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Home My WebLink About2007 Commission on Special Events Agendas Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, January 23, 2007 at 9:00 a.m. AGENDA: Administrative Items: (10 minutes) • Swear in Newly Appointed and Reappointed Meinbers: Dave Chapin, Heather Trub and Meggen Kirlcham/Town Clerlc Lorelei Donaldson • Election of Officers: Chairman and Vice-Chairman • Approval of the Minutes of the meeting of November 24, 2006 Coordinator Report: (5 nunutes) • Financial Report • Update on Contract Status • Scheduling of a joint meeting between the CSE and the VLMDAC Convergence Festival: Confirm or deny funding for the proposed 2007 event. (20 minutes) Final Event Recaps: • Snow Daze/Jeff Brausch (20 minutes) • Holidays in Vail and discussion regarding the format of the 2007 event/ Laurie Asmussen (30 ininutes) Review Proposal from Colorado Walks: Endorsement or Funding (15 minutes) New Business: (5 minutes) Adjournment: 10:45 a.m. Next Regular CSE Meeting: Februccry 27, 2007 cct 9: 00 a. nz Vcril Town Council Clicrmbers Joint Meeting between Vail Local Marketing District Advisory Council (VLMDAC) and Commission on Special Events (CSE) and Commission on Special Events Regular February Meeting Vail Town Council Chambers Tuesday, February 27, 2007 at 9:00 a.m. ~ Joint Meeting: Vail Local Marketing District Advisory Council (VLMDAC) and Commission on Special Events (CSE) 9:00 a.m. -10:00 a.m. Online Calendar of Events: Update on how the calendar will be managed and maintained to insure that all event iilformation is accurately posted. To checlc-out the new format go to vail.com and select Events and Activities, which will talce you to the calendar. Marketing of Events and Target Demographic: • CSE: Calendar of Events and 2007 Funding Allocations • VLMD: Outline of the 2007 campaign and opportunities to promote events and activities in Vail Discussion: How can we improve the synergy between the inarlceting efforts of the VLMD and Special Events being held in Vail from May to October? ~ Commission on Special Events Regular Februaiy Meeting 10:00 a.m. -11:30 a.m. Administrative Items: (5 minutes) • Swear in Newly Appointed and Reappointed CSE Members: Heather Tnjb and Meggen Kirlchain/Town Clerlc Lorelei Donaldson • Approval of the Minutes of the meeting of January 23, 2007 Coordinator Report: (5 minutes) • Financial Report • Martial Arts Festival: Jason Field has indicated that he will produce the event over Labor Day weelcend, as was proposed in lus application for CSE fiinds. Special Event Guide and Application: Review inputs received from meetings with Event Promoters and the Town of Vail Event Review Cominittee (ERC), and approve proposed timeline and scope of project/Pam Brandineyer (15 minutes) Harvest Festival: Review changes to the event format in light of the fiinding allocation of $10,000, which was considerably less than the $32,000 requested in the original proposaU Lourdes Ferzacca (20 minutes) VCBA: Event proposal and fiinding request in the amount of $23,000 for a BBQ on Bridge Street to be held on Saturday, June 23, 2007/Kaye Ferry (20 minutes) Colorado Walks: Event proposal and funding request in the ainount of $12,500 to support the "Vail Village Mile," to be held on Saturday, Septeinber 22, 2007/Jan Ward and Gay Page (20 nunutes) New Business: (5 minutes) Adjournment: 11:30 a.m. Next Regular CSE Meeting: Mcrrclt 27, 2007 crt 9: 00 a. m. Vail Town Council Cltambers Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, March 27, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Approval of the Minutes of the meeting of February 27, 2007 Coordinator Report: (5 minutes) • Financial Report • Circus Chimera cancellation • Martial Arts Festival/Jason Fields Proposed Dates: October 13-14, 2007 CSE Board Meinber Training: Matt Mire (20 minutes) Discussion of Tent Purchase and Rental Proposal from the VCBA (20 ininutes) At the last CSE meeting, under "New Business," Kaye Ferry proposed to the members that the VCBA would be interested in purchasing a number of canopies displaying the VCBA logo that they would rent at a coinpetitive rate to event producers for their Vail events, and requested that the CSE mandate use of these tents in lieu of those froin a variety of alternative sources for the purpose of creating a more uniform aesthetic. Budget and Event Format detail for BBQ on Bridge Street/Kaye Ferry (15 ininutes) Confirm or deny the $20,000 allocation made to the VCBA by the CSE on February 27, which was contingent on final approval of a more detailed event format and budget. Ambient Summer Street Entertainment: Schedule and Venues/Diane Moudy (20 minutes) Provide direction to Resort Entertaiiunent with regard to venues and schedules for the sun~mer ambient street entertainment in Vail Village and Lionshead. New Business: (5 minutes) Adjournment: 10:30 a.m. Next Regular CSE Meeting: April 24, 2007 at 9: 00 a. m. Vail Town Council Cliambers Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, Apri124, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Approval of the Minutes of the meeting of March 27, 2007 Stan Zemler: Introduction of the role of Kelli McDonald in her new position with regard to the CSE. (10 ininutes) Democratic National Convention, August 25-28, 2008/ Kelli McDonald: Update on planning process to talce advantage of the opportunity to bring people to Vail before the Convention in Denver. (15 minutes) Development of Questions specific to Special Events for inclusion on the VLMD's intercept surveys this summer/Kim Teot, VRI Research Director and Kelli McDonald (15 nunutes) Coordinator Report: (5 minutes) • Financial Report Discussion of Opportunities to enhance the New Year's Eve Celebrations in Vail (20 nunutes) Final Report: Mardi Gras Vail/Julie Tomlinson cf- 4/12 (20 minutes) New Business: (5 ininutes) Adjournment: 10:35 a.m. Next Regular CSE Meeting: May 22, Zoo 7 ar 9: oo a. nL Vcril Town Coirncil Cliambers Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, May 22, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Approval of the Minutes of the meeting of April 24, 2007 Coordinator Report: (5 minutes) • Financial Report • Status of Harvest Festival relative to Meadow Drive construction activities Intercept Surveys: Kelli McDonald will present the final version of the surveys which will be talcen throughout the suininer. (10 minutes) Review of CSE Funding Philosophy in light of upcoming RFP and working with VLMD: (30 minutes) Preliminary Budget Discussion: Deadline for application to Council for 2008 fiinds is June 29 (20 minutes) Final Reports/Spring Back to Vail: Jeff Brausch (20 minutes) Update from Laurie Asmussen on potential New Year's Eve Activities (10 nunutes) New Business: (5 minutes) Adjournment: 10:45 a.m. Next Regular CSE Meeting: June 25, 2007 cct 9: 00 a. nz Vail Towii Coizncil Cliambers Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, June 26, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Swear in newly appointed CSE member, Bobby Banlc, to fill the term vacated by Robert Ailcens which expires December 31, 2007/Lorelei Donaldson • Approval of the Minutes of the meeting of May 22, 2007 Coordinator Report: (15 nunutes) • Financial Report • Update on Ainerica Days • RFP for 2008 Events: Review last year's RPF, which is included in your paclcets, for discussion at the July 24 CSE meeting. • Special Event Guide and Applicatioi7 Final Reports: (20 minutes per event) The Session: Michael Imhof Ski Classic: Michael Imhof Film Festival: Sean and Scott Cross Finalize 2008 CSE Budget: Review the Draft Proposal, based on an ainount as a% of the 2007 VLMD budget, as directed by the CSE at the May 22 ineeting. The deadline for application to Council for 2008 funds is June 29. (30 ininutes) New Business: (5 minutes) Adjournment: 10:55 a.m. Next Regular CSE Meeting: JuIV 24, 2007 crt 9: 00 a. m. Vail Town Council Cliambers Town of Vail Commission on Special Events Meetin~ Note Change of Meeting Location * * *VAIL LIBRARY COMMUNITY ROOM* * * Tuesday, July 24, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Approval of the Minutes of the meeting of June 26, 2007 Coordinator Report: (5 minutes) • Financial Report • Convergence Festival Update Events in Lionshead: With the coinpletion of Arrabelle and the streetscape in the mall, the LH merchants have requested time to discuss how to best utilize the new facilities and bring some events baclc into the area. (30 minutes) VRD/TOV Facilities Enhancement Discussion The Vail Recreation District and the Town of Vail have begun a process to evaluate the facilities owned by the Town and managed by the Recreation District and are requesting feedback on what improvements might be made to existing facilities and/or what additional facilities mi,,lrt be usefiil with regard to special events. (20 nunutes) Formalize 2008 RFP and Funding Schedule (15 minutes) Final Reports: (20 nunutes per event) Taste of Vail- Amy Oberly Teva Mountain Games- Joe Blair Funding Request: Vail Economic Advisory Council and Town of Vail Community Development/Kelli McDonald and Rachel Friede (15 minutes) Proposal to proinote a town- wide sidewallc sale on the weekend of August 17-19. Request: $5000 New Business: (5 minutes) Adjournment: 11:15 a.m. Next Regular CSE Meeting: Arigust ZI, 2007 crt 9: 00 cr. m. Vcril Town Council Chcrmbers Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, August 28, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 mii7utes) • Approval of the Minutes of the meeting of July 24, 2007 Update on TEVA Mountain Games: Joel Heath. (30 minutes) Untraditional Marketing has indicated that they will be seelcing a major increase in both fiinding and in-lcind contributions to support the expansion of this event. The CSE has been aslced to review the proposal and forward their recommendation to the Council. Coordinator Report: (15 mii7utes) • Financial Report • Reschedule meeting w/ERC and Event Promoters to Wednesday, October 17- Vail Library Conununity Room from Noon-1:30 p.m. • Meeting between the VLMD and the CSE on Thursday, October 18 from 8:30-9:30 a.m. • Kiclc-It 3v3 Soccer Update • Status of Vail Village Mile, Harvest Festival and Martial Arts Festival Special Promotions Permit: Rachel Friede and Kelli McDonald (15 ininutes) The CSE is being aslced to review and provide feedbaclc on the proposal. Special Event Canopies: (10 minutes) The Rotary Club borrowed a nuinber of Beaver Creelc Canopies that were used at last weelc's Duck Race in Vail Village. Do the CSE and the TOV want to prohibit the use of these tents for all producers, even those who do not receive any sponsorship from the Town of Vail, and/or further explore acquiring tei7ts with the TOV logo? Final Reports: (20 minutes each event) • BBQ on Bridge Street • America Days Colorado Stage: 2.1 International Pro Road Bicycle Race, September 4-7, 2008: Michael Imhof-Vail Valley Foundation. (30 minutes) The VVF has requested fiinds to support tlus event from the Town Council. The CSE has been asked to review the event and forward their recommendation to the Council. New Business: (5 minutes) Adjournment: 11:30 a.m. Next Regular CSE Meeting: September 25, 2007 at 9: 00 a. m. Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, September 25, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) • Approval of the Minutes of the meeting of August 28, 2007 Final Reports: (15 minutes each event) • Vail Street Sale c£ Kelli McDonald and Rachel Friede • King of the Mountain Volleyball c£Leon Fell • Street Entertaininent c£ Andrea Feldman • Arts Festival c£ Laurie Asmussen • Olctoberfest c£ Jeff Brausch • Gourmet on Gore c£ Jeff Brausch Update on Snow Daze: Highline Sports and Entertaininent/Jeff Brausch (10 ininutes) Coordinator Report: (10 mii7utes) • Financial Report • 2008 Budget Update • Renunder: Meeting w/ERC and Event Promoters on Wednesday, October 17- Vail Library Con7munity Room Noon-1:30 • Reininder. Meeting between the VLMD and the CSE on Thursday, October 18 from 8:30-9:15 a.m. Vail Cascade Resort and Spa New Business: (5 ininutes) Adjournment: 11:00 a.m. Next Regular CSE Meeting: October 23, 2007 at 9: 00 cr. m. - 5: 00 p. m. Vcrit Town Coirncil Cliambers Town of Vail Commission on Special Events Meetin2 Vail Town Council Chambers ***Tuesday, Octobei• 23, 2007 at 8:30 AM*** Note Early Start Time AGENDA: Administrative Items: (15 minutes) • Approval of the Minutes of the meeting of September 25, 2007 • CSE member terms expiring on December 31, 2007: Bobby Banlc, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of interest should be subinitted to the Vail Town Clerlc, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday„ December 12 for interviews on Tuesday, December 18, 2007. • Financials: 0 2007 Budget Update 0 2008 Budbet Proposal • Review Procedure for Funding Allocation Decisions Presentation of 2008 Event Funding Applications: (8:45 a.m. to 4:45 p.m.) 2008 EVENT FUNDS AVAILABLE: $765,250 2007 2008 Time: Event: ( 35 Applications) Producing Entity: 2008 Dates: Fiui(ls Requested: Tteceivecl A not Colorado Lacrosse Promotions: y ~;;'~i ~Z,$10,000 presenting Vail Lacrosse Shoot-out ,rd year of 3 yeat' corit~act 1i~i~e 28- Jul 6 8:45 AM Vail Valley Challenge Cup (Soccer) Vail Valley Soccer Club October 4-5 $10,000 9:00 AM King of the Mountain Volleyball KinQ of the Mountain June 13-16 4 d~,+Tournainent $10,000 9:15 AM Vail Invitational Soccer Tournament Vail Recreation District July 26- 28 $3,770 9:30 AM 3rd Annual Martial Arts Championships lilyodo Martial Arts October 14 ? $7,000 9:45 AM Vail Farmers' Marlcet Meadow Drive Partnership Sundays, June ;o,00~ $80 000 15- Sep 21 ' L ~SLi 511 A-elldil. OI:fOL»I _'J, -,IUU / P'c1-e 1 OI J 10:00 AM Teva Mountain Gaines @. Vail Untraditional Marlceting June 4-8 ~ H:~$110,000 10:15 AM >IFSC World Cup @ the Teva Mtn Games Untraditional Marlceting June 4-8 ~C= $50,000 10:30 AM BREAK: 15 nunutes 10:45 AM- 11 - 15 AM: EAGLE VALLEY EVENTS Vail America Days Eagle Valley Events 4-Jul $~0,000 $60,000 Vail Arts Festival Eagle Valley Events August 8- 10 ` 17,500 $25,000 $40,000 Holidays in Vail Eagle Valley Events Deceinber 1-7 ~5_006 11:15 AM- 12:30 PM: LIONSHEAD Si_71VIlVIFR RECOVERY EFFORT >LH Kids' Fainily Fun Faire & Family Blue Creek Productions 28-Jui7 $40,000 Marlcet >Jammin' Jazz Ni~hts Vail Jazz Foundation Thursdays, Tul $42 500 b 31-AUb Zg ' >Roclcy Mountain Antique Festival Moon River Ranch August 1-3 `_;W $10,000 Colorado Grand Colorado Grand Sept 19- 20 "9:r $5,000 >Lionshead Cluli Coolc-Off Vail Valley Restaurant Association 27-Sep $5,000 >Friday Afternoon Club Lionshead Merchant Group Suminer 2008 $30,000 >Lionshead Culinary Demonstration Vail Chophouse Sun7mer 2008 $0 Series >Lionshead Wine and Spirits series Blue Lifestyle/Vail Chophouse Summer 2008 $0 >Celtic Festival Lionshead Merchant Group Summer 2009 . $0 >Special Event Advertising Plan Lionshead Merchant Group Suminer 2008 $15,000 12:30PM LUNCH BREAK: 30 nunutes 1-00 PM Vail Film Festival Vail Film Institute April 3-6 $85,000 1:15 PM- 2:15 PM: HIGHLINE SPORTS AND ENTERTAINIVMENT >Carnivail (forn7erly Mardi Gras/VRI) HSE, in partnership w/VRI February 3-5 $20,000 Spring Baclc to Vail Highline Sports and Entertainment April 7-13 00CQ $100,000 Gourinet on Gore Highlii7e Sports ai7d Entertaininent August 29- 31 -EO,OOC> $75,000 Oktoberfest Highline Sports ai7d Entertaininent Sept 5-7 (LH) "";;O,OOC> $82,500 & 12-14 (VV) Snow Daze Highline Sports and Entertainment December 1-7 000 $100,000 2:15 PM The Session Vail Valley Foundation February 7- 10 ~_2 6,0 0 C> $45,000 2:30 PM Kiclc-It 3v3 Soccer- Rocky Mtn Teain Championships International August 1- 3 $50,000 Rebional 2:45 PM >2008 Unlimited Adventure Series Vail Symposium Thursdays, Jan $7500 31- Mar 6 ' 3:00 PM BREAK: 15 minutes JL".i S[i ~~~i;iflY'cl. ~3l.llJUt:1 _J, _lJll l t"ci~L' - lJY ~3 3:15 PM Ambient Street Entertaiiullent Resort Events 11 weelcs: Jun ;;'50,0(-J0 $68,500 20- Sep 1 3:30 PM BBQ Bonanza on Bridge Street VCBA 21-Jun `~~'(~,Ot~(> $25,667 3:45 PM Ski and Snowboard Swap Slci & Snowboard Club Vail November 7-8 $7,500 4:00 PM Vail Street Sale TOV Economic Development Office August 15- 17 ~ $5,000 4:15 PM Taste of Vail Taste of Vail April 2-5 `a ~0,000 $30,000 4:30 PM >Betty Ford Alpii7e Gardens: Betty Ford Alpine Gardens Spring/Suinmer $66,000 20th Aniuversary 2008 4:45 PM ADJOi_]RN TOTAL EVENT FUNDS REQUESTED: $1,320,937 New Business: (5 minutes) Adjournment: 4:45 PM Next Regular CSE Meeting: November 27, 2007 crt 9: 00 a. m.. Vcril Town Council Cltcrmbers CSE/sn Abeilda: October 23, 2007 Palge 3 of 3 Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, November 27, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 nunutes) • Approval of the Minutes of the meeting of October 23, 2007 Coordinator Report: (5 minutes) • CSE member terms expiring on December 31, 2007: Bobby Baiilc, Stephen Coiulolly, Clint Huber and Scott Stoughtoi7. A letter of interest should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday, December 12 for interviews on Tuesday, December 18, 2007. • 2007 Financial Report • 2008 Meeting Schedule • At their meeting on Noveinber 6, 2007, the Town Council approved a$50,000 supplemental allocation to support the 2008 IFSC World Cup @ the TEVA Mountain Games. FYI: Final Event Reports: (15 ininutes) lilcluded in packets are the final event reports for: • 2007 Vail Lacrosse Shoot-out • Colorado Wallcs: Vail Village Mile • Vail's 2"d Annual Martial Arts Festival • King of the Moui7tain Volleyball- final event budget Discussion: What should the CSE's policy be with regard to funding special events that show a significant profit that is donated to charity? (15 minutes) 2008 Special Event Funding Allocations: (1 hour) The Town Council has allocated the CSE $765,250 for the support 2008 Special Events. The CSE will deternune fiinding allocations for events whose applications were received as part of the 2007 RFP process and which were reviewed at the October 23, 2007 meeting. New Business: (5 minutes) Adjournment: 10:45 a.m. Next Regul(tr CSE Meeting: Tuesdt~v, Januciry 22, 2008 @ 9: OOam