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Home My WebLink About01. 2018-11-7 CSE Agenda Minutes DRAFTCSE Minutes November 7, 2018 Page 1 of 7 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, November 7, 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 Kim Newbury Rediker Barry Davis CSE Members Absent: Marco Valenti Sam Biszantz TOV Staff Present: Ernest Saeger, Special Events Coordinator Matt Miano, Economic Development Coordinator Mia Vlaar, Economic Development Director Others Present: Martin Nieves (Vail Valley Foundation) Carly West (Bravo! Vail) Caitlin Murray (Bravo! Vail) Beth Pantzer (Bravo! Vail) Denise Cheng (Vail Chamber) Kerri Thelen (Vail Valley Soccer Club) Mike McCormack (Outlier Festival) Missy Johnson (Highline) Sarah Frank (Vail Valley Foundation) Peggy Wolfe (Highline) Austin Gavlak (Après Vu) CSE Chair, Barry Davis, called the meeting to order at 8:30am. Administrative Items Approval of the Minutes of the CSE Meeting on October 17, 2018. CSE Minutes November 7, 2018 Page 2 of 7  Motion to approve the minutes of the CSE Regular Meeting on October 17, 2018 as presented. M/S/P: Gordon/Kundolf/Unanimous. The motion passed 5-0 Meeting reminders: • 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: 1. Deadline for letters of interest due to the Economic Development Coordinator, Matt Miano by Friday, November 23rd 2. Interviews at Town Council Work Session on Tuesday, December 4. b. CSE Members’ Terms Expiring on December 31, 2018: • Barry Davis, Mark Gordon, Marco Valenti, Alison Wadey -all members expressed interest in reapplying Event Recaps: Hot Summer Nights – Jen Mason *motion to release final funding disbursement required Please see presentation for further details. - Awesome weather and new local sponsor helped for a great sponsor - Utilized lobby to focus on an arts installment - Added bike valet to ease congestion Q&A and discussion: Kundolf- I like the raising of the bar and increased participation of community Wadey- More energy and revitalization around the series Rediker- I liked that you continue to reinvent the series  Motion to approve the final funding distribution for Hot Summer Nights M/S/P: Kundolf/Rediker/Unanimous The motion passed 5-0 Vail Dance Festival – Martin Nieves *motion to release final funding disbursement required Please see presentation for further details. -broke $800,000 for the first time -economic impact hit $4,000,000 -programming was truly exceptional -excited to bring in new companies in the future adding international flavor Q & A and discussion: Rediker- Great event for the town, screen makes a huge difference Kundolf- It’s changed with the time and has kept relevant CSE Minutes November 7, 2018 Page 3 of 7  Motion to approve the final funding distribution for Vail Dance Festival M/S/P: Kundolf/Wadey/Unanimous The motion passed 5-0 Colorado Classic – Sarah Franke *motion to release final funding disbursement required Please see presentation for further details. -Biggest success was media coverage – 4 hour Vail commercial - Would look to mesh concert with bike demographic better Q & A and discussion: Kundolf – Is event coming back? A) Working through next steps and discussing with event promoter Kundolf -So many complaints from people in East Vail that got blocked from getting home. People didn’t come because Vail was ‘closed’. It didn’t look like 19,000 people. I support a bike event but please consider these things moving forward Rediker- Think you did your best but we had people cancel reservations at Antlers because they had concerns of being stuck due to the race, just something to think about Franke- We are focusing on that and have already learned a lot of lessons from things that can be done differently for next year (Leave Lionshead parking open, messaging, etc.) Wadey- Lionshead restaurants and retail would have liked activation (a screen?)  Motion to approve the final funding distribution for Colorado Classic M/S/P: Kundolf/Wadey/Unanimous The motion passed 5-0 Vail Outlier Offroad Festival- Mike McCormack *motion to release final funding disbursement required Please see presentation for further details. -Excited about growth and new attendees -Focus on fun for community, less competitive -Outlined potential plans for 2019 -Outlined challenges in 2018- primary challenge were competing events Q & A and discussion: Gordon- local awareness would be an area of improvement (serious bikers aware, others not so much)  Motion to approve the final funding distribution for Vail Outlier Offroad Festival M/S/P: Kundolf/Rediker/Unanimous The motion passed 5-0 Vail Soccer Cup – Kerrie Thelen CSE Minutes November 7, 2018 Page 4 of 7 *motion to release final funding disbursement required Please see presentation for further details. -Most attendees to date and increasing number of nights stayed - Goal is to continue to expand tournament Davis - How many people responded to the survey? 100 Kundolf- Local states, please explain where from? They are from our club here in Vail. They also volunteer and help Wadey- How will the expansion work with fields etc.? There are places we can add 9v 9 and 11 v 11 fields, biggest issue is referees Wadey- Please just make sure to continue to offer a consistent product, quality more important than quantity Rediker- All additional fields in Vail? Potentially not Rediker- touch base with lodges to get their feedback because lodging partners struggles with “Room Rosters”  Motion to approve the final funding distribution for Vail Soccer Cup M/S/P: Kundolf/ Rediker / /Unanimous The motion passed 4-0 (Wadey recused) Vail -Beaver Creek Restaurant Week – Denise Chang *motion to release final funding disbursement required Please see presentation for further details. Q & A and discussion: Great feedback from restaurants and their staff Increased marketing and advertising Excited about multiple weeks and potentially finding a sponsor Davis - I was im pressed with the event this year, past issues had been fixed Kundolf – Ditto Vlaar- May event? A) Working on that now and hopeful  Motion to approve the final funding distribution for Vail-Beaver Creek Restaurant Week M/S/P: Kundolf/Rediker /Unanimous The motion passed 5-0 Bravo! Vail – Caitlin Murray *motion to release final funding disbursement required Please see presentation for further details. - Added less traditional Bravo elements and excited to look at other new ways to do that - 60 events, 25 were free - Highest ever attendance, 6 sold out 14 of 20 at 80% for orchestra concerts - Looking at more activation in 2019 - 629 musicians, all stayed in town Q & A and discussion: CSE Minutes November 7, 2018 Page 5 of 7 Kundolf- Everything is perfect, Asphalt orchestra was great and I am sad they aren’t coming back, truly engaging for kids Gordon- An amazing year and looking forward to the opera and the production level that comes with it. People will travel just for this. And I agree that the Asphalt Orchestra was great.  Motion to approve the final funding distribution for Bravo! Vail M/S/P: Rediker/ Kundolf/ Unanimous The motion passed 4-0 Davis stepped out Gourmet on Gore- Peggy Wolfe *motion to release final funding disbursement required Please see presentation for further details. Q&A and discussion: Kundolf – Friday night was a great event,  Motion to approve the final funding distribution for Gourmet on Gore M/S/P: Kundolf/Rediker/ Unanimous The motion passed 5-0 Oktoberfest –Peggy Wolfe *motion to release final funding disbursement required Please see presentation for further details. -Really excited about layout and activation in Lionshead -One of the busiest Saturdays we had in Vail Village, we continue to rework and help the flow Q & A and discussion: Everyone agreed event is fun and family friendly Rediker- People come to stay just for this event, awesome event Davis- We are starting to see more competitors so continue to elevate and be ‘The Oktoberfest’ Wolfe- Appreciate the comment and we are focused on the traditional aspect of what Oktoberfest truly is and continuing to elevate  Motion to approve the final funding distribution for Oktoberfest M/S/P: Kundolf /Rediker/Unanimous The motion passed 5-0 Spring Back to Vail 2019 Presentation: Peggy Wolfe Saeger- Funding will be coming from council. This is a beta test of future funding models where CSE is able to offer a recommendation to council Kundolf- Going to council is all about the money and the ability to raise the bar CSE Minutes November 7, 2018 Page 6 of 7 Wolfe- These events were designed for very specific reasons to drive participation and we have found that great bands draw greater crowds 4 day event on a soft weekend with 2 headliner concerts on Friday and Saturday for free. Increased production level -Merchant program – Savor Vail- working with chamber and local businesses -Lodging program – encouraging partners to offer deals for 3-night stays - Spring Back Live- focus on all live music in Vail - Pond Skimming – Sunday tradition which increases Sunday night stays (May push a little later in day to help with that) Davis- Who is Spring Back’s target? Denver crowd 30-45 year olds that can come up for weekend. Fewer families. Denver is a bigger push for marketing but will be dependent on the acts. Rediker- We have seen that themed events were people get dressed up seems that our younger local audience is yearning for. Saeger- CampSight’s demographic feeds well into this event and takes place directly prior and may be worthwhile to reach out to them. Davis- What do you see an ideal concert look like and what kind of room revenue can it generate? A) 7500-9000 people is potential in Ford Park and we want to find talent to fill that venue. We’d like to see an increase in lodging numbers but hard to put a percentage on it. Rediker- From a lodging perspective we love the idea of big name concerts and targeting to Front Range is the right angle. Three night stays can be tricky though unless there is something really compelling on the Thursday night. Wolfe- Understood, in spring time we also have the benefit of the Sunday activation. Gordon- Vail Resorts is offering $200,000 cash? A) Yes, and marketing. Après Vu 2019 Date Chang Ae Request: March 22-23 Austin Gavlak Saeger- Overview of the funding discussion and desire to change dates to March. Gavlak- Better weather, better access to artists, more time to prepare, better for lodging and mostly importantly the ski event will be benefitted by the weather. Davis- As a first year event I think we want to see you succeed and are in agreement Rediker- Lodging definitely agrees that March weekend is great Gavlak – Vail Resorts has offered marketing support, voiced concern about ‘Full Send’ name. Many of our sponsors like ‘Full Send’ for our musical portion so we may make on- mountain piece Après Vu. Gordon: Full Send means? A) Fully committin g and going 100% Rediker – Motions Wadey Second 4-0 vote. CSE Minutes November 7, 2018 Page 7 of 7 New Business and Community Input: Peggy Wolfe- We appreciate the contributions but one question for Gourmet on Gore was contingent on the event being Thursday through Saturday. If we keep dates the same, due to contracts with other sponsors, would that mean your contribution goes away? Rediker- From my perspective it doesn’t go away but with the reduction in funding I thought it would still be the event we wanted to have in only 3 days Wolfe- We feel pretty strongly about the Friday – Sunday. Rediker- Sunday is ‘over evented’ Wadey- With Farmers Market it ends up feeling redundant to public Wolfe- Just need to clarify the funding decision Davis – We’ve cut funding but are focusing our funding on the Friday and Saturday, up to you how you operate from there. Wolfe- Thanks, we will have to go and put our heads together. It’s probably just a discussion of semantics. Gordon – A lot of complaints about Sunday congestion and thought that may this was a solution to alleviate the Sunday problems so Highline could consider in the future helping by moving events. Wolfe- Have other Sunday events been asked the same? Gordon- Yes, numerous times. Wolfe- We have worked well with other Sunday events and would love to find a good solution. Wadey- We just felt that if anyone could pull off a change like this it would be Highline because we have so much faith in your organization.  Motion to adjourn at 10:20am. M/S/P: Rediker/Wadey/Unanimous. Motion passed 4-0 (Kundolf absent)