HomeMy WebLinkAbout2005 CSE Minutes MINUTES
Town of Vail
Commission on Suecial Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, January 25, 2005 at 8:30 a.m.
CSE Members Present: Ian Anderson, Stephen Connolly, Dave Chapin, Richard tenBraal~ Mark
Gordon, Steve Rosenthal and Todd Gerhke
Others Present: Wendy Armstrong (VRD), Roy Pickavance, Dan Comvay (VRI), Chris Emmer, Diane
Moudy, Pam Brandmeyer, Lorelei Donaldson, Laurie Asmussen, Kaye Ferry, Chad Young
and Sybill Navas
Dave Chapin called the meeting to order at 8:40 a.m.
Lorelei Donaldson directed the swearing in of the newly appointed/reappointed CSE members;
Dave Chapin, Ian Anderson, and Richazd tenBraak having each been appointed by the Town Council
to 2 yeaz terms, expiring in December of 2006 and Todd Gerhke, Mazk Gordon and Steve Rosenthal
having each been appointed to one yeaz terms, expiring in December of 2005.
? Motion to re-elect Dave Chapin as Chairman.
M/S/P: Rich tenBraak/Stephen Connolly/Unanimous
? Motion to elect Rich tenBraak as Vice-Chairman.
M/S/P: Todd Gerhke/Ian Anderson/Unanimous
? Motion to approve the minutes fi~~ the meetings of October 20 and 26, 2004 and November 23,
2004, as presented. M/S/P: Stephen Connolly/Rich tenBraak/[Jnanimous
Consideration of the following funding applications:
? Vail International High Altitude Training Camp/Roy Pickavance. After consideration of all of
the funding applications and just prior to adjourning the meeting, the CSE a~.r.~..~ red a motion to
allocate $1400 to jump start the mazketing campaign for the Vail International High Altitude
Training Camp, contingent on the willingness of the TEVA Mountain Games to incorporate the
camp within the scope of their event.
M/S/P: Stephen Connolly/Ian Anderson/Unanimous.
o Vail Classic: Arn Menconi was not present, but had submitted a revised request of $16,000
funding (from $25,000). The CSE did not make a decision on whether or not to fund the event.
o Vail Challenge Soccer Tournament: The CSE noted that although the timing of this event at the
beginning of October was excellent, much of it takes place down valley. (4 of the 16 fields used are
in Vail.) The CSE did not make a decision on whether or not to fund the event.
o Vail Valley Motorcycle Foundation: The CSE did not feel that there was adequate information to
consider the application for funding assistance to be applied to a Brooks and Dunn concert
proposed to be held in Ford Pazk or in the Amphitheater on Labor Day weekend. Sybill was
directed to request more information, a budget proposal and representation at the Februazy CSE
meeting.
o Celebrity Team Challenge Golf Tournament: The CSE noted that although the r. „~~asal had
merit, none of the specifics had been nailed down and members felt there was not enough time to
produce a successful event of this scale this yeaz. They suggested that if the producer is interested
CSE sn N11Nli"I~ES: I Ili Pa~c I of~l
' in pursuing the concept in 2006, an application be filed as part of the regulaz funding application
' process in the fall.
Final Reports:
o Holidays in Vail: Laurie Asmussen presented a recap of the Holidays in Vail, noting that she had
spent $4500 over budget and that the greatest challenge was the cancellation of the President
Ford's presence at the Christmas Tree Lighting Ceremony. Highlights of the event included the
New Year's Eve Fireworks and the Santa visits with free photos and hot chocolate. There was
discussion concerning how to best recreate the Town's traditional holiday kick-off in light of the
fact that the Fords' participation in future years is unlikely and that the event should be
redeveloped to best serve the needs of the community, perhaps by having a single "Tree Lighting".
or other holiday celebration in both Vail Village and Lionshead on Thanksgiving weekend, with
Santa and carolers on the remaining weekends before Christmas.
o KY05": Chad Young presented an evaluation and budget review of the event, noting that the
attendance of only 300 kids was disappointing, and raised the issue of whether the resources
needed to produce the event were not too deaz. He commented that the young people who did
attend were well behaved and seemed to have a great time. Suzanne Silverthorn has organized a
meeting on February 8 with the Police Dept., Eagle County, Town of Vail Management Staff, the
VRD and CSE to discuss what the Town's and the VRD's roles should be in providing alternatives
for the 14-20 yeaz old crowd on New Year's Eve, in light of both the Town's curfew and the
expectations of our guests and community.
Status of Event Recruitment Events: The CSE discussed the year end status report which had been
submitted by Rick Chastain and expressed disappointment in the results while noting that the program
was flawed fi.,~~~ the beginning because the Town of Vail cannot provide built-in event support at the
' level expected by the types of events that were being sought.
Administrator Report
0 2004 Year End Financial Report: A total of $575,597 was spent by the CSE in 2004, coming
within $403 of the total budget of $576,000 (including $11,000 in 2003 rollover funds) allocated
by the Town Council. There will be no rollover of those monies into 2005.
o Overview of 2005 Allocations
o Review 2005 CSE Meeting Schedule
o Rotary Duck Race: Sybill reported that although they are committed to the August 13 date this
yeaz, the Rotazy Club is reseazching the cost of buying their own ducks and has e~.~..ssed an
interest in partnering with the CSE to buy up to 15,000 ducks so that they will be in control of
setting the date that best fits Vall's needs.
o Labor Day RFP: Sybill was directed to try the RFP one more time and to work with local event
promoters in the hope of developing a food, wine and/or music based event
Vail Village and Lionshead Construction Hours Information: Summer 2005
In light of the anticipated constriction in the core site, discuss 2005 Lionshead Venue options for
the following events:
• Vail Arts Festival
• Oktoberfest
• Summer Street Entertainment
The CSE requested that Leonazd Sandoval and Scott Bluhm present an overview of the anticipated
2005 construction impacts at the February. CSE meeting, and deferred any decisions on venue changes
for events traditionally held in Lionshead until more information is available.
CSF sn 'V11N1!l~l~~: I ~5 O5 Pagc_' uf-~
• ,Determination of Events for which intercept surveys will be conducted: Intercept surveys were
taken at the following 8 events in 2004: Vail Film Festival, Spring Back to Vail, TEVA Mountain
Games, Big Wheel, Brews `n Chili, Vail Arts Festival, Got Milk? 3v3 Soccer Tournament, Vail
Classic and Oktoberfest. The Town Council had requested that surveys be taken at the Lacrosse
Shootout and the Session, however since Untraditional Marketing had not received direction on which
events to include in 2005, the Session was not surveyed this yeaz. The CSE committed to include that
event on the list for 2006, and to replace it with the American Ski Classic in 2005. CSE members felt
that it made sense to eliminate the surveys of Oktoberfest (since that event has proven itself and that
there is no question that funding will be continued) and the Vail Classic (since the future of the event
remains uncertain and the event was a minor influence on the number of people in town on Labor Day
weekend) Additionally, emphasis will be placed on establishing accurate attendance numbers for all of
the events that were studied in 2004, with the addition of the American Ski Classic and the Lacrosse
Shootout, for a total of ten events that will be assessed for detailed attendance figures in 2005.
? Motion to direct Untraditional Mazketing to take intercept surveys at the following 8 events in
2005:
1. American Ski Classic
2. Vail Film Festival
3. Spring Back to Vail
4. TEVA Mountain Games
5. Big Wheel, Chili `n Brews
6. Vail Lacrosse Shoot-out
7. Kick-It 3v3 Soccer Tournament
8. Vail Arts Festival
M/S/P: Steve Rosenthal/Stephen Connolly/Unanimous
Discussion of issues and determination of which logo should be used as acknowledgement of
Town of Vail support on promotional materials published by events that have received CSE
fagdiag: Town of Vail "Moantain" or KThinkSummer.ThinkVaiL "Referring to the joint meeting
between the VLMD and the CSE last November where both boazds agreed that the use of the VLMD
logo would Y~., ride a lazger benefit to the Town of Vail by reinforcing the message of the $1.5 million
dollaz tax supported marketing campaign, Sybill reported that a number of issues have arisen in the
actual implementation of this policy that need to be resolved, including:
o Opposition by some event ~,~~.,~..oters to driving traffic to the ThinkVail site
o Some promoters are reluctant to reinforce the ThinkSummer.ThinkVail call to action because they
are seeking direct partnerships with hotels to provide additional income for the event
o Winter Events aze sensitive to promoting summer
o The Town of Vail does not receive easily recognizable credit for its contributions
o Most events will not accommodate the use of both logos.
Pam Brandmeyer stated that the Town Council should make the final determination and that it would
be ur~~opriate for the CSE to forwazd a recommendation.
? CSE members directed Sybill to rY;,~,4re a memo to the Town Council for their meeting on
February 1, 2005 recommending the use of the ThinkSummer.ThinkVail logo of the VLMD as the
primary logo on event materials where the Town of Vail is to be recognized as a sponsor.
M/S/P: Steve RosenthaUStephen Connolly/Unanimous.
New Business:
o The CSE requested that the following items be placed on the agenda for the next CSE meeting on
February 22, 2005:
¦ How can we improve communication with the business community regarding upcoming
events?
• Report on the results of the meeting held on February 8 between Town Staff, VRD Staff,
VRI and the CSE regarding plans for New Year's Eve '06 and how to best r.,; side
entertainment for 14-20 year olds in light of the disappointing attendance at the "Y05"
event this year and the Town of Vail New Year's Eve curfew.
¦ Overview and discussion of the Town of Vail's Event Permitting Process
¦ 2005Summer Construction Schedule and Impacts
o Kaye Ferry reported that the VCBA has received many inquiries regarding upcoming events that
. they have been unable to answer due to the lack of inf ...cation on the online community calendar.
Since the current policy of encouraging event promoters to post their own event inf..r~.~ation does
not appear to be working, the Vail Chamber and Business Association has volunt;,:,Y:,d to maintain
the online calendar of events with information provided by Sybill.
? Motion to adjourn at 12:00 p.m.
M/S/P: Steve Rosenthal/Stephen Connolly/Unanimous
Minutes taken and submitted by
Sybill Navas
January 25, 2005
Approved by: ~.,.,~U Date: ~ _
airman, ssio on cial Events
Next Meeting: Tuesday, February 22, 2005 at 8:30 a.m.
CSt:~sn MWLITES: I I)~ Pagc4of4
MINUTES
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Tuesday, February 22, 2005 at 8:30 a.m.
CSE Members Present: (All) Ian Anderson, Stephen Connolly, Todd Gerhke, Mark Gordon,
Steve Rosenthal, Richard tenBraak and Chairman Dave Chapin.
Others Present: Diane Moudy, Leon Fell, Scott Bluhm, Leonard Sandoval, Sean Koenig, Pam Brandmeyer, Dan
Conway, Joe Blair, Laurie Asmussen, Chris Emmer, Chad Young,
Christine Carlson, Jeff Brausch, Dave O'Connell, Jenna Stephenson, John Power,
Sarah Akerovd, Rick Scalpello and Sybill Navas.
Chairman Dave Chapin called the meeting to order at 8:30 a.m.
? Motion to approve the minutes from the CSE meeting of Tuesday, January 25, 2005, as written.
M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous.
Construction schedule and venue impacts, specifically with regard to Lionshead Events and Street
Entertainment Sites in both Lionshead and Vail Village: Scott Bluhm, Leonard Sandoval and Sean Koenig
presented an overview of the anticipated impacts of construction activities on event venues this summer.
Streetscape construction will occur on Upper Bridge Street and Gore Creek Drive from the Children's Fountain to
Gorsuch. In addition to a proposed eazly stazt of construction on April 11 encompassing the entire Lionshead core,
there will be heave impacts on Vail Road and East Meadow Drive in the spring. Scott stated that the Town has
decided to accelerate the streetscape enhancement on Gore Creek Drive by doing the work on the Children's
Fountain and the stairway to the Gore Creek promenade thisyeaz, rather than in 2006 as had been originally
planned; in lazge part because of the number of private projects that will be moving forwazd in the azea, including
enhancements to the Creekside Building, Gore Range Mountain Works Facade and the Lodge Promenade sidewalk.
He explained that most of the deep utility work would be done in the spring, but explained that the Town can only
control the dates/times of construction on its own projects and those occurring in right of way; private projects will
be underway during the entire year. Pam informed the CSE that the Town has been spending a great deal of time on
construction staging plans with the goal of minimizing impacts on the business community by coordinating as
many projects as possible. CSE members expressed concern that some azeas of the village might be inaccessible
during the peak of construction. Scott and Leonard gave assurances that, although it may not be ideal, some means
of access to all businesses will be maintained at all times.
Steve Rosenthal informed the CSE that he will be meeting with Ian Anderson and Kelli McDonald to
discuss moving some of the VLMD marketing dollazs into aJune-September campaign for the purpose of
promoting the message that "Vail is open:' He stressed the benefits of the golf cazts and hosts that the Town
provided last summer and expressed his desire that the program would be expanded this yeaz. It was noted that Vail
Resorts is intending to open the Gondola on June 24.
Request for Additional Resources from the Town of Vail to Mitigate Construction Impacts: Sybill reported
that the Town Staff has been meeting weekly to develop and implement plans to mitigate the impacts for both
visitors and businesses of a multitude of construction projects, and that the Town Manager's office has requested
proposals for additional funding that will be made available for this purpose. The CSE asked Resort Entertainment
to provide an estimate for the addition of 2 weeks of Street Entertainment for Vail Village in June prior to June 25
and again in September for the 2 weeks after Labor Day and for the addition of ambient street entertainment in
Lionshead for the entire summer. It was also suggested that the events most seriously impacted forward to Sybill an
estimate for additional directional signage that might be provided by the Town, as well as identifying any other
construction generated obstacles accompanied by suggestions as to how they may be overcome.
• Administrator Report: Sybill reported the following:
t o Financial Update: A spreadsheet showing the current status of the distribution of 2005 allocations was
' included in the packets and it was pointed out that because of the cancellations of the Family Carnival
and "Y06" by the VRD, the balance of funds remaining in 2005 has increased by $6500, to $38,200.
o Council Decision on Logo Use: The CSE will request the use of both the ThinkSummer.ThinkVail
and Town of Vail logos for all non-winter events, defaulting to the Town of Vail logo when dual use is
not possible. Leon Fell, representing the King of the Mountain Volleyball Tournament, stated that he is
more than willing to use both logos and that he is happy to cooperate in any way that will give Vail
more exposure and bring more people into town.
o Update: Brian Hall's company has been c.,..t•acted by VRI to provide construction mitigation
activities in Lionshead similar to what was done in Beaver Creek. With a budget exceeding $700K,
there will be children's hands-on activities, as well as interactive displays and live "hosts," in what is
described as a "Children's construction museum" format.
o Update on the outcome of the meeting between V1tD, Town Staff and V1ZI regarding "Y06." All
parties agreed that the resources expended to put on the event were too costly for the number of
attendees (approximately $100 per person) and that the VRD would not produce it again this year. Bill
Jensen stated that VRI does not feel an obligation to provide entertainment on New Year's Eve as an
amenity for our visitors. Dwight Henninger and Suzanne Silverthorn will evaluate whether the Town
should provide an activity for young people on New Year's Eve in light of the curfew and the Special
Event District in the Village and will report to the CSE with their proposal in March.
o Cancellation of VRD Events: The following events historically put on by the VRD have been
cancelled due to serious budgetary constraints:
¦ Family Carnival
¦ Easter Egg Hunt
¦ Trick or Treat Trot
CSE Members felt that both the Trick or Treat Trot and the Easter Egg Hunt are events that are
important to the community that do not require significant resources to produce. Sybill was directed to
work with the VRD, the VCBA, Lionshead merchants and the Town to determine what resources might
be pulled together to produce the Easter Egg Hunt next month.
o Sommer Sports: Vail Triathlon/Site Visit: Fred Sommer is presently in Vail to determine the venues
and event support team for the Triathlon. The event will include a junior event on Saturday, September
3 which will begin with a pool swim at one of the Vail athletic facilities. Both short course and
regulation length divisions are proposed to be held on Sunday, September 4, beginning with the
swimming portion of the race in Nottingham Lake. It has come to light only in the last couple of days
that the Town of Avon did not have the event on their schedule, and had planned their own triathlon for
the previous weekend. Whether the TriAmerica event will be able to happen at all is contingent on
working out the issues with the Town of Avon to the satisfaction of all involved.
o The following comments were made by merchants at the latest VCBA meeting:
¦ Improve Fireworks on New Year's Eve
¦ Chili Fest- why can't there be an individual competition category? More participation needed
from restaurants. The number of participants was an embarrassment.
Update on Spring Back to Vail Concerts and Activities: Jeff Brausch distributed a complete event schedule,
highlighting several concerts with big name headliners. He stated that Highline Sports is excited to be using the
"new" venue at the Ford Park Parking lot for the final two concerts; which provides space for up to 13,000 people,
has excellent pedestrian and bus access, affects a limited number of neighbors, has a fabulous view and will take
significant pressure away from the Check Point Charlie site. Pam Brandmeyer thanked Jeff for Highline's
cooperation in looking for an alternative concert venue for large events. CSE members complimented Jeff on the
excellent job Highline is doing in appealing to a youthful demographic and encouraged him to promote the event in
the Aspen area in addition to the Front Range.
Consideration of Proposal from Highline Sports: Vail Food and Wine Festival, Vail Village, Saturday,
September 3, 2005: Jeff Brausch presented the request for $25,000 to produce the event and gave an overview of
the concept, which he described as a very high-end Oktoberfest with Jazz and Wine, vs. Oompah and Beer.
• Jeff stated that Highline Sports looks upon this new event as a springboard to Oktoberfest, for which the production
'J infrastructure is already in place, as well as an opportunity to fill out the month of September from a marketing
perspective. Christine Carlson, representing the Vail Jazz Foundation, affirmed their willingness to participate and
stated that they regarded the proposed festival as an opportunity to showcase their own event and to cross-promote
the Jazz Festival, which already brings in 25-30 world class musicians. The CSE requested that Highline present a
budget for the addition of a second day, while noting that the challenge would be gaining commitments to
participate from the restaurant community. Jeff agreed, but felt confident that it would be possible and that the
single-day aspect of the event would be an advantage in that regard. Christine Carlson added that the Jazz
Foundation is exploring the possibility of developing a Gospel Fest for the Sunday of Labor day weekend.
Vail Jazz Foundation: Clarification of the CSE's allocation of $7500 for Jazz at the Market concerts.
Christine stated, and Rick Scalpello confirmed, that the Farmers' Market had agreed to contribute $500 to the Jazz
at the Market performances, but at a cost of approximately $1000 per week, they would only be able to produce 8
weeks of entertainment with the funds that the CSE had allocated. Should the CSE be willing to allocate an
additional $1000 to this event, they would produce Jazz at the Market each Sunday from July 3-August 28. If not,
the Farmers' Market would contract, at its own expense, for a lesser quality of entertainment on July 3.
Rotary Duck Race: Duck Cost Sharing Proposal: John Power, accompanied by several varieties of rubber ducks
which had been strenuously tested in the Powers' hot tub, presented a request for $15,000 from the Rotary Club to
purchase up to 15,000 ducks necessary to produce their duck race. The Rotary Club has had to move the race away
from Labor Day Weekend because they do not own their own ducks; rather they are rented from Summit County,
who has established Labor Day as their chosen weekend. Although the purchase of ducks would not enable them to
change the date for this year's event (August 13), JP stated that if the CSE is interested in seeing the event return to
Labor Day in 2006 and beyond, the Rotary Club would like to discuss a "cost sharing plan" to purchase the ducks
for the following year. He also stated that last year's race, which was held on August 15, raised the most money of
any year in spite of the fact that the actual attendance numbers were lower.
Clarify direction on Event Proposals from the January CSE meeting:
o Vail Classic: CSE members tabled this application by consensus, pending clarification of the Vail
TriAmerica Triathlon issues.
o Vail Challenge Cup (October soccer tournament): CSE members noted that this is a valuable event and
encouraged Sybill to communicate that a proposal more in proportion to the fact that only 25% of the
event is held in Vail might be considered.
o Celebrity Golf Tournament Proposal
o Vail Valley Motorcycle Foundation: Concert with Brooks and Dunn
? Based on no additional information being forthcoming, a motion was made to remove the Vail Challenge
Cup, Celebrity Golf Tournament and the Vail Motorcycle Foundation requests from further
consideration for funding.
M/S/P: Stephen Connolly, Steve Rosenthal/ Unanimous.
? Motion to approve an allocation of $25,00(1 to Highline Sports and Entertainment for the purpose of
producing the Vail Food and Wine Festival on Saturday, September 3 and an allocation of an additional
$1000 to the Vail Jazz Foundation to bring the number of Jazz at the Market performances to nine (9),
every Sunday from July 3-August 28.
M/S/P: Steve Rosenthal/Stephen Connolly/ Motion passes 6-l, with Stephen Connolly opposed.
Overview of the Special Event Permitting Process: Sybill summarized the event permitting process and
presented a review of both the Special Event Permit Application and the newly implemented Dobson Specific
Special Event Permit Application, which is required only when the arena is proposed to be used for something other
than ice skating and which was developed in response to concerns from the Fire and Police Departments with
regard to capacity, safety and exit issues, and security. Both types of permits are reviewed at the weekly meeting of
the Design Review Team (DRT) where Town of Vail staff, prior to signing off on the application and with
• representation from all affected departments, evaluates the impacts of proposed events on public infrastructure, in-
kind services that may be required, safety issues, and possible scheduling and/or construction conflicts.
Rick. Scalpello was critical of the system, stating that the DRT meetings aze closed both to the public and to
the event promoter and as a result, the requirements for approval are frequently applied inconsistently. Chris
Emmer remazked that it has been his experience that the system seems to work efficiently and that when questions
have arisen at the DRT meeting around his events the issue has been worked out with the respective department in a
phone call or meeting. Sybill stated that Joe Blair had attended the DRT meeting only last week to discuss venue
options for the TEVA Games and that it has been the practice with complex events that the event promoter is often
asked to be present at the DRT meeting. The CSE recommended that this practice be continued and that when there
aze issues surrounding an event that aze not resolved in the initial discussion, the event promoter should be invited
to attend the next DRT meeting.
Brainstorming discussion on how to improve communication with, and participation from, the business and
merchant community with respect to Special Events: Sybill reported that the Special Event SNAPSHOT
subscription forms enclosed with the Business License renewal billing had generated quite a few responses and that
as event promoters are becoming more consistent in filling out and submitting their information this is proving to
be an effective means of communication with the community. Sazah Akeroyd added that the VCBA includes
special event information provided by Sybill in their weekly a-mail and fax broadcasts to a database of over 800
business license holders and interested parties, but commented that many business owners don't read them.
Additionally, the VCBA has committed to keep the online events calendar updated.
Rick Scalpello stated that the Vail Happenings signs aze one of the best means of informing both
community members and guests who may be walking through the villages about what is going on, both presently
and in upcoming months. He reported, however, that since the signs aze backlit from within they aze not in
compliance with the sign code. Without this lighting their effectiveness is limited after dark when many people
have time to stop and study them while they are strolling about shopping or on their way to dinner. He explained
that the issue would come in front of the DRB in the very near future. Sybill was directed to prepare a letter of
support from the CSE to the Vail Town Council, copying Russell Forrest, recommending that the sign code be
changed in whatever way is deemed necessary to allow for the backlighting of these signs.
Dave Chapin summazized the conversation by commenting that more is being done than is required, and
that although it is possible to disseminate yet more information, at some point it becomes the responsibility of the
business community take advantage of the data that is there.
New Business: Mazk Gordon remarked that the banner in Lionshead advertising the Film Festival is generating a
lot of interest in the event. Todd Gerhke suggested cross-marketing the Labor Day Food and Wine Festival at the
Film Festival, since both events have an appeal to a similaz demographic.
The CSE affirmed that, in spite of a light agenda, the March meeting should be held as scheduled and
requested that updates on the status of both the Vail Classic and the TriAmerica Vail Triathlon be included on the
agenda. Richard tenBraak stated that he would not be able to attend.
Motion to adjourn at 12:15 p.m.
M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous.
Minutes taken and submitted by
Sybill Navas
February 22, 2005
Approved by: ~ ~ ~ Date:. ~ '
an, Commission on Sp ial Events
Next Meeting: Tuesday, March 22, 2005 at 8:30 a.m.
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Minutes:
' Town of Vail
Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, March 22, 2005 at 8:30 a.m.
CSE Members Present: Ian Anderson, Stephen Connolly, Todd Gerhke, Mark Gordon and Chairman
Dave Chapin CSE Members Absent: Steve Rosenthal and Richard tenBraak
Others Present: Joe Blair, Joel Heath, Pam Brandmeyer, Jenna Stephenson, Kaye Ferry, Laurie
Asmussen, Diane Moudy and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:30 a.m.
Motion to approve the minutes from the CSE meeting of February 22, 2005 as presented,
with name correction as noted by Kaye Ferry.
M/S/P: Stephen Connolly, Mark Gordon, Unanimous.
Overview of CSE Board Member roles and responsibilities and ez pane communications:
Matt Mire was unable to attend due to illness. This item will be rescheduled for the April CSE
meeting.
' Willie Nelson Concert/Labor Day Weekend: Diane Moudy of Resort Entertainment reported
that she has been negotiating with Willie Nelson to perform in Vail on Labor Day weekend,
however it appears likely that Vail will be outbid by either Red Rocks or Aspen. Pam
Brandmeyer affirmed that the Town was supportive of these efforts and had verified that the
Ford Park Softball fields are available as a venue on either Saturday or Sunday, that Stan Zemler
has offered $25,000 from his budget to support the concert, and that the Town had suggested to
Diane that she might request additional support from the CSE.
Diane stated that whether or not the concert occurs does not hinge on CSE funding, as the
budget she presented indicated that there is the potential for significant profit, however the Town
would be called upon for in-kind services. Ticket sales are projected to be in the neighborhood of
15,000. She added that should the negotiations with Willie Nelson fall through, Resort
Entertainment would still be pursuing a contract for a Labor Day Concert with an alternative
performer with similar recognition, such as Bonnie Raiff, Jackson Brown or James Taylor.
Coordinator's Report:
Financial Status Report: Sybill reported that, with the allocation of $1000 to the VRD
for the Lionshead Easter Egg Hunt as approved by the CSE via a-mail and telephone, the
remaining CSE fund balance is $11,200.
Update regarding the status of the TriAmerica Avon to Vail Triathlon: Sommer
Sports will be moving forward with the event as discussed, with the name change to
reflect the participation of the Town of Avon. Sybill is working with Fraidy Aber, Avon's
Special Events administrator, to work out the details of each entity's expectations and
responsibilities. The VVCTB has promised help with lodging packages and Dan Timm at
the Cascade Club is working with Fred Sommer to provide volunteer support. Fred will
be visiting the area in May to identify the details of the race, including the course layout
, and the venues in Vail for the finish and transitions. The CSE requested that Sybill find
f- ant the level ~f financial commitment from the Town ~f Avon.
Update regarding the status of the Vail Classic: Arn has expressed that he is still
interested in producing the event and would be willing to consider a budget that would
eliminate the Vail jerseys. The CSE requested that Sybill ask him to attend the next
meeting with a revised budget and committed to making a decision regarding a funding
allocation for the Vail Classic at that time.
ESPN Fly Fishing Qualifier: ESPN has eliminated this competition.
Final Event Summary: Mardi Gras Vail: Joe Blair gave a PowerPoint presentation summing
up the highpoints of the event which included the Mardi Gras Parade, Gumbo Cookoff and the
World's Highest Low Country Crawfish Boil, the general level of excitement generated and the
$100K in marketing programs contributed by VRI. The C5E remarked on an average
demographic with a $200K + household income, which is a reflection of the winter guest. Ian
queried if it is even possible to determine a true ROI -how many people came specifically for
the event vs. those who happened to be here anyway.
Update on the TEVA Mountain Games: Joel Heath gave a brief overview of the preparations
for the TEVA Mountain Games, highlighting an expanded slate of activities over 5 days which
will include, in addition to the climbing and whitewater activities:
• NORBA State Mountain Bike Championship
• USATFA National Trail Running Championship
• Fly Fishing Event
• TRVA Mud show
• Everest Awards: the "Grammy's" of the Outdoor Recreation Industry
• Concerts: The Legends of Hip-Hop at the Amphitheater, Women's Roller Derby at
Dobson Arena, the TEVA Mountain Ball which is the "prom" of the outdoor industry and
an as yet to be determined headliner concert on Sunday evening.
Marketing highlights include 3 full pages in Sports Illustrated resulting in 10 million ad
exposures and the Colorado Volkswagen Initiative which will provide exposure in all VW
dealerships.
Update on Big Wheel, Chili `n Brews Event: Joel Heath presented several suggested changes
to the event that Untraditional Marketing has been considering in light of a number of concerns
which include:
• Maintaining the vitality of an event that isn't at the "Icon" level after 5 years
• Safety and insurance issues surrounding the Big Wheel race
• Lackluster participation from the restaurants in the Chili cook-off
• Maintaining the "zany" quality and grass-roots appeal of the event
He requested feedback from the CSE on the new format which they are considering and which
includes:
• Renaming the event to Vail Summer Fest or something else reflecting the new emphasis.
• Include new and zany activities that have a basis in the history of the Vail Valley:
o Running of the Sheep- borrowing from Vail's history and the Running of the
Bulls in Pamplona, Spain
o Summer "Ski Boot Olympics"
o Dodge Ball event for Charity on East Meadow Drive
Additionally, they propose to:
o Maintain the Chili cook-off, per the CSE's direction and take steps to incentivize
better participation from the restaurants by offering cash prizes, trophies, etc.
~ ,i r~~~~~ , .a.,, ,:i
' o Keep the micro-brew part of the Festival
o Live entertainment throughout the weekend.
There was consensus among CSE members that there might be value in changing the food focus
of the event from Chili to Barbeque. Some members expressed sadness at the loss of the Big
Wheel component of the event. Sybill and Joe Blair were asked to follow up on permitting
issues that might arise from open grilling and to explore options to expand the cook-off
competition to individuals who are not licensed caterers.
Review of Intercept Survey Questions: The CSE reviewed the questions included on the
intercept surveys being undertaken by Untraditional Marketing. Joel Heath requested verification
of the CSE's direction for the 2005 surveys. He stated that with the addition of 2 new events, (i.e.
Vail Lacrosse Shootout and American Ski Classic) the assessment of accurate attendance
numbers would not be included in the budget of $20,000, however they would provide an apples
to apples comparison of the 8 events designated in 2005, which include:
1. American Ski Classic
2. Vail Film Festival
3. Spring Back to Vail
4. TEVA Mountain Games
5. Big Wheel, Chili `n Brews
6. Vail Lacrosse Shoot-out
7. Kick-It 3v3 Soccer Tournament
8. Vail Arts Festival
Additionally, they will compare the benchmark data from the 8 events surveyed in 2004, for a
total evaluation of 10 events. (2004 events surveyed included: American Ski Classic, Vail Film
Festival, Spring Back to Vail, TEVA Mountain Games, Big Wheel Brews `n Chili, Shootout, Got
Milk? 3v3 Soccer, Vail Arts Festival, Oktoberfest and the Vail Classic. )
Joel commented that surveying the American Ski Classic had been somewhat challenging
because of the nature of the participation and spectator groups, but that initial numbers showed
the highest event value he had ever seen. He explained that they had made some changes in the
format of the questionnaire, so as to generate more meaningful economic data by attempting to
better differentiate the effects on an event between locals vs. out of town visitors.
New Business: The CSE discussed whether or not street entertainment should be scheduled in
Lionshead this summer in light of the construction and the activities being planned by Brian Hall
and financed by Vail Resorts. Sybill was asked to invite Paul Witt and Brian Hall to the April
CSE meeting, along with Arn Menconi and Diane Moudy so that a decision could be made as to
how to best allocate the remaining funds with all parties present and all information on the table.
Motion to adjourn at 10:05 a.m.
M/S/P: Mark Gordon, Stephen Connolly, Unanimous.
Minutes taken and submitted by
Sybill Navas
March 22, 2005
Approved by: Date: ~ j
L
hairman, mmission on pecial Events
Next Meeting: Tuesday, Apri126, 2005 at 8:30 a.m.
w
MINUTES:
Town of Vail: Commission on SDecial Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, Apri126, 2005 at 8:30 a.m.
CJE` Members Present: Lan Anderson, Stephen (.'onnolly, 7 odd Gerhke, Mark Gordon,
Richard tenBraak and Chairman Dave Chapin. CSE Member Absent: Steve Rosenthal
Others Present: Bill Jewitt, Anne Menconi, Dwight Henninger, Steve Wright, Terry Brady, Chris
Emmer, Matt Mire, Lorelei Donaldson, Rick Adams, Joel Heath, Brian Hall, Paul Witt, Kaye
Ferry, Dave O'Connell, Jeff Brausch, Diane Johnson, Mike Ortiz, Laurie Asmussen,
Diana Donovan, Pam Brandmeyer and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:30 a.m.
Vail Classic: Anne Menconi presented a revised request of $11,000 for the Vail Classic with the
elimination of the "Vail" jerseys from the registration fee. She stated that the impact of this decision
would bring down the registration numbers as well as the amount that they could charge. She reaffirmed
that the goal of SOS in producing the ride is to raise money for the organization. Last year the event, in its
first year, attracted 170 riders and was seriously hampered by bad weather. By comparison, participation
in the Colorado-Eagle River Ride, which is also produced by SOS, has doubled each year of the event and
expects 800-900 riders this year. Anne indicated that SOS would consider holding the event on a different
weekend, given the number of other activities being held on Labor Day this year and the potential for bad
weather in September.
CSE members deferred consideration of the request until the end of the meeting, after the other
requests had been heard.
Motion to approve the minutes from the meeting of March 22, 2005 as presented.
M/S/P: Mark Gordon, Todd Gerhke, Unanimous
Administrator Report: Sybill presented the following updates:
• Financial Report: The Vail High Altitude Training Camp has been cancelled and the $1400
refunded to the Town, leaving an unallocated CSE fund balance of $12,600.
• Diane Moudy of Resort Entertainment has decided not to pursue a Labor Day concert. They
were unsuccessful in contracting Willie Nelson, who will be performing in Snowmass.
Additionally, Lyle Lovett will be performing at Copper Mountain and Diane felt that the
competition for an audience within the region was too significant to risk producing a concert
at that level.
• The Town Council declined to fund the CSE's request for funds to provide entertainment to
help mitigate construction activities.
• TriaAmerica Series Avon-Vail Triathlon is moving ahead smoothly. Fred Sommer will be in
Vail in early May to set up the details of the course. The Town of Avon is excited about
working with Vail to produce the race and has committed significant time and in-kind
services to insure a successful event.
• Summer Fest Update: aka Big Wheel, Chili `n Brews. Sybill explained that safety and
insurance considerations, aswell as the installation of the new cobblestones on Bridge Street,
have driven the proposed changes to the event and that it would be appropriate for the CSE
to officially approve the new proposal from Untraditional Marketing. Details on the new
event are still being worked out, but it will include a "running of the sheep," as well as a zany
ski boot Olympics type activity in Vail Village. Food and micro-brews will confinue to be
~'til~ sn ~1inutrs: ,~~~ril ~(,._'Ufli Pagc I ~~f5
part of the festivities. CSE members expressed their confidence in Untraditional Marketing,
based on their history of producing successful events.
? Mofion to allow Untraditional Marketing to make adjustments as they see fit to the event which
was originally submitted as Big Wheel, Brews `n Chili. M/S/P: Stephen Connolly, Mark Gordon,
Unanimous.
• A handout describing Food Safety at Temporary Events was included in the meeting
materials for informational purposes.
• Sybill requested approval of the items proposed for the May agenda, as listed. There was no
discussion.
Review Strategic Plan?
Final Reports:
Taste of Vail
Vail Film Festival
Spring Back to Vail: Include discussion of concert venues and impacts to
community, desired demographic and number of attendees.
Overview of CSE Board Member roles and responsibilities and eg parte communications: Matt Mire
and Lorelei Donaldson gave an informational overview of the requirements placed upon the CSE and its
members as a "Colorado Local Public Body" and thereby subject to Sunshine Laws, which are intended
to insure that public business is held in a public manner. Meetings must be officially noticed; agendas
described in such a way as to impart full information on the content of the proposed discussions and
minutes must be taken and approved. Opportunity for executive session is limited to matters of legal
advice or narrowly defined strategic development of contract negotiations.
Decisions usually fall into 2 categories: legislative actions which necessitate public input and
quasi judicial actions where a decision affects an individual applicant, often at the expense of another. It
is under this type of decision making where board members actions will be scrutinized. Once an
application is filed all ex parte communication should be avoided and all discussions should take place in
chambers. Conflicts of interest, which are usually defined when there is a financial consideration
involved, must be disclosed. Board members may also have apre-conceived bias or prejudice that could
call a decision into question. The best rule of thumb is to step down from any discussion where one
cannot be impartial.
CSE Board members are protected under governmental immunity only when they are acting in
their role as a commissioner. This immunity is compromised under the following conditions:
• Ex parte contact
• Prejudgment or biased decision
• A decision is in violation of the law
• A decision is outside the scope of the board's authority
• Publicly given legal advice is ignored
Additionally, board members should not take hands on roles or participate in conversations with event
promoters once an application has been filed.
Regarding a-mail conversations and voting, Matt advised that the a-mails be copied and made part of the
public record.
Final Event Reports: Terry Brady and Chris Emmer distributed a recap of the American Ski Classic and
the Session. They felt that the Vail Valley Foundation had been successful in working towards the stated
goals of growing the Session and revitalizing the Ski Classic. In response to questions from the CSE, they
indicated that the sponsors of both events were pleased and remained committed to multi-year
participation, particularly Countrywide who intends to develop their relationship with the Ski Classic into
an opportunity to fete their top executives. Rich tenBraak remarked that the WF had been asked to
explore ways to "open-up" the Ski Classic to the community, and that they had done that. Chris Emmer
responded that although it was more expensive, holding the Streetbeat concert at Golden Peak brought
people to the venue and provided a good kick-off for the event. Terry stated that they would continue to
explore additional ways to bring people out to the event.
Ctil~.~~n ~~linut~s: ,~~~ril _'b. _'O11~ Pagr'' ~~f5
Lionshead Summer Construction Mitigation Plan and Consideration of Lionshead Events and
' Entertainment: Paul Witt updated the CSE on the current status and timeline of VRI's construction
project in Lionshead and stated that the goal is to be out of the mall and contained within the borders of
their own site no later than July 4. While they are working in the mall they are committed to maintaining
access for both fire and safety and aze working in partnership with the Town to get the message out that
activities are still available, shops are open and events will be going on.
Brian Hall explained that his company, Blue Creek Productions, has been c.,~.l.acted for 3 yeazs
at $700,000 to create a "construction zone museum" along the construction site wall. The plan includes up
to 6001ineaz feet of interactive exhibits similar to what was done in Beaver Creek during their major
construction in the plaza. He added that Beaver Creek had anticipated a significant drop in business but
that the mitigation project was so effective, business was actually improved. He clazified that the planned
activities aze designed to be related to the construction site, not in other areas such as street entertainment.
Vail Resorts has a 3 yeaz commitment which will operate in the winter as a passive display.
In response to requests for additional activities, Blue Creek Productions has proposed a $75,000
program of street entertainment and theatrical vignettes. Rob Levine has offered to coordinate the fund
raising effort within the Lionshead business community and Vail Resorts has offered to match 50% of
what is raised. The CSE requested that an update on the fund raising efforts be provided at the May
meeting and that they would consider their role at that time.
Discussion of problems arising from CSE approvals and then staff having to implement approvals
as in this past weekend's Snoop Dogg Concert: Steve Wright began the discussion by informing the
CSE that the Police Department has put in place a Special Team for the purpose of accommodating
construction impacts, both with respect to loading and delivery as well as Special Events. Dirk Etheridge
is the team leader and Steve Wright will serve as an additional point person.
Dwight Henninger, stating that he was speaking on behalf of the DRT (Design Review Team)
representatives, described the inherent difficulties in the current event review process that do not allow
for the Town of Vail staff to have input regarding safety and control of venues until it is too late to make
any meaningful changes.
• CSE funding is allocated to an event up to a year prior to the actual date of the event
• Receipt of CSE funding implies to the promoter tacit approval of the event, prior to the
actual permit process
Citing the Snoop Dogg concert of last weekend, he commented that it went well and that the Police
Department was satisfied overall, however there were a number of issues that "could" have turned bad
with actual attendance between IOk-12k people in a venue that was much too small. The question is, how
do we set in place a permitting process that allows enough time to properly evaluate the needs of an event
so that it can be staged safely and within the resource limitations that the Town of Vail has to provide?
Jcel Heath commented that event promoters aze constantly under pressure to "push the envelope" to
create ever more unique and exciting events, but that the "pazameters" are ill-defined. He stated that when
one knows the rules, then it is possible to operate within them, i.e. the capacity of the amphitheatre is
2700 and has a defined cost. He recommended that the Town should set specific capacity and security
standards for all its venues.
Kaye Ferry stated that the business community could not be happier than with the results of the last 2
weeks and that the difficulty underlying events in the Town of Vail stems from the fact that they have
never been given apriority- not even a full time staff position. She cautioned that if structured t~//~~t.ightly
we would lose opportunities that shouldn't be considered bothersome, but rather embraced. The'C;ouncil
should take a stance that prioritizes events and the community attitude should be one of how we
collectively make it work.
Rick Scalpello agreed that events contribute significantly to the local economy, but that they must be
safe. He suggested that promoters should be advised that CSE funding does not guarantee a permit, but
rather the reverse- that the contract should be contingent on the arrl.,r~;ate applications and approvals.
He also noted that this is not a bad problem, that success is driving necessary changes.
? Motion to form a committee made up of 2 representatives each from the CSE, DRT and 2
Event Promoters with Sybill acting as facilitator to develop a process for permitting Special
Ctil, sn ~4inutc5: A~~ril ~I1115 Pa~~e 3 of 5
Events that will address the concerns raised regarding the overlay of CSE Funding allocations
" with the actual permitting process and expectations placed on the Town of Vail staff to provide
in-kind support.
M1S/P: Mark Gordon, Richard tenBraak, Unanimous.
Mark Gordon and Rich tenBraak will represent the CSE and an update on the progress of the committee
will be scheduled for the May meeting.
Easter Egg Hunt Review and Discussion of Other Community Events: Mike Ortiz and Diane Johnson
distributed expense outlines for both the Easter Egg Hunt and the Trick-or Treat Trot. They stressed that
both of these events demanded significant staff time and labor, and that while the VRD recognizes these
as valuable "community" events, they are not core programs, and that it is not possible under the current
budget constraints to continue to produce these events. Diane added that there will be no 4~' of July
parade participation from either Camp Vail or Youth Services on account of the high cost of participation
with no accompanying revenue potential. In response to a question from the CSE, Diane stated that 220
kids had participated in the Easter Egg Hunt this year. There was no discussion as to the future of these
events or what, if any, role the CSE should play in the outcome.
America Days: Multi year contract and sponsorship proposal: Laurie Asmussen reported that she has
been in discussion with a potential sponsor who has expressed interest in a 3 year agreement to support
the event, but that she would like some assurance from the CSE that Eagle Valley Events will continue to
be awarded the contract to produce America Days during that time. She stated that she understands that
funds cannot be officially allocated except on an annual basis and added that it is her goal to eventually
reduce the Town's share in the cost of the event. Ian Anderson noted that we do not do this for other
promoters, and cited both the TEVA Mountain Games and the Countrywide American Ski Classic as
examples of events with multi-year sponsorships that are not guaranteed CSE funding on a multi-year
basis. Kaye Ferry remarked that Laurie, in her efforts to secure a sponsor for America Days, has done
exactly what the CSE asked her to do, and again raised the issue of whether America Days, since it is an
event that the community expects to occur, should not be remanded to the council as a "qualifying
cultural event." Ian responded that the council had already denied this proposal and that it was not in the
mission of the CSE to send events back to the council, but rather the goal is to take as full responsibility
as possible for special events. Sybill was asked to confirm with Matt Mire as to the question of whether
Eagle Valley Events had "ownership" of America Days, or whether they play the role of a contracted
producer for the community's event. The CSE agreed by consensus that they would not commit to a
multi-year contract.
Vail Film Festival: Summer Screening Series: The Vail Film Festival submitted an informal request for
$2500 to be applied 2 screenings this summer. Kaye Ferry, as a board member of the Vail Film Institute,
stated that the goal is to keep the Festival in front of the Vail audience , to maintain interest in the event
and to help develop local sponsorships. The CSE requested that, in order to maintain the accountability of
their allocation process, a more formal application and budget be submitted at the May meeting for their
consideration.
New Business: Dwight Henninger requested a moment to present the Town of Vail's position on the New
Year's Eve event for young people traditionally put on by the VRD at the Dobson Arena. He stated that
the event would not be held again on account of the low attendance and that the VRD had been given the
go ahead to try to rent the arena for a concert or other activity. He reaffirmed that the curfew will
continue, although the tone and number of officers has lessened. He asked the CSE to keep on their radar
screen the opportunity in '07 to inaugurate a true "ls` Night" family-friendly celebration of the New Year
without alcohol in the new Lionshead Square.
Consideration of Today's Funding Requests: Dave Chapin restated the list of funding requests
currently under consideration:
1. Vail Classic: $11,000
(~til. ~:n Minut~~~: ~1E~ril ,1~~, '_'1)(15 Pa~~ 4 ~~f 5
• 2. Trick or Treat Trot: $2425
3. Vail Film Festival: $2500
4. Blue Creek Productions: Lionshead Entertainment?
? Motion not to support the Vail Classic, on account of last year's event performance.
M/S/P: Ian Anderson/Stephen Connolly/5-1 with Mark Gordon opposed.
Todd Gerhke ;,..~.essed his disappointment that no event has materialized to fill the last 2 weeks of
August. No decision was made on the remaining requests.
Motion to Adjourn at 11:55 a.m.
M/S/P: Ian Anderson, Stephen Connolly, Unanimous.
Minutes taken and submitted by
Sybill Navas
April 26, 200
s j~
Approved by: _ Date: - / ~ ~
~
CL`~iairman, Co~imission on S cial Events
CSI: sn '~1inutrti: ~~~iril'_G, ~U115 Pagr 5 ~,f j
d
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, May 24, 2005 at 8:30 a.m.
CSE Members Present: Todd Gerhke, Ian Anderson, Steve Rosenthal, Rich tenBraak, Mark
Gordon and Chairman Dave Chapin CSE Member Absent: Stephen Connolly
Others Present: Jeff Brausch, Dave O'Connell, John Dakin, Diane Moudy, Rick Scalpello,
Jenna Stephenson, Joel Heath, Amy Phillips, Rob Levine, Kaye Ferry, Scott Cross, Sean Cross,
Chad Young and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:35 a.m.
Motion to approve the minutes from the meeting of Apri126, 2005 as presented.
M/S/P: Mark Gordon, Richard tenBraak, Unanimous
Update on Special Event Approval Process: Sybill informed the members that the committee
had met twice over the last month and that significant progress was being made in improving the
Special Event review process. Additionally, asub-committee organized by Commander Steve
Wright, had met and developed a procedure and time-line for an improved Special Event
calendar and review system which was presented in a flow chart prepared by Rick Scalpello. The
new plan calls for a joint meeting in the fall between all local event producers, the CSE and the
Town of Vail Event Review Committee for the purpose of creating an annual event calendar for
the upcoming year and identifying the resources that the Town may be called upon to provide in
advance of the CSE funding allocations. The committee also identified the need to create a
"Special Event Handbook," which will act as a guide to event promoters and will include
information on venues and resources, permit applications and Town of Vail regulations and
information on obtaining a liquor license. Mark Gordon, who along with Rich tenBraak has
been representing the CSE at these meetings, thanked everyone for participating and remarked
how gratifying it is to be part of a project where decisions are being implemented so quickly.
Sybill also reported that on account of the huge demands that the construction activities
have placed on planning and building review, as well as the ever increasing number of Special
Events, the Special Event Permit review is being moved out of the DRT and into the hands of a
an independent Event Review Committee, which will consist of Town of Vail staff
representatives who will be empowered to authorize their respective department approvals. The
new Event Review Committee is expected to be in place within the next two weeks.
Citing the example of the Snoop Dogg concert, CSE members requested that Sybill draft
a letter to be sent to the Town Council and Vail Resorts reaffirming the need for a satisfactory
venue, viable both in summer and in winter that is capable of hosting up to 15,000 people.
Administrator Report:
• The CSE has an unallocated fund balance of $12,600.
• The deadline for the CSE's request to Council for 2006 funding is July 29. Discussion as to
what this request should include will be scheduled for the June CSE meeting.
1
• Sybill presented a proposed timeline for the CSE 2006 Funding Allocation process. After
considering that there are a significant number of major events happening late in the summer
and into September, and in order to allow adequate time to evaluate these events as well
scheduling the newly proposed joint meeting between the CSE, Event Promoters and the
Event Review Committee, it was decided to move the funding allocation meetings into early
November. Sybill was asked to present a revised timeline at the next meeting.
• The Graze at Vail will replace the Big Wheel, Brews `n Chili event. Sybill distributed an e-
mail from Joel Heath describing the new format which will include a "Running of the Sheep"
fundraiser for local charities, a "woolly" Dodge Ball event and a zany Ski Boot "Olympics."
Final Reports:
Taste of Vail: John Dakin introduced Amy Phillips, who will be taking over his position as the
producer of the event next year, and distributed an overview and budget recap of the 2005 Taste
of Vail. Breaking the event into two segments, John stated that the Lamb Cook-off, the new
element for which the CSE had provided funds, had been enormously successful in achieving the
goals of adding a "grassroots" element, as well as providing a showcase for the other Taste
events and helping to keep the overall event fresh. John recognized their new partnership with
the American Lamb Board, which had donated the entire product for the event, as well as the
excellent response from a number of wineries. Although the intent of holding the event on East
Gore Creek Drive had been to meld into the Streetbeat Concert, they had underestimated the
potential success of the cook-off and the venue proved to be a bit too small. Questions to
address for the lamb event next year include: How big should the event be, and what is the
appropriate venue?
Steve Rosenthal raised an issue concerning the 10x10 canopies, which had been provided
to the event by Beaver Creek Resort and displayed the Beaver Creek Resort logo. Steve observed
that it would be preferable to have the Town of Vail logo in view at Vail events, and commented
on the improved ambience that the uniform tents provide at events in Beaver Creek. Sybill was
directed to research the cost of acquiring "Vail" tents, management options regarding storage and
maintenance and to include this as a budget item in the 2006 funding request.
With regard to the main event, the 15`t' anniversary of the Taste of Vail was also deemed
to be successful, accompanied by excellent ticket sales, strong media exposure and a positive
review of the Mountain Top Picnic which will appear in the June issue of "Wine Spectator."
John identified only two major issues: the lightening that shortened the Mountain Top Picnic and
the last minute withdrawal of Outdoor Life Network's filming of the event which once again left
the event without the television exposure that they have been courting.
Spring Back to Vail: Jeff Brausch and Dave O'Connell fi.,~~~ Highline Sports and Entertainment
presented a short video and distributed a recap of the event. Jeff stated that their goal in planning
the event was to "spread the wealth," with activities in both villages and on the mountain and
that the event had evolved into the "marquis event" for this time of year. Although the Snoop
Dogg concert brought with it a number of challenges, it provided a valuable learning experience
and was attended by largest crowd ever to see a concert in Vail. Looking to next year with Easter
falling in April, the intent is to provide a more family oriented backdrop, still highlighted by 2
major "A" list concerts which will "bookend" the event, but reflective of a broader base vs. the
1
edgy appeal of this year's acts. The 2005 Warren Miller film will contain footage from this
year's event, and it is anticipated that they will be back again next year.
Mark Gordon remarked that it was a great event and cautioned not to change the effect by
taking down the entertainment too much- keep the energy! Steve Rosenthal commented that we
need to continue to work with the Vail Police Department to keep a positive and friendly
attitude. Jeff affirmed that was the "m.o."; that unless the situation became very bad they would
maintain a "hands-off' posture. He commended Cmdr. Steve Wright and Chief Dwight
Henninger for their support and added that experience would help everyone to learn how to make
best use of the new venue.
Review and verify list of events to be surveyed. At the January meeting, the CSE
determined that the following events would be surveyed in 2006:
1. American Ski Classic
2. Vail Film Festival
3. Spring Back to Vail
4. TEVA Mountain Games
5. The Graze at Vail (previously Big Wheel, Chili `n Brews)
6. Vail Lacrosse Shootout
7. Kick-It 3v3 Soccer Tournament
8. Vail Arts Festival
? Motion to replace the survey of the Vail Lacrosse Shootout with the newly created
Labor Day weekend event, "Gourmet on Gore".
M/S/P: Steve Rosenthal/Ian Anderson/Unanimous.
Funding Request: Vail Film Festival, Summer Film Series: Scott and Sean Cross presented a
request for $12,000 to produce 2 film screenings on Mondays, July 18 and 25, in the parking lot
at Crossroads. The shows would be free to the public and feature a classic, family friendly film
such as "Casablanca." They stated that the original intent had been to show films on 6 or 7
Monday nights throughout July and August; however their magazine sponsor backed out at the
last minute, stating that there was too little time remaining to raise the funds from their
advertisers, but that they are committed to the project for next summer. Scott and Sean would
like to move ahead with the limited screenings to test the viability of the event and to begin to
establish Monday as "movie night" in Vail. The production cost per screening is approximately
$9500. Meadow Drive Properties has committed to contribute $3000 as well as effort to help
create an evening long event including a "wine walk" and an "art walk." Decision was deferred
to the end of the meeting.
Summer Street Entertainment/Lionshead: Consideration of 3 Options:
1. Contribute to the fund raising effort to provide additional summer entertainment in
Lionshead spearheaded by Rob Levine.
2. Reallocate a portion of the CSE funding already allocated for Vail Village Street
Entertainment ($45,000- 1 performance site on Friday, 2 each on Saturday and
Sunday) to provide for some performances in Lionshead
3. Move forward with currently budgeted Street Entertainment in Vail Village only.
1~
Rob Levine presented an explanation of the entertainment program designed by Brian
Hall to complement the Kidstruction Zone activities, which is proposed to include Children's
Theater perf.,~~~~ances, workshops to play off of the Kidstruction Zone, music "apres" style in the
afternoons and 3-4 "special events." He confirmed that Vail Resorts has offered to match the
contributions of the business community and that he has raised approximately $10,000 to date.
Rob endorsed Brian's plan because he felt that Blue Creek Production's hands-on involvement in
the construction zone gave them an advantage in the understanding of where the entertainment
could be placed to best advantage. In response to a question from the CSE as to what type of
entertainment would be most beneficial to the merchant community, Rob stated that he felt a
variety of entertainment would build the broadest base of attraction.
Diane Moudy and Jenna Stephenson presented a spreadsheet proposal of how the current
$45,000 allocation for 2006 Street Entertainment in Vail Village could be altered to provide for
additional performances in Lionshead by adjusting the size of the performing groups and/or
reducing the number of performance sites. Diane pointed out that a contribution of an additional
$10,000 ($5,000 from the CSE, with a $5,000 match from VRI) would provide a larger amount
of funding for the program than they have had in years past, when the budget included both
Lionshead and Vail Village.
CSE members felt that considerable resources have been focused on entertaining
children, and that some of the entertainment provided should be geared towards a different
audience. Decision on funding was deferred to the end of the meeting.
Discussion of what the CSE's role in insuring that events which are important as
"community events" should be, i.e. Trick or Treat Trot, Easter Egg Hunt, America Days,
Holidays in Vail, New Year's Eve, etc. Chad Young restated the VRD's position that they are
unable, under the present budgetary constraints, to continue to produce the community events
that they have in the past, but that if funding was available they would commit to producing the
Trick or Treat Trot in the fall. On behalf of the VRD, he wanted to insure that no one would be
su<Y~;sed when these events do not happen, and that if the community would like to see them
continue, additional funding would be required along with at least 3 months advance notice. CSE
members agreed by consensus that these types of events are important to the community, but did
not come to resolution as to how they fit within the CSE's mission and budget. Most members
felt that a separate budget should be maintained to put on these events, but others noted that there
was a lack of support from other parts of the community. Dave Chapin directed that this
discussion be included on the June agenda as part of the development of the 2006 proposal to the
Town Council.
CSE Strategic Plan: Dave Chapin stated his confidence in the cu«~~~t plan and his belief that
major changes would not be necessary. CSE members committed to re-reading the plan
carefully within the next month and requested that time be allotted at the June meeting to
develop a process by which the plan could be reviewed over the next few months, changes (if
any) be recommended and the revised plan be scheduled for adoption next winter.
New Business: Funding Request: After noting that the agenda had been revised and reposted,
Sybill presented a last minute request from the Top of the Rockies Softball Tournament for $700.
The event, scheduled for June 4-5, has a long history in Vail and is seeking to recover the cost of
renting the fields. The CSE requested that Tony be encouraged to apply for funds next year as
part of the regular funding allocation process.
Rick Scalpello observed that many of the events receiving funds from the CSE are using
those funds to pay the VRD for facility rental and suggested that this issue should be considered
in the review of the Strategic Plan.
? Motion to allocate $5000 to Rob Levine's committee for the purpose of providing Street
Entertainment in Lionshead this summer as part of the Summer Street Entertainment
program administrated by Resort Entertainment and conditioned on the funds being
matched by Vail Resorts.
M/S/P: Todd Gerhke, Richard tenBraak, Unanimous.
? Motion to allocate $7600 to the Vail Film Festival for the purpose of producing two (2)
Monday night Film Screenings, July 18th and 25th, in the Crossroads Parking Lot and
which will be free to the public. The CSE expects that these screenings will be a
stepping stone to the development of a summer long Monday night Film Series in 2006
and that this funding is contingent on the Vail Film Festival securing the additional
dollars necessary within the next 2 weeks.
M/S/P: Steve Rosenthal, Ian Anderson/Unanimous.
The meeting was adjourned at 11:40 a.m.
Minutes taken and submitted by
Sybill Navas
May 24, 2005 f
Approved by: ,,fi 7 ~ . ~ Date:
Erman, Commission on ecial Events
Next Meeting: Tuesday, June 28, 2005 at 8:30 a.m.
CSE/sn 2005 Allocations and Payment Records 6/21/2005
Town of Vail Commission on Special Events: 2005 Funding Requests and Allocations
Funds Available: $590,0001 $590,000 $590,000
Rollover from Previous Year: 1 $0I
Contribution to America Days from Eagle County $6,0001 $6,0001 $6,000
Total Funds Available: I $596,0001 $0 $596,000 $596,000
2005 Funds Total Funds Amount Still
Event: 2005 Dates: Awarded: Contract Status: paid Out: Owed:
*Nike Jr. Golf All-Stars (3 yrs) I Jun 7-10, 2005-07lwithdrawn xxx 1 $0
Vail Classic: Criterium 4-Sep withdrawn xxx I $01
Vail Classic 3-Sep tabled I I $0
Oktoberfest/Highline Sports j Sep 9-11 816-181 $65,OOOlas of 2/28 1 $21,667 $43,333
>Teva Mountain Games I Jun 1-5I $65,OOOlas of 4/29 N $43,3341 $21,666
>Vail Film Festival 1 Mar 31-Apr 31 $60,OOOjas of 4/15 Q $60,0001 $0
America Days* (WCTB in '03) 4-Jull $56,OOOlas of 3/25 1 $16,667) $39,333
Summer Street Entertainment Jun 24-Sep 41 $50,0001 II $O I $50,000
>Spring Back to Vail Apr 4-16 $40,0001 Complete I $40,0001 $0
Holidays in Vail* (WCTB in'03) I Nov 25-Dec 18 $25,0001 $O $25,000
>Kick-It 3v3 Soccer Tour I Aug 5-71 $25,OOOlas of 1/28 $16,667 $8,333
>Gourmet on Gore 1 3-Sept $25,OOOlas of 3/25 I $8,334 $16,666
>American Ski Classic 1 Mar 16-201 $20,0001 Complete) $20,0001 $0
>The Graze at Vail 1 25-Jung $20,OOOlas of 3/4 1 $6,6671 $13,333
The Session I Jan 12-16 $18,0001 Complete ) $18,0001 $0
Mardi Gras Vail Feb 5-8 $15,0001 Complete I $15,0001 $0
>Vail Arts Festival Aug 19-211 $15,OOOIas of 3/25 I $5,0001 $10,000
Lacrosse Shootout I Jun 24-Jul 31 $B,OOOIas of 4/29 I $8,0001 $0
Vail Film Festival: Summer Films I July 18 and 251 $7,6001as of 6/3 II $7,6001 $0
Kin of the Mountain Volleyball I Jun 16-191 $7,5001as of 4/29 I $5,0001 $2,500
Vail Jazz Festival Jul 3-Sep 5 $8,5001as of 3/25 I $8,500 $0
"Y06" New Years Eve for Youth I 31-Dec cancelled) xxx ($5000) $0 $0
Taste of Vail ( Apr 6-9 $5,OOOlas of 2/28 ~I $5,0001 $0
*Tri America Avon to Vail Triathlon 1 Sep 3-41 $3,OOOIsent 1/27 II $OI $3,000
Family Spring Carnival I 11-Marl cancelled) xxx ($1500) $OI $0
'Western Regional Softball I Jul 23-241 cancelledper VRD 6/15 $01 $0
Vail High Aft.Training Camp June 1-5 cancelledlrefund rcvd 4/20 1 $01 $0
VRD: Lionshead Easter E~q Hunt 27-Mar $1,0001 Complete)) $1,0001 $0
Subtotal: Event Funds I $539,6001 1 $306,4361 $233,164
Administrative Contracts:
Administrative +Expenses I $35,0001 $14,3491 $20,651
Research/Event Evaluation 1 $20,0001 I $01 $20,000
Subtotal: Admin. Contracts 1 $55,0001 I $14,3491 $40,651
TOTAL: ~ $594,6001 I) $320,7851 $273,815
CSE FUNDS REMAINING: I $1,400 ~ i
*These events are the resuft of the Event Recruibnent Program
>These events are designated for intercept surveys I I I
2005 SUMMER S i xEET EN~~~~RTAINMENT PLAN
Vail Village/Lionshead Street Entertainment:
Managed by Resort-Entertainment and Funded by the CSE:
? Saturday, June 24 through Sunday, September 4
Slifer Square
Fridays: 4:00-6:30pm
Saturdays: 1:00-5 :OOpm
Sundays: 11:00-3 :OOpm
Seibert Circle
Saturdays: 1:00-5 :OOpm
Sundays: 11:00-3 : OOpm
Lionshead Mall
Saturdays: 11:00-3 :OOpm
Sundays: 11:00-3 :OOpm
Lionshead Entertainment Schedule:
Managed by Blue Creek Productions:
? Monday June 13 through Saturday, September 3
Anre' Davtm Music Series
Thursdays: 3:OOpm to 6:OOpm
Fridays: 3:OOpm to 6:OOpm
Saturdays: 3:OOpm to 6:OOpm
Children's Theatre Performances
Wednesdays: l :00pm
Thursdays: 1:OOpm
Fridays: 1:OOpm
Children's Workshop Series
Wednesdays: 11:OOam
• r.~.. F,r,,
\1~
Vail Recreation
D I S T R I C T
340i Annual Vail Invitational Soccer Tournament
7/29-31
Request for Funding
Description:
The annual Vail Invitational Soccer tournament produced by the Vail Recreation District is a
State & US Soccer Federation sanctioned 32 Team Men's tournament, broken down in two
divisions gold and silver. In 2004 the field was expanded from 24 teams to the current level. In
2006 when the VMS field is once again available the tournament plans to add an 8-team women's
tournament. According to the Colorado State Soccer Association this is the biggest and longest
running tournament in the state.
Demographics
Out of the 32 teams: 1 is local (Pepi's), 24 are from around the state, 6 from around the country
(California, Texas, Chicago, New Mexico, Utah & Montana) and the final team is flying in from
Mexico. These teams' rosters are generally around 20 players plus managers, coaches and
families. Bringing approximately 800 people to town. In addition we bring in about 40 referees
from around the state and house them in Vail.
LodginE
Most teams come in Friday, July 29`~ and leave late Sunday, July 31 S`. The preferred hotels for
the tournament are the Mountain Haus, Simba Run, Vail Racquet Club & Vail Realty.
Field Locations
We utilize Ford Park, Vail Athletic Field, and the fields at Freedom Park.
Budd
Income:
31 teams @ 400 = $12,400 (Pepi's is free)
Expenses:
Operating Supplies = $400
Food Supplies = $1200 (Ref Dinner at Tap Room and food and drink at each field for refs and staff
Lodging= $3500 (Housing Referees and Tournament Officials)
Contract Labor= $3500 (field marshals, referees, referee assigning)
Prizes = $600 (plaques for 1st and 2nd place/ championship t-shirts for winners, all for 2 divisions)
Referee & Team Gifts = $600
Sanctioning Fee = $25
Advertising = $250
Field Prep & Lining = 6 fields @ $150 = $900
Total = $11,175
Reauest from CSE
It is tradition in soccer tournaments to give the winners' high quality trophies as well as free entry into the
following years tournament to defend their championship. I would like to start this tradition in Vail. The trophies
I'm considering are approximately $300 each for the 2 champions and about $150 each for the runners up this
along with championship t-shirts would make the total amount spent on awards as $1220 not including the free
entries.
My request from CSE is for $800 to offset the cost of upgrading awards to fit Vail's image.
REVISED: Timeline for CSE Review of Auulications for 2006 Funds:
• July 29: Due Date for CSE Request for 2006 Funds from Town Council
• August 16: Council Review of CSE Request for 2006 Funding
• August 29: RFP Available online
• October 14: RFP Due Date
• October 25: Regular September CSE Meeting Date: Proposed joint meeting w/
Event Review Committee and TOV Event Promoters to develop preliminary 2006
event Calendar.
• November 8/9, Tuesday and Wednesday: Funding Applications Reviewed
• November 29, Tuesday: Revised Regular November CSE Meeting Date
Funding Allocation Decisions
• December 13, Tuesday: Revised Regulaz December CSE Meeting-if needed.
CSE;sn Proposed Timeline for ?006 F..vent Review Process 6/1,2005
r
Y~
DRAFT
~owxoFV~ ;
Commissbn on Special EwrM,s August, 2005
TO: Special Event Producers
Subject: Funding Requests for Special Events in 2006
Attached are an application and guidelines for producers of Special Events who are seeking funding from
the Vail Commission on Special Events (CSE) for events in 2006. The CSE will give particulaz all:,lll:on to
proposals for an event which would take place annually in the later part of August. Examples of participant and
ambient events that were funded by the CSE in 2005 include:
• American Ski Classic • Oktoberfest in Vail Village and
• The Session Lionshead
• Spring Back to Vail • Holidays in Vail
• TEVA Mountain Games • Vail Film Festival
• King of the Mountain Volleyball • Vail Summer Film Screenings
Tournament • Jazz at the Mazket
• The Graze at Vail • Taste of Vail: Colorado Lamb Cook-off
• Summer Street Entertainment • Lionshead Easter Egg Hunt
• Vail Lacrosse Shoot-out • "Y05" Drug and Alcohol Free New
• Vail America Days Yeaz's Eve CeleLl~.l.:on
• Kick-It 3 X 3 Soccer Tour • Gourmet on Gore
• Vail Arts Festival • Mardi Gras Vail
• TriAmerica AvonNail Triathlon
The Town of Vail Council has defined the following events as "qualifying cultural events." These events
fall outside the funding authority of the Commission, and their producers should address any funding needs
directly to the Town Council.
• BRAVO! Vail Valley Music Festival • Budweiser Street Beat
• Vail International Dance Festival • Skating Club of VaiU 8 Days at Dobson
• Hot Summer Nights Arena
Producers of all other events should submit the attached application, plus 15 copies, to the Commission
on Special Events by 5:00 p.m. on Friday, October 14, 2005. Applicants may be asked to present their r~ „nasals
to the CSE and/or to answer questions on either November 8 or 9, 2005, and will be notified of their status by
December 2, 2005. Additionally, all Event Producers who are contemplating holding an event in Vail in 2006
should plan to attend the Annual Event Review meeting on October 25, 2005, at 8:30 a.m. in the Vail Town
Council Chambers.
Please address any questions to:
Sybili Navas, Coordinator, Commission on Special Events
E-mail: snecialeventsCa.vailgov.com
Phone: 970 376-2394 or FAX: 970 476-7141 .
TOV/CSE - 1 - 2006 Application for Funds
t
DRAFT
Town of Vail
Commission on Special Events
2006 Event Funding Guidelines and Annlication
The mission of the Yail Commission on Special Events (CSE) is to support street
entertainment and special events for vitality, year-round
fun, sense of community and
increased quality of experience for guests and residents.
To qualify for funding review, events must support the CSE's strategic priorities
and meet the following requirements:
¦ The event(s) must take place predominately within the Town of Vail.
¦ Applications must be complete, riding all inf..su.ation and attachments
requested on the application form. Incomplete applications will not be reviewed.
¦ Applicants must request a specific dollaz amount and a brief explanation of how
the requested funds will be utilized.
¦ Funding allocations will be made directly to the entity whose name appears on the
application. All Town of Vail permits and docum~.~.tation required for the
production of the event must be filed under the name of the event producer as it
appears on the funding application.
¦ Applicants must provide 15 copies of each application for distribution to the CSE
members and staff. Please submit the application in a format which can be easily
copied; i.e. not bound.
The CSE wiU measure events using the following criteria:
¦ Potential for positive economic impact to the retail, restaurant and lodging sectors
of the community
¦ Alignment with the target mazket as defined by the Vail Local Marketing District
¦ Experience and qualifications of the event producer
¦ Opporhuvty to leverage funding with sponsorships and/or media exposure so as to
"~l..,rch" the impact of the CSE's contribution
¦ The event is proposed for a time of year that supports the CSE's goal of ensuring
a calendaz of events that will stimulate the local business economy throughout the
yeaz
¦ Contribution to Sense of Community
Although the CSE believes that events should become self-supporting over time, and be
weaned fig,.., public funding after establishing a solid foundation of sponsorships and
other revenues, it recognizes that there are some events which the community expects
that aze likely to require continued subsidies. Examples include the 4~" of July
celebrations and the Christmas tree lighting c~~~,~.~onies.
TOV/CSE - 2 - 2006 Application for Funds
DRAFT
The CSE's strategic priorities are:
¦ To ensure that visitors leave Vail with the intention to "definitely return."
¦ To attract new and to facilitate existing events that have a large number of
pazticipants who will return year after yeaz.
¦ To develop and maintain a calendaz of events that will ensure a balance of activity
and entertainment options for visitors throughout the yeaz and that will help to
stimulate the economic vitality of the community yeaz round.
¦ To evaluate and advocate for icon events that aze attracted and funded by others.
An endless azray of events exists, each having different attributes and benefits. The
CSE has developed the following categories of events to establish a common vocabulary:
Icon 'Those "mega" events, occurring infrequently Advocacy
and requiring extensive community and
volunteer involvement
Participant Events characterized by a lazge participant Recruitment, facilitation and
base site improvement
Ambient Locally-produced events designed to enhance Seed funding and promotion
the experience of existing guests, increase
their intent to return and increase visitor
spending
The CSE's top strategic priority is to entice visitors to return to Vail. Therefore,
the CSE will prioritize "Ambient" events when the maximum number of visitors is here
to enjoy them. Concurrently, with the goal of stimulating the economy during the slower
periods of the yeaz, the CSE will recruit and give pref;,.~.uce to "Participant" events in
June or September. The CSE does not have funding available to support "Icon" events,
but will review proposals for this type of event and forward a recommendation to council.
Additional information on these categories can be found in the "Vail Commission on
Special Events Strategic Plan 2002-2005" which can be accessed on-line at
www.vail~ov.com, click on "Doing Business," then "Special Events."
It is the intent of the CSE to align itself with the target mazket identified by the Vail
Local Marketing District, therefore:
¦ Priority will be given to events that attract and entertain visitors with the
. following demographic profile:
0 35-64 Years of Age
o High Level of Education
o White Collaz Manager/Owner/Professional
o Household Income > $1 OOK
¦ Events that appeal to visitors who have an interest in cultural activities as well as
participant events that occur annually aze strongly encouraged.
TOV/CSE - 3 - 2006 Application for Funds
DRAFT
All event producers receiving funding will be expected to present to the Commission
on Special Events within 90 days of the close of their event a written, post-event follow-
up document which must include:
¦ An overview outlining the event's strengths and weaknesses: specifically, what
went well and what measures could be taken to improve the event
¦ An event budget showing actual profit and loss numbers and how the CSE
funding was utilized
¦ A detailed overview of the marketing that was implemented to promote the event
¦ Survey results showing the estimated effect on the following, per the CSE
Criteria:
o Attendance numbers and demographic profile
o Economic impacts to the retail, restaurant and lodging sectors of the
community
o Visitor Intent to Return
¦ Potential for growth and the devel.,~,~~~ent of sponsorships and media exposure
¦ How did the event impact Vail's Sense of Community?
Finally, in consideration of the receipt of funds from the CSE, the Event Promoter
must agree to the placement of the Town of Vail logo and the ThinkSummer.ThinkVail
logo on marketing and r.....~otional materials associated with the event as «~,~~.,priate to
the level of sponsorship. Upon its request, the Event Promoter will provide the CSE with
copies of any film or photographs from the event for the purpose of promoting the Town
of Vail.
Completed Applications may be mailed or hand delivered to:
Town of Vail
Commission on Special Events
75 South Frontage Road
Vail, CO 81657
For additional information, please contact Sybill Navas, Special Events Coordinator, at
snecialeventsnvaileov.com, or at 970 376-2394.
TOV/CSE - 4 - 2006 Application for Funds
DRAFT
VAIL COMNIISSION ON SPECIAL EVENTS
EVENT FUNDING APPLICATION
Please print or type all information
? EVENT:
? PROPOSED DATE(S):
? AMOUNT OF CASH FUNDING REQUESTED:
• PRODUCING ENTITY:
President or Executive Director's Name:
Name and Title of Person C.,u~Yleting the Application:
Address:
Telephone: / Cell: / FAX: /
WEBSITE:
E-Mail Address:
Organization's tax status: For Profit Non-Profit* Not-for-Profit*
Non-Profit (SO1C-3), or Not-for-Profit (SO1C-6) organizations, please attach ci...;,u~
State Department of Revenue Certificate with this application.
Tax payer ID#
o Dces the Event benefit a charity? Yes No
o If yes, please name the beneficiary:
Mission Statement:
Number of years your organization has been in business:
~ Brief Description of the Event:
• Describe where event will be located within the Town of Vail:
• Will any portion of the event take place outside of the Town of Vail?
Yes No If yes, please explain:
TOV/CSE - 5 - 2006 Application for Funds
DRAFT
• Please describe briefly how you will use the funds that you are requesting fi.,~~~ the CSE:
• Will additional in-kind services be required from the Town of Vail? Yes No
If yes, please explain, including a description of anticipated impacts on Town of Vail
services: i.e. bus service, parking, traffic c.,~~t~.,l, street closures, etc. The event promoter will
be charged for all labor, materials and equipment unless such services are specifically exempted
and aYr. „ red as part of the Special Event Permit.
• Is this a: New event Existing event Number of years inexistence
Location(s) of event in previous years:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated .
Number of volunteers needed Number of event staff
Total Number of spectators anticipated
Local % In-state (non-local) % Out of State
• If possible, would you intend to host the event in Vail beyond 2005? Yes No
If yes, for how many years beyond 2005?
• Do you anticipate requesting funding from the CSE next yeaz? Yes No
If yes, in what amount?
REQUIRED ATTACfIlVIENTS (incomplete applications will not be considered):
? Detailed event budget, including all anticipated revenues and expenses.
? Mazketing plan and detailed explanation of potential for sponsorships and media
exposure.
? Previous yeaz's event evaluation, including income and expense statement (if
existing event).
? Past or projected demo~.«~,hics of event attendees and spending.
? Brief des.,.:~don of p.,~~;,uaa1 benefits to the Town of Vail, including an e~l.~rated #
of in.,~~.uental room nights and increased spending generated.
? What return on investment should the Town of Vail expect?
? Organization rosters naming:
¦ All officers and ,:,~~,ective positions
¦ Board of Directors and positions
TOVICSE - 6 - 2006 Application for Funds
DRAFT
The CSE appreciates the inclusion of any additional support materials, such as videotapes,
programs, news articles and other printed matr.~~a1s.
PLEASE SUBMIT 15 Cdr 'u.S (at least one formatted so as to be easily copied, i.e.
unbound, 8'/: g 11 size) OF Y n~ COMPLETED APPLICATION AND REQUIRED
ATTACffiVIENTS TO:
Vail Commission on Special Events
C/o Sybill Navas
Town of Vail
75 S. Frontage Rd.
Vail, CO 81657
For information and questions call Sybill Navas at 970 376-2394.
EVENT NAME:
PROPOSED DATES:
Funding in the amount of was approved by the CSE on (date)
Subject to the following conditions:
Signature: CSE Coordinator
Signature: Applicant
Unless otherwise specified in the c,~..tlact, CSE funds will be distributed per the following
formula:
¦ 1/3 of the amount upon the signing of a c.~~~l.«ct stipulating the terms of the CSE's
funding allocation.
¦ 1/3 of the amount upon verification of the placement of the first advertising
• 1 /3 of the amount upon the completion of the event.
TOV/CSE - 7 - 2006 Application for Funds
r
Vai! CSE Strategic Plan- 20(12-2005 11/14!02
Vail Commission on Special
Events
Strategic Plan
2002 - 2005
y
-a
I~
November 14 2002
1
Vail CSE Strategic Plan 2002-2005 11/14/02 `
Executive Summary
Vail is poised to reinvigorate its tourism business and Special Events will
play a key role in making this happen. Success will depend upon
disciplined attention to business basics: good strategic planning, objective
decision-making, cooperation with the Vail Marketing District (VMD) and,
most of all, focus.
The Commission on Special Events (CSE) strategy includes several
fundamentals. They are:
1. Special Events contribute to visitor satisfaction and increase spending.
2. Cooperation with the Vail Marketing District will eliminate duplication of
effort: the VMD attracts visitors to Vail and the CSE entices them to return.
3. A single point of contact is required to support special event producers.
4. The use of measurable criteria in event selection, funding and evaluation is
key to ensuring progress.
These goals lead to the following priorities in priority sequence:
1. To ensure that visitors leave Vail with the intention to ~~definitely return".
2. To attract new (and current) events that have a large number of
participants who will return year after year.
3. To be an advocate for selected icon events that are attracted and funded by
others.
Tactically, this means:
1. Attracting and funding only those events that support this strategy.
2. Securing a single point of contact for event producers.
3. Establishing clear coordination channels with the VMD.
Progress will be evaluated by continually addressing these basic
questions:
1. Did every event investment increase Vail's economic performance?
2. Are event investments being fully leveraged to increase sales and
marketing reach?
3. Are we consistently achieving more impact with public resources?
Vail is a leader. But in recent years, efforts in special events have
achieved declining results. Vail has begun to experience an erosion of
equity in the events marketplace, and rivals are taking away some of our
tourism business. The stage is set for change and the following plan
outlines how we will reach our goals.
2~
. ,
Vai! CSE Strategic Ptart- 2002-2005 11/14/02
Submitted by the Vail Commission on Special Events:
Commission Members
Devon Alvarez, Voting, Business At-Large
Pam Brandmeyer, Advisory, Town of Vail
Dave Chapin, Voting, Restaurant
Rick Chastain, Advisory, Vail Valley Chamber & Tourism Bureau
Stephen Connelly, Advisory, At-Large
Kaye Ferry, Advisory, Vail Chamber and Business Association
Joel Heath, Advisory.. Untraditional Marketing
Chris Jarnot, Advisory, Vail Resorts
Bill ]ewitt,,Advisory, TOV Council, Chairman
Kurt Krieg, Advisory, Vail Valley Foundation
Scott McCormick, Advisory, Highline Sports
Piet Pieters, Advisory, Vail Recreation District
Steve Rosenthal, Voting, Retail
Rick Scalpello, Voting, At Large
Packy Walker, Voting, Lodging
3
f'
1
Vail CSE Strategic Plant- 2002-2005 11/14/02 ~
Introduction
Vail has long been recognized as a leading tourism destination. Facts that support
this assertion are numerous and evident: widespread brand recognition and the
hosting of numerous major international events over the last 20 years. These
factors have combined to solidify Vail's premier status -validated in 2002 with a
number-one ranking by Ski Magazine.
And yet, Vail's economic performance has been stagnant for the last several
years: declining sales tax receipts, attrition of the retail core and hotel occupancy
rates far below capacity. These indicators are especially evident during the
summer months.
Vail's performance in Special Events has seen its highs and lows. Early on, when
seeking to establish its reputation in the marketplace, major international events
proved crucial. This was especially true during Vail's formation, and perhaps no
better recent example can be found than the 1989 World Alpine Ski
Championships.
Despite these and other successes, Vail has not kept pace with the marketplace.
Even with a growing inventory of cultural events and an occasional hosting of a
world championship, Vail has lacked a consistent strategy.
True to Vail's visionary spirit, however, efforts are now addressing Vail's most
important marketing priorities. The VMD has directed significant resources at
repositioning the Vail Brand; extensive consumer research has helped refine the
target consumer; key markets have been determined and new messaging has
been established.
The Town of Vait Council recently approved legislation that seeks to refocus Vail's
special events program. This ordinance reorganized the existing Commission on
Special Events (CSE) and set several broad objectives. Among them are:
1. To increase lodging and sales tax collections
2. To establish a single point of contact for events administration
3. To provide street entertainment and special events for vitality, economic
viability and fun all year
The TOV Council approved a 2003 budget of $570,000 for special events. It is an
objective of the CSE to demonstrate to Council that special events are a revenue
provider for the Town and not an expense, that events can deliver substantial
sales and lodging tax revenues while at the same time making Vail a more
exciting place to live.
In summary, special events, long identified as critical to Vail's success, are
receiving renewed attention, increased resources and much greater accountability
for economic contribution. The stage is set for change.
The following Strategic Plan is designed to lay a foundation for the development
and future success of Vail's special event program. v~
4
. ,
Vail CSE Strategic Plan 2002-2005 11/14/02
Strategic Fundamentals
Role(s) of the CSE
Prior to its reorganization, the Vail CSE was largely a .granting body, primarily
tasked with considering producer requests for funding. Moving forward, the CSE
will play a much more proactive role by:
1. Focusing on a strategy designed to entice current visitors to return to Vail
2. Attracting new visitors by dedicating resources to recruit participant events
3. Following objective event selection, funding and evaluation criteria
4. Ensuring that event investments are closely coordinated with broader
marketing objectives identified by the VMD
Role(s) of the VMD
The VMD will play a key role in event marketing by placing heavy emphasis on
this area in its new plans for Vail's Summer Brand. In this effort, the VMD will:
1. Determining key brand elements: target consumer demographics, primary
and secondary markets, messaging, etc. thus providing input to the CSE on
event strategy, selection and evaluation
2. Coordinate communication and planning timelines with the CSE so that
event investments are fully leveraged
3. Budget appropriate resources to take advantage of ancillary marketing
opportunities brought about by Vail's special events portfolio
Event Production and Risk
The public sector is far less efficient at producing special events than private and
non-profit entities. In addition, municipal budget constraints make it unappealing
to risk financial resources on items such as ticket and merchandise sales.
Fortunately, there is a thriving events industry eager to locate event properties in
al« active locations such as Vail. Therefore, the CSE will engage outside firms to
produce events in Vail -using their capital.
Event Categories
Special. Events are not monolithic. An endless array of events exists, all with
different attributes and benefits. Therefore, a common vocabulary is required to
identify what events are needed and how they will contribute to Vail's goals.
For this purpose, the CSE has developed athree-tiered approach. While the
following table provides the basics, greater detail can be found in
o Attachment A: Event Categories
5
Yail CSE Strategic Plan- 2002-2005 11/14/02
Icon Those "mega° events, occurring Advocacy
infrequently and requiring extensive
community and volunteer
involvement
Participant Events characterized by a large Recruitment, facilitation
participant base and site improvement
Ambient Locally-produced events designed to Seed funding and
enhance the experience of existing promotion
guests, increase their intent to
return and increase visitor spending
Event COmDarISOn
While these categories lend structure to ~ the choices that exist, tools are still
needed to compare events on an "apples to apples" basis. While final CSE
decisions will be made using both subjective and objective models, significant
attention will be given to gathering as much quantifiable data as possible. In this
effort, a numerical ranking grid will be used - Attachment B - Specia! Event
Ranking Grid. This tool will be revised and updated with experience.
Event Acquisition
The CSE's top strategic priority is to entice visitors to return to Vail. Therefore,
,the CSE will ensure that ambient events are held when the maximum number of
visitors is here to enjoy them: in the summer that is from the end of June to the
middle of September. Fortunately, the time period from the end of June to mid
August already hosts BRAVO and the International Dance Festival, which, even
though they are more icon than ambient events, play a major role in enticing
visitors to return. Therefore, the CSE will initially focus on new ambient events
for the mid August to mid September time slot. Concurrently, the CSE will recruit
and give preference to participant events that would occur in June or September.
In order to get the most "bang for the buck", the CSE will
1. Attempt to migrate current local events into visitor ambient events. e.g.
July 4"' parade, annual tree lighting, ski swap.
2. Promote participant events to visitors and locals.
3. Focus on improving Town facilities and support of events in lieu of providing
funding..
4. Provide contact information on visitors to VMD for future direct marketing.
5. Encourage producers of special events to provide free street entertainment
e.g. clowns from circus, musicians from BRAVO, artists from Arts Festival.
6. Actively solicit entrepreneurial street entertainment.
7. Develop a startup kit for non-profits on how to create afund-raising event.
The events industry is diverse and dynamic, consisting of many players in
constant shift. This begs the question, "how can Vail acquire the right events, at
the right time and under the right terms?" Fortunately, Vail is not the only
community to ask, and the industry has responded by developing several
methods for events and potential host sites to court one another. Among them
6~
Vail CSE Strategic Plan- 2002-2005 11/14102
are industry associations, tradeshows, websites and periodicals -all actively
promoting events looking for host sites and vice-versa. These, along with
personal promotion efforts will enable Vail to develop numerous positive event
choices.
' The CSE wiN pursue a specific acquisition strategy for each event category, as
outlined below:
• • •
Icon o Advocate selected
events attracted and 24-48 months
funded by others
Participant o Aggressive event
recruitment utilizing 6-24 months
personal promotion
efforts
I Ambient o Annual RFPs to local
event aroducers <12 months
Critical success measurements
In keeping with the public trust, and economic realities, every event investment
will be held to a high level of accountability. In coordination with the VMD and
appropriate research vendors, tools will be developed to regularly measure the
following criteria: .
1. Economic indicators
o Sales tax col{ections
o Lodging tax collections
o Occupancy rates
o Direct event spending
o Tangible marketing benefits
o Revenue generated through ancillary efforts
2. Research M~~surements
o Guest in ant to return
o Awaren~ss of Vail as an events destination
3. Other values
o Consumer (ri ~ ~ name acquisition and follow-through
o Group sales leads
Goa Is
No strategic effort is able to allocate resources or measure success until goals are
established. Therefore, the CSE has set the following schedule:
7
Vail CSE Strategic Plan- 2002-2005 11/14/02
By year-end 2002
1. Secure a schedule of ambient events for 2003 and develop a consistent
structure for leveraging them to increase visitor return.
2. Identify target categories and producers of participant events.
3. Secure administrative and participant event resources.
a. Allocate funds to effectively administer the CSE and to provide
producers with a single point of contact.
b. Allocate funds to recruit participant events and to spearhead
development of TOV capacity to host these events.
4. Identify areas of coordination with the VMD.
5. Develop a planning timeline for 2003.
6. Publish. the CSE Strategy.
By spring 2003
1. Implement a new ambient event process that accurately reflects this
strategy.
2. Solidify strategic coordination with the VMD.
3. Provide Council with a status report.
By summer 2003
1. Reassess Administration and Participant Event resource plans.
2. Provide a detailed special event budget request to TOV Council for 2004.
3. Establish a firm timeline to engage planning for 2005 events.
4. Create a structure to take advantage of alternative revenue
opportunities generated by event hosting e.g. sponsorships, lodging
commissions, revenue sharing.
5. Provide Council with a status report.
By year-end 2003
1. Execute at least one new participant event.
2. Assess success and failure of 2003 events and make corrections for
2004.
3. Provide Council with a status report.
By year-end 2004
1. Execute at least two additional participant events
2. Assess success and failure of 2004 events and make corrections for
2005.
3. Provide Council with an annual status report.
By year-end 2005
1. Execute at least three additional participant events.
2. Assess success and failure of 2005 events and make corrections for
2006.
3. Provide Council with an annual status report.
The CSE is committed to evaluating these goals on a regular basis.
8
Vail CSE Strategic Plan- 2002-2005 11/14/02
Staffing, Facilitation and Event Recruitment
These efforts cannot be conducted by Commission members alone, especially
given their focus on strategy, volunteer status and base of expertise. Almost
every significant event destination allocates resources to the administration,
ongoing support and recruiting of special events. The Vail CSE will do the same.
In the long-term, Special Events could generate ancillary revenues and help to
underwrite the costs of administration and recruitment. Today, these additional
revenues are not available. The preliminary budget for 2003 assumes the
following staffing:
1. Contracting for CSE administrative support and a single point of contact for
events administration.
2. Contracting for recruiting of participant events, facilitation of these events
until a permit is submitted and spearheading the development of TOV
capacity to host these events.
Dependencies
The CSE is an agency of the TOV and it therefore relies on the Town for support in
many areas. Otherwise, the CSE would have to duplicate these services at costs
that would consume the CSE budget. Examples of support that the CSE will look
to the Town to provide are:
b 1. Legal
~r 2. Reproduction and Supplies
3. Email Accounts
4. Phone
5. Liability Insurance
6. Contract Negotiations
7. Office Space
8. Town Staff Support as Required
9. Consistent Special Events Funding
The CSE is also dependent on the VMD:
1. To bring visitors to Vail.
2. To market CSE events.
3. To establish a single lodging contact for events.
9
Yail CSE Strategic Plan- 2002-2005 11/14/d2
Preliminary Budget - 2003
Income
TOV CSE Event Funding $ 570, 000
Other Revenues $ -
Totallnc~me $ 570,000
bcpense5
Event Funding
Ambient events $ 225,000
Uail America Days
Oktoberfest
Tree Lightings
Others TBD $ 225,000
Participant Events $ 220,000
TEVA Mtn Games* $ 75,000
American Ski Ciassic* $ 25,000
The Session* $ 20,000
3 on 3 Soccer $ 25,000
Others TBD $ 75,000
Administration, Recruifing $ 75,000
and Research
Total Expenses $ 520,000
Contingency $ 50,000
Total Expenses plus Contingency $ 570,000
* =Funded
SUMMARY
The CSE strategy is to use special events to entice visitors to return again
and again, to increase the lengths of their visits and most importantly, to
spend more money in Vail.
10
i
Vail CSE Strategic Plat- 2002-2005 11/14/02
Attachment A -Event Categories
Icon (events that are highly sought-after)
Icon events are national /international in scope and likely to contain professional or Olympic-level
performers. They represent the top level of perfor an or competition in their category and generate
widespread brand exposure in the form of televisi , br d public awareness (often crossing international
boundaries) and possess sn extended marketing d PR p n. Icon events bring a large participant base with
them, significant direct spending, and generates ectator n tubers that measurably impact Vail's economy.
They are secured through targeted identificati and negot~ tion and require a significant investment from the
for-profit sector.
Icon events also require extensive investmen from the host co unity, often in the form of seven-figure cash
contributions, a dedicated organizing com ~ttee/staff and large olunteer core.
Icon events possess a secure financial an national sponsor base a Gave a proven profit outcome. But, they
also require the host community to pay gnificant site fees, and ass me significant financial risk, with the
opportunity of return through local rev nue sharing, (lodging packs es, ticketing, concessions, merchandise,
etc.)
Examples: World Alpine Ski Cha pionships, New Orleans Jazz Festi 1, New York Philharmonic, Super
Bowl, Ryder Cup, US pen, World Cup, Olympics, X-Gam PGA TOUR
Participant (events that actively ook for host sites, but require recruitmen
Participant events run the gam from season-ending championships in ama ur sports to stops within a large
tour or series to regional amat r events and conferences. They are probab owned by a national governing
body, tour or producer. The are primarily identified by the size of the parti ant base they bring with
them. Their primary benefit measured by participant spending and heavy co sideration is given to length of
stay and time of year. Th events are actively looking for host sites and partici ate in numerous industry
"site brokerages". Vail ca only recruit these events through an ongoing outreac program.
Secondary consideration given to their marketing value to the general consumer ere they may very well
have high appeal to sin e-category audiences. Sometimes they will be televised (fro national to regional) but
they have limited abili to attract a large spectator base on their own. Given Vail's n me, however, they may
attract sufficient sp tors to reach high levels of occupancy. Participant events offer od.,.:.,:.~.: F1T
marketing opportun' 'es through association membership, website linkages, exposure at that events in the
toot or series, etc.
These events are ancially secure, probably having one or two major sponsors, but will r wire shoat-site
investment (as to as $20,000 and as high as 5200,0110), often as a combination of cash and in kind support.
The primary op rtunity for regaining investment capital will come from lodging package sa and
IocaUregional nsorships.
Examples: VA Outdoor Games, World Mtn. Bike Championships, NGB National Champio hips, US
outh Soccer RegionaL4, USTA Fed Cup/Davis Cup, US Cross Country Championsh
Professional Cycling Tour, American Ski Classic, 3on3 Soccer, Lacrosse Shootont
Ambien (events to improve visitor'satisfaction and increase spending)
Ambie events are designed to enhance the experience of existing guests and to increase guest intent t return.
They rrently con.,::~:.,~, ~E the majority of the events that occur in Vail. Their primary benefit is visitor
seen ng in the Vail business districts. They are acquired through an annual RFP process and are likely o be
loco produced.
e events generally could not get started without pubUc funding.
samples: Vail America Days, Vail Arts Festival, Oktoberfest, Big Wheel ~ Chilifest, Tree Lightings
11
Vail CSE Strategic Plate 2002-2005 11/14/02 ~
Attachment B -Special Event Rating Grid
EVENT NAME:
TYPE OF EVENT (circle one): Ambient Participant
~ - ~ Rating (1-5) Ambient Particivant Score
Economic Impact 20 25
Timing 20 15
Demote«phic Fit 25 15
Growth Potential 15 20
Producer Qualifications 15 15
Marketing Value 5 10 ~
Total N/A 1 100 100 ~
Economic Impact: Projected sales and lo~~+*+g tax revenue impact
Timing: Match ~l~alegic time slot(s) for this type of event
Demographic Fit: Match profile of target visitor for this time slot
Growth Potential: How big can it become
Producer Qualifications: Can the producer get the job done
Marketing Value: Provide advertising content or visitor referrals to VMD
12
r.~l.
T~wNOF YAIL `
..w~n~~~a~v~~ uu sNw:~m crwu.~r
Memorandum:
TO: Vail Town Council
FROM: Commission on Special Events
DATE: July 29, 2005
RE: 2006 CSE Funding Proposal
1. Direct Event Funding: $640,000, to be allocated as follows:
• $50,000: America Days
• $50,004: 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 during the later part of August.
• $7,500: Partnership w/Vail Rotary to purchase ducks for the annual Duck Race,
enabling the Rotary Club to dictate when the event will take place in consideration of
the CSE's scheduling goals.
• $10,000: Community Events such as Easter Egg Hunt, Trick or Treat Trot, etc.
• $25,000: "Debit Cazd" for Town of Vail Services to be allocated at time of permit
review.
• $500,000: Direct event funding to be allocated during the CSE's annual RFP review
process in October.
2. Event Evaluation and Reseazch: $20,000
3. Administration and Permitting: $36,000, plus Pazking Pass.
TOTAL 2006 CSE FUNDING REQUEST: $698,500
~ ~ -
~ ~ v~s~
Commission on pedal EverNs
July 30, 2004
TO: Vail Town Council
FROM: Commission on Special Events
CSE "Tier 1"Request: $725,000 in 2005
(or $897,450 if the "Tier 2" option is accepted),
Coav and Legal Suunort, and a 2004-2005 TOV Parking Pass
Over the last year, the CSE has applied the funding allocation criteria which it developed
with the following goals in mind:
• Stimulating business for local merchants, restaurants and lodges
• Alignment with the target demographic of the Vail Local Mazketing District
• Providing stazt-up funds for events that have the potential to become nationally
recognized and to anchor the same relative time slot annually, i.e.:
o TEVA Mountain Games
o Spring Back to Vail
o Vail Film Festival
• Incentivize visitor returns by insuring that guests that are already here are enjoying
themselves and that the atmosphere in town is full of fun and vitality, i.e.:
o Summer Street Entertainment
o Vail Arts and Wine Faire
o America Days
• Supporting events where there is opportunity to leverage the CSE allocation with
significant sponsorship or media coverage, i.e.:
o The Session
o TEVA Mountain Games
• Encouraging events that bring a lazge number of participants annually, including:
o Lacrosse Tournament
o Got Milk? 3 vs. 3 Soccer Tournament
• Providing funding to ensure the viability of events that foster a strong "Sense of
Community," i.e.:
o America Days
o Holidays in Vail
o Family Carnival
o "Y04" Drug and Alcohol Free New Yeaz's Eve Celebration for Youth
Additionally, in the interest of having a means to measure the effectiveness of the Special Events
funding program, the CSE has contracted for Intercept Surveys at eig1 ofthe-larger events and
will be able to utilize the information gathered to ensure that the criteria are being met in the
upcoming funding allocation process.
CSE 2005 Funding Request Page 1 of 3 6/23/2005
? Tier 1 Request: 5725.000. This reflects a $160,000 increase over last year's allocation,
which the CSE intends to apply as follows:
• $5000: To allow fora 5% increase in the Administrative Services budget and a 10%
increase in the Research and Event Evaluation budget, plus
• $155,000 additional direct event funding:
o $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 large
number of musical performers, to guarantee the TOV share of bringing the
Washington High School Prep Band, and to implement security measures for crowd
control issues.
o $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
rr,. yes to be successful in this, its inaugural year, 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.
o $50,000: A new event to fill the calendar Khole" 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`~ weekend in August.
o $15,000: Support for events procured under the Event Recruitment Program.
o $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.
o $25,000: 5% overall increase in direct event funding. The CSE strongly believes
that it is essential to continue to develop special events as an important element in
supporting the economic vitality of Vail Village and Lionshead, especially in light of
the next several years of construction activity.
*NOTE: Should the Town Council decide to allocate the same amount of
funding in
2003 to the CSE as in 2004, $565, 000, there would in fact be $11, 000 fewer event dollars
available because there was a rollover of remaining CSE funds from 2003 to 2004.
• Additional In-Kind requests:
o Access to legal advice from the Town Attorney with regard to funding and event
contracts or other issues which may arise concerning special events in the Town
of Vail.
o Ilse of the copying and mailing facilities located in the TOV Municipal Building.
0 2004-2005 Town of Vail Parking Pass for use by the Coordinator.
? Tier 2 Request: $897,450 Total Funds: The additional $172,100 reflects the transfer of
responsibility from the Town Council to the CSE for allocations to KQualifying
Cultural Events."
This allocation would not reflect anv increase in event funding, only that the CSE would take
responsibility for reviewing these applications and allocating the funds.
CSE 2005 Funding Request Page 2 of 3 6/23/2005
• The CSE requests that the Council consider delegating to the Commission on
Special Events the responsibility for the allocation of funds to "Qualifying Cultural
Events" for the following reasons:
o Provide fora "single point of contact" for events through which all information
would be processed and which would allow for a more seamless approach to
strategic planning and marketing.
o Eliminate confusion for the Event Fl Vllloters as to when and to whom they should
submit their applications for Town of Vail funds.
o Provide for clarity within the Town of Vail budget regazding total expenditures on
Special Events.
o Council is able to retain its control over these allocations, both in its right to call
up any decisions that are made and by its ability to direct CSE action.
• `Qualifying Cultural Events" funded by TOV Council in 2004 for a total of
$172,100 and proposed for transfer to the CSE for oversight are listed below:
o NY Philharmonic: $95,000
o Bravo! Vail Valley Music Festival: $21,375
o WF Hot Summer Nights: $20,000
o WF International Dance Festival: $12,500
o WF Street Beat $16,575
o Vail Jazz Foundation $6,650
In support of these requests, the CSE is h«Yry to note several successes in 2004, even as this
yeaz's event season is not yet complete. In only its second yeaz, The Session has established
itself as the place to be for the snowboazding community. Three events in April cannot help but
account for some of the wh~~,~r;ng 12% increase in sales tax that month; an expanded Spring
Back to Vail brought nationally recognized musicians to the community over two weekends, the
Taste of Vail continued to highlight the excellence of our local restaurants and the l~` Vail Film
Festival was a smasiung success by all measures and cleazly showed the potential to become one
of the country's major film events with amulti-year commitment of increased sponsorship fi.,~
United Airlines. The TEVA Mountain Games have developed into an imp~ltalll, nationally
recognized event, with our contribution Leveraged by very significant sponsor and media
contributions. Certainly the Village was hopping the first weekend in June! Last summer's well
received Street Entertainment program has been expanded to provide live music throughout the
Village and Lionshead three days a week from June through Labor Day. Also, 2004 marks the
second year of 3-year contract which ensures the return of the Got Milk? 3 vs. 3 Soccer
Tournament in August and the Vail Lacrosse Shootout in July.
The CSE is ~,l~,~ad of its record this year and looks forward to continuing to foster and seek
out events that will enhance Vail's image as the "rl~+lLier mountain resort community."
Thank you for your continued support.
CSE 2005 Funding Request Page 3 of 3 6123/2005
Town of Vail
Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, June 28, 2005 at 8:30 a.m.
AGENDA:
? Approval of the Minutes from the meeting of May, 24, 2005 (5 minutes)
? Administrator's Report: (15 minutes)
• Financial Report
• Cancellation of Triple Crown Western Regional Softball Tournament
• Update on Meeting regazding a Celebrity Golf Tournament proposal
wJMatt Doclcstetter and Brent Redman
• Update on Ambient Street Entertainment Schedule
• Vail Specific Canopies at Special Events
? Update on America Days and Sponsors: Laurie Asmussen (5 minutes)
? VRD<Request for Funds: Joel Rabinowitz is requesting support from the CSE for
the purchase of new trophies for the Vail Soccer Tournament. (10 minutes)
? Review Proposed Timeline and Draft RFP for 2006 Funding Allocation Process:
(15 minutes)
? Review Strategic Plan: Discuss whether or not the plan should be updated and give
direction as to how to move forwazd. (30 minutes)
? Funding Request from Council for 2006: Deadline for submittal is July 29 for a
hearing on August 16. Discuss proposal and give direction. (30 minutes)
? New Business: (10 minutes)
? Adjournment: 10:30 a.m.
Nezt Meeting: Tuesday, July 26, 2005 at 8:30 a.m.
J
Minutes:
Town of Vail: Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, June 28, ZOOS at 8:30 a.m.
Members Present: Steve Rosenthal, Stephen Connolly, Richard tenBraak, Mark Gordon, Ian
Anderson and Chairman Dave Chapin Member Absent: Todd Gehrke
Others Present: Joel Rabinowitz, Pam Brandmeyer, Kaye Ferry, Dan Conway, Laurie
Asmussen, JoAnn Moore and Syhill Navas
Chairman Dave Chapin called the meeting to order at 8:35 a.m.
Motion to approve the minutes from the meeting of May, 24, 2005, as presented.
M/S/P: Steve Rosenthal, Mark Gordon, Unanimous.
Administrator's Report:
Syhill informed the members that there is a $1400 positive fund balance in the CSE
budget due to the cancellation of the Triple Crown Western Regional Softball Tournament.
Tournament organizers informed the VRD of the cancellation only last week, citing a lack of
team registrations as the difficulty.
Syhill reported that she had participated in a preliminary meeting between Brent Redman,
head golf professional at the Vail Golf Course, and Matt Dockstetter, who last year had
presented a proposal to the CSE for a Celebrity Team Golf Tournament. The CSE had
suggested that since the time frame was so short for an event of this scale, that Matt re-apply this
year and present a more complete plan for organizing the event in 2006. Brent Redman was
enthusiastic about the concept and indicated he would present his endorsement for the use of the
Golf Course to the VRD Board of Directors. Syhill stated that Matt understands that he must re-
submit his application as part of the 2006 CSE Funding process, and that there is no guarantee
that the CSE will allocate funds to this event.
Sybiil reviewed the Ambient Street Entertainment Schedule which was included in the
packets and stated that the changes in the previously approved schedule for Lionshead were
driven by the fact that Blue Creek Productions had already contracted for entertainment at some
of the same times. Jenna Stephenson at Resort Entertainment has been working cooperatively
with Brian Hall's group to insure that there are no duplications of effort and that as much
entertainment as possible is provided within the Lionshead azea.
Following up on the conversation from last month's CSE meeting regarding the purchase
of canopies with the Town's logo for use at events, Syhill reported that both Public Works and
the Town Manager's office had stated that the Town is not in the position to implement this type
of service, and that neither staff for set-up, delivery and maintenance or facilities for storage are
presently available. Stephen Connolly, from his experience working with Alpine Party Rentals,
agreed with Town's position that this was a highly labor intensive proposition and that the CSE's
money would be better spent in solidifying other events. He pointed out that Vail's Event
program is much different than Beaver Creek's where the resort is actually its own producer. He
emphasized that, in his opinion, the real issue is that event promoters who have received funding
CSG~sn Minutcs 6-~28~?OQ~ Pa~c 1 of4
from the CSE have an obligation to the Town as a sponsor, and that the positioning of tents in
Vail that sport another resort's logo is an unacceptable breach of propriety. After some
discussion CSE members agreed, and directed that a line should be included in the proposed
handbook regarding proper sponsorship recognition for events supported by the Town of Vail.
Update on America Days and Sponsors: Due to prior scheduling conflicts, Laurie was unable
to be present before 9:15. The CSE deferred this discussion until her arrival.
VRD/Request for Funds: Joel Rabinowitz distributed a document and budget describing the
34th Annual Vail Invitational Soccer Tournament and stated his request for CSE funding in the
amount of $800, which would be utilized for the purchase of new trophies for the Vail Soccer
Tournament that would reflect Vail's world class image. He emphasized the tradition in soccer
tournaments of giving the winners' high quality trophies as well as free entry into the following
year's tournament to defend their championship. Decision on this request was deferred to the end
of the meeting.
Update on America Days: Laurie Asmussen and Joanne Moore reported that Millennium Bank
has stepped up as a significant sponsor of the event. They noted that the absence of the Patriotic
Concert (occurring on Sunday the 3`d~, has made for additional challenges this year and they are
planning several new activities to encourage people to stay in Town after the parade. There will
be continuous entertainment in Ford Park from 1:00 p.m. to 10:1 S p.m. and a 23 minute display
of fireworks will be "simulcast" with the live music of a 20 piece orchestra at 9:45 p.m. They
affirmed that the parade would begin at Golden Peak and finish at the west end of the Lionshead
Parking structure- emphasizing that the traditional route has been maintained as much as possible
in light of all the construction occurring within the Town. Laurie stated that President Ford is
expected to be in attendance on Pepi's balcony and that the word from the Pentagon is that the
F16's will flyover Vail at about 11:12. She added that they had been working with Resort
Entertainment to provide entertainment throughout Town on Saturday and Sunday.
CSE members reviewed the proposed "Timeline and Draft RFP far 2006 Funding Allocation
Process" which was included in the packets, and agreed by consensus to accept the process with
the following changes:
• 2006 CSE funding allocation decisions will be made at the regular November CSE
meeting on the 4`~ Tuesday (22°d) in November.
• In consideration of the holiday season, the regular December meeting of the C5E, which
would normally fall on Tuesday the 2'7`f', will be cancelled. Instead, a joint meeting
between the CSE and the Vail Local Marketing District Advisory Council (VLMDAC}
will be scheduled for early in the month.
• The proposed joint meeting between the Town of Vail Event Review C.,~...~~ittee (ERC),
Event Promoters and the CSE, for the purpose of developing the preliminary 2006
Special Event Calendar and identifying Town of Vail resources that may be required, will
be held on Tuesday, October 25~", which is the regular CSE meeting date in October, not
at the September meeting, which was a typographical error on the document.
Review of the 2002-2005 CSE Strategic Plan: During discussion, CSE members identified
several issues for consideration, including:
CSEisn Minutes6,?R;~'Of)j Pa~~c? of~1
' • How has the Town's attitude toward events changed in the last three yeazs? Events are an
integral part of the economy in both good times and bad.
• Should the CSE set funding "caps" for different types of events, i.e. ambient,
participatory, community, etc?
• Demand a standazdized P & L statement when event promoters report back to the CSE.
Hone in on identifying the desired demographic and require apost-event spread sheet
including attendance numbers as well as credible demographic information. The CSE is
too dependent on numbers provided by the event organizers; independent surveys are
valuable. Is it possible to resurrect the Business Index that Rick Scalpello organized so as
to get a better assessment of the event by event, weekend by weekend effects.
• Revising and redefining the calendar and schedule of goals which the CSE would like to
see achieved in the next 5 years.
• 'The CSE continues to grapple with the issue of whether it should provide "seed money,"
or on-going funding?
• Should funding go to events that are contributing profits to charities?
• How do community and cultural events fit into the CSE's mission?
• Can we encourage Street Entertainment to be "entrepreneurial?"
Realizing that the topic was too lazge to bring to closure in a short discussion, CSE members
agreed to form asub-committee which will review the plan with the idea of identifying the issues
which need to be addressed and present a report to the entire board at the July meeting. A draft of
the revised plan, incorporating the input from this discussion, will be reviewed at the August
CSE meeting, with a goal of adopting a final version in January. IVIazk Gordon, Ian Anderson
and Dave Chapin volunteered to serve on the committee. Other members were asked to a-mail
their comments to Sybill prior to July 15.
CSE members reviewed the draft of the Proposed 2006 Funding Request, which is due on
Friday, July 29. The concept of the "Debit Cazd" for Town of Vail in-kind services was
discussed at length, with Pam and Sybill explaining that this is an attempt to "smooth out" the
permitting process, at which time event promoters are frequently found in the position of
realizing that they require in-kind services that only the Town can provide but neither the Town
or the event promoter have anticipated or budgeted. The Debit Card would provide a means of
accounting for the Town's services and allow the Event Review Committee and/or the CSE to
allocate some of these services in lieu of actual cash funding. It was stressed that this is not a
request for new dollars, but rather an attempt to streamline the process by which allocations of
staff time can be made in a more efficient manner than the current system allows. Sybill was
directed to make changes to the format of the proposal which would clarify the differences in
what is being requested in 2006 versus 2005's actual allocations. The request will be finalized at
the July meeting.
New Business:
• Stephen Connolly informed the other CSE members that he is leaving his position at
Alpine Party Rental to work with Jeff Brausch in the development of a Sports Marketing
Agency. He stated that there would be no conflict concerning his position on the CSE, as
none of the events they will be working with are in the Town of Vail.
• Steve Rosenthal stated his opinion that The Graze at Vail was unsuccessful on several
fronts, that he was bothered by the change in the event's identity "mid-stream" after the
CSF, sn Minutes 6~?&'UUj Page ; ot`4
. ,
CSE had reviewed the application. He felt that the Chili component historically had
provided some continuity of restaurant participation which was lacking entirely in this
yeaz's event. CSE members felt that these comments could be appropriately addressed
during the final event report.
• Dave Chapin remarked that the new petition being circulated by a few merchants seeking
to remove Street Beat from the Check Point Charlie venue only highlights the Town's
need for a permanent entertainment venue.
Discussion of the VRD Soccer Tournament Request for Funding: Citing the benefits of a
participatory event which brings 32 teams into the community and the reinforcement of
Vail's image in the form of the logo on the trophies, Steve Rosenthal moved to approve an
allocation of $800 to the Vail Recreation District for the purchase of new trophies, contingent
on the Vail logo being represented on the trophies. The motion died for lack of a second.
Other CSE member comments included:
Mazk Gordon stated that he would prefer to hold funds back for the Trick-or-Treat Trot.
Stephen Connolly made the following comments:
• This request is not compatible with the CSE's goals
• More people leave without a trophy than with
• The tournament has been going on for 34 yeazs
• A sponsor should be sought from elsewhere in the community- perhaps one of the
hotels benefiting from the event participants being in Vail? It is not the CSE's
purview to support the VRD.
Ian Anderson noted the disturbing trend that more and more previously self-supporting
event aze coming to the CSE's "piggy-bank," but that he is inclined to support this
request because it is an important event that meets the CSE's criteria.
? Motion to deny the request of the VRD, while recognizing the value of what is a great
event in the community.
M/S/P: Stephen Connolly/Mazk Gordon/ 5-1 with Steve Rosenthal opposed.
Motion to Adjourn at 11:30 a.m.
M/S/P: Mazk Gordon, Richazd tenBraak, Unanimous
Minutes taken and submitted by
Sybill Navas
June 28, 2005
Approved by: Date• ~~0 O~
Chairman, Commission on pecial Events
Next Meeting: Tuesday, July 26, 2005 at 8:30 a.m.
CSEIsn Minutes 628 ?OUS P~gc ~ of ~l
•
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, July 26, 2005 at 8:30 a.m.
Members Present: Todd Gerhke, Stephen Connolly, Steve Rosenthal, Richard tenBraal~
Ian Anderson and Chairman Dave Chapin CSE Member Absent: Mark Gordon
Others Present: Diane Moudy, Jenna Stephenson, Joel Heath, Joe Blair, Leon Fell, Scott
Cross, Sean Cross, Rick Scalpello, Kerry Donovan, Kaye Ferry, John Power, Pat
Benedict, John Knauf and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:35 a.m.
Motion to approve the Minutes from the meeting of June 28, 2005, as presented.
M/S/P: Richard tenBraak, Stephen Connolly, Unanimous.
Administrator Report:
• The balance in unallocated funds remains at $1400, due to the cancellation of the
Triple Crown Western Regional Softball tournament.
• The Vail Arts Festival, scheduled for August 19-21, will be sited on East
Lionshead Circle, along the south side of the Lionshead Parking Structure. After
walking the mall with members of the Fire Dept., it was clear that it is impossible
to place any of the artists within the mall area, however Laurie will place
children's activities and performances at the west end in order to encourage
visitors to go into the mall area. Sybill reported that some of the Lionshead
merchants had expressed disappointment that the event would not be held within
the mall area, and that they were beginning to realize that the location of the new
building would prevent the event from ever returning to its historical site, even
after the major construction is completed.
• Street Entertainment Schedule Changes: Due to complaints from neighboring
businesses who already provide live entertainment, the entertainment at Seibert
Circle site has been moved to Gore Creek Drive between Gorsuch and the
Golden Bear on Saturdays and to Gore Creek Promenade on Sundays. Diane
Moudy indicated that they had received good feedback on the new locations. CSE
members complimented her on her willingness to work with the community and
encouraged her to continue to explore other potentially viable venues within Vail
Village.
• Vail Business Index:
o Is there an interest in resurrecting this program?
o If so, who should manage it?
o Where should funding come from?
Rick Scalpello reported that previous efforts had only resulted in measuring the
seasonality of the tourism business rather than the effect on the economy of a
CSF.~,n Minute: 117 ?1, Ili Pugs 1 ut~-1
single event. Joel Heath stated his opinion that site intercept surveys are a much
more reliable measure of an event's impact; that the business reports do not
include variables such as weather, national economic trends, highway difficulties
and outside competition from other resorts. The result being that the event is not
the only thing going on which is being measured. Steve Rosenthal responded that
the index is a valuable tool by which an individual business can evaluate their
performance relative to previous years and with respect to the rest of the
community. Sybill was directed to contact Aspen and get a report on how their
program was working.
• Tent Venue for Summer Concerts/Theater: Sybill reported that she had attended a
music performance in Keystone in a tented venue similaz to the one which used to
be raised in the Vista Bahn area in the late 70's and eazly 80's. She queried the
group as to their interest in exploring the possibility of implementing this type of
venue in Vail, perhaps at the Vista Bahn yard or other location. CSE members
requested more information on the Keystone site, but indicated their feeling that
at the present time the budget and staff allotted to the CSE would not make this a
practical effort.
Final Reports:
• King of the Mountain Volleyball: Leon Fell gave an overview of this year's
tournament and explained that although he felt the event had about broken even,
final financial documents would not be available until the remaining bills had
come in. Highlights included;
o The event continues to. grow. 228 teams pazticipated, with a strong
community and regional involvement.
o Mazketing included local and regional media directed to the "drive-in"
mazket, and was expanded to the national media level within the sport.
o High Performance Camp: building a strong youth component. 11 locals
were chosen to attend a high performance beach camp in Hermosa Beach,
CA, with sponsorship from USA Volleyball-Rocky Mountain Region.
o Crowds were lazger, and were not just made up of players.
o Demographic: Primary players aze 25-45 yeazs of age, often accompanied
by families. The youth portion is growing exponentially- all bringing
families to the event.
o Thanks to Vail Resorts: Donation of Ski Passes to winners of each
division.
o Thanks to TOV Public Works for closing the street. The new street and
walkway from the Village to the Soccer Field work!
In closing Leon commented that the field rental had become more expensive and
that he hoped that the community and the VRD would keep in perspective that
this is a community event born out of community involvement. Lastly, he stated
that next year he expects the tournament to be held at both the Soccer Field and
Donovan Park and he requested that the CSE support a request for the addition of
2 more sand courts which would allow the competition to expand and attract
bigger names.
Ctil~, sn I~'linu~cti: Ili I'a~~e ? i~f -1
~ M
• Vail Film Festival: Sean and Scott Cross showed a DVD compiled of "insider"
~r,, interviews conducted during the event and presented a Power Point summary of
the festival. Highlights included:
o Programming Highlights:70 Films Screened (55 last year)
• Sports/Action films were a big hit
• Oscar Shorts provide a unique program
• Panel Discussions
• Screenwriter's pitch to filmmakers
• "Music Cafe" at the Red Lion
o Excellent comments from filmmakers about both the Festival and Vail
o Awards: Rising Star and Lifetime Achievement
o Noteworthy number of appearances by celebrities, filmmakers and critics
fora 2nd year event
o Doubled attendance numbers from last year
o Major media exposure: Title Sponsor, "Best Life" magazine has renewed
and doubled their commitment to the festival for 2006
o Partnership with a NYC mazketing firm to leverage partnerships and cross
promote with other festivals, both nationally and internationally
Scott and Sean stated that they have already taken steps to solve the issue of
people not being able to get into a venue after standing in line for a long period of
time. Additionally, they expect that the number of venues and screenings will
need to be expanded by 2007 to accommodate growing attendance. Steve
Rosenthal suggested that they set up a meeting with the VLMD to see if there
might be some opportunity for more exposure, especially on the Front Range.
Scott and Sean agreed and felt that there is room for improvement in marketing,
especially within Colorado. They also felt that if they could lock down awazd
winners earlier, it would be easier to solicit feature articles from Arts and
Entertainment editors, and help to increase the lead time to feature Vail as a
destination. Finally, they stated that attracting celebrities is key to the long term
success of the festival, but the ambience of the community of Vail is a
tremendous asset. Kaye Ferry reported that the Vail Film Festival is considered a
2nd tier event already in only its second year and is expected to be one of only 5 1 S`
tier events in the near future.
The proposed RFP Process for 2006 Allocations was approved by consensus as
presented.
Following review of the 2006 Request for Funds from Council, the CSE approved the
draft with the following changes:
• Minor formatting changes for the purpose of clarification.
• Amore detailed explanation of the "Debit Card" concept.
• Include a one page summary of the data from the 2004 Intercept Surveys.
• Omit the request for funding the purchase of ducks for the Rotary's annual race.
Pat Benedict and John Knauf, representing the Vail Rotary Club affirmed their
interest in re-establishing the annual Duck Race as a signature event on Labor
Day weekend if the CSE would aid in the purchase of the ducks. They had
CSL?lsn Minutes O7.'"'f,/OS Page 3 of 4
prepared a request for $9600, ar12,000 ducks @ .80/each. CSE members
expressed their support of moving the event back to Labor Day weekend, but
were not convinced that purchasing the ducks was either appropriate to their
mission or a decision that they were prepared to make at this time. It was decided
to remove the duck purchase request from the Request to Council and suggested
that the Rotary might still request funds to purchase ducks as part of the annual
RFP process beginning in September.
• With regard to the issue of whether the TEVA Games had achieved "Icon" status
and should request their funds directly from the Town Council, CSE members
remained frm in the opinion that the CSE should be the oversight committee for
all events, while recognizing that they have no control over where Untraditional
Marketing chooses to apply.
Strategic Plan: CSE members reviewed the preliminary changes as suggested by the
Review Committee and made the following additions:
• The CSE will maintain an online calendar of events
• Append an Attachment B: 2006 CSE Budget
The committee will meet again to review the revised paragraphs as indicated and to
develop a draft set of goals and accompanying timeline.
Rick Scalpello suggested that the draft does not adequately address two key questions:
• Are we a "seeding" or a "funding" organization?
• Should we be funding charitable organizations in their fundraising activities, i.e.
Rotary Duck Race?
The subcommittee agreed to address these issues.
New Business: Steve Rosenthal requested an item be added to an upcoming meeting
agenda to discuss July events, or lack thereof.
Motion to Adjourn at 12:05 p.m.
M/S/P: Steve Rosenthal, Ian Anderson, Unanimous
Minutes taken and submitted by
Sybi11 Navas
July 26, 2005 r~
V
Approved by• h Date. /
~ v
an, Commissio~i on Sp cial Events
Next Meeting: Tuesday, August 23, 2005 at 8:30 a.m.
CSt:/sn Minutes: U7,'~t,;'Oi Page 4 ~~f4
F
MINUTES
Town of Vail: Commission on SDecial Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, August 23, 2005 at 8:30 a.m.
CSE Members Present: Richard tenBraal~ Ian Anderson, Mark Gordon Stephen Connolly and
Chairman Dave Chapin CSE Members Absent: Steve Rosenthal and Todd Gerhke
Others Present: Joel Heath, Joe Blair, Amy Phillips, Pam Brandmeyer, Laurie Asmussen and
Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:40 a.m.
Motion to approve the minutes of the meeting of July 2b, 2005, as presented.
M/S/P: Richard tenBraak/Mark Gordon/Unanimous
Administrator Report
• Sybill reported that the CSE's presentation to the Town Council for 2006 funds has been
postponed to the Council's work session on Tuesday, September 6. Sybill updated the
CSE members on the comments made by Council at their meeting on August 16. Pam
agreed that the Council was confused by the duplicate request from the TEVA Mountain
Games. She stated that it has historically been the policy that as events have grown larger
and established themselves as "icon" events, they have been funded directly by the
council. CSE members reaffirmed their conviction that the CSE should maintain
oversight of all events, and were not in full agreement that the TEVA Games had indeed
reached "icon" status. Joel Heath explained that he submitted his proposal to the council
as a "matter of principal, not content" and while acknowledging the CSE as the experts
on special event matters, he felt it was important to confront the question of whether the
CSE is a "seeding" or a "funding" entity. CSE members agreed to clarify the issue in the
updated Strategic Plan.
• In light of the fact that November 8 is election day and Mark Gordon is a candidate for
Town Council, the CSE agreed to review all of the 2006 funding applications on Friday,
November 11, in the Vail Town Council Chambers.
• Untraditional Marketing informed Sybill that intercept surveys have been taken at the
following events: American Ski Classic, Vail Film Festival, TEVA Mountain Games,
Spring Back to Vail, The Graze at Vail, Kick-It 3v3 Soccer Tournament and the Vail
Lacrosse Shootout. The Vail Arts Festival will be the final event surveyed.
• The RFP for 2006 CSE Funds is available on line and all previous applicants will be
notified by a-mail. A press release has been sent to the Vail Daily.
Final Reports: "
Teva Mountain Games: Joel Heath distributed stakeholder summaries of the event and
stated that the games that have been recognized as the "Crown Jewel of Outdoor
' Adventure," will be shifting to become the "Olympics of Adventure Sports," an event the
CSE/sn Minutes: August 23, ?005 Page 1 of 3
f
world will recognize as the place to become the top in your field. In 2006 they intend to
expand the TEVA Games internationally into Europe or Asia.
Some of the highlights of the event included:
o Everest Awards
o Climbing: the TEVA games have changed the whole paradigm of the sport
o Trail Running: National Championship
o Go-Cite Adventure Village with the kids kayak pool, climbing and bike course
o Volkswagen partnership with the Humane Society, underwriting dog adoptions
o Significant media exposure: with a value exceeding Vail's entire summer
marketing campaign.
o June sales tax: Up 13°fo, incremental spending in the TOV of $2.5 million
Minor difficulties were driven by 8" of snow on Saturday which caused the cancellation
of only one event, the Colorado Mountain Bike Championships due to VRI"S concern
about the dangerous mix of snow, speed and erosion. The snow, which kept the locals at
home on Saturday, is also blamed for the lackluster attendance compared to last year and
the limited attendance at the outdoor concerts. Additionally, the use of Dobson Arena for
the Mountain Ball was not as successful as hoped, and it will be moved into a more
formal and intimate setting next year.
In summary, Joel stated that they will reallocate their funding to focus on athletes and
awards and less on entertainment, which is more weather sensitive.
CSE members questioned the impact of construction, and Joel assured them that the TOV
had done a great job of getting the venue in shape for the event. He expressed some
concern about mountain access next year when the Front Door project will be underway.
The Graze at Vail: Stating that he was moving from highlights to lowlights, Joel gave a
PowerPoint presentation of this 1St year event. He explained that 45 days prior to the
event, they were informed that insurance would not be available for the Big Wheel race.
Although sheep running is big in Europe, there was national interest in the Big Wheel
rasing format and they lost 100% of their sponsors and 50% of their funding. Evenso
they did not come back to the CSE for more money, but did come back for arr..,val for
the new concept. While the running of the sheep raised over $1000 for local charities, the
"Heavy Grazing" proved to be a bit "light." 10 restaurants committed to participate, only
6 showed up. Restaurant incentives included a cash prize and the ability to sell "beyond"
the $1 sample price. Joel stated that they had hired staff fi~~~~ the Lodge Concierge desk
to recruit restaurants with little success and that Untraditional Marketing will not design
another event dependant on local restaurant participation again. He also stated that
Untraditional Marketing will not be back for funding for this event unless insurance can
be acquired for the Big Wheel Race.
Stephen Connolly stated that he did not believe the "leap of faith" that the CSE took in
embracing the new event and trusting Untraditional Marketing based on their excellent
track record was a mistake, and that he remains confident in Untraditional Marketing's
ability to produce quality events. Joel asked, "When the funding falls out, is it better to
cancel?" Responding to an affirmative reply from CSE members, he added that
producing any event entails risk and it depends on the potential for the future. Ian
Anderson added that it was not a total failure- the folks that were there enjoyed
themselves.
CSE/sn Minutes: August '?3, 2005 Pagc 2 of 3
Strategic Plan: Review Draft: Discussion was tabled until the September meeting.
New Business: CSE members agreed that Stephen Connolly would be the point person at the
September 6 presentation to council.
Mark Gordon reported that he had attended the Vail Arts Festival, and it appeared that the new
venue along the south side of the Lionshead Parking Structure was successful as the event was
"packed."
Mark also suggested that the CSE might consider an application for funds to support the
Matterhorn neighborhood Halloween party, since the Trick-or-Treat Trot has been cancelled and
there remains only $1400 in the CSE's 2005 budget.
Ian Anderson commented on the complete lack of marketing for the outdoor film showings in
July and stated the importance of having a solid understanding of the marketing plan that will be
in place for events that are funded by the CSE.
CSE members approved Sybill's request to fmd another person to take minutes at the meetings
next year, but cautioned that care be taken to find someone who understands the nuances of the
conversations and is able to determine which comments are critical to understanding the
underlying issues.
Motion to Adjourn at 10:50 a.m.
M/S/P: Stephen Connolly, Mark Gordon, Unanimous
Minutes taken and submitted by
Sybill Navas
August 23, 200 ~
t s
ID-~5
Approved by: i _ 1 ~ Date:
--T-
C auman, Commission on Sp cial Events
Neact Meeting: Tuesday, September 27, 2005 at 8:30 a.m.
CSE/sn Minutes: August 23, 2005 Page 3 of 3
Minutes:
Town of Vail: Commission on Sbecial Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, September 27, 2005 at 8:30 a.m.
CSE Members Present: Stephen Connolly, Ian Anderson, Steve Rosenthal, Mark Gordon and
Richard tenBraak CSE Members Absent: Dave Chapin, Todd Gehrke
Others Present: Joe Joyce, Mark Cervantes, Marry Stewart, Sterling Bradbrool~ Jamie Wilson,
Je,
f,~'Brausch, Pam Brandmeyer, Lorelei Donaldson, Steve Kaufman, Laurie Asmussen, JoAnn
Moore, Kaye Ferry, John Power, Joel Heath, Joe Blair, Dick Puetzer and Sybill Navas
Actsag Chairatas Richard teaBrnalc called the meeting to order at 8:30 a.m.
Approval of the minutes of the meeting of August 23, 20®5: tabled to October Z5.
Adffiinistrator Report:
• Financial Report: per information in the packet, the balance of unallocated event
funding remains at $1400.
• TriAmerica: Avon to Vail Triathlon: Sybill reported that, from an outside perspective,
the triathlon had come off very well. Unfortunately, the event Y. ...oter had seriously
neglected many of the organizational aspects of the race. Sommer Sports is now
delinquent in paying the course marshals who were =~.,~.uted by the Town at the last
minute. She stated that she has authorized the use of $1375 of the ,':....a:^.:^.g CSE funds
to pay the "volunteers," and that the Town Manager's office would reimburse this
amount if it was not forth ~ ~ ~...~:ng ~ :.y the 1 ~ ~ ~ ~ .oter. She stated that the sole reason the
Town of Vail did not "pull the plug" on this event was on account of the partnership with
the Town of Avon. Fraidy Aber, Avon's ~y:,.,:al e~ :,ul.~ director has affirmed that in light
of the background work that has been done to develop an excellent course of "destination
quality," Avon remains int<,~:,~d in P~ with Vail on a triathlon next year and she
offered to research other producers who could bring the same level of timing equipment
and infrast<vcturt to this type of event.
• November 11: Would the CSE prefer to review applications and make decisions on
funding applieatioHS in ese leg sesaiea since Mark Gerdes is r fer T~
Council and if elected will not be able to participate after November 15? CSE
mammas a~:,:,1 by oons:;L:~.~s that they would hear all of the pres:;ions from event
promoters requesting 2006 event funding on Friday, November 11, but felt that the day
would L ~ ~ ~:.~~e too long if the discussion and decision making would be included. The
decisions on funding allocations will remain scheduled for the regular November CSE
meeting on Tuesday, November 22.
• Council Funding of $650,000 for the CSE in 2006: Subject to approval of the overall
2006 Town of Vail budget after 2 readings of the ordinance in October, the Town
Council granted preliminary approval to the Town Manager's recommendation of an
alloc~ion of $650,000 to the CSE in 2006 with di:~.,4~on to ~..d the funds as the CSE
sees appropriate. Additionally, the Council recommended that the CSE should consider
the application of the TEVA Mountain Games favorably.
• Big Easy Event: Benefit for Katrina victims, Ford Amphitheatre, October 1. Diane
Moudy of lt~,.w.,.! F~tertainment had requested that Sybill share with the CSE that it is
CSElsn Mmes: S~~.ra~:. r~ 27, 2005 Page 1 of 5
• • Big Easy Event: Benefit for Katrina victims, Ford Amphitheatre, October 1. Diane
Moudy of Resort Entertainment had requested that Sybill share with the CSE that it is
quite an honor for Vail to play host to a concert of this level. The musicians who will be
participating in this concert, which had originally L V Vll planned to take place in New
~rr Orleans as a major fundraiser for marsh and wetlands restoration, are among the most
recognized in New Orleans music circles.
• Economic Development: Jamie Wilson informed the CSE that Stan Zemler is proposing
to set aside $50,000 in 2006 as part of an Economic Plan to help mitigate the continuing
effects of construction on local businesses. Additionally, there remains about $95,000 in
the 2005 budget, which could be rolled forward. Pam Brandmeyer stated that there is
overall recogrrition of the vital role that events play and that the Town Manager's office
would welcome some proposals from the CSE. CSE members cautioned that with the
magnitude of the construction in Lionshead, special events could not make up the
difference in lost business, but agreed that they may make a contribution as part of a
lal~:.,k plan. Kaye Ferry, ~,:,alcing on behalf of the Vail Chamber and Business
Association, stated that events are not what the Lionshead merchants want- that they need
ongoing incentives for r ~„~,le to come to Lionshead, such as th,e Gondola(Passport
program could provide and that it is imperative that they be included in any discussions
reeling this subject.
Final Reports:
• Gourmet on Gore: Jeff Brausch distributed an event recap and enthusiastically reported
the success of this 1~` year event while noting its origin as a CSE initiative and its
positioning as the marquis event for Labor Day Weekend. He stated that the goals were
common to those of Oktoberfest:
1. To attract visitors from both in and out of Colorado, specifically the Front
Range (estimated attendance was 7500 over 8 hours)
2. To provide a value added activity for locals and guests
3. To motivate ~r;,llding in Vail
Jeff explained that the intent was to create a "clear" and classy venue, with matching
tents, linens- which was expensive, but seemed to r~ ~ side the right ambience. He added
that next year they would try to provide a higher quality wine tasting experience and that
depending on the restaurant participation may expand the event over 2 days. The addition
of a demonstration area is being considered, but the "pay as you go" format would
. ~..~,.~lr. Jeff noted that insurance continues to a be high budget item for any event with
liquor liability. He stated that all marketing dollars spent outside of Vail had been
c..llllacted with West Word in Denver.
• Oktoberfest: This time Jeff distributed a handout summarizing Oktoberfest and
explained that this was the 2"d year they had produced the festival, and the 14~' year of its
happening in Vail. He noted that an extra day was added this year, Friday in Vail
Village, and that a full schedule of entertainment was r-~~ Tided for the estimated 40,000
people who attended over 6 days.
Lowlights of the event included:
1. Venue on East Lionshead Circle was astruggle- no ambience, too tight.
Attendance was down only slightly, but the "feel" wasn't right. The intent was to
serve as a gateway between VV and LH, but it did not work. Next year they hope
to fill "pockets" within the mall and take over the bus stop area.
2. Managing the merchants and responding to the challenges of last minute requests.
3. Music cut off too early on Friday and Saturday (r, :;....~t limited at 9:00) and
Sunday went a bit too long.
CSF/sn Minutes: S:,r::,...Uer 27, 2005 Page 2 of 5
4. Weather vulnerability is high for such a costly event.
. 5. Sponsorship sales are difficult because of the association with alcohol
consumption.
Highlights noted were:
1. Great attendance.
2. Excellent reception from the business community.
3. Traditional oompah music during the day and more contemporary music in the
evening proved to be a good mix.
4. The Kids' Fun Run raised over $6,000 for the Children's Gazden of Leazning:
integrated activities for all age groups was very well received.
5. Marketing dollars were focused on Front Range newspaper and radio ads. The
VLMD helped by securing billboazd exposure along I-70.
Ian Anderson, reminding those present of his history with the event when it was produced by
the WCTB, :;.~~.;,,u~aged Jeff to consider adding a venue at the top of Bridge St. Jeff agreed
that would be an excellent addition as a smaller venue to help spread people out. Also, Ian
encouraged Highline to do whatever was necessary with regard to weath;..r~...ofing the event
and recollected the large tent that had always been part of the Lionshead site. Finally, noting
that the VLMD could do a better job helping to promote the fall events, he commented that
the promoters need to reciprocate by rr.: ?iding a link for lodging in their ads.
Stephen Connolly emphasized that this event, yet again, proves the value of keeping Seibert
Circle as a viable event venue and that the CSE should strongly communicate this to the
council.
Joe Joyce, owner of Joe's Deli and the Popcorn Wagon, expressed his feeling of frustration
that Highline Sports had discriminated against his businesses by creating a policy where
vendor participation in the event was limited to an individual business owner, rather than to
each business license holder- therefore limiting his participation to one location in Il ~;ua of
Joe's and not allowing the Popcorn Wagon to have a vending booth. Additionally, he felt
that Towa of Vail businesses whose physical locations were outside the limits of the liquor
boundaries had been given preferential sites. Sybill, citing the opinion of the Town Attorney,
explained that the Special Event Permit ~;.m~ls event organizers the lease of the r~. ~..Y:ses and
the right to manage the event in the way they see fit, within the limits of the law. CSE
memL ~,...~,hasized that the last thing the commission wants to do is to irritate the
merchants- that the CSE is working for them. Joe was thanked for bringing the matter to their
attention and directed Sybill to set up a discussion to address these concerns between
representatives from Highline Sports, the Town of Vail staff, Joe and other interested
merchants. Stephen Con~liy and Steve Rosenthal indicated their willingness to participate.
• Kick-it Soccer: Bryan Realph was unable to attend due to a scheduling conflict and will
present this report on October 25.
• America Days: Laurie Asmussen and JoAnn Moore distributed a recap of the 4~' of July
event and noted that the challenge this year was to keep people in town and entertained in
the absence of the Bravo! Patriotic Concert and the Farmers' Market. The ~..sorship of
Millennium Bank made it possible to provide activities and music at Ford Park all
afl ~ : , ~ acid to r ; : ~ side the musical accompaniment to the fireworks Alhough the new
venue was a hit, the time gap between the parade and the fireworks proved to be almost
too long. Several memL:,.~ commented that the parade was terrific, it was meted that
comments had been received that the Washington Prep High School Band had been
CSE/sn Minutes: September 27, 2005 Page 3 of 5
missed. Laurie stated that they had hired several smaller bands to augment the
community entries and that they had already placed themselves on lists for military bands
next year. CSE m:....bers congratulated leer on the best ever 4~' of July event.
• Vail Arts Festival: Laurie distributed a summary of this yeaz's Arts Festival and, stating
that her primary goal had been to keep the event in Lionshead this year, the new venue on
East Lionshead Circle proved to exceed all expectations. From the artists' perspective
there was no bad site, although attendance was light-most likely as a result of the rock
slide which had closed I-70 2 days eazlier. The Fire Department had prohibited the
placement of tents within the traditional mall are and Laurie reported that the Lionshead
Merchants were not happy with changed venue. Additional efforts had been made to
~~Y~,:inate with Resort E.~t:,.2ainment's Sl.:,:,. Entertainment program in an attempt to
connect the event with the mall. Sybill commented that sales tax returns were still coming
in and that several artists had added positive comments.
Update on plans for Holidays in Vail: Laurie Asmussen updated the CSE on developing plans
for the Holiday celel.~~ons and stated that Lionshead would be a big focus. Activities will
include:
o Tree Lighting on Thanksgiving weekend with a parade of lights beginning in LH and
moving to VV
o Holiday Gift Faire/December 17-18: a revival of the event that used to be held at the
Marriott. Will be held in the Pavilion as a fundraiser for their Memorial Fund, which
is used to defray the cost of pavilion rental when families are seeking a site for a
memorial service.
o W1YYtVY CeleL~~kon In VV/December 17: If the Ford's are here.
o New Yeaz's Eve Fireworks
o Santa visits alternating between V V and LH on weekends leading up to Christmas.
CSE members emphasized that the biggest opportunity for economic stimulation lies in the first
3 weeks in D.:,,,:.Y..ber and that it is important to see things going on. Laurie stated that she would
continue to work with the Lionshead merchants and would work with Jamie to put together a
response to the RFP being issued by the Town Manager.
Presentation of Survey Data: Joel Heath and Joe Blair of Untraditional Mazketing
gave a PowerPoint r~:,~:,..l.~ion of the 1 draft compiled of data from this years' intercept
surveys. He noted that the American Ski Classic would be included in the final document but,
due to the moving of their offices, the data was still in boxes. Joel stated that after doing these
surveys for 2 years, they have concluded that it is better to look at a portfolio of events as one
unit, a~ that difr:,~:,~ strategies should be utilized for diff:;Y':.YYt events. Research on ambient,
participant and icon events will bring different results. While commending the CSE's overall
estimated return on investment, which showed in.,Y;;..Yental spending of over $16.5 million, a
Town-Wide ROI of $71.56 and a Sales Tax ROI of $3.22, his recommendation based on the
r~;,.~~ise that events with an ROI of less than one after 3 years should be d...rr~, included
elimination of funding for the Graze and the Arts Festival. The Film Festival, although still with
an ROI of less than one, showed excellent potential as only a 2"d year event. He added however,
that this financial model did not consider other potentially positive aspects of an event, such as
the contribution to brand image and sense of community. Finally, he stated that they had taken
out the question on "i.Yt:,:~I to return," as it sooa..s that everyone wants to come back.
Request for Funds: Matterhorn Neighborhood Halloween Party/Donovan Pavilion:
Mark Gordon, while recusing himself Y1rJl1Y participation lII the fllIIding decision, ~rYi..~llted the
request for $800. CSE members a~:,:.1 by consensus that the event does not meet their criteria
CSE/sn Minutes: September 27, 2005 Page 4 of 5
' and were concerned about setting a precedent for funding an event which has been traditionally
supported by the neighborhood
Discussion: How to approach balancing the event calendar: July Events or lack thereof?
CSE members a~;,:,d that this topic should be one of the components of the Strategic Plan. Ian
Anderson stated that the CSE does not need to court additional July events. Steve Rosenthal
~~?Y~~,ssed his concern that on weekends when there aze major events in Beaver Creek, business
in Vail is becoming more and more impacted. Kaye Ferry emphasized that the whole purpose of
the CSE is about driving business. Mark Gordon remazked that the balancing act has 2 aspects:
balancing the calendar and balancing the portfolio; the challenge is to define how community
events fit into that balance. There was a~,.~:.:....ent that dealing with "sense of community"
remains u...:.~olved in the cu~~:,.~t plan.
Strategic Plan: CSE members questioned whether or not the deadline to complete the plan was
self-imposed and that given the time left for discussion, it might be preferable to postpone the
presentation of the plan until there was time to do the subject justice. Sybill commented that the
deadline was self-im,, „~:,J and driven by a desire to have the support of the council before the
election and to adopt the plan with the existing group of CSE members- as 4 terms will be
expiring in December. There was consensus that the list of goals was ~,~~;~a~„r::ate as presented,
that there was no ua~;,~y to move forward and that comments could be shared by a-mail.
New Business: No new business was discussed.
Motion to adjourn at 12:05 p.m.
M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous
~r' Next Meeting: Tuesday, October 2s, 2005 at 8:30 a.tn.
Minutes taken and submitted by
Sybill Navas ~
September 27, 20 f_
~ ~ V ? ~G~ ~ ~rj
Approved by: ~ n , t / ~ v Date: ~ J ? ?
Chairman, Commission ~ Speci Events
Next Meeting: Tuesday, October 25, 2005 at 8:30 a.m.
CSE/sn Minutes: September 27, 2005 Page 5 of 5
Minutes:
Town of Vail: Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, October 25, 2005
CSE Members Present: Ian Anderson, Stephen Connolly, Mark Gordon and Chairman Dave
Chapin. CSE Members Absent: Todd Gehrke, Steve Rosenthal, Richard tenBraal~
Others Present: Jamie Wilson, Jennifer Vance, Laura Warren, Dan Conway, Karen Hart,
Laurie Asmussen, Kaye Ferry, Rob McKendry, Kristina Koussalis, Mike Vaughan, Joe Blair,
Diane Johnson, Lourdes Ferzacca, Leon Fell, Sally Lorton, Pam Brandmeyer, Jeff Brausch,
David O'Connell, Diane Moudy, Andrea Feldman, Terry Brady, Kerry Donovan,
Rayla Kundolf, Amy Phillips, Marty Stewart, Rick Scalpello, Scott Cross, Sean Cross,
Paul Donen, Cristina Gonzales, Steve Wright, Scott Bluhm,
Liana C. Moore, Liz Campbell and Sybill Navas
? 8:30 a.m.: CSE Business Meeting:
Chairman Dave Chapin called the meeting to order at 8:30 a.m.
Motion to approve the minutes from the meetings of August 23 and September 27, 2005, as
presented.
M/S/P: Ian Anderson, Stephen Connolly, Unanimous.
Administrator Report:
• TOV Funding available for Economic Development/Construction Mitigation: Jamie
Wilson informed the CSE that the Town would be sending a group to Boulder to meet with
their Economic Development Council to explore ideas for actions that might side
economic stimulation in the areas of town affected by construction activities. She stated that
the Town has budgeted $50,000 for 2006, and has an unspecified amount of funds remaining
in 2005 which cannot be rolled over into next year but that might be applied to anything from
improved signage to special events. Diane Johnson announced the successful opening of
"Imagination Station," an entertainment venue for children from 2-121ocated in the old teen
center location. Opportunities are being investigated as to how the program can be used to
partner with businesses in Lionshead. She stated that additional funding would enable them
to keep it open to serve as a babysitting venue for guests and residents who would like to go
out to dinner or partake of other evening activities. Jamie concluded by stating that she would
have more specific requests of the CSE after the trip to Boulder on November 4. CSE
members requested. that she keep them updated. and stressed the importance of including the
Lionshead businesses in the conversations.
• Recap of 2005 Vail Lacrosse Shootout: Sybill pointed out the inclusion in the packets of
the final report from the Vail Lacrosse Shootout and informed the CSE that they would once
again be applying for funding.
• Discuss format for Nov 11 CSE meeting: Sybill informed the CSE members that 29
proposals have been received and cautioned that to schedule everyone's presentations in one
(~tif~. sn ~41mut~,= t h~i~~l,~.~ ,~rii~ i',i~~~~ i u~ ~
day would make for a very long meeting. CSE members agreed by consensus that, in order
to be fair to everyone, the meeting would begin at 8:30 a.m. and go as long as necessary to
insure that all applicants have an opportunity to present their applications. It was decided that
applicants requesting more than $50,000 be allowed at least 20 minutes and that those
requesting less than $50,000 would be allocated no more than 10 minutes. Dave Chapin
asked that all members take the time to thoroughly read the applications and come rl~Yazed
with questions.
2006 Administrative Contract: Motion to approve the contract for administrative services
to the CSE to Sybill Navas, as presented. The 2006 contract proposes administrative and office
expenses not to exceed $36,000.
M/S/P: Mazk Gordon, Stephen Connolly, Unanimous.
2006 Contract for Event Research and Evaluation: Joe Blair explained that their new
proposal reflects a plan to evaluate "types" of events, rather than individual events for a proposed
fee of $24,000. Untraditional Mazketing has recommended that data gained from surveying 2
each of a participant, ambient, anchor and cultural event be compared to determine how each
event type contributes to the local economy. They have proposed to perform 150 intercept
surveys each at a total of 8 events. In response to questions from the CSE, Joe affirmed that the
individual event data gleaned would still be available.
Stephen Connolly reminded the CSE that Stan Zemler had recommended that surveys be
taken only every other yeaz, as the Town does, and that the $24,000 saved could go directly into
event funding. Ian Anderson noted that the promoters will likely use the ROI's from this year's
surveys as part of their ~,l,,~entations and that will provide clarity on the issue. Mazk Gordon
pointed out the importance of showing the council and the community .that the money spent on
special events is not an expense, but rather an investment and that the surveys help to illustrate
the return t0 the town filvlll these allocations.
Motion to table consideration of the 20[16 Contract for Event Research and Evaluation
until the meeting of November 22, after the funding presentations have been heard.
M/S/P: Stephen Connolly, Mark Gordon, Unanimous.
In conclusion, Joe stated that the final document reflecting the findings of the 2005
survey was now complete and that he would work with Sybill to schedule a presentation of the
findings to the Town Council sometime after the election.
Street Entertainment: Final Report: Diane Moudy distributed notebooks containing an
overview of the results from 102 surveys which were taken over 3 consecutive weekends of
summer street entertainment. Nearly all of the comments were favorable. The program was
particulazly well received in Lionshead, although there were once again some complaints from
businesses in Vail Village, which resulted in the movement of the Seibert Plaza location to
alternative sites. CSE members ~,~rl~.ssed some concern that the comments of a single business
would cause the whole program to be affected. Diane responded that they try very hard to
accommodate the concerns expressed by the merchants and that the new locations seemed to
work out very well.
Funding Request for 2005 Ice Sculpture in Slifer Plaza: Scott Rella informed the CSE
members that he had been unable to acquire a sponsor for this yeaz's sculpture and that he was
~ iCl ~-~i~ill(l 1. C )~.Is~l>,1 Ji(t~ f~.i'.tC ~tS
.
~ '
requesting the remaining $1400 in the CSE's 2005 budget to cover the cost of purchasing the ice.
He stated that he felt the sculpture was an important part of the winter experience for guests
entering the village, and that historically it had always been funded by the VVTCB, but that the
last few years it has become increasingly difficult to find a sponsor. Following a brief discussion
the CSE recommended that Scott work with Laurie Asmussen to seek sponsors for the placement
of the sculpture next year and to include it under the Holidays in Vail budget in 2006.
Motion to approve funding in the amount of $1400 to Scott Rella for the 2005 Ice Sculpture
in Slifer Plaza.
M/S/P: Stephen Connolly, Ian Anderson, Unanimous
At 9:35, the business meeting was completed. Ian Anderson left for a previous commitment.
? 9:30-11:00 a.m.: Joint meeting between Event Producers, CSE Members and TOV
Event Review Staff for the purpose of:
• Developing as complete a 2006 event calendar as possible for promotional purposes
• Identifying potential venue issues due to construction activities and scheduling conflicts
• Highlighting changes in special event permit requirements and allow event promoters an
opportunity to ask questions of Town of Vail staff
• Identifying in-kind services that may be requested from the TOV for planning purposes
• Reserving banner display sites in LHNV and Roundabout for 2006 events
• Sharing information on upcoming events
Scott Bluhm gave a brief overview of next summer's proposed construction schedule. Town of
Vail streetscape construction will begin on Apri124 and continue until the end of June on Gore
Creek Drive between the Lancelot and Check Point Charlie, north to the International Bridge and
along the Gore Creek Promenade. Work should be completed in the spring. In the fall,
construction will be along East Meadow Drive between Crossroads and the Sonnenalp, and is
anticipated to be completed by ski season. Dan Conway stated that the VRI construction in
Lionshead next summer will look similar to this year's activities, and that the Gondola will be
operating next summer. He added that the Front Door project is expected to begin in the spring
and continue through 2007. It is likely that the Vista Bahn will not open for the summer season.
Sybill reviewed various changes and requirements in the permitting process and the meeting was
opened up for discussion. Several suggestions came from those in attendance, including:
• Banners:
o Improve the reservation system, so that sites do not go unused
o Additional Banner Sites:
¦ International Bridge?
¦ Use the Main-Vail Round-about for longer term placements, due to
expense of installation.
¦ Town Buses: investigate the possibility of displaying the event/happenings
schedule.
• In-kind requests: get information in as early as possible, so that it requests might be
accommodated within the regular work schedules of various departments and thereby
reducing the cost and associated fees.
•
• Cooperate and communicate with the Vail Recreation District to align programs.
• Create special event permit applications that can be filled out on-line.
• Dobson Arena: Diane Moudy informed the group that the VRD has asked her company to
take over the management of music events in the arena in an attempt to heal the
relationships that had deteriorated between the VRD and outside promoters over the last
few years on account of the building use issues.
• Create opportunities for cross promotion between events organizers and local businesses.
• Make available to event promoters an e-mail contact list of local businesses so that there
can be more efficient communication about special events.
The meeting was adjourned at 11:15 a.m.
Minutes taken and submitted by
Sybill Navas
October 25, 2005 )
Approved by: ~ Date.
Chairman, Commission o Special Events
Nezt Meeting: Friday, November 11, 2005 at 8:30 a.m.
Review RFP'S for 2006 Events
and
Tuesday, November 2Z, 2005 at 8:30 a.m.
Determination of 2006 Funding Allocations
H
r"
~r~.? MINUTES:
Town of Vail: Commission on SDecial Events Meeting
Town of Vail: Vail Town Council Chambers
Friday, November 11, 2005 at 8:30 a.m.
Members Present: Todd Gerhke, Steve Rosenthal, Richard tenBraal~ Ian Anderson and
Chairman Dave Chapin CSE Member Absent: Stephen Connolly. Council member elect
Mark Gordon was present in the morning but did not participate. Others Present: John
Knauf, Pat Benedict, Susan Pollack Dan Gibbs, Paul Donen, Rayla Kundolf, Lourdes
Ferzacca, Laura Warren, Rick Scalpello, Marty Stewart, Bill Hanlon, Christine Carlson,
Laurie Asmussen, Amy Phillips, John Zaring, Missy Fusco, Craig Erickson, Liz Davis,
Jeff Olson, Jim Soran, Adam Germak, Aldo Radamus, Pete Seibert, Rob McKendry,
Kevin Foley, David O'Connell, Bryan Rooney, Frailly Aber, Leon Fell, Terry Brady, Joe
Blair, Richard Puetzer, Diane Moudy, Andrea Feldman, Cristina Gonzales, Michael
Cacioppo, Scott Cross, Sean Cross, Paul Ferzacca, Susan Fritz, Mike Friery, and Sybill
Navas
AGENDA:
Chairman Dave Chapin called the meeting to order at 8:35 a.m.
Motion to approve the minutes of the meeting of October 25, 2005, as presented.
M/S/P: Ian Anderson, Todd Gehrke, Unanimous
Proposed Meeting Dates for 2006: CSE members agreed to accept the proposed
schedule of meetings for 2006 as presented.
CSE Member Re-appointments: Sybill reminded the CSE members that the 5.:,~~~.s of
Steve Rosenthal, Todd Gehrke and Stephen Connolly ~,~.Y~re December 31, 2005. A letter
of intent to apply for a CSE appointment must be submitted to the Town Clerk, Lorelei
Donaldson, no later than Wednesday, December 14. The Town Council will interview
candidates for CSE positions at their work session on Tuesday, December 20. Dave
Chapin con~atslated Mark Gordon on his election to the Vail Town Council and thanked
.him for his service to the CSE.
The CSE heard presentations from the following persons representing entities who
had submitted proposals within the RFP deadline of October 14. Discussion and
funding allocations are scheduled for the CSE meeting of November 22, 2005.
CSEisn ~lint~tcs: 1 1;'! I ZG'0; Faye 1 of 4
Total Funds Available: x650,000.00
Event: (29 Applications) 2006 Dates: 2406 ~.fS
Requested:
Rotary Rubber Duck Race:
John Knauf 3-Sep $15,000.00
>Vail Armed Forces Week: Paul
Donen Jan 29- Feb 3 10,000.00
>Harvest Festival: Meadow
Drive Partnership/Rayla Kundoff,
Lourdes FerzaCCa Sep 22-24 32,000.00
>Holiday Spirit on Meadow
Drive: Meadow Drive
Partnership/Rayla Kundoff, 21,000.00
Lourdes Ferzacca Dec 16-24, 2006
• Vai{ Arts and Wine Faire: Rick
Scalpello, Marty Stewart Saturdays, July 1-29 18,300.00
• Vail Farmers' Market: Meadow
Drive Partnership/ Rick
Scalpello, Marty Stewart Sundays, Jun 18- Sep 17 15,500.00
• Vail Jazz Festival: Jazz at the
Market/Christine Carlson Jun 25-Aug 27 10,000.00
• Vail Jazz Foundation:
Washington Prep High School
Band: Christine Carlson, Bill
Hanlon 4-Jul 7,750.00
• America Days* :Eagle Valley
Events/Laurie Asmussen 4-Jul 60,000.00
Vail Arts Festival: Eagle Valley
Events/ Laurie Asmussen Aug 11-13 30,000.00
• Holidays in Vail: Eagle Valley
Events/Laurie Asmussen Nov 25-Dec 31 40,000.00
• >Convergence Festival: Zaring-
Cioffi Entertainment/ John Zaring
and Jeff O{son Aug 22-29 , 150,000.00
• Vail Lacrosse Shootout:
Colorado Lacroose Promotions/
Jim Soran Jun 24-Jul 4 20,000.00
CSE; ~a~ ,1~linutcs: I 1 ~ l 112005 i'a~~~; ? o!'
I
LUNCH
• Kick-It 3v3 Soccer: Crestline
Sports/Adam Germak Aug 4~ 50,000.00
• >Pete Seibert's Vail Mountain
Marathon: Ski and Snowboard
Club VaiUAldo Radamus 2-Apr 7,500.00
• >Vail US Nationals of
Skateboarding: Timeship
Racing/ Rob McKendry Aug 25-27 20,000.00
• Avon to Vail Triathlon: Town of
Avon/Fraidy Aber August 8,000.00
• King of the Mountain Volleyball:
Leon Fell Jun 16-18 10,000.00
• Spring Back to Vail: Highline
Sports and Entertainment/ Dave
O'Connell Apr 3-16 100,000.00
• Gourmet on Gore: Highine
Sports and Entertainment/ Bryan
Rooney 2-Sep 50,000.00
• Oktoberfest: Highline Sports and
Entertainment/ Bryan Rooney Sep 8-10/15-17 80,000.00
• >ReviVail Season Kick-0ff
Festival: Highline Sports and
Entertainment/ Dave O'Connell Nov 22- Dec 10 50,000.00
f~RF,.AK:
• The Honda Session: Vail Valley
Foundation/ Terry Brady Jan 12-15 25,000.00
• American Ski Classic: Vail Valley
Foundation/ Terry Brady Mar 22-26 25,000.00
• Teva Mountain Games:
Mountain Games, LLC/ Joe Blair May 31-June 4 80,000.00
• Vail Film Festival: Vail Film
Institute/ Scott and Sean Cross Mar 30-Apr 2 85,000.00
• Summer Street Entertainment:
Resort Events/ Diane Moudy Jun 23-Sep 3 (11 weeks) 68,500.00
• Taste of Vai~nter(Lamb Cook-
off): Amy Phillips, Susan Fritz April 5-9 25,000.00
C5E,'sn ~Ei~;utcs: 1 i.'t i;~'(itlJ Page 3 of ~l
T
• >Taste of VaiUSummer: Amy
Phillips, Susan Fritz August 2427 40,000.00
. ~ :.mot
Total Funds Requested • $1,153, 550.00
>New Events proposed for 2006/* Includes $6000 requested from Eagle County
Motion to adjourn at 5:30 p.m.
M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous
Minutes taken and submitted by
Sybill Navas
November 11, 2005
Approved by: Date:
Chairman, Commission on Special Events
CS Es~l tintttc~: II-'f1 ?tJ{)S i'age4af~4
MINUTES
Town of Vail: Commission on Special Events Meeting
Town of Vail: Vail Town Council Chambers
Tuesday, November 22, 2005 at 8:30 a.m.
CSE Members Present: Ian Anderson, Stephen Connolly, Todd Gerhke, Richard tenBraak and
Chairman Dave Chapin. CSE Member Absent: Steve Rosenthal Others Present: Joe Blair,
Mike Ortiz, Pam Brandmeyer, Laurie Asmussen, Rick Scalpello, Jeff Brausch and Sybill Navas
Chairman Dave Chapin called the meeting to order at 8:30 a.m.
Motion to approve the minutes of the meeting of November 11, 2005, as presented.
M/S/P: Richard tenBraak, Todd Gerhke, Unanimous
2006 Funding Allocations: CSE members discussed the proposals that were made at the
meeting on November 11, 2005 and agreed to the following event funding allocations for 2006:
Event: 2006 Dates: 2006 Funds 2006 Funds
Requested: Awarded:
>Convergence Festival Aug 22-29 $150,000.00 $75,000.00
Teva Mountain Games May 31-Jun 4 80,000.00 73,750.00
Oktobertest/Highline Sports Sep 8-10/15-17 80,000.00 70,000.00
Vail Film Festival Mar 30-Apr 2 85,000.00 55,000.00
Spring Back to Vail Apr 3-16 100,000.00 50,000.00
America Days: Budget shall include
$7750 to the Vail Jazz Foundation 4-Jul
for the Washington Prep High
School Band 60,000.00 50,000.00
Summer Street Entertainment Jun 23-Sep 3 68,500.00 30,000.00
>Taste of Vail/Summer Change dates to
Aug 17-20 40,000.00 30,000.00
Kick-It 3v3 Soccer Tour Aug 4-6 50,000.00 25,000.00
Holidays in Vail* (WCTB in '03) Nov 25-Dec 31 40,000.00 25,000.00
>Rev1/ail Season Kick-off Festival Nov 22- Dec 10 50.000.00 20,000.00
The Session Jan 12-15 25,000.00 18,000.00
Vail Arts Festival Aug 11-13 30,000.00 15,000.00
CSE/sn Minutes: 11/22/2005 Page 1 of 3
Lacrosse Shootout: 3 year
agreement contingent on TOV Jun 24-Jul 4
Council funding of CSE:
$15K, $12.5K, $10K 20,000.00 15,000.00
>Harvest Festival Sep 22-24 32,000.00 15,000.00
Vail Farmers' Market: Sundays, Jun 18-Sep 24
With the addition of Sep 24 15,500.00 10,000.00
American Ski Classic Mar 22-26 25,000.00 10,000.00
Vail Jazz Festival: Concerts at the Sundays, Jun 25-Aug 7
Farmers' Markets over 8 Sundays 10.000.00 8,000.00
VJF: Washington Prep HS Band: To
be included in the Vail America 4-Jul
Days budget. 7,750.00 -
King of the Mountain Volleyball Jun 16-18 10,000.00 7,500.00
Taste of Vail/Winter: Colorado Lamb Apr 5-9
Cook-off 25,000.00 5,000.00
Avon to Vail Triathlon (new date flexible/$ request
producer) est. 8,000.00 3,000.00
Vail Arts and Wine Faire Saturdays, Jul 1- 29 18.300.00 -
Rotary Rubber Duck Race 3-Sep 15,000.00 -
Gourmet on Gore 2-Sep 50,000.00 -
>Vail US Nationals of Aug 25-27
Skateboarding 20.000.00 -
>Vail Armed Forces Week Jan 29-Feb 3 10,000.00 -
>Pete Seibert's Vail Mtn Marathon 2-Apr 7,500.00 -
>Holiday Spirit on Meadow Drive Dec 16-24 21,000.00 -
Subtotal: Event Funds $1,153,550.00 6610,250.00
Contract for Event Evaluation and Research: CSE members agreed that in light of the fact
that both the mazketing district and the Town of Vail initiate surveys only every other yeaz the
available funds should be allocated directly to events. Citing lack of specific direction Il.,~~, the
Town Council, CSE members agreed to remove both the "debit cazd" and the Special Event
Handbook from the proposed 2006 budget and to pursue a partnership with other TOV
departments to move the handbook forwazd. The administrative budget for 2006 will include
only the coordinator and business expense contract of $36,000.
? Motion to approve the 2006 budget and event funding allocations, as described above.
M/S/P: Ian AndersonlRichazd tenBraak, Unanimous
CSE/sn Minutes: 11/22/2005 Page 2 of 3
r
New Business: In response to a deadline of Friday, November 25, CSE members agreed by
consensus to feature the Farmers' Market in the 2006 Colorado Activities Calendar, a publication
of the Colorado Activities Council which offers each resort community in the region one free
event listing.
Motion to adjourn at 1:00 p.m.
M/S/P: Todd Gerhke, Ian Anderson, Unanimous
Minutes taken and submitted by
Sybill Navas
November 22 5
Approved by: ~ ,J' Date: ~ ~
c-~ ~
Chaurnan, Commission o Special Events
Next Meeting: CSE Special Meeting
Wednesday, November 30, 2005 at 3:00 p.m.
Vail Town Council Chambers
Members of the Commission on Special Events will meet with r;,~,~sentatives of Zaring-Cioffi
Entertairunent to discuss the CSE's funding allocation and contract ramifications for the
proposed Convergence Festival at Vail, which is scheduled for August 22-27, 2006.
CSE/sn Minutes: 11/22/2005 Page 3 of 3
MINUTES
Special Meeting of the Commission on Special Events
Town of Vail: Vail Town Council Chambers
Tuesday, November 30, 2005 at 3:OOp.m.
CSE Members Present: Ian Anderson, Stephen Connolly, Steve Rosenthal, Richard tenBraak
and Chairman Dave Chapin. CSE Member Absent: Todd Gehrke Others Present: Amy Phillips,
Liz Davis, Mark Gordon, Joe Blair, Scott Feinders, Craig Erickson, John Zaring, Pam
Brandmeyer and Sybill Navas
Chairman Dave Chapin called the meeting to order at 3:20 p.m. and stated that the purpose of the
meeting was to discuss the viability of three events: The Taste of VaiVSummer and the Colorado
Lamb Cook Off and the Convergence Festival, in light of the CSE funding allocations being less
than what had been requested.
Taste of Vail: Lamb Cook Off and Summer Event: Amy Phillips affirmed that her board of
directors has agreed. that they will be able to produce both the Lamb Cook Off and the Taste of
VaiUSummer with the funding allocated by the CSE, even though the funds requested for the
purchase of tents was denied. She stated that they had received commitment from the promoter
of a summer event who would be willing to loan tents for the Lamb Cook Off in April.
Additionally, they felt it likely that they would be able to procure the funding to purchase tents
for the summer event by going to their sponsors, and that both "Wine Spectator" and American
Express had indicated interest. She assured the CSE that they were sensitive to the issues
surrounding the use of the Beaver Creek tents in the past and that no logos that would cause
conflict between sponsors, including the Town of Vail, would be displayed on any tents.
Responding to Steve Rosenthal's question, Amy assured the members that they were confident in
being able to secure the participation of the local restaurants and that they intend to cap the Lamb
Cook Off at 15, so as not to overwhelm the judges of the competition. She stated that they
expected to attract the participation of as many as thirty wineries and fifteen to twenty local
restaurants for the summer event.
Convergence Festival: Although expressing that his hope had been that the CSE would fund the
event to at least $ l OOK of the requested $150K, John Zaring announced that the event's official
title will be "Urban Convergence Fashion and Music Festival" and stated that he believed
they could move forward with the $75K allocation. The effect will be to shorten the event by one
day, moving the registration and welcome party to Wednesday evening and melding the "new
designer showcase" into Thursday's fashion show schedule. The goal is to schedule enough
activity and variety to keep people in town and interested for the 5 days.
CSE members inquired about possible venues, and reminded Zaring that the sites are not
controlled by the CSE and that booking the venues will be up to his organization, although Sybill
CSE/sn Minutes: 11/22/2005 Page 1 of 3
,J
will help facilitate the discussions as much as possible. John stated that he understands that the
venues will likely not be donated, but that he hopes to be treated fairly as someone bringing an
excellent opportunity to the community. Venues under consideration for concerts include the
Amphitheatre, Ford Pazk Athletic Fields, Golden Peak and Check Point Chazlie. In answer to
CSE questions, Zaring stated that the 1St yeaz schedule will include a closing concert on Sunday
to feature a band of a more mainstream variety than Snoop Dawg, such as the Black Eyed Peas,
that might draw up to 10,000 people. Other planned events include an "old school" variety of
entertainment on Friday night at the amphitheatre and a family concert on Saturday, perhaps at
Check-Point Chazlie. He expects to secure the participation of 3-4 urban designers; and
explained that the attraction to this group lies in opportunity to preview their lines two to three
weeks before the New York debuts. Venues suggested for the fashion components of the event
include Dobson azena or the tennis courts at the Cascade Resort and Spa
A lengthy discussion followed regarding the shortness of time remaining for acquiring
significant ~~,~sorships. Scott Feinders of Zaring/Cioffi explained that they aze encouraged by
conversations with their existing relationships and that~the feedback has been that the event is
right "on tazget." He added that having finalized the location at Vail gives the event reality and
will enable him to follow-up on the initial discussions with Coors and American Airlines. He
expects that sale of the title sponsorship might bring about $600,000, mid-range for this type of
event. American Airlines has already ~x~,~~;ssed a commitment to the event and to work with the
WTCB to put together all-inclusive packages.
Zaring stressed that they aze trying to build a top quality national festival and hope to attract a
national magazine partner as well as a television programming element. They do not expect to
sell all sponsorships in the first year, but want to move forward carefully so as to insure the
quality of the event and the long-term commitment of the community. He stated that the
attendance in early years is likely to come primarily from the Front Range mazket; however the
long-term goal is to create an event with stature comparable to the Aspen Comedy Festival or the
Sundance Film Festival.
Community assistance requested will include:
• Working with the Police Dept. to insure a safe event
• Marketing cooperation with the VLMD
• VVTCB and VRI assistance in putting together lodging packages
Ian Anderson reiterated that the CSE does not have the infrastructure for event support, and that
there needs to be the assurance of aturn-key event. John Zaring stated that he understood that,
but that he is seeking the confidence that the community wants the event to happen here.
Sybill asked John to explain how they anticipate attracting and organizing volunteers, as that has
been a problem for out of town event producers in the past. Craig Erickson assured the CSE that
they have a strong national network and extensive experience in this area. They were encouraged
to sub-contract with a local producer.
CSE/sn Minutes: 11/22/2005 Page 2 of 3
Next steps include:
• Promotional efforts. Sybill will help them get the word out locally, if copy is provided.
• Possible vehicle sponsor: contact Pam Brandmeyer with regazd to potential for Volvo
sponsorhip.
• Identify volunteer needs and in-kind support requests as soon as possible.
The CSE agreed by consensus to guarantee the $75,000 commitment for 2006 funds subject to
the following conditions:
• A title and/or significant sponsor in the $600,000 range is secured no later than Februazy
15, 2006
• If no sponsor is secured by that date, the CSE understands that the event will be
postponed until 2007 and that the $25,000 paid to Zaring/Cioffi Entertainment in 2006
will be applied to securing sponsorships to produce the event in 2007. The CSE will work
with Zaring to secure additional funds in 2007, as part of the 2007 CSE funding
allocation process.
• The contract will include an additional "reaffirmation" date in early summer to confirm
that venue, entertainment and organizational structure is in place to proceed.
The meeting was adjourned at 4:55 p.m.
M/S/P: Richazd tenBraak/Stephen Connolly/Unanimous.
Minutes taken and submitted by
Sybill Navas
November 30, 2 ,
_a
Approved by: Date:
- ti
Chairman, Commissio on p al Events
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