HomeMy WebLinkAbout2012-06-06 CSE Minutes DRAFTCSE/Meeting Minutes June 6, 2012 Page 1 of 5
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town Council Chambers
__________________Wednesday, June 6 , 2012 @ 8:3 0 a.m.______________
CSE Members Present: Jenn Bruno, Chairman
Cali Adkisson
Bobby Bank
Joyce Gedelman -Viers
Barry Davis
Rayla Kundolf
Sonny Kerstiens
TOV Staff Present: Sybil l Navas, CSE Coordinator
Kelli McDonald, TOV Economic Development Director
Tammy Nagel, CSE Secretary
Lorelei Donaldson, Vail Town Clerk
Mike Griffin, TOV IT Depar tment
Others Present: Margaret Rogers, Vail Town Council Member
Jeff Brausch and Missy Johnson , Highline Sports and
Entertainment (HSE)
Angela Mueller, Taste of Vail (ToV )
Kristie Buse, Vail Mountain Marketing
Matt Morgan, Vail Restaurant Community
Michael Staughton, Vail Restaurant Community
Tony Landon, Human Movement Management
Rhonda Jackson and Carrie Goodman , Vail Soul
Brian Hall, LionsHead Saturday Family Fun Club (LSFFC)
Lori As mussen, Eagle Valley Events
Chris Romer and Jessica Stevens, Va il Valley Partnership (VVP)
Shannon Foley, Colorado Rocks!
Amy Phillips, Vail Valley Music Festival
Lia na Moore, Vail Symposium
Ja n et Mueller El -Bita r , Vail Valley Soccer Club
Randy Wyrick, Vail Daily
Bob McKown , Vail Restaurant Community
Sarah Langs ton, Vail Restaurant Month
______________________________________________________________________
CSE Chair, Jenn Bruno, cal led the meeting to order at 8:35 a.m.
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Administrative Items:
• Town Clerk, Lorelei Donaldson, swore in newly appointed CSE member, Barry Davis,
who will serve through December 31, 2012, filling out the unexpired term of Amanda
Jensen.
• Approval of the Minutes of the meeting of the CSE meeting held March 7 , 2012 .
Motion to approve the Minutes of the meeting of May 2 , 2012 , as prese nted.
M/S/P: Kundolf /Adkisson /Unanimous .
• Financial Report and Contract Status : CSE members reviewed the status of financial
report and contract status and no issues were raised.
• Vail Film Festival: Navas informed the CSE members the final check has been issued
and Sean and Scott Cross will be attending the August 1 meeting to present their recap
in person.
• Update on Permit Revisions and On -line Calendar: Navas stated Greg Schwartz has
almost finished the permit revisions and will be meeting with the IT dept. Navas is
hopeful the new online permit process will be up and running mid July. Navas stated the
event calendar is an ongoing conversation but feels there has been good progress.
Brandmeyer thanked the IT dept. for all their efforts.
• Update on AC E status: Navas stated that this item was not placed on the agenda, as
there are a number of unresolved issues and the outcome of the survey is as yet
unknown. Should the Council approve moving ahead with a ballot issue after the survey
results are present ed on June 19, then the ACE structure will be discussed at the joint
meeting of the VLMD and CSE on June 21.
• Discussion topics for Joint Meeting with the VLMDAC on June 21:
o ACE: depending on survey results and the Town Council’s June 19 th decision
as to whether or not to move forward with the ballot issue.
o Vail Restaurant Community Feedback
o Strategic alignment moving into the 2013 funding allocation process
EVENT RECAPS *:
• Taste of Vail: Angela Mueller, with Taste of Vail, provided the CSE members w ith a
brief recap of the Taste of Vail Lamb Cook O ff. Mueller stated over 80 00 people came to the
event and that ticket sales at the event were up $2 -$3K over last year. She explained that the
event had gone “all compostable” with their serving ware, bu t a couple of restaurants still
brought in their own “plastics.” The intent for next year is to have a logo’ d wine glass designed
and made from glass or heavy plastic that attendees could carry with them throughout the
event, and which could become a coll ector’s item. Mueller also stated that they had benefited
from excellent PR, with the help of Kristin Yantis and the VLMD, and from the development of
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a new logo, which T he Taste of Vail partnered with sev eral hotels throughout the town,
including The Marr iott, Vail Cascade, Sonnenalp, Sebastian, Vail Mountain Lodge, Vail
International, Lifthouse, Holiday Inn and the Four Seasons. The estimated revenue generated
for this event was $654,451. Estimated spending by overnight visitors staying in paid lodging
who came to town for this event was $257,757. Bruno requested a copy of the intercept
survey. Mueller said she would email that information to the CSE members.
Davis, stating that the weather can be very unpredictable, asked if there was an emergency
plan in place for the Mountain Top Picnic. Mueller stated that given the lack of snow this
winter , and the extremely windy conditions on that day, the Mountain Top Picnic was not as
successful as in past years. Mueller said that transporting the product up t he ski mountain with
snow cats and then the set ting up for the party, makes it difficult to move the Mountain Top
Picnic to another location on short notice , but they will have a back up plan if the situation ever
occurs again.
Kundolf thought the event was great but felt that she was hounded by several young “chefs”
asking people to vote for them and she suggested a s mall chef contest for next year, separate
from the restaurant competition. Kundolf also stated there was not enough water. Mueller
said t here was 20% more water than last year and will make note for more water next year.
• Spring Back to Vail: Jeff Brausch, Highline Sports and Entertainment, presented a
recap of Spring Back to Vail , and stated that it has become one of the main reasons fo r
choosing Vail in the spring Brausch stated sponsorship was strong with Bud Light, Cadillac,
SoBe Lifewater, Sprint, Town of Vail, Skiing Magazine, Helly Hansen, Maui Jim and
MATADOR Beef Jerky, to name a few. The estimated attendance/visitors in Vail during Spring
Back to Vail were 50,000+, with research showing the out of state attendance growing
dra matically from 37% in 2011 to 69% this year. With a total event budget of over $700,000,
the $34,000 contribution from the CSE reflected only about 5% of the budget. The range of
well -known A -list as well as emerging artists reached a variety of concert goers and provided
great energy throughout the town. He concluded by stating that in a low snow year like this
one, these marquis events are proven traffic drivers. All CSE members thought the event was
a big success.
Lionshead Saturday Family Fun Club: Brian Hall, Blue Creek Productions, provided the
CSE members with an update on Lion shead Saturday Family Fun Club, informing them that
the event is being moved up to the main plaza in Lionshead rathe r then being in Arrabell e due
to the large number of weddings that conflict with the timing of the event. He added that he will
be working with the Vail Arts Festival throughout the weekend to provide all of th eir kids’
activities.
Community Survey Overview: Kelli McDonald reviewed the 300 page Community Survey
which was provided to th e CSE members in their packet, and directed the CSE to the “Events”
section , where the comments were strongly supportive of th e events in quality, quantity and
variety. She noted that “event parking” received the lowest satisfaction rate, and that the
council had asked that the event producers make an effort to help communicate in their
marketing the availability of the Special Event Express buses. McDonald also noted that the
three top ranked events were the Bravo! Music Festival, Teva Mountain Games and Vail
America Days, which indicated the community embraces a variety of events and activities and
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that providing a diverse cal endar is important. She closed by stating that most of the
community is “satisfied” with the services they receive for the level of taxes they pay, and that
there is little appetite shown for an increase.
Review Responses to the RFP for 2012 Late Year Fun ding: After interviewing the
representatives of most of the events requesting funding and sharing their thoughts on the
potential benefits of each application, the CSE members determined the following allocations:
2012 Tour of Vail and USA CRITS Cycling:
Motion to allocate $15,000.00 towards this event.
M/S/P: Kundolf/Bank/Unanimous
Per the application, the funding will go towards adding a Time Trial on the Friday before the
event, which will be held on the on the historic Vail Pass route.
2012 Season of Song:
Motion to allocate $10,000.00 towards this event.
M/S/P: Kundolf/Davis/Unanimous
This conference of song writers and their “artists”, scheduled for September 20 -23, which will
bring thousands of renowned musicians to Vail in a musical celebratio n that will include
evening concerts in multiple venues that will be open to the general public.
2012 US Ski Team Event:
Motion to allocate $10,000.00 towards this event.
M/S/P: Kundolf/Adkisson/Unanimous
The funding for this event will support a “Commu nity Race” on Golden Peak, and will provide
participants an opportunity to benefit from interactio ns with the US Ski Team members. Free
rides, introducing the new Gondola 1 will be part of the exciting kick -off to the ski season.
2012 Living at Your Peak :
Motion to allocate $1 0 ,000.00 towards this event.
M/S/P: Kundolf/Adkisson /Unanimous
This funding is specifically designated to support a free headliner concert opening for the event
which will be held in an outdoor format, either the Gerald R. Ford Amph itheater or in one of the
traditional Vail Village concert venues.
2012 Vail Rocks !:
Motion to allocate $25,000.00 towards this event.
M/S/P: Kundolf/Davis/Unanimous
This level of funding puts the Town of Vail in the role of co -title sponsor and guarant ees the
name change from “Colorado Rocks!” to “Vail Rocks!” thereby solidifying Vail as “America’s
Mountain,” in the company of “Everest Ro cks!” and “Kilimanjaro Rocks!” The Love Hope
Strength Foundation’s series of events in association with the School of Rock link rock ‘n r oll
concerts , musicians and participants with saving lives through registering potential bone
marrow transplant donors and “saving lives, one concert at a time.”
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Updates on upcoming Special Events :
America Days: Tony Landon, Human M ovement Management, provided an update on
the July 4 th America Days. Landon reported due to dry mountain conditions , it was decided to
commit to the “close proximity” variety of Fireworks, which leave no combustible residue, but
will provide the opportuni ty for an “up -close ” viewing right in Vail Village. The Fireworks will be
shot from the east end of the V ail Village Parking structure, and provide excellent opportunity
for viewing from Meadow Drive and the center of the village. Solaris Plaza will be tra nsformed
into a Beer Garden/Festival Site with a concert stage will be set up on th e west end of the
plaza featuring music of the 101 st Army Reserve Rock ‘n Roll Band, in full military dress, and a
great line -up that will include several other Colorado ban ds throughout the afternoon, leading
up to the fireworks display at dusk, which will be accompanied with music.
Vail Soul Music Festival: Rhonda Jackson and Carrie Goodman , Legacy
Entertainment, said the web page and social media are up and going. They are excited to
announce sponsorship support from McDonald’s, Verizon and All State Insurance, adding that
they are still hoping to secure an automobile and a “spirits’ sponsor. The marketing and PR are
also going strong with the postcards being out. Goodma n stated that she is aware of the need
to develop local awareness and support for the festival and is beginning efforts through the
local media. Goodman encouraged the CSE members to go to Facebook and “like” what they
see. She emphasized that the focus is on continuing to develop the festival as a destination
event and build o n a clientele that have not historically been Vail visitors and that those that
have come the last couple of years have become committed repeat guests.
Matters from CSE Not Current ly on the Agenda :
Gedelman -Viers asked for an update on ba nners displayed on lamp -posts. McDonald
s tate d that the VLMDAC is currently looking at that request.
New Business:
None
Adjournment:
Motion to Adjourn @ 1 1 :45 a .m.
M/S/P: Kundolf / Adkisso n /Unanimous
*The final recaps from Spring Back to Vail and the Taste of Vail were approved by email vote.
Voting in favor were Davis, Gedelman -Viers, Bank and Kerstiens. No votes were received from
Bruno, Adkisson or Kundolf. The vote passed 4 -0 and the final funding installments will be
released.
Next CSE Meeting:
Wednesday, June 27 , 2012 @ 8:30 a.m.
Vail Town Council Chambers