HomeMy WebLinkAbout2007-03-27 Support Documentation CSE Regular MeetingMINUTES:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Tuesday, February 27, 2007
CSE Members Present: Dave Chapin, Clint Huber, Me,., i Kirkham, Scott Stoughton and
Heather Trub CSE Members Absent. Robert Aikens and Stephen Connolly Others Present:
Pam Brandmeyer, Laurie Asmussen, Kaye Ferry , Matt Green, Kevin Reese, Kris Friel, Greg
Raffle, Lourdes Ferzacca and Sybill Navas
Immediately following the adjournment of the joint meeting between the VLMDAC and the CSE
Chairman Dave Chapin called the meeting to order at 10:15 am.
Administrative Items:
• Pam Brandmeyer, acting as deputy for Town Clerk Lorelei Donaldson, swore in
newly appointed and reappointed CSE Members, Meggen Kirkham and Heather
Trnb, for terms ending D-..-ber 31, 2008.
• Sybill reported a couple of c...;,ctions to the minutes which had been wi,,p.:,Ssed by
Stephen Connolly. After some discussion, it was moved to ar,r. u re the minutes as
presented-
NUS/P: Clint Huber, Scott Stoughton, Unanimous.
Coordinator Report: (5 minutes)
• Financial A ?F,..,adsheet was presented showing financial distributions to
date.
• Martial Arts Festival: Jason Field has indicated that he will produce the event over
Labor Day weekend, as was r.,..rased in his application for CSE funds. CSE
members a&,:.:,d by consensus to accept these dates.
Special Event Guide and Application: Pam Brandmeyer, accompanied by Kris Friel and Greg
Raffle, reviewed the pro&..s to date on the production of the S,-,,:al Event Guide and
Application. As directed by the Town Council, a subcommittee consisting of herself, Greg Raffle
of the TOV- IT Dept, Kris Friel of the Community Information Dept., Mike Vaughan
....,venting the Fire Dept and the ERC, and Heather Trub from the CSE met to review the
RFP's that the CSE had a:..,.,*,red from their process last summer. After considi-,.:on, all were in
ae,.. ?:.,..ent that the project would require significant TOV staff input and that the project could be
done most efficiently and cost effectively in-house, with the addition of a web-design contractor.
A meeting of local event produ-.,,.,, followed and their suggestions were then presented to the
ERC for their input prior to a con„.,:aal presentation to the Town Council. The finished product
is intended to be an informative piece with forms attached that can be printed out or downloaded
and completed online. At their meeting on February 6, the Town Council w,,.oved the
recommendation and finding to proceed in 2007, with a goal of completion by mid- May. CSE
members agreed with the recommendation by consensus, adding the suggestion that it be kept as
simple as possible and the request that they might review the draft before the document is
finalized.
CSE;sn Minutcs: Februarv 27. 2007 Pa-c I of 3
Harvest Festival: Lourdes F:,.Aacca, President of the Meadow Drive Partnership, explained that
it would not be possible to produce a weekend long event, as in their original proposal
which sought $32,000, with only a $10,000 allocation It is the Partnership's intention to host a
"glorified" Farmers' Market on Sunday, September 23- utilizing the vendors who are willing to
extend their season another week and augmenting the scene with a "Harvest" theme. She stressed
that without the Harvest Festival, there would be no final Farmers' Market on the 23rd, and that
the business community sees this as an opportunity to take advantage of the peak of the aspen
colors. There was ,.-e question as to whether the event could be moved to Saturday in order to
incentivize overnight visits, but Lourdes stated that they would not be able to get the remaining
Farm;,.,,' Market vendors to aa. to the change of day. The CSE agreed by consensus to
?rY ie the change from a 2 day event to a 1 day event and maintain their allocation of $10,000
for the Harvest Festival as described.
BBQ on Bridge Street: Matt G.,,;- and Kaye Ferry explained an event proposal and funding
request in the amount of $23,000 for a BBQ on Bridge Street, produced by the VCBA, to be held
on Saturday, June 23, 2007. The event is. intended to be a family-oriented, ambient event for
locals to kick-off of the summer season, modeled aft the Chili Cookoft which was produced
by the VCBA for several years before it combined with the Big Wheel race. Meggen Kirkham
moved to approx e a $20,000 allocation to the VCBA, and the motion was seconded by Heather
Trub. During discussion, other CSE members asked for additional information on potential
sponsors, the possibility of combining musical entertainment with the already funded ,L i,.t
entertainment program and more specifics on the plan and theme of the event. Meggen amended
her motion to condition the allocation on this request, and Heather amended her second. The
motion passed 41, all voting in favor except Dave Chi,:.. who was opposed. Matt and Kaye
agreed to the requested information at the CSE meeting in March, prior to final appro,.dl.
Colorado Walks: Event ..,.q osal and funding request in the amount of $12,500 to support the
"Vail Village Mile," to be held on Saturday, September 22, 2007. Jan Ward and Gay Page were
unable to be r.?ent on account of poor road conditions from Denver. After brief discussion, it
was moved to allocate $5,000 for the walk-run component of the proposal.
VS/P: Meggen Kirkham, Heather Trub, Unanimous.
New Business:
Kaye Ferry, referring to the ongoing dissatisfaction with the mixed array of tents that are
part of most events in Vail as opposed to the classier look of events in Beaver Creek resulting
fi „... their requi..-ent that all of the tents be identical and sport the resort logo, presented the
CSE with the suggestion that the VCBA would purchase tents of a high quality that would bear
the VCBA logo and would r: aide them for rent to event lucers in Vail. She requ:..,iQ1 that
the CSE implement a requi. Q-ent for all event promoters to use these tents before renting or
borrowing from other sou...,-., and that the VCBA would gua."ee a competitive rental fee..CSE
members ae,.A to consider this item at the March meeting in order to give local event producers
an opportunity to give their input.
Kevin Reese, .:.r.:.yenting Zaring/Cioffi Entertainment, updated the CSE members on the
......:,..t status of the Urban Convergence Festival. He ini ed the CSE that MTV had decided
that the timing of the event would not work out for them to be the exclusive media sponsor of the
event, leaving the door open for discussions about a major media partnership for the UCF with
Nickelodeon and BET. It is anticipated that when the media partnership agreements have been
confirmed, Zaring/Cioffi will be in a position to secure $3 million in sponsorship support for the
event. Although multiple sponsorship prospects are pending, the a j,.:,:....ants have not L...
finalized as of March 2, 2007. He highlighted the charity invoh,i of the event with the
CSF'sn MInutcs: Fchruary 27, 2007 Pau, c 2 cif,
"I
highly visible issue of childhood obesity, which has resulted in .,?..,..g celebrity support and
interest.
Motion to adjourn at 12:00 p.m.
M/S/P: Clint Huber, Meggen Kirkham, Unanimous.
Minutes taken and submitted by
Sybill R. Navas, CSE Coordinator
February 27, 2007
Approved by: Date:
Next Regular CSE Meeting:
March 27, 2007 at 9:00 am.
Vail Town Council Chambers
CS E. sn Mimics: Fcbruary 27. 2007 Pagc 3 of 3
T'
MINUTES
Town of Vail: Commission on SDecial.Events Meeting
Vail Town Council Chambers.. Tuesday, March 27, 2007 at 9:00 a.m.
CSE Members Present-, Robert Aikens, Stephen Connolly, Meggen Kirkham, Heather Trub,
Clint Huber and Chairman Dave Chapin CSE Member Absent Scott Stoughton others"?i:h:LY4.
Kaye Ferry, Matt Mire,' Diane llloudy, Tracy Fernandez, Maren Lantzy, Pam Brandmeyer, Joe
Blair, Matt. Green, Richard tenBraak, Ron Weinstein, Steve Rosenthal, Laurie Asmussen,
Lourdes Femacca, John C„?,.vell and Sybill X.. &&*
Chairman Dave Chapin called the meeting to order at 9:05 a.m.
AdminL&A Jive Items:
? Motion.to 4rr?? ire the minutes of the meeting of February 27, 2007, with c......ctions to the
motion allo., . 4 funds to Colorado Walks for the "Vail Village Mile" and to the VCBA for
the BBQ on Bridge Street as noted by Sybill.
M/S/P: Clint Huber, M.q?&;.. KirkLa., U.. -:.ous
Stephen Connolly, who had not been r...sent at the February CSE meeting, asked.5,-, q,ly,
why, under the exact same conditions'as last year, an RFP had not been issued prior to the
funding decisions that were made at that meeting. He stated that he had spoken with some of our
regular event producing vendors and they thougbt it was in_.p. _ ,.::ate to a&, without an
RFP. "
Sybill explained that the Colorado Walks application had submitted to the Town
Manager at the time of last fall's funding process, but had Lor,.i forwarded to the CSE a few days
after the RFP deadline. The CSE, having allocated all available funding for 2007 event's in
December, forwarded an endorsement of the event to the T , y ?.. Manager for consid... on by the
Economic Devel..l,,_ent Council. When additional fimding became available last month, Stan
7..emler directed the CSE to look at the_,, sal again and make a more specific determination.
Dave Chapin added that the' CSE has a history over several y ..? of allowing :; ,-A promoters,to
r....ent r.,trosals to the CSE when'money is available v. L Ae of the regular fall allocation
procedure and that there was no action taken that was without precedent.
Coordinator Report: Sybill Y... ted the cti......t .cial YVts.tit and in., ::..A the CSE that the
Circus "Chimera had been cancelled, fi:,:,:..g up an additional $5500 in the budget. She also
Ld that Jason Fields has r.„ .„wed to hold the Vail Martial, Arts Festival over the.-weekend
of October 13-14. CSE members agreed by consensus to accept these dates as an alternative to
Labor Day weekend, since they fall in what would be considered a slow period.
CSE Board Member Teaming: Matt Mire reviewed the requi:r,...ents dictated by the-Colorado
Statutes with.;.; ..1 to-m;.c.L;..g notices and record keeping, ex ,,,t:, c,......unications, conflict of
int..,,6t and the need to support any and all decisions that the CSE might make with explicit
findings.
Discussion of Tent PurMhase and &A , .:.t 1 Proposal from the VCBA
At the last CSE meeting; under "New Business," Kaye Ferry proposed to the members that the "
VCBA would be int:,.?ted in.purcL.,.?..g a number of k,. 6 displaying the VCBA logo that they
would rent at a compQdt; ire rate to event producers for their Vail events, and .?.,..asted that the
CSE/sn Minutes: March 27. 2007 Page 1 of 3
CSE mandate use of these 6,..6 in lieu of those a„... a variety of alto...a.: ire soti..,.,a for the
pi..r,,se of creating a more unif%j.... aesthetic.
Rich tenBraak, President of the VCBA; distributed a handout illustrating several logo
display options that might be considered as part of the proposal to 1..,.1ide up to 35 tents for
rental, at a rate gua.a..teed to be with ......;w.t rental to producers of
events within the Town of Vail. Several members of the VCBA Board of Directors; including
Steve Rosenthal, John Cogswell and Lourdes F;.?acca, spoke on behalf of the proposal citing the
"classier" that e4,Q.6 in Beaver Creek have as a result of the requi.;,...ent that all
event producers use tents slanting the Beaver Creek logo, or if there are none available, then
white.
Sybill reported that she had c„..?,dted with Matt, Mire on the legality of imposing the
mandate to use tents with the TOV/VCBA and/or VRI logo and that his opinion was that it
would be OK so long as it was applied uniformly=.i.e.-.all event promoters would have to use the
logo tents even in lieu of ones that they might own of "rent elsewhere, until the supply was gone.
She added that Stan Zemler had exv.;_? discomfort with the idea of a town board directing the
use of a specific vendor.
Diane Moudy and Laurie Asmussen both stated that this req".....ew would have a L x
impact on their event budgets, as their events utilize mostly tents that are already ??..ed. Sybill
also r.;,,ented an email send by Rick Scalpello which stated that the Farmers' Market would not
be in favor of this suggestion.
Joe Blair, speaking on behalf of local event promoters, made the following ", . .:.... "Its:
¦ Beaver Creek tents should not be allowed at Vail events.
Sponsors need to be r.vtected- if they can't bring their own logo tents, they
perceive less value in their participation.
® He volunteered to be ra. L of a process to bring a resolution to the discussion that
would be fair to all concerned, while enhancing Vail's image and L .L ..d.
CSE members ;.,?,p.; 6sed a variety of positions, during discussion. Meggen Kirkham stated that
she -vas uncomfortable passing along an,additional cost to producers who already own tents and ,
with dictating a policy that favors one business over another.: She added that, 'in her opinion, the
variety of colors and styles .,.,.:L" a more f,,,; m atmosphere. the other point of
view, Dave Ch,,+:.i. noted that the idea has come up several. times over the last couple of years
and ffim someday this decision would need to be made. Clint Huber felt that passing the cost of
these rentals onto the event would not en,,.?...age the r? ih of events.
? Stephen Connolly moved that, inconsideration of the : U-3 :.dly made by the
Town Manager and the Town Attorney, the CSE should not .,..,a;e a mandate to event
promoters to rent ;,.ii, fi.,... any, dul:tf. After additional discussion, the motion
was seconded by Robert Aikens. Clint Hubr, Stephen Connolly and Robert Aikens voted in
favor. Meggen Kirk:.,...., Heather Trub and Dave Chapin qtr..., opposed. Due to a tie vote, the
motion failed.
Members voting in opposition did so because they felt that a more in depth discussion of the
issues might reveal alternatives that could lead to L... ,.riling the look of Vail's events.
Budget and Event Format deta7 for BBQ on Bridge Street/Kaye Ferry
Conf.. a or deny the $20,000 allocation made to the VCBA by the CSE on February 27, which
was contingent on final are..;., ial of a more detailed event L=...&: and budget
Rich tenBraak and Matt Green presented an updated ?;...r budget and stated that the
Colorado R"i4,...a..t Association, in light of their with a similar event in Frisco, has
a,,.,, A- to lend their exp.,. tise., When asked about the sponsorship commitments of Coke, Das am''
and Coors, Matt stated that their r;..6...F-Lon was not yet defined, but that it ...,ti ld most likely.
take the fv.... of r.vriding product to the event. Ron W;.:..alw:.,t, ?--.L.g the,..,' ire impact on
CSE'sn Minutes: March 27. 2007 PaLYe 2 of 3
businesses that was historically generated by the Chili Cook-off on the 3rd weekend in June,
encouraged the CSE to &.r. .,..re the event funding. Dave Chapin voiced his ,, ort of the Q, r%
.based on the ?,,.?. timing- and ref - _-d to the ,,,;,?ments made by Kelli McDonald at the joint
meeting with the VLMDAC that implied that the biggest opportunities to enhance revenues he in
May and June. Stephen Connolly ?U,.dihat although this is a much needed, event, he +o.,..ld not
support it because of his lack of confid:....,, that the VCBA could pull it off
? Motion to confir.m the CBE's allocation of $20,000 to the event, as presented.
M/S/P: Robert Aikens,. Meggen KirkLa...r. Voting in favor were Heather Trub, Dave
Chapin,'Meggen Kirkham and Robert Aiken: Clint Huber and Stephen Connally *0..J0;; arr..?d
The motion passed with a vote of 42. r`
Ambient Summer Street Ent;:.. "Anm?ent: Schedule and Venues
Diane Moudy of Resort Entertainment a suggested schedule of entertainment times
and venues to the CSE members. After some discussion, the following was aYp..,ved by
consensus.
'DAY: TE%M: Music:
LIONSHEAD
Friday 4-7pm Entrance to
Mall
.Saturday 1-5pm East Entrance to
Mall .
Sunday. 1-5pm East Entrance to
Mall
Music: VAI L Music: VAI L
VILLAGE #1
VILLAGE #2 BUSKERS
Slifer Plaza none Roving: 1 each
in W and LH
Slifer Plaza Upper Wall Roving: 1 each.
Street in V V and LH
Q,., Creek. Up,,.;- Wall Roving: 1 each,
P..,u.enade - Street. in VV and LH
New Business:
Stephen Connolly requested that the CSE take some time to reassess the philosophy on
funding before the allocation process comes around again in the fall. He asked the CSE to
consider the following issues:
¦ Calendar: where do the eN lie, where is the money best st,:,. -
® Look at the and more ..a..,fully evaluate who we are doing business
with. He stated that-the track record with outside promoters has not been good and
, .L ja% wed doubts that some of the small events p.., ride a worthwhile return.
Pam Brandmeyer announced that Kelli McDonald would be ,..,l:numg her role as the
fulfillment agent for the Vail Local Marketing District as an ?..:.?oyee of the ..u of Vail, and
that she would also be taking on& broader .wv--sibilities of overseeing the Town's Economic
Devel-
r,L.sent policies.
Motion to adjourn at. 11:10 AML
MIS/P: Stephen Connolly, Robert Aiken," Unanimous
Minutes taken and submitted by.
Sybill R Navas, CSE Coordinator '
March 27, 2007
Approved b ?1v
Y= / Date:
`-? "'Nex?Regula S'E Meeting:
April 24,-2007 at 9:00 a. m.
Vail Town Council Chambers
CSE/sn
Minutes: March 27. 2007
Paze 3 of 3
4
MINUTES:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Tuesday, February 27, 2007
CSE Members Present.- Dave Chapin, Clint Huber, Meggen Kirkham, Scott Stoughton and
Heather Trub t,a& Members Absent: Robert Aikens and Stephen Connolly Others Present:
Pam Brandmeyer, Laurie Asmussen, Kaye Ferry, Matt Green, K,:,,,+, Reese, Kris Friel, Greg
Raile, Lourdes Ferzacca and Sybill Navas
Immediately following the adjournment of the joint meeting between the VLMDAC and the CSE
Chairman Dave Ch, r called the meeting to order at 10:15 am.
Administrative Items:
• Pam Brandmeyer, acting as deputy for Town Clerk Lorelei Donaldson, swore in
newly appointed and reappointed CSE Members, Meggen Kirkham and Heather
Trub, for terms ending D;-,-ber 31, 2008.
• Sybill reported a couple of c.,...ctions to the minutes which had been .,,r.-ssed by
Stephen Connolly. After some discussion, it was moved to arry?, re the minutes as
presented.
MISM: Clint Huber, Scott Stoughton, Unanimous.
Coordinator Report: (5 minutes)
• Financial Report: A ,r.adsheet was r=,,,ented showing financial distributions to
date.
• Martial Arts Festival: Jason Field has indicated that he will produce the event over
Labor Day weekend, as was r,. .,r . sed in his application for CSE funds. CSE
members agreed by consensus to accept these dates.
Special Event Guide and Application: Pam Brandmeyer, accompanied by Kris Friel and Greg
Raile, reviewed the prosm.,s to date on the production of the Sj, :,.,:al Event Guide and
Application. As directed by the Town Council, a subcomm:tL" c.,-,:sting of herself, Greg Raile
of the TOV- IT Dept, Kris Friel of the Community Information Dept., Mike Vaughan
W.r...,enting the Fire Dept and the ERC, and Heather Trub fi..m the CSE met to review the
RFP's that the CSE had received from their process last summa. After consideration, all were in
a&.:..-ent that the project would regL,;... signifi"..d TOV staff input and that the project could be
done most efficiently and cost effectively in-house, with the addition of a web-design contractor.
A meeting of local event producers followed and their suggestions were then presented to the
ERC for their input prior to a conceptual presentation to the Town Council. The finished product
is to be an informative piece with forms attached that can be printed out or downloaded
and completed online. At their meeting on February 6, the Town Council apex *red the
#.?,.-endation and finding to proceed in 2007, with a goal of completion by mid- May. CSE
members agreed with the recommendation by consensus, adding the suggestion that it be kept as
simple as possible and the request that they might review the draft before the document is
finalized.
CSE/sn Revised Minutes: February 27. 2007 Page I of 3
A,
Harvest Festival; Lourdes F..,,&cca, President of the Meadow Drive P,. L.. 6hip, explained that
it would not be possible to produce a weekend long event, as r.: aented in then original :. r .4k1
which sought $32,000, with only a $10,000 allocation. It is the Partnership's intention to host a
..glorified" Farmers' Market on Sunday, September 23 utilizing the vendors who are4illing to
extend their season another week and augmenting :the scene with. a "Harvest" theme. She stressed
that without the Harvest Festival, I,";, would be no final Farmers' Market on the 23`d, and that
the business community sees this as an opportunity to take advantage of the peak of the aspen
colors. There was some question as to whether the event could be moved to Saturday in order to
in.,:...'.:vize overnight 'visit s, but Lourdes stated that they would;'not be able to get the:remairiing
.Farmers' Market vendors to ate.:.:, to the change of day: The CSE agreed by consensus to
r ?e the change from a 2 day event to a 1 day event and.maintain their allocation of $10,000
for the Harvest Festival as described.
BBQ en Bridge Street: _ Matt G.". and. Kaye Ferry explainecl an event r.. ,asal and funding
request in the amount of $23,000 for a BBQ on Bridge Street, produced by-the VCBA, to be held
on Saturday, June 23, 2007. The event is intended to be a family-oriented; ambient event for
locals to kick-off of the summer y.")n, modeled after the Chili Cookoikwhich was produced
by the VCBA for several before it combined with the Big Wheel race.
Colorado Walks: Event y...rosal and funding request in the amount of $12,500 to support, the
"Vail Village Mile," to be held on Saturday, September-22,2007. Jan Ward and Gay Page were.
unable to be present on account of poor road conditions from Denver.
? After brief discussion, Meggen Kirkham moved to allocate $5,000 for the "Vail Village
Mile" walk run component of the proposal and $209000 to the VCBA for the purpose of
putting on the BBQ on Bridge Street During dis..ion, other CSE memL 4i.4 asked that
the VCBA come back with additional information on potential sponsors, the possibility of
combining musical entertainment with'the already fimded street entertainment pro6..,,..a and
more.,r.,:fics on the plan and theme of the event Meggen. amended her motion to condition
the VCBA's portion of the allocation on this - pest, and Heather amended her .: n. The
motion passed 41, all, voting in favor ex.,ir. Dave Chapin who was opposed. Matt and Kaye
a&, V V J to p. "yent the requested. information at the CSE meeting in March, prior to final
a.rY.u' ?al.
M/SM: Meggen Kirkham, Heather Trub, passes 41 with Dave Chapin r;r -.?.
New Business:
Kaye Ferry, referring to the ongoing dissatisfaction with the mixed array of tents that are
part of most events in Vail as opposed 'to the classier look of events in Beaver Creek resulting
from then refit.... " ,ent that all of the tents be identical and sport the resort logo, presented, the
CSE with the suggestion that the VCBA would purchase t:...4 'of a high quality that would bear
the VCBA logo and would j. aide them for rent to event produ..".. in VaiL She requested that.
the CSE implement a requi."an ent.for allrevent r,, :oters to use thesetents before renting or
b.L ring from other sou... 4 ,.and that the VCBA would. guauauutee a competitive.a,..L, d fee. CSE
members agreed to consider' this item at the March meeting in order to give local event producers
an opportunity to give their input
Kevin Reese, L ;,,,.:,renting Zaring/Cioffi Entertainment, updated the CSE members on the
.,....;,. l status of the U.La... Convergence Festival. He informed the CSE that MTV had decided
that the timing of the event would not work `out for them to be the exclusive media ?r . sor of the
event, leaving the door open for discussions about a major media partn,-,Lj? for the UCF with
Nickelodeon and BET. It is anticipated that when the media partnership agreements have been
CSE%sn Revised Minutes: February 27, 2007 Pa,c 2 of 3
I
confirmed, Zaring/Cioffi will be in a position to secure $3 million in ak,...sorship support for the
event. Although multiple sponsorship prospects are pending, the agreements have not been
finalized as of March 2, 2007. He highlighted the charity involvement of the event with the
highly visible issue of childhood obesity, which has resulted in .?.....g celebrity support and
interest.
Motion to adjourn at 12:00 p.m.
M/S/P: Clint Huber, Meggen Kirkham, Unanimous.
Minutes taken and submitted by
Sybill R. Navas, CSE Coordinator
February 27, 2007
Approved by ? Date: March 27. 2007
Ni?." Regular CS'E Meeting:
March 27, 2007 at 9:00 am.
Vail Town Council Chambers
CSE/sn
Revised Minutes: February 27, 2007
Pale 3 of 3
Town of Vail,
1
Commission on Svecial_Events Meeting'
Vail Town Council Chambers
Tuesday, March 27, 2007 at 9:00 a.m.
AGENDA:
Admin.-,-d Aive Items: (5 minutes)
• A,1... val of the Minutes of the meeting of February 27, 2007
Coordinator Report: (5. minutes)
• Financial Report
• Circus Chimera cancellation
e Martial Arts Festival/Jason Fields P.-,,osed Dates: October 13-14, 2007
CSE Board Member Training: Matt Mire (20 minutes)
Discussion of Tent Purchase and Rental Proposal' fa om the VCBA (20 minutes)
At the last CSE meeting, under "New Business," Kaye Ferry $0 to the memL::.., that the
VCBA would be interested in purchasing a number of canopies displaying the VCBA logo that
they would ..;,-L al .a. comp,?LL re; rate to event producers for their Vail events, and requested that
the CSE mandate use of these u....? in lieu of those fi,.... a variety of alternative sources for the
purpose of .,.:,ding a more uniform aesthetic.
Budget and Event Format detail for BBQ on"Bridge Street/Kaye F,,.,, (15 minutes)
Confirm or deny the $20,000.allocation.made to the VCBA by the CSE on February 27, which'
was contingent on final a, ual of a more detailed event format and budget:
Ambient Summer St. , Lt Entertainment: Schedule and Venues/Diane Moudy (20 minutes)
Provide direction to Resort Ent- with regard to venues and schedules for the summer
ambient street enL. L,? .....ent in Vail Village and Lionshead.
'New Business: (5 minutes)
Adjournment: 10:30 a.m.
Next Regular CSE Meeting:
April 24,200 at 9:00 a.m.
Vail Town Council Chambers
MINUTES:
Joint Meeting: Vail Local Marketing District Advisory Council
(VLMDAC) and Commission on Special Events (CSE)
Tuesday, February 27, 2007 @ 9:00 a.m.
VLMDAC Members Present. Ian Arthur, Bob Llewellyn, Chris Romer, Pam Stenmark
and Richard tenBraak CSE Members Present. Dave Chapin, Clint Huber, Meggen
Kirkham, Scott Stoughton and Heather Trub Odws Present Kelli McDonald Julie
Tomlinson, Pam Brana meyer and Sybill Navas
CSE Chairman Dave Chairman opened the meeting by welcoming the VLMDAC
members and staff and followed by inviting everyone to introduce themselves.
Online Calendar of Events: Kelli McDonald and Julie Tomlinson presented a handout
illustrating the new process that has been implem:.. L .1 to insure that information on
upcoming events in the Town of Vail is listed on the Summer Events Calendar at
Vail.,.,.,.... Event produ.,i,sy will have the ability to submit an event listing directly on the
Vail Summer Calendar of Ev.,iLi, landing page or utilize a direct URL to submit their
information. Additionally, the VLMD Marketing Coordinator and the RTP Content
Manager will proactively review events by mining local ressoi".,.,4 and utilizing
information provided by the CSE Coordinator, and will upload e% ;,.L that meet the
ued ?..A":a on a weekly basis. Vail Resorts will continue to be. :. , „..sible for
maintaining the calendar listings fom November l through April 30. Kelli added that
traffic to the VLMD site has ;-. ,sed 8-fold since it was moved to Vail.com.
CSE: The list of ev,-6 receiving funding allocations from the CSE for 2007 was
reviewed. It was explained that the marketing and PR of all of these events is left to the
producers themselves. VLMDAC members requested additional information with regard
to which events might be ,.,...,h,::;,,. 1 ambient, partici,,..4-,.. j or of the level to attract
destination guests. Adding that the ambient es ;,Y , .w t" to the visitors that are already
here and that the parti ;gory ell :,x.44 do not require additional marketing elf. ! ,r?,,, Ian
Arthur stated that the VLMD would be most in11...,,,led in helping to r:. ,;...ote the
"destination" events, or those which have the power to attract visitors on their own
merits, and especially those which are family oriented.
VLMD: Kelli McDonald distributed an outline of the 2007 campaign plan and
highlighted the Concierge Program, which 1 v aides full service vacation planning for
visitors, the nationalld,..?,L-ation PR pro6.ic ...? which is run by Peeples, Inc., and cross
marketing efforts designed to bring the wLti.. vL:t,.. back in the summi.,. She added
that, since 2006 tax re-venues had L ., ,. g,, a than originally bud,, w;J . ,l, the VLMDAC
would be going to the Town Council in March for supplemental finding of $250,000,
which could be applied to targeting specific items for Front Range marketing efforts.
Noting that Vail is a "fixed cost business," and that the greatest benefit lies in evening out
the spikes in occupancy, Kelli stated that the biggest opportunity for increased business
lies in May and June and that any events we can push to the shoulder seasons will
,,..,.ride a greater economic benefit.
How can we improve the syn j,? between the marketing efforts of the VLMD and
Special Events being held in Vail from May to October? Following discussion, both
groups at,.rd to pursue the following opportunities:
• The CSE will work together with the VLMD staff to r,.i+are some questions related
to how ?yi...W affect the guest,.;.+".ence which will be ' 60 u:.i6 7.d lied into the
intercept surveys that the VLMD undertakes during the summer.
• Take adv,uAt.ge of opportunities to better promote ambient events locally with better
signage, adding Street Ent:..L. nment schedules to "This Week in Vail" and insuring
that concierges are r . aided a full list of available entertainment and activities.
• Recognizing that Vail faces a lot of competition from neighboring communities,
develop a .,l.r *c plan to evaluate which events best diff:..:..?l:ate Vail from th e
....y..i.&tition and take advantage of Vail's strongest attributes.
• Meet together quarterly. It would be particularly beneficial to meet in mid-summer,
prior to the budgeting r ".od and before the CSE begins to consider all., ?: "ons for
the following year.
• Promote the building of an "events' center in Vail, as opposed to a "conf:,.i...ce"
center. Pam Brandmeyer added that there may be an opportunity to move forward
with this idea, as the Town Council will be conducting a poll to ferret out ideas for
alternative uses for the ConL.:..,,ce Center Funds (which now total almost $9M) with
the in: ?, J ;on of developing a ballot question for the November election.
The meeting adjourned at 10:10 a.m.
Minutes taken and submitted by
Sybill R. Navas, CSE Coordinator
February 27, 2007
V
Vail
Chamber &
Business
Association
Wednesday, March 21, 2007
Commission on Special Events
Town of Vail
75 S. Frontage Rd.
Vail, CO 81657
Dear Members of the Commission on Special Events:
241 S. Frontage Rd. E., Suite 2
Vail, Colorado 81657
Phone: 970.477.0075
FAX: 970.477.0079
E-mail: info C vailchamber.org
Web Site: www.vailchamber.orp,
CAX CL
07
In response to the business community's request for a "kick-off to summer" event, the VCBA is proposing a
family event for Saturday, June 23. It is loosely based off the success of the Big Wheel/Chili Cookoff and will
fill a niche at that time of year that has not been filled. There is generally a lull between the Teva Games and
the 4th of July festivities and this event will provide continuity for merchants and visitors alike.
The event will take place on Bridge Street and upper and lower Gore Creek Drive. We have decided to put a
fresh spin on the event and feature BBQ, as it lends itself to a western theme. Promoting it as a family event
will draw the local community into town to kick-off the summer. For the inaugural year, we are proposing a
small, one-day event. It is our hope that in subsequent years, it will grow in size and popularity, expanding to
a weekend-long event with more activities, restaurant participation, and additional entertainment with a larger
geographic draw.
We have commitments from Coors, Coca-Cola, and Dasani to sponsor the event and are in the process of
working out the details. Additionally, three restaurants have already signed up to participate! Resort
Entertainment is also in the process of coordinating street entertainment for that weekend and we will work
with them to complement what they have in place.
The VCBA is excited about this event and look forward to working with the Commission on Special Events
and the business community to produce an event which is beneficial to the Town of Vail. We appreciate your
support.
S' rely,
K VC rry
Executive Director
Vail Chamber Board of Directors
Rich tenBraak. President
Manor Vail
Marka Brenner
Blue Sky Mortgage
Lourdes Ferzacca, Vice President
La Tour
John Cogswell
The Squash Blossom
Ron Weinstein, Sec.-Treas
Roxy
Steve Rosenthal
Colorado Footwear
Kaye Ferry, Executive Director
K. Ferry, Inc.
VAIL CHAMBER & BUSINESS ASSOCIATION
?` BRIDGE STREET BBQ BONANZA-SATURDAY, JUNE 23, 2007
FUNDING PROPOSAL
REVENUE
BEER SALES $3,960
ENTRY/PARTICIPATION FEES
Giant Moonhounce 400
Dunk Tank 400
Dog Show/Contest 50
TOTAL REVENUE $4,810
EXPENSES
CONCERT
Band Fee $3,000
Stage/Tent Rental (20'x 20') 1,750
BEER TENT
Coors sponsored beer (55 cs (i $18/cs) 990
Tent Rental (20'x 20') 250
OTHER EVENT TENT RENTALS
4 tents (d: $125 ea (10'x 10') & chairs Cu! 1.25 ea 610
GIANT MOONBOUNCE
Rental ($2001hr for 6 hrs) 1,200
Delivery 165
Attendant (6 hrs Cd) $10/hr) 60
PONY RIDES
$300/hr for 4 horses for 6 hrs 1,800
PUPPET SHOW
Performers ($1000 for 3 hrs) 1,000
DUNK TANK
Rental ($200 for 6 hrs) 200
Delivery 165
Attendant (6 hrs (%7 $10/hr) 60
DOG SHOW/AGILITY CONTEST *details forthcoming
Equipment for course 160
Attendants (4 ppl for 2 hrs @? $10/hr) 80
Prizes-donated U
STORYTELLING
Featuring Frank Doll-1 hour/donated (l
ADVERTISING
Vail Daily (2 full-page & 2 half-page/full color) 2,945
Sandwich boards for event schedules 900
Flyers-distributed to local business 120
SECURITY
8 ppl (g, $35/hr (1 @ beer tent plus 7 t? entrances/exits for 6 hrs ea) 1,680
ID check station (2 ppl for 6 hrs L$10/hr) 120
3 roaming volunteers 0
MANAGEMENT FEE
VCBA labor, office expense 3,500
TOV PERMITS
Special Events 50
Amplified Sound 50
Liquor 50
INSURANCE
Special Event/general liability 3.000
TOTAL EXPENSES $23,905
TOTAL EXPENSES OVER REVENUES $19,095
i0v
ryl *.
DENVER & THE WEST
SUNDAY, MARCH 18,
Give 'er an A! Give 'er a W! Give 't
an A! Give 'er an R! Give"er a D!
Save the cheerleader, save the world. And save me a seat
at the Vail Film Festival.
Way-hot a.,:-?..,s Hayden I
who plays tite indestructibl
leader on "Heroes," is honc
the Breakthrough Actor of
Award. The fr , . J is Mari
zg-April L
Sophia Bush, who starred
in "The Hitcher" and
CVs "One Tree Hill,"
gets the Rising Star BILL M
Award, and legendary di- Denver Post St
rector/actor Harold Ra-
mis gets the Gold Summit Award.
Sean Cross, who presents the-festival
with his brother Scott Cross, says the
fest is developing nicely, now in its
fourth year.
"It keeps getting better as there is
more awareness about with the public
and the industry," Scott says.
He figures the clips reel at the Ramis
salute will "blow people away," with
scenes from "Animal House," "Stripes,"
"Ghostbusters" and "Groundhog Day."
All of the stars in town will be hanging
at parties, receptions and screenings.
° Ibis isn't a , A. :z-rope kind of festi-
val," says Scott "It's just Ind back, casual"
For info, go to vailfilmf..? :..1org.
)me fans, you can bid to be a
Age at the four-day tryout ses-
ons. The auction ends Monday
ght. It was at s5775 Friday, and
l $ to Broncos Charities.
Yft our song
Here's Stephen Colbert on
"The Colbert Report" last
TED week on Colorado's choice of
Columnist a second state song: "Relax,
America. 'Rocky Mountain
High' is not about drugs. On the other
hand, `Thank God rm a country Boy'. is.
'When the sun's comin' up, I got cakes
on the griddle...' is clearly a reference to
blond Lebanese hash."
is
off
Husband-head
Here comes the judge
Broncos cheerleader auditions start
March 25. Go to denverbroncos.com to
get the deets if you want to dance or
want to be a judge.
A judge? In a d.:..- come true for
Rifle couple Heidi and Paul Rice are fea-
tured on tonight's "Dateline" (6 p.m.,
SUSA-Channel 9). Nope, it's not "To
Catch A Predator." It's a story on sports-
obsessed men and the they ignore.
Heidi is a humor columnist for the
Glenwood Springs Post Independent and
often writes about Paul, calling him "hus-
band-head." She was in cahoots with
"Dateline" to.secretly videotape hus-
band-head while he watched a Monday
night Packers game from his couch at
home - drinking beer, ignoring his wife,
drinking beer, chthe team and ask-
ing his wife to L.:..,y him more beer.
"He was a good sport about this," she
says.
Are they going to have friends over for
Director/ Stephen Col-
actor Harold bert hashes
Ramis 9,v4a,?", out the mean-
reaches the ings of two
film Summit. , songs. Ell
a vL,, L4 party? "Oh, no," says Hei.
"We're going to hide under the bed
city spirit
Judy Collins postponed her show s
Paramount on Friday night. She ma
to town, but her band was caught ii
NYC with the weather. Tix honoree
reskedded date: March 25 .. Sen. Ba
Obama in town today, 4:30 to 6:3o p
Sherman Street Event Complex. Tt
price of admission has been lowere
from sioo to a "suggested donation
s25. His handlers want r ?..r,le more
money. There is also a dinner at Jai
Crowe's Englewood home - for $z,;
You can see Sen. John Kerry and To
Heim: Kerry for free n a.m. April 15 a
Tattered Cover LoDo... Sez who: -
all right letting yourself go as long ;
you can get yourself back." Mick Jai
Bill Husted's column q, - Sunda
Tuesday, Thursday and Friday. Hus
also appears Tuesdays and Fridays
"Good Day Colorado" on Fox 3i. Yo
reach him at 3o3-M-1486 or at
Iihusted@denverpostcom. Take a p
Husted's next column at
denverpostbioghouse.cont/husted.
Vail Pest
be cheer
for Hayc
Page 1 of 5
This help?
10' x 10'Tent
Um =11?
1
i
Mike "Mac" McMenamy
Omni Promotional
800-419-6664
From: Ubby McCarthy [mailto:libby@vailchamber.org]
Sent: Monday, March 05, 2007 10:21 AM
To: 'Mac McMenamy
U"
Subject: RE: Tent Quote
This could definitely be a possibility. We're just playing around with looks right now. Could we also see all three logos on just one side,
and then our logo paired with vail on one side, and our logo paired with the town of vail logo on another (two logos on two sides)? Thanks
much,
Libby McCarthy
Vail Chamber & Business Association
Li bbv@VailChamber.oro,
r .. va
i
Sides 1 & 3 Sides 2 & 4
j. I
j. i
3
i
O' x 20'TE
3/8/2007
Town of Vail Commission o i Special Events: 2007 Contract and Payment. Status
1
_ 2007 Town Council Allocation: $750,000.
2007 CSE Total Funds
Event: 2007 Dates: Contract Status: Fonds Paid Out.
The Session
Vail Mardi Gras
American Ski Classic
Vail Film Festival
Spring Back to Vail
Taste of Vail
TEVA Mountain Games
King of the Mtn Vollyball
Farmers' Market
Street Entertainment
BBO on Bridge St
Vail Lacrosse Shoot-out
America Days
Kick-It 30 Soccer
Vail Arts Festival
Circus Chimera
Gourmet on Gore
Oktoberfest
Harvest Festival
Colorado Walks:Race/Walk
Snow Daze
Holidays in Vail
Martial .Arts .Festival
Subtotal: Event Funds
Jan 11-14
Feb 18-20
Mar 21- 25
Mar 29- Apr 1
Apr 2-15
Apr 11-15
May 30- Jun 3
Jun 1b-1,7
Jun 17- Sep 16 (Sundays)
Jun 22- Sep 3 (11 weeks)
23-Jun
Jun 27- Jul 4
4-Jul
Aug 3- 5
Aug 10-12
Aug 31- Sep 3
Sep 1- 2
Sep 7- 9 (LH) and 1'4-16 (VV)
23-Sep
23-Sep
Dec 3-16
Dec 31 + Other Dates TBD
Oct 13-14
Administrative Allocations: - Office and Meeting Expenses
TOTAL ALLOCATIONS:
C8E FUNDS REMAINING:
CSE/sn
Funds
$26,000
$5,000
$10;000
$65;000
$65;000
$10,000
$90,000
$10,000
$50,000
$50,000
$20,000
$12,600
$50,000
$30;000
$17,500
$0
$40;000
$80;000
$10,000
$5;000
$55,000
$35,000
$5,000
$741,000
$3,500
$744,500
$5;500
as of 2/9
as of 2/9
as of 3/2
as of 3/3
as of 3119
as of 219
as of 219
submitted'2 on 3/20
as of 2/9
as of 2/9
as of 3/2
as of 2/9
CANCELLED
as of 2/9
as-of 219
$26,000
$5,000
$10,000
$21;667 $21,667
$21,667 $21,667
$10;000
$30,000
$3,400
$12,500
$16,667
$10,000
$5,834
$13,334
$26,667
submitted 3/16
as of 2/9 $18,334
as of 2/9 $11,667
2007 Contract and Payment Status
Pa/d Out:
$26,000
$5,000
$10,000
$43,334
$43,334
$10,000
$30;000
$3,400
$0
$0
$12,5001
$16,6871
$10,0001
$5,8341
$01
$13,3341
$26;6671
$01
Amount Still
$0
$0
$0
$29;666
$21;666
$0
$60;000
$6,600
$50,000
$50,000
$0
$33,333
$20,000
$11,666
$0
$26,666
$53,333
$10;000
$18,334 $36,666
.$11,667 $23,333
$0 $5,000
$286,0711 $454,929
$64
$286,135
$3,436
$458,365
Updated: 3/22/2007
MIND it hS:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers .
Tuesday, February 27, 2007
CSE Members Present Dave Chapin, Clint Huber, Meggen Kirkham, Scott Stoughton and
Heather Trub CSE Members Absent. Robert Aikens and Stephen Connolly Others Present:
Pam Bran6neyer, Laurie Asmussen, Kaye Ferry, Matt Green, Kevin Reese, Kris Friel, Greg
Raffle, Lourdes Ferzacca and Sybill Navas
Immediately following the adjournment of the joint meeting between the VLMDAC and the CSE
Ch: ?*L an Dave Cht ,1- called the meeting to order at 10:15 a.m.
Administrative Items:
• Pam Brandmeyer, acting as deputy for Town Clerk Lorelei Donaldson, swore in
newly appointed and - err,:nted CSE Members, Meggen Kirkham and Heather
Trub, for terms ending December 31, 2008.
• Sybill reported a couple of corrections to the minutes which had been ?,1.r.,,ssed by
Stephen Connolly. After some discussion, it was moved to arr. re the minutes as
V.,,ented.
M/S/P: Clint Huber, Scott Stoughton, Unanimous.
Coordinator Report: (5 minutes)
• Financial Report: A ?r.,.adsheet was presented showing financial distributions to
date.
• Martial Arts Festival: Jason Field has indicated that he will produce the event over
Labor Day w o;1end, as was r, -r . sed in his application for CSE fiords. CSE
members agreed by consensus to accept these dates.
Special Event Guide and Application: Pam Brandmeyer, accompanied by Kris Friel and Greg
R.aile, reviewed the progress to date on the production of the Special Event Guide and
Application. As d:.:...r by the Town Council, a sul, , ,mittee consisting of &...yJf, Greg We
of the TOV- IT Dept, Kris Friel of the Community Information Dept., Mike Vaughan
. Qua w ending the Fire Dept and the ERC, and Heather Trub fi.,m the CSE met to review the
RFP's that the CSE had received their process last summer. After consid.,4on, all were in
agreement that the . ,5. ;ect would . jL ;; significant TOV staff input and that the project could be
done most efficiently and cost efr;,.Lvely in-house, with the addition of a web-design contractor.
A m;.:.C.:..g of local event pr+odu. ".I. followed and their suggestions were then r.?,.?ented to the
ERC for their input prior to a eon.,;.,.jal to the Town Council. The finished product
is intended to be an informative piece with fomns attacbed that can be prwl d out or downloaded
and completed online. At their rr ...LL4 on February 6, the Town Council app.., red the
recommendation and funding to proceed in 2007, with a goal of completion by mid- May. CSE
members agreed with the recommendation by consensus, adding the suggestion that it be kept as
simple as possible and the request that they might review the draft before the document is
finalized.
CSE/sn Revised Minutes: February 27, 2007 Page l of 3
HarvestFestival: Lourdes F;,.A,.cca, President of the Meadow Drive Partnership, explained that
it would not be possible to produce a weekend long event, as ,-.amted in their original prop..
which sought'$32,000, with only a $10,000 allocation. It is the Partnership's intention to host a
"glorified" F......ers' Market on Sunday, September 23- utilizing the vendors who are willing to
extend their season another week and augmenting the scene with a "Harvest" theme. She stressed
that without the Harvest Festival, there would be no final Farmers' Market on the 23rd, and that
the business community sees this as an opportunity to take advantage of the'peak of the aspen
colors. There was some question as to whether the event could be moved to Saturday in order to
incentivize overnight visits, but Lourdes stated that they would not beable to get the remaining
Farmers' Market, vendors to a,,.. to the change of day. The CSE agreed by consensus to
r te'the change from a 2..&y event to a 1 day event and maintain their allocation of $10,000
for the Harvest F,,.,;; gal as described.
BBQ on Bridge Street: Matt G.". and Kaye Ferry explained an event r r W oal and finding
request in the amount of $23,000 for. a BBQ on Bridge Street, produced by the VCBA, to be held
on Saturday, June 23, 2007. The event is intended to be it family-oriented, ambient event for
locals to kick-off of the summer season, modeled after the Chili Cookoff, which was produced
by the VCBA for several yes before it combined with the Big Wheel race.
Colorado Walks: Event ,..,,ogal and funding request in the amount of $12,500 to, support the
"Vail Village Mile," `to be held,on Saturday, S-,,?,:,?:.ber 22, 2007:.Jan Ward and Gay Page were
unable to be r.-gent on a.r;....mt of poor road conditions from Denver.
? -. After brief discussion, Meggen Kirkham moved to allocate $5,000 for the "Vail Village
Mile" walk ran component of the proposal and $20,000 to the VCBA for the purpose.of
putting on the BBQ on Bridge Street. During dion, other CSE members asked,that
the VCBA come back with additional information on potential Isponsors,.the possibility of
combining musical entertainment with xhe already fimded 44 ,:.t entertainment program and
more specifics on the plan and theme of the event .M;:,.. amended her motion to condition
the VCBA's portion of the.allocatiion on this .:., . est, and 1YIY?W3 amended h .?i. a.-A. The
motion passed.4-1, all voting in favor except Dave Chapin who was .?Y used: Matt and Kaye
ate. 1 to r.:,.,ent the requested information at the CSE meeting in March, prior to final
M/SM: Meggen Kirkham, Heather Truk pates 4-1 with Dave Chapin r r med.
New Business:
Kaye Ferry, ref,...:ng to the ongoing dissatisfaction with the mixed array of tents that are
part of most ev:,..L. in Vail as opposed to the classier look of events in Beaver Creek resulting .
their requirement that all of the tents be identical and sport the resort logo, presented the
CSE with the' suggestion that the VCBA would purchase tents of a high quality that would L:,".
the VCBA logo and would `i :. side them for rent to event producers in VaiL She requested that
the CSE implement a requ:.... ent for all event proma ..y to use these tents before . ,?,.Lng or
L ... King fiom other sources, and that the VCBA would'gu,., ..tee a competitive rental fee.: CSE
members a,. ,A to considef'this item at the March m;.,;. .g in order to give local event producers
an opportunity to give their input
Kevin Reese, . ??,. renting Zaring/Cioff Entertainment, updated the CSE members on the
cL..:....1 status of the Urban Convergence Festival. He informed the CSE that MTV had decided
that the timing of the ivent would not work out for them to be the exclusive media sponsor of the
event, leaving the door i ?... for discussions about a major media partnership for the UCF with
Nickelodeon and BET. It is anticipated that when the media partnership ae,:,: -ents have been
CSE/sn Revised Minutes: February 27. 2007 Pa,e 2 of 3
confirmed, Zaring/Cioffi will be in a position to secure $3 million in dl ... sorship support for the
event. Although multiple sponsorship prospects are pending, the agreements have not been
finalized as of March 2, 2007. He highlighted the charity involvement of the event with the
highly visible issue of childhood obesity, which has resulted in ?:. ,g celebrity support and
interest.
Motion to adjourn at 12:00 px&
M/S/P: Clint Huber, Meggen Kirkham, Unanimous.
Minutes taken and submitted by
Sybill R Navas, CSE Coordinator
February 27, 2007
Approved by/ Date: March 27.2007
v
CSE/sn
Next Regular CSE Meeting:
March 27, 2007 at 9:00 anL
Vail Town Council Chambers
Revised Minutes: February 27. 2007
Nee 3 of 3
?77/07
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