HomeMy WebLinkAbout2011-10-05 CSE Agenda Revised
Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Wednesday, October 5 @8:30 a.m. REVISED AGENDA: • Administrative Items and Coordinator Report: (10 minutes)
o Approval of the Minutes of the meeting of September 7, 2011 o Financial Report and Contract Status o Upcoming Schedule: Monday, October 17: RFP’s for 2012 CSE Special Event funding
are due. Joint Meeting with the VLMDAC on Thursday, October 20 @8:30 a.m., Antlers Condominiums and Conference Center Proposed Agenda Items: Review Intercept Survey summary Include list
of RFP submittals Strategic Planning for Special Event Opportunities in 2012 Special Event Approval Process Display Banner criteria and design approval Wednesday, November 2: Review
RFP submittals. Antlers Condominiums and Conference Center, 8:30am-5:30pm. Wednesday, November 16: CSE Special Meeting to determine recommended funding allocations: West Vail Fire Station
8:30 am -2pm Tuesday, December 6: Presentation of CSE Funding budget to TOV Council CSE Appointments: Letters of interest will be due by December 13, interviews and appointments will
occur on Tuesday, December 20. The terms of Rayla Kundolf, Jenn Bruno, Bobby Bank and Bob McKown will be expiring, although none of these are term-limited. • Special Event Approval Process:
Review summary and provide comments (30 minutes) • Event Recaps: (70 minutes) Copies of the materials submitted for each event recap can be accessed at www.vailgov.com/weblink8 under
“Agendas and Supporting Documentation.” Name of Event: Presenter/Event Producer: 2012 Dates: Funded by: 2012 Funding Received: *Time allotted: BRAVO! Vail Valley Music Festival Jeanne
Reid, Vail Valley Music Festival June 26-Aug. 3 TOV Council $158,500 15 minutes Vail International Dance Festival Martha Brassel, Vail Valley Foundation July 31-Aug. 13 TOV Council $45,000
15 minutes
Name of Event: Presenter/Event Producer: 2012 Dates: Funded by: 2012 Funding Received: *Time allotted: Hot Summer Nights Jen Mason, Vail Valley Foundation Tuesdays, Jun. 14-Aug. 23 TOV
Council $24,525 cash $2,800 inkind 15 minutes Vail Jazz Festival Howard Stone and Robin Litt, Vail Jazz Foundation June 26-Sept. 5 TOV Council $50,600 15 minutes The America Cup, International
Fly Fishing Tournament John Knight, The America Cup Fly Fishing Tournament, LLC September 15-18 CSE $5,000 10 minutes RMUSSSA Softball Tournament Vail Valley Softball Club: Bobby Ladd
was unable to present due of a conflicting commitment June 4-5, September 3-5 CSE $7,000 None King of the Mtn. Volleyball Tournament King of the Mountain Volleyball: Leon Fell was able
to present due to a conflicting commitment. June 17-19 CSE $4,000 None *Time allotted includes 5 minutes for Q & A. Presentations will be limited to 10 minutes for events that received
more than $20,000, and 5 minutes for events that received less than $20,000. ACTION REQUIRED: Vote to approve or not approve the recaps presented, and authorize the final funding allocations
as appropriate. • Strategic Planning for Special Event Opportunities in 2012: Review the materials provided in the packet and recommend changes in preparation for the joint meeting with
the VLMDAC on October 20, 2011. (30 minutes) • Changes to the Banner Display Site Criteria: Provide feedback on the following proposed revisions to the Banner Display Site criteria.
(10 minutes) o Revise reservation criteria from “first-come, first serve” to a system which will prioritize reservation requests in the following order: 1. “Signature” events, as designated
by the VLMDAC 2. Any event receiving public funding from either the CSE, Town Council, VLMD, or any other Town of Vail department or board. 3. Other events and activities All banner
sites are exclusively reserved for public events that occur within the Town of Vail and/or on Vail Mountain.
o Prior to approval of a banner display request, banner designs will be reviewed by a committee designated by the VLMDAC for compatibility with the “Vail Brand” and correct use of the
Town of Vail logo. • Matters from CSE Members Not Currently on the Agenda (10 minutes) • New Business: (5 minutes) • Adjournment: 11:15 a.m. Upcoming Meetings: Thursday, October 20 @8:30
a.m. Antlers Condominiums and Conference Center Joint Meeting with the VLMDAC Wednesday, November 2, 2011 @8:30 a.m. – 5:00 p.m. Antlers @Vail Conference Center All Day Meeting to Review
RFP’s for 2012 Events Wednesday, November 16 @8:30 a.m. – 2:00 p.m. West Vail Fire Station Special CSE Meeting to determine 2012 Event Funding Allocations