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HomeMy WebLinkAbout2009-01-27 Support Documentation CSE Regular Meeting PUBLIC NOTICE: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, January 27, 2009 @ 9:00 a.m. REVISED AGENDA: Swearing in of New CSE Members/Lorelei Donaldson: Dave Chapin, Meggen Kirkham and Heather Trub were re- appointed to the CSE by the Town Council at their meeting on December 16, 2008. They will serve tents expiring on December 31, 2010. Election of new CSE Chairman, for a two-year term. (5 minutes) Administrative Items: (15 minutes) • Approval of the Minutes of the meeting of November 18, 2008 • Review status of Contracts and Financial Report • Review CSE Meeting Schedule for 2009: Consider moving the meeting to the I st Wednesday of each month? • Update: Vail Film Festival CSE Oversight of Council Funded Events: Pam Brandmeyer (10 minutes) Final Recap of 2008 Events: (15 minutes per event) • Colorado Grand: Sarah Franke, Lionshead Merchants Association • Vail Symposium Book Workshops: Vicky Lee and Carrie Marsh, Vail Symposium • Holidays in Vail: Laurie Asmussen, Eagle Valley Events Discussion of Thanksgiving to New Year's Events and development of a process to formalize funding allocations for 2009 events falling in this time frame. (20 minutes) Event Recruitment: Consideration of request to support hard costs @ Dobson Arena for the USA Judo Event in Vail, October 2009: Chris Romer and Jessica Stevens, VVP (15 minutes) CSE Strategic Plan: The current plan was approved t4 sfsn 2006 -2009. Does the CSE want to revisit the document to consider revisions? If yes, consi ` ;he formation of a subcommittee including interested CSE, business and community mem ' who will develop a recommendation and draft for Council and CSE approval. 15 minutes) Green Events": Review draft of proposed additions to the Special Event Permit Application and provide feedback. In response to direction from the Town Council and the Town Manager's Office, Kristen Bertuglia and Bill Carlson have been working with the Event Review Committee (ERC) and local event producers to develop criteria for insuring that events taking place in the Town of Vail are making every possible effort to minimize impacts to the enviromnent. The CSE is also being asked to include an event's jpvel of "greenness" as pw of the criteria for fimding consideration. (20 minutes) New Business: (5 minutes) Adjournment: -11:30 am. Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, January 27, 2009 @ 9:00 a.m. REVISED AGENDA: Swearing in of New CSE Memben4,orelei Donaldson: Dave Chapin, Meggen Kirkham and Heather Trub were re- appointed to the CSE by the Town Council at their meeting on December 16, 2008. They will serve terms expiring on December 31, 2010. Election of new CSE Chairman, for a two -year term. (5 minutes) Administrative Items: (15 minutes) • Approval of the Minutes of the meeting of November 18, 2008 • Review status of Contracts and Financial Report • Review CSE Meeting Schedule for 2009: Consider moving the meeting to the 1 st Wednesday of each month? • Update: Vail Film Festival CSE Oversight of Council Funded Events: Pam Brandmeyer (10 minutes) Final Recap of 2008 Events: (15 minutes per event) • Colorado Grand: Sarah Franke, Lionshead Merchants Association • Vail Symposium Book workshops: Vicky Lee and Carrie Marsh, Vail Symposium • Holidays in Vail: Laurie Asmussen, Eagle Valley Events Discussion of Thanksgiving to New Year's Events and development of a process to formalize funding allocations for 2009 events falling in this time frame. (20 minutes) Event Recruitment: Consideration of request to support hard costs @ Dobson Area& for the USA Judo Event in Vail, October 2009: Chris Romer and Jessica Stevens, VVP (15 minutes) CSE Strategic Plan: The current plan was approved to span 2006 -2009. Does the CSE want to revisit the document to consider revisions? If yes, consider the formation of a subcommittee including interested CSE, business and community members, who will develop a recommendation and draft for Council and CSE approval. (15 minutes) "Green Events": Review draft of proposed additions to the Special bent Permit Application and pruvide feedback. In response to direction from the Town Council and the Town Manager's Office, Kristen Bertuglia and Bill Carlson have been working with the Event Review Committee (ERC) and local event producers to develop criteria for insuring that events taking place in the Town of Vail are making every possible effort to minimize impacts to the environment. The CSE is also being asked to include an event's level of "greenness" as part of the criteria for funding consideration. (20 minutes) New Business: (5 minutes) Adjournment: 11:30 a.m. MINUTES: Town of Vail: Commission on Special Events (CSE) Meeting Vail Town Council Chambers November 18, 2006 at 8:30 a.m. The regular meeting of the CSE was called to order at approximately 8:30 a.m. by Chairman Dave Chapin. Members present: Dave Chapin, Chairman Rayla Kundolf Robert McKown Heather Trub Meggen Kirkham (C 8:40 a.m.) Robert Bank Kerry Donovan Staff Present: Sybili Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Kelli McDonald, Economic Development Manager Corey Swisher, Exec. Asst. to the Town Manager Approval of the Minutes: McKown moved to approve the minutes of the CSE meeting of October 28, 2008, as presented. Kundolf seconded the motion, which passed unanimously, 7 -0. Jeff Brausch announced that "The Fray" would be the headliner band for the Snow Daze concert on December 13. CSE members reviewed the financial report: no issues were raised. Kelli McDonald updated the CSE on the plans for Arrabelle's tree lighting ceremony, which will take place wfthin' their plaza on December S. The lighting of the Town's tree in Lionshead will take place on December 19- as part of Holidays in Vail. Pam Brandmeyer added that she had also received a request from the Jewish Center to light a menorah in the pocket park in Sundial Plaza. Navas added that all of these uncoordinated activities illustrate the need for a review of all of the holiday events that take place within the community and to develop a means of distributing better information to the public. The CSE reviewed the proposed meeting schedule for 2009, and decided to revisit the subject at the January meeting. Navas and Kundolf reported that at the presentation to the Town Council on November 4, no direction was given with respect to the issue of whether or not the CSE should contract for event intercept surveys. Council members expressed their confidence in the CSE's decision making. Event intercept Surveys: The CSE was unanimous in their decision not to require event producers to contract for intercept surveys, or to contract for these types of surveys out of their own budget. Reasons cited included: Kirkham: Big producers already use sophisticated means of getting this type of information, and it is critical to their ability to sell sponsorships. Trub: Referring to the uncertainty in the economy, she stated, "This isn't the year" to get accurate benchmark information. Donovan: The value of the information depends on the accuracy of attendance numbers -we need to figure out a good way to assess what information that is valuable. Consensus: Not spending the money on surveys "buys us another event." McDonald asked the CSE to come up with suggestions as to how the Town of Vail staff can help to develop accurate attendance count methods. Review of TEVA Mountain Games funding application, as produced by the Vail Valley Foundation: Ceil Folz began by explaining that The Session had not been cancelled on account of any failure to secure sponsorships, but rather that the partnership between Vail Resorts and the Vail Valley Foundation (VVF) did not work for both entities. The resources required from Vail Resorts to put on the event were to great for the benefit the event provided them. She added that the only event cancelled by the VVF due to lack of sponsorships was the Colorado Stage. Folz then explained that, with respect to the TEVA Mountain Games, it is their goal to maintain the authenticity of the event and to have a seamless transition. Joel Heath confirmed that he has been contracted to remain involved for the next two years and that all sponsors remain committed with multi -year contracts. Citing the sale of the event to the VVF as a "rare win -win for all," Heath added that the VVF has the resources to deliver what he originally set out to do: continue to expand the event and to keep it in Vail. Chapin asked if the funding requested of the CSE, as a % of the overall budget will come down in the future. Folz replied that they believe it is important to bring outside dollars into the community- but that this year is unpredictable. Nonetheless, she is confident that the Mountain Games can grow, and that the funding requests will drop in the future. 2009 Event Funding Allocations: Meggen Kirkham stated that she would be recusing herself from any discussion or voting on events produced by Highline Sports and Entertainment, as they effect her position with Vail Resorts. The CSE agreed to use the average allocation amount, as calculated from the Special Event Rating Grids, as the point of departure for their decision - making. Bobby Bank suggested that funds be allocated as deemed appropriate to Snow Daze and Holidays in Vail, as a means of "book marking" the amounts. Sybill noted that the recommendation for the IFSC World Cup Climbing event had been reduced by $5,000, on account of the 10% "across the board" reduction in the Council's funding. Donovan expressed concern that the Film Festival did not have a title sponsor. She then asked whether funding for the Vail Farmer's Market should be reduced, as it was a well- established event. Chapin noted, while recognizing the success of the Market, it does not provide benefit to the restaurant community. Navas clarified that the funding for the Colorado Grand went into the LionsHead Merchants Association marketing budget. Kerry Donovan stated that she appreciated the commitment of the Lionshead Merchants Association to seek decreasing levels of funding each year. ('SI: %IiIILIte,: ",01,, cmher I8. 2008 Pan 2 cif ti Kundolph spoke in support of the USSA Junior Olympics, however Navas said there was concem that most of the event would take place in Beaver Creek. While discussing the Taste of Vail the board expressed concern the public had limited access to the majority of the events activities. The CSE did agree that funding the Lamb Cook -off was appropriate as it is an accessible and public event. Local business owner and Taste of Vail representative, Mickey Wbrner, stated that the Lamb component of the event had grown exponentially last year and clarified that the event did not compete with local restaurants. "We are looking to grow the event." The Board then stipulated any Taste of Vail funding must go to the Lamb Cook -off. Chapin emphasized the value of having the Lacrosse event in town. "I know they have been approached by other resort communities." Navas explained that funding is critical for keeping the 3vs3 soccer toumament in Vail as well, as other communities who would like to host the event have approached them. "The Vail Valley Partnership is cumentiy working to recruit sporting events similar to this event." McKown commented, "The lodging community thinks this event is very Important ... I don't feel like we. are being held up... We are being practical." The board emphasized a desire for the Vail Arts Festival to take place in the LionsHead Mall. Donovan expressed concem that the King of the Mountain application for funding had been submitted late for the past two years. Navas said the Vail Chamber and Business Association events were Intended to directly impact the local business community. There was discussion about moving the BOO to Memorial Day Weekend, but Joyce Gedelman -Viers explained that they are unwilling to risk the high potential for weather related difficulties. It was expressed that the "Sweet on Vail" event seemed still to be in the "brain - storming' phase. The CSE asked that the date be set for August 15. Kundolph expressed concern that the ambient street entertainment was not visible enough. While discussing the US Half Marathon proposal the Board expressed concern that there were a number of similar events already taking place in the Vail Valley, and asked Sybill to encourage the event producer to work with either the VRD or the Teva Mountain Games. The board suggested that funding for the Vail Film Festival be contingent on the Festival obtaining a title sponsor. Kundoif encouraged the Oktoberfest promoters to find more of an "intemational flair." The board agreed the event should pursue emphasis on more cultural activities. Trub expressed her opinion that conditions should be imposed on this event in light of the bratwurst sponsorship issues that caused such controversy at this year's event. The board agreed by consensus that any funding for the Geo-Cache Dash would be dependant on the review of the upcoming December event. Further discussion ensued conceming the 30 soccer event. Navas commented, "1 just don't think the community would be ambivalent if the event went away! Navas then encouraged the board to hold off on funding allocations and retain enough additional money in the budget to develop events taking place between Thanksgiving and New Year's. This would allow a review the 2008 events that are still upcoming, as well as an opportunity hear feedback from the business community as to what events they feel are important and how the timing of the activities will work to their best advantage. CSE Minutes: November 18, 2008 Page 3 of 6 The CSE then allocated 2009 event funds as follows: Teva Mountain Games/Vail Valley Foundation: Kundolf moved to approve funding for the event in the amount of $85,000, with Kirkham seconding. The motion passed unanimously, 7 -0. IFSC World Cup Climbing/Vail Valley Foundation: Bank moved to approve funding for the event in the amount of $45,000, as directed by the Vail Town Council, with McKown seconding. The motion passed unanimously, 7 -0. Vail America Days /Eagle Valley Events: Kirkham moved to approve funding for the event in the amount of $52,000, with McKown seconding. The motion passed unanimously, 7 -0. Vail Film Festival/Vail Film Institute: Trub moved to approve funding for the event in the amount of $57,000 with McKown seconding. With only Trub and McKown voting in favor, the motion failed 5 -2. Kirkham then moved to approve funding for the event in the amount of $57,000, contingent on the event providing proof of having secured adequate sponsorship funds. Kundolf, Kirkham, Donovan and Chapin voted in favor; with Bank, McKown and Trub voting in opposition. Bank stated that he believed the funding amount should be greater. The motion passed 4 -3. Gourmet on Gore /Highline Sports and Entertainment: McKown moved to approve funding for the event in the amount of $54,000, with Trub seconding. The motion passed 6 -1 with Bank, who felt that the funding should be more, voting in opposition. Oktoberfest/Highline Sports and Entertainment: Donovan moved to approve funding for Oktoberfest in the amount of $66,000, with McKown seconding. The motion passed unanimously, 7 -0. Vail Farmers MarketlMeadow Drive Partnership: Kundolf moved to approve funding for the event in the amount of $56,000, with Trub seconding. The motion passed unanimously, 7 -0. Colorado Grand /Lionshead Merchants Association: Kirkham moved to approve funding for the event in the amount of $3,000, with McKown seconding. The motion passed unanimously, 7 -0. Spring Back to Vail /Highline Sports and Entertainment: Trub moved to approve funding for the event in the amount of $70,000, with Bank seconding the motion. Due to a predetermined conflict of interest Kirkham recused herself and the motion passed 6 -0. USSA Junior Olympics /Ski and Snowboard Club Vail: McKown moved to approve funding for the event in the amount of $2,000, with a second from Kundolf. The motion passed unanimously, 7 -0. Taste of Vail: Donovan moved to approve funding for the event in the amount of $20,000, with the direction that the funds be used to support the Lamb Cook -off. Trub seconded the motion, which passed 6 -1 with McKown opposed. GeoCache Dash Vail /Elevation Innovation Labs: Bank moved to approve funding for the event in the amount of $4,000 contingent upon a positive review of the 2008 first year event coming up on December 12 -13. Kirkham seconded the motion, which passed unanimously, 7- 0. ( �F �1i!utlr >: �c'ttiirnc�r 18. M)8 P:tL'c I �,!'o LionsHead Friday Afternoon ClublUonshead Merchants Association: Kundolf moved to approve funding for the event in the amount of $20,000, with Bank seconding. The motion passed unanimously, 1-0. Vail Lacrosse Shoot- out/Colorado Lacrosse Promotions, Inc.: Kirkham moved to approve funding for the event in the amount of $10,000, with Trub seconding. The motion passed unanimously, 7 -0. Vail Arts FestivallEagle Valley Events: Trub moved to approve funding for the event in the amount of $18,000, with the condition that the event take place in the Lionshead Mall. Kundolf seconded the motion, which was passed unanimously, 7 -0. King of the Mountain Volleyball Tournament/King of the Mountain Volleyball: McKown moved to approve funding for the event in the amount of $7,000, with Kirkham seconding. The motion passed unanimously, 7 -0. CarnlVaiUHighline Sports and Entertainment: Donovan moved to approve funding for the event in the amount of $8,000, with McKown seconding. Kirkham recused herself from the vote. The motion passed 6-0. Kick it 3 vs. 3 Soccer TournamenUBEST Blue Equity Sports Television:. Bank moved to approve funding for the event in the amount of $35,000, with Kirkham seconding. The motion passed 43, with Donovan, Trub and Kundolf opposed. Vail Antique F"UVaUMC Presents: Kundolf moved to approve funding for the event in the amount of $6,000, with Trub seconding. The motion passed unanimously, 7 -0. Vail Valley Challenge Cup/Vail Valley Soccer Club: Kirkham moved to approve funding in the amount of $2,000, with Trub seconding. The motion passed unanimously, 7 -0. LionsHead South of the Border Fiesta/Vail Chamber and Business Association: Trub moved to approve funding in the amount of $11,000, with Kirkham seconding. The motion passed 5-2, with Bank and Kundolf opposed. Bank stated that he voted in opposition because he felt the amount of the funding was inadequate to produce a high quality event. Unlimited Adventure Speaker Series/Vail Symposium: McKown moved to approve funding in the amount of $3,000, with Trub seconding. The motion passed unanimously, 7 -0. B 0 Bonanza/Vail Chamber and Business Association: Donovan moved to approve funding in the amount of $12,000, with Trub seconding. The motion passed 43, with Chapin, Bank and Kundolf opposed. Bank stated that he voted in opposition because he felt the amount of the funding was inadequate to grow the event. Vail Whitawater Kayak Demos/Alpine Kayak School: Bank moved to approve funding in the amount of $2,000, with Kundolf seconding. The motion passed unanimously, 7 -0. Sweet on VaiWall Chamber and Business Association: Kundolf moved to approve funding in the amount of $10,000, with Trub seconding. The motion passed, 5-2 with Bank and Donovan opposed. Ambient Street Entertainment/Resort Events: Kirkham moved to approve funding in the amount of $30,000, with Trub seconding. The motion passed 6-1, with Kundolf opposed. CSE Minutes: November 18. 2008 Page 5 of 6 Administrative Expenses: Trub moved to approve $3500 for CSE administrative expenses in 2009, with Kundolf seconding. The motion passed unanimously, 7 -0. There was no new business. Trub moved adjourn the meeting at 11:45 a.m., with Kundolf seconding. The motion passed unanimously, 7 -0. Minutes taken and submitted by Corey Swisher, Executive Assistant to the Town Manager, and Sybill Navas, CSE Coordinator November 18, 2008 Approved by Date CSE Chairman C ti }: %Ilzwt�s: rnihcr 1 Y_'Oos CSE /sn 2009 Funding Allocations Revised: 1/22/09 Town of Vail: Commission on Special Events 2009 Funding Allocations 2009 CSE Funds Available: $836,810 Event: Producing Entity: Proposed 2009 Dates: 2008 Funds 2009$$$ 2009 CSE Funds location(s) Received: Requested: Allocated: TEVA Mtn Games Vail Valley Foundation June 4 -7 $93,575 $110,000 $85,00( Sprinqback to Vail Hiqhline Sports and Entertainment April 13- 19 $73,875 $100,000 $70,00( Oktoberfest Hiqhline Sports and Entertainment LH & VV Sep 11 -13 & 18 -20 $81,263 $82,500 $66,00( Vail Film Festival Vail Film Institute April 2 -5 $59,100 $85,000 $57,00( Vail Farmers' Market and Art Show Meadow Drive Partnership Meadow Drive 14 Sundays: June 21- Sept 20 $54,175 $75,000 $56,00( Gourmet on Gore Hiqhline Sports and Entertainment VV Sept 4 -6 $44-325 $75,000 $54,OOC Vail America Days Eagle Valley Events LH & VV Sunday, July 4 $50,235 $60,000 $52,00( IFSC World Cup Climbing FUNDING EARMARKED BY COUNCIL June 4 -7 $50,000 $50,000 $45,00( Kick -It 3v3 Soccer Tournament BEST Entertainment Sports & Television Ford Park July 31 -Aug 2 $30,000 $50,000 $35,00( Ambient Street Entertainment Resort Entertainment VV and LH June 26- Sept 7 $50,235 $68,500 $30,00( Taste of Vail: Lamb Cook Off Taste of Vail April 1 -4 $9,850 $50,000 $20,00( Lionshead Friday Afternoon Club Lionshead Merchants Association LH Mall & Vail Square 7 Fridays, July 3 -Aug 14 $14,775 $30,000 $20,00 Vail Arts Festival Eagle Valley Events LH Mall & Vail Square June 26 -28 $18,223 $25,000 $18,00 BBQ Bonanza Vail Chamber and Business Association VV 27 -Jun $9,850 $26,717 $12,00 > Lionshead South of the Border Fiesta Vail Chamber and Business Association LH 20 -Jun $25,042 $11,00 Vail Lacrosse Shoot -out Colorado Lacrosse Promotions Ford Park June 27- July 5 $10,000 $15,000 $10,00 Sweet on Vail Vail Chamber and Business Association VV or Meadow Dr 15 -Auq $17,992 $10,00 CarniVail Hiqhline Sports and Entertainment Feb 22 -24 & 27 $7,880 $20,000 $8,00 King of the Mountain Volleyball King of the Mountain Volleyball Ford Park Athletc Field June 19- 21 $7,880 $10,000 $7,00 Vail Antique Festival Mc Presents w /LH Merchants Association LH Mall @ Vail Square Aug 21 -23 $3,448 $12,000 $6,00 GeoCache Dash Vail Elevation Innovation Labs TOV 3 -Oct $4,200 $4,500 $4,00 Colorado Grand Colorado Grand LH Mall & Vail Square Sept: TBD $2,463 $5,000 $3,OOC 2009 Unlimited Adventure Series Vail Symposium Donovan Pavilion 6 Thursdays: Jan 29- Mar 5 $0 $7,500 $3,OOC USSA Junior Olympics Ski and Snowboard Club Vail Gold Peak + Bvr Creek March 5 -11 $10,000 $2,OOC Vail Valley Challenge Cup Vail Valley Soccer Club Ford Park + Eagle Cty Oct 3 -4 $0 $5,000 $2,OOC >Vail Whitewater Kayak Demos Sean Glackin VV 5 Tuesdays: May 19- June 16 $2,050 $2,OOC Snow Daze' Hiqhline Sports and Entertainment Dec 7- 13 $64,025 $100,000 $0' c r M Holidays in Vail" Eagle Valley Events Dec 18- 31 � 460 $40,000 $0 Total Event Allocations: $774,837 $1 - 161.801 $688.000 Administrative Allocations: Coordinator Salary and BenefiTawn of Vail Payroll) Office and Meeting Expenses $3,500 $3,500 $3,50 Research /Event Evaluation $0 $ Total Administrative Allocations: $3,500 $3,500 $3,500 TOTAL ALLOCATIONS: $1,165,301 $691,500 CSE Funds Remaining: ($328,491) $145,310 fundin decision is being withheld until after the 2008 events occur and Thanksgiving to New Year's programming is reviewed. T ff. COMMISSION ON SPECIAL EVENTS 'I Commission on Special Events 2009 REGULAR MONTHLY MEETING DATES The regular monthly meeting of the CSE is usually held on the 4`" Tuesday of each month, in the Vail Town Council Chambers beginning at 9:00 am. Special meetings may be scheduled when deemed necessary. • Tuesday, January 27 • February 2009/TBD: Joint meeting between CSE and VLMDAC • Tuesday, February 24 • Tuesday, March 24 • Tuesday, April 28 • Tuesday, May 26 • Tuesday, June 23 • Tuesday, July 28 • Tuesday, August 25 • Tuesday, September 22 • September 2008/TBD: Joint meeting between CSE and VLMDAC • Tuesday, October 27 Presentation of RFP's for 2009 Events. All day meeting. • October 2009[MD: Joint meeting with ERC, CSE and Local Event Producers • Tuesday, November 24: 2009 Funding Allocations determined • December: No meeting Revised 122!09 CSE Proposed 2009 Meeting Schedule 1 of 2 From: Sean Cross <sean @vailfiimfestival.org> To: Special Events <Specialevents @vailgov.com> Date: Monday - January 26, 2009 10:15 AM Subject: Vail Film Festival update I Sybill, I hope you had a great weekend. As per our conversation, here are a few updates on the Festival. Please let me know if you need anything else. Thanks, Sean VFF 09 UPDATES - We are in final negotiations with Wired magazine for the Presenting Sponsorship. - We've secured sponsorships with Esurance, Stella Artois, Redwood Creek, Canadian Club, JVC, and BMI. - We are in final negotiations with Lufthansa, VW, Tissot, and Oakley. - We've received more film submissions than in any other year, and have the following high profile celebrities attending: Kevin Smith (renowned indie film director) Mira Sorvino (academy award winner) Jason Biggs (actor, American Pie films) Michelle Monaghan (actress, Mission Impossible III, Eagle Eye) - We have renewed our marketing partnerships with Comcast, Vail Daily, and NRC Broadcasting. Comcast has increased their commitment from last year. In 2008, we aired 150 Vail Film Festival spots on Comcast to 760,000 households. In 2009, we will air 250 spots. We have also secured a marketing partnership with Wired magazine whereby Wired will include Vail Film Festival advertising, Wired has a readership of 2.5 million people. MEMO: RE: PROPOSED CHANGE OF THE CSE REGULAR MONTHLY MEETING TO THE 1" WEDNESDAY OF EACH MONTH TO: CSE Members FROM: Sybill Navas DATE: January 27, 2009 The new schedule would provide the following benefits: ➢ 12 regular meetings instead of 11- an early December meeting would not conflict with the holidays ➢ November meeting would not conflict w/Thanksgiving ➢ April meeting would come prior to the closing of the ski area- the April meeting has been cancelled several times due to lack of a quorum ➢ The May meeting would not be adjacent to Memorial Day ➢ RFP review schedule could be later- and would more easily accommodate the final event recaps- which could be completed in October, after most of the year's events are over. The CSE will be reviewing quite a few more event summaries beginning in 2009- as all of the events supported by the Town Council will presenting final reports to the CSE. PROPOSED ALTERNATE CSE MEETING SCHEDULE: 1" Wednesday of each month @ 9am, beginning w/ March 2009 meeting: • February 2009/TBD: Joint meeting between CSE and VLMDAC • Wednesday, March 4 • Wednesday, April 1 • Wednesday, May 6 • Wednesday, June 6 • Wednesday, July 1 • Wednesday, August 5 • Wednesday, September 2 • September 2008/TBD: Joint meeting between CSE and VLMDAC • Wednesday, October 7 • October 2009/TBD: Joint meeting with ERC, CSE and Local Event Producers • Wednesday, November 4: Presentation of RFP's for 2009 Events. All day meeting. • Wednesday, December 2: 2009 Funding Allocations determined Rev ised 1 22 69 CSE Proposed 2009 Meeting Schedule Page 2 of 2 TOWN (OF VA Commission on Special Events Do you want to be informed about upcoming Special Events happening in Vail? A Special Event "SNAPSHOT" is sent out via the Town of Vail's e-mail system each time an application for a Special Event Permit is filed. In addition to a brief description of the upcoming event, this "SNAPSHOT" will include contact information should you have an interest in participating as a vendor, entertainer or sponsor, or if you have any questions or concerns. The SNAPSHOTS provide you a heads -up when large events are scheduled, so that you can staff and stock your business appropriately. Local business license holders may participate in a special event under the following conditions: • Approval of the Special Event producer. • A willingness to comply with the theme and ambience of the event as directed by the event organizer. Your business is listed on the Special Event Permit Application which is due a minimum of 45 days prior to the event. Event information can also be found on the online calendar at vall.com Here's how to sign -up to receive the ree and informative Vail Special Event SNAPSHOTS: 1. Online: go to vailgov.com 2. Click on the "Town Services" menu 3. Select: "Vail -Mail Subscriptions." 4. Enter your email address and choose: Vail Special Event Snapshots. Questions may be addressed to: Sybill Navas, Special Events Coordinator at specialevents(d vailpov.com or 970 376 -2394. CSE _ LIONSHEAD MERCHANT ASSOCIATION Presents An Event Review For The Commission on Special January 27th, 2009 The Color I An Event Pr oduced C o ll a b ora ti ve Eff Between The Lionshead Merchant Association and Kathy Meyer o f t Colorado Grand f LIONSHEAD MERCHANT ASSOCIATION Post Event Review - Colorado Grand Event Date(s): Friday, September 19' September 2& 2008 Event Promoter: Lionshead Merchant Association & Colorado Grand Event Contact: Sarah Franke (970) 845 -1113 sarah(cDvailchophouse. com Intro: The Lionshead Merchant Association set out with two major goals when developing their proposed event calendar this past summer season. The first goal was to draw destination guests and locals alike to the Lionshead area, creating a sense of vitality within the Village and exposing this group to the new and improved Lionshead. The second goal was to stretch the summer season out and to attract guests to Lionshead, and Vail as a whole, for a longer period of time, shrinking the shoulder season as much as possible. The Colorado Grand was a very successful event that fully satisfied both of these goals. The event drew in both a local crowd as well as guests from the Front Range, completely filling the Village and creating a great amount of activity on what would normally be a fairly slow fall day in Vail. 1.) Overview — Event Strengths and Weaknesses: a. Strengths: i. Gave the Lionshead Village a sense of liveliness and activity that has been missing from the area for quite some time. ii. Added value to the guest experience of those already in the Village and attracted Front Range guests and locals to the new Lionshead area. iii. Exposed the "New and Improved" Lionshead to a large number of Vail Valley locals and destination guests. iv. Appeased the majority of Lionshead merchants and alleviated some of the tension that had developed based on the placement of earlier events by spreading throughout the entirety of Lionshead Village. v. Proved that events taking place late in the month of September could be successful and began a process of lengthening the summer season in Vail. b. Weaknesses: i. The permitting process was lengthy for everyone involved. It took a great deal of time to work through the details and to eliminate the concerns of placing that number of cars in the center of Lionshead. ii. The Friday afternoon event (the race finish) required better coordination. Though the drivers were instructed to wait until a certain time to drive through the Village, many came early, reducing the number of cars that drove through during the time advertised. iii. Some kinks were experienced overall throughout the event that could be improved upon for future events. Many resulted from the fact that it was the first time this event has been held in the new Lionshead Village. I believe that both the Colorado Grand staff and those that helped from the Town of Vail, Vail Resorts, and the Lionshead Merchant Association all have a much clearer understanding of the process after experiencing this first year and could eliminate several of the kinks experienced as a result. 2.) Event Budget and Use of Allocated Funds Please see the attached Event P &L to compare actual expenditure versus the proposed budget. Please note that I have only accounted for the CSE allocation and how those dollars were spent. There is a slight disconnect in that part of this event was run by the Colorado Grand staff and the remainder was coordinated by the Lionshead Merchant Association. However, the CSE funding was all allocated to the efforts put forth by the Lionshead Merchants. Therefore, rather than go in to the details of what was spent to run the week long event of the Grand, I thought I would focus on what was done with CSE funding so that you are able to understand exactly how CSE dollars were spent. The CSE allocated funds were used primarily to pay for entertainment at the finish line event and staffing of the event. A Dixie -Land band played at the event finish line on Friday afternoon. The group added excitement and enhanced the overall ambience to the event. The remainder of the funding was used to pay staff that helped with the coordination of the event and assisted in directing and parking of cars on both event days. The Lionshead Merchant Association paid for all event advertising efforts in the local area. This included newspaper and radio ads, brochures, and event signage. The Colorado Grand organization paid for all advertising on the Front Range. 3.) Marketing Efforts The following marketing efforts were made to promote the Colorado Grand (Examples have been attached at the end of this overview). a. Bi- weekly advertisements listing the schedule of events taking place "This Week" and within the "Upcoming Schedule" were placed in the Vail Daily by the Lionshead Merchant Association. b. The Lionshead Merchant Association put together event brochures that were in distribution throughout the summer season. c. The Lionshead Merchant Association created radio ads specific to driving business to the event. d. The Lionshead Merchant Association created A -Frame signs that list the overall event calendar for Lionshead Summer 08, hold Lionshead Event Brochures, and have slide -in signs that advertise whatever event is taking place at that time. e. Press Releases sent to media outlets resulted in mention of the event in the Vail Daily on Wednesday, September 17 and repeated mention on TV8. f. Check Presenter cards were placed in each bill at the Vail Chophouse throughout the week prior to the event. g. Concierge and front desk staff, throughout the Valley, were emailed with details regarding the event. h. The event was listed on local websites such as, vail.com, visitvailvalley.com, and vailpm.com. Additionally the Vail Valley Partnership posted the event on their blog site. 4.) Statistical Information a. Attendance and Demographic Profile The event seemed to draw a diverse crowd of both Vail Valley locals and destination guests. While some of the destination guests in attendance drove to Vail specifically for the Colorado Grand event, others were already in the Valley and therefore saw the event served as added value of their Vail experience. Saturday's event attracted a more affluent, adult crowd. Our best estimate as to the numbers in attendance for each day are the following: i. Friday, September 19 250 people ii. Saturday, September 20 1000 -1250 people (throughout the day) b. I believe that the event on Saturday had a beneficial economic impact on the Lionshead community. According to feedback gathered from the Lionshead Merchants at the end of the summer season, it appears that many found their establishments to be very busy on the day of the Concours event. The restaurant locations seem to have received the greatest benefit from the event; however, all felt it drew a good crowd to the area and to their establishments specifically. The event did not have a large impact on the lodges in the area, which is something that could be improved on in years to come. c. As previously stated, this event did draw some Front Range guests that came to Vail specifically for this event. However, most guests drove up the morning of the Concours. In the future the Lionshead Merchants plan to package lodging for this event in an effort to draw more guests to the area for a longer period of time. 2 5.) Potential for Growth and the Development of Sponsorships and Media Exposure Sponsorship for the Colorado Grand will continue to be handled through that organization specifically. The Grand already has a large number of high dollar sponsors that support the week long event. The goal in the future will be to develop more local sponsors that could help to create a larger post -race event in Lionshead Village. As the post -race events grow and become a yearly Vail fall highlight, the potential for media exposure is endless. 6.) Impact on Vail's "Sense of Community" In line with the overall goal of all Lionshead events for this summer, this event truly created a great sense of community in Vail. Repeatedly guests walked through commenting on the change in activity level and the liveliness of the Village. Additionally, it united the Lionshead Merchants due to its presence throughout the Village. The event truly showcased how incredible fall in Vail can be and brought locals and destination guests out together to enjoy it. Conclusion: Overall, this event aimed to build off of the already successful summer event schedule by creating vitality and energy in the Lionshead Village throughout the fall; and though there is definitely room to improve and build a greater event, the Colorado Grand clearly achieved this goal and was overall a huge success in its first year back in Lionshead Village. We look forward to further developing and improving this event in the future and appreciate the Commission's support in our efforts to do so. 3 Colorado Grand Budget Detail Event Budget - Lionshead FY 2008 FY 2008 Description Budget Actual Revenues: Vail CSE Contribution 5,000 2,463 Other Sponsors /Contributions 20.000 Beer/Wine Sales 0 Sponsorships 0 Total Revenues: 25,000 2,463 Expenses: Advertising Banners & Signage 500 LHMA Signag Brochures & Programs 500 LHMA Brochures Newspaper 2,000 LHMA Ads Misc. Publications/ Front Range Clubs 3,500 0 Radio 1,500 LHMA Radio Website 500 0 Beer/Wine /Soda/ice 0 0 Consulting 0 0 Entertainment Children's Activities 0 0 Culinary Demonstrations 0 0 Music 1,000 1,450 Sound Equipment & Backline 500 0 Event Fees Insurance 500 400 Police 0 0 Security 500 0 Sound Permit 50 0 Special Event License 50 50 Tent Permit 125 0 Miscellaneous 500 0 Ground Protection 1,500 0 Participants Brunch 10,000 0 Sponsor Gifts 0 0 Staff Event Workers 1,250 500 Administration 0 Tables/Linens Rental 0 0 Tent Rental 0 0 Travel & Lodgin 0 1 0 Total Expenses: 2L4751 2,400 Net Income /(Loss ) 525 63 1/25/2009:1:45 PM Marketing Examples LIONSHEAD MERCHANT ASSOCIATION Marketing Efforts - Examples The examples of the event marketing materials are placed in the following order: 1.) Lionshead Merchant Association (LHMA) Vail Daily Ad Full page ad placed in the Vail Daily by the Lionshead Merchant Association on a biweekly basis. 2.) LHMA A -Frame Event Sign Four A -Frame signs were created to place at various key points throughout the Lionshead Village. 3.) KZYR Radio Script — Colorado Grand The LHMA runs spots on KZYR weekly, specifically focused on the events of that particular week. 4.) The LHMA Summer Event Brochure 5.) Event Press Releases 6.) Event Article in the Vail Daily LIONSHEAD S U M M E R 2 0 0 8 t 7 s • ��is t�v�eek S E P T E M B E R 1 9 T H - S E P T E M B E R 2 0 T H COLORADO GRAND Celebrate the 20th Anniversary of the Colorado Grand! This unique road rally takes distinctive sports and race cars, all built prior to 1961, on a road rally covering over 1000 miles of some of the most spectacular roads and scenery Colorado has to offer, ending in Lionshead Village. SATURDAY, SEPTEMBER 20TH 10AM — IPM COLORADO GRAND CONCOURS Get a closer look at all of these beautiful classic cars! The 20th year celebration has brought in some amazing and unique cars to the Grand this year, all of which will be displayed throughout Lionshead Village this Saturday! LIONSHEAD CHILI COOK —OFF SATURDAY, SEPTEMBER 27TH, 12PM - 5PM What better way to celebrate the spectacular fall weather here in the Vail Valley than by enjoying a day out in Lionshead Village, sampling the best chili recipes our Vail Valley chefs have to offer! Proceeds from the event go to support the award - winning Battle Mountain High School ProStart cooking program. So come on out to Lionshead and enjoy a great event for a great local cause! LIONSHEAD } SUMMER 200 Lisa hill LIONSHEAD SUMMER Event Schedule July 'Thursdays • jazz at Vail Square Beginning July 31st with Curtis Stigen Fridays • Donshead Family Friday Afternoon Club 5 -8pm eaachFriday in July August Thursdays • jazz at Vail Square Every Thursday in August, featuring die sidling sounds of Trondwne Sbony and Atyemae Orkww, the Jeff Hamilton Tiro, the Chtwhito Valdes Qturrtet, and the Clgton Brotbm Quartet and the 171-'A# Stns Fridays • lionshead Family Friday Afternoon Club 5 -8pm each Friday, through August 8th August 1st - 3rd • Rocky Mountain Antique Festival August 8th -10th • Vail Arts Festival September September 19th & 20th • Colorado Grand September 27th • Uonshead Chili Cook -Off Join Us Today For: 0 J" :✓. 1 FfidayAftllemoon 5.8pm KZYR Script Colorado Grand - 9/10/08 Events aren't over yet this summer in LionsHead! Throughout the summer LionsHead Village has hosted a wide array of unbelievable festivals, and the action continues with the 20` Anniversary of the Colorado Grand Friday, September 19` and Saturday, September 20th! This unique road rally takes distinctive sports race cars built prior to 1961 on a course covering over 1,000 miles of some of the most spectacular roads and scenery Colorado has to offer. The race will culminate in Vail with the post -race celebration in LionsHead. Witness the excitement of the rally finish line Friday evening, or view these unique classic cars up close when they are put on display throughout LionsHead Village Saturday morning. The Colorado Grand is open to the public 3 -6pm on Friday and 9am -lpm on Saturday. Free parking is available in the LionsHead parking structure. LionsHead Village — it's the place to be this summer! LIONSHEAD Summer 2008 pop 1 1 r Vail, Colorado LIONSHEAD 2008 Summer Calendar of Events Date Event July Fri., July 4th ......... ........................ America Days Fri., July 11th ............................... Family Friday Afternoon Club Fri., July 18th ............................... Family Friday Afternoon Club Fri., July 25th ............................... Family Friday Afternoon Club Thur., July 31st ............................. Jazz at Vail Square August Fri., August 1st ............................. Family Friday Afternoon Club Fri., Aug. 1st - Aug. 3rd ................ Rocky Mountain Antique Festival Thur., Aug. 7th ............................. Jazz at Vail Square Fri., August 8th ............................ Family Friday Afternoon Club Fri., Aug. 8th -Aug. 10th ............. Vail Arts Festival Thur., Aug. 14th ........................... Jazz at Vail Square Thur., Aug. 21st ............................ Jazz at Vail Square Thur., Aug. 28th ........................... Jazz at Vail Square September Fri., Sept. 5th - Sept. 7th .............. Oktoberfest Fri., Sept 19th - Sept. 20th ........... Colorado Grand Sat., Sept 27th .............................. Lionshead Chili Cook -Off Gondola & Adventure Ridge Summer Schedule Eagle Bahn Gondola Summer Operating Hours: June 20 -22, 2008: Friday - Sunday, IOam -4pm June 27 -Sept. 1, 2008: Open daily, loam -4pm Evening Gondola Operations June 27- August 30, 2008: Free Scenic Twilight Rides, 4pm -9pm, Thursday- Saturday Additional Weekends, Eagle Bahn Gondola September 5 -7, 12 -14, 2008: 1 oam -4pm No evening operations For more information on Vail Summer Mountain Activities call Resort Information & Activities Center, 970- 476 -9090 *Dates and hours are weather dependent and subject to change. Lionshead Merchant Lis ' Shopping/R.-mil & Services: DWng/Food & Beverage: Aalta Sports Avalanche Pub at the Vail Marriott Resort 7 r American Educational Institute Bart & Yeti's Arriesgado Billy's Island Grill Attitudes Blue Moose Pizza Avalon Clothing Company Centre V Backeountry Caterer Flying Burrito Boot Lab, The Crarfinkel's Breeze Hanen -Daze Burton Les Delices De France Charlie's Shirts, Inc. Mezzaluna Charter Sports - Lion Square Lodge Moe's Original BBQ r Charter Sports - Vail Marriott Resort Montauk Seafood Grill Dakota Craftsman Inc. Ocotillo l Double Diamond Ski Shop Rimini First Bank of Vail - Lionshead Starbucks Gore Peaks Subway - Lio Grind The Little Diner KH Webb Architects Vail Chophouse Law Offices of Arthur Abph"p Vail Coffee Company Lionshead General Store Vail Gourmet Cookie Lionshead jewelers Company - Lionshead Liquor Store Mountain Tees Lodge= North Face, The Antlers at Vail Golden Leaf' One Track Mind Arrabelle at Vail Square Yail Marriott Resort Pan for Hire Destination Resorts Heaven Massage & S Passages Inc. - Lionshead Vail International RockResorts Spa at Patagonia Lift House Condominiums the Arrabelle �ffr,!,A IL Performance Sports Lion Square Lodge Vail Spa Phillips & Associates, Inc. Lionshead Inn Fe PPL, Inc. Lodge Prudential Colorado Properties ate nshead Lio nshead Al1i0N3NE1U ulkslvcr Wcstwind Resort Infix /Activities Center Vail Marriott Resort & S Shade Vail spa 00 Sharp Shooter spectrum venture z Ski Base & Wheel Base x Ski ValerlBike Valet Uonshead Tips - Slifer Smith &Frampton Real Estate Swedish Clog Cabin Parkin the Lionshead Parking Structure, located just west Vail Resort Real Inc. of the main Vail exit number 176 on the South Frontage Vail Ski -Bike Tech Inc. Road. Vail Sports - Arrabelle Proceed past the bus stop and westward through the arch Vail Spo at Vail 21 at The Ar abelle to Vail Square. Vail T hirt Company • Comfortable walking attire is always acceptable in Vail, - - V as Cl and layers are recommended as weather can change eaning Visions of Vail quickly. • The Town of Vail fire bus system connects points within Vail, and Eeo Buses connect from beyond Vail. Consult vailgov corn for more information. Vail America. Days Jazz at Vail Square Dates: Friday, July 4th Schedule of Performers: Titries: Parade begins at l Oam 'Thursday, July 31 — Curtis Stigers Details: Life's a Beach Or at least it is this 4" of July in Vail! Curtis is a singer /saxophonist /songwriter who expands The Vail America Days parade will wind its way through the jazz repertory by creating new jazz standards. With a Vail, featuring a wide array of talented performers and beach distinctive voice and storytelling style, Curtis allows the 1 themed floats. The parade will begin at Golden Peak this year poetry of the lyrics to come through. Curtis will be traveling and end in Lionshead Village with a giant Beach Partyf to Vail after concluding a tour with Diana Krall. Lionshead Famil y Frid fternoon Club FA C) Thursday, August 7th— Trombone Shorty and Avenue Orleans y Also known as Troy Andrews, this trombone and trumpet player represents the next generation of New Orleans jazz Dates. Fridays, July Iii - August 8�' musicians. Trombone Shorty combines the exuberance and Times: 5.8pm showmanship of Louis Armstrong with a unique blend of Details. A Friday Afternoon Club fiat the entire family! funk; pop, hip -hop and jazz that never fails to bring audiences 'Featuring live music, an array of kids' activities, food and to their feet. drink specials, and much, much more; this FAC offers Thursday, August W — Jeff Hamilton Trio entertainment and activities for all ages. Located at the base of the Eagle Bahn Gondol a, guests can easily take in the Jeff Hamilton is one of the hottest drwmmers on the jazz incredible atmosphere and breathtaking views available at scene today, is playing with his trio, the Clayton/ the top of the mountain celebration and still return to a truly Hamilton Jazz Orchestra, or the Grammy- winning Diana family focused event in the Lionshead Village. Krall band. Jeff has recorded With artists Natalie Cole, Milt Jackson, Barbara. Streisand, Mel Tome, John Pizzarelli, George Shering, Dr. John and many others. k Thursday, August 21 Chuchito Valdes Quartet Chuchito, who was born in Havana, is an accomplished pianist and the third generation of one of the most distinguished musical families in Cuba. An extremely flamboyant and exuberant performer, Chuchito's - unique interpretation of Afro -Cuban spiced Latin Jazz is tremendously popular at festivals, clubs and concerts all over the world. Thursday, August 28`s"— The Clayton Brothers Quartet and the VJF All-Stars Led by Grammy winner and bassist extraordinaire John Jazz at Vail Square Clayton, the renowned Clayton Brothers Quintet includes John's brother Jeff Clayton, saxophonist and co- leader of the Clayton /Hamilton Jazz Orchestra, pianist and jazz Dates: Thursdays, July 31 s' - August 28b educator Bill Cunliffe, Terrell Stafford, one of the most Times: 6 -8pm sough after trumpet players today, and Lewis Nash; the most Details: The Vail Jazz Foundation has put together an highly recorded jazz drummer ever. The VJF All Stars are " incredible line up of Jazz performers for this first year series students of the Vail Jazz Workshop, who have been selected of concerts in Vail Square. Enjoy all of the beauty of the from hundreds of high school aged musicians for a 10 -day Rocky Mountains while listening to the sizzling sounds of this residency in Vail. The students work with musician/educators amazing group of performers. For more information, please to hone their skills, and then perform with the Quintet as the visit wwwvailiazz.org. Vail Jazz All- Stars. Rocky Mountain Antique Festival Colorado Grand Dates: Friday, August l" — Sunday, August 3` Dates: Friday, September 190- - Saturday, September 20T Times: Friday & Saturday: IOam -6pm; Sunday: IOam -5pm Times: Friday: 3pm -6pm, Saturday. 10am -fpm Details: Melding an incredible atmosphere with some of the Details: Celebrate the 20T' Anniversary of the Colorado country's finest antique merchandise, this is truly an antique Grand. This unique road rally takes distinctive sports and festival unlike any other. The Rocky race cars, all built prior to 1961, on a road rally covering over Mountain Antique Festival features 1000 miles of some of the most spectacular roads and'-scenery a wide variety of upscale antiques, Colorado has to offer. The race will culminate in Vail with a including furniture, silver, jewelry, post -race celebration in Lionshead. Witness the excitement artwork and more. Additionally, there of the rally finish line Friday evening, or view these unique is live entertainment, food booths and classic cars up close when they are put.on display throughout children's activities; creating a unique the Lionshead Village on Saturday. event fit for the whole family! Vail .Acts Festival Dates: Friday, August 8t' — Sunday, August 10 Times: Friday: 12 -6pm; Saturday: 10am -6pm; Sunday: 10am -4pm Details: A Three Day Celebration of the Arts. Over 75 - artists from the U.S. will converge on Lionshead Village for the three day arts festival. An array of artwork will be on display including watercolors, oil and acrylic paintings, Lionshead Chili Cook -Off woodworking, glass, sculptures, furniture, mosaics, ceramics, metalworks, photography and jewelry. Take advantage of the unique opportunity to meet each exhibiting artist in person. Dates: Saturday, September 27" Times 12 -5pm " Oktoberfest Details: The end of September is a wonderful time here in the Vail Valley; and what better way to take advantage of the spectacular fall weather and stunning fall foliage than by Dates: Friday, September 5`h — Sunday, September'7`� enjoying a day out in the Lionshead Village sampling the best Times: Friday: 5pm -1Opm; Saturday: 11 am- 1.Opm; recipes our Vail chefs and local have to offer! Sunday: 12pm -6pm Details: It's time to dust off the Lederhosen, throw on the r Dirndls, and toast your steins to the most popular parry in the world .... Oktoberfest... the yearly festival of beer, MUSIC and Fall. For an entire weekend Lionshead will host oom -pah parties, lively Oktoberfest themed activities and traditional German fare. Your favorite Bavarian tunes will be ever present throughout the three days of blown out German fun; along with the Oktoberfest favorites of yodeling, alpine horn blowing and the bratwurst - eating and keg bowling contests! LIONSHEAD 11000 a >> MERCHANT ASSOCIATION 4 gry9M For Immediate Release September 16` 2008 Contact: Sarah Franke Lionshead Merchant Association P: (970) 845 -1113 sarah(&vailchouhouse.com THIS WEEKEND LIONSHEAD ROARS LIKE NEVER BEFORE!!! Vail, Colorado This weekend Lionshead will roar like never before as the eighty-five Colorado Grand participants culminate their week -long journey through the state of Colorado with a victory lap through the Lionshead Village! The Colorado Grand is a 1,000 -mile car rally that travels the Colorado high country in September of each year. The event, which begins and ends in Vail, Colorado, is a charitable event that has donated in excess of 2.5 million dollars to worthy organizations throughout Colorado since it began in 1989, including providing college scholarships to students in many of the communities through which it passes each year. Over 85 vintage and historic racing and sports cars —the likes of pre -World War II Bugattis, Ferraris and Jaguars — will arrive in Vail on Monday, September 15. Their drivers, coming from all over the United States, Europe, and South America will register for the event and spend the night. Driving will begin Tuesday morning when participants depart Vail on their four - day driving odyssey. On Friday, September 19, between 4:00 p.m. and 6:00 p.m., the event returns to Vail to complete the 1,000 -mile journey. The Finish Line festivities will center around the Lionshead entrance to the newly- renovated Lionshead Mall and Vail Square. Spectators are welcome to stop by, enjoy the sounds of the New Summit Ridge Jazz Band and cheer the cars and drivers in as they cross the Finish Line and then travel through Lionshead on their way back to the Vail Cascade Resort. Saturday morning, September 20, the public is invited to view these very special cars parked for display on the Lionshead Mall and Vail Square area exactly as they appeared upon returning from their arduous trek through the high country, mud/dust and all. The hours for this Concours d'Non- Elegance will be 10:00 a.m. to 1:00 p.m., and the event is free to the public. For more information on the Colorado Grand and the related festivities in Lionshead this weekend, please contact Sarah Franke at sarah(d�vailchophouse.com THE COLORADO GRAND 1162 Parsons Avenue, Castle Rock, Colorado 80104 • 720/733 -6776, Fax 720/733 -6701 • www.coloradogrand.org Event Information: (720) 733 -6776 THE COLORADO GRAND CELEBRATES 20 ANNIVERSARY September 15 -20, 208 Presented by Mercedes -Benz USA & Girard - Perregaux Watches Additional sponsors include Premier Financial Leasing, Hagerty Collector Car Insurance, Greenberg- Traurig, LLC, FedEx Custom Critical Transport, and RMAuctions The Colorado Grand is a 1,000 -mile car rally that travels the Colorado high country in September of each year. The event, which begins and ends in Vail, Colorado, is a charitable event that has donated in excess of 2.5 million dollars to worthy organizations throughout Colorado since it began in 1989, including providing college scholarships to students in many of the communities through which it passes each year. Over 85 vintage and historic racing and sports cars —the likes of pre -World War II Bugattis, Ferraris and Jaguars —will arrive in Vail on Monday, September 15. Their drivers, coming from all over the United States, Europe, and South America will register for the event and spend the night. Driving will begin Tuesday morning when participants depart Vail on their four -day driving odyssey. On Friday, September 19, between 3:00 p.m. and 5:30 p.m., the event returns to Vail to complete the 1,000 -mile journey. The Finish Line festivities will center around the Lionshead bus stop near the entrance to the newly- renovated Lionshead Mall and Vail Square. Spectators are welcome to stop by and cheer the cars and drivers in as they cross the Finish Line and then travel through Lionshead on their way back to the Vail Cascade Resort. Saturday morning, September 20, the public is invited to view these very special cars parked for display on the Lionshead Mall and Vail Square area exactly as they appeared upon returning from their arduous trek through the high country, mud/dust and all. The hours for this Concours d'Non- Elegance will be 9:00 a.m. to 1:00 p.m., and the event is free to the public. Colorado Grand cars on display in Lionshead Visitors to the village can see vintage cars Friday and Saturday SARAH MALISOLF VAIL CO, COLORADO , VAIL, Colorado If testosterone had a sound, it would be the roar of engines inside the Vail Cascade parking garage at 8 a.m. Tuesday morning. Nearly 100 classic cars purred in the structure Tuesday morning as their owners strapped on helmets for the Colorado Grand. Valued at up to $20 million, these are the type of cars that need windshield wipers just to swish aside women who have thrown themselves at the exterior. Over by a forest green Bentley, Florida resident Miles Collier explained the appeal of vintage cars. "You actually have to drive the damn things," he shouted over din of engines. "There's nothing automatic about it." His baby is a 1933 Derby Bentley, a British car manufactured by Rolls Royce. As Collier slides behind the wheel, a parade of cars leaves the garage in a deafening display of machismo. For the first time in several years, the 20th annual Colorado Grand will culminate in a concours in Lionshead Village. A concours is like a car show, except it features an exclusive collection of fine cars. Organizers named the event the "Concours d'Non Elegance," a play on the ritzy Concours d'Elegances in Pebble Beach and other U.S. cities. While the vehicles in most Concours are polished like well - manicured poodles, Colorado Grand cars flaunt their road dirt. "Usually the cars would be tooth brushed to the tires and really buffed out to the max," event coordinator Kathy Meyer said. "What we do is proudly show the cars with all the dirt, with the fact that they have been used." A historical collection The 88 cars in this year's Colorado Grand have historic significance, she said. To be eligible for the grand, the cars must have been built prior to 1960. A committee of car enthusiasts selected the vehicles from a field of about 135 entries, Meyer said. The committee takes into account things like the car's uniqueness and racing history, she said. Vehicles range in value from roughly $60,000 to about $20 million, Meyer estimated. "Most of these cars really belong in museums, and some of them reside in museums," she said. "What's unique about the people in this event is that instead of just looking at them (the cars), they like to experience them," she said. Cars stop in small towns as they motor through Colorado. Calling on his cell phone from Paonia, event community liaison Eddie O'Brien described the scene. "Right now, I'm looking at row after row of homemade pies and desserts," he said. "It's just like 1950." The hot rods stopped by Paonia's teen center to deliver $5,500 in scholarship money for town youths. Proceeds from the Colorado Grand flow to local charities like the Colorado State Patrol Widows and Orphans Fund and The Children's Hospital in Denver. Organizers raised $200,000 last year and hope to match that figure this year. The rally ends Friday in Lionshead. Cars will parade through a finish line in the village from 4 to 6 p.m. It promises to be an impressive sight. Roland Gubbesing from Germany expects to rumble through the finish line in his black 1936 Bugatti. The car packs a 240 - horsepower engine. Lammot DuPont from Washington DC will cruise through Lionshead in his maroon 1959 Ferrari. "It's all original," he said. "It's unrestored completely, so it's like it was in 1959 — preserved." The car hails from Ferrari's 410 Superamerica line, said Chuck Wray, a Virginia resident who worked on the car. "These really were the king of the road in their day," he said. High Life Writer Sarah Mausolf can be reached at 970 - 748 -2938 or smausolf@vaildaity.com MEETING NOTES Special Events Discussion: Thanksgiving to New Year's Eve 2009 January 14, 2009 @ 2:30pm — 4:15pm Town of Vail: Admin Conference Room PRESENT: Laurie Asmussen, Sarah Franke, Rayla Kundolf, Susan Douglas, James Deighan, Jeff Brausch, Kelli McDonald, Susie Tjossem, Joyce Gedelman- Viers, Leslie Fordham, Mike Griffin, Bob McKown, Sybill Navas AGENDA: Review Existing Events: • Tannenbaum Festival • Snow Daze • Arrabelle Tree Lighting • Jewish Ceremonies • Holidays in Vail: o Tree Lighting and Parade of Lights o Carolers o Fireworks on New Year's Eve • Art in Public Places ➢ Should we combine and/or eliminate any of these? ➢ What is the appropriate timing? ➢ Can we create a marketing "umbrella- " similar to what the TOV does for America Days? ➢ How do we get the information out earlier? What are we missing? • Thanksgiving Holiday Kick - off /tree lighting • Santa • Holiday Market • Dine - around • First Night Celebration • Other? DISCUSSION: Susie Tjossem: Families and Merchants are hungry for Thanksgiving Kick -off. Consensus: Celebration in TOV on Thanksgiving weekend, alternate day to Bvr Creek (Sat ?) Develop Marketing "Umbrella": One person/organization to coordinate al the events and information- Earlier in the fall! Many small events are OK- Suggestions: • Georgetown Market model • Ginger bread houses contest @ La Tour • VRD: Santa workshops • Free wrapping: fund raiser for a non - profit? • Sonnenalp: "Lantern" walk to Ford Park • Open Parade of Lights to community participation • "Light- walk " - lights would come on as parade passes- engages both VV and LH Comments: Do we keep the traditional tree lighting and parade date on the Friday before Christmas? Businesses need to be open and decorated: Chamber will work w/ the business community Vail PD: would like to see First Night Celebration Curfew signs: can they send a less negative message? Include the VRD: might resurrect the party for kids at Dobson Collaborative effort between all entities, including collaborative marketing effort Snow Daze /Jeff Brausch: important that the "brand" be separate- OK to include in master schedule- build as a "package" Next year: 1 week long, more "small fires ": 1 large concert + free shows in the villages - not such "big" bands as this year. Lots of on- mountain activities. Bring back "feel good experience." — more "robust " - keep the events in -line with the Vail brand equity. What is it that "gets people here? Kelli McDonald: • Always something going on • Similar marketing concept to "All the Love;" • Develop packages • Dining specials • Lodging • Ski free /Stay free type promotions Role of the CSE: • Provide a "vision" • Events need to incorporate marketing dollars in their applications to the CSE • Coordinate marketing umbrella: TOV Community Information Office can facilitate • All activities under the "Holidays in Vail" (or new name ?) banner/ Snow Daze brand separate Question for CSE meeting: Does the CSE want to open up opportunity for new applications for events in this time frame. or work with the producers who have already submitted applications in October? What do we want from Public Works: Let Charlie know by the end of Janaury. Currently: all TOV decorations ready to go by Wed. before Thanksgiving. Next Steps: Y Define roles and responsibilities ➢ Can we work within the framework of the existing events? ➢ Cost? Goal: Present funding recommendation accompanied by necessary applications to the CSE for review at their February meeting. Important Dates: • Vail Mountain Opens: November 20, 2009 (tentative) • Thanksgiving: Thursday, November 26, 2009 • Chanukah: Saturday December 12 • Christmas: Friday, December 25 • New Year's Eve: Thursday, December 31 Vail Symposium Vail Library 25th Anniversary Workshops 10/20/08 Mon. Altered Books 10127/08 Mon. $40 Printmaking $30 TOTAL Income Event Sales 200.00 90.00 290.00 TOV CSE Grant 100.00 100.00 200.00 AIPP Honoraria 250.00 300.00 550.00 Donated Material 100.00 0.00 100.00 Total Income 650.00 490.00 1,140.00 Expense Event Expense Food and Refreshments -7.50 0.00 -7.50 Art materials - 100.00 - 310.00 - 410.00 Honoraria - 250.00 - 300.00 - 550.00 Staff - 100.00 -50.00 - 150.00 Total Event Expense - 457.50 - 660.00 - 1,117.50 Net Income 192.50 - 170.00 22.50 2009 HOLIDAYS IN VAIL Brainstorming Ideas: • One central location/contact for all Holiday- themed events and consistent marketing message • Holidays in Vail umbrella advertising plan for all Vail holiday events • Large Thanksgiving weekend (Sat.) Tree Lighting /Holiday Kickoff Lionshead/Arabelle at Vail Square Tree Lighting in Lionshead Mall Roving Entertainment Carolers Ice Skating Food vendors • Winter Outdoor Holiday Fair — 2 weekends following Thanksgiving Lionshead/Arabelle at Vail Square Featuring outdoor Holiday craft vendors Holiday Foods Festive Atmosphere • Holiday Parade Open to community involvement Change directions each year? Similar to Vail America Days? • Vail Village gathering around the Christmas Tree Slifer Plaza Closer to Christmas? • New Year's Eve Expand Golden Peak event to hours with entertainment? HOL10"S - k FREE I P UBLIC! December 19 TREE LIGHTING 5.30 pm Lionshead Tree Lighting Children's Parade to Vail Village along Meadow Drive 6:00 pm Vail Village Tree Lighting Free Hot Chocolate, Caroling Groups December 19 -24 HOLIDAY CAROLING Throughout Vail Village & Lionshead December 31 at 6:15 pm TORCHLIGHT SKI DOWN 5 FIREWORKS at Golden Peak �7WNO Vail �1�► UR _ M Ea 1 e Valley Evens !SI eY 2008 Holidays in Vail Post -Event Review Event Dates: December 19 — 31, 2008 Original Event Goals: • Showcase Town's community celebration with an ongoing tradition • Light both Lionshead and Vail Village Christmas Trees • Tie Lionshead area to the Village, via the Light Parade • To continue the annual New Year's Eve fireworks celebration Summary of Event Components: • Light parade from Lionshead to Slifer Plaza, along Meadow Drive, featuring themed floats, decorated fire truck, decorated bus, parade characters, Santa and his reindeer, Vail police and Mayor Dick Cleveland. • Community caroling groups and soloist singers participated in the Tree Lighting by Mayor Cleveland. Dickens carolers continued to carol each evening in Lionshead and Vail Village through December 24. • New Year's Eve fireworks at Golden Peak following the Torchlight ski down on Vail Mountain Event Schedule: Friday, December 19: 5:00 — 5:30 pm: Free caroling in Lionshead Mall 5:30 pm: Tree Lighting in Lionshead at the top of the Arabelle Ice Rink stairway 5:45 pm: Children's Parade from Lionshead to Slifer Plaza, along Meadow Drive 6:00 pm: Tree Lighting in Slifer Plaza/Arrival of Santa Wednesday, December 31: 6:15 pm Torchlight Ski Down and Fireworks, Golden Peak Estimated Attendance: 2,000 — Light parade and tree lighting 2,500 — Torchlight Ski Down/Fireworks Challenges: 1) Event's Identity and continuing tradition 2) Business /Merchant Community Expectations of this event 3) Budget to appropriately meet expectations HOLIDAYS IN VAIL 2008 BUDGET CSE Contribution $35,460 Expenses: Advertising /Promotions 4,203 12% Printing /posters /brochures 300 posters; 2,000 postcard brochures Newspaper ads 4x /wk for 14 days; 1/2 and full page ads Event supplies 3,781 10% Signage Directional /event schedules Decorations Children's giveaways - -pins Operating Expenses 16,037 44% Entertainment Carolers (12/19 -24) Stage /Sound Rental Equipment Rental Staging /podium Children's Entertainment Holiday characters Light Parade Floats and float decorations Fireworks 8,000 22% Administrative Expenses 4,375 12% Staffing Part time event staff /year round contractors Management Fee /Insurance Planning, coordination, overhead, event insurance Permits Total Expenses: $36,396 NOLI S k UL FREE TO THE PUBLIC HOLIDAY LIGHTS HOT CHOCOLATE CAROLING SANTA FIREWORKS FUN December 19 Tips for a Safe New Year's Eve Celebration in Vail TREE LIGHTING if you're 21 or older: 5:30 pm Lionshead Tree Lighting If you plan to drin make a plan Arrange for a designated driver or an alternative ride home. Children's Parade to Vail Village along Meadow Drive • Bring your ID. To access the pedestrian areas of Vail Village on New Years Eve, bring i dentification. No one under 21 will be admitted unless accompanied by a parent or guardian. 6:00 pm Vail Village Tree Lighting Stay inside Consumption of alcoholic beverages on the streets of Vail is prohibited. Celebrate Free Hot Chocolate, Caroling Groups the New Year at one of Vail's bars or restaurants. Note: Many locations require reservations Children's p rocessional to Vail Vill from Lionshead Kee i acovercharge. p 9 Kee n touc If you have children celebrating in town, have them check with you at certain December 20 -24 times during the evening to give you peace of mind. • Be self- sufficient. Know the phone number and address of your lodging quarters in case you HOLIDAY CAROLING became separated from your party. Throughout Vail Village & Lionshead Ei hts e Alcohol sales in bars end at 2 a.m. per Colorado law. December 31 at 6:00 m If you're under 21: P Know the law. The legal drinking age in Colorado is 21. Violators will face detention or arrest. TORCHLIGHT SKI DOWN Village access will be limited For your safety, a Special Event District will be in place downtown from 10:30 p.m on New Years Eve until 5 a.m on New Years Day to reduce crowding 8 FIREWORKS i n Vail Village. Access to Bridge street and the other pedestrian areas within Vail Village will be at Golden Peak limited to ages 21 and older unless accompanied by a parent or guardian. A Gme to be with the familk A townwide curfew will be in place for ages 17 and under unless accompanied by a parent or guardian or returning from work or a New Years event. The curfew i runs from 10'30 p.m. on New Years Eve until 5 a.m. on New Year's Day Violators face detention �' f— 1 M or arrest. Aff � E. V.,,.,. E... For more information, call 477 -3699 FREE TO THE PUBLIC HOLIDAY.LI HTS HOT CHOCOLATE CAROLING SANTA CLAUS - December 19 at 5:30 pm TREE LIGHTING r • 5:30 pm Lionshead Tree Lighting Children's Parade to Vail Village along Meadow Drive 6:00 pm Vail Village Tree Lighting Free Hot Chocolate, Caroling Groups, Children's processional to Vail Village from Lionshead December 20 -24 HOLIDAY CAROLING Throughout Vail Village & Lionshead December 31 at 6 pm TORCHLIGHT SKI DOWN & FIREWORKS at Golden Peak DWNOFYAA M orf- Inform motion? 477 - 3699 co V It -- pr is, 44, 1 s r Rk e Tips for a Safe New Year's Eve Celebration in Vail If you're 21 or older: • If you plan to drink, make a plan Arrange for a designated driver or an alternative ride home. • Bring your ID. To access the pedestrian areas of Vail Village on New Year's Eve, bring identification. No one under 21 will be admitted unless accompanied by a parent or guardian. • Stay inside. Consumption of alcoholic beverages on the streets of Vail is prohibited. Celebrate the New Year at one of Vail's bars or restaurants. Note: Many locations require reservations and /or a cover charge. • Keep in touch. If you have children celebrating in town, have them check with you at certain times during the evening to give you peace of mind. • Be self- sufficient. Know the phone number and address of your lodging quarters in case you become separated from your party. • Lights out. Alcohol sales in bars end at 2 a.m. per Colorado law. If you're under 21: • Know the law. The legal drinking age in Colorado is 21. Violators will face detention or arrest. • Village access will be limited For your safety, a Special Event District will be in place downtown from 10:30 p.m. on New Year's Eve until 5 a.m. on New Year's Day to reduce crowding in Vail Village. Access to Bridge Street and the other pedestrian areas within Vail Village will be limited to ages 21 and older unless accompanied by a parent or guardian. • A time to be with the family. A townwide curfew will be in place for ages 17 and under unless accompanied by a parent or guardian or returning from work or a New Year's event. The curfew runs from 10:30 p.m. on New Year's Eve until 5 a.m. on New Year's Day. Violators face detention or arrest. va�� va «e PRR TllERSH1 Pte' 2009 Proposal For Town of Vail Commission on Special Events *PO Box 1130 *Vail, CO 81657 *p. (970) 476 -1000 *f (970) 476 -6008 * www.visitvailvalley.com About the Vail Valley Partnership The Vail Valley Partnership has been representing the interests of the Vail Valley business and lodging community for over 40 years. Through innovative and responsible programs, services and events, the Partnership services the needs of more than 800 business partners between Denver & Pitkin County, with a vast majority between Vail and Gypsum, Colorado. The business profile of the Partnership includes representation from a majority of the lodging and hospitality enterprises within the resort communities of Vail and Beaver Creek, as well as a number of professional services and traditional businesses that support the economy of greater Eagle County. The Vail Valley Partnership's key goals for 2009 are all motivated by an obligation to improve the conditions for business success across industries throughout the Vail Valley. It is our responsibility to professionally and responsibly represent the destination as the group sales representatives for the resort communities of Vail & Beaver Creek. Vail Vallev Partnership Group Sales Efforts The Vail Valley Partnership, serving as the group sales representatives for both Beaver Creek Resort and the Town of Vail, has a dedicated team of four (4) sales managers focusing on corporate meeting, convention, association, incentive, participatory sporting events and other traditional and untraditional group markets. 2009 Objectives as charged by the Vail Local Marketing District: • Drive group sales leads by enhancing awareness of Vail as a group destination. • Develop an integrated brand marketing effort to attract targeted groups to Vail, CO. • Increase touch of Vail brand to targeted group and meeting planners through electronic marketing and increased attendance at trade shows. • Develop focused direct sales and marketing efforts to attract targeted group and meeting business to Vail, CO including increased focus on participatory events. • Target markets include: • Regions: Northeast, Midwest, Southeast, Southwest • Segments: Medical; Financial; Insurance; Association; Continuing Education; Corporate; Participatory Sports USA Judo Economic Impact USA Judo is the National Governing Body for the Olympic sport of Judo in the United States and is a member of the U.S. Olympic Committee. Head quartered in Colorado Springs, CO, USA Judo is responsible for the development, support and selection of the USA Olympic Team. PO Box 1130 ` Vail, CO 81657 "p. (970) 476 -1000 * f. (970) 476 -6008 * www.visitvailvalley.com As part of the development program, USA Judo holds National Championships every year for Juniors, Emerging Elites, Collegiate /High School and Seniors. USA Judo also hosts other international competitions, such as the U.S. Open and dual meets with other countries. USA Judo Open Economic Impact Overview: Potential Room Nights Generated .......................... ............................... 1,200 Potential Lodging Revenue Generated ..................... ....................$130,800.00 Potential Lodging Sales Tax (9.8 %) Generated ......... .....................$12,818.40 Potential Non Lodging Revenue Generated .............. ....................$319,200.00 Note: Non Lodging Revenue estimate based on average incremental spend of $266.00 per room night generated. Potential Non Lodging Sales Tax (8.5 %) Generated .. .....................$27,132.00 Total Economic Impact .......... ............................... ....................$450,000.00 TotalSales Tax Impact .......... ............................... .....................$39,950.40 The Vail Valley Partnership, as the largest business organization in Eagle County, takes great pride in coordinating programs and events that promote the Vail Valley as a national meeting and event destination. Working alongside the Town of Vail, the Vail Recreation District and the Vail Lodging Community, we are looking to the Commission on Special Events to fund the additional hard -costs associated with Dobson Arena for this event. USA Judo Additional Costs Overview: Dobson Arena Facility Rental ($3,500/ day for four (4) days) ......$14,000.00 Dobson Arena Floor Installation ..................... ............................... $1,600.00 Dobson Arena Soft Goods provided by Alpine Party Rentals ....... $5,566.75 Dobson Arena Audio Visual provided by PSAV Presentation Services .......................................................................... ............................... $375.00 Total Additional Hard Costs .. ............................... .....................$21,541.75 Note. Above hard costs do not take into account the Town of Vail Free days for use of Dobson Ice Arena. If Free Days are given by the Town of Vail and the Vail Recreation District the total is adjusted by $1,500. 00 per day. PO Box 1130 " Vail, CO 81657 ` p_ (970) 476 -1000 ` f (970) 476 -6008 ' www. visitvailvalley. com Town of Vail: Commission on SRecial Events Strategic Plan' 2006 -2009 9 � 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. Introduction: In 2002, the Vail Town Council approved legislation that created the Commission on Special Events (CSE) in its current form. This ordinance reorganized the existing CSE and set several broad objectives: 1. Stimulating the local economy a. Increase lodging and sales tax collections b. Increase number of visitors c. Insure that visitors have a high rate of intent to return 2. Create a sense of community in Vail and increase the quality of experience for both guests and residents 3. To establish a single point of contact for events administration 4. To provide street entertainment and special events that reflect the high quality image of Vail and contribute to vitality, economic viability and fun throughout the year Vail is on the cusp of a billion dollar renewal and special events will play an ever more important role as the town strives to maintain its reputation as the "world's premier mountain resort community." Recognizing that special events contribute significantly to the economic vitality of the community, as well as to a positive guest experience, the CSE has formulated this strategy to develop a year round calendar of high quality events appealing to a diverse range of interests. Success depends upon disciplined attention to business basics: strong strategic planning, objective decision - making, support and participation of the local business community, and cooperation with the Vail Local Marketing District (VLMD.) The Commission on Special Events (CSE) strategy assumes several givens: • Special events contribute to visitor satisfaction, sense of community and increased spending. • Cooperation with the Vail Local Marketing District will eliminate duplication of effort: the VLMD attracts visitors to Vail and the CSE entices them to return. • Events that receive support from the CSE must be of a quality commensurate with Vail's image as a world class resort. • A single point of contact is required to support special event producers. • The use of measurable criteria in event selection, funding and evaluation is critical to ensuring progress. Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 2 of 8 Progress will be evaluated by addressing these basic questions: • Did every event investment increase Vail's economic performance? • Are event investments being fully leveraged to increase sales and marketing reach? • Are we consistently achieving more impact with public resources? • Do these events contribute to a strong sense of community and high quality of life? A strong portfolio of events already exists, and it will be the job of the CSE over the next few years to weed out events not performing as expected while continuing to encourage the development of new events that are commensurate with the world class image of Vail. Presently, the CSE manages a budget of approximately $650,000 per year, with funds allocated annually by the Vail Town Council. It is an objective of the CSE to demonstrate to Council that special events are a revenue provider for the Town, not an expense, and that events can deliver substantial sales and lodging tax revenues while simultaneously making Vail a more exciting place to live and visit. Strategic Fundamentals: The CSE will: • Provide a balanced, year round calendar of events appealing to residents and guests of diverse interests. • Focus on a strategy designed to entice current visitors to return to Vail. • Attract visitors by dedicating resources to recruit and develop new events. • Follow objective event selection, funding and evaluation criteria. • Ensure that event investments are closely coordinated with broader marketing objectives identified by the VLMD. • Communicate with the local business community to insure that the events funded by the CSE have a positive impact on the local economy. Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 3 of 8 Event Production and R_k; The CSE will seek independent event organizers to produce events in Vail. The public sector is far less efficient at producing special events than private and non - profit entities. In addition, municipal staff and budget constraints make it unappealing to risk financial resources on items such as ticket and merchandise sales. On -going Commitments: Develop a balanced year round calendar of high quality events which appeals to the diverse interests of Vail's guests and residents. Encourage a culture within the Town of Vail that welcomes special events and provides a "can do" attitude of cooperation between Town of Vail Departments and Event Promoters. Maintain a "single point of contact" for Special events. Establish regular status reports and policy discussions between the CSE and the Vail Town Council. Advocate for the development and improvement of venues and facilities for Special Events within the Town of Vail. Improve coordination and communication between the Town of Vail's Event Review Committee (ERC) and the CSE. v Contract for independent surveys at key events for the purpose of an "apples to apples" comparison and acquiring quantifiable data to determine a reliable return on investment figure. Attract and support participant events for visitors and locals. Develop community events that will enhance the experience of Vail's guests and residents, as well as become effective marketing tools. Examples include Vail America Days, Holidays in Vail, Trick -or -Treat Trot, Lionshead Easter Egg Hunt, etc. y Establish biannual meetings with the VLMD and continue to work cooperatively to align the special event and marketing programs. Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 4 of 8 Encourage producers of special events to provide free street entertainment e.g. clowns from circus, musicians from BRAVO, and artists from the Vail Arts Festival. Actively solicit entrepreneurial street entertainment. > Attract and develop events that will enhance and contribute to Vail's world class reputation. Develop a refined program for the allocation of in -kind services to support Special Events. Create a " "Special Event Handbook:" A first quality publication and website which will serve as marketing tool for the Town as well as an informational guide for persons interested in producing a Special Event in Vail. Included will be information on venues, contacts, Town of Vail regulations and requirements, as well as the Special Event application forms. Provide complete and accurate information with regard to the calendar of special events in response to the needs of prospective visitors, event promoters, Town of Vail staff, concierges, locals and guests. cta{fina. Facilitation and Evaluation: Every significant event destination allocates resources to the administration, ongoing support and recruiting of special events. Research has proven that Special Events generate additional sales tax revenues in the Town of Vail. The CSE recommends that some of these increased revenues should be used not only to help underwrite the costs of administration, but also for research, evaluation and event development. Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 5 of 8 Critical success measurements: In keeping with the public trust and economic realities, every event investment will be held to a high level of accountability. In coordination with the VLMD and appropriate research vendors, tools will be developed to regularly measure the following criteria: o Economic indicators o Contributions to sense of • Increased sales tax community: collections • Does the event improve • Increased lodging tax the quality of life for collections guests and residents? • Improved occupancy rates • Does it pull down - valley • Impact from direct event residents into Vail? spending • Does it make people • Quantifiable marketing happy? benefits Event Colnparison: Tools are required to compare events on an "apples to apples" basis. While final CSE decisions will be made using both subjective and objective models, significant attention will be given to gathering as much quantifiable data as possible. The CSE believes in the importance of acquiring data from independent intercept surveys taken at major events. Additionally, in an effort to maintain objectivity in the allocation of funds, a numerical ranking grid has been developed. (Attachment A - Special Event Ranking Grid) Events that qualify for CSE funding are ultimately selected by what they can contribute to the community and how they fit into a calendar of events that will appeal to a diversity of interests and provide a balance of activity and economic vitality throughout the year. Role of the Vail Local Marketing CVLMD): The VLMD can assist the CSE in achieving its mission by: • Determining key brand elements and identifying desired consumer demographics, primary and secondary markets, messaging, etc. thus providing input to the CSE on event strategy, selection and evaluation. • Coordinating communication and planning timelines with the CSE so that event investments are fully leveraged. • Budget appropriate resources to leverage ancillary marketing opportunities brought about by Vail's special events portfolio. Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 6 of 8 DeDen encies: The CSE is an agency of the TOV and it therefore relies on the Town for support in many areas. Examples of support that the CSE will look to the Town to provide are: • Policy Direction from the Vail Town Council. • Consistent Special Events Funding. • Proactive Development of Appropriate Special Event Venues • Town of Vail Staff support for Special Events as required. • Legal Support and Assistance with Contract Negotiations • Liability Insurance. • Office Space, Reproduction and Supplies, Phone, E -mail Services. SUMMARY: The Vail Commission on Special Events seeks to provide an annual calendar of events that enhances Vail's world -class image and which is designed to: ➢ Appeal to a diversity of interests ➢ Assist in balancing the year round economy Increase sales and lodging tax revenues in the Town of Vail ➢ Promote a strong sense of community ➢ Provide a high quality of life for guests and residents ➢ Entice visitors to return, and ➢ Increase the length of their visits Adopted March 28, 2006: By the Vail Commission on Special Events Commission Members: Dave Chapin, Chairman Ian Anderson Richard tenBraak, Stephen Connolly Vice- Chairman Clint Huber Robert Aikens Scott Stoughton Vail CSE Strategic Plan -2006 -2009 Final 112212009 Page 7 of 8 ATTACHMENT A: CRITERIA FOR ALLOCATION OF CSE FUNDS SPECIAL EVENT RATING GRID EVENT NAME: DATES: $$$ AMT. REQUESTED: New Event Existing Event________ if yes, # of years Does the event have the potential to: Benefit local restaurants Increase room nights Stimulate Retail Sales Improve the sense of communi Promote Visitor Intent to Return Timing: How well does it contribute to a balanced annual calendar of events? Demographic Fit: Does it match the profile of targeted visitors, in alignment with the VLMD's program? Growth Potential: How big can it become? Will it be annual? 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: