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Home My WebLink About2007-11-27 Support Documentation CSE Regular Meeting A? MINUTES: Town of Vail:, Commission on Special Events Meeting Vail Town Council Chambers Tuesday, November 27, 2007 at 9:00 a.m. CSE Members Present: Bobby Bank Stephen Connolly, Clint Huber, Meggen Kirkham, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present: Kelli McDonald, Mindy McNitt, Joel Heath Brian Nolan, Brian Hall, Kathryn Benysh, John Dawsey, Jeanette Schultz, Craig Arford, Steve Rosenthal, Kaye Ferry, Mia Naar, Sarah Franke; Jeff Brausch, Steve Rosenthal, John Cogswell, Lourdes Ferzacca, Pam Brandmeyer and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: ? Motion to approve the minutes of the meeting of October 23, 2007.with revisions as suggested by.Stephen Connolly. WS/P: Stephen Connolly, Bobby Bank, Unanimous Coordinator Report: • CSE member terms expiring on December 31, 2007: Bobby Bank, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of interest should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. . The deadline will be Wednesday, December 12 for interviews on Tuesday, December 18, 2007. 2007 Financial Report: CSE members reviewed the status of remaining contracts. No issues were identified. .2008 Meeting Schedule: Dave Chapin explained the meeting schedule for the. coming year with CSE meetings continuing to be on the 0 Tuesday of each month, with no meeting scheduled for December. He added, that in light of the possibility for a number of new members in 2008, Matt Mire would provide board member training as part of the agenda at the_January meeting. At their meeting on November 6. 2007, the Town Council approved a $50,000 supplemental allocation to support the 2008-IFSC World Cup @ the TEVA Mountain Games. Joel Heath added that he felt this was a test- and that they have been offered the opportunity to prove the potential for this event and their ability to make it a success for the community. If successful, they will continue to work with the Town and the Vail Recreation District to install a permanent climbing wall in the community. Final Event Reports: Sybill explained that the following reports had been included in the. packets for CSE member review and asked if anyone had questions pr comments: • 2007 Vail Lacrosse Shoot-out: Noacommentswere offered,. • Colorado Walks: Vail Village Mile: Given the comments included within the rt describing the challenges encountered in developing enthusiasm for the event li,*, within the community and their opinion that they would be more successful if tie?to another, larger and more established event, Sybill reported that she-had pase report on to John Monson at the VRD who agreed to consider how it ;night be incorporated into one of their summer race series. CSE/sn Minutes: 11/27/2007 Page 1 of 5 i • Vail's 2"d Annual Martial Arts Festival: No comments were offered. • King of the Mountain Volleyball: Sybill was asked to get additional information from Leon Fell with respect to the "pay off line of credit" budget item. What should the LSE's policy be with regard to funding special events that show a significant profit that is donated to charity? Scott Stoughton and Stephen Connolly both suggested guidelines that would discourage supportfor an event which is.a fund raiser for an individual entity; but would not eliminate consideration for an event which provides a stimulus for the local economy and distributes it's proceeds to multiple beneficiaries. After brief discussion, the CSE members agreed, by consensus that :whether the net proceeds of an event are donated to charity or go into the profits of the event organizer is not important as long as the event meets the criteria-set by the CSE. 2008 Special Event Funding Allocations: The Town Council has allocated the CSE' $765,250 for the support 2008, Special. Events. The CSE determined the following funding allocations-for events whose applications were received as part of the 2007 RFP process and which were reviewed at the October 23, 2007 meeting. Motion to allocate $93,575 to Untraditional Marketing for the TEVA Mountain Games. ? VS/P: Clint Huber,. Heather Trub, Unanimous. Motion to allocate $81,263 to Highline Sports and Entertainment for Oktoberfest. ? M/S/P: Scott Stoughton, Bobby Bank, Unanimous. Motion to allocate $64,025 to Highline Sports and Entertainment for Snow Daze. ? MIS/P: Meggen Kirkham, Clint Huber, Unanimous. Motion to allocate $44,325 to Highline Sports and Entertainment for Gourmet on Gore. ? M/S/P: Clint Huber, Meggen Kirkham, Unanimous. Motion to allocate $73,875 to Highline Sports and Entertainment for Spring Back to Vail. ? M/S/P: Clint Huber, Heather Trub, Unanimous. Motion to allocate $59,100 to the Vail Film Institute for the Vail Film Festival ? M/S/P: Clint Huber, Meggen Kirkham. Dave Chapin opposed. All others in favor. The motion passes 6-1. ? An additional motion was made by Stephen Connolly, seconded by Clint Huber, and passed unanimously, to recommend to the Vail Town Council that the Vail Film Festival be considered a "culturally designated event." Motion to allocate $54,175 to the Meadow Drive Partnership for the Vail Farmers' Market. ? M/S/P: Clint Huber,. Stephen Connolly, Unanimous. Motion. to allocate $13,174 to the Vail Valley Foundation for The Session. ? M/S/P! Clint Huber, Stephen Connolly. Meggen Kirkham opposed. All others in favor. The motion passes 6-1. Stephen Connolly then moved that 2008 be the last year that The Session would be - considered for CSE funding. This motion died for lack of a second. Motion to allocate $50,235 to Eagle Valley Events for Vail America Days. CSE/sn Minutes 11/27/2007 Page 2 of 5 ? M/S/P: Meggen Kirkham, Scott Stoughton, Unanimous. Motion to allocate $7,880 to. Highline Sports and Entertainment for Carnivail. ? M/S/P: Clint Huber, Bobby Bank. Stephen Connolly opposed.. Scott Stoughton recused himself, citing his direct involvement with the event and the potential it brings for increased business to Samana. The motion passes 5-1: Motion to allocate $30,000 to Team Championships International for the Kick-It 3v3 Vail Regional Soccer Tournament. ? M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion to allocate $35,460 to Eagle Valley Events for Holidays in Vail. ? M/S/P: Clint Huber; Heather Trub, Unanimous. Motion to allocate $18,223 to Eagle Valley Events for the Vail Arts Festival. ? M/S/P: Clint Huber, Bobby Bank, Unanimous. Motion to allocate $26,595 to the Vail Jazz Foundation for Jammin' Jazz Nights. M/S/P: Scott Stoughton, Stephen Connolly, Unanimous. Motion to allocate $7,880 to King of the Mountain Volleyball for the King of the Mountain Volleyball Tournament. M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion to allocate $9,850 to the Taste of Vail for the Taste of Vail: Colorado Lamb Cook Off. ? M/S/P: Bobby Bank, Heather Trub. Clint Huber, Stephen Connolly, Scott Stoughton, Dave Chapin and Meggen Kirkham opposed. Bobby Bank and Heather Trub in favor. The motion fails by a vote of 5-2. Motion to allocate $14,775 to the Lionshead Merchant Group for a Lionshead Friday Afternoon Club. Noting that the original request of $30,000 was to support 10 weeks of Friday Afternoon Clubs, the CSE intends this funding to support 5 weeks of Fridays in 2008, as a trial program of the concept. ? M/S/P: Clint Huber, Stephen Connolly, Unanimous. Motion not to support the Vail Recreation District's request for funding for the Vail Invitational Soccer Tournament. M/S/P: Clint Huber, Stephen Connolly. Bobby Bank opposed. The motion passes 6-1. Motion to allocate $9,850 to the Vail Chamber and Business Association for the. BBQ Bonanza on Bridge Street. ? M/S/P.- Scott Stoughton, Heather Trub. Bobby Bank, Scott Stoughton, Heather Trub and Meggen Kirkham voted in favor. Opposed were Stephen Connolly, Dave Chapin and Clint Huber. The motion. passed 4-3. Motion to allocate $3,448 to Moon River Ranch for the Rocky Mountain Antique Festival.. ? M/S/P: Clint Huber, ScottStoughton, Unanimous. Motion to allocate $2,463 to the Colorado Grand ? M/S/P: Clint Hubei, Bobby Bank. Meggen Kirkham opposed. The motion passes 6-1. CSE/sn Minutes 11/27/2007 Page 3 of 5 Motion not to support the Vail Valley Soccer Club's request for funding for the Vail Valley Challenge Soccer Tournament. > M/S/P: Clint Huber, Stephen Connolly. Bobby Bank opposed. The motion passes 6-1. Motion to allocate $50,235 to Resort Events for the Ambient Street Entertainment Program. ? M/S/P: Scott Stoughton, Meggen Kirkham, Unanimous. Motion not to support the request from Blue Creek Productions for the Lionshead Kids' Fun Faire and Family Market. ? M/S/P: Clint Huber, Stephen Connolly. Meggen Kirkham opposed. The motion passes 6-1. Motion to allocate $4,925 to the Vail Valley Restaurant Association for the Lionshead Chili Cook-Off. ?. VS/P: Clint Huber, Bobby Bank, Unanimous. Motion not to support the request from the Betty Ford Alpine Gardens for their 20`h Anniversary Activities. ? M/S/P: Clint Huber, Meggen Kirkham. Bobby Bank and Heather Trub opposed. The motion passes 5-2. Motion not to support the application from the Town of Vail, Office of Economic Development for the Vail Street Sale. ? MIS/P: Clint Huber, Stephen Connolly, Unanimous.. Motion not to support the request from Ski and Snowboard Club Vail for the Ski and Snowboard Swap. ? M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion not to support the request from Inyodo Martial Arts for the Yd Annual Vail Festival of Martial Arts. ? M/S/P: Scott Stoughton, Meggen Kirkham. Clint Huber opposed. The motion passes 671. Motion not to support the application from the Vail Symposium for the 2008 Unlimited Adventure Speaker Series. ? M/S/P: Scott Stoughton, Bobby Bank, Unanimous. Motion not to support the application from the Lionshead Merchant Group for a Summer 2008 Promotional Campaign. ? M/S/P: Clint Huber, Meggen Kirkham, Unanimous. Motion to approve the allocation of $10,000 to Colorado Lacrosse Promotions for the 2008 Vail Lacrosse Shootout, as the P installment in what has been a 3 year agreement of support for the event by the CSE. ? MIS/P: Scott Stoughton, Meggen Kirkham, Unanimous. Bobby Bank followed with a motion to increase funding for The Session, but the motion died for lack of a second. Stephen Connolly then moved to table the allocation of the remaining fund CSE/sn Minutes 11/27/2007 Page 4 of 5 l Jk balance until the decisions made today are either accepted or rejected by the respective organizations. This motion also-died for lack of a second. Motion to reconsider the motion to fund the Taste of Vail in the amount of $9,850. ? VS/P: Meggen Kirkham, Scott Stoughton. Bobby Band, Meggen Kirkham, Scott Stoughton, Heather Trub and Dave Chapin voted in favor. Clint Huber and Stephen Connolly were opposed. The motion passes 5-2. Motion to support the Taste of Vail. with an allocation of $9,850. ? NVS/P: Scott Stoughton, Heather Trub. Meggen Kirkham, Scott Stoughton, Heather Trub and Dave Chapin in favor.. Stephen Connolly, Clint Huber and Bobby Bank opposed. The motion passes 4-3. Motion to send the total budget as approved by the CSE for $765,331 in direct special event funding for events in 2008 to the Town Council for their review. The deficit of $81 will be covered out of the CSE's 2008 administrative expense budget. ? VS/P: Stephen Connolly, Meggen Kirkham, Unanimous. New Business: Dave Chapin reminded the members that recusals are required only when a member is in a position to directly benefit financially and/or if.they are directly involved in the event under discussion. Scott Stoughton affirmed that he was in a position to benefit financially from CarniVail. Stephen Connolly requested that the following items be placed on the January agenda for discussion: 1. If some of the funding allocations are not accepted and the CSE finds itself with money' remaining in the 2008 budget for event funding, then discuss the development - of a procedure for the allocation of the remaining funds. 2. Revisit the CSE's Mission Statement. Stephen A.V. messed his dissatisfaction with the fact that the Town of Vail code seems to prioritize the provision of "street entertainment" as the CSE's main focus and stated his opinion that the mission should be "tweaked." 3. Discuss when and how the CSE's Strategic Plan is created and amended. Stephen Connolly then proposed a resolution that bottled water no longer be provided at CSE meetings.. ? Motion to adjourn @ 12:10 p.,m. VS/P: Stephen Connolly, Scott Stoughton, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator November 27, 2007 ?l1 r 11 J( Approved by: _ J r 1 . IL Y hap ll, ?Hav?C in`Chairmah CSE/sn Minutes 11/27/2007 /l."'I-0 Date: I v . 6 Page 5 of 5 (t---)OKIO V A Ki FAW I L-1 0 -- VI Ueu I J a zZ Fd o,- t3J(L1'?Yl ?rah? np ,? Q?1 rtllnLr-r? LAk e U III Jill' III, 49 9 LJf?li7/`i^ ? ? J 15 ?7?c? A ..t 1 ' I Pte` nom' ? _ i? 1 i ??rL ?f ?I 2o? I ?. O J 1 S? 77 ?I 10 Co- C-Z I? c 7 ?? -I- A a --------------- ' I 1 ss 41?5-610411rl, moo, ? 1 s ? 1 ?? , CSFJsn 2008 RFP Grading Sheet CSE 2008 FUNDING ALLOCATIONS As approved by the CSE on Tuesday, November 27, 2007 2008 Town Council Allocation for Direct Event Funding: Event: Teva Mountain Games OktoberfesUHghline Spmorts_ _ Snow Daze Gourmet on Gore Spring Back to Vail Vail Film Festival Vail Farmers' Market (Sundays) The Session America Days** AFSC World Cup. >Camivail Kick-It 30 Soccer Tour Holidays in Vail Vail Arts Festival >Jammin' Jazz Nights King of the Mtn Volleyball Taste of Vail >Friday Afternoon Club Vail Invitational Soccer BB17 Bonanza >Rocky Mountain Antique Colorado Grand Vail Valley Challenge (soccerl Ambient Street Entertainment* >LH Kids' Fun Faire&Family >Llonshead Chili Cook-Off >Betty Ford Alpine Gardens 20th Vail Street Sale Ski and Snowboard Swap Martial Arts Festival >2008 Unlimited Adventure >LH Special Event Advertising Lacrosse Shootout Total Event Allocations: Producing Entity: Untraditional Marketing Highline Sports & Entertainment Highline Sports & Entertainment Highline Sports & Entertainment Highline Sports & Entertainment Vail Film Institute Meadow Drive Partnership Vail Valley Foundation `E-a ?le Valley Events _UM/COUNCIL FUNDED 50K_- Highline Sports & Entertainment Team Championships Eagle Valley Events Eagle Valley Events Vail Jazz Foundation King of the Mountain Volleyball Taste of Vail Lionshead Merchant Group Vail Recreation District Vall Chamber and Business Moon River Ranch Colorado Grand Vail Valley Soccer Club Resort Events Blue Creek Productions Vail Restaurant Association Betty Ford Alpine Gardens Town of Vail/Office of Economic Ski and Snowboard Club Vail Invodo Martial Arts Vail Symposium Lionshead Merchant Group Colorado Lacrosse Promotions* CSE Funds Remaining: 2008 Dates: June 4-8 Sep 5-7, 12-14 December 1- 7 __ uhust_29_ 31 April 7-13 April 3-6 Jun 15- Sep 21 February 7-10 4-Jul June 4-8 February 3-5 August 1-3 Dec 19- 31 August 8-10 Jul 31- Aug 28 June 13-15 April 2-5 Summer 2008 July 26-28 21-Jun August 1-3 Sept 19- 20 October 4-5 June 20- Sep 1 28-Jun 27-Sep Summer 2008 August 15-17 November 7-8 11-Oct Jan 31- Mar 6 Summer 2008 June 28- July 6 $765,250 2007 Funds 2008$$$ Received: Requested: $90,000 $80,000 $55,000 $40,000 $65,000 $65,000 $50,000 $26,000 $50,000 - $0 $0 $30,000 $35,000 $17,500 $0 $10,000 $10,000 $0 $0 $20,000 $0 $0 $0 $50,000 $0 $0 $0 $5,000 $0 $5,000 $0 $0 $12,500 $716,000 $11 0,1100 $82,500 $100,000 $75,000 $100,000 $85,000 $80,000 $45,000 $60,000 - $50,000 $20,000 $50,000 $40,000 $26,000 $42,500 $10,000 $30,000 $30,000 $3,770 $25,667 $10.000 $5,000 $10,000 $68,500 $40,000 $5,000 $68.000 25.000 7,500 $7,000 J7,500 $ 5,000 $10,000 $1,320,937 ($555,689) *3rd year of 3 year contract with Colorado Lacrosse Promotions **Deficit in allocated funds will come out of the 2008 CSE operating expenses 11/29/2007 $765,250 2008 CSE Funds accepted? Allocated: $93,575 $81,263 $64,025 $44,325 $73,875 $59.100 $54.175 $13.174 $50.235 $0 $7,880 $30.000 $35.460 $18.223 $26,595 $7,880 $9.850 $14.775 $0 $9.850 $3.448 $2.463 $0 $50.235 $4.925 $0 $0 $10,000 $765,331 ($81) Changes? yes JS 11/29 no yes JB 11/29 no yes JB 11/29 2 days: Fri/Sat only yes JS 11/29 no yes JS 11/29 no CSE/sn 2008-RFP Gradina Sheet - 2008 Funding Requests: CSE :Funding Allocation Worksheet 2008 Town Council Allocation: 2008 Dates: Event: Producing Entity: Teva Mountain. Games Untraditional Marketing Oktoberfest/Highline Sports Highline Sports & Entertainment Snow Daze Highline Sports &. Entertainment Gourmet on Gore Highline Sports & Entertainment Spring Back to Vail Highline Sports & Entertainment Vail Film Festival Vail Film Institute - Vail Farmers' Market (Sundays) Meadow Drive Partnership The Session Vail Valley Foundation Amedca Davs** Eagle Valley Events >IFSC World>Cuo, . UM/COUNCIL FUNDSD150K; >Camivail - Highline Sports & Entertainment Kick-lt 3v3 Soccer Tour Team Championships Holidays in, Vail Eagle Valley Events Vail Arts Festival Eagle Valley Events >Jammin' Jazz Nights Vail Jazz Foundation King of the Mtn Volleyball King of the Mountain Volleyball Taste of Vail Taste -of-Vail >Fddav Afternoon Club Lionshead Merchant Group Vail Invitational Soccer Vail Recreation District BBQ Bonanza Vail Chamber and Business >Rockv Mountain Antique Moon River Ranch Colorado Grand' Colorado,Grand Vail Valley Challenge (soccer) Vail Valley Soccer Club Ambient Street Entertainment* ResortEvents . >LH Kids' .Fun Faire&Family Blue: Creek'Productions >Lionshead_ Chili Cook-Off Vail Restaurant Association >Betty Ford Alpine Gardens 20th Bettv Ford Alpine Gardens Vail Street Sale. Town of Vail/Office'of Economic Ski and Snowboard Swap Ski and Snowboard Club. Vail Martial Arts Festival Invodo Martial, Arts. >2008 Unlimited Adventure Vail Symposium >LH Special Event Advertising Lionshead Merchant Group Lacrosse- Shootout Colorado Lacrosse Promotions* Total Event Allocations: CSE Funds Remaining: June 4-8 Sep 5-7, 12-14 December 1- 7 Auqust 29- 31 April 7-13 April 3-6 Jun 15- Sep 21 February 7- 10 4-Jul June 4-8 February 3-5 -August 1-3 Dec 19- 31 August 8-10 Jul 31- Aug 28 June 13-15 . April 2-5 Summer 2008 July 26-28 . 21-Jun August 1-3 Sept 19- 20 October 4'-5 June-20- Sep 1 28-Jun 27-Sep Summer 2008 August 15-17 November 7-8 11-Oct Jan 31- Mar 6 Summer 2008 June 28- July 6 $765,250 2007 Funds 2008$$$ Received: Requested: $90,000 $80,000 $55,000 $40,000 $65,000 $65,000 $50,000 $26,000 $50,000 $0 $30,000 $35,000 $17,5001 $01 $10,0001 $10,0001 $01 $01 $20,000 $0 $0 $0 $50,000 $0 $0 $0 $5,000 $0 $5,000 $0 $0 $12,500 $716,000 $110,000 $82,500 $100,000 $75,000 $100,000, $85,000 $8.0,00.0, $45,000 $60;000 $50,000, $20,000 $50,000 $40,000 $25,000 $42,500 $10,000 $30,000 .$30,000 $3,770 $25,667 $10,0001 $5,000 $10,000 $68,500 $40,000 $5,000 $66;000 :,5:000 c,0uu $7;000 $7500 5,000 $10.000 $1,320,937 *3RD YEAR OF 3 YEAR CONTRACT W_ /LACROSSE TOURNAMENT *Deficit in allocated funds will come out of the CSE operating expenses ($555,687) 11/27/20C7 $765,250 2008 CSE Funds Allocated: --$93,575 $81,263 $64,025 . $44,325 $73,875 $59,100 $54,175 $,13,174 $50,235. $0 $7,880 $30,000 $35.460, $18,223 $26,595 $7,880 . $9,8W $14.775 $0 $9.850i' $3,448. $2,463 .$0 $50,23& $0 $4,925 $0 $0 $0 $0 $0' $10.000 $765,331 ($81) TEXAS SKI COUNCIL DINNERIDANCE CSE1sn 2008 Town Council Allocation: Event: Producing Entity: 2008 Dates: Funds 2007 R ec Received: Teva Mountain Games Untraditional Marketing June 4-8 $90,000 Okloberfest/Highline Sports Highline Sports & Entertainment Sep 67,12-14 $60,000 Snow Daze Hlghline Sports & Entertainment December 1- 7 $55,000 Gourmet on Gore Hlghline Sports & Entertainment August 29- 31 $40,000 Spring. Back to Vail Hlghline Sports & Entertainment April 7-13 $65,000 Vail Film Festival Vail Film Institute April 3-6 $65,000 Vail Farmers"Market Meadow'Drive Partnership Jun 15- Sep 21 $50,000 The Session Vail Valley Foundation February 7- 10 $26,000 America Days"' IEaple Valley Events I 4-Jull $50,0001 >IFSC'Wodd Cup UM/CQUNCILFUNDED $50K. June 4.8 $0 >Camivail Hlghline Sports .& Entertainment February 3-5 $0 Kick-it 3v3 Soccer Tour Team Championships International August 1.3 $30,000 Holidays in Vail Eagle Valley Events Dec 19.31 $35,000 Vail Arts Festival Eagle Valley Events August 8-10 $17,500 >Jammin' Jazz Nights Vail Jazz Foundation Jul 31- Aug 28 $0 King of the.Mtn Volleyball King of the Mountain Volleyball June 13-15 $10,000 Taste of Vail Tasteof Veil April 2.5 $10,000 >Friday Afternoon Club Llonshead Merchant Group Summer 2008 $0 Vail Invitational Soccer Vail Recreation District July 26-28 $0 BBQ Bonanza Vail Chamber and Business 21-Jun $20,000 >Rocky Mountain Antique Moon-River Ranch August 1-3 $0 Colorado Grand Colorado Grand Sept 19.20 $0 Vail Valley Challenge Vail Valley Soccer Club I October 4.5 $0 Ambient Street Resort Events I June 20- Sep 1 $50,000 >LH Kids' Fun Faire&Family Blue Creek Productions 1 28-Jun $0 >Llonshead Chili Cook-Off Veli Restaurant Association 27-Sep $0 >Setty Ford Alpine Gardens Softy Ford Alpine Gardens I Summer 2008 $0 Vail Street Sale Town of VaIUGHice of Economic I August 15- 17 $5,000 Ski and Snowboard Swap Ski and Snowboard Club Vail I November 7.8 $0 Martial Arts Festival Inyodo Martial Arts 11.Oct1 $5,000 >2008 Unlimited Adventure Vail Symposium Jan 31- Mar 61 $0 >LH Special Event Llonshead Merchant Group Summer 20081 $0 Lacrosse Shootout Colorado Lacrosse Promotions' I June 28- July 61 $12,500 Total Event Allocations: l $716,000 CSE,Funds Remaining: 2008 RFP Gradlnq Sheet $765,250 1 $765,250 Cumulative Result: 2008$$$ Total Requested: Score: $110,000 309 $82,500 291 $100;000. 291 $75;000. 282 $100,000 279 $85;000 278 $80,000 268 $45,000 263 $60,000 262 $50,000 260 $20;000 243 $50;000 240 $40,000 232 $25,000 231 $42,500 229 $10;000 229 $3,000 217 $301,000 215 $3,770 208 $25;1367 206 $10;000 202 $5;000 200 $10;000 200 $88;500 199 $40;000 195 $5,000 192 $88,000 182 $5,000 164 $7,500 164 $7;000 145 $7,500 133 $15,000 87 $1 ($555,687) Average Allocation: $94,500 $79,929 $62,825 $44,571 $69,661 $51,786 $54,179 $21,857 $50,786 $0 $10,000 $766,063 $765,250 $765,250 $765,2501 Staff Rcmdtn: $95,000 $82,500 $60,000 $45,000 $70,000 $60,000 $50,000 $10,000 $30,000 $36,000 $18,500 $27,500 $8,000 $10,000 $18,750 $0 $0 $0 $0 $0 $50,000 $0 $5,000 $0 $0 $0 $0 $0 $0 $10,000 $765,260 $0 2008 CSE 2008 CSE Funds 11129/2007 Date Reviewed: Funds Allocated w/1,5% VOTE: m/s/p: Allocated: reduced: $95,000. $93;575 CH/HTIUN $82,500 $81,263 SS/BB/UN $65,000 " $64,025 MK/CH/UN $45,000 $44,325 CH/MK/UN $75,000 $73,875 CH/HTIUN $60,000 $59,100 CH/MK/dc app $55,000 - $54,1751 CH/SC/UNI x$19,375 $13,174 _ pl $51,000 $50,2351 . $0 $8,000 $1,880 CH/BB/sc opp/ss recuse $30;000 $30,000 CH/SS/UN $36,000 $35,460 CH/HT/UN $18,500 $18,223 CH/BB/UN $27,000 $26,595 SS/SC/UN $8,000 $7,880 CH/SS/UN $10,000 $9,8501 BBIHT/I $15,000 $14,775 CH/SC/UN $0 $0 CH/SC/bb opp - $10;000 $9,850 SS/HT/ $3,500 $3,448 CH/SS/UN $2,500 $2,463 CH/BB/mkoppI $0 $0 CH/SC/bb opp1 $51,000 $5,235 SS/MK/UN $0 $0 CH/SC/mk opp $5,000 $4,925 CH/BB/UNI $0 $0 CH/MK/opp bb & htI $0 $0 CH/SC/UN 1 $0 $0 CH/SS/UN 1 $0 $0 SS/MK/ch oppI $0 $0 SS/BB/UNI $0 $0 CH/MKNN1 $10,000 $10,000 SS/MK/UN1 $776,375 $765,3291 1 ($11,125) ($79)1 1012312007 10/2312007 1012312007 1012312007 1012312007 10123/2007 10123/2007 1012312007 1012312007 1012312007 1012312007 1012312007 10123/2007 1012312007 1012312007 10123/2007 10123/2007 10123/2007 1012312007 10123/2007 10/2312007 10/23/2007 10/23/2007 10/2312007 10/23/2007 10/23/2007 10/23/2007 10/2312007 10/23/2007 10/23/2007 10/23/2007 10/2312007 10123/2007 ?['®vvn ®f Vail Commission on.:Spec,ial .Events. Meeting ------ -Vail Town Council Chambers Tuesday, November 27, 2007 at 9:00 a.m. AGENDA: Administrative Items: (5 minutes) e Approval of the Minutes of the. meeting of October 23, 2007 Coordinator Report: (5 minutes) • CSE member terms expiring on December 31, 2007: Bobby. Bank, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of interest should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday, December 12 for interviews on Tuesday, December 18, 2007. e 2007 Financial Report e 2008 Meeting Schedule e At their meeting on November 6; 2007, the Town Council approved a $50,000 supplem,,ut«l allocation to stA,,r . rt the 2008 IFSC World Cup @ the TEVA Mountain Games. FYI: Final Event Reports: (15 minutes) Included- in packets are the final event reports for: • 2007 Vail Lacrosse Shoot-out e Colorado Walks: Vail Village Mile e Vail's 2"d Annual' Martial Arts Festival o King of the Mountain Volleyball- final event budget (Discussion: What should the CSE's policy be with regard to funding special events that . show a significant profit that is donated to charity? (15` minutes) 2008 Special Event Funding Allocations: (1 hour) The Town Council has allocated the CSE $765,250 for the support 2008 Special Events. The CSE will determine.funding allocations for events whose applications were received as part of the 2007. RFP process and which were reviewed at the October 23, 2007 meeting. New Business: (5 minutes) Adjournment: 10:45 a.m. jVext Regular CSE Afeeting: Tuesday, January 22, 2008% n 9: 00aain Town of Vail Commission on Special Events: 2007 Contract and Payment Status ? ? I II? 2007 Town Council Allocation: $75000 i Event: The Session Vail Mardi. Gras American. Ski Clas-sic Vail' Film Festival Spring Back to Vail Taste of Vail TEVA Mountain Games King of.the Mtn Vollyball Farmers' Market_ _ Street Entertainment BBQ on Bridge St Vail Lacrosse Shoot-out America Days Kick-It 3v3 Soccer Vail Arts Festival Circus Chimera Gourmet on Gore _ Oktoberfest Harvest Festival Colorado Walks:Race/Walk Snow Daze Holidays in Vail Martial Arts Festival Vail Street Sale Subtotal: Event Funds 2007 Dates: 2007 CSE Contract Status: Funds Jan 11-14 $26;000 COMPLETE Feb 18-20 $5,000 COMPLETE Mar 21- 25 $10,000 COMPLETE Mar 29- Apr 1 $65,000 _ COMPLETE Apr 2-15 $65,000 COMPLETE Apr 11-15 $10,000 COMPLETE May 30- Jun 3 $90,000 COMPLETE Jun 15-17 $10,000 COMPLETE Jun 17- Sep 16-(Sundays) _ $50,000 COMPLETE Jun 22- Sep 3 (11 weeks) $50,000 COMPLETE 23-Jun $20,000 COMPLETE Jun 27- Jul 4 $12,500 COMLETE Funds Paid Out., $26,0001 $5,000 $10,000 $21,667 $21,667 $10,000 $30;000 $3,400 $16,667 $25,000 $6,667 $12,500 4-Jul $50,000 COMPLETE $16,6671 Au 3- 5 _ $30,000 COMPLETE 11/23 $10,000 Aug 10-12 $17,500 COMPLETE $5,834 Aug 31- Sep 3 $0 CANCELLED _ Sep 1- 2 $40,000 COMPLETE $13,334 Sep 7- 9 (LH) and 14-16 (W) .$80,000 COMPLETE . $28;667 23-Sep $10,000 as,of 10/12 $3,334 22-Sep $5,000 COMPLETE $5,000 Dec 3-16 $55,000 as of 11/2 $18,334 Dec 31 + Other Dates TBD $35,000 as of 2/9 $11,667 Oct 13-14 .$5,000 COMPLETE $5,000 Aug 17-19 $5,000 COMPLETE $5,000 - $746,000 Adminlstratlve Allocations: . Office and Meeting Expenses TOTAL ALLOCATIONS: CSE FUNDS REMAINING: $3,500 $749,500 $500 Total Funds ; Amount Still Paid Out. 1 Owed: $26,00011 $0 $5,000' $0 $10,000 $0 $211667 $21,666 $65,000 $0 $21,667 $21,666 i $65,000 $0 1 $10,0001 $0 $30,000 $30,0001 $90,000 $0 $3;300 $3,3001 $10,000 $0 $16,667 $16,666 $50,000_ _ $0 $25,000 __ _ $50,0001 $0 $13,333 $20,000'1 $0 $12,500 $0 $16,667 $16,666 $50,000 $0 $20,000 _ $30,000' _ ---$0 $11,666 $171500 $0 1 $0 $0 $13,334 $13,3321 $40,000 $0 $26;667 $26,6661 $80,000 .$0 -$6,666 $:10,0001 $0 $5,000 $0 $18,334 $36,668 $16,332 $11,667' $23,333 $5,000, $0 $5,000 $0 $694,335 $51,565 $1,4481 $2,052 $695,7831 $53,717 CSE/sn 2007 Contract and Payment Status Updated: 11/20/2007 TOWN'0-7 yam, 000 COMMISSION ON SPECIAL EVENTS Commission on Special Events 2008 REGULAR MONTHLY MEETING DATES The regular monthly meeting of the CSE is usually held on the fourth (0) Tuesday of each month; in the Vail Town Council Chambers beginning at 9:00 am: Special meetings may be scheduled when deemed necessary. • Early, 2008fMD: Joint'meeting between CSE and VLMDAC • Tuesday, January 22 • Tuesday,. February, 26 • Tuesday, March 25 • Tuesday, April 22 • Tuesday, May 27 • Tuesday, June 24 • Tuesday, July 22 • . Tuesday, August 26 • Tuesday, September 23 • 'September 2008/TBD: Joint meeting between CSE and VLMDAC e Tuesday, October 28: Presentation of RFP's for 2008 Events • Tuesday, November 25 • December 2008/TBD: No meeting scheduled ?11f'.N)?i?'?iCC)!11! ????1Cl?llil' .RC\'iSCCL` i r r? i 1 •' ;?, _ ?t•`°. AA.,] lr??' 'e,? e? x• c!??!y':?W?` , J ??? :t. <k's[!2 ??it} ?r v ???.?. jk si. f, 4:' - .Tit...f'c? .5,€3?' ; :'s??v?: r.C???c"1 ;-,?1°... 7r'`' t?1?.,??? ' y _ •?£k?`g'i L, `4:' ?`'.'x°'1. iF :h ' Y. -:J- r?''??t ,. °.s 9 ?.;.1 .9- s.}, r.. a'k. t ?3_'.. ,y.; i.' i,:: F' • L '?t'.€?t ; "- -t.x ?.aq ??•-- p•.o.?- o- ,...?i .r.,t f .a s t`, Resu is Total Stories Delivered (January through August 2007): 1,630 stories Total Number of Impressions (April through August 2007): 2,681,898,807 impressions Number of Stories Delivered Over Time August 2006 - August 2007 0 of Stories 600 SCO ? 400 - 200. \ 100 / - 0. pr- Aug 404 72 Cc 6 -W .I Sep-W I Oct 6 NavM Der&W Jam 7 I Feb -07 M5407 I A? 07 M2707 I J5167 J2i-u I Auger-07 47 2 / y L _0 l IVlessages and Targeted 'u o- ications Development Projects ® Diversion ¦ Destinations ¦ Luxury Business Traveler ¦ Portfolio ¦ Concierge.com Elite Traveler Sherman's Travels Lifestyle stories ¦ Travel + Leisure ¦ Conde Nast Traveler ¦ Town & Country ¦ Esquire • Wall Street Journal © New York Times New York Magazine • Bon Appetit ¦ Food + Wine Gourmet Groups, Meetings and Weddings • Incentive Magazine • Luxury Travel Agent • Successful Meetings • M&C (New Jersey) • Meeting News • Potentials Magazine • Business Travel News • Executive Traveler ¦ Modern Bride © Bride Magazine VRD Programs ¦ Travel + Leisure Family • Parenting ¦ Family Travel Forum ¦ Family Circle ¦ Outside ¦ Self ¦ Shape ¦ Women's Health ¦ Men's Health Festivals and Events 13 National Geographic Traveler • National Geographic Adventure • Men's Journal • Men's Health • Women's Health • Continental Magazine • Daily Candy • Globorati.com • Global World Travel • Travel Weekly 100°x6 - - - 90% 80% 70% - 60% c 50% 40% c? 30% 20% 10% 0% Vail February Occupancy: 2006 historic actual vs. 2007 historic actual; 2007 OTB vs. 2008 OTB (as of October 31) Source: MTRIP -+- Feb 2007 historic actual occupancy (15 properties included) -0 Feb 2006 historic actual occupancy (15 properties included) Feb 2008 - as of October 31, 2007 (11 properties included) Feb 2007 - as of October 31, 2006 (11 properties included) e??4P44P 01 tPe Date (days aligned by day of week) CSE/sn 2008 RFP Gradina Sheet 2008 Funding Requests: CSE Funding Allocation Worksheet 11/20/2007 2008 Town Council Allocation: $765,250 $765,250 $765,250 $765,250 Y Cumulative Result: 2008 $$$ 2008 CSE Event: Producing Entity: 2008 Dates: Uc?7 Funds dF Total Average ,w Staff Rcmdtn: Funds Received: Requested: ? Score: Allocation: ;..r Allocated; _ Teva Mountain Games Untraditional Marketing June 4-8 :?o.u0u $110;000 "M 309 $94,500 $95,000 Oktoberfest/Highline Sports Highline Sports & Entertainment Sep 5-7,12A4 saoi iCO $82,500 291 $79,929 $82,500 Snow Daze Highline Sports & Entertainment December 1- 7 ?o $100,000 291 $62,625 . $60,000 Gourmet on Gore Highline Sports & Entertainment August 29- 31 :?40,000 $75,000 p:. 282 $44,571 $45,000 Spring Back to Vail Highline Sports.& Entertainment April 7-13 465,000 $100,000,1,: 279 $69,661: $70,000 Vail Film. Festival Vail Film Institute April 3-6 $65,000 $85,000 y 278 $51,786 " $60,000 Vail Farmers' Market Meadow Drive. Partnership Jun 15- Sep 21 ,50.000 $80,000>` 268 $54,179 x` $55,000 The Session Vail Valley Foundation February 7-10 2 000 $45,000 y. 263 $21,8_57 $25,000 America Days" FK _ Eagle Valley Events 4-Jul ? i 00 i ` $60,000 262 $50,786 $50,000 -AC ', P ? _` _ ..j - P? SO_ h z ?. §:. +?Li. >IF UNC1L F Ni)$ $ _ t....,,Jtsne 4=6W 0 _ t Q;000;.; ?: ? _'. $0 1 . _?s - t 71s:. A K 28Q W601,9, d::CUp - } ,.UM/CI? $10,000 _ >Camivail Hi Kline Sports & Entertainment February 3-5 50 $200001, 243 $6,000 10 Kick-It 3v3. Soccer Tour Team Championships International August 1-3 s3o.o?x; $50,000 y 240 $28,750' _ $30,000 Holidays in Vail Eagle Valley Events Dec 19- 31 $40,000 232 $34,964it $35,000 Vail Arts Festival Eagle Valley Events August 8-10 S i %.500 $25,000 1 231 $18,413 ? $18,500 >Jammin' Jazz Nights Vail Jazz Foundation Jul 31- Aug. 28 so $42,500 a 5 229 $25,286 $27,50_0 K" of the Mtn Volleyball King of the Mountain Volleyball June 13-15 c?,COf $10,000 F a 229 $8,357 T51 $8,000 Taste of Vail Taste of Vail April 2-5 ? ii.00o $30;000 217 $11,158 _# $10,000 >Friday Afternoon Club I Lionshead Merchant Group Summer 2008 ?10 $30,000 _ 215 $18,667 $18,750 Vail Invitational Soccer 'Vail Recreation District July 26-28 '50) $3,770,4, 208 $539 ` $0 BBQ Bonanza 'Vail Chamber and Business 21-Jun S 0,000 $25,667 rt 206 $3,429,54 $0 >Rocky Mountain Antique Moon River Ranch August 1-3 $0 $10,000 f" 202 $3,429 $0 Colorado,Grand Colorado Grand. Sept 19- 20 ?o $5,000 200 $1,857 $0 Vail Valley Challenge Vail Valley Soccer Club October 4-5 10 $101000 200 $1,143 $0 Ambient Street Resort Events June 20- Sea 1 $68,500 198 $49,071 x1 $50,000 >LH Kids"Fun Falre&Family Blue Creek Productions 28-Jun $40,000 N 195 $4,286: $0 >Lionshead Chili Cook-Off Vail Restaurant Association 27-Sep so $5,000 6 ? 192 $4,00orl$ $5,000 _ 5 0 $68,000 }w:? 182 $2,408'-f;? $0 >Betty Ford Alpine Gardens Betty Ford.Alolne Gardens Summer 2008 $5,000 164 $429 $0 Vail Street Sale Town of Vail/Office of Economic August 15-17 1),00C $0 -- Ski and Snowboard Swap Ski and Snowboard. Club Vail November 7-8 $0 $7,500 ,?`?- 154 $286"1" Martial Arts,Festival Inyodo Martial Arts 11=0ct 5,000 $7,000 145 $1,411 r $0 >2008:Unlimited Adventure Vail Symposium Jam 31- Mar 6 $ $7,500 = 133 $2861= $0 >LH Special Event Lionshead Merchant Group Summer 2008 $0 $15,000 . 87 _ $1 il. $0 ' ? Lacrosse Shootout Colorado Lacrosse Promotions June 28- July,6 $10,,000 $10,000_. $10,000 $10,000 Total Event Allocations: $716,000 $1',320,937 ., $766,063 $765,250 $10,000 CSE Funds Remaining: ($555,687) ($813) $0 $755,250 *3RD YEAR OF 3 YEAR CONTRACT W/LACROSSE TOURNAMENT I I I CSEIen 2008 RFP Grading Sheet 11120/2007 2008 Funding Requests: CSE Grading Report and Recommendation for Funding 1 - I 2006 Town Council Allocation : $765,250 $766,250 $786,250 $765,250 $765,250 $765,250 1 $766,250 $766,250 1 $765,260; $765,260; $765,260 Bank Chapin Connolly Huber Kirkham Stoughton Trub _ Cumulative Result: 2008$$$ • S Suggested S Suggested Suggested S S Suggested • S Suggested S Suggested • S Suggested Total ( Average ; 2008 CSE F Event: Producing Entity: 2008 Dates: I 1 Requested; oae ANxslicn: core: Allocation: cor e: Allocs5al: core Allocation: core ASprstlon: core: core I Allocation: ANocatb .' Score I Allocation, Staff Rcmdtn: unds I 1 Alford: Neva Mountain Games Untraditional MarkeOnp June 4•B h $110,000 41 $92,260 39 1 $96,000 44 $95,000 47 $92,250 45 $100,000 47 1 $92.000 46 $95,000 ' 309 $94,500; $95,0001 fold0berfestlHighline Sports 1Hlghline Sports 8 Entertainment Sep 5.7,12-14; $82,500 44 $82,600 35 1 $80,000 41 $82,500 39 j $82,000 43 $70,000 45 1 $82,500 44 $50,000 291 $79,929, $82,5001 :Snow Daze IHlghlinsSports 8Entertainment December 1.7 [ $100,000 37 $60,000 34 $57,000 44 $80,000 38 $56,375 42 $60,000 46 I $60,000 50 $85,000 291 f $62.625; $60,000 Gourmet on Gore I Highline Sports 8 Entertainment i August 29.31 $75,000 40 $60,000 37 $35,000 44 $80,000 37 $41,000 38 $45,000 44 $41,000 42 $40,000 282 $44,571; $45,0001 Spring Back to Veil I Hlqhllne Sports 8 Entertainment 1 April 7-13 1 $100,000 42 $5.000 37 $77,000 38 $85,000 41 $66,625 42 $70,000 46 $69,000 33 $70,000 279 $69,861 ` $70,0001 ra0 Flm festival IVall Film Institute April 3.6 ? $85,000 38 $50,000 36 1 $45,000 37 $0 39 $70,000 39 $80,000' 46 $65,000 44 $72,600 _ 278 1 851,786f $60,0001 `Nell Farmers' Market Meadow Drive Partnership I Jun 15 Sep 21 $80,000 40 $88,000 35 860,000 99 $50.000 37 $51,250 33 850,000 44 $63,000 40 $50,000 268. $54,1791 $55,0001 The Seaekm IVail Valley Foundation February 7- 10 i $45,000 33 $0 32 $25,000 32 $28,000 40 $30,000 38 $20,000 46 $27,000 46 $26,000 - 283 I $21,857 $25,000 America Days**_ I Eagle Valley Events 1 4-Jul I $60,000 47 $81,250 37 $46,000 36 111152,000 34 $51,260 37 $50,000 39 $52,000 33 554,000 262 $50,788, 1 $60,000 t>IFSC World Cup UMICOUNCIL FUNDED 850K June 4.8 $0 850,000 20 $0 31 36 80 36 $0 39 $0 38 - 60 $0 250 $0 >Camival IHighlneSports BEntertainment f February 3.5 $20,000 33 $0 31 1 $7,000 29 So 35 I $15.000 37 $10,000. - 42 $14,000 36 $10,000, 2431 $8,000, $10,0001 Kick-ft 3v3 Soccer Tour ]Team Championships International August 1.3 _ $50,000 30 $35,000 34 1 $20,000 39 $30,000 36 $30,750 26 $25,500 40 $32,000 36 $28,000, 240 $28,750! $30,0001 Holidays In Val Eagle Valley Events Dec 16.31 $40,000 29 $35,875 29 1 $30,000 28 $38,000 33 $38875 30 $38,000 40 $37,000 43 $35,000 232 1 $34,984! $35,000 _ VelArteFestMel Eagle Valley Events August 8.10_ $25,000 34 $17,938 33 1 $20,000 34 $20,000 34 1 $17,950 27 . $20,000_ 39 1 $18,000 30 $16,000 _ 231 I $18,413' $18,5001 >Jammin'JazzNights IValJazz Foundation Jul 31-Aug 28 $42,500 36 $27,000 29 1 $25,000 30 $30,000 35 1 $30,000 34 $20,000 33 $20,000 33 $28000 229 $26,2881 $27,5001 King of the Mtn Volleyball King of the Mountain Volleyball June 13.16 $10,000 33 $10,000 33 1 $8,000 33 $6,000 29 1 $10,000 28 _ $10,000 39 $10,000 34 $5,600 229 $8,367 $8,0001 TasteofVel _. _ Taste of Veil April 2.5_ $30,000 29 $8,858 34 $20,000 28 $0 35 1 $10,260 $8D00 46 1 $18,000 45 $16,000 217 $111158! $10,0001 Friday Afternoon Club ' Lionshead Merchant Group Summer $30,000 37 $32,000 24 $20,000 40 $30,000 30 24 $18,000 _ 33 1 $0 27 $15,000, 215 $16,661: $18,7501 i Vail Invitational Soccer Vail Recreation District July 26.28_ $3,770 39 $3,770 31 $0 31 W 26 $0 23 $0. 30 $0 29 $0, 208 1 8539: $0 B60 Bonanza Veil Chamber and Business 21-Jun $26,667 28 $0 30 $19,000 25 60 28 1 $0 23 $0 32 $0 43 $8,000 206 1 $3,428, . ` I $0 -Rocky Mountain Antique Moon River Rench August 1.3 _ $10,000 26 $12,000 25 $2,000 36 610,0W 25 1 $0 28 $0. - 33 $0 29 $0, 202 $3,429 $0 ,Colorado Grand Colorado Grand Sept 19.20 $5,000 34 $7,000 24 j $1,000 39 $6,000 25 $0 20 SO 33 1 $0 25 $0. 200 1 $1,857 $0 /ad Valley Challenge I Vail Valley Soccer Club October 4.5 $10,000 42 $8,000 29 $0 29 $0 23 $0 23 $0_ 24 $0 30 $0i 200 1 $1,143, $0 Ambient Street Resort Events June 20- Sep t j $68,600 34 $60,000 30 $45,000 32 $58,600 21 $50,000 25 $60,000 30 $60,000 27 $40,000 199 1 $49,071 $50,000 >LH Klds' Fun FakeBFamiry Blue Creek Productions 28-Jun 1 $40,000 32 $0 26 $5.000 27 $0 29 $0 29 $25,000 31 $0 21 $0 195 1 $4.288 $0 >Lbrrelread Chill Cook-05 Vail Restaurant Association 27Sep, $6,000 96 67,000 28 $3,760 18 $0 33 1 $6,000 21 $3,500 33 $4,760 23 $4,000' 192 $4,000' $5,000i 1:-Betty Fad Alpine Gardens Betty Ford Alpips Gardens Summer 2008 $68,000 32 $6,868 26 $5,000 30 $0 23 1 $0 0 _ $0 27 $0 44 $6,000 162 I $2,4081 $0' Vail Street Sale Town of Vail/Office of Economic August 15- 17 $6,000 23 $0 29 $3,000 29 $0 25 1 $0 15 _ $0 24 1 $0 19 $0; 164 1 $429 $01 Ski and Snowboard Swap 1Skiand8nowboardClub Vail _ November 7.8_ $7,500 25 $0 28 $2,000 31 $0 20 1 $0 10 _ $0 30 1 $0 10 $0 164 $2851 $0 Martial Aft Festival I lnvodo Martial Arta 11-Od _ $7,000 15 $0 22 $1,500 16 $0 25 I $5,125 17 _ $2,000 - 20 $0 30 $1,250' 145 $1.4111! $01 >2008 Unlimited Adventure IVail Symposium Jon 31• Mar 6 _ $7,500 17 $0 23 $0 19 $0 28 $2,000 0 80 26 - $0 21 $0, 133 $2861 $01 >LH Special Event IUonsheadMerchant Group Summer 2008 1 $18,000 34 $0 18 $0 0 $0 1 0 So 35 $0 87 1 $0' $01 Lacrosse Shootoul' IColoredo Leaosse Pn .:, s June 26• July 6 $10,000 o'000 1 $10,000 42 $10,000 I $10.000 $10.000 $10,000 $10,000- 1 $10.0001 $10,000 $10,000 Total Event Allocations: $1,320,937 $760,295 $766,250 $786,000 1 $762,700 $758,000 $768,250 $766,250: 1 $766,069 $765,250 1110,000 CSE Funds Remaining: (8555,657; $4,955 (81,000) $250 $2,850 $6,250 $0 $0 ; ($809)1 $0 $766,250 '3RD YEAR OF 3 YEAR CONTRACT WILacrosae Tournament I I I I I r ! I I POST EVENT REPORT TO COMMISSION ON SPECIAL EVENTS FOR THE VAIL LACROSSE SHOOTOUT 2007 November "13, 2007 , On July 19, 2007 we sent out a survey to all teams that participated in the 2007 Vail Lacrosse. requesting that they.report to us their estimates of team expenses during their stay in Vail. Asummary of what was reported follows, as well as other information required by the Funding Agreement between the Town of Vail Commission on Special Events (CSE) and Colorado Lacrosse Promotions, Inc. (Event Promoter). 1. An Overview outlining the event's strengths and weaknesses: specifically, what went well and what measures could be taken to improve the even The strength of the Shootout is its reputation in the lacrosse community. A staff with passion for the sport puts together a quality event'.for all levels of play. There is no doubt the. Vail venue contributes greatly to its prestige. The mission of the tournament continues to be the V......otion of the sport through a tournament that brings together quality competition representing teams from all geographic areas. The U. 19 divisions.remain true to that mission. NCAA rules and the' advent of the professional summer leagues have eroded that element in the Men's Elite Division. The Men's Sup:.....asters Division is a mix of alum-based teams and geographically-based teams. Overall, the tournament, remains a sl.....g influence on the Y..;...otion of the sport and receives nationwide recognition and support. The major weakness of the tournament is the lack of a major sponsor. More nationwide media exposure would be available with more sponsorship dollars. Another weakness is the: distance between venues. Events run from East Vail to Edwards - with stops on Almost every flat surface in between. 2 An event. budget showing actual profit and loss numbers and how the CSE funding was utilized See Attachment No. 1. CSE funding was used to retire debt and to pay for media and website expenses. This included the production of a television piece for Lacrosse Weekly aired on sports networks in the East. 3 A detailed overview of the marketing that was implemented to promote the event. The, Shootout website continues 'to be our primary, marketing, tool. Event information is disseminated periodically to the major lacrosse magazines, LACROSSE MAGAZINE and INSIDE LACROSSE, and to internet publications like LAX POWER and WESTSIDE Lacrosse. The more traditional media outlets, The Denver Post, Rocky Mountain. News, 'New York Times, USA Today, Baltimore Sun and other newspapers receive a preview . packet,ten (10) daysprior to the event. Updates are distributed to them electronically. Contacts are also'made with the Denver television stations.- At least one (1) station had. an on-field report over the 4?' of July. Daily exchanges are made with the Vail Daily and Vail Trail. Local TV stations provide introductory interviews prior to the Elite Division activities. A`TV show was produced by Leif Elsrrio for Lacrosse Weekly that showed in the East on local sports networks. Unfortunately, Altitude did not pick it up. 4: Survey results showing the estimated effect on theJollowing, per the CSE Criteria as described in the RFP: a. Attendance numbers and demographic profile: The 2007 Vail. Lacrosse Shootout included the following age/gender divisions: Under 19 Boys 12 teams 246 players approx. 48 coaches (4 per team) Under 19 Girls 25 teams 462 players, approx. 50 coaches (2 per team) Women's Elite (collegiate and post collegiate, club players) .16 teams 288 players approx. 32 coaches (2 per team) Men's Elite'(collegiate and post collegiate,. club. players) 16 teams 399 players a,,,,.-,x. 32 coaches (2 per team) Men's Masters (age 33 and over) 10 teams 187 players approx. 10 coaches (1 per team) Men's Supermasters (age 40 and over) 17 teams 391 players approx. 17 coaches (1 per team) Men's Grandmasters (age 50 and over) 4 teams 84 players approx. 4 coaches (1 per team) approx. 240 "others" (family, friends, chaperones - arrI.,A. 20 per team) . . ' approx: 375 "others (approx. 15 per team)-approx. 320 "others" (approx. 20 per team) approx. 320 "others" (approx. 20 per team) approx. 250 "others" (approx. 25 per team) ax: 510 "others" (approx. 30 per team) approx. 40 "others" (arr. „x. 10 per team) L? Total number of teams: 100 Total number of players: 2,057 Total number of coaches (estimate): 193 There are also approx. 140 Chumash competitors (grades 4 thru 8) There are approx. 91 officials attending the Shootout and approximately 30 officials attending an official's training clinic held during the Shootout. There are approx. 50 tournament staff (scorers, trainers, field help, PR, website) There are approx. 2,055 "others" (family, friends, chaperones) TOTAL NUMBER OF A it c.NDEES: 4,616 Estimated number of spectators during the entire 8 day event: 12,500 Attendance was down in 2007. We attribute that to the fact July 4 was on a Wednesday, and to competition with the Denver Outlaws, the new professional team. b. Economic impacts to the retail, restaurant and lodging sectors of the community. After the 2007 Vail Lacrosse Shootout we sent an inquiry to all the participating teams asking for their estimates on lodging & food expenses, other activities while in Vail, retail purchases and intent of returning to Vail. Following is a summary of what they reported back to us. 1) The average number of nights of lodging booked by teams/staff was approximately 5 nights. 2) The range of what teams/staff spent on lodging during their stay in Vail was between $2,400 and $25,750. For the 22 teams/staff responding, the total spent on lodging was $191,709 with an average per group of $8,714. 3) 18 teams/staff responded as to the number of meals they purchased in restaurants. The total number of meals was 4,020 - an average of 223 meals per team. 4) The range of what teams spent eating in restaurants during their stay was from $800 to $15,000. The total amount spent in restaurants by the 23 teams/staff that responded to this question was $115,194 or an average of $4,546 per group. (NOTE: This amount does not include money spent at grocery stores, liquor stores or bars). 5) 71 % of the teams responding to this question reported to us that they and their family and friends accompanying them participated in quite a few other activities during their stay in Vail. The activities reported the most are biking, golf, rafting, hiking and riding the gondola. The range of what teams reported spending on "other activities" while in Vail was from $369 to $4,600 with an average of $1,075 per team reporting. 6) The range of what teams estimated their retail purchases to be were from $500 to $6,500, with an average of $2,120 per team reporting. c. Visitor Intent to Return. 88% of the teams that responded to this question indicated that some members of their group do plan to return to Vail. The reasons given are skiing, vacations and to return to the Vail Lacrosse Shootout. S Potential for growth and development of sponsorships and media exposures Our primary growth target in 2008 is the youth CHUMASH 3 on 3 event. We plan to have two (2) weekend segments. The first will be set to attract teams whose fathers are playing in the Men's Supermasters Division (Saturday, June 28 to Tuesday, July 1). The second will be scheduled during the Elite Division (Thursday, July 3 to Sunday, July 6). The earlier event should increase family travel to Vail. 6. How did the event impact Vail's "Sense of Community"? Lacrosse is growing in the Vail Valley. This year we coordinated with the professional team, The Denver Outlaws, to conduct an open clinic which the Vail Rec District ?,.v...oted. Six (6) of The Outlaws worked %,r..„?imately 35 kids through a variety of skill development sessions. Our program (copy attached as Attachment No. 2) features a full schedule of the Vail activities. We include in that piece important information on Town of Vail guidelines and public safety information. Last year, we started donating proceeds from the first day of gate receipts to a charity. This year, $1,195 was donated to VISIONS IN ACTION. One of our former staffers was working in Tanzania with that group as a medical assistant volunteer. WE LOOK FORWARD TO SEEING YOU IN 2008! 3:48 PM Intemational Lacrosse Promotions 11/14/07 Profit & Loss Accrual Basis January through December 2007 Jan - Dec 07 Ordinary Income/Expense Income Gate receipts 4,870.00 Misc. Income 6,413.49 Advertisement 5,375.00 Team Fees Revenue 99,125.00 sponsor 29,574.00 vendors 14,000.00 Total Income 159,357.49 Expense Scorekeeper 300.00 Scheduling 1,000.00 Field Expense 2,830.00 Trophies 2,131.05 Television Production 750.00 Administration Fees 10,962.02 Automobile Expense 4,522.12 Bank Service Charges 5.00 Charitable Contributions 1,195.00 Dues and Subscriptions 80.00 Equipment Rental 3,068.00 Field Rental 22,285.50 Goals 1,260.00 Insurance 355.00 Interest Expense Finance Charge 18.18 Loan Interest 256.99 Total Interest Expense 275.17 Lodging 21,569.49 Meals and Entertainment 26.80 Miscellaneous 579.90 Operating Supplies 2,930.14 Parking Expense 515.00 Postage and Delivery 55.51 Professional Fees Accounting 580.00 Legal Fees 125.00 Total Professional Fees 705.00 Program Costs Promotional Referees Rent Staff Food Telephone Tents & Tables Trainer Fees Trainer supplies Waste Removal Total Expense Net Ordinary Income Other Income/Expense Other Expense Other Expenses 9,927.10 2,650.00 38,975.00 575.00 17,086.17 830.00 4,461.64 4,367.00 1,943.78 2,400.00 160,616.39 -1,258.90 814.84 Page 1 3:48 PM International Lacrosse Promotions 11/14107 Profit & Loss Accrual Basis January through December 2007 Jan - Dec 07 Total Other Expense 814.84 Net Other Income -814.84 Net Income -2,073.74 Page 2 1, . .. .. .. .. is ?... ...,, k ... ,.. .. ? ..t ?- A r i t t '?F` t4 ?e.' ? i Inside Lacrosse Magazine "Year in Photos" Women's Elite July 2007 V A I L C O L O R A D O November i', 2007 To: The Town of Vail Commission on Special Events Subject: Post-event report, Village Mile, September 22, 2007 Submitted by: Jan Ward, Vice President Colorado Walks i. Overview of the Village Mile Event- A. Strengths: .-The location and the course of the mile event are without a doubt one of its major strengths.. The course is definitely one of the most beautiful mile courses in America. The start and finish are located near the Children's Fountain and offer a spectacular view of the participants coming into the finish shoots. The ambiance, physical beauty and intimacy.of the Village provide a most unique and amazing experience for participants and spectators alike.. -The Village businesses along the route seem to be very much in favor and support.of the event. When delivering.flyers for the sound amplification and event notice we. did -not encounter a single negative response. Also, the Marriot offered a special room rate for participants and added to the quality of the experience. The Chamber also helped with promotion of the event, and we feel that there appears to be potential to partner, with the local businesses in the future. -The Town of Vail staff and the Vail Recreation District were all very supportive. The level of positive support and dedication was way above the norm and made for a very positive experience for our first event in Vail. -The race directors and representatives'that attended the event from America's Downtown Mile support of a high altitude mile and the unique Vail, environment for the race series. The Village Mile was linked to six other mile races. in America and was-the final event in the series for 2007. The. other America's Downtown Mile race directors feel that the Village mile has a lot of potential if it were to be held in July or August on a weeknight and perhaps in conjunction with an established Vail. event. -We have an experienced race crew that knows the formula of the mile event, having worked "together.. to produce miles for the past ten years. From our marshals to our timers, we have some very good folks that work the event. The only thing lacking this year was the number of'participants and spectators. The quality of the race was rated from excellent to good from the participants. B. Areas for Improvement: -Try as we might we couldn't seem to find the core to break into the local. community. It was a definitely a learning experience to get folks committed to participate in our event. We visited the Hospital staff; the sports medicine clinics, fire dept, the athletic club and local businesses to try to garner support to participate in our team challenge mile wave. We didn't get one single team to participate. Our overall numbers of participants was not what we expected at all. We had a total of sixty-eight participants and only eleven were from the Vail area. (Please see the attached demographic profile under section IV.) -The date of the event was coordinated with our-Colorado Walks Pedestrian Summit. We have never held a mile event on a weekend or that late in the year so that Was new for us. It is usually held on a weeknight during the summer. Also it was the 'shoulder season" for Vail, so a lot of local shops were on break and employees were taking time off before the big winter season. However,. the fall season is not necessarily a negative; we did like the fact that the course was very accessible, it may have just not been the right date. (The weather was spectacular!) We discovered a month before the event that there was a local high school cross-country event scheduled on the same morning. Also, when we were, flyering the course the Sunday prior to race day we discovered a.10k and 5k event in. progress that started and ended'in the Village. This might.have not been the,best day or time to hold the event given other similar events so closely scheduled to that date.. The time and date are points for discussio6 for next year and we encourage the commissions' as well as staff input on this topic. -The only other area of concern or negative comment that was received " from participants or race crew was regarding the jackhammer that was in operation on the race course in Siebert Circle during the event. -We could use more inside help with volunteers and other support from the community. .A few of the local runners that participated did offer to. help out with. ideas and support for next year. -We need to find a way to encourage more involvement from the locals. If that means coordinating with another event, to serve as a kick-off or tying in with a community charity organization or local"club, these possibilities need to be explored. Village Mile - Vail, CO 2007 Bud,et s In Kind / Expense Sponsor CO Walks Reqistration Comp 10 @ $15 $ 150.00 . Prizes New Belqium $1.500.00 Timing Runninq Bears $ - $ 407.00 Bibs Runninq Bears $ 133.00 Entry Forms Neil Parker $ - $ 375.00 Event permit Town of Vail $ - $ 50.00 Prizes New Balance $1.500.00 , Enforcement Officers Town of Vail $ - $ 148.00 Awards safetv blinkers $ - $ 574.14 Vail Village Mile Hats ADM $675.481 T-shirts Just Call Pam $ - $ 2,185.17 Village Loqo Zack Spreacker $ 1,000.00 $ - Marketinq Spark PR Marketing $ 2,000.00 Radio ads NRC broadcastinq $ - $ 500.00 Colorado Runner Maq. Mav-Auqust $ - $1.500.00 Vail Trail/ Chamber free listinqs $ - Racing Colorado Maq. April- September $ - $1,200.00 Plum TV free spots Vail Rec. District John Monson Portable Re.,u voms Public restrooms $ - NA Course & crew marshals Boulder Road Runners $500.00 Promotions-Vail trips ADM $ - $275.89 Sound System donated/BRR $ 100.00 Sound amplification permit Town of Vail $ - $ 50.00 Course measurement David Femmer $ - $ 125.00 Tables & Chairs donated/Marriott $100.001 Web site Neil Parker $ - $ 2,000.00 Photographer Robert Wootten $ - $ 300.00 H2O compostable . $ - $ 180.00 Event insurance Heibert Agencv $ - $ 450.00 GRAND i u i AL, $6,375.48 $12,603.06 , Village Mile - Vail, CO 2007 Budget Cash Registration Fees 172 x 15 $1,080.00 SPONSORS Town of Vail $ 5,000.00 Glattina Jackson $2,500.00 CDOT $2,000.00 Roche $1,000.00 ADM $2,000.00 INCOME GRAND TOTAL, $13, 580.00 Town of Vail Sponsorship Marketing Plan $2,000.00 Spark PR Marketing May- August- Ads Colorado Runner Magazine $1,500.00 Week of race- Local Radio Ads NRC Broadcasting $500.00 April-September- Ads Racing Colorado Magazine $1,200.00 Total: $5,200.00 „i ui. Village Mile Marketing Program A. Promoted the Village Mile on the Colorado Walk's website and the quarterly r.-newsletter starting in February 2007. B. Promoted the Village Mile as the final event in America's Downtown Mile Race Series on the race series' website. starting January 2007. America's' Downtown Mile is also linked to Twin Cities; Bosie, Santa Barbara, Aspen, Superior and Ft. Collins mile,websites. C. Placed half page ads in the Colorado Runner Magazine in the May/June and July/August issues. (Statewide) 0. Placed quarter page ads in Racing Colorado Magazine in the April/May, June/July and August/September issues. (State-wide) E. On-going promotional- spots on the local Alum T.V. station and the ticker calendar,mid-August to mid-September. F. Thirty second spots on three different Vail area radio stations the week of the event with NRC Broadcasting. 6. Partnered with. VailRec to promote the mile event, they posted flyers in all recreation sites and at the Vail Farmer's'Market in late August. H. Went door to door with flyers in Vail to local shops, businesses, started in August, through the week before the race. I. Presented the mile at the Vail Chamber of. Commerce August 14th meeting and connected with the Chamber and businesses: J. Hired Sparks Marketing to develop a four month countdown marketing strategy consisting of local/regional media campaigns, press releases and e-networks. K. Listed the mile event on the online calendars for the following; KUNG "radio, Vail Trail, Rocky Mtn. Sports, Colorado Runner, Racina-Colorado, Vail Chamber and Town of Vail: L.. Promoted the event during the 5K,and 101 (race in the Village the Sunday prior to the day of., race. Talked to race participonts,'handed out entry forms, flyers, and the race announcer generously;announced our event. M. Sent press releases to the Vail Daily, asked them to write an article on the event. They finally did print a small one the Thursday before the event. They also listed it in the scoreboard all week, they did not follow- up with race results we sent to them. N. The Village Mile was listed on the Town of Vail's.official event calendar. (Unfortunately, the date was listed incorrectly as the following day.) O.' Sent press releases to these public entities in the last month before the event; Colorado Community Revitalization Association, CDOT, CML, Colorado AARP, and the International Downtown Association. IV. CSE Criteria- Survey results: A. Demographic profile of the race participants: The top overall male & female winners were from Boulder- 21 cities represented- total particpants- 68 Vail Area, including; Vail, Avon, Edwards, & Frisco- 11 Boulder County, including; Boulder,' Broomfield, Superior, & Louisville- 23 Denver area; including. Denver, Littleton, & Highlands Ranch -15 Aspen, Divide, Ft. Coilins, Grand Junction, &,Woodland Park - 11 Boise, ID, Orlando, FL, Santa Barbara, CA, Salt Lake City, UT & Vancouver, WA, - 8 B. Economic impacts: Lodging- 55 of the 68 participants spent Friday night in Vail- total 26 rooms- Economic impact for lodging- $3640. 23 of the participants spent Saturday night in Vail-total 12 rooms Economic impact for lodging- $1,680. The race crew from Boulder and Denver spent Friday night in Vail- total 13 rooms - Economic impact for lodging- $1,820. Some of the crew spent Saturday night in VailI—total 7 rooms Economic impact for lodging- $980. Total economic impact for lodging- $8,120. Restaurant and retail: average stay- 1.4 days-$2,600. Total Economic impacts for Village Mile event: $10,720. C. Visitor Intent to Return: 49 of the race participants from outside of the Vail area said that they would return to Vail. Families mentioned that this,was their first trip to Vail 'in years. 68% rated their overall, experience.as outstanding or excellent 31% rated it good and 1% rated it fair. All but three members of the race crew said that they would love to come back to Vail and assist the event. I ?e i V. Potential for growth and development: We feel that there is considerable potential for growth with the number of participants and for especially local participation. We need to really discuss the date, the time of year and the time of the event. We also encourage discussion regarding the potential to partner with another already established event that might like a boost from what we offer in the way of a healthy family event. As for sponsorship and media exposure, we feel that we haven't.even begun to tap into the potential media exposure. We have a very high profile media personality on our' Colorado Walks Advisory Committee that has the possibility of statewide coverage. As for sponsorship, we have tried to work with Vail area sponsors and have not been at all successful. If we partner with another established event and make it ,a local fundraiser, we think thait we might be able to break into the local market. There is potential to increase the level of our national sponsorship which we have on board this year. There is also the connection with Americds Downtown Mile Race Series, which is looking at establishing a national fitness standard for the mile. This'could become a high profile link that would enhance the mile event and linking it nationwide to other miles, which also set the national standard. VI. Impact on Vail's Sense of Community- With only eleven of the participants coming from the Vail area, we would have to say it had no impact. As I mentioned earlier, we never felt as if we had a handle on Vail's community core. We believe that the mile events are a true, celebration of health and community so there is much potential to make the Village Mile a. wonderful and unique celebration for the entire Vail region. VAIL'S 2nd ANNUAL MARTIAL ART Fc* t adAL. AND CHAMPIONSHIP EXPENSE AND REVENUE SUMMARY REVENUE Seminars (20 people 0 $5O) $ 11000.00 Tournament (100 comp.@ $50) $ 5,000.00 concession $ 00;00 CSE Fundina $ 5,000.00 TOTAL REVENUE 4 11,,800.00 EXPENSES Legal $. 610.00 Insurance $ 485.00 Permits / Licenses $ 125.00 ' Location i 765.55 Red Sandstone F & S S 465.55 ' Location Fee $ 300.00 Misc S 55.00 AOvertisling $ 1,809.20 Direct Mail $ 302.85 Programs $ 485.60 Production $ 435.75 Website $ 585.00 Equipment $ 1,486.16 mats S 500.00 TKD Scoring $ 4404 Banner $. .225.42 Stop Watches S 87.00 Podium ; 225.00 Hotels $ 240.00 Ever Creen Lodge 4 240.00 Meals Entertaining $ 525.00 $ 525.00 Tshirts $ 575.00 $ 575.00 Seminars . $ 1,000.00 Duane Ludwig $ 11000.00 Trophies, S 1,300.00 S 1,300.00 imp ., :.s $ 1,500.00 s 1,500.00 TOTAL : cNSES $ 9L810.91 ? $ 1.489.09 , Mistakes' Concession stand not maximized Few Sponsors Change from Sunday to Saturday Website pteparedeness. . AVOidaWe - ,._ , few Sponsors Hold on.Saturdavs Concession stand not maximized Negative Ciiecurrtsfsnces . Bad weather - 10 families,were no-shows "annual" tournament not yet recognized Only able to attract Denver and Arizona attendees Positive C" . Everyone likes the idea - including those who could not attend Positive feedback from attendees Letters from schools promising to attend next year Colorado State Taekwondo Association Invt=on - calendar of state events Finalized a Set Date for annual tournament Changes / goals National adve..:? .. w National attendance Trade magazine promotion Premiere tournament listing icon guest speakers Sponsors ' Competitions.ln other styles ANNL'A1. V.V1. v Bt1A9.31 Yt)1d.P:Yi.Ai.L T(MCR.IT,?AfICNT I(NG OF THE MOUNTAIN OPEN Fatltirti Day Wockmd • Vail Athletic Fidd 2007 Event Wran-UD Report This year's Event exceeded the Producer's expectations as 311 teams participated at this Father's Day volleyball extravaganza. This was accomplished, -in part, by increased marketing efforts aimed, directly, at the Juniors sector of competitors as well as, increased usage of internet marketing/promotion. The Event drew a range of competitors K.... the ages of 14 - 45, with a substantial amount of out of a. juniors attending with their families. As well, an m",.-.,,.se in the number of participants in the special Father's Day Father/Son and. Father/Daughter divisions helped to bolster the attendance and excitement of this long-standing Vail tradition. And, there was a substantial increase in the amount of tourists, and locals, attending the Event All of our "pref. ... Vd" lodging =,;r. osentatives experienced. an increase in room nights upwards of 25%. The marketing/p..,.uotional efforts included: direct mail; direct e-mail; internet marketing; press releases; and, local and regional radio outlets aimed at the "easy drive" sector.. Local marketing efforts included: newspaper, radio; and. local television. The Event is experiencing increased Sponsorship awc"',uess within this particular sport's industry as it has re-established itself as one of the two V.:;"dr beach doubles volleyball tournaments. in the Rocky Mountain Region. As such, King of the Mountain Volleyball/Producer feels confident that the Event will continue to grow in the amount of competitor participation for the next few years. There will be continued effort to .,,Je an "Event-within-the-Event" in regards to the Juniors level of C..4,etition as well as continuing, and expanding, the marketing efforts to bring even more adult competitors from outside the Rocky Mountain area. The only weakness, now, lies in the lack of sufficient "sand court" facilities in order to attract significant numbers of top level players as well as the ability to produce a higher rated USA Volleyball qualifying Junior National Event. The Event's aLc..gth's lie in its location and the production and marketing capabilities of the Producer. As well, the community participation gives a good feel of "welcome" towards the competitors. Leon Fell Producer, King of the Mountain Volleyball Box 11809 Aspen, Colorado 81612 970-948-0395 .\NV I':\1. t1t!.\f9t \'f )1.l.iCY7)AI.L ItX'R.\.\!fY'\T KLNG OF THE MOUNuN OPEN Fathces My Weakend • Vaa AtIWWC c Reid 2007 EVENT PROFIT & LOSS STATEMENT INCOME: Sponsorships & Donations: Town of Vail Corporate Sponsors: Team Registration Fees: Total Income: EXPENSES: Cost of Sponsorship Sales: (commissions) Admin:.?:..,ive Salaries: . (producer/executive a.ti:: 11t/production assistant) Marketing/Promotions: (advertising/posters/artwork/direct mail, etc.) Office Expenses: (rent/utilities/phone/supplies/mternet service, etc.) Licenses/Fees: (event insurance/permits/field rental/corporate fees/taxes, etc.) Production Expenses: (port-a-potties/truck rental/trash removal/supplies/miscellaneous, eta) Production Crew: (reg:.D.. ?r/crew chief1tournament director/photographer) Payoff Bank Line-of-Credit w/mterest: Production Equipment Storage: Additional Miscellaneous Expenses: (promotional summit conference/wholesale and service fees) Prize Money: Total Expenses: PROFIT/LOSS (+/-1 $10,000.00 11,99999 16.190.00 $38.189.99 $ 4,300.00 7,526.78 3,339.09 3,319.23 4,998.60 1,561.40 5,094.00 1,746.88 479.33 189.21 3.700.00 $32.554.52 ($+5.635:47) Note: This is the best showing of profit and loss since 2000. The additional reserves will help os to prepare for increased expenditures as the Event continues to grow: i.e. higher insurance premiums, increased field rental fees, etc. As well, it allows us to keep our Funding Request at the same level as last year while being able to increase our marketing efforts-towards bringing this Event back to its former level of national. recognition. MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Clambers Tuesday, October 23, 2007 at 8:30 a.m. CSE Members Present. Bobby Bank Stephen Connolly, Clint Huber, Meggen Kirkham, Scott Stoughton, Heather. Trub and. Chairman. Dave Chapin Others Present. Pam Brandmeyer, Caitlin O'Donnell, Leon Fell, Miller Lewis, Rick_Scalpello, Marty Stewart, Laurie Asmussen, Jason Field, Joel Heath, Joe Blair, Bob Isom, Kaye-Ferry, Brian Nolan, Brian Hall, Mia Haar, Rob Levine, Steve. Sheridan, John Dawsey, Leslie. Robertson, Bill Anderson, Ron Hardy, John Pellerito, Keith Odva, Billy Suarez, Bob McKown, Sarah Franke, Craig Arforcl John Dawsey; Scott Cross, Sean Cross, Megen Musegades, Jeff Brausch, Kelli McDonald, Michael Imhof, DawC. ramer, Fraidy Aber, Dani. Janklow, Diane Moudy, Matt Greene, Aldo Radamus, Ann Kurronnen, John Cogswell, Amy Oberly, Susan Fritz, Mickey Werner Chairman Dave Chapin called the meeting to order at 8:35 a.m. Administrative Items: ? Motion to arr.vve the minutes of the meeting of September 25, 2007, as written. M/S/P: Clint Huber, Bobby Bank, Unanimous e CSE member terms .,,Lv;ring on December 31, 2007: Bobby Bank, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday,, December 12 for interviews on Tuesday, December 18, 2007. • Financials: o CSE members reviewed the current status of the 2007 budget. No issues were identified. o Sybill reported that the Town Council had an allocation of $765,250 for Special Events in 2008 and that Coordinator salary, as, well as the office and meeting expenses, would be accounted for out of the Town of Vail general administrative budget. CSE members reviewed the procedure for making their funding decisions. Sybill explained that she would prepare a.or..,adsheet compiling the information submitted by-the individual members on their Event Rating Grids and would have a budget recommendation prior to the next meeting to be utilized as a point of departure for the final decision making discussion. Stephen-Connolly remarked.that he continues to struggle with whether, funding should be allocated to other.taxing entities and/or entities that provide charitable contributions with substantial event profits. After noting that total requests. exceed available funds by more that $500K, and that the Vail Lacrosse Shoot-out has been promised $ l OK: in support as the final allocation in a 3 year contract, the 2008 funding requests were presented and reviewed as follows: Caitlin O'Donnell presented the application from the Vail Valley Soccer Club for $10,000 to support the Vail Valley Challenge Cup, October 4-5, 2008. She explained that there has been an on- going difficulty with finding quality referees and that the CSE's contribution would be used for that purpose. Leon Fell provided explanation for the application requesting $10,000 for King of the Mountain Volleyball Tournament, scheduled for June 13-15, 2008 in Ford Park, stating that as the tournament has grown over the last several years, the costs of putting it on have continued to increase. Miller Lewis, .:,Y.,esenting the Vail Recreation District (VRD), presented the application for $3770 to support the Vail Invitational Soccer Tournament, scheduled for July 26-28, 2008. He too cited the need to pay referees in order to maintain the quality of the tournament. He stated that a.r.,....imately 65 games are played in Vail vs. about 35 on down-valley fields. Pain Brandmeyer informed the CSE that the Town of Vail has already committed significant financial support to support capital improvements on facilities owned by the town and operated by the VRD. Rick Scalpello presented a final 2007 event recap and the application from the Vail Farmers' Market for $80,000 in 2008. He stated that the Vail market is the largest in Colorado with the largest number of tents, the greatest number of visitors'and the most activities and that it'is on track to become one of the largest markets in the U.S. And, he added that it is definitively the largest event in Vail. Increased CSE funding would allow the market to expand its advertising campaign to Colorado Springs and the Front Range. He explained that they are not interested in being a "producer only" market, because that would ?.. Q rent the local retailers from participating. The goal of the market continues to be to provide a benefit for businesses and non-profits in Vail. Bob Isom, on behalf of the Lionshead business community, requested that it would help the merchants in Lionshead if overflow parking' was directed to the Lionshead Parking Structure prior to allowing on-street parking. Jason Field, owner of Inyodo Martial Arts, distributed a draft of the 2007 event budget and recap of the Martial Arts Festival which was held only last weekend, and presented his application for 2008 funds in the amount of $7000 to support what would be the 3"d Annual Festival of Martial Arts, currently scheduled for October 11. He `announced that the Colorado State Tae_Kwan Do Association has ..,LV.:,ssed interest in making the event a "state " tournament, which would triple the size of the event and would provide an incentive to draw fi...u Denver, Los Angeles and Arizona. Jason added that he felt there has been excellent momentum generated going into next year's event and that it has excellent potential to develop into a weekend-long festival. Laurie Asmussen, citing her concept of using three strong and established events to enhance the sense of vitality in Lionshead, presented three applications for funding from Eagle Valley Events: America Days @ $60,000, Vail Arts Festival scheduled for August 8-10 @ $25,000, and Holidays in Vail @ $40,000. She, explained that next year's 4`h of July Parade will end in Lionshead and it is her intent to provide activities and entertainmentto keep people there into the afternoon. With respect to the Arts Festival, she noted that the event has felt an impact from the art component of the Farmers' Market, and that she would like to add a wine-tasting area to keep people in the Lionshead area longer. She also noted that additional fimds would allow her to create a more defined "entrance" to the event. Bob Isom expressed that the Lionshead business community would like to see the event move back into the mall. Laurie responded that might be possible in 2009 when the ski-yard is completed, but until that area is available the mall does not provide adequate space for 100+ tents. Finally, with respect to Holidays in Vail, Laurie presented her intent to break the event into a series of smaller events- the Tree Lighting and Parade of Lights, New Year's Eve Fireworks and Torchlight Parade and .1 . to add a family friendly "First Night" celebration in the Lionshead Mall area. Stephen Connolly asked if Vail Resorts would provide opportunity for the general public to participate in the Ski-down and Laurie replied, "Not yet." Finally, in response to questions regarding how a First Night celebration could be added with. so little increase in funds, Laurie stated that she was confident that the event would attract additional sponsors with its theme of embracing family activity on New Year's Eve. Following a short break, CSE members viewed a video highlighting last year's TEVA Mountain Games and a presentation given by Joe Blair, representing Untraditional Marketing, of the application for $110,000 to support the 2008 event Enhancements to the games planned for next year include the addition of a Mountain Rescue competition attracting teams fi.,m all over the country, online film and photography competitions which would grow awareness of the event outside of the 5 days in Vail and the addition of a "Green Light District" in the Village which would be dedicated to educating people on how to live "green." Following up on the success,of last year's VW garage, plans are in the works to grow the garage band concept throughout the event venue. Efforts continue to increase the marketing and PR impacts on multiple fi....Zs: Front. Range; syndicated television pror,.n...ming, working with TEVA to increase PR internationally and to add new components each year to keep people coming-back again and again. Bob Isom, again ,,risking for the Lionshead business community, encouraged Joe to consider involving Lionshead in the event planning.. Joel Heath then announced the opportunity to bring the IFSC World Cup Climbing event to U.S. soil for the first time in nearly 20 years and requested $50,000 in support from the CSE. This funding would be used for. the .x,..61 of climbing walls, with the intent that the Town and the VRD would work together to identify a. location for a permanent wall that might be installed within the next couple of years. In response to questions fi.,... CSE members, Joel stated that there is synergy in holding the event in conjunction with the Mountain Games with respect to leveraging the infrastructure and media coverage. Pam Brandmeyer confirmed that the town:is working with the VRD to identify long term needs, including a possible permanent' location for a world-class climbing wall. Additionally, she explained that the council had directed the CSE to consider this application, but that the opportunity is available to return it to them for a supplemental allocation if the CSE felt that they could not accommodate the request within the confines of the CSE's budget, ? Motion to send Untraditional Maiketing's request, for $50,0004o support the IFSC World Cup Climbing event in June of 2008 to the Toa Council, with full CSE endorsement, in light of the CSE's anticipated budget deficiency. M/S/P: Stephen Connolly, Scott Stoughton. Clint Huber votes in opposition and Dave Chapin abstains. All others in favor. Motion passes 6-1. Lionshead Recovery Effort: Brian Nolan, Sarah Franke and Billy Suarez introduced a portfolio of event r.vrosals designed to re-create the Lionshead Mall as an event venue.after;three years of construction and commended the efforts of the Lionshead merchants, many of who were present, on their efforts to come to consensus on a unified r...rosal of summer events. Brian Hall requested $409000 for, Blue Creek Productions to create a Lionshead Kids' Family Fun Faire and Family Market as an annual kick-off to the summer season... Mia Vlaar, new executive director of the Vail Jazz Foundation, requesting $42,500, explained their proposal to resurrect the Jammin' Jazz Nights series which had developed into a popular summer concert series Before the construction activities in the mall, eliminated a viable venue. In response to a comment from CSE member Scott Stoughton who wondered whether. it might feel like a private party at the Arrabelle, John Dawsey, speaking on behalf of Arrabelle, stated that they would be providing in-kind support for the event, but. were not seeking exclusive hotel status for the resort. Billy Suarez and Rob Levine both spoke in favor of the event, stating that it had historically benefited the entire Lionshead community. Brian Nolan, explaining how the event had become..ja.,.ordinarily successful for Beaver Creek, presented a proposal from Moon River Ranch requesting $10,000, to bring the Rocky Mountain Antique Festival into the Lionshead Mall a week after the Beaver Creek event. He ,,, Vxv.;sed his confidence that the festival could be as successful in Lionshead, and that it would be something that could fill the entire mall area. Additional proposals u.,.. the Lionshead coalition included- * $5000 to return the Colorado Grand antique car display to the mall as a finale to the summer season in September. • $5000 from the Vail Valley Restaurant Association to bring back the Chili Cook Off, and to grow the event in such a way that the event would be able to give back to charitable organizations within'the valley. • 2 events that have become popular in Beaver Creek, and are not seeking any CSE sponsorship: Lionshead Culinary Demonstration Series, sponsored by the Vail Chophouse and Lionshead Wine and Spirits Series, sponsored by Blue Lifestyle and the Vail Chophouse. Dave Chapin queried how the Arrabelle liquor license, the first `resort . license" to be granted in Vail, might affect the viability of events within the Lionshead Mall.. Brian replied that Arrabelle had requested that type of license because it was the only one that met their needs, but assured the CSE that they would work together to insure that the guest will not feel any impacts. • Finally, Brian informed the CSE that, although the Lionshead Merchant Group is not ready to move forward this year, they are working with contacts on the Front Range and.they will. return next summer with a proposal and a request for CSE support to develop a Celtic Festival of, iconic scale. Sarah Franke then introduced the r..,rosal fig,... the Lionshead Merchant Group requesting $30,000 to develop a Friday Afternoon Club, as both an enhancement to, as well as a family friendly alternative, to the popular on-mountain event. Using the Beaver Creek Park Hyatt's successful "Friday at the Park". as a model, the event would run for 10 Fridays, in the 5-8pm time frame, and would lend a . C- U..ival atmosphere throughout the mall. Meggen Kirkham inf.,....ed the group that Vail Resorts is intending to expand the family activities at the on-mountain event, and questioned' if it might be better to have the event on Saturday, when nothing else is going on. Sarah .,,.Fonded that they regard this as a great opportunity to tap into what is already going on up on the mountain. Scott Stoughton, commending the group on their efforts, asked how they feel about the Ambient Street. Entertainment program. Brian responded that they had chosen not to prioritize their requests, but to focus on the long term goal of getting people in beds and developing vitality within the mall. Several members on the Lionshead business community spoke in support of the Street Entertainment, including Craig Arford of Vail Ski and Bike Tech, Bob McKown and Billy Sua.r,,?, who added, in conclusion, that he is most excited to see the collective energy among the Lionshead businesses seeking to put their best foot forward and take advantage of the opportunities that the new developments afford. Finally, the request for $15,000 to support a Special Event Advertising Plan for the proposed events was explained as a means to get the word out for the whole calendar of events, . Y1%.,riding opportunities' for individual businesses to participate as well. Stephen Connolly noted that . }"'k- " this is the first time that the CSE has been presented with a marketing. request fi.,... a group, not as a line item on the individual event budgets. After a brief break for lunch, CSE members heard from Sean Cross and Megen Musegedes, who presented their request for $85,000 in CSE support for the Vail Film Festival, and who gave a PowerPoint pres"..k lion highlighting the growth in recognition and the.%L ,ugths of the Vail Film Festival. Dave Chapin inquired about what venues they would be using, given the loss of the Cascade Theater and the Crossroads Theater. Sean commented that the costs have been driven up, but that they would still have 5 screens and are currently planning to use the Vail Mountain School, the Lodge at Vail and that a possibility exists to still use the theater at Cascade. He added that they are talking with the Taste of Vail about ways they might integrate the two events this year, but that sponsor conflicts -are likely to make that difficult. Stephen Connolly asked whether they might move the festival to a time later in the spring. Sean replied that the festival relies on skiing to alts act many of the attendees and that it is their goal to be an important and major festival, adding that it is critical to maintain their place as part of the larger calendar of major film festivals and explained, by way of ex,...ple, that they would suffer significantly to follow. the Tribeca Festival in New York City. Jeff Brausch presented the five proposals from Highline Sports and Ent:;-.%.inment: 1. Carnivail: seeking $20,000. In this, the fifth year of the event, they have been asked by Vail Resorts to grow the event to the next level and position it as a "mid-season centerpiece." 2. Spring Back to Vail: requesting $100,000. Proposing to condense the event from two weeks into one and concentrate the energy with twice the programming, Jeff explained that they will continue their focus on keeping it the biggest springtime party in North America. 4 concerts will be scheduled, with the addition of a new one at Check-Point Charlie on closing day as part of a plan both to draw people into the village and to encourage people to come off the mountain safely. Citing the strona,,A ROI of any of Vail's events, he added that the MTS (Mountain Travel Symposium) group, consisting' of over 1000 people who book travelers, will be here this year at the same time and Vail will truly be `"on-stage." 3. Gourmet on Gore: seeking $75,000 to turn the event into a 3 ,day festival. Stating that the feedback from the food and wine vendors has been great, they feel there is tremendous potential to grow the event. In response to a question regarding how confident they are that restau.a..ts will commit to a three day event; Jeff replied that they intend to offer options for participation on 1 day, 2 days or all 3 days. 4.Oktoberfest: Describing it as "Food, Beers and Fall" Jeff explained the request for $82,500 as an inflationary increase from last year. 5. Snow Daze: seeking $100,000. With Spring Back to Vail, it is a bookend for the ski season. Both events capitalize on big name concerts to drive business for 3-4 days, not just a single day: Michael Imhof presented the request for support in, the amount of $45,000 from the Vail' Valley Foundation for The Session. The event has been moved one week closer to the X-Games, providing great value to the VVF in its ability to attract the stars of the sport. In addition to an increased commitment from sponsors this year, a great ?1.:>ugth for the event is the NBC time buy of the 100% HD television program which will be distributed internationally with an air date of February 17; providing excellent marketing opportunity for. the rest of the ski season. Improvements to the event include utilizing the Sunday Session to involve the community and encourage families to ride the venue and interact with the athletes, rotating live bands throughout the sessions on Friday and Saturday and live web-casts of the Fri-Sunday events. Dan Cramer explained the proposal from Team Championships International, requesting a host fee of $50,000 for the Kick-It 3v3 Soccer Rocky Mountain RegionaL He explained that this is one of a series of tournaments culminating in a National Championship Event at Disneyworld in Orlando in January. Qualifiers from 50 local events around the country . feed 10 regional tournaments. He stated that the increased request reflects the cost of imr...Lng referees, their recognition of the economic value to the community and the need to build and to market the smaller events that drive the larger- tournaments. Fra_ idy Aber presented a request from the Vail Symposium for support in the amount of $7500 for the 2008 Unlimited Adventure Series. She explained that the caliber of their. speakers has been increasing each year, and that drives up the cost. Their goal is to keep in a free event, targeting both the locals as a community event, but attracting a large number of visitors as well. Some sponsorships were recruited last year, but not enough to cover`the increased costs. Stephen Connolly asked why they hold the event in the winter, rather than the summer. Fraidy replied that it appeals to a wide age range and demo,,,whic that "works with the wit,,. way of thinking" and that they have doubled their audience in each of the last 2 years. CSE members took a short break before hearing comments from Diane Moudy on the proposal from Resort Events for $68,500 to manage Ambient Street Entertainment again next summer. Stating the premise of the program into 1,.. ride: entertainment so that pa...;..ts have time for sh,„ i,r:ng, the combination of.buskers and musicians has been successful, they are flexible to work with whatever schedule the CSE feels is best, and the proposal remains. the same as the last several years. Matt G. "..e, describing the request from the VCBA for $25,667 for the BBQ Bonanza on Bridge Street, stated that the advice they have been given is to grow the event slowly; and that the r.vk,osal is for anevent that will be very similar to last year's inaugural event. In response to a question from Stephen Connolly, Matt replied that most of their sponsorships have been in product, rather than in cash. He described the heart of the event as the ,L.,..g showing of restaurant participation and said that they hope to take the marketing and the music up a notch this year with a slight increase in the budget. Kelli McDonald distributed marketing materials fi,.. last summer's Street Sale and explained the event as an opportunity for the business community to piggy-back on the marketing efforts of the VLMD's "8150" promotion. The Town of Vail Economic Development is requesting $5000 to support the Street Sale again next summer. Aldo Radamus,.,r,r.esenting Ski and Snowboard Club Vail (SSCV), explained that although historically the Ski Swap'provided a...Ple benefit to meet the club's annual fundraising needs; the. annual event has been suffering a steady decline in sales over the last several years, largely on account of increased competition and internet sales. Additional funds would allow them to do more marketing on the Front Range. SSCV is requesting $7500 from the CSE to support next year's Ski Swap. Ann Kt...uen presented the request from the Betty Ford Alpine Gardens in the amount of $66,000, to support aspects of the 20" Anniversary Summer. The CSE reviewed a presentation that cited gardening as the #2 leisure activity in the United States, that the children's programs are filled to capacity and that they are planning a number of activities and projects to highlight the anniversary; including preservation of letters fi.,..l the former 0 lady, an "Arts in the Gardens" prova?la, publication of a book about the garden, and classes in the gardens. Bobby Bank stated that information about the gardens.is the #1 request in the Information Booths. Susan Fritz and Mickey :Werner. ,p.,,sented the request from the Taste of Vail for $30,000. They explained that the goals of the event when it began 18 years ago were to build business in April, and to return the benefits to the community. The event has grown to be one of the premiere food and wine festivals in the country. With respect to the Lamb Cook-Off, they stated that all of the lamb is donated to the chefs by Colorado Lamb and that this part of the event has provided a means of bringing the event into the community. Susan, added that they are looking to Lionshead as a possible move for next year. Susan affirmed that they did buy some canopies this year- and a brief discussion of what the Town's and CSE's policy should be with regard to tents displaying the logo of competing resorts ensued. Sybill stated that the Town has adopted a policy of not allowing these types of canopies. In response to a question 11... Stephen Connolly as to whether the funds are being requested for the Lamb component or the Taste of Vail, Susan replied that the two are entwined. She explained that last year's event had resulted in. a deficit, as a major sponsor failed to deliver at the last minute and she ,l.,..,sed that the Taste of Vail is done by donations fi...ll the restaurants, but that the costs have been escalating. New Business: CSE members, requested that the issue of whether non-profit organizations who donate event profits to charitable causes be placed on the agenda for discussion at the November CSE meeting, prior to making the funding decisions. Kaye Ferry reminded the CSE of the VCBA's offer to provide canopies for Vail events, and expressed her opinion that it was an unfortunate missed opportunity. Motion to adjourn at 4:45 p.m. M/S/P: Stephen Connolly, Bobby Bank, Unanimous Minutes taken and submitted by Sybill K Navas; CSE Coordinator October 23, 2007 Approved by: Dave Chapin, Chairman Date: