HomeMy WebLinkAbout2008-05-20 Support Documentation CSE Regular MeetingTown of Vail
Sp is Meeting
Commission on
Vail Town Council Chambers
May 20, 2008 at 9:00a.m.
Joint Meeting with Town Council'and VLMDAC @ 2:15 plll
AGENDA:
AdminL..,.tive Items: (10 minutes)
• Arr.,..,val of the Minutes of the meeting of March 25, 2008
Financial Report and. Contract Status
• Coordinator. Report:; ..
o "The ERC's ERC" aka "Event Review- Committee Event Report Card"
o Colorado Grand and other LH Events Update
o Farmers Market/Co Stage Update
o Taste of Vail/Film Festival Scheduling Update
o "Winterfese Status
Ambient Street. Entertainment: Approve schedule and locations (10 minutes)
Final Event Reports: (20 minutes per event)
• The Session/Michael Imhoff
• Spring Back to Vail/Jeff Brausch
CSE 2009 Budget Request (10 minutes)
Review agenda for afternoon meeting w/Council and the VLMDAC (15 minutes)
New Business: (5 minutes)
Adjournment: 10:30 am.
Next, Regular CSE Meeting.
Tuesday, June 24, 2008 @ 9.00am.
1 ?•
46
MINUTES.
Town of Vail: Commission on_Snecial Events Meeting
Vail Town Council Chambers
March 25, 2000 at 9:00 a.M.
CSE Members Present. Bobby Bank Meggen Kirkham, Rayla Kunday,, Robert McKown, Scott
Stoughton, Heather Trub.and Chairman Dave Chapin Others Presence Joe Blair, JefjBrausck
Kelli McDonald Pam Brandmeyer and Sybill Navas
Chairman Dave Chapin called the. meeting to order at 9:05 a.m.
AdminW. Jive Items:
o Motion to , r r .. , ve the minutes of the CSE meeting of February 26, 2008, as presented.
VS/P: Robert McKown, Rayla'Kundolf, Unanimous
o CSE members reviewed the financial and c....l.4,ct status. No issues were identified
o Coordinator Report
¦ . Sybill reported that the first Special Business Promotions Permit (SBPP) had been
filed by VRI for a "special announcement, " the content of which has not yet been
disclosed
¦ Set date for joint meeting between the Council, the VLMDAC and the CSE: May 6 or
20? During discussion it was determined that there would not be enough CSE
members present at the April CSE meeting to have a quorum. It was therefore
decided to cancel the April CSE meeting. CSE members expressed their preference
that the joint meeting with the VLMDAC and the Council be held on May 20. It was
further decided to move the May CSE meeting to the mw i.:ng of May 20.
¦ Kick- It 30, Soccer Tournament update: The Special Event Permit Application for
this event has been submitted The tournament will be held in its entirety in Ford
Parr as in previous years
¦ Vail Pass Bike Path/CDOT t....*ect update: CDOT will be removing sand from the
"Basin of Last Resort, " a sediment pond located about Y4 of a mile up the. hill from
the gate just east of the Gore Creek C ,,1,ground beginning on August 15. Trucks
will be moving the sand-to the "sand storage "area adjacent to the Bald Mountain
Road neighborhood The project is expected to be completed by October L. They have
committed to keeping at least one lane ofthe Vail Pass Bike Path open to bicycles .
and will accommodate the needs of the bike events-scheduled within that time frame..
¦ "Winterfest" update: Sybill reported that meetings have been held between Susie
Tj'ossem, Director of the Ski Museum,- Jeff Brausch and Laurie Asmussen with respect
to identifying specific events and activities that might be added to the existing slate of
events in the time period between Thanksgiving and New Year's The next step will be
to identify which producers will manage which components and to pursue potential
funding o1,1. Lib 4anities
Final Event. Report: Carnivail
Jeff Brausch distributed a recap of the event which focused on the growth of the, event
over the lasf 3 years and which highlighted the overall success of this year's event, as evidenced .
by the following highlights:
CSE/sn Minutes: 3/26/2008 Pagel of 3
¦ An estimated 10,000 attendees celebrate'. Mardi Gras, Vail style.
¦ Successful marketing and PR campaigns that gem-a -d over $100K in advertising
value and millions of impressions.
¦ Media included television, radio, print, new media and more.
¦ Strong sponsorship for the event- with room to grow. Sponsors included Vail
Mountain, Town of Vail, Aquafina, Coors Light, CavLdn M...6&n, Volvo, Verizon
and Outside Magazine.
¦ The Pride of New Orleans: Henry Butler brought down the house.
¦ In-town events including Fat Tuesday Parade featuring the Lawn Chair Drill Team,
Vail Sl.;,:;. Party and the popular Mask-erade party at Airabelle.
• On-mountain events including the World's Highest Low Cou..Ly Crawfish Boil and
the funky tunes of Little Hercules.
Dave Chapin commented that he was pleasantly st px.sed at the level of family participation and.
the overall excitement generated by this year's event. Rayla Kundolf added that she noticed that
many people had come from out of town and that it was developing into a destination event. Jeff
agreed, adding that the' level of sponsorship had jumped up a notch and that they 'were now in an
excellent plaice to continue to build L....i. Bob McKown asked if there were any. plans to extend
the parade. Jeff replied that they hoped to include Meadow Drive next year, but that the ,"-,.,Agth
was not yet there to begin in Lionshead.
Meeting W/Council:. Identify discussion topics
This item was moved forward fiv... last month's CSE agenda to allow staff to research any
direction given by the Town Council over the last 2 years, and to allow adequate time for
discussion.
At the January CSE meeting, the members requested time to identify topics on which they
would like to' have feedback from the Town Council. Coincidentally, at their .:_,L at in January
the Town Council their.desire to have discussions with each of the town boards and
commissions. It is likely that this meeting will be scheduled as a joint discussion including the
VLMDAC early in April. Possible topics for inclusion:
• Challenges presented by the timing'of budgets: The CSE has to ,,.,;;rare it's budget for
Council prior to knowing what the opportunities for the coming year will be.
• Is there a point at which an event becomes "iconic," and, on Account 'of the large impact
on the LSE's budget, moves to the category of Council Contributions?
• Add events to the "Culturally designated" list or, conversely,
• Should all of the Town's Special Event Funding be moved to the CSE for their o-v,,..,.ght?
• Should the CSE be r.,- siding "seed" money to sLr j, ... L the start-up period of a new event,
or maintain'a ....sorship" role established events?
• How does the CSE maintain the current event calendar AND develop and aL;.act new
events. without more significant budget increases?
• Should we handle the mandated events diffr_,'_Jy: i.e. America Days, Holidays in Vail
etc.
Discussion: Minutes of council meetings gathered from the last several years that included
reference to special events were included in the packets, but it was noted that very little direction
from the. council was evident Dave Chapin stated that the subject of whether the CSE should be
providing seed money or playing a sponsorship role was an important one on which to get
direction from the Council. Bobby Bank added that some events get a huge portion, of the CSE's .
budget, and that in his opinion, support for these events should be decreased not increased He
questioned how the CSE could continue, particularly when increasingly larger portions of their
budget were committed to maintaining the existing event calendar. Bobby also identified as
CSE/sn Minutes: 3/26/2008 Page 2 of 3
important coordination with the Town of Vail with respect to in-kind services and how to better
coordinate with the VLMD.
Kelli McDonald noted that, as an event becomes ever LA, e,,;. , , the Town of Vail 's contribution
may remain the same number, but is an ever-smaller part of the total event budget- an
illustration of the event's success.
Additional discussion topics included.•
• How can the CSE and the VLMDAC worktogether with more synergy and what are the
areas where they might collaborate? .
• Which events are "mandated" by the community or the council and how does that impact
the CSE's budget?
• What constitutes an "iconic" event?
• Should we be soliciting new evens? If so, where do the funds come from?
• Direction on 2009 Budget request: given the direction from the Town Manager to remain
within the general, increase of 2-3% how are new events or "special, opportunities "
going to be developed?
¦ Identify events that.might be moved into the "culturally designated" category and be
funded by the council. It was noted that these events do not receive the .level of oversight
and accountability that the CSE requires of the events that they fund
Rayla suggested that the CSE might develop a class on the development of sponsorships,
particularly for the producers of smaller events. CSE members agreed that this would be a
valuable activity.
New Business:. Kelli McDonald updated the CSE members on the ongoing efforts of the Special
Event Imr, „ ,rement Process, which have included incorporating special event review into the
core responsibilities of the Town's departments. She distributed a handout which illusl.a ed how
the Vision, Mission and Values of the Town of Vail and the Event Review Committee (ERC)
have been meshed, and asked that the CSE adopt the same values as the ERC, Integrity-
Collaboration-Accountability-Respect, and weave them into the funding criteria so that
commitment will be forthcoming from both the Town's side and the Event producers.
Kelli then distributed a calendar illu.,ua ing how the event schedule is aligned with.the
marketing pros. ?:.u.
Motion to adjourn at.10:30 a.m.
M/S/P: Robert McKown, Rayla Kundolf, Unanimous
Minute's taken and submitted by
Sybill R. Navas, CSE Coordinator
March 2.5,-2008
Arr.„ ved by
Dave Chapin, CSE Chairman . Date
CSE/sn Minutes: 3/26/2008 Page 3 of 3
CSEren 2008 C, aid Payment status
CSE 2008 FUNDING ALLOCATIONS: CONTRACT AND PAYMENT STATUS
2008 Town Cound Allocationlor Direct Event Funding: $788,280
Event: Producing Entity: date 2008 Dallas: 2008 CSE FunM
Allocated:
;oCamivsll Hghllne Sports 8 Entertainment 213 February 3.8 $7,880
The'Sesslon Vail Wiley Foundation 2R February 7- 10 $19,174
THIS or Vail Taste of Vail. 412 April 2- $9,880
Vail Film Festival Veil Film institute 419 April 3.0 $89,100
Spring sea to Veil Hlghline'Sports 8 Entertainment 4/1 Apol7.13 $73,818
,'eve Mountain Genres UntradNonal Marketing 814 June 4.8 $93,815
Kingvf the Mm Volleyball King,ofthe Mountain Volleyball 8/13 June 13.18 $? BBO
Veil Farrr*W Market (Sundays) : Meadow Drive Partnership 8/18 Jun 15- Sep 7 $84,118
Amblent Street Entertainment Resort Events 8/20 June 20- Sep 1 $50,235
860 Bonanza VellChamber and Business Association 8M1 ,21-Jun $8,850
Lacrosse 8hootout Colorado Lacrosse Promotions' .8128 June 28= July 8 $10,000
Amerlca.Days Eagle Wiley Events 7/4 4-Jul $80,238
>FddeyAfternoon Club LionsbeadMerchant Group 7N1 Summer 2008 $14,778
>Jsmmin' Jazz Nights (Thursdays) Vail Jazz Foundation 7191 Jul 31-Aug 28 $28,895
>Rodry Mountain Antique Festival Moon River Ranch 8M ' August1.3 $3,448
Contract Status:
COMPLETE
as of 211
as of 2118
as of 4118
as of 812
as of 2/18
as of 2128
Pending
as of 2/11
as of 3)28
as of 3128
as of 218
as of 4/4
$T880
$13,174
$9,850
$19,700
$24,828
$33,878
$2,880
$25,235
$3,284
$10,000
$18,901
$8;808
Funds Paid Out;
kick-It 34 S...,, Tour Team Championships tntematbeal BH • August 1,3 $30,000 as of 3125 $10,000
Vail Arts Festival Eagle Velley,Events 8/8 ,August8.lo $18,223 as or 2/8 88;223•
Gourmet onGore Highilne Sports A Entertainment 8129 August 29- 30 $44,325. as of 3128 $14,478
OktaberlesUHIghllne Sports • Hlghllne Spode.B Entertainment 918 Sep 5.7,12.14. $81,203 as or 2/18 $27,283
Colorado Grand Colorado Grand 9/19 Sept, 19- 20 $2,483
>Llonsheed Chill Cook-Off Vfril,ReelsurentAssoclaton 9127 27-Sep $4,828,
Snow Daze Hlghllne Sported Entertainment 12/1 December 1.7 884,028 as of 2118 $21,342
Holidays In Vell Eagle Valley Events 12/10 Dec 19.31 535,480 Pending
TOTAL CSE ALLOCATIONS: $788,331
"COE Funds Remaining: (891)
'3rd•year of:3,year contract with Colorado Lacrosse Promotions
"Deficit In allocated funds will come out ofthe2008 CSE operating expenses
$19,700 $19,700
$24,828 $24,028
$30,000
$2,800
Total Funds Amount StillTOVR01"e
Paid Out. Owed.
$7,880 $0 = 82a1,eoo
$1$174 $0
$9,850 so
$58;100 so
$7$878 $0
$&9,575 $30,000 -
$4280 $2,800
$0 $84;175
$24235 $28,000
$3,284 $8,580
$10,000 $0
$18,801 $33,334
$0 $14,118 u
$8,885 $17,730
$0 $3,448
$101000 $20,000
G
$8,223 $17,000
$14,475 $29,880
$27,283 $84,'000
$0 $2,403 s
$0 $4,825
$21,342 $42,583
$0 . $35,480
$378,322 $389,009 8281,800
Redo
32.1
"'Based on adddbnei sales tat
Town of Vail: Event Review Committee: Event Report Cardlakfe The ERC-ERQ
Our Values: lnftrio Collaboradon4ccountaUO -Reaped
Name of Event: Dates Event Producer:
CD(Community Development) FD(Fire Dept) PD(PoilceDept) PW(Public Works)' Stx(Sales Tax) TC(Town Clerk) CSE(Special Events Coordinator) TOV
MGR (Economic Development or TOV Manager Reur-sentative)
Answer Yes or No: if no. pease explain below. CD FD PO PW STX TC C511 TOV NOR
The permit was submitted on time and the information provided was
thorough..
Issues that were identified during the permit review r 639 were
addressed In a positive andlimely manner.
Intel: The roview;process was fair, open-minded and honest and .
all parties pardelpated In a positlve:manner with trust and respect.
The eventprodueer and the TOV stafcollaborated to insure the
event's success, while mitigatlng,the impacts to dally operations of the
Town and'nebtbborina businesses and residents.
Event set=up was efficient, reel of the Impact to neighbors, and
In compliance. with the permit.
The venue was vacated in a timely manner and left inappropriate .
conditlom
Aacountablll . Ali permit requiremeawwere met.
The eventtwas well received by the communky!and provided an
experience that met the expectatlons.of Vail's guests, residents and
buelnessea.
COMMENTS and SPECIFICS: Use back of page if necessary.
Community Developments
Fire Department:11
Police'Departmenu .
Public Works:
Sales Tax:
Town Clerk:
CSE:
TOV Management:
Overalh
Town of Vall: Event Review Committee: Event Report Card (aka The ERC-ERC)
Our Values: Integrity-Coftborotion Accountability Respect
Name of Event:
Dates: Event Producer:
,LxuS PAGE TO BE COMPLETED BY a,mz EVENT PRODUCER/Name of Person Completing this form:
Please answer Yes or No: if no, please explain. I YES/NO: COMMENTS:
The permit was submitted on time and the
information provided was thorough.
Issues that were Identified during-the permit review
process were addressed in a positive and timely
manner.
Integrity: The review process was fair, open-minded
and honest and all parties participated In a positive
mannerwith trust and respect.
The event producer and the TOV staff collaborated to
insure the event's success, while mitigating the Impacts
to daily operations of the Town and neighboring
businesses and residents.
Event set-up was efficient, respec(ful of the impact to
neighbors, and in compliance with the permit.
The venue was vacated in a timely manner and left in
appropriate condition.
Accountability:.All permit requirements were met.
The event was well received by the community and
provided an.experience that met the expectations of
Vail's guests. residents and businesses.
TAy i c OF VAIL/VAIL FIL. M FEb i td'AL
Comparison of Scheduling History
TAO it: OF VAIL FILM
YEAR: EASTER VAIL FEwAVAL
SUNDAY WED. SAT I THU-SUN
2004 11-Apr APR 7-10 'APR :1-4: 1St year
2005 27-Mar I APR 6-9 MAR 31- APR 3
2006 16-Apr APR 5-8 MAR 30- APR 2
2007 8-Apr APR-11-14 MAR 29- APR 1
2008 23-Mar APR 2-5 I APR 3-6
*2009 12-Apr APR 1-4 APR 275
*Proposed dates. Ski Area expected closing date is Apr 19
Vail Street. Entertainment Proposal Summer 2008
Fridays, Saturdays, Sundays from June 201° to August 31" + Monday Sept 1st (Labor Day)
11 weeks + 1 day
Fridays 3-7 PM
Music Entertainment: both Vail and Lionshead Villages
Vail Village location - Slifer Plaza unless otherwise specified
Lionshead location - Lionshead Park unless otherwise specified
(2) 10' x 10' tents will be provided by Resort Entertainment. Tents and entertainment
will, be set up by 2:30 PM.
Busker Entertainment: Will be strolling in both Lionshead and Vail Villages. One
entertainer will start in each village and will switch to perform in each village each day.
Saturdays 1-5 PM
Music En.,,:, i-.Jnment: both Vail and Lionshead Villages
Vail Village location - Slifer Plaza unless otherwise
Lionshead location - Lionshead Park unless otherwise specified
(2) 10' x 10' tents will be .. sided by Resort Entertainment. Tents and entertainment
will be set up by 12:30 PM.
Busker Entertainment: Will be strolling in both Lionshead and Vail Villages. One
entertainer will start in each village and will switch to perform in each village each day.
Sundays 11 AM - 3 ,PM
Music Entertainment: both Vail and Lionshead Villages
Vail Village location - Gore Creek Promenade unless otherwise specified
Lionshead location - Lionshead Park unless otherwise specified
(2) 10' x 10' tents will be r.., rided by Resort E.l?. tainment, Tents and entertainment
will be set up by 10:30 AM.
Busker Entertainment: Will be strolling in both Lionshead and Vail Villages. One
entertainer will start in each village and will switch to perform in each village each day.
Exceptions:
Saturday June 21x`.2008 - Bridge Street BBQ Bonanza - Vail Village music
entertainment will be placed at Siebert Circle.
August 1-3 2008. - Rocky Mountain Antique Festival (LH) = Entertainment will be
adjusted to fit the event specifications if needed.
August 8-10 2008 - Vail Arts Festival - Entertainment will be adjusted to fit the event
specifications ifpeeded.
5/14/2008
Vail SL.:.,t Entertainment Proposal Summer 2008
Additional exceptions recommended by CSE Coordinator:
Saturday and Sunday, August 23-24: VV and LH/ Work with the Colorado Stage Bicycle
Classic organizers to determine best placement of entertainment. (contact: Scott Bluhm
@ Vail Valley Foundation 331-6018)
Friday and Saturday, August 29-30.- MWork with. Gourmet on Gore to determine best
placement of entertainment. (Highline Sports and Entertainment: Bryan Rooney 328-,
7230x10 or Jeff Prausch 476-697x103)
Sunday, August 31: MWork with Rotary Duck Race and Gourmet on Gore to determine
best placement of entertainment.
5/14/2008
Print View
https://mail.vailgov.com/gw/webacc?User context=coDvo2SbfftOgg9...
From:. James Overcash
To. Special Events
Date: Wednesday - April. 16, 200810:23 AM
Subject: Re: Spring-Back to Vail Concert-Cotbonmouth IGngs
Thanks Sybil. I appreciate the difficulty of your position and to make matters worse I actually liked the sound
when I reviewed the band on the intemet: My problem was twofold. The first was the band's,,,,, co. ads i
of drug use both as a public fora, and through their music.and the J;,.-J was thelhe lisiing'of the all aa;s
on the tickets. Tm not too up in arms L .se I can und6 Aand. All- I am asking is a little help in background. .
As a parent I i 4, :.1 parents bo do their research especially with a 15yo Involved. Once again thanks for the
effort
>>> Special Evc-L., 4/16/2008 8:09 AM >>>
Hi Pam-
I boo agree with your ants and am also copying 3eff Brausch and Dave Chapin. I will put this discussion
on the ag:....:w for the CSE meeting on May 2o- where I believe we have .a. Spring Back to Vail recap already
scheduled. It is a difficult issue going back to Snoop Dogg who oeiainly'ar r led to as many folks as he
offended, and we are still hearing about it The ach,i "ng comments are certainly valid. I have had a good
deal of feedback over the last several years regarding who Vairs clientele is or should be and have no answer
r . ". A that it is broad and that we don't want to cast ourselves as only a place for retirees who. do not wish to
have their artistic appre s challenged. What levy of rn aht the TOV should seek on the talent that is .
contracted when we are a significant .*,?...y..r is 'a conversation that is made difficult by the fled that the tart
not yet booked at the time of the funding discussions.
Sybill
Sybill R. Navas
Coordinator, Com...4.,:m on Special' Events,
Town of Vail
75 South Frontage Road
Vail, CO, 81657
Phone:970 376=2394 FAX:970 476-7141
E-mail: spekialevents@va1gov.com
»> Pam Bran.: qw 04/15/081:36 PM >>>
Thanks for your e-mail, Coober. This 'is a disturbing situation that does not have a simple answer. But here
are .t..? ...,,. ?..,?:, to qu;.,L..ns you've Highrne Entertainment Is the. promoter who "on the
Springbadk to Vail event. Highline .":.3ves funding from both the town and VRI,, as well as other corporate
4,.....2-2hips. Highiine cl..,..ars the entertain ( based on availability, as a main element). Highline and
VRI have also L :.? is , .L'ng a demographic for the spring event in order to show Vail is not a
conservative, stodgy ski environment (my vl ::;):
I think you are sharing legitimate con.,,:.. s and I believe this should be discussed w/the CSE (Commission on
Special E1,:.. L,-) whent he p . in for their after-event review. I also believe we have a
responsibility to our residents and .guests W adveriize these corroerts :aI, ? . r ^cUely.
1. have copied both Sybill Navas, tSE ?,.i Jinator, and Kelli McDonald, who will help shepherd this discussion
w/ft CSE and the event producer. Again, thanks, Coober, for fringing this to our attention. Will get back
bD you, following our discussion.
>>> James O%,+ ,.o*h 4/14/200811:30 AM >>>
1 of 2 4/24/08 10:57 AM
Print View https://mail.vailgov=m/gw/webacc?User contextxoGvo2Sbff"&-..
m Pam Tm not sure who to report this too, but based on your,, . iCon as Asst. town Manager and as A Mom
as thought I would start with you.
My son approz J :.J me last week to go to the Spring Back to Vail Cottonmouth (Ings concert. He predicated
the request by saying that the concert was advertised •for all ages. I did same . ;. Q4, . on the band and
found they are strong ads :..O", of drug use. Needless to say, he didn't go, butt I guess Tm disappointed ti'lat
this could happen. Tm no prude, but. the all ages thing puts me in an awkward position as a pz. L Is the
TOV r sibie far this or does it. rely on a production LAA I Ivarry to review bands tiefore booking? Also is
ti a cornmittee to review these bands? Having two kids entering tiie co.. t age, I guess I'm searching ..
for answers which includes me. being irnrolved in proms if ncr--ry. I also rnent oned'this to Mark Miller in
case itcomes up at di. ;.,.6.:. s. Thanks .
Print View
From: Kelli McDonald
hops://mail.vailgovzom/gw/webacc?User.context==7u19Z..,, --la...
. To. VLMDAC; ,VLMDAC Vendors
CC: S},:.:?l;tvents
Date: Tht...,.:&I - May 15, 200810:10 AM
Subject: CSl ;arid VI MAC joint work man 2:15 p.m. Tuesday, May 20th in Town CourKII chambers
Good moming,
We are scheduled for 2:15 p.m. on Tuesday May 20th in the Town Gouncil chambers for a joint work.yw.....
with the CSE to last 45 minutes.
I have attached the calendar and ..orhts that will be in the Council packets, along with a copy of
Mountain Living -c,cZne naming Vail the top summer mountain destirhd., .. I will have hard copies of all
these for each of you at the meeting. In addition, we had a L t J made of the calendar that well have on an
easel that day.
As for the agenda, l will r :., t them"."". stagy: u is to the Council and restate the ph..,...,r, of the ,aaz;on
to show how we are cu By woMng L..*:.LL,er and look for their sL%c-X...4 on how we might work bettor
ta, ;d ua in the futw+e Then we91 have all memI introduce therns?es. Beth will thank the VLMD for their
support and in particular the. c,.z..1 funding of $100,000 for the-KrS event. John will then run the MT5
video and make a few remarks about the event. Pam will discuss the synergy currently between VLMDAC and
CSE on et,: i'-s and , c, %ing. Pete will rel:: De Mountain Living Mayae:..e and the world U&." activities and
events in Vail. We val then turn it over to CSE to make a few remarks. After that we will ask Council for their
feedback.
Please let me know if you have any questions. Look forward to seeing you all Tuesday. If you are i., c.. 4,,,6J,
Ralf Ga . ;.*.n is making a ?.. s: ' on sales .?.... f.?.:?.,rhs from 2007 - 2008 for retail, restaurant and lodge
J4. L..2 of sic . ;.y,. "I:..?1at1ve busing in each cap: ?.ry for both Vail Village and Lionshead to see how the
new development has aff: "- A sales of established bWn.. j,-, . He is on the r y : da at 1:45 p.m. just a] i, ?a of
the work session.
Thanks much,
Kelli
Kelli McDonald
&.,..,.mic Development Manager
Town of Vail
k.... Jonaid@vailgowcom
p: 970.479.2454
f: 970.479.2157
www.vaNm.aom
MISSION STATEMENTS
Commission on Special Events
The mission of the Vail Commission on Special. Events (CSE) is to support street
entertainment and special.events for economic vitality, year-round fun, sense of
community and increased quality of experience for guests and residents..
Vail Local Marketing District
The mission of the Vail Local Marketing District (VLMD) is to market and promote
Vail to attract destination overnight visitors during the May - October time frame,
creating economic vitality by increasing both the visitor base and lodging sales
tax revenues.
2008 Teva Mountain Games - Schedule m/ Locations
TEVA Gaffm Schedule wA.oeadons
Thursday June SO -
AT HOMESTAKE CREEK
8.OOmr R.,;;,,,,.,, opensfardieSteepCroakC,........ .... 8:30am green Creek C , l by Dagger- Praeaee
930810, stoop crack C1,;,,,,,,, .,-.,.IbyDaiger-C-Clowd
10.-00sm Seep Creek Cbotaquomhilp pmroreed by Dagger
1:OOpm Steep Creek wasouted by Dww Awards a Masrao's in Red Cliff
IN VAIL VILLAGE
1:00pm R,,,,,,;,,, open atdwM..,Haul
1:30pm D'1. F . , & Speed Doddering Demo
3:30pm youth BontdwjugC., , ,., ..lbyF,
Kayak r',...., ; r,, comae open fir, :. .
6:00pm C , ,. ® Check Poin<Cbalm
t ., :.:,.:..: Creel[ otdaide Red C19f
F Creek outside Red CW
H. ke Creek outside Red Clef
H. „ Creek outside Red Calf
Margob in Red ClIf
Mountain Hers
Gallen Peak
Golden Peals
Cheep PON CherBe
Fridsv. Jane 6*-
.,;, ...: on open at the h':.....,Haul
8:00an R.,!,*
9?0810 lFSC Boddering WwW CUP QuAGO ,, , .- .- i by P.i ..,..::,
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210pm SoBe Freeride 1: -......... .....
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4:08M GNC Ultsmte M. 081110080 C... , .. opm at . .: on
4:30pm Kayak F,;. Clinic
6:00pm Concert '.e,: , Oeommli
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11:00am Kayak Fwastyle Snni-Finals
11:30am SoBeFrearideQualifier
12:00pm SoBc X-Comay
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3110pm SoBe Fromide Finals
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430pm Kayak Fkeestylo Finals
5:15pm Kayak T:....:, j.. Clinic
530pm SoBeSI.,, :e Qualifier
6:00pm IFSC Ho ldcang World Cup Finals presented by Pyr-Wo
7OOlm TmX 1 Mad Rum ®Golden Peak
8:00pn SoBe St., : s Finals
10-min Vml Village Parties end' ? , s
Sunday June 8*-
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Whose Viliew - Covered Bri&te. East 6
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Golden Peak
Golden Peak
Interrudional Bridge
Golden Peak
Golden Peak
Gore Creek Drive
Golden Peck
Gore Crodk Drive
Golden Peak
Golden PO&
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Gallen Peak
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Gowen Peak
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Honda Session At Vail
Dates: February 8-10, 2008
Attendance: 20,000 On Site Over 3 Days
Website: www.sessionvail.com
Demographics - Psychographics
? Age - 75% between age 9 - 34
? Lead Active Lives
? Gender Split - 60% Males 40% Female
? Heavy Technology Users
? Geographic Origin - Top 20 US DMAs
? Young & Hip.....Trendsetters
? Educated
? Early Adopters
2008 Honda Session
MEDIA
? Live Webcast airing on go211.com and
sessionvail.com.
a' Special Produced 1 Hr HD Telecast Airing on
RUSH HD US & Intl combined HH reach 15mm
? Intl only Telecast airing on ESPN Intl. (Europe,
Australia, Pacific Rim).
? Central Europe and Pacific Rim bundled
Standard Def TV pkg (24 minute Session show)
via Quattro Media.
Z One (1) Hour Telecast Broadcast Distributed
VIA National Netwrok Syndication. US HH reach
70mm
Y :30 second Vail Resorts Commercial aired in
final US telecast
Highest Quality HD Production
? Full page Honda Session ad in Transworld's
Snowboarding publication
2008 boasted the inaugural live web
cast on site and in venue. See weia
data on following slides.
2008 Honda Session
MEDIA IMPRESSIONS
Total radio ads: (280) :60 second ads
(156) :30 second ads
Live broadcast during the event on KZYR and
KZYR.com
Grand total of 5,140,000 imp. ;,.;-.ns
Total print ads: (24) total ads placed with a grand total of 3,742,000 impressions
Sample of editorial mentions:
Publications/websites:
Vail Daily
EXPN
Snowboarder magazine
Transworld
Powder Room
First Tracks Online
NetSurfingSport.com
Hot Zone
Lat34.com
Vailpm.com
Snowboa rd-Revol ution.com
TTR World Tour
Lineup Magazine
Sack Up Sports
Big Jump Productions
Fuel TV
Boost Mobile
Method Magazine
All US Snowboard Magazine
Snowboard Revol ution. com
PlumTV.com
Surf and Snow Magazine
Frostbite Films
Snowboardlife.com
BNQT.corn - Banquet Action Sports Digital Networks
Does not account for syndications, which conservatively multiplies total coverage by 3.
Total local TV exposure: Plum TV (syndicated in New York, Nantucket, Martha's
Vineyard, Aspen and Telluride) and TVB local interviews and live, on-site features.
4,344,000 impressions.
1
WEBSITE IMPRESSIONS
SesslonVail.com:
45,450 unique visitors during event period; 137,000 impressions
*' Note, due to a complete redesign and re launch of sessionvail.com
in late January 2008, total web stats are not available for
SessionVail.com prior to 1/28/07 (when the new site launched).
Patron Mail Blast Emails:
3,904 Honda Session specific emails sent.
32% avg. open rate for emails (high = 45.5% low = 24.9%)
MySpace.com:
Honda Session page has 453 Friends
1,225 Profile Views
7,248 Impressions through blog postings and bulletin blasts
Presence on G0211.com:
i 30 days leading up to event: 256,890 impressions
Each day the Honda Session landing page on G0211.com receives
470,965 impressions.
Webcast Stats.
Preliminary Stats Indicate 65,000 unique streams on SessionVail.com
and G0211.com
2008 Honda Session
M
a
Key Differentiators
=r Family friendly with appeal to broad
. spectrum of age demogra hic; large
community (Eagle County?suppor and
attendance
Honda Base Camp was I.. proved n 08
by presence of the Fan-Friendly
k GameStop Experiential Lounge
$134K in Prize $. Unmatched Single
event purse in North America.
Session at Vail has become an
exceptional brand with solid
international equity & recognition
in snowboard competition big-air-under-
the-lights concept.
Session continues to attract 60 of THE
best male & female riders in the world.
.? Ranked #2 Snowboard Event in North
America, Top 5 in The World.
Live Webcast and additional TV
exposure; RUSH, ESPN Intl. and
Quattro Media.
0
2008 Honda Session
Economic Impact
• $50,000 'articiJant and Vendor Lodging
• $42,000 Social, Food & 3everage & Entertainment
• $12,000 3i Board Va ue TOV and VAIL
S -:)ectator Spending - 18,000 @ 100 += 1.8 VI
• $20,000 _oca Mec is Durcnase
• $250,000 'nfrastructure, Equi )meat, Laci ;ities,
ectric, _abor and Contract Labor
Vail, Co
2D DS ?
man
Gas
6amesten
Things we learned
• There were several community complaints regarding inappropriate behavior by minors or individuals under 21 Fri but
mostly Sat. We look to 09 to #1 make the event a dry event and #2 have more onsite security and or Police to chE;?ck
at entrance and throughout the crowds
• Stay with 1 week post X Games plan; 2009 Session Early February; actual date TBA.
• Live web cast was a huge success and can and will be expanded and evolved to year round VOID and more animated
onsite live web studio in 2009
• Continue and expand live web based consumer interaction with both Session and Athletes year round
• Base Camp in 2009 as part of new 09-11 Honda renewal will be re branded with more animation for athletes and fans
• Stick with two-phase national broadcast syndication; maximizes US reach over 6 months as opposed to 1 time buy
• Marketing and promotion for Session 2009 will begin in earnest mid July 2008
• Would rate ourselves a B+ for overall top riders in the world being in attendance. Will focus sooner and smarter on !key
athlete attendance in 2009
• Critical Cornerstone partners Anheuser-Busch and event Title Sponsor Honda excited and committed for 2009 and
beyond
• We learned the rails course to some degree but mainly the big air slopestyle is still not equitable between male and
female athletes. Working with Planet Snow to address overall field of play design to be more female friendly
We sincerely apppreciate your funding and support and look forward to continuing to delver athletid
events in Vail of the highest quality and excellence.
2008 10 Ada Sessno i
ian c you!
0
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vMU uummu 91-0919 E o o OR