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Home My WebLink About01. 2018-6-6 CSE Agenda Minutes DRAFTCSE Minutes June 6, 2018 Page 1 of 6 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, June 6, 2018 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: https://bit.ly/2IpQ3tO CSE Members Present: Mark Gordon Barry Davis Rayla Kundolf Marco Valenti Samantha Biszantz CSE Members Absent: Alison Wadey Kim Rediker TOV Staff Present: Laura Waniuk, Event Liaison Specialist Ernest Saeger, Special Events Coordinator Mia Vlaar, Economic Development Director Others Present: Kristina Brownlee, Bravo! Vail Angela Mueller, Taste of Vail Andrea Sbicca, Highline Pete Osorio, Vail Mountain Euginnia Seyferth, Ski & Snowboard Club Vail Krista DeHerrera, 10th Mountain Rollerdolls Cathy Zaikis, 10th Mountain Rollerdolls Shawn Bruckman, Vail Honeywagon James Dieghan, Highline CSE Chair, Barry Davis , called the meeting to order at 8:32am. Administrative Items Approval of the Minutes of the CSE Meeting on May 2, 2018  Motion to approve the minutes of the CSE Regular Meeting on May 2 , 2018 as presented. CSE Minutes June 6, 2018 Page 2 of 6 M/S/P: Kundolf/Valenti/Unanimous. The motion passed 4-0 (Rediker and Wadey absent, Biszantz abstain) Meeting reminders: • July 4 meeting – reschedule meeting to July 11 • August 1 CSE meeting – reschedule to August 8? 1. All agreed to move to the 8th • Joint Meetings with VEAC & VLMDAC – need to schedule • Vlaar said the CSE and VEAC meeting would be scheduled for the July 10th VEAC meeting. • Vlaar said VLMDAC meeting with CSE would scheduled in August • Waniuk said at this time it would be presenting the RFP without the ability to make changes because it is opening August 1st • Vlaar said the VLMDAC can review the RFP at July 19 meeting Event Recaps: Spring Back to Vail *motion to release final funding disbursement required Please see presentation for further details. • Dieghan said there are three funding mechanisms including CSE, Vail Mountain Marketing, and Vail Resorts strategic alliance partners and sponsors • Dieghan suggested that all three funding sources sit down together to discuss the history of the event, the current status, and what this event looks like in the future • Dieghan said the Town of Jackson contributes $450k via a lodging tax to their music event • Davis asked what the venue was • Dieghan said it is in a parking lot similar to Ford Park parking lot but larger • Gordon said that the conversation needs to include Snow Days • Kundolf agreed with Dieghan that this years event was ok and in the past it was very good • Dieghan asked why it can’t go back to how it use to be  Motion to approve the final funding distribution for Spring Back to Vail. M/S/P: Kundolf/Biszantz/Unanimous The motion passed 5-0 (Rediker and Wadey absent) Taste of Vail *motion to release final funding disbursement required Please see presentation for further details. CSE Minutes June 6, 2018 Page 3 of 6 • Mueller noted that their media presence grew significantly • Mueller noted that weather was not ideal this year • Kundolf asked for clarification on ticket sales • Mueller said that her report includes all event ticket sales • Gordon asked if new fire code is affecting events • Saeger explained the compromise between the fire code, event demands, and the venues that events operate in • Biszantz suggested including a celebration at the end of the event for the restaurants and wineries participating  Motion to approve the final funding distribution for Taste of Vail. M/S/P: Kundolf/Valenti/Unanimous The motion passed 5-0 (Rediker and Wadey absent) Steadman Clinic Vail Cup *motion to release final funding disbursement required Please see presentation for further details. • Seyferth noted that their new clubhouse will be a good addition and home to the event • Kundolf said it is a great event and skiing is what we do in Vail • Seyferth noted there were 18 kids from VSSA in the Olympics in 2018  Motion to approve the final funding distribution for Steadman Clinic Vail Cup. M/S/P: Kundolf/Biszantz/Unanimous The motion passed 5-0 (Rediker and Wadey absent) Melee in the Mountains *motion to release final funding disbursement required Please see presentation for further details. • DeHerrera noted they expanded to a two day, Saturday and Sunday tournament • DeHerrera said they brought in teams from across the country including Pennsylvania, North Carolina, and Alaska • DeHerrera said they partnered with The Antlers • Davis noted that The Antlers reported their occupancy was up at least 25% • Davis mentioned feedback that many businesses and restaurants were not open in town • DeHerrera said yes, many businesses were open on Friday but most closed on Saturday and Sunday • Davis asked if they can bring in more teams • DeHerrera said Dobson can only handle around 6 teams CSE Minutes June 6, 2018 Page 4 of 6 • DeHerrera said it would be challenging to fit any additional games into a two-day schedule • Kundolf suggested partnering with a local restaurant instead of a food truck • Zaikis said they partnered with Bart & Yetis and Starbucks this year • DeHerrera said acquiring sponsors is challenging and so is competing with higher level events • Gordon noted that production value at Dobson including A/V needs to be improved • DeHerrera said they spend $8,000 to rent the floor and also have high costs for the labor • Gordon suggested looking at how they create more of a festival atmosphere • Valenti asked if the North Carolina and Pennsylvania teams will return • DeHerrera said she is not sure and it depends on overall rankings leading up to the event  Motion to approve the final funding distribution for Melee in the Mountains. M/S/P: Kundolf/Valenti/Unanimous The motion passed 5-0 (Rediker and Wadey absent) Vail Yeti Hockey Club *motion to release final funding disbursement required Please see presentation for further details. • Huntington noted the increased security improved the spectator atmosphere • Huntington noted they brought on six new sponsors • Huntington said they improved their social media presence and hired a professional photographer • Huntington noted that the first family night was very successful • Davis said it is affordable fun for the entire family but late starts are hard for kids to stay the entire game • Gordon said it is one of the few fun things that 20 something year olds can do in Vail • Kundolf suggested having Vail Daily report on each game • Huntington said they post on their website and send it to the Vail Daily who sometimes prints it • Valenti asked what their merchandise is • Huntington said they have jerseys and hats • Saeger asked if the finals could be hosted in Vail instead of Las Vegas • Huntington said he could look at a 4 team playoff tournament weekend in Vail CSE Minutes June 6, 2018 Page 5 of 6  Motion to approve the final funding distribution for Vail Yeti Hockey Club. M/S/P: Kundolf/Biszantz/Unanimous The motion passed 5-0 (Rediker and Wadey absent) Town Council Retreat Update: • Vlaar said the Council’s vision evolved to Community, Economy, Sustainability and Experience • Vlaar said there needs to be additional recreation activities that guests can partake in outside of the mountain • Vlaar said the civic area discussion around opportunities to improve Dobson, parking structure, current Town of Vail buildings is a focus • Vlaar said the West Vail plan was also discussed • Vlaar noted that transportation was discussed to figure out how our entire Valley works together to improve the system • Vlaar noted that Vail Resorts is going to focus on what is happening on the mountain and that in town is the Town of Vail’s responsibility • Biszantz asked how to ensure the meeting suggested by Dieghan between the Town of Vail and Vail Resorts occurs • Vlaar said Staff and Council met with Vail Resorts and discussed strategy • Vlaar said Council is currently scheduling a new retreat with Vail Resorts • Kundolf suggested VEAC is a good resource to provide ideas and feedback • Vlaar said the VEAC meeting next week will focus on the Economic Development Strategic Plan Review & Discuss 2019 RFP Scorecards & Applications: *See attached scorecard for further details • Waniuk noted the VLMDAC is working on their 5 year plan which will help speak to lodging and out of town guest goals • Waniuk suggested removing “drive group business” • Vlaar agreed with the suggestion to remove it • Biszantz suggested calling out the Front Range as a target • Davis suggested breaking out the marketing strength points • Gordon said the Vail brand is the same no matter what season it is • Vlaar said the Vail brand is the property of Vail Resorts and the VLMDAC evolves it to fit our strategies • Davis noted that sustainability is a growing topic and part of the brand • Biszantz said the Town of Vail may need to start looking at defining our own brand because Vail Resorts is only focusing on the mountain • Kundolf said the CSE does a very good job of scoring and defining the Vail Brand as a board • Gordon agrees and said it is the attributes that Vail has to offer CSE Minutes June 6, 2018 Page 6 of 6 • Vlaar said we can provide materials to event producers that want to understand what the Vail Brand is • Gordon questioned why demographic fit is worth 10 points and feels that it is based on past events that may have not been the right fit • Waniuk confirmed the scorecard will align with VLMDAC target markets • Davis said we need to address Council’s mission including specifically vision and mission of the town • Davis suggested changing it to supports Vail Brand is 5 and supports Council mission and vision is 5 • Biszantz and Kundolf agreed that for Education & Enrichment scorecard they did not receive and definitive direction from Council • Gordon suggested adding verbiage stating “following the Councils mission and vision” Vail Mountain Marketing Winter Events, Activation Update: See presentation for further details • Osorio said that Vail Mountain has been discussing their brand strategy for the past year • Osorio said one strategy that they are going to focus on are events and activations that pay a homage to Vail’s history • Osorio said they want to drive people to experience more of the mountain as opposed to the usual crowded areas of the mountain New Business and Community Input: • Biszantz said the Four Seasons is hosting a leadership conference called Two 12 in August • Gordon said the Breckenridge art district is incredible and all should experience it • Gordon said their W AVE event was a huge success • Gordon noted that Vail Centre is hosting a non-profit board seminar on June 20th • Gordon said the Vail Film Festival stepped up their game this year and made many improvements • Waniuk noted that she met with Vail Film Festival and they are more than likely going to apply for funding this year  Motion to adjourn at 10:43am. M/S/P: Valenti/Kundolf/Unanimous. Motion passed 5-0 (Rediker and Wadey absent)