HomeMy WebLinkAbout2003 CSE Minutes s
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Town of Vail
Commission on Special Events
Meeting Minutes: January 21, 2003
Location: Town of Vail, Council Chambers
Board Members in Attendance: Voting Members: Devon Alvarez, Steve Rosenthal,
Rick Scalpello, Packy Walker, and Chairman Bill Jewitt.
Board Members Absent: Dave Chapin
Others Present: Laurie Asmussen, Joe Blair, Robin Blazak, Pam Brandmeyer, Stephen
Connolly, Johann Drolshagen, Chris Emmer, Kaye Ferry, Scott McCormick, and Sybill
Navas. Rick Chastain arrived at 11:05 with a group representing the proposed
International Cycling Festival.
Meeting called to order at 9:05 am.
Rick Scalpello asked for clarification regarding to whom the meeting minutes and
packets were being distributed. Sybill stated that she thought the direction from the
Commission had been to deliver minutes and packets to the CSE Members and
Chairman, and that copies would be made available at the meeting for interested parties.
There was consensus that this was the appropriate policy.
Approval of the minutes from the meeting of December 17, 2003: Motion by Steve
Rosenthal, second by Rick Scalpello, passed unanimously.
Steve Rosenthal asked Pam Brandmeyer if the Lacrosse group had been notified
of their funding allocation. Pam replied, yes, and that they were moving forward with
enthusiasm.
Evaluation of RFP's submitted for 2003 funding:
• Revolution Spring/Employee Reunion: Scott McCormick presented Highline
Sports' scaled back proposal reflecting the lower level of participation from Vail
Resorts. Steve asked if the reunion event was intended to become an annual event.
Yes. Steve also questioned if the budget for the beer garden and bands was not a bit
high at $39,500. Scott responded that the numbers were conservative, given 3 venues,
stages and bands. Steve also asked what the $30K for Athletes and Course Items
included. Scott said that it included expenses for the ski race, a $ l OK purse for the
Big Air component, all promotion for the competitions and all "on the hill" expenses.
Kaye asked how much VA was contributing. $25K. Scott also stated that Highline is
attempting to sell more sponsorships. Steve asked where the $83/day estimate of
incremental spending by visitors came from. Scott replied that it was a conservative
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estimate from the RRC study. Packy asked about the estimated number of attendees,
and questioned whether it is a bit late in the season to be beginning to market this
event, stating that they had started 6 months ahead for the Pioneer's Weekend in
September. Scott responded that VA was already offering an extremely attractive
discounted lodging and ski ticket package, and that it is a matter of creating a reunion
marketing context for the events which will be going on in town anyway. He felt 10
weeks was adequate time to get the word out. The Streetbeat concert on April 9 is a
"freebie" kick-off to the weekend.
Kaye stated that the history behind the concept of the employee reunion began
with the peer resort trip to Whistler in 2001. They have a model event, which
generates significant business at the end of the season when business is ordinarily
quite slow. The idea behind the event is to fill beds and restaurants and the mountain-
and the inauguration has been put off so as to coincide with the 40th anniversary
season festivities.
Rick Scalpello questioned whether $SOK would be needed to continue the
event in 2004 and 2005. Scott responded that it would be important to see what this
year brings and learn from that how to move forward. Rick also asked how much of
the operating expense was going to the VCBA? Scott responded that $5000 had been
budgeted for Sybill's time. Kaye stated that it was certainly possible for Highline to
pay Sybill directly, if there was discomfort with the funds going through the VCBA.
Bill Jewitt asked who would be producing the event, VA or Highline? Scott
replied, Highline.
Steve suggested that all the presentations be heard before discussing the funding
allocations.
• Street Entertainment: Steve observed that the application was for 5 days/week vs.
only 2 days last year. He suggested moving to 3 days, Friday- Sunday, and that we
should ask Dana how that would affect the budget. Kaye commented that the VCBA
was in charge Street Entertainment last year; she felt it did not accomplish the desired
effect and that there was too much moving around. She suggested:
o One location in each Vail Village and Lionshead, clearly defined.
o NOT 5 days/week, rather 2 or 3- focus on Saturdays and Sundays.
o Joel Heath had volunteered to investigate the possibilities of getting "free"
street entertainment by encouraging and incentivizing local musicians and
artists to perform and developing a context in which the performers might
participate on a regular basis- similar to Key West. One suggestion was that
the CSE might cover the 1St 100 permit fees for street entertainers, as an
example.
Packy agreed that weekends should be the focus, to keep the venues to a minimum
and that music was preferable to "acting stuff." Devon agreed, and stated that more
street entertainers should be encouraged. Rick Scalpello also felt that fewer days was
appropriate, and that it is better to entertain people while they are here, i.e. the
weekends. He felt that multiple locations without amplified sound would be desirable,
as the most direct benefit was at the place where the entertainment was going on. He
stated that it is important to create an ambience that makes people want to stay around
longer. Steve felt we could do a better job of finding venues, and that the locations
should be clearly defined- perhaps even with small stages set-up, so that a visitors
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would have a consistent expectation as to where/when they might find entertainment
going on. He agreed with Kaye that having musicians playing around town with a
"hat out" was desirable. Joe Blair clazified that Joel had indicated he would be happy
to "assist" in facilitating this type of possibility, but that he would not want an
"official role." Packy reiterated the concern that a single venue favored the businesses
closest to that locale, and that it would benefit more businesses and a larger variety of
people if the entertainment moved around. Steve felt that an "expected" venue
provided more entertainment to more people, because they would know where and
when something would be going on. Pam indicated that the streetscape plan provides
for the development of several small venues. Kaye thought adding more venues might
be OK, but that they should be cleazly defined.
Sybill reported Dana's opinion that the real value in street entertainment was to
r~~ side entertaining diversions for children and a "safe" place to hang out, thereby
giving Mom and Dad time to shop. Bill Jewett's opinion was that fewer venues was
the desirable choice, that people will go where the action is if they are informed.
The $5000 request for the circus was discussed and it was pointed out that the
council had made it cleaz that the VCBA could not receive funding, either directly or
indirectly, since Steve was a board member. Rick Scalpello int.,~t,~eted the council's
position to be that the VCBA could neither apply for direct funding, or subcontract to
produce events using CSE funding allocated to another organization. Steve Rosenthal
said he thought their position was limited to prohibiting the application for direct
funding. Stephen Connolly suggested that the CSE could produce the event itself, as
the circus had excellent potential to be a moneymaker. Rick Scalpello stated that the
CSE should not be producing events.
• Big Wheel Chili `n Brews: Joe Blair presented the new application combining the
Chili Fest and Microbrew events, to be produced by Untraditional Mazketing in
cooperation with Eagle Valley Events. The intent is to double the current number of
Chili vendors by opening the event up to participants from outside the valley, and not
limiting participation to restaurants. They will work with the TOV to see what type of
permits will be necessary, and if the code will allow for individual entrants. Bill
Jewitt reported that he had done some Web research that turned up these kinds of
events in other locations, especially in California- and it therefore follows that there
must be a way to approve the process.
Laurie Asmussen will take responsibility for bringing in the brews, and
augmenting the concept with "plants and peppers." It will be a "tasting" event rather
than an attempt to sell whole mugs of beer- geared toward the connoisseur. They
were encouraged to use a number of 10x10 tents and pay special attention to traffic
flow; as in the past the serving lines had become intolerably long. Steve Rosenthal
suggested that the Chili focus be on Gore Creek Drive, and that Bridge Street be
"racers alley."
Rick Scalpello asked if it would not be better to consider a date in July or August,
when there aze more people in town. He stated that there was more advantage in an
increase of 5% of a large number, vs. 15% of a small one. Bill agreed that would be
in concert with the concept of entertaining people while they are here. Joe responded
that the traditional time had been chosen to help lift a slow season, and kick-off the
summer. He would personally be happy to move to a higher season, as sponsors
would see more benefit in that. Bill asked if it was difficult to secure sponsors for an
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i'
event that includes alcohol? Joe responded that it was OK with certain sponsors. Cars
for example, did not like to associate themselves with drinking and driving. CME,
finds it a good fit and likes to support Vail. Credit card companies and soft drinks are
good options. Laurie stressed that there will be an effort to involve the local bars and
restaurants, and to encourage them to tie themselves to festivities after the event. It
was asked whether mugs and shirts would be sold. Mugs, yes, and the profit is
included in the beer sales number. T-shirt sales have not been profitable; the budget
line for these reflects shirts for the volunteers.
Johann Drolshagen gave an update on the current status of the Food and Wine
Festival. He stated that Gourmet Magazine had provided a contract, although Vail was
still negotiating some details and had not yet signed. The Food and Wine Festival
continues to consider other magazines as a back-up option. The involvement of alcohol
has not been an issue in acquiring sponsors. 2003 is a definite go, and they have
committed the space and are currently dealing with production people to develop concerts
for Friday and Saturday nights. They will need the entire $SOK allocated by the CSE.
CSE Administrator Applications: It was agreed to allow an additional letter of
reference that had just been received to the application of Fraidy Abers. 5 applications
have been submitted. Robin Blazak asked if her application might be considered, even
though she had missed the deadline. Rick Scalpello reported that he had received several
inquiries over the weekend, and that if we chose to accept additional applications, there
might be an additional 5 or 6.It was agreed that if the process was to be re-opened for a
single application, it would need to be re-opened at large, and additional public notice
would be required. Bill felt that it was imperative to get a single point of contact in place
as soon as possible, as the summer event season was closing in rapidly. There was
consensus not to re-open the RFP process, that Sybill would schedule the interviews as
early as possible after the weekend, and that they would be conducted in a public
meeting. Steve Rosenthal indicated he would recuse himself from the discussion, since
the VCBA was one of the applicants.
Recruitment Services: Steve Rosenthal pointed out that the applications for
administrative services ranged from $24K-$40K, and asked how that choice would affect
the $75K budget. Bill pointed out that the $40K application did include recruitment
services. He also stated, that although the strategy described a budget of $75K for
administration, recruiting services and research, they did not have to spend the entire
amount. He felt that if we could agree on what events we want, we could use telephone
and the Internet to get the word out.
Robin Blazak commented that it would be valuable to have the recruiter and the
administrator act as a team, and she offered several suggestions as to types of events that
might be interested in locating in Vail; including a "Guinness Book of World Records"
Event, Victoria's Secret or Cosmopolitan Magazine benefit parties, or anon-profit
"Benefit Week". Rick Scalpello referenced the strategy document and said that we
should seek out participant events that are attended by our target visitor- and encourage
them to move to Vail. He felt that if the CSE was going to move away from the adopted
strategy, a vote needed to be taken. If participant events were to be pursued for this year,
we need to move forward as quickly as possible, and that the time window for this
summer may already be closed.
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~ Stephen Connolly pointed out that the CSE might not need to use their own
budget for recruiting events as there are several organizations within the valley that are
already providing event recruitment services at no cost to the TOV, including the VVF,
VCBA, VRD, VVCTB and Untraditional Marketing. Rick Scalpello stated that most of
these are not participant events and that we need to be proactive, as we cannot count on
proposals from these entities. Kaye stated that we do not have the to fund the
proposals we have already received. Steve Rosenthal agreed, but said that he was
intrigued by some of Robin's suggestions for events that might be attracted without
having to spend any money. The idea is to find events that create excitement, but are self-
supporting.
Bill Jewitt pointed out that there needs to be consensus on what we are asking for
before sending out an RFP. And, that an administrator needs to be in place to coordinate
the communication.
Rick Scalpello again emphasized the importance of participant events that, with
family and friends, bring in 1000-2000 room nights. Steve felt we should not miss the
opportunity to think out of the box and that the RFP should describe the job, not the
specific events. Stephen Connolly stated that the word is out now that the CSE is seeking
exciting event concepts, and that the existing organizations will be going out to look for
them. He suggested allowing them the time to come up with some proposals. Scott
McCormick raised the example of the Summer Sports Festival, which had developed
from an idea seeded by the CSE. Packy added that it might be part of the administrator's
job to go out and talk with some of these groups. Rick stated that we have an RFP and if
we want something different, then it needs to be redone. Bill felt that with a budget of
only $565K, we should not be spending large amounts on recruitment. Kaye said that we
need to look at the larger event picture- some events like the Chili Fest and America Days
are going to need funding every year- we need to evaluate how many are actually
available for new events in light of the one's we already have committed to support. Scott
pointed out that the Summer Sports Festival is the only one which has become self-
supporting in the suggested 3 year time frame.
It was agreed that everyone would review the Recruitment RFP application and
come to the next meeting with suggestions.
Sybill reported that she had met with Randy Bobbitt of Chesycks Sports
Marketing and given him a tour of the possible venues in Vail for an Hispanic Carnivale.
It is likely that they will produce something independently at Dobson Arena.
• Octoberfest: Rick Chastain indicated it would be possible to reduce his request by
$15K-$20K over all three of his events (including Holidays in Vail and America
Days). The budget does not cover the administrative costs of the VVCTB- these are
covered by the members. He felt that there is some opportunity to augment revenue
from sponsors and product sales.
Steve asked how the Octoberfest concept might be expanded into a September
month long festival. Rick stated that he would be working with the Food and Wine
Festival and the Microbrew fest to promote the concept, but that moving to 3
weekends in September was pushing our luck with the weather,
International Cycling Festival at Vail: Rick presented materials and introduced a
group from Rodale Press and Threshold Sports who are working together with the
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VVCTB to bring this "icon" event to Vail in 2004. It would be part of the lead pro
cycling tour in the country, and brings significant partners in event marketing to the table.
The tour currently visits NY, Philadelphia and San Francisco, where it attracts upwards
of 100K spectators. The group is looking to expand into additional markets and would
like to "brand" with a recognizable resort area- offering an appealing place for sponsors
to participate and visit. There is an opportunity for grass-roots type events that provide
opportunity for local participation. It is intended that this will be an annual event for
some time to come. They have a 10 year history in San Francisco and a 19 year history in
Philadelphia. The goal is to have 8 venues for the tour. Although the event would not
come to Vail until 2004, they would like to use the 2003 events as a platform to promote
the events in Vail next summer.
Steve reported that they made a presentation to the marketing board yesterday and
that many parts of the proposal are in alignment with the Longwoods concept. With
regard to both the income and age demographics, it hits the lower end of the target. Most
of the appeal is to young executives with a good earning potential. The lodging
community and Vail Resorts both felt there were many possibilities for creative lodging
packages that could benefit the community.
Rick asked what the CSE's recommendation to council should be. Devon, Packy and
Steve were in support of the event. Bill and Rick offered general support, but felt that
there should be additional conversation.
CSE members voted on funding allocations for the proposals discussed earlier in the
meeting. Average allocations as determined from the vote were:
• Octoberfest: $66,250
• Revolution Spring/Employee Reunion: $32,500
• Street Entertainment: $52,500
• Big Wheel Chili `n Brews: $30,000
Discussion followed.
Scott indicated that the Revolution Spring Event would have to change somewhat,
with the smaller allocation. Packy again stated that his recommendation reflected his
feeling that 10 weeks was too short a time frame to market the event. Rick Scalpello
commented that even though the information was out 6 months ahead for the Pioneer's
Weekend, the response was last minute.
Regarding Street Entertainment, it was suggested to cut back to 2 days/week and
to include funding for the circus. Dana will be asked to present an amended proposal and
answer questions at the next meeting.
Laurie and Joe felt they could do the Chili `n Brews Event for $30K.
Motion by Rick Scalpello, second by Steve Rosenthal, passed unanimously to
allocate funds as follows:
$30K: Big Wheel Chili `n Brews
$65K: Octoberfest
$32,500: Revolution Spring/Employee Reunion.
There was further discussion of moving the Chili event to July. 3 members said they
would consider that option. Steve stressed that there is a BIG advantage to the business
community to keep the event on the 3`d week in June and that it would not be to their
advantage to trade it for an already busy weekend in July. He emphasized that it had
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become recognized as the traditional opening of summer, and that many of the 2nd
homeowners were here at that time and enjoy the event.
Joe Blair said he would check out alternate dates for the Chili `n Brews event, and
would come back to the Commission for a final decision.
Meeting adjourned at 11:45am.
Motion by Packy Walker, second by Devon Alvarez, passed unanimously.
Minutes taken and submitted by
Sybill Navas
January 21, 2003
Minutes Approved as Amended, March 18, 2003. Motion by Steve Rosenthal,
Second by Rick Scalpello, passed unanimously.
Approved by: Date:
Bill Jewitt, Ch ' an, Commission on Special Events
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3'
Town of Vail
Commission on Special Events
Meeting Minutes: February 18, 2003
Location: Town of Vail, Administrative Conference Room
Board Members in Attendance: Voting Members: Dave Chapin, Steve Rosenthal, and Rick
Scalpello
Board Members Absent: Devon Alvarez and Chairman Bill Jewett
Others Present: Rick Chastain, Stephen Connolly, Bazt Cuomo, Dana DelBosco, Chris Emmer,
Leon Fell, Kaye Ferry, and Joel Heath. Sybill Navas acted as chair in the absence of Bill Jewett.
Meeting called to order at 9:05 am.
Approval of Minutes: Since the minutes had just been distributed, there was consensus that
members would read them and call Sybill with corrections or additions. Vote to approve would
be deferred until the next meeting.
Sybill informed everyone that Packy Walker has officially resigned from the Commission
on Special Events.
Rick Chastain reported that the VVCTB is taking steps towazd securing an affiliation
between Vail and the International Pro Cycling Tour. The size of this event is too large for any
one entity to host, the intent is to pursue a regionally based funding model for the $400K-$500K
investment. He stated that there is a "break even" possibility if sponsorship sales go well. It is
intended that the event will be self-supporting after the 1St year, and that our investment is
directly related to marketing. Steve suggested that the CSE should appoint 2 people to serve on a
committee with the TOV Council to formulate a recommendation, as the decision would rest in
their hands. He felt that the impact could be as significant as the X-Games in Aspen. Rick
Scalpello asked, "What is the target profile?" Rick Chastain said that interest in road cycling is
on the upswing and that the average age of participants is from 39-42, mostly managerial and
executive types with a high propensity to travel and an average household income of $80k. The
event has a 4-yeaz history in its current format and has garnered significant high-level sponsors
including the US Postal Service, BMC Softwaze and 1St Union Bank in Philadelphia. It is the
only major national bike race, and attracted upwazds of 170K people in Manhattan. Steve
Rosenthal commented that it is a good benefit for Vail to be tagged in New York, Philadelphia
and San Francisco, as those are all major source markets for us. Rick Scalpello remazked that the
biggest event in Vail's history was the World Mountain Bike Championships in 1994. Joel added
that the second time, the event was disappointing, but that the interest in road bikes is taking off.
Steve stated that we should take the position that if Lance Armstrong doesn't come, we
are not interested. He noted that the attendance in San Francisco, with "no Lance" was quite low
compared to New York and Philadelphia, where he did appear. Rick Chastain said it is not
possible to get a commitment from him until closer to the event, and that we need to build it so
that it is successful whether he comes or not. Stephen Connelly remarked on the benefit of the
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. "Grand Ride" from Denver, which should attract 8-lOK participants- and that we shouldn't just
speculate on Lance.
Vail Vaitey Events Authority: Rick presented a hand out prepared by the VVCTB describing
their efforts to refocus the organization with an emphasis on developing "branding" for
economic benefit and development. From a regional standpoint, the Vail Valley can compete
quite well with other places that want to be host sites. The mission of the new "authority" will be
to promote the region as a high profile events destination for the purpose of increasing lodging
revenues, leveraging marketing values and opportunities and bringing economic benefit to the
member businesses on a year round basis. Although not an "official" elected board, the use of
the word "authority" carries weight, and the governing structure will contain an advisory board.
The initial 2003 investment is $ l OOK. The goal is to bring one "icon" event in ' 04;
hopefully the Pro Bicycle Tour. Lodging commissions and other revenue opportunities exist that
should enable the organization to become abreak-even proposition. The VVEA is not yet asking
for funding, but would like the CSE's consideration relative to the discussion of recruitment
services. Chris Emmer asked, "What defines the region?" Rick Chastain responded Gypsum to
Minturn. He stated that the question the TOV should be asking is, "What benefit will this entity
need to deliver to make this a good investment, and how can we define a measurable
deliverable?" He added that this is one of the VVCTB's programs that a municipality can select.
Joel asked if the intent was to focus on events that are too large to be hosted by a single
municipality. Rick responded, some yes, but that those types of events require a long lead-time.
There are still some opportunities for small events and conf:,~ ~,~~ces in ' 03. Joel commented that
most events with lodging opportunities require an 18-month lead-time.
Rick Scalpello stated he would like to see the project go, and suggested that the budget be
adjusted to reflect a "partial year." He stressed that participant events are an important part of the
CSE strategy with which we have not moved forward, and cited the examples of Rugby and
Volleyball in Aspen.
Rick Chastain commented that our "brand" value is higher than Aspen's, and although
they are bigger and we cannot compete in magnitude of events, our "brand" is a huge asset. He
was directed to bring back a budget and specifics for the CSE's consideration.
Street Entertainment: Dana DelBosco presented an adjusted plan for Street Entertainment
prepared from follow-up discussions with the VCBA. The decisions to be made today should
consider:
• What kind of entertainment do we want?
• What Venues?
Kaye Ferry stated that musical entertainment without amplification should be the main focus.
If there is a juggler, he should be accompanied by music. She also stated that there should be a
single venue in Lionshead and Vail Village, so that people will know where to expect
performances. Last year, most people were unaware that the entertainment had gone on, as there
was too much moving around. There can be one or more "performances" at the same time. Steve
Rosenthal shared that opinion.
Dana noted that the "ambient" program in Beaver Creek is successful; it is not intended to
bring people in, but to provide entertainment while they are there.
Dave Chapin asked if the Streetscape Plan did not contain multiple small venues? Dana
stated that multiple small, natural events sites exist, i.e. the top of Wall St., Sun Dial Plaza
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` pocket park, top of Bridge Street, etc. She suggested forming an advisory committee to advise on
venues. Rick Scalpello asked what feedback had been received from last year's program? Dana
replied that the VCBA had sent out a survey to 65 businesses, and received 4 responses. The
implication is that businesses did not feel negatively (or they would have complained!). The
feedback that was received indicated that music was populaz, and that small events competing
with other activities in a large space get lost. Steve Rosenthal stated that he had spent a lot of
time walking azound the village on Saturday and Sunday afternoons, and his observations
indicated that music always drew a crowd, kids were always in line for balloons, but that people
did not relate so well to the "acting" type performances. He commented that a defined venue
provides the ability to post a schedule and draw a crowd.
Joel commented that the common thread in communities that have been successful with
street entertainment (Key West, Boulder) is consistency and continuity. He suggested we might
consider underwriting buskers, or "throw the hat out" type performers, at a predictable time and
place. Dana questioned how the TOV feels about this type of performance, and that it differs
dramatically from what we have done, and creates a different atmosphere.
Stephen Connelly noted that the TOV ordinance only provides for 2-4 performers at one
time, and each permit is only issued far 30 days, providing for limited exposure.
Aspen was cited again, as a place where "free" performers from the music festival provide a
very good ambience. Leon Fell said that this is a relatively unregulated activity, and that it is
successful at keeping people roaming in the mall. Historically, there have been relatively few
"undesirable" performances, and that "self-regulation" among the performers and businesses has
been effective in keeping the quality high. There is a "core commission" that acts as an advisory
watchdog. Only big acts are regulated.
Kaye again stated her opinion that we should find a single venue, for example at 2:00 on
Saturday in LH, and 2:00 on Sunday in VV for a predictable performance, and that we should
encourage opening up the rest of the town to casual performers.
Sybill was directed to get a copy of the TOV Ordinance that regulates the permitting of
street perf„llllers.
Steve Rosenthal volunteered to head up a committee with Dana and move forward. Rick
Scalpello asked if we had any feedback from guests? No. Bart Cuomo agreed that we should
encourage performers that will add ambience, and establish venues for paid performers. Kaye
agreed, and suggested designating 10-12 casual venues for the casual performers, and that to
encourage participation the CSE might pay the permit fee and devise a system to reserve spots
for diffOlGllt perfVlilleirS. Joel commented that lri Boulder, 4-6 musicians all compete for the same
spot, but that they seem to work out the problems between themselves on a rotating basis.
Steve Rosenthal moved that the CSE allocate $50,000 for Street Entertainment based on Dana's
proposal with the following stipulations:
• Dana: head up a committee to determine venues and times for paid performers
• $47K towazd paid performers in focused, limited venues at specific times over 2-3day
weekends.
• The CSE will use $3K of the funds to pay for permits and to encourage "throw out the
hat" type street performers.
Dave Chapin seconded the motion.
Discussion: Kaye suggested we might encourage the TOV to waive the permit fees for
casual street performers. Rick Scalpelio felt we did not have enough feedback from either
businesses or visitors to support a $SOK allocation. Kaye responded that it is not going to be
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possible to get feedback before this summer. Steve added that the business community has
indicated its support through the VCBA, that the program got off to a late start last summer, and
that we now have a year of experience under our belt that should provide Dana with enough
information to make this year successful. Stephen Connelly said he felt it was basically a good
plan, but he had some concern about adding people with open cases. It was noted that the
ambience would not be "instant," but that it would take time to make develop. There should be a
press release describing the intent and encouraging performers to apply for the street permits.
Vote: Steve Rosenthal, Dave Chapin in favor, Rick Scalpello opposed.
Rick explained that his "nay" vote reflected his opinion that the budget prescribed in the
Strategic Plan for ambient entertainment had been overspent by $25K and that nothing had been
allocated for participant events.
Matt Mire, TOV Attorney, was called in to int:,~~~et the CSE Ordinance regarding the
number of votes required to pass a motion. He stated that by his int.,~Y~etation of the wording, at
least 3 positive votes would be required to pass a motion, regazdless of the number of voting
members in attendance at the meeting. By this interpretation, the motion failed. Members asked
if a vote could be taken by telephone? Matt felt that would be OK if it were a conf~~.,~~ce call, or
a special meeting could be called. There was frustration expressed that, since the CSE now has
only 4 members due to Packy's resignation, if one member is absent, all votes need to be
unanimous for action to move forwazd. Also, requiring a vote of 3 out of 4, even when a quorum
of 3 is present at the meeting, is a super majority, above the standard that even council is held to.
Dana stated for the record that she had prepazed her proposal at the request of the VCBA
and the CSE.
Chris Emmer felt that we couldn't ask Dana to put more work into this without some
guarantee of moving forwazd. Steve Rosenthal agreed, and said that we had discussed Street
Entertainment at 3 meetings now, and that he would be embarrassed to ask her back.
Rick Scalpello reiterated his concern over the lack of funding for participant events, as
the strategy calls for. Steve replied that the strategy and the budget were meant to be a guideline,
not a mandate.
Participant Events: Discussion
3 on 3 Soccer: Historically has been the 1 ~ week in August. Due to a schedule conflict,
the organizers have requested a change of date to either the last week in July, or the middle
weekend in August. The CSE would like to forwazd the recommendation that the mid-August
dates are preferable, as the town would realize more benefit at that time.
Rick Scalpello asked, what was the Commission going to do to bring additional
participatory events to Vail this summer, and what do we need to begin doing for the summer of
'04?
Bart Cuomo gave a report on the Old Boys (over 40) Rugby event that he has produced
for the last several years. It has been a single day event, with 4-6 clubs (40-50 people per club}
from various parts of the county, including Washington, California, Atlanta, the Front Range,
etc., and which he believes has enormous potential for expansion. He referenced the long history
of rugby in Vail- that in 1972 it was the rugby clubs that helped to build our fields. The World
Cup of Rugby is the 5~' biggest sporting event in the world. Also, Aspen has seen t~~,~..endous
success with rugby. The "Old Boys" (ages 40-60) have money, would like to have a larger event-
Minutes Town of Vail: Commission on Special Events 18FEB03
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cu~..,.~tly too many teams for a single day event. The feedback from the Front Range is that they
would prefer Vail to Aspen because they don't want to compete with the large number of
younger teams. They have had problems with the VRD in scheduling fields for the event- and he
is requesting that the CSE offer "moral support" by communicating the value of this event to the
VRD and asking that consideration be given for the scheduling of additional time on the fields.
He stated that there is no communication between the CSE and the VRD concerning
prioritization of events. He added that the town needs to show support for the event, or the clubs
may move to Avon. He indicated that when strong community support is shown, it has an impact
on how the VRD will prioritize an event. He reported that they were on the calendar for this year,
but that the schedule did not allow for the event to be expanded. Joel stated that the VRD is not a
group that looks at infrastructure and how it relates to events, but rather how to balance local and
community needs with events. Rick Scalpello agreed that there is a problem with communication
between the VRD and the CSE. Joel added that there is value in including the VRD from the
beginning of these discussions and when that has happened, there has been a history of more
open and successful cooperation. Sybill was directed to contact the VRD and request that they
have a presence at the CSE meetings.
Joel summarized the discussion regarding the question of pursuing additional
participatory events as follows:
1. Infrastructure: conversations with council and VRD. What do we need and how
can we develop it?
2. Participatory Events: look at specific proposals; determine how to make them
happen.
3. What does it take to expand existing participatory events?
King of the Mountain Volleyball: Leon Fell requested consideration of the application he had
submitted some time ago, but which had not been distributed. He indicated that he did not have
difficulties with the VRD supporting the event, that fields had been committed for this year
(particularly due to the help of Mike Ortiz), but that there was little room for expansion because
the Lacrosse Tournament had been expanded to begin on June 16. He too stressed the importance
of community involvement, and said that local interest in volleyball had been waning for a
variety of reasons including Lacrosse expansion, changes in the staff at the VRD and the "aging"
of the original core players, but that he had been brought in to help "revive" it. He stated that it is
currently a regional event, with potential to become a national event. Successes in Aspen were
cited. Plans include exhibition matches between members of both the men and women's USA
Volleyball team and working with AVP (Association of Volleyball Professionals), which does
not cu.~o,~tly have an event on June 14 and 15 to provide demonstrations. Joel Heath stressed
how important keeping the dates consistent year after year is to ensuring the long-term viability
of an event.
Chris Emmer asked if multiple venues might provide potential for expansion. Leon stated
yes, but that it was preferable to be in town so that people would avail themselves of shopping
and dining opportunities. He felt that there was potential to increase participation from 100 to
250+ teams. Steve asked what the capacity of a single venue would be, and what was the largest
number of teams we could expect this year. Leon responded that it was possible for one field to
host 200 teams, and that we might expect up to 175 this summer. (350 players and their
families.) His request of the CSE includes:
1. Input and ideas regarding times and what works.
2. Help in soliciting community support.
3. Additional funds to enhance event marketing and bring in better players.
Minutes Town of Vail: Commission on Special Events 18FEB03
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4. Lodging packages and communication with the V1ZD.
Steve stated that the CSE's role was not that of marketing or "back-slapping," but if
additional funding is being requested it should come in the form of an application specifying
how it is to be used.
It was requested that the next CSE meeting agenda include an opportunity to evaluate the
events which have been funded to date in the light of whether they are of a "participatory" or an
"ambient" nature.
The meeting adjourned at 11:45am.
Next Meeting: Tuesday, March 18, 2003 at 9: OOam
Minutes taken and submitted by
Sybill Navas
February 18, 2003
Minutes Approved, March 18, 2003. Motion by Steve Rosenthal, Second by Rick Scalpello,
passed unanimously.
Approved by: ~f' Date: , j
Bill Je'witt
Chai~an, Commission on Special Evedits
Minutes Town of Vail: Commission on Special Events 18FEB03
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Town of Vail
Commission on Special Events
Meeting Minutes: March 18, 2003
Location: Town of Vail, Administrative Conference Room
Board Members in Attendance: Devon Alvarez, Dave Chapin, Steve Rosenthal (left at
9:30), Rick Scalpello and Chairman Bill Jewett (left at 10:30)
Others Present: Rick Chastain, Dana DelBosco, Leon Fell, Kaye Ferry, Joel Heath, Sybill
Navas, Mike Ortiz, and Bob Trautz
Meeting called to order at 9:05 am.
Approval of Minutes: Rick Scalpello requested that the minutes of Jan. 21, 2003 be
amended on pg. 3 to reflect the council's position that the VCBA could not receive funding
"either directly or indirectly," since Steve was a boazd member of that organization.
M/S/P: Steve Rosenthal, Rick Scalpello, unanimous to approve the minutes from the
meetings of December 10, 2003, January 21, 2003 as amended, and February 18, 2003.
Street Entertainment: Rick Scalpello opened the discussion by identifying the following
issues still under consideration:
• Should entertainment be "staged" or roaming?
• Appeal more to adults or children?
• When/what weekends?
• Identify locations in Vail Village and LH. He stated that there should be a
Meadow Drive venue as well.
Kaye added that there should be stages at the 2 ends of town, one each in Vail
Village and Lionshead. The entertainers should be mainly musicians, performing at a
consistent time/place. These performers should be supplemented with "free" entertainers,
who play for tips, similaz to what happens in Boulder and Key West. The CSE will
subsidize the permit fees to encourage more participation.
Steve also noted the recommendation that Dana would head up asub-committee
with Joel's input to determine the specifics of the plan and that the CSE will allocate $SOK
for Street Entertainment to be divided as follows:
$47K for paid, scheduled performers
$3K toward a program to attract "buskers" (street performers playing for tips.) The
TOV will be asked to waive permit fees for these types of performers.
Sybill will ask the Town Council for a review of the Street Entertainment Ordinance,
specifically with regard to the number of permits allowed at any time, at her presentation
on April l .
Dana stated that her proposed budget could be adjusted per the committee's
recommendation. She will plan to schedule performers aver 2 and 3-day weekends from
June 23 through September 5.
Minutes Town of Vail: Commission on Special Events 18Mar03
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,
Kaye felt that it is important that the Street Entertainment not interfere with on-
going events, and recommended by example, that performers should be located in LH
during the ChiliFest. Steve agreed. Dana said she would attempt to coordinate the schedule
with the event producers.
Rick Scalpello asked who would be determining the venues, the CSE board or the
subcommittee?
Bill commented that from his experience in LH last summer, music appeared to be
the biggest draw and that moving it around confused people. Kid-oriented entertainment,
such as balloon artists, was second- followed by active entertainers, like jugglers. Kaye
suggested that the combination of music with creative entertainment for children (face
painting, balloon artists etc.) creates amini-event type atmosphere. She agreed that there
was too much movement last summer. Steve felt that the best venue for permanent events
in Vail Village is at the Children's Fountain. It will accommodate a large crowd-, which
will disperse at the end of the set, and then is a predicable place for the next event.
Rick Scalpello stated again that one of the venues should be on Meadow Drive.
Devon remarked that the Farmer's Market does nothing to increase business at his store;
that it caters to a different clientele. Rick stated that Devon's experience is not common to
other businesses on Meadow Drive and that there aze more business licenses held in that
area than in West Vail and Lionshead combined. Kaye remarked that it is not possible to
serve everyone and that too much dispersement dissipates the energy we are trying to
create. Steve noted that Meadow Drive has gotten its due with the Farmer's Market on
Sundays, which does take away business from other parts of the village. Bill warned
against "Balkanizing" the village by chipping it into subsets. He added that Meadow Drive
"feels" part of Vail Village because it is contiguous, whereas LH is not. Steve closed the
discussion by remarking that the purpose is not to represent the interests of individual
businesses, but rather to enhance the guest's experience.
Motion by Steve Rosenthal:
• Allocate $SOK for Street Entertainment, based on Dana's proposal
$4'1K will be allocated towazds paid performers, $3K will be used to
encourage "busker" type entertainers to perform in the community
• A subcommittee made up of Steve, Devon, Joel, Dana and Sybill will meet
to recommend venues and times.
Second by Devon Alvazez, passed unanimously.
Dana felt that the discussion would take no more than 2 meetings and said that she would
r=rare a recommended schedule and then contact Sybill to set up the meeting.
Participatory/Ambient Event Discussion and Review: Sybill presented a "wall"
calendaz of summer events and a review of the CSE allocations to date, noting that many
of the events could be considered to qualify as either variety- i.e. Teva Mtn. Games and the
ChiliFest. Bill stated that he defined a "participatory event" as one in which the
participants outnumbered the spectators. The benefit of these types of events is that they do
not eat up lazge chunks of the budget. Dave stated that the goal should be for the
participatory events to become self-sufficient. Bill added that the goal is for ALL the
events to become self-sufficient; especially in light of the fact that it is not possible to
predict what type of funding the council will approve for next year. Rick Scalpello stated
that we have an opportunity to develop participatory events into ambient events by adding
Minutes Town of Vail: Commission on Special Events 18Mar03
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additional support. Joel cited the Mountain Games as an example of crossover, where the
difference is not black and white.
Mike Ortiz commented that we should pay attention to what goes on in other parts
of the county, especially with regard to alternative venue devel.,rr.~ent. He warned that the
Lacrosse Shoot-out had exhibited interest in moving to Berry Creek when the fields are
finished there- and that we need to do what we can to entice them to stay here. It was noted
that the funding allocation of $14K, $ l OK and $8K to Lacrosse over the next three years
was an effort to keep the event in Vail and to make them feel welcome. Mike added that
the Lacrosse program had been expanded beginning with a youth program from June 15-
28. He stated that this is the biggest event of the summer and that the demographic is
strong- kids bring families, and the masters participants are an "ivy league" representation
with a high income Level. Dave commented that this was valuable input and that he hoped
the VRD will continue to keep us aYr.~sed.
Joel asked, who is doing the contracts? It became evident that the TOV had been
releasing funds to event producers without a contract. Sybill will talk to Matt Mire and
take steps to ensure a more formal accounting of the funds.
W~, i n Pro,; :.~s Report an 2003 Events: Rick Chastain stated that they are moving
forward with sponsorship presentations for America Days, Octoberfest and Holidays in
Vail and are about'/2 way to their goal.
Bill commented that the number of "floats" by local businesses in the 4th of July
Parade has declined, and how could we encourage more participation? Rick responded that
they have a campaign out to their membership, and that although there were about 80
entrants last year- a number that has remained fairly stable- he admitted that there seemed
to be a lazger % of "walking" entries. Additionally, the $75 :,llt.,~ fee is waived for non-
profit groups. He indicated that he would be back with another report when all funding has
been secured.
Sybill asked if there was any consideration being given to re-creating the large
community barbeque at the parade's end in order to keep people in town? Rick said he
would investigate that opportunity.
Vail Valley Events Authority: Rick Chastain presented a business overview of the 2004
Vail Valley International Cycling Festival as an example of business planning that goes
into securing a major event. He reported that he has met with the Eagle County
Commissioners, Beaver Creek and the Vail Local Marketing District. Presently, Beaver
Creek seems most interested. This will be a regional event, as it is too big for any one
place in the valley. The events will be sited so as to ensure that the benefits accrue to each
area proportionate to its level of funding. Rick stated they would be able to measure how
much business is generated and defend the % of allocations and that they are 60 days away
from a financial model. He added that the tazget market is appropriate for our area: a high
income, computer oriented demographic, with a strong propensity to travel.
Rick Scalpello pointed out that there is a difference in looking at the brand from the
external vs. internal point of view. "Vail" is a known brand, the Vail Valley is perceived as
"Vail" in the external context.
Rick Chastain asked to come back to the Commission in a month to report how
much has been secured in funding. He stressed that the VVEA is not taking on a lot of
Minutes Town of Vail: Commission on Special Events 18Mar03
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financial risk at the present time, and that he understands the difficulty of g.,~l;ng financial
~ support in'03 for an `04 event.
He then presented the idea behind the creation of the Vail Valley Events Authority
as the development of a meat and potatoes event recruitment organization. There is a
mazketplace full of events looking for host sites and the Vail Valley has the "brand"
identity to attract many of those events. Like all VVCTB programs, the VVEA is expected
to become self-funding in the neaz term and shows a 3-year plan with decreasing public
sector support.
Rick Scalpello asked if they would be seeking events other than of the sporting
variety. Rick Chastain said yes, but that sporting events were the "low hanging fruit," and
offer the most near-term opportunities. Presently the VVEA is identifying events with the
appropriate demographic target. Joel commented that music events are also easy to attract,
but that we don't have the infrastructure to support them. Rick Chastain emphasized the
importance of being proactive in the event recruitment rnazketplace, and the role that the
VVEA could fill in providing this service. They would like the CSE to consider a $SOK
allocation, as they are presently in a risk position and moving forward with the recruitment
activities.
Rick Scalpello pointed out that the CSE Strategy calls for the proactive recruitment
of participatory events, and that he would be ready to move forward now. Bill advised that
the CSE would be getting a new commissioner at the next meeting, to fill Packy's position,
and that it would be preferable to consider this allocation with a full board and a better
sense of the council's funding intentions for '04. Dave Chapin commented that he could
not imagine we would get an offer for these type of services from a better organization
than Rick's.
Rick Chastain proposed an allocation of/z the funds now, and %z ear-marked for
later allocation based on the preliminary results of the activities, with cleazly defined
mileposts. He stressed the importance of summer as the time to recruit events-, as it is the
time to visit on-going events in other areas and try to attract them to come here next year.
He also needs some funding for administrative support-, as right now he is a staff of only
one. Devon remarked that it would be prudent to reserve some funds for assessment. A
final decision on this allocation will be requested at the April CSE meeting.
King of the Mountain Volleyball Tournament: Leon Fell stated that he needs $lOK to
re-establish and grow the event. A bigger budget will allow for a strong r....uotion and
mazketing campaign and offer the opportunity to rebuild the event back to its previous size
and energy level. It is a participatory event positioned to create an awareness that the Vail
Valley is ready to kick-off summer on Father's Day weekend, coordinating with the re-
opening of the Gondola. The direct labor and salary cost is $ l OK-$12K, and they are
offering $2500-$3500 as prize money to attract the best regional players. He also stated
that the TV contract in place for the Aspen tournament had been rolled in Vail as well
offering further marketing exposure. Marketing will be expended for direct mail, TV
in cooperation with ATT, and radio. He stated that Vail is not a town of spectators for this
sport; but that the intent is to build family and community interest and noted that "special"
players bring better crowds. The event will be part of the "AVP Next" tour- a
development program of AVP.
Rick Scalpello asked if clinics would be offered. Leon stated that they are working
on finding a "name" player who might be available to do that on Friday.
Minutes Town of Vail: Commission on Special Events 18Mar03
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• Dave stated that he likes the event, it has an excellent target for participation and
that it is not a large investment for an event with excellent long term potential.
Devon said that he would like the event to stay and see locals really take advantage
of it, but he felt $ l OK might be a little too much.
Motion to allocate $7500 to the King of the Mountain Volleyball Tournament
as proposed. M/S/P: Dave Chapin, Devon Alvarez, passed unanimously. (Steve Rosenthal
left at 9:30am, Bill Jewitt at 10:30 am- and were therefore not present for this discussion)
CSE Administrator's Report: Sybill reported that she had been attending several
meetings reviewing opportunities for special events venue enhancements in conjunction
with both the Lionshead Streetscape plans and the Front Door project. Joel commented that
if a specific and limited # of days for special event use, 10-12 for example, was built into
the Front Door proposal, it might help to mitigate the homeowner's concerns.
Meeting adjourned at 11:05. M/S/P: Rick Scalpello, Devon Alvarez, unanimously.
Next Meeting: Tuesday, April 1 S, 2003 at 9: OOam
Vail Town Council Chambers
Minutes taken and submitted by
Sybill Navas
March 18, 2003
Approved by; Date: y~S`~ 3
BUl Jewrtt, Chan, Commission on Special Events
Minutes Town of Vail: Commission on Special Events 18Mar03
-5-
Town of Vail
Commission on Special Events
Meeting Minutes: April 15, 2003
Location: Town of Vail, Council Chambers
CSE Members Present: Devon Alvarez, Dave Chapin, Steve Rosenthal, Rick Scalpello,
Richard tenBraak and Chairman Bill Jewitt
Others Present: Joe Blair, Pam Brandmeyer, Rick Chastain, Stephen Connolly, Deirdre
Campbell, Scott Cross, Chris Emmer, Kaye Ferry, Joel Heath, Denis Jensen, Kurt Krieg,
Mike Ortiz, and Sybill Navas
Meeting called to order at 9:OSam.
Pam Brandmeyer swore in new CSE Member, Richard tenBraak; who will serve out
the term of Packy Walker, who resigned in February.
Approval of Minutes: from the meeting of March 18, 2003:
M/S/P Dave Chapin, Devon Alvarez, Unanimous
3-V-3 Soccer Tournament: Mike Ortiz updated the Commission on the current situation
with Host Communications, the event producer for 3-V-3 Soccer. The organization had
misplaced the original contract in the process of moving their headquarters from Denver to
Dallas in the fall and requested changes to their dates after much of the Ford Park summer
calendar had been set- with weddings having been scheduled purposefully to avoid the
same weekend that the soccer group was expected. The soccer tournament has requested a
change from the originally contracted dates (July 31-Aug 3, 2003) to the 2°d weekend in
August (Aug 8-10), which are difficult to accommodate in Ford Park due to scheduling
conflicts. Conflicts include the Dance Festival, with a matinee on Sunday, August 10`", 4
weddings and the Colorado Clay Court Tennis Championships. Mike indicated that the
VRD could make the fields available, but that the Ford Park Management Committee had
been reluctant to "overload" the park. The VRD could schedule the following weekend,
but the soccer group has a conflict with a tournament in another location during that time.
They are considering moving the event to the fields in Edwards on the Aug 8-10 dates, but
are requesting that the CSE funding be maintained, per the contract. Bill Jewitt began the
~iis~ussion by reporting that he had consulted with Matt Mire, and had been given the
opinion that it was not possible for the CSE to consider allocating funds for the soccer
group if they were to move the tournament to Edwards.
The following issues were identified with regard to Ford Park on Aug.8-10:
• Not enough parking, especially for Dance Festival patrons- who arrive later, and
will find the parking lot full.
• The soccer noise and kids impact ambience for the weddings
• Noise impacts on the Dance performances
Mir}ut~~, Town of Vail: Commission on Special Events 15Apr03
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• When too much is going on, and the experience isn't positive for participants, it
makes the town look bad.
• How can we keep the soccer tournament coming back- they bring significant
numbers of people to Vail yeaz after year, and aze an established participatory
event.
Joe Blair added that he felt the soccer organization would very much like to play in Vail,
and suggested that they might be willing to make some compromises with regazd to
pazking, but that it would be difficult to force the participants into the parking structures-
as they have "learned" all the tricks. He also stated that the biggest issue in the park is the
potential negative impact to the weddings- which were booked for this weekend to avoid
the time that the soccer tournament was expected to occur.
Bill Dewitt asked if there were any penalties attached to the contract if they did not
go ahead as originally planned. Joe said, "No."
Kurt Krieg offered the use of the VVF golf carts to mitigate the pazking impacts on
the weddings. He indicated that they could live with the effects of the tournament going on
during the Dance Festival matinee on Sunday, but would request that the games be finished
by 6pm on Friday and Saturday.
Kaye expressed her opinion that the amphitheatre attendees and the wedding parties
were incompatible with the soccer event, and that in trying to accommodate everyone, we
are setting up a situation that can't work, with the likely outcome that everyone will be
angry.
There was consensus on the commission that the soccer tournament is a valuable
event to Vail, and that it is in our interest to keep them coming back, but that they must be
willing to make some compromises to mitigate their impacts on the other park users.
Sybill will ca113-V-3 Soccer organizers and encourage them to keep original dates.
If that is not possible, direction is to do everything we can to make the event workable on
the weekend of Aug 8-10, subject to the Soccer group signing an additional 3-yeaz contract
and cooperating with pazking issues. Sybill will contact TOV, VRD and Brides scheduled
in the park on Sat. and Sun. to address possible parking and shuttle solutions.
The Session: Kurt Krieg and Chris Emmer distributed information summarizing The
Session and a DVD of the television coverage. Kurt thanked the CSE for their funding and
the TOV staff for all their help with the event. He reported that the events were "under the
lights" at 6:OOpm- after the mountain had closed- creating a strong incentive for people to
stay in Vail. Over $100K was passed out in prize money, the biggest names in the industry
competed and the estimated attendance was over l OK people. All the athletes paid for their
own lodging and there were no vendors outside of the VVF, which had garnered
significant sponsors. The "Vail" name received 193M + gross impressions- mostly put out
by In-Line Media in an extensive mazketing package. Steve Rosenthal asked if they were
able to judge how many people who would not otherwise have been here, came to Vail
specifically for this event. Kurt replied that they could not judge that specifically. Rick
Scalpello asked what things went wrong. Chris and Kurt replied that the cold was the
major factor, and a few small logistical things- and both felt that it was incredibly
successful for a first yeaz event.
Vail Film Festival: Deirdre Campbell, Denis Jensen and Scott Cross presented a proposal
for the Vail Film Festival, Mazch 25-28, 2004. The Festival is intended to be an annual
Minutes Town of Vail: Commission on Special Events 15Apr03
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event, celebrating American Filmmakers, with a projected attendance of up to 5000 people
the first year, and an estimate of 1500 participants from the film industry itself. The team
emphasized the Film Festival's building a relationship and identity with the host
community, and that one additional benefit is an enhanced awareness of the area as a
possible location for new films. They stated that film industry people are very interested in
networking- and that they will stay for the duration of the festival to take advantage of
contacts to pitch their work and see what others are doing, but that they likely would not
attend more than a couple of screenings per day, and will have a fair amount of free time to
spend in town. They indicated a team of people with significant contacts in the film
industry in L.A., San Francisco and New York are all working to move forward with the
Festival. They expect to have 160 or more screenings.
The request today was for $20K in '03 to move ahead with the project. They would
be requesting an additional $SOK in '04. They stressed that with a $400K event budget,
over 80% is reinvested in the community- with venue rental alone estimated at $92K. It is
expected that they will be seeking funding the next 2-3 years, but expect to have
established independent sponsorships in ensuing years.
The Commission questioned the timing, as late March is one of the busiest times.
The Festival team responded that they could move the event into early April- but no later,
as they are hoping to use the Festival as a venue for showing television pilots proposed for
the fall- and feel that will be a significant additional draw. Kaye asked if they had spoken
with Steve Lindstrom about use of the movie theatres. The team stated that they were
presently negotiating with him, but that acquiring use of the theatres was not an essential
component of moving ahead- screenings could take place in other venues such as hotel
conference and ball rooms.
Steve asked about the relatively low income demographic cited from the
Vancouver Festival. The team responded that Vail would attract a demographic of higher
income than an urban film festival, and could more reasonably be compared to Whistler or
Sundance. Rick Scalpello asked, why a winter festival- were not most in summer or fall?
Sundance is in January. Steve commented that the concept is aligned beautifully with the
Longwoods recommendations. Kaye was enthusiastic in her support of the concept,
commenting that Vail was long overdue for a film festival event.
Kurt asked about the film festivals in Aspen and Telluride, and what level of
funding the respective towns provide. Rick Chastain remarked that it was exciting to see a
world-class proposal, seeking to be the best and bringing something different than we
already have-he felt it has the potential to be another "Sundance."
There was consensus that the first week in April could be an ideal time, as it would
bolster the end of the ski season.
Vail Games 2003: At the request of Zach Povey, who was unable to be present, this item
was tabled. He requests that the CSE review the material in the application and he will
come back later in the year with a proposal for 2004.
Vail Valley Events Authority (WEA): Rick Chastain distributed an updated summary
and funding request for the VVEA. He stated that the VVCTB was shifting their emphasis
from managing individual events to recruiting events. He pointed out that with the
exception of a few individual efforts, as a region we have not gone out into the larger event
marketplace. He said that currently they are focusing on the IronMan Family Week and the
Minutes Town of Vail: Commission on Special Events 15Apr03
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Professional Cycling Tour, both events for 2004 and beyond. Steve Rosenthal asked if he
was still seeking $SOOK from the TOV for the Cycling event? Rick responded that he felt
confidant that the Cycling Tour would be signing a contract within the next 2 weeks, and
that the financial model had been revised to a low risk basis. The Vail Valley will be
asked to provide about $400K in "value"- from things like lodging, in-kind service etc. A
$SOK investment in'03 will bring significant marketing benefits in'04 and that Beaver
Creek, the VVCTB and even some private companies had indicated interest in helping to
sponsor the event. Rick Chastain pointed out that today's proposal was focused on "Vail
only" and was requesting less money than before ($35K), since we are already well into
the year and that some opportunities have passed by. He asked that there be an open-
minded approach to funding in '04, based on proven successes from '03 and stated that
measurements of success will be provided based on a 28,000 room night increase in the
summer of ' 04.
There was discussion as to how much was left in the CSE budget for '03, and
whether anything should be saved for possible contingencies. Kaye pointed out that
Sybill's hours might exceed the budget and that we have not set aside any money for
measuring the impacts of events. Steve felt that there was no reason to "save" any money,
but that we should be bringing in as many things as possible. Rick Scalpello agreed- and
stated that since we have no way of knowing whether something better will come along, if
an event appears to be a good investment, we should move forward. Both Rick and Steve
felt that the types of "measurement" that had been presented to date were not valuable
enough to allocate money for. Steve stated that the VLMD would be making efforts to
measure the effectiveness of the summer marketing program in any case, and that the
participatory events such as these are a perfect fit with the strategy.
Bill Jewitt commented that the CSE board had spent most of the budget early this
year with little forethought and that had more restraint and responsibility been shown
earlier in the year, there would be more money available today. He felt that it was
important to consider the big picture in the future so as to make measurable headway in
achieving the strategic goals. Steve felt that although there had been a bit of a learning
curve early in the process, the group had moved forward positively. He stated that by
April, if the balls weren't in the air, there would not be anything to show for the money
this summer anyway, and that it was the CSE's responsibility to allocate the early
enough to have animpact- by this time in the year, there shouldn't be any money left in the
budget. Rick Scalpello pointed out that the real test of the CSE's effectiveness would
come next year- if we can show a decreased subsidy of community and continuing events.
Devon agreed that on-going events should be funded at a lower level next year. There was
discussion of funding the Film Festival at $20K, but in light of the uncertainty surrounding
the funding in ' 04, there was consensus that it would be prudent to hold back some funds
and that if the council allocated full CSE funding for 2004 in September, the Film Festival
request could be reconsidered for additional funding.
Motion to fund the Vail Film Festival at $15,000, subject to the dates being changed
to Apri12-4, 2004 and to allocate $35,000 to the Vail Valley Events Authority per the
proposal. M/S/P Rick Scalpello, Steve Rosenthal, Unanimous
Minutes Town of Vail: Commission on Special Events 15Apr03
-4-
Street Entertainment Update:
Sybill reported that she, Joel Heath, Dana DelBosco and Town Clerk Lorelei Donaldson
met and have found a way to incorporate the "test" program for "busker" type performers
under an "umbrella permit" within the parameters the existing regulation. Dana will
administrate the scheduling, and utilize the money, ($47K) as directed by the CSE, for paid
performers and apply the balance ($3K) to enticing and managing the trial program of
performances for tips. Performers who wish to participate will call Resort Entertainment to
schedule time slots on a weekly basis-and will be included under a single permit. Sybill
will prepare a press release seeking participation for publication around the 1St of June. T'he
subcommittee will meet before the next CSE meeting and be back with a recommendation
on how many, where, when and what kind.
Discussion items for joint meeting with Council and VRD: CSE members were asked to
e-mail suggestions to Sybill at sybnavas@vailchamber.org. If council members have
suggested topics for the discussion, they are asked to please do the same or call 376-2394.
Sybill will contact the VRD for their input.
New Business:
Steve Rosenthal suggested proposing to the Town Council that the TOV staff check the
CSE schedule of events before beginning street improvement projects that might impact
major events.
Kurt Krieg announced that the last Street Beat concert will be at 6:00pm
Wednesday, April 16. Hot Sumriler Nights Concerts will begin at 6:30pm this summer,
with the first concert on June 17. He requested that he be kept apprised of the time
schedule and procedure for requesting funds for events in 2004.
Meeting adjourned at 11:10.
M/SlP: Dave Chapin, Devon Al~~rez, Unanimous
Next Meeting: Tu~slday, June 17, 2003
Vail ''own Council Chambers, 9:OOatn
Minutes taken and submitted by
Sybill Navas
April 15, 2003
Approved by: ~ Date: ~ ~ ~~~r'
Bill Jewitt, Chair,
ommission on Special Events
Minutes Town of Vail: Commission on Special Events 15Apr03
-5-
r
Town of Vail
Commission on Special Events,
Meeting Minutes: June 17, 2003
Location: Town of Vail, Council Chambers
CSE Members Present: Devon Alvarez, Dave Chapin, Steve Rosenthal, Rick Scalpello,
Richard tenBraak and Chairman Bill Jewitt
Others Present: Laurie Asmussen, Stephen Connolly, Dana Delbosco, Kaye Ferry, Joel
Heath, Kelli McDonald, Matt Mire, Jenna Stephenson and Sybill Navas
Meeting called to order at 9:05am.
Approval of Minutes: from the meeting of Apri115, 2003:
M/S/P Rick Scalpello, Steve Rosenthal, Unanimous
Change of Date for July Meeting: There was consensus to change the date of the next
meeting fig,... the third Tuesday in July to Tuesday, July 22, 2003 in consideration of
Sybill's scheduling conflict.
CSE Administrator Contract w/VCBA: Rick Scalpello questioned why the Scope of
Services in the proposed contract differs from those in the RFP. Matt Mire stated that there
had been discussions between Pam Brandmeyer, Lorelei Donaldson and Sybill delineating
reasonable expectations of performance that could be anticipated within the approved
scope of hours (a~,y~aximately 20/week), resulting in the contract as presented. There was
consensus by the Commission that maintaining an events calendar was defined as a web
posting of permitted Vail events and that maintaining the "Vail Happenings" signs with
hourly/daily event listings was not something that could be accomplished. within the scope
of hours budgeted. The commission requested that line 1.A. under "Scope of Services" be
re-written to state:
"Coordinate all aspects of special events and act as a single point of contact for the Town,
the CSE and Event Produces."
M1S/P to approve the contract as amended: Devon Alvarez, Dave Chapin,
Unanimous.
CSE Administrator Report:
• 3 on 3 Soccer: Review of 3 year contract as signed by CSE and Host
Communications, Inc. including $25K annual "host fee," paid by the CSE and
$3000 to be paid by the CSE in 2003 to augment bus service between Ford Pazk
and the Village and Lionshead Parking Structures. The tournament management
has agreed to provide security to protect the events in the lower bench and Alpine
Minutes Town of Vail: Commission on Special Events 17Jun03
-1-
r
Gardens, and to discourage the use by their participants of the Ford Park pazking
lots.
• Street Entertainment: Sybill and Dana presented the calendar for summer
entertainment, as recommended by the sub-committee. The sites in Vail Village
(Children's Fountain on Saturdays and Gore Creek Promenade on Fridays and
Sundays) were chosen so as to minimize conflict with entertainment already being
provided by local establishments.
• Vail Events/Happenings Calendar: M/S/P Chapin, Rosenthal, Unanimous to
approve $350 to re-format the on-line event calendar so as to provide a Vail
specific "filter" and daily schedule.
• Lobsterfest: Sybill was directed to contact Jeff Brodsky and get more information.
4t6 of July Update: Kelli McDonald updated the Commission regarding the Vail America
Days events. The pazade will start in LH and progress toward Gold Peak. Laurie stated that
parade entries aze strong this year, both in the individual and business categories.
Fireworks will be at 9:45 pm from Gold Peak. Street Entertainment is being coordinated
with Dana DelBosco at Resort Entertainment, so as to mesh with the on-going street
entertainment program. Rick Scalpello asked if sponsorship for the fireworks had been
solicited. Kelli responded negatively, and stated that most of the effort in acquiring
sponsors was directed to the pazade and encouraging floats. They will look into this next
year.
Pro-Cycling Tour Update: Kelli gave a brief overview of the status of the International
Pro-Cycling Tour. The Vail event will occur over Labor Day Weekend of 2004, and will
be the 4~' venue on the tour, as well as the official resort site. Other tour sites aze New
York, Philadelphia and San Francisco; where there have been up to 300K spectators. Vail
expects to generate over 20,000 visitors and an additional $7million in lodging revenues
over the 4 nights. There will be 2 days ofpro-riding events and ample opportunities for
amateurs to participate over the course of the event, including a Grand Ride from Denver
to Vail. Mazketing assets include a database of over 2 million people, with exposure on
National TV, magazines and Internet consumer promotions. In light of their presentation
and funding request of the Vail Town Council on July 1, she requested a letter of support
from the CSE.
CSE members expressed the opinion that the presence of Lance Armstrong would be
significant in ensuring the event's success. Kelli stated that there are two options:
1. He will elect to come, and to date, the event is compatible with his schedule, or
2. We c.,.~l~«ct for his presence, which is quite expensive.
Steve Rosenthal reported that Rick Chastain has formed a special business committee by
business district to encourage more participation and support from the business community
from the start and that this will be a significant asset in the event running smoothly. The
Commission had some concern about expressing their support to Council without knowing
the level of contribution that was being requested, but directed Sybill to write a broad
based letter of support and stressing the importance of contracting with Lance Armstrong
to secure his presence at the event.
Minutes Town of Vail: Commission on Special Events 17Jun03
-2-
Wine and Food Festival Update: Johann Drolshagen passed out a Media Kit and said that
things were progressing well, with a possibility of 200 wineries participating. (Aspen has
225). Chefs will come from all across the country. There will be a minimum of 2 cooking
demon~tl4lions, two 21/2-hour seminars and 2 Forums per day included in the price of a
ticket. The event will be held August 22-24, from 2:00-5:00 daily. The intent is to bring
people into town- with time to spend before and after. 27 hotel r.~~rerties are participating.
Marketing and media contacts are strong- and every participant will be writing at least one
piece for publication. Bill questioned if there was concern at the lack of a "title sponsor."
Johann responded no- that was his pref:.l;,llce. A 1St year sponsor requires sull;,llder of a lot
of secondary sponsorships and limits the options to develop a major underwriter after the
event has established itself.
The Commission asked if there were efforts being made to attract down valley residents
and guests- and were informed that significant measures were being taken to market the
event in the 4 resort county region. Rick asked if local chefs were being included, and if
some of our more noted chefs were being used to market nationally- and the response was
not yet, but that there would be opportunities to create wine sponsored lunches and dinners
where the participation of local chefs would be welcome. Johann said that the philosophy
was to use nationally recognized chefs to get people to come, and then to highlight the
local group with awards. He noted that people in Chicago don't know our chefs, but they
will by the time we are done.
2004 Fending Request of Vail Town Council: Sybill presented a letter she had prepared
requesting funding at the same level as in 2003, or $565,000. She was directed to re-draft
the letter adding a request for legal assistance as necessary LLlfYll the Town Attorney. The
CSE requested additional emphasis on the importance of coordinating construction and
street projects with the event calendar. Additionally, council will be asked for a definitive
policy position on the level of "in-kind" support that event r~,.llloters can expect.
Post-Event Evaluation Discussion: Sybill distributed a draft event evaluation f„.k.y, and
reminded that group that this was not intended to be a scientific survey, but a means of
stimulating everyone's recollections of an event. Commission members agreed to "test"
the evaluation ~ ~ ~ ~ s between now and the next meeting, and to come back with comments.
There was agreement that we needed consistent data across all events and that it would be
valuable to have before next year's funding decisions are made.
Jcel Heath commented that assessment information should be contracted up front, as part
of tbe funding allocation stipulations. He stressed that the level of information requested
should compatible with the size and scale of the event. He noted that the WCTB J~l Vklt
$20K with RRC to evaluate 10 events- and that would not be possible for a small event
such as the Volleyball Tournament. He added that any legitimate event would have
demographic data, and that sponsorship r~~„rosals had to have numbers that were based on
research and 3`d party validations. Jcel volunteered to work with Sybill to draft a G.,~.t<~ct
for review before the next funding process begins, that would stipulate what kind of post-
event review information will be required it x/111 event producers who receive funding from
the CSE.
Minutes Town of Vail: Commission on Special Events 17Jun03
-3-
Web Site Development: There was consensus that the site should be part of the Town of
Vail web pages, with links from the VCBA, WCTB etc. Sybill was directed to work with
Jamie and Suzanne to design a site that will serve 3 diff~~..~~t "clients:"
• Businesses seeking information in order to make aYr~~~r~.:ate r~.,rarations
• Visitors seeking to find out what is happening
• Event producers seeking regulatory information and permits, as well as funding
applications and opportunities, contracts and venue options.
Other: Jcel commented that Sybill's presence as a "single-point-of-contact" has made a
BIG difL:.Y:...ce.There was a brief discussion of what the CSE's role should be in validating
events that are presented without funding assistance. There was consensus that it would be
inappropriate for the CSE to veto an event that did not require a Town of Vail Special
Events Permit and/or was taking place in an independently rented venue.
Meeting adjourned at 11:15.
M/S/P: Steve Rosenthal, Dave Chapin, Unanimous
Next Meeting: Tuesday, August 19
Vail Town Council Chambers, 9:OOam
Minutes taken and submitted by
Sybill Navas
June 17, 2003
Approved as amended by:.%/~l ~ ~ a Date: 9~
~7 , ~
Bill Jewitt, Chairman, Commies' on Special Events
Minutes Town of Vail: Commission on Special Events 17Jun03
-4-
r
~y
~ ~ou~voF v~r,
75 South Frontage Road
Yail, Colorado 81657 Commission on Special Events
970-479-2100
Fax: 970-479-21 S7 July 1, 2003
www.ci.vail.co.us
TO: Vail Town Council
RE: Request for Funding in 2004
To Mayor Kurz and Members of the Vail Town Council:
On behalf of the Commission on Special Events, I am requesting consideration of and
response to the following three issues:
? 1: CSE Requests 5565.000 in 2004. Coav and Legal Sunnort. and a 2003-2004 TOV
Parking Pass
The CSE is requesting 2004 funding at the same level as in 2003, or $565.000, not to include
the allocation for the New York Philharmonic. (It is assumed that decision will be covered under
the "cultural designation" considered by the Council.). It is essential that the CSE continue to
receive the benefit of legal advice from the Town Attorney with regazd to funding and event
contracts, as well as use of the copying and mailing facilities located in the Municipal Building.
The CSE also requests that any of their funds that may be remaining at the end of 2003 be rolled
over into 2004. I have attached a summazy of the "2003 Funding Allocations to Date" for your
information. Finally, I would like to request a 2003-2004 Town of Vail Pazking Pass for my use.
Over last yeaz, the CSE has developed its funding allocation criteria with the following
goals in mind:
• Stimulating business for local merchants, restaurants and lodges
• Alignment with the target demographic of the Vail Local Mazketing District
• Providing start-up funds for events that have the potential to become nationally
recognized, anchor the same relative time slot annually, and which will require a steadily
decreasing subsidy after the first yeaz.
• Incentivizing visitor returns: ensuring that the guests that aze already here aze enjoying
themselves and that the atmosphere in town is full of fun and vitality.
• Events where there is opportunity to leverage the CSE allocation with significant
sponsorship
• Encouraging events that bring a lazge number of participants annually, including:
¦ Lacrosse Tournament
¦ 3 X 3 Soccer Tournament
¦ TEVA Mountain Games
King of the Mountain Volleyball Tournament
6/24/2003 2004 CSE luest for Funding Page 1
RECYCLEDPML~R
In support of this request, the CSE is happy to note several successes akeady in 2003,
even as the summer event season is still in its eazly stages. The Session was an extraordinarily
successful first yeaz event, and the Spring Back to Vail weekend provided some end of the
season vitality that has not been seen in years. The TEVA Mountain Games aze developing into
an important, nationally recognized event, with our contribution leveraged by very significant
sponsor and media contributions. Certainly the Village was hopping the first weekend in June!
The Street Entertainment program has been revamped with the input of the merchants from last
yeaz, and we look forwazd to providing regulaz entertainment that will enhance the vitality of the
community on the weekends in the Village, Lionshead and along Meadow Drive. Also, we have
just signed a new 3-yeaz contract at $25K /yeaz to bring 3 X 3 Soccer back to Vail- a group that
we almost lost to the new fields in Edwards.
New this year will be a Food and Wine Festival in Ford Pazk over the weekend of August
22- another event which has garnered significant sponsorship support and which is already rated
in the Top 10 Food and Wine Festivals in the country- 2 months before its debut! We aze excited
about new Vail Film Festival, which will take place the 1St weekend in April, an event for which
the CSE has already tentatively allocated $40K of 2004 funds, and which seeks to become an
annual film event comparable to the Sundance Film Festival. The CSE has also been approached
with a tentative concept fora 3-day Music Festival, possibly over Memorial Day Weekend, and
which intends to present groups the caliber of "Eagles."
? 2: CSE Requests In-Kind Services to Support Special Events in 2004
The CSE requests that the Council recommend an appropriate level of in-kind services in
2004 to be admini~l.aied by the CSE as part of the event funding allocation process. Since the
CSE has not received its own funding to date, and since the CSE hopes to recruit new events
within the next few months, it is impossible for many event producers to know what "in-kind"
funding to request at this point in the yeaz. Additionally, it will make it possible for the CSE to
align the Town's in-kind support with the events that they have prioritized for funding. In the
interest of avoiding continually bringing "issues" to Council and in light of the cu...~,~.t
constraints on the budget, it would be helpful to have a clear policy statement relative to the level
of "Event Friendliness" the Town is willing to provide without additional "allocations,"
specifically with regazd to police and bus support, signage and pazking policies.
? 3: Support a Policy of Alignment of Construction Proiects and Street Improvements
with Scheduled Events.
The CSE requests that the Council support a goal of aligning the construction activities and
street improvements within the Town of Vail in way that is sensitive to the events that aze being
held at the same time. Although recognizing the benefits of the improvements being made, it
makes no sense to allocate TOV to an event which is so impacted by construction activity
that it is impossible to enjoy the activities. By way of example, in spite the concerned assistance
of Tom Kassmel and Public Works, the road construction along Vail Valley Drive made it
virtually impossible to access the King of the Mountain Volleyball Tournament on the weekend
of June 13. At the very least, we need to commit to a serious signage program directing people
azound the construction, and avoid active work adjacent to or during an event.
6/24/2003 2004 CSE Request for Funding Page 2
In the last year, the CSE has contracted for my services through the VCBA, with duties to
include being the single point of contact for special events in the town, and ensuring compliance
with all of the permits required, as well as the administration of the CSE Board.
The CSE will continue to participate in discussions concerning the development and
imra„ cement of event venues within the town. The CSE has also supported the Vail Valley
Events Authority, which will be recruiting new events for the purpose of stimulating the local
economy.
Certainly the CSE is proud of its first year record, and having established the groundwork
this year, looks forward to continuing to foster and seek out events that will enhance our image
as the "premier mountain resort community." Thank you for your continued support.
S}~i1LR.~Navas, Administrator
commission on Special events
6/24/2003 2004 CSE Request for Funding Page 3
i
Town of Vail ~
Commission on Special Events
Summary of Funding Allocations to Date: June 17, 2003
Total Funds Available: $565,000
Event: Producing Entitiy: Dates: Amount Allocated:
3 on 3 Soccer Host Communications 8-10August $25,000]
CSE Contribution to Soccer Bus Service $3,000
Event
Teva Mountain Games Untraditional Marketing 6-8 June $75,000]
American Ski Classic Vail Valley Foundation _'~J-2311ti'~rctt _ ' T $25,000
sThe Session Vail Valley Foundation 15-18 January $20,000
Lacrosse Shootout Colorado Lacrosse
(additional decreasing 28 June- 6 July $14,000
over 3 years) Promotions, Inc.
;Food and Wine Festival Johann Drolshagen 22-24 August $50,000
Vail Arts Fesfival Eagle Valley Events, Carot 11-13 Jul
Hiller Events y $15,000,
a
'Vail Festival Italiano Eagle Valley Events 6-7 Sept $15,000]
Holida s in Vail Vail Valley Chamber and $20,000
y Tourism Bureau 27 Nov-31 Dec
Vail Valley Chamber and ~ '
4th of July 4-7 July $25,000
Tourism Bureau
Octoberfest Vaii Valley Chamber and 12-14 September $65,000
Tourism Bureau 20-21 September
:King of the Mountain Leon Fell 14-15 June $7,500
.Volleyball Tournament
Street Entertainment Resort Entertainment Weekends:21 Junk- $50,001?
5 September
;Employee Reunion and Highline Sports and 10-13 April $32,500
;Revolution Spring Entertainment
Untraditional Marketing 21-Jun $30,000
.Big. Wheel, Chiti n'Brews
w/Eagle Valley Events
,'Vail Film Festival Vail Film Festival 2-4 April, 2004 $15,000
Subtotal Direct Event $487,000
Administrative Services: VCBA $25,000
Vail Valley Events
Authority Event Recruitment $35,000
Re-format on-line
W~ ~ ~ Calendar $350
(Subtotal Funds Allocated: $547,350
Funds Remaining: 17 650
~ $
Report to Council: Actions Taken
Town of Vail
Commission on S ecial Events Meeting
p
Town of Vail Municipal Building: Council Chambers
Tuesday, August 19, 2003 9:OOam
Meeting cancelled for lack of quorum 8/1.9/03
(-',S'F.' Members present: Dave Chapin, Rick Sculpello, and Chairman Bill Jewitt
('.SE nzemhers czhsent: Devon Alvarez (nn notice ~>iven), Stei•e Rosenthal (phoned exez~se 7: 30pm
08/18/03), Richard tenl3ruak (excused 08/05/03)
Other Present: Joe Blair, Jeff Brausch, Stephen Connolly, Scott Cross Chris Emmer, Leon Fell Kaye
Ferrv, Dwight Henninger, Denis Jensen Diane Johnston, Kurt Krieg, Scott HcC'ormick, Lynn Schorr,
Chad I"ozrn~j, and .Sybill Ncmas
*Denis Jensen and Scott C'r•os•s flew in.from New York and Leon Fell drove from Sult Lake City to attend
today s meeting.
AGENDA:
• Approval of Minutes: from the meeting of June 17, 2003 (5 minutes)
• CSE Administrator Report: (15 minutes)
? Council Allocation for 2004
? In-Kind Contributions
? Special Events SNAPSHOT
? WEBSITE and Calendar Progress
? Event Producer De-Briefing/Permit Review- Wed., October 8, 2003- Pizza and Beer?
? Front Door Meetings
? Lobsterfest
• Construction Coordination Review Committee and Hanson Ranch Rd. water line
replacement- Eagle River Water and Sanitation District, Lynn Schorr (10 minutes)
• Report out on:
? Spring Back to Vail: Highline Sports, Jeff Brausch (15minutes)
? King of the Mountain Volleyball: Leon Fell (10 minutes)
• Review of Event Evaluation Criteria (15 minutes)
• Funding Requests:
? Film Festival: Denis Jensen (15 minutes)
? VRD/New Years Eve at Dobson: Chad Young (15 minutes)
• 2004 RFP Process: (15 minutes)
? Approve New RFP Application and Guideline Document
? Approve Proposed Schedule:
o Applications due Friday, November 7.
o CSE Review of Applications on Tuesdays, Nov 18 and Dec. 2.
• New Business: (5 minutes)
• Adjournment: 11:00 am
Lorelei Donaldson -Reschedule CSE Meeting to Tuesday, August 26 at 9 OOam? Page 1
From: "Sybill Navas" <sybnavas@vailchamber.org>
To: "Rick Scalpello" <scalpello@attglobal.net>, "Devon Alvarez"
,r <devon@valbrunaitaly.com>, "Dave Chapin" <vaildc@attbi.com>, "Bill Jewitt" <bjewitt@colorado.net>,
"Richard tenBraak" <rtenbraak@manorvail.com>
Date: 8/19/03 12:13:02 PM
Subject: Reschedule CSE Meeting to Tuesday, August 26 at 9:OOam?
Greetings All
Today's CSE meeting was cancelled at 9:15am due to lack of a quorum. It was exceptionally unfortunate
as Denis Jensen and Scott Cross of the Vail Film Festival had flown in from New York and Leon Fell had
driven in from Salt Lake City to make presentations. Additionally, there were about 18 other people from
the community who had taken time out of their schedules to be present. This situation underscores the
importance of letting me know with ample time to make alternative arrangements if you will be unable to
attend a meeting. Please let me know by 5pm on Thursday, August 21 whether or not you would be able
to attend a CSE meeting on Tuesday, August 26 at 9:OOam. Thank you for your cooperation- I know how
busy everyone is!
Sybill R. Navas
Commission on Special Events, Administrator
Town of Vail
sybnavas@vailchamber.org
970 376-2394
FAX: 970 476-7141
CC: "Zach Povey" <zpovey@yahoo.com>, "Mike Ortiz" <mortiz@vailrec.com>, "Lorelei
Donaldson" <Ionaldson@vailgov.com>, "Leon Fell" <leonfell@rof.net>, "Laurie Asmussen"
<Laurie@vailartsfestival.com>, "Johann Drolshagen" <drhagan@earthlink.net>, "Joe Blair"
<blair@untraditional.com>, "Jamie Wilson" <jwilson@vailgov.com>, "David Naude"
<David@vailfilmfestival.org>, "Dana DelBosco" <dana@resort-entertainment.com>, "Chris Emmer"
<cemmer@vvf.org>, "Bob Trautz" <trautbo@vailrec.com>, "Suzanne Silverthorn"
<ssilverthorn@vailgov.com>, "Stephen Connolly" <sfcvail@hotmail.com>, "Scott McCormick"
<scott@gohighline.com>, "Pam Brandmeyer" <pbrandmeyer@vailgov.com>, "Kurt Krieg"
<kkrieg@vvf.org>, "Kaye Ferry" <thegrind@vail.net>, "Joel Heath" <heath@untraditional.com>, "Chris
Jarnot" <chrisj@vailresorts.com>
Town of Vail
Commission on Special Events Meeting
Town of Vail Municipal Building: Council Chambers
Meeting Minutes: Tuesday, August 26, 2003
CSE Members Present: Dave Chapin, Steve Rosenthal, Rick Scalpello, Richard tenBraak and
Chairman Bill Jewitt
Others Present: Joe Blair, Stephen Connelly, Chris Emmer, Kaye Ferry, Diane Johnson, Kurt Krieg,
Scott McCormicl~ Lynn Schorr, Suzanne Silverthorne, Chad Young and Sybill Navas
Meeting called to order by Chairman Bill Jewitt at 9:00 a.m.
Minutes from the meeting of June 17, 2003, approved as amended M/S/P Rick Scalpello, Rich
tenBraak, Unanimous.
CSE Administrator Report:
• Status of CSE Membership: Sybill reported that Devon Alvarez is no longer :,~..Yloyed in the
Town of Vail and from all reports, has moved out of the valley. A certified letter was sent to
him, requesting new contact information; there has been no response. Lorelei will begin
advertising for applicants to fill out his term. (Business At-large, ending Dec. 03) It is hoped
that the appointment will be made at the 1 ~ Council meeting in October, so that a full board will
be in place for the fall funding allocation process. Additionally, as a result of the determination
by Town Attorney, Matt Mire, that he is out of compliance with the CSE member requirement
as defined by the founding Ordinance due to his involvement with the Vail Festival Italiano,
Rick Scalpello will be tendering his resignation to the Council for their acceptance or not at the
Council meeting on September 2.
• Council Allocation for 2004: Council awazded the CSE $565,000, the same amount as in year
2003.
• In-Kind Contributions: Due to budgetary constraints, Town of Vail in-kind event support will
not be considered a "given." Sybill stated that she is working with the Town staff to determine
what level of support has been historically given and to devise a fair method of allocating the
limited resources that is in alignment with the CSE's prioritization of events. The Council has
been asked to de1.,..uine whether they would like to continue to consider the in-kind requests,
or whether this .,,~tonsibility should be passed on to the CSE.
• Special Events SNAPSHOT: In an effort to better communicate with the business community
and homeowners who are impacted by special events, special event permit applicants will be
asked to fill out an on-line form, or "Snapshot," describing their event. This will become one of
the Vail-Mail subscriptions provided by the Town of Vail.
• WEBSi i and Calendar Proms ~:ss: Special Events Inf,,..uation is available on-line on the
Town of Vail Website, at www.vail~ov.com. By clicking on either of the tabs: Working,
Visiting, or Governing, one can access information on the CSE, meeting minutes, agendas and
allocations to date, Special Events Permits and Applications, the CSE Strategic Plan and the
Vail event calendaz. The CSE supported Sybill's request that the VLMD be asked to make the
Vail Events Calendar more "year-round" appropriate- so as not to send the message in
December that "winter is over."
CSE Meeting Minutes 08/26/03 Page -1 -
• Event Producer De-Briefing/Permit Review: Sybill informed the group that she will be
hosting a meeting between local event producers and some of the Town's staff to discuss
possible improvements to the permitting system and to evaluate what things went well vs. not
so well in this inaugural yeaz of the CSE. It is tentatively scheduled for Tuesday, October 14,
tune and place TBA.
• 3 X 3 Soccer: The later date in August this yeaz impacted the number of teams pazticipating,
which was down from over 400 to 170. Sybill was asked to work with the VRD and the Soccer
Tournament organizers to see if agreement could be reached on dates for next yeaz that will
work with the Ford Pazk calendaz while helping the soccer tournament to m~ximi~e the number
of participants.
• Front Door Meetings: Planning Commission review is continuing. Although everyone agrees
that it is in the community interest to ensure the site will be a viable event venue, it is important
that the neighborhood concerns be considered.
• Lobsterfest: This was a proposal to provide lobster dinners for large functions at a cost of $25-
40$ per person, depending on the numbers. The owner has the capacity to cook up to 600
lobsters per hour in specially built vats. CSE members remain committed not to "bring in"
competition for our local restaurants.
Construction Coordination Review Committee and Hanson Ranch Rd. water line
replacement- Eagle River Water and Sanitation District. Lynn Schorr reported that construction
on the waterline replacement between the Hanson Ranch Road chute and Vail Valley Drive will
begin September 2. If the project is completed as planned by October 1, they will attempt to
complete the second phase, crossing Mill Creek to Seibert Circle, before Thanksgiving. In response
to the requests of the business community and event producers for a coordinated effort geazed
toward minimizing construction impacts, the Town of Vail Public Works Department has
committed to develop, with community input, a 2-yeaz, phased plan to implement the streetscape
improvements as arr~„ red by the Council. Sybill was asked to represent the CSE on the committee
that will be helping to create the plan.
Report out on Spring Back to Vail/Revolution Spring: Highline Sports: Scott McConmick
presented a video of the World Alpine Pond Skimming Championships and reported that the event
was a tremendous success. Highlights of the event were the Thursday night Pub Crawl, which
gathered over 1000 participants, the Bacon Brothers Concert on the lawn in Lionshead with an
audience of over 3000, and the World Alpine Pond Skimming Championships that sold out 160
participant slots and attracted over 5000 spectators. Lowlights included a less than anticipated
response to the 40~' Yeaz Anniversary Package and the Big Air Competition at Mid-Vail, and the
name confusion h~~ marketing the event as both "Spring Back to Vail" and "Revolution Spring."
He noted that VRI had observed a "spike" in lift ticket sales over the weekend that they attribute
directly to the Spring Back to Vail/Revolution Spring events. Vail Resorts has indicated that they
will support the event over 2 weekends in 2004, and that they intend to use the Spring Back to Vail
concept as the mazketing umbrella for late season activities. Scott stated that from the $32,500 the
CSE allocated to the event, they got back over $100K in media value and incremental tax receipts
$1.1 million.
Review of Event Evaluation Criteria: Sybill was asked to make changes to the evaluation and
review criteria that would be more in alignment with the criteria grid being used to evaluate the
RFP's and to incorporate the best part of each form to create a new form that would accurately
CSE Meeting Minutes 08/26/03 page _ 2
.
reflect the criteria outlined in the guidelines. Sybill will work with Joel Heath to develop a contract
which outlines what extent of event review will be expected of CSE funded events.
2004 RFP Process:
• Approve New RFP Application and Guideline Document: The CSE re-affirmed the mission
as ~.t.r.., red on last year's document, which states: "The mission of the Vail Commission on
Special Events is to support street entertainment and special events for vitality, year-round fun,
sense of community and increased quality of experience for guests and residents." Sybill was
asked to create wording in the guidelines that would not eliminate funding consideration for
events that have some activities outside the Town of Vail limits. By way of example, the TEVA
Mountain Games includes some activities that take place on the Eagle River, and the Vail Film
Festival intends to have an "on mountain" gala. Changes to the application form were accepted
by consensus.
• The CSE Board approved by consensus the proposed schedule for reviewing RFP's for 2004
events. Applications will be due Friday, November 7 and the CSE will review the applications
on Tuesdays, Nov 18 and Dec. 2.
Funding Requests:
• Vail Film Festival $5000 additional funding granted in 2003, as requested. M/S/P Steve
Rosenthal, Dave Chapin, Unanimous.
• VRD/New Years Eve at Dobson: A $4,800 funding application was presented to the
Commission jointly by the Vail Recreation District, the Vail Police Department and the Vail
Community Information Office to resunrect a drug and alcohol free New Year's Eve celeL.~.t~on
for teens. Noting the town's previous involvement in alternative entertainment options on New
Year's Eve, and the fact that the VRD is also a taxing entity, CSE members were hesitant to
take action on the request without additional clarification from the Town Council.
New Business: The CSE requested that Rick Chastain give an update on the Event Recruitment
progress and that Johann Drolshagen present a recap of the Wine and Food Festival at the
September meeting.
Adjournment: 11:00 a.m. M/S/P Dave Chapin, Rich tenBraak, Unanimous.
Minutes taken and submitted by
Sybill Navas .
August 26, 2003
Approved by: /~.~7~ Date:~G'`
Bill Jewitt, Chairman, mnussion on Special Events
Next Meeting: Tuesday, October 21, 2003
CSE Meeting Minutes 08/26/03 Page - 3 -
M
Town of Vail
Commission on Special Events Meeting
Town of Vail Municipal Building: Council Chambers
Meeting Minutes: Tuesday, October 21, 2003
CSE Members Present: Dave Chapin, Steve Rosenthal, Richard tenBraak and Chairman Bill Dewitt
Others Present: Ian Anderson, Laurie Asmussen, .Toe Blair, Christine Carlson, Mark Cervantes, Rick
Chastain, Stephen Connelly, John Dakin, Dana DelBosco, Chris Emmer, Kaye Ferry, Diane Johnson,
Brian Rooney, Rick Scalpello, Jenna Stephenson, Marcy Stewart, Victoria Watts, and Sybill Navas
Meeting called to order by Chairman Bill Dewitt at 8:35 a.m.
Minutes from the meeting of August 26, 20(13 approved as amended. M/S/P: Dave Chapin/Steve
Rosenthal/Unanimous.
Teva Mountain Games: Joe Blair gave a PowerPoint presentation reviewing the event. (Attached.)
He noted that the number of spectators doubled from 6000 in 2002 to about 12,500 in 2003 due to the
addition of new competitions and cultural events. Steve questioned why there were no articles in
"Sports Illu~l.aled," given the number of ads that had been run. Joe responded that SI's sponsorship of
the event was reflected in the placement of the ads and that Untraditional Mazketing was massaging the
relationship and hoping for a spread in the magazine in 2004. A question was asked whether the $30K
loss on equipment and supplies was aone-time expenditure. Joe replied that the number should go
down, but that due to the Front Door project and other construction activities next summer, a lot of
new signage would likely be required. Steve also offered the observation that the reseazch/survey
numbers were impressive, but regretted the loss of the "business index"~as an indicator of the impact
on specific days during the event. Dave Chapin noted that the event does little to stimulate business in
Lionshead and questioned whether some activity might be held in that area. He also questioned that,
relative to a $65K loss this yeaz, was the event coming close to standing on its own? Joe felt that with '
the CSE's help, they could come close to breaking even in 2004. Rich remarked that the projected
increase in numbers for 2004 was significant, and questioned whether they were realistic. Joe stated
that they were confident in the estimates, that the Trail Running event would be a National
Championship event next yeaz and that there would be the addition of a Road Bike Race that is
expected to be quite populaz. He also stated that there would be the addition of an "Athlete's Lounge"
in 2004, which should help to alleviate the impacts on the adjacent hotel restrooms and lobbies.
Chili Fest: Jce Blair presented a PowerPoint presentation recap of the Big Wheel, Brews `n Chili and
was proud to state that the readers of the Vail Daily had voted it the Best Festival of 2003. (Attached.)
He noted that the addition of the beer component added significantly to the attendance and scope of the
event. He noted 2 or 3 new restaurant participants in the Chili portion of the event, in addition to the
"usual suspects," bringing the total number to 12. A question azose as to whether the beer tastings
affected the sales of beer- and Jce responded that was an issue they plan to address before next yeaz.
The growth potential in the event is in the azea of the beer component but noted that sponsorships are
difficult to obtain because the brewers view the street imY.:,~sions but don't see any valuable media
exposure to r~„ ?ide a positive return on investment.
CSE Meeting Minutes 10/21/03 Page -1 -
f
America Days: Rick Chastain and Laurie Asmussen presented a review of the 2003 Vail America
Days. (Attached.) A "capacity" crowd of about 25,000 people was estimated to have been in town for
the parade. Laurie stressed that community type events of this nature are competing with every other
charitable .,~~4nization for c,~ul.:butions, which makes it difficult to procure sponsors. Bill Jewitt
questioned whether there was a possibility to get more bands to participate. Laurie stated that it is
important to start now, because Vail's parade competes with every other 4~` of July celebration. She
added that there is an opportunity to piggyback for performers with the Greeley Stampede next yeaz.
Rick Chastain noted that the more performers that aze brought in for the parade, the more lodging
would be required.
Oktoberfest: Rick Chastain and Laurie Asmussen y.., ?ided an overview of Oktoberfest. (Attached.)
Again, the question was. asked about increasing opportunity for additional sponsorships. Rick Chastain
indicated that there aze some good prospects as a "flow-over" fi.,~ the Pro Bike Tour. Regazding the
5-day event having become a 4-day event, Rick admitted that he had miscalculated the number of days
available to the WCTB for a liquor permit. He stated that the opening did occur on Friday, although it
was moved indoors to Garfinkle's, and 70% of the beer as last yeaz was sold. He added that the hours
on the other 4 days were extended to compensate for the loss of the Friday evening. Steve noted that it
was noticeable that the hours were extended, as business drops immediately when an event shuts
down. Rick Chastain stated that once a certain time frame is exceeded, "over-service" could be a
problem. Vaii Myriad was hired to provide the beer service this yeaz in lieu of the volunteers of
previous years, and that had a positive impact. Additionally, restaurants begin to complain about the
loss of their business if an event encroaches into the evening hours. Kaye asked why the activities that
had been advertised to take place at the West end of Gore Creek Drive did not occur, and Laurie
responded that they were stolen! In response to the question of how to attract more visitors to the
event, Rick replied that cooperative F..,..1 Range mazketing between the sponsors and the Vail Local
Mazketing District would be productive. Rick also confirmed that the WCTB does not intend to
produce Oktoberfest in 2004. Laurie indicated an interest in applying for funds to produce the event
and indicated that she would increase her staff if awarded the contract.
Vail Festival Italiano: Laurie Asmussen prefaced an overview of the 2003 Vail Festival Italiano
(attached) by noting that the event was plagued with terrible weather; it was cold and seriously rainy
for the duration of both days. She noted the participation of 8 restaurants, up from 4 last yeaz, as well
as that of Small Vineyards. People did not drink due to the cold weather however, resulting in a
significant financial impact. The chalk art activities were only able to go on for about 2 hours on
Saturday before the weather became too cold. Other activities included a Pizza Toss, children's
activities and continuous Italian music. The event did not fair well from a financial viewpoint. Dave
asked about the absence of an airline sponsor and Laurie replied that Lufthansa was considering the
event for next year.
Vail Arts Festival: Laurie continued with a recap of the Vail Arts Festival. (Attached.) Bill Jewitt
volunt:.o~:.d that the Town of Vail realized $8100 in vendors fees for Special Event Sales Tax Licenses
and that it is the 2~ best weekend of the summer for Lionshead, right behind the 4m of July. Dave
asked for an explanation as to why the event was confined to Lionshead. Laurie explained that all of
the artist tents were set up in Lionshead in response to the concerns of the Lionshead merchants, who
feared that dilution of the traditional venue would not provide them the same benefit that they had seen
in other years and that Lionshead felt some ownership over the event. Some of the street entertainment
and activities were held in Vail Village. In response to queries as to why some of the less expensive
and more "craft" oriented vendors were not located in the Village as discussed in last yeaz's funding
CSE Meeting Minutes 10/21/03 Page - 2 -
process, Laurie explained the difficulty in keeping a level playing field in a juried event and the desire
to keep the overall quality of the event high. Suggestions for next yeaz included more activities for
chilu..,u and bringing back the "no's" (non-qualifying artists) at a later weekend in Vail Village. Laurie
expressed some concern regarding the merchants feeling sensitive to competition from the craft
vendors, and requested that the VCBA help in jurying this type of merchandise. It was noted that
Laurie is becoming a bigger player in the production of events in Vail and that in response to
complaints that she is difficult to contact she will need to bring more staff into her organization in
order to insure the quality of the events.
Wine and Food Festival: Johann Drolshagen was not in attendance and did not provide materials for
the review of this event.
Street Ent.;.. tainment: Dana DelBosco and Jenny Stephenson presented an overview of last summer's
Street Entertainment program and the results of a survey (attached) that they implemented. There was
consensus that there had been a tenfold improvement fi.,~ 2002. Canopies were purchased and
someone hired to put them in place each weekend, and consistencies in the schedule were noted as
significant improvements over the r~:; pious yeaz. In response to a question regazding the lack of
implementation of the "buskaz" element, Dana admitted that she had not followed through in that
regard. She stated however, that she had spoken with a lazge number of performers about the
opportunity to "lay down the hat," but that they showed little enthusiasm for the concept. She admitted
to not implementing the advertising for this aspect of the program and stated that she had not spent the
$3000 allocated by the CSE for this purpose, and that it remains in the CSE budget. She stated that if
artists/performers called about scheduling time/place to perform, she did accommodate the requests. A
~r few performers showed up unannounced, and Resort Entertainment followed through on a point of
contact. Dana ~,..y~:,ssed that she would be happy to work with Joel Heath to develop the Buskaz
element of the pro~,a.u, since he had indicated such enthusiasm for the concept. Also noted was the
excellent and "symbiotic" success of the relationship between the Street Entertainment program and
the Arts Festival, the Fazmer's Mazket and the 4m of July. Jenny commented that the "strolling"
entertainment was not as effective as the stationary variety and that they would like to improve that
aspect before next summer. Dana felt that additional improvements would not need to cost a good deal
more, but that "groups" packed more punch than soloists, and that some additional funds could be used
to that effect. Sybill commented that she had received several calls from various hotel concierges
regazding the Street Entertainment schedule, and Dana responded that they would add getting out the
information to the hotels to their bid for 2004.
Motion to approve a $4800 allocation to the VRD for the "Y04" Drug Free/Alcohol Free New
Year's Eve Celebration for Youth, as directed by the Town Council. M/S/P: Dave Chapin/Rich
tenBraak/Unanimous.
Criteria for Evaluation of'04 Funding Applications and Event Review was approved by
consensus with the addition of a definition of the Vail Local Marketing District~ta.. b
demographic to the grid.
Update on Event Recruitment: Rick Chastain and Victoria Watts gave an overview of progress
(attached) on the event recruitment contract. Rick reaffirmed the goal of the Vail Valley Events
Authority to bring 10,000 new event participants to the valley by the end of'04, and one new "icon"
event. Results include the successful signing of the Pro Cycling Tour which will bring over 400
staff/athletes for 6 nights, 150 press corps members for up to 4 nights and 200 sponsor affiliates for 3
CSE Meeting Minutes 10/21/03 Page - 3 -
nights. It is expected that some of the staff and athletes will be in Vail for training during the month of
August. Marriott will be the host hotel. Additionally, the Grand Foredo ride from Denver will be tied to
the Ride the Rockies promotion and will r.,, ?ide citizen participation opportunity for 2000 riders. Up
to 10,000 spectators are anticipated for the 3 nights of the event. Group Sales is focusing on tazgeting
companies with an immediate interest in Pro Cycling and a Cycling Industry Summit is planned "post
event "Bill Dewitt expressed his concern that the CSE does not fund "icon" events and that the Town
Council had allocated it's own funding as well as from the VLMD and that CSE funds should not be
spent on this event. Rick responded that the intent is to leverage this event to attract other events in
addition to groups on the participant side. CSE funds have helped to pay for travel and staff time
related directly to this event. Rick admitted that the Cycling tour has consumed at least'/2 of their
efforts for the last 6 months.
Participant events under negotiation include:
• 3 yeaz agreement with Triple-Crown Western Regional Softball Championships (secured)
¦ 400 athletes + families
¦ 3-4 night stay
¦ Late July'04-`06
• Candidate for: USA Triathlon National Championships/Event that names the National
Championship or Olympic teams.
¦ Aug/Sept'OS-`06
¦ 1300 Athletes/1000 family members
¦ 4 night stay
¦ Vail would be the "Host" site, but swimming events would have to be held in
Avon at Nottingham Lake due to lack of facilities in Vail.
There was significant concern on the part of the CSE boazd regarding the use of CSE funds to recruit
events that do not occur entirely in Vail.
Lastly, pending negotiations include the USA Cycling Criterium Series for the summer of'04 and a
PGA Tour/Saturday series. The latter would happen at the same time as the Castle Pines Tournament
and include players who don't make the cut. In response to a less than enthusiastic response to this
report from the CSE members, Rick requested that time be made on a neaz future agenda to clarify the
criteria for events that the CSE is seeking.
Administrator's Report: Sybill thanked Mark Cervantes, Stephen Connolly, Ian Anderson and Marty
Stewart for applying for the vacancies on the CSE Board and informed everyone that the council
would be interviewing the candidates at the work session in the afternoon and making their
appointments at this evening's meeting.
Sybill also reported that Rich, Dave and Bill had attended a meeting on October 14 between
Town of Vail staffmembers and local event producers to discuss ways in which event production
within the Town might be facilitated and how the permit process could be improved upon. By all
accounts, attendees felt that the meeting provided valuable communication between the two groups.
A new Mazdi-Gras event, conceived by the VRI Mazketing Dept. will be held in Vail, February
20-24, 2004. Paul Doreen and Rick Scalpello are spearheading an effort to get the local merchants
involved.
Sybill also informed the group that she would be attending a meeting on Friday, October 24,
between Jim Lamont, Bill Jensen and officers of the Vail Valley Foundation to discuss parameters
azound special event usage at the "Front Door."
CSE Meeting Minutes 10/21/03 Page - 4 -
v
Finally, Sybill reported that Host Communications had agreed to August 6-S, 2004 as dates for
the Got Milk? 3x3 Soccer Tournament. CSE members expressed concern that the tournament fell short
of the expected number of teams this last summer and directed Sybill to formulate a contract that
would include a penalty clause if at least 300 teams did not participate. Due to issues that have come
up concerning a shortened Oktoberfest, the less than expected number of participants in the soccer
tournament and possible liabilities contemplated from the fallout of the Wine and Food Festival, CSE
members requested that time be scheduled to discuss contract stipulations as part of the funding
allocation process.
New Business: Steve observed that the CSE had allocated a significant percentage of the budget
toward winter events, and cautioned that might not be compliant with the mission. He expressed some
concern about funding the New Year's Eve event at what is already one of the busiest days of the year.
Dave agreed in principle, but felt that there was value in providing an alternative for the kids.
The meeting adjourned at 10:40 a.m. M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous.
Minutes taken and submitted by
Sybill Navas
October 21, 2003
. , ~ ~ _ ~
Approved by: ~ r ~ Date:
Cl~lman, Com~liission on S i vents
Next Meeting: Tuesday, November 18, 2003.
CSE Meeting Minutes 10/21/03 Page - 5 -
Town of Vail
Commission on Special Events Meeting;
Town of Vail Municipal Building: Council Chambers
Tuesday, November 18, 2003 8:30am
Minutes:
CSE Members Present: Ian Anderson, Dave Chapin, Stephen Connolly, Steve Rosenthal and
Rich tenBraak.
Others Present: Joe Blair, Joel Heath, Leonard Sandoval, Kurt Kreig, Scott Bluhm, John Dakin,
Chris Emmer, Laurie Asmussen, Scott Cross, Denis Jensen, JJJorgensen, Christine Carlson,
Scott McCormick, Chad Young, Jeff Brausch, Matt Mire, Kaye Ferry and Sybill Navas.
? In the absence of a Chairman, CSE Coordinator, Sybill Navas called the meeting to order
at 8:40.
? Swear in New Board Members Lorelei Donaldson swore in Ian Anderson, At-large and Stephen
Connolly RetaiUAt-large to complete the respective terms of Rick Scalpello, At-Large and Devon
Alvarez, RetaiUAt-Lazge that will expire December 31, 2003.
? Approval of Minutes: from the meeting of October 21, 2003 Deferred to December 2, 2003.
? Selection of CSE Chairperson: Steve Rosenthal asked whether it would be possible for Sybill,
as admini~u«tor of the CSE, to serve as the Chair. Matt Mire explained that the Town Council
had made a motion at their last meeting requesting that the CSE elect a chair from among their
members. This would bring the CSE in compliance with the Town Charter, which states that no
council member or employee of the Town of Vail may sit on a Town Board. He added that they
were planning to discuss whether or not to appoint a council representative to the CSE in this
afternoon's worksession. Steve Rosenthal moved to have CSE Coordinator, Sybill Navas, chair
the meeting for the day only, since they were unclear as to what the Council might decide
regarding the appointment of a council member to the Commission. Dave Chapin seconded the
motion. The vote was 3-2, Ian Anderson and Rich tenBraak dissenting with the opinion that it
was inappropriate for a staff member to serve as chairperson and that a CSE member should fill
that position.
? Streetscape presentation and review of plan: Scott Bluhm and Leonard Sandoval presented the
Streetscape implementation schedule, as well as the anticipated private construction activity
expected in 2004. They stated that Lower Bridge Street and Wall Street would undergo deep
utility work from mid-April to June 26. Beginning the day after Labor Day, the Town would
finish the work on Wall Street. Upper Bridge Street and East Gore Creek Drive work is scheduled
for the spring of 2005. Work will be finished on pocket park areas, the Children's Fountain and
Earl Eaton Plaza in the fall of 2005. The CSE Board strongly recommended that the TOV not use
Check-Point Charlie as a staging area, since that would be the default entrance to the Village
during the construction on lower Bridge Street.
CSE Minutes: 11/18/03 Page - 1 -
? Administrator Items:
• Vail Wine and Food Festival Update: Sybill stated that she had had several queries from
unpaid creditors as to whether the CSE would be able to help them collect what is due, or if
the CSE might make good on some of the debt. The Police Department has begun a criminal
investigation into the situation. Ken Nager, a local graphic designer, expressed his distress at
being unable to collect the money owed him for services to the Wine and Food Festival. On
the advice of Matt Mire, the CSE will not acknowledge responsibility in any fmancial matters
relative to the Wine and Food Festival. Questions: What should the CSE do, and how to
prevent this from happening again? Kurt Kreig suggested that either a bond or an audit be
required of entities receiving funding. These issues will be discussed at the December 16~`
meeting in light of the current funding allocations and determining what conditions for
performance may be imposed.
¦ "Special Event SNAPSHOT" Sybill presented a sample of the snapshot and stated that due
to a less than enthusiastic response to the request for subscribers, the VCBA is distributing
the snapshots via the VCBA e-mail/fax system. It is hoped that a larger subscription database
will be created in response to a request being included in the business license renewal notices
being sent out by the Town.
¦ Funding Application Review Procedure: 15 minutes will be allotted to each applicant for
presentation and questions. CSE members will fill out the Special Event Rating Grids after
each presentation. Sybill will collect the data and compile a spreadsheet indicating average
scores and recommended contributions. Deliberations and funding allocations will occur on
December 16, at the regularly scheduled CSE meeting time.
? Review Funding Applications: 15 minutes for presentation and discussion per event.
o Birds of Prey World Cup/ Request for In-kind Bus Service Support: The Commission
directed Sybill to express their referral of the matter to the Town Council as CSE does not
have authority to grant In-kind contributions. Kurt Kreig also distributed packets describing
the Vail Valley Foundation's effort to bring the 2009 World Alpine Ski Championships back
to the Valley. Also included was a Budweiser Street beat schedule for the 2003-2004 season.
Kurt added that there would be 8 Hot Summer Nights Concerts next summer, with an
expansion of the series into August.
1. The Session: Kurt Kreig and Chris Emmer stressed that this is a Vail "only" event, primarily
taking place on lower Golden Peak, and that although it lost $124K last year, the amount
being requested was only 3.6% of the total budget. They stated that the intention is to move
off of Martin Luther King weekend next year, after the event is more firmly established.
Media exposure in 2003 was greater than promised. The athletes pay all of their own lodging
expenses, as well as most of their meals, resulting in a positive economic impact to the
business community. They commented that the FIS policy on snow boarding and freestyle
skiing is still evolving and that the sanctioning is changing because they want to attract the
best athletes.
2. American Sld Classic: Kurt again pointed out that the request was for a small percentage of
the total event budget, but that it is important as a show of the Town's support for the event.
All of the events, with the exception of the gala dinner and the concert at the Vilar Center will
be held in Vail. He stated that partnership with a nationally recognized charitable
organization is essential if they are to a~u •ct top celebrity participation, but that this year 50%
of the proceeds will remain in the Vail Valley. Media exposure has grown significantly,
especially in a-mags and stated that they would have a presence on Paramount's
Entertainment Tonight," which is America's most watched entertainment news program. He
added that the Vail Valley Foundation feels it is important to continue the tradition that was
started by President Ford in creating the image of Vail, and that it is important to remember
that the hospitality shown to the sponsors ties directly back to our "vote."
CSE Minutes: 11/18/03 Page - 2 -
3. Vail Style Snow Show: JJ Jorgensen presented the application and pointed out that the
lazgest part of the budget was dedicated to promotion and mazketing. He said that he expected
most of the spectators this year to be local, but that if the event is done well, it has potential to
attract national attention. He said that two modeling agencies had been in contact with him, to
offer free services- and felt this was indicative of the show's potential. The i.,~:,?,~ is to drive
business into town by highlighting merchandise that is currently available in local shops. He
expects the participation of 10-12 merchants and that the show will run about 45 minutes.
Dave Chapin ;,~r.essed some concerns about the set-up and teazdown efforts during the
busiest time of day on Bridge Street, when everyone is coming off the mountain.
4. Bridge Street Jam: Ian Anderson asked JJ how he planned to deal with capacity issues on
Bridge Street, and why not hold the event in Lionshead. JJ responded that the "setting" of
Bridge Street with the Christmas lights and the Red Lion in the background were essential to
the media exposure the event is seeking. Lionshead just doesn't have the same energy. He felt
that a good deal had been learned in the first event about managing the crowd and "rotating"
the audience and that the impacts would be controilable. He added that 10% of the profits
would go to SOS. Stephen Connolly questioned why the budget showed no revenues. JJ
explained that all the revenues are not shown, as they are applied to the finale of the tour, the
Vail Jam/Rail Jam in Dobson Arena on March 13.
5. Vail Film Festival: Sean Cross and Denis Jensen presented the application and stated that
although they are requesting $75K this year, they expect to need much less next year. Steve
Rosenthal stated that was significant exposure for the CSE, especially since the Film Festival
had already received $20K in 2003 funds. Denis explained that their expectations have grown
and that they aze seeking to have the biggest festival they can manage, and that the funding is
an investment in the future of the event. CSE members voiced some concern over the lack of
a founding sponsor at this stage. Denis and Scott indicated that they are in the final stages of
negotiation and expect to have an answer by the end of the week. Venues in Vail have
already been secured and include Steve Lindstrom's theaters and well as a number of hotel
conference rooms and "Loews's Traveling Theater." Vail Resorts is one of the sponsors and
host hotels include the Lodge at Vail, The Marriott and the Cascade Hotel. The goal is to
drive business in the village by scheduling events in the late afternoon and eazly evening so
that participants will enjoy the village and the mountain early in the day. Evenings will
include a number of celebrity parties, a music showcase and an award ceremony or party on
Saturday night. There will be some food service at the events, but the focus is intended to be
on film, not food. A brunch and closing ceremony will be scheduled for Sunday.
6. Taste of Vail: John Dakin stated that the goal of the event is to position Vail as a world-class
food and wine destination, with equal emphasis on both. All of the events will be in and
around Vail and will showcase the mountain. The only comp room nights will be for guest
chefs, moderators and facilitators- atl guests wilt be paying for their own lodging. Steve
Rosenthal asked why an event with a long history was coming to the CSE for funding for the
first time. John replied that they are trying to grow the event and that the increased
sponsorship funding would enable them to promote the event more broadly. The observation
was made that some members of the community felt that the event had grown stale- John
acknowledged this criticism and stated that there was intention to add some new things to re-
create the vitality.
7. Spring Back to Vail: Scott McCormick and Jeff Brausch showed a video of the 2003 World
Alpine Pond Skimming Championships, which attracted 160 competitors in its first year.
They stated that Vail Associates attributed the sale of over 8000 additional lift tickets last
year directly to the Spring Back to Vail festivities, and that this is the only event with which
they have been able to tie a direct link to increased skier numbers. In 2004, the event will
span 2 weeks and become an "umbrella" under which to market all of the spring activities
with the following goals in mind: increased end of season visitor numbers, incentivize return
visits by early season customers, differentiate Vail from other ski areas, bring incremental
CSE Minutes: 11/18/03 Page - 3 -
+ dollars into the community and have fun! This yeaz a final concert will be added at Check-
Point Charlie, so that the season will not end on the mountain. They noted that although the
event will be more than double the size of last yeaz's event, they are only asking for an
additional 50% funding. A question was raised as to whether the event competes with the
Taste of Vail. The tazget demographic is different, but the two things enhance each other.
Jeff added that this event is about creating a "vibe."
8. Family Carnival: Chad Young explained that this event has been held for the last 3 years
and has always been funded by the Town Council, but under the new system, they have been
directed to the CSE. The event is a community oriented family activity that is marketed to
local schools and pre-schools. The Recreation District donates the use of the Dobson Arena,
but not the hard costs associated with the set-up. They are amenable to moving the date in
light of all the other activities going on at the beginning of April an would consider either
April 24/25 or earlier in March to coincide with spring break. Historically, the March time
frame seems to have attracted more participants. They have considered holding the event over
2 days, but have been reluctant to take that step thinking it would be unlikely to attract many
more people, but would double their costs. Another possibility to grow the event would be to
dedicate the evening to the middle school age group. They would welcome input from the
CSE as to what might be the most aYr•••Y.:ate dates. CSE members felt that the VRD's
judgment would be more accurate.
9. Teva Mountain Games: Joel Heath stated that the goal of the TEVA Games is to become
the top outdoor event in the industry. TEVA has spent $750K in co-branding Vail in its
marketing efforts, "if the shoe fits, go to Vail." The event is focusing on 3 tazgets: 1000 guest
athletes and industry related visitors, 18000 spectators in the 21-45 year old age group with
an average annual income of $90K as well as 1000+ room nights booked by sponsors.
Coincidingly, the goal is to make Vail a place to be for the business end of the outdoor
industry. The "paper" loss in 2004 was taken up in the labor costs, but Joel stated that
indications are they will break even in 2005. In 2004, new additions to the event will include
a 2°d concert, a "chewable" adventure race for the everyday participant and a High Altitude
Conference geared towazd the outdoor industry. There was some discussion concerning the
impacts to the venue of next summer's construction activities. Joel stated that the venue
couldn't be moved because of the water, but that he would regard it as a challenge to create
opportunity from the seemingly adverse conditions and would work with the Town to make
the best of the situation.
10. Big Wheel, Chili and Brews: Joel Heath chazacterized this event as the antidote to Vail's
image of snobbiness and lack of activity. In a Denver Post survey, Vail was listed as the # 1
place our target demographic wanted to come, but was #8 in the perception of those same
people as a place with a lack of fun activities. In 2003 the event all.acted 6000 guests, 21
brewers, 12 restaurants and 132 athletes. Steve Rosenthal asked how the judging was
managed and Joel replied that there were 2 divisions: a delegation of "experts" and the
people's choice. In response to why it isn't a 2-day event, Joel stated that the restaurants
wouldn't participate over 2 days, but that survey data indicates most guests stay for the
weekend. He felt improvements could be made in signage and information delivery and
bolstering the line item for entertainment..
APPLICATIONS INCLUDED I1V PACKETS BUT LISTED BELOW WILL BE,
REVIEWED ON TUESDAY DEC 2:
11. Sustainable Summit/ Eagle Valley Alliance for Sustainability
12. King of the Mountain Volleyball Tournament
13. Street Entertainment/ Resort Entertainment
14. Vail Arts FestivaU Eagle Valley Events
15. Vail Art & Wine Faire) Meadow Drive Properties
16. Vail Jazz FestivaV Vail Jazz Foundation, Inc.
17. Vail Tip Off Classic/ Colorado Sports Attractions
CSE Minutes: 11/18!03 Page - 4 -
18. Vail America Days, Oktoberfest and Holidays in Vail/ Eagle Valley Events
19. Vail Oktoberfest/ Highline Sports and Entertainment
~r 20. Leadville Loop Memorial Ride/ Vail Cycling Foundation
21. "Y05" Drug and Alcohol Free New Year's Eve Celebration for Youth/ VRD Chad
Young, on behalf of the VRD, requested that discussion of their application be moved to the
January CSE meeting, so that the information gained the "Y04" event could be
considered.
22. 2005 MRA Symposium/ Vail Mountain Rescue Group
? New Business: Ian suggested that formulation of criteria that could be applied consistently to
measure the relative contribution to the community for any specific event be added to an agenda
within the near future. It was suggested that the CSE might allocate some of the budget for
surveys that would supply this data for events funded by the CSE.
? Adjournment: 12:50 P.M. M/S/P: Ian Anderson/Steve RosenthaUUnanimous
Minutes taken and submitted by
Sybill Navas
November 18, 2003
- j ~ P1
Approved by: ~ Date: ~~V y~
Chian, Co is on on pecial Events
Next Meeting: Tuesday, December 2, 2003
~rr?
CSE Minutes: 11/18/03 Page - 5 -
s
r
r~,,. Minutes:
Town of Vail
Commission on Special Events Meeting
Town of Vail Municipal Building: Council Chambers
Tuesday, December 2, 2003 8:30am
CSE Members Present: Ian Anderson, Dave Chapin, Stephen Connolly, Steve Rosenthal and
Rich tenBraak
Others Present: Joel Heath, Laurie Asmussen, Kelli McDonald, Joe Blair, Adam Palmer, Scott
Bluhm, Leonard Sandoval, Dana DelBosco, Jenna Stephenson, Scott McCormick, Jeff Brausch,
Leon Fell, Kaye Ferry, Howard Stone, Rick Scalpello, Bob Armour, Tim Cochrane, Kristin
Lester and Sybill Navas
AGENDA:
? In the absence of a Chairman, Sybill Navas called the meeting to order at 8:35 a.m.
? Approval of Minutes: from the meeting of October 21 and November 18, 2003
o M/S/P Stephen Connolly/Dave Chapin/Unanimous to defer approval of the
minutes of November 18 to the next meeting.
o M/S/P Stephen Connolly/Dave Chapin/Unanimous to table approval of the
minutes of October 21 to the next meeting so that changes as requested by
Stephen Connolly could be made.
? Election of CSE Chairman
o M/S/P Ian Anderson/Steve Rosenthal/Unanimous to elect Dave Chapin as
Chairman of the CSE for the next year.
? Administrator's Contract:
o The CSE requested that Sybill submit a proposal to provide administrative
services in 2004 for discussion at the meeting on December 16. Sybill reported
that she had met with Stan Zelner to discuss the Town's position with regard to
the CSE administrative contract. Stan recommended that the CSE report to the
Town Council at their meeting on January 20, 2004 and provide an overview of
the last year that would highlight the successes as well as the recommendations
for imY~~ cements as gleaned from the lessons learned in the inaugural year of the
CSE and requesting their feedback.
? Update on Holidays in Vail and Request for additional funds for Street
Entertainment:
o Laurie Asmussen, at the request of Rick Chastain, asked that the request for
additional funds for the Holidays in Vail be removed from the agenda and gave a
report on the proposed schedule of activities. The CSE directed Laurie to add
Santa time to the schedule for 2 to 4 hours in Vail Village on Saturdays and in
Lionshead on Sundays from now until Christmas in a location that would make it
possible for children to have their pictures taken with Santa.
CSE/Minutes 12/02/03 Page 1 Of 2
? Presentation of Funding Applications:
11. Sustainable Summit/ Eagle Valley Alliance for Sustainability, Adam Palmer
12. King of the Mountain Volleyball Tournament, Leon Fell
13.5treet Entertainment/ Resort Entertainment, Dana DelBosco and Jenna
Stephenson
14. Vail Arts FestivaU Eagle Valley Events, Laurie Asmussen
15. Vail Art & Wine Faire/ Meadow Drive Properties, Rick Scalpello
16. Vail Jazz FestivaU Vail Jazz Foundation, Inc., Howard Stone
17. Vail Tip Off Classic/ Colorado Sports Attractions: Steve Russell did not attend
to present his application.
18. Vail America Days, Oktoberfest and Holidays in VaiV Eagle Valley Events,
Laurie Asmussen
19. Vail Oktoberfest/ Highline Sports and Entertainment, Jeff Brausch and Scott
McCormick
20. Leadville Loop Memorial Ride/ Vail Cycling Foundation, Adam Palmer
22.2005 MRA Symposium/ Vail Mountain Rescue Group, Bob Armour and Tim
Cochrane
? New Business:
o CSE members requested time at the next meeting to discuss how best to craft
contracts that would minimize the risks of another Wine and Food Festival type
_ debacle and to insure that funded events will meet expectations.
o Steve Rosenthal encouraged Sybill to get in touch with the Rotary Club and
recommend that the Duck Race not be moved to August 14, but rather that it be
kept on Labor Day weekend, as has been traditional.
? Adjournment: 11:50 a.m.
Minutes taken and submitted by
Sybill Navas
December 2, 200
3 ( Date: ~ / ~ ~ J
A roved b ~ ~ '
PP Y ~
~1an, Co 'ssio on S ial Events
Next Meeting: Tuesday, December 16, 2003 at 8:30 a. m.
CSE/Minutes 12/02/03 Page 2 Of 2
d Minutes:
Town of Vail
Commission on Special Events Meeting
Town of Vail: Community Development Conference Room
Tuesday, December 16, 2003, 8:30 a.m.
CSE Members Present: lan Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman
Dave Chapin Others Present Included: Lynette Miscio, John Dakin, Rick Chastain, Chris Emmer, Victoria
Watts, Amanda Radov, Kelli McDonald, Lori Rippstein, Dick Neal, Joel Heath, Joe Blair, Rick Scalpello, Laurie
Asmussen, Joanne Moore, Kaye Ferry, Dan Telleen, Marty Stewart and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:40 a.m.
? Approval of Minutes: Motion to approve the minutes of October 21, 2003 as amended and November 18,
2003 and to table the minutes of December 2, 2003 until the January meeting. M/S/P: Stephen Connolly,
Rich tenBraak, Unanimous
? Discussion of Administrative Allocations:
• Administrator's Contract for 2004: Motion to approve the proposal for administrative services to the
CSE as submitted by Sybill Navas and changing the term of the c~,~l?«ct to January 1, 2004-December
31, 2004 in order to bring it into alignment with the concurrent fiscal year funding. The contract for time
and expenses will not exceed $33,350. M/S/P: Ian Anderson, Rich tenBraak, Unanimous. The contract
will be between Sybill Navas and the CSE, independent of the VCBA. Kaye Ferry, as acting director of
the VCBA, and Steve Rosenthal, as President of the VCBA, verified that the VCBA did not have a
problem ending the cu..~...t contract one month earlier than the designated 1....~~. They did express that
the VCBA may have to bill the CSE for time involved in the distribution of the "Special Event
SNAPSHOTS," should that become too costly a service.
• CSE Research Proposal: Joel Heath presented his proposal for event evaluation research and stated
that he would provide the service for all events except those produced by Untraditional Marketing. CSE
members affirmed that these evaluations would provide valuable information and that they should be
done by an objective, third party firm, but felt that the financial responsibility should be passed on to the
respective event producers. There was consensus that it would be better to evaluate the proposal after
the funding decisions were made, so as to have an idea of what would be left in the budget and in order
to determine at what level of funding an event evaluation survey would be required. Motion to table
consideration of the event research proposal until funding allocations had been decided. M/S/P: Rich
tenBraak, Ian Anderson, Unanimous.
• Vail Event Recruitment Program/2004 Update and Proposal: The CSE questioned whether the
WCTB being listed as a partner in the event recruitment contract would compromise Ian's position on
the CSE. Rick Chastain assured the board that the WCTB is not a party to the contract, but that it acts
only as a fulfillment resource to insure lodging availability. In response to questions regarding the
status of the Pro Cycling Tour, Rick stated that 50% of the sponsorships had been sold and that the tour
promoters themselves were pursuing a number of promising leads. In light of the current number of
event proposals submitted and the limited budget available, there was consensus that spending event
dollars for additional event recruitment may not be necessary. Sybill was directed to add this to the
agenda of the January 20, 2004 CSE meeting for additional discussion, and to request direction from the
Town Council at the afternoon meeting on that date.
? Discussion of Performance Requirements Required from Funded Event Promoters: It was noted that
the few times there have been serious repercussions from event mismanagement; it has been with 1~ time
CSE/sn Minutes 12/16/03 Page 1 of 3
. events and 1 time event promoters, and that this type of situation should trigger additional requirements.
' Additionally, there was
consensus that funding allocations over a specified dollar amount should trigger more specific contract
stipulations and that the performance criteria should be clearly defined in the funding contract in order that
proof of obligation could be met. The 1/3 on contract acceptance, 1/3 on media release and 1/3 on the
completion of the event payout schedule, as described in the RFP, should be sufficient for the majority of
events. It was decided to continue the discussion at the January meeting, after the allocation decisions have
been made and prior to the release of the funds.
? Allocation of 2004 Funds:
EVENT; PRODUCER: REQUEST: ALLOCATION:
• Got Milk? 3x3 Soccer Host Communications, Inc. Contract from $25,000
2003
• Lacrosse Shootout Colorado Lacrosse Contract from $10,000
Promotions, Inc. 2003
• TEVA Mountain Games Untraditional Marketing $75,000 $65,000
• Oktoberfest Highline Sports $65,000 $60,000
• America Days Eagle Valley Events $25,000 $25,000
• Vail Film Festival Vail Film Festival $75,000 $40,000
• American Ski Classic Vail Valley Foundation $30,000 $20,000
• Vail Arts Festival Eagle Valley Events $25,000 $15,000
• Taste of Vail Taste of Vail $30,000 $5,000
• The Session Vail Valley Foundation $25,000 $20,000
• Big Wheel, Brews `n Untraditional Marketing $30,000 $26,400
Chili
• Spring Back to Vail Highline Sports $50,000 $40,000
• Vail Jazz Festival Vail Jazz Foundation 30000 9000
• Holidays in Vail* See note below* $25,000 $20,000
• Vail Art and Wine Faire Meadow Drive Properties $20,000 $14,000
• Street Entertainment Resort Entertainment $68,500 $55,000
• King of the Mountain Leon Fell $12,000 $7,500
Volleyball
• MRA Symposium Vail Mountain Rescue $10,000 $0
• Leadville Loop Memorial Vail Cycling Foundation $6,000 $3,000
Ride
• Vail Style Snow Show Double J Productions $2,500 $1,500
• Bridge Street Jam Double J Productions $1,700 $1,500
• Sustainable Summit Eagle Valley Alliance for $5,000 $0
Sustainability
• Vail Tipoff Classic Colorado Sports $5,000 $0
• Family Carnival Vail Recreation District $1,500 $1,500
• "Y05" Drug& Alcohol- Vail Recreation District $5,000 $5,000*
free New Year's Eve Pending review of
«Y~„
TOTAL EVENT FUNDING: ~9+~
CSE/sn Minutes 12/16/03 Page 2 of 3
*Event funding for Holidays in Vail was designated in the budget, pending a re-design of the event. No
dollars were awarded to a specific producer.
M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous to approve $502,900 in 2004 to be allocated to the
administration budget as r.,,rosed and to the events as discussed.
? New Business: CSE members requested that discussion of the following 3 items be included on the agenda
for January 20:
o Event Recruitment
o Event Research and Evaluation
o Contracts with Funded Event Promoters
The meeting will be held in the Community Devel.,r...ent Conference room.
? Adjournment: 12:40 p.m. M/S/P: Rich tenBraak, Steve Rosenthal, Unanimous.
Minutes taken and submitted by
Sybill Navas
December 16, 2003
Date:
Approved by:
Chaurnan, C~mmissi on S cial Events
Next Meeting: Tuesday, January 20, 2004 at 8:30 a.m.
~r
CSE/sn Minutes 12/16/03 Page 3 of 3
Town of Vail
Commission on Special Events Meeting
Town of Vail: Community Development Conference Room
Tuesday, December 16, 2003, 8:30 a.m.
AGENDA:
? Approval of Minutes: from the meetings of October 21, November 18 and December 2, 2003
(5 minutes)
? Discussion of Administrative Allocations: (30 minutes)
• Administrator's Contract for 2004: Sybill Navas
• CSE Research Proposal: Joel Heath
• Vail Event Recruitment Program/2004 Update and Proposal: Rick Chastain
? Discussion of Performance Requirements Required from Funded Event Promoters (20
minutes)
? Allocation of 2004 Funds: (2 '/2 hours)
Applications under consideration include:
• The Session/ Vail Valley Foundation
• American Ski Classic/ Vail Valley Foundation
• Vail Style Snow Show/ DoubleJay Productions
• Bridge Street Jam/ DoubleJay Productions
• Vail Film Festival
• Taste of VaiU Taste of Vail, Inc.
• Spring Back to VaiU Highline Sports and Entertainment
• Family CarnivaU Vail Recreation District
• Teva Mountain Games/ Untraditional Marketing
• Big Wheel, Chili and Brews/ Untraditional Marketing
• Sustainable Summit/ Eagle Valley Alliance for Sustainability
• King of the Mountain Volleyball Tournament
• Street Entertainment/ Resort Entertainment
• Vail Arts Festival/ Eagle Valley Events
• Vail Art & Wine Faire/ Meadow Drive Properties
• Vail Jazz FestivaU Vail Jazz Foundation, Inc.
• Vail Tip Off Classic/ Colorado Sports Attractions
• Vail America Days, Oktoberfest and Holidays in VaiU Eagle Valley Events
• Vail Oktoberfest/ Highline Sports and Entertainment
• Leadville Loop Memorial Ride/ Vail Cycling Foundation
• 2005 MRA Symposium/ Vail Mountain Rescue Group
? New Business: (5 minutes)
? Adjournment: 12:00 p.m.