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Home My WebLink About2. 2012-08-01 CSE Minutes DRAFTCSE/Meeting Minutes August 1, 2012 Page 1 of 4 MINUTES: Town of Vail: Commission on Special Events Meeting Town Council Chambers __________________Wednesday, August 1, 2012 @ 8:30 a.m.______________ CSE Members Present: Jenn Bruno, Chairman Bobby Bank Joyce Gedelman-Viers Barry Davis Rayla Kundolf Sonny Kerstiens Cali Adkisson TOV Staff Present: Sybill Navas, CSE Coordinator Tammy Nagel, CSE Secretary Clare Hefferren, CSE Intern Others Present: Margaret Rogers, Vail Town Council Member Michael Imholf and Scott Bluhm, Vail Valley Foundation Laurie Asmussen, Eagle Valley Events Sean and Scott Cross, Vail Film Festival Leon Fell, King of the Mountain Volleyball Jessica Stevens, Vail Valley Partnership ______________________________________________________________________ CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m. Administrative Items: • Approval of the Minutes of the meeting of the CSE meeting held June 27, 2012.  Motion to approve the Minutes of the meeting of June 27, 2012, as presented. M/S/P: Kundolf/Bank/Unanimous. • Financial Report and Contract Status: CSE members reviewed the status of financial report and contract status and no issues were raised. • Update on status of Permit Revisions and Online Calendar: Navas stated the software for the calendar is done and information is currently being added. The calendar will be online by the middle of August. The permit revisions have been completed and the IT CSE/Meeting Minutes August 1, 2012 Page 2 of 4 Dept. is contracting with an outside source to finish the programming and estimates that the revised Special Event Permit application will be online by early October. EVENT RECAPS: • Teva Mountain Games: Michael Imholf and Scott Bluhm, representing the Vail Valley Foundation, provided a brief recap for the 2012 Teva Mountain Games. Bluhm stated that even though water levels were low this year athlete registration was up 5%, or approximately 3000 participants, over 2011. He noted a “little dip” in the economic impact and attendance numbers, and attributed it to early rumors of possible competition cancellations due to low water. Bluhm went on to say that the Standup Paddle Boarding competition was the only event cancelled due to the lack of water. The addition of the new Slackline competition, in the Solaris Plaza, was a big success and was one of the top three spectator draws. The Bud Light Mountains of Music artist line-up resulted in the largest concert attendance in recent years and Bluhm stated a third show might be added next year. There were over 80 sponsor partners that showcased their products and services onsite, making it the largest in history of the event. Imholf stated there were 43,889 spectators and estimated $3.8 million in revenue generated in the Town of Vail. The event had national television coverage as well as national and regional advertising. Imhof stated next year’s event will be June 6 thru June 9, and that they are exploring ways to evolve the event to the next level. CSE members were unanimous in their positive comments, and complimented the Vail Valley Foundation for a great event. Kundolf remarked that the “One Change” comments page on the survey was an excellent addition and provided the best information. By far the largest percentage of “one change” recommended was one word, “parking.” • Vail Arts Festival: Laurie Asmussen, Eagle Valley Events, provided a recap for the Vail Arts Festival. There were 68 artist booths and a children’s “Kreative Kingdom” art activity area. Hotels in Lionshead served as host properties for all the artists, which generated 598 total room nights. Asmussen stated visitor numbers were up from 10,455 in 2011 to 15,149 in 2012 and the completion of the Lionshead Welcome Center was a great addition to the event. Asmussen estimated $1,270,692 revenue was generated to the Town of Vail. Next year, Asmussen stated she will focus on providing live music and food vendors. Bruno requested that a copy of the complete survey results be forwarded to the CSE. Asmussen also gave a brief update on the Season of Song planning to date. She stated that Morris Lawrence, the event producer, wants to keep the event energy concentrated and that they have secured the Amphitheater for both morning and late afternoon use and plan to hold the “Daily Mix” in the afternoons at Manor Vail. More intimate performances will take place throughout the village in the evenings in a variety of bar and restaurant venues. • Vail Film Festival: Scott and Sean Cross, Colorado Film Institute, provided a brief recap of the 9th annual Vail Film Festival. The four day Festival weekend showed 58 film screenings from around the world at the Festival’s host hotel, The Sebastian Vail, at Cinebistro CSE/Meeting Minutes August 1, 2012 Page 3 of 4 in Solaris Plaza and in the Four Seasons Hotel Vail. The 2012 Festival included the 2nd annual Cadillac Short Series, the only festival venue where the public could watch festival short films. Cross thought next years event will be exciting since the Colorado Film Institute signed with Paramount and Universal Studios which will assist with bringing “A” level celebrities to the 2013 Vail Film Festival. The dates for next year’s event are March 28 thru March 31st. CSE members complimented them on the measures that were taken to be a more visible part of the community, and encouraged them to continue and build upon those efforts. • King of the Mountain: Leon Fell, King of the Mountain Volleyball, provided a recap of the 40th annual Vail King of the Mountain Open, highlighting family focus of the event in which over 1/3 of the teams were family oriented. There were 555 teams, a 15% increase in participants for the second year in a row. Participants were directed to lodging listed on the King of the Mountain Volleyball webpage. Fell stated this was the first year the event had sought national advertising and articles, and had brought the CEO of the new National Volleyball League to Vail. In closing he stated that the event is now the second largest beach doubles volleyball tournament in the country and that he is considering adding a professional division to next year’s event. Gedelman-Viers commented, “I was a spectator,” and added that the event seemed very well organized. She offered compliments on the “great press in the Vail Daily.” Davis queried how they can expand from here. Fell stated that the Athletic Fields are “maxed,” and that the development of at least two more sand volleyball courts would make a major difference. Rogers commented that the data was “impressive” and encourage Leon to present it to the Council the next time he comes to council asking for additional sand courts.  Motion to approve that the final funding allocations be released for the following events: Vail Arts Festival, Teva Mountain Games and King of the Mountain. M/S/P: Kundolf/Bank/Unanimous. Review of Feedback from the Vail Restaurant Organization: CSE members reviewed the Vail Restaurant Association feedback concerning culinary events in Vail. The Vail Restaurant Association provided a list of culinary events in order of importance with a list of concerns and suggestions to improve the culinary events. They strongly support the idea that the Taste of Vail “should be” the signature culinary event in Vail, and suggested that although well organized and strong culinary events, Gourmet on Gore might be better the week after Labor Day and that Vail Restaurant Month seems “a bit diluted by length.” Oktoberfest was not deemed to be a “culinary event” and it was suggested that it should occur over only one weekend, rather than two. CSE members discussed the Association’s feedback, particularly with respect to Oktoberfest, but there was no consensus as to whether one weekend or two and/or one village or two is preferred. No action was taken. Navas suggested that the CSE reach out to the larger business community on this topic. Funding Requests: CSE/Meeting Minutes August 1, 2012 Page 4 of 4 The CSE has approximately $10,000 reaming in the 2012 budget. The Economic Development Department is suggesting that the following uses be funded out of these monies: • Special Events Coordinator Intern Position: $3000 • Staff and support vehicle parking in Ford Park for the Vail Lacrosse Shootout ($2250) and the Kick-It-3v3 Soccer Tournament ($240)  Motion to allocate the funds as proposed from the remaining 2012 CSE event budget: o Special Events Coordinator Intern Position, one time allocation for part time position through mid-November 2012: $3000 o Vail Lacrosse Shootout Parking for staff and support vehicles in Ford Park: $2250 o Kick-It 3v3 Soccer Tournament Parking for staff and support vehicles in Ford Park: $240 M/S/P: Kundolf/Bank/Unanimous. RFP for 2013 Special Events: CSE members reviewed the RFP for 2013 Special Events and agreed that securing a Memorial Day event should be included as a priority as well as enhancing Thanksgiving weekend and the time frame from the second week in January through the first week of February. Kundolf requested that the ERC post-event review comments be included in the packets that are provided form review prior to the allocation meetings. Matters from CSE Not Currently on the Agenda: None New Business: None Adjournment:  Motion to Adjourn @ 11:05 a.m. M/S/P: Kundolf/ Adkisson /Unanimous Next CSE Meeting: Wednesday, September 5, 2012 @ 8:30 a.m. Vail Town Council Chambers