Loading...
HomeMy WebLinkAbout2004 CSE Minutes _ .7'' Minutes: Town of Vail - Commission on Special Events Meeting Town of Vail: Community Development Conference Room Tuesday, January 20, 8:30 a.m. a?DD'~ CSE Members Presenk lan Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included• Joe Blair, Chris Emmer, Chad Young, John Dakin, Laurie Asmussen, Barclay Miller, JJJorgensen, Diane Moudy, Jenna Stephenson, Lorelei Donaldson, Rick Scalpello, Rick Chastain, Bill Dewitt and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:35 a.m. ? Town Clerk, Lorelei Donaldson swore in Ian Anderson (at-large) and Stephen Connolly (at- large/retai!); reappointments to the CSE by the Town Council at their meeting on January 6. Both terms will expire December 31, 2005. ? Motion to correct the allocation of 2004 fonds that was made at the meeting on December 16, 2003 to $SOZ,750 to reflect that the Admin'.,,. ,.,.Non Contract with Sybill Navas would not exceed $33,350.00. M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous. ? Approval of Minutes: Motion to approve the minutes of December 2 and December 16, 2003 as presented. M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous. ? "Y04" Review: Chad Young presented a review and distributed in~„k...ation on the "Y04" Drug and Alcohol Free New Year's Eve Cele:,..,:._.on for Youth which included examples of the promotional materials for the event as well as a recap of the budget, sponsorships and attendance. He stated that a total of 428 young people «I.b:...ded; a number that reflected a mix of about 25% locals and 2°d homeowners and about 75% visitors. He reported that both the volunteers and attendees thought the event was ~..u:....ely successful and that many of the young people said that this was one of the best events they had ever attended. CSE members :,..~,.;,.~sed the hope that the percentage of young people 1'i.,.., Eagle County would be higher next year and reaffirmed the allocation of $5000 to the "Y05" event. Chad thanked the CSE for their support and emphasized the importance of the Town's participation in acquiring additional sponsorships from the community. ? Vail Style Snow Show: JJ Jorgensen introduced Barclay Miller as a new member of his firm who would be responsible for financial matters. Per DJ's request, the CSE reaffirmed by consensus the funding allocation of $1500.00 for the event with the date changed to February 19. JJ felt it was important to have the additional lead time to produce a solid, clean product that would establish the groundwork for a lazger event next year and that it would be an excellent Thursday night kick- off for the holiday weekend, without impacting the flow of traffic on Bridge Street as much as if it were held on a Friday or Saturday evening. ? westfest Proposal: The CSE agreed by consensus not to send a recommendation of support to the town council for 2004. All felt that $100,000 was too much money and that the lack of confidence :,..r~~:,ssed by those who had worked with Michael Martin Murphy in the past did not bode well for a successful return. Additionally, the r.~..rasal received did nod m;ntion the 1000+ room nights that the Town would need to r.~., side. Sybill was directed tell ~,oWs Codone, Michael's CSFJsn Minutes 12/16/03 Page 1 of 3 • J .~;,r.~,~,ut«iive, that if they were still be interested in holding the event in Vail in 2005 they should go through the regular funding procedure in the fall. ? Contract Proposal for Event Recruitment: Ian opened the discussion by clarifying that, for the record, there was no conflict of interest inh~~:,ut in the ~~~,~,osal from Rick Chastain and that the WCTB's involvement in the contract would only be as a lodging facilitator, if and when an event was to be secured. Following discussion regarding how to measure the return on investment from 2003 Event Recruitment ca~~l.«ct and the possible potential for partnerships between Legacy Sports Group, WCTB, VLMD and Eagle County a motion was made by Ian Anderson to allocate $35,000 to Legacy Sports, per the proposal presented, for event recruitment services in 2004. The motion failed for lack of a second. Additional discussion ensued regarding how to bring to closure the events that were "in the hopper" and how to develop a contract for event recruitment that would be more performance based. Rick Chastain stated that "this is what communities do"- they spend resources on recruitment services to attract the events, but these services are not intended to include underwriting the cost of the event itself. M/S: Rich tenBraak/Ian Anderson to allocate $35,000 to Legacy Sports to provide event recruitment services as proposed. In Favor: Rich tenBraak, Ian Anderson. Opposed: Stephen Connolly, Steve Rosenthal and Dave Chapin. The motion failed 2/3. M/S: Stephen Connolly, Steve Rosenthal to allocate $10,000 to Legacy Sports for event recruitment services. In Favor: Stephen Connolly and Steve Rosenthal. Opposed: Rich tenBraak, Ian Anderson and Dave Chapin. The motion failed 2/3. M/S/P: Rich tenBraak, Ian Anderson to allocate $20,000 to Legacy Sports for event recruitment services, based on the "hard costs" (staff and travel expenses) in the proposed budget and to allocate an additional $15,000 contingent on performance, measurement of which will be deterniined at the next meeting. Rick Chastain and Sybill will meet to r.:,r-are a recommendation 1 for the CSE's arr.., sal. In Favor: Ian Anderson, Rich tenBraak and Dave Chapin. Opposed: Stephen Connolly. Abstained: Steve Rosenthal. The motion passed 3/1/l. ? Event Evaluation: Joe Blair presented a modified proposal from Untraditional Marketing (Ulvl), offering a price of $2000/event to evaluate 8 or more events as directed by the CSE. Based on funding allocations of greater than $15,000, UM suggested the following events for evaluation: Got Milk? 3x3 Soccer, TEVA Mountain Games, Oktoberfest, Vail Film Festival, American Ski Classic, Vail Arts Festival, Big Wheel, Chili `n Brews and Spriag Back to Vail. Additionally, he stated that the intercept survey of UM's own events would be contracted out to an objective 3`~ party. CSE members were in agreement that it is imperative to acquire data for both event evaluation and as a measir.:..Y.ent of the CSE program, but were unable to come to consensus on which events should be included. M/S/P: Ian Anderson/Stephen Connolly/Unanimous to allocate $16,000 to evaluate 8 events in 2004. A committee to include Sybill, Rick Scalpello, Jce Blair and Ian Anderson will meet to discuss which events will be evaluated and what the questions should be; and will return a proposal for the CSE to «rr~ave at the February meeting. ? Contracts for'04 CSE Funded Events: The CSE arr~~ red by consensus both the contract template and the event by event schedule for payout of allocated funds as r.~~ented, with the exception of the Art and Wine Faire. Per the request of Rick Scalpello, since this event takes place over 7 weeks, it was agreed that the final 1/3 payment of the funding allocation would be released after the event's third Saturday (currently scheduled for July 17.) CSFJsn Minutes 12/16/03 Page 2 of 3 ? Review Presentation to Council for the afternoon work session: CSE members ~~r. u Jed the outline for the report to Council as discussed with the following additions: ¦ Seek a partnership between the VLMD and the Town to broaden the scope of event evaluation beyond the CSE funded events. ¦ Improve the partnership between the VLMD and the CSE to better align the target events with the marketing program. ¦ The CSE will recommend changes to the CSE Founding Ordinance within the next 6 months. Ian Anderson and Rich tenBraak volunteered to attend. ? Administrator Report: ¦ Sybill reported that Howard Stone of the Vail Jazz Festival felt it important for the CSE members to understand that the $9000.00 allocated for the 9 "Jazz at the Market" concerts in 2004 would not provide the impetus to propel the festival forward to "Icon" status on the 3 year plan as described in the funding application. The CSE requested that Howard be invited to discuss these concerns at the February meeting. ¦ Diane Moudy, fi~„u. Resort Entertainment, communicated the assurance to the CSE that the Street Entertainment program will not be affected by Dana's illness and that they are prepared to move forwazd with the proposal as r.;,~ented. ¦ The Vail Film Festival has signed "Cosmopolitan Magazine" as their media partner. Cosmo will feature articles in both the March 15 and April 15 editions of the magazine. (Dave Chapin left the meeting at 11:15 a.m.) ¦ Sybill proposed that a committee be formed to redesign the Holidays in Vail event in cooperation with Laurie Asmussen and the Vail Chamber and Business ~ Association and that the CSE commit the $20,000 allocated to produce the event in 2004 to Eagle Valley Events. The CSE agreed by consensus and requested that the proposal be brought back to the commission for discussion at the next meeting. ? New Business: Steve Rosenthal asked if the Town had c.,ul~al over a single source of power that might provide for the ability to turn on all of the Christmas lights simultaneously. ? Motion to adjourn at 11:25 a.m. M/S/P: Ian Anderson/Steve RosenthaWnanimous Minutes taken and submitted by Sybill Navas January 20, 20041,/"" Approved b . _ _ _ i ; Date: ~-Can, Commissio on ial Events Nezt Meeting: Tuesday, February 17, 2004 at 8:30 a.m. CSE/sn Minutes 12/16/03 Page 3 of 3 Minutes: Town of Vail Commission on Special Events Meeting Town of Vail: Community Development Conference Room Tuesday, February 17, 2004 CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included: Joe Blair, Chris Emmer, John Dakin, Pam Brandmeyer, Jenna Stephenson, Rick Chastain and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:35 a.m. Motion to approve the minutes of the CSE meeting of January 20, 2004, as presented. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous. Intercept Survey: Joe Blair, representing Untraditional Marketing, presented a proposed draft of the intercept survey. In addition to citing a need to "tweak as we go" CSE members requested the addition of the following questions: • Under "How did you learn about today's event?" add "Just ran into it while walking about." • Do you visit Vail regularly, and if so- summer or winter? • Reword the question referring to whether the event was a positive or negative influence on intent to return into Z questions: Are you having fun? And, would your enjoyment of this event influence your decision to return to Vail? Joe was asked to work with individual promoters to customize the survey for specif c events, but he cautioned that the end result was to have an objective "apples to apples" comparison of the events. The CSE made it clear that, although there would be some overlap, the purpose of these surveys is to measure the CSE program, not the relative success of an individual event. Sybill reiterated the interest of the Town to have input on the final survey, and will share any comments submitted by Suzanne Silverthorn and Stan Zemler with the CSE prior to finalizing the questionnaire. After some discussion, and noting that the budget allows 8 events to be surveyed there was consensus to survey the following six (6) events: • TEVA Mountain Games and Big Wheel, Brews `n Chili TEVA Mountain Games and Big Wheel, Brews `n Chili (since Untraditional Marketing is overseeing the surveys, and they would evaluate their own events in any case, Joe committed that they would include surveys for both events at the price of one.) • Vail Film Festival • Spring Back to Vail • Vail Arts Festival • Got Milk? 3 vs. 3 Soccer • Oktoberfest The decision on which two (2) gdd~tion~l events to include will be deferred pending confirmation of newly recruited events and reviewing information from the early event surveys in light of how the CSE might best benefit from additional information. , CSE/sn Minutes 02/17/04 Page t of 3 In light of the Council's questions regarding both the RFP process and the interest expressed relative to the event survey procedure, there was consensus that it might facilitate the understanding of the issues presented at the quarterly updates to Council if an effort were made to individually contact the council members in order to create an awareness of the CSE's procedures and criteria for decisions. Event Recruitment; approve Attachment B to contract as presented by Legacy Sports/Rick Chastain: Motion to approve an additional $15,000 funding for event recruitment services to Legacy Sports Group, contingent on the fulfillment of criteria outlined in Attachment B as presented, with the following additions: • In addition to the bi-monthly briefings to the CSE as stipulated in the body of the contract, provide Sybill with a brief monthly update on the progress of the program. • Limit CSE funding for events procured under the recruitment program to $15,000 or less, subject to the event's application for funds per the RFP process. • The addition of a paragraph indicating that the goal of the CSE is to attract events and help to establish their identification with Vail through seed funding, but that the ultimate goal is to create aself-funded, revenue generating entity with the ability to fund on-going event recruitment through profit sharing with participatory events. M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous Special Event Permit Application Fees: The CSE approved by consensus the following recommendations to council: • Implement an expedited processing fee of $500 if an application is submitted less than 30 days prior to the event and state that permit processing cannot be guaranteed if the application is submitted less than 14 days prior to an event. r • Remove the $50 fee for an Amplified Sound Permit when accompanied by a Special Event Permit. • Raise the Banner Fee to $100/site per installation to reflect the actual cost to the Town of hanging the banners. Administrator Report: Sybill updated the CSE on the following items: • The "Buskar" program in Breckenridge is funded by the ski company to provide music and entertainment on their own property, in the plaza. area at the bottom of the mountain. Entertainers are being paid nominally with "mountain money," and are able to perform for tips. It is the first year of the trial program, and response from performers who wish to participate has been excellent. • Per an e-mail from Susan Douglas of the Vail Police Department regarding the investigation of the Vail Wine and Food Festival, information procured to date indicates that Johann stole $92,678.39 from 14 victims. • The Town Council has given the Town Manager the authority to approve up to $1500 per event in in-kind services to be provided by the Town of Vail, subject to the availability of staff and resources. • DoubleJay Promotions has cancelled the Vail Style Snow Show, citing lack of participation from the merchant community. He will be returning the $1500 funding he received from the CSE. • Response to the Special Event SNAPSHOT subscription forms included in the Vail Business License renewal mailing has been excellent. The CSE agreed by consensus to Sybill's request to subcontract out the data inputting at a rate of $11 /hour to Tyler Thompson, with the funds to be spent from the already approved administrative allocation. CSE/sn Minutes 02/17/04 Page 2 of 3 Approve Proposed Meeting Schedule for 2004: In light of a conflict she has with the regularly ~r scheduled CSE meeting date of June 15, Sybill presented the proposed CSE meeting calendar for 2004. CSE members stated that they would prefer to approve the next meeting date on a month by month basis, so as to retain "as needed" flexibility. There was consensus to move the funding allocation process for 2005 events up one month, so that the final decisions would be made before the end of November. New Business: The CSE agreed to review funding requests submitted on Monday, February 16 for events proposed by Legacy Sports Group under the Town of Vail Event Recruitment Program: • 2004-2005 Triple Crown Western Regional Softball Championship, July 24-25, 2004: Motion to approve the allocation of $1400 as reimbursement for ~.,~~lal of athletic fields. $700 payable by March 15, with the remainder paid on successful completion of the event. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous • 2004-2006 Ashworth Junior Golf Tournament at Vail. (September 10-12 in 2004): Motion to approve the allocation of $5000 to the American Junior Golf Association to meet approximately 25% of the event's costs. $2500 will be payable on May 15, with the remainder paid by August 15. Future years would be subject to funding approval. M/S/P: Rich tenBraak, Ian Anderson, 3 to 2. In Favor: Rich tenBraak, Ian Anderson, Stephen Connolly. Opposed: Dave Chapin and Steve Rosenthal. Additionally, Rick Chastain reported that the 2004 ESPN Great Outdoor Games, Western Fly Fishing Qualifier would be held in Vail April 29-May 2, 2004, as a direct result of contact made in November at the TEAMS Conf;,~~~~ce in New Orleans, as funded by the event recruitment program. From this event a one hour television show will be produced for airing on ESPN on Saturday, May 22 in a prime afternoon time slot, with two additional airings to follow. Motion to adjourn the meeting at 10:50 a.m.: M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill Navas February 17, 2004 I J A roved by: \ ! ~ Date: ~ ~ V PP .~~c chairman, ommis~ion n pecial Events Next Meeting: Tuesday, March 16 at 8:30 a.m. Town of Vail, Community Development Large Conference Room CSE/sn Minutes 02/17/04 Page 3 of 3 Minutes: Town of Vail Commission on Suecial Events Meeting Town of Vail: Community Development Conference Room Tuesday, March 16, 2004, 8:30 a.m. CSE Members Present: Ian Anderson, Richard tenBraak and Chairman Dave Chapin Members Absent: Stephen Connolly and Steve Rosenthal Others Present Included Joe Blair, John Dakin, Pam Brandmeyer, Howard Stone, Bill Hanlon, Rick Scalpello, JJ Jorgensen, Laurie Asmussen and Sybill Navas Chairman Dave Chapin called the meeting. to order at 8:35 a.m. Motion to approve the minutes of the CSE meeting of February 17, 2004, as presented. M/S/P: Rich tenBraak, Ian Anderson, Unanimous. Vail Film Festival Update: Scott Cross regretted that he was unable to attend due to meetings that had been scheduled in Boulder. Vail Jazz Festival: Howazd Stone explained that the funding allocated to the Jazz Foundation for this summer's Jazz at the Mazket concerts ($9000} would be adequate to provide quality entertainment at that event, but would not be sufficient to help them realize their goal of a large event in the amphitheater within 3 years. They had hoped to provide nationally recognized talent at the Farmer's Mazkets that would enable them to "sell" their event to sponsors, backed by the audience numbers associated with the markets. The reduced funding would not allow them to book the level of talent that they felt would be required to recruit the level of sponsorship that would be necessary to risk the production of an "icon" level event. Washington High School Prep Band: Funding Request: The CSE directed Howazd Stone and Bill Hanlon to proceed with the arrangements to bring the band back to Vail for the 4`~ of July. Total cost of bringing the 110 member group to Vail from Los Angeles is approximately $40,000- most of which is underwritten by Howard Stone and the contribution of in-kind services from the community including meals and lodging in the VMS gymnasium. T'he hard cost to the Town of Vail is $7800, to be taken from the Vail America Days budget. Laurie Asmussen stated that she feh this would be possible within the confines of the $25,000 allocated to the event- but that since $15,000 was already allocated for fireworks, there would not be any funds to procure additional musical groups for the pazade. The CSE directed her to return with an update at the April meeting and that additional funding might be considered at that time, dependant on the level of success she had in securing some additional sponsorships for the parade. The Washington High School Prep Band will be asked to commit to additional performances in the village and/or Lionshead on Saturday and Sunday afternoon, in addition to their participation in the parade. Holidays in Vail: The new program will focus on a kick off to the Holiday Festival and a tree lighting ceremony on the Saturday after Thanksgiving, in response to the lackluster attendance at the weekly tree lightings last year and the desire on the part of the merchants to acknowledge the holiday season eazlier than two or three days before Christmas. President Ford will be invited to participate as long as he wishes to be a part of the holiday celebration in Vail, but the "President Ford Tree Lighting" will become more of a "celebrate Christmas Vail-style" evening, vs. the actual tree lighting c;,.;,...ony. Additionally, there will be Christmas entertainment, snow festivals and photos for the kids with Santa Claus during the intervening weekends. CSE/sn Minutes: 3/16/04 Page 1 of 2 Double J Promotions: Status of Vail Style Snow Show: JJ explained that due to lack of enthusiasm on the part of the merchant community, he had been forced to postpone the event to summer. T'he CSE directed him to return the $1500 in funding for what had been presented as a winter event, and to re-submit an application with updated details if he was r•:,Yaring to move forward. JJ stated that he had had difficulty securing talent and a viable contract with the VRD due to the change in capacity allowed at the Dobson Arena, and as a result he will be rescheduling the Vail Jam/Rail Jam to April 16. Intercept Survey: Sybill shared comments from Suzanne Silverthorn and the survey was a~,Y..,ved by consensus as presented with the following changes: • Add "How many times?" if the answer to the question asking "Have you been in Vail before?" is affirmative. • Which of the following activities do you attend/participate in while in Vail? Wording changed from "while on vacation." • Rephrase the question concerning lodging expenditures to reflect the total spent per group v.s. per person/per day. • Which of these categories best describes your average expenditures per day in Vail for shonnins or activities in Vail? Wording changed from "in Vail RETAILERS." Joint Lunch Meeting With Town Council: The CSE requested to change the date to May 18 in order to allow time to prepare a proposal regarding a procedure to allocate in-kind services and to discuss additional agenda items with the whole board. Administrator Report: • Event Recruitment: Rick Chastain sent an e-mail stating that: o Triple Crown Softball contract had been finalized 0 2004 Western Regional Fly Fishing Championships and ESPN will be in Vail March 24-25 for site checks and meeting with Gorsuch Outfitters o American Junior Golf Association is in the fmal stages of negotiating a reduced rate for the Vail Golf Course and the contract should be wrapped up by the end of next week. • Issues surrounding the venue for the Farmer's Market would be presented to council this evening, under the Town Manager's report, specifically regarding the re-routing of the bus service from in front of the Austria Haus and whether or not the event should be permitted in that location on the 4'~ of July. • Discussions regarding the CSE funding allocation process relative to executive sessions and propriety information are on-going with Matt Mire and Pam Brandmeyer. New Business: Rick Scalpello emphasized that in the discussions with the Town Council on May 18~', it should be emphasized that most of the "problems" we are having are the result of the program being too successful. Motion to adjourn the meeting at 11:00 a.m.: M/S/P: Ian Anderson, Rich tenBraak, Unanimous Minutes taken and submitted by Sybill Navas March 16, 2004 Approved by: ~ ' Date: LI ~ ~ r~~ airman, Gbmmission o Special Events Next Meeting: Tuesday, April 20, 2004 at 8:30 a.m. Town of Vail, Community Development Large Conference Room CSE/sn Minutes: 3/16/04 Page 2 of 2 . ° Minutes: Town of Vail - Commission on Special Events Meeting Town of Vail: Community Development Conference Room Tuesday, April 20, 2004, 8:30 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal and Chairman Dave Chapin Members Absent: Richard tenBraak Others Present Included Joe Blair, John Dakin, Pam Brandmeyer, Chad Young, Jenna Stephenson, Diane Moudy, JoAnn Moore, Steve Wright Lorelei Donaldson, Scott McCormicl~ Joel Heath, Bill Carlson, Laurie Asmussen and Sybill Navas ? Chairman Dave Chapin called the mceting to order at 8:30 a.m. ? Motion to approve the minutes of the CSE meeting of March 16, 2004, as presented. M/S/P: Ian Anderson, Stephen Connolly, Unanimous. ? Event updates: o VRD: Family Carnival: Chad Young presented a packet of information including attendance, revenue and expense figures and provided an overview of the event, which was held on March 19 at the Dobson Arena, highlighting the event's strengths and weaknesses. He stressed that the strength of the event was in its appeal to families, and remazked how nice it was to perceive the middle school students who were working the event as such positive assets to the community. Additionally he noted that the change in date had both positive and negative aspects. It was generally good for customers, and although some local families had left town for spring break, visiting families more than made up for the loss. On the other hand, volunteers were much harder to get to commit to a Friday, and many secondary school kids who work the event were out of town. o Bridge Street Jam: JJ Jorgenson was not present and had not provided any information. Sybill will follow up with JJ to arrange for an update at a later date and to check on the status of the Style Show and the refund due to the CSE of the funding that was provided for that event. ? Preparation for discussion at lunch meeting w/council on May 18: Commander Steve Wright and Sybill presented the _ ~ r osal for a revised procedure for evaluating/funding/r;,....itting special events which was developed by a committee which included Steve Wright from the Police Dept., Town Clerk, Lorelei Donaldson, Larry Pardee, Street Supervisor, Pam Brandmeyer and Sybill. Steve Rosenthal observed that it will be important to clarify the "purpose" of the procedure in order to get Council's 4r~t.,~.~..~~al and suggested the following: o To "calenderize" all events through one body o Push up the DRT to an earlier date to anticipate what is needed when there are multiple events on the same weekend. o Anticipate what in-kind services will be required well ahead of time. It was suggested that a "Strategic Approach" be adopted describing how events are looked at from both mazketing and/or community related perspectives. Review of Updated Special Event Permit: Sybill presented a draft of the revised Special Event Permit. The following changes and additions were recommended: SFJsn Minutes 04/20/04 Page 1 of 3 o Attachment B: Local vendors do not have to submit their sales tax until the 20~` of the month. Sybill will check with Sally Lorton to determine whether it is legal to require local business license holders to remit at the close of an event. It was suggested that a line be added to the sales tax remittance form indicating "Special Event Revenue." o Add a line to the business license renewal letters asking merchants if they would like to be included on a contact list for participation in special events. It was suggested that a $25-$50 fee be changed, so as to limit the number of potential contacts to those who have a serious interest in participating. o Request that a copy of the Colorado Dept. of Revenue sales tax remittance form be included with the Town of Vail form, so as to provide information regarding out of area sales. o Amplified Sound Permit: Confirmation of contact to neighboring businesses and residences will be required. A signature from the property manager will be accepted in the case of condominium associations. It was noted that Check Point Charlie has become "the" venue- how many days can we impact the surrounding businesses and lodges? o Banner Request: Sybill will check with Public Works to see if attached ropes aze still necessary. o Display Vehicles: The permit will be changed to approve vehicle placements on a case-by- case basis, instead of using the "pre-approved" sites as indicated on the maps, since as a matter of practice this is what has been happening anyway. ? Vail America Days Update and funding issues: Sybill presented a report on the decisions made at the council meeting held on Thursday, April 15. Council gave direction that the CSE should allocate an additional $15,000 to the event and agreed to look at considering an additional $10,000 to come from the General Fund at their June mid-year contribution request hearing, if no additional sponsorships had been negotiated by that time. She also informed the members that the Town of Minturn would like the Washington High School Prep Band to perform at their Independence Day Celebration on the evening of Friday, July 2. They have offered a contribution of $1000-$1500 (the amount to be determined at their evening meeting) to assist in the cost of bringing the band to the Valley. Laurie stated that she had not negotiated any firm ~~.„a.sorship yet, but that Budweiser was looking strong for the fireworks and that she was continuing to make additional contacts. Diane Moudy, representing Resort Entertainment, stated that they had not included the 4"' of July in their bid, but that they were working closely with Laurie to provide a range of entertainment over the 4~' of July weekend, and that $50,000 would be adequate to provide a solid schedule of summer entertainment as promised. Steve Rosenthal pointed out that with the original $25,000 allocation fi.,m the C5E, plus the additional $15,000, a $1000 contribution from the Town of Minturn and $2500 towazds entertainment 1'i~,~,. Resort Entertainment, totaling $43,500, that Laurie would need only $7500 in sponsorships to arrive at the $50,000 necessary for an A+ event. Laurie affirmed that this was doable. Motion to approve an additional $15,000 from the remaining CSE funds to Vail America Days. M/S/P: Steve Rosenthal, Ian Anderson/Unanimous. ? Administrator Report o Event Recruitment Update: In the absence of Rick Chastain, who was attending the National Association of Sports Commissions Annual Events Marketplace in Jacksonville, Florida, Sybill presented information regarding the status of the Event Recruitment program. The Western Regional Softball Championship contract has been finalized and will occur July 24-25. Also The ESPN Great Outdoor Games Fly Fishing Qualifier will occur Apri129-May ;SE/sn Minutes 04/20/Q4 Page 2 of 3 E 2. Unfortunately, the Ashworth 3unior Golf Tournament at Vail was unable to come to ' ~ agreement with the VRD on the cost of using the golf course and will not be held in Vail in 2004. The CSE had allocated $5000 to this event, which is no longer needed. Negotiations continue regarding the possibility of the event coming to Vail in 2005 and 2006. The USA Triathlon Short Course Championships decided to bypass Vail solely on account of our altitude. Discussions are continuing regarding an event in 2005 at a lower level of competition, i.e. a regional level championship. Several new events are in pursuit, including the 2005 National Goalie War Championships and 4x4 Soccer Skirmish, 2005 FUTURES Golf Tour, 2006 Ultimate Players Association High School Western Championships (Frisbee), and the 2005 Tri-America Triathlon Series. It was suggested that the CSE r.., Jide Rick with a "letter of endorsement," indicating that the Commission on Special Events is in support his efforts. Sybill will provide this letter if Rick feels that it would be helpful in his negotiations. Also, the CSE noted the use of the words "Vail Valley" in the ad placed in Sports Travel Magazine and cautioned that they be used correctly. o West Nile Virus: Eagle County is actively promoting the use of insect repellent in all outdoor activities this summer in the interest of stemming incidents of this disease. They encourage all event organizers to promote the use of sunscreen and insect repellent in all of their marketing materials. o E-mail and the Sunshine Law: Sybill reported that Matt Mire had given the opinion that e- mail conversations between CSE members regarding matters r~.taining to event decisions should be considered part of the public record, but that as long as the a-mails are saved in an appropriate online file, he felt that there would not be an issue of lack of compliance. He did indicate that notice is required if votes are taken, or a-mail conversations are "scheduled." o Council Appeal of Farmers' Market Site Decisions: After hearing significant input fi.,.~ the business community at the special meeting on April 15, Council reaffirmed their decision to allow the Farmers' Market to be held on Meadow Drive from Pazzo's to the Mountain Haus gate on Sunday, July 4., and to allow the re-routing of the buses from this route for all of the scheduled Farmers' Markets. ? New Business: There was no new business. ? The meeting was adjourned at 11:50 a.m. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill Navas Apri120, 2004 ~W_ a. Approved by: ~ Date: ~ Co issiori on I Events Nezt Meeting: Tuesday, May l8, 2004 at 8:30 ana Lunch with Town Council at 12:00 p.m. SE/sn Minutes 04!20144 Page 3 of 3 Minutes: Town of Vail Commission on SDecial Events Meeting Town of Vail: Community Development Conference Room Tuesday, May 18, 2004, 8:30 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included: Joe Blair, Sean Cross, Scott Cross, Pam Brandmeyer, Jenna Stephenson, Diane Moudy, Chris Emmer, Rick Chastain, Marty Stewart, Laurie Asmussen and Sybill Navas ? Chairman Dave Chapin called the meeting to order at 8:30 a.m. ? Motion to approve the minutes of the CSE meeting of April 20, 2004, as presented. M/S/P: Stephen Connolly, Steve Rosenthal, Unanimous. ? Administrator Report o Sybill reminded the members to contact Corey Swisher, the new administrative assistant to the Town Manager, indicating their preference of a VRD pass or a TOV parking pass which is provided for their service to the Commission on Special Events; and that Untraditional Marketing had requested their shoe sizes. o There was consensus to reschedule the June CSE meeting to Tuesday, June 22, in order to accommodate Sybill's conflict with the Colorado Water Quality Control Commission's annual retreat on June 14-15. o Summer Street Entertainment: Following a discussion of the potential for sound overlap between Street Entertainers at the Children's Fountain and "Jazz at the Market" which will be apart of the Art and Wine Faire at the International Bridge each Saturday, there was consensus to keep the Street Entertainment schedule the same as last summer. Diane Moudy, of Resort Entertainment, felt that there was adequate distance between the two venues and the CSE members felt that they should do everything possible to help out the merchants who are enduring the streetscape construction in the area of Wall Street and the Children's Fountain. The following is the approved schedule: Every Friday, Saturday, Sunday from June 26- August 29: Friday, 4:00 p.m. - 6:30 p.m. • Gore Creek Promenade in Vail Village • Lionshead Plaza by the Ticket Windows Saturday, 1:00 p.m. - 5:00 p.m. ¦ Children's Fountain in Vail Village ¦ Vail Village Inn Plaza • Lionshead Plaza by the Ticket Windows Sunday, 11:00 a.m. - 3:00 p.m. • Children's Fountain in Vail Village ¦ Vail Village Inn Plaza • Lionshead Plaza by the Ticket Windows CSE/sn Minutes 05/18/04 Page 1 of3 ? Event updates: o The Session: Chris Emmer distributed an overview of event and announced that Honda had ,r committed for another 3 years as a title sponsor. He explained that Honda had signed on with the idea of appealing to the low end "Element" of their market, but had decided that the success of the event combined with the impact of the Vail image, warranted it becoming an overall "Honda" event. He told the CSE members that the "buzz" from the athletes, the majority of who went on to Aspen for the X-games, was that the Session is, hands-down, the event to participate in. Chris emphasized, that although he did not have actual figures on sales tax impacts, that the large number of spectators attending, especially at the evening events; combined with the fact that sponsorship benefits in the form of lodging and dining were minimal and that all of the athletes were "on their own nickel" for lodging and dining could not help but have a positive impact on the Vail economy. CSE members encouraged Chris to explore additional avenues of promotion that would emphasize the event as something families can enjoy together. The Session will be held January 14-16 in 2005. o Ski Classic: Chris Emmer then distributed an overview and recapped the continued success of this established icon event. He commented on the successful alliance with Countrywide Loans, who came on as a title sponsor at the last minute, and have plans to use the event as a perk for their company nationally. He explained that the discontinuance of the alliance with the Christopher Reeve Paralysis Foundation had provided an excellent opportunity to forge a relationship with the Mountains of Hope and to thereby distribute the proceeds of the event to more locally based charitable organizations. CSE members commented that the event feels like a hospitality event for VVF sponsors, and that although that is valuable, they encouraged Chris to seek ways to make the Ski Classic more of a destination event, and to find ways to make the event more accessible to the general public and the community. Chris added that next year's celebrity recruitment would focus more on "athletes," in order to broaden the appeal to the Vail demographic. The Ski Classic will he held March 16-20 in 2005. o Vail Film Festival: Scott and Sean Cross showed a DVD reviewing the success of the inaugural Vail Film Festival and stated enthusiastically that the event had surpassed all of their expectations this year and that it had proved itself positively in its first year. They stated the expectation that the attendance should increase from 5000 this year to upwards of 10,000 next year and announced that United Airlines had signed on for amulti-year sponsorship. Venues are already being negotiated for next year's event which will be held from March 31- April 3, 2005. Scott reported that hotel and budget numbers would be available after July 1, and requested time on the July CSE agenda to present the final recap of the event. ? Status of Vail America Days Event: Laurie Asmussen presented an updated budget and reported that she has secured $7500 in sponsorship to date and is continuing to make contacts with the goal that at least a portion of the $15,000 in supplemental funding provided by the CSE will not be needed. She affirmed that in consideration of the CSE's $40,000 allocation, $1000 from the Town of Minturn for the Washington High School Prep Band, $7500 in guaranteed sponsorships and $2500 from the Street Entertainment budget for the July 4a` weekend, the $50,000 budget of proposed expenses to insure an "A+" event had been met and that it would not be necessary to request additional funding from the Town Council. ? Event Recruitment Update: Rick Chastain distributed a copy of a news release announcing that the Pro-Cycling Tour Rocky Mountain Classic has been cancelled due to the inability to secure a title sponsor. Organizers, Threshold Sports, LLC, will continue sponsorship sales efforts for the event with plans to reschedule it in 2005. CSE/sn Minutes 05/18/04 Page 2 of 3 Additionally, Rick presented an update on the status of the Event Recruitment program. He reported that his presence at the National Association of Sports Commissions Annual Events Marketplace in Jacksonville, Florida provided excellent exposure for Vail as a potential host site and that numerous contacts had been made. Rick noted that most cities are represented by a team of representatives at such events, rather than by a single individual and he encouraged the CSE to consider forming an Events Recruitment Corporation or "Sports Commission" whose mission would be the selling of Vail as a host site for a large number and variety of events. He stated that his goal is to offer a selection of 8 events within the regular funding cycle that meet the requirements the CSE has set. ? Review discussion topics and procedure for the lunch meeting with Town Council at 12:00 p.m. The CSE reviewed the materials provided to the Council in preparation for the joint meeting and approved, with minor changes and additions, the proposed format to present an overview of the CSE's purpose, Strategic Plan, decision making criteria and accomplishments to date. It was suggested that Council be asked to use their influence to encourage active participation of the VRD at CSE meetings. ? 2005 CSE Funding: Sybill explained that the application for the CSE's 2005 appropriation from the Town Council is due by July 30 and proposed that the request be for $565,000, the same as the CSE was allocated in 2004. The CSE felt that the Council's decision regarding the designation of America Days as a "cultural event" might affect the amount to be requested. Additionally, the newly proposed procedure for more extensive CSE review of event permits and the addition of a 2"d meeting each month is likely to require additional staff time that should be reflected in the 2005 request. The CSE directed that time be allotted to discuss the issue further at the June meeting. ? New Business: There was no new business. ? The meeting was adjourned at 10:50 a.m. M/S/P: Steve Rosenthal/Richard tenBraak, Unanimous. Minutes taken and submitted by Sybill Navas May 18, 2004 A roved b l ~ ~ ~ ~ Date: ~I J' PP Y , 'rman, Commis ion o Special Events Next Meeting: Tuesday, June 22, 2004 at 8:30 a.m. Town of Vail, Community Development Building Large Conference Room CSE/sn Minutes 05/18/04 Page 3 of 3 Minutes: ~ Town of Vail: Commission on SDecial Events Meeting Town of Vail Municipal Building: Council Chambers Tuesday, June 22, 2004, 8:30 a.m. CSE Members Present: Ian Anderson, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin CSE Member Absent: Stephen Connolly Others Present Included: Corey Swisher, Dan Conway, Scott Bluhm, Matt Mire, Joe Blair, Joel Heath, Bill Jewitt, Rick Scalpello, John Dakin, Leon Fell, Lorelei Donaldson, Kaye Ferry, Diane Moudy, Andrea Feldman, Marty Stewart, and Sybill Navas ? Chairman Dave Chapin called the meeting to order at 8:30 a.m. ? Motion to approve the minutes of the CSE meeting of May 18, 2004, as presented. M/S/P: Steve Rosenthal, Richard tenBraak, Unanimous. ? Clarification of role of WCTB with the TEVA Mountain Games and the Professional Cycling Tour: Ian Anderson explained that the VVCTB had entered into an expanded contract with Untraditional Marketing this year to manage and produce P.R. for the TEVA games as a natural progression from their role as the original producers of the Whitewater Festival which they had designed as Vail's "kick-off for summer." Matt Mire referred to the Rick Scalpello/Italian Festival situation and noted that the Town Council has the last word in int~~Y~eting the status of CSE members with regard to compliance with the ordinance, since no legal definition of "producer or promoter" exists in the Town Code. He stated that the other Town of Vail boards operate under the Colorado Statues, that members recuse themselves when conflicts exist and that, in his opinion, the CSE should operate under the same rules. He explained that the intention is to avoid a conflict of interest and indicated that he would discuss the situation with Stan Zemler as to how to approach the council with recommended changes that would clarify the ordinance. ? Village Streetscape Construction Review: Scott Bluhm gave an overview of the Streetscape activities to date, indicating that they had wrapped up major construction Friday as planned and that minor clean-up activities would be completed before this coming Friday. They intend to do minor finish type work on Wall St. and Eaton Plaza through the summer with the goal of getting the restrooms operational by fall. He informed the CSE that heavy construction would begin the day after Labor Day and would include the installation of a new culvert across Mill Creek at Hanson Ranch Rd. CSE members commented that September is really not a true "shoulder season" and that they hoped the construction management would be sensitive to the merchants at that time. Scott assured the board that they would do everything possible to mitigate the impacts and that there would be no work on the Oktoberfest weekend from noon Friday through Sunday. ? Event Updates: o Final Report and Budget Presentation: Taste of Vail: John Dakin distributed an overview and final budget for the 2004 Taste of Vail. He noted the 12% improvement in April sales tax and hoped that they had contributed to the increase. John reported that the event had shown an increase in ticket sales, increased auction proceeds and increased sponsorships. When all bills are in, he estimates that there will be a $30,000 contribution from profits to local charities. 2005 dates will be Apri16-9. Ctif:isn Minutes 0(~;,,'U•3 Page 1 of 3 o Review of TEVA Games: Joel Heath distributed a handout highlighting the successes of the Mtn. Games and reported that they were the lazgest event ever for V W, based on test drives. (More than the Sundance Film Festival.) He stated that the Denver Post had reported that the Teva Games were head to head with the Xtreme Games in changing the nature of outdoor events to a more mainstream activity attracting a broader base of participation. CSE members took the opportunity to make the following comments: 1. The placement of the concert stage neaz Crossroads proved to be very successful, minimizing impacts to the storefronts and lodges. Diane Moudy commented that although it worked well for this event, the site would not work as well for events like Street Beat that have much lazger attendance and that there was some difficulty in placing the stage within the confines of the planter. 2. The liquor security lines confined the event and Bridge Street was "dead"- is it possible to define the liquor licensed azea to include more of the village? Joel responded that the Streetscape construction had caused them to take a conservative approach to that azea, and that the expansion down towards Crossroads had opened up the event to the Vail Village Inn and Plaza areas. 3. Return the event to Memorial Day? Joel noted that the event had been moved because of the difficulty of going head to head with the Bolder Boulder and in the interest of hitting the window of highest run-off level in Gore Creek. The final report and budget numbers will be presented at the CSE meeting in August. o King of the Mountain Volleyball: Leon Fell reported that the tournament had attracted 210 teams this yeaz, up 30% from last year and expressed thanks to the VRD, the Town of Vail and VRI for their significant contributions to the success of the event. The final report will be presented in July or August. ~r?' ? Administrator Report o Sybill requested that consideration be given to moving the regulaz CSE meeting to the 4th Tuesday of each month so as not to conflict with Council meetings. This would make it possible to schedule the Council Chambers for CSE meetings and would allow ample time to prepare presentations for Council when necessary. Motion to change the regular CSE meeting day to the 4th Tuesday of each month, with a 2°d meeting to be scheduled as needed for permit review. M/S/P: Steve Rosenthal, Richazd tenBraak, Unanimous. o An e-mail from Laurie Asmussen was distributed updating the CSE on the status of Vail America Days. Some additional sponsorship dollazs have been secured and the event remains within the proposed budget with a good number of musical performers scheduled to participate in the parade. The CSE directed Sybill to re-emphasize to Laurie the importance of keeping water guns out of the parade. o A list of all Special Event Permits that have been issued this year was distributed. Steve Rosenthal commented that the number of permitted days was skewed by the lazge number of Streetscape Construction days and noted that these were not truly "special events" in the usual sense. Sybill explained that the purpose of the permits was to provide notification to all departments of unusual circumstances that impact the public rights of way. Additionally, the Special Event Permit allows opportunity for additional signage and outdoor vending that would not otherwise be permitted under the Town Code. Per CSE direction, "out of the ordinary" events will be "asterisked" on the list. ? Annual Presentation to Council and Consideration of CSE Budget Request for 2005: Sybill stated that all materials aze due to the Town Council by July 30 and that the following issues need to be considered: ('SElsn Minulcs U(,'~~11-~ Pagc?~~1~3 r o TEVA Mountain Games and/or Vail America Days: Should they be designated as an Icon event and referred to Town Council for annual funding? Some members felt that since ~,r America Days is an event that the community expects to occur, and that is accompanied by a level of expectation that does not lend itself to profitability for an event promoter, the Council should allocate funds on an annual basis. Kaye Ferry noted that the CSE traditionally has considered its allocations as "seed" funds, with the idea that an event will be weaned from public funding after a 3-5 year period. Ian Anderson reminded everyone of the Ultra 100- which moved to Beaver Creek after having been successfully established in Vail with Special Event money, because annual sponsorship was no longer committed. He stated that the CSE was charged with providing a strategic calendaz of events yeaz round- and that if we aze asking promoters to produce events in the slow times of yeaz it will require some financial support, else they will all seek to do their events in the high season. Joel Heath encouraged the board to consider events as an "investment portfolio," and that each one should be considered individually for the benefits that it provides. After lengthy discussion the CSE agreed by consensus that it is their job to review all events and provide a balanced calendaz of events that will generate vitality in the community and that it is contrary to the concept of providing an overall strategy to send events back to the Council. o Should the CSE issue an RFP specifically to attract a Labor Day and/or Memorial Day event? Steve Rosenthal suggested that the VCBA might have a role in facilitating several small scale activities that would enhance the level of vitality during the Memorial Day weekend, based on Beaver Creek's Bar-b-que and Blues Festival. o Will additional staff time be required to implement the new procedure? Sybill indicated that the hours allocated for administration are adequate. o Continuance of the Event Recruitment program? o Are there changes to the CSE Ordinance that the members would like to recommend? CSE members requested that Sybill work with Matt Mire to suggest to the Town Council an amendment to the ordinance. o Dollaz amount of funding to be requested in 2005. Based on the previous discussion, Dave Chapin asked all members to come prepazed at the July meeting with a recommendation for the CSE request. ? New Business: Sybill was asked to invoice Double J Productions for return of the funds allocated to the Vail Style Snow Show. It was suggested that afollow-up letter be sent indicating that rights to hold an event in the Town of Vail may be forfeited due with outstanding debt. ? The meeting was adjourned at 10:45 a.m. M/S/P: Steve Rosenthal/Ian Anderson, Unanimous. Minutes taken and submitted by Sybill Navas June 22, 2004 Approved by: ~ , ~ Date: G~.~.. l~.n; Commission on Spec Events ~ 1 Next Meeting: Tuesday, July 27, 2004 at 8:30 a.m. Town of Vail Council Chambers CSI:'sn Minutes (16,'?'~11~1 Na~c ~ uf3 r. Minutes: Town of Vail: Commission on SDecial Events Meeting Town of Vail Municipal Building: Council Chambers Tuesday, July 27, 2004, 8:30 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included: Arn Menconi, Dan Conway, Bill Jewitt, Rick Scalpello, John Dakin, Kaye Ferry, Diane Moudy, John Joy, Chris Emmer, Jeff Brausch, Scott McCormick, Laurie Asmussen, Rick Chastain, Marry Stewart, and Sybill Navas ? Chairman Dave Chapin called the meeting to order at 8:30 a.m. ? Approval of Minutes: Motion to approve the minutes of the meeting of June 22, 2004, as presented. M/S/P: Steve Rosenthal, Ian Anderson, Unanimous. ? Formalize approval of $10,000 funding allocation to the Vail Classic, a bike ride event proposed for Saturday, September 4, 2004 and discussion of proposed Vail Village Criterium on Sunday, September 5. Arn Menconi presented an expanded concept fora 3 day Bicycle Event in Vail over Labor Day weekend. Cu~~~,~~tly, there are no other significant bicycling events in the state over the holiday weekend, creating an opportunity for Vail to take ownership of Labor Day Weekend with regard to biking in Colorado. The event will be anchored by the 80 mile "Vail Classic," (aka "Leadville Loop") a citizens ride on Saturday, September 4. He cited as the model the "Iron Horse Classic," an established Memorial Day event in Durango, which features a Citizen's Ride on day 1, a Criterium on day 2 and a Hill Climb on day 3, with the object of enticing as many guests as possible to arrive on Friday and stay through the weekend. A hill climb is currently scheduled out of Beaver Creek on Monday. Additionally, the CSE was asked to endorse a proposed Village Criterium, a bike race in Vail Village based on the Coors Classic of the early `80's which would take place on Sunday, September 5. Steve Rosenthal vocalized concerns that a race in the heart of the village would impact access to the shopping district on the last viable day of the summer season. He stated that he was more interested in the number of spectators, rather than the number of riders. There was some discussion of alternative routes, and Sybill was directed to explore those possibilities as part of the permitting process. Rick Scalpello stated that the Farmer's Market is in full support of the concept and could move some of their tents into the Crossroads Parking lot if necessary in order to accommodate the race route. The CSE endorsed the concept by consensus and directed Arn to work with Sybill regarding the required Town of Vail permits and communications with the Town of Vail Staff and to begin talking to the businesses within the village as soon as possible. Arn's organization has received $15,000 in funding from the Town Council for the Vail Classic and anafter-ride event in Vail Village on September 4. Motion to formalize the approval of an additional $10,000 in CSE funds for the same event: M/S/ P: Stephen Connolly, Richard tenBraak, all in favor except Steve Rosenthal, who abstained from the vote. CSt:/sn Minutes: 07/27/04 Page 1 of4 ? Review Draft RFP and Schedule for Funding Allocations: The RFP was approved as presented with the following to the Schedule: • October 8: Deadline for applications to be submitted. • Wednesday, October 20 and Tuesday, October 26: CSE review of applications for funding, each meeting scheduled for'/2 day each if possible. Should the number of applications submitted make it possible to hear all of the applications in one meeting; it will be scheduled for October 26, the regular CSE meeting date. • November 23: Appropriate funds ? Event Review: Spring Back to Vail: Jeff Brausch and Scott McCormick of Highline Sports aired a video which highlighted "tons" of people having fun over the two weekends of the event and distributed a final report and budget reconciliation. The crowd numbers generated over the two weekends were the largest of the year, and it is especially noteworthy that in consideration of spring conditions that were the driest in years, skier numbers were up and many merchants reported record sales for April. They reported that Vail Resorts continues to see a direct correlation between this event and increased skier numbers and that they are dedicated to "step it up" next year, emphasizing a "book your return trip to Vail early" marketing theme. In stating that "music draws like nothing else," Jeff noted that the huge turnout for the two street concerts featuring Blues Traveler and Clarence Clemons once again illustrated Vail's need for a venue which can hold more than 2500 persons. Presentation of Intercept Survey Data to date: Sybill reported that Joe had telephoned with regrets that he would be unable to attend, as he had to be on-site for the removal of the TEVA Mountain Games climbing wall from the Ford Park Parking Lot. The item was tabled until the September meeting, by which date the data from all the events being surveyed should be available. o Vall Film Festival o Spring Back to Vail o TEVA Mountain Games o Vail Arts Festival o Big Wheel, Brews `n Chili The remaining intercept surveys will be taken at the Got Milk? Soccer Tournament and Oktoberfest. The CSE was be asked to identify the 8`t' event to be surveyed, and directed by consensus that the final survey in the contract be taken at the Vail Classic Bike Ride on Labor Day Weekend. ? Review and Discussion o America Days: Laurie Asmussen reported that the crowd for the parade was estimated at 30,000-40,000 people, up considerably from previous years. The elimination of "water" was the biggest issue- with both favorable and unfavorable reactions. She noted that the Farmers' Market seemed to add a lot and contributed to numbers of people remaining in town after the parade. The goal had been to increase the music- and that was met. The ad campaign was a combined effort between Minturn, Avon and Vail, and appeared to work well for all parties. CSE comments included: 1. The need to plan performance spots so that groups with longer "acts" would not hold up the parade. 2. Insure better clean-up behind the horses. 3. Crowd control: many people were walking in the parade route and children were often running out in front of on-coming vehicles, creating significant safety issues as well as making it difficult to either watch the parade as a bystander or to move forward in an Ctil;;sn Minutc,: U71'?710~1 Page 2 of4 unimpeded manner as a participant. Consideration should be given to "fencing" the parade route next year and providing. crossing marshals along-the way. ~,r 4. Move the Sponsor tent to an alternate location to keep access to Wall Street open. o Arts Festival: Laurie reported that the Arts Festival was particularly challenged by construction in Lionshead and Friday's nasty weather. The layout was difficult, with the stairs providing a barrier between the Plaza and the North Day Lot. 94 artists participated and, in spite of the challenges, many reported increased sales over last year. Lionshead merchants were positive in their support of the event. She added that she would like to add more music to the event, in the interest of trying to keep people in LH longer. The Sunday numbers were excellent, and Laurie stated again that she felt the Farmers' Market was an asset. She commented that although her numbers showed a decrease in sales of 8% over last year, the effects of the Chili Fest on Saturday's attendance were difficult to determine, especially on account of the inclement weather. Ian Anderson reported that he had received a phone call from someone complaining that the quality of the event had gone downhill and that the Festival was turning into an Arts & Crafts event. Laurie replied that her jury was the same one that reviews entries to the Cherry Creek Arts Festival, which is generally considered to be one of the nations' top Arts Festivals. o Big Wheel, Chili `n Brews: Tabled due to absence of Joe Blair. ? Event Recruitment Update: Rick Chastain presented a handout describing the current status his efforts. He noted that the Western Regional Softball Championship event, a result of this program which was held in Ford Park over the weekend, had 18 teams (350 participants) registered as of last Friday and had expected more over the weekend. He reminded the CSE that the $1400 allocated to this event had been designated to reimburse the VRD for the use of the fields. Rick closed his comments by stating that he is preparing to attend the TEAMS 2004 Conference in Houston (the largest event conference in the US) and that his #1 goal is to have 6 events lined up that will require no additional funding or will apply to the CSE for funding as part of the upcoming allocation process. ? Review CSE Annual Presentation and Budget Request for 2005: All of the CSE members supported the theory that Special Event funding should be increased in light of the coming years of construction in Vail Village and Lionshead. Additionally, there was consensus to embrace the philosophy that, in the interest of providing clarity and strategic consistency, the CSE should be the forum all event decisions. Sybill was directed to prepare a 2 tiered proposal: o Tier 1: $725,00- an increase of $160,000 to be allocated roughly as follows: ¦ Commit $50,000 to America Days (an increase of $10,000) ¦ Commit $45, 000 to establishing a 3 day Labor Day Event ($25,000 increase over this year), and implied support of the Vail Classic if it is successful this year ¦ Commit an additional $20,000 to the Film Festival, bringing total support for the 2005 event up to the level the 2004 event- since part of the funding had come from 2003 dollars. ¦ Commit $50,000 to establish a new event for the 3`d week in August. ¦ Reserve $15,000 to support events procured by the Event Recruitment Program ¦ Provide fora 10% increase in the administration and research budgets, as well as an overall 10% increase in direct event. o Tier 2: Request that the Council delegate the responsibility for the "Culturally Designated Events" to the CSE. Sybill will e-mail the proposal to all members for comments prior to submittal. The format for presentation to the Council will be discussed at the CSE meeting on August 24. CSF:/sn Minutes: U727;U~ Page3of4 _ ? Administrator Report ~r+ o ~ Review of Permits Issued: Sybill noted the inclusion in the packets of the updated list of Special Events Permits issued to date. There were no additional comments. o Oktoberfest Construction Impacts: Sybill reported that she had attended a meeting along with other Town of Vail Staff members (including Greg Hall, Leonard Sandoval, Chad Salli and Russell Forrest) to discuss the construction activities that Vail Resorts has proposed to begin on September 7`'' in the Lionshead Mall. The construction manager, William Sallee, indicated that he could do preliminary work around the edges and has agreed to avoid the licensed Oktoberfest area until after the event. o Street Entertainment Update: After reviewing comments received to date, specifically citing the limited audience in the Gore Creek Promenade on Friday afternoons and the not always welcome impact from amplified sound at the Children's Fountain upon diners lunching on Pepi's Deck, the following venue changes were recommended by consensus: ¦ Move the Friday afternoon entertainment in Vail Village from the Gore Creek Promenade to Slifer Plaza. ¦ Move the entertainment on Saturday and Sunday from the Children's Fountain to Seibert Circle. Diane Moudy will check with Phil Long to make sure that there will be no conflicts with scheduled musicians at the Red Lion. ? New Business: Stephen Connolly inquired about the follow-up on the 4~' of July funding from Eagle County that was allocated to down valley communities. Sybill reported that she will be in contact with the county for information as to how to apply for these funds in 2005. A brief discussion ensued regarding the viability of coordinating the event calendar on a valley-wide scale, in the interest of not scheduling community events in competition with one another. Lastly, Steve Rosenthal noted that the majority of attendees at the Hot Summer Nights concerts seemed to be made up of locals and 2"d homeowners and inquired if the marketing of the series could not be stepped up since it was of such a high quality as to attract out of town visitors. Chris Emmer replied that the out of town attendance was estimated by the numbers of people in the seats vs. the lawn, and that there was significant Front Range exposure in their marketing program. ? The meeting was adjourned at 11:45 a.m. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill Navas July 27, 2004 ~ ' Approved by: , n- Date: ~ ~ V Chairman, C'~fmmission on pecial Events v Next Meeting: Tuesday, August 24, 2004 at 8:30 a.m. Town of Vail Council Chambers CSG/sn Minutes: 07/'?7!U4 Nage 4 of 4 ` Minutes: Town of Vail: Commission on Special Events Meeting Town of Vail Municipal Building: Council Chambers Tuesday, August 24, 2004 at 8:30 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Inclt~ded• Joe Blair, Pam Brandmeyer, Joel Heath, Leonard Sandoval, Chris Emmer, Terry Brady, Laurie Asmussen, Kaye Ferry, Bill Jewitt, John Dakin, and Sybill Navas AGENDA: ? Motion to approve the minutes from the meeting of July 27, 2004, as presented. M/S/P: Steve Rosenthal, Richazd tenBraak, Unanimous ? Vail construction review for 2005: Leonard Sandoval gave an overview of the construction projects underway in Vail Village and Lionshead and outlined some of what can be expected over the next yeaz: 0 2005 Vail Village Streetscape construction is planned for Upper Bridge Street, as well as the completion of the work on Lower Bridge Street, Hanson Ranch Road and Gore Creek Drive to the east of Bridge Street. o When the Swiss House begins demolition and construction, it will trigger utility work on Meadow Drive. Streetscape work on Meadow Drive is planned for the summer of 2005. Leonard indicated that they do have a permit for the demolition, but no building r _ .it as yet. Excavation may occur at any time, but is only permitted in the right of way until Nov. 15. Additionally, Meadow Drive is scheduled for streetscape im~,~.. cements in 2006. o When Crossroads "goes" it will trigger work on the chute, impacting the access to Meadow Drive. o The Vail Village Inn may begin demolition as eazly asmid-September, but does not have a permit yet. When they do begin, there will be construction impacts to Vail Road. Leonazd confirmed that the building is expected to be demolished by mid-December. o Lionshead is ci:..~:,~rly affected by the snow cat bridge construction west of the Water and San District, and the continuing work on the new skier bridge. Construction is expected to begin on the 16 town homes to the west of the Marriott within 2 weeks. The "Core Site" is expected to undergo preliminary utility work this fall. Kaye Ferry stated that she had been informed that construction would not begin at the core site until after the ski season, pending the successful sale of at least 50 of the 75 condominiums. T'he offering is expected to begin in November- with the decision to move forward on construction deferred until Mazch. Dave requested that Leonard please keep Sybill updated on potential street closures as building permits are issued. ? The CSE received informational packets containing final reports and budgets for the following events: o TEVA Mou~~:n Games: Jcel Heath and Jce Blair Joel quoted the Denver Post in stating that in its 3`d yeaz, the TEVA Mountain Games has become the "crown jewel" of outdoor events, that they have exceeded all goals that had been set for this year, and that in fact, the games have a larger advertising CSF~:isn Miiurtcs: UR "_'~lr'O~} Page 1 of 4 ' campaign than Vail Summer. He stated that the climbing venue in Crossroads worked particularly well, and that next year they hope to have lazger bleachers on the ~,r International Bridge that would accommodate more ~.:,..~le and allow traffic to flow underneath- and which would also improve the access to the promenade. He noted the unfortunate and inaccurate press coverage after the Jurassic 5 concert, which he characterized as a great concert with great energy. Richazd tenBraak inquired as to what the average length of stay is for attendees, and Joel responded that he guessed about 4 nights, adding that the Lodge, the Sitzmazk and the Sonnenalp were all sold out during the event and that TEVA alone accounted for 1000 room nights. Steve Rosenthal commented that the timing of the event is great for Vail and that some kind of business index to measure the effects over that week would be a valuable PR tool. Also, he encouraged Joel to consider including Town of Vail community memL:,.~ more in the VIP events, so as to create a lazger dew:.:. of ownership within the community. o Big Wheel, Brews `n Chili: Joel Heath and Joe Blair 2004 numbers were down 40% for this event. The weather was particularly bad, and several restau«t~ chose not to parti~~r~e at the last minute. Joel noted that many Lionshead restaurants did not participate because of the Arts Festival- an impact which he had not foreseen. Discussion included suggestions to look into the regulations which seem to be limiting the viability of a broader chili cook-off competition, which might ~ll~«ct non-professional chili chefs. It was noted that the brews had become an essential addition to the event and the Big Wheel c.,...r:;rition has rt ?en to be so successful that monster.com has contacted Untraditional marketing about producing as many as 64 of the events all over the country. o Vail Arts Festival: Laurie Asmussen Despite the addition of continuous live entertainment and wine tasting, both the construction in Lionshead and the weather Yr~ sided particulaz challenges for the event. Laurie commented that the although the bad weather seemed to send people into the restau.~..rs, splitting the eves venue between the mall and the North Day lot did not r~i~~' ~e to be a good choice for the artists, as the stairs seemed to create a barrier. It was noted that the venue will become more difficult as construction in the Lionshead core begins in the next yeaz. Bill Dewitt commented that the Arts Festival would likely need a new venue even after the construction is e. ~ ~ ~ . r.lete, as the new building will cover much of the cu«.,ut plaza.. There followed some discussion as to how the event might fit into the community as a whole, if it cannot be accommodated in Lionshead. Additionally, Laurie was encouraged to partner with an alliance of nationally recognized arts f~.~l: gals to insure that the quality would Y~:..r.ain high and that opportunities for sponsorships might become more available. o America Days: Laurie Asmussen Laurie stated that this event has a high potential for sponsorship devel.,y~,~ent. She reported that there were mixed reviews on the elimination of "water" in the Y~~de and that some had suggested .,.~,~d:ng a "zone" where water guns might be allowed. There were a number of comments regazding how to improve the parade, including: ¦ Improving the "flow" by creating designated performing azeas where participants might ~t:.Y out, do their performance and step back in. ¦ Require that all commercial ;;.~l.~es must have a decorated "float," and not just be advertisements. It was noted that next summer's construction in Lionshead will require significant alternation of the traditional route, likely meaning that the ra.~.de would again start at ('St:isn Minutes: Uh~~~4-Ud Pale 2 of 4 Golden Peak and finish at the main LH Bus Stop. Bill Dewitt observed that this would be a hardship for LH merchants,, as business is always the best where the parade ends. ~r? It was noted that the Farmers' Market was successful in helping to keep people in Town after the parade and that it would be desirable to find something to keep the atmosphere of fun going between the end of tbe concert in the afternoon and the fireworks at 9:45 in the evening, as h«rr:,~.s iIl Avon. Ian Anderson commented that the celeL~«lYons in Vail, Minturn, Eagle and Avon combined provide the "best 4~' of July experience in the State," and that not combining marketing efforts is a significant missed opportunity. o King of the Mountain Volleyball: Leon Fell was unable to be present due to a personal emergency and will present this report in September. ? Administrator Report o Update on Council funding hearing: In response to the Council's inquiry, the CSE prioritized by consensus their 2005 funding request as follows: $155,000 additional direct event funding: 1. $10,000: Raise the allocation to the America Days Event from $40,000 to a total of $50,000. The additional funds will be used to guarantee that the parade has a lazge number of musical performers, to guazantee the TOV shre of bringing the Washington High School Prep Band, and to implement security measures for crowd control issues. 2. $20,000: Additional funding for the Vail Film Festival. It is anticipated that the Film Festival will request at least $60,000 in total funding. The Film Festival received $40,000 in 2004 and $20,000 asstart-up funding in 2003, for a total of $60,000 to produce the April, 2004 event. The proposed allocation does not reflect an actual increase over what they have received in the past. 3. $50,000: A new event to fill the calendaz "hole" in late August. The CSE will issue an RFP stating that seed funding is available for an event that meets the designated criteria that would be scheduled over the 3`d weekend in August. 4. $35,000: Additional funds to establish a Labor Day Weekend Event. The CSE's share of the TOV contribution to the Vail Classic in 2004 was $10,000. If the event proves to be successful in this, its inaugural yeaz, the CSE would consider funding a three day bicycling event at the $45,000 level. If not, the CSE will seek to establish an alternate anchor event for that weekend. 5. $15,000: Support for events procured under the Event Recruitment Program. 6. $25,000: 5% overall increase in direct event funding. And, $5000: To allow fora 5% increase in the Administrative Services budget and a 10% increase in the Research and Event Evaluation budget o Information regazding the financial status and a list of permits issued to date was distributed with the packets. There was no additional discussion of these items. CSI:/sn Minu~cs: I1};i?d~f1~1 Page 3 of 4 • o Sybill stated that the Town of Vail Design Review Team would be reviewing the funding applications on October 13, as the first step in implementing the streamlined process of event review. ? New Business: o Looking forwazd to 2005, Steve Rosenthal commented that the CSE needs to do a better job of balancing the events calendaz, specifically noting that the last 2 weeks in August are lacking in activity relative to the rest of the summer and the month of September. o Ian Anderson suggested a joint strategic planning meeting between the CSE and the VLMD in order to better align the efforts of the two groups. He will contact Sybill to schedule a meeting in eazly October, should the Marketing District Advisory Boazd concur at their next meeting on September 9. ? Motion to adjourn at 10:45 a.m. M/S/P: Steve Rosenthal, Richard tenBraak, Unanimous Minutes taken and submitted by Sybill Navas August 24, 2004 1 3 1 A roved b i ~ ~ ~ ~ ~ Date: ~ } PP Y• ~iairman, Commission Special Events Next Meeting: Tuesday, September 28, 2004 at 8:30 a.m. Town of Vail Council Chambers ~r CSIi/sn Minutcti: U~i?4'U4 Page of 4 Minutes: Town of Vail: Commission on Special Events Meeting Town of Vail Municipal Building: Council Chambers Tuesday, September 28, 2004 at 8:30 a.m. CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included.• Joe Blair, Pam Brandmeyer, Joel Heath, James Deighan, Bryan Rooney, Jeff Brausch, Joe Joyce, Diane Moudy, Jenna Stephenson, Rick Chastain, Laurie Asmussen, Kaye Ferry, Rick Scalpello and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 8:30 a.m. Motion to approve the minutes from the meeting of August 24, 2004, as presented. M/S/P: Rich tenBraak, Ian Anderson, Unanimous. Steve Rosenthal arrived just after the vote was taken. Discussion of Event Vendor Issues: Pam Brandmeyer presented the CSE with a letter and accompanying photograph that Buzz Schleper had sent to the Town Council regarding the placement of the entertainment tent at Oktoberfest and the negative impacts to his business. Steve Rosenthal emphasized that the CSE has an official responsibility to preserve access to every business and that implicit in the Town's support of Special Events is that all businesses will benefit. The fact that Buzz had been closed since Easter was noted, and that communication between merchants and event organizers is an essential element to a successful event that should work in both directions. It was observed that the real difficulty stems from the lack of a clearly defined concert venue and guidelines for stage set-ups. Sybill was directed to respond to Buzz, and copy both the Council and the Town Manager's office. Following this discussion, the CSE listened to issues raised by Joe Joyce regarding Highline Sports' operation of Oktoberfest. In addition to being treated rudely, Joe felt strongly that the CSE should not allow event promoters to compete directly with local businesses and that all businesses should be allowed to set up and participate in front of their own establishments. Again, Steve Rosenthal stated that the policy has been to allow exactly that and that the purpose of Special Events is to create a prosperous business environment which will bring in more tax dollars. James Deighan responded that this mission was indeed accomplished, that Oktoberfest was successful, and that their decision to sell both food as well as beer was driven by an interest in operating the event in a fiscally responsible manner, so as to insure its viability in future years. The position of the Town of Vail is that the Right of Way is leased to the event promoter via the mechanism of the Special Event Permit, and therefore the event promoter has the final word on the use of the venue per the stipulations in that permit. After some discussion regarding whether or not the policy of allowing all businesses to participate and delineating that anon-compete clause be included in the contract or the pernut, it was decided to maintain the current unwritten policy of allowing merchants to participate in front of their own businesses when an event venue includes that frontage, and to continue to work towards creating more opportunities for participation by the business community and improving the communication between the businesses and event organizers. CSEisn Minutes: O9r'?h/Ud Page 1 of 4 Event Recruitment Update: Rick Chastain reviewed an update on the Event Recruitment Program that had been included in the packets. Marketing efforts included participation in the National Association of Sports Commissions Annual Events Marketplace in Jacksonville, FL which resulted directly in the securing of the 2005 Tri America Series Triathlon for Labor Day Weekend, and possibly a Rock the Goal 3v3 Soccer Event. He added that he had pulled out of the bid process for the NAIA Men's' and Women's' Cross Country National Championships because of an onerous bid requirement and the limited potential that the event would be awarded to Vail considering the altitude and the November time-frame. Rick stated that he would be presenting applications for 4 events as part of the RFP process, with 2005 funding requests not to exceed $14,000. Sybill confirmed that the Host Communications Got Milk? Soccer Tournament would not be returning. Rick summarized the report by stating that the program is achieving its objectives; Vail's name is "out" as a host site targeting events that require a modest level of support. Motion to fulfill the financial contract with Legacy Sports Group as requested based upon the submittal of the RFP's for the events described. M/S/P: Stephen Connolly, Steve Rosenthal, Unanimous. Holidays in Vail: Laurie Asmussen presented an outline for the restructuring of this event, doing away with the multiple Tree-lighting ceremonies and continuing with the traditional President Ford Tree- lighting in Vail Village on December 18 and a kick-offto the holidays celebration in Lionshead and Vail Village on Saturday, November 27. This event is scheduled so as not to compete with the Tree- lighting festivities in Beaver Creek on Friday. Laurie suggested that they were working on placing Santa each weekend in Slifer Plaza in an "ice sculpture" setting- however the CSE members felt that it was important that Santa be in LH on one of the two days each weekend. Laurie stated that the Police Dept. had requested that the New Year's Eve Fireworks be held at 10:00 p.m. in the interest of r facilitating the implementation of the curfew. There was consensus among the CSE that the fireworks should take place immediately following the Torchlight Parade, as they normally do, because it creates a larger event and is better for families. Event Review and Final Report: o King of the Mountain Volleyball: Leon Fell provided information in the packet, but was unable to attend due to illness. He will present his data and answer questions in conjunction with his request for 2005 funds. o Vail Arts and Wine Faire: Rick Scalpello distributed an overview of this 1St year event. He stated that it is unlikely that he will do the event again, as it was difficult to get the merchants on board and he did not have enough help. He also stated that the permitting of the event had been extremely onerous and that most of the issues were with the Town of Vail. Steve Rosenthal commented that this was an outstanding event, providing great energy and ambience, that he had heard nothing but positive comments and was hopeful that Rick would change his mind and submit an application as part of the RFP process. o Vail Lacrosse Shootout: Jim Soran was not able to attend, but provided an overview and budget summary for inclusion in the packets. There was no discussion. o Street Entertainment: Diane Moudy and Jenna Stephenson distributed a summary of the survey information compiled over the summer, showing not a single negative response. Suggestions as to how to improve the program included advertising more and expanding to more days. Also, Jenna stated that the larger combos drew more positive comments than the solo acts. Refining the locations in response to neighborhood impacts and audience response proved to be very productive. CSI?is? Minutcs: 119,"'Ki04 Page ~ ~~f4 Survey Information to date: Joel Heath and Joe Blair distributed the Intercept survey information gathered at the following events: o Vail Film Festival o Spring Back to Vail o TEVA Mountain Games o Vail Arts Festival o Big Wheel, Brews `n Chili o Vail Classic Bike Ride o Got Milk? Soccer Tournament o Oktoberfest Joe reiterated that the purpose of the surveys was to gather inf.,~~~~ation to help measure guest expenditures, demographics and create an "apples to apples" comparison between the events. Joel Heath noted that the demographic results show that advertising is best utilized on the Front Range and that participatory events, such as the 3v3 Soccer Tournament, have the lazgest impact, since these events show the lazgest number of people coming specifically for the event. The data shows that with respect to all the events, a lazge number of people aze doing something else as well. Joel stated that this round of surveys was a "Stage 1"effort and stressed that it is not possible to get real economic impact numbers without accurate measurements of attendance. He suggested that next yeaz they would propose moving to "Stage 2," and attempt to hire a group to specifically identify the number of people at each event and then break out the differing levels of expenditures between locals vs. overnight guests and those who aze already in Town vs. those coming specifically for an event. This data could then be compazed with the data collected by the summer mazketing program. The ultimate goal would be to provide the council with an accurate measurement of the Return on Investment from the CSE's event funding program. Discuss format for Funding Allocation Hearing: The CSE agreed that it would keep the process fair and would encourage more candid responses from the applicants if those seeking funding could be interviewed without the presence of their competitors. All applications will be made available to the public at the close of the review meetings. Additionally, Sybill was directed to keep the meetings to a half day each, if at all possible. Administrator Report: o The current Financial Report was included in the packets. Sybill pointed out that the balance of funds remaining under "Allocations" is really a negative $1150, due to the cancellation of the Vail Style Snow Show and the fact that JJ has not refunded the money he was awazded. It should not be a problem for the overall budget however, since the administrative budget expects enough savings to cover the deficit. o Sybill presented a letter from Host Communications, indicating that they would no longer be producing the Got Milk? 3v3 Soccer Tournament. o Council Review of 2005 Funding Request: Moved to Tuesday, October 5 o There was consensus to move the December meeting to Tuesday, December 28. New Business: Ian suggested a brainstorming session with the Mazketing District Advisory Council and there was consensus to move forwazd with scheduling a 2 hour meeting as soon as possible. October 7 was suggested as a possible target. Ian will work with Sybill to make arrangements. As a response to Rick Scalpello's comments from earlier in the meeting, there was a brief discussion as to how to facilitate the permitting process. Rick stated that he felt it would be important to look at the current permitting process, which he described as arbitrary and closed to the public. Joe Blair commented that many of the difficulties arise from the fact that Vail does not have an adequate CSI?,~sn Minutes: O9;'~R;U4 Page 3 ofd r" venue for many of the types of events that are being produced and that as a result, communication becomes ever more important in mitigating the impacts. He encouraged the CSE not to make new rules without studying the impacts. The meeting was adjourned at 12:00 noon. M/S/P: Stephen Connolly, Ian Anderson, Unanimous. Minutes taken and submitted by Sybill Navas September 28, 2004 Approved by: Z 1 Date: { ! ~ rman, Co fission on pecial Events CSI:'sn Minutes: 119;~ii/Ud Nage 4 of ~ s Y' Minutes: Town of Vail: Commission on SDecial Events Meeting Town of Vail Municipal Building: Council Chambers Wednesday, October 20, 2004 at 8:30am CSE Members Present: Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included: Ian Anderson, Joe Blair, Pam Brandmeyer, Joel Heath, Arn Menconi, Katie Brauer, John Edwards, Laurie Asmussen, Joann Moore, Howard Stone, John Dakin, Kaye Ferry, Rick Scalpello and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:30 a.m. There was consensus to move the approval of the minutes from the September 28, 2004 CSE meeting until October 26, 2004. Consideration of Special Event Funding Applications (attached): No actions taken. o Vail Classic/Snowboard Outreach Society: In conjunction with the presentation of the application from SOS for 2005 CSE funding in the amount of $25,000, Arn Menconi presented a recap of the 1st Vail Classic Bike Ride which was held on Saturday, September 4. Although 192 participants had pre-registered, the event was significantly affected by heavy rain on the day before and snow on the morning of the 4~' which virtually eliminated any last minute registrations and discouraged even those already signed up from riding. Given only 6 weeks from conception to completion, the event was successful in a number of areas including volunteer recruitment, marketing and PR, excellent hotel packages, and course set up (which had been prepped for 500 riders). The concept behind the post-ride dinner (which was catered in the Gore Creek Promenade) is to create an event where participants will bring family and friends and stay through the weekend. Arn emphasized that the long term goal is to capture Labor Day weekend as the destination for cyclists with the development of a major road biking event. CSE members encouraged Arn to seek additional sponsors, given the lead time of a whole year. o Vail Classic: Criterium: Requesting $10,000 in 2005 CSE funds, John Edwards presented an overview of his concept to recreate the energy of the "Coors Classic" Criterium, which was recognized throughout the country in the late 70's and early 80's. He explained that, contrary to the idea that the event would make access to businesses in the village difficult, the event is specifically designed to interface with the merchants by providing opportunities to take ownership through a variety of marketing tools and driving spectators right to their doorsteps. John emphasized that the circular momentum of the event would drive spectators around the course throughout the day. It was acknowledged that construction in the village next summer might provide some challenges and John stated that he would not be opposed to looking at alternative courses if the Classic route would not prove to be viable. CSE members remarked on the positive aspects of an event that has a built-in attraction to families with its ties to the Lance Armstrong Junior Olympics Series and that by tying the two events together (with the Vail Classic) people would be encouraged to stay for the whole weekend. It was noted, however, that the attraction of the historical race was based on the participation of some of the biggest names in bicycling. CSF.!sn Minutrs: IUi?I)i0~} Pagc I of5 i o Proposals from Untraditional Marketing: • Dine Around Vail: Presenting a request for $10,000, Joe Blair gave a PowerPoint presentation to describe this new event proposed for December 1-15, 2004. He stated that the concept is designed to showcase local restaurants with the long term goal of creating an image of Vail as a "restaurant destination," ultimately partnering with a charity which would attract nationally recognized celebrities. Vail Resorts has promised $40,000 in marketing aids. CSE members commented that this time of year has a significant potential to develop business. • Mardi Gras Vail: In requesting $25,000 in funds for this new event, Joe Blair stated that the intention is to create the biggest Mardi Gras celebration on the Western Slope. He said that Vail Resorts is stepping back after last year's inaugural event in the belief that the event will be more successful as a community event, but will remain a significant sponsor providing over $100,000 in marketing support. He stated that CSE funds would be used to purchase beads, masks, etc. to "costume everyone in town," buy decorations, and provide festive signage that would stimulate the basis for a strong community involvement. • Big Wheel, Brews `n Chili: Joe Blair presented a request for $30,000 for this event whose goals include creating an exciting weekend destination with positive brand image and creating vitality in the early summer season. He noted that the numbers were down this year, but that was a reflection of weather that was particularly unpleasant. Joe stressed that in 2005 it will be their focus to put Chili back on top by using larger sample sizes, ad "tents" for brewers and restaurants, offering a cash prize and advertising benefits for the winners as an incentive to participate and to become a "sanctioned" event for Chili. CSE members encouraged the use of creative efforts to generate more restaurant participation. There was additional discussion of the Town's permitting process, and whether or not local restaurants should be allowed to participate out of doors at the event selling something "other" than chili. • TEVA Mountain Games: Joel Heath, utilizing another PowerPoint presentation to request $90,000 in sponsorship for the Teva Mountain Games, described the event as the "Crown Jewel Adventure Event," and noted the Denver Post's comparison of the Mountain Games to the X- Games. He stated that the advertising campaign for the Games was stronger than that of Vail Summer and broader based than that of Vail Winter. In the interest of keeping the Games vital and appealing, Joel described several opportunities within the event for improvement and expansion including: Cultural Side: • Include an adventure film component • Music: Nationally recognized acts and moving the ball to Dobson Arena • Creation of a "non-profit" zone • "Street Demo;" exhibition of events under the lights with music overlap Family and kids adventure clinics and opportunities for participation "Slopestyle" Mountain Bike event CSE members commented that with all of the national media exposure and advertising, perhaps there should be more focus on the Front Range? Joel re-emphasized the `trickle-down/across" effect of TEVA hosting their International Sales Group in Vail at the same time- and providing a "weather proof' benefit of sold-out lodges at what would otherwise be a particularly slow time of year. o Vail Jazz Foundation: • Washington Prep High School Marchin~ Band: Howard Stone presented the request for $7750 to help support the band's annual 4 of July trip to Vail. He reminded the CSE that Minturn contributed $1,000 last year which went directly into the America Days budget and that in addition to their participation in the parade, the band performed at the Children's Fountain and at the Art & Wine Faire on the International Bridge. In 2005, they are scheduled CSE/sn Minutes: If);'?U/04 Page 2 of 5 f to perform with the Rochester Philharmonic Orchestra at the Patriotic Concert in the Amphitheatre. It remains possible that Minturn may again contribute, in which case the request ~rr of support from the CSE would be lowered proportionately. • Jazz at the Market: Howard Stone recapped last year's series of 10 concerts at the Farmers' Mazkets and commented that although the venue was somewhat constrained, the Jazz Foundation saw the market as a means of expanding their exposure. Anecdotally, he stated that many people came into Vail from down valley specifically to hear the jazz performances at the markets, and that the music helped to keep people in town longer and thereby spending more money. Rick Scalpello confirmed that the jazz performances were a positive contribution to the mazkets' attendance numbers. Howard restated the organization's long term goal of developing a summer-long festival and using the attendance numbers from the Farmers' Market performances to attract sponsors, which will be essential to mitigate the risks, both from financial and weather-related considerations, associated with a lazge concert at the amphitheatre. He reiterated that the Jazz Foundation was not in the position to undertake the $SOK-$100K cost of producing a "headliner" concert without significant sponsorship pazticipation. o Taste of Vail: John Dakin, representing the Taste of Vail presented a request for $10,000 for the upcoming 15th Anniversary yeaz of the event. He stated that the organization, in response to comments from the CSE and the public, was looking to the future to create new energy and revitalize the event. CSE funds, if awarded, would be used to add a "Colorado Lamb Cook-Off," which would be an outdoor competitive event, likely in Vail Village, with a lower ticket price that would make it available to a broader range of people. He reported that the Food Network had expressed interest in doing a Vail Lifestyle piece, and that this competitive cooking aspect was in ~,r line with what they were looking for. John also stated that they had been communicating with Highline Sports and Entertainment and Vail Resorts regarding combing their efforts to market April events. o Proposals from Eagle Valley Events: • Vail Arts Festival: Laurie Asmussen, accompanied by Joanne Moore, presented a request for CSE sponsorship in the amount of $25,000 and stated their intention to move the event to August 19-21 so as not to compete with the Big Wheel, Chili event. In light of the proposed construction in Lionshead, they would like to move the event to Vail Village. Laurie stated that on top of the inclement weather which negatively impacted sales, the split venue between the Plaza in Lionshead and the North Day lot last summer was not well received by the artists, who perceived of the stairs as a significant barrier to the flow of traffic. Kaye Ferry reported that the ski company had deferred their decision until March as to whether or not they would begin the Lionshead Core project next summer dependant on the outcome of condominium presales which would begin just after Christmas. The CSE acknowledged a potentially difficult "political" issue if the event were to move to Vail Village and recommended making the event location contingent on Vail Resorts' decision in March. There was discussion as to the potential impact of changing the dates of a long standing event, but Laurie reassured the Commission that the schedule was favorable regazding other events and that she would be able to benefit additionally from the expertise of some of the Cherry Creek Arts Festival producers. • America Days: Laurie Asmussen presented a $50,000 budget for the Vall America Days celebration and expressed her intention to increase scale of the fireworks display and to bring in 3 to 5 additional bands that would participate in the parade and perform throughout the villages during the weekend by not subsidizing the Washington Prep High School Band. She confirmed that both the pazade and the fireworks would be held on July 4th in Vail, as has been traditional. CSI~;'sn Minutcs: 10/20104 Pagc 3 of 5 ' Steve Rosenthal raised a question as to how we might improve the venue for the fireworks- which is currently impacted by construction and dust. The concept of developing Ford Park as ~„r avenue from which to watch the fireworks and hold a community celebration was suggested and enthusiastically endorsed. Additional conversation included exploring means of to keeping people in Town after the parade and the concert. Laurie was asked if she felt it possible to acquire sponsorships to lessen the cost of the event to the Town, and she replied that she had been able to secure sponsorships this last year so as not to need the additional $10,000 that the Town Council had allocated in contingency. The county will be asked to contribute financial support for the fireworks. Kaye Ferry commented that it is inappropriate to ask the event producer to seek out sponsorships to put on an event that offers little opportunity for return and which the Town expects to happen a given level; rather a budget for the event should be presented and the Town should write the check. • Holidays in Vail: Laurie Asmussen presented the concept for this yeaz's planned event and requested $25,000 to produce next year's event. The event will include a Thanksgiving Tree- lighting ceremony in Lionshead on Saturday, November 27 as well as the traditional President Ford Tree-lighting ceremony in Slifer Plaza on Saturday, December 18. Santa will be at a designated location in either Vail Village or Lionshead on each Saturday and Sunday between Thanksgiving and Christmas and the fireworks will take place immediately following the Torchlight Pazade on Golden Peak on New Yeaz's Eve. Laurie intends to augment the budget for fireworks to $5000, from the $2000 spent last year. The CSE proposed that this event, as well as America Days, might better be considered by the Town Council as "culturally designated" events, since they come with a specific level of expectation and cost each yeaz and cannot be measured by the criteria under which other events aze considered. Sybill will submit an agenda request for the Town Council's consideration at their meeting on November 16. o Proposals from the Vail Recreation District/Youth Services: • uY06" New Year's Eve for Youth: The CSE agreed by consensus to set aside $5,000 for this event and requested that Chad return to the boazd in January with a report on the 2004 ("Y05") event. • Family Spring Carnival: Chad Young also presented the VRD's Youth Services Department request for $1500 and parking discounts for the annual Spring Carnival. He stated that the purpose of this event is to give families an opportunity to recreate together, to give down valley residents an excuse to come into Vail, and to contribute to visiting families' intent to return by providing a family oriented activity. In response to questions as to why attendance numbers have been lower in the last couple of years, Chad replied that the first year event was such a big success that the lines were too long and that they have had to "rebuild" customers. Also, last year's plan to schedule the date for akick-off to Spring Break backfired as many of the kids were not in town. The Mazch 11, 2005 date was chosen because it is a "free" Friday for local schools, but does not back up to spring vacation. Sybill informed him that pazking considerations were not within the purview of the CSE, and requests of that nature should be directed to the Town Council. o New Business: Sybill informed the boazd that Town Attorney, Matt Mire, is preparing an Ordinance for consideration by the Town Council that would amend the structure of the CSE so as to address the continuing difficulties with the conflict of interest provisions that are inherent in the existing structure. o The meeting was adjourned at 12:40 p.m. o M/S/P: Stephen Connolly, Rich tenBraak, Unanimous CSE./sn I~IIIUII'S: lUi2U/114 Pagc 4 ~~f 5 Minutes taken and submitted by Sybill Navas October 20, 2004 ~r'~t~? Approved by: ~ Date: ~ ~I V ~C1.ha~fman, Commission on pedal Events ('tif.; sn `~1inutcs: I U,`?0!i)4 Pate 5 ~~C i Minutes: Town of Vail: Commission on SDecial Events Meeting Town of Vail Municipal Building: Council Chambers Tuesday, October 26, 2004 at 8:30am CSE Members Present: Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included.• Pam Brandmeyer, Scott Cross, Sean Cross, Kaye Ferry, Russ Forrest, Rick Chastain, Julie Weihaupt, Chris Emmer, Terry Brady, Leon Fell, Bryan Realph, Adam Germeck, Je,~'Brausch, Aldo Radamus, Pete Seibert, Jennifer Yance and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:30 a.m. Motion to defer approval of the minutes of the meetings held on September 28, 2004 and October 20, 2004 until the November CSE meeting. M/S/P: Stephen Connolly, Steve Rosenthal, Unanimous. Russ Forrest presented 3 different architectural concepts for the proposed Vail Conference Center. CSE Comments included: • A113 are unique and appealing in their own right. • # 2 makes a strong statement with the windows and steps into the future; # 3 looks like we are trying to hide the beauty of Vail. • Just get it built! Consideration of Special Event Funding Requests: No actions taken. o Vail Film Festival: Scott and Sean Cross presented a PowerPoint review of the 2004 Vail Film Festival in conjunction with their request for $75,000 in funding for the 2005 event. They cited an impressive list of sponsors for a first year event, including United Airlines, Cosmopolitan Magazine, and Kodak as well as local sponsors: Vail Resorts, Town of Vail Commission on Special Events, Vail Chamber and Business Association, Fat Tire, Vail Daily, and the Vail Cascade Resort. Highlights listed 55 film screenings, the Gershwin films, the high level of panel discussions, the music showcase and 5000 attendees. Strengths identified included the North American premiere of "Before Sunset," coverage in all major film and online industry publications, successful filmmaker recruitment and presence at the festival, successful film critic recruitment, success in launching careers of filmmaking talent, venue acquisition, high quality of programming and the innovative collaboration with the Gershwin Foundation. They reiterated their intent to maintain the independent film focus of the festival and not to succumb to the pressures of the Hollywood Studios as the event evolves. Areas for improvement identified included an earlier start on the marketing campaign, fundraising efforts and volunteer recruitment, better coordination of festival transportation between venues and filmmaker hospitality. CSE funds were used to defray the costs of venue rental, digital theater equipment, printing and catering. Expectations for the 2005 Film Festival include the presence of more celebrities and major filmmakers in attendance, the increased involvement of United Airlines including a Vail Film Festival presence in "Hemispheres" in-flight magazine and promotions on in-flight video, an Animation Contest, and more agency partnerships and cross promotions with major film festivals and travel agencies. In response to the question," Why was CSG~sn Minute; 10 ?6~Od Pagc I of S the 1St year such a success?" Scott and Sean identified strong relationships with board members and connections with the film industry and, not the least, the important brand association with Vail. The request for increased funding reflects a desire to put the Vail Film Festival "on the map" and the necessity of insuring that the second year of the event will be stronger than the first. Most of the sponsorships in the first year were of the "in-kind" variety, leaving the event cash poor. o Proposals from Event Recruitment Program/ Legacy Sports Group: Rick Chastain gave a PowerPoint presentation of the event recruitment activities in 2004 to date. He stated that he had just returned from the 2004 TEAMS Conference in Houston, with information on 3 additional leads to follow. This year's activities have resulted in the following proposed contracts, as described in the update as presented: ¦ US Race Series: Vail Half-Marathon: September 10-11 2005. Requesting $7000. With a participation goal of 1500 athletes, the event is currently planned to run from Beaver Creek to Vail, but Rick indicated that he was attempting to persuade the organizing group to move the entire event to Vail. The CSE indicated that this would be important. ¦ 2005 TriAmerica Series Triathlon: Requesting $3000, the event is currently proposed for Labor Day weekend. Produced by Sommer Sports, for 20 years the leading producer of Triathlons in the United States, the event is slated to begin in Avon where the swimming portion of the event will take place in Nottingham Lake, followed by the bicycle leg which would end in Vail Village and then the running leg, which will also take place in the vicinity of Vail Village. The event budget is about $90,000, with a goal of about 600 participants, and is a turn-key event with no site fee, but requiring some logistic support and traffic control as well as a significant number of event day volunteers. The proposed agreement is a draft contract between the VVCTB and Sommer Sports, which provides some revenue sharing opportunity to the local organizing committee, as directed by the CSE. The goal would be to move the funds gained through the revenue sharing to replace CSE funding. Distribution of funds will be agreed to by the CSE. ¦ AJGA Nike Jr. All-Stars: With a mission of providing college scholarships to upcoming golfers, the American Junior Golf Association is requesting $5000 for the event which is scheduled on Monday-Thursday, June 7-10, 2005 and is seeking a 3 year contract. Agreement has been reached with the Vail Golf Course to accommodate the tournament which expects about 94 junior golfers. Rick stated that although this event attracts a relatively small number of participants, it could be viewed as the building block to attract a major golf event. 0 2005 Winter and Summer Street Entertainment/Resort Entertainment: Diane Moudy and Jenna Stephenson presented two requests, the first a renewal of the Summer Street Entertainment program at $68,500 and a new proposal for Winter Street Entertainment at the base of the lifts on peak days, for a total of $58,000. The higher relative cost of the winter program is driven by the fact that talent is more expensive in the winter, and heaters and tents with sides would need to be provided. Responding to a question regarding whether entertainment should be cut in Lionshead during the anticipated construction period next summer, Kaye Ferry reported that Vail Resorts was taking some responsibility for mitigating the impacts of their construction and had hired Brian Hall to develop a program of entertainment and activity. The CSE agreed by consensus that the winter proposal was not within their mission, that it was not the job of the CSE to provide ambience on peak days and that it would therefore be more appropriately sponsored by the ski company. Sybill was asked to provide a letter of recommendation for the winter entertainment program to Vail Resorts. CtiE'sn Minutes: I(1.%~h;O4 Page 2 of 5 o King of the Mountain Volleyball: Leon Fell presented a request for $10,000 to the facilitate the growth of the volleyball tournament in the following areas: ¦ Add a co-ed event on Friday, encouraging the single-sex event participants to stay throughout the weekend. ¦ Work with USA Volleyball to grow the event into one of the best junior development tournaments in the country. ¦ Expand marketing efforts through local and regional sponsorship development. Leon added that historically much of his help came from volunteer support, and that this was not going to be available much longer. Additionally, the price of renting the fields appears likely to be going up. The site will need to be struck by Sunday evening, requiring the assistance of professional event management. Responding to questions concerning how the weather affects the event, Leon stated that rain is only a problem when the grass becomes so wet that it is slippery and dangerous- in the sand, play goes on. The wind was more of a problem last summer. He added that it is difficult to turn an event of this variety and demographic into a 3 day event without a holiday weekend, as most participants need to be at work on Friday and Monday. o Kick-It 3v3 Soccer Tour: Bryan Realph and Adam Germeck presented the request for $30,000 from Crestline Sports, LLC to produce the tournament on August 5-7, 2005, with a scheduled rain date of August 12-14. Bryan confirmed that the entire event would be held in the Town of Vail and that Crestline Sports had confirmed both the Ford Park and Donovan Park fields with the Recreation district. They explained that it was Crestline Sports, then under the name of Summit Sports, that first developed the 3v3 soccer tour which was then sold 2 %2 years ago to Host Communications. When Host Communications announced their intent to disband the tour, Crestline took steps to renew relationships with the local soccer clubs and to secure the dates and venues necessary to take back the tournaments. They have been successful in that regard in 60 of 65 markets and are still in the process of attempting to buy the tour from Host Communications. They expect 1St year participation in Vail of at least 250 teams. Bryan explained that they put on 50-601ocal tournaments across the US, with 30 divisions- the 4 top teams in each division move on to a regional tournament and the winners move on to National Finals. Vail would be one of 9 "local" regional tournaments, but would be "open" to the participation of winning teams from other markets such as Chicago and Florida. In response to questions as to why the participation had dropped under Host Communication's management, Bryan stated that they had changed the event format to a "round-robin" tournament, which diluted the sense of competition among the teams. CSE members questioned the viability of a rain date from a scheduling perspective and were reassured that play would go on rain or shine except under very extreme conditions. o Vail Valley Foundation Proposals: ¦ The Session: Opening their presentation, Chris Emmer and Terry Brady thanked the CSE for providing valuable community support, which they stated as essential to any successful event. The Vail Valley Foundation is requesting $25,000 in sponsorship support for The Session, which is scheduled for January 12-16, 2005. Chris stated that "Transworld Snowboarding" had rated the Session the 5~` best snowboarding event in the world, indicating quite a remarkable achievement fora 2 year old event. Enhancements to the event in 2005 will include upgrading the television component to the Outdoor Life Network, offering a higher purse with 15 minute mini-Session payoffs and a national level concert which will likely be held in the Dobson Arena. He said that they had hired the best in the industry to design the layout, and although the Foundation was excited about the #5 recognition, the goal is # 1. Terry Brady added that, based on the X-Games model, the Session shows significant opportunity to grow. CSlasn Minutes: IUi2f,,'O~ Page 3 oC5 1 CSE members questioned the direct benefits to the community from an event which seemingly misses the target demographic. Terry responded that the event provided more crowds and people staying in Vail- with most of the athletes paying their own way, and that future customers are being developed, citing the example of the Lacrosse Tournament which continues to provide long-term, repeat visitors. Chris added that the snowboard industry is changing and evolving rapidly and that future surveys may show different results than that of the first year. He also reminded the CSE that the television impressions are not to be underestimated. ¦ American Ski Classic: Chris Emmer presented the request on behalf of the Vail Valley Foundation for $30,000 in sponsorship support from the CSE for the 2005 event which is scheduled for March 16-20. He emphasized the enhancement of the event due to the significant sponsorship of Countrywide Home Loans, who had undertaken jointly marketing the Ski Classic as part of their national marketing campaign. He also pointed out that the national syndicated television coverage of the event airs in the 4a' quarter, providing valuable early season exposure. In 2005, as a result of the success of the Session, the Ski Classic will add an "under the lights" nighttime component in the form of the Legends GS race. Also, the March 16th Street Beat concert will feature Little Feat and will be held at Golden Peak. Lastly, the Legends Downhill race will be reinstated as part of the event. He stated that the only part of the event that will be held outside of Vail is the Gala Dinner, which is booked in Beaver Creek. o Rocky/Central J3 Alpine Jr. Olympics: Aldo Radamus, Pete Seibert and Jennifer Vance spoke on behalf of Ski Club Vail's request for $15,000 for support of the Rocky/Central J3 Alpine Jr. Olympics. They stated that the J3 level skier typically travels with 1.5 parents and .5 siblings, and that families of participants look upon the event as a vacation opportunity. 160 participants are expected, bringing a total of 400 out of town visitors. When the event was held in Vai14 years ago, the ski club was not able to make budget, hence the funding request. Ski Club Vail has the rights to this event for the next 3 years, and the intent is to hold one each season, subject to financial viability. The event will take place from March 5-13, with 3 days of the event to be held in Beaver Creek on account of scheduling conflicts with the American Ski Classic. o Proposals from Highline Sports and Entertainment: ¦ Oktoberfest: Jeff Brausch showed a video and presented a recap of the 2004 Oktoberfest, which was significantly stepped up from the Oktoberfest of recent years. He noted highlights including keg decorating, traditional music during the day complemented by music geared toward a younger crowd in the evening and a Fun Run that attracted 225 participants benefiting Vail Breast Cancer Awareness. Difficulties with Joe's Deli, the inclusion of rap music, strolling entertainment, a hard time selling sponsorships and barstool racing were identified as "lowlights," or areas for improvement or elimination. The event was affected by weather, especially on the second weekend in Vail Village, but the survey data indicated a very strong event. Jeff remarked that the additional efforts of the VLMD on the Front Range proved to be very helpful. He described the event as extremely cost heavy, and significantly dependent on food and beverage sales. In his request for $100,000 in 2005 sponsorship funding, Jeff described the following potential additions andlor changes to the event: • Entice more visitors: from Out of State, Front Range and Locals. ¦ Make Friday evenings a component of both weekends. ¦ Provide more activities for kids. ¦ Non-stop entertainment on the main stage, eliminating the lags and strolling musicians. CS1~7sn I~Illlill'S: 1(1;?f,;l)~ P~gc 4 of 5 ¦ More mazketing and PR focus for both weekends, including promotion of lodging packages. ¦ Step away from selling food directly. CSE comments included increasing activity in the Gore Creek Promenade area and reviewing the use of the tokens which seemed to affect the spontaneity of spending. When asked if the potential increase in ROI would justify an extra $40,000 in funding, Jeff responded, "Absolutely." Additional discussion followed concerning the location of the Lionshead components of the event next year when Vail Resorts construction will be impacting the core. ¦ Spring Back to Vail: Jeff Brausch presented the request for $100,000 in sponsorship support for 2005 to help grow this event, scheduled for April 4-16, into the premiere spring time celebration in the United States. He stressed that this next yeaz it would be even more imperative to pull visitors to Vail in April since Easter will fall so eazly. Jeff stated that Vail Resorts had quadrupled their sponsorship, contributing both mazketing components and cash. Goals of the event aze to target "youth-minded" visitors and to entice return visits from eazlier in the season as well as to differentiate Vail and Vail Mountain from other resorts in the spring. 'The enhanced event will include: ¦ Moving from 2 weekends to the month of April ¦ "Spreading the Wealth," with events in Vail Village, Lionshead and on the mountain. ¦ Warren Miller Films "on snow" experience, filming next yeaz's movie. ¦ TransWorld Snowboazding event at Golden Peak. ¦ Media marketing taken to a whole new level with Ski, Skiing and Outside Magazines. ¦ Focus on Headliner concerts in a safe venue: possibly moving to the top of the Lionshead parking structure and/or Golden Peak. There is a desire to book the headliner concert early so that it can be used as a mazketing tool now. New Business: Jeff Brausch requested input from the CSE on an opportunity to relocate to Vail a one day, major music festival event, which has been historically held at Red Rocks and with the potential to attract 15 to 20 thousand people for a potentially "free" show. CSE members indicated that the weekend of August 27 would be ideal. After a lengthy discussion concerning the difficulty of allocating the limited budget over a large number of viable events, the CSE directed Sybill to prepare a request for council citing the strong correlation between their "5 Areas of Focus" and the economic contributions of Special Events, asking for an additional $75,000 in 2005 funds which would be directly applied to the 2 events which are perceived to be mandated; America Days and Holidays in Vail. Alternatively, the council will be asked to take these two events under their own purview as "culturally designated." Motion to adjourn at 1:35 p.m. M/S/P: Steve Rosenthal, Richard tenBraak, Unanimous. Minutes taken and submitted by Sybill Navas October 26, 2004 A roved b ~ ~ ~ Date: ~ ~ PP y - airman, Commission on ecial Events C'Si:Isn Minutes: 1(ll?t,r'04 I'sec 5 of $ Minutes: Town of Vail: Commission on Suecial Events Meeting Town of Vail Community Development Building: Large Conference Room Tuesday, November 23, 2004 at 8:30am CSE Members Present: Stephen Connolly, Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin Others Present Included.• Pam Brandmeyer, John Edwards, Laurie Asmussen, Joel Heath, John Dakin, Rick Chastain, Julie Weihaupt, Chris Emmer, and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:30 a.m. Motion to approve the minutes of the meeting held on September 28, 2004 and to defer approval of the minutes of the meetings of October 20 and 26, 2004 until the next meeting. M/S/P: Richard tenBraak, Stephen Connolly, Unanimous. CSE Restructuring: Ramifications of Ordinance 30-04, passed by Council on 1St Reading, November 16, 2004 were discussed. Since the Town Council will be reappointing/appointing 6 out of 7 members to the CSE at the Council meeting on the 4th of January, the CSE members agreed by consensus to cancel the meeting scheduled for December 21, 2004. The next CSE meeting will be Tuesday, January 25 at 8:30 a.m. Consideration of Renewal of the CSE Administrator Contract for 2005: Approved as presented to renew the contract with Sybill Navas to provide coordination and administrative services to the CSE for 2005. Event Recruitment Update and Consideration of Contract Renewal for 2005: Legacy Sports Group/Rick Chastain. The CSE decided not to renew the Event Recruitment Contract with Legacy Sports Group for 2005. Survey Proposal for 2005 and Recap of 2004 Intercept Survey Data: Untraditional Marketing: Approved as presented for intercept surveys at eight (8) events in 2005, with the first intercept survey to be taken at The Session. Six of the eight events surveyed in 2004 will be identified at the next CSE meeting for intercept surveys in 2005, and the Vail Lacrosse Shootout will be added to the list. Emphasis will be placed on establishing accurate attendance numbers for all eight of the events that were studied in 2004, plus the Session and the Lacrosse Shootout, for a total often events that will be assessed for detailed attendance figures in 2005. 2005 Funding Allocation Decisions: CSE event funding allocations and administrative contracts for 2005 were approved as indicated on the attached document. The remaining funds are being held back for the purpose of attracting or developing a signature event for the last weekend in August or Labor Day weekend. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous. New Business: CSE members requested a discussion of the permitting process and the Dobson Specific Special Event Permit as soon as agenda space will allow. The meeting was adjourned at 1:25 p.m. C5L',n h-1inui~,: I I 11} Pagc I ~~I~' M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill Navas November 23, 2004 ~ _ Approved by: ~ Date• !a rman, Commission on ecial Events C'Sl~; ;n ~1inW~,~ I I t1-} Page ~ CSE/sn 2005 Allocations 1/20/2005 Commission on Special Events: 2005 Funding Requests and Allocations YEAR: 2005 ~ 2005 Funds Available: $590,0001 $590,000 Rollover from Previous Year: $01 $0 Total Funds Available: $590,000 $590,000 Event: 2005 Dates: 2005 Funds 2005 Funds Requested: Awarded: Vail Classic: Criterium 4-Sep $10,000 withdrawn Vail Classic 3-Sep $25,000 tabled Oktoberfest/Highline Sports Sep 9-11 816-18 $100,000 $65,000 Teva Mountain Games Jun 1-5 $90,000 $65,000 Vail Film Festival Mar 31-Apr 3 $75,000 $60,000 America Days 4-Jul $50,000 $50,000 Summer Street Entertainment Jun 24-Sep 4 $68,500 $45,000 Spring Back to Vail Apr 4-16 $100,000 $40,000 Holidays in Vail* (WCTB in'03) Nov 25-Dec 18 $25,000 $25,000 Kick-It 3v3 Soccer Tour Aug 5-7 $30,000 $25,000 American Ski Classic Mar 16-20 $30,000 $20,000 Bi Wheel, Brews 'n Chili 25-Jun $30,000 $20,000 The Session I Jan 12-16 $25,000 $18,000 Mardi Gras Vail Feb 5-8 $25,000 $15,000 Vail Arts Festival Aug 19-21 $25,000 $15,000 Lacrosse Shootout Jun 24-Jul 3 $8,000 $8,000 King of the Mountain Volleyball Jun 16-19 $10,000 $7,500 Vail Jazz Festival Jul 3-Sep 5 $16,750 $7,500 "Y06" New Year's Eve for Youth 31-Dec $5.000 $5,000 *Nike Jr. Golf All-Stars (3 vrs) Jun 7-10, 2005-07 $5,000 $5,000 Taste of Vail Apr 6-9 $10,000 $5,000 "'Tri America Series;Vail Triathlon Sep 3-4 $3,000 $3,000 Family Spring Carnival 11-Mar $1,500 $1,500 *Westem Regional Softball Jul 23-24 $1,400 $1,400 *US Half Marathon Series Sep 10-111 $7,000 $0 Dine Around Vail Dec 1-15, 2004 $10,000 $0 Rcky/Cntrl J3 Alpine Jr. Olympics Mar 5-12 $15,000 $0 Winter Street Entertainment Peak Winter Days $58,000 $0 Subtotal: Event Funds ~ $859,150 $506,900 Administrative Contracts: Administrative +Expenses $35,000 $35,000 Event Recruitment $35,000 $0 Research/Event Evaluation $20,000 $20,000 Subtotal: Admin. Contracts $90,000 $55,000 TOTAL ALLOCATIONS: I $949,150 $561,900 FUNDS REMAINING: ~ -$359,150 $28,100 *These events are the result of the Event Recruitment Program