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HomeMy WebLinkAbout1. d. Roles of Council CSE ERC 05-16-2017Roles– Special Events Page 1 Roles of Town Council, CSE & ERC – Special Events TOWN COUNCIL: The Town Council’s role in events is to provide funding to the CSE and also for council-funded events. They select the council-funded events with assistance and recommendation by staff. Despite the fact that the council decides upon council funded events, those events still run through the requirements and process of the CSE. The Town Council will evaluate the various proposals based on their direct benefit to the entire community of Vail, fulfillment of the town’s mission, and how this contribution will affect our resort community’s future health. The proposals must comply with the criteria for the applicable funding category requested. The Town Council funds these categories, but oversight for payment, marketing and recap belongs to the CSE: Signature Events: Signature Events represent events and programs that have been built by solid organizations over a period of time and enjoy national and international recognition for excellence. These events represent the Vail brand at the highest level and the loss of any one of them would have a negative effect. The customer base includes a significant portion of destination guests and economic impact to the town is profound. Example of these events and programs would include Bravo! Vail, Burton US Open Snowboarding Championships, Vail Dance Festival and Vail Jazz Festival. Funding of this category is allocated outside of the CSE annual budget; however the results will be reported to the Commission on Special Events as part of the standard recap process. Destination Events: This category represents events and programs that provide the town an opportunity for new or one-time major events such as the US Pro Challenge, and the 2015 Alpine World Ski Championships. While funding will be allocated outside of the Commission on Special Event’s budget, event results will be reported to the CSE as part of the standard recap process and will also be presented to Town Council. The funding for this category will not necessarily be recurring. Major events and/or programs with the potential to build the Vail brand even further and have a significant impact on the town’s economy will be considered on an individual basis. Roles– Special Events Page 2 CSE: The Vail Commission on Special Events (CSE) is accountable to deliver an annual Special Events Plan that ensures world-class events that are fully aligned with Vail’s brand. The CSE will 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 event calendar, positive community experience and integration, as well as positive guest-centric results that lead to future loyalty. CSE OBJECTIVES: In 2002, the Vail Town Council approved legislation that created the Commission on Special Events (CSE) in its current form. This ordinance set several broad objectives: 1. Stimulating the local economy: a. Increase lodging and sales tax collections b. Increase number of visitors c. Insure that visitors have a high rate of intent to return 2. Create a sense of community in Vail and increase the quality of experience for both guests and residents 3. To provide street entertainment and special events that reflect the high quality image of Vail and contribute to vitality, economic viability and fun throughout the year 4. To establish a single point of contact for events administration The CSE meets on the first Wednesday of each month and consists of 7 members who are appointed by the Town Council to serve two year terms. CSE STRATEGIC DIRECTION: The CSE will encourage and recruit independent event organizers to produce events in Vail by acting in a supporting role to provide funding for the development of new events, as well as funding consideration for existing events that continue to contribute to the vitality of the community. The CSE will also provide guidance to event producers on date recommendations, event concepts, sponsorship, venue, marketing and any other relevant topics as appropriate. CSE EVENT CATEGORIES: Recreational, Cultural & Community Events: • Signature • Destination • Ambient Education and Enrichment Events & Programs See attached CSE Strategic Plans for further details and roles. Roles– Special Events Page 3 ROLE OF THE ERC (EVENT REVIEW COMMITTEE) The ERC meets weekly (presently on Thursdays @ 1pm) in the Community Development Conference Room from 1-2 hours as needed to review applications. The meeting schedule is determined by the Special Events Coordinator, who operates as the chair. The agenda is normally finalized two days prior to the meeting and applicants representing selected events are asked to be present to explain the application. ERC members include a member designated by each Town of Vail Department that plays a role in Special Events and who is authorized to make decisions and accept departmental responsibilities with respect to the Special Event permit approval process: o Economic Development: Special Events Coordinator/Event Liaison Specialist/Economic Development Manager o Vail Fire Department o Vail Police Department o Code Enforcement o Public Works o Transit and Parking o Environmental o Sales Tax o Vail Town Clerk representing Town Manager’s office and Vail Licensing Authority (Liquor Board) o Vail Recreation District (when required) o Eagle County Ambulance District (as needed) ERC Members should review the applications for permits online prior to the meeting and to use the “boxes” on the summary page to communicate any outstanding issues to the Event Producer and the other members in the ERC group, or to indicate approval. The primary goal at the regular ERC meetings is to identify any and all outstanding issues within a submitted permit and to approve as many applications as possible that have provided all of the required information and are in compliance with the Town’s code. The usual procedure is to walk through each application on the screen, with or without the producer present-depending on scale of the event, and take comments from each department. The ERC also reviews requests for In-Kind Services that may be requested within a specific application. Although Special Event Permit Application review is the primary directive for the ERC, they serve as a powerful resource for input on the following topics: o Debrief with the event producer following select events to evaluate what went well, what can be improved and to recommend changes that can deliver better and safer experiences o Recommend service and infrastructure improvements that will contribute to better and safer events o Recommend policy changes that respond to new technologies and learnings from existing or new events