HomeMy WebLinkAbout1.a. 2016-02-03 CSE Minutes DRAFT
CSE Minutes February 3, 2016 Page 1 of 4
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, February 3, 2016 @ 8:30am
CSE Members Present: Mark Christie
Barry Davis
Mark Gordon
Kim Newbury Rediker – arrived @ 9:20am
Shenna Richardson
Marco Valenti
Alison Wadey – arrived @ 8:40am
Town of Vail Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Manager
Laura Waniuk, Event Liaison
Others Present: Brooke Skjonsby, Vail Resorts
Debbie Frickey, Vladimir Jones
Meredith Vaughan, Vladimir Jones
Corinne Hara, Vail Centre
Todd Wallis, Vail Centre
Liz Campbell, Betty Ford Gardens
Missy Johnson, Highline
Sondra Perrig, VVP
Angela Mueller, Holidaze
Chris Cares, RRC Associates
August Wittenberg, Say No More Productions
AGENDA:
Meeting materials can be accessed after January 29th at the following link:
http://65.38.144.10/WebLink8/0/fol/346295/Row1.aspx
CSE Acting Chair, Barry Davis, called the meeting to order at 8:35 am
Swearing- in of newly appointed and/or reappointed CSE members for terms
ending December 31, 2017. Patty McKenny, Vail Town Clerk.
Shenna Richardson and Mark Christie were sworn in. Newbury-Rediker had not yet
arrived.
CSE Minutes February 3, 2016 Page 2 of 4
Administrative Items
a. Election of Chair and Vice-Chair of the CSE.
Motion to nominate Barry Davis to remain the CSE Chair
M/S/P: Gordon/Christie/Unanimous 4-0 Wadey and Rediker had not yet
arrived.
Motion to nominate Mark Gordon to remain the CSE Vice-Chair
M/S/P: Davis/Richardson/Unanimous 4-0 Wadey and Rediker had not yet
arrived.
b. Approval of the Minutes of the CSE Meeting on December 2, 2015
Motion to approve the minutes of the CSE Meeting, December 2, 2015 as
presented.
M/S/P: Gordon/Christie/Unanimous The motion passed 4-0 Wadey and
Rediker had not yet arrived.
c. CSE Deadlines and Meeting Reminders:
Updated Meeting Schedule for 2016: CSE, VLMDAC and VEAC- noted as in
packets
End of year 2015 Allocations/budget status was reviewed. Navas noted that
recaps had not been received from the Vail Valor Races and the National
Repertory Orchestra. Given the size of the contribution to these two events,
and that no funding request was submitted for 2016 from the Vail Valor Races
organizers, the CSE agreed by consensus to relieve the requirement to
present a 2015 recap.
Brooke Skjonsby: Strategy discussion with respect to optimizing special event
opportunities and development
Please see presentation for full detail - review of overall strategy of Vail Resorts for
their events in the 2015-16 ski season. Vail Resorts is introducing two new events in
2016, Skadi, a ski weekend designed for women, and CarniVail, a return of the Vail-
style Mardi-gras celebration. Davis asked how Skjonsby sees the Skadi event
growing and she said double or triple attendance for 2016. CarniVail should bring
people into town to stay past the weekend and up until the parade on Tuesday. Both
events were planned with a goal of bringing in additional destination guests during
off-peak periods.
Review of the response from the Town Council regarding their request to look
into more activation possibilities on closing weekend, and their willingness to
contribute additional funding to create more vitality in light of the “no concert”
scheduled. Expressing concerns regarding the early closing date and a need to
promote a strong closing week for the restaurants, lodges and retail establishments,
and lack of a strong celebration of the ski season for the community, the council
voted to move forward with 3 activations:
CSE Minutes February 3, 2016 Page 3 of 4
1) Add one concert at Solaris back into event on Friday night
2) Vail Film Festival enhancements TBD. Council felt that $30,000 was too much to
invest in the proposed programming and asked what they might be able to do for
less money and or in collaboration with Highline to utilize the concert stage for film
showings.
3) Retail/Restaurant Promotions
Next steps are for the staff to get more information from event producers and report
back to council in 2 weeks. McDonald said that Vail Resorts would support the
activations under the “Spring Back to Vail” brand umbrella; this does not include the
Vail Film Festival. Highline mentioned that they have to put the stage up in Solaris
and they would be willing to put a screen up and they c ould share it with the Film
Festival. Gordon said that this is an opportunity for the film festival to shine.
Event Recaps:
Torch Awards- Corrine Hara for Vail Centre
See recap presentation and video link for more information. Hara said that
they had 150 attendees at the Awards, there were 5 winners.
Event Liaison Marketing Update- this item was moved up in the agenda since
Mueller had not yet arrived.
Please see meeting materials for complete presentation.
Newbury-Rediker arrived at 9:20am and was sworn in by Vail Town Clerk, Patty
McKenny.
Vail Holidaze Recap
Mueller said that the lantern workshops were packed and were a huge
success. The feedback was that the fireworks might have been too long, they
were 11 minutes, but may have felt longer because it was so cold outside. At
midnight there were 2 minutes of fireworks. Ice sculptures brought good
crowds during Noel Night too. They went through 1500 cookies for the cookie
decorating. The skating show went well. One of the weaknesses was the
weak sound at the Christmas Tree Lighting- they will improve on that for
2016. A highlight was that all of Vail’s living former mayors came back and
stood on the podium with current mayor, Dave Chapin. Christie asked about
the strolling carolers, and they were there on Saturday and Sunday night.
Wadey asked for a list of businesses who were involved in Noel Night and the
VCBA offered to help for 2016 promotions.
Motion to approve the final funding distribution for Vail Holidaze.
M/S/P: Newbury-Rediker/Christie/Unanimous The motion passed 7-0
CSE Minutes February 3, 2016 Page 4 of 4
RRC-Chris Cares: Final consolidated report of results of the 2015 survey
program.
Please see meeting materials for complete presentation. Review of survey tactics,
results, methods, economic impact and overall strategy. Newbury-Rediker
suggested offering a prize to increase survey participation. McDonald stated that she
would investigate the option to offer a trip back to Vail.
Cares said that they typically employ 1-4 event surveyors for each event, it depends
on if the event is one or more days. Gordon asked about changing the color of the
NPS score to indicate the type of survey methodology. McDonald suggested
capturing weather as a data point as well. McDonald also asked if the comments
that were received could be provided to the CSE so they could understand the NPS
better. Cares stated that Vail America Days is a very difficult event to survey.
2016 Event Survey Review and approve final plan for 2016 independent event
survey program contracted by the CSE.
Included in the above presentation and discussion.
Final 2016 CSE Budget and Allocations Overview
Please see documentation. Navas noted that nearly 100% of all funding agreements
have been signed and returned and payments will begin to be released on Friday.
New Business and Community Input: There was none.
Motion to Adjourn at 10:33am
M/S/P: Newbury-Rediker/Christie/Unanimous The motion passed 7-0
Next CSE Meeting:
Wednesday, March 2, 2016 – Vail Town Council Chambers