HomeMy WebLinkAbout2012-10-03 CSE Agenda
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, October 3, 2012 @ 8:30 – 11:00 a.m.
AGENDA:
1. Administrative Items (5 minutes)
a. Approval of the Minutes of the CSE Meetings on September 5 and 19, 2012
b. Allocations/Financial Statements
2. Mission Statement Discussion and Agreement (10 minutes)
3. Memorial Day Event Discussion (25 minutes)
a. Subcommittee Report Out/Rayla Kundolf
b. Addendum to RFP
c. Research – Adam Sutner synopsis
4. Discussion of Role of the Event Recaps – A new approach (90 Minutes)
a) Process Recommendation: As result of last week’s strategic planning
session, the CSE Board is trying a new approach to the review of event recaps.
Event producers have been requested to present a concise (5 minutes or less)
“Executive Summary” of their recap, which was provided to the CSE on the
approved PPT template, in the most succinct manner possible. The summary
should focus on perceived strategic opportunities for performance improvement.
While the recap PPT will be available for reference, it should not be used as a
formal presentation. Please avoid discussion of execution and organizational
items which will be handled by Town of Vail staff as part of the special event
permitting review. Once you have provided the executive summary, the board will
engage in a collaborative q & a with the goal of supporting you in producing an
evolved, “better” event in the year to follow.
CSE Board members will have received the PPT recaps well in advance of the
meeting and each board member will come to the meeting prepared with
questions strategically focused on event improvement opportunities.
b) Special Event Recaps:
i. Hot Summer Nights: Jen Mason
ii. Vail International Dance Festival: Martha Brassel
iii. Bravo! Vail Valley Music Festival: Jeanne Reid White
iv. Keen Vail Kids Adventure Race: Beth Pappas
v. Lionshead Family Fun Club: Brian Hall* Amount still owed: $6,666
vi. Vail Rocks: Shannon Foley Henn* Amount still owed: $8,334
vii. Vail Lacrosse Shootout: Jim and David Soran
viii. Kick-It 3v3 Soccer Tournament: Dan Cramer and Bryce Thornburg*
Amount still owed: $11,906
ix. Gran Fondo: Chris Laskey* Amount still owed: $13,334
*These 4 events will require a majority vote of the CSE in order to release the final
funding installment owed them according to the funding agreement.
5. Event Recruitment Process Draft (5 minutes)
a. Draft of Revised Score Sheet For Approval
6. Discussion and Agreement on CSE portion of 10/18 Agenda (5 minutes)
a. Event Economic Impact Study – RRC
b. CSE Strategic Direction Presentation – Adam Sutner
c. Marketing Checklist – Adam Sutner
d. VLMD Intercept Study Presentation – Doug Westkow
7. New Business and Community Input (10 minutes)
Adjournment: 11:00 a.m.
Next CSE Meeting: Joint Meeting with VLMDAC
Wednesday, October 18, 2012 @ 8:30 a.m.
Antlers in the Caribou Pronghorn Room