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HomeMy WebLinkAbout2008-06-24 Support Documentation CSE Regular MeetingPUBLIC NO Itch: Town of Vail: Commission on. Special Events-Meeting Vail Town Council Chambers June 24, 2008 at 9:00 a.m. Revised AGENDA. Administrative Items: (10 minutes). Arr.r,val of the Minutes of the meeting of May 20, 2008, (5 minutes) Coordinator Report: o Financial Report o Qualifying Cultural Events: Council Decision from June 17 meeting Final Report: Spring Back to Vail/ Jeff Brausch, Highline Sports and Entertainment (15 minutes) 2009 CSE Budget Discussion and Review of RFP and Special Event Rating Grid (30minute"s) Vail Village. Master flan-Update/G:....ge Ruttier, Director.TOV Community DeveLl.'..ent (30 minutes) New Business: (5 minutes) Adjournment: 10:30 a.m. Next Regular CSE Meeting: Tuesday, July 22, 2008 @ 9: 00am li il'?U'T S_ Of MAY 20 MEETING WILL BE DISTRIBUTED BY ENTAIL. Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers June 24, 2008 at 9:00 a.m. Revised AGENDA: Administrative Items: (10 minutes) Ar j,a„ val of the Minutes of the meeting of May 20; 2008 (5 minutes) Coordinator. Report: o Financial Report. o Qualifying Cultural Events: Council Decision from June. 17 meeting Final Report- Spring Back to Vaill Jefl'Brausch, Highline Sports and Entertainment (15 minutes) 2009 CSE Budget Discussion and Review of RFP and Special Event Rating Grid (30minutes) Vail Village Master Plan Update/George Ruther, Director TOV Community Development (30 minutes) New Business: (5 minutes) Adjournment: 10:30 a.m. Next Regular CSE Meeting: Tuesdgry, July 22, 2008 @ 9:00am .f, MINUTES: Town of Vail: Commission on SDecial. Events Meeting Vail Town Council Chambers Tuesday, May 20, 2008 at 9:00 a.m. CSE Members Present.. Bobby Bank Rayla Kundolf, Bob McKowr; Scott Stoughton4 Heather Trub and Chairman Dave Chapin CSE Member Absent. Meggen Kirkham Others Present: Kelli McDonak Michael Imhof Rick Scalpello, Pam Brandmeyer'and.Sybill Navas Joint Meeting with TOV Council and VLMDAC @ 1:15 p.m. AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. AdminLL..tive Items: ? Motion to V1,.vve the minutes of the meeting of March 25, 2008, as r.,.,ented.. M/S/P: Scott Stoughton, Bob McKown, Unanimous Financial Report: CSE members reviewed the financial-spreadsheet, and were informed that all paym, ,.t. and contracts are on schedule. No issues were raised. • Coordinator Report: o "The ERC's ERC" alga "Event Review Committee Event Report Card:" Sybill explained that this is an addition to the Special Event Permit vy.vgal process which is intended to allow both the ERC members, consisting of TOV staff from each department, and the Event producer the opportunity to share their feedback on both the process and the event's compliance and is another step towards improving and ?L,,...lining the overall event review procedure. o The Colorado Grand, has submitted their Special.Event Permit application, but it varies considerably fi,,... the event proposal that was reviewed and funded by the CSE last fall. Sarah Franke and Brian Nolan will follow up with the Colorado Grand to clarify the event format and Sybill will defer the CSE's Release of Funds agreement pending the outcome of the discussion.* o Farmers Market/Co Stage Update: Sybill reported that the town staff had recommended that the Farmers'. Market be cancelled on Sunday, August 24 in light of the expected challenges'that will accompany the bicycle race. The concerns cited include traffic management, parking, access to the. villages and pedestrian safety. The Town Council denied the staff recommendation.based on- the established history of the market, and directed that the staff work with the Vail Valley Foundation and the Farmers' Market to insure both events would run smoothly. CSE/sn Minutes: 5/20/2008 Page 1 of 4 f o Taste of Vail/Film Festival Scheduling Update: Sybill informed the CSE that these events have been unable' ,to reach a corn,,:. , ..ise on the scheduling of next year's dates and have both scheduled their events for the first weekend in April. The Film Festival has .:....wined on the same weekend throughout their 5-year history, per the CSE's direction as a condition of their funding. The Taste of Vail historically adjusts their schedule so as not to fall on the same weekend as Easter- a situation which com,,.,.;""Mi s the ability of restaurants to participate since Holy Week is traditionally a very busy time. However, the feedback from all sources has indicated the community's ?l.r,..g preL; ,,uce that the two events not fall on the same weekend for the following reasons: • Both events appeal to a similar demon. arhic- people were frustrated that they could not fully enjoy both events O Public dollars spent to sponsor these events are not oy...ad out to ride maximum benefit to the economic vitality of the community. O Community resources are taxed: Pool of volunteers ¦ Hotel facilities: Requests for comped rooms and Ballroom spaces ® VRI: On mountain event A+ j, . t ® Participation of restaurants The only "control' that the CSE has to affect this decision is to withhold public funding or use of.the Right-of-Way for event set-up. Both event producers are scheduled to present their final event reports to the CSE at the July meeting and Sybill suggested that this would be an u? . r.:ate time to weigh in on this issue. o "Winterfest" Status: At the recommendation of the Town Manager's office, it was decided not to seek mid-year funding to move forward in 2008 with the proposed enhancements to. Snow. Daze or Holidays in Vail, since it would not be considered to be a newly conceived "special opportunity." Both events will likely request additionaffimding K.- the CSE in, 2009. The Ski Museum however, has decided to submit a mid-year funding request to the council to launch the Tannenbaum Festival in November of 2008. The Festival, hopes to enhance the holiday atmosphere :in the villages by encouraging the, business community to dec.,., a their ?,.Q ..ises for the holidays and to participate in the sale of decorated trees as a fundraiser for the museum. Final Event Report: The Session/Michael Imhof, ...,,.esenting the Vail Valley Foundation, began his comments by reminding the CSE that the decision date for the bid to acquire the 2013 World Alpine Ski Championships for Vail/Beaver Creek is Thursday, May 29 and that the results of the voting would. be web-cast live. Michael then distributed an event "Summary" of The Session, noting that there were a number of ur;,.adonal issues- not the least of which was the fact that Vail Pass was closed a number` of times on Friday, resulting in less than hoped for attendance on that day, but which came back on Saturday. He comm,:,"L.d on the dill.,..;uce f iv. other V VF e%,,,.6 in that the &FFr.J is to a younger, less affluent demographic with strong attendance coming from across Eagle and Summit Counties, and that the VVF has put in a good deal of effort to develop a family friendly focus. From a media p...arective, Michael stated that in lieu of the major network production, which provided only a one-shot deal, the event's live web-cast format V.r,,rided a high level of excitement throughout the event. Additional media exposure included a specially produced 1 hour HD telecast airing on RUSH HD US and International, an International only telecast airing CSE/sn Minutes: 5/20/2008 Page 2 of 4 ?i on ESPN International, a 24 minute Session show airing in Central Europe and the Pacific Rim via.Quattro Media, a one hour telecast broadcast distributed via National Network Syndication and a 30 second Vail Resorts Commercial aired in the final US telecast. Michael also explained the financial impact numbers are lower than in 2007 and that sponsor sales have been more difficult this year. Looking to the future, he stated his confidence that they are very close to resigning both Honda and Anheuser Busch as continued partners. In. answer to complaints that had been forwarded by the Police Dept particularly with respect to over-service issues, Michael explained that they would be implementing a number of measures to mitigate this in the future, including bag checks, more security, VIP credential checks and a possible "dry" area outside of the VIP tent Scott Stoughton .-aiked that these types of issues come along with very event that aU.acts a younger demographic- that young people come to town to have fun and drinking is the accompaniment. Citing the importance of attracting the "best" riders in order to attract attendance, viewers and web- int.;..,4 Michael. confirmed that the event would .:,...ain positioned one week after the X-Games. Dave Chapin asked how they might ALact and better capitalize on the .,4.,..g string of local women riders. Michael responded that they continue to struggle with the male/female. equity in the design of the course, particularly where the slopestyle event is concerned, as the event venue is too large for the female riders to safely compete. In conclusion, CSE members requested a more formal budget accounting and ROI estimate based on the Town's sponsorship dollars. Final Event Report: Spring Back to Vail/Rescheduled to June 24 due to a last minute conflict for Jeff Brausch. Ambient Street Entertainment: Sybill explained that Diane Moudy was unable to attend the meeting today due to a previously scheduled commitment, but that the r.,„rosed schedule .:....ains nearly the same as last year's prow,...: o Fridays from 3- 7pm @ Slifer Plaza in Vail Village and Sundial Plaza in LionsHead. o Saturdays from 1- 5pm: Slifer Plaza in Vail Village and Sundial Plaza in LionsHead o Sundays...... I l am- 3pm: Gore Creek P. „...enade in Vail Village and Sundial Plaza in LionsHead. o Buskers will be strolling in both Lionshead and Vail Village during all. scheduled times. One entertainer will start in each village and-will switch to perform in each village each day. She added that last year the LionsHead site was moved closer to the east entrance of the mall in ..b,.onse to the construction impacts and that they would monitor the audience response and consider moving it again this year if it appears that few people are st. r, r ng to listen in the Sundial Plaza area. Resort Entertainment will again work closely with the event producers at times when there are events in the same area to insure that the street entertainment will provide a compliment to the activity. Following brief discussion, CSE members ap,. ,red the schedule as r.4.,ented. Dave Chapin noted that some sites, ,, .l;cularly Seibert Circle, had proved to be problematic in the past, but that Resort-Events has done an excellent job of .:,...wining flexible and moving the entertainment sites to alternate locations when there have been complaints from neighboring businesses. Rayla. Kundolf suggested that the businesses along Meadow Drive would welcome the entertainment in the Vail Village, Inn Plaza, as it provides an excellent site during the Farmers' Markets. CSE/sn Minutes: 5/20/2008 Page 3 of 4 CSE 2009 Budget Request: Sybill informed the CSE members that the Finance Department and the Town Manager's office will be recommending an increase of between 2 5-3%.for all TOV Department budgets, and recommended that the CSE present a budget that would be consistent with this increase. Rick Scalpello offered his opinion that the CSE is not a "dep,. L..ent," but rather a "commission," and therefore should be able to request any amount that can be justified Pam Brandmeyer noted that the 2009 funding requests for the World-Cup Climbing and the Colorado Stage will not be known until after the deadline for Council Contributions, and that these numbers should be added to the CSE's budget if they are to continue. Several CSE members e?.Y.;,&sed the desire to have the council weigh in on some of the questions that continually arise, such as whether to continue ever increasing funding major events such as the TEVA Games versus bringing on new events and should the `mandated" community events such as America Days and Holidays in Vail be moved into the "culturally designated" group and be funded by the council. Realizing that the time allotted for the conversation with the Council and the VLMDAC this afternoon would be inadequate to address the LSE's particular concerns, it was decided to request an additional meeting with the council on June 3, in order to gain their feedback prior to the CSE's budget deadline. Review agenda for afternoon meeting w/Council and the VLMI)AC: Kelli McDonald reviewed the proposed agenda and explained that the focus of.the conversation is to e..i.-unicate to the council how the VLMDAC and the CSE are aligned with respect to dollars spent and target market. CSE mem:, .., requested that a handout be jv. ,YF red for this afternoon's discussion that identify. the issues on which they are seeking input. New Business: In light of the email comments received fi.. Cooter Ov;&.Osh, in which he articulated his concerns that the advertising for the Kottonmouth Kings concert in. r r ..: ately encouraged young teenagers to attend, CSE members discussed' what level of CSE oversight is a rk .i,:.:ate.with respect to the booking of specific acts and/or advertising content. Scott Stoughton ..,...asked that it should be easy to provide feedback to promoters as to what type of demos.4,hic is the intended market.' Motion_ to adjourn at 10:50 am VS/P; Scott Stoughton, Bob McKown, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 20, 2008 Arr.„ red by Dave Chapin, CSE Chairman Date .. Next Regular CSE Meeting: Tuesday, June 24, 2008 @ 9: 00am CSE/sn Minutes: 5/20/2008 Page 4 of 4 CSEIan .. 2000 Contracts and Payment Status CSE 2008 FUNDING ALLOCATIONS: CONTRACT AND PAYMENT STATUS '3008,Town Council Allocation for Direct Event Funding: $188,280 is . Event: Producing Entity, date 2008 Dates: 2008 CSE Funds Allocated: Contract Statue: >Camlvall Highline Sports & Entertainment 213 February 3.5 $7,880 COMPLETE i The.Sessbn Vell Valley Foundation 217 February 7- 10 $13,174 NEED BUDGET Taste ofVell Taste of Vell 412 April 2.5 $9,850 as of 2115 Vail Film Festival Vall Film Institute 413 April 3.8 $59,100 as 014115 Spring Back to Veil Highline Sports 8 Entertainment 4R April 7- 13 $73,875 aeof 512 TBva Mountain Games Untraditlonel Marketing 814 June 4.8 $93,575 as of 8120 King of the Mtn Volleyball King of.the Mountain Volleyball 8113 June 13.15 $1,880 submitted'8120 Vell Farmers' Market (Sundays) Meadow Drive Partnership 8115 Jun 15• Sep 7 $54,175 as of 5129 (Ambient Street Entertainment' Resort Events 8120 June 20• Sep 1 $50;235 as of 2/11 BBQ Bonanza . Mall Chamber and Business Assodatlon 8121 21-Jun $9,850 as of 3128 Lacrosse'Shootout. Colorado Lacrosse Promotions' 8128 June 28- July 8 $10,000 as of 3/28 America Days, , Eagle Valley Events 7/4 4-Jul $50,235 as of 8120 :,-Friday Afternoon Club Llonshead Merchant Group 7/11 Summer 2008 $14;775 sent 6/19 >Jazz@ Veil Square (Thursdays) Vall Jazz Foundation 7131 Jul31-Aug 28 $28,599 ae.of4/4 :-Rocky Mountaln Antique Festival . Moon River Rench 011, August 1.3 $3;448 sent 8119 Wck4t 3v3 Soooer Tour Team Championships International 8/1 August 1.3 $30,000 as of,6/13 VellArta'Festivsl Eegle:ValleyEvents 8/8 ' August 8- 10 $18,223 as of 218 Gourmet on,Gore Highline Sports &' Entertainment 8129 August 29- 30 .$44,325 as of 3/28 OktoberfeetlHighllne Sports Hlghline.Sports 8' Entertainment 9/5 Sep 5-71; 12-14 $81,283 as of 2/15 Colorado Grand Colorado Grand 9/19 Sept 19.20 $2,483 >Llonshead Chill Cook-Off Veil RestsurentAssocladon 9127 27-Sep $4,928 sente/19 Snaw,Daze Highline Sports 8 Entertainment 12/1 December 1.7 $54,028 as of 2/15 Holklaysln Veil Eagle Valley Events . 12/19 Dec 19.31 $35,460. as of 5129 TOTAL CSE ALLOCATIONS: $765,331 $7,880 $13,174 $9,850 $19,700 $24,825 $33;575 $2,880 $18,059 $25,239 $3,284 $10,000 $16,901 Funds Paid Out: $19,100 $24,625 $30,000 $2,500 $16,881 $8,865 $10,000 $10,000 $6,223 $14,475 $27,263 $21,342 $11,820 - -------- . --- - --- -- - - - - -- - -- -- --- "CSE Funds Remaining: (Sell) _ ... 3M'year of 3 year contract with Colorado Lacrosse Promotions •'Detlcit Inallocated.funds will came out of the 2008 CSE operating expenses; $19,700 $24,825 $30,000 Total Funds Amount Still TOV R01"" Rado Paid Out. Owed: $7;880 $0 $251,800 32.1 $13,174 $0 $9,850 $0 $59,100 $0 $73,875 $0 $83,575 $0 $5,280 $2,500 $18,059 $35,119 $25,235 $25,000 $3,284 $6,558 $10,000 $0 $33,568 $16,851 $0 $14,775 $8,865 $17,130 $0' $3,448. $20,000 $10,000 . . $8;223 $1$000 $14;475 $29,850 $27,263 $54,000 $0 $2,463 $0 $4,929 $21,342 $42,683 $11;820 $23,840 $462,868 $302,463 $251,500 REVISED: 6/20108 Td Incremental Attendance Spending $8,290,000 10,000 20,000 $6,290,000 $30,000 "'Based on additional sales tax generated MEMORANDUM TO: STAN ZEMLER VAIL.TOWN COUNCIL FROM: PAM BRANDMEYER JUDY CAMP KATHLEEN HALLORAN KELLI MCDONALD SYBILL NAVAS DATE: 10JUN08 RE: SPECIAL EVENTS FUNDING "QUALIFYING CULTURAL EVENTS" These events are funded under Council Contributions w/a recommendation of the Town Manager and approval by the Vail Town Council. Those events as specked through Resolution #5, Series of 2002, are defined as: "a function whose primary. purpose is cultural in nature rather than economic. These events are typically, but not necessarily„ held in a performing arts venue such as Ford Amphitheater or Dobson Arena." They include: BRAVO! Vail Valley Music Festival $75K New York Phil $75K Philadelphia $25K Administration Vail Jazz Festival (Labor Day Event) Vail International Dance Festival Skating Club of Vail Hot Summer Nights Street Beat $175;000 $7,500 $50,000 8 days in Dobson $27,250 ($2,800 police presence) $28,500 ($3,500 police presence) RECOMMENDATION: Allocation is recommended by Town Manager and approved by Council.. Contract is administered through the Commission on Special Events (CSE) to provide for uniform oversight and accountability, Please see attached contract with fulfillment requirements and funding requirement rating sheet. "SPECIAL OPPORTUNITIES" Teva Mountain Games World Cup Climbing Wall (IFSC) $ 50,000 Colorado Stage International Cycle Classic $150,000 ($12,000 in kind) Special opportunity events are defined as an event that is unanticipated, out-of-cycle, and is funded for its first year by the Town Council, This year two events, the Teva Mountain Games World ChImbing Wall and the Colorado Stage International Cycle., Classic, were endorsed by the CSE, recommended for funding by the Town Manager.and approved by the Town Council., Some differences, apply: in the case of Teva Mountain Games, the dames are. already funded by the CSE at $93,575 + $9,600 in-kind. The award of the World Cup Climbing Wall'Championships was not awarded by the IFSC until the second week in August '07. Teva Mountain Games are now in their sixth year so are an established event. The award of the Climbing Wall Championships was out=of-cycle and unanticipated but was recognized as an adjunct. event to the Games. In the case of the Colorado Stage. International Cycle Classic,. this was a "special opportunity" brought forward to the Town Council during their regular Council Contribution funding process with the caveat the Foundation would know by fall '07 whether the event would take place. A placeholder in the '08. budget was included and because of the magnitude of the event (comparisons to World Mountain Bike Championships, Coors Classic, etc.), the event received the endorsement of the CSE, the recommendation of the Town Council and the approval of the Town Council. Staff is currently devising criteria to determine if a special opportunity is worthy of an out-of-cycle funding consideration. Possible criteria might include: - Funding request is beyond the scope of the CSE's budget. - Significant national and international exposure and media reach.. - Provides opportunity for significant local economic impact. - Nationally or internationally sanctioned event - Expectation of overall event attendance exceeding 20,000 people. Fills a timeframe where there is a hole in the calendar.. Scheduling does not mesh w/typical cycle of event funding consideration. - Event was unanticipated. For '09, the Vail Valley Foundation anticipates an escalator of 10% or more, possibly as much as $175,000 + additional in kind support, assuming their August '08 Cycle Classic is successful. Untraditional Marketing. RECOMIMENDAITON: Allocation is recommended by the Town Manager and approved by the Town Council. Contract is administered through the CSE to provide for uniform oversight and accountability. Print View https://mail.vailgov.com/gw/webacc?User.context=co0yo2SbfftOgg9.: From: James Overr3sh To: Special Events Date: Wedn.. J.1- Apra 16, 200810:23. AM Subject: .Re: Spring Badr'to.Vail Concert-Cottonmouth.IG.ngs Thanks Sybil. I app.";bZe the difficulty of your position and to make matters worse I actually liked the sound when I reviewed the band on the inkmiet. My problem wa's twofold. The first was the band's open advocation of drug use boat as a public forum and through their music and the.,Q.,.nd was the the listing of the all ages on the tickets. Tm not too up In arms because I can understand. All I am a.; , y is a little help in ba._!.,. ind. As a parent I expect r?.. to do their research ::ally with a 15yo involved. Once again thanks for the effort. >» Special E%,c_ 6 4/16/2008 8:09 AM >>> Hi Pam- I too agree with your comments and am also copying Jeff Brausch and Dave Chapin. I will put this discussion on the agenda for the CSE , :-Zing on May 20- where I believe we have a Spring Back to Vail recap already scheduled. It is a diffcult Issue- going back to Snoop Dogg who .A:. (cMly appealed to as many folks as he offended , and we are still hearing about IL The advertising comments are certainly valid. I have had a good deal of feedback over the last several regarding who Vag s clientele is or should be and have no answer - '44.I, that It is broad and that vie don't want to cast ourselves as only a. pie for retirees who do not wish to have their artistic appreciations challenged. What level of oversight the TOV.should. seek on the talent that is ,.,.,nom c.-,U when we are a significant sr . r is a conversation that is remade difficult by the fact. that the talent is riot yet booked at the tim: of the funding discussions. Sybill Sybili R. Navas Coordinator, Commission on Special Town of Vail 75 South Frontage Road Vail, QO 81,651 Phone:970 376-2394 FAX:970 476-7141 > > > Pam Brandmeyer 04/15/08 3:36 PM > > > Thanks for your e-mail, Cooter. This• s a disturbing situation that does not have a simple answer. But here are some response to quesLi. you've posed. Hghline E.1" Le inment is the pro Jj:.r who puts on the Springbadc to Vail event Hghline .:.?: res funding from both the town and VRI, as well as other,,., F,,,.ale a? sorships. Highline chooses the,:..L.L.In L? Lwt.J on a%,.L'_1lity, as a main dz. :t). Highline and VRI have also been targeting a different d;..? ? ,,,*.cq hic for the spring event in order to, slow Vail is not-a conservative, stodgy ski` environment (my v I think you are sharing legitimate con,._.. &X and I.belleve this should be discussed.w/the CSE (C,..:...&ion on Sv"I E1;? .?) whent her ter c....:., in for their after-event review. I also believe we have a responsibility to our residents and guests to advertize these con..,,.. -.4 appropriately. I have copied both Sybiil Navas, CSE coordinator, and Kelft McDonald, who will help shepherd this discussion w/the CSE and the event producer. Again, thanks, Looter, for bringing this to our attention. We'll get back to you following our dom. >>> 3?...u Ov.:...AA 14/14/200811:30 AM >>> I of 2 4/MO8 10:57 AM Print View. htips://mail.Yailgov.com/gw/webacc?User.contex't=cbOvo2SbfftOgg9 Hi Pam I'm not sure who to this too, but based on your position as Asst. town Manager and as a Mom as thought I would start with you: My son approadied me last week to go to the Spring Bade to Vail Cottonmouth Kings concert. Me pred"" the request by saying that the concert was advertised for all t, I did some research on the band and found tey h are advo?a" of drug use. Needless to say he didn't go, but, I guess I'm disappointed that this could happen; I'm no prude, but the all ages thing puts rre in an awkward j as a w L Is the. MV .nsible for this or does it rely on a production corny, tD review bands before L, Z,"n g? Also is there a wrtmittee to review these bands? Having two kids.- the co - age, I guess I'm searching for answers which includes me being involved in process if n,..c zory. I also mentioned this to Many Miller in it.cornes up at di. ;,.:.rs. Thanks 2 of 2 4/24108 10:57 AM y .: TOWN of VAI COMMISSION ON SPECIAL EVENTS Memo TO: CSE Members FRONT: Sybill Navas,, CSE Coordinator DATE; June 24, 2008 RE: 2009 CSE;Budget' TOV Manager and Finance Dept have recommended a 3% increase in 2009 for all departments. The figures below .:,r. ,sent that recommendation. This is subject to approval by the Town Council. It is possible it may be reduced. CSE' Budget: 2008* 2009 Direct Special Event $765,331 $788,210 Funding:. - Expenses: $3,419 $3,600 Total: $768,750 .$791,810 *Please see, the attached sheet illustrating event allocations that were made in,2008:. CSE/sn __._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: Teve Mountain Games Oktoberfest/Highline Sports Snow Daze Gourmet ;on Gore Spring Back to Vail Vail. Film Festival Vail-Farmers' Market (Sundays) The Session America Days >IFSC Worid Cup >Camivail Kick-It 30 Soccer Tour Holidays In Vail Vail Arts Festival Jazz.(M Arrabelte Square (Thursdays) King of the Mtn Volleyball Taste of Vail >Friday Afternoon Club Vail Invitational. Soccer Tournament BBQ Bonanza >Rodry Mountain Antique Festival Colorado Grand Vail Valley Challenge (soccer) Ambient Street Entertainment* >LH Kids' Fun Faire&Family Market >llonshead Chili Cook-Off >Betty Ford Alpine Gardens 20th Anntversay Vail Street Sale Ski and Snowboard Swap Martial Artefestival >2008-Unlimited'Adventure Series (Thursdays) >LH SpecialEvent Advertising Lacrosse Shootout Total Event Alldcatlons: 1,**CSE FundelRenisinihn Producing Entity: Untraditional Marketing Highline Sports & Entertainment Highline Sports & Entertainment Highline Sports!& Entertainment Highline Sports & Entertainment Vallfilm Institute Meadow Drive Partnership Vail Valley Foundation Eagle Valley Events UM/COUNCIL FUNDED $50K Highline Sports & Entertainment Team Championships International Eagie,Valley Events Eagle Valley Events Vail Jazz Foundation King of the Mountain Volleyball Taste of Vail Lionshead Merchant Group Vail Recreation District Vail Chamber and Business Association Moon River Ranch Colorado Grand Vail Valley Soccer Club Resort Events Blue Creek Productions Vail Restaurant Association Betty Ford.Alpine Gardens- Town of Vatl/Oftice of Economic Development Ski and Snowboerd Club Vail Inyodo Martial Arts Vail Symposium Lionshead Merchant Group Colorado Lacrosse Promotions* 2008 Dates: June 4-8 Sep 5-7, 12-14 December 1- 7 August 29= 31 April 7-13 April 3-8 .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 28-28 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 e Summer 2008 June 28- July 6 2007 Funds Received: - $90,000 $80,000 $55;000 $40,000 $85,000 $66,000.1 $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 8/19/08 $765,250 $765,250 2008$$$ Requested: $110,000 $82,500 $100,000 $75,000 $100,000 $85;000 $80;000 $45;1)00 $60,000 $50,000 $20,000 $50,000 $40,000 $25,000 $42,500 $10,000 $30,000 $30,000 $3,770 $25,887 $10,000 $5,000 $10,000 $68,500 $40,000 $5;000 $66;000 $5,000 - $7,500 $7,000 $7,500 $15,000 $10,,000 $1,320,937 ($555,887) *3rd year of 3 year contract with Colorado Lacrosse Promotions *"Deficit in allocated funds will come out of the 2008 CSE operating expenses 2008 CSE Funds Allocated: $93575 $81,283 $84,025 $44,325 $73;875 $59,100 $54,175 $13,174 $50,235 $a $7,880 $30,000 $35,460 $18,223 $28,595 $7,880 $9,850 $14,775 $0 $9,850 $3,448 $2,463 $0 $50,235 $0 $4,925 $0 $0 $0 $0 $0 $0 $10:000 $765,331 ($81) TOWNV1 Aff, COMMISSION ON SPECIAL EVENTS August 2008 TO: Special Event Producers.. . Subject: Funding Requests for Special Events.in 2009 Attached, are an application and guidelines for producers of Special Events who are seeking funding from the Vail Commission on -Special Events (CSE) for events in 2009. Events that were funded by the.CSE in 2008 include: • Ambient Street Entertainment • BBQ Bonanza • CarniVail • Colorado Grand Gourmet on Gore • . Holidays in Vail Jazz at Vail, Square • LionsHead Chili Cook-off • LionsHead Friday Afternoon Club Kick-It 3 X 3 Soccer Tour • King of the Mountain Volleyball • Oktoberfest in V V & LH • : Rocky MountainAntique Festival • Snow Daze • Spring Back to Vail • Taste of Vail: Colorado Lamb Cook-off • TEVA Mountain Games • The Session Vail America Days • Vail Arts Festival • Vail Farmers' Market and Art Show • Vail Film Festival • Vail Lacrosse Shootout The Town of Vail Council has defined the following events as, "qualifying cultural events.'-" These events fall outside the fimding authority of the Commission, and their producers, should address any funding needs directly to the Town Council. • BRAVO! Vail Valley Music Festival • Bud Lite Street Beat • Hot Summer Nights • Skating Club of Vail/ g Days at Dobson Arena • Vail International Dance Festival • Vail Jazz Foundation: Labor Day Jazz Producers of all other events should submit the attached application, plus 12 copies, to the commission on S,":al Events by 5:00 p.m. no' later than Friday, October 3, 2008. Applicants will have an opportunity to present their r., t,osals to the CSE on `Tuesday, October 28,200R. The LSE's final funding allocations will .be determined at.the regular. CSE meeting in.November and applicants will be notified of their status by December f;'2'008. Please address any questions to:- Sybill. Navas,, Coordinator; Commission on Special Events E-mail: snecialevents*-vailFov.com Phone: 970 376-2394 or FAX: 970476=7141 Town of Vail: Commission on Special Events 2009 Event Funding Guidelines and Ap®liCation Our Values: Integrity--Collaboration Accountability Respect The mission of the Vail Commission on Special Events (CSE) is to support street entertainment and special events for economic vitality, year-round fun, sense of community and increased quality of experience for guests and residents. To qualify for funding review, events must support the CSE's s:.,.tegic priorities and meet the following requirements: The event(s) must take place r.;,.lominately within the Town of Vail. ¦ Applications must be complete,,..., siding all information and attachments requested on the application form. Incomplete. applications will not be reviewed. ¦ Applic,.-6 must request a specific dollar amount and a brief explanation of how the requested funds will be utilized. . ¦ Funding allocations will be made directly to the entity whose name ak.r, Qlam on the application. All Town of Vail permits and documentation required for the production of the event must be. filed under the name of the event producer as it appears on the funding application.' ¦ Applicants must provide 12 copies of each application for distribution to the CSE members and staff. Please submit the application on.8 %s x11 paper and unbound. The CSE will measure events using the following criteria: ¦ Potential for positive economic impact to the retail, restaurant and lodging sectors of the community ¦ Alignment with the target market as defined by the Vail Local Marketing District ¦ Experience.and qualifications of the event producer, as well as a demon.,L*JA d commitment to share the values of the CSE and the Town of Vail Event Review Committee (ERC). ¦ Opportunity to leverage funding with sponsorships and/or media exposure so as to "stretch" the impact of the CSE's contribution ¦ The event is proposed for a time of year that supports the CSE's goal of ensuring a calendar of events that will stimulate the local business economy throughout the year ¦ Contribution to Sense of Community ¦ For Existing Events:.History of compliance with Town of Vail regulations and 6r:,.,ial event permit requirements For more detailed information regarding the criteria used by the CSE to evaluate the potential of event r..,r.,sals, please review the "Vail Commission on Special Events Strategic Plan 2006-2009," which can be accessed on-line at www.vailizov.com; click on "Vail Information," then "Special Events." The plan can be found on the Commission on Special Events web page. TOWSE -2- Application for 2009 Funds ,J. In consideration. of the receipt of funds from the CSE, the Event Promoter will insure that the event is listed on the online community event calendar by submitting a Special Event SNAPSHOT, which can be accessed on the Special Events page of the Town of Vail website. Additionally, the Event F.v ...oter must agree to the placement of the Town of Vail logo on marketing and promotional materials associated with the event as L, ,..,priate to the level of sponsorship. Upon its request, the Event Promoter will r- ride the CSE with copies of any film or photographs from the event for the purpose of ,.. -oting the Town of Vail. Finally, all event producers receiving funding will be expected-to p.,aent. to the Commission on Special Events within 90 days of the close of their event a written, post- event follow-up document which must include: ¦ An overview outlining the event's ,L. ;,..gths and weaknesses: specifically, what went well and what measures could betaken to improve the event ¦ A detailed event budget showing actual r..fit and loss numbers and how the CSE funding was utilized ¦ A detailed overview of the marketing that was implemented to promote'the event ¦ Survey results showing the estimated effect on the following, per the CSE Criteria:' o Attendance numbers and demographic profile. o Economic impacts to the retail, restaurant and. lodging sectors of the community o Visitor Intent to Return ¦ Potential for growth and the development of sponsorships and media. exposure ¦ How did the event impact Vail's Sense of Community? Completed Applications,. plus 12 copies, are due no later than Friday, October '3, 2008 and may be mailed or hand delivered to: Town of Vail _Commission on Special Events 75 South Frontage Road Vail, CO 81657 For additional information, please contact Sybill Navas, Special Events Coordinator, at svecialeventsna.vaihzov.com, or at 970376-2394. TOWSE -3- Application for 2009 Funds Town of Vail: COMMISSION ON SPECIAL.EVENTS 2009 EVENT FUNDING APPLICATION Please print or type all hdormation EVENT: PROPOSED DATE(S): ? AMOUNT OF CASH FUNDING REQUESTED: • PRODUCING ENTITY: President or Executive Director's Name: Name and Title of Person Completing the Application: Address: Telephone: / Cell: / FAX: / WEBSITE: E-Mail Address: . Organization's tax status: For Profit Non-Profit* Not: for-Profit* Non-Profit (501 C-3); orNot-for--Profit (501C-6) organizations, please attach ci..,...t State Dep,. Lent of Revenue Certificate with this application.. Tax payer ID# o Does the Event benefit a charity? Yes No o Ifyes, please name the beneficiary: Mission Statement: Number of years your organization has been in business: • Brief Description of the Event: • Describe where event will be located within the Town of Vail: • Will any ...Lon of the event take place outside of the Town of Vail? Yes No If yes, please explain: TOWSE -4- Application for 2009 Funds • Please describe briefly how you will use the funds that you are requesting a.,... the CSE: • will additional in-kind services be required, fa... the Town of Vail? Yes No If yes, please explain, including a description of anticipated i...,,,.cts on Town of Vail services: i.e. bus service, parking, traffic control, ,LQa closures, etc. The event promoter will be charged for all labor, materials and equipment unless such services are snecifically exempted and approved as part of the Special Event Permit. • Is this a: New event Existing event Number of years in existence Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticip.L- d Number of volunteers needed. Number of event staff Total Number of spectators anticipated Local % In-state (non local) % Out of State - % • If possible, would you intend to host the event in Vail beyond 2009? Yes No If yes, for how many years beyond 2008? • Do you anticipate requesting fimding fl,.. the CSE next year? Yes No If yes, in what amount? REQUMM ATI'AkatidENTS: ? Detailed event budget, including all anticipated revenues and;;"V';'..ses. ? Marketing plan and detailed explanation of potential for sponsorships and media. exposure. ? Previous year's event evaluation, including income and expense statement (if existing event). ? Past or projected demowo hics of event attendees and.,r:,..ding. ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,.;,...ental room nights and in.;.:.nsed spending generated. ? What return on. investment should the Town of Vail expect? ? Organization rock,.., naming: • All officers and respective positions. • Board of Directors and positions TOV/CSE -5- Application for 2009 Funds .? f The CSE art..,;,ciates the inclusion of any additional support materials, such as videotapes, pro& ...s, news articles and other printed materials. PLEASE SUBMIT 12 COY tt.S (at least one, formatted so as to be easily copied, Le. unbound; 8 % x 11 size) OF i till. COMPLETED APPLICATION AND REQUIRED ATTAurudENTS TO; Vail C,..,.-..ission on Special Events C/o Sybill Navas Town of Vail, 75 S. Frontage Rd. Vail, CO 81657 For additional information contact CSE Coordinator, Sybill Navas at 970 376-2394 or specialevents(avail?ov.com FOR CSE USE ONLY: EVENT NAME: PROPOSED DATES: Funding in the amount of was 4,- 6red by the CSE on (date) Subject to the following conditions: Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, CSE funds will be distributed per the following formula: 1/3 of the amount upon the signing of a contract stipulating the terms, of the CSE's funding allocation. 1 /3 of the amount upon receipt of an invoice from the event producer following the timely submittal of a c....olete Sr .,.al Event P"...it Application, which is due a minimum of 45 days prior to the start of the event. 1/3 of the amount upon receipt of an invoice fl.,... the event producer following the completion of the event and final c... .,liance with all the stipulations of the Special Event Permit. TOV/CSE -6- Application for 2009 Funds SPECIAL EVENT RA juiG GRID EVENT NAME: DATES: .$$$ AMT. REQUESTED: New Event Existing Event , if yes, # of years Does the event have the potential to: Benefit local restau.. s- In....,ase room nights Stimulate Retail Sales Iml.„ ore the sense of community P.?,...ote Visitor L.u...t to Return Timing: How well does it c....,, :bute to a balanced,...,.,jal calendar of events? Demographic Fit: Does it match the profile of targeted visitors, as defined by the YLMD? G..,, th Potential: How big can it become? Will it be wamdal? Leveraging Value: How great is the potential to attract sponsorships and media exposure, thereby increasing the impact of the CSE funds? Producer Qualifications: Do they have the ability to produce an event compatible with the image of Vail as a "world class" resort? TOTAL SCORE: CSE Member Initials: Amount of funding suggested- $ I ?10110FJYA ; COMMISSION ON SPECIAL EVENTS 75 South Frontage Road Vail, CO 81657 0:-970 376 2394 F: 970 476 7141 e-mail: soecialeventsna vailaov.com .Joel Heath Untraditional Marketing, Inc PO Box 1430 Vail, CO 81658 January 22, 2008 Dear Joel, The purpose of this letter is to memorialize the agreement by the Town of Vail Commission on Special Events (°CSE°), to provide funding in the amount of ninety-three thousand five hundred. seventy-five dollars ($93,575) to Untraditional Marketing, Inc. ("Event Promoter") for the purpose of putting on the 2008 TEVA Mountain Games (event) as proposed by the Event Promoter in the application. submitted to the CSE and reviewed,at their meeting on October 23,. 2007, then .approved by the CSE as submitted on. November 27, 2007 and hereby referred to as:Exhibit W and incorporated by reference. Your signature to.this agreement below shall constitute acceptance by the Event Promoter of the terms- of this' agreement and all conditions of approval imposed by the CSE upon its approval of this event. These funds will be released as follows, per the Commission on Special Events Funding Application: $33,575.00, upon the signing of this letter of agreement • $30,000.00, upon verification of the placement of the first advertising • $30,000.00, upon the completion. of the event The Event Promoter agrees to complete all Special Event Permit applications which may be required by the Town of Vail for this event in a, timely manner,- and to comply with all regulations pertaining to the production of Special Events Within the Town of Vail. Prior to the release of CSE :funds, the Event Promoter will place the information pertinent to this event on Y the online community events calendar, which can be. accessed at www.vail.corri. The Event Promoter agrees to the placement of the Town of Vail logo on marketing and promotional materials associated with the event as appropriate to the level of sponsorship.,, Upon request, the Event Promoter will provide the - CSE with copies of any film or photographs taken at the event, for the purpose of promoting the Town of Vail. Additionally, in consideration of sponsorship dollars contributed, the Event Promoter will provide the Town of Vail with 20 VIP event gift bags, to be distributed as the Town deems appropriate. Within 90 days of the close of the event, the Event Promoter will provide the Commission on Special Events with a written, post-event follow-up document which must include: 1'. An overview outlining the event's strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event 2. An event budget showing actual profit and loss numbers and how the CSE funding was utilized. 3. A detailed overview of the marketing that was implemented to promote the event. 4. Survey results showing the estimated effect on the following, per the CSE Criteria as described in the RFP: a. Attendance numbers and demographic profile b. Economic impacts to the retail, restaurant and lodging sectors. of the community c. Visitor: intent to Return r 5. Potential for growth and the development of sponsorships and, media exposure 6. Did the event impact Vail's "Sense of Community"? In addition, the Event Promoter hereby agrees to indemnify, defend and hold harmless the Town of Vail, the CSE and their respective agents,- officers, directors, servants and employees from any and all liability, claims, liens, demands, actions, and causes of action whatsoever arising out of or related to any loss, cost, damage or injury of any person or damage to properly of any kind arising out of any misconduct, or any alleged negligent acts, errors or omissions of the Event Promoter, its subcontractors or any person directly or indirectly employed by it while:engaged in any activity associated with putting on the Special Event more fully described in Exhibit "A" and as approved by the CSE. The Town of Vail shall. be listed as additional insured on any insurance policies associated with the production of the event, and the Event Promoter's insurance will be primary. The jurisdiction and venue of any suit or cause. of action to enforce the terms of this agreement shall lie in Eagle County, Colorado. Finally, by -the terms' of this agreement the Event Promoter shall be considered an . independent contractor, and nothing contained in this "agreement shalt constitute or designate the Event Promoter or any of its employees as employees of the Town of Vail or the CSE. As an independent contractor, the Event .Promoter, its subcontractors or any person directly or indirectly employed by it are 'not entitled to worker's compensation benefits or any benefit contemplated_by an employer/employee relationship. If you are in agreement with the above terns, please indicate by signing below. Very truly yours, $ybill R. Navas Coordinator, Commission on Special Events AGREE: Joel Heath, Event"Promoter FEIN # Date MEMORANDUM To: Town of Vail Commission on Special Events From: George Ruther, Director of Community Development Date: June 24, 2008 Re: Vail Village Master Plan Update, Goal #2 I. Overview of Goal #2.Obiectives: Policies and Action Steps Goals for Vail Village are summarized in six. major goal statements. While there is a. certain amount of overlap' between these six- goals, each focuses on a particular aspect of the Village (ie, tourism and economic development) and the community as a whole. The goal statements are designed to establish a framework, or direction, for the future growth of the Village. A series of objectives outline specific steps that can be taken toward achieving each stated goal. Policy statements have been developed;' to guide the Town's decision- making in achieving each of the stated objectives, whether it be through the review of private sector development proposals or in implementing capital improvement projects. Finally, action steps. are suggested as immediate follow- up actions necessary to implement the goals of this Plan. The Vail Village Master Plan's objectives and policy statements address key issues relative to growth and development. These statements establish much of the context within. which future development proposals are evaluated. In implementing the Plan, the objectives and policies are used in conjunction with a number of graphic planning elements that together comprise this Plan. While the objectives and policies establish a general framework, the graphic plans provide more specific direction regarding public improvements or development potential on a particular piece of property. Please take a moment and focus on Goal #2, the objectives, policies and the action step and briefly answer the following questions: o Is Goal #2 still relevant and pertinent.to Vail Village today? o Are the, objectives and policies still applicable to achieving the goal and necessary for the continued success of Vail Village? o If you answered "yes" to the two questions above, what additional action steps would you recommend to the Planning & Environmental and the Vail Town Council for inclusion in the master plan as they evaluate . the merits of the proposed master . plan update? Town of Vail Community Devel-, ...ent June 24, 2008 GOAL #2 TO FOSTER A STRONG TOURIST INDUSTRY AND PROMOTE YEAR- AROUND ECONOMIC HEALTH AND VIABILITY FOR THE VILLAGE AND FOR THE COMMUNITY AS A WHOLE. 2.1 Obiective: Recognize the variety of land uses found in the 11 sub-areas throughout the Village and allow for development that is compatible with these established land use patterns. 2.1.1 Policv: The zoning code and development review criteria shall be consistent with the overall goals and objectives- of the Vail Village Master Plan. 2.2 Obiective: Recognize the "historic" commercial core as the main activity center of the Village. 2.2.1 Policv: The design criteria in the Vail Village Urban Design Guide Plan shall be the primary guiding document to preserve the existing architectural scale and character of the core area of Vail Village. 2.3 Objective: Increase the number of residential units available for short term overnight accommodations. 2.3.1 Policv: The development of short term accommodation units is strongly encouraged. Residential units that are developed above existing density levels are required to be designed or managed in a manner that makes them available for short term overnight rental. 2.4 Obiective: Encourage the development of a variety of new commercial activity where compatible with existing land uses. 2.4.1 Policv: Commercial infill development consistent with established horizontal zoning regulations shall be encouraged to provide activity generators, accessible greenspaces, public plazas, and streetscape improvements to the pedestrian network throughout the Village. 2.4.2 Policv: Activity that provides night life and evening entertainment for both the guest and the community shall be encouraged. 2 Town of Vail Community Devel..r...ent June 24, 2008 2.5 Objective: Encourage the continued upgrading, renovation and maintenance of existing lodging and commercial facilities to better serve the needs of our guests. Policv: Recreation amenities, common areas, meeting facilities and other amenities shall - be preserved : and enhanced as a part 'of any redevelopment of lodging properties. Policv.-, The town will use the maximum flexibility possible in the interpretation of building and. fire codes in order' to facilitate budding renovations without compromising life, health and safety considerations. Objective: . Encourage the. development of affordable. housing units in Vail Village through the efforts of the private sector. Policy: Employee housing; units may be required as part of any. new or redevelopment project requesting density over that allowed by existing zoning. Policv: Employee 'housing shall be developed with appropriate restrictions so as to insure their availability and affordability to the local work force. Policv: The Town of Vail may facilitate in the.development of affordable housing by providing limited assistance. . Policv: Employee housing may be developed, in the Village when required by the Town's adopted Zoning Regulations.. GOAL #2 Action Steos: 1. Initiate zoning code modifications to clarify the Urban Design Guide Plan's authority to cover, those areas outside of; Commercial Core l that are referenced by the Urban Design Guide Plan. (Completed. Sections 92-78-7 (A)(6) & (8) of the, Zoning Regulations have been amended, to ' include the requisite compliance with the Urban Design . Guide Plan) Town of Vail Community Develup...ent 3 June 24,, 2008, y} yt c?EnuL??,? . S?cou?`?c VAIL ECONOMIC ADVISORY COUNCIL (VEAC) June 10 MEETING MINUTES Members Present: Brian.Nolan; Pam Stenmark; Rob Levine; Bob Boselli; Laurie Mullen; Rayla.Kundolf; Don Cohen;. Dick Cleveland; Rick Scalpello; Michael Kurz; Alan Kosloff; Mia Vlaar TOV Staff Present: Vail Town Manager Stan Zemle ,, Director of Finance Judy.Camp;. Housing Coordinator Nina Timm; Environmental Health Officer Bill Carlson; Special Events Coordinator Sybill Navas and Economic Development. Manager Kelli McDonald ax?y - ? re. o?o?+es trt Others Present: Josh Perdue, Eagle County Economic Council Jim Lamont, Vail Homeowners. Association Monica McCafferty, Vail Valley Partnership Vail Strategic Housing Plan Housing Coordinator Nina Timm gave a report on the feedback she received fro m the 4 VEAL members to her request for input on the identified goals for the Vail Strategic Housing Plan: 30% of workforce living in Vail is too low, won't be achieved if not deed restricted and can't be achieved • Having employees living in the Town of Vail is a community benefit • focus opportunities on the middle of the workforce, i.e. 60 -120% of Area Median Income (AM0. For a two person household this breaks out as: .o 60% = $38,940 0 80% $47,900 0 120% = $77,880 Timm went on to explain that there are 1300 households in Vail today; 655 deed restricted units and 800 occupied employee housing, units. EverVail and West Vail redevelopment will provide new jobs and housing. There is a 50% onsite housing requirement for net new jobs.. The VEAC discussed that critical employees for the Town of Vail and middle management should be able to live in Vail There is a. need for both seasonal and middle management. Housing in crucial - it will be needed and utilized whatever is built, so just build the most we can. Many people choose to live down valley for economic reasons and for friendships. The Town of Vail should not have unrealistic expe..tauons about what will get built now in these financial times. Freelopen. market rates are too high in Vail for middle management. Employers should look at housing options for employees in Vail for recruiting and retention purposed. Public/private partnerships should be explored: Is there an option for the Town of Vail to-purchase housing down valley as a better investment and does that really achieve the goal? The majority of the VEAC by a show of hands agreed to the. following goals: ®N 6?. -;i • Goal of 30% deed restricted work force housing - but would like to see that increase possibly through public/private partnerships. • For sale housing should focus on 120% AMI and above • Next,zt,&,. - VEAC members to assist in getting the business community involved in the Vail Strategic Housing Plan. -Vail Environmental Strategic Plan Environmental Health OfficerBill Carlson presented the five goals for the Vail Environmental Strategic Plan. The identified goals are: • Effectively manage the environmental sustainability program outlined in this plan with cooperation among stakeholders and sustain path to implementation, resulting in success. • Improve efficiency in water, energy and waste management in business, residences and in government in order to address global warming caused by greenhouse gas emissions. • Ensure that the ecosystem, specifically the forest and water systems, maintain current levels of health, if not improved levels, through cooperation with stakeholders. • Ensure the Town of Vail development regulations and. policies are congruent with the carrying capacity of the area's natural and built environment and encourage sustainable economic development. • _ Ensure that the public is educated and aware of environmental issues, initiatives and implementation measures. The VEAC offered input on the goals. A comment was made that emissions are not environmental. However, there is a concem now of the impacts of 1-70 on the Town of Vail and it was requested that this be monitored.- 2.7 million cars travel through Vail annually. It was also stated that the plan was a good start : A request was made to look at other resorts that have successful models, i.e. Aspen, so as not to'reinvent the wheel for implementation. It was also suggested that Canada and Califomia be reviewed. Carlson stated.that the Town of Vail was prepared to take the lead on ?A:taria development and marketing to get Vail businesses a green designation at four different levels. -Event Duplication Discussion Sybill Navas, Town of Vail Special Events Coordinator, presented information to answer the VEAC question as to why 2 or more large events would occur simultaneously. In answer to how can the Town of Vail affect an event's choice of dates the following was recommended: • Not funding an event with public dollars • . Not allowing the use of the Right of Way • Not providing any in-kind support • Persuasion In conclusion, if an event is able to contract for a venue and is not requesting public support in the form of either in-kind services or cash sponsorship, there is little that can be done to'foree a change of timing. There was a comment made that it's not always :negative to have multiple events on the same weekend as it brings a vitality to Vail. The VEAC agreed to write a letter encouraging the Taste of Vail and the Vail Film Festival to work out a compromise on the April weekend both events are scheduled. Additional discussion included a request from the VEAC to look. at trying to fill Memorial Day Weekend - as in Telluride. and Beaver Creek - as well as the -i' last weekend in June. Construction schedules would need to be adjusted to 1L.accommodate Memorial Day Weekend. -March Sales Tax Report The Town of Vail March sales tax collections were up 10.5 percent over 2007. Retail increased 8.6 percent; lodging increased 11.9 percent, food and beverage increased 7.3 percent and utilities/other increased 17.3 percent. Vail Business Reviews are also available by going to htto://www.vaiiaov.com/subbaoe.asD?oaae id=107 -Same Store Sales Comparison There was a discussion regarding the same stores sales comparison reports. These are presented as. gross sales, while the total establishments. are presented as sales tax collected each month. Is there a need to have the. reports consistent and reportonly sales tax collected on both? Since not all the members were present when this discussion took. place, it will be an agenda item in July. -Next Meeting, July 8 The next VEAC meeting is scheduled for 8 to 10 a.m. Tuesday, July 8 at the Antlers. Agenda items will include: • Vail Resorts Update • Vail Local Marketing District Update • Timber Ridge Redevelopment Advisory Council Update • Same Store Sales Report Discussion • Vail Village Master Plan Discussion of Economic Vitality Goal -.: `6 Vail Street Entertainment Proposal Summer 2008 Fridays, Saturdays, Sundays from June 20`h to August 318` + 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 2:00 PM. *Because of construction noise we have decided to change the Lionshead music entertainment location to the Skier Sculpture /Bus Stop. 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 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 12:00 PM. *Because of construction noise %v have decided to change the Lionshead music entertainment location to the Skier Sculpture / Bus Stop. * 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 provided by Resort Entertainment: Tents and entertainment will beset up by 10:00 AM. *Because of construction noise was have decided to change the Lionshead music entertainment location to the Skier Sculpture /Bus Stop. 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. 6/24/2008 Vail Street Entertainment Proposal Summer 2008 Exceptions: Saturday June 21s'2008 - Bridge Street BBQ Bonanza - Vail Village music entertainment will be placed at Slifer Plaza. Per VCBA/Matt Greene (6/19) July 4 h - LH entertainment will be placed at the front of the village near the skier statue / bus stop. Per Laurie Asmussen (6/5) - has other entertainment until 4:00 PM August 1-3 2008 - Rocky Mountain Antique Festival (LH) - Entertainment will be adjusted to fit the event specifications if needed. Sarah Frank- @ Chophouse 845-1113 sarahr@rmafest.com August 8-10 2008 - Vail Arts Festival - LH & VV entertainment will stay as planned. Per Laurie Asmussen (6/5) 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) Good for Friday 8122, Move busker/magician to Siebert Circle _ Checking on music for 8123, Move busker/magician to Siebert Circle - Music good for Sunday 8124 Friday and Saturday, August 29-30: VV/Work with Gourmet on Gore to determine best placement of entertainment. (Highline Sports and Entertainment: Bryan Rooney 328- 7230x10 or Jeff Brausch 476-697x103) - Slifer Plaza Good for 8129 &' 8/30 per Bryan Rooney (5127) Sunday, August 31: VV/Work with Rotary Duck Race and Gourmet on Gore to determine best placement of entertainment. Move W entertainment'to Siebert Circle per Vail Rotary Club (615) & Bryan Rooney (-5127) - JP 479-2332 6/24/2008 2008 Sponsorship Recap Report Created Especially for Presented by: H/GHL/NE "f_1ATS & ENTERi'11f?JIY1?:111T (events evolved } TOWN ni C 2008 Spring Back to Vail TOV Commission on Special Events EVENT GOALS/OBJECTIVES • Attract additional Vail Visitors, for the final week of the season, from in and out of Colorado. • Entice return destination visits from earlier winter bookings. • Differentiate Vail. Mountain in the month of April. • Target youth minded 30 to 45 year olds. • Household Income over $75,000 • Attract incremental Vail spending $$$ (Lodging, Food & Bev, Merchandise, Lift Tickets, Rentals, Etc.) EVENT OVERVIEW - Overall, the event was a major success. Some of the highlights are as follows... • Marketing and PR campaigns were very successful - major coverage generated over 25 million impressions and well over $350,000.00 in value. • Media included television, radio, print, outdoor, new media and more • Strong sponsorship and growth - with great interest in future events • Two headliner concerts at Dobson including Gov't Mule and Kottonmouth Kings • Ben Harper concert at Ford Park - Town Jammed around concerts • Vail Mountain had its largest closing weekend ever! • Bar parties took place throughout the week. Additional parties and special promotions, which were not part of the official schedule, were held in town after each concert. • Marketing and PR campaigns were very strong in promoting awareness and driving event attendance • Gold medalist Jonny Mosely on hand for World Pond Skimming Championships and throwin a full back flip all crossed up onto the pond! Estimated attendance/visitors to Vail during the week of Spring Back to Vail: 100,000 • On-mountain. events included World Pond Skimming Championships and Malay Day • Largest World Pond Skimming Championships event to date. • Apres and after dark parties took place every night during Spring Back. 1 Spring Back to Vail 2008 Schedule ' Monday, April 7 Daytime Event All Day DJ Peter Blick at the Vista Bahn 3-5:00pm Bacardi/Cazadores Party After Dark Event 7:00pm-on Coors Light Party ' 10pm-on Bacardi Party Tuesday, April 8 Daytime Event All Day DJ Peter Blick at the Gondola ' 3-5:00pm Bacardi/Cazadores Party After Dark Event 8-10:00pm Coors Light Party ' 9-11:00pm Bacardi Party 10pm-on Coors Light Party Wednesday, April 9 Daytime Event All Day Sprinq Demo Days & Expo Village with DJ Weezle After Dark Event 3-5:00pm Coors Light Party 3-6:00pm Bacardi Party 6-10:00pm Bacardi Pub Crawl 10pm-on VailPM & Bacardi Party with Pretty Lights ' Thursday, April 10 D6vtirne Event 12-2:00pm DJ on the Deck at Mid-Vail All Day Spring Demo Days & Expo Village with DJ Psychonaut 1 9-3:00pm Malay Day 3-5:00pm Baca rd i/Caza dores Party After Dark Event 7-.10:00pm Gov't Mule Live in Concert 10pm-on Little Hercules at Samana with Bacardi 10pm-on Coors Light Party Friday, Apri l 11 Daiitime Event 12-2:00pm DJ on the Deck at Mid-Vail All Day Spring Demo Days & Expo Village with DJ Psychonaut 3-5:00pm Bacardi/Cazadores Party After Dark Event 7-10:00pm Kottonmouth Kings Live in Concert 10pm-on DJ's Wolf and Lamb at Samana with Bacardi Saturday, A pril 12 Daytime Event 12-2:00pm DJ on the Deck at Mid-Vail All Day Spring Demo Days & Expo Village with DJ Psychonaut ' 2-4:00pm Bacardi World Pond Skimminq Championships After Dark Event 4-10:00pm. Warren Miller Movie Screening Ben Harper & The Innocent Criminals Live in Concert with ' Bedouin Sound Clash 10pm-on Official Post Party with Coors Light & Bacardi Sunday, April 13 Daytime Event t All Day Ski & Ride Vail Mountain Location Vail Village Tap Room Location Tap Room The George Location Lionshead Los Amigos Location The Club Red Lion Ski Bar Location Golden Peak Location The George Red Lion Vail Village Samana Location Mid-Vail Golden Peak Golden Peak Tap Room Location Dobson Arena Samana Garrinkels Location Mid-Vail Golden Peak Los Amiqos Location Dobson Arena Samana Location Mid-Vail Golden Peak Golden Peak Location Ford Park The George Location. Vail Mountain 1 1 BUDGET 2008 SPRING BACK TO VAIL Final Budget {UPDATED AS OF 5/29/20081 ACTUAL REVENUES: 420 Sponsorships $501,544 420.5 CSE Funding 73,875 421 Entry Fees 3,797 421.5 Ticket Sales/Commissions 230,847 422 F&B Sales 62,128 423 Merchandise Sales 1,064 TOTAL REVENUES $873,255 EXPENSES: 510 Event Ops - misc $36,662 517 Entertainment/Bands 419,571 Event 519 Promotions/Advertising 24,399 520 Event Merchandise 2,741 525 Event Supplies 15,823 526 F&B Expenses 24,202 527 Equipment Rental 22,009 530 Portable Toilets 4,175 Prize Money / 533 Appearance Fees 1,000 535 Public Relations 20,104 538 Venue Rental / Site Fees 9,500 543 Wardrobe/Uniforms 99 550 Event insurance 4,950 555 Equipment Repairs 668 617 Bank/CC Charges - 620 Auto Expense - 626 Pre-press/Design 4,865 627 Licenses and Permits 950 628 Printing and Reproduction 8,900 630 Office/Computer Supplies 70 631 Office Expenses 70 636 Postage & Delivery 713 638 Web Site / E-Mail 1,003 640 Event/Sales Travel 5,376 641 Meals/Entertainment 1,173 642 Lift Tickets - 643 On-Mountain Dining - 644 Event Lodging 17,045 Sponsor Ground 646 Transfers - 669 Contract Labor 6,895 670 Payroll Expenses 63,802 ' 671 Commission Expense 115,084 672 Event Management 50,000 ' TOTAL EXPENSES $861,849 NET INCOME/SHORTFALL $11,406 MARKETING/PR OVERVIEW See Media Coverage and Public Relations Media Highlights EVENT RESULTS - Estimated event specific attendance: 30,000 - Estimated Incremental Room Nights and Revenue Generated by Spring Back To Vail. The numbers below are final estimates for the 2008 event. ' Incremental Room Nights Estimated attendance: 30,000 Those who came just for the event: 70% ' Those staying in Town of Vail lodging: 70% Average nights stay in Vail: 4 Total Incremental Room Nights: 58,800 1 Incremental Spending Estimated attendance per day: 4,286 ' Average amount spent: $300 Event Days: 7 Total Incremental Spending: $9,000,600 ' Average lodging price per person per night: $200 In%,L...L,jLental room nights: 58,800 ' Subtotal spent on lodging: $11,760,000 Number of days in Vail not for event: 1.0 Number of people staying additional days: 3,500 Average amount spent per day: $300 Subtotal spent on non-event days: $1,050,000 1 Total Estimated Incremental Spending: --.-521,810,600- 1 2008 Town of Vail ROI Town of Vail Investment 1 $73,875 Total Value of Media, Public Relations and Event Related Impressions for a top-tier Presenting Sponsor (such as the Town of Vail) 1 (measured by Event Industry-accepted means). This number is based on the projected PR and marketing for this event and estimates from this event last year and other similar events. $350,000 Return on Investment through Media, PR and Event Related Impressions alone: 4.75 to 1 Est. Incremental Room Nights Generated 58,800 Subtotal spent on event days: $9,000,600 Subtotal spent on lodging: $11,760,000 Subtotal spent on non-event days: $1,050,000 Incremental Spending Generated: $21,810,600 TOV Tax Receipts (Sales - 4%, ST Lodging-4%) $872,424 TOV Return on Investment through Incremental Spending 11.75 to 1 POTENTIAL FOR GROWTH AND DEVELOPMENT FOR SPONSORSHIP AND MEDIA EXPOSURE For 2008 and beyond, Highline will tweak the event and continue to bring in national acts that draw large crowds and destination visitors. We will continue expanding the reach of both sponsorship and media coverage. HOW DID THE EVENT IMPACT VAIL'S "SENSE OF COMMUNITY"? Spring Back does an amazing job impacting Vail's sense of community. The event, especially the concerts and Pond Skimming, really create a space and place for bringing the community together for some good of Spring Time revelry. amettm!F { events evolved } Ev"4 04/Spring Back to Vail, the country's #1 springtime party in the mountains, returned to Vail April 7-13th with live music, street and bar parties, on-mountain events, and the ever-popular Bacardi World Pond Skimming Championships. Ben Harper & The Innocent Criminals performed to a sold-out crowd against Ford Park's picturesque mountain backdrop. Other headliner acts included Gov't Mule and The Kottonmouth Kings at Dobson Arena. Sponsors showcased their wares Wednesday through Saturday at Spring Demo Days & Expo Village. DJ's rocked the Golden Peak expo area and also spun tunes on the deck at Mid-Vail. Coors Light and Bacardi hosted apres ski and nightly bar parties throughout Vail Village offering drink specials, giveaways and good times. Build a POND and they will come... A field of over 100 floatable (and sometimes sinkable) athletes competed in the Bacardi World Pond Skimming Championships. Generating as much speed as possible, each costumed contestant skied or snowboarded down an in-run of snow and then made their best attempt to skim across the icy cold water- to the glorious finish corral. Town of Vail's Integrated Sponsorship Assets Print SB2V was promoted via national, regional and local publications. Two (2) full page 4-color ads promoting the event were published in national print magazines Ski, and Skiinq,. Additionally, an extensive advertising campaign included ads on the Front Range of Colorado via the Onion, Westword and in the high country's Vail Daily. PR Multiple Press Releases were sent to media outlets to garner exposure, increase participation and ultimately continue to elevate the awareness and interest of SB2V. The event was picked up around the country including event footage on the bigger than life electronic billboard in Times Square, New York City, a photo and caption on Yahoo's UK website, and in over 58 different articles. L e ? Event Collateral Collateral materials were distributed throughout the Rocky Mountain region. Materials included in over 1,000 11 x17 four-color posters, 5,000 rack cards, 3,000 postcards and 200 static clings. Westword street team members distributed collateral materials at multiple Front Range locations leading up to the event. Onion representatives distributed collateral at their March Onion Society events and displayed posters at local client venues. VailPM distributed posters and can coolers at client venues and parties leading up to the event. Custom SB2V 11 x17 bar posters were distributed to all participating Vail Village locations. Custom Mid-Vail SB2V posters were also featured. Coors Light distributed event posters at their Front Range accounts. Event Announcer The event's professional announcer mentioned Town of Vail multiple times throughout the seven days of the event. Ej- OjAeow+tv Television Over 67 television spots and seven (7) live interviews aired on RSN affiliate KVBA TV8. Event features were broadcast throughout the Vail Valley. On-air talent mentioned Town of Vail multiple times throughout the campaign. Six (6) live interviews ran on Plum TV Channel 16 with numerous mentions, giveaways, and inclusion on their scrolling ticker tape. Radio Extensive radio buys in the Front Range and Vail Valley promoted SB2V and its sponsors, including Town of Vail. The radio buy on KCUV 102.3 FM, valued at $27,100, featured 70 spots, mentions and giveaways. The radio buy on KBCO 97.3 FM, valued at $27,500, ran 52 spots, mentions and giveaways. KZYR The Zephyr 97.7,FM featured 292 general event spots, 100 ticket location spots, 15 live mentions sponsored by Larkburger, 20 live mentions sponsored by HEAD Skis, and 80 Fantasy Pond Skimming promotional spots. Additionally, several live appearances were made by event organizers to promote the event and sponsors. 5tt' 0414eow?tw Direct Email Permission-based emails and online newsletters featuring S132V were sent out by Skiing, Vail Resorts, the Westword, the Onion, In-Ticketing, Vail Valley Partnership, KCUV, VailPM, BoulderPM, and Highline Sports to a qualified database highlighting event offerings. VaiIPM sent a customized email to Vail Valley concierges featuring the event and event highlights. Online Sarinabacktovail.com featured event information, Town of Vail logo & I.D., hyperlinks, registration forms, photo galleries, and much more. SB2V also received features and hyperlinks on popular sites including ski.net, vail.com, westword.com, vailDm.com, sportzu.ty, benharper.net, mule.net, kottonmouth kinas.com, musictodaV.com. kzyr.com and visitvailvallev.com. Over 70 concert photos were posted on www.benharDer.net. Concert dates and locations were listed on Gov't Mule, Kottonmouth Kings and Ben Harper & the Innocent Criminals official websites. oixw?zw SianacLe, Town of Vail's logo was included on two (2) double-sided 4'x 20' town banners positioned in Lionshead and Vail Village. Two (2) SB2V billboards were positioned at 1-25 and 58th Ave in Denver (South Facing) and 1-70 in Dumont (East Facing). Ad value is over $22,000. On mountain, A-frame base signage, 11 x17 four-color posters, pillow banners and more were displayed at base areas, Eagle's Nest and Mid-Vail, Vail Ski School. Over 1,500 custom printed can coolers and 200 T-shirts were ,produced and made available to VIPs, sponsors and media partners and used as giveaways. In Denver, SB2V signage was displayed at the Fillmore music venue and at Westword's Artopia party. I Et?? L???.U+,?W lb r.1! iA ?p 40 i. a ¦ EVMJ Vv%/ o ,,go %- w 77, L: ?c i? r 1 _ s+? v ~ Nail Lt ?Sr? ? - ?? X' `?,?2Yr ?y?? a y j r.,• i ?I .%, e17 . w? v lowsw -vw ¦ T Et4,4 vv%of IP ?T ? ?F m m m m m m m s m m m m m m m m F4,W4RA41g9 I-25 m.d Sgt AVe ?4. Dt$,vim, I-70 :ti• ?!c^ c Beti to A Ave vw+^,, b m m m m r m m m = m m m m m m m m m Ak"4?41 DAt3 ??-kiin skiing 13ACARDI no+rxa??w .... Ul iawwa bd:,>r,..e Ad.? 1 h l %' tI m r== m m m m m r= = i m m= r Aelv+tit:a;. 1 04,? "ol Wt4wieva F4.U AAg N44 Ak r r r r r r r r r r r r r r r r r r r Alotv",,?? Daytime Event Au Dav DI Pele, encw at vsta Bann launon van voa?a , 5.0 01 &vcareVCazadores Paay T- Fvv... Alle+Oart Event L,vralion I.UOpmon (cwrz light Party .r.... 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"I - -.v W W.Jii'Iit MOD AIIRrOVAIL.00M 1 riday, April 11 12-2pnF01 on the Deck at Mid Vail, Mid-Vail All Day-Spring Deno Days & Expo Village with DJ Psychonaut, Wlden Peak 3-5p.-BacaNJC-J.es Party, Los Amigos 7-10Pm-.. - IOpmon-DJ's Wolf and Lamb at Samana with Bacardi, Samana •r.liitrday, April 12 12-2pm-Dl on tre Deck at MidNaa, Mid-Vail 2-4pm- i . All Day-Spnng Demo Days & Expo village with D) F . . it, Golden Peak 4-I0pm-Warren Miller Movie Screening LOPm-an-Official Post Party with C- Light & Bacardi, The Geo-9, ` =1.;Ow. nx e i .fir' ; .. All Day-Spnng Demo Days & Expo Village with DJ Weezle, Golden Peak 3-5 -.. , Lght Party, The George 3-6pm-Bacardi Party, Red Lion 6-10pm-Bacardi Pub Crawl, Vail Village 1( iailPM & Bacardi Party with Pretty Lights, Samaria Thursday, April 10 12-2pm-DJ on the Deck at Mid Vail, Mid VatI All Day-Spring Demo Days & Expo Village wdh Dl Psychonaut, Golden Peak 9-3pm-Ma'ay Day, Golden Peak 3-Spm-Bacard'Cazadores Party, Tap Room 7-IOpm- IOpm-on-_ittle ... at Samana with Bacardi, Samana Ic ., w,s Light Party, Garfinkels I A 1 OVail . j ,kivl ...,... ,. ..,,- W W W.&PR1 M Saturday, April 12 12-2pm-01 on the Deck at Mid Vail, Mid Vail 2-4pm- r - All Day-Spnng Demo Days & Expo Village with DI P-,ychonact. Goren Peak 4-I0pm-Warms Miller Movie S-,,ng I . 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D 90 J =r ? s 03 b M 00 O O N O Z m to 0 l j = 3r ' Of i N No Relunds' No Exchanges 5',75. 0 D No Refunds 'No Ex c han gsss S' 2S 00 GOVT MULE April 10. 2008 PRIVATE RE SERVED N r, a, Cox T:d" BEN 14ARPFR & The Innocent Criminals APr,I 12. 2008 PRIVATF RFSFRVFD 10 General Radio Soot SPRING BACK TO VAIL_ the country's #1 springtime party in the mountains, is back featuring Ben Harper & the Innocent Criminals live in concert Saturday, April 12 and Gov't Mule Thursday, April 10. It's all part of Spring Back to Vail... seven days of live music, street & bar parties, on-mountain events, and the Bacardi World Pond Skimming Championships - guaranteed to be a wet and wacky time! Concert tickets are now on sale at sgrinabacktovail.com. Spring Back to Vail is rockin' your way thanks to Volvo, Vail Mountain, Bacardi',. Amp Energy, Coors Light, the Town of Vail and Skiing Magazine. Don't miss Spring Back to Vail, your spring celebration April 7-13. A Highline production.