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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