HomeMy WebLinkAbout2007-07-24 Support Documentation CSE Regular Meeting
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MINUTES:
Town of Vail: Commission on Special Events Meeting
VAIL LIBRARY COMMUIVit it f ROOM
Tuesday, July 24, 2007 at 9:00 a.m.
CSE Members Present. Clint Huber, Bobby Bank Stephen Connolly, Meggen Kirkham, Heather
Trub and Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present: Pam
Brandmeyer, Kelli McDonald. Je,, A I ...de Schulze, Kriwan Carey for Bill Jmen Pocky Walker,
Kevin Foley, Kaye Ferry, Laurie Asmussen, Bill Jemu Joe Blair, Amy Oberly, Leon Fell, Matt
Greene, Bob Isom, Jim Cooper, Craig A. f,,, d John Pellerito, Jeff Wiles, Scott Speedy, Joe
Walker, Tom Nevens, Jim Cooper and &bill Navas
AGENDA:
Chairman Dave Chapin ealled the meeting to order at 9:05 am.
Administrative Items:
? Motion to approve the Minutes of the meeting of June 26, 2007, as presented.
M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous.
Coordinator Report:
• The Financial Statement was reviewed and no issues were identified.
• Convergence Festival Update: Referencing the. r:,. a from John Zaring, Sybill infon wd
the CSE that John has been negotiating with the city of Philadelphia to host the t:,,t,:val
there.
Events in Lionshead: With the completion of Arrabelle and the ,laiilt,+.t. in the mall, the LH
merchants had requested time to discuss how to best utilize the new facilities and bring some
events back into the,,... Sybill introduced Jeanette Schulze, the new manager of Arrabelle, who
informed the group that the expected opening is January 5 and that they are ex..caAdy in the very
preliminary stages of developing a policy and plan as to how the pkm will be used, with the first
focus group meeting on August 1.
Packy Walker stated that the maps that the Fine D.v..2nient is creating with the help of
Code Enf.,a"-';...t will ,:' ride a template for where t.:,..1, and activities can be set up
within the mall and will be very useful in providing guidame as to what t) ,,.u and what stele of
events can be planned and will identify *."a where the spaces can be used. Sybill affirmed that
these maps are "tin the works" and ?-.r to be ?,, o, : ijeted within the next few weeks. Packy
added that he wa..:.+ events "everywhere," including Vail Square, the Mall and the Ski Yard.
There &, consensus that e. v."" should flow through the mall, as odd to being.YL J at one
end or the other. CSE members reaffirmed that they are committed to mWporting events in
Lionslead and enoomaged the merchants to be,.,., AXve, and bring back'some x.: r sals through
the RFP process that reflect what they would like to see.
Bill Jewitt c mmt 16 L J that the type of events that wmk part lady well are car shows,
arts and antique festivals and other activities that extend beyond a two hour time fiame. There
was consensus among the Lionshead merchants that &.i, :vals, rather than ambient music and
jugglers, r.,?, ride a better interaction with the businesses:
Stephen Connolly suggested that the Lionshead merchant group meet and develop a plan
for what they want, then hire an event promoter to ..,.r,?...ize the event and bring the r..,rosal
forward to the CSE as part of the fall funding process.
Specific suggestions for events included:
&,'4.,:on of existing into Lionshead:
Spring Back to Vail
TEVA Mountain Games
Taste of Vail
Film Festival
And adding:
1' Night Family-Friendly New Year's Eve CeleL.al:on
Bring the Climbing Wall and the Miniature Golf Course back.
Carnivail, " A Mardi Gras Celebration in the Arrabelle Plaza
Jeanette Schulze,:..rr.i;.ssed that the Taste of Vail, a return of the Jammin' Jazz Nights and the Is
Night Celebration might provide good fits for the plaza.
Dave Chapin thanked everyone for participating with such passion and again encouraged the
Lionshead merchant group to come forward with some of these,,..... teals in response to the
CSE's RFP.
VRDiTOV Facilities Enhancement ' - Sybill explained that Vail 1L.16....Lon District
and the Town of Vail have begun a process to evaluate the facilities owned by the Town and
managed by the Re....,.::on District and are requesting feedback on what improvements might be
made. to existing facilities and/or what additional facilities might be useful with regard to special
events. She added that irk :.?.1sL of the VRD.and the Town of Vail had met last +o.A with .
several of the event producers of the larger events in Vail. to discuss .§,:...:ficallywho types of
V; ","I, would enhance Vail's ability to produce more and better events. At that meeting, several
of the producers of concert events ,,+. _&Wd that the inability to control the concessions and
liquor sales in both Ford Park and the Dobson Arena makes it very M icult to justify the risk of
the high cost of bringing, m name: acts- as ticket sates often do not even cover the cost of the
talent All vim in that G 61 1 ? LiJ,g, partiadarty around the Ford Park Parking lot, lighting
and the availability of electrical power were important improvements that should be considered
in the development of any ?<.
It was ..,,,'.A that Beaver Creek sz.,,..s to be able to host large ev:...L, ona regular Lw:a
without the impacts that are felt WWI Ville and that the "politics" of producing events in
but
stated that the mercha..t, do call Tony O'Rourke,
Vail is not so evident there. Kaye Ferry
that the R,eswt.Company's s:r...?4. is that the events are good for the whole, that is the end
of the discussion. .
Leon Fell his ,?rn that the VRD has 1 sed changing the Ford Park
athletic fields from grass to artificial turf and that this would make the set-up of the King of the
Mountain Volleyball. totSnainen3 llVossible, ?...+,L this artifical ?, 4 0l fi,L Co111d nOt tDl:...?.e the .
stakes required to set-up the number of tL1. ?, ,fcourts L He also stated that the sand .
courts attract the top players who can provide the "big show," and that continued wi+&..sion of
the tournament is limited by the fact that. Vail has only 3 sand courts.
Bob Isom and Craig Arford both stud that ev held in the Dobson Arena provide a
positive impact in the Lionshead ?..:,.., and encouraged more use of that venue. Bob Isom also
requested that the Town of Vail enforce the policy that no parking be allowed on the F.,,..6ge
?linut?,? (i- Via. 1?Ili7
c 5f.;;i
Road until both the Vail Village and the Lionshead parking stru..4.,.5. have filled He e.,?w.ysed
his concern that when parking is allowed on the r ,..,.Cage Road by Ford Park in the summer in
advance of the Lionshead structure being filled, it results in very few coming into
Lionshead after a concert or other activity.
Formalize 2005 RFP mud F Sebm d . CSE Members reviewed the updated RFP for
2008 and the following proposed allocation and fall meeting schedule:
• Wednesday, August 1: 08 RFP Available on TOV Webpage and Press Release
• Thursday, September 20 from 8:30-9-3.: Joint Meeting betw,L&-, the CSE and
VLMDAC at the regular VLMDAC monthly meeting.
• Friday, October 5: RFP's due no later than 5 p.m.
• Tuesday, October 23: Review RFP's at regular CSE meeting- expect an all day meeting
• Tuesday, November 27: CSE &,'?;.,-ines 2008 funding allocations
• Monday, Deeember 1: Notification to all RFP subnnitters as to CSE decisions
Kaye Ferry suggested that the CSE ask the Town Council to take back the ?.ons><"bility for the
funding of America Days and Holidays in Vail, stating that these are mandated events and that
the CSE's funding for them is not discretionary.
Motion to approve the 2008 RFP and FwWhmg A®ocation Sebeduh? as pr+esentea.
? M/SP: Clint Huber, Bobby Bank, Unanimous
IrhW Reports:
Tast 6. of VaRIUmb Cookoff- Amy Oberly distributed an event recap* and budget.
Stating that the event is completely sold out with .,,0 ; J to.5j..w ,L on Gore C,,&.6 L Drive and
Bridge Street, and that they intend to move the event to Thursday next year so as not to A.
with the'S ;,w: Beat Ca,.,. ;&L She i d that they would not be opposed to considering using
the new Arrabelle Plaza for their grand tasting event. She also noted that the Taste of Vail will
fall on the some weekend as the Film F:.Z, gal next year and that they are woddng together to
develop a combined r,- i, for the two events.
Teem Mountain Games- Joe Blair made a PowerPoirrt r.:,?:,tiaation for the CSE
highlighting the most successful Mountain Games to date. With an estimated attendance of over
30,000 r ; - i le, the indepe> surveys that had been contracted by U?ditional Marketing
showed that 58% of the attendees were visiting Vail specifically for the , riding over
$153K in direct sales tax revenues with an ROI of $1.71 based on the Town's funding
contribution. He j.,w?d that the Mountain Conn provide the l r; cash purse in the nation for
all of their events. Citing the su....:...*-, of the kids' area and the dog events, they 11 1 L ? ? ? I X to
explore ways to Lr ; y d the event and t ! , , ride "something for everyone. Joe indicated that they
would consider i,.,I.,,.Ang the event into Lionshead as opportunities r?:..yent themselves and
some of the major construction p ?..? ?6.Lw.i, to 001311k0. M?,,;y ,. Kirkhram combed that
the "Sr . , ...Y les" concert was excellent, but that it was unfortunate that it was unadvertised and
pooddy attended. Joe responded that this y,a,"s concert came together at the very last
minute, but that the band had such a time they would like to return again next year. In
. z .. a to a question from Dave Chapin asking if they were considering cqmnding the ,y, , to other locales, Joe anM., :.J that, although they remain committed to Vail, they are always
additional sites if someone is willing to "pay."
v
Funding Request: Vail Economic Advisory Council and Town of Vail Community
Development/Kelli McDonald and Rubel Friede. F; .1 ..NJ to promote a town-wide sidewalk
sale on the weekend of August 17-19. Kelli mq)1ained that this idea had originated with a request
made by Gorsuch to place .) .. ,e racks of merchandise outside their store over a weekend in
August and evolved into the idea of "t.w.: j, 'the pressed Special Promotions Permit concept
by creating a town wide sidewalk sale on the weekend of the start-up of the VLMD's "81W
psoutotion. She indicated that some additional money to market the event might come from the
Con. , ,. „on Mitigation Fund About half of the CSE's funding would be used to hire an
who would ".v? the merchants and coordinate the, mum Sybill afimmed that it
would be possible to allow this activity under a Sr . .'al Event it would be open to
all of the TOV The CSE approved the request of $SM.
? MIS/P: Stephen Connolly, Meggen Kirkham, Unanimous.
New Bea: Sim Connolly wed the CSE that he will be interviewed in tine nexI week
for the p. a:Y ;on of manager of the Vail Farmers' Market.
Motion to adjourn @ 11:40 am.
MIS/P: Stephen Connolly, Meggen Kirkham, Unanimous
Next Regular CSE Meeting:
August 21, 2007 at 9:00 a.m.
Vail Town Council Chamherc
?t,? C? 9-aS-ROO?
( ;}. ,n ,)7 '' ,,,,?, i3:"-"..k2 -1
MINUTES:
Town of Vail: Commission on Special Events Meeting.
VAIL LIBRARY COMWU14i j[ i ROOM
Tuesday, July 24, 2007 at 9:00 a.m.
CSE Members Present: Clint Huber, Bobby Bank Stephen Connolly, Meggen Kirkham, Heather
Trub and Ch,..:, ,,.ran Dave Chapin CSE MemberAhsewW Scott Stoughton Others Present. Pam
Brandmeyer, Kelli McDonald,. Je,, ?.., ate Schulze, Kriwan Carey* Bill Jensen, Packy Walker,
Kevin Foley, Kaye Ferry, Laurie Asmussen, Bill Jewitt, Joe Blair, Amy Oberly, Leon Fell, Matt
Greene, Bob Isom, Jim Cooper, Craig Arford John Pellerito, Jeff Wiles, Scott Speedy, Joe
Walker, Tom Neyens, Jim Cooper and Sybill Navas
AGENDA:
Chairman Dave Chapin called the meeting to order at 9:05 am.
AdminL, C .,,Ave Items:
? Motion to approve the Minutes of the meeting of June 26, 2007, as presented.
M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous.
Coordinator Report:
• The Financial Su....ent was reviewed and no issues were identified.
• Convergence F.;.X gal Update: Ref,,, . wing the .L.:.?. fivm John Taring, Sybill informed
the CSE that John has been negotiating with the city of Philadelphia to host the festival
there.
Events in Lionshead: With the completion ofAnabelle and the y4.?its.,a.- in the mall, the LH
merchants had requested time to discuss how to best utilize the new facilities and bring some
ev:,,.. , back into the ?.`,.?. Sybill introduced Jeanette Schulze, the new manager of Arrabelle, who
informed the group that the expected ,., is January 5 and that they are currently in the very
prelimi..w.".1 stages of developing a policy and plan as to how the plaza will be used, with the first
focus group meeting on August 1.
Packy Walker..&A , I that the maps that the Fire D. j-,,L-znt is ... ".SM with the help of
Code Enf,,.., -cut will r , - ride a t,-,late for where tents and tem,..,,.. j activities can be set up
within time mall and will be very usefid in peniding guidance as to what types and what scare of
events can be planned and will identify .%.? where the spaces can be used. Sybill affirmol that
these nu, 4 are "in the w .i..L' and ,"6,?, -L 1 to be completed within the next few weeks. Packy
added that he wants events "everywhere," including Vail Square, the Mall and the Ski Yard.
There was genus that ev:..if.& should Bow dv vugh the mall, as opposed to bemg sited at one
end or the other. CSE members ac,"ffirmed that they are committed to supporting events in
Lioa? and encoumgod the , , , , W to be ""ive, and bring back some j ? sals through
the RFP pro.r:..-,.b that reflect what they would like to see.
Bill Jewitt commented that the type of a that wo& particularly well are car shows,
arts and antique festivals and odwr activities that extend beyond a two hour time L?....i. There
t til 511 1linutc : U' 24-200 Y,td.? I ail .{
V
was consensus among the Lionshead merchants that festivals, rather than ambient music and
jugglers, r.,.,. Aide a better interaction with the businesses.
Stephen Connolly suggested that the Lionshead merchant group meet and develop a, plan
for what they want, then. hire an event, prom.,L. to the event and bring the proposal
forward to the CSE as part of the fall finding 9 ,rss:
Specific suggestions for events included:
Expansion of existing events into Lionshead:
Spring Back to Vail
TEVA Mountain Games
Taste of Vail
Film Festival
And adding:
I' Night Family-Friendly New Year's Eve Cele:..c.:Yon
Bring the Climbing Wall and the-Miniature Golf Course back
"Camivail, " A Mardi Gras CeleL.,Xon in the Arrabelle'Plaza
Jeanette Schulze,..,,,.;,ssed that the Taste of Vail, a .`.turn of the Jammin' Jazz Nights and the 13`
Night Celebration might provide good fits for the plaza.
Dave Chapin thanked everyone for participating with such passion and encouraged the
Lionshead merchant group to come forward with some of these r - "r ?1s in response to the
CSE's RFP.
VRD/TOV Facilities Enitaneenimt Dom: Sybill explained that Vail Ri.- District
and the Town of Vail have begun a r. ,..ess to evaluate the facilities owned by the Town and
managed by the R".,Aon District and are requesting feedback on what im.,..,-, vements might be
made to existing facilities and/or what additional facilities might be useful with iegard to special
events. She added that Y:.?k w..of the VRD and the Town of Vail had ? last week with .
several of the event produ.,;,.., of the larger events in Vail to discuss -V,..:fically what types of
venues would enhance Vail's ability to produce more and L events. At that meeting, several
of the producers of concert events expressed that the inability to ?,.uC..,l the concessions and
liquor sales in both Ford Park and-the Dot .,? A.,:; ?4. makes it very difficult toy, u.3. Iy the risk of
the high cost of bringing in nu...:: acts- as ticket sales often do not even cover the cost of the
talent AN were'in N 1. 6.6S i,k..IIXthat par&ulady around the Ford Park Parking lot, lighting
and the availability of electrical power were important: improvements that should be considered
in, the development of any vi..a+.r.,.
It was that Beaver Creek s:."_s to be able to host large events on a .:.6.ular basis
without the impacts that are-felt in Vail Village and that the "politics" of producing events in
Vail is not so evident there. Kaye Ferry stated that the merchants do call Tony O'Rourke, but
that the Resort Company's ."-6w.ze is that a ...i the ew are good for the whole, that is the end
of the discussion. 1
Leon Fell his Concern that the VRD has r,: , f 64 ?A changing the Ford Park
athletic fields kom. to artificial turf and that this would make the set-up of the King, of the
Mountain Volleyball form impossible, . ?.. the artificial suort,., . could- not toL.,ak the
stakes required to'set up the nL L.IL 1, `. Of 4.: . courts required. `He also stated that the sand
courts attract the top players who can provide the "big show," and that continued ?.,v nsion of .
the tournament is limited by the fact that Vail has only 3 sand courts.
Bob Isom and Craig Arford both stated than events held in the D&,, m Arena provide a
positive L. , wct in the Lionshead w.:,,., and encouraged more use of that venue. Bob L.,_ also
requested that the Town of Vail enforce the policy that no parking be allowed on the Frontage
Road until both the Vail Village and the Lionshead parking structum have filled. 1.
.his concern that when parking is allowed on the FI "..Cage Road by Ford Park in the summer in
advance of the Lionshead shvcture being filled, it in very few p:,.ale coming into
Lionshead after a concert or other activity:
Formalize 2008 RFP and FundWg Selmhd : CSE, Mem reviewed the updated RFP for
2008 and the following t:,16 fused alit aZon and fall meeting schedule:
Wednesday, August 1: 08 RFP Available on TOV Webpage and Press. Release
• Tharsday..Septembee 28 from 3LV*.3®: Joint Meeting between the CSE and
VLMDAC at the regular VLMDAC. monthly meeting,
• Friday, October 5= RFD's due no later than 5 p.m.
• Tuesday, October 23: Review RFP's at'regular CSE mz.X: expect an all day meeting
• Tuesday, November 27: CSE determines 2008 funding allocations
° Monday, E 6,1.6,1jIJ ber, is Notification; to all RFP subenittirs as toCSE decisions
Kaye Ferry suggested that the CSE ask the Town Council to take back the,. "r ?,Wsibility for the
funding of America Days and Holidays in Vail, t,.4..ng that these are mandated events and that
the CSE's finding for them is not dis..-,cGonary.
Motion to approve the. 2®08 RFP and Funding S as meted.
? M/SP: Clint Huber, Bobby Bank, Unanimous
Final,Reports: . .
Taste of VaWIAmb Coolwff- Amy Oberly distributed an event recap and budget.
Stating that the even[ is wmpletely sold ou l with ? 1 to a?....?:. an Goic Creek Drive and
Bridge Street, and that they inter to move the event to Thursday next year sous not, to l zu
with thug Street.Beat Concert. She indicated that they would not be opposed to considering using
the new Anabelle PWa for their,, .? , ,d tasting event. She also noted that the Taste of Vail will
.fall on thesame weekend as the Film ,F" tl ml next year and-that *cy are.wodong ti, 6'6rher to,
develop a ,,o..,,bined r..? for the two`events:
Tenn Mountain Games- Joe Blair made a PowerPoint.r.for the CSE
highlighting the most su....,..JW Mountain Games to date. With an estimated attendance of over
30,000 people, the independent swm ?.y s that had been,, , A W G_6d bx Untnlitianl I1 ng
showed that 58% of the attendees were via,' I' .. ,g V ail.30r L..1,fically for the 0: 6 .? L ,es, r s , , ndmg over
S 153K in direct sales tax revenues with an ROI of $1.71 based on the, Town's funding
contribution. He . J that the Mountain C4 > W p provide the largest cash pulse, in &e nation fot
all of their e%,,.6. Citing the su.,.,:..+s of the kids' area and the dog events, they continue to
explore ways to :.J the event and provide "something for everyone., Joe indi.,gl:, a that they
would consider.,,.,,,_ ding.the event into Lionshead as opportunities r.went themselves and
:.
.. c;ommenaed that
some of the III&W . 1oq. cow to
the "Samples" concert was excellent,. but that it was unfortunate that it was unadvertised and.
tl. W : X. re poorly attended, Joe responded that this y 's concert came together at the very last
minute, but that the band had such a time they would like to return again-next year. In
:?. .
. c.,r s..tie to a question fivin Dave Chapin aslaug if they were consukring a duce gam
to other locales, Joe answered that, although they .,..An committed to Vail, they are always
considering additional sites if someone is willing to `pay."
Minot:;: 0/.' ?tlti7 k'a: c 3 i(
Funding Request: Vail Econen ie Advisory Council aid Two of Vai1,Comina®ity
DevelopmenWelli McDonald and Raebd Friede. Proposal. to promote it town=wide sidewalk
sale .on the weekend of August 17-19. Kelli explained that, this. idea had originated with a request
made-by Gorsuch to place „..,._e-racks of merchandise outside their store over a weekend in
August and evolved into tfie idea of "t ,,? , . ,?r the proposed % i.., al P otions Peffiit Corr, i.YI
by creating a town wide sidewalk sale on the weekend of the start-up of the VLMD's "8150- .
promotion. She indicated that some additional money to market the event might come: from the
'
Construction Mitigateon Fund About half of the CSE'sfunding would be used to hire an
"W. ...?zer," who wood cauvass.tlie mad3adis and eoord ziae the eves. v, L31 affirmed that it
would be possible to allow this activity under a Sr . ; Even Lim . s since it would be to'
al ofthe TOVbW,y?.L T?tappreed tke request of $SM.'
? MOP: Stephen Ccmnolly, Meggen Kirkham, Unanimous.
New Bps: Stephen Commlly d the CSE that he will be interviewed in the next week
for the position of manager of the Vail Farmers' Market.
Motion to adjourn Q 11:40 a.m.
M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous
Next Regular CSE Meeting:
August 21, 2007 at 9:00 a.m.
Dail Town Council Chambers
00?
t
Taste of Vail Lamb Summary
July 15, 2007
Amy Oberley
The third Colorado Lamb Cook-off was a great success for the Taste of Vail. We had 17
restaurants competing and 20 wineries pouring samples. The weather was touch and go.
We were more sophisticated about the layout and it worked better than last year. We
estimate that over 2,000 people were in attendance and ticket revenues were $ 14,947.00.
The American Lamb Board helped orchestrate
the event and the donated product was valued
at over $ 10,000.00. They were instrumental
in providing media support to a variety of
publications. They were very impressed with
the Taste of Vail overall and have since
contacted Taste of Vail with ideas for future
collaboration.
The Lamb Cook-off garnered regional &
national media attendance. In attendance were
The Denver Channel, Rocky Mountain News, Denver Post, Steppinout Magazine, Wine
Spectator, 5280, Wine News, West Word, the Chicago Tribune, Smithsonian Magazine
and several independent journalists. Our judges included 3 media from the Denver area
and one from the Vail Daily.
Each year our Board of Directors
reviews the Taste of Vail events in great
in detail. The goal is to produce the best
event possible. The 2008 Taste of Vail
will be held April 2-5. Easter is early
and the mountain closes early. We
believe we will be most effective at
increasing the number of visitors to Vail
at this time. Hotels are on board and are
offering a reduced Room Rate.
In 2008 we are planning on changing the night of the Lamb cook off to Thursday night to
not be scheduled at same time as the VVF Street Beat Series. This allows us more
physical area. We can extend the event physically to the east on Gore Creek Drive.
Financial Summary:
REVENUE
Ticket Sales $14,947.00
TOV Grant $10.000.00
Total Revenue $22,000.00
EXPENSES
Tent Rentals $6,500.00
Equipment purchases $1,000.00
Tickets, Tokens & expendables $850.00
Paper Products $2,000.00
Signage $800.00
Entertainment $1000.00
Volunteer Tickets $3,080.00
Lead volunteer expenses $1,875.00
Gift Bags $700.00
Judges lodging $750.00
Sponsor lodging $750.00
Media lodging $750.00
Prizes $1,750.00
Security $1,250.00
Radio Remote $1.000.00
$24,055.00
AS A STAND ALONE EVENT
1/5 of advertising & press expenses $5,000.00
1/5 of administrative staff expenses $5,000.00
1/5 of storage & equipment $2.000.00
TOTAL EXPENSE $36,055.00
Financially the Lamb Cook Off as a
stand alone event would lose
$14,000.00. As a part of Taste of
4 71
Vail it achieves our goals of
providing an event that introduces
new people to the Taste of Vail. It is
an event that is attractive and
affordable for the non-foodie local
and which attracts regional and
national media attention. We hope
that the event will help us raise
additional sponsorship dollars in the
future, but it has not done so as of
this date. We hope to enhance lamb's success by changing the night so there is no
conflict with Street Beat and have more room for possible attendees.
PUBLIC NOTICE:
Town of Vail: Commission.on Special Events Meeting
Note Change of Meeting Location
***VAIL LIBRARY COMMUNii it t(ROONI***
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
• Cony,..&."*ce Festival Update
L + ?...ts in Lionshead: With the s ompletion of Arrabelle and the slr,"iscape in the mail, the LH
merchants have requested time to discuss how to best utilize the new facilities and bring some
events back into the (30 minutes)
VRD/!'OV Fad Enhancement Discussion The Vail Rt,.,Gaion District and the Town of
Vail have begun a process to evaluate the facilities owned by the Town and managed by the
Rerr,;."on District and are- ?. k : i ?-Zj . g feedback on what impt0w+e,?nenls might be made W
existing facilities and/or what additional facilities might be useful with regard to events.
(20 minutes).
Formalize 2008 Ret and Funding Schedule (15 minutes)
Final Reports: (20 minutes per event)
Taste of Vail- Amy Oberly
Teva Mountain Games- Joe Blair
Funding Request: Vag Economic Advisory Council and Town of Vail Community
Development/Kelli McDonald and Rachel Friede (15 minutes) Proposal to promote a town-
wide sidewalk sale on the weekend of August 17-19. Request: $5000
New Business: (5 minutes)
Adjournment: 11:15 am.
Next Regular CSE Meeting.
August 21, 2007 at 9:00 a.m.
Vail Town I auneil f_ hamherv
Town of Vail
Commission on Special Events Meeting
Note Change of Meeting Location
***VAIL LIBRARY COMMUNE 1 i(ROOM***
Tuesday, July 24, 2007 at 9:00 a.m.
AGENDA:
Admire:., :_ ..,tive Items: (5 minutes)
• At,,,. rat of the Minutes of the meeting of June 26, 2007.
Coordinator Report: (5 minutes)
• Financial Report
• Convergence Festival Update
Events in Lionshead: With the ,:,,.Y„letion of Anabelle and the -'- -"ape in the mall, the LH
merchants have requested time to discuss how to best utilize the new facilities and bring some
events back into the area. (30 minutes)
VRD/I'OV Facilities Enhancement Discussion The Vail Rw....:...don Datrwt and the Town of
Vail have begun a process to evaluate the facilities owned by the Town and managed by the
&- .,Y.". 'on District and are requ w t' . g feedback on what i ...1 ., !ements might be made to
existing facilities and/or what additional facilities might be useful with regard to special events.
(20 minutes)
Formalize 2008 RFP and Funding Schedule (15 minutes)
Final Reports: (20 minutes per +'"J)
Taste of Vail- Amy Oberly
Teva Mountain Games- Joe Blair
Funding Request: Vail Eeonomic Advisory Cook and Z wn of VAN C nun= ,,,
Development/Kelli McDonald and Rachel Friede (15 minutes) Proposal to , . , . . .ote a town-
wide sidewalk sale on the weekend of August 17-19. Request: $5000
New Business: (5 minutes)
Adjournment: 11:15 a.m.
Next Regular CSE Meeting:
August 21, 2007 at 9:00 a.m.
Vail Town rnuncil C.'hau,herc
A
MINUTES :
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Tuesday, June 26, 2007 at 9:00 a.m.
CSE Members Present. Bobby Bank Stephen Connolly, Clint Huber, Meggan Kirkham Scott
Stoughton and Ch..;, ,.an Dave Chapin CSE Members Absent. Heather Trub Others Present.
Lorelei Donaldson, Keiji McDonald, Michael Imhof, Joe Blair, Sean Cross, Scott Cross, Megen
Musegades, JoAnn Moore, Je ff Brausch, Pam Brandmeyer and Sybill Navas
Chairman Dave Chapin called the meeting to order at 9:00 a.m.
AdminLL,tive Items:
• Lorelei Donaldson swore in newly appointed CSE member, Bobby Bank, to fill the term
vacated by Robert Aikens which expires December 31, 2007.
? Motion to r r:, . ve the minutes of the meeting of May 22, 2007, as r.;.,ented.
M/S/P: Stephen Connolly, Scott Stoughton, Unanimous
Coordinator Report:
• The ct-. ".:. financial ,p, ,,;.dsheet was reviewed and no issues of concern were identified
• Update on America Days: Sybill ted that, at the urging of the Lionshead business
community, the decision has been made to start the July 4 parade in Lionshead and bring
the parade through the mall for the first time in 3 y A few of the "floats" and
vehicles that are deemed to large to safely negotiate the comers within the mall area will
be lined up along the Frontage Rd to the west of East Lionshead Circle, and will be
siphoned into the parade by the Subway bus stop.
• RFP for 2008 Ev;...?.>: CSE members were encouraged to review last year's RPF and be
to recommend changes or additions at the July meeting. There was general
consensus that few changes would be necessary with regard to the general criteria and
format.
• The final draft of the "S,.":al Events Guide and Application" was ,,.:..rented. S.-Af.. 6 that,
although there are still a few typos and some minor --.atting c.,..;-Cons and the
completion of the maps section remaining to be done, Sybill informed the CSE that the
document is v..,.,ently in the process of being readied for the online format, which will
include easy links L,.-. one f.:.,. to another and which will allow event produ. ". , to fill
out the document online. Noting that the length of the booklet was somewhat longer than
originally intended, she stated that the ERC had made a conscious decision to include all
the information that an event producer might require. CSE members commented that the
thoroughness of the document should r•?' ie to be very helpful.
Final Reports: The Session and American Ski Classic: Michael Imhof introduced himself to
the CSE and distributed an event recap and budget for both events. Commenting that the two
e-v :...L,* have a combined ,r ,al sag a dem„t,.a, is of m..lf 4 he cited the Ski
Classic's value to the Vail Valley Foundation and the large amount of money it raises for the
VVF's local educational grants. He explained that it is a very expensive event to put on, but that
CSE/sn WNUTES: June 26, 2007 Page 1 of 3
?J
the connection to the Legends of Skiing is i...?,,.."t in helping to gain support in the VVF's bids
for major international events, such as the 2013 World Alpine Ski Ch4...F.:onships. The highly
attluent level of the participants is attractive to small businesses in Eagle County, who see the
event as an opportunity to develop business contacts.
Cw. Lasting the youMW d;.. &' chic of The Session, Mi.,l. k.1 noted that it is the only
nationally televised on-snow event in Eagle or Summit County, and except for-the X-Games, the
only one in Colorado. Although the ratings for the NBC production were somewhat
dhwwyvinting, he C...v.:.,%sed hope that the "marketplace," in the form of event sponsors, will
recognize the long C4.." benefit of investing in these t3 of events within the next 3-5 3
Next year's event dates will be February 8-10; shifting it away fi „... Ma. r.:.. Luther King Day and
positioning it after the X-Games with the idea of capitalizing on the excitt...ent generated by that
event and .LL..cdng more of the highest level international competitors- who have previously
been wary of possible injury which might have r.vented them. f nin comma in Ate,;.,, the
following week. Enhancements planned for next year include an,:..6.yv..Jed high tech Base C&...r .
with interactive cameras and pumping up the concert with a "name" band.
Meggan Kirkham posed the question as to how Vail might get more exposure out of these
events, given the high level- of !? ,a honal participation. CSE mem: ;?s a,,,:,.. a ou aged the
VFF to look at ways to bring the events, r,.::cuhwly the Ski Classic which has a bit of aprivate
party feel, in, j;. into the community. In closing, Dave Chapin commented that the roots of the
mountain and the community are in ski racing, and it is important to keep that connection.
Finalize 2008 CSE Budget Proposals Noting the deadline for subnattal of Friday, June 29,
Sybill presented the CSE with two the first as directed by the°CSE at the May 22
meeting based on an amount .:,r.:,"-nting 45 % of the 2007 VLMD budget, and a, second
Alternate r : ; ,osal based on the Town Manager's d:.;... uon to all TOV departments that
submittals should reflect no more that a 23% Pam Brandmeyer expL .Q I that the
Town Manager's office would be unlikely to t the concept of basing the CSE's,budget on
a % of the VLMD budget, or.the.level of in...ise r.. W r -4A in that option. Stressing that the
VLMD fiords are generated by a dedicated tax source and that the CSE funds come 1iv.,. the
General Fund and are consid,;-A to be more dis.. i.Conary when weighed against the ar.L;..
municipal service needs which the Town is expected to meet, she atl.;-V. bd to discourage the
CSE memtQ..5 Li ., ... this 4,?,.,.ach.
Stephen Connolly, commenting that special events are an investment, not an expense,,
urged the CSE to consider the rationale for the VLMD % based concept as d:,. .'bed in the
minutes of the May meeting and to separate the office/meeting expenses and F _I. g pass items
from-the event funding budget. Other members ? 4q,..,.,sed concern that event 1 ? .oters would be
requ;,,,L..g allocations not limited by a 2.5% increase, and that it would be'difficult, if not
impossible, to maintain even the...irrent calendar of e-*;,..L,, with such limited finals, and would
certainly make it challenging to "i Uxt or develop new events.
. Pam explained that if an opportunity for an "iconic" event would come up, the ,_,._sal
could be referred to the Town Council with a recommendation from the CSE.
Bobby Bank .. V ! ;_:kd k ?.?iJ g the dollar amount at a level ? ...a.:?.?.....W. with the
Town Manager's direction, and to include an explanation to the Council which would :+1.".the
benefits of -L&...y:t:oning to the .% of VLMD budget .,,.aach in future years.,
Meggan Kirkham moved to request a 3% increase over this year's funding allocations,
with the justification that events continue to bring i :: :. ?...: ?. JJ business to Vail thivughoot the
year. The motion failed for lack of a second.
CSElsn MINUTES: June 26, 2007 Page 2 of 3
? Seott Stoughton moved to request a total budget of $ 850,1,-inclusive of the CSE
Coordinator salary and benefits. The motion was seconded by Stephen Connolly-
k'61& members Stoughton, Kirkham, Huber and Bank voted in favor of the motion.
Dave Chapin voted in opposition, citing his belief that the CSE, should respect the
Town .Manager's di n to all depw imeaft Stephen Cody also voted in
opposition. The motion passed 4-2.
Vail.Fd' m I W4 , ,VFinsl Report: Sean and Scott Cross thanked the CSE for their continued
support and distributed a final recap and budget of this year's event. Highlighting the continued
growth of the Film Festival, wr :,.,:?.lly in the area of film submittals and the .?..., of the JP-, -
writing pro&--, as well as the ..,.,..gnition of the high quality of the event F...::cularly -2i .
within the film industry, they sl.J that the Vail Festival was now recognized as one of the top
10 in the world. The affiliation with Product RED is one of which they are particularly. proud, as
it ,,.. rides,global and speaks to the quality of the event that they would want to parb=
with such a small event as the Vail Film Festival.
CSE members commented that more films toward children and Vail's Spanish
speaking visitors would be a welcome addition. Additional suggestions included a broader
advertising r=:,yence on the r.,..A Range, particularly in pnblicatioas.,....?LA as West Word. Finally, .
the Arrabelle Plaza was mentioned as a possible venue for outdoor s..a ;,:,..MP-
New Business:
Stephen Connolly suggested that, in light of his continued interest in fostering alignment.
between the actions of the two b. ,-(, % the CSE meml, ;,...,receive the minutes of the VLMDAC
and that the CSE minutes be sent to the VLMDAC members as well. Sybill indicated that she
would follow up to insure this would happen.
The question was asked, "How does an event become "culturally designated," and
thereby qualify to apply direcdy to council for fimding?" &,T an added that the Vail Film
Festival might be a likely candidate for this evolution.
Motion to adjourn at 11:10 am.
. );- M/S/P: Stephen Connolly, Scott Stoughton, Unanimous
Minutes taken and submitted by
Sybill R. Navas, CSE C. oordin-L.,.
June 26, 2007
Approved by: Date:
. Dave Chapin, Chairman
Next Regular CSE Meeting:
July 24, 2007 at 9:00 a.m.
Vail Town Council Chambers
CSE/sn . MINUTES: June 26, 2007 Page 3 of 3
Town of Vail, Commission on Special Events: 2007 Contract and 'Payment Status
2007 Town Council Allocation: $760,0001 I
Event:
The Session
Vail- Mardl Gras
American Ski Classic
Vail Film Festival
Spring Back to Vail
Taste:of Vail
TEVA Mountain Games.
King of the Mtn Vollybali
Farmers' Market
Street Entertainment
BBQ 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
.
2007 Dates:
2007 C8E
Contract Status: 1
Funds Paid Out:
Funds
Jan 11-14 $260000 COMPLETE $26,0001 1
Feb 18-20 $5,000 COMPLETE $5,0001 .
Mar 21- 25 $10,000 COMPLETE $109000
Mar 29- Apr 1 $65;000 COMPLETE $21,667 $21'1667 $21,666
Apr 2-15 $65600 COMPLETE . $21,667 $21;867: $21,666
Apr 11-151 ' $10;000 recap 7/24 $10,000 - -
May 30- Jun 31 $90,000 recap 7/24 $30,000 $30,000 $30,000
Jun 15-171 $10,000 as.of'3/23 $3,400 $3,3001 $3,300
Jun 17- Sep 16 (Sundays) $50.000 as of 6/19 $16;667
Jun 22- Sep 3 (11 weeks) $50;000 as of 5116 $25,000
23-Jun. $26,000 as of 4/27 $6,067
Jun 27- Jul 4 $12.500 as of 2/9 $12,500
4-Jul $50,000 I as of 8/25 $161667 $16,667
Aug 3- 5 $30,000 as of 3/21 $10,000
Auk 10-12 $17,500 as.of 219 $5,834
Aug 31- Sep 3. $0 CANCELLED
Sep 1- 2 $40;000 as.of 6/25 $13;334 $13,334.
l Sep 7- 9 (LH) and 14-.16 (VV) . $80;000 _
as of 6/5 $26,667. $26,667
I 23-Se6 $10,000. sent 7/121
22-Sep $5:000 as of 3_/23 $5;000
Dec 3-16 . -$55.000 as of 2/9 : $18,334
Dec 31 + Other Dates TB-D-' $35,000 as of 219 $11,667
Oct 13-14 $5,000 as of 671
- $5,000
$741,000
Administrative Allocations: Office and Meeting Expenses $3,500 ( .
TOTAL ALLOCATIONS: l $744,500
CSE FUNDS REMAINING: i $5,500
CSE/sn 2007 Contract and Payment Status.
Total Funds Amount Still
Pa/d Out. Owed:
. $26,000 $0
_
$5,000 $0
$10,000 $0
-4651000 $0
$65,0001 $0
$10,0001 $0
$90,000 $0
$10,000 $0
$16,667 $33,333
$25,000 $25,000
$61667 $13,333
$12,500 $0
$33,334 $16,666
$10000 $20,000
$5,834' $11,666
$0 $0
$26,668 $13,332
$53,334 $26,666
$0 $.10,000
$5,000 $0
$18,334 $36,666
$11,667 $23;333
$5,000 $0
$506,005 $234,995
$1,09411 $2,406
$507,099 $237,401
Updated: 7/19/2007
J
0
From: "John Zaring" <jzaringCQAxcntertainmentcom>
To: "'Special Events", <specialevents@vailgov.com>
CC: "'Matt Mire'" <MMire@vailgov.com>, "'Pam Brandmeyer'" <PBrandmeyer@vailgov.com>,
<kreeseQA-%=ntertainmentcom>, "'Jeff Olson'" <jef0p@comcast.net>
Date: Wednesday - July 18, 2007 4:06 PM
Subject: RE: Please . a,,..ove the TOV Logo from Urban Convergence Festival Webpage
Hello Sybill,
First of all, I'm song this news arrived from someone other than me. I
have been slammed these past two weeks trying to respond to what is an
awesome opportunity to save the Urban Convergence Festival from sure demise.
The simple truth is that we just could not convince enough sponsors that
Vail was the right place to stage an urban-themed event. Sponsors didn't
get it, and despite my reasoning and passionate arguing about the irony of
an urban themed event happening in a pr ;.-Zne mou, .Lain environment, we just
couldn't sell it. We tried hard, for over two years.
Confronted with this news, the Clinton Foundation was not prepared to let it
fail. As you likely know, the President has a great deal of historical
support from the City and people of Philadelphia. In fact just two weeks
ago, Mayor John Street endorsed Senator Clinton in her bid for the
presidency. From those relationships sprang the idea of producing the
festival on the steps of the Philadelphia Art Museum, with upwards of 1
million people spilling out onto the Ben Franklin Parkway (the same venue as
Uve8). As we had clearly exhausted all options for sponsors for a Vail
event and were coming to terms with having failed miserably, this potential
for new life in Philadelphia could not be ignored or refused.
Last week Jeff Olson and I were in Philly to meet with the Mayor's office
and other well connected power players. We learned that Mayor Street has
put children's health issues at the forefront of his administration, and as
he is about to be termed out, saw.the UCF as-the perfect way to establish a .
legacy for his efforts. As a result of all the synergies that have
presented themselves, the City is pulling out its considerable stops to
assist us -in bringing this to fruition. Most appropriately, ,Philadelphia
givimes us two key things that we were laddng in our appeal to sponsors for a
Vail-based event:
* Major crowds (750,000 people per day versus 20,000)
* A true "urban" audience
However, it would be a ' UJ i to say that this event is definitely
happening. We have gone back to several sponsors who loved the idea but
didn't commit, and are negotiating with two corporations that Philly'.
introduced us to.' But, until someone commits, this event exists only on the
barest of threads: The fact that we are trying to pull this together in
sevenweeks is just plain crazy. We are giving it until this Friday 2
days from now - to become real.
In addition to securing sponsors, we also need to re-gain BET's support;
they had moved on a few weeks ago, after we faced the, reality of this not
happening.. I give you my word, however, that if we manage to pull this
rabbit out of our hat, we will gladly and happily repay Vail the $25,000
grant your Special Events Commission awarded to us in 2005. We value your
Town's faith in us, and I hope you appreciate our efforts to make this
happen in Vail. Our failure was certainly not due' to a lack of effort.
Some day we'd like to work with you all, and I hope you will be willimg to
consider us when and if that time comes.
Please let me know if you have any comments or questions.
With great c4pect,
jz
John Zaring
President & CEO
Zaring/Cioffi Entertainment, LLC.
"Delivering Star Power Since 1993°
30502 Whitney Drive
Castaic, CA 91384
661-2949999, x206
661-2949078 Fax
310-779-2292 Cell
www.zcentertainmentoom
This e-mail is the property of Zaring/Cioffi Entertainment, LLC, and may
J
contain confidential and privileged .material for the sole use of the
intended recipient(s). Any review, use, -d'istribution.or disclosure. by others
is strictly prohibited. If you are not the intended recipient, please
contact the sender, and delete all copies of the merge. Thank you.
Original Message-----
From: Special. Events [mailto:speciaievr-. d,@vailgov.com]
Sent: Wednesday, July 18, 2007 8:48 AM
To jzaring@zcentertainment.com; [ ,arse@zcentertainment.r III
Cc Matt Mire; Path BrandMeye.r
Subject: Please remove the TOV Logo fi vm Urban Convergence Festival Webpage
Greetings.John,and Kevin-
I just became aware that you will be producing the. Urban Convergence
Festival in- Philadelphia next month- and wish you much success there. I
am sure it is an oversight on your, part, but we would appreciate it if
you would remove the Town of Vail logo from the Community. Partners
section of the event's webpage, as we are no longer involved in this
event. Thank you...
Sybill
Sybill R. Navas
Coordinator, Commission on Special Events,
Town of Vail
75 South Frontage Road
Vail, CO 81657
Phone:970 376-2394 FAX:970 476-7141
E-mail: specialevents@vailgov.com
ToW n of Vail Commission on Special Events: 2007 Contract and Payment Status
20071own Council Allocation: i $750000 1
Event:
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 Voilyball
Farmers' Market
Street,Entertainment.
BBQon Bridge St
Vail Lacrosse Shoot-out 1
America. Days .
Kick-It. 3v3 Soccer
Vail.Arts Festival
Circus Chimera
Gourmet on Gore
Oktoberfest- I
Harvest Festival 1
Colorado- Walks: Race/Walk
Snow;Daze
Holidays in Vail
Martial 'Arts . Festival
Subtotal:: Event Funds
2007 CSE
94n7 nAfAa - Contract Status: Funds Paid Out.,
Funds
Jan 11-14 $26;000 COMPLETE $26,000
Feb 16-20 $5,000 COMPLETE $5,000
Mar 21- 25 $10,000 COMPLETE $10,000
Mar 29- Apr 1 $65,000 COMPLETEI $21,667
Aor 2-15 $65,000 COMPLETE $21,667
Apr 11-15 $10,000 recap 7/24 $10,000
May 30- Jun 3 $90;000 ' recap 7/24 $30,000
Jun 15-17 $10;000 as of 3/23 $3;400
Jun 17- Sen. 18 i8u ndav s)
50;000 1
$50,0001-
as of 6/19
$ 1 6,667
Jun 22- Sep 3 h1 _weeks) $50.000 1 as of 5/161 $25,000
23-Jun $20,000 as of 41271 $6,667
Jun 27- Jul 4 $12;500 as of 2/9 . . $12,500
4-Jul $50,000 as of 6/25 $16,667
Aug 3- 5 $30000 as of 3/2 $10,000
Aug 10-12 06
5
$171 as of 219 $5,634
Aug
31- Seo 3 _
.
$0 CANCELLED
_
Sep 1- 2 $40;000 as of B/26 $13,334
Sep 7- 9 (LH) and 14-16 (W? $80,000 as of 8/5 $26,667
23-Sep $10.,0001 sent 7/12
22-Sep $5,000 1 as of 3_/23 $5,000
- Dec 3=16 $55,000 as of 2/9, $16,334
Dec 31 + Other Dates TBD1 $35,000 as of 2/9 $11,6671
Oct 13-141 $5;000 as of 6/1 $5,000
$741:000
Administrative Allocations: Office and Meeting Expenses I
TOTAL ALLOCATIONS:'
CSE FUNDS REMAINING:
$3.500
$744,500 I
$5.5001
Total Funds Amount Still
Paid Out: Owed:
$26,000 - $0
-
-- ------ -- - $5,000. $0
$10,000 $0
$211667 $21,666 $65,000 $0
$21,667 $21,666 $65,000 $0
$10;000 $0
$30,000 $30,000 $90,000 $0
$3,300 $3,300 $10,000 $0
$16,667 $33,333
$25,000 $25,000
$6,667 $13,333
_ $12;500 $0
$16,6671 $33,334 $16,666
$10;000 $20,000
$5,834 $11,,666
$0 $0
$13,334 $26,668 $13,332
$26,667 $53,334 $26,666
$0 $10,000
$5,000 . $0
$18,334 $36,666
$11,667 $23,333
$5,000 $0 .
$506,005 $234,985
$1,0941 $2,406
$507;099 $237,401
I
CSE/sn 2007 Contract and Payment Status Updated: 7/1912007
7OWN OF VAUj
COMMt310N ON SPECIAL EVENTS
MEMO
To: CSE Members
From: Sybill Navas, CSE Coordinator
Date: July 24, 2007
RE: Proposed 2008 RFP Schedule
Wednesday, August 1: 08 RFP Available on TOV Webpage and Press Release
Friday, October 5: RFP's due no later than 5 p.m.
Wednesday, October 10: Noon to 2pm: event prmm.LW-".v and Town Staff to
review proposed 2008 calendar, permitting changes and share feedback.
Tuesday, October 23: Review RFP's at regular CSE meeting- expect an all day meeting
Tuesday, November 27: CSE &L-CALu,ines 2008 funding allocations
Monday, December 1: Notification to all RFP submitters as to CSE decisions
TOWN OF VAI
%.wnmucumn urn apuaa? Kraras
August, 2007
TO: Special Event Producers
Subject: Funding Requests for Special Events in 2008
Attached are an application and guidelines for r L . of Sr ,,:.:1 Ev:...:., who are seeking fimdmg from
the Vail C,.;,_ _ ..ission on Special Events (CSE) for events in 2008. The CSE will give particular attention to
+, ? e osals for an event which would take place annually in the later part of June, the later part of August or
Labor Day weekend. Examples of events that were funded by the CSE in 2007 include:
• American Ski Classic
• The Session
• Spring Back to Vail
• TEVA Mountain Games
• King of the Mountain Volleyball
Tournament
• S4. ". Entertainment in W & LH
• Vail Lacrosse Shoot-out
• Vail America Days
• Kick-It 3 X 3 Soccer Tour
• Vail Arts Festival
• Oktoberfest in W & LH
• Vail Film Festival
• Vail Farmers' Market
• Taste of Vail: Colorado Lamb Cook-off
• BBQ on Bridge Street
• Vail Mardi Gras
• Festival of Martial Arts
• Harvest Festival
• Snow Daze
• Holidays in Vail
• Colorado Walks: Vail Village Mile
The Town of Vail Council has &F. - ?' the following c%;-,6 as "qumiifying cultural e? ?.?»?." These
fall outside the funding authority of the Commission, and their producers should address any funding needs
directly to the Town Council.
• BRAVO! Vail Valley Mu.,:., Festival
• Vail L.C.;_,jWonal Dance Festival
• Hot Summer Nights
• Bud Lite Beat
• Skating Club of Vail/ 9 Days at Dobson
Arena
Producers of all other e% ;...;4 should submit the attached appli plus 10 ,_*".,. to the commission
on Special Events by 5:00 p.m. no later than Friday, October 5, 2007. Applicants will have an opportunity to
their sals to the CSE on Tuesday, October 23, 2007. Applicants will be notified of their status by
Monday, December 1, 2007.
Please address any questions to:
Sybill Navas, Coordinator, Commission on Special Events
E-mail: snecinleventsnvsileov.com
Phone: 970 376-2394 or FAX: 970 476-7141
TOV/CSE - 1 - Application for. 2008 Funds
v
Town of Vail
Commission on Special Events
ZOOS Event Fundine Guidelines and Apblication
The mission of the Vail Commission on Special Events (CSE) is to support
street entertainment and special events for economic vitality; year-round
fun, sense of community and increased quality of experience for guests and
residents.
To qualify for fending re iew, events most support the LSE's strategic-priorities ,
and meet the following requirements:
The event(s) must take place predominaRely within the Town of Vail.
¦ Applications must be complete, r= . siding all information and attachments
requested on the application f,,_ - Incomplete applications will not be reviewed.
¦ Applicants must° request a specific dollar amount and a brief explanation of how
the funds will be utilized:
¦ Funding allocations will be made directly to the entity whose name appears on the
application. All Town of Vail,, .;..,its and documentation required for the
production of the event must be filed under the name of the event producer as it
err' On the funding application.
¦ 'Applicants must Ade.10 copies of each application for distribution. to the CSE
members and staff, Please submit the application on 8 %i x.1 I paper and unbound.
The C5E will m,?. ev,?,?• a..g the following eriteur:
¦ Pot;...Lal for positive economic impact to the retail, restaurant and lodging sectors
of the community -
¦ . - Alie.._ent with the target market as defined by the Vail Local Marketing District
s Experience and qualifications of the event prod6..i.
¦ Opportunity to leverage funding with 6r.,..sorships and/or media. exposure so as to
"stretch" the L,,,,,ct of the CSE's contribution
¦ The event is proposed for a time of year that supports the CSE's goal of ensuring
a calendar of events that will stimulate the local L economy throughout the
year
¦ Contribution to Sense of Community
For more detailed information.. j,,. Eng the criteria used by the CSE to eval" the
potential of event proposals, please review the "Vail Commission on Special Events
Strategic Plan 2006-2009," which can be accessed on-Line at www.vai]2ov.com, click on
"Vail In_.-ation: then "S,. _:al Events:" The plan can be found on the Commission on.
Special Events web page.
TOWSE .2- Application for 2008 Funds
In considi-,Xon of the ..;.,;,:pt of fiords from the CSE, the Event Promoter will
insure that the event is listed on the online community event calendar by submitting a
Sr ;,.,:al Event SNAPSHOT, which can be accessed on the Sr,,.,:al Events page of the
Town of Vail website. Additionally, the Event Promoter must agree to the placement of
the Town of Vail logo on marketing and promotional .-C with the event
as arr..,r..ate to the level of sponsorship. Upon its request, the Event Promoter will
provide the CSE with copies of any film or photo6,,., hs L the event for the pL. j , se of
promoting the Town of Vail.
Finally, all event prod,...?,., receiving finding will to px,. nt to the
Commission on Special E-?..6 within 90 days of the close of their event a written, post
event follow-up document which must include:
¦ An overview outlining the event's ?,u-;,.,gths and weaknesses: specifically, what
went well and what m ?.ws could be taken to improve the event
¦ A detailed event budget showing actual profit and loss numbers and how the CSE
funding was utilized
¦ A detailed overview of the marketing that was implemented to promote the event
¦ Survey results showing the :at:y.. J effect on the following, per the CSE
Criteria:
o Attendance numt ;,r s and demo. chic profile
o Economic impacts to the retail, restaurant and lodging sectors of the
community
o Visitor Intent to Return
• Potential for growth and the development of ar .:. sorships and media exposure
• How did the event impact Vail's Sense of Community?
Completed Applications may be mailed or hand delivered to:
Town of Vail
Commission on Special Events
75 South r'.,,,..lage Road
Vail, CO 81657
For additional information, please contact Sybill Navas, Special Events C.,,,,&inator, at
specialevents(c vaileov.com, or at 970 376-2394.
TOWSE -3- AAppHc abon for 2008 Funds
• y
VAIL COMMISSION ON SPECIAL EVENTS .
2008'EVENT FUNDING APPLICATION
Please print or type all information
? EVENT:
?. PROPOSED DATE(S):
? AMOUNT OF CASH FUNDING REQUESTED:
• PRODUCING EN iii i(:
President or Executive Director's Name:
Name and Title of Person Completing the Application:
Address:
Telephone: ! Cell: ! FAX: /
WEBSITE:
E-Mail Address:
Organization's tax status:. For Profit Non-Profit* Not-for-Profit*
Non-Profit (501 C-3); or Not: for-Profit (MIC=4) .. ??..?, please &L"h cwrent
State Dep.. Lent of Revenue Certificate with this application.
Tax payer ID,#
o Does the Event benefit a charity? Yes No
o If yes; please name the beneficiary:
Mission Statement:
Number of years your organization has. been in business:
• Brief Description of the Event:
• . Describe where event will be located within the Town of Vail:
• Will any portion of the event take place outside.of the Town of Vail?
Yes No If yes, please explain:-.
TOV/CSE -4- Application for 2008 Funds
• Please describe briefly how you will use the fiords that you are requ",L ..g f ? - the CSE:
• Will additional in-kind services be required fi ?..L. the Town of Vail? Yes No
If yes, please explain, including a description of anti.;,Fated impacts on Town of Vail
services: i.e. bus service, ra ?.IIg, traffic control,,i-".' closures, etc. The event .?,-oter will
be charged for all labor, materials and equipment unless such services are specifically exempted
and approved as part of the Sv,...J Event Permit
• Is this a: New event Existing event Number of years in existence
Location(s) of event in previous years:
• Number of particiy,,. (athletes, artists, exhibitors, etc.) anti..:.,4:ed
Number of volunteers needed Number of event staff
Total Number of.s,,";a ms an&rt, A J
Local % In-state (non-local) % Out of State %
• If possible, would you to host the event in Vail beyond 2008? Yes No
If yes, for how many years beyond 2008?
• Do you fimding fig the CSE ..,,r2 Yes No
If yes, in what amount?
REQUIRED ATTACHMENTS:
? Detailed event budget, kduding all r ?.i: I and
? Marketing plan and detailed explanation of potential for sponsorships and .media
exposure.
? Previous year's event evaluation, including income and expense statement (if
existing event).
? Past or projected demo t,..rMcs of event attendees and
? Brief 4:,.y...ption of,??w.. .al benefits to the Town of Vail, including an estimated #
of in.,.. ...ental room nights and increased spending generated.
? What return on should the Town of Vail o.?Y,i?.Y?
? C.a.,.iz.ation rosters
¦ All officers and .;,4v ective positions
¦ Board of Directors and positions
TOV/CSE -5- Application for 2009 Funds
The CSE vjv..,.:ates the inclusion of any additional rapport materials, such as vid;,-,? ;,,
pro&a..,s, news articles and other printed materials.
PLEASE SUBMIT 10 COPIES (at least one formatted so as to be easily copied, i.e.
unbound, 8 % x 11 size) OF THE COMPLETED APPLICATION AND REQUIRED
ATTACEMxA, W:6 TO:
Vail C. fission on Sp;,.,:al Events
C/o Sybill Navas
Town of Vail
75 S. Fr....l?.ge Rd.
Vail, CO 81657
For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or
aFQ.,:alevent< vailgov.com
FOR CSE USE ONLY:
EVENT NAME:
PROPOSED DATES:
Funding in the amount of was approved by the CSE on (date)
Subject to the following conditions:
Signature: CSE Coordinator
Signature: Applicant
Unless otherwise specified in the contract, CSE fluids will be distributed per the following
formula
¦ 1 /3 of the amount t x .:. the signing of a ,,....:. act yl:rR.ilating the L;.. of the CSE's
funding allocation.
a 1/3 of the amount upon submittal of a complete Special Event Permit Application,
which is due a minimum of 45 days prior to the start of the event.
¦ 1/3 of the amount upon the c.,--,,letion of the event.
TOWSE -6- Application for 2008 Funds
q.-
f?
r>,
Vail Local Marketing District Advisory Council
Vail Marriott Mountain Resort & Spa
Thursday, May 17, 2007
VLMDAC Members Present: Beth Slur, Greg mo ett, Ian Arthur, Pam Stenmark Chris
Romer, John Dawsey and Pete Hayda, Bob Llewellyn (phone)
Others F, wzUt. Michael R.' ,..son, Kathleen Halloran, Marci Kurronen, Katie B_. ,. Jamie
Wilson, Meggen Kirkham, Gabe Shelley, John Buckley, Tricia Capello, Kelli McDonald, Monica
McCafferty, Julie Tomlinson, John Monson, Lomeli Donaldson, Rich tenBraak, Dick Puetzer
(Phone: Tom Horton, Maureen Devine, Shelley Bjormstad, Kessler & other HL2 staff)
VLMIDAC Members Absent: Mark Gordon & Laurie Mullen
Chairwoman Beth Slifer called the meeting to order at 8:35 a.m
Swearing in of R,. VLMDAC member
Pete Hayda, Director of Sales & Marketing for the Vail Marriott, was, ?,,r , inted
by the VLMD to serve on the VLMDAC. Pete ,. - ided the group with a brief
explanation of his background and marketing experience. Loreli Donaldson fi%... the
Town of Vail was present to officially swear him in.
Approval of minutes from April 26* VLMDAC meeting
A motion was made by Greg Moffett to aj,r, ove the minutes from the April 26`b
VLMDAC was red h+am Bob Llewellyn and the motion was
unatL lsly,c .t, r _ led.
Presentation of current budget
Kathleen Hall...... from the TOV was present and reviewed the cL..,...L budget with the
rr . up. Kathleen :..?:ained the 20M L , j6 6, C,, g schedule, ! A will L ;06, :: earlier in
2007. The first draft of the 2008 VLMD budget is due in S.:,x ,,,..ber 2007 and the final
2008 budget will need to be a.. p. ,/ed in October 2007.
For the record Z:..g the LMD tax collection ...the State does not track LMD
collections the same way the Town of Vail tracks sales tax. The TOV .:.r, sales tax
L,.4,A on the month it was co11:,., ,J (not when paid by businesses). The state operates on
a "cash basis" and just sends us the LMD funds in the month they are received.
A majority of lodging r • r w ,es remit LMD taxes . ,j g .. ,, k :' j, but the State has alloy,;, J
some to remit monthly. This is why there are some months with smaller collections and
the largest months are the at the end of each quarter.
Therefore, the state toll:,..:,:, J $1,107,163 of lodging taxes during the month of March.
Rather than compare how the VLMD is doing with collections E...,_ year to year, the
more aew%uate measure is sales tax ,i-F.....ance. If the lodging sales tax collections are
up for the year, that will eventually translate into LMD dollars as well.
For fi.L-,;. LMDAC m:.X..&, , Kathleen Halloran will bring ,..?s for the upcoming
payment expected a, , the State (for example, at the June nt"::..g she will L what
the state has collected for the month of April).
A motion was made by Pam Stenmark to approve the cL.. ;...t budget. A second was
received ?i?,... Chris Romer and the motion was unanimously.; ,j ,, led.
Presentation of creative
Tom Horton L,_. HL2. was present, via phone; to.present the creative for the Front
Range Vail. summer brand package ads. Two ads have been.,. one to promote a
family message and the other to promote a couple's message. The ads are.737" wide by
14" tall, color, and will run every other Sunday for 6 weeks in the Deriver Post travel
section beginning in, late June.
Both ads were developed to .?,,_"k 6;-L:,,Jly about Vail than the promotional ads
created earlier in the summer. The ads include lodging offer_O" ?;.g at
$99/night) and will encourage families and couples to escape to Vail for a mid-week or
weekend getaway.
Feedback froin the. VLMDAC was v John I}arvsey a...?..:.a r:.J op-,;.._ with the ads
leading with .a $99'.price point. Does this send it discounted message to the consumer?
Chris and Beth Slifer did not feel price point discos..::6;,I the brand, but stated that
this is a price point that exists in the sunnier and there are still plenty of beds to fill.
Greg Moffett with ; ?'...g print as an adv.;. .....g medium. He w?w:, J
prior, VLMD research proved that : was not eM..Z fe at driving .w?Jts. Ian Arthur
asked HL2 ,what tracking mecl,...:...s were in_.place to test efL..; ieness of 1 H1,2
will plan to track click-through .a;,, of bellyband button on vail.com homepage and will
also include, unique .1-800 phone numbers on each of the ads to track phone volume.
Several VLMDAC members :..r.? "ad additional concern on the photo&,.,hy chosen for
the ads. In particular,. the group would like to see the Couples ad without clouds and with
the mountains more prominent in the background., Additional ?, ..: :.? were. noted and
HL2 a&,,? to make all of.the recommended changes.
A motion was made by Greg Moffet to ,.,*,? . ie the F...A Range Vail summer brand
package ads; with changes noted. A second was received from Chris Rosner and the
motion was unanimously z ? ,. . !ed.
Presentation of Apn711,: i i&W and March TOV Sales Tax Reports
Kelli McDonald presented the April MTRiP report. A destination comparative a.pux
was not available for this ... ?,; C. * due to a lack of data collected from other mountain
resort sties: When looking onl}i at Vail, lodging was down in April. Other
trends inchide a sh„. 4'L. booking window as well as lots of remaining summer inventory
to be booked this summer. As a whole, Vail lodging is pacing down for June and July. If
lodging con1:,...:a, to' r.v.,:. downward, the VLMDAC will work with HL2 to ...:. ae an
advertising plan. to drive more lodging bookings.
Kelli McDonald also the March TOV Sales Tax Report. Overall, sales tax
collections for March are up 5% over March 2006.
Spa'd at Van do Vail Family Mountain .Adventare updates
Trish.Capello from Untraditional Marketing was present to provide an update on the May
Spa'd at Vail r,.,,,,..,otion. The majority of the Spa'd at Vail media has run, with some
I
additional advertising scheduled through 5121. As a whole, VBCR is trending ahead of
pace May 2007 vs. May 2006. To date, 84 rooms have been booked in May 2007 vs. 63
rooms in May 2006. 40% of the existing room nights booked were a result of Spa'd at
Vail ,_.otion.
No booking results, to date, for Family Mountain Ad% :...;?..:, prornotion. Travel wrap ran
two weeks ago and additional media will continue to run throughout May.
- Final summer intercept research
Kelli McDonald met with Michael Robinson after April VLMDAC meeting to discuss
the concern with the survey's Edits were made to the survey
more quality retail results. A final copy of the survey was included in the VLMDAC
meeting packets.
The survey is scheduled to begin during the weekend of the Teva Mountain G._.:.:., and
will conclude in September. Results will be available in October.
- Update on $10K budget request for B-roll
John Buckley L..... Peeples, Ink was present to provide an update on the $ I OK allocation
". the VLmD contingency fund to film b-roll in 2007 for use in promoting Vail during
the 2008 Demo., 4Lc National Convention.
The VLMDAC ex ..;,,sed their hope that the film will capture the emotional experience
of visiting Vail to really show and tell the Vail summer experience. John explained that
,., .
the b-roll will be the r,,..,N :./ of the TOV VLMD and could be used for other i,
Peeples, Ink is cL..:..?ll? w L:..g with multiple vendors outside of the Vail Valley to
identify what c,,. : j,.:_I will be chosen to shoot the b-roll. Michael Robinson suggested
that the b-roll also include sound bites from key local community members.
Vag's Billion Dollar Renewal
Tom Horton I.... HL2 led a workshop in Vail with a core community group on May 1
to discuss the goals and objectives for a new renewal branded initiative. HL2 and
Peeples, Ink will now collaborate to ..? a consi,f;;..t communications message and
vision for the redevelopment of Vail. A draft of the framework will be routed to all
VLMDAC members for input, in early June.
- Group Sales report
Marci Kurronen 11 V'a. the Vail Valley Partnership presented a newly formatted group
sales .?r..ll with inc. :,, red from feedback .;,..:.:red at the April VLMDAC
meeting. The newest version of the .: r ..: now includes an additional cot. that shows
year over year pacing for the lodging revenue that is on the books.
- Fly Vail Summer update
Michael Robinson was present to provide an update on the Fly Vail Summer pros ;.,....
The F, .Airline announcement (service to;fl.... EGE) was originally expected in late
May, but has been postponed due to a delay in when the needed aircraft will be delivered.
Summer flight bookings are .,,...:,..fly pacing up for June and down for July and August.
To date, there are few reservations for the new Dallas fall flight, scheduled for S;,rb;,...ber
through November. A locals only fare will be again be offered to local American Airline
AA Advantage members. American is also considering a regular airfare discount/sale to
provide additional marketing for EGE fates. Additional marketing that is planned
includes: geo-targeted online ads on key market websites, targeted piece to second
homeowners and an HTML embedded e-blast.
Neat Meeting - 2008 VLMDAC Planning Session
Friday, June 22nd Z -? 8:30 a.m. to 2:00 p.m. at the Ev;.,, Lodge
Motion to adjourn
M/S/P: Greg Moffet / Beth Slifer / Unanimous
- Meeting adjourned 10:30 am.
Z.
TOWN OF VA
COMMON ON SPECIAL EVENTS
MEMO: 2008 CSE Funding Request
TO: Vail Town Council, Stan Zemler
FROM: Sybill Navas, CSE Coordinator
DATE: June 29, 2007
Total Event Funds:
Office and Meeting
Expenses.
Town Council
Funding. Allocation
to the CSE :
Plus: CSE
Coordinator Salary
and Benefits
Total CSE Funds:
Other.
$746,500
$3,500
$750,000
$48,000
$798,000
$798,500
This increase would allow the CSE to try and
maintain the current level ofprogramming in light
of the fact that event promoters will not be bound by
the 2.5% increase in budget that is recommended
for TOV departments
$3,500 No Change
$802,000
Proposal follows below
General Fund.• 2008 salary will be based on the
$48,000 overall TOY wage increase policy, which is yet to be
determined
$850,000
TOV Parking: TOV Parking
Blue Pass
Blue Pass
For CSE Coordinator Use: meeting and event
attendance.
A copy of the CSE's 2007 budget showing specific funding allocations is attached.
Proposal: The CSE suggests tying &.1-i. allocations to an indi..,.b... with a multiplier/devisor.
While .:.,...gnizing that the sources of funding for the CSE and the VLMDID are unrelated, but that the dollars
gen:,.,.::,J by the VLMD tax reflect the overall economic health of the c..-.. - unity and provide an indication of
the expected revenues, the CSE *,.,„roses that the VLM D budget of the preceding year has a logical basis; since
both groups are aligned in their r .. r se of stimulating the .. . , ; and en2.:: of Vail's
visitors. This would allow the CSE to begin the event funding much earlier in the year and result in a
longer lead time for the event prom.,?,.4 to plan their events- something for which they have been asking for
years. It will also provide the CSE with a more realistic time &.-e in which to perform outreach activities for
new vendors and e% :...:.+. In the event of fiords being,.:,t,„--, ;, 3 to the CSE budr,J after the initial all. .,.--.Dns by
event producers who have been unable to meet conditions placed on their all...,,-:ons, event cancellations or
other unexpected developments, the CSE will have more time to reallocate the fimds to another, more viable
event. Any money left in the budget at the end of the year would be returned to the General Fund. By way of
example, the amount requested from Council shown above is a.,t,. „.:imately 42% of this year's VLMD budget.
Thank you for your consid,."on.
CSE Budget Proposal as directed and approved by the CSE at their meeting on June 26, 2007.
Commission on Special Events: 2007 Allocations
2007 Town Council Allocation:
Event:
TEVA Mountain Games
Oktoberfest
Spring Back to Vail
Vail Film Festival
Snow Daze
America Days
Farmers' Market
Street Entertainment
Gourmet on Gore
Holidays in Vail
Kick-It 3v3 Soccer
The Session
Bridge St BBQ
Vail Arts Festival
Vail Lacrosse Shoot-out
American Ski Classic
Harvest Festival
King of the Mtn Vollyball
Taste of Vail
'Vail Village Mile"
Vail Mann Gras
Vail Martial Arts Festival
2007 Dates:
May 30- Jun 3
Sep 7- 9 (LH) and 14-16 (VV)
Apr 2-15
-Mar 29- Apr 1
Dec 3-16
4-Jul
Jun 17- Sep 16 (Sundays)
Jun 22- Sep 3 (11 weeks)
Sep 1- 2
Dec 31 + Other Dates TBD
Aug 3- 5
Jan 11-14
23-Jun
Aug 10- 12
Jun 27- Jul 4
Mar 21- 25
23-Sep
Jun 15- 17
Apr 11-15
22-Sep
Feb 18-20
Oct 13-14
Total Event Allocations:
Administrative Allocations: Office and Meeting Expenses
TOTAL ALLOCATIONS:
CSE Funds Remaining:
$750,000
2007 CSE Funds
Allocated:
$90,000
$80,000
$65,000
$65,000
$55,000
$50,000
$50,000
$50,000
$40,000
$35,000
$30,000
$26,000
$20,000
$17,500
$12,500
$10,000
$10,000
$10,000
$10,000
$5,000
$5,000
$5,000
$741,000
$3,500
$744,500
$5,500
CSE.sn CSE 2007 Allocations Updated: 6/272007
TOWN OF VE
COAMISION ON SPECIAL EVBTrS
MEMO: 2008 CSE Funding Request: Alternate Proposal*
TO: Vail Tow- - Council, Stan Zemler
FROM: Sybill Navas, CSE Coordinator
DATE: June 29, 2007
*ALTERNATE PROPOSAL: Prepared and submitted in accordance with the Town Manager's
di.:,.,l:on to all Town of Vail M,r,., "ents to ,??,?ent a budget based on a 2.5% in."se from 2007.
Please note that the CSE does not support this v..rosal, per their direction given at the CSE meeting
on June 26, 2007.
CSE BUDGET:
Total Event Funds:
Q ke and Meeting
Expenses:
Town Council
Allocation to CSE:
Plus: CSE
Coordinator Salary
and Benefits
Total CSE Funds:
Other:
2007Actual 2008 Request Explanation:
$746,500 $765,250 To be allocatedfor individual events per the
".t,aaral CSE RFP process
$3,500 $3,500 No Change: includes $125 per month for home
office expense reimbursement
$750,000 $768,750 2.5% Increase, in accordance with the TOV
Manager's direction to all departments
$48,000 $48,000 General Fund.- 2008 salary will be based on
the overall TOY wage increase policy, which is
yet to be determined
$798,000 $816,750
TOV Parking: TOV Parking: For CSE Coordinator Use: meeting and event
Blue Pass Blue Pass attendance.
A copy of the CSE's budget showing specific funding allocations made in 2007 is attached.
r
Commission on Special Events: 2007 Allocations
2007 Town Council Allocation:
Event:
TEVA Mountain Games
Oktoberfest
Spring Bads to Vail
Vail Film Festival
Snow Daze
America Days
Farmers' Market
Street Entertainment
Gourmet on Gore
Holidays in Vail
Kids-It 3v3 Soccer
The Session
Bridge St. BBQ
Vail Arts Festival
Vail Lacrosse Shoot-out
American Ski Classic
Harvest Festival
King of the Mtn Vollyball
Taste of Vail
"Vail Village Mile"
Vail Mardi Gras
Vail Martial Arts Festival
2007 Dates:
May 30- Jun 3
Sep 7- 9 (LH) and 14-16 (VV)
Apr 2-15
Mar 29- Apr 1
Dec 3-16
4-Jul
Jun 17- Sep 16 (Sundays)
Jun 22- Sep 3 (11 weeks)
Sep 1- 2
Dec 31 + Other Dates TBD
Aug 3- 5
Jan 11-14
23-Jun
Aug 10-12
Jun 27- Jul 4
Mar 21- 25
23-Sep
Jun 15- 17
Apr 11-15
22-Sep
Feb 18-20
Oct 13-14
Total Event Allocations:
Administrative Allocations: Office and Meeting Expenses
TOTAL ALLOCATIONS:
CSE Funds Remaining:
$750,000
2007 CSE Funds
Allocated:
$90,000
$80,000
$65,000
$65,000
$55,000
$50,000
$50,000
$50,000
$40,000
$35,000
$30,000
$26,000
$20,000
$17,500
$12,500
$10,000
$10,000
$10,000
$10,000
$5,000
$5,000
$5,000
$741,000
$3,500
$744,500
$5,500
CSE.sn CSE 2007 Akcations Updated: 6127/2007
i,
From: "John Zaring" <jzaring@zcentertainmentcom>
To: "'Special Events'" <specialevents@vailgov.com>
CC: "'Matt Mire'" <MMire@vailgov.com>, "'Pam Brandmeyer"' <PBrandmeyer@vailgov.com>,
<kreese`c4,.cntertainment.com>, "'Jeff Olson`" <jeffjp@comcast.net>
Date: Wednesday - July 18, 2007 4:06 PM
Subject: RE: Please . c.,.,ove the TOV Logo from Urban Convergence Festival Webpage
Hello Sybill,
First of all, Tm sorry this news arrived from someone other than me. I
have been slammed these past two weeks trying to respond to what is an
awesome opportunity to save the Urban Cony ,yam FcA; cal from sure demise.
The simple truth is that we just could not convince enough sponsors that
Vail was the right place to stage an urban themed event. Sponsors didn't
get it, and despite my reasoning and passionate arguing about the irony of
an urban themed event happening in a pristine mountain environment, we just
couldn't sell it. We tried hand, for over two years.
Confronted with this news, the Clinton Foundation was not prepared to let it
fail. As you likely know, the President has a great deal of historical
support from the City and people of Philadelphia. In fact just two weeks
ago, Mayor John Street endorsed Senator Clinton in her bid for the
presidency. F. ?,... those relationships sprang the idea of producing the
festival on the steps of the Philadelphia Art Museum, with upwards of 1
million people spilling out onto the Ben Franklin Parkway (the same venue as
Uve8). As we had clearly exhausted all options for sponsors for a Vail
event and were coming to terms with having failed miserably, this potential
for new life in Philadelphia could not be ignored or refused.
Last week Jeff Olson and I were in Philly to meet with the Mayor`s office
and other well connected power players. We learned that Mayor Street has
put children's health issues at the forefront of his admin66 alion, and as
I
he is about to be termed out, saw the UCF as the perfect way to establish a
legacy for his efforts. As a . alt of all the synergies that have
presented themselves, the City is pulling out its considerable stops to
assist us in bringing this to fruition. Most appropriately, Philadelphia
gives us two key things that we were iaddng in our at.p,c4l to sponsors fior a
Vail-based event:
* Major crowds (750,000 people per day versus 20,000)
* A true "urban" audience
However, it would be a -,6 ctch to say that this event is definitely
happening. We have gone back to several sponsors who loved the idea but
didn't commit, and are negotiating with two corporations that Philly
introduced us to. But, until someone commits, this event exists only on the
barest of threads. The fact that we are trying to pull this together in
seven weeks is just plain crazy. We are giving it until this Friday - 2
days from now - to become real.
In addition to securing sponsors, we also need to re-gain BETS support;
they had moved on a few weeks ago after we faced the reality of this not
happening. I give you my word, however, that if we manage to pull this
rabbit out of our hat, we will gladly and happily repay Vail the $25,000
grant your Special Events Commission awarded to us in 2005. We value your
Town's faith in us, and I hope you app.:..;ate our efforts to make this
happen in Vail. Our failure was certainly not due to a lack of effort.
Some day we'd like to work with you aN, and I hope you w1l be wfing do
consider us when and if that time comes.
Please let me know if you have any comments or questions.
With great respect,
jz
John Zaring
President & CEO
Zaring/Cioffi Entertainment, LLC.
"Delivering Star Power Since 1993"
30502 Whitney Drive
Castaic, CA 91384
661-294-9999, x206
661-294-9078 Fax
310-779-2292 Cell
www.zcentertainment.com
This e-mail is the property of Zaring/trtoffi Entertainment, LLC, and may
contain confidential and privileged material for the sole use of the
intended nacapient(s).. Any review, use, distribution or disclosure by others
is strictly prohibited. If you Are not the intended recipient, please
contact the sender and delete all copies of the message. Thank you.
- Original Message
From: Special Events [moilto:spedalev?i.6@vailgov.com]
Sent: Wednesday, -July 18, 2007 8:48 AM
To: jzaring? A. nterta nment.wm; Wvese@zcentertainment.com
Cc: Matt. Mire; Pam Brandmeyer
Subject: Please remove the i tad Logo from, Urban Convergence Festival Webpage
Greetings John and KevinN
I just became aware that you will be producing the Urban Convergence'
Festival in Philadelphia next"month- and wish you much success there. I
am sure it is an oversight on your part, but we would appreciate it if
you would remove the Town of Vail logo from the Community Partners
section of the events webpage, as we are no longer involved in this
event. Thank you.
Sybill
Sybill R. Navas
Coordinator, Commission on Special Events,
Town of Vail
75 South Frontage Road
Vail, CO 81657.
.Ay.,g70 47fi-7141
0070 376-2394
alver0@vaiigov.com
nail: spy
Notes from VRDrI'OV Spechd Event.Facilities Enhancement Discussion
Wednesday, July 18, 2007 g Vail Golf Club 12400pm "
A w?: Diane ?laead}?, Ar?ev Feld R?:.,art B,'.??? ???:? ? ? ?„a .,? d
Bryan Booney, Greg Schwartz and Peggy Wolfe: Rlghline Sports and Entert. -L"gent
Joe Blair. UY&aditional Marketing
Mike 01,tia and John Monson: Vail Recreation District (VBD)
Pam Brandmeyer, Kell; McDonald and Sybill Navas: Town of Vail
Pam Brw dmeyer expli ; ... ? 1 that the.VRD and the Town are expl.. , .,- . g the' possibilities of
enhancing, replacing and/or developing-new facilities that would under the management
of the VRD. In hgW of the... 6 l p mPerty to +?s tiiw.yr?. , L. L *,My be an opporhmmty to
bond on the additional in..,...e that will be V,-dng to, the VRD and the goal into develop
a.phq)osal for a., JQ3Ae ballot :,.&. i. in the -i,,.. fixttm. The p1 .r .+ ? of this meeting is to
gather input with regard to Special Event venues.
FORD PARK:
The VRD is considering moving 2 of the softball fields to the Athletic Field Site and
.,ovcnng the ermine Softball field,.,:,.: with a .?G:4? of the art artificial turf field. This
would provide a venue that could accommodate a variety of large events year round
without the concern of maintaining the' ?"%a.
EVENT PRODUCER COMMENTS:
Power Soi.,.4..? needed in all venues
Ford. Park-Parking Lot. not the `ideal' concert venue, but i.- .r rements could make it
work more easily:
• Fencing
• Lights
•. Power source
-• Stage set-up at East end woW help ?,,, . ,J managed it is very difficu h to
a "'&..Woaded" venue. Pam at, "- to talk to the PD about this possibility.
Ideal venue capacities:
• ' Outdoor for 1OK-15K people
• Indoor for 5K-7K- possible "convertible" conference center?
Revenue.f. alC" and food L I 06J6;! 6! is imy to ffd i,,oj ?, d* high of A-cims
bands. Owning the alcohol is critical to independent prom i i..6 who cannot risk the high
cost of piuhwtion baw:.1 on ticket sales aloes. Most odder cities/venues do.not have the
concessions locked in so tightly as in Vail- particularly at Dobson and Ford Park.
CSFJsn Mectin-,, Notes VR[)./TOV Facilities Discussion 7.15.07 Pa,2c i of
Diane Moudy noted dw strong oppmtonity for cow at Dobson dw with the
demise of 8150. Artists are looking for sites to fill in their tours- but without control of
the ?.,..,, ",..:ons, event prodL V i.a.yl will be relu.. t to risk the
Given the high quantity and quality of free music available here,, there is an additional
ChalltN u,; V to Sehtlpg BidL'? ? to ad is quite weft kwwjoL ! L" i. I C.. i . i, w j dl I j, that
sharing the concession revenues is a possibility that might be viable.
Difficulties with Dobson:
• Imp..,. Jem",6 needed to the rigging at Dobson
• Too large to ?.."ie intimacy for smaller events-lower ceiling would help
• Turn-around time is challenging
• Catering room and locker%dressiag rooms work fine
• Concessions: Matt Ivey doesn't have the .:..?bnal infiastructure:for la.b:, events
We: can make better use (if'pXiS ing.:,j: Golden :Peak, Vista Bahn and Lionshead Ski
Yard south of the Skier Bridge: Embrace the Mountain- c are to Copper Mountain.
Telluride has a festival every week.
What cities/other venues should we look to as ideal sites?
Peggy commented that most cities are not, really in the.event business and that each event,
has d1 t..:.?j IEiCjtliteIDeU}s- so th>?e iss atwiays it rn L.?' .W,i ,..l. ?S J . , 0. LIJ ja, his an
excellent set=up for the X-Games. Also, Copper MoL::.:.' ...and Beaver Creek.' .
Kelli 4ta 6o 1 that thane is dis.?. :on of a cony', Cpnlevent included in the
Lionshead Parli.:.,.g Stru.,E.:; that might accommodate up to 3000 attendees,. and asked
what kinds of ntfrrstructme AKwid be mdWed Owne ieoo®amended consulting with
Quickbeam. and AEG, or other sound and light professionals.
Additionally; I Lam. is attached an :.....; "1 frlom C_?y.Shv6d.":-with additional sugt,4..3%-0W
from Highline Sports that were not discussed fully during the meeting.
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CSEisn !vlectin Notes VRD/T0V Facilities Discussion 7.18.07 P')LC ? of'?
* G
G
rom: Schwa <
reg rtz greg@gohighllne.com>
To: Sybil Navas <specialevents@vailgov.com>
CC: Bryan Rooney <bryan@gohIghI1ne.CDM>
Date: Thursday - July 19, 200712:02 PM
Subject: Meeting g C{.Cp
Sybil.
Thank you for lunch yesl,.,,Jc,/. I think the issues we discussed area very
relevant to the town and the events held within. I wanted i c 1L= a6 a few
of the more relevant, to Highline, topics discussed. The future possibility
of having the softball fields paved is great and. I am all for it, but that
like Mike Ortiz said is merely a thought at this point. Potential
improvements to Ford Panting lots would greoUy enhance that venue.
Street lamps around the perimeter of the parking lots with 110v outlets on
each. This will light the parking lot making it safer at night, especially
the south side. Adding 110v outlets to these poles will help with events
the site..
Adding a tasteful log or split rail type faros around the perimeter or at
least.the hillside of the parking lot'Wll add to the safety of the parking
lot and provide a boundaryline for e?
A large power source with hookups for sound' and staging.
An additional suggestion I did not. have chance. to mention y,44t?, Jay is a
special event parking permit. A parking permit displayed in the window of
event vehicles which will it aWly, give the vehicle Indemnity from
ticketing. This would be only a 30 minute permit valid. In loading zones
etc, but not fire lanes.. The ,:It. would have contact. into. fnr the event
company to be contacted before a violation is given.
Newtown banners in a normal ;;": 3x8 for instance
Thanks for taking a look at these and let me know if I can further explain
anything,
e a great day,
Greg Schwartz
Event Manager
Highline Sports & Entertainment
http://www.gohighline.cDm
P: 970.328.7230 xt.11 - F: 970.328.7049
C: 828.//.5.7066
Operations HQ:
1286 Chambers Avenue, Unit G4
Eagle Tech Center
Eagle, Colorado 81631
IV
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