Review of 2017 RFP responses: Refer to schedule marked as Attachment A to
the agenda and including the following Event Recaps:
• Vail Lacrosse Shootout
• Kick It 3v3 Soccer Championship
Event Recap:
*motion to release final funding disbursement required
Vail Lacrosse Shootout
Please see presentation for further details.
Motion to approve the final funding distribution for Vail Lacrosse
Shootout
M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0
CSE Minutes October 19, 2016 Page 4 of 4
Event Recap:
*motion to release final funding disbursement required
Kick It 3v3 Soccer Championship
Please see presentation for further details.
Motion to approve the final funding distribution for Kick It 3v3 Soccer
Championship
M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0
Motion to Adjourn at 6:15pm
M/S/P: Richardson/Valenti /Unanimous. The motion passed 6-0
CSE Special Meeting Minutes October 19, 2016 Page 1 of 15
CSE 2017 RFP Presentation and Discussion Schedule
Antlers at Vail, Condominiums and Conference Center - Lionshead; October 19, 2016 8:00 a.m. – 6:30 p.m.
8:30-10:20am EDUCATION/ENRICHMENT (EE): 1 hour, 50 minutes Funding Available: $
151,500.00
cf: Lauren Merrill Community Art Events for the
Town of Vail
Jan 1-Dec 31 Alpine Arts Center $20,800
Merrill is proposing to offer regular art classes year round throughout the Town of Vail. Their demographic is broad
from local men, women, and kids. They are asking for funding to offer a subsidized ticket price to make it more
accessible. They would be highlighting nature and environmental aspects of the Town of Vail. It is an event that is not
sports or entertainment driven. There would be one weekly event in the summer and bi-monthly events in the winter
for a total of 26 events. Davis noted that the CSE would be funding approximately $800 per event. Gordon asked if they
spoke with AIPP instead of CSE. Merrill believes they need funding from CSE. Normal price is $40-$50 and with funding,
tickets would be $20. Richardson asked how receiving zero funding would affect their program. Merrill said fewer
programs at the $20 price would be more successful. Rediker asked about their marketing plan. Merrill said they would
be marketing through the Gerald R. Ford Amphitheatre and Art in Public Places.
cf: Shawn
Kirschner
Campfire Games Vail June 17 Roundup River Ranch $5,000
Kirschner stated that they are going to cancel the Campfire Games event and may move forward with a new event but
do not have details at this time. The new event is a superheroes day on the mountain in April. 85% of campers come
from Denver metro. Goal is to move Campfire Games to their ranch to showcase their property. No funding expected
for 2017.
cf: Kris Sabel Vail Symposium Programming Jan 1-Dec 31 Vail Symposium $60,000
Sabel noted that he has been in the Vail Valley since 1999. It is an organization that is trying to improve the quality of
life for the Vail Valley. Sabel noted that we have great outdoor, athletic, and cultural events in the Vail Valley and the
Vail Symposium rounds out the event landscape with thought provoking events and initiatives. In 2016 they produced
23 events in the winter and 22 events in the summer. The programs cover geopolitical, financial, and health & wellness
topics. They work with the VVP, Colorado Mountain School, Eagle County School District, and more. Davis noted that
last year they received $35k and asked how they would use the additional funds. Sabel stated that their previous
request has been for the winter only and they are now looking for support for the entire year. Sabel noted that they are
asking for 19% of their budget. Davis asked for percentage of events taking place in Vail. Sabel noted 95% of winter in
Vail and Ashley (co-worker) said 30% in the summer making a total of 70% of their events happening in Vail. McDonald
stated that the CSE funded the highest amount to Vail Symposium of $37,500 in 2014. Waniuk noted that we will have a
dollar amount for the in-kind of Donovan and Grand View. Gordon asked if the $15k additional ask from 2015 is for
summer programming. Sabel said yes and will be used to help them to continue to grow. Gordon stated the CSE has
certain restrictions to use Vail taxpayers’ money. Wadey asked for their target audience. Sabel said 76% were local
residents.
cf: Cheryl Jensen Vail Veterans January 22 - 26,
March 5 - 10
Vail Veterans' Program $20,000
The program has worked with 740 veterans. Jensen attended the Rio Olympic games because they had an ambassador
participate in the triathlon. Jensen noted that through their program, two wounded warriors moved to Vail Valley. The
money being requested is to help them with continuing their mission. Richardson asked if it will look different from last
year. Jensen noted that they took participants to Beaver Creek because of strong BC homeowners support. Gordon
asked if they have a summer program. They have a summer golf program but do not ask TOV for funding for summer,
only winter. Jensen stated that $192,000 is put back into the TOV through their winter program. Wadey asked how
many families attend. Jensen said 20-25 families for the winter, March is singles for a total of 100 and they do have a
waitlist.
cf: Heather
Hower
Valley Tastings: Food for Youth &
Healthy Kids Colorado Survey
October-November Eagle River Youth
Coalition
$2,500
CSE Special Meeting Minutes October 19, 2016 Page 2 of 15
Each year they survey 2,200 7th – 12th graders in Eagle County, analyze the data, and send out to a number of smaller
non-profits in the area who use the info to ask for grants. They are asking for $2,500 plus Donovan pavilion in-kind.
Rediker asked what the $2,500 is used for. Hower stated that a majority of the money is for the survey but will confirm.
Wadey asked how the kids are chosen for the awards. Rediker asked if the event will occur or change if not fully funded.
Hower said it will still happen but may require them to find other partners.
cf: Alan
Himelfarb
Starting Hearts: All You Need is
Heart
TBD February Starting Hearts $12,000
Himelfarb noted that this year will be the 5th annual event and Donovan has been requested from the TOV. In 2016
they had 150 cardiac screenings offered at $49. They worked with ECO transit and Eagle County Paramedics to bus older
folks to the screenings. Dr. Caudwell Esselstyn is the national speaker on plant based diets. They expect to attract 500-
600 to listen to him speak. The Eagle County Schools program is a major beneficiary and every kid will take a life saving
skills class and every adult will receive first aid training. Their software app program is working very well allowing
registered and experienced members to respond to cardiac arrest situations. They are requesting Donovan again in
2017. Rediker asked if there are plans to change the event and if they might change the hours. Himelfarb said they are
using EventBrite to allow people to reserve their timeslot.
cf: Alan
Himelfarb
Starting Hearts: Inaugural Fitness
Challenge
July-August Starting Hearts $25,000
Himelfarb believes it will be a signature event. The Plan is to cover 4 weeks of activities including preventative
maintenance to reduce cardiac arrests. They are creating a software program that allows participants to earn points.
The challenge is a live, friendly competition for all in Vail Valley. They are asking for the use of Donovan for kick-off and
awards events. There will be other challenges such as culinary, celebrity, and senior challenges. They are working with
Vail Resorts and Epic Discovery. Davis asked if they have secured other sponsors. Himelfarb said yes, Phillips and they
have the opportunity to pitch to Revlon. Wadey asked if he has secured Donovan. Himelfarb said he can launch mid-
week if needed. Rediker asked about hotel room additions. Himelfarb wants to make this a national event. Himelfarb
said the goal is to reduce cardiac arrests by 50% in the next 20 years. Rediker asked about date selection and if a
different time period is possible. Himelfarb said yes, their schedule is flexible. Rediker asked if they would consider a
Memorial Day kick off. Himelfarb said yes.
cf: Robin
Thompson
Vertical Express for MS - A Jimmie
Heuga Memorial Event
February 18 Can Do Multiple
Sclerosis
$4,000
Thompson is the fundraising consulting interim director of development for Can Do MS. The event is a one day on
mountain ski and snowboard event to educate people about MS. It includes photo scavenger hunt and races.
Thompson stated that it is a national event with a community impact and provides life long learning through their
experience centers located around the mountain. Thompson stated they have both local and national sponsors. Their
goal is to increase outreach to the local community as well as stakeholders and partners. $3k is for advertising and the
other $1k is for lift tickets for volunteers, staff, and sponsors. Davis asked how Vail compares to other events.
Thompson said Vail event has been smaller and plans to focus on locals to increase in size. Wadey asked if it is
purposeful to schedule the event on Presidents Day Weekend. Thompson said she is not sure and will have to get back.
Thompson asked if there is a better date. Richardson stated that the local focus could be hindered due to Epic Pass
blackout dates. Thompson stated that 60% were from out of town last year. Rediker asked if they have asked Vail
Resorts for comp or discounted lift tickets. Thompson said yes they have and have not had any luck.
cf: Bob Bandoni
by phone (970
471-6277)
Global Solutions Forum - 970-471-
6277
TBD October Shoulder to Shoulder:
The International School
of Global Citizenship
$15,000
Their partnerships consist of 10 partners or NGO’s in the country and more throughout the world. Schools are being
brought in from South America and plan to grow to other continents. The event consists of a professional development
forum with a public session on the Friday morning. Theme was ethical leadership in 2016 that included two keynote
speakers and breakout sessions with speakers. The cities represented were from New England, Asheville, Denver, Texas,
and Detroit. Bandoni stated that they are starting to draw more locals from the Vail Valley. Davis asked about
additional sponsors. Bandoni said they have two sponsors at this time and are seeking others. Bandoni said they were a
little bit below budget. Davis asked what changes we will see in 2017. Bandoni said there will be a different theme but
not a lot of structural changes. Bandoni would like to get the local schools involved. Wadey asked for participation
numbers. Bandoni said there were 335 attendees.
CSE Special Meeting Minutes October 19, 2016 Page 3 of 15
cf: Liz Campbell Betty Ford Alpine Gardens
Programming
April - October Betty Ford Alpine
Gardens
$20,000
Online website Trip Advisor ranks Betty Ford Alpine Gardens as the #1 thing to do in Vail outside of Vail Mountain.
Grant from CSE allowed them to expand topics on environmental concerns. This year they want to increase the number
of pollinators in our area and expand their traveling exhibit. The goal is to expand the environmental learning through
workshops and hands on learning. Campbell said a majority of the money requested is for marketing and advertising
but some being used for the workshops and exhibits. Gordon asked how many people showed up for exhibits.
Campbell said it was very hard to count but believes there was 100k that visit the gardens and almost 40k come into the
education center in 2016. Davis asked how much money they gardens receive from donors. Campbell said their
operating budget is about $400k. They receive $60-$65k from TOV and the rest is from donors and grants such as BLM
and Slifer, Smith, & Frampton.
cf: Ross Iverson Vail Centre Programming Jan. 1-Dec 31 Vail Centre $90,000
Colorado has 5 of the top 25 most educated counties in the country. The counties include Pitkin, San Miguel, Gunnison,
and Eagle. Communities with a higher education tend to be healthier because of decision making. Adult learners are
looking for new experiential learning activities. Their Alumni Vail program connects the Edu-Tourism concept. They
have a partnership with Yale to bring a sustainable leadership course to Vail. Their role is to build scholarship funds to
put locals through university courses. The brand affiliation allows alumni of universities to connect to Vail. There are no
other mountain towns hosting university courses. Demographic is 30-60 years old, local vs. Denver vs. National. May
through October is key time.
Total EE Funding
Requested:
$274,300
10:20am-
6:10pm
CULTURAL/RECREATIONAL/COMM
UNITY (CRC)
FUNDS AVAILABLE: $
837,290.
00
cf: Scott Cross,
Shawn Cross
Vail Film Festival March 30 - April 2 Colorado Film Festival $90,000
2017 will be the 14th Vail Film Festival. A couple new initiatives including a virtual reality element and television
showcase. Television showcase will help draw talent, celebrities, and attendance. They are in talks with potential
sponsors including Audi and Comcast. They are asking for more money this year to grow the virtual reality and
television showcases which will put the festival on the map. Davis asked what the attendance would be in 2017. Shawn
Cross stated that attendance should increase but cannot give a specific number. Rediker asked where the virtual reality
showcase would be. Shawn Cross said they will have it in a ballroom/conference room. Valenti asked if the cost per
head is more for the virtual reality showcase. Scott Cross said yes, there is a significant cost for headsets and the
marketing. Gordon asked about date flexibility. Scott Cross said they are open to it but are tentative to changing them
because dates are known. Shawn Cross asked if there is a specific date that the CSE would suggest. Richardson asked
how many films would be virtual reality. Shawn Cross said about 20% would be virtual reality.
10:30-11:40am REN Productions/Angela Mueller 50 minutes
cf: Angela
Mueller, Greg
Moffet, Chris
Chantler
Taste of Vail South America Fall
Tasting
September 21-24 Taste of Vail $14,000
The goal is to bring winemakers to Vail in the fall. Thursday of the event will be popup night throughout the TOV
including restaurants. Friday will be popup with Mountain Wine & Dine. Saturday will be tastings of food with South
American flair, music, and restaurants serving South American wine and foods. Funding from CSE will broaden the
event’s appeal through increased marketing and updated website. Their goal is to not ask for as much money in future
years. They are asking for the minimum in order to make the event happen. Their goal is to bring higher end guest to
Vail during down times. They will market each restaurant and the food they will be offering. Davis asked about how
busy this weekend was in 2016. Waniuk stated that this was a time that the VLMDAC noted as a need weekend. Wadey
asked if South American wineries will bring their staff. Mueller said yes. Wadey stated that their marketing should
include the Vail App.
CSE Special Meeting Minutes October 19, 2016 Page 4 of 15
cf: Angela
Mueller, Greg
Moffet, Chris
Chantler
Taste of Vail April 5-8 Taste of Vail $55,000
This is the 27th year and will take place April 5-9th. Wednesday of event would be debut of Rosé at the Arrabelle. First
event for both Europeans and Californians to try Rose. There were 125 different Rosé labels in 2016. Davis asked why
Rosé isn't moving into the weekend. Mueller said it’s because not all wineries have Rosé. Moffet said they haven't
thought of it and will discuss. Wadey believes it is good to have that big mid-week draw. Thursday will be the lamb
cook-off that brings in 24-28 chefs. The mountain top tasting will include 6 more restaurants. It is a private tasting with
over 58 wineries. The blending seminar will allow you to make your own Sparkling wine. The Grenache seminar will be
about red grapes. The Grand Tasting will be at the Vail Marriot. The budget is always used for the marketing. Mueller
stated that they use all of the money and is the true amount they need to make this event happen. Mueller stated that
part of their money goes to Walking Mountains Science Center to hire them for to monitor waste receptacles. Mueller
stated that sponsorship available in 2010 is not the same as 2016. Mueller stated that the average overnight visitor stay
is 3.9 days per person.
cf: Angela
Mueller
Vail Farmers' Market and Art Show June 18-October 1 Vail Farmers' Market
and Art Show/
Meadow Drive
Partnership
$45,000
It will be 16 Sundays again in 2017. Mueller stated that their jury is the Meadow Drive Partnership and ask them if each
vendor is a fit for their market. Mueller stated their own survey showed that businesses sales drop when the market is
not there. Mueller stated they added another produce vendor in 2016. The only downside of the event is the parking
availability. They see people coming for the whole weekend. Mueller stated that the event provides sales tax to the
TOV for four months. Davis asked if anyone has asked Angela to change dates. Mueller said no. Valenti asked what the
cost per tent is. Mueller said $950 for out of county plus $100 security deposit. Mueller said the fee for produce
farmers is less. Wadey asked if sales tax is paid by every vendor. Mueller said yes.
cf: Angela
Mueller
Vail Farmers' Market - Farm to
Table Dinners
June 30th, July 14,
August 4th
Vail Farmers' Market
and Art Show/
Meadow Drive
Partnership
$14,500
Mueller noted that these are tentative dates; however it does need to be during the farming time and when people are
in town. The event includes local restaurants like 10th Mountain Whiskey and Yellowbelly. Mueller stated that guests
are staying through the weekend for this event. Mueller is working with PR firm called Think Big Media. A large amount
of the grant will be to cover the 20' x 60' tent. Davis asked if it has to be three events. Mueller said yes in order to
produce enough value for sponsors. Rediker asked how many people attended. Mueller said they sold out each dinner
at 100 seats per. Rediker asked why Friday night. Mueller said it is what worked and can look at other days but Sunday
didn't work. Davis asked if a Monday would work. Mueller said she's open to looking at the day of the week but needs
to make sure that the event will sell enough tickets.
cf: Angela
Mueller
Vail Holidaze December 10th, Dec
17-31st
REN Productions- Does
not include Fireworks-
rqst $26K
$26,000
Kris Kringle on December 10th will be the kick-off. Vendors will not compete with local businesses. The event’s goal is
to allow families to come and buy holiday gifts. The hours of the event will be from 11am - 3:30pm. It will include tree
lighting on December 18, ice skating, and St. Nick. The torch light parade and fireworks will occur on December 31st.
The lantern parade is not part of the event this year but rather will be the kick-off of the Vail Winterfest. Davis asked
who else supports the event. Mueller said just the CSE/TOV. Mueller stated that they do receive donated product from
Alpine. Davis asked if Vail Resorts ever supported. McDonald noted that they run the Torch Light ski down. Davis
believes it is worth revisiting the conversation with Vail Resorts. Mueller stated that the skating operations cost $30k.
McDonald said the TOV uses it as an ambient event for the guests that are here. Wadey asked for criteria of vendor for
Kris Kringle. Mueller said that vendors must have holiday item, tents decorated with holiday flair, and to make sure it
feels festive. Mueller stated this takes place on Willow Bridge Rd. Mueller has recruited local vendors and businesses.
Mueller stated the pricing is $150 per vendor.
CSE Special Meeting Minutes October 19, 2016 Page 5 of 15
11:20-11:40am Eagle Valley Events/Laurie
Asmussen
20 minutes
cf:Laurie
Asmussen
Top Shelf Harvest September 30 Eagle Valley Events $15,500
Asmussen stated they added some Colorado beers, new boutique feel, and a couple of local caterers in 2016. The
tickets cost $45 and drew a higher attendance. They are looking to grow in 2017 through social media and utilizing
partnerships. They have partnerships with KBCO in Boulder and gave a presentation at the Denver Athletic Club. Wadey
asked what the attendance number was. Asmussen said attendance was 380 - 400 total attendees. Asmussen markets
the event as kick-off to restaurant week. Davis asked who local restaurant partners were. Asmussen said Blue Moose,
Moe’s, and Big Bear Bistro. Richardson asked for 2017 changes. Asmussen said more distillers.
cf:Laurie
Asmussen
Vail Arts Festival June 23-25 Eagle Valley Events $10,000
Asmussen is hoping to grow event to 80-85 artists for 2017. She worked a lot with Vail Daily and spent majority of
budget on marketing. Rediker asked if she leverages Vail Daily to sister publications in Aspen/Summit. Asmussen said
yes, she utilizes them. McDonald asked how many years it has been running. This will be the 33rd year and 13th
supported by the CSE. Davis asked if funding is needed. Asmussen said she would be happy to help with less funding.
Asmussen said growing the number of vendors helps offset the costs. Davis asked how many attendees. Asmussen said
about 10,000 over the weekend mainly as an ambient event.
11:40-12:00pm Team Player Productions 20 minutes
cf: Kristen
Horpedahl, Jason
Ornstein
Divide Music Festival Summer Team Player Productions $396,000
The Divide Music Festival is a three day music festival produced in Winter Park in 2016. It included music, hiking, biking,
and experimental elements geared toward millennials. Ornstein stated that they aren't saying they aren't going back to
Winter Park. He said Grand County was rather difficult to work with. He understands that camping may not be an
option in Vail. Ornstein stated that the ticket price could include lodging options. Richardson asked what dates they are
proposing. Ornsetein said the 3rd weekend of July. Davis asked if we have the lodging available. Rediker stated that
hotels are at 90%. Wadey asked what the demographic is and if they can afford to come and stay here. Ornstein said
millennials and it is a good question if they can afford it. Davis asked Joel Rabinowitz if the ball fields can be lost. Joel
said it would be difficult. Davis noted that the booking timeline may be short. Ornstein said the Vail brand would help
with the booking process. Gordon asked if this could be in August. Ornstein said yes it could be in August. Davis asked
if there is a scaled down production. Ornsetein said yes. Richardson asked what that scaled down product is. Ornstein
said they would not want to take away from production but rather work with other agencies.
cf: Kristen
Horpedahl, Jason
Ornstein
Vail Craft Beer Classic July Team Players $107,575
Ornstein noted that they changed the name to Vail Craft Beer Classic. Ornstein stated there will be cicerones and
breweries to educate. He said they will incorporate the beer and food pairing with the outside environment such as
biking, hiking, SUP, and other activities with cicerones and brewers. Rediker asked if the dates are flexible. Ornstein
said yes but breweries are trying to avoid August. Wadey asked if the event would be for a weekend or include
midweek. Ornstein said ideally the event is Thursday through Sunday. Rediker asked about type of concert. Ornstein
said a band that would compliment and add uniqueness with a goal of putting heads in beds. Rediker asked if the
concert would be charged. Ornstein said It depends on the concert talent and could be packaged into the overall ticket
price. Davis asked if this could come off of CSE support in 3 years. Ornstein said it is the goal that it is profitable and
standing on its own in three years. Rediker asked what happens if they are not to fund at full. Ornsteinin said they
would have to analyze it and see where they are but it’s not a deal breaker. Davis stated that it is hard to fund the event
without having a secured date and venue. Ornstein said the 3rd week of July is standing out as the best weekend.
Wadey asked about a Sunday in Lionshead. Waniuk stated the liquor license boundaries as a hindrance. Richardson
asked if they could do a winter festival. Horpedahl said the brewers want a winter event and it is a great idea.
CSE Special Meeting Minutes October 19, 2016 Page 6 of 15
12:00-12:30pm LUNCH PROVIDED FOR CSE AND
STAFF
30 minutes
12:30-1:30pm Highline Events 60 Minutes
cf: James
Deighan
International Folk Art Market August 16-20 $500,000
Deighan opened stating he assumed everyone is familiar with the proposed event and asked CSE for questions. Davis
asked if venue is secured. Deighan said yes, they have spoken with VRD. They had conversations about load-in/out,
tent, and infrastructure. Davis asked how long will the impact be. Deighan said one week. Davis noted that the
financial ask is for 65% of the total budget. Deighan suggested supporting it philosophically and asking council to fund it
from the general fund. Davis asked if the $500k is needed. Deighan said it is absolutely necessary. Davis asked if it is an
annual number. Deighan said yes for the foreseeable future. Deighan said that the TOV benefits the most from the
growth of their events. Davis asked if Santa Fe and Vail is Apples to Apples. Deighan said it is not. Gordon stated his
concern to support the event without funding any dollars. Deighan stated that the CSE are the event experts and that is
why they have been tasked with this. Wadey asked about the music component. Deighan said they would have cultural
music talent. Wadey asked if it would be in Solaris. Deighan said it would be in Solaris. Davis asked if it is an essential
part of the program. Deighan said yes it is essential to bring people into the town. Wadey asked about their following.
Deighan said it is overwhelming and all 50 states are represented at this event. Deighan noted that all art is handmade
and 90% of vendors are from 3rd world countries. Rediker asked about the $150k for local non-profits. Deighan noted it
is only 5% of total budget. Deighan noted the number one goal is to provide money into local housing. Deighan said
they would partner with 1 or 2 other local non-profits such as Habitat for Humanity. Rediker asked about project fee
and agency fees in budget. Project management fee is the actual people working the event and the agency fee is the
profit for Highline. Deighan said 22% is what it takes them to be profitable and TOV events are much lower. Valenti
asked about the cost of goods in the line item. Deighan stated they are proposing 70-80% go to the artist and the
remainder goes to the local community. Davis stated that this is a giant animal and the difficulty to go outside of their
boundaries to ask Council for more money. Deighan referenced his experience and knowledge of events in Vail and this
event checks every single box of Vail's brand. Davis asked if it cannot be funded this year would it be able to happen in
2018. Deighan said possibly. Deighan stated that next year the IFAM only committed to Vail in 2017 with possibly
Dallas, Seattle, and Milwaukee in the future. Gordon stated he is puzzled on how or if this event is funded. Deighan
noted his will to help with the process if he can by talking to Council. Deighan said the way to go is to ask Council to
create a line item for certain event funding.
cf: James
Deighan
Spring Back to Vail April 14-16 3 funding options:
$35,000, $135,000 or
$235,000
$35,000
Deighan stated there are three funding options: 1. $35K - Pond skimming and advanced activation. 2. $135K - Friday or
Saturday concert. 3. $235K - Would be a Friday and Saturday night concert. Deighan suggested anything over $35k to
go to Town Council for additional funding. Davis asked what TOV percentage is of sponsor dollars. Deighan believes it is
less than 10%.
cf: James
Deighan
Vail America Days™ 4-Jul Does not include
Fireworks- rqst $33,500
$71,500
Deighan asked we all set there?
cf: James
Deighan
Gourmet on Gore Sept. 1 - Sept. 4 $75,000
CSE Special Meeting Minutes October 19, 2016 Page 7 of 15
Deighan stated that they brought in better restaurants and more wineries. He noted that the farmers market worked
very well with them to allow the growth of their footprint. Deighan noted that they will look to grow the event footprint
in 2017. Deighan and Johnson met with Audi to extend their title sponsorship for 2 years. Davis asked what the
estimated attendance was. Johnson said they estimate it at 45,000+. Davis asked if that is specific event attendees.
Deighan said that is the number that goes through the venue. Wadey asked what the vendor fee is. Deighan said he is
not sure but it is going to increase in 2017. Deighan gave background on vendor fees and the low cost or no cost that
restaurants are charged. Davis asked how additional funding would grow the event. Deighan said by increasing the
footprint. Davis asked if an increased footprint will bring more people to Vail. Deighan said yes he believes so. Deighan
stated that the merchants on Gore Creek Promenade have asked for both Oktoberfest and Gourmet on Gore to include
them in their footprint.
cf: James
Deighan
Vail Oktoberfest™ Sept. 8 - Sept. 10 And
Sept. 15 - Sept. 17
$75,000
Rediker asked for correct budget. Waniuk has it and will send it to CSE. Deighan said the demographic contacts 1/3 of
each; international, regional, and local. Davis asked if same level of funding is needed. Deighan said yes and this past
year they improved the activation in Lionshead. Deighan said they would like to extend the Vail Oktoberfest to the Gore
Creek Promenade. Deighan is meeting with Pauliner beer to extend partnership. Davis asked if being on the same
weekend as Outlier beneficial. Deighan said yes good synergy and would like to cross promote. Deighan stated the
request last year was more to increase the footprint and infrastructure in Lionshead.
cf: James
Deighan
Snow Daze December 8 - 10 $45,000
Deighan stated that the musical acts for 2016 are Michael Franti and Lettuce. Deighan said their participation for
SnowDaze in 2017 would not change. McDonald asked if they would move it a week earlier. Deighan said he guesses
so. Wadey asked if demographic would come a week earlier. Deighan said yes. Davis asked if event would exist without
funding. Deighan responded no and that the TOV is the big beneficiary of this. Deighan stated again that the TOV
benefits the most from these events. Skjonsby (Vail Resorts) suggested that the demographic could change with the
integration of America's Winter Opening. Deighan said they could change the music acts based on an older higher
wealth demographic.
1:30-1:50pm Vail Valley Foundation Events 20 minutes
cf: Duncan
Horner
America's Winter Opening November 30-
December 4
Vail Valley Foundation $50,000
America’s Winter Opening is the celebration of the beginning of winter similar to GoPro Mountain Games being the
opening of summer. Similar to the 2015 Alpine World Ski Championships such as racing in Beaver Creek with the après
in Vail. Horner stated they have an average stay of 4.1 per person. Their goal is to include SnowDaze into the
programming. The event would include concerts, ski racing, public bib draws, award celebrations, beer camp, film
screenings, dog fashion shows, and more. They will also include winter mountain games events such as fat bike racing,
snowshoe races, etc. at the golf course and/or Ford Park. They believe that this road will help grow the relationship with
the FIS with the goal of extending Birds of Prey into two weekends of racing in Golden Peak. Davis asked if events would
be coming back to Vail from BC. Horner said yes, it would be a mini 2015 AWSC. Wadey confirmed that SnowDaze
would be included in the 2017 event. Valenti asked if this is going to fill the void of the American Ski Classic. Horner said
it may include aspects of it. Wadey asked if concert is in budget. Horner said that is a separate budget. Richardson
asked if this would cover marketing. Garnsey said yes and ancillary events such as films, beer camps, awards, etc.
Wadey asked if demographic with SnowDaze would coincide. Horner said yes they would. Rediker asked if
transportation would be included similar to 2015 AWSC. Garnsey said yes, goal of people moving easily between BC and
Vail.
cf: Mac Garnsey GoPro Mountain Games June 8-11 Vail Valley Foundation $100,000
CSE Special Meeting Minutes October 19, 2016 Page 8 of 15
Garnsey said their internal goal in 2016 was focusing on the athletes and athlete participation. The result was they were
up almost 4,000 athlete starts. 2016 marked the first year in Lionshead and they hope to grow on it in 2017. GoPro
would like LH to be the family and kids centric area. Garnsey said this year will be focusing on the guest experience.
Garnsey said funding will be spent on staff, information communication, app development, and other projects to help
combat the growth of the event. McDonald asked if the average daily rate is impacting the attendance and if they have
worked on room blocks. Horner said it is challenging for an athlete and something to continue to work on. Valenti
asked if bike race is going to happen in Eagle again. Garnsey said yes it will happen again. New events could be a new
bike and run event in Vail. Davis stated that the idea is to have events to stand on their own two feet so how do we
keep growing with asking for less money. Horner stated that the money is used to grow the event and expand into
GRFA and LH. Garnsey stated that they want to do a better job with environmental sustainability. Horner stated that
the economic impact increases year over year. Davis stated that they are one of the healthiest events from a P&L
standpoint. McDonald asked about GoPro contract length. Garnsey stated they just renewed for 2 years.
1:50-2:00pm BREAK 10 minutes
2:00-4:10pm Athletic Events 2 hours, 10 minutes
cf: Chris
Harguth, John
Kinkowski
Prep Baseball Reports (PBR) West
Championships
July 20-23 PBR Colorado and 5280
Tournaments
$42,000
Kinkowski stated that they brought in 35 teams in 2016. They are hoping to grow the tournament and had over
$100,000 in hotel bookings in 2016. Their team fee was deeply discounted in order for teams to signup. Steamboat
Springs average cost is $1,400 per team. Their only paid sponsor is State Farm Insurance. Davis asked where games are
taking place. Kinkowski said they are taking place throughout the Vail Valley. The tournament is a four game guarantee
x 35 teams and half were in Eagle, half in Vail. Davis asked if they have received money from other towns. Kinkowski
said Eagle granted them a couple thousand dollars for lodging. Gordon asked where the host hotel was. Kinkowski said
Evergreen Lodge was host hotel in 2016 and will look into others in 2017. Rediker asked if there are any other events
besides games that could take place in Vail. Kinkowski said yes, they would like to move opening ceremony to Vail and
maybe add a concert. Davis asked what support would be needed for the opening ceremony in Vail. Kinkowski said
opening ceremony included skills timing, food, pin trading, batting cages, speed pitch, and family activities. Davis asked
if they have planned for opening ceremony in Vail. Kinkowski said yes they want to have it in Vail. Wadey asked if they
are going after national sponsors vs. local sponsors. Kinkowski said PBR is a national organization and wants to become
more involved. Gordon asked if they are asking other towns for money this year. Kinkowski said they have not asked for
more money.
cf: Chris
Huntington - by
phone
203-770-2918
Vail Yeti Hockey Club - 203-770-
2918
Jan 6,7,13 Feb
3,4,17,18,24,25 Mar
17,18,24,25
Dec1,2,15,16
Vail Yeti Hockey Club $15,000
Huntington said the team is made up of college and professional players. They draw an average of 300 fans per game
with a max of 500-700. Home games bring in teams for 2-3 days at a time and they stay in local hotels. Majority of
teams want to stay in Vail but sometimes they have to put them up in Avon because of costs. The funding would allow
for more advertising and marketing through Vail Daily, KZYR, etc. Huntington said they provide revenue to the VRD
through ice rental and concession sales at games. Wadey asked about adding more security and the costs associated
with that. Huntington said they hope to have more security guards with a goal of creating a family zone in the
bleachers. Wadey asked if there is a policy for teams that cancel. Huntington said they are trying to bring back more
reliable teams including teams from the Front Range. Wadey asked the difference between Yeti and Powderhounds.
Huntington said the main difference is the age of 21 - 40 years old semi pro players and a younger USA Hockey junior
team.
cf:Craig Marshall
by phone (641)
715-0700
Code: 790569
World Pro Ski Tour - (641) 715-
0700
Code: 790569
March 24-26 WPST, Inc. $15,000
CSE Special Meeting Minutes October 19, 2016 Page 9 of 15
Marshall said the theme is that the general public in the US doesn't understand professional ski racing. The concept of
putting two skiers up against each other in bracket style relates to US fans. The event will take place at Golden Peak
where the entire course can be seen on the hill. Plan to host the event from Thursday through Saturday. The awards
ceremonies and parties will take place in the town, mainly at night. During the day on Friday and Saturday would be the
actual competition on hill. Davis asked what the Turtle Rich Foundation is. Marshall said it is Bode Miller’s foundation
that benefits disabled skiers and snowboarders. Wadey asked about their footprint at Golden Peak because Pink Vail is
moving to Golden Peak. Marshall said their footprint is very small and have not heard of Pink Vail from the Vail Resorts
Race Crew. Richardson asked are you flexible on dates. Marshall said yes, they are flexible. Rediker asked if social
events would take place in the town vs. on mountain. Marshall said yes, goal is to work with local restaurants and bars
for social events. Wadey asked for age range of skiers. Marshall said they will be 18+ but mostly 22-23+ with 40 being
oldest. Wadey asked if they travel with coaches and families. Marshall said yes they travel with coaches but 25-50%
with families. Davis asked how many other locations will be on this tour. Marshall said most likely to be four. Davis
asked if they are coming to Vail even without CSE funds. Marshall said yes, but the funding would help their marketing
and advertising.
cf: Krista
DeHerrera
Skate Vail's "Melee in the
Mountains"
29-Apr The 10th Mountain
Roller Dolls
$12,000
They are a 501c7 non-profit roller derby league. Rules have changed greatly since the older days. It is one of the only
full contact women's sports out there. 2017 will be the fifth year of having the tournament. The event began with
WECMRD until splitting off into their own entity. Four teams would be invited to the tournament in 2017 from Fort
Collins, Durango, Vail, and New Mexico. Davis asked where it has been in the past. DeHerrerat has been at the Eagle ice
rink. Davis asked if they have secured the venue. DeHerrera said It depends on funding. Their goal is to make it into a
2-3 day tournament to host more teams. She said a portion of proceeds go to a local non-profit. Moving the event to
Vail would help the community understand the sport and possibly get involved in it. Their goal is to bring it to Vail and
have it in Vail for the future. The event will draw skaters and leagues to enjoy Vail. Davis asked if there is flexibility in
their dates. DeHerrera said no, there is no flexibility. Wadey noted that a lot of businesses close the week after the
mountain closes. DeHerrera said one Idea is to keep it at Dobson to host party, music, etc. Wadey asked when FBLA
Conference is. It is the week before beginning the 21st. DeHerrera said attendance at the event can be anywhere from
200-500 throughout the day. Wadey asked how much tickets are. DeHerrera said $8-$10 per ticket.
cf: Kerri Thelen Vail College Soccer Showcase with
Vail Select ID Soccer Camp
May 3-June 4 Vail Valley Soccer Club $50,000
The goal is to bring as many college coaches to Vail as possible. Thelen said CU had a camp last year that sold out
instantaneously that attracted kids from in state and out of state. The event will start with camp on a Wednesday and
continue into a tournament on the weekend. Davis asked how many players attend. Thelen said It could be 200 - 600
with two day sessions encouraging them to spend the night. Davis asked if it would be mostly kids from Colorado.
Thelan said no, all western states. Davis asked if there is any competition of other similar camps. Thelen said no, only
Denver which is for local Denver teams. Davis asked if there is fear that the fields would not be ready. Thelen said no,
although there is a possibility that it could snow. Waniuk asked to clarify dates. Thelen clarified that the dates are May
31 - June 4. Davis asked if camp could happen on a Monday and Tuesday. Thelen said yes it could. Rediker asked how
many coaches would attend. Thelen said the goal is 50 coaches. Davis asked if event would happen if it wasn't funded.
Thelen said not sure the tournament would happen without funding. They are anticipating having to pay for referee
rooms, coach’s rooms, and marketing. Rediker asked if they will use Room Rosters again. Thelen said if not them, a
similar company yes. Rediker asked if they would commit to only Vail hotels. Thelen said yes absolutely but would have
to use Eagle-Vail fields for the tournament. Thelen is open to naming it Town of Vail College Soccer Showcase. Thelen
said the showcase is much more difficult to pull off without funding. Gordon asked if there are other ways to raise
revenue. Thelen said the showcase allows them to bring in revenue.
cf: Kerri Thelen Vail Valley Cup, 3rd Annual Cindy
Eskwith Memorial Tournament
October 6-8 Vail Valley Soccer Club $10,000
CSE Special Meeting Minutes October 19, 2016 Page 10 of 15
Thelen said the event brought in 148 total teams throughout the state and Utah. New in 2016 was using a company
called Room Rosters which allowed them to control where people stayed and to see how many people came and stayed.
They believe that there were over 1,500 room nights in Vail alone in 2016. Thelen said team registration was moved to
the Welcome Center in Lionshead. They estimate that there was over $1M of spending in TOV. They utilized fields at
VMS, Ford, and Donovan. Their plan is to increase the number of games on Friday night to increase the number of
overnight stays. Rediker asked how many hotels were used compared to down valley. Thelen said more than half of the
room nights were in Vail. Thelen said they use 17 fields in total and do have to use hotels down valley. Rediker asked if
they ask for money from other towns. Thelen said yes, they got $1,000 from Eagle and in-kind from Avon. WECMRD
donates the field and they have not asked Eagle County for funds. Wadey asked to look at the construction schedule for
Lionshead in 2017.
cf: Euginnia
Seyferth
U16 Rocky Central Junior
Championships
March 11-17 Ski and Snowboard Club
Vail
$5,000
The race consists of 187 kids from the Rocky Mountain Region competing at Golden. The TOV logo would be placed on
the race bib. A majority of the kids would be staying in Vail. Rediker asked if Vail Resorts sponsors this. Seyferth said
they receive some cash gifts through Epic Promise and in-kind services such as grooming, snow making, and passes.
Davis asked if there were any changes from last year. Seyferth said there are no changes. Wadey asked why the
increase in ask. Seyferth said one of their sponsors is not coming back next year and they are trying to make up that
amount. Davis noted that they have a healthy P&L compared to a lot of events that are presenting. Seyferth said the
money they make goes back into their organization to offset other costs.
cf: Beth Pappas Vail Whitewater Series May 9,16, 23, 30, June
6
Vail Recreation District $6,000
Overall participation was up 28% in 2016 with a majority coming from out of town. They are looking for ways to
increase spectator engagement. Pappas said they would like to add a rodeo competition in the kayak hole performing
tricks. Davis stated that it is nice to see it growing. Rediker asked if event would happen if not funded. Pappas said it
would not happen. Wadey asked if expanding reach into front range would help with success. Pappas thinks it did
increase participation and there is not an event like this in most other mountain communities.
cf: Leon Fell King of the Mountain Volleyball June 16-18 King of the Mountain
Volleyball
$15,000
The event has gotten bigger and Fell is anticipating it to keep growing but expenses have increased as well. They may
have to look at renting another field. Fell stated that since Honeywagon bought MRI, waste removal cost has increased
by double. Fell said clinic program will include adults as well as kids. The new format will hopefully increase play for all
divisions. Fell said marketing was a great success this year. Davis asked if a celebrity will be attending this year. Fell said
they would like to have Misty May. Davis asked if there is a plan for more courts. Fell said he is not going to move his
event to any other town and that this is a Vail event. Fell said Donovan field would be the next choice for more courts.
Valenti asked if there would be any price increase. Fell said if he can bring in enough sponsorship dollars he does not
anticipate it.
cf: Dan Cramer Kick-It 3v3 National Soccer
Championship + RECAP*
July 28-30 North American Sports
Group
$40,000
It is the 16th year of Kick It in Vail. Cramer said they changed it from a regional to a national event a few years ago.
They are pleased with growth and have attracted teams outside of the state and country including Mexico. They are
very pleased with the changes that were made to the Ford Fields. He said the Solaris King of the Pitch is to attract
families and kids into town. They raised $25k for the Boys & Girls Club. They brought in some coaches from Chelsea FC.
They would like to better the marketing partnership with the TOV such as a packet to send out to the participants and
families that are attending. He said participants have a tendency to come earlier and stay longer. The operational
challenge is to get better refs. They may import refs that participate at their events in other markets throughout the
country. Wadey is asking how the CSE funds are being used such as for other regional events. Cramer said yes, they use
the money to grow their other events. Rediker stated that $40K is a large amount and almost half of their budget, is
there other sponsors you have to increase revenue. Cramer said locally in Vail, no, nationally yes there may be. He
stated that $2.9M was generated for Vail so he believes the ask is fair. Davis asked how sponsorship works in other
CSE Special Meeting Minutes October 19, 2016 Page 11 of 15
markets. Cramer said York, PA provides funding as a regional event and sponsors allocate their money across all 60
events.
cf: Beth
Pappas/Billy/Hel
ene Mattison
Vail Kids Adventure Games August 9-13 Kids Adventure Games,
LLC
$42,500
Mattison thanked CSE for the support over the years. She said they sold out earlier this year and at an increased
capacity. The Weather Channel broadcasted several segments live from Gondola One. They had a 9% increase in
economic impact for the Town of Vail. They are looking at growing the expo and utilizing more media outlets. Davis
asked if they are at the max cap of participants. Mattison said no, they are not at the cap yet and think they can
accomplish higher participant numbers through different wave structure. Valenti asked why they can't add another day.
Mattison said I guess we could but it is a strain on staff and volunteers. Rediker asked why registration is at Kids Sport
and suggested the Welcome Center. Mattison said yes, may be outgrowing Kids Sport and may choose a new location.
Davis asked if same title sponsor. Mattison said yes, Toyota is a 2 year sponsor. Davis asked what their feedback was.
Mattison said it was very good and that they loved the kids and families. Davis asked why they are increasing ask by
$2,500. Mattison said it is the increase in cost and believes that since they increased the economic impact they should
be awarded more funding. Davis asked how many events they produced. Mattison said a total of 8 events. Davis asked
if participants from their other events came to Vail for a 2nd race. Mattison said they saw a few and the plan this year is
to open registration early for those participants. She said there were 10-12 teams from drivable markets such as Park
City.
cf: Mike
McCormack
Outlier Offroad Festival Sep 30 - Oct 1 Uncommon
Communications/
Greenspeed Project
$25,000
2017 would be the 3rd year of Outlier. McCormack said it has grown considerably, specifically on the demo side. The
event showcases a side of Vail that most don't get to see which are the backcountry trails and back bowls. The new
approved date would include an enhanced music aspect and put more money back into the purse. The three
components are the enduro, cross country, and demo. McCormack stated they grew out of the existing venue in
Mountain Plaza. He said the media component mentions Vail in every article. Davis asked if the format is going to
change. McCormack said it will remain the same. He said it is challenging for Vail Resorts to fit it into their existing
business. Gordon stated that a few bike shops felt that earlier dates on a busy weekend may take business away from
them. McCormack said every bike shop gets 2 entries and VIP passes. Davis asked if the expo village is going to grow.
McCormack said yes, if they have the ability to accommodate it. Valenti asked if it would require space past Mountain
Plaza. McCormack said yes, it would and could expand into Golden Peak but would rather move into the Village. Wadey
asked if race finish would be in Lionshead. McCormack said this year with Oktoberfest it didn't fit and would rather keep
it contained and have the event flow in Mountain Plaza.
cf: Jim Soran by
phone
(O) 303-779-
2708 or (C) 303-
877-7977.*
Vail Lacrosse Shootout + RECAP by
phone, if necessary- Jim Soran (O)
303-779-2708 or (C) 303-877-
7977.*
June 25-July 4 International Lacrosse
Promotions
$20,000
2016 overall was a very good event but had a few problems with the weather and field conditions. The event numbers
were solid but they saw a decrease in women's elite division. Two complaints were that their vendor presence was not
as good as they have been and second being parking. The charge for parking at Ford Field is consistently the biggest
complaint. On a night when Bravo is happening there are problems getting everyone out of The Nest in time. 2017 will
be the 44th year of the event. Wadey asked where their team players stay. Soran is not exactly sure but stated that
83% were in Vail. Waniuk stated that the drop off of equipment was the reason for parking complaints. Davis asked
CSE Special Meeting Minutes October 19, 2016 Page 12 of 15
who's lodging they cover. Soran said it is for staff and trainers. Davis asked that the fees for refs are what it costs to get
them here. Soran said yes, it is the refs own cost. Wadey asked if they pay for field rental. Yes, paid $26,000 total in
2016.
4:10-4:20pm BREAK 10 minutes
4:20-5:20pm Music/Art/Culinary/Cultural 60 Minutes
cf: Baily Rose
Charles Blair Law
III
Slow Fashion Vail September 22, 23, 24 Baily Rose & Blair Law $38,000
Slow Fashion is the practice of using pieces over and over again. Each garment serves for adventure after adventure. It
engages the public in the stories we experience every day. It would include on street fashion shows on Gore Creek
Drive, sessions teaching how to fix a garment, etc. Skiing is one of the most eco conscious sports and undoubtedly the
most fashion conscious sport. The goal is to create a new dialogue that doesn't exist at any other resort. Rose said they
are proposing event in September but flexible on dates. Their plan is to invite retailers and designers to participate.
Rose said it is a sustainable fashion adventure event. Richardson asked how they would engage local retailers. Rose
said they would educate them on Slow Fashion and ask them to showcase a brand to be a part of the fashion show.
Davis asked if there are other Slow Fashion events they look to as a model. Rose suggested looking at European events
such as fashion revolution but this is a first of its kind sustainable fashion event. Davis asked if it is an ambient or
destination event. Rose stated the first year would be ambient but as it grows to make it into a destination event. Law
said that Rose has contacts with different workshops and agencies in Denver and the Front Range. Davis asked if there
are other events going on in the fashion world at this time of the year. Rose said New York Fashion Week is happening
but it is breaking down because of sky rocketing costs. Richardson asked if event would still happen if not funded fully.
Rose said it would still happen with some funding from CSE.
cf: Kevin Selvy Crazy Mountain Brewery's Edfest August 19 Crazy Mountain Brewing
Company, LLC
$100,000
Event started in 2011 at their brewery in Edwards, then moved to Riverwalk, and then moved onto the soccer fields in
Edwards. In 2016 the event moved because Eagle County would not give them their hearing until a month before the
event so they decided to move to GRFA. Selvy believes that having the event in Vail opens up the amount of hotel
rooms and provides better infrastructure. The event brought 40 breweries into GRFA. Musical acts have included
Trombone Shorty in 2016, Drive by Truckers in 2015, and North Mississippi All Stars in 2014. The event is unique in the
way that it is the last summer beer festival in the state. Event attendance is mainly from the Front Range. They leverage
national distributors to bring in out of staters too. Crazy Mountain uses the event as a reward and flies in sales
distributors. They donate any profits to the ERWSD. Davis asked if the event sold out. Selvy said they sold close to
3,000 tickets. The goal is to sell 4,000 tickets next year and to get there they need a bigger musical act. Richardson
asked if they are still going to call it Edfest. Selvy said no, their marketing team is brainstorming on a new name. Davis
asked if event will happen without CSE funding. Selvy said yes, it will but the funding would be mainly used for hotels,
travel, and musical act. Davis asked who they bring to town. Selvy said it would be 120-130 distributors from across the
country as a sales incentive. Davis asked if there were any problems with the Amphitheater. Selvy said no, it is a dream
and may be look at using the garden next door. Rediker asked if the GRFA is reserved. Selvy said yes, reserved for the
8/26 but tentative for 8/19. Davis asked if Vail would be included in the new name/re-brand. Selvy said yes, if funded
by the CSE. Wadey asked how you enforce the designated driver. Selvry said they have a wristband distribution plan.
Davis asked if they have other sponsors. Selvy said yes, but they did lose a few when they moved to Vail.
cf: AJ Bodden -
phone
203.900.5580
Vail Beer Week - 203.900.5580 October 12th- October
14
Townsquare Live Events
/ Townsquare Media
$50,000
CSE Special Meeting Minutes October 19, 2016 Page 13 of 15
America On Tap produces more than 50 beer festivals across the country in 2016. Their team has collectively over 25
years of beer festival management executing over 100 beer festivals. Townsquare Media group is the 3rd largest radio
media group in the country. National events including Country Jam near Fruita. The event would be a 3-4 day long
village wide festival to include beer dinners, food pairings, tap takeovers, meet the brewer, cooking, yoga, hiking, biking,
and more. It would include signature events each day and or evening including Vail hop and stop, Friday rocky mountain
madness and Saturday Vail beer summit. Vail Beer Week will have its own website and social media channels utilizing
digital marketing and traditional media. Bodden stated the venue will be identified with the TOV to be flexible and have
it in the right location that works for everyone. The goal is to bring a lot of people into town in October to experience
Vail. Davis asked if having the event the week after GABF is a pro or con. Bodden said he is not overly concerned but
the programming is more personalized and unique. Bodden said they have the ability to flexible on dates. Davis asked if
they partner with private businesses. Bodden said the grand tasting would be on TOV property for a combination of
both.
cf: Ariel
Rosemberg -
phone 404-402-
0484
Vail Summer Bluegrass Series - 404-
402-0484
June 28, July 5, July 12
& July 19
Lakeside Stride $50,000
2017 would be the 4th year of the Series. This year the proposal is not changing very much. Rosemberg said they are
bringing back Bonfire, 10th Mountain, and other sponsors. He said the biggest question is venue location and LH has
been a great location. He is trying to make the event work at the Arrabelle again. Rosemberg proposed alternative
locations at the LH mall entrance or near the French Deli which would give more control over liquor license. Rosemberg
said the funding would help with marketing and talent. Davis asked if he has secured other locations in LH. Rosemberg
said no not yet. Davis asked if he was to be somewhere where he could retain alcohol sales would they still need TOV as
a sponsor. Rosemberg said the funding allows him to do what he does and would look at it for 2018. He said the four
consecutive dates would be similar to 2016. Davis noted that he will be producing four events at $12,500 per event
based on funding ask. Saeger stated that Jeff is the sign off for the ski yard at Arrabelle not the LH Mall entrance. Davis
asked if he would have the economy of scale of the tent if he moves from Arrabelle. Rosemberg said yes he would lose
that. Wadey noted that there are groups working with Arrabelle and Vail Resorts on the liquor license. Richardson
asked about merchandise sales. Rosemberg made an investment in fleeces and hats and can all be repurposed for
future events.
cf: Sarah Franke Vail-Beaver Creek Restaurant Week September 29th, 2017-
October 8th
Group 970 Restaurant $10,500
Franke said there were 29 Vail participants which is the same as 2015. Beaver Creek has 11 participants. Franke said
they had 15 lodges vs. 8 in 2015. They partnered with Beaver Creek marketing team to put together the marketing plan
They saw 30% of web traffic was from Front Range with an uptick in Texas and Florida as well. The change in week of
event provided good feedback. Franke stated that 55% of the people stayed in local lodging. She said Beaver Creek will
match whatever TOV funds. McDonald asked if Avon is interested in participating. Franke said the restaurants are
interested but the Town of Avon has not reached out. Franke would leave it up to CSE and Beaver Creek if they'd be
open to Avon participating. Franke noted that the website is up in the budget. Franke said sponsorship is a big goal and
they are meeting with a potential sponsor on 10/20. Richardson asked how it will grow. Franke said as it grows they can
move it further and further into offseason. Franke said growth comes by pushing the offseason later even though the
offseason is getting shorter and shorter.
5:20-6:10pm Ambient Event Proposals + Other 50 Minutes
cf: Sarah Franke,
Edward O’Brien
Colorado Grand Sept. 15-16 CO Grand w/LH
Merchants Assn.
$10,000
CSE Special Meeting Minutes October 19, 2016 Page 14 of 15
They are a 501c3 and have been coming to Vail Valley for 23 years. O’Brien stated they have given over $5M in gifting
and will cross $5.4M by December. The event consists of a group of 260-280 people that come to Vail. They have 27-30
semi trucks coming to town to coordinate the delivery/load-out of the cars. They have top notch cars from around the
world that come from Monterey and Pebble Beach. They change their routes every year including 4 days on the
Western Slopes. O’Brien stated they spend north of $220,000 in accommodations in Vail. He said an additional day
would add over $100,000. Friday night is the Finish Line and Saturday is the Concours D'Elegance. The banquet is Friday
night which includes an auction that raises almost $100,000. They believe that they bring in around 3,000 people for the
event. Their programs are distributed throughout Lionshead, route town stops, and other car shows leading up to the
event. They give $40,000 in scholarships to attend a college or university in Colorado, $8,000 x 5 scholarships one being
in Vail. O’Brien said they have good synergy with Vail Oktoberfest. He said 20% of people come in and spend the
weekend here. Davis asked if there were lodging problems with coming in early and then leaving. They are booking 5
years out so no. Davis asked why they upped the funding amount. Franke stated that the CSE funded both LH
Merchants and Colorado Grand.
cf: Gina Hallisey Zoppe Italian Family Circus August 25-27 Get Connected Events $39,000
Hallisey has met with VRD and confirmed that the best spot is the Rugby field but if it is wet that the Ford parking lot will
be the venue. The circus tent can seat 500-600 and the furthest anyone is from the main ring is 20'. The event attracts
all demographics but it is mostly for locals. There are four total stops in Colorado. Tickets are available for general
admission and VIP. Their marketing plan is grassroots through newspapers, radio, and social media. The show is about
1hr 30 min with an intermission. Hallisey said they like to drive traffic back to local businesses. The Zoppe Circus is a 7th
generation circus and one of the last traveling circuses in the country. Davis asked if the venue and dates are secured
for the other weeks. Hallisey said yes, Wheat Ridge, Snowmass, and Winter Park. Wadey asked how much tickets are.
Hallisey said ticket prices can be changed but around $15-$20 for GA with the VIP being more expensive. Valenti asked
how long the event has been in Snowmass. Hallisey said It will be the 3rd year. Hallisey said they use online ticketing
through EZ Register and can allow local restaurants to advertise. Richardson asked if the family and staff stay on-site.
Hallisey said yes, 7-9 RVs to be parked in the Soccer Lot. Davis asked for set-up/tear down timeline. Hallisey said
Tuesday to Tuesday with Wednesday to Monday on the field, parking lot would be a little longer. They looked at Ford
Parking lot but it is only 125' wide and need about 150' of width. If on asphalt they would have to bring in dirt to put
down. Early August would work as an alternative date as well.
cf: Michael
Holton
Pink Vail 25-Mar Vail Valley Medical
Center
$15,000
Vail owns the worlds biggest ski day to conquer cancer. The event is a very rare skier participatory event. It engages
women. Nearly half said the event is why they visited Vail. Participants were from nearly every state. Nearly 8,000
donations from outside of state. Contributed a $300K economic impact. All funds stay local and into spirit of survival.
Goes beyond a cool concert or a cool beer event. Davis asked if they are moving to Golden Peak. Holton said yes, they
are taking over all of GP setup area. Valenti asked about participant vs. non participant conflict. Holton said they have
discussed fencing but it is not the spirit of their event.
cf: Brian Hall Vail Family Fun Fest June 24, July 1, 8, 15,
22, 29 & Aug. 5
Blue Creek Productions,
Inc.
$22,400
This is the 6th year of the event. They asked for $20,000 in 2015 and ROI was 40:1. NPS score was 73. 64% of
attendees are vacationers. Event includes a hula-hoop competition and other fun kid’s games. Hall believes that his
event aligns strongly with Vail brand. Hall plans to work with hotels to give them an info sheet to help draw people to
town and to his event. Wadey asked how many days they were displaced from Arrabelle. Hall replied, twice. Hall said
they have looked at moving down towards the Ski School office and on the upper level.
cf: Taylor Slaugh
Present: Ed
Abramson
Vail Automotive Classic: VV Car
Show
& Evening Social + RECAP
September 10 Vail Valley Concours $7,500
CSE Special Meeting Minutes October 19, 2016 Page 15 of 15
This is the 8th year of the event. It draws in high net worth people that love to come to Vail. One change is that it’s
going to be fully in the Town of Vail. They plan a cocktail event in town on Friday night. Saturday will be a participant
drive and banquet at the Vail Golf Clubhouse. Sunday they have secured Mountain Plaza to fit more cars into the area.
The goal is 120-140 cars and vendors. This is their first year that they will hire a real person to raise money for the
event. Dennis Gage from Speed Channel did an entire TV show in 2015 and in 2016 Sports Car Market Auto Publication
is writing a feature article. Barret Jackson has become a full sponsor. It’s a destination event that will draw in a couple
hundred hotel rooms. 2/3 of participants come from out of town. The judging in town will be a new format. Had
historic old cars as well as high dollar sports cars. There were a total of 88 cars in the Vail Village. Wadey asked if
Wheels and Wings will happen at Jet Center. Abramson said no, the entire event is happening in Vail this year. Wadey
asked if the auction creates sales tax. Abramson said there is no planned auction this year but it could be discussed.
*A motion is required to approve the release of the remaining 2015 funding
allocation.
Total CRC Funding
Requested:
$2,274,975
CSE Minutes October 26, 2016 Page 1 of 17
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, October 26, 2016 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/weblink/0/fol/367497/Row1.aspx
CSE Members Present: Barry Davis
Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Carlie Smith, Budget Analyst
Patty McKenny, Town Clerk
Others Present: Joel Rabinowitz, Vail Rec District
Laurie Asmussen, Eagle Valley Events
Angela Mueller, RCN Events
Liz Campbell, Betty Ford Alpine Gardens
Lorrie Cardwell, Betty Ford Alpine Gardens
CSE Chair, Barry Davis, called the meeting to order at 8:37am.
Administrative Items
Approval of the Minutes of the CSE Special Meeting on October 19, 2016
Motion to approve the minutes of the CSE Meeting, October 19, 2016 as
presented.
M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0
Final 2017 CSE Budget: Refer to the spreadsheet
Review financials: Refer to the spreadsheet
CSE Minutes October 26, 2016 Page 2 of 17
Waniuk said we are waiting for a number of final event survey dashboards.
Waniuk stated that Hot Summer Nights NPS was 71 and their payback ratio was
$59.70. The economic impact was low but more than likely because majority of
attendees are local.
Reminder: Upcoming meetings: CSE 2017 Allocations to be presented to
VLMDAC on Thursday, November 17 by Mark Gordon. CSE 2017 allocations to
be presented to Town Council on Tuesday, December 6.
McDonald asked if Gordon would like to be on VLMDAC agenda at 8:30am.
Gordon said yes, thank you.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson will not finish out her term (through 2017).
Discuss RFP process timing for 2017, stay with October meetings or move
back to November? Looking for decision to finalize 2017 meeting
schedule:
Waniuk described the two schedule options: RFP meetings in October vs
November. Waniuk said the pro in October is more time to calculate data and
work on presentations for VLMDAC and Council presentations. Waniuk noted
that event producers are able to learn final funding earlier as well. Waniuk said
the November schedule allows event promoters to turn in RFP later. Waniuk
said the new software program may allow us to open RFP process earlier.
Waniuk said the November schedule only allows 1 week before presentation to
VLMDAC. McDonald suggested that the November schedule allows dashboard
surveys to be back in time for event recaps. Gordon stated that Rediker is the
only member guaranteed to be on CSE next year. Rediker said October worked
fine in her opinion and has not experienced the November schedule. Gordon
said he likes October and saw the only downside is the late dashboards. Gordon
suggested we don’t cancel October 4th meeting and have event recaps then.
Gordon said events that had to present and recap may have not have had time
for both their presentation and event recap. McDonald stated that next year is a
Council election year as well. Wadey suggested November is busy for all and
October is better.
Discussion: CSE members to review scoring summary sheet and finalize
funding allocations for 2017 Cultural, Community, and Recreational (CRC)
events and Education/Enrichment (EE) applications:
Waniuk updated CSE with new Craft Beer Classic event name. Waniuk also
updated dates for Divide Festival. Waniuk noted she left in Colorado Grand even
CSE Minutes October 26, 2016 Page 3 of 17
though they withdrew. Waniuk noted the Bravo calendar to show any potential
conflicts. Waniuk noted the in-kind sheet shows requests from both CSE and
Council. Davis asked if it is granted or finalized. Smith said it is granted but will
be finalized next week. Davis asked if any will change. Smith said Starting
Hearts may change. Waniuk said CSE should decide on Fireworks budget.
Davis said CSE should keep the percentage the same between 4th of July and
New Year’s Eve. Valenti, Rediker, and all agreed. Waniuk stated CSE should
decide which events should or should not be surveyed next year. Waniuk said
she and McDonald will make recommendations to CSE.
Davis suggested CSE moves through each event and write in tentative funding
with a pencil.
GoPro Mountain Games: McDonald noted the GoPro Mountain Games in-kind
requests. Saeger described the requests of Donovan Pavilion for their volunteer
party and potentially Dobson for a summer gear swap. Valenti noted he would
have funded GMG higher if he did not fund International Folk Art Market.
Richardson noted Deighan’s point that the CSE needs to continue to fund
successful events to help them grow. Richardson asked will we get more from it
by investing more into it. Gordon believes that certain events weening off of
funding makes sense and others it may not. Richardson asked if weening is the
goal for all events or some events. Davis said please put in $85,000 with a note
to review.
Taste of Vail: McDonald asked if they pay Walking Mountain Science Center.
Valenti said yes they do. Wadey stated she did a great job with their sponsorship
last year and believes she will continue to do even better. Davis asked to put in
$30,000. Waniuk noted that Mueller said they use a majority of their funding for
marketing. Wadey noted that she gets additional exposure from Vail.com.
Kids Adventure Games: McDonald noted their in-kind request. Saeger
described that all in-kind service requests are estimates since we do not have
specific details from event promoters. Rediker noted that she has volunteered
for the event and said they have been paying volunteers because it has been
hard to get the number they need. Rediker noted that she has been looking at
events with her hotelier hat on and this event actually brings people into town
that stay in hotels. Davis said to pencil in $42,500.
Gourmet on Gore: McDonald noted no in-kind request. Wadey believes that
Highline can still produce a great product with $5,000 less. Wadey noted that
they are going to charge more for vendor tent fees which should increase
revenue. Waniuk noted their current vendor fees of $300 for 3 days and $150 for
one day. Valenti stated it should be a requirement for events to discuss new
revenue streams. Rediker stated she doesn’t believe in the weaning off but
Highline is a company that can make up for the $5,000 less funding. Rediker
noted that she does want them to make money but noted their agency fees and
CSE Minutes October 26, 2016 Page 4 of 17
project fees. McDonald asked if they are going to move to the promenade.
Richardson stated that they need funding to move to the promenade. Davis
asked to pencil at $50,000.
Taste of Vail South America Fall Tasting: Wadey believes it is going to be a
great event. Valenti believes it is the right demographic. Davis asked pencil in
$14,000. McDonald noted their in-kind.
Vail America Days: Davis asked to pencil in $65,000. Davis said the CSE
should discuss idea of moving this line item to the Council’s budget.
Pink Vail: Rediker understands they want community support from the Town of
Vail which should be through in-kind services. Rediker believes they can offer
the same great product without funding. Davis asked for in-kind. McDonald said
$1,000 for banner fees. Davis said that the Town of Vail should associate
themselves with this great cause and event. Rediker said they do not bring
people into hotels. Wadey asked if this is a business discussion or brand
association. Davis asked to put in $10K. Gordon stated that they ask for the
money for marketing purposes to bring more people to Vail. Gordon asked if
they should give them more funding this year to see if it brings more people in.
Rediker said they may be trying to stay in hotels but it is Spring Break in Denver
and hotels are either already full or at a high rate.
Outlier: Wadey asked if McCormack responded to question about expanding into
both village base areas. McCormack asked to be in Lionshead this year but Vail
Resorts declined to allow them there and was asked to keep the event in
Mountain Plaza. McCormack said Lionshead expansion is 1-2 years away.
McCormack said the Interim the goal is to host music in Lionshead. Davis said
put in $25,000.
Oktoberfest: McDonald noted their in-kind request of barricades, banners, and
police. Davis said $55,000.
Spring Back: Richardson noted the three funding options presented by Highline.
Richardson suggested to fund it at 2016 level and ask Highline go back to
Council for more. Wadey increased funding because she thinks the additional
money will go a long way. Davis noted that they receive a lot of support from Vail
Resorts. Wadey noted that closing weekend is very late in April. McDonald
noted that the event is the week before closing weekend. Rediker noted that the
Antlers never received hotel reservations. Wadey stated that this event helps
restaurant and bars and that not all events fill up hotels. Rediker noted that the
event dates conflict with Future Business Leaders of America Conference. Davis
asked for $25,000 and a note.
CSE Minutes October 26, 2016 Page 5 of 17
King of the Mountain: Wadey asked if athletic events truly bring people into
town. Davis asked for $15,000. Valenti noted that he made his suggestions
based on calendar dates.
Vail Lacrosse Shootout: Wadey asked why they aren’t funded more through
sponsorship. Rediker noted that sports events put the most heads in beds and
are asking for a fraction of funding compared to other events. Valenti suggested
that the sporting events should have a merchandise line item to increase
revenue. McDonald noted they asked for in-kind use of Ford Fields. Gordon
noted that $15,000 over two weeks is a good deal. Gordon asked for ROI.
McDonald said economic impact is $2.7 million. Davis is penciling in at $15,000.
Waniuk noted to look at the scorecard weights and that 25 percent is for heads in
beds but all aspects need to be discussed.
Farmers Market & Art Show: McDonald noted their in-kind. Richardson believes
it is a great investment for our brand and it drives a lot to our businesses.
Gordon looked at dinners and market as the same and increased total for 2017.
Davis wanted to fully fund the market. Wadey wanted to put dollars elsewhere
although she believes in the farmers market. Richardson asked Mueller why she
split the funding request. Waniuk stated it was her request because they are two
separate events. Gordon asked if the split shackles the promoter. Richardson
asked if it is two separate permits. Waniuk noted that it is a ticketed event and is
two separate permits. Davis asked if vendor fee is going up. Mueller said yes by
$50 for 75 vendors. Wadey asked about Meadow Drive Businesses. Mueller
stated it is $295. Davis asked for ROI from 2015. Waniuk noted that the
economic impact is almost $14 million. Davis asked if dinners are break even.
Mueller said it is totally break even. Rediker noted the farmers market receive a
lot of in-kind. Waniuk noted that a majority of the in-kind is Walking Mountain
Science Center staff and that the farmers market paid for flaggers themselves.
Richardson noted it the funding equals $1,400 per Sunday and compared to an
economic impact of $14 million is a heck of a deal. Davis asked for $35,000 with
a star to discuss.
Vail Summer Bluegrass: Davis funded at $0 because it is three 3 to 4 hour
events that does not drive a lot of traffic to hotels and it is just a very cool event.
Wadey noted the retail counts in Lionshead on the Wednesday nights are very
large. Wadey stated that Rosemberg is committed to Lionshead. Wadey stated
that she and Brian Nolan are working with Arrabelle to mitigate the liquor license
issue. McDonald noted no in-kind requests. Rediker noted that the event does
bring people into the Antlers. Rediker said that these people have come back
and stayed outside of event. Valenti suggested a rebate if he does move and
obtains liquor revenue. Richardson asked if there is an issue with Lionshead for
event promoters. Waniuk noted the funding mainly goes to event talent.
McDonald asked why the Arrabelle shares their liquor license with Highline.
Wadey stated that they are not sharing that information. McDonald noted that it
is the Arrabelle’s property but it does have an easement. Wadey noted that the
CSE Minutes October 26, 2016 Page 6 of 17
Arrabelle did provide a break down of costs associated with events. Davis asked
to pencil in $50,000.
Vail SnowDaze: Rediker noted that 22% profit would be $86K of their budget.
Davis asked to pencil in $35,000. Gordon asked if they should bring America’s
Winter Opening into the conversation. Davis noted that an extra $5,000 could
draw more people into town. Davis noted they do spend their funding on talent.
Davis asked to pencil in $40,000. Wadey asked how much Vail Resorts gives
Highline. McDonald said it is mid six figures.
America’s Winter Opening: Davis stated he suggested funding because it is new
and the energy from 2015 Alpine World Ski Championships could keep Vail in
the discussion for future World Cup ski races. Wadey noted that SnowDaze is
paying for the concert portion of the event. Richardson said it is hard for people
to continue to take the shuttle from Vail to Beaver Creek and that 2015 AWSC
was a different event. McDonald noted their in-kind is $3,000. Waniuk noted
that the event would not take place in Vail if not funded. McDonald noted that
Birds of Prey will take place no matter what. Wadey asked what else they are
looking to do. McDonald noted that the Vail Valley Foundation plans on having
beer garden, bib draws, awards ceremonies, and other activation. Wadey noted
that the combination of SnowDaze reduces their budget needs. Richardson
believes that it is tricky to combine the two events together. Richardson believes
it is a confusing message. Gordon stated that he doesn’t understand what the
America’s Winter Opening event is. McDonald noted that the VVF asked Council
for funding for 2016 but VVF couldn’t make it work due to conflicts with Vail
Resorts sponsors. Wadey asked if teams are staying in Vail. McDonald said no
they are in Beaver Creek. Davis said he is penciling in $0.
Vail Valley Soccer Cup: Davis noted that the local soccer club brought in a lot of
people. Wadey noted that they are the local soccer club. Richardson believes it
does a great job at bringing people into town at the right time. Waniuk noted that
they try to add more teams each year but they cannot because of limited field
space. Davis asked why they have increased their funding ask. Richardson
noted that it was for better refs. Rediker said they filled the Antlers and that
hotels are not giving comps as much. Davis asked to pencil in $10,000.
Colorado Grand: Davis said mark it a $0. Rediker asked why they have decided
to pull their funding request and cancel their Lionshead event. Waniuk stated the
reasons including too frantic of a schedule for the car owners. McDonald noted
that it was harder for them without the Cascade. Wadey noted that she believes
they will come back in 2018 and also need to hire an internal person.
Vail/BC Restaurant Week: Davis believes they don’t need a survey and believes
that if they need it they can get restaurants to pay a participation fee. Wadey
asked what the CSE policy is for events to have a survey. Davis said that in the
past it has been events funded at $10,000+. Waniuk noted that agreements are
CSE Minutes October 26, 2016 Page 7 of 17
not out yet and CSE can choose what events to survey, no matter what funding
level. Davis marked $10,000 in funding.
International Folk Art Market: Wadey stated that she believes in Highline and
that they will deliver an extremely unique and out of the box idea that will improve
the Town of Vail. Gordon noted Council’s request from the CSE for new events.
Gordon said he would rather take it to Council and ask them to fund. Davis
asked if it is a good event. Richardson said she is a millennial and would never
travel for it. Richardson said she personally doesn’t get it and thinks her
demographic would feel the same. Valenti noted the do good aspect and that
people like to spend money on events/projects that are for it. McDonald noted
that Council funds Burton at $400,000 and Bravo at $250,000. Rediker noted
that Deighan has not presented to the Vail Rec District board to ask for the fields.
Rediker said the VRD board has to listen to the community and that athletic
events would be displaced. McDonald noted that staff directed him to get a letter
from VRD board with permission and has not. Rediker stated that late
September would be more amenable to the use of the fields and that there is
only 2 ½ months for athletic events during the summer. Rediker also noted that
athletic events are the first priority of VRD. Wadey noted the need event dates
that the VLMDAC provided. Waniuk presented that the letter from VRD staff
gave a letter that it is comfortable with dates and use of Ford Park but the Board
of Directors will have extensive talks and conversations to finalize. Davis said
they need to decide if they recommend this to Council. Wadey noted that this
event is very attractive to the 1% and that it fits the Vail brand. Gordon noted
that it is different than all other events that we have. Gordon noted we can’t only
market to millennials and that some may be looking for this type of event. Wadey
noted that tying the Vail brand with this event is great exposure. Davis asked
Rediker if she believes in it. Rediker is not 100% sold on this. CSE members
noted their belief in the event: Valenti yes, Wadey yes, Davis no, Gordon Yes,
Richardson no. Davis noted that he does not understand the $500K price tag.
Waniuk presented the event budget. Waniuk noted that the majority of expenses
are $1.4 million for travel for the vendors. Gordon noted that he cannot wrap his
head around the donation to local charities. Gordon asked if removing the
$150,000 charitable contribution would bring the funding ask down to $350,000.
Davis believes that this price tag is much better. Richardson noted that it is not
CSE’s job to get them to lower their price, it is the event promoters. Richardson
and Rediker do see how it could be a great event for the town. Wadey
suggested they need full approval from VRD before presenting to Council.
Rediker said they need community support and public input to approve the use.
Rediker stated that the schedule is an issue and September is a better time.
McDonald noted that Council will need an approval letter and more event details.
Rediker noted the public input about Kaaboo was due to the public fields being
out of service. Rabinowitz noted the idea of using three large tents to host the
vendors instead of individual vendor tents. Gordon asked if Donovan field is big
enough. Rabinowitz said no. Richardson asked what it is displacing.
Rabinowitz said 52 local softball teams and other public use. Rabinowitz noted
CSE Minutes October 26, 2016 Page 8 of 17
the frustration of locals who participate in sporting leagues on Ford Field when
interrupted by events. Rediker noted that Kaaboo was displacing much more
than the International Folk Art Market would. Gordon suggested Council should
ask for staff time toward this event. McDonald said no that is the event
promoter’s responsibility. Wadey stated that it is a great event and that we
shouldn’t allow it to go to another mountain town. Richardson asked if it is
$500,000 every year. Davis said yes, and noted Deighan said it is the same
funding request every year. Richardson believes we can get a better price tag.
Wadey suggested that should be the recommendation. Valenti asked if it is
necessary to attach dollars to the recommendation. Davis thinks $0 because
they need the money for their budget to fund all other events. Gordon noted he
believes there is little difference between recommending with money or without.
McDonald stated that the Council is looking for CSE direction and think it would
be good to attach a dollar amount. Gordon asked if they can recommend with
questions. Wadey said they need to ask the event promoters to answer
questions before recommending to Council. Waniuk noted the VRD board
meeting schedule and that there is one 10/27 and then one after our next CSE
meeting on 11/10. Gordon asked if they could fund it with the caveat of VRD
approval. Richardson asked if the CSE believes this event is worth displacing
locals and rec leagues. McDonald said it is better to present with facts and
details. Rediker suggested CSE could say that they recommend the event and
schedule to VRD. Davis asked for $0 with a star.
Ed Fest: Richardson noted the idea of comparing beer events and chose Ed
Fest because it has happened and it’s locally grown with bigger music talent.
Gordon noted it is only a one day event. Wadey noted that this is a marketing
event for Crazy Mountain Brewery and it is going to happen no matter what.
Rediker noted that it is a one day event and noted the lack of heads in beds from
her past experience in Edwards. Gordon believes that $10,000 would improve
an already great event that would include the Vail brand. Richardson noted that
it does have strong growth potential. McDonald asked if they would rebrand the
event name to include Vail. Waniuk noted that she’s not sure if they would
rebrand with Vail included at a funding level of $10,000. Waniuk noted that 8/19
is his current date but is currently not available. Waniuk noted that the event is
currently on for 8/26 and suggested that CSE suggests this date because of
International Folk Art Market. Davis asked to pencil $10,000 with a date of 8/26
and that the funding should be used for marketing and talent, not lodging for
sales reps.
Vail Craft Beer Classic: CSE decided on the best dates of 6/16 – 6/18. Wadey
believes December 2-4 would be a good backup date. Waniuk will suggest the
June date to the event producer. Waniuk noted that this includes a music
production and Big Beers did not. Davis asked if they need a concert. Rediker
suggested that Vail Summer Bluegrass and Vail Craft Beer Classic could work
together. Gordon suggested that a lower funding level would be ok to ask for a
lower music production. Davis asked to put in $50,000.
CSE Minutes October 26, 2016 Page 9 of 17
World Pro Ski Tour: Richardson believes it is an interesting idea in the spring
and that is not the World Cup. Davis doesn’t believe that this type of event
brings people out. Valenti believes date conflict with Pink Vail causes concern.
Rediker noted that it’s Spring Break and hotels are already full and at high rates.
Davis penciled in at $0.
Melee in the Mountains: McDonald noted that they are asking for Dobson in-kind
at $6,200. Waniuk asked if TOV has any days left to give out Dobson.
Rabinowitz noted that Jared approved the dates. Waniuk noted they have to rent
a sport court. McDonald said we can commit to giving them Dobson for one day.
Davis asked to pencil in at $7,000.
Vail Beer Week: $0. Davis said the proposed dates are too close to the Great
American Beer Festival.
Divide Music Festival: $0. Davis said that the calendar, funding amount
requested, and camping aspect are detractors. Gordon stated that we are
missing a popular music festival.
Vail Whitewater Series: Davis asked to write in $6,000.
Kick It 3v3: Davis stated that we did not get a great return on investment to
make it a championship. Richardson noted that the funds are going outside of
Vail towards other events and markets. Waniuk noted that Kick It and other
athletic programs don’t sell merchandise as a revenue stream. Gordon believes
that if they don’t fund it, it will go away. Waniuk noted their economic impact is
$3 million and payback ratio is $72. Waniuk noted their net promoter score was
21 because the refs were bad. Wadey noted her dislike of the use of the funding
out of market and would rather they use it towards refs and parking for the Vail
event. Davis asked for participation in comparison to local soccer event.
Rabinowitz said Kick It brings in almost 300 teams. Davis asked to pencil in at
$40,000. Rediker noted that half of their budget is provided by CSE and that
they are not getting sponsorship elsewhere. Gordon believes if we start taking
away we will lose the event. Davis noted we’re fine with a downgrade from
championship to regional and really just want a better product. Rabinowitz does
not think the change to championship made a big difference. Valenti asked if the
RFP says he will come back or not if not funded. Waniuk said they would not
come back. Waniuk suggested they can fund with suggestions and restrictions.
U16 Rocky/Central Junior Championships: Davis asked to fund $2,500.
Prep Baseball Reports West Championships: Davis feels the event will happen
either way and they can’t justify their funding request. Richardson does not
believe their business model is affective and that CSE should not be responsible
for making it profitable. Gordon noted that this doesn’t matter if they have a good
CSE Minutes October 26, 2016 Page 10 of 17
ROI to TOV. Rabinowitz noted that it is hard to put on an event in Vail. Waniuk
noted that their budget is used for marketing, umpires, equipment, lodging for
umpires, and field rentals. Waniuk noted they are working on sponsors but
haven’t had any luck. Waniuk said the event will happen but would be scaled
back with fewer teams and no fencing. Waniuk noted Vail Valley Partnership
funding of $2,500 was a one time thing for field rental. Davis suggested funding
for field cost, fence, and opening ceremonies at $5,000.
Vail Film Festival: Davis said that after 13 years he is not comfortable to support
them at the level of their product. Richardson believes that the virtual reality
might be able to save it. Davis does not believe in their production team to pull of
the virtual reality plan. Gordon noted that they did not follow through on their
Latin American theme in 2016 and questions whether they can follow through on
virtual reality. McDonald asked if there is another promoter to produce a film
festival. Davis feels that if Vail is the right market, someone would bring a film
festival here. Valenti noted that celebrity power is needed to make it successful.
Rediker noted that the per person cost is $300 compared to most other events at
$50. Rediker noted that the Antlers gave a lot of comps and there were not
many paid guests. Davis marked it as $0. Waniuk noted that they may still hold
the 2017 Vail Film Festival without CSE funding.
Vail Automotive Classic: Gordon stated that moving the whole event to Vail is a
big move and an auction could be a great benefit. McDonald noted their in-kind
ask from Walking Mountain Science Center. Valenti asked if they are asking for
the clubhouse as in-kind. McDonald said no not at this time. Wadey believes
that Vail needs a car event. Wadey believes that $7,500 is a small ask if an
auction happens. Davis asked for $6,000.
Vail College Soccer Showcase with Vail Select ID Soccer Camp: McDonald
noted there was no in-kind request. Rediker believes it has huge potential and
the perfect time to bring people into town. Rediker and Wadey noted it brings in
college coaches and families. Davis noted their funding request is as much as
the two other soccer events combined. Rabinowitz noted there is a big college
showcase event the weekend before in Denver. Rabinowitz noted that college
coaches can go elsewhere to see many more players. Rabinowitz noted the ID
Camp is a way for coaches to make a little more money. Davis asked if we had
the resources to host a large showcase. Rabinowitz said not in Vail but maybe
valley wide. Richardson noted that weather is suspect. Davis said mark at $0.
Rabinowitz feels it has potential but more homework needs to be done with list of
coaches that would be attending.
Vail Yeti Hockey: Wadey believes that the money will go far and it helps with our
local culture. Valenti asked whether it is family friendly. Davis said it has
become much more family friendly. Richardson believes it is a good environment
that has potential to include local business partnerships. Davis said pencil in at
$7,500.
CSE Minutes October 26, 2016 Page 11 of 17
Vail Arts Festival: Davis noted that it will continue without funding. Gordon feels
it is a great Lionshead event and event promoter said she could continue with
reduced funding. Richardson noted the idea of comparing funding of similar style
events. Wadey noted that this is an ambient event unlike International Folk Art
Market which is a destination event. Rediker said it doesn’t bring in guests but
they do enjoy it as an ambient event that definitely helps Lionshead. Davis
asked to pencil in $8,000.
Vail Farmers’ Market Farm to Table Dinners: Rediker believes that the farmers
market could extend to the dinners on Sunday or Monday nights to drive hotel
stays. Davis noted that Monday night would change her guest. Davis asked
Mueller how many people come just for dinner. Mueller said 30% and it has
been growing. Davis asked if Monday is a good idea at any level. Mueller said it
is scary and that a lot of people don’t go out on a Monday night. McDonald said
the event is used by VLMDAC as a marketing piece and receives a lot of press.
McDonald said from a press standpoint the VLMDAC brings them in Thursday
and sends them out on a Monday morning. Valenti suggested two dinners would
cost $9,000 based on budget and funding ask. Davis said pencil at $9,000
which would be $3,000 per dinner.
Zoppe Italian Family Circus: Davis believes this is a good new event.
Richardson doesn’t like sharing events with other mountain town markets such
as Snowmass and Winter Park. McDonald noted that animals in town could
cause concern. Davis asked for $0.
Vail Family Fun Fest: Wadey noted that it is good for Lionshead and that they
have been a very good partner. McDonald asked if it fits the Vail brand. Wadey
said yes and there were a lot of Latin Americans in attendance. Valenti noted
that this is an ambient event vs. a ticketed event. Rediker said hotel guest
feedback was that it was a good ambient event. Rediker noted that the hourly
rate was $800 per hour but noted it is not taking into account 10-12 employees
and setup/teardown. Davis asked to pencil $20,000.
Slow Fashion Vail: Rediker liked the different and unique idea. Richardson said
fashion turns over a lot and there are a lot of clothes wasted. Richardson said
the production costs and time far outweigh how long the clothing is actually used
which is a huge tax on the. Richardson noted that Vail is trying to become a
sustainable destination and it is an interesting idea to get behind. Davis asked if
this could be in the Education and Enrichment category. Wadey said she did not
have confidence in the presentation and questioned what we were actually
getting. Richardson noted that we are a ski town that makes money from people
buying stuff and the event is actually promoting the opposite. Gordon stated he
did like their ski clothes fashion and did say that they could take less and still
have the event and they are new producers that are young local entrepreneurs.
Richardson noted that they do have other sponsors. Davis asked if teepees will
CSE Minutes October 26, 2016 Page 12 of 17
be allowed in town. Saeger said more details need to be provided. Richardson
said we should support new producers. Gordon noted that a new sustainability
event will be received well by Council. Waniuk stated that she will need to ask
event how it will change at a different funding level. Davis penciled in at $5,000.
Top Shelf Harvest: Davis noted it is hard to support a three hour event at
$15,000. Wadey believes that it still could grow and get better with a lower price
tag. Davis marked it as a $0.
Davis noted the below events to recap funding levels.
Farmers Market: Davis said fund at $35,000.
GoPro Mountain Games: Richardson noted their goal to improve information
communication, improving Lionshead activation, and waste removal. Davis
suggested changing funding amount to $90,000 with an emphasis on
environmental sustainability.
Spring Back to Vail: Davis asked if CSE should add $5,000. Waniuk confirmed
increase to $30,000. Davis said yes.
Taste of Vail: Davis suggested add additional funding to help with the Rosé kick-
off. Davis suggested to fund at $40,000.
Vail Craft Beer Classic: Davis said they had penciled in $50,000 and asked to
consider $60,000. Davis asked to confirm date of June 16-18, 2017 with event
promoter.
Wadey suggested looking back at Top Shelf Harvest. Davis said he cannot
commit any dollars to that event.
McDonald mentioned the idea of Vail Automotive Classic receiving more funding.
Davis said he believes $6,000 is correct amount.
Gordon asked if Melee in the Mountains needs more funding for Dobson rental.
Waniuk asked if there is another day available from the Town if they have to pay
for it. Davis asked to add $5,000. Rediker agreed. Davis said to fund at
$12,000 with in-kind of Dobson rental for one day.
Davis asked if everyone is ok with Ed Fest contribution. Gordon said yes.
McDonald noted that Gourmet on Gore asked for more money. Valenti
suggested increasing to $60,000 and CSE agreed.
CSE Minutes October 26, 2016 Page 13 of 17
Rediker asked what Farm to Table dinners were funded at. Waniuk confirmed
the suggested funding o $9,000. Rediker suggested adding more to ensure
three days. Davis asked to increase to $14,000.
Davis suggested that Vail Yeti Hockey Club is a point of conversation. Davis
increased funding to $10,000. Richardson still believes that they should partner
with local businesses and that this amount may detract them from searching for
more funding/support.
Davis asked if anyone wanted to discuss PBR West Championships. Davis
suggested changing to $10,000.
Waniuk noted that Holidaze is funded at $25,000 and had requested $26,000,
the International Folk Art Market was currently funded at $0, and the Zoppe
Italian Family Circus was currently funded at $0.
Davis suggested splitting remaining funds, $7,290, between Oktoberfest and Vail
America Days. Richardson asked if Vail Whitewater could use this money.
Waniuk said it would be used for marketing. Waniuk noted that Vail America
Days funding request increase is for insurance. Davis noted that Outlier is fully
funded and doesn’t know if the additional funds would improve the event. Valenti
suggested moving Oktoberfest to $60,000 and it was approved. Rediker
suggested giving the remaining funds to U16 Rocky/Central Junior
Championships because they had them funded at half of their request. Davis
said add $2,290 to their event.
Vail Centre Programming: McDonald noted they asked for $74,000 in-kind
between days at Grand View and Donovan Pavilion. Gordon asked how much
we have given them in the past. McDonald said they have received about half at
$36,000 in in-kind. Richardson said they are requesting more in-kind and less
funding. Gordon said they are asking for more in-kind because they are growing
and adding more colleges providing courses. Waniuk noted their economic
impact is low and 71% of attendees were down valley residents. Waniuk noted
they received a 46 net promoter score. Waniuk noted their survey sample size
was only 61. Richardson asked what other Education and Enrichment events
receive as net promoter scores. Waniuk noted the average score is 76. Rediker
noted the courses are limited to 20-24 people per class and maybe 2-3 people
from out of town attend. Rediker said she supports education and their idea but
this is supporting their operation as opposed to the event. McDonald noted that
28 in-kind request days are for community leadership academy and 20 or so are
for the out of town college and universities courses. Richardson noted that
Education and Enrichment events are not really to fill hotels and are more likely
to make Vail a year long sustainable community. Wadey says this is marathon
vs. a sprint through a cornerstone culture of education in the community. Valenti
believes in their program but taking funding away from others is difficult to do.
Wadey noted their partnerships with small business forums to provide best
CSE Minutes October 26, 2016 Page 14 of 17
practices. Wadey noted that the money they receive is going back into the local
community. Davis penciled in $60,000.
Vail Veterans Program: Davis believes that it is a good brand fit. Davis
suggested pencil in at $17,500. Wadey and Valenti suggested to increase to
$20,000 and referenced that veterans are how Vail was started. Richardson
noted it is doing very well on its own. Davis noted whether this should be moved
out of Education and Enrichment which should be discussed at another time.
Gordon believes that they are self sustaining. Davis asked to pencil in $17,500
with a star.
Vail Symposium: McDonald noted no in-kind. Waniuk noted the difference is
they have only asked for winter support in the past, not summer. Gordon noted a
lot of their events take place outside of Vail. Davis penciled in $35,000.
Global Solutions Forum: Wadey believes their assessment of growth warrants a
little less funding. Waniuk noted their costs are mainly for speakers and they
have been working on sponsorships. Rediker noted they work with six private
schools across the country including Vail Mountain School. Richardson asked
how many attendees were there. Saeger said in notes from their presentation,
the promoter said 335 attendees and wants to get more local schools involved.
Gordon believes that the money should be spent on other programs that do not
limit who is able to participate and benefit. Gordon asked to table conversation.
Betty Ford Alpine Gardens Programming: McDonald noted they are receiving
$69,000 in operating expenses, $30,000 in capital funding, and a blue parking
pass. Campbell noted they are open year round now. Campbell said their
capital request is for water mitigation. Campbell noted they don’t have any year
round open bathrooms in Ford Park. Richardson noted that whether double
funding arts programs may hinder other arts and cultural events. Wadey
suggested the median of $12,500. Valenti noted the pollinators are an attractive
piece of programming.
Starting Hearts All You Need is Heart: McDonald noted they are asking for
$3,000 of in-kind for Donovan Pavilion. Davis said pencil in $6,000.
Community Art Events for the Town of Vail: McDonald noted no in-kind. Waniuk
stated they cannot determine venue until their funding is known and may come
back and ask for in-kind. Davis asked if funding would offset ticket prices. Yes, it
would lower them. Richardson believes this event reaches a broader
demographic than others such as Betty Ford Alpine Gardens and allows
attendees to walk away with tangible rewards. Davis said pencil in $10,000.
Vertical Express Can Do MS – A Jimmie Heuga Memorial Event: Richardson
noted their recaps and that believes it has not evolved over the years. Wadey
believes they did turn it around this past year and made great strides. Waniuk
CSE Minutes October 26, 2016 Page 15 of 17
stated that Thompson said Vail Resorts suggested Presidents Day Weekend.
Davis asked to pencil in $4,000.
Starting Hearts Heart Health Challenge: McDonald noted their in-kind request at
Donovan Pavilion for their kick off event. Davis doesn’t feel there is great return.
Waniuk noted Sole Power is still gaining traction in its 3rd year. Rediker doesn’t
like the timing but loves the idea and promoter of the event. Wadey noted she
did not see a clear plan or benefit either. Davis suggested pencil in at $0.
Valley Tastings: Food for Youth, & Healthy Kids Colorado Survey: Rediker said
the Eagle River Youth Coalition is a great cause but the event itself was
disorganized. Rediker believes they should focus on Vail restaurants since it is
held at Donovan Pavilion. Richardson asked if we’re funding because of the
cause or the event. Wadey noted that we do want to consider brand alignment.
McDonald noted they are asking for $3,000 in-kind for Donovan Pavilion. Davis
suggested the in-kind is the support. Rediker said they may move down valley
and it may be better for them with more support.
Waniuk noted that there is still $6,500 available.
Rediker noted what Global Solutions website says about their mission, program,
and events. Rediker noted that her child is interested in similar programs and
has never heard of it so if it is funded they need to do a much better job with
outreach. Davis noted that Education and Enrichment events are to enrich our
community and not a select few. Rediker noted that $15,000 is a lot for a few
hour speaker that is normally sold out. Davis suggested $5,000 with a note that
they need to add another public session and engage the local community.
Davis suggested adding funding to Vail Veterans Programming totaling $18,000
and the remaining $1,000 to Betty Ford Alpine Gardens totaling $13,500.
Rediker noted that Betty Ford Alpine Gardens touches an estimated 100,000
compared to 3,000 at Vail Centre and suggested taking their funding down to
$56,000 and give $4,000 to Betty Ford Alpine Gardens. Gordon suggested
$58,500 to Vail Centre and $15,000 to Betty Ford Alpine Gardens. Davis and
Valenti agree. Wadey and Richardson disagree. Wadey believes they won’t get
their in-kind they asked for and Betty Ford Alpine Garden receives a lot of
support already. Richardson believes in the education going back into our
community and the future growth and potential being bigger than Betty Ford
Alpine Garden. Gordon believes it is fair to give Vail Centre more with more in-
kind and match what was given to Betty Ford Alpine Gardens last year.
Waniuk asked to review funding allocations before motion to finalize. Waniuk
changed Farm to Table Dinners back to $9,000 based on budget.
Richardson moves to award the funds to the following Community Recreation &
Cultural events with the following conditions; see allocations spreadsheet.
CSE Minutes October 26, 2016 Page 16 of 17
M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0
Richardson moves to award the funds to the following Education and Enrichment
events with the following conditions; see allocations spreadsheet.
M/S/P: Richardson/Rediker/Unanimous. The motion passed 6-0
Davis suggested moving survey funding discussion to November 2nd CSE
meeting. Waniuk agreed.
Davis asked the CSE if they are super passionate about International Folk Art
Market happening. Wadey and Gordon said yes. Rediker noted she doesn’t
understand the impact the event will bring to Vail. Wadey said it is a very large
market that has a strong following of travelers and the community impact would
be significant. Gordon noted that this festival brings an authentic cultural
experience and has the ability to add food and world music. Gordon believes it
could grow into seminars and include local organizations to make it a broader
community event. Wadey believes it completely diversifies our portfolio and this
is our opportunity to be trend setters. Valenti noted the experience of purchasing
a cultural and unique product from an international vendor. Richardson asked
how to ensure that the Vail event will be the event that people want to attend vs.
other markets. Wadey believes the caliber of the Vail event will be the draw as
compared to others. Davis does not feel comfortable recommending to Council
at $500,000 and doesn’t feel comfortable saying it at another dollar amount
either. Davis said Highline needs to address VRD questions and approval.
Davis said that Highline has made this process more difficult than it has to be.
Wadey asked if Highline knew about request to ask VRD for permission.
McDonald said yes. Davis asked if Waniuk transferred their council contribution
application to the CSE RFP. Waniuk said yes. McDonald said that Deighan is
not faulted and this is a new process. Wadey said they need to go to Highline for
answers. Richardson suggested that the letter from VRD contain specific
information. Waniuk noted that Highline has suggested that the Farmers Market
be canceled or moved on that weekend. Gordon suggested that the council
doesn’t need to give Highline $150,000 toward local housing as a charitable
donation; the town can support local housing themselves. Gordon would like
them to refine their budget. Davis stated Highline needs to provide a VRD letter
of approval, a plan to work with the Farmers Market and Solaris Plaza, and clarify
their budget with the importance of $150,000 to housing. McDonald asked if it
should be on agenda at November 2nd meeting. CSE said yes and Davis noted
he will not be there. Rediker noted they cannot get in front of VRD before
November 2nd. Davis said that the CSE supports the event and will recommend
it to the VRD board and they need to get on the agenda for next board meeting
on November 10. Davis said they would like to better understand their budget
and would suggest removing the $150,000 charitable contribution. McDonald
stated that the Council needs enough detailed information in order to make a
CSE Minutes October 26, 2016 Page 17 of 17
good decision. Rediker asked Davis to give the event a grid score. Davis said
he did not give them one because he did not understand it. McDonald said be
ready to explain to Council why CSE did not give them any funding. Waniuk
suggested they may be required to have a charitable contribution per the
International Folk Arts Alliance.
New Business and Community Input:
Gordon asked what other topics are on the agenda for November 2nd. Davis
asked if events can perform a digital recap. Waniuk is suggesting events under
$10,000 submit recaps and not present to CSE at the meeting. Waniuk said
there will be five members available until 9:45am on November 2nd. Richardson
asked who is going to write letter of recommendation from CSE to VRD.
McDonald said staff will provide. Waniuk noted that if Highline has a
presentation Deighan needs to provide it by Monday, October 31. McDonald
said if they cannot get all info completed by November 22nd for December 6th
Council meeting, we will have to ask Kathleen for extension to December 20th
Council meeting. McDonald said Highline will be required to get on VRD agenda
on November 10th.
Motion to Adjourn at 3:30pm
M/S/P: Richardson/Valenti/Unanimous. The motion passed 6-0
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, November 2, 2016 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://65.38.144.10/WebLink/0/fol/346305/Row1.aspx
CSE Members Present: Mark Gordon
Kim Newbury Rediker
Shenna Richardson
Marco Valenti
Alison Wadey
CSE Members Absent: Barry Davis
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Others Present: Peggy Wolfe, Highline
James Deighan, Highline
Missy Johnson, Highline
Joy Williams, Events – City of Manitou Springs
Brooke Skjonsby, Vail Resorts
Robin Litt, Vail Jazz
John Knight, The America Cup
Sandra Perrig, Vail Valley Partnership
Helene Mattison, Kids Adventure Games
Jen Mason, Vail Valley Foundation
Beth Pappas, Vail Rec District
Colleen Davis, Vail Centre
Ross Iverson, Vail Centre
CSE Vice Chair, Mark Gordon, called the meeting to order at 8:37am.
Administrative Items
CSE Minutes November 2, 2016 Page 1 of 7
Approval of the Minutes of the CSE Special Meeting on October 26, 2016.
Motion to approve the minutes of the CSE Special Meeting on October
26, 2016 as presented.
M/S/P: Rediker/Valenti Unanimous. The motion passed 5-0
Review financials: Refer to the spreadsheet.
Waniuk noted Kids Adventure Games received a net promoter score of 90.
Waniuk also stated that 95% of their attendees were from Colorado. Waniuk
noted that Gourmet on Gore received a net promoter score of 69. Waniuk noted
Outlier Offroad Festival’s net promoter score was 43 which was probably due to
a smaller sample size and feedback such as longer demo and gondola hours.
Waniuk noted that our economic impact is about $24 million with only ¾ of 2016
event surveys finished. Waniuk noted that Vail Jazz received a net promoter
score of 90. Gordon suggested sending out a press release once the final
economic impact number is obtained to show the return of events in our
community. Waniuk noted that the final economic impact number will be
received after RRC presents final results in February 2017. Gordon noted that
$24 million is a great return on the $1 million that CSE funds to events. Gordon
asked Waniuk to highlight new events in presentation for VLMDAC.
Report on 1st/2nd reading of TOV Budget.
McDonald noted that the budget passed unanimously.
Reminder: Meeting Reminders: CSE 2017 Allocations to be presented to
VLMDAC on Thursday, November 17 by Mark Gordon. CSE 2017 allocations to
be presented to Town Council on Tuesday, December 6.
Waniuk noted it would be great if any other CSE members could attend the
November 17th presentation to VLMDAC. Waniuk noted that the strategic plan is
the same as last year and will be updated next year. Waniuk noted the 2016
successes of the CSE and asked CSE for feedback. Richardson suggested
adding the ROI data to the presentation.
Reminder: Application Deadline and Interview Dates for CSE Applicants:
Interviews at Town Council Work Session on Tuesday, December 20. Deadline
for letters of interest due to the Town Clerk, Patty McKenny, by Friday,
December 9.
o CSE members whose terms expire on December 31, 2016 are Barry
Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna
Richardson and Mark Christie will not finish out their terms (through
2017).
2017 Fireworks funding allocation: Total budget of $52,015
a. Vail America Days – 65% of funding = $33,810
b. Vail Holidaze – 35% of funding = $18,205
CSE Minutes November 2, 2016 Page 2 of 7
Motion to approve 2017 fireworks funding allocation as written.
M/S/P: Richardson/Rediker/Unanimous. The motion passed 5-0
Motion to Approve Event Name Change for 2017 “Vail Holidaze” to “Vail
Holidays”
Waniuk explained the decision due to new and different event producers
which do not co-promote the events anymore. Waniuk also noted the change
to “Vail Holidays” would better fit the event’s market and demographic.
M/S/P: Rediker/Richardson /Unanimous. The motion passed 5-0
Discussion: Vail International Folk Art Market.
Gordon explained that the CSE needs more clarity about event and budget in
order to provide a recommendation to Council. Gordon stated the requirement of
Vail Recreation District (VRD) support must be met before recommending the
event to Council. Deighan stated that they have done everything and more than
they were asked to do in contacting the VRD. Deighan noted his in person
meeting with Rabinowitz who told him that the dates were available . Deighan
noted that he and Wolfe met with Mike Ortiz (VRD) to discuss event details.
Deighan said Ortiz was going to write a letter of approval to the Town of Vail.
Gordon noted that the VRD board of directors meeting is November 10th.
Deighan noted that he doesn’t understand the issue with field approval and that it
is just grass. Deighan said the process needs to change and there is a
possibility of losing producers like Highline in the Town of Vail. Wadey noted that
the CSE recognizes the need for better policy and communication with the VRD.
Wadey suggested that the CSE should have meetings with VRD similar to their
joint meetings with VLMDAC. Gordon asked for potential attendance numbers.
Deighan noted it is a first year event and estimates are 4,000 – 5,000 per day not
including locals. Deighan noted that a majority of attendees come from out of
town. Gordon asked for ticket pricing. Deighan said $10 which is a charitable
donation to be allocated to local charities and to the International Folk Art
Alliance as a requirement. Gordon noted Santa Fe’s ticket prices are higher.
Deighan noted there is a Friday night gala that costs $250 and a Saturday
morning early opening ticket that is $90. Deighan noted there is a lot more to do
at the event and in Vail outside of the event. Deighan noted their plan to infiltrate
the town with ancillary events that will be paid and free. Gordon asked about
cooperation with the Farmers’ Market & Art Show and Solaris. Deighan said they
would be producing concerts/entertainment throughout the weekend in Solaris
with cultural acts that represent the festival. Deighan said yes they would
propose putting a pause on Farmers’ Market & Art Show for that weekend.
Deighan noted the field activation is 8-10 hours and the desire to send people to
town once the vendors close. Gordon noted that he could make the argument
that the Folk Art Market could benefit from the Farmers’ Market & Art Show
crowd. Deighan believes that the Farmers’ Market & Art Show guest is not the
same customer. Gordon suggested they work with the Farmers’ Market and Art
CSE Minutes November 2, 2016 Page 3 of 7
Show. Deighan said no it is not the same guest or audience. Deighan noted a
meeting with the IFAA Executive Director that there is real concern that the event
will be lost mainly because the artists do not have time to produce their product.
Valenti asked for a range of product price points at the Santa Fe market.
Deighan said it can be $25 up to $15,000. McDonald noted that there is a lot of
feedback that was captured in the meeting minutes of October 26 to keep the
Farmers’ Market & Art Show for August 20. Gordon noted the demographic of
the Farmers’ Market and Art Show and the annual household income is huge
from the survey results and research. Wadey asked if the event would move
forward with funding and the Farmers’ Market & Art Show taking place. Deighan
said physically it wouldn’t work due to their plan with Solaris activation. Deighan
said there is a possibility to create a scaled down version of the Farmers’ Market
& Art Show. Wadey noted that she is ok with Farmers’ Market & Art Show
skipping that date. Deighan noted he is potentially open to discuss cooperation.
Deighan asked how many days the Farmer’s Market & Art Show takes place.
Waniuk noted it is 16 weekends. Gordon noted the continuity and awareness of
the Farmers Market & Art Show customer. Deighan agreed they are valid but to
have this event done right they don’t want to sabotage their own efforts. Rediker
noted that she feels Highline should have spoken with VRD board of directors
and the Farmers’ Market & Art Show in March. Deighan stated that he feels he is
the authority of what works and doesn’t work in the Town of Vail and that
Highline has done everything that is asked of them. Deighan noted that Highline
will not turn a profit in the first 1-2 years for this event. McDonald asked to get
the topic back on track. Gordon confirmed that the ticket price is what raises the
funds of $150,000 to give back to a local charitable organization. Deighan noted
that $20,000 is spent on every artist that comes to town. McDonald asked if the
$150,000 could be pulled out of the $500,000 funding request. Deighan said no,
the $500,000 does not include the $150,000 charitable contributions. Gordon
noted that the 2015 Alpine World Ski Championships was a one off funded
allocation and this event is an annual ask. Gordon noted that $500,000 is the
highest ask for any ongoing event. Deighan stated again that the $500,000 is
non-negotiable and the event will not happen without it. Gordon asked if there is
potential to raise more revenue through sponsorships. Deighan noted there are
but the Town of Vail benefits the most than any other entity. Gordon asked if
they proposed $400,000, is it worth taking it to Council. Deighan said no, it is not
worth it. Deighan apologized to Rediker for being short. Gordon asked if
Highline is on the VRD agenda for November 10th. Rediker confirmed that they
are. Gordon asked if there are four people approving a recommendation to
Council as the plan and funding currently stands for the event. Wadey stated
she is in favor. Waniuk clarified that what is being proposed is the $500,000
recommendation to Council. Rediker stated that if we want this event they need
to recommend at $500,000. Rediker stated it is not the CSE’s job to get VRD
approval and to cooperate with the Farmers’ Market & Art Show. Valenti
seconded Wadey’s move to fund at $500,000. Valenti noted that the event does
have a robust cultural aspect. Deighan noted they have asked IFAA to add Vail
to the event name. McDonald asked if the event name includes Market or
CSE Minutes November 2, 2016 Page 4 of 7
Festival. Deighan noted the name is the International Folk Art Market and there
is a third name that is used including Festival. Gordon noted there is a motion
from Wadey to recommend to Council at $500,000 with condition that the VRD
board of directors approves it. Wadey asked when and what time Highline is on
the VRD agenda. McDonald noted we don’t know yet and that presentation to
council will be in conjunction with CSE allocations on December 6th.
Motion to recommend to Town Council the funding of $500,000 to the
International Folk Art Market.
M/S/P: Wadey/Valenti/Richardson opposed. The motion passed 4-1.
Event Recap:
*motion to release final funding disbursement required
FIPS Mouche Fly Fishing World Championships
Please see presentation for further details.
Knight thanked the CSE for the support. Knight stated there were three
successful aspects of the event; water, ceremonies, and expectations. Knight
noted a film of the event is currently being edited and will be available this winter.
Knight stated that there were 25 countries represented and over 400 participants.
Gordon noted the wish to have it every year. Knight noted that the event comes
to America every 10-12 years. Waniuk asked if Knight will request funding for
2018. Knight noted he is going to Prague to develop a junior global initiative
regarding fishing and conservation and if successful, yes possibly will ask for
funding for an event in Vail for 2018
Motion to approve the final funding distribution for FIPS Mouche Fly
Fishing World Championships
M/S/P: Richardson/Valenti /Unanimous. The motion passed 5-0
Event Recap:
Hot Summer Nights Concert Series
Please see presentation for further details.
Mason noted the decline in attendance in 2015 due to weather but attendance
was back up in 2016, although still not tracking to 2014 numbers. Mason noted
that 2017 is going to look back to 2014 acts and urged the need for bigger
names. Mason noted that July 4th is a Tuesday and there will not be a Hot
Summer Nights concert. Mason noted no urban dance challenge in 2017 and
the Vail International Dance Festival will add an extra free dance show. Mason
noted Crazy Mountain Brewing has re-signed for 3 years. Richardson said yes
big names help and maybe not necessarily all concerts need to be big names.
Mason noted that all GoPro Mountain Games concerts will be held at the Gerald
R Ford Amphitheater and that Hot Summer Nights may start a week later.
CSE Minutes November 2, 2016 Page 5 of 7
Event Recap:
*motion to release final funding disbursement required
Vail Centre
Please see presentation for further details.
Iverson asked to provide input and suggestions on the event recap template
format for Education and Enrichment events. Then Iverson suggested the
increase of the Education & Enrichment funding budget from $150,000 to
$350,000 or $500,000. Gordon asked to have the discussion at a future CSE
meeting. McDonald said yes. Iverson said he is willing to draft something as
well. Richardson noted his input is appreciated. Iverson noted that in 2017 they
will send surveys out immediately following each program which will increase
response rates. Iverson said they would like to get more people out on the
mountain and to include outdoor classes. Gordon noted that the funding was
granted before their event recap was presented and noted that the CSE
increased funding over 2015. Iverson asked what the amount is. Waniuk noted
it is $58,500.
Motion to approve the final funding distribution for Vail Centre
M/S/P: Wadey/Richardson /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Gourmet on Gore
Please see presentation for further details.
Deighan noted the reason to ask for more funding and noted the $23,500 in staff
increase due to increased footprint size. Rediker noted business comments that
the layout was much better this year and appreciated. Deighan noted their
cooperation with the Farmers Market on expanding to the International Bridge
and possibly extending to the Gore Creek Promenade. Gordon noted that the
CSE funding allocation noted the desire for Gourmet on Gore to expand to the
Gore Creek Promenade.
Motion to approve the final funding distribution for Gourmet on Gore
M/S/P: Wadey/Valenti /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Oktoberfest
Please see presentation for further details.
Deighan noted their increase in staff and marketing and advertising line item
increase including social media and digital aspects. Gordon noted that the CSE
did increase funding for Oktoberfest and Gourmet on Gore for the first time.
Motion to approve the final funding distribution for Oktoberfest
CSE Minutes November 2, 2016 Page 6 of 7
M/S/P: Wadey/Valenti /Unanimous. The motion passed 5-0
Event Recap:
*motion to release final funding disbursement required
Vail Kids Adventure Games
Please see presentation for further details.
Mattison noted they sold out faster than they ever have with an increased
participant number. Mattison noted that the US Forest Service gave them
access to mid-Vail and VR gave access to the Gondola. Mattison noted the
change in the expert course and that the goal is to grow it into a national
championship. Mattison noted their desired shift toward digital marketing and
social media in 2017. Richardson noted the great growth through changes and
additions. Mattison noted the desire to start the skills clinics elsewhere and may
be outgrowing Kids Sport. Rediker noted the great net promoter score of 90 and
the brand fitting with Vail for families and kids. Mattison noted they may add
programs and events for disabled kids in 2017.
Motion to approve the final funding distribution for Vail Kids Adventure
Games
M/S/P: Rediker/Richardson/Unanimous. The motion passed 5-0
Event Recap: via e-mail/in-meeting packet
Vail Beaver Creek Restaurant Week
Valley Tastings
Vail Valley Cup Soccer
Please see presentations for further details.
New Business and Community Input:
McDonald noted the CSE presentation to the VLMDAC will be around 8:40am on
November 17.
Motion to Adjourn at 10:07 a.m.
M/S/P: Rediker/Richardson /Unanimous. The motion passed 4-0 (Wadey
absent).
CSE Minutes November 2, 2016 Page 7 of 7