HomeMy WebLinkAbout2009-07-10 Support Documentation CSE Special Meeting Town of Vail: Commission on Special Events
Special Meeting
Vail Town Council Chambers
Friday, July 10, 2009 @ 9:00 a.m.
AGENDA
➢ Develop a policy recommendation on the subject of funding allocations to special events
that are proposed to be held in partnership with other communities. (45 minutes) The
Town Council has requested that the CSE propose guidance on this matter in the form of
questions relative to criteria for collaboration with other communities on special events, i.e.:
Under what circumstances is expansion/collaboration in the best interest of the community?
➢ Discussion: (30 minutes) Should the CSE add a clause to the special event funding contracts
that, as a condition of receiving public funds, would bind the promoter from "shopping the
event" within 100 miles of Vail within a specified time frame? Are there any additional
conditions that should be added to the contracts?
➢ Adjournment: 10:15 a.m.
Next CSE Meeting: Wednesday, August 5 @ 8: 30am
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COGMSSM ON SPECUL EVBM
Outline for Discussion
CSE Special Meeting: July 10, 2009
TO: Commission on Special Events
FROM: Sybill Navas, CSE Coordinator
DATE: July 10, 2009
RE: Policy recommendation on the subject of allocating funds to special events that
may be proposed to be held in partnership with other communities.
Under what circumstances is expansion /collaboration in the best interest of the
community?
1. Both entities benefit with incremental additional heads in beds resulting in additional
lodging tax sales; food and beverage sales, sales tax generation
2. Both entities benefit with a similar # of expanded activities, events
3. Provides greater opportunity for the event to become an event of national or
international stature
4. The event could not occur within the confines of a single community because of
infrastructure and venue requirements
5. Increased potential to attract sponsorships and media exposure, thereby increasing
the impact of public funding
Is the event a new or existing event?
If existing:
1. Does either community have a significant financial investment in the
development of the event to date? If yes, should the collaboration /expansion
plan be developed to provide accountability for the investment?
2. Does the current site provide adequate opportunity for the event to continue to
grow and be successful?
3. Has the event producer researched all options within the current host
community that are necessary for the event to be profitable and continue to
grow?
Re: Agenda: CSE Special Meeting on Friday, July 10 @ 9:00 a.m.
From: Brian Nolan <brian @vailchophouse.com>
To: Special Events <specialevents @vailgov.com>
CC: Kelly MacDonald <KMcDonald @vailgov.com>
Date: Thursday -July 9, 2009 12:07 PM
in Austin
Consider the fact that if you put a 100 mile deal jn you may skew
things like Antique Festival or even an Octoberfest type thing
Not a big deal just careful of unintended circumstances
Sent from my Whone
Please exscuse any spelling errors.
On Jul 9, 2009, at 12:17 PM, "Special Events"
<specialevents @vailgov.com> wrote:
> Greetings All —
> Please see the attached agenda for tomorrow's special meeting of the
> CSE.
> Sybill
>
>
• Sybill Navas
• Coordinator, Commission on Special Events
• 75 S. Frontage Rd.
• Vail, CO 81657
• P: 970 477 0230 F: 970 476 -7141
• <09.07.10 Special Meeting.doc>
FW: Agenda: CSE Special Meeting on Friday, July 10 @ 9:00 a.m.
From: Chris Romer <cromer @visitvailvalley.com>
To: Kelli McDonald <kmcdonald @vailgov.corn>, <specialevents @vaiigov.com>
CC: Jessica Stevens <jstevens @visitvailvalley.com>
Date: Thursday -July 9, 2009 1:02 PM
Kelll & Sybil,
I'll be out tomorrow but wanted to share some initial thoughts on the CSE special meeting. Jessica Stevens will be
attending the meeting on behalf of the Partnership.
As you know, the Vail Valley Partnership (specifically our group sales team) has been charged with pursuing
Participatory Sports events and tournaments to the Town of Vail. In the short time we've been pursuing this
market, we've had some good success stories and some groups who have committed to Vail or who are close to
making a commitment (specifically USA Judo, USSSA Softball, Xtreme Cheerieading, US Lacrosse, Triple Crown
softball, Rocky Mountain Nationals Wrestling, Irish Hurling, etc). While not all these groups will require CSE
funding, it is possible that some /many of them will. Limiting funding from the CSE to groups that host their
events ONLY in Vail will likely severely limit our future group Success in the participatory market.
In addition, I am concerned that the following events which receive CSE funding and host events outside Town of
Vail limits will no longer be eligible for CSE funding and could be severely impacted: Teva Mountain Games, Kick -it
30, Vail Lacrosse Shootout, Vail Valley Challenge Cup, etc.
On behalf of our participatory group sales efforts as outlined by the Vail Local Marketing District, the Partnership is
very much against any clause which limits event promoters from growing their programs outside TOV limits. We
encourage the CSE to be inclusive and to set up a policy which encourages event promoters to host their program
in Vail and to grow their programs outside the Town of Vail; we believe that programs which utilize all our
community resources (including the Vail Recreation District, the Western Eagle County Metro Recreation District,
the Eagle County School District, Eagle -Vail Metro District, etc) will benefit Vail more than limiting event planners
to Vail -only facilities as a requirement for CSE funding.
Please let me know any questions.
Thanks,
CR
Chris Romer
Director of Sales & Marketing
Vail Valley Partnership
[D] 970.477.4016 1 [F] 970.476.6008
[M] PO Box 1130, Vail CO 81658 1
[P] 101 Fawcett Rd., Ste. 240, Avon CO 81620 1
Support. Unite. Lead.
VisitVaiiValley.com • VailValleyPartnership.com • VailOnSale.net
RE: Agenda: CSE Special Meeting on Friday, July 10 @ 9:00 a.m.
From: "Jamie Gunion" <jgunion @vailrec.com>
To: "Chris Romer" <cromer @visitvailvalley.com>, "Kelli McDonald" <kmcdonald @vailgov.corn>,
<specialevents @vailgov.com>
CC: "Jessica Stevens" <jstevens @visitvailvalley.com>, "Joel Rabinowitz" <jabinowitz @vailrec.com>
Date: Thursday - July 9, 2009 1:55 PM
I will be at Last DJ in the morning, but will try and make the meeting right after.
However, please note:
I agree with Chris and on behalf of the participatory group efforts, and as a VRD representative, we understand
there is a need for large groups to branch outside of Vail for use of facilities and fields. Being realistic, we do not
have enough fields or facilities to host the majority of large groups that would like to utilize the Vail /Vail Valley
as an event site. As an alternative, and as we bring these groups to the Vail Valley, it is our hope that they lodge
in the Vail area and host their championships on our fields /and or facilities within the Town of Vail. If any
limitation is to be made, that is the extent that we would suggest, but not require. We agree that limiting to Vail
Only will hinder our ability to grow this effort as it relates to participatory sport groups.
Please let me know if you have any questions.
Cheers,
Jamie
I