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HomeMy WebLinkAbout1.a. 2016-10-19 CSE Agenda Special Meeting Minutes FINALCSE Minutes October 19, 2016 Page 1 of 4 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, October 19, 2016 @ 8:00am AGENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/weblink/0/fol/367497/Row1.aspx CSE Members Present: Barry Davis Mark Gordon Kim Newbury Rediker Shenna Richardson Marco Valenti Alison Wadey TOV Staff Present: Laura Waniuk, Event Liaison Specialist Kelli McDonald, Economic Development Manager Ernest Saeger, Special Events Coordinator Others Present: Molly Eppard, Town of Vail Lauren Merrill, Alpine Arts Center Samantha Biszante, Root and Flower Robin Thompson, Can Do MS Shawn Kirschner, Roundup River Ranch Cheryl Jensen, Vail Veterans Program Kris Sabel, Vail Symposium Heather Hower, Eagle River Youth Coalition Missy Johnson, Highline James Deighan, Highline Alan Himelfarb, Starting Hearts Chris Chantler, Taste of Vail Greg Moffet, Taste of Vail Dustin Kelley, Vail Centre Todd Wallis, Vail Centre Angelo Fernandez, Vail Centre Colleen Davis, Vail Centre Brie Rey, Vail Centre Laurie Asmussen, Eagle Valley Events Sean Cross, Vail Film Festival Scott Cross, Vail Film Festival CSE Minutes October 19, 2016 Page 2 of 4 Jason Ornstein, Team Player Productions Mac Garnsey, Vail Valley Foundation Duncan Horner, Vail Valley Foundation Sacha Kostick, Vail Valley Foundation Joel Rabinowitz, Vail Rec District Brooke Skjonsby, Vail Resorts Liz Gladitsch, Vail Resorts Jenn Bruno, Vail Town Council Krista DeHerrera, 10th Mountain Roller Dolls Kerri Thelen, Vail Valley Soccer Club Beth Pappas, Vail Rec District Euginnia Seyferth, Ski & Snowboard Club Vail Leon Fell, King of the Mountain Volleyball Helene Mattison, Kids Adventure Games Dan Cramer, North American Sports Group Billy Mattison, Kids Adventure Games Mike McCormack, Outlier Offroad Festival Baily Rose, Slow Fashion Vail Charles Blair Law III, Slow Fashion Vail Sarah Franke, Group 970 Gina Hallisey, Zoppe Italian Family Circus Bob Ruder, Vail Automotive Classic Michael Holton, Pink Vail Christina Albertson, Pink Vail Taylor Slaugh, Vail Automotive Classic Brian Hall, Vail Family Fun Fest CSE Chair, Barry Davis, called the meeting to order at 8:00am. Administrative Items Approval of the Minutes of ] the CSE Regular Meeting on September 7, 2016  Motion to approve the minutes of the CSE Meeting, September 7, 2016 as presented. M/S/P: Gordon/Valenti/Unanimous. The motion passed 6-0 Review financials: Refer to the spreadsheet. Waniuk said we will review on Oct 26. Final 2017 CSE Budget Waniuk asked all to refer to the budget in their CSE funding binder. Reminder: Upcoming RFP meetings: October 19 & 26 at the Antlers: CSE 2017 Allocations to be presented to VLMDAC on Thursday, November 17 by CSE Minutes October 19, 2016 Page 3 of 4 Mark Gordon. CSE 2017 allocations to be presented to Town Council on Tuesday, December 6 by Barry Davis and/or Mark Gordon. Reminder: Application Deadline and Interview Dates for CSE Applicants: Interviews at Town Council Work Session on Tuesday, December 20. Deadline for letters of interest due to the Town Clerk, Patty McKenny, by Friday, December 9. o CSE members whose terms expire on December 31, 2016 are Barry Davis, Mark Gordon, Marco Valenti & Alison Wadey. Shenna Richardson and Mark Christie will not finish out their terms (through 2017). Richardson asked if normal November and December meetings will be held as usual. Waniuk answered that yes they are and November meeting will mostly be event recap presentation. Scoring and Procedural Explanation: All completed scoresheets must be returned to Laura Waniuk at lwaniuk@vailgov.com no later than 9:00am on Friday, October 21. Davis recommends that the CSE be as polarizing as possible due to the amount of money being requested over the CSE’s budget. Waniuk stated that the CSE can make a request to Town Council for additional funds for events they feel may need more if that fits their strategic direction, but those funds are not guaranteed. Waniuk extended the deadline, asked to have scoresheets returned by 9:00am on Friday, October 21. Waniuk noted that the Film Festival had to reschedule their timeslot to 10:20am – 10:30am. Waniuk asked producers to present their event for 3-5 minutes and allow for 5 minutes of questions. Waniuk asked the CSE to e-mail her any further questions that the CSE has that could not be included within the allotted 10 minutes. Review of 2017 RFP responses: Refer to schedule marked as Attachment A to the agenda and including the following Event Recaps: • Vail Lacrosse Shootout • Kick It 3v3 Soccer Championship Event Recap: *motion to release final funding disbursement required Vail Lacrosse Shootout Please see presentation for further details.  Motion to approve the final funding distribution for Vail Lacrosse Shootout M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0 CSE Minutes October 19, 2016 Page 4 of 4 Event Recap: *motion to release final funding disbursement required Kick It 3v3 Soccer Championship Please see presentation for further details.  Motion to approve the final funding distribution for Kick It 3v3 Soccer Championship M/S/P: Richardson/Valenti /Unanimous The motion passed 6-0  Motion to Adjourn at 6:15pm M/S/P: Richardson/Valenti /Unanimous. The motion passed 6-0 CSE Special Meeting Minutes October 19, 2016 Page 1 of 15 CSE 2017 RFP Presentation and Discussion Schedule Antlers at Vail, Condominiums and Conference Center - Lionshead; October 19, 2016 8:00 a.m. – 6:30 p.m. 8:30-10:20am EDUCATION/ENRICHMENT (EE): 1 hour, 50 minutes Funding Available: $ 151,500.00 cf: Lauren Merrill Community Art Events for the Town of Vail Jan 1-Dec 31 Alpine Arts Center $20,800 Merrill is proposing to offer regular art classes year round throughout the Town of Vail. Their demographic is broad from local men, women, and kids. They are asking for funding to offer a subsidized ticket price to make it more accessible. They would be highlighting nature and environmental aspects of the Town of Vail. It is an event that is not sports or entertainment driven. There would be one weekly event in the summer and bi-monthly events in the winter for a total of 26 events. Davis noted that the CSE would be funding approximately $800 per event. Gordon asked if they spoke with AIPP instead of CSE. Merrill believes they need funding from CSE. Normal price is $40-$50 and with funding, tickets would be $20. Richardson asked how receiving zero funding would affect their program. Merrill said fewer programs at the $20 price would be more successful. Rediker asked about their marketing plan. Merrill said they would be marketing through the Gerald R. Ford Amphitheatre and Art in Public Places. cf: Shawn Kirschner Campfire Games Vail June 17 Roundup River Ranch $5,000 Kirschner stated that they are going to cancel the Campfire Games event and may move forward with a new event but do not have details at this time. The new event is a superheroes day on the mountain in April. 85% of campers come from Denver metro. Goal is to move Campfire Games to their ranch to showcase their property. No funding expected for 2017. cf: Kris Sabel Vail Symposium Programming Jan 1-Dec 31 Vail Symposium $60,000 Sabel noted that he has been in the Vail Valley since 1999. It is an organization that is trying to improve the quality of life for the Vail Valley. Sabel noted that we have great outdoor, athletic, and cultural events in the Vail Valley and the Vail Symposium rounds out the event landscape with thought provoking events and initiatives. In 2016 they produced 23 events in the winter and 22 events in the summer. The programs cover geopolitical, financial, and health & wellness topics. They work with the VVP, Colorado Mountain School, Eagle County School District, and more. Davis noted that last year they received $35k and asked how they would use the additional funds. Sabel stated that their previous request has been for the winter only and they are now looking for support for the entire year. Sabel noted that they are asking for 19% of their budget. Davis asked for percentage of events taking place in Vail. Sabel noted 95% of winter in Vail and Ashley (co-worker) said 30% in the summer making a total of 70% of their events happening in Vail. McDonald stated that the CSE funded the highest amount to Vail Symposium of $37,500 in 2014. Waniuk noted that we will have a dollar amount for the in-kind of Donovan and Grand View. Gordon asked if the $15k additional ask from 2015 is for summer programming. Sabel said yes and will be used to help them to continue to grow. Gordon stated the CSE has certain restrictions to use Vail taxpayers’ money. Wadey asked for their target audience. Sabel said 76% were local residents. cf: Cheryl Jensen Vail Veterans January 22 - 26, March 5 - 10 Vail Veterans' Program $20,000 The program has worked with 740 veterans. Jensen attended the Rio Olympic games because they had an ambassador participate in the triathlon. Jensen noted that through their program, two wounded warriors moved to Vail Valley. The money being requested is to help them with continuing their mission. Richardson asked if it will look different from last year. Jensen noted that they took participants to Beaver Creek because of strong BC homeowners support. Gordon asked if they have a summer program. They have a summer golf program but do not ask TOV for funding for summer, only winter. Jensen stated that $192,000 is put back into the TOV through their winter program. Wadey asked how many families attend. Jensen said 20-25 families for the winter, March is singles for a total of 100 and they do have a waitlist. cf: Heather Hower Valley Tastings: Food for Youth & Healthy Kids Colorado Survey October-November Eagle River Youth Coalition $2,500 CSE Special Meeting Minutes October 19, 2016 Page 2 of 15 Each year they survey 2,200 7th – 12th graders in Eagle County, analyze the data, and send out to a number of smaller non-profits in the area who use the info to ask for grants. They are asking for $2,500 plus Donovan pavilion in-kind. Rediker asked what the $2,500 is used for. Hower stated that a majority of the money is for the survey but will confirm. Wadey asked how the kids are chosen for the awards. Rediker asked if the event will occur or change if not fully funded. Hower said it will still happen but may require them to find other partners. cf: Alan Himelfarb Starting Hearts: All You Need is Heart TBD February Starting Hearts $12,000 Himelfarb noted that this year will be the 5th annual event and Donovan has been requested from the TOV. In 2016 they had 150 cardiac screenings offered at $49. They worked with ECO transit and Eagle County Paramedics to bus older folks to the screenings. Dr. Caudwell Esselstyn is the national speaker on plant based diets. They expect to attract 500- 600 to listen to him speak. The Eagle County Schools program is a major beneficiary and every kid will take a life saving skills class and every adult will receive first aid training. Their software app program is working very well allowing registered and experienced members to respond to cardiac arrest situations. They are requesting Donovan again in 2017. Rediker asked if there are plans to change the event and if they might change the hours. Himelfarb said they are using EventBrite to allow people to reserve their timeslot. cf: Alan Himelfarb Starting Hearts: Inaugural Fitness Challenge July-August Starting Hearts $25,000 Himelfarb believes it will be a signature event. The Plan is to cover 4 weeks of activities including preventative maintenance to reduce cardiac arrests. They are creating a software program that allows participants to earn points. The challenge is a live, friendly competition for all in Vail Valley. They are asking for the use of Donovan for kick-off and awards events. There will be other challenges such as culinary, celebrity, and senior challenges. They are working with Vail Resorts and Epic Discovery. Davis asked if they have secured other sponsors. Himelfarb said yes, Phillips and they have the opportunity to pitch to Revlon. Wadey asked if he has secured Donovan. Himelfarb said he can launch mid- week if needed. Rediker asked about hotel room additions. Himelfarb wants to make this a national event. Himelfarb said the goal is to reduce cardiac arrests by 50% in the next 20 years. Rediker asked about date selection and if a different time period is possible. Himelfarb said yes, their schedule is flexible. Rediker asked if they would consider a Memorial Day kick off. Himelfarb said yes. cf: Robin Thompson Vertical Express for MS - A Jimmie Heuga Memorial Event February 18 Can Do Multiple Sclerosis $4,000 Thompson is the fundraising consulting interim director of development for Can Do MS. The event is a one day on mountain ski and snowboard event to educate people about MS. It includes photo scavenger hunt and races. Thompson stated that it is a national event with a community impact and provides life long learning through their experience centers located around the mountain. Thompson stated they have both local and national sponsors. Their goal is to increase outreach to the local community as well as stakeholders and partners. $3k is for advertising and the other $1k is for lift tickets for volunteers, staff, and sponsors. Davis asked how Vail compares to other events. Thompson said Vail event has been smaller and plans to focus on locals to increase in size. Wadey asked if it is purposeful to schedule the event on Presidents Day Weekend. Thompson said she is not sure and will have to get back. Thompson asked if there is a better date. Richardson stated that the local focus could be hindered due to Epic Pass blackout dates. Thompson stated that 60% were from out of town last year. Rediker asked if they have asked Vail Resorts for comp or discounted lift tickets. Thompson said yes they have and have not had any luck. cf: Bob Bandoni by phone (970 471-6277) Global Solutions Forum - 970-471- 6277 TBD October Shoulder to Shoulder: The International School of Global Citizenship $15,000 Their partnerships consist of 10 partners or NGO’s in the country and more throughout the world. Schools are being brought in from South America and plan to grow to other continents. The event consists of a professional development forum with a public session on the Friday morning. Theme was ethical leadership in 2016 that included two keynote speakers and breakout sessions with speakers. The cities represented were from New England, Asheville, Denver, Texas, and Detroit. Bandoni stated that they are starting to draw more locals from the Vail Valley. Davis asked about additional sponsors. Bandoni said they have two sponsors at this time and are seeking others. Bandoni said they were a little bit below budget. Davis asked what changes we will see in 2017. Bandoni said there will be a different theme but not a lot of structural changes. Bandoni would like to get the local schools involved. Wadey asked for participation numbers. Bandoni said there were 335 attendees. CSE Special Meeting Minutes October 19, 2016 Page 3 of 15 cf: Liz Campbell Betty Ford Alpine Gardens Programming April - October Betty Ford Alpine Gardens $20,000 Online website Trip Advisor ranks Betty Ford Alpine Gardens as the #1 thing to do in Vail outside of Vail Mountain. Grant from CSE allowed them to expand topics on environmental concerns. This year they want to increase the number of pollinators in our area and expand their traveling exhibit. The goal is to expand the environmental learning through workshops and hands on learning. Campbell said a majority of the money requested is for marketing and advertising but some being used for the workshops and exhibits. Gordon asked how many people showed up for exhibits. Campbell said it was very hard to count but believes there was 100k that visit the gardens and almost 40k come into the education center in 2016. Davis asked how much money they gardens receive from donors. Campbell said their operating budget is about $400k. They receive $60-$65k from TOV and the rest is from donors and grants such as BLM and Slifer, Smith, & Frampton. cf: Ross Iverson Vail Centre Programming Jan. 1-Dec 31 Vail Centre $90,000 Colorado has 5 of the top 25 most educated counties in the country. The counties include Pitkin, San Miguel, Gunnison, and Eagle. Communities with a higher education tend to be healthier because of decision making. Adult learners are looking for new experiential learning activities. Their Alumni Vail program connects the Edu-Tourism concept. They have a partnership with Yale to bring a sustainable leadership course to Vail. Their role is to build scholarship funds to put locals through university courses. The brand affiliation allows alumni of universities to connect to Vail. There are no other mountain towns hosting university courses. Demographic is 30-60 years old, local vs. Denver vs. National. May through October is key time. Total EE Funding Requested: $274,300 10:20am- 6:10pm CULTURAL/RECREATIONAL/COMM UNITY (CRC) FUNDS AVAILABLE: $ 837,290. 00 cf: Scott Cross, Shawn Cross Vail Film Festival March 30 - April 2 Colorado Film Festival $90,000 2017 will be the 14th Vail Film Festival. A couple new initiatives including a virtual reality element and television showcase. Television showcase will help draw talent, celebrities, and attendance. They are in talks with potential sponsors including Audi and Comcast. They are asking for more money this year to grow the virtual reality and television showcases which will put the festival on the map. Davis asked what the attendance would be in 2017. Shawn Cross stated that attendance should increase but cannot give a specific number. Rediker asked where the virtual reality showcase would be. Shawn Cross said they will have it in a ballroom/conference room. Valenti asked if the cost per head is more for the virtual reality showcase. Scott Cross said yes, there is a significant cost for headsets and the marketing. Gordon asked about date flexibility. Scott Cross said they are open to it but are tentative to changing them because dates are known. Shawn Cross asked if there is a specific date that the CSE would suggest. Richardson asked how many films would be virtual reality. Shawn Cross said about 20% would be virtual reality. 10:30-11:40am REN Productions/Angela Mueller 50 minutes cf: Angela Mueller, Greg Moffet, Chris Chantler Taste of Vail South America Fall Tasting September 21-24 Taste of Vail $14,000 The goal is to bring winemakers to Vail in the fall. Thursday of the event will be popup night throughout the TOV including restaurants. Friday will be popup with Mountain Wine & Dine. Saturday will be tastings of food with South American flair, music, and restaurants serving South American wine and foods. Funding from CSE will broaden the event’s appeal through increased marketing and updated website. Their goal is to not ask for as much money in future years. They are asking for the minimum in order to make the event happen. Their goal is to bring higher end guest to Vail during down times. They will market each restaurant and the food they will be offering. Davis asked about how busy this weekend was in 2016. Waniuk stated that this was a time that the VLMDAC noted as a need weekend. Wadey asked if South American wineries will bring their staff. Mueller said yes. Wadey stated that their marketing should include the Vail App. CSE Special Meeting Minutes October 19, 2016 Page 4 of 15 cf: Angela Mueller, Greg Moffet, Chris Chantler Taste of Vail April 5-8 Taste of Vail $55,000 This is the 27th year and will take place April 5-9th. Wednesday of event would be debut of Rosé at the Arrabelle. First event for both Europeans and Californians to try Rose. There were 125 different Rosé labels in 2016. Davis asked why Rosé isn't moving into the weekend. Mueller said it’s because not all wineries have Rosé. Moffet said they haven't thought of it and will discuss. Wadey believes it is good to have that big mid-week draw. Thursday will be the lamb cook-off that brings in 24-28 chefs. The mountain top tasting will include 6 more restaurants. It is a private tasting with over 58 wineries. The blending seminar will allow you to make your own Sparkling wine. The Grenache seminar will be about red grapes. The Grand Tasting will be at the Vail Marriot. The budget is always used for the marketing. Mueller stated that they use all of the money and is the true amount they need to make this event happen. Mueller stated that part of their money goes to Walking Mountains Science Center to hire them for to monitor waste receptacles. Mueller stated that sponsorship available in 2010 is not the same as 2016. Mueller stated that the average overnight visitor stay is 3.9 days per person. cf: Angela Mueller Vail Farmers' Market and Art Show June 18-October 1 Vail Farmers' Market and Art Show/ Meadow Drive Partnership $45,000 It will be 16 Sundays again in 2017. Mueller stated that their jury is the Meadow Drive Partnership and ask them if each vendor is a fit for their market. Mueller stated their own survey showed that businesses sales drop when the market is not there. Mueller stated they added another produce vendor in 2016. The only downside of the event is the parking availability. They see people coming for the whole weekend. Mueller stated that the event provides sales tax to the TOV for four months. Davis asked if anyone has asked Angela to change dates. Mueller said no. Valenti asked what the cost per tent is. Mueller said $950 for out of county plus $100 security deposit. Mueller said the fee for produce farmers is less. Wadey asked if sales tax is paid by every vendor. Mueller said yes. cf: Angela Mueller Vail Farmers' Market - Farm to Table Dinners June 30th, July 14, August 4th Vail Farmers' Market and Art Show/ Meadow Drive Partnership $14,500 Mueller noted that these are tentative dates; however it does need to be during the farming time and when people are in town. The event includes local restaurants like 10th Mountain Whiskey and Yellowbelly. Mueller stated that guests are staying through the weekend for this event. Mueller is working with PR firm called Think Big Media. A large amount of the grant will be to cover the 20' x 60' tent. Davis asked if it has to be three events. Mueller said yes in order to produce enough value for sponsors. Rediker asked how many people attended. Mueller said they sold out each dinner at 100 seats per. Rediker asked why Friday night. Mueller said it is what worked and can look at other days but Sunday didn't work. Davis asked if a Monday would work. Mueller said she's open to looking at the day of the week but needs to make sure that the event will sell enough tickets. cf: Angela Mueller Vail Holidaze December 10th, Dec 17-31st REN Productions- Does not include Fireworks- rqst $26K $26,000 Kris Kringle on December 10th will be the kick-off. Vendors will not compete with local businesses. The event’s goal is to allow families to come and buy holiday gifts. The hours of the event will be from 11am - 3:30pm. It will include tree lighting on December 18, ice skating, and St. Nick. The torch light parade and fireworks will occur on December 31st. The lantern parade is not part of the event this year but rather will be the kick-off of the Vail Winterfest. Davis asked who else supports the event. Mueller said just the CSE/TOV. Mueller stated that they do receive donated product from Alpine. Davis asked if Vail Resorts ever supported. McDonald noted that they run the Torch Light ski down. Davis believes it is worth revisiting the conversation with Vail Resorts. Mueller stated that the skating operations cost $30k. McDonald said the TOV uses it as an ambient event for the guests that are here. Wadey asked for criteria of vendor for Kris Kringle. Mueller said that vendors must have holiday item, tents decorated with holiday flair, and to make sure it feels festive. Mueller stated this takes place on Willow Bridge Rd. Mueller has recruited local vendors and businesses. Mueller stated the pricing is $150 per vendor. CSE Special Meeting Minutes October 19, 2016 Page 5 of 15 11:20-11:40am Eagle Valley Events/Laurie Asmussen 20 minutes cf:Laurie Asmussen Top Shelf Harvest September 30 Eagle Valley Events $15,500 Asmussen stated they added some Colorado beers, new boutique feel, and a couple of local caterers in 2016. The tickets cost $45 and drew a higher attendance. They are looking to grow in 2017 through social media and utilizing partnerships. They have partnerships with KBCO in Boulder and gave a presentation at the Denver Athletic Club. Wadey asked what the attendance number was. Asmussen said attendance was 380 - 400 total attendees. Asmussen markets the event as kick-off to restaurant week. Davis asked who local restaurant partners were. Asmussen said Blue Moose, Moe’s, and Big Bear Bistro. Richardson asked for 2017 changes. Asmussen said more distillers. cf:Laurie Asmussen Vail Arts Festival June 23-25 Eagle Valley Events $10,000 Asmussen is hoping to grow event to 80-85 artists for 2017. She worked a lot with Vail Daily and spent majority of budget on marketing. Rediker asked if she leverages Vail Daily to sister publications in Aspen/Summit. Asmussen said yes, she utilizes them. McDonald asked how many years it has been running. This will be the 33rd year and 13th supported by the CSE. Davis asked if funding is needed. Asmussen said she would be happy to help with less funding. Asmussen said growing the number of vendors helps offset the costs. Davis asked how many attendees. Asmussen said about 10,000 over the weekend mainly as an ambient event. 11:40-12:00pm Team Player Productions 20 minutes cf: Kristen Horpedahl, Jason Ornstein Divide Music Festival Summer Team Player Productions $396,000 The Divide Music Festival is a three day music festival produced in Winter Park in 2016. It included music, hiking, biking, and experimental elements geared toward millennials. Ornstein stated that they aren't saying they aren't going back to Winter Park. He said Grand County was rather difficult to work with. He understands that camping may not be an option in Vail. Ornstein stated that the ticket price could include lodging options. Richardson asked what dates they are proposing. Ornsetein said the 3rd weekend of July. Davis asked if we have the lodging available. Rediker stated that hotels are at 90%. Wadey asked what the demographic is and if they can afford to come and stay here. Ornstein said millennials and it is a good question if they can afford it. Davis asked Joel Rabinowitz if the ball fields can be lost. Joel said it would be difficult. Davis noted that the booking timeline may be short. Ornstein said the Vail brand would help with the booking process. Gordon asked if this could be in August. Ornstein said yes it could be in August. Davis asked if there is a scaled down production. Ornsetein said yes. Richardson asked what that scaled down product is. Ornstein said they would not want to take away from production but rather work with other agencies. cf: Kristen Horpedahl, Jason Ornstein Vail Craft Beer Classic July Team Players $107,575 Ornstein noted that they changed the name to Vail Craft Beer Classic. Ornstein stated there will be cicerones and breweries to educate. He said they will incorporate the beer and food pairing with the outside environment such as biking, hiking, SUP, and other activities with cicerones and brewers. Rediker asked if the dates are flexible. Ornstein said yes but breweries are trying to avoid August. Wadey asked if the event would be for a weekend or include midweek. Ornstein said ideally the event is Thursday through Sunday. Rediker asked about type of concert. Ornstein said a band that would compliment and add uniqueness with a goal of putting heads in beds. Rediker asked if the concert would be charged. Ornstein said It depends on the concert talent and could be packaged into the overall ticket price. Davis asked if this could come off of CSE support in 3 years. Ornstein said it is the goal that it is profitable and standing on its own in three years. Rediker asked what happens if they are not to fund at full. Ornsteinin said they would have to analyze it and see where they are but it’s not a deal breaker. Davis stated that it is hard to fund the event without having a secured date and venue. Ornstein said the 3rd week of July is standing out as the best weekend. Wadey asked about a Sunday in Lionshead. Waniuk stated the liquor license boundaries as a hindrance. Richardson asked if they could do a winter festival. Horpedahl said the brewers want a winter event and it is a great idea. CSE Special Meeting Minutes October 19, 2016 Page 6 of 15 12:00-12:30pm LUNCH PROVIDED FOR CSE AND STAFF 30 minutes 12:30-1:30pm Highline Events 60 Minutes cf: James Deighan International Folk Art Market August 16-20 $500,000 Deighan opened stating he assumed everyone is familiar with the proposed event and asked CSE for questions. Davis asked if venue is secured. Deighan said yes, they have spoken with VRD. They had conversations about load-in/out, tent, and infrastructure. Davis asked how long will the impact be. Deighan said one week. Davis noted that the financial ask is for 65% of the total budget. Deighan suggested supporting it philosophically and asking council to fund it from the general fund. Davis asked if the $500k is needed. Deighan said it is absolutely necessary. Davis asked if it is an annual number. Deighan said yes for the foreseeable future. Deighan said that the TOV benefits the most from the growth of their events. Davis asked if Santa Fe and Vail is Apples to Apples. Deighan said it is not. Gordon stated his concern to support the event without funding any dollars. Deighan stated that the CSE are the event experts and that is why they have been tasked with this. Wadey asked about the music component. Deighan said they would have cultural music talent. Wadey asked if it would be in Solaris. Deighan said it would be in Solaris. Davis asked if it is an essential part of the program. Deighan said yes it is essential to bring people into the town. Wadey asked about their following. Deighan said it is overwhelming and all 50 states are represented at this event. Deighan noted that all art is handmade and 90% of vendors are from 3rd world countries. Rediker asked about the $150k for local non-profits. Deighan noted it is only 5% of total budget. Deighan noted the number one goal is to provide money into local housing. Deighan said they would partner with 1 or 2 other local non-profits such as Habitat for Humanity. Rediker asked about project fee and agency fees in budget. Project management fee is the actual people working the event and the agency fee is the profit for Highline. Deighan said 22% is what it takes them to be profitable and TOV events are much lower. Valenti asked about the cost of goods in the line item. Deighan stated they are proposing 70-80% go to the artist and the remainder goes to the local community. Davis stated that this is a giant animal and the difficulty to go outside of their boundaries to ask Council for more money. Deighan referenced his experience and knowledge of events in Vail and this event checks every single box of Vail's brand. Davis asked if it cannot be funded this year would it be able to happen in 2018. Deighan said possibly. Deighan stated that next year the IFAM only committed to Vail in 2017 with possibly Dallas, Seattle, and Milwaukee in the future. Gordon stated he is puzzled on how or if this event is funded. Deighan noted his will to help with the process if he can by talking to Council. Deighan said the way to go is to ask Council to create a line item for certain event funding. cf: James Deighan Spring Back to Vail April 14-16 3 funding options: $35,000, $135,000 or $235,000 $35,000 Deighan stated there are three funding options: 1. $35K - Pond skimming and advanced activation. 2. $135K - Friday or Saturday concert. 3. $235K - Would be a Friday and Saturday night concert. Deighan suggested anything over $35k to go to Town Council for additional funding. Davis asked what TOV percentage is of sponsor dollars. Deighan believes it is less than 10%. cf: James Deighan Vail America Days™ 4-Jul Does not include Fireworks- rqst $33,500 $71,500 Deighan asked we all set there? cf: James Deighan Gourmet on Gore Sept. 1 - Sept. 4 $75,000 CSE Special Meeting Minutes October 19, 2016 Page 7 of 15 Deighan stated that they brought in better restaurants and more wineries. He noted that the farmers market worked very well with them to allow the growth of their footprint. Deighan noted that they will look to grow the event footprint in 2017. Deighan and Johnson met with Audi to extend their title sponsorship for 2 years. Davis asked what the estimated attendance was. Johnson said they estimate it at 45,000+. Davis asked if that is specific event attendees. Deighan said that is the number that goes through the venue. Wadey asked what the vendor fee is. Deighan said he is not sure but it is going to increase in 2017. Deighan gave background on vendor fees and the low cost or no cost that restaurants are charged. Davis asked how additional funding would grow the event. Deighan said by increasing the footprint. Davis asked if an increased footprint will bring more people to Vail. Deighan said yes he believes so. Deighan stated that the merchants on Gore Creek Promenade have asked for both Oktoberfest and Gourmet on Gore to include them in their footprint. cf: James Deighan Vail Oktoberfest™ Sept. 8 - Sept. 10 And Sept. 15 - Sept. 17 $75,000 Rediker asked for correct budget. Waniuk has it and will send it to CSE. Deighan said the demographic contacts 1/3 of each; international, regional, and local. Davis asked if same level of funding is needed. Deighan said yes and this past year they improved the activation in Lionshead. Deighan said they would like to extend the Vail Oktoberfest to the Gore Creek Promenade. Deighan is meeting with Pauliner beer to extend partnership. Davis asked if being on the same weekend as Outlier beneficial. Deighan said yes good synergy and would like to cross promote. Deighan stated the request last year was more to increase the footprint and infrastructure in Lionshead. cf: James Deighan Snow Daze December 8 - 10 $45,000 Deighan stated that the musical acts for 2016 are Michael Franti and Lettuce. Deighan said their participation for SnowDaze in 2017 would not change. McDonald asked if they would move it a week earlier. Deighan said he guesses so. Wadey asked if demographic would come a week earlier. Deighan said yes. Davis asked if event would exist without funding. Deighan responded no and that the TOV is the big beneficiary of this. Deighan stated again that the TOV benefits the most from these events. Skjonsby (Vail Resorts) suggested that the demographic could change with the integration of America's Winter Opening. Deighan said they could change the music acts based on an older higher wealth demographic. 1:30-1:50pm Vail Valley Foundation Events 20 minutes cf: Duncan Horner America's Winter Opening November 30- December 4 Vail Valley Foundation $50,000 America’s Winter Opening is the celebration of the beginning of winter similar to GoPro Mountain Games being the opening of summer. Similar to the 2015 Alpine World Ski Championships such as racing in Beaver Creek with the après in Vail. Horner stated they have an average stay of 4.1 per person. Their goal is to include SnowDaze into the programming. The event would include concerts, ski racing, public bib draws, award celebrations, beer camp, film screenings, dog fashion shows, and more. They will also include winter mountain games events such as fat bike racing, snowshoe races, etc. at the golf course and/or Ford Park. They believe that this road will help grow the relationship with the FIS with the goal of extending Birds of Prey into two weekends of racing in Golden Peak. Davis asked if events would be coming back to Vail from BC. Horner said yes, it would be a mini 2015 AWSC. Wadey confirmed that SnowDaze would be included in the 2017 event. Valenti asked if this is going to fill the void of the American Ski Classic. Horner said it may include aspects of it. Wadey asked if concert is in budget. Horner said that is a separate budget. Richardson asked if this would cover marketing. Garnsey said yes and ancillary events such as films, beer camps, awards, etc. Wadey asked if demographic with SnowDaze would coincide. Horner said yes they would. Rediker asked if transportation would be included similar to 2015 AWSC. Garnsey said yes, goal of people moving easily between BC and Vail. cf: Mac Garnsey GoPro Mountain Games June 8-11 Vail Valley Foundation $100,000 CSE Special Meeting Minutes October 19, 2016 Page 8 of 15 Garnsey said their internal goal in 2016 was focusing on the athletes and athlete participation. The result was they were up almost 4,000 athlete starts. 2016 marked the first year in Lionshead and they hope to grow on it in 2017. GoPro would like LH to be the family and kids centric area. Garnsey said this year will be focusing on the guest experience. Garnsey said funding will be spent on staff, information communication, app development, and other projects to help combat the growth of the event. McDonald asked if the average daily rate is impacting the attendance and if they have worked on room blocks. Horner said it is challenging for an athlete and something to continue to work on. Valenti asked if bike race is going to happen in Eagle again. Garnsey said yes it will happen again. New events could be a new bike and run event in Vail. Davis stated that the idea is to have events to stand on their own two feet so how do we keep growing with asking for less money. Horner stated that the money is used to grow the event and expand into GRFA and LH. Garnsey stated that they want to do a better job with environmental sustainability. Horner stated that the economic impact increases year over year. Davis stated that they are one of the healthiest events from a P&L standpoint. McDonald asked about GoPro contract length. Garnsey stated they just renewed for 2 years. 1:50-2:00pm BREAK 10 minutes 2:00-4:10pm Athletic Events 2 hours, 10 minutes cf: Chris Harguth, John Kinkowski Prep Baseball Reports (PBR) West Championships July 20-23 PBR Colorado and 5280 Tournaments $42,000 Kinkowski stated that they brought in 35 teams in 2016. They are hoping to grow the tournament and had over $100,000 in hotel bookings in 2016. Their team fee was deeply discounted in order for teams to signup. Steamboat Springs average cost is $1,400 per team. Their only paid sponsor is State Farm Insurance. Davis asked where games are taking place. Kinkowski said they are taking place throughout the Vail Valley. The tournament is a four game guarantee x 35 teams and half were in Eagle, half in Vail. Davis asked if they have received money from other towns. Kinkowski said Eagle granted them a couple thousand dollars for lodging. Gordon asked where the host hotel was. Kinkowski said Evergreen Lodge was host hotel in 2016 and will look into others in 2017. Rediker asked if there are any other events besides games that could take place in Vail. Kinkowski said yes, they would like to move opening ceremony to Vail and maybe add a concert. Davis asked what support would be needed for the opening ceremony in Vail. Kinkowski said opening ceremony included skills timing, food, pin trading, batting cages, speed pitch, and family activities. Davis asked if they have planned for opening ceremony in Vail. Kinkowski said yes they want to have it in Vail. Wadey asked if they are going after national sponsors vs. local sponsors. Kinkowski said PBR is a national organization and wants to become more involved. Gordon asked if they are asking other towns for money this year. Kinkowski said they have not asked for more money. cf: Chris Huntington - by phone 203-770-2918 Vail Yeti Hockey Club - 203-770- 2918 Jan 6,7,13 Feb 3,4,17,18,24,25 Mar 17,18,24,25 Dec1,2,15,16 Vail Yeti Hockey Club $15,000 Huntington said the team is made up of college and professional players. They draw an average of 300 fans per game with a max of 500-700. Home games bring in teams for 2-3 days at a time and they stay in local hotels. Majority of teams want to stay in Vail but sometimes they have to put them up in Avon because of costs. The funding would allow for more advertising and marketing through Vail Daily, KZYR, etc. Huntington said they provide revenue to the VRD through ice rental and concession sales at games. Wadey asked about adding more security and the costs associated with that. Huntington said they hope to have more security guards with a goal of creating a family zone in the bleachers. Wadey asked if there is a policy for teams that cancel. Huntington said they are trying to bring back more reliable teams including teams from the Front Range. Wadey asked the difference between Yeti and Powderhounds. Huntington said the main difference is the age of 21 - 40 years old semi pro players and a younger USA Hockey junior team. cf:Craig Marshall by phone (641) 715-0700 Code: 790569 World Pro Ski Tour - (641) 715- 0700 Code: 790569 March 24-26 WPST, Inc. $15,000 CSE Special Meeting Minutes October 19, 2016 Page 9 of 15 Marshall said the theme is that the general public in the US doesn't understand professional ski racing. The concept of putting two skiers up against each other in bracket style relates to US fans. The event will take place at Golden Peak where the entire course can be seen on the hill. Plan to host the event from Thursday through Saturday. The awards ceremonies and parties will take place in the town, mainly at night. During the day on Friday and Saturday would be the actual competition on hill. Davis asked what the Turtle Rich Foundation is. Marshall said it is Bode Miller’s foundation that benefits disabled skiers and snowboarders. Wadey asked about their footprint at Golden Peak because Pink Vail is moving to Golden Peak. Marshall said their footprint is very small and have not heard of Pink Vail from the Vail Resorts Race Crew. Richardson asked are you flexible on dates. Marshall said yes, they are flexible. Rediker asked if social events would take place in the town vs. on mountain. Marshall said yes, goal is to work with local restaurants and bars for social events. Wadey asked for age range of skiers. Marshall said they will be 18+ but mostly 22-23+ with 40 being oldest. Wadey asked if they travel with coaches and families. Marshall said yes they travel with coaches but 25-50% with families. Davis asked how many other locations will be on this tour. Marshall said most likely to be four. Davis asked if they are coming to Vail even without CSE funds. Marshall said yes, but the funding would help their marketing and advertising. cf: Krista DeHerrera Skate Vail's "Melee in the Mountains" 29-Apr The 10th Mountain Roller Dolls $12,000 They are a 501c7 non-profit roller derby league. Rules have changed greatly since the older days. It is one of the only full contact women's sports out there. 2017 will be the fifth year of having the tournament. The event began with WECMRD until splitting off into their own entity. Four teams would be invited to the tournament in 2017 from Fort Collins, Durango, Vail, and New Mexico. Davis asked where it has been in the past. DeHerrerat has been at the Eagle ice rink. Davis asked if they have secured the venue. DeHerrera said It depends on funding. Their goal is to make it into a 2-3 day tournament to host more teams. She said a portion of proceeds go to a local non-profit. Moving the event to Vail would help the community understand the sport and possibly get involved in it. Their goal is to bring it to Vail and have it in Vail for the future. The event will draw skaters and leagues to enjoy Vail. Davis asked if there is flexibility in their dates. DeHerrera said no, there is no flexibility. Wadey noted that a lot of businesses close the week after the mountain closes. DeHerrera said one Idea is to keep it at Dobson to host party, music, etc. Wadey asked when FBLA Conference is. It is the week before beginning the 21st. DeHerrera said attendance at the event can be anywhere from 200-500 throughout the day. Wadey asked how much tickets are. DeHerrera said $8-$10 per ticket. cf: Kerri Thelen Vail College Soccer Showcase with Vail Select ID Soccer Camp May 3-June 4 Vail Valley Soccer Club $50,000 The goal is to bring as many college coaches to Vail as possible. Thelen said CU had a camp last year that sold out instantaneously that attracted kids from in state and out of state. The event will start with camp on a Wednesday and continue into a tournament on the weekend. Davis asked how many players attend. Thelen said It could be 200 - 600 with two day sessions encouraging them to spend the night. Davis asked if it would be mostly kids from Colorado. Thelan said no, all western states. Davis asked if there is any competition of other similar camps. Thelen said no, only Denver which is for local Denver teams. Davis asked if there is fear that the fields would not be ready. Thelen said no, although there is a possibility that it could snow. Waniuk asked to clarify dates. Thelen clarified that the dates are May 31 - June 4. Davis asked if camp could happen on a Monday and Tuesday. Thelen said yes it could. Rediker asked how many coaches would attend. Thelen said the goal is 50 coaches. Davis asked if event would happen if it wasn't funded. Thelen said not sure the tournament would happen without funding. They are anticipating having to pay for referee rooms, coach’s rooms, and marketing. Rediker asked if they will use Room Rosters again. Thelen said if not them, a similar company yes. Rediker asked if they would commit to only Vail hotels. Thelen said yes absolutely but would have to use Eagle-Vail fields for the tournament. Thelen is open to naming it Town of Vail College Soccer Showcase. Thelen said the showcase is much more difficult to pull off without funding. Gordon asked if there are other ways to raise revenue. Thelen said the showcase allows them to bring in revenue. cf: Kerri Thelen Vail Valley Cup, 3rd Annual Cindy Eskwith Memorial Tournament October 6-8 Vail Valley Soccer Club $10,000 CSE Special Meeting Minutes October 19, 2016 Page 10 of 15 Thelen said the event brought in 148 total teams throughout the state and Utah. New in 2016 was using a company called Room Rosters which allowed them to control where people stayed and to see how many people came and stayed. They believe that there were over 1,500 room nights in Vail alone in 2016. Thelen said team registration was moved to the Welcome Center in Lionshead. They estimate that there was over $1M of spending in TOV. They utilized fields at VMS, Ford, and Donovan. Their plan is to increase the number of games on Friday night to increase the number of overnight stays. Rediker asked how many hotels were used compared to down valley. Thelen said more than half of the room nights were in Vail. Thelen said they use 17 fields in total and do have to use hotels down valley. Rediker asked if they ask for money from other towns. Thelen said yes, they got $1,000 from Eagle and in-kind from Avon. WECMRD donates the field and they have not asked Eagle County for funds. Wadey asked to look at the construction schedule for Lionshead in 2017. cf: Euginnia Seyferth U16 Rocky Central Junior Championships March 11-17 Ski and Snowboard Club Vail $5,000 The race consists of 187 kids from the Rocky Mountain Region competing at Golden. The TOV logo would be placed on the race bib. A majority of the kids would be staying in Vail. Rediker asked if Vail Resorts sponsors this. Seyferth said they receive some cash gifts through Epic Promise and in-kind services such as grooming, snow making, and passes. Davis asked if there were any changes from last year. Seyferth said there are no changes. Wadey asked why the increase in ask. Seyferth said one of their sponsors is not coming back next year and they are trying to make up that amount. Davis noted that they have a healthy P&L compared to a lot of events that are presenting. Seyferth said the money they make goes back into their organization to offset other costs. cf: Beth Pappas Vail Whitewater Series May 9,16, 23, 30, June 6 Vail Recreation District $6,000 Overall participation was up 28% in 2016 with a majority coming from out of town. They are looking for ways to increase spectator engagement. Pappas said they would like to add a rodeo competition in the kayak hole performing tricks. Davis stated that it is nice to see it growing. Rediker asked if event would happen if not funded. Pappas said it would not happen. Wadey asked if expanding reach into front range would help with success. Pappas thinks it did increase participation and there is not an event like this in most other mountain communities. cf: Leon Fell King of the Mountain Volleyball June 16-18 King of the Mountain Volleyball $15,000 The event has gotten bigger and Fell is anticipating it to keep growing but expenses have increased as well. They may have to look at renting another field. Fell stated that since Honeywagon bought MRI, waste removal cost has increased by double. Fell said clinic program will include adults as well as kids. The new format will hopefully increase play for all divisions. Fell said marketing was a great success this year. Davis asked if a celebrity will be attending this year. Fell said they would like to have Misty May. Davis asked if there is a plan for more courts. Fell said he is not going to move his event to any other town and that this is a Vail event. Fell said Donovan field would be the next choice for more courts. Valenti asked if there would be any price increase. Fell said if he can bring in enough sponsorship dollars he does not anticipate it. cf: Dan Cramer Kick-It 3v3 National Soccer Championship + RECAP* July 28-30 North American Sports Group $40,000 It is the 16th year of Kick It in Vail. Cramer said they changed it from a regional to a national event a few years ago. They are pleased with growth and have attracted teams outside of the state and country including Mexico. They are very pleased with the changes that were made to the Ford Fields. He said the Solaris King of the Pitch is to attract families and kids into town. They raised $25k for the Boys & Girls Club. They brought in some coaches from Chelsea FC. They would like to better the marketing partnership with the TOV such as a packet to send out to the participants and families that are attending. He said participants have a tendency to come earlier and stay longer. The operational challenge is to get better refs. They may import refs that participate at their events in other markets throughout the country. Wadey is asking how the CSE funds are being used such as for other regional events. Cramer said yes, they use the money to grow their other events. Rediker stated that $40K is a large amount and almost half of their budget, is there other sponsors you have to increase revenue. Cramer said locally in Vail, no, nationally yes there may be. He stated that $2.9M was generated for Vail so he believes the ask is fair. Davis asked how sponsorship works in other CSE Special Meeting Minutes October 19, 2016 Page 11 of 15 markets. Cramer said York, PA provides funding as a regional event and sponsors allocate their money across all 60 events. cf: Beth Pappas/Billy/Hel ene Mattison Vail Kids Adventure Games August 9-13 Kids Adventure Games, LLC $42,500 Mattison thanked CSE for the support over the years. She said they sold out earlier this year and at an increased capacity. The Weather Channel broadcasted several segments live from Gondola One. They had a 9% increase in economic impact for the Town of Vail. They are looking at growing the expo and utilizing more media outlets. Davis asked if they are at the max cap of participants. Mattison said no, they are not at the cap yet and think they can accomplish higher participant numbers through different wave structure. Valenti asked why they can't add another day. Mattison said I guess we could but it is a strain on staff and volunteers. Rediker asked why registration is at Kids Sport and suggested the Welcome Center. Mattison said yes, may be outgrowing Kids Sport and may choose a new location. Davis asked if same title sponsor. Mattison said yes, Toyota is a 2 year sponsor. Davis asked what their feedback was. Mattison said it was very good and that they loved the kids and families. Davis asked why they are increasing ask by $2,500. Mattison said it is the increase in cost and believes that since they increased the economic impact they should be awarded more funding. Davis asked how many events they produced. Mattison said a total of 8 events. Davis asked if participants from their other events came to Vail for a 2nd race. Mattison said they saw a few and the plan this year is to open registration early for those participants. She said there were 10-12 teams from drivable markets such as Park City. cf: Mike McCormack Outlier Offroad Festival Sep 30 - Oct 1 Uncommon Communications/ Greenspeed Project $25,000 2017 would be the 3rd year of Outlier. McCormack said it has grown considerably, specifically on the demo side. The event showcases a side of Vail that most don't get to see which are the backcountry trails and back bowls. The new approved date would include an enhanced music aspect and put more money back into the purse. The three components are the enduro, cross country, and demo. McCormack stated they grew out of the existing venue in Mountain Plaza. He said the media component mentions Vail in every article. Davis asked if the format is going to change. McCormack said it will remain the same. He said it is challenging for Vail Resorts to fit it into their existing business. Gordon stated that a few bike shops felt that earlier dates on a busy weekend may take business away from them. McCormack said every bike shop gets 2 entries and VIP passes. Davis asked if the expo village is going to grow. McCormack said yes, if they have the ability to accommodate it. Valenti asked if it would require space past Mountain Plaza. McCormack said yes, it would and could expand into Golden Peak but would rather move into the Village. Wadey asked if race finish would be in Lionshead. McCormack said this year with Oktoberfest it didn't fit and would rather keep it contained and have the event flow in Mountain Plaza. cf: Jim Soran by phone (O) 303-779- 2708 or (C) 303- 877-7977.* Vail Lacrosse Shootout + RECAP by phone, if necessary- Jim Soran (O) 303-779-2708 or (C) 303-877- 7977.* June 25-July 4 International Lacrosse Promotions $20,000 2016 overall was a very good event but had a few problems with the weather and field conditions. The event numbers were solid but they saw a decrease in women's elite division. Two complaints were that their vendor presence was not as good as they have been and second being parking. The charge for parking at Ford Field is consistently the biggest complaint. On a night when Bravo is happening there are problems getting everyone out of The Nest in time. 2017 will be the 44th year of the event. Wadey asked where their team players stay. Soran is not exactly sure but stated that 83% were in Vail. Waniuk stated that the drop off of equipment was the reason for parking complaints. Davis asked CSE Special Meeting Minutes October 19, 2016 Page 12 of 15 who's lodging they cover. Soran said it is for staff and trainers. Davis asked that the fees for refs are what it costs to get them here. Soran said yes, it is the refs own cost. Wadey asked if they pay for field rental. Yes, paid $26,000 total in 2016. 4:10-4:20pm BREAK 10 minutes 4:20-5:20pm Music/Art/Culinary/Cultural 60 Minutes cf: Baily Rose Charles Blair Law III Slow Fashion Vail September 22, 23, 24 Baily Rose & Blair Law $38,000 Slow Fashion is the practice of using pieces over and over again. Each garment serves for adventure after adventure. It engages the public in the stories we experience every day. It would include on street fashion shows on Gore Creek Drive, sessions teaching how to fix a garment, etc. Skiing is one of the most eco conscious sports and undoubtedly the most fashion conscious sport. The goal is to create a new dialogue that doesn't exist at any other resort. Rose said they are proposing event in September but flexible on dates. Their plan is to invite retailers and designers to participate. Rose said it is a sustainable fashion adventure event. Richardson asked how they would engage local retailers. Rose said they would educate them on Slow Fashion and ask them to showcase a brand to be a part of the fashion show. Davis asked if there are other Slow Fashion events they look to as a model. Rose suggested looking at European events such as fashion revolution but this is a first of its kind sustainable fashion event. Davis asked if it is an ambient or destination event. Rose stated the first year would be ambient but as it grows to make it into a destination event. Law said that Rose has contacts with different workshops and agencies in Denver and the Front Range. Davis asked if there are other events going on in the fashion world at this time of the year. Rose said New York Fashion Week is happening but it is breaking down because of sky rocketing costs. Richardson asked if event would still happen if not funded fully. Rose said it would still happen with some funding from CSE. cf: Kevin Selvy Crazy Mountain Brewery's Edfest August 19 Crazy Mountain Brewing Company, LLC $100,000 Event started in 2011 at their brewery in Edwards, then moved to Riverwalk, and then moved onto the soccer fields in Edwards. In 2016 the event moved because Eagle County would not give them their hearing until a month before the event so they decided to move to GRFA. Selvy believes that having the event in Vail opens up the amount of hotel rooms and provides better infrastructure. The event brought 40 breweries into GRFA. Musical acts have included Trombone Shorty in 2016, Drive by Truckers in 2015, and North Mississippi All Stars in 2014. The event is unique in the way that it is the last summer beer festival in the state. Event attendance is mainly from the Front Range. They leverage national distributors to bring in out of staters too. Crazy Mountain uses the event as a reward and flies in sales distributors. They donate any profits to the ERWSD. Davis asked if the event sold out. Selvy said they sold close to 3,000 tickets. The goal is to sell 4,000 tickets next year and to get there they need a bigger musical act. Richardson asked if they are still going to call it Edfest. Selvy said no, their marketing team is brainstorming on a new name. Davis asked if event will happen without CSE funding. Selvy said yes, it will but the funding would be mainly used for hotels, travel, and musical act. Davis asked who they bring to town. Selvy said it would be 120-130 distributors from across the country as a sales incentive. Davis asked if there were any problems with the Amphitheater. Selvy said no, it is a dream and may be look at using the garden next door. Rediker asked if the GRFA is reserved. Selvy said yes, reserved for the 8/26 but tentative for 8/19. Davis asked if Vail would be included in the new name/re-brand. Selvy said yes, if funded by the CSE. Wadey asked how you enforce the designated driver. Selvry said they have a wristband distribution plan. Davis asked if they have other sponsors. Selvy said yes, but they did lose a few when they moved to Vail. cf: AJ Bodden - phone 203.900.5580 Vail Beer Week - 203.900.5580 October 12th- October 14 Townsquare Live Events / Townsquare Media $50,000 CSE Special Meeting Minutes October 19, 2016 Page 13 of 15 America On Tap produces more than 50 beer festivals across the country in 2016. Their team has collectively over 25 years of beer festival management executing over 100 beer festivals. Townsquare Media group is the 3rd largest radio media group in the country. National events including Country Jam near Fruita. The event would be a 3-4 day long village wide festival to include beer dinners, food pairings, tap takeovers, meet the brewer, cooking, yoga, hiking, biking, and more. It would include signature events each day and or evening including Vail hop and stop, Friday rocky mountain madness and Saturday Vail beer summit. Vail Beer Week will have its own website and social media channels utilizing digital marketing and traditional media. Bodden stated the venue will be identified with the TOV to be flexible and have it in the right location that works for everyone. The goal is to bring a lot of people into town in October to experience Vail. Davis asked if having the event the week after GABF is a pro or con. Bodden said he is not overly concerned but the programming is more personalized and unique. Bodden said they have the ability to flexible on dates. Davis asked if they partner with private businesses. Bodden said the grand tasting would be on TOV property for a combination of both. cf: Ariel Rosemberg - phone 404-402- 0484 Vail Summer Bluegrass Series - 404- 402-0484 June 28, July 5, July 12 & July 19 Lakeside Stride $50,000 2017 would be the 4th year of the Series. This year the proposal is not changing very much. Rosemberg said they are bringing back Bonfire, 10th Mountain, and other sponsors. He said the biggest question is venue location and LH has been a great location. He is trying to make the event work at the Arrabelle again. Rosemberg proposed alternative locations at the LH mall entrance or near the French Deli which would give more control over liquor license. Rosemberg said the funding would help with marketing and talent. Davis asked if he has secured other locations in LH. Rosemberg said no not yet. Davis asked if he was to be somewhere where he could retain alcohol sales would they still need TOV as a sponsor. Rosemberg said the funding allows him to do what he does and would look at it for 2018. He said the four consecutive dates would be similar to 2016. Davis noted that he will be producing four events at $12,500 per event based on funding ask. Saeger stated that Jeff is the sign off for the ski yard at Arrabelle not the LH Mall entrance. Davis asked if he would have the economy of scale of the tent if he moves from Arrabelle. Rosemberg said yes he would lose that. Wadey noted that there are groups working with Arrabelle and Vail Resorts on the liquor license. Richardson asked about merchandise sales. Rosemberg made an investment in fleeces and hats and can all be repurposed for future events. cf: Sarah Franke Vail-Beaver Creek Restaurant Week September 29th, 2017- October 8th Group 970 Restaurant $10,500 Franke said there were 29 Vail participants which is the same as 2015. Beaver Creek has 11 participants. Franke said they had 15 lodges vs. 8 in 2015. They partnered with Beaver Creek marketing team to put together the marketing plan They saw 30% of web traffic was from Front Range with an uptick in Texas and Florida as well. The change in week of event provided good feedback. Franke stated that 55% of the people stayed in local lodging. She said Beaver Creek will match whatever TOV funds. McDonald asked if Avon is interested in participating. Franke said the restaurants are interested but the Town of Avon has not reached out. Franke would leave it up to CSE and Beaver Creek if they'd be open to Avon participating. Franke noted that the website is up in the budget. Franke said sponsorship is a big goal and they are meeting with a potential sponsor on 10/20. Richardson asked how it will grow. Franke said as it grows they can move it further and further into offseason. Franke said growth comes by pushing the offseason later even though the offseason is getting shorter and shorter. 5:20-6:10pm Ambient Event Proposals + Other 50 Minutes cf: Sarah Franke, Edward O’Brien Colorado Grand Sept. 15-16 CO Grand w/LH Merchants Assn. $10,000 CSE Special Meeting Minutes October 19, 2016 Page 14 of 15 They are a 501c3 and have been coming to Vail Valley for 23 years. O’Brien stated they have given over $5M in gifting and will cross $5.4M by December. The event consists of a group of 260-280 people that come to Vail. They have 27-30 semi trucks coming to town to coordinate the delivery/load-out of the cars. They have top notch cars from around the world that come from Monterey and Pebble Beach. They change their routes every year including 4 days on the Western Slopes. O’Brien stated they spend north of $220,000 in accommodations in Vail. He said an additional day would add over $100,000. Friday night is the Finish Line and Saturday is the Concours D'Elegance. The banquet is Friday night which includes an auction that raises almost $100,000. They believe that they bring in around 3,000 people for the event. Their programs are distributed throughout Lionshead, route town stops, and other car shows leading up to the event. They give $40,000 in scholarships to attend a college or university in Colorado, $8,000 x 5 scholarships one being in Vail. O’Brien said they have good synergy with Vail Oktoberfest. He said 20% of people come in and spend the weekend here. Davis asked if there were lodging problems with coming in early and then leaving. They are booking 5 years out so no. Davis asked why they upped the funding amount. Franke stated that the CSE funded both LH Merchants and Colorado Grand. cf: Gina Hallisey Zoppe Italian Family Circus August 25-27 Get Connected Events $39,000 Hallisey has met with VRD and confirmed that the best spot is the Rugby field but if it is wet that the Ford parking lot will be the venue. The circus tent can seat 500-600 and the furthest anyone is from the main ring is 20'. The event attracts all demographics but it is mostly for locals. There are four total stops in Colorado. Tickets are available for general admission and VIP. Their marketing plan is grassroots through newspapers, radio, and social media. The show is about 1hr 30 min with an intermission. Hallisey said they like to drive traffic back to local businesses. The Zoppe Circus is a 7th generation circus and one of the last traveling circuses in the country. Davis asked if the venue and dates are secured for the other weeks. Hallisey said yes, Wheat Ridge, Snowmass, and Winter Park. Wadey asked how much tickets are. Hallisey said ticket prices can be changed but around $15-$20 for GA with the VIP being more expensive. Valenti asked how long the event has been in Snowmass. Hallisey said It will be the 3rd year. Hallisey said they use online ticketing through EZ Register and can allow local restaurants to advertise. Richardson asked if the family and staff stay on-site. Hallisey said yes, 7-9 RVs to be parked in the Soccer Lot. Davis asked for set-up/tear down timeline. Hallisey said Tuesday to Tuesday with Wednesday to Monday on the field, parking lot would be a little longer. They looked at Ford Parking lot but it is only 125' wide and need about 150' of width. If on asphalt they would have to bring in dirt to put down. Early August would work as an alternative date as well. cf: Michael Holton Pink Vail 25-Mar Vail Valley Medical Center $15,000 Vail owns the worlds biggest ski day to conquer cancer. The event is a very rare skier participatory event. It engages women. Nearly half said the event is why they visited Vail. Participants were from nearly every state. Nearly 8,000 donations from outside of state. Contributed a $300K economic impact. All funds stay local and into spirit of survival. Goes beyond a cool concert or a cool beer event. Davis asked if they are moving to Golden Peak. Holton said yes, they are taking over all of GP setup area. Valenti asked about participant vs. non participant conflict. Holton said they have discussed fencing but it is not the spirit of their event. cf: Brian Hall Vail Family Fun Fest June 24, July 1, 8, 15, 22, 29 & Aug. 5 Blue Creek Productions, Inc. $22,400 This is the 6th year of the event. They asked for $20,000 in 2015 and ROI was 40:1. NPS score was 73. 64% of attendees are vacationers. Event includes a hula-hoop competition and other fun kid’s games. Hall believes that his event aligns strongly with Vail brand. Hall plans to work with hotels to give them an info sheet to help draw people to town and to his event. Wadey asked how many days they were displaced from Arrabelle. Hall replied, twice. Hall said they have looked at moving down towards the Ski School office and on the upper level. cf: Taylor Slaugh Present: Ed Abramson Vail Automotive Classic: VV Car Show & Evening Social + RECAP September 10 Vail Valley Concours $7,500 CSE Special Meeting Minutes October 19, 2016 Page 15 of 15 This is the 8th year of the event. It draws in high net worth people that love to come to Vail. One change is that it’s going to be fully in the Town of Vail. They plan a cocktail event in town on Friday night. Saturday will be a participant drive and banquet at the Vail Golf Clubhouse. Sunday they have secured Mountain Plaza to fit more cars into the area. The goal is 120-140 cars and vendors. This is their first year that they will hire a real person to raise money for the event. Dennis Gage from Speed Channel did an entire TV show in 2015 and in 2016 Sports Car Market Auto Publication is writing a feature article. Barret Jackson has become a full sponsor. It’s a destination event that will draw in a couple hundred hotel rooms. 2/3 of participants come from out of town. The judging in town will be a new format. Had historic old cars as well as high dollar sports cars. There were a total of 88 cars in the Vail Village. Wadey asked if Wheels and Wings will happen at Jet Center. Abramson said no, the entire event is happening in Vail this year. Wadey asked if the auction creates sales tax. Abramson said there is no planned auction this year but it could be discussed. *A motion is required to approve the release of the remaining 2015 funding allocation. Total CRC Funding Requested: $2,274,975