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HomeMy WebLinkAbout01. 2018-10-3 CSE Agenda Minutes DRAFTCSE Minutes October 3, 2018 Page 1 of 8 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, October 3, 2018 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: https://bit.ly/2I35Bzq CSE Members Present: Alison Wadey Mark Gordon Rayla Kundolf Marco Valenti Samantha Biszantz Kim Newbury Rediker Barry Davis TOV Staff Present: Ernest Saeger, Special Events Coordinator Mia Vlaar, Economic Development Director Others Present: Brian Hall, Vail Family Fun Fest Nanette Kuich, Betty Ford Alpine Gardens Jeff Andrews, Vail Jazz Alan Himelfarb, Starting Hearts Shawn Carney, Vail Resorts Angela Mueller, Taste of Vail/Vail Farmers Market Jason Bolera, Trio Sports/Say No More Promotions Helene Mattison, Kids Adventure Games Melissa Meyers, Bravo! Vail Dan Cramer, Kick It 3v3 John Kakowski, PBR West Championships Jim Soran, Vail Lacrosse Shootout Eddie O’Brien, Colorado Grand Amanda Blevins, Vail Jazz Lauren Merrill, Alpine Arts Center Beth Slifer, VLMDAC Esmarie Faesler, VLMDAC Peggy Wolfe, Highline Mellissa Ebone, Betty Ford Alpine Gardens Pete Osorio, Vail Resorts CSE Minutes October 3, 2018 Page 2 of 8 CSE Chair Barry Davis, called the meeting to order at 8:30am. Administrative Items Approval of the Minutes of the CSE Meeting on September 5, 2018. • Gordon noted that he is vice-chair, not co-chair • Saeger noted the change in the minutes  Motion to approve the minutes of the CSE Regular Meeting on September 5, 2018 as presented. M/S/P: Kundolf/Valenti/Unanimous. The motion passed 7-0 Meeting reminders: • October 10: Funding Meeting – Producer Interviews • Antlers at Vail – 7:30am – 6:30pm • October 17: Funding Meeting – Allocations • Antlers at Vail – 8:30am – 5:30pm • CSE Members’ Terms Expiring on December 31, 2018: Barry Davis, Mark Gordon, Marco Valenti, Alison Wadey • Saeger will check on term limits. Event Recaps: Vail Community Arts Programs *motion to release final funding disbursement required Please see presentation for further details. • Merrill noted they had 14 events in 2018 • Merrill noted they brought on Alpine Bank as a new sponsor • Kundolf said she hears from many guests that they love the programs • Biszantz said she attended an event and the mix of participants is exactly who the CSE is trying to reach  Motion to approve the final funding distribution for Vail Community Arts Programs M/S/P: Kundolf/Biszantz/Unanimous The motion passed 7-0 Vail Family Fun Fest *motion to release final funding disbursement required Please see presentation for further details. • Hall noted he had numerous new sponsors and partners this year that allowed the evet to be even more successful • Kundolf asked if the programming changes from event to event • Hall said they switch around 40% of programming CSE Minutes October 3, 2018 Page 3 of 8 • Rediker said the event is great and suggested to notify all lodging properties in the area that the event is happening • Davis said a lot of guests stumble on this event • Biszantz asked for an explanation of a grid count • Hall said they count in zones to come up with an estimated attendance number • Rediker suggested posting event info on Vail Moms Facebook group  Motion to approve the final funding distribution for Vail Family Fun Fest M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0 Vail Jazz Festival *motion to release final funding disbursement required Please see presentation for further details. • Andrews noted they had 85 events in the Town of Vail this year • Andrews noted their increased sustainability practices in 2018 • Wadey said that Lionshead merchants showed interest in supporting the event via pop up activations in front of their stores • Valenti said he was impressed with the destination guests at the Vail Jazz Party • Gordon said their artist bookings get better every year  Motion to approve the final funding distribution for Vail Jazz Festival M/S/P: Rediker/Biszantz/Unanimous The motion passed 7-0 Kids Adventure Games *motion to release final funding disbursement required Please see presentation for further details. • Mattison noted they signed three new national sponsors in LL Bean, RXBar, and Hydroflask • Mattison said many families build their summer vacation around the event • Mattison said their biggest detractor are back-up issues on the course • Davis asked if there will be a participant wave and competitor wave in the future • Mattison said yes they are trying to define the waves and are defining the model • Wadey suggested starting the event day one day earlier • Mattison said they struggle to find enough volunteers on weekdays • Valenti said the event operations have improved year over year • Gordon asked how visitor numbers differentiate from other events • Mattison said the Park City and Squaw events do have out of state participants • Mattison said the Mexican participants in Vail has grown CSE Minutes October 3, 2018 Page 4 of 8 • Vlaar asked how Vail compares to other event locations • Mattison said Vail is by far the marquee event but would like to have more support from Vail Resorts  Motion to approve the final funding distribution for Kids Adventure Games M/S/P: Kundolf/Valenti/Unanimous The motion passed 7-0 Colorado Grand *motion to release final funding disbursement required Please see presentation for further details. • O’Brien said this is the 30th year of the Colorado Grand • O’Brien said 270 participants come to Vail for this event • O’Brien said they partnered with Vail Ski & Snowboard Academy for volunteers • Kundolf said the event hits all generations of demographics • Rediker said she wants to know specifically where their funding goes in the Vail area  Motion to approve the final funding distribution for Colorado Grand M/S/P: Rediker/Wadey/Unanimous The motion passed 7-0 Vail Automotive Classic *motion to release final funding disbursement required Please see presentation for further details. • Hoban said 70% of participants are from out of the Vail Valley • Hoban said their sponsorships were both regional and national  Motion to approve the final funding distribution for Vail Automotive Classic M/S/P: Kundolf/Rediker/Unanimous The motion passed 7-0 Starting Hearts: Heart & Sole! *motion to release final funding disbursement required Please see presentation for further details. • Himelfarb noted their partnership with Josiah Middaugh • Himelfarb said they believe the event will grow tremendously over the years • Gordon agreed that they have an event that can grow in town • Valenti asked if they still utilize the Pulsepoint App • Himelfbard confirmed that they still own and utilize the app CSE Minutes October 3, 2018 Page 5 of 8  Motion to approve the final funding distribution for Starting Hearts: Heart & Sole! M/S/P: Kundolf/Valenti/Unanimous The motion passed 7-0 Betty Ford Alpine Gardens *motion to release final funding disbursement required Please see presentation for further details. • Gordon clarified that the CSE funds their event and art programming • Kuich confirmed and added that the dollars go towards marketing as well • Kuich said they still have their static exhibits if there wasn’t any additional programs and funding from CSE • Saeger clarified that this year will be the last year they apply for CSE funding • Saeger said since they apply for funds through the Council Contribution process they must also apply through the same process for their programming  Motion to approve the final funding distribution for Betty Ford Alpine Gardens M/S/P: Valenti/Kundolf/Unanimous The motion passed 7-0 PBR West Championships *motion to release final funding disbursement required Please see presentation for further details. • Kakowski noted their participation was down slightly this year • Kakowski said they are trying to grow their attendance in the mountain region • Kakowski noted their NPS was up to 75 this year • Kakowski said they are looking at expanding to high school teams but will need to leave Vail due to field demand • Wadey asked if they compete with the Triple Crown in Steamboat Springs • Kakowski said they are competing with them and drawing teams from that tournament • Wadey asked if there have been any conversations with the Vail Rec District about dugouts • Kakowski said he will bring it up with them • Rediker asked if high school teams would expand the amount of days • Kakowski said no it will still be the same amount of days  Motion to approve the final funding distribution for PBR West Championships M/S/P: Wadey/Rediker/Unanimous The motion passed 7-0 CSE Minutes October 3, 2018 Page 6 of 8 Vail Lacrosse Shootout *motion to release final funding disbursement required Please see presentation for further details. • Wadey asked if their survey includes a question about the best dates for the event • Soran said the survey is out and they are receiving responses  Motion to approve the final funding distribution for Vail Lacrosse Shootout M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0 Kick It 3v3 Soccer *motion to release final funding disbursement required Please see presentation for further details. • Cramer said they are looking into moving to the first weekend of August  Motion to approve the final funding distribution for Kick It 3v3 Soccer M/S/P: Rediker/Valenti/Unanimous The motion passed 7-0 Taste of Vail: Fall Wine & Food Classic *motion to release final funding disbursement required Please see presentation for further details. • Mueller said their yoga event at Betty Ford Alpine Gardens was sold out • Mueller noted there were lines and already has ideas on how to mitigate this next year • Mueller said they had press from USA Today, New York Times, popular bloggers, and more • Vlaar noted it was a great broad range of demographics that attended • Rediker said it was hard to move around and suggests spreading out the event inside the GRFA  Motion to approve the final funding distribution for Taste of Vail: Fall Wine & Food Classic M/S/P: Kundolf/Rediker/Unanimous The motion passed 7-0 Vail Farmers Market & Art Show *motion to release final funding disbursement required Please see presentation for further details. • Kundolf said she appreciated tents not being in front of businesses this year  Motion to approve the final funding distribution for Vail Farmers Market & Art Show CSE Minutes October 3, 2018 Page 7 of 8 M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0 Event Calendar Discussion with VLMDAC (20 minutes) • Vlaar noted the greatest opportunities to target guests are in the fall and spring • Vlaar noted the proposed philosophy of whether we need to continue to market July and rather focus efforts on May, September, and October • Vlaar said the VLMDAC is targeting teenagers and there is an opportunity for teen specific events • Valenti asked if a Spartan Race has ever been approached • Saeger noted Tough Mudder has approached the Town of Vail in the past but the conversation has stopped with Vail Resorts declining to participate • Rediker said late summer Whistle Pig was a great draw of out of town guests and suggested to have a conversation with the VVF about the future • Biszantz asked if we want an equal mix of demographics • Vlaar said it depends on the time period and that the VLMDAC specifically targets certain demographics at certain times of the year • Davis asked if Super Boomers are targeted in June • Vlaar said Super Boomers are targeted at any time and Active Professionals are also targeted at any time • Davis confirmed that the biggest opportunity for families is in June • Kundolf said we have to have a diverse demographic across the summer calendar • Gordon noted the CSE doesn’t have a say in who applies for funding • Gordon suggested the CSE provides suggested events and dates with the RFP application opening Updated Signature Event Process Framework (15 minutes) • Saeger noted that the Signature Event Process Framework was originally created in 2017 and is now being updated • Saeger said the idea is for new signature events applying through the Council Contributions process to pitch their event idea to CSE • Saeger added this gives the CSE an opportunity to provide a recommendation of the event to Council • Saeger confirmed that an updated application specifically for new signature events will need to be created • Saeger confirmed that an updated scorecard specifically for new signature events will also need to be created • Wadey and Rediker said the timeline for the process needs to be flexible since not all new signature events fall within the Council Contribution timeline • Saeger confirmed that this process, pending Council approval, will be put into place in 2019 CSE Minutes October 3, 2018 Page 8 of 8 2019 CSE Event Funding Applications & Schedule (10 minutes) • Saeger noted there were 53 total applications • Saeger said 19 of those applications are new events or new funding requests • Saeger noted TEDxVail, 10th Moutain Rollerdolls, and Colorado Grand did not apply for funding this year. • Saeger noted that Colorado Grand intended to apply but did not get their application in on time even after being awarded an extension • Saeger noted that Mueller did not apply for funding for Vail Holidays in 2019 • Saeger said the Town of Vail does want Vail Holidays to occur in 2019 and that the CSE can allocate funding to an RFP to be released in early 2019 • Saeger said he will gather as much information as possible whether the Colorado Classic will return in 2019 New Business and Community Input: • Wadey said all there is an all Chamber mixer at Vail Golf Club on October 17th • Wadey said she would like to look at our survey company moving forward • Vlaar said Intercept studies are very challenging • Vlaar said Vail Resorts went to digital and sends a link after the guest’s departure • Wolf said the Snow Days merchant program is called Savor Vail and the program introduction will kick off next week • Wolf said they have over 20 lodges included in their multi-night lodging program • Biszantz noted her feedback is that she already knows that her business is going to be packed and does not need to participate to attract customers  Motion to adjourn at 10:54am. M/S/P: Kundolf/Valenti/Unanimous. Motion passed 7-0