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HomeMy WebLinkAbout2009-02-24 Support Documentation CSE Regular MeetingPUBLIC NOTICE:਍ഀ Town of Vail: Commission on Special Events Meeting਍ഀ Vail Town Council Chambers਍ഀ *Tuesday, February 24, 2009 @ 8:30 a.m.*਍ഀ NOTE EARLIER START TIME਍ഀ AGENDA:਍ഀ Administrative Items: (10 minutes)਍ഀ • Approval of the Minutes of the meeting of January 27, 2009਍ഀ Coordinator Report:਍ഀ • Review status of Contracts and Financial Report਍ഀ • Follow up: Should Tax returns be required from applicants for funding?਍ഀ • Update: Taste of Ireland: O'Hara's International Hurling Festival, tentative dates August਍ഀ 20-23,2009਍ഀ "Green Events": Review draft of proposed additions to the Special Event Permit਍ഀ Application and provide feedback. (15 minutes) In response to direction from the Town਍ഀ Council and the Town Manager's Office, Kristen Bertugha 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 minimise਍ഀ 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.਍ഀ Oktoberfest/Highline Sports and Entertainment: Jeff Brausch requested an opportunity to਍ഀ discuss with the CSE potential impacts on the event in light of the much reduced funding for਍ഀ 2009.Oktoberfest received $82,500 in 2008 and has been allocated $66,000 for 2009. (15਍ഀ minutes)਍ഀ Snow Daze 2008/Jeff Brausch: Final recap. (15 minutes)਍ഀ Thanksgiving to New Year's Events: Review input received to date and determine procedure਍ഀ for funding allocations. (15 minutes)਍ഀ CSE Strategic Plan: Review the proposed mission statement and the current working draft, and਍ഀ provide feedback on the progress of the sub-committee to date. (45 minutes)਍ഀ New Business: (5 minutes)਍ഀ Adjournment: 10:45 a.m.਍ഀ Upcoming Meetings:਍ഀ Joint Meeting with the VLMDAC: Thursday, March 19 time/place TBD਍ഀ *Regular Monthly CSE Meeting: Wednesday, April l @ 8:30 a.m.*਍ഀ Please note the change to I" Wednesday of each month.਍ഀ Town of Vail: Commission on Special Events Meeting਍ഀ Vail Town Council Chambers਍ഀ *Tuesday, February 24, 2009 @ 8:30 a.m.*਍ഀ NOTE EARLIER START TIME਍ഀ AGENDA:਍ഀ Administrative Items: (10 minutes)਍ഀ • Approval of the Minutes of the meeting of January 27, 2009਍ഀ Coordinator Report:਍ഀ • Review status of Contracts and Financial Report਍ഀ • Follow up: Should Tax returns be required from applicants for funding?਍ഀ • Update: Taste of Ireland: O'Hara's International Hurling Festival, tentative dates August਍ഀ 20-23,2009਍ഀ "Green Dents": Review draft of proposed additions to the Special Event Permit਍ഀ Application and provide feedback. (15 minutes) 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.਍ഀ Oktoberfest/Highline Sports and Entertainment: Jeff Brausch requested an opportunity to਍ഀ discuss with the CSE potential impacts on the event in light of the much reduced funding for਍ഀ 2009. Oktoberfest received $82,500 in 2008 and has been allocated $66,000 for 2009. (15਍ഀ minutes)਍ഀ Snow Daze 2008/Jeff Brausch: Final recap. (15 minutes)਍ഀ Thanksgiving to New Year's Events: Review input received to date and determine procedure਍ഀ for funding allocations. (15 minutes)਍ഀ CSE Strategic Plan: Review the proposed mission statement and the current working draft and਍ഀ provide feedback on the progress of the sub-committee to date. (45 minutes)਍ഀ New Business: (5 minutes)਍ഀ Adjournment: 10:45 a.m.਍ഀ Upcoming Meetings:਍ഀ Joint Meeting with the VLMDAC: Thursday, March 19 time/place TBD਍ഀ *Regular Monthly CSE Meeting: Wednesday, April 1 @ 8:30 a.m.*਍ഀ Please note the change to I' Wednesday of each month.਍ഀ e਍ഀ t਍ഀ MINUTES:਍ഀ Town of Vail: Commission on Special Events Meeting਍ഀ Vail Town Council Chambers਍ഀ Tuesday, January 27, 2009 @ 9:00 a.m.਍ഀ CSE Members Present. Bobby Bank Dave Chapin, Kerry Donovan, Meggen Kirkham (@਍ഀ 9:1 Sam), Rayla Kundolf, Robert McKown, Heather Trub਍ഀ Others Present. Katie Richardson, Carrie Marsh, Vicky Lee, Gaby Zahorsky, Chris Romer,਍ഀ Jessica Stevens, Sarah Franke, Susie Tjossem, Joyce Gedelman-Viers, Laurie Asmussen, Joe਍ഀ Walker, Terri Hanley, Jared Biniecki, Jamie Gunion, Peter Hayda਍ഀ Town of Vail Staff Present. Lorelei Donaldson, Town Clerk਍ഀ Kelli McDonald, Vail Economic Development Manager਍ഀ Pam Brandmeyer, Assistant Town Manager,਍ഀ Sybill Navas, Special Events Coordinator਍ഀ Swearing in of New CSE Members: Vail Town Clerk Lorelei Donaldson swore in newly਍ഀ reappointed members Dave Chapin and Heather Trub, who were reappointed to the CSE by the਍ഀ Town Council at their meeting on December 16, 2008. Meggen Kirkham was also reappointed,਍ഀ but had not yet arrived. All three will serve terms expiring on December 31, 2010.਍ഀ Dave Chapin called the meeting to order at 9:05 a.m.਍ഀ Election of new CSE Chairman, for a two-year term, ending December 31, 2010. Heather਍ഀ Trub nominated Dave Chapin to be Chairman of the CSE. Vice Chairman Bob McKown asked if਍ഀ there were additional nominations. Hearing none, Bobby Bank moved to elect Dave Chapin for਍ഀ another 2year term as Chairman, with Rayla Kundolf seconding. The motion passed unanimously,਍ഀ 6-0.਍ഀ Administrative Items: (15 minutes)਍ഀ - Motion to approve the minutes of the meeting of November 18, 2008, as presented.਍ഀ M/S/P: Robert McKown/Heather Trub/Unanimous.਍ഀ - Review status of Contracts and Financial Report: Sybill reported that Town Manager,਍ഀ Stan Zemler, has asked the CSE to retain $100,000 in the budget, pending discussions with਍ഀ council as to how the current economic crisis might affect the upcoming year's budget. It is਍ഀ expected that a final decision will be made prior to the end of March. More information਍ഀ should be forthcoming after the next council meeting on February 3.਍ഀ - Review CSE Meeting Schedule for 2009: Consider moving the meeting to the਍ഀ I st Wednesday of each month? The CSE agreed by consensus to change the current meeting਍ഀ schedule to the I' Wednesday of each month, beginning with the April 1, 2009 CSE਍ഀ meeting. The February meeting will remain as originally planned, on Tuesday, February 24.਍ഀ The start time for all regular CSE meetings will be moved up to 8:30 a.m. There will be no਍ഀ regular CSE meeting in March of 2009, however CSE members committed to a joint meeting਍ഀ with the Vail Local Marketing District Advisory Council on March 19.਍ഀ CSF/gin N9inutc,: 1 27 2009 Pa<se 1 of>਍ഀ Town Clerk Lorelei Donaldson then swore in newly reappointed CSE member Meggen਍ഀ Kirkham, who had arrived at 9:15 a.m.਍ഀ - Update: Vail Film Festival: Sybill read an email sent by Sean Cross which stated that਍ഀ they are in final negotiations with a media candidate for Presenting Sponsor, that most of਍ഀ their other sponsors are returning and that they are in final negotiations with several other਍ഀ companies. Additionally he added that they have received more film submissions than in਍ഀ any other year and that several high profile celebrities have committed to attend. Marketing਍ഀ partnerships have been secured with Comcast, Vail Daily and NRC Broadcasting, as well as਍ഀ with "Wired" magazine, which has a readership of 2.5 million people. CSE members were਍ഀ in unanimous agreement to move ahead with their contract and formalize the 2009਍ഀ allocation.਍ഀ CSE Oversight of Council Funded Events: Pam Brandmeyer explained that, although the਍ഀ Council would like to continue to allocate funds directly to the "culturally designated" events,਍ഀ they recognize they do not have a method of oversight and accountability, as the CSE does, for਍ഀ the Special Events that they fund. Putting in place a requirement for a full event review by the਍ഀ CSE for all events receiving Town of Vail funding would provide a more thoughtful consideration਍ഀ of the value each one contributes to the community. It is likely that, beginning this summer, all਍ഀ applications for event funding will be reviewed by the CSE and those falling into the "culturally਍ഀ designated" category will be sent forward to the Town Council with a recommendation from the਍ഀ CSE. These events currently include: Bravo! Vail Valley Music Festival, The Vail Jazz Festival,਍ഀ and the Vail Valley Foundations events- Street Beat, Hot Summer Nights, American Ski Classic਍ഀ and the Vail International Dance Festival.਍ഀ Final Recap of 2008 Events:਍ഀ - Colorado Grand: Sarah Franke, representing the Lionshead Merchants Association, distributed਍ഀ an event overview and stated that the event had been a joint effort of the LH merchants and the਍ഀ Colorado Grand. She added that although the number of cars is likely to remain constant, there is਍ഀ great opportunity to grow the attendance at the car display with media exposure and that the਍ഀ Lionshead Merchants Association had underwritten the local advertising, but that the Colorado਍ഀ Grand organization had taken the lead on the higher end media exposure on the Front Range. Dave਍ഀ Chapin commented that the event had come off very well.਍ഀ - Vail Symposium Book Workshops: Vicky Lee introduced the Vail Symposium's new਍ഀ Executive Director, Carrie Marsh and thanked the CSE for their support of the workshops.਍ഀ Describing the events as "adult art workshops," she explained that they had been offered as a one-਍ഀ time activity in conjunction with the library's 2P anniversary celebration and that, although਍ഀ attendance was very light, everyone that participated enjoyed themselves. She added that, should਍ഀ they decide to do something similar in the future, it would be preferable to do it on a weekend-਍ഀ with the hope that more people would be able to attend.਍ഀ - Holidays in Vail: Laurie Asmussen, Eagle Valley Events, distributed a final budget and event਍ഀ overview, and stated that there had been good attendance at both the Lionshead and Vail Village਍ഀ Tree Lighting Ceremonies. In response to questions about the "Parade of Lights," she said there਍ഀ f. ,n ~linut~,: I :'ii(i)਍ഀ I਍ഀ 'r਍ഀ were about 10 participants including the floats, walking trees and characters, and Santa, plus the਍ഀ Town of Vail Fire Truck and carolers. It was remarked that the crowd in Vail Village had਍ഀ diminished because of the lateness of the arrival of the parade- Laurie explained that Santa had਍ഀ been late in arriving in Vail on account of an earlier commitment in Keystone and the bad weather਍ഀ that made traveling over the pass difficult.਍ഀ Looking forward, Laurie stated that she welcomes the "brainstorming" conversation with਍ഀ respect to re-inventing the "Ford" tree-lighting, that she continues to struggle with the਍ഀ expectations of the community, and that $35,000 is difficult to spread over 5 weeks of਍ഀ programming- particularly when the New Year's Eve fireworks consume about 1/3 of the total਍ഀ budget. Bobby Bank expressed that the Fireworks and Torchlight Ski-Down on New Year's Eve਍ഀ were excellent and suggested that we might have them once a month. Bob McKown commented਍ഀ that there should be a "kinder-gentler" way to word the curfew information. Kerry Donovan਍ഀ asked if there had been increases in the cost of the fireworks- Laurie responded, "somewhat-" that਍ഀ Western Enterprises had already stocked up about 50% for the upcoming year prior to the global਍ഀ price increases.਍ഀ Discussion of Thanksgiving to New Year's Events and development of a process to਍ഀ finalize funding allocations for 2009 events falling within this time frame. Sybill਍ഀ transitioned the conversation by reporting on a meeting that she and Laurie had attended਍ഀ yesterday at Arrabelle. The Lionshead Merchants and Arrabelle Resort would like to have a Tree਍ഀ Lighting celebration to kick-off the holiday season, featuring the Town's tree located just below਍ഀ the deck at Billy's Island Grill, on the Saturday after Thanksgiving. Additionally, they are਍ഀ working on plans to host a holiday market in Vail Square on the following weekend, and have਍ഀ asked Laurie to be the event organizer. It was suggested that the businesses in Vail Village create਍ഀ an organizing committee to plan activities for the following two weekends leading up to਍ഀ Christmas. Susie Tjossem stated that there must be a balance of activity between Lionshead and਍ഀ Vail Village. She congratulated Lionshead on their forward thinking, and added that it is more਍ഀ difficult in the Village because there is no active group in place to plan.਍ഀ CSE members agreed by consensus to the following:਍ഀ • New funding applications will not be solicited. Funding decisions will be based on a plan਍ഀ developed with input from business representatives from all areas of the W and LH, and਍ഀ it was recommended that a representative from Vail Resorts be included. Laurie Asmussen਍ഀ will amend her Holidays in Vail application as necessary.਍ഀ • Thanksgiving should be the kick-off weeked, giving our guests something to do and਍ഀ providing vitality in the streets- particularly in a low snow year.਍ഀ • The community must be invested in the effort, bringing both financial support and a਍ഀ willingness to actively participate to the table.਍ഀ • The goal will be to have the CSE provide direction at their February meeting, and to review਍ഀ the revised application for Holidays in Vail, as well as the funding for Snow Daze, for਍ഀ funding at the April CSE meeting.਍ഀ Event Recruitment: Consideration of request to support hard costs @ Dobson Arena for਍ഀ the USA Judo Event in Vail, October 2009: Chris Romer, representing the Vail Valley਍ഀ Partnership, reviewed the request for CSE support for the USA Judo event, proposed to be held਍ഀ in Dobson Arena, October 13-20. He explained that in following up on the direction from the਍ഀ VLDMAC to recruit participatory events, they have discovered a huge potential, particularly for਍ഀ 1, ';n Nhotitc,: 1 '7 _'(Ml) E'.1,~ ; ,)i`਍ഀ r਍ഀ were about 10 participants including the floats, walking trees and characters, and Santa, plus the਍ഀ Town of Vail Fire Truck and carolers. It was remarked that the crowd in Vail Village had਍ഀ diminished because of the lateness of the arrival of the parade- Laurie explained that Santa had਍ഀ been late in arriving in Vail on account of an earlier commitment in Keystone and the bad weather਍ഀ that made traveling over the pass difficult.਍ഀ Looking forward, Laurie stated that she welcomes the "brainstorming" conversation with਍ഀ respect to re-inventing the "Ford" tree-lighting, that she continues to struggle with the਍ഀ expectations of the community, and that $35,000 is difficult to spread over 5 weeks of਍ഀ programming- particularly when the New Year's Eve fireworks consume about 1/3 of the total਍ഀ budget. Bobby Bank expressed that the Fireworks and Torchlight Ski-Down on New Year's Eve਍ഀ were excellent and suggested that we might have them once a month. Bob McKown commented਍ഀ that there should be a "kinder-gentler" way to word the curfew information. Kerry Donovan਍ഀ asked if there had been increases in the cost of the fireworks- Laurie responded, "somewhat-" that਍ഀ Western Enterprises had already stocked up about 50% for the upcoming year prior to the global਍ഀ price increases.਍ഀ Discussion of Thanksgiving to New Year's Events and development of a process to਍ഀ finalize funding allocations for 2009 events falling within this time frame. Sybill਍ഀ transitioned the conversation by reporting on a meeting that she and Laurie had attended਍ഀ yesterday at Arrabelle. The Lionshead Merchants and Arrabelle Resort would like to have a Tree਍ഀ Lighting celebration to kick-off the holiday season, featuring the Town's tree located just below਍ഀ the deck at Billy's Island Grill, on the Saturday after Thanksgiving. Additionally, they are਍ഀ working on plans to host a holiday market in Vail Square on the following weekend, and have਍ഀ asked Laurie to be the event organizer. It was suggested that the businesses in Vail Village create਍ഀ an organizing committee to plan activities for the following two weekends leading up to਍ഀ Christmas. Susie Tjossem stated that there must be a balance of activity between Lionshead and਍ഀ Vail Village. She congratulated Lionshead on their forward thinking, and added that it is more਍ഀ difficult in the Village because there is no active group in place to plan.਍ഀ CSE members agreed by consensus to the following:਍ഀ • New funding applications will not be solicited. Funding decisions will be based on a plan਍ഀ developed with input from business representatives from all areas of the W and LH, and਍ഀ it was recommended that a representative from Vail Resorts be included. Laurie Asmussen਍ഀ will amend her Holidays in Vail application as necessary.਍ഀ • Thanksgiving should be the kick-off weeked, giving our guests something to do and਍ഀ providing vitality in the streets- particularly in a low snow year.਍ഀ • The community must be invested in the effort, bringing both financial support and a਍ഀ willingness to actively participate to the table.਍ഀ • The goal will be to have the CSE provide direction at their February meeting, and to review਍ഀ the revised application for Holidays in Vail, as well as the funding for Snow Daze, for਍ഀ funding at the April CSE meeting.਍ഀ Event Recruitment: Consideration of request to support hard costs @ Dobson Arena for਍ഀ the USA Judo Event in Vail, October 2009: Chris Romer, representing the Vail Valley਍ഀ Partnership, reviewed the request for CSE support for the USA Judo event, proposed to be held਍ഀ in Dobson Arena, October 13-20. He explained that in following up on the direction from the਍ഀ VLDMAC to recruit participatory events, they have discovered a huge potential, particularly for਍ഀ Approved by਍ഀ Dave Chapin, CSE Chairman਍ഀ Date:਍ഀ Upcoming Meetings:਍ഀ Thursday, March 19 9: 00am: Joint Meeting with the VLMDAC਍ഀ Wednesday, April l (a) 8:30am: Regular April CSE Meeting਍ഀ CSE/sn 2009 Funding Allocations Revised: 2123/09਍ഀ - - -਍ഀ Town of Vail: Commission on Special Events 2009 Funding Allocations਍ഀ 2009 CSE Funds Available: $836,810਍ഀ Event:਍ഀ 2009 Unlimited Adventure Series਍ഀ CamVail਍ഀ Hi਍ഀ USSA Junior Olympics਍ഀ S਍ഀ Taste of Vail: Lamb Cook Off਍ഀ TO਍ഀ Vail Film Festival਍ഀ V਍ഀ Springback to Vail਍ഀ Hi਍ഀ >Vail Whitewater Kayak Demos਍ഀ TEVA Mtn Games਍ഀ V਍ഀ IFSC World Cup Climbing਍ഀ FU਍ഀ King of the Mountain Volleyball਍ഀ Ki਍ഀ >Llonshead South of the Border Fiesta਍ഀ Vail Farmers' Market and Art Show਍ഀ M਍ഀ Ambient Street Entertainment਍ഀ Re਍ഀ Vail Arts Festival਍ഀ BBQ Bonanza਍ഀ Vail Lacrosse Shoot-out਍ഀ Co਍ഀ Lionshead Friday Afternoon Club਍ഀ Li(਍ഀ Vail America Days਍ഀ Ea਍ഀ Kick-It 3v3 Soccer Tournament਍ഀ BE਍ഀ Sweet on Vail਍ഀ Vail Antique Festival਍ഀ Gourmet on Gore਍ഀ Hi਍ഀ Oktoberfest਍ഀ H'਍ഀ Colorado Grand਍ഀ Co਍ഀ GeoCache Dash Vail਍ഀ Eli਍ഀ Vail Valley Challenge Cup਍ഀ Snow Daze*਍ഀ H'਍ഀ Holidays in Vail*਍ഀ Ea਍ഀ Total Event Allocations:਍ഀ Office and Meeting Expenses਍ഀ Research/Event Evaluation਍ഀ Total Administrative Allocations:਍ഀ TOTAL ALLOCATIONS:਍ഀ CSE Funds Remaining:਍ഀ Producing Entity:਍ഀ Vail Symposium਍ഀ ghline Sports and Entertainment਍ഀ ki and Snowboard Club Vail਍ഀ ste of Vail਍ഀ ail Film Institute਍ഀ ghline Sports and Entertainment਍ഀ Sean Glackin਍ഀ ail Valley Foundation਍ഀ NDING EARMARKED BY COUNCIL਍ഀ ng of the Mountain Volleyball਍ഀ Vail Chamber and Business Association਍ഀ eadow Drive Partnership਍ഀ sort Entertainment਍ഀ Eagle Valley Events਍ഀ Vail Chamber and Business Association਍ഀ lorado Lacrosse Promotions਍ഀ nshead Merchants Association਍ഀ gle Valley Events਍ഀ ST Entertainment Sports & Television਍ഀ Vail Chamber and Business Association਍ഀ Mc Presents w/LH Merchants Association਍ഀ ghline Sports and Entertainment਍ഀ ~ghline Sports and Entertainment਍ഀ lorado Grand਍ഀ vation Innovation Labs਍ഀ Vail Valley Soccer Club਍ഀ rghline Sports and Entertainment਍ഀ gle Valley Events਍ഀ start 2009 Dates: 2009 CSE Funds Contract Status:਍ഀ Date Allocated:਍ഀ 1/29਍ഀ 6 Thursdays: Jan 29- Mar 5਍ഀ 2/22਍ഀ Feb 22-24 & 27਍ഀ 3/5਍ഀ March 5-11਍ഀ 4/1਍ഀ April 1-4਍ഀ 4/2਍ഀ April 2-5਍ഀ 4/13਍ഀ April 13-19਍ഀ 5/19਍ഀ 5 Tuesdays: May 19- June 16਍ഀ 6/4਍ഀ June 4-7਍ഀ 614਍ഀ June 4-7਍ഀ 6/19਍ഀ June 19- 21਍ഀ 6/20਍ഀ 20-Jun਍ഀ 6/21਍ഀ 14 Sundays: June 21- Sept 20਍ഀ 6/26਍ഀ June 26- Sept 7਍ഀ 6/26਍ഀ June 26-26਍ഀ 6127਍ഀ 27-Jun਍ഀ 6127਍ഀ June 27- July 5਍ഀ 7/3਍ഀ 7 Fridays, July 3-Aug 14਍ഀ 714਍ഀ Sunday, July 4਍ഀ 7131਍ഀ July 31-Aug 2਍ഀ 8115਍ഀ 15-Aug਍ഀ 8121਍ഀ Aug 21-23਍ഀ 914਍ഀ Sept 4.6਍ഀ 9111਍ഀ Sep 11-13 & 18.20਍ഀ 9/17਍ഀ Sep 17-18਍ഀ 10/3਍ഀ 3-Oct਍ഀ 10/3਍ഀ Oct 3-4਍ഀ 1217਍ഀ Dec 7-13਍ഀ 12/18਍ഀ Dec 18- 31਍ഀ $3,000਍ഀ $8,000਍ഀ $2,000਍ഀ $20,000਍ഀ $57,000਍ഀ $70,000਍ഀ $2,000਍ഀ $85,000਍ഀ $45,000਍ഀ $7,000਍ഀ $11,000਍ഀ $56,000਍ഀ $30,000਍ഀ $18,000਍ഀ $12,000਍ഀ $10,000਍ഀ $20,000਍ഀ $52,000਍ഀ $35,000਍ഀ $10,000਍ഀ $6,000਍ഀ $54,000਍ഀ $66,000਍ഀ $3,000਍ഀ $4,000਍ഀ $2,000਍ഀ $0*਍ഀ $0'਍ഀ $688,000਍ഀ $3,500਍ഀ $0਍ഀ $3,500਍ഀ $691,500਍ഀ $145,310਍ഀ as of 2120਍ഀ as of 2113਍ഀ as of 2/13਍ഀ submitted 2123਍ഀ submitted 2/23਍ഀ submitted 2120਍ഀ submitted 2/23਍ഀ sent 2123਍ഀ sent 2/23਍ഀ submitted 2120਍ഀ sent 2119਍ഀ sent 2/23਍ഀ submitted 2123਍ഀ sent 2119਍ഀ sent 2119਍ഀ sent 2119਍ഀ submitted 2/23਍ഀ sent 2/19਍ഀ submitted 2/23਍ഀ submitted 2123਍ഀ $3,000਍ഀ $8,000਍ഀ $2,000਍ഀ Funds Paid Out:਍ഀ Total Funds Pi Amount Still Owed਍ഀ Out:਍ഀ $3,000਍ഀ $8,000਍ഀ $2,000਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $13,000਍ഀ $0਍ഀ $0਍ഀ $0਍ഀ $20,000਍ഀ $57,000਍ഀ $70,000਍ഀ $2,000਍ഀ $85,000਍ഀ $45,000਍ഀ $7,000਍ഀ $11,000਍ഀ $56,000਍ഀ $30,000਍ഀ $18,000਍ഀ $12,000਍ഀ $10,000਍ഀ $20,000਍ഀ $52,000਍ഀ $35,000਍ഀ $10,000਍ഀ $6,000਍ഀ $54,000਍ഀ $66,000਍ഀ $3,000਍ഀ $4,000਍ഀ $2,000਍ഀ $688,000਍ഀ $3,500਍ഀ $0਍ഀ $3,500਍ഀ $678,500਍ഀ CSEIsn 2009 Fundino Allocations਍ഀ funding decision is being withheld until after the 2008 events occur and Thanksgiving to New Year's programming is reviewed.਍ഀ Events with Funding Allocated by Vail Town Council:਍ഀ Street Beat Winter Concert Series Vail Valley Foundation਍ഀ American Ski Classic਍ഀ Vail Valley Foundation਍ഀ Vail International Dance Festival਍ഀ Vail Valley Foundation਍ഀ Hot Summer Nights਍ഀ Vail Valley Foundation਍ഀ Vail Jazz Festival਍ഀ Vail Jazz Foundation਍ഀ Vail Farmers' Market਍ഀ Meadow Drive Partnership਍ഀ Bravo! Vail Valley Music Festival: New Yo਍ഀ Bravo! Vail Valley Music Festival਍ഀ Philharmonic਍ഀ Bravo! Vail Valley Music Festival: The਍ഀ Bravo! Vail Valley Music Festival਍ഀ Philadelphia Orchestra਍ഀ Bravo! Vail Valley Music Festival਍ഀ Bravo! Vail Valley Music Festival਍ഀ Cash Funding:਍ഀ 1/21਍ഀ 10 concerts: Jan 21-Apr 15਍ഀ $25,650਍ഀ 3/18਍ഀ Mar 18- 22਍ഀ $5,000਍ഀ 7127਍ഀ July 27-Aug11਍ഀ $45,000਍ഀ 6116਍ഀ Tuesdays, Jun 16-Aug 23਍ഀ $24,525਍ഀ $23,850਍ഀ 6121਍ഀ Sundays Jun 21- Sep 13਍ഀ $5,850਍ഀ 7/24਍ഀ Jul 24- 31਍ഀ $67,500਍ഀ 7/10਍ഀ Jul 10-18਍ഀ $67,500਍ഀ 7/1਍ഀ July 1-Aug 4਍ഀ $22,500਍ഀ sent 2111਍ഀ sent 2111਍ഀ sent 2/23਍ഀ Revised: 2/23/09਍ഀ $0਍ഀ $25,650਍ഀ $0਍ഀ $5,000਍ഀ $0਍ഀ $45,000਍ഀ $0਍ഀ $24,525਍ഀ $0਍ഀ $23,850਍ഀ $0਍ഀ $5,850਍ഀ $0 $67,500਍ഀ $0 $67,500਍ഀ $22,500'਍ഀ From: Sean Cross <sean@vailfilmfestival.org>਍ഀ To: Special Events <Specialevents@va!Igov.com>਍ഀ Date: Monday - February 23, 2009 2:29 PM਍ഀ Subject: Vail Film Festival update਍ഀ Sybill,਍ഀ it was good catching up today. I want to assure you that the film festival਍ഀ is on track and we will put on a great event, as we always have. We have਍ഀ staged five successful film festivals and are disappointed that there is਍ഀ suddenly a concern abort our upcoming 6th annual festival. On the contrary,਍ഀ we have put together an exceptional film program, and have more high profile਍ഀ celebrities attending than ever before. The following celebrities have਍ഀ confirmed to attend:਍ഀ Filmmaker *Kevin Smith* (Clerks, Chasing Amy, Dogma, Zack and Miri)਍ഀ Actor *Michelle Monaghan *(Mission Impossible III, Gone Baby Gone, Eagle਍ഀ Eye)਍ഀ Screenwriter *Simon Beaufoy* (2009 Academy Award winner for Slumdog਍ഀ Millionaire)਍ഀ Actor *Melissa Leo* (2009 Academy Award nominee for Frozen River)਍ഀ Actor *Tricla O'Kelley *(CBS' The New Adventures of Old Christine)਍ഀ Actor *Kaitlin Olson* (F)Cs It's Always Sunny In Philadelphia)਍ഀ Actor *Julie Benz* (Showtime's Dexter)਍ഀ Actor *Rhys Co!ro* (HBO's Entourage, Fox's 24)਍ഀ Actor *Jason Biggs* (American Pie, Eight Below, My Best Friend's Girl)਍ഀ Actor *Krysten Ritter *(27 Dresses, What Happens In Vegas, Confessions of a਍ഀ Shopahollc)਍ഀ Actor *Tom Everett Scott *(That Thing You Do!, An American Werewolf in਍ഀ Paris, Boller Room)਍ഀ Actor *Wilmer Valderrama *(That 70's Show, Fast Food Nation, Days of Wrath)਍ഀ Best,਍ഀ Sean਍ഀ Sean Cross਍ഀ Vail Film Festival਍ഀ 646.236.2155਍ഀ sean@vailfllmfestival.org਍ഀ www.vailfllmfestival.org਍ഀ "The Vail Film Festival is one of the Top 10 Destination Film Festivals in਍ഀ the world" - MovieMaker magazine਍ഀ Green Events Resource Guide਍ഀ Compostable Products and Bulk Purchasing Vendors (examples)਍ഀ Dishes, cups, napkins, to-go containers, straws, garbage bags, cutlery etc.਍ഀ • EcoProducts - www.ecooroducts.com਍ഀ • BioCorp - www.biocoroaavc.com -਍ഀ • Green Spot, Carbondale, CO (970) 963-4206਍ഀ Note: Paper-based product can be composted!਍ഀ • Cups: If your event does not require clear cups, the greenest option, besides reusable਍ഀ cups, is paper cups made from post-consumer recycled content. If you need clear cups਍ഀ avoid plastic and use compostable cups made from sugarcane, potato, or corn instead.਍ഀ • Plates: Use paper plates made from post-consumer recycled paper. If paper is not strong਍ഀ enough, use plates made from compostable materials such as sugarcane, potato, or corn.਍ഀ • Napkins: Use paper napkins made from post-consumer recycled paper.਍ഀ • Cutlery: Use cutlery made from compostable materials like sugarcane, potato, or corn.਍ഀ Compostable cutlery is rated according to the highest temperature it can withstand. Most਍ഀ compostable flatware is rated up to 200 degrees F.਍ഀ Cleaning products, eco-friendly toilet tissue, napkins, paper towels, certified SCA products਍ഀ • www.svsconne.com/Files/Svsco%20Green%2OCatatoe.Ddf S/SCO਍ഀ • BioGreenClean - www.biogreenctean.com਍ഀ Certified Products਍ഀ • Green Seat - Environmental Standards on products - everything from food service਍ഀ packaging to engine oil. www.ereenseal.ore/certification/environmental.cfm਍ഀ • Cradle to Cradle: www.c2ccertified.com਍ഀ Local Green Businesses਍ഀ • ReDirect Guide - The Healthy and Sustainable Lifestyle product and service directory਍ഀ httD://redirecteuide.com/Denver Boulder FortCollins/index.asD਍ഀ • Colorado Local First-directory of local businesses www.cotoradolocalfirst.com਍ഀ • Greenopia - directory of green businesses (Denver, Colorado Springs)਍ഀ www.p,reenoDia.com਍ഀ • The Green Heart Institute lists local businesses that offer sustainable or healthful਍ഀ products and/or operate in an environmentally responsible way. Call 303-444-4323 for a਍ഀ printed guide. (Most Boulder County)਍ഀ www.ereenhearteuide.net਍ഀ Reusable Bags and water bottles਍ഀ (Use bags made from recycled bottles, recycled or organic cotton, not polyethelene or਍ഀ polypropylene)਍ഀ • Pro-forma, Patti Kravitz, plknrg@gmajj.Gom਍ഀ • httD://Enviro-tote.com਍ഀ • www.reusablebaes.com (bags and stainless steel bottles)਍ഀ • www.ecooromosontine.com਍ഀ • www.haDDvhiDDie.com/directory/resuabtebaes.htmt (eco-its, promos, bags, etc.)਍ഀ • Eliminate the use of styrofoam and plastic bags.਍ഀ • Compost food waste. (This option may be available in 2009 for summer events, contact਍ഀ kbertuQlia@vaileov.com for more information.)਍ഀ • Offer/promote either locally grown (within 500 miles) or organic produce, food and਍ഀ beverages.਍ഀ • Prepare food with reusable cutlery and dishes, or products that can be composted. Use਍ഀ reusable linens instead of paper.਍ഀ • Provide vegetarian meal options.਍ഀ • Serve food in bulk - (avoid cans, bottles, sugar packets, and serve at stations)਍ഀ • Do not sell or give away plastic bottled water unless the bottle is compostable.਍ഀ Transportation਍ഀ • Encourage the use of bicycles, buses, shuttles, carpools or other public transit to and਍ഀ from the event.਍ഀ • Incorporate alternative fuel vehicles.਍ഀ • Enforce a no idling policy for staff and attendees.਍ഀ Other - Provide your own steps to sustainability - (reduce waste/carbon emissions, conserve਍ഀ water, etc.)਍ഀ BONUS - Be a Carbon-Neutral Eventl਍ഀ Eiier~~jj% Gffice਍ഀ Purchase locally verified carbon credits from the Colorado Carbon Fund to offset your event's਍ഀ carbon footprint. (Marketing Material will be provided at no cost). Calculate your carbon਍ഀ footprint, and find more information at www.coloradocarbonfund.orl.਍ഀ 2਍ഀ Lommission on i eciai tvents਍ഀ Green Events GUIdellneS਍ഀ 7DWNOFVAII ' ...It's easy being Green਍ഀ Thank you for helping to preserve Vail's਍ഀ environment!਍ഀ As hosts, producers and sponsors of events in the਍ഀ Town of Vail, we have a responsibility to contribute਍ഀ to the preservation and enhancement of the਍ഀ environment we and our guests enjoy. The਍ഀ following are voluntary measures for 2009 that the਍ഀ Town of Vail would like to help you work toward਍ഀ incorporating into your events.਍ഀ In 2010, these suggestions will become mandatory਍ഀ requirements in the form of a checklist to be਍ഀ included with Special Events Permits. The Vail਍ഀ Green Events manual will be posted soon at਍ഀ www.vailgov.com for assistance.਍ഀ Contact Kristen Bertuglia for more information:਍ഀ kbertueliaPvaileov.com. 970-477-3455਍ഀ Before the Event - Plan ahead਍ഀ • Designate a person responsible for overseeing green event practices.਍ഀ • Train staff and volunteers in: 1) sustainable event practices 2) To answer questions about਍ഀ greening practices at the event.਍ഀ Sponsorship਍ഀ • Encourage your sponsors not to distribute bags, bottles, or serving material that is not਍ഀ made from recycled material, or that cannot be reused or recycled. Printed material਍ഀ must be at least 30% post consumer recycled paper.਍ഀ Materials and Supplies਍ഀ • All host printed materials should be printed on 100% post consumer recycled paper.਍ഀ • Do not distribute anything not made from recycled materials or can't be reused,਍ഀ recycled, or consumed.਍ഀ • Remind guests to bring their reusable bags and water bottles.਍ഀ • Consider reusable banners, signage, or eco-friendly materials (see਍ഀ www.inkbie.com/ecoereen for ideas.)਍ഀ Transportation਍ഀ • Encourage the use of public transportation to and from the event, and direct guests to਍ഀ information in promotional material.਍ഀ During and After the Event਍ഀ Waste਍ഀ • Recycling is required in all areas of the event. Recycling containers must be paired with਍ഀ trash cans. (mandatory in 2009). Arrange for pickup, or utilize the drop off center at the਍ഀ Municipal Center.਍ഀ • Use eco-friendly serving utensils (compostable, plant-based, or made from recycled਍ഀ materials) and where possible, discourage the use of plastic cups, pre-packaged servings.਍ഀ 2()08਍ഀ Report਍ഀ nt Recap਍ഀ Eve਍ഀ k.►.isr-਍ഀ 2008 Vail Snow Daze Recap Report਍ഀ TOV Commission on Special Events਍ഀ EVENT GOALS/OBJECTIVES਍ഀ • Target a youth-minded, adventure seeking audience, with average age of 35-40਍ഀ and HHI of $100,000K+.਍ഀ • Attract additional Vail Visitors from in and out of Colorado.਍ഀ • Entice early season visits.਍ഀ • Differentiate Vail Mountain and the Town of Vail as THE PLACE TO BE EARLY਍ഀ SEASON.਍ഀ • Attract incremental Vail spending (Lodging, F&B, Merchandise, Lift Tix,਍ഀ etc.) during a typical slow period.਍ഀ EVENT OVERVIEW -਍ഀ The '08 event was a major success. Some of the many highlights are as follows...਍ഀ • Marketing and PR campaigns were very successful - major coverage generated over 60਍ഀ million impressions and well over $500,000.00 in value. Our largest Vail event campaign to਍ഀ date which also included All the Love integration.਍ഀ • Media included television, radio, print, new media and more.਍ഀ • Strong sponsorship considering economic environment਍ഀ • Two concerts at Dobson including Big Head Todd and Leftover Salmon਍ഀ • The Fray concert at Ford Park਍ഀ • 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.਍ഀ • On-mountain events included the Dummy Gelunde World Championships, pumped up Snow਍ഀ Jam and super well received Demo Daze featuring 14 industry partners which saw twice the਍ഀ attendance from last year.਍ഀ 2008 FINAL EVENT BUDGET਍ഀ ACTUAL਍ഀ REVENUES:਍ഀ 420਍ഀ Sponsorships਍ഀ $550,614਍ഀ 420.5਍ഀ CSE Funding਍ഀ 64,025਍ഀ 420.6਍ഀ Incremental Funding਍ഀ 100,000਍ഀ 421਍ഀ Entry Fees਍ഀ 1,260਍ഀ 421.5਍ഀ Ticket Sales/Commissions਍ഀ 186,025਍ഀ 422਍ഀ F&B Sales਍ഀ 22,500਍ഀ 423਍ഀ Merchandise Sales਍ഀ 610਍ഀ Total Revenues $925,034਍ഀ EXPENSES:਍ഀ 510਍ഀ Event Ops - misc਍ഀ $31,378਍ഀ 517਍ഀ Entertainment/ Bands਍ഀ 647,587਍ഀ 519਍ഀ Event Promotions/Advertising਍ഀ 25,000਍ഀ 520਍ഀ Event Merchandise਍ഀ 10,555਍ഀ 525਍ഀ Event Supplies਍ഀ 13,920਍ഀ 526਍ഀ F&B Expenses਍ഀ 12,500਍ഀ 527਍ഀ Equipment Rental਍ഀ 33,726਍ഀ 530਍ഀ Portable Toilets/Trash Removal਍ഀ 6,000਍ഀ 533਍ഀ Prize Money / Appearance Fees਍ഀ 10,250਍ഀ 535਍ഀ Public Relations਍ഀ 25,350਍ഀ 538਍ഀ Venue Rental / Site Fees਍ഀ 13,000਍ഀ 543਍ഀ Wardrobe/Uniforms਍ഀ 1,207਍ഀ 550਍ഀ Event Insurance਍ഀ 4,250਍ഀ 555਍ഀ Equipment Repairs਍ഀ 13਍ഀ 626਍ഀ Pre-press/Design਍ഀ 5,798਍ഀ 627਍ഀ Licenses and Permits਍ഀ 525਍ഀ 628਍ഀ Printing and Reproduction਍ഀ 6,516਍ഀ 630਍ഀ Office/Computer Supplies਍ഀ 209਍ഀ 631਍ഀ Office Expenses਍ഀ -਍ഀ 636਍ഀ Postage & Delivery਍ഀ 950਍ഀ 638਍ഀ Web Site/E-Mail਍ഀ 2,408਍ഀ 640਍ഀ Event/Sales Travel਍ഀ 4,246਍ഀ 641਍ഀ Meals/ Entertainment਍ഀ 1,027਍ഀ 642਍ഀ Lift Tickets਍ഀ -਍ഀ 643਍ഀ On-Mountain Dining਍ഀ -਍ഀ 644਍ഀ Event Lodging਍ഀ 14,299਍ഀ 646਍ഀ Sponsor Ground Transfers਍ഀ -਍ഀ 669਍ഀ Contract Labor਍ഀ 4,003਍ഀ 670਍ഀ Payroll Expenses਍ഀ 41,729਍ഀ 671਍ഀ Commission Expense਍ഀ 56,795਍ഀ 672਍ഀ Event Management & Project Fee਍ഀ 119,389਍ഀ Total Expenses਍ഀ $1,092,628਍ഀ Net Event Loss਍ഀ ($167,594)਍ഀ MARKETING/PR OVERVIEW਍ഀ See Marketing and Public Relations Highlights that follow in this report.਍ഀ EVENT RESULTS਍ഀ • Estimated event specific attendance: 20,000਍ഀ • Estimated Incremental Room Nights and Revenue Generated by Vail Snow Daze. The਍ഀ numbers below are final estimates for the 2008 event.਍ഀ Incremental Room Nights਍ഀ Estimated attendance: 20,000਍ഀ Those who came just for the event: 60%਍ഀ Those staying in Town of Vail lodging: 80%਍ഀ Average nights stay in Vail: 3਍ഀ Total Incremental Room Nights: 28,800਍ഀ Incremental Spending਍ഀ Estimated attendance per day: 2,850਍ഀ Average amount spent: $200਍ഀ Event Days: 7਍ഀ Total Incremental Spending: $3,990,000਍ഀ Average lodging price per person per night: $200਍ഀ Incremental room nights: 28,800਍ഀ Subtotal spent on lodging: $5,760,000਍ഀ Number of days in Vail not for event: 1.0਍ഀ Number of people staying additional days: 2,000਍ഀ Average amount spent per day: $200਍ഀ Subtotal spent on non-event days: $400,000਍ഀ Total Estimated Incremental Spending: 510,150,000-਍ഀ 2008 Town of Vail ROI਍ഀ Town of Vail Investment਍ഀ Total Value of Media, Public Relations and Event Related Impressions਍ഀ for a top-tier Presenting Sponsor (such as the Town of Vail)਍ഀ Return on Investment through Media, PR and਍ഀ Event Related Impressions alone:਍ഀ Est. Incremental Room Nights Generated਍ഀ Subtotal spent on event days:਍ഀ Subtotal spent on lodging:਍ഀ Subtotal spent on non-event days:਍ഀ Incremental Spending Generated:਍ഀ $64,025਍ഀ $500,000਍ഀ 7.8 to 1਍ഀ 28,880਍ഀ $3,990,000਍ഀ $5,760,000਍ഀ $400,000਍ഀ $10,150,000਍ഀ TOV Tax Receipts (Sales - 4%, ST Lodging-4%) $406,000਍ഀ TOV Estimated Return on CSE Investment 6.3 to I਍ഀ POTENTIAL FOR GROWTH AND DEVELOPMENT FOR SPONSORSHIP AND਍ഀ MEDIA EXPOSURE਍ഀ For 2009 and beyond, Highline will tweak the event and continue to bring in national acts that਍ഀ draw large crowds and destination visitors. We now have a tried and tested foundation in place਍ഀ from which to continue expanding the reach of both sponsorship and media coverage.਍ഀ HOW DID THE EVENT IMPACT VAIL'S "SENSE OF COMMUNITY"?਍ഀ For a third year event, Vail Snow Daze did an amazing job of impacting Vail's sense of਍ഀ community. The event, especially the concerts and on-mountain happenings, really create a਍ഀ space and place for bringing the community together at the beginning of the ski season.਍ഀ EXECUTIVE SUMMARY਍ഀ Vail Snow Daze, the country's largest early season mountain bash, returned to Vail਍ഀ December 8-14, 2008 with a super charged mix of non-stop music, on-snow events, the਍ഀ ever-popular Dummy Gelunde World Championships and a wide variety of apres and਍ഀ after-dark parties.਍ഀ The Fray performed their first live concert to debut their new album against Ford Park's਍ഀ picturesque Gore Range mountain backdrop. Other headliner acts included Big Head਍ഀ Todd & the Monsters and Leftover Salmon at Dobson Arena.਍ഀ Expo Sponsors showcased their wares Thursday through Saturday at the Demo Daze &਍ഀ Expo Village. Pro and amateur riders competed for a share of a $3,000 cash purse in਍ഀ the full-sensory Snow Jam Rail Jam. DJ's rocked the the Golden Peak Snow Jam area਍ഀ and also spun tunes on the deck at Mid-Vail. Bud Light, Jack Daniel's and Tuaca hosted਍ഀ apres ski and nightly bar parties throughout Vail Village and LionsHead Village offering਍ഀ drink specials, giveaways and good times.਍ഀ a GIANT ON-MOUNTAIN KICKER and they will come... A field of three-person਍ഀ competed in the Dummy Gelunde World Championships. Constructing snow-਍ഀ dummies attached to a pair of skis or a snowboard, contestants launched the਍ഀ nade contraptions over a giant on-snow jump. Dummies were then judged on਍ഀ ce, air, creativity, takeoff, landing and crowd response.਍ഀ Vw Vet਍ഀ THE EARLY SEASON MOUNTAIN BASH...਍ഀ 14਍ഀ DJs spinning daily at the Eagle Bahn Gondola਍ഀ Daily apres and after-dark bar parties਍ഀ • Parties presented by Bud Light, Jack Daniels' and 0 T1, ;਍ഀ Tuaca਍ഀ • Tons of free giveaways, drink specials, Vail Snow Daze਍ഀ signage F--਍ഀ • Vail Snow Daze Street Team led organization of਍ഀ giveaway distribution਍ഀ Wednesday Highlight: Snow Jam Rail Jam Under the Lights਍ഀ • 75 competitors (included pro and amateur divisions)਍ഀ • $3,000 cash purse awarded to top overall skiers and਍ഀ boarders t. , w਍ഀ • Benefited Vail-based non-profit SOS Outreach਍ഀ • Full-sensory experience with live music, fire spinners, 1਍ഀ food and drink and thousands of free giveaways਍ഀ -'fj GKIVV`਍ഀ EVENT SNAPSHOT਍ഀ iursday - Saturday Highlight: Demo Daze & Expo Village਍ഀ • Double the attendance from '07਍ഀ • Featuring 14 Expo Partners including a variety of਍ഀ merchandise or demos from Vail Snow Daze sponsors਍ഀ Volvo, Aspen Harley Davidson, BlackBerry, Red Feather਍ഀ Snowshoes, Liberty Skis, Cricket Wireless, Nature Valley਍ഀ Granola Bar and a wide variety of demos from ski਍ഀ manufacturers.਍ഀ iursday Night Highlight: Jack Daniel's Presented Big Head਍ഀ )dd & the Monsters with special guest Little Hercules at਍ഀ obson Arena਍ഀ • Boulder-born band with seven studio albums and਍ഀ among The Indie 100's "Performing Songwriter's 100਍ഀ Most Influential Independent Artists of the Past 15 Years"਍ഀ list released in June, 2008਍ഀ ENT SNAPSHOT CONTINUED...਍ഀ Friday Night Highlight: Jack Daniel's Presented਍ഀ Leftover Salmon with special guest Bonfire Dub਍ഀ Trio at Dobson Arena਍ഀ • Originator's of "Polyethnic Cajun਍ഀ Slamgrass"਍ഀ Saturday Highlight: Dummy Gelunde World਍ഀ Championships਍ഀ • 20 dummies entered਍ഀ • $5,000 awarded to 1st place for the Flying਍ഀ Santa; $1,500 awarded to 2nd place; $750਍ഀ awarded to 3rd place਍ഀ &141਍ഀ 2਍ഀ EVENT SNAPSHOT CONTINUED...਍ഀ Saturday Night Highlight: Bud Light Presented The਍ഀ Fray with opening act Meese਍ഀ • The Fray performed their first public live਍ഀ concert of their new single "You Found Me" and਍ഀ self-titled album਍ഀ Sunday Highlight: Vail's All the Love Super਍ഀ Sweepstakes਍ഀ • Vail Resorts and Vail Snow Daze Sponsors਍ഀ teamed up to provide a special drawing located਍ഀ at the Arrabelle Ice Rink in Vail Square਍ഀ • St. Lucia Trip for Two, Jack Daniel's Guitar,਍ഀ Harley Davidson Leather Jacket, Bud Light's਍ഀ Spring Back to Vail Package and Liberty Skis਍ഀ MARKETING਍ഀ Digital਍ഀ Online Banner Ads:਍ഀ • Westword਍ഀ • Vail PM਍ഀ • KALC Denver Hot AC Spins਍ഀ • KTCL Denver Alternative Spins਍ഀ • Marquee Magazine਍ഀ 3਍ഀ MARKETING਍ഀ Social Networking਍ഀ Networking Websites: Facebook, MySpace, You Tube,਍ഀ SkiNet, Freeskier, Snowboarder, Snowboarder਍ഀ Magazine, Blogger.com, Twitter, Marquee Music਍ഀ Magazine, Bands' Websites਍ഀ Networking Email Blasts and Newsletters: Highline਍ഀ Sports & Entertainment, Marquee Magazine, Denver਍ഀ Magazine, SOS Outreach, Clear Channel Denver Radio,਍ഀ Colorado Info, The Fray Newsletter, Meese Newsletter,਍ഀ Vail PM਍ഀ ®SKINET਍ഀ .r ' ':f 505਍ഀ 0 OUTREACH It'll਍ഀ 14myspace਍ഀ ARKETING: National, Front Range & Local Print਍ഀ National:਍ഀ • SKI Magazine਍ഀ • 2 Full-color, Full Page Ads਍ഀ Front Range:਍ഀ • Denver Post਍ഀ • Rocky Mountain News਍ഀ • Boulder Weekly਍ഀ • Westword - The Edge਍ഀ Local/Mountain Regions:਍ഀ • Vail Daily਍ഀ • Summit Daily਍ഀ • Aspen Times਍ഀ • Glenwood Post਍ഀ ® .4਍ഀ Sul਍ഀ 4਍ഀ MARKETING: National, Front Range & Local Print਍ഀ RKETING਍ഀ Radio਍ഀ Vail Daily਍ഀ Schedule Ads਍ഀ ,yT਍ഀ Full Page Ads਍ഀ Full Color Front Range਍ഀ Newspaper Ads਍ഀ Front Range Ad Placements:਍ഀ • KTCL-FM Denver Alternative Spins਍ഀ • KBCO-FM Denver Hot AC Spins਍ഀ • KKPL-Ft. Collins Alternative਍ഀ • KALC-FM Denver Hot AC Spins਍ഀ • KKMG-FM Colorado Springs Top 40 Spins਍ഀ KIMN-FM Denver Hot AC Spins਍ഀ Mountain Range Ad Placements:਍ഀ - ~~~yyy਍ഀ • KZYR The ZephyrNail਍ഀ s • KFMU/Steamboat Springs਍ഀ KSMT/Breckenridge਍ഀ • KSPN/Aspen਍ഀ • KYSL/Breckenridge਍ഀ 5਍ഀ Full page, 4-color Vail Daily਍ഀ SKI Magazine Ads Full Page Ads਍ഀ A w਍ഀ i1v ~Vl਍ഀ MARKETING਍ഀ - Front Range Locations: Auraria Pkwy SS਍ഀ 500 ft E/O 1-25; 1-70 NS 0.7 mi E/O Dumont਍ഀ Exit਍ഀ COLLATERAL਍ഀ Billboards਍ഀ Front Range Placements:਍ഀ Snow Jam਍ഀ 1~~ A~4 A਍ഀ All the Love਍ഀ Sweepstakes Cards਍ഀ Slide at the Fillmore, Denver਍ഀ 6਍ഀ Vail Snow Daze Posters਍ഀ N DISPLAY਍ഀ ...,,j„ pillow Banner Signage਍ഀ the Mountaln਍ഀ sponsors on਍ഀ ENT MERCHANDISE਍ഀ ROMOTIONAL਍ഀ Radio਍ഀ Vail Snow Daze T-shirts and Scarves਍ഀ Concert Ticket Giveaways: 300 Total Tickets with on-air਍ഀ Vail Snow Daze Promotions਍ഀ Front Range Stations:਍ഀ • KTCL-FM Denver Alternative Spins਍ഀ • KBCO-FM Denver Hot AC Spins਍ഀ • KKPL-Ft. Collins Alternative਍ഀ • KALC-FM Denver Hot AC Spins਍ഀ • KKMG-FM Colorado Springs Top 40 Spins਍ഀ • KIMN-FM Denver Hot AC Spins਍ഀ Mountain Range & Southwest Colorado Stations:਍ഀ • KZYR The Zephyr/Vail਍ഀ • KFMU/Steamboat Springs਍ഀ • KS MT/Brecken ridge਍ഀ • KSPN/Aspen਍ഀ • KYSL/Breckenridge਍ഀ • KSUT/Ignacio-Durango਍ഀ Stickers਍ഀ 8਍ഀ PROMOTIONAL਍ഀ Promotional Emails਍ഀ Concert Ticket Discount Codes:਍ഀ • Vail Resorts - Distributed to Vail and Beaver Creek employees on 12/5਍ഀ • Colorado Pass Club (CPC) - Distributed to CPC members on 12/9਍ഀ • Marquee Magazine - Distributed to newsletter database & uploaded to਍ഀ My Space page on 12/5਍ഀ • South Park Music Festival - Distributed to newsletter database on 12/5਍ഀ • Vail PM - Distributed to Vail PM, Boulder PM & Image Magazine਍ഀ newsletter database on 12/5਍ഀ • University of Colorado-Boulder - Distributed to CU-Boulder Greek email਍ഀ list on 12/6਍ഀ • KTCL Radio - Distributed to KTCL's email list on 12/9਍ഀ Ail%਍ഀ ROMOTIONAL਍ഀ Bar Parties and Giveaway Items਍ഀ The Vail Snow Daze Party Patrol was on-board all਍ഀ week long at apr6s and after-dark parties creating a਍ഀ buzz surrounding the event schedule. Liberty Skis,਍ഀ Smith Goggles, Vail Snow Daze Swag are just a few of਍ഀ the things that lucky Vail visitors and locals walked਍ഀ away with. Word-of-mouth at it's best.਍ഀ Also in full force was the Westword Street Team both in਍ഀ the Front Range and on Saturday at Snow Daze.਍ഀ Helping to spread the word about Vail's All the Love,਍ഀ they reminded guests of the 3-night Colorado Line Up਍ഀ and the All the Love Super Sweeps on Sunday to wrap-਍ഀ up the week long event.਍ഀ With the same goal in mind but a different approach,਍ഀ the Snow Patrol surprised on-mountain guests by਍ഀ giving out unexpected kindness from Vail਍ഀ Snow Daze. Snow Patrol handed out Smith਍ഀ Beanies, Goods from SKI magazine, Volvo਍ഀ Collateral, Snow Daze Swag and more.਍ഀ 9਍ഀ UBLIC RELATIONS SNAPSHOT਍ഀ Highline Sports & Entertainment conducted a comprehensive local,਍ഀ regional and national public relations campaign.਍ഀ A central aspect of Highline Sports & Entertainments Vail Snow Daze਍ഀ public relations campaign was the utilization of online media and਍ഀ social networking. In our fast-paced Internet world, we found it most਍ഀ effective to communicate with our target audience through the use of਍ഀ social utility programs.਍ഀ In addition, Highline utilized traditional media tactics including਍ഀ print, radio and television throughout the duration of the campaign.਍ഀ PUBLIC RELATIONS਍ഀ Press Releases Total of 11 releases distributed locally,਍ഀ regionally and nationally਍ഀ • Big Head Todd & the Monsters Release - 10/21਍ഀ • Dummy Gelunde Release - 10/23਍ഀ • Leftover Salmon Release - 10/31਍ഀ • The Fray Release - 11/19਍ഀ • The Fray FR Newswire Release - 11/21਍ഀ • Snow Jam Rail Jam Release - 12/2਍ഀ • All Concert Media Advisory - 12/5਍ഀ • Event Week Schedule Release - 12/6਍ഀ • Snow Jam Day-of Release - 12/8਍ഀ • Demo Daze and Expo Village Release - 12/9਍ഀ Dummy Gelunde Day-of Release - lZ .1਍ഀ • " .਍ഀ 10਍ഀ tUBLI1 RELATIONS਍ഀ Television Interviews਍ഀ Front Range:਍ഀ • KCNC-TV CH 4 (CBS) Denver with The Fray਍ഀ U਍ഀ • KLISA-TV CH 9 (NBC) Denver with The Fray਍ഀ • KDVR-TV CH 31 (FOX) Denver with The Fray਍ഀ ' Local:਍ഀ ~ • TV 8 with Big Head Todd & the Monsters l r~ .r 4਍ഀ NBC • TV 8 with Leftover Salmon਍ഀ • TV 8 with The Fray਍ഀ • TV 8 with Meese਍ഀ • TV 8 with Dummy Gelunde Competitors (2 Interviews)਍ഀ • TV 8 with Highline Representatives (8 Interviews)਍ഀ • Vail Plum TV with Highline Representatives (6 Interviews)਍ഀ PUBLIC RELATIONS਍ഀ Credentialed Press On-site During Event Week਍ഀ • Denver Post • Westword - The Edge਍ഀ • Colorado Music Buzz਍ഀ • Metromix (NBC 9 News Affiliate)਍ഀ • Denver Magazine਍ഀ • Real Vail਍ഀ • The Mountain Weekly਍ഀ • Vail/Beaver Creek Magazine਍ഀ • Vail Daily਍ഀ • Skiing Magazine਍ഀ • Vail Mountaineer਍ഀ • SKI Magazine਍ഀ • TV 8 - The Official Station of Vail਍ഀ . SkiNet.com਍ഀ and Beaver Creek Resorts਍ഀ • Vail's Plum TV਍ഀ • Japan's Snowboarding Magazine਍ഀ M਍ഀ 11਍ഀ MEMO਍ഀ TO: Commission on Special Events਍ഀ FROM: Sybill Navas, Special Events Coodinator਍ഀ DATE: February 24, 2009਍ഀ RE: Strategic Plan Revision Process: Questions to consider਍ഀ Thoughts on the proposed revision of the mission statement?਍ഀ Do you want to address the sponsorhip vs. seed funding question? If so, how?਍ഀ Should the plan include the proposed development of event categories and develop਍ഀ an evaluation criteria that takes these differences into consideration when making਍ഀ funding decisions?਍ഀ 1. Are these the correct categories?਍ഀ 2. Are there additional characteristics that should be included?਍ഀ 3. Are the examples appropriate?਍ഀ 4. Is the role of the CSE defined appropriately for each category?਍ഀ How and where should the plan include reference to a commitment to encourage਍ഀ "green" event policies?਍ഀ Under the "CSE Will" heading, do you want to include commitments to:਍ഀ 1. Develop a "Special Event Handbook/"਍ഀ 2. Develop an accurate and objective means of measuring economic benefits?਍ഀ 3. Implement surveys?਍ഀ 4. What is missing, if anything?Are there additional organizations or entities਍ഀ that should be added to the list of community partners?਍ഀ Other comments and suggestions?਍ഀ The subcommittee recommends that the "Rating Grid" be re-worked after the਍ഀ priorities have been evaluated as part of the updating process.਍ഀ Town of Vail:਍ഀ Commission on Special Events਍ഀ REVISED Strategic Plan਍ഀ D AAA਍ഀ Last revised: Sunday, February 22, 2009਍ഀ DRAFT਍ഀ Our Values:਍ഀ Integrity-Collaboration-Accountability-Respect਍ഀ Purpose:਍ഀ Proposed: The mission of the Vail Commission on Special Events (CSE) is to਍ഀ support and assess a diverse collection of special events, both large and small,਍ഀ which promote Vail's vitality, sense of community, and increase the quality of the਍ഀ experience for guests and residents year-round.਍ഀ Current: "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. "਍ഀ The purpose of the Commission on Special Events Strategic Plan is to਍ഀ establish guidelines that will assist the CSE in developing and supporting a਍ഀ calendar of events that accomplish the following goals:਍ഀ ➢ Assist in balancing the year round economy਍ഀ ➢ Increase sales and lodging tax revenues in the Town of Vail਍ഀ ➢ Promote a strong sense of community਍ഀ ➢ Appeal to a diversity of interests਍ഀ ➢ Provide a high quality of life for guests and residents਍ഀ ➢ Entice visitors to return, and਍ഀ ➢ Increase the length of their visits਍ഀ This document is meant to be revisited and revised as the community਍ഀ evolves and action steps are completed.਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 2 of 12਍ഀ DRAFT਍ഀ Process:਍ഀ A committee was appointed by the CSE to develop a final draft of the plan.਍ഀ The committed consisted of CSE members Kerry Donovan and Rayla਍ഀ Kundolf, Vail Economic Development Manager Kelli McDonald and CSE਍ഀ Coordinator Sybil[ Navas.਍ഀ The document was reviewed by the following entities:਍ഀ VLMDAC਍ഀ Town Council਍ഀ VEAC਍ഀ VVP਍ഀ VCBA਍ഀ ERC਍ഀ VRD਍ഀ Lionshead Merchants Association਍ഀ Vail Mountain Marketing਍ഀ Meadow Drive Partnership਍ഀ Vail Valley Foundation਍ഀ OTHERS?਍ഀ Adopted on (date) By the Vail Commission on Special Events਍ഀ Commission on Special Events Members:਍ഀ Dave Chapin, Chairman਍ഀ Robert McKown, Vice-Chairman਍ഀ Bobby Bank਍ഀ Kerry Donovan਍ഀ Meggen Kirkham਍ഀ Rayla Kundolf਍ഀ Heather Trub਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 3 of 12਍ഀ DRAFT਍ഀ Background:਍ഀ 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਍ഀ Strategic Fundamentals:਍ഀ The CSE will encourage and recruit independent event organizers to਍ഀ produce events in Vail by acting in a sponsorship role to provide seed਍ഀ funding for the development of new events and sponsorship dollars for on-਍ഀ going events.਍ഀ A strong portfolio of events already exists, and it continues to be the਍ഀ job of the CSE 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.਍ഀ Additionally, in keeping with the public trust and economic realities,਍ഀ every event investment will be held to a high level of accountability. A post-਍ഀ event recap will be expected from each event receiving public funding and਍ഀ will be publicly reviewed by the CSE.਍ഀ 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?਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 4 of 12਍ഀ DRAFT਍ഀ • Do these events contribute to a strong sense of community and better਍ഀ quality of life?਍ഀ 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.਍ഀ Categories of Special Events:਍ഀ Special Events are as diverse as the people who they attract. Different types਍ഀ of events contribute to the community in different ways, and the CSE must਍ഀ remain cognizant that all special events do not serve the same purpose in਍ഀ the community. While recognizing that some events will "overlap", in order਍ഀ to facilitate the comparison of the contributions that various events bring to਍ഀ the community the CSE has developed the following categories of Special਍ഀ Events:਍ഀ manic Events:਍ഀ 1. Take place over a period of several days, or even weeks਍ഀ 2. Attract destination visitors from outside the region, and provide਍ഀ strong stimulus for the lodging, restaurant and retail community.਍ഀ 3. Nationally or internationally recognized competitions or cultural਍ഀ events that contribute to Vail's image as a world-class destination.਍ഀ 4. Leverage community contributions with major sponsorships.਍ഀ 5. Require a large number of volunteers and significant community਍ഀ support.਍ഀ Examples: World Alpine Ski Championships, TEVA Mountain Games,਍ഀ BRAVO! Vail Valley Music Festival, Vail International Dance Festival, Jazz਍ഀ Festival਍ഀ Role of the CSE: Review, evaluate economic impacts and potential,਍ഀ facilitate and recommend਍ഀ Partici an tort' Events:਍ഀ 1. Attract destination guests and put "heads in beds" for the duration਍ഀ of the event਍ഀ 2. Provide benefit to the lodging and restaurant community.਍ഀ 3. Turnkey: the Town's role is that of a host site.਍ഀ 4. Capitalize on infrastructure that might otherwise be under-utilized.਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 5 of 12਍ഀ DRAFT਍ഀ Examples: Kick-It 3vs3 Soccer, Vail Lacrosse Shootout, Vail Challenge਍ഀ Cup Soccer, Vail-Eagle Hockey Tournament਍ഀ Role of the CSE: Partner with the community, recruit, evaluate economic਍ഀ impacts and potential, provide sponsorship and/or site fees where਍ഀ necessary, facilitate, review਍ഀ Amhient Events:਍ഀ 1. Provide entertainment, activities and street vitality for guests who਍ഀ are already here, or who might come into town for an afternoon or਍ഀ an evening.਍ഀ 2. Attract visitors from within the region or the Front Range.਍ഀ 3. Help to keep people in town for longer than they might otherwise਍ഀ stay.਍ഀ 4. Contribute to Vail's image as a place where there is always਍ഀ something fun to do.਍ഀ Examples: Vail Jazz Festival, Summer Street Entertainment, Gourmet on਍ഀ Gore, BBQ Bonanza, Oktoberfest, Vail Farmers' Market, Lionshead Friday਍ഀ Afternoon Club, Vail Arts Festival਍ഀ Role of the CSE: Communicate and partner with the business਍ഀ community, develop concepts, encourage sponsorship development,਍ഀ provide funding where necessary, evaluate economic contributions,਍ഀ review਍ഀ Community Events:਍ഀ 1. Create a venue to celebrate major holidays and important਍ഀ community events, and to preserve the heritage and traditions of਍ഀ our community.਍ഀ 2. Provide for a better quality of life for residents: i.e. make people਍ഀ happy਍ഀ 3. Bring "neighbors" (Summit County, down-valley) into town਍ഀ 4. Do not have a strong ability to attract major sponsors and/or do not਍ഀ provide opportunity for additional revenue sources to the event਍ഀ producer or measurable economic contributions to the Town of Vail.਍ഀ Examples: America Days, Holidays in Vail, Trick-or-Treat Trot, Lionshead਍ഀ Easter Egg Hunt਍ഀ Role of the CSE: Facilitate, work with community organizations, contract਍ഀ for event production where necessary, evaluate and review਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 6 of 12਍ഀ DRAFT਍ഀ Givens: The Commission on Special Events (CSE) strategy assumes਍ഀ several givens:਍ഀ Special events contribute to visitor satisfaction, sense of community਍ഀ and increased spending.਍ഀ Cooperation and communication with other community organizations,਍ഀ including, but not limited to, the Vail Local Marketing District Advisory਍ഀ Council (VLMDAC), the Vail economic Advisory Council (VEAC), The਍ഀ Vail Valley Partnership (VVP), the Vail Chamber and Business਍ഀ Association (VCBA) and Vail Mountain Marketing are essential to the਍ഀ success of CSE's program.਍ഀ Events that receive support from the CSE must be of a quality਍ഀ commensurate with Vail's image as a world-class resort.਍ഀ The use of measurable criteria in event selection, funding and਍ഀ evaluation is critical to ensuring progress.਍ഀ A single point of contact is required to support special event਍ഀ producers.਍ഀ The CSE is part of the Town of Vail's Economic Development Department਍ഀ 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.਍ഀ 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 percentage of these increased revenues਍ഀ should be used not only to help underwrite the costs of administration, but਍ഀ also for research, evaluation and further event development or recruitment.਍ഀ The CSE will: (Add action steps to accompany਍ഀ these cpalsl਍ഀ Provide a balanced, year round calendar of events appealing to਍ഀ residents and guests of diverse interests.਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 7 of 12਍ഀ DRAFT਍ഀ o Attract and develop events that will enhance and contribute to਍ഀ Vail's world-class reputation.਍ഀ o Attract visitors by dedicating resources to recruit and develop਍ഀ new events.਍ഀ o Attract and support participant events for visitors and locals.਍ഀ o 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.਍ഀ o 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.਍ഀ o Actively solicit entrepreneurial street entertainment.਍ഀ o Encourage producers of major events to develop sponsorships਍ഀ and to reduce over time their reliance on Town of Vail funding਍ഀ and the percentage of the event budget that is funded with਍ഀ public dollars.਍ഀ Follow objective event selection, funding and evaluation criteria.਍ഀ o Develop critical success measurements: In coordination with the਍ഀ VLMD and appropriate research vendors, tools will be developed਍ഀ to regularly measure the following criteria:਍ഀ o Economic indicators਍ഀ • Increased sales tax collections਍ഀ • Increased lodging tax collections਍ഀ • Improved occupancy rates਍ഀ • Impact from direct event spending਍ഀ • Quantifiable marketing benefits਍ഀ o Contributions to sense of community:਍ഀ o Does the event improve the quality experience for਍ഀ guests and residents?਍ഀ o Does it pull down-valley residents into Vail?਍ഀ o Does it make people happy?਍ഀ o 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.਍ഀ Working Document: Vail CSE Strategic Plan Revise& 2122109 Page 8 of 12਍ഀ DRAFT਍ഀ o Communicate with the local business community, the VCBA, and਍ഀ the VVP and the VRD to insure that the events funded by the਍ഀ CSE have a positive impact on the local economy.਍ഀ • Ensure that event investments are closely coordinated with the਍ഀ economic needs of the community as recommended by the VEAC and਍ഀ with the broader marketing objectives identified by the VLMD.਍ഀ o Maintain biannual meetings with the VLMDAC and continue to਍ഀ work cooperatively to align the special event and marketing਍ഀ programs.਍ഀ • Demonstrate to the Town 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.਍ഀ • 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.਍ഀ • 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), the Vail Recreation District (VRD),਍ഀ Vail Mountain Marketing and the CSE.਍ഀ • 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.਍ഀ ➢ Maintain a "single point of contact" for Special events.਍ഀ Working Document: Vail CSE Strategic Plan Revised 2122109 Page 9 of 12਍ഀ DRAFT਍ഀ Roles of Other Community Partners and਍ഀ Organizations:਍ഀ Event Review Committee: (ERC)਍ഀ Vail Chamber and Business Association: (VCBA),਍ഀ • Communicate opportunities to participate in events਍ഀ • Produce events that will directly benefit their members਍ഀ • Share information with the CSE as to what types of events are of the਍ഀ greatest benefit to the business community਍ഀ Vail Economic Advisory Council: (VEAC)਍ഀ • Provide an economic lens to Town of Vail issues਍ഀ Vail Local Marketinq District Advisory Council: (VLMDAC):਍ഀ 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.਍ഀ • Insure that the Calendar of Events is maintained on the website਍ഀ Vail Mountain Marketinq:਍ഀ Vail Recreation District: (VRDl਍ഀ Vail Valley Foundation: (VVFj਍ഀ Working Document: Vail CSE Strategic Plan Revised.' 2122109 Page 10 of 12਍ഀ DRAFT਍ഀ Vail Valley Partnership: (VVPI਍ഀ Communicate the needs of the business community਍ഀ Provide lodging data that can help to measure the success of particular਍ഀ events਍ഀ • Recruit participant events਍ഀ Working Document: Vail CSE Strategic Plan Revised: 2122109 Page 11 of 12਍ഀ Criteria to be re-worked after priorities are developed.਍ഀ 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਍ഀ Benefit local restaurants਍ഀ Increase room nights਍ഀ Stimulate Retail Sales਍ഀ Improve the sense of community਍ഀ 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:਍ഀ Does the event have the potential to:਍ഀ VAIL CHRISTMAS FESTVIAL EVENT SCHEDULE਍ഀ Every Day਍ഀ • Recorded holiday music played throughout the villages 10:00 AM- 9:00 PM਍ഀ • Holiday lights strung between buildings on Bridge Street਍ഀ • Advertised Apres Ski specials਍ഀ • Dine-a-Round specials਍ഀ • Low cost entertainment to encourage guests to linger in town਍ഀ Every Weekend Thanksgiving-Christmas਍ഀ • German Style Christmas market (alternate between LH & VV)਍ഀ • Noon Santa parade (Santa, reindeer, locals)਍ഀ • Kids Christmas Arts & Crafts tent਍ഀ • Gingerbread house decorating workshop਍ഀ Friday Nov 28਍ഀ • Judging Christmas window decorating contest, retail, lodging, restaurant਍ഀ • Christmas cocktail judging਍ഀ Saturday Nov 29:਍ഀ • 6:30 PM Official Lighting of the Trees. All trees in Vail Village and Lionshead will be਍ഀ coordinated to light at the same time. Santa with carolers will lead a parade between LH਍ഀ & VV as the parade passes.... window decorations are illuminated. Fireworks.਍ഀ • Holiday wreath sale at the Colorado Ski Museum਍ഀ Saturday Dec 6਍ഀ • VV 5:30 PM Christmas Pet Parade throughout Vail Village. Dogs and their humans dress਍ഀ for the occasion. Sponsored by Rocky Mountain Berner Club and Eagle County Humane਍ഀ Society.਍ഀ Sunday Dec 7:਍ഀ • VV 1:30 PM Santa Family Fun Run. Run/trot/walk course around Vail Village.਍ഀ Wednesdays (Alternate between LH & VV)਍ഀ • LH 4:30 PM- 6:30 PM Family event (Snowman building, cookie decorating)਍ഀ • Santa visit and carolers.਍ഀ • Ice Skating਍ഀ Thursdays (Alternate between LH & VV)਍ഀ • Low cost family entertainment Local musicians਍ഀ • Fireworks਍ഀ