HomeMy WebLinkAbout1.a. 2017-07-05 CSE Minutes DRAFTCSE Minutes July 5, 2017 Page 1 of 5
DRAFT
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, July 5 , 2017 @ 8:30am
AGENDA:
Meeting materials can be accessed at the following link:
http://bit.ly/2t56thg
CSE Members Present: Mark Gordon
TOV Staff Present:
Others Present:
Kim Newbury Rediker
Marco Valenti
Alison Wadey
Barry Davis
Rayla Kundolf
Samantha Biszantz
Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Christine Albertson, Pink Vail
Michael Holton, Pink Vail
Kris Sabel, Vail Symposium
Beth Pappas, Vail Recreation District
Jason Brownke, Vail Marriot
CSE Chair, Barry Davis, called the meeting to order at 8:31am.
Administrative Items
Approval of the Minutes of the CSE Meeting on June 7, 2017
Motion to approve the minutes of the CSE Regular Meeting on June 7,
2017 as presented.
M/S/P: Valenti/Kundolf Unanimous. The motion passed 7-0
CSE Minutes July 5, 2017 Page 2 of 5
Review financials/Survey Results: Refer to the spreadsheet. Waniuk noted
that she will no longer include the accounting spreadsheet. McDonald suggested
definitions of acronyms such as NPS on the sheet.
Meeting Reminders:
August/September – RFP System Training, webinar or in-person
Kundolf asked for Waniuk to suggest best dates for training. Waniuk said
she will send out a Doodle poll with meeting dates and times.
August 7: RFP Released
September 25: RFP Due
September 29: RFP + information provided to CSE for scoring
October 4: NO REGULAR MEETING
October 9: RFP Meeting #1 (The Antlers at Vail) – 7:30am-7:30pm
October 18: RFP Meeting #2 (The Antlers at Vail) – 8:00am-5:00pm
October 19: RFP Scoring due by 4:00pm
Gordon noted that this should be October 10th. Waniuk said she will
confirm a due date for the scoring and that she will allow more than one
day for the CSE to fill out score sheets.
November 7: Presentation to Council of 2018 funding decisions
Waniuk noted that the Council has 60 days to call up any CSE funding
decisions. McDonald noted that more than likely any questions from
Council would arise on November 7th. Gordon asked if Council would take
a vote on November 7th which would then finalize the CSE funding.
McDonald said she would verify with Matt Mire.
June 22 ERC Meeting Report:
Kundolf said she would like to have a report on events and what they need to
improve on. Waniuk noted that she and Saeger will also score events marketing
and operations on the RFP. Valenti noted the strong knowledge and experience
on the ERC.
Event Recap:
*motion to release final funding disbursement required
Vail Whitewater Race Series
Please see presentation for further details. Davis noted that the after party at the
Altitude was great and was attended by a lot of the local community. Gordon
asked if they use theair bladders in Gore Creek. Pappas said sometimes but
Alpine Quest usually makes that decision. Kundolf noted that the athlete
participants were higher quality this year. Pappas noted that female participation
increased this year and so did the female categories. Gordon asked how the
spectator base can grow. Pappas noted that they have an MC and beer tickets to
drive traffic to after parties. Pappas said they have looked at ideas including a
band and a beer garden.
Motion to approve the final funding distribution Vail Whitewater Race
Series
CSE Minutes July 5, 2017 Page 3 of 5
M/S/P: Kundolf/Valenti /Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Pink Vail
Please see presentation for further details. Davis asked if there were any
negatives with the move to Golden Peak. Albertson said their ski down needs to
be more fulfilling with the move to Golden Peak. Kundolf asked if they are
planning on extending their reach outside of the immediate region. Albertson
said yes, they have marketed in the Front Range, Buena Vista, Steamboat, and
Grand Junction.
Motion to approve the final funding distribution Pink Vail
M/S/P: Valenti/Kundolf /Unanimous The motion passed 7-0
Event Recap:
*motion to release final funding disbursement required
Vail Symposium
Please see presentation for further details. Kundolf said that the Vail Symposium
is very helpful for the community and is excited that Sabel has become the
Executive Director. Biszantz noted that the demographics of young and old
between two events that she attended were fantastic and she urges Sabel to
continue to work with the Vail Valley Young Professionals.
Motion to approve the final funding distribution to Vail Symposium
M/S/P: Valenti/Rediker /Unanimous The motion passed 7-0
Final Review RFP Interview Process:
Kundolf asked for clarification on what pitch means. Davis said it is a guide for
event producers to get to the facts. Wadey added that this is based on last
year’s interview process and the need to give event promoters a better guide to
present. Gordon asked if they should have their regular October meeting for the
remaining events to present their recap. McDonald noted that these events
would most likely not have their event recaps until November. Davis asked if Vail
Lacrosse could present recap in September. Rediker said she would prefer to
see recaps totally separate from their pitch and suggested recaps first thing in
the morning from all and then go into RFP pitches. Waniuk confirmed that the
event recaps will occur first and then begin 2018 RFP interviews.
Final Review 2018 Funding RFP:
Waniuk noted that event promoters can add multiple events. Davis asked how
much Waniuk is going to help certain event promoters. Waniuk said that she
plans on helping a handful of event promoters in August/September. Davis
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asked if there is any negative feedback from event promoters it would be good
for the CSE to know. Gordon asked to clarify new event vs. new event promoter
question. Gordon suggested that the charity is named and described. Gordon
asked for clarification of how your event will drive group business. Davis
suggested changing it to not required and changing to the potential of group
business your event may bring to Vail. McDonald clarified that this question is
asked to the Education and Enrichment category as well. Biszantz suggested
saying numerical values only on questions that do not allow word text. Waniuk
confirmed the change to does your event/program have the opportunity to drive
group business? Please describe. Gordon noted that the potential benefits to the
Town of Vail questions could be very confusing to first time event promoters.
McDonald said this is when the event promoter should work with Waniuk to
clarify this information. Rediker noted that she has never had an event promoter
ask how many room nights were booked via a code. Saeger noted that the only
in-kind offered through the CSE funding process is for facility rental. Saeger
clarified that in-kind services such as barricades, police services, banner fees,
etc. are only granted through Council funding requests. Gordon asked if the
marketing plan is going to be a template. Waniuk said she could create a
marketing template. Gordon asked if there is not a template, what anticipated
presentation formats could be uploaded. Waniuk said spreadsheets, word docs,
and PowerPoint presentations. Gordon suggested that Waniuk provide an
example. Waniuk suggested she create a template because it is a huge part of
where the funding goes to. Waniuk clarified that the only public information that
is posted is the name of the event and funding amounts. Davis asked if there is
a living document for all to see any questions that event promoters ask. Rediker
confirmed that event promoters can ask questions via non-email. Waniuk said
yes, she will write them down and distribute them. Rediker suggested
encouraging producers to submit questions via e-mail. McDonald said she will
clarify the Council review/approval date with Matt Mire.
Rediker noted, under the Education and Enrichment category, that instead of
course or class syllabus it should be program details.
McDonald suggested using the term partners instead of sponsorships. Kundolf
suggested the question be how will your event build and partner with the Vail
Brand. Wadey suggested only partner as the Vail brand is already built. Davis
said how will you partner with the Vail brand identity. Waniuk confirmed she will
change this question for both categories. McDonald asked for average time of
an event to complete the form. Waniuk said two hours and the attachments will
take the most time. McDonald said the event promoters already use a similar
process for their permit applications.
Event Liaison Marketing Update:
Please see presentation for further details. Wadey asked if there is a conflict
between Kids Adventure Games at Copper Mountain and their event in Vail.
McDonald said they asked if they could direct potential participants to Copper
CSE Minutes July 5, 2017 Page 5 of 5
Mountain event and that staff said no. Waniuk added that Copper is a parent
and kid event and they wanted to add a kid only event and staff said no.
New Business and Community Input:
Waniuk discussed the hat company that has been trying to get into the Farmers
Market and has been denied. Valenti confirmed that Meadow Drive business
association members receive a free entry into the Farmers Market. Kundolf
confirmed that the hats are sold through Perch and the vendor has the
opportunity to sell hats through Perch’s tent. Gordon asked if there were any
updates regarding a Tough Mudder in Vail. Saeger said spoke with both Tough
Mudder and Vail Mountain about the potential event. Saeger said that Vail
Mountain is the ultimate decision maker and instructed Tough Mudder to submit
an event application to Vail Mountain. Saeger added that Vail Mountain’s
concerns include US Forest Service permitting issues. Gordon asked if there
was any response needed to the Vail Daily editorial article regarding access to
Village Center during events. Saeger said that staff has been in communication
with the woman who wrote the article. Saeger added that staff has been working
internally to mitigate any future instances such as this one. Saeger said there is
going to be an improved communication policy between staff, event promoters,
and the Village Center property manager to ensure all residents are aware of an
upcoming event. Wadey suggested attending Vail Bluegrass tonight and there
were upwards of 500 attendees last week.
Motion to adjourn at 10:55am.
M/S/P: Kundolf/Rediker/Unanimous. Motion passed 7-0