HomeMy WebLinkAbout1.a. 2016-07-06 CSE Agenda Minutes DraftCSE Minutes July 6, 2016 Page 1 of 3
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers Wednesday, July 6, 2016 @ 8:30am
AGENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/WebLink/0/fol/346301/Row1.aspx
CSE Members Present: Barry Davis Mark Christie Mark Gordon Kim Newbury Rediker
Shenna Richardson
Marco Valenti CSE Members Absent: Alison Wadey
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager Others Present: Missy Johnson, Highline Brooke Skjonsby, Vail Resorts
Rob Crawford, Vail Rec District
Beth Pappas, Vail Rec District
CSE Chair, Barry Davis, called the meeting to order at 8:30 am. Administrative Items Approval of the Minutes of the Joint Meeting with the VLMDAC and the CSE Regular
Meeting on June 1, 2016
Motion to approve the minutes of the CSE Meeting, June 1, 2016 as presented. M/S/P: Rediker/Christie/Unanimous. The motion passed 6-0
Review financials: Refer to the spreadsheet, no issues were raised Competitive Resorts Event Schedule Update: Added Nantucket to updated version. Waniuk stated that most resorts have a craft beer festival that Vail may want to consider in conjunction with Top Shelf Harvest. Waniuk will contact Laurie Asmussen to discuss.
Vail passed on Wanderlust event several years ago due to funding request of $100,000 which was considered too large at the time. GoPro Mountain Games Yoga event was a
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success, could CSE support it and grow into the weekend before? There are also free yoga classes at Solaris on Saturdays and Arrabelle Plaza on Sundays that are popular. Event Recaps: *motion to release final funding disbursement required Spring Back to Vail* Johnson thanked the CSE for support and the Vail Town Council for funding the Friday Night Concert with Chris Robinson Brotherhood which had a great crowd across all
ages. Vail Resorts focused their efforts on closing day with World Pond Skimming Championships, DJ, sponsor activation including Helly Hansen and Smith who were new and the strategic partner Bud Light which is an established sponsor. VIPs were moved to an elevated platform. The event was designed for memorable experiences and a wow factor. Johnny Schlepper’s band played at Mid-Vail which was a bonus. As
for the business promotion of RRR Rewards, 65 local businesses participated and more businesses reached out after the event asking to participate in 2017. VR supported all of the activation with marketing efforts and communication. For 2017 the CSE asked for tiered options and budget breakouts. There is a possibility to partner with local radio stations as well.
Vail Whitewater Kayak Series Crawford and Pappas thanked the CSE for support. This is the event that indicates summer is here in Vail. Weather was better this year and the event drew more crowds with more out of town participants and attendees. Evergreen and Holiday Inn were host
hotels, Pazzo’s saw an increase in revenue the nights of the event. Event builds community vibe and used more social media this year. The organizers also gave away a Hala board. Goal is to increase spectators next year. CSE asked how to grow this event. Crawford is looking at possibly adding a beer garden.
Motion to approve the final funding distribution for Spring Back to Vail. M/S/P: Valenti/Richardson /Unanimous The motion passed 6-0 Review Destimetrics Market Update Report Please see presentation for details. Vail is poised for record occupancy, ADR and
RevPAR this summer. CSE will use these reports to help identify need times for events in 2017. Event Liaison Marketing update Please see presentation for details.
• Kids Adventure Games has Toyota as presenting sponsor. Registration is full with 45% of participants new this year. Ad in GPMG guide. Social media and website stats improving.
• Betty Ford Alpine Gardens Traveling Exhibit: Mushrooms runs August – October. Strong Marketing. Also funded Arctic Landscape May – July.
• Gourmet on Gore will have tasting tour again benefitting Vail Veterans program. There is a new artist for this year’s poster. Colorado Audi dealers is a strategic
sponsor.
• Oktoberfest has Hacker-Pschorr as a beer sponsor this year. Work on further partnerships.
• Outlier Offroad Festival registration is pacing 3 times ahead of last year. Toyota is also a presenting sponsor. Partnering with Oktoberfest to provide competitors with
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additional activies. Facebook ad campaign and bike media attending event are strong. Looking at including a music component for 2017.
• Automotive Classic has good local sponsorship and blog as well as presence in
Mountain Town Magazine.
• Fly Fishing World Championships has 142 volunteers and 40 countries participating. Evergreen is the host hotel. They are creating an app for the event. The US Angling
Organization is bringing their annual meeting to Vail during this event. CSE would like to have more local exposure and understanding of the event for the parade and awards ceremonies. Review Community Survey
Please see presentation for details. Events are seen as an economic driver for Vail and respondents feel there is the right amount of events and they are the right quality. Some comments were about wanting more family friendly concerts. CSE wants to know what is the next KAABOO and how
can we be ready and plan for it to make it work. How does CSE provide a vision for the
community events moving forward? Staff will send out the KAABOO memo that went to Council. It was clarified that KAABOO withdrew their application. There was a discussion about Council Contributions and what CSE involvement should be in the review process. These events do give recaps to CSE for their final payment allocation.
Review RFP Draft for 2017 Allocations Process Changes were highlighted and discussed. It was stated that the RFP process is very thorough and could deter applications from new event promoters. It was determined to continue event surveys in 2017 at the current level.
Motion to approve funding for 2017 economic impact event surveys. M/S/P: Gordon/Rediker/Unanimous The motion passed 6-0
Motion to adopt RFP for 2017 Allocations Process. M/S/P: Richardson/Christie/Unanimous The motion passed 6-0 New Business and Community Input
VEAC joint meeting will be held at 8:00AM on Tuesday, August 9 at the Antlers. Staff to
prepare presentation for CSE to review by August 3. World Fly Fishing Championships Sunday 9/11 5:00-6:00PM is World Fly Fishing Parade from Evergreen to Marriott.
Saturday 9/17 4:30PM is closing ceremonies on Vail Village Oktoberfest stage.
Staff will send invitation to CSE members to attend. Kick It 3v3 Soccer Tournament Staff will send information about discounts and free entries for the Kick It 3v3 Soccer
tournament to CSE members
New Special Event Coordinator Ernest Saeger starts Monday, July 11.
Motion to Adjourn at 10:50 a.m.
M/S/P: Valenti/Richardson /Dissenting Rediker The motion passed 5-1