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HomeMy WebLinkAbout01. CSE Funding Meeting Minutes DRAFT _ 10.17.18 COMMISSION ON SPECIAL EVENTS MEETING Antlers at Vail, Lionshead Wednesday, October 17, 2018 @ 7:30am AGENDA: Meeting materials can be accessed after Monday, October 15 at the following link: http://bit.ly/2IYsZAd 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 Matt Miano, Economic Development Coordinator Others Present: Joel Rabinowitz, Vail Rec District Angela Mueller, REN Event Productions Jason Balera, Say No More Promotions CSE Chair, Barry Davis, called the meeting to order at 7:32am. Administrative Items Approval of the Minutes of the CSE Meeting on October 3, 2018  Motion to approve the minutes of the CSE Special Meeting on October 10, 2018 as presented. M/S/P: Kundolf/Valenti/Unanimous. The motion passed 7-0 1. @ 7:30am: Administrative Items (10 minutes) a. Approval of the Minutes of the CSE Special Meeting on October 10, 2018 b. Final 2019 CSE Budget c. CSE Deadlines & Meeting Reminders: • November 6: Presentation to Council of 2019 funding decisions – Time TBD • November 7: Regular CSE Meeting – 8:30am • November 13: CSE 2019 Allocations to be presented to VEAC- 8:00am • November 15: CSE 2019 Allocations to be presented to VLMDAC – 8:30am • December 17: Last day for Council call-up for funding decisions • Application Deadlines and Interview Dates for CSE applicants: o Interviews at Town Council Work Session on Tuesday, December 4. o Deadline for letters of interest due to the Assistant Town Manager, Patty McKenny, by Wednesday, November 28. o CSE members whose terms expire on December 31, 2018 are Barry Davis, Mark Gordon, Alison Wadey, & Marco Valenti 2. @ 7:40am-4:00pm: Discussion 2019 Funding Allocations(8 hours 20 minutes) • CSE members to review criteria scores and finalize funding allocations for 2019 Cultural, Community and Recreational (CRC) events and Education/Enrichment (EE) program applications. 3. @ 4:40pm: New Business and Community Input (10 minutes) Adjournment @ 4:40pm Next CSE Meeting: Wednesday, November 7, 2018 @ 8:30am Vail Town Council Chambers CSE 2018 RFP Funding Discussion Antlers at Vail, Condominiums and Conference Center - Lionshead; October 17, 2018 7:30 a.m. – 4:30 p.m. EDUCATION/ENRICHMENT (EE): cf: Lauren Merrill Community Art Events Jan 1-Dec 31 Alpine Arts Center $15,000 ● Davis says it looks like we are around the hoop. ● Newbury Rediker asked why people were in the 60’s net promoter score ● Biszantz – Marketing doesn’t seem to have very far reach, doesn’t project the Vail Brand ● Davis – I funded them low comparing to the rest of the category and where we get the best bang for the buck ● Kundolf – Great for families, I hear things in the gallery and it offers a great level of expertise ● Gordon – Average is $12,500 let’s stay there? ● 4 agree and move on. cf: Michelle Stecher & Carol Johnson Eagle River Valley Prevention and Family Education Jan 1-Dec 31 Eagle River Youth Coalition $5,000 ● Kundolf- I was totally impressed and I’m a big advocate for this. Glad to see this. ● Newbury Rediker – I’m not impressed with how they do events and the organization, I don’t think they do a very good job. ● Gordon – I heard events were well attended this past year and it served the community well. But they did that with out us so I don’t know that they need us which is why I funded low at $2,000 ● Wadey – Realistically are they going to host events here in Vail? ● 4 nods to pencil in $2500 cf: Lindsay Humphries Vail Veterans Program Winter Family Program & Winter Mountain Adventure 1/13, 3/8 Vail Veterans Program $20,000 ● Kundolf believes it’s a great program because she’s seen the folks in town, the interaction is amazing and they continue to come back, one of the best programs we fund ● Wadey- figured they get a lot of support from other areas that other events don’t have access to, time to start to ween them ● Gordon – I gave nobody a raise because our budget was flat, if I gave same as last year then it was huge vote of confidence ● Kundolf I can go to $18,000. ● Valent- I think it should be funded fully. I’ve adjusted my stance over years and compared to what we give other groups in this category. Cf: Alan Himelfarb Heart & Sole! 7/16 Starting Hearts $7,000 ● Wadey – I loved this more than their event, it fits in with our brand and it is different. ● Gordon – I think this can grow very much. I also think it is educational ● Kundolf- I think he does a good job with it. ● Earnest – Colorado Classic will most likely be back on that weekend. ● Alan is restricted because of Vail Recreation District ● Discussion on doing it on a Sunday ● 4 voices at $7,000 -agreed cf: Alan Himelfarb 7th Annual All You Need is Heart with Susan Ford 2/1 Starting Hearts $25,000 • Didn’t score well. • Wadey: I think Alan does a good job and I wanted to support him and get our name on it. • Gordon – But it’s a party, one night for 60 people?? It offers no lasting benefits to town. • Biszantz – I just drew a hard line in sand. It is a one day party and we are not here to fund charity galas. • Four nods at zero – yes. cf: Amy Kemp CampSight: An Innovation + Marketing Unconference 4/10 – 4/12 CampSight $15,000 ● Kundolf – I love this event! Ran by my millennial staff and they love it also ● Gordon – I loved it and thought it was awesome. ● Earnest – Went in Breckenridge – It was great. Presenters were from Big Brands, I thought it was really interesting and cool. ● Gordon – We’d get attendees as well as presenters staying in Vail. ● Davis - Penciling in at 10K ● Biszantz requested that she would like to see it in spring ( Wed-Fri last week of season) ● Wadey just wants to see it during the week regardless of time of year ● Newbury Rediker mentioned that with Spring Back being that weekend in April would help the draw cf: Amy Lewis Project Funway 2/8 Efec $10,000 ● Wadey and Biszantz - Same feeling as Heart event. ● Gordon – I disagree. It’s been growing, involves many local students for a few months leading up to it, it has a great message of economic sustainability. It hits all the buttons that we are always asking for, and it is a great event. I’m evaluating the event itself not the charity that is putting it on. ● Wadey raised questions that the event producer doesn’t support all schools in the whole valley. ● Questioned the promoters claim on return on investment ● Wadey – I was more impressed this year than I was last year. This actually feels like an event but I don’t know how educational it is. ● Mia- It has grown into a pretty significant event. ● Davis – suggesting at $4500? 4 nods ● Note: They asked for days at Dobson for council cf: Colleen Davis Community and Destination Programmatic Support 5/1 – 9/30 Vail Centre $55,000 ● Kundolf doesn’t think it is the strongest in the Education/ Enrichment category. ● Gordon – I was highest on it. Huge impact on our community and no one else is offering anything like it. Only one bringing in college courses focused on leadership which is a big topic of discussion. This is the only place that helps to do that!! That’s why I supported them at $40,000 but would come down a little. ● Wadey asked if anyone has heard that they are going under? Nobody was sure. ● Saeger- They didn’t abuse their in-kind donations and they offer Town of Vail employees free access to classes. They are asking for 19k in in-kind value(Grandview and Donavan days) We ask for $19,000 in registration to classes ● Kundolf – They came in very hot but they need to rebuild. ● Davis – If we are going to invest we need to invest. But if they are going to die then we should cut their funding completely. If we give them half then they’ll be in trouble and won’t be able to put on quality programming. ● Biszantz – I funded based on the programming they presented to us. ● Wadey – My issue with funding the destination program is I don’t think they get the attendance that the community programs get. And they are charging very high rates for those destination programs. ● Vlaar commented that their pricing is something that they want to look at. They are trying to ‘right size’ it. ● Wadey- I know the non-profit events sell out every year. ● Numbers discussed – 4 nods at $30,000? Kundolf is strongly against $30,000 wants to say at $25,000. cf: Kris Sabel Vail Symposium Winter Season 12/6 – 4/18 Vail Symposium $45,000 ● Kundolf: they have a need; it’s a great event and an incredible program. With new sheriff in town it will be better marketed and it can rival Bravo ● Newbury Rediker – questioned the van stating it was an operational expense. ● Gordon- took them down $10,000 because the scrutiny of council the last time. Their logic doesn’t think symposium hits where we want it to hit ● Discussion on who shows up. Gordon thought it was Cordillera home owners but Newbury Rediker says the events she has been to were across the board, people from Eagle, Gypsum, Eagle/Vail, Frisco ● Kundolf: the offerings are improving ● Wadey: I think they can do it for $30,000 ● Biszantz- He kept discussing their fundraising and how great they are doing. One person donated $75,000. ● Newbury Rediker – He is very aggressive about getting sponsorships. ● Davis – I think they are the strongest horse in the field(iconic Vail brand) but I’m hearing 4 voices in the $30,000 range. • Kundolf – I will come down to $35,000 • Gordon- I’ll go up to $35,000 • Saeger – His in kind request has gone up. Asked for Donavan Room due to increased attendance ($45,000 total) • Newbury Rediker – However we fund it, we need to ask next year specifically, what events and where were they held? More and more he may go down valley due to size of events • Saeger – My best guess is Donavon will be 10 days and 5 at Grandview (Monday-Thursday). He can reserve on weekend but would need to pay. • Kundolf- Usually 2nd homeowners bring guests with them from out of state. People who stay at the hotels already know about it. It’s a world class event. • Davis and Kundolf– suggesting $35,000- Newbury Rediker and Gordon agree cf: Bob Bandoni Global Solutions Forum 10/16 – 10/18 Shoulder to Shoulder $15,000 ● Newbury Rediker – We’ve asked them year after year can you work on public school kids specifically Vail kids and they really don’t reach out to the schools. If you go to one of there events it is very specific to their partner schools Vail Mountain School, Vail Christian, Trent (Denver) ● Gordon – I have a hard time believing that he would have issues if he reached out to specific schools and he just hasn’t done that. ● Wadey – agrees, he’s reaching out to superintendent instead of schools ● Valenti – Little problematic that direction was confused and my funding thought was to draw public school kids ● Wadey loves concept but…he needs to go to each school and reach out. ● Kundolf – agrees that public schools need to be involved. I like the subject matter. ● Davis suggesting we hover around $5k. 4 nods at 5. cf: Nanette Kuich Betty Ford Alpine Gardens Programming 11/27 – 11/2 Betty Ford Alpine Gardens $30,000 ● Secret Life of Roots ● Valenti – creating legacy and will go to council for funding in future ● Davis agrees it is one of the best in the category – suggesting $20,000 ● Do we have 4 at $20,000? Yes cf: Liz Campbell Travelogues at the Museum 12/20 – 4/1 Colorado Ski Museum $40,000 ● Kundolf – Warren Miller exhibited for the year would be great and that’s why I funded. Everything else I didn’t know what was going on. ● Davis – I wasn’t sure what was going on ● Valenti – I can come down but saw a terrific investment ● Biszantz – Anything that draws people in is a win. I don’t know anyone that has been there. ● Gordon asked what in-kind trade was? Do they pay rent? Ernest: No. ● First year event, thinking $5,000 may be appropriate – 4 nods, agreed. ● Gordon – This is last year they are coming to us because they are going to council for in-kind so moving forward this is last time they are coming to us, we think. Total EE Funding Requested: $315,000 CULTURAL/RECREATIONAL/COMMUNITY (CRC) cf: Jeff Wiles 10th Mountain Parade 1/3-2/21 Vail Resorts $40,000 ● Davis – Let’s try 3 events, they can fund more events if they want to. ● Wadey - agreed, how much is Vail Resorts putting into it? ● Kundolf – 2 events in January and 2 events in February are a great idea. ● Biszantz – They can do what they want in January and February and hopefully take over New Years Eve in the future. I think also that in the winter we lack the “This is so cool” factor that people can stumble upon. This brings back something for families to do after skiing. ● Kundolf – Agree with Biszantz but want to do on a trial basis. ● Wadey – I would like to have a transparent discussion about how much Vail Resorts is contributing. ● Saeger: The Commission on Special Events is being asked for 60% of the overall budget according to what was presented. ● $24,000. Kundolf Wadey and Newbury Rediker and Davis. cf: Euginnia Seyferth The Steadman Clinic Vail Cup 1/13 – 3/24 Ski and Snowboard Club Vail $6,000 ● Valenti – If they can commit to having collateral in lodges to promote the destination guest participation then I’m interested. ● Davis – This is the center of the target for us, kid’s families, skiing. ● $3000 cf: Eddie Shipstad Vail Skating Festival 12/13 – 12/15 Vail Skating Festival $25,000 ● Kundolf and Davis will be competing this year and funded high because people seem to eat up ice skating and would offer great return on investment ● Newbury Rediker – We didn’t fund last year so I thought I was doing good but was putting money elsewhere. ● Kundolf – Meadow Drive Association looked at holiday activation and ice skating was the greatest draw. People will come. ● Saeger: Received one day at Dobson in kind $3000 for venue rental. Also have hard cost for Arabella and Solaris. ● Vlaar: Model for Snow Days is very targeted and this event will fit into that secondary group of guests that may not want to go to the concerts. ● 4 at $20,000. cf: Trista Sutter Vail Sportsmanship Tournament 11/1 – 11/17 Vail Mountaineers Hockey Club $10,000 ● Penciled in at $10,000, no discussion cf: Trista Sutter Pucks, Pars and Poker 9/13 – 9/15 Vail Mountaineers Hockey Club $5,000 ● Davis – I support the club and this is a fund raiser for their club ● Wadey – They bring legit Avalanche players to town. We’ve stolen the event Steamboat and Aspen who want the event back. ● Newbury Rediker – It’s not just a one night thing, they sold me on it when they were here. ● $3000 cf: Sven Bean Legacy Fighting Alliance 5/3 Legacy Fighting Alliance $22,500 ● Valenti – I attended the event, I thought crowd was light and not sure if attendees stayed in Vail itself? Also cognizant of some blow back from people in town. Not sure if it is the Vail brand? But I also see potential for upside. ● Biszantz – I didn’t get to attend but agree with Valenti and some of our newer events would have a better chance to reach more people. ● Davis – I funded it but I think we’re either in our out. Fully funded or don’t. I do see it as a very need calendar time but understand it may not be Vail Brand. ● Wadey- food for thought – need times because the customer doesn’t come during those times. If we want to draw people we need to be flexible with the demographic draw then. ● Gordon – We gave them the absolute worst weekend on the calendar and he still brought in a lot of people. Some of the public blowback was offensive and racist and I won’t give that credence. There were some valid blowback issues but I also heard positive feedback from locals that loved it and brought their families out. ● Gordon – If we fund a new event we should give it a chance. ● Kundolf – I went more because I was down on the street. It was the busiest May 3 we’ve ever had in Vail. Also, Access TV offered great optics. There are also martial arts studios throughout the valley and in Denver. This first year event had more people than the first year Farmers Market. ● Discussion of different dates. Memorial Day? Dobson is closed but that discussion could be had. ● For now, should we fund on May 3rd? ● Vlaar: It is a well run event which is our focus. ● Council and Commission on Special Event members didn’t feel it was off brand. ● $17500 funded on May 3? 4 nods. cf: Craig Marshall World Pro Ski Tour 1/31 – 2/2 World Pro Ski Tour $10,000 ● Biszantz – Seemed like a Vail event. ● Davis – Is it a need time? Ernest: It is right at the end of a busy time and beginning of a need time. ● Gordon – Did he have an event last year? ● Kundolf – He didn’t offer any pro skier personalities as confirmed to be attending. ● Davis – People don’t come to watch this. ● 4 nods at zero. Show us some successes in other Markets and bring to us. cf: Angela Mueller Kris Kringle Market 12/14 – 12/15 Ren Event Productions $5,000 ● Kundolf – It doesn’t work to the level of ambience we’d want. It’s just business tents. It’s just a winter farmers Market with little festive atmosphere. It doesn’t feel ‘Christmassy”. Looks like a flea Market. ● Valenti – I thought there was a commitment to bring European Flair which I find enticing. ● Biszantz – I feel like that time is up in the air and she was going to work at making it more European and bringing that vibrancy is a good thing. ● Newbury Rediker & Gordon – funded based on budget and it is a nice ambient event that people stumble upon. Gordon – If Santa is there then down Valley residents will come. ● Davis – Common ground at $4000. 4 agree. (Kundolf: It has to look like Christmas out there, decorations, etc.) ● Angela: We had evergreen boughs and lights on all the tents and we will do more moving forward. cf: Angela Mueller Taste of Vail Fall Wine and Food Classic 9/20 – 9/21 Ren Event Productions $35,000 ● Davis – I’m the high one here and have the same feelings about the spring event. It ticks the most boxes for me. ● Kundolf – I kept it the same because we do have new events that I’d like to fund. I think she can get sponsors and what not and it should remain where it is. ● Biszantz – My two scores were hand in hand. I think Fall event is good, she knows where she needs to improve, and she can make those improvements and then see an increase in funding. ● Valenti – Spring event we expose more guests due to location and has more potential than this event has. ● Wadey- I believe in event and the timing of it. It is right on brand and brings the right clientele but we can only give so much which is why I was thinking $25,000. ● Newbury Rediker – I was at $28,000 to see it grow but I would come down to 25,000. ● 4 nods at 25,000 ● Discussion of September tax numbers and parking counts cf: Angela Mueller Vail Farmers Market Farm to Table Series 7/12 – 8/16 Ren Event Productions $14,000 ● Wadey– I like it, cool event with great optics. ● Davis – Having worked it I see the excitement on attendees and it is unique ● Newbury Rediker – I gave it more on a flat budget because I think it is great. ● Gordon – Keep in mind, if we give increases someone will get zeroed out. ● Kundolf – I think dinner pricing can be a resistance. Also timing could change. Kept it the same due to flat budget. ● Newbury Rediker pointed out that it is selling out so timing may not be an issue. ● $10,000 with 4 nods cf: Angela Mueller Vail Farmers Market & Art Show 6/16 – 10/6 Ren Event Production $45,000 ● Davis – all pretty close here, discussion? ● Wadey – we need money elsewhere. Farmers Market is awesome and is a mainstay and should be a little more self sustainable. ● Gordon – If you look at dollar per attendee it is the most cost effective event we have. ● Kundolf – I just think we are going to have to stop at sometime. ● Davis – If we apply pressure to raise tent fees we may see a reduction to the quality of vendors. ● 4 nods at $35,000 cf: Angela Mueller Taste of Vail Spring Wine & Food Classic 4/3 – 4/7 Ren Event Productions $58,000 ● Kundolf discussed history of event with rose and the Lamb. They’ve got sponsors and donors and feel very strongly with this event at $20,000 and just wanted to throw that out. ● Davis- I feel like we are supporting many people in the field and if we are going to bet on one food festival I think this one best represents Vail and I think our dollars go further and it is well produced. I don’t think an ala carte funding model will serve us well. ● Newbury Rediker – Are we asked to fund the lamb or rosé or are we asking for the whole event? I agree it is our best food event. ● Davis – We can pencil a lower number in but if we can I’d like to get them more. $47500? 4 nods. cf: Christine Albertson Pink Vail 3/16 Vail Health $10,000 ● Numbers across the board. ● Kundolf – Wish they would get more national attention ● Newbury Rediker – They don’t need our money, they do a great job, Vail Health doesn’t need our money we can support with in-kind. ● Kundolf thinks it can stand on its own two legs. ● Gordon – It is so iconic that it is important that we are involved on some level. ● 4 nods at $5000 (Biszantz would also suggest that they look at other avenues the town can help) ● Saeger did make note that most of this event takes place on Vail Mountain itself so town wouldn’t necessarily be able to help out in other ways( bus service, parking, but limited) cf: Meg Sheehan Ski for MS 2/23 Can Do MS $5,000 ● General consensus at $2000. ● Newbury Rediker – would like to see it at more. Good event, brings people to town. ● Gordon feels that if we drop funding we should let them know it was a function of budget not a lack of confidence in the event. ● Valenti – I think they do a good job bringing people to town but the organization is self sustaining without us. But listening to comments, I liken it to Heart and Soul which got $7000. ● Kundolf suggests that we pull $1500 from Eagle River Valley but group already feels that is really low ● Decided that we should find the money ● 4 nods at full funding 4,000 cf: Kristen Horpedahl Rocky Mountain Burger Battle 6/27 Team Player Productions $25,000 ● Kundolf – food and beer event sounds stable. ● Davis – Why can’t we combine the burger and beer festival? ● Valenti – After year one the feedback was that it needed food. So this would fill that void. ● Biszantz – They want to do burger fest on Thursday. I like doing them together. ● Wadey – Let’s pair them and they become bigger and better. ● Kundolf – Beer fest is a bit haphazard so I’m hopeful combining would help both ● Davis – Beer event needs more to it and is still in our incubation period of 3 years. ● Consensus that to ‘go up’ the two events should be combined. Will ask event producer cf: Kristen Horpedahl Vail Craft Beer Classic 6/13 – 6/16 Team Player Productions $68,000 ● Combine with burger battle ● Appropriate funding for the two events together? ● What weekend would we like? June 20-June 23. ● Funding settled on combined event at $70,000. cf: Brian Hall Vail Family Fun Fest 6/22 – 8/3 $21,000 ● Davis- Comfortable funding at last years amount of $15000 ● 4 agree to remain flat. cf: Brian Hall Family Apre Ski at Lionshead-Vail 12/22 – 3/30 $30,000 ● Davis – Kundolf got me excited about this event after the pitch and I’d like to see a couple of these. ● Kundolf – Brian Hall is the real deal, passionate, invested and on top of his game. This will have a magical feeling for the kids in Vail ● Wadey – I know how great it is in the summer and so I’m willing to see how he does in winter. ● Kundolf – I’d like to see $15000 to help him get this off the ground. ● Biszantz Valenti Wadey and Kundolf agree at $15000. cf: Beth Pappas Vail Whitewater Race Series 5/7 – 6/4 Vail Rec District $7,000 ● $7000 cf: Sarah Franke GoPro Mountain Games 6/6 – 6/9 Vail Valley Foundation $85,000 ● Wadey – $85,000 is a lot of money, it’s a big event, and it is happening so scaling back to $70,000 seems reasonable. It’s a tough year on our budget so let’s be smart now. ● Gordon – I used to agree with Wadey but I feel they’ve done exactly what we’ve asked them to do. They have become partners with town. I also think it is the right event at the right time, so we should give them what we ask for. ● Wadey questioned the difference between want and need. Believes event will still do great at $70,000 ● Kundolf went over some previous funding with Vail Valley Foundation and decided to take off $5,000 from this event. ● Davis – 4 nods at $80,000? Agreed for now. cf: Leon Fell 47th Annual King of the Mountain Volleyball Tournament 6/14 – 6/16 $15,000 ● Biszantz – significantly cut him last year and he still made it work. ● Rabinowitz : Vail Recreation District – he needs to step into todays technology ● Gordon – I have a friend who plays pro volleyball and she did not give this tournament high marks. She knows other event producers who put out quality volleyball tournaments on across the country. ● Ernest: Net promoter score went up in 2018 ● $9000 with contingency of the addition of a Bracket App. To handle scheduling. cf: Gordon Foster Vail Lacrosse Tournament 6/17 – 6/19 $10,000 ● Biszantz questioned the difference between two tournaments. This event is younger kids. They build off of one another and work well with one another. ● Penciled in at $5,000 cf: David Soran Vail Lacrosse Shootout 6/29 – 7/7 $20,000 ● 5 at $15,000. ● Wadey – You heard from them that they let the brand get a little stagnant and their website etc. isn’t up to par and they are on a really busy weekend. So it is tough love and we need to challenge them to step up and execute the event that we need. There are things that they need to be doing better. ● Newbury Rediker- They have been here for 40 years, they are established and they draw a lot of people from out of town. ● Gordon – Counter argument that they come in when rates are the highest and they still fill up the town so it provides a higher tax rate. ● Wadey- isn’t as worried about dates, just not happy with quality and wants to see them step up. ● Davis is motivated to come down to $12,500. 4 nods. cf: Ariel Rosemberg Vail Summer Bluegrass Series 6/26 – 7/17 Lakeside Stride $50,000 ● 5 at $50,000 ● Wadey – I like Ariel and have a pretty intimate view on the Lionshead move conversation. The businesses in Lionshead were not aware of Ariel’s issues and didn’t know that the event would potentially be moved. He owes it to businesses to have more dialogue. ● Davis – That isn’t how I understood it? ● Valenti – It seems like the writing has been on the wall for years. ● Wadey, if he is going to move and has the sponsors and is going to profit then why should we fund at $50,000? ● Davis – I see at as the opposite. If he is moving and rebranding then he’ll need the budget to pull off a new event. ● Kundolf- Agree with Davis but next year if he is successful then we can look at reducing funding ● Davis still wants to fund at $50,000. 4 nods. cf: Chris Harguth PBR West Championships 7/18 – 7/21 $12,500 ● $10,000 ● Rabinowitz: Vail Recreation District: If I rated event producers he would fall towards the bottom. He was better in 2018. He claimed to fill “The Charter” a hotel not in Vail. I would personally decrease his funding as I don’t believe Vail sees the return on investment. ● We don’t have the appropriate size fields for high school kids. ● After Rabinowitz’s points Davis motioned to not fund event. 4 nods at zero, no loud voice to contrary. cf: Dan Cramer Kick It 3v3 Soccer World Championships 7/26 – 7/28 $40,000 ● Kundolf – needs to step back and rebuild. Keeps promising national championship and hasn’t come through. I don’t like changing of the dates. I think Disney is a tricky partner and am confused by that. ● Rabinowitz: Vail Recreation District: I don’t understand their ownership but I do think the event has legs, has growth potential. The German thing I see as a plus. I think it fills this town and is a Vail event. I’ve been to Disney and think this type of events has legs. It brings in people from around the country to play here. ● Wadey- funded lower because he doesn’t always deliver what he pitches. Frustrated that the shirt didn’t have our logo on it. ● Biszantz – Most expensive sport tournament we have and not at a need time. ● Does bring in lodging numbers ● Vlaar: From the intercept results in 2017 71% stayed in Vail and in 2018 75% stayed in Vail. ● They are focused on staying in Vail entirely. ● $30,000. Make us the world championships, put us on the t-shirt. cf: Chris Huntington Vail Yeti Hockey Club 1/1 – 12/31 $15,000 ● Wadey – They have increased there games by almost 40%, it’s crazy. They play like 30 home games and 10 away games. ● Newbury Rediker – All my employees get excited and go to games. I’ve enjoyed games. ● More than 4 nods at $15,000 cf: Helene Mattison Kids Adventure Games 8/7 – 8/11 r $40,000 ● Davis – five at $40,000 are we comfortable with penciling that in then? Yes. cf: Helene Mattison GenZ GameZ (working title) 5/27 – 5/28 $20,000 ● Davis: Proven producer, fresh idea, target demographic ● Newbury Rediker – On Brand ● Vail Local Marketing District Advisory Council asked for an event. ● Wadey- Where would you put it, it can’t live on Memorial Day weekend. ● Valenti – for me it was a miss, the activation doesn’t line-up for that age group in my opinion. ● Newbury Rediker- Having teenagers it hit the mark to me. ● Wadey – I liked the idea but needs to be more well thought out. ● Kundolf- Come back next year with more of an idea. ● Joel Vail Recreation District-: I spoke with event producer, I don’t know if this concept will work. Tough demographic to get involved. If I was in your shoes I would fund it minimally and get local kids involved, then you can build It up. ● Wadey- I see it being a 100% local kid event so therefore I struggle with this event. ● 4 nods to fund at zero but all agree they’d love to hear her flush out the idea and bring back a more complete concept next year cf: Erinn Hoban Vail Automotive Classic 9/5 – 9/8 $7,000 ● Davis – I don’t think anyone is coming here for this. ● Valenti -Agreed. ● Gordon – I kept them the same as last year partly because we don’t have the Colorado Grand this year and it is nice having all those cars and not everything needs to provide a strong return on invesment. ● Davis – If we fund it, it will be what we always get. Gordon – Yes, but that is ok, has a good wow factor with those cars in town. ● Saeger – We do get phone calls about ‘the car show’. ● Wadey – I could go with $5000. ● Gordon Valenti and Wadey agree and 4 nods at $5000. cf: Mike McCormack Vail Outlier Offroad Festival 9/27 – 9/29 $35,000 ● Davis – Exciting opportunity to bring a national championship. Different event, great weekend. Huge confidence in event producer. ● Kundolf – Our sister states come to attend. ● Gordon – I like event and producer. Question the marketing and outreach and would like to see more, I see potential but want him to make it better known. ● Newbury Rediker – He should work with Vail Recreation District. ● All agree that he should work harder on outreach and with Vail Recreation District. local Marketing, the National Championships ● Newbury Rediker – We saw people stay at Antlers and we aren’t close to the event. ● $25,000. 4 nods. cf: Cathy Ethington Roundup River Ranch Superhero Ski Day 3/9 Roundup River Ranch $4,000 ● Davis – I thought ‘why not’, fun festive environment for families. ● Gordon – They did it last year for 260 people with zero dollars. ● Newbury Rediker – If I am choosing a one day event that helps families in need I support this event over Pink Vail and see it having great growth potential. ● $2500. cf: Kerri Thelen Vail Valley Soccer Cup 10/4 – 10/6 $20,000 ● Kundolf – Polite, they spend money, right time of year, growth potential is amazing. ● Wadey – has a significant impact on our lodging numbers ● Rabinowitz– Vail Recreation District – 95% Colorado, 5% Utah. It’s a low level tournament. Unless you find more fields there is no growth potential from a size standpoint. East Vail is not a viable option. ● Davis – How does doubling the funding help then? This is the soccer tournament I’d choose but the return on investment isn’t going to fall in line with the increase of double funding, that was why I suggested $12,000. ● Wadey – We should sit down and look at a breakdown of food events, sports events etc. ● Gordon – They’re doing everything right and have done everything we’ve asked. They killed it last year at $10,000, is it worth up’ing or should we be looking at funding new and potentially iconic events? ● Rabinowitz: Entry fee is $850 per team. Newbury Rediker: If they raised fees would people drop out? Joel: $1000 would be tough, $900 would be fair. It is big because it is an open weekend on the soccer schedule and that’s why teams come. 158 teams come, about 140 travel here. Compared to 3 v 3: 132 teams but only teams of 6. ● Pencil in average at $12,500? 4 nods Suggest increase of registration to $900($50 increase) cf: Joulles Wright Wild Rumpus Vail 3/23 $60,000 ● Zero dollars. Poorly presented. cf: Austin Gavlak Après Vu 2/1 – ⅔ $100,000 ● Valenti – 1) Jerry of the Day will alienate some guests. 2) I like the event and it looks appealing but may be able to vet it at a lesser amount. Unproven but worth a test. ● Biszantz – I think it’s new and different, music he wants to bring is cool and his dates are in an off peak booking time that is still at high rates so good return on investment. I like the idea of a test run but if we give less we will have to expect less. ● Vlaar: Can we verify what Vail Resorts has agreed to? Davis: We can make this a contingency ● Davis: Jerry of the Day definitely pokes fun at our traditional guests. We want to make sure that it stays tasteful and doesn’t alienate everyone. ● Kundolf - My concern is following through. I just have this feeling that we have to sit on this as a new event. Will this be too much for our community? I do like the music, I like reaching out of our demographic. ● Optimum is production company. Saeger says they are professional but haven’t executed this large of an event. ● Newbury Rediker: It’s time to bring a new event producer in to do music. Gordon agrees wholeheartedly. ● $50,000. 4 nods. cf: Corinne Hara Vail Film Festival 8/15 – 8/18 $65,000 ● Davis – I have a lack of confidence in the team to produce something that is the Vail brand. ● Kundolf – Agreed, they need to step it up. If they can activate and get people excited, otherwise I’d go zero. ● Gordon – Haven’t funded last 2 years. They’ve actually gotten better after a pretty significant down turn which led to us stopping the funding. They hired Corrine to be festival director which has been a huge operational step up and I feel that with $20,000 it would be interesting to see what they did with that additional funding. Date change also offers greater potential. I hope they have things to make it more successful. ● Kundolf- They’ve been here and haven’t offered much of a film festival. ● Gordon - I’m optimistic to see what they can do with one year of funding. ● August is a great month, just not Colorado Classic. Or October dates. ● Vlaar: I met with _____ from the Colorado film organization and she had positive things to say about the event. ● Valenti: I think there is potential here and we should test them here. ● Wadey: Open to what the group thinks. ● $20,000 August 23-25. ● 4 nods. cf: Denise Change $20.19 Vail-Beaver Creek Restaurant Week 9/27 – 10/6 $17,000 ● Wadey recused. ● Valenti – I’d have funded at $17,000 I didn’t realize they were offering a two week event. ● Kundolf – With Beaver Creek matching that is huge. There was vitality. ● Valenti – Couldn’t eat in town, everything was booked. Clearly a huge tax boon. ● Newbury Rediker to Wadey: Have you talked to restaurants that over Memorial Day would they be open and interested? ● Wadey: The restaurants think it is viable and most urban areas do two weeks and they’ve learned from last year and how to make the right offerings. ● Biszantz: Mentioned that the restaurants are still making money and should be smart about their offerings. If they are losing money they are doing it wrong. ● Wadey: Beaver Creek will match for the 10 day event. ● Biszantz proposed $15000 and the restaurants can make up the difference. 4 nods. cf: Laurie Asmussen Vail Arts Festival 6/21 – 6/23 $8,000 ● Davis – I understand it is a Lionshead event but feel like it is dying a slow death. ● Gordon – I thought she was moving in the right direction and has listened to our suggestion. ● Newbury Rediker – We definitely had artists stay with us, not sure if people were here just for the event. ● Valenti – It is a viable event in Lionshead to drive people into stores. ● 4 nods at $8000 cf: James Dieghan Gourmet on Gore 8/30 – 9/2 Highline $80,000 ● Davis – I think it is responsible to be asked for 10% of our budget on our busiest week of the year. Originally we needed this event but we no longer do on this weekend. Event producer is unwilling to move. I believe we are too far apart on the value of this event. There is no room to make this event the marquis of Labor Day. I firmly believe we should not fund this event. I don’t trust that the return on investment is there to fund at this level. ● Kundolf – I agree in many ways. It has strayed from what this event used to be. It is a different day than what it used to be. The weekend is just action packed. I think that the $40,000 addition will get us everything. ● Saeger: Blow back will be Highline complaining. They will argue that the Farmers Market limits their space. I see both sides of that. Comparing the 2016 to 2018 the dashboards are similar, their net promoter score has gone down. ● Davis - Event will be difficult to grow due to space and yet they keep asking for more. ● Biszantz – I think there is more of a future with Taste of Vail Fall than Gourmet on Gore. ● Davis - I think it is a bad bet at any price. And you’re out of touch if you can ask for 10% of our budget. ● Gordon – Why was Labor Day dead? We started Gourmet on Gore and now it is one of our strongest weekends. Is there a danger that if we pull plug that Labor Day will suffer? ● Davis – I think we are losing guests because it is TOO busy. ● Newbury Rediker – We have people here specifically for Octoberfest, Taste of Vail. I’ve never had anyone say they’re here for Gourmet on Gore. ● Newbury Rediker – I funded it at $40,000 to do a 2 day event Friday and Saturday only. ● Wadey – Businesses (clothing shops) like the food events better than the sports events and concerts. More beneficial. This is a high end event and we should be careful throwing out zero funding. Having a lot to do is a good thing over a long weekend. ● According to survey data: 12% claim the event was primary reason for being here. ● Thursday night tasting tour? ● Wadey – put in requirements that they have to change the schedule ● Davis -What is the feedback from restaurant community? Biszantz: it’s hard for sure. Half the number of participants than spring tastes of vail. Ernest: They are limited on space. ● Davis: Struggling to suggest programming maybe we should come back to a budget number first. Kundolf agrees with Newbury Rediker and Gordon at 40,000. Biszantz: What do we get at $40,000? ● Davis: We should give them a list of deliverables of what we want for our level of funding. ● Davis: Should we propose a $40,000 event that runs from Thursday night through Saturday to Highline? ● Newbury Rediker: If anywhere the occupancy can grow it would be Thursday and Friday, and I don’t think Saturday and Sunday will be affected too negatively. ● Newbury Rediker: Thursday night tasting tour, Friday Saturday full street events with wine and food on Gore Creek Drive, with nothing on Sunday or Monday. Valenti Kundolf Gordon and Newbury Rediker agree. ● Gordon proposed that the restaurants could offer a Monday brunch on their own. ● Saeger: What is the group’s response if they come back and say no to a Thursday to Saturday event? Wadey answered that the funding is $40,000 and suggesting the move in days, if they want to stay on the weekend the money doesn’t change. ● Davis: I feel like if they don’t like the move on dates we’ll end up with a copy of a copy of a copy and it won’t be a Vail event. And we’ll answer that question when we come to it. ● Super Boomers are who attend, they can travel when they want and have the income to do so. ● Kundolf: Weekend before Labor Day is open. ● Biszantz: Do we offer an additional $20,000 to more a week earlier? Are dates or money more important to Highline? Cf: James Dieghan Vail Oktoberfest 9/6 – 9/15 Highline $85,000 ● Newbury Rediker- I think it is a great event and Highline does a great job but there are other events I want to give money to and think Highline should be asking for less and less as opposed to more and more. ● Gordon – What do people think about a one weekend event? Davis says Highline claims it isn’t sustainable for them. ● Kundolf- What if they got a sponsor and did a 4 day event? ● Biszantz -Both weekends are packed and they did it with $60,000 so I think we stick with what we gave them. ● Newbury Rediker – If anyone can go find sponsors and make money on an event that would be Highline. They can go find money elsewhere if anyone can! ● Vlaar: Give them the same amount and challenge them?4 nods at $60,000 Cf: James Dieghan Vail America Days 7/4 Highline $80,000 ● Kundolf – It is my favorite event but, insurance premiums have gone down, the town pays for fireworks, it doesn’t need much more marketing at this point but it used to be at $50,000 so I brought it down to $60,000 ● Newbury Rediker – they should be able to find some big sponsors or the town council should be funding ● Biszantz – Questioned the labor budget, $28,000 for a one day event? Kundolf did mention that volunteers line the parade not paid staff. ● Wadey agrees that large sponsorships should be available. ● Davis suggested $70,000 and that if we need funds elsewhere we should look here first... Wadey agrees but added Go Pro as well if funds are need. ● Gordon agrees with Wadey that this should be a council funded event and that we should have a discussion with council about funding philosophy and thinks we should have it soon. ● Valenti adds that America Days and Mountain games are similar but believes that at some point Go Pro may not fund mountain games and we should be prepared Total CRC Funding Requested: $1,265,000 $23210 over budget. Discussion about moving funds around: • Creating an RFP for 2019 Holidays. We don’t have someone to do that actual event but funding will need to come from CSE. • Explanation of breakdown of 2018 Holidays funding and dollars spent. Events include torchlight ski down, NYE ski down (10th mountain, sweater run (Vail Rec District) and Kris Kringle Market (For 2018 only) • Ernest: What we’ve been told is that the funding for Holidays is needed. • Gordon: Let’s set aside $10,000 and put out an RFP for 2019 event which will include the tree lighting and collaboration with other holiday events. So we need to find $33,210. • Angela: Torchlight ski down, we pay for the flairs, Vail Resorts sponsors the event and provides instructors. • Biszantz: Put the ski down on the plate of 10th Mtn parade. Jan/ Feb event and one event Dec. 31 2019. • Wadey: Suggested Take $5k from Go Pro – Valenti Newbury Rediker and Davis agree Fund at $75,00 • America Days Reduce $5000 and fund at $65,000? 4 agreed. • Gordon: We can move Vail Yeti down $2500. Which is still a 25% increase over last years funding. 4 votes. • Vail Valley Cup: $2500- would keep them flat from last year. Davis suggests we pull $1500 so they’ll see a $1000 increase from last year. • Taste of Vail Spring: remove $2500 to remain flat from last years funding. • Après Vu: Pull $5000 and fund at $45,000 • King of the Mountain; Remove $1500 and keep flat from last years funding level. • Vail Film Festival: Pull back $2000 and fund at $18000. • Pink Vail: Gordon: It’s a mistake to defund completely. Valenti: Reduce to $2500? • Vail Bluegrass: Wadey and Valenti suggest removing $5000 to $45,000 (Biszantz and Kundolf agree) • Arts Festival: Reduce $2000 and fund at $6000. • Vail Mountaineer reduce $1000 and fund at $9000. • Family Fun Night: Reduce $1710 and fund at $13,290 • Ernest recapped CRC event by event funding for 2019 season. Included notes and stipulations from CSE discussion. • Motion to approve budget Kundolf, 2nd by Valenti passes 7-0 • Ernest recapped EE budget by event • Motion to approve – Kundolf/Valenti/ 7-0 • Kundolf had to leave 2;45 • Ernest: present to council to be determined on timing • Nov. 7 regular Commission on Special Events meeting to include Highline speaking on Spring Back to Vail, some event recaps and Pete Osorio form Vail Resorts will talk about legacy days. • Clarify what call-up policy is. Council is only body that can initiate a call up, an event producer is not able to call up to council. • Dec. 17th – funding becomes officially official. • Davis – Thanks all for your focus, strong effort working together. • Motion to adjourn: Newbury Rediker/ Wadey/ 6-0 (Kundolf absent)