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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