HomeMy WebLinkAboutUnapproved 2011-10-05 CSE MinutesCSE/Meeting Minutes October 5, 2011 Page 1 of 8
MINUTES:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
__________________Wednesday, October 5, 2011 @ 8:30 a.m.______________
CSE Members Present: Jenn Bruno, Chairman
Bob McKown
Cali Adkisson
Bobby Bank: *arrived @ 8:40 a.m. **left meeting @ 11:58 a.m.
Rayla Kundolf
Amanda Jensen
Joyce Gedelman-Viers
TOV Staff Present: Sybill Navas, CSE Coordinator
Tammy Nagel, CSE Secretary
Pam Brandmeyer, Assistant Town Manager
Others Present: Jeanne Reid & Meredith Richards, Caitlin Murray, Aaron Cessna and
Amy Phillips, Vail Valley Music Festival
Martha Brassel & Jen Mason, Vail Valley Foundation
Howard Stone & Robin Litt, Vail Jazz Foundation
John Knight & Jodi Knight, The America Cup International Fly
Fishing Tournament, LLC
Jaime Gunion, Vail Recreation District
Laurie Mullen, VLMDAC, West Vail Liquor
______________________________________________________________________
CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m.
Administrative Items:
Motion to approve the Minutes of the CSE regular monthly meeting of September 7,
2011, as presented.
M/S/P: Kundolf /McKown/Unanimous*
Financial Report and Contract Status: CSE members reviewed the status of financial
report and contract status and no issues were raised.
The upcoming schedule was reviewed:
• October 20th at Antlers Condominiums Conference Center 8:30 a.m.: CSE Joint
Meeting with the VLMDAC.
CSE/Meeting Minutes October 5, 2011 Page 2 of 8
Navas will prepare a detailed spreadsheet of the RFPs with information on past
attendance, monies received and percentage of budget requested and percentage
of sponsorships.
• Wednesday November 2nd at Antlers Condominiums and Conference Center 8:30
am-5:30 pm: Review RFP submittals;
Navas spoke to CSE members regarding the Event Review Committee’s (ERC)
concerns on the challenges that the town has with certain events such as trash
pick up, fire code regulations, sales tax collections, etc.
Navas will add the CSE members to the ERC meeting email distribution list. This
will inform members of the meeting date and also provide an agenda of the events
that will be discussed.
Bruno would like ERC to look at the RFPs prior to the November 16th meeting and
inform the CSE members of problems or suggestions that should be addressed
with the event producers during the RFP process.
Gedelman-Viers would like to have the ERC’s comments prior to the event recap
so the CSE members can questions the event producers at that time.
Navas was hopeful Gedelman-Viers request would be possible for next year.
Navas will prepare a CD or thumb drive with all RFP information for the members
to review prior to meeting.
• Wednesday, November 16th at the West Vail Fire Station 8:30 am-2:00 pm: CSE
Special Meeting to determine recommended funding allocations;
Navas reminded members this was an open meeting, but there would be no public
input.
• Tuesday, December 6th: Presentation of CSE Budget to Town Council;
Navas gave a brief recap of the October 4th Town Council meeting. The CSE will
need to prepare reasons why some events received no funding. Navas will
prepare a pie chart illustrating the funding for all events.
• Tuesday, December 13th: CSE Appointment letters of interest due to Town Clerk;
The terms of CSE members: Rayla Kundolf, Jenn Bruno, Bobby Bank and Bob
McKown will be expiring although none of these are term-limited.
• Tuesday, December 20th: interviews and appointments conducted by Town
Council.
CSE/Meeting Minutes October 5, 2011 Page 3 of 8
Special Event Approval Process:
CSE members reviewed the guidelines for event recruitment
and the permit and approval process outline that was provided in their packets and no issues
were raised.
Recaps of Events*:
BRAVO! Vail Valley Music Festival:
Jeanne Reid, representing Vail Valley Music Festival, presented a short recap of the six-
week season which featured 19 major concerts at the Gerald Ford Amphitheater and a total of
80 performances consisting of orchestra, chamber and pops music from June 25th through
August 3rd and attracted over 60,000 attendees, resulting in over $7.5M in incremental
spending.
Concert attendees were directed to book lodging through the festival ticketing agents on the
phone and from the BRAVO! web site. The 15,000 printed ticket brochures directed customers
to partner lodges and the Web links directly took attendees to sites to book lodging. The 2011
Festival brought more than 500 performing artists and their families to Vail including three
professional orchestras: The New York Philharmonic, The Philadelphia Orchestra and The
Dallas Symphony Orchestra, all of whom were lodged in Vail hotels. A total of 9 conductors, 15
concerto artists, and 45 orchestral support staff accompany these orchestras, along with
approximately 550 family members and guests who travel with the musicians.
The Festival has demonstrated sustained growth and stability over 24 years at an approximate
annual increase rate of 10%. Over $3 million in donated goods and services testifies to the
importance of the Festival as part of the Vail community. Social media such as Twitter,
Facebook, 4quare, and Tumblr and being actively used to promote the events. Live streaming of
performances is being researched as to feasibility and cost.
Approximately 79 percent of vacationers surveyed reported that Bravo was an important
influence on their decision to visit the Vail Valley; 80 percent said that it would influence their
decision to return. All Festival collateral including ticket brochures, pocket calendars, primers,
posters and program books are printed on recycled paper thus continuing Bravo’s efforts in
creating a “green Vail.”
Bank observed that the Town of Vail was receiving less than half of the direct economic benefit
and asked what the percentage or dollar amount other towns and Eagle County had
contributed?
Meredith did not have that information with her and said that she would provide a break down of
the contributions to Navas.
Kundolf complimented BRAVO! on the concerts and suggested more outreach programs for
kids.
Meredith stated next year BRAVO! will be offering free lawn seating for kids 15 years of age and
younger.
CSE/Meeting Minutes October 5, 2011 Page 4 of 8
Bruno asked if all orchestras were housed in Vail.
Meredith said yes.
Navas mentioned at one of the concerts she attended the kids were wild and made it hard to
hear the music. Navas suggested teaching the kids how to appreciate the music and allow
other attendees to enjoy the concert too.
Vail International Dance Festival:
Martha Brassel, representing Vail Valley Foundation, provided a recap of the 2011 Vail
International Dance Festival. The festival ran from July 26th through August 14th and the diverse
programming provided something for everyone: classical, contemporary, ballroom, street
dancing, etc. Highlights included the debut of the New York City Ballet’s traveling company,
NYC Moves, and the new ‘signature event,” Dance TV, which will be back next year to close the
series. The Saratoga Springs Dance Intensive workshop for pre-professionals will also be back
in and extended format, with a name change to the Vail Valley Dance Intensive. Finally, she
noted how the community came together to celebrate the life of former First Lady, Betty Ford,
and her lifelong love of dance, in a tribute on Saturday, August 6. She added that they intend to
move some of the street events back into Lionshead in 2012, to “spread the energy” and that
they continue to offer free tickets to the amphitheater performances to ages 12 and under.
2011 marketing and media initiatives included local and regional print, email blasts, local and
regional TV and radio plus collateral material such as brochures, program books, posters, etc.
Ticket revenue was up more than 16% over 2010, with attendance at Amphitheater shows alone
at 13,550. Incremental spending generated was more than $1.3M+. This year the event offered
free bike valet services, which was a big hit. Parking and transportation to the amphitheater
were the most problematic issues.
Gedelman-Viers thought it was a great return on the investment.
Bruno thought the festival was more hip and fun this year.
Navas asked if the increase of Special Events bus services helped with the parking issues that
have been so difficult in the past.
Brassel thought this service will become more popular over time and as people get use to
utilizing this service.
Hot Summer Nights:
Jen Mason, Vail Valley Foundation, gave a short recap on Hot Summer Nights, the free
concert series which has been the Tuesday night summer entertainment anchor since 1987.
The 2011 Bud Light Hot Summer Nights series is now in its 5th year of an expanded schedule
that took concerts well into August. Between 3,500 and 4,800 people on average attended
shows in the Gerald Ford Amphitheater; with individual concert attendance mostly dependent on
the weather. The demographics showed 60% of attendees live in Colorado and 45% of those
attendees are living in the Vail Valley. She stated that they are looking to pull some bigger
CSE/Meeting Minutes October 5, 2011 Page 5 of 8
names in talent to attract more people from Summit County. Mason showed the economic
impact of the series is calculated to be approximately $846,000, using 3,800 attendees per
show X 9 shows with 55% staying in Vail pre or post show for dining or other activities at an
average spend of $45 per person. She closed by stating that the new bike valet service was
extremely successful and will be expanded next year, and that the free “special event bus” was
definitely used.
All CSE members thought the concerts were great.
Navas asked that, given Council declining to give a financial contribution to Street Beat (which
the Foundation also produces), could this event be revitalized by taking leads or comments from
Hot Summer Nights?Mason stated Street Beat is a harder sell due to weather. The quality of
talent also figures more heavily in the level of attendance.
Kundolf suggested more shows in Arrabelle or Solaris where there are tall buildings to help
shelter people out of the weather.
Navas suggested that attendance might improve by making Street Beat by scheduling the
spring concerts every week so that people know to expect one to occur every Thursday, and
eliminate the early winter concerts when the weather is colder and there is only one concert
each month.
Jensen would like the Town of Vail mentioned at the top of the list of “thank you”.
Vail Jazz Festival:
Howard Stone and Robin Litt, Vail Jazz Foundation, presented a recap on the Vail Jazz
Festival. There was a significant expansion of the Festival last summer, which is now truly
a summer-long event, June 26 – September 5, 2011. The number of free performances was
increased from 14 to 19 with both the Jazz at Vail Square series on Thursdays and Jazz at
Solaris on Sunday afternoons now occurring throughout July and August. This past summer
Lionshead/Vail Square became firmly established as the place to be on Thursday nights, and for
the first time, went head-to-head against some of the BRAVO! concerts- and both were sold out.
Most of the Lionshead restaurants and shops reported significant increases in foot traffic and
sales volume surrounding the Thursday evenings of Jazz at Vail Square performances.
The preliminary financial results indicate that paid attendance was up over last year in excess of
20% and overall Festival attendance (all performances) increased 20+% to an estimated
audience of 13,500 attendees another record. Sponsorship revenue was significantly increased.
A cross sponsorship relationship with KUVO/KVJZ, the Denver/Vail all jazz radio stations,
allowed for 318 radio spots at substantially reduced cost. The Vail Marriott was the host hotel.
A special “Vail Jazz Party” rate was offered by the Vail Marriott so attendees booking had to
identify themselves as part of the group.
Stone also highlighted the Vail Jazz All Stars program, which has now offered a summer
immersion educational program for 190 young Jazz professionals throughout the years. Citing
CSE/Meeting Minutes October 5, 2011 Page 6 of 8
these young musicians as “the future of jazz,” Stone said there is a reunion planned for all of the
alumnae on January 17th in New York City.
Stone remarked that the surveys taken in-house at the Labor Day Weekend Jazz Party showed
an “excellent” rating of 100%, and cited a comment from one of the surveys, “It can’t get any
better, but please try.”
Gedelman-Viers loves the educational opportunities for the young people and thought the
festival was great.
Jensen asked what the difference was between sponsorships and contributions, and what
percentage was in cash vs. in-kind?
Stone responded that “sponsors” are commercial sponsors and “contributions” are private
contributors. All contributions and sponsorships acknowledged in the budget were cash.
Bruno thought the festival had great energy.
The America Cup International Fly Fishing Tournament:
John Knight and Jodi Knight, The America Cup Fly Fishing Tournament, LLC, gave a
brief recap on the three day fly fishing tournament that was held in Vail September 15-18.
Knight stated that moving the event to Vail was successful as most of the attendees made this
event a major vacation for themselves and family members. The Vail brand assisted with getting
sponsorships and the allure of Vail worked, as more teams attended than ever before, making
this event the largest fly fishing competition in the US. The event was spread out over 5
different fishing venues for all 3 days. Venue locations were excellent and venue owners were
all very pleased. The tournament illustrated what an incredible fishery exists in this part of
Colorado, with a 3 day count of 2,189 trout caught and released in area waters! All attendees
wanted to know the date of next year’s event. He cited a need for additional volunteers as the
only weakness.
Adkisson stated that the sponsor banner seemed somewhat “busy” in its design and since the
Town of Vail is the largest sponsor, the Town of Vail logo should be featured most prominently.
Bank encouraged Knight to use local businesses for event support, including lunches, hardware,
etc.
Kundolf stated that she “loved it!” and remarked that the clientele is an excellent fit for the Vail
businesses.
Bruno asked Knight if the event had potential to grow.
Knight responded the event growth potential is based on the availability of water access and
quality of water. His goal for this event is to grow it into a World Championship event where as
many as 30 teams would be participating rather than 14.
CSE/Meeting Minutes October 5, 2011 Page 7 of 8
RMUSSSA Softball Tournament:
Bobby Ladd, Vail Valley Softball Club, was unable to present due to a conflicting commitment.
Ladd did provide a written recap which was provided to the CSE members in their packets.
Bank expressed concerns the one day tournament does not help the town with overnight stays.
King of the Mountain Volleyball Tournament:
Leon Fell, King of the Mountain Volleyball Tournament, was unable to present due to a
conflicting commitment. Fell did provide a written recap which was provided to the CSE
members in their packets.
Bank stated that these two events should not get the last payments from CSE until Fell and
Ladd presented their recaps in person.
Bank also stated since paperwork is not turned over to the CSE in a timely manner, payments
for the King of the Mountain Volleyball Tournament next year should be made in increments of
25%, 25% & 50% after all documents and recap have been completed.
*All events that presented recaps provided written summaries and budgets which can be
accessed on the Town of Vail’s Laserfiche site at www.vailgov.com/weblink8.
Motion to withhold funds from King of the Mountain Volleyball Tournament until recap is
presented in person.
M/S/P: Bank/Adkisson
McKown opposed, all others in favor, the motion passed 6-1
Motion to withhold funds from the RMUSSSA softball Tournament until recap is
presented in person.
M/S/P: Kundolf/Gedelman-Viers/Unanimous
Motion to accept the BRAVO! Vail Valley Music Festival, Vail International Dance
Festival, Hot Summer Nights, Vail Jazz Festival and The America International Fly
Fishing Tournament recaps as presented.
M/S/P: Bank /Kundolf/Unanimous
Strategic Planning for Special Event Opportunities in 2012:
Navas reviewed the CSE memorandum regarding Strategic Planning for Special Event
Opportunities which was provided to the members in their packets. CSE members reviewed
each of the recommended changes to existing events and targeted dates for potential event
opportunities.
CSE members mostly agreed with the recommended changes to certain existing events, and
offered the following comments:
Gedelman-Viers stated the LH Saturday Afternoon Club name gives the impression it’s a
drinking gathering rather than a family based activities event and suggested the event changes
its name to something more in line with what the event really is.
CSE/Meeting Minutes October 5, 2011 Page 8 of 8
Bank agreed.
Bruno stated there was a consensus with the CSE members that Oktoberfest is not working.
Bank suggested adding a bullet to the memorandum acknowledging some events in Lionshead
will get hit and reassuring the merchants ambient events will continue to be scheduled in
Lionshead whenever they can be viable.
Navas suggested asking the VLMDAC if they would consider taking on some of the funding for
Vail Restaurant Month.
Motion to deny the Labor Day Sunday Rotary Duck Race permit in the future and request
the event be moved to that Labor Day Monday.
M/S/P: Bank/Kundolf/Unanimous
Changes to the Banner Display Site Criteria:
CSE members reviewed the changes to the Banner Display Site Criteria provided in their
packets and no issues were raised.
Matters from CSE Members Not Currently on the Agenda:
None.
New Business:
None.
Motion to Adjourn @ 12:14 p.m.
M/S/P: McKown/Kundolf/Unanimous**
Next Regular CSE Meeting:
Wednesday, November 2, 2011 @ 8:30 a.m. – 5:30 p.m.
Antlers at Vail Conference Center