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Home My WebLink About1.2012_11_07 CSE Agenda and Presentation Schedule COMMISSION ON SPECIAL EVENTS MEETING The Grand View - Lionshead Wednesday, November 7, 2012 @ 8:00 – 5:30 p.m. AGENDA: 1. Administrative Items (10 minutes) a. Swearing in of newly appointed CSE Member, Dave Chapin, to fill out the unexpired term of Joyce Gedelman -Viers, which expires December 31, 2012 (Lorelei Donaldson, Vail Town Clerk) b. Approval of the Minutes of the CSE Meeting of October 3, 2012 c. Review Current 2012 Allocations/Financial Statements d. FYI: The terms of current CSE members; Cali Adkisson, Barry Davis and Dave Chapin, expire on December 31, 2012. All three members are eligible to reapply. All persons interested in serving on the CSE board should submit letters of interest and experience to the Vail Town Council, Attn: Lorelei Donaldson, Town Clerk, 75 South Frontage Road, Vail, CO 81657 by mail or in person no later than 5:00 p.m. on Tuesday, December 11, 2012. All applicants will be interviewed by the Town Council at their afternoon work session on Tuesday, December 18, 2012, with appointments to be made at the evening Council meeting on December 18, 2012. e. January CSE Meeting: Proposed for January 16, 2013, 8:30am to 11am. CIRSA Board Member Training. 2. CSE Budget Items: (5 minutes) a. 4 week extension of Clare Hefferren’ s contract for 2012 b. Contract for Services Discussion: 2013 Strategic Guidance budget item and RFQ c. Approve proposed CSE budget overview for 2013 3. Discussion of Proposed Mission Statement and Agreement (5 minutes) The Vail Commission on Special Events is accountable to deliver an annual Special Events Plan which ensures world class events that are fully aligned with Vail’s brand. The CSE shall effectively and efficiently allocate available budget behind this objective. The Events Plan will deliver measureable results in terms of specific goals: economic impact, optimization of the seasonal calendar, positive community experience and integration, as well as positive guest-centric results that lead to future loyalty. 4. Marketing Checklist for Publicly Funded Events (10 minutes) 5. Event Funding Proposal Review: Presentations/Q&A. (8:30 a.m. to 5:15 p.m.) Schedule is attached. CSE members must submit their completed scorecards electronically not later than 8:00 a.m. on Friday, November 9. New Business: (15 minutes) Adjournment: 5:30 p.m. Next CSE Meeting: Wednesday, November 14, 2012 @ 8:30 a.m. The Grand View- Lionshead 2012 Special Event Funding Available:$768,500 Time:Event:Producer:Dates:Amount Requested: 8:30-9:30 Vail Restaurant Month + Recap*I Openers Holding Sep 16- Oct 13 $250,000 Vail Farmers' Market and Art Show + Recap*Meadow Drive Partnership Sundays, June 16 - Sep 22 $40,000 Gourmet on Gore + Recap*Highline Aug 30- Sep 2 $75,000 Oktoberfest + Recap*Highline Sep 6-8, 13-15 $85,000 Taste of Vail Taste of Vail, Inc Apr 4-6 $70,000 9:30-10:00 Sol y Ski Highline Apr 1-7 WITHDRAWN Spring Back to Vail Highline Apr 8-14 $100,000 Snow DAZE Highline Dec 4-8 $100,000 Vail HoliDAZE Highline Dec 16-22, 31 $75,000 Vail New Year's Eve Highline 31-Dec $20,000 10:00-10:15 BREAK 10:15-12:00 SSCV Noram Cup Ski and Snowboard Club Vail Jan 31- Feb 5 $2,500 US Youth Fly Fishing Championships America Cup, Inc June 20-22 $2,500 King of the Mountain Volleyball King of the Mountain June 14-16 $10,000 Vail Lacrosse Shootout Colorado Lacrosse Promotions June 29-Jul 7 $20,000 Skating Club of Vail: Invitational and Mountain Fun Skating Club of Vail Jul 10-14 $7,500 Kick-It 3v3 Soccer Tournament Team Championships International Aug 2-4 $40,000 Keen Kids Adventure Race Vail Recreation District/Grand Traverse Adventures Aug 8-11 $40,000 Tour of Vail + Recap*Anthem Sports Aug 16-18 $100,000 Vail Valley Victory Races Speckled-Hound Consulting Sep 1 & 8 $45,705 The America Cup International Fly Fishing Tournament + Recap America Cup, Inc Sep 10-15 $5,000 Falling Leaf 50 Mountain Bike Race Vail Recreation District 21-Sep $6,000 Ultra Race of Champions (UROC)Bad to the Bone Endurance Sports, LLC Sep 27-28 $75,000 Vail Valley Cup Soccer Tournament Vail Valley Soccer Club Oct 5-6 $6,200 12:00-1:00 LUNCH 1:00-1:15 Winter Mountain Games Vail Valley Foundation Feb 8-10 $70,000 1:15-1:30 Summer Mountain Games Vail Valley Foundation June 6-9 $100,000 1:30-2:00 Vail America Days Human Movement Management July 4-6 $65,000 2:00-3:30 Vail Global Energy Forum Vail Global Energy Forum Mar 1-3 $35,000 Vail Film Festival Colorado Film Institute Mar 28-31 $100,000 Beyond Winning and Losing Vail Symposium Apr 5-6 $37,500 Lionshead Family Saturday Afternoon Club Blue Creek Productions 9 Saturdays, June 15- Aug 10 $23,400 Vail Rocks!Love Strength Hope Foundation 22-Jun $25,000 Vail Arts Festival Eagle Valley Events Jun 28-30 $18,000 Soul Music Fest Rhonda July Jackson Aug 16-18 or 23-25 $50,000 Season of Song + Recap*Morris Lawrence Sep 6-8 $120,000 Living at Your Peak Discover Well Sep 19-21 $50,000 3:30-3:45 BREAK 3:45-4:15 Vail Whitewater Park Kayak Demos Alpine Kayak 6 Tuesdays, May 14- June 18 $3,000 Vail Automotive Classic Vail Valley Concours 8-Sep $5,800 Colorado Grand Finish Line and Councours Colorado Grand, Tom Horan President Sep 20-21 $5,000 Carpenter's Ball Habitat for Humanity 9-Mar $5,000 Pink Vail Vail Valley Medical Center 9-Mar $25,000 4:15-5:15 Vail Songwriters Festival NRC365 May 23-26 $75,000 Commando Bootcamp and Mutt'er Run Jim Reynolds May 23-26 $10,000 $1,998,105 *These event recaps require a vote of approval for the release their final funding allocation payment. AMBIENT AND COMMUNITY EVENTS CSE 2013 RFP Presentation and Discussion Schedule The Grand View (Atop the LH Welcome Center) , November 7, 2012 MUSIC/ART/CULTURAL EVENTS PARTICIPATORY ATHLETIC EVENTS: Q & A , STRATEGIC BRAINSTORMING CULINARY EVENTS AND FOOD FESTIVALS HIGHLINE EVENTS MEMORIAL DAY EVENT OPPORTUNITIES & DISCUSSION Preliminary Research Findings Budget Considerations and Opportunities