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HomeMy WebLinkAbout2007 CSE Minutes MINUTES: Town of Vail: Commission on Special Events Meetine Vail Town Council Chambers Tuesday, January 23, 2007 at 9:00 a.m. CSE Members Present. Robert Aikens, Dave Chapin, Stephen Connolly, Clint Huber, Scott Stoughton CSE Members Absent: Meggen Kirkham, Heather Trub Otkers Present: Lorelei Donaldson, Laurie Asmussen, JeffBrausch, Kaye Ferry, Pam BrwwWWer, Chad Young; Steve Wright and Sybill Navas Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: ➢ Town Clerk Lorelei Donaldson swore in reappointed CSE member Dave Chapin for a 2 year term, ending December 31, 2008. Newly reappointed/appointed members Heather Trub and Meggen Kirkham were unable to be present and will be sworn in at the next CSE meeting on February 27, 2007. ➢ Election of Officers: Motion to re -elect Dave Chapin as Chairman of the CSE. M/S/P: Scott Stoughton, Stephen Connolly, Unanimous Motion to elect Stephen Connolly as Vice - Chairman of the CSE. M/S/P: Scott Stoughton, Robert Aikens, Unanimous ➢ Motion to approve the minutes of the meeting of November 24, 2006, as presented. M/S/P: Clint Huber, Stephen Connolly, Unanimous Coordinator Report: • The CSE reviewed and approved the amended CSE regular meeting calendar for 2007. • Sybill presented the 2006 year end financial report and reported that all contracts have been completed and all allocated fiords have been paid. She reminded the members that the balance showing $24,000 in unallocated funds was not in fact "real," but had been re- allocated to the Town Manager's office for the purpose of completing the Special Event Handbook. • Update on Contract Status: All proposers that were allocated CSE funds in November for 2007 events have agreed to accept the conditions made by the CSE and to move forward with their events as proposed with the following exceptions: • Zaring/Ciofli Entertainment: Urban Convergence Festival of Fashion and Music • Inyodo School of Martial Arts: Sybill informed the CSE members that Jason Field has proposed to hold the Martial Arts Festival on the weekend of April 1, and has asked if that would impact his funding allocation. CSE members were in agreement that they had funded the event based on it being held during a shoulder or low season time period and that the fast week in April had developed into a high season period. CSE;sn Minutes: January 33,'_007 Page I of4 ➢ Motion not to fund the Martial Arts Festival if it is to be held on the newly proposed date of April 1 and to direct Sybill to contact Jason and ask him to attend the February meeting to discuss alternatives. M/S/P: Stephen Connolly, Robert Aikens, Unanimous • Joint Meeting with the VLMDAC: Sybill reported that she is working with Kelli McDonald to schedule this meeting and is hopefiil that it can be pelt of the CSE's agenda at the next regular meeting on February 27. Convergence Festival: Sybill informed the CSE members that she has received neither documentation confirming that a title sponsor for the event has been secured, nor contracts with headliner acts, and that the conditions placed by the CSE on their 2007 funding allocation to Zaring/Cioffi Entertainment for the Urban Convergence Festival of Fashion and Music have therefore not been met. Laurie Asmussen reported that Zaring/Cioffi Entertainment has reserved the Donovan Pavilion as a venue for the Welcome Party on Wednesday, August 22 and for the Life Style Seminars on Thursday, August 23, and that deposits to hold these dates are due this Friday, January 26. ➢ Motion to rescind the allocation of $25,000 in 2007 CSE feeds for the Urban Convergence Festival of Fashion and Music, based on the fact that the conditions for funding have not been met. MIS/P: Stephen Connolly, Robert Aikens, passes 4-1 with all voting in favor except Scott Stoughton Snow Daze/ Final Event Recap: Jeff Brausch handed out an overview outlining the inaugural event's strengths and wed and final budget numbers. With Vail lodging numbers up 34% in week 1 and 13% in week 2, strong ski school and increased on- mountain revenues, as well as packed restaurants and shops, he stated that the foundation for defining Vail as "the place to be in the early season" had been laid and that there are strong expectations for the event to grow year after year Dave Chapin commented on the high level of support which came from VRI, and questioned as to the possibility of extending the event to 3 weeks by incorporating the usually slow week after Thanksgiving. Jeff responded that big bands are the hook to get people to stay overnight on the weekend, and that the cost of the event cannot put Highline Sports in a "risk" situation, but with appropriate support it might be considered. Kaye Ferry informed the members that the VCBA had received a number of calls regarding the fact that there was no "Dine Around" organized this year and then requested that it be included in the Snow Daze event next year. Jeff Brausch stated his willingness to help market it under the Snow Daze umbrella, but that Highline did not wish to organize this as a component of the event He suggested a meeting between himself, Kaye, Ian Arthur, and James Deighan to discuss how this might be facilitated. Holidays in Vail/Final Event Recap and discussion regarding the format for the 2007 event: Laurie Asmussen distributed a Post -Event Review which highlighted the "feel good community aspects" of the event, including the well- received inaugural light parade from Lionshead to Slifer Plaza, the tree lighting celebration and the New Year's Eve Fireworks. The passing of President Ford just a few days before Christmas reinforced the realization that the event will need to re- invent itself. Challenges included last minute scheduling changes dictated by VRI, as well as the President Ford Memorial Service the night before the New Year's Eve torchlight parade - in which several hundred ski instructors and ski patrol participated, and which resulted in a poor turnout for participants in the parade the following evening. Additionally, she questioned whether the budget was adequate to fiord the event at the level of the community's expectations. Pam Brandmeyer stated that the Town is seeking specific direction from the CSE and the business community as to when the trees should be lit next year. There was consensus among all CSE!sn Minutes: January 23, 2007 Page 2 of 4 the members that the Vail Village and Lionshead trees should be "on" by Thanksgiving but that the tree lighting celebration should remain close to Christmas when there are more people in town to enjoy it Suggestions to enhance the community aspects of the event included: • Call the celebration the "Mayor's Tree Lighting Ceremony" • Chad Young, director of VRD Youth Services, suggested piggy - backing with the Vail Daily in sponsoring an essay contest in the local schools with the "Making of Christmas" as the theme and invite the winning author to read his essay at the ceremony, with perhaps a scholarship for the winner. • Hold a decorative lighting competition among the business community, to encourage the creation of a festive, holiday feeling in both villages by Thanksgiving. Discussion then followed as to what options might be considered to enhance the New Year's Eve festivities within the community. After a brief overview of the history of the "curfew" for under 17's, Commander Steve Wright confirmed that the "problem" of too many revelers has diminished to the level where the Town might consider developing an outdoor celebration of the New Year. Age groups that are particularly disenfranchised on that evening include the 13 -17 year olds, as well as the mid -20's group who can't afford the high cost of going to the bars and restaurants on that night. Additionally, parents of young children might take more advantage of the higher-end restaurant and bar offerings if there were more options available for childcare%ntertamment Pam stated that the Town Manager has expressed some interest in partnering through the Economic Development Council with the CSE, VRI, VRD and/or the merchant community to create a true I' Night party or outdoor concert. New venues coming online may open some opportunity to explore various alternatives. Scott Stoughton endorsed the idea of an event for "kids," and commented that "Have a great, safe New Year's Eve, bring your kids to Vail" might be an attractive package to a promoter. Chad Young agreed to explore the possibility of recreating the New Year's Eve Celebration for Youth, which was held for many years in the Dobson Arena. The CSE agreed to consider the development of an event for young people, and directed Sybill to work with the Police Departnnent and the VRD to develop some proposals for their consideration. Proposal from Colorado Walks: Endorsement or Funding The CSE discussed a proposal to develop a "Vail Village Mile" and to hold a Pedestrian Summit conference in Vail for the next 3 years. There was consensus that the CSE's criteria would not support funding for the conference, but that the race/walk component and the creation of an identity around the "Vail Village Mile" might be funded as part of a partnership with the Economic Development Council to support the conference aspects of the proposal. ➢ Motion to endorse the proposal and send a recommendation of support to the Economic Development Council. M/S/P: Stephen Connolly, Robert Aikens, Unanimous New Business: • Scott Stoughton reported that the producers of Vail Mardi Gras have approached him to help organize the event within the community and that he has booked some "heavy hitting" New Orleans acts to enhance the music component of the event. • Dave Chapin suggested that the CSE members re-look at the budget prior to the next meeting with an eye to re- allocating the $25,000 that has become available as a result of the revocation of the Convergence Festival funding. After some discussion, the CSE agreed by consensus to look at new proposals for 2007, and to not consider increased contributions to events that were funded at less than their original requests, on account of the facts that all of CSE /sn Minutes: January 23, 2007 Page 3 of 4 the producers that have presently been allocated funds are committed to move ahead with their events and that several opportunities for new events have already surfaced - Motion to adjourn at 11:05 a.m. M/WP: Clint Huber, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill R Navas, CSE Coordinator January 23, 2007 c - �' -aI -07 Approved by. Neid Regular CSE Meeting: Tuesday, February 27, 2007 at 9.00 a.m. Vail Town Council Chambers �r CSE/sn Minutes: January ?3.'007 Pane 4 of MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, February 27, 2007 CSE Members Present: Dave Chapin, Clint Huber, Meggen Kirkham, Scott Stoughton and Heather Trub CSE Members Absent: Robert Aikens and Stephen Connolly Others Present: Pam Brandmeyer, Laurie Asmussen, Kaye Ferry, Matt Green, Kevin Reese, Kris Friel, Greg Raile, Lourdes Ferzacca and Sybill Navas Immediately following the adjournment of the joint meeting between the VLMDAC and the CSE Chairman Dave Chapin called the meeting to order at 10:15 a.m. Administrative Items: • Pam Brandmeyer, acting as deputy for Town Clerk Lorelei Donaldson, swore in newly appointed and reappointed CSE Members, Meggen Kirkham and Heather Trub, for terms ending December 31, 2008. • Sybill reported a couple of corrections to the minutes which had been expressed by Stephen Connolly. After some discussion, it was moved to approve the minutes as presented. M/S/P: Clint Huber, Scott Stoughton, Unanimous. C o Coordinator Report: (5 minutes) • Financial Report: A spreadsheet was presented showing financial distributions to date. • Martial Arts Festival: Jason Field has indicated that he will produce the event over Labor Day weekend, as was proposed in his application for CSE funds. CSE members agreed by consensus to accept these dates. Special Event Guide and Application: Pam Brandmeyer, accompanied by Kris Friel and Greg Raile, reviewed the progress to date on the production of the Special Event Guide and Application. As directed by the Town Council, a subcommittee consisting of herself Greg Raile of the TOV- IT Dept, Kris Friel of the Community Information Dept., Mike Vaughan representing the Fire Dept and the ERC, and Heather Trub from the CSE met to review the RFP's that the CSE had received from their process last summer. After consideration, all were in agreement that the project would require significant TOV staff input and that the project could be done most efficiently and cost effectively in- house, with the addition of a web - design contractor. A meeting of local event producers followed and their suggestions were then presented to the ERC for their input prior to a conceptual presentation to the Town Council. The finished product is intended to be an informative piece with forms attached that can be printed out or downloaded and completed online. At their meeting on February 6, the Town Council approved the recommendation and funding to proceed in 2007, with a goal of completion by mid- May. CSE members agreed with the recommendation by consensus, adding the suggestion that it be kept as simple as possible and the request that they might review the draft before the document is finalized. CSF,sn Revised MlnntCS: Fcbruaiy 27. 2007 Pa'-'c I of 3 Harvest Festival: Lourdes Ferzacca, President of the Meadow Drive Partnership, explained that it would not be possible to produce a weekend long event, as presented in their original proposal which sought $32,000, with only a $10,000 allocation. It is the Partnership's intention to host a "glorified" Farmers' Market on Sunday, September 23- utilizing the vendors who are willing to , extend their season another week and augmenting the scene with a "Harvest" theme. She stressed that without the Harvest Festival, there would be no final Farmers' Market on the 23` and that the business community sees this as an opportunity to take advantage of the peak of the aspen colors. There was some question as to whether the event could be moved to Saturday in order to incentivize overnight visits, but Lourdes stated that they would not be able to get the remaining Farmers' Market vendors to agree to the change of day. The CSE agreed by consensus to approve the change from a 2 day event to a l day event and maintain their allocation of $10,000 for the Harvest Festival as described. BBQ on Bridge Street: Matt Green and Kaye Ferry explained an event proposal and funding request in the amount of $23,000 for a BBQ on Bridge Street, produced by the VCBA, to be held on Saturday, June 23, 2007. The event is intended to be a family - oriented, ambient event for locals to kick -off of the summer season, modeled after the Chili Cookoff, which was produced by the VCBA for several years before it combined with the Big Wheel race. Colorado Walks: Event proposal and funding request in the amount of $12,500 to support the "Vail Village Mile," to be held on Saturday, September 22, 2007. Jan Ward and Gay Page were unable to be present on account of poor road conditions from Denver. ➢ After brief discussion, Meggen Kirkham moved to allocate $5,000 for the "Vail Village Mile" walk -run component of the proposal and $20,000 to the VCBA for the purpose of putting on the BBQ on Bridge Street. During discussion, other CSE members asked that the VCBA come back with additional information on potential sponsors, the possibility of combining musical entertainment with the already funded street entertainment program and more specifics on the plan and theme of the event. Meggen amended her motion to condition the VCBA's portion of the allocation on this request, and Heather amended her second. The motion passed 4 -1, all voting in favor except Dave Chapin who was opposed. Matt and Kaye agreed to present the requested information at the CSE meeting in March, prior to final approval. M/S/P: Meggen Kirkham, Heather Trub, passes 4-1 with Dave Chapin opposed. New Business: Kaye Ferry, referring to the ongoing dissatisfaction with the mixed array of tents that are part of most events in Vail as opposed to the classier look of events in Beaver Creek resulting from their requirement that all of the tents be identical and sport the resort logo, presented the CSE with the suggestion that the VCBA would purchase tents of a high quality that would bear the VCBA logo and would provide them for rent to event producers in Vail. She requested that the CSE implement a requirement for all event promoters to use these tents before renting or borrowing from other sources, and that the VCBA would guarantee a competitive rental fee. CSE members agreed to consider this item at the March meeting in order to give local event producers an opportunity to give their input Kevin Reese, representing Zaring/Ciof Entertainment, updated the CSE members on the current status of the Urban Convergence Festival. He informed the CSE that MTV had decided that the timing of the event would not work out for them to be the exclusive media sponsor of the event, leaving the door open for discussions about a major media partnership for the UCF with Nickelodeon and BET. It is anticipated that when the media partnership agreements have been CSF sn Reviscd Minutes: February 27. 2007 Paue 2 of 3 confirmed, Zaring/Cioffi will be in a position to secure $3 million in multiple sponsorship support for the event. Although p sponsorship prospects are pending, the agreements have not been finalized as of March 2, 2007. He highlighted the charity involvement of the event with the highly visible issue of childhood obesity, which has resulted in strong celebrity ty �PPo rt and Motion to adjourn at 12:00 p.m. M/S/P: Clint Huber, Meggen Kirkham, Unanimous. Minutes taken and submitted by Sybill R Navas, CSE Coordinator February 27, 2007 Approved by Date: March 27, 2007 J Next Regular CSE Meeting: March 27, 2007 at 9:00 a HL Vail Town Council Chambers C W C'S Fisn Re%iscd Minutes: Fehru,it ' [.�gc3of� MINUTES: Joint Meeting: Vail Local Marketing District Advisory Council (VLMDAC) and Commission on Special Events (CSE) Tuesday, February 27, 2007 @ 9:00 a.m. VLMDAC Members Present. Ian Arthur ,Bob Llewellyn, Chris Romer, Pam Stenmark and Richard tenBraak CSE Members Present. Dave Chapin, Clint Huber, Meggen Kirkham, Scott Stoughton and Heather Trub Others Present: Kelli McDonald, Julie Tomlinson, Pam Brandmeyer and Sybill Navas CSE Chairman Dave Chairman opened the meeting by welcoming the VLMDAC members and staff and followed by inviting everyone to introduce themselves. Online Calendar of Events: Kelli McDonald and Julie Tomlinson presented a handout illustrating the new process that has been implemented to insure that information on upcoming events in the Town of Vail is listed on the Summer Events Calendar at (W Vail.com. Event producers will have the ability to submit an event listing directly on the Vail Summer Calendar of Events landing page or utilize a direct URL to submit their information. Additionally, the VLMD Marketing Coordinator and the RTP Content Manager will proactively review events by mining local resources and utilizing information provided by the CSE Coordinator, and will upload events that meet the approved criteria on a weekly basis. Vail Resorts will continue to be responsible for maintaining the calendar listings from November 1 through April 30. Kelli added that traffic to the VLMD site has increased 8 -fold since it was moved to Vail.com. CSE: The list of events receiving funding allocations from the CSE for 2007 was reviewed. It was explained that the marketing and PR of all of these events is left to the producers themselves. VLMDAC members requested additional information with regard to which events might be considered ambient, participatory or of the level to attract destination guests. Adding that the ambient events cater to the visitors that are already here and that the participatory events do not require additional marketing efforts, Ian Arthur stated that the VLMD would be most interested in helping to promote the "destination" events, or those which have the power to attract visitors on their own merits, and especially those which are family oriented. VLMD: Kelli McDonald distributed an outline of the 2007 campaign plan and highlighted the Concierge Program, which provides full service vacation planning for visitors, the national/destination PR program which is run by Peeples, Inc., and cross marketing efforts designed to bring the winter visitor back in the summer. She added that, since 2006 tax revenues had been greater than originally budgeted, the VLMDAC would be going to the Town Council in March for supplemental funding of $250,000, (W which could be applied to targeting specific items for Front Range marketing efforts. Noting that Vail is a "fixed cost business," and that the greatest benefit lies in evening out the spikes in occupancy, Kelli stated that the biggest opportunity for increased business lies in May and June and that any events we can push to the shoulder seasons will provide a greater economic benefit. How can we improve the synergy between the marketing efforts of the VLMD and Special Events being held in Vail from May to October? Following discussion, both groups agreed to pursue the following opportunities: • The CSE will work together with the VLMD staff to prepare some questions related to how special events affect the guest experience which will be incorporated into the intercept surveys that the VLMD undertakes during the summer. • Take advantage of opportunities to better promote ambient events locally with better signage, adding Street Entertainment schedules to "Tfiis Week in Vail" and insuring that concierges are provided a full list of available entertainment and activities. • Recognizing that Vail faces a lot of competition from neighboring communities, develop a strategic plan to evaluate which events best differentiate Vail from the competition and take advantage of Vail's strongest attributes. (W • Meet together quarterly. It would be particularly beneficial to meet in mid- summer, prior to the budgeting period and before the CSE begins to consider allocations for the following year. • Promote the building of an "events" center in Vail, as opposed to a "conference" center. Pam Brandmeyer added that there may be an opportunity to move forward with this idea, as the Town Council will be conducting a poll to ferret out ideas for alternative uses for the Conference Center Funds (which now total almost $9M) with the intention of developing a ballot question for the November election. The meeting adjourned at 10:10 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator February 27, 2007 MINUTES Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, March 27, 2007 at 9:00 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Meggen Kirkham, Heather Trub, Clint Huber and Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present: Kaye Ferry, Matt Mire, Diane Moudy, Tracy Fernandez, Maren Lantzy, Pam Brandmeyer, Joe Blair, Matt Green, Richard tenBraak Ron Weinstein, Steve Rosenthal, Laurie Asmussen, Lourdes Ferzacca, John Cogswell and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: ➢ Motion to approve the minutes of the meeting of February 27, 2007, with corrections to the motion allocating funds to Colorado Walks for the "Vail Village Mile" and to the VCBA for the BBQ on Bridge Street as noted by Sybill. MIS/P: Clint Huber, Meggen Kirkham, Unanimous Stephen Connolly, who had not been present at the February CSE meeting, asked simply, why, under the exact same conditions as last year, an RFP had not been issued prior to the funding decisions that were made at that meeting. He stated that he had spoken with some of our regular event producing vendors and they thought it was inappropriate to allocate without an RFP. Sybill explained that the Colorado Walks application had been submitted to the Town Manager at the time of last fall's funding process, but had been forwarded to the CSE a few days after the RFP deadline. The CSE, having allocated all available funding for 2007 events in December, forwarded an endorsement of the event to the Town Manager for consideration by the Economic Development Council. When additional funding became available last month, Stan Zemler directed the CSE to look at the proposal again and make a more specific determination. Dave Chapin added that the CSE has a history over several years of allowing event promoters to present proposals to the CSE when money is available outside of the regular fall allocation procedure and that there was no action taken that was without precedent. Coordinator Report: Sybill presented the current financial report and informed the CSE that the Circus Chimera had been cancelled, freeing up an additional $5500 in the budget. She also reported that Jason Fields has proposed to hold the Vail Martial Arts Festival over the weekend of October 13 -14. CSE members agreed by consensus to accept these dates as an alternative to Labor Day weekend, since they fall in what would be considered a slow period. CSE Board Member Training: Matt Mire reviewed the requirements dictated by the Colorado Statutes with regard to meeting notices and record keeping, ex parte communications, conflict of interest and the need to support any and all decisions that the CSE might make with explicit findings. Discussion of Tent Purchase and Rental Proposal from the VCBA At the last CSE meeting, under "New Business," Kaye Ferry proposed to the members that the VCBA would be interested in purchasing a number of tents displaying the VCBA logo that they would rent at a competitive rate to event producers for their Vail events, and requested that the CSE mandate use of these tents in lieu of those from a variety of alternative sources for the purpose of creating a more uniform aesthetic. Rich tenBraak, President of the VCBA, distributed a handout illustrating several logo display options that might be considered as part of the proposal to provide up to 35 tents for rental, at a rate guaranteed to be competitive with current rental companies, to producers of events within the Town of Vail. Several members of the VCBA Board of Directors; including Steve Rosenthal, John Cogswell and Lourdes Ferzacca, spoke on behalf of the proposal citing the "classier" appearance that events in Beaver Creek have as a result of the requirement that all event producers use tents sporting the Beaver Creek logo, or if there are none available, then white. Sybill reported that she had consulted with Matt Mire on the legality of imposing the mandate to use tents with the TOVNCBA and/or VRI logo and that his opinion was that it would be OK so long as it was applied uniformly- i.e. all event promoters would have to use the logo tents even in lieu of ones that they might own or rent elsewhere, until the supply was gone. She added that Stan Zemler had expressed discomfort with the idea of a town board directing the use of a specific vendor. Diane Moudy and Laurie Asmussen both stated that this requirement would have a large impact on their event budgets, as their events utilize mostly tents that are already owned. Sybill also presented an email send by Rick Scalpello which stated that the Farmers' Market would not be in favor of this suggestion. Joe Blair, speaking on behalf of local event promoters, made the following comments: • Beaver Creek tents should not be allowed at Vail events. • Sponsors need to be protected- if they can't bring their own logo tents, they perceive less value in their participation. • He volunteered to be part of a process to bring a resolution to the discussion that would be fair to all concerned, while enhancing Vail's image and brand. CSE members expressed a variety of positions during discussion. Meggen Kirkham stated that she was uncomfortable passing along an additional cost to producers who already own tents and with dictating a policy that favors one business over another. She added that, in her opinion, the variety of colors and styles creates a more festive atmosphere. Representing the other point of view, Dave Chapin noted that the idea has come up several times over the last couple of years and that someday this decision would need to be made. Clint Huber felt that passing the cost of these rentals onto the event promoters would not encourage the growth of events. ➢ Stephen Connolly moved that, in consideration of the comments reportedly made by the Town Manager and the Town Attorney, the CSE should not create a mandate to event promoters to rent tents from any designated entity. After additional discussion, the motion was seconded by Robert Aikens. Clint Huber, Stephen Connolly and Robert Aikens voted in favor. Meggen Kirkham, Heather Trub and Dave Chapin were opposed. Due to a tie vote, the motion failed. Members voting in opposition did so because they felt that a more in depth discussion of the issues might reveal alternatives that could lead to improving the look of Vail's events. Budget and Event Format detail for BBQ on Bridge Street/Kaye Ferry Confirm or deny the $20,000 allocation made to the VCBA by the CSE on February 27, which was contingent on final approval of a more detailed event format and budget. Rich tenBraak and Matt Green presented an updated event budget and stated that the Colorado Restaurant Association, in light of their involvement with a similar event in Frisco, has agreed to lend their expertise. When asked about the sponsorship commitments of Coke, Dasani and Coors, Matt stated that their participation was not yet defined, but that it would most likely take the form of providing product to the event. Ron Weinstein, citing the positive impact on businesses that was historically generated by the Chili Cook -off on the 3rd weekend in June, encouraged the CSE to approve the event funding. Dave Chapin voiced his support of the event based on the great timing- and referred to the comments made by Kelli McDonald at the joint +� meeting with the VLMDAC that implied that the biggest opportunities to enhance revenues lie in May and June. Stephen Connolly stated that although this is a much needed event, he would not support it because of his lack of confidence that the VCBA could pull it off. ➢ Motion to confirm the CSE's allocation of $20,000 to the event, as presented. M/S/P: Robert Aikens, Meggen Kirkham. Voting in favor were Heather Trub, Dave Chapin, Meggen Kirkham and Robert Aikens. Clint Huber and Stephen Connolly were opposed. The motion passed with a vote of 4 -2. Ambient Summer Street Entertainment: Schedule and Venues Diane Moudy of Resort Entertainment presented a suggested schedule of entertainment times and venues to the CSE members. After some discussion, the following was approved by consensus. DAY: TIME• Music: Music: VAIL Music: VAIL BUSKERS LIONSHEAD VILLAGE #1 VILLAGE #2 Friday 4 -7pm East Entrance to Slifer Plaza none Roving: 1 each Mall in VV and LH Saturday 1 -5pm East Entrance to Slifer Plaza Upper Wall Roving: 1 each Mall Street in VV and LH Sunday 1 -5pm East Entrance to Gore Creek Upper Wall Roving: 1 each Mall Promenade Street in VV and LH New Business: Stephen Connolly requested that the CSE take some time to reassess the philosophy on funding before the allocation process comes around again in the fall. He asked the CSE to consider the following issues: • Calendar: where do the events lie, where is the money best spent • Look at the promoters and more carefully evaluate who we are doing business with. He stated that the track record with outside promoters has not been good and expressed doubts that some of the small events provide a worthwhile return. Pam Brandmeyer announced that Kelli McDonald would be continuing her role as the fulfillment agent for the Vail Local Marketing District as an employee of the Town of Vail, and that she would also be taking on the broader responsibilities of overseeing the Town's Economic Development policies. Motion to adjourn at 11:10 a.m. M/S/P: Stephen Connolly, Robert Aikens, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator March 27, 2007 Approved by: Date: Nex egular SE Meeting: April 24, 2007 at 9:00 a.m. Vail Town Council Chambers CSE %sn Minutes: March 27, 2007 Pace i ? l MINUTES: Town of Vail Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 24, 2007 at 9:00 a.m. CSE Menebers Pramme Heather Trub, Stephen Corarw ly, Scott Stoughton, Me gen Kirk Clint Huber and Chairman Dave Chapin CSE MeerberAlmet Robert Aikew 0 refsPrnsese Stan Zemler, Kelli McDmta1A Mike Ortiz, John Monson, Pam Bramdmeyer, Julie Tomlinson, Meisha Lawson Monica McCafferty, Dwight Henninger, Kaye Ferry, Chad Young and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Stan Zemler atrod» uad Kea McDenoWs new pesid= as Ecsnsmic ml Manager for the Town of VaiL He explained that approxima ly 70% of her time would be spent in continuation of her position as the program manager of the Vail Local Marketing District Advisory Council and that the remaining 30'/0 of her time would be devoted to improving the overall ice and r a a � - nstiim related to stiroulating economic vitality in the Town of Vail. In this vole, she will be evaluating a broad array of oppoutumities, including improving the synergy between promotion, activities and iconic activities, areas where the Town of Vail is spending upwards of SW per year. Additionally, Kelli will work with the CSE and the Special Events Coordinotor to coordinate re} between the VLMD, fire CSE and others involved in supporting these activities. In closing, Stan stated that he doesn't expect the role of the CSE to change or be affected differently. Administrative Items: • Metion to approve the Minutes of the meeting of Mauch 27, 2007, as written. MIS/P: Stephen Connolly, Scott Stoughton, Unanimous Democratic National Comwentisn (DNC),, Aagost 25-23,2N&- Kepi McDonald informed the CSE that a task force, working through the VLMDAC, has been meeting with the intent to better understand how to capture the influential large group that will be attending the DNC in Denver, particularly the large contingent of media and sponsorship representatives. She stated that they have been in discus ions with the Vail Valley Foundation to develop a charkable media event of iconic scale, which would occur just prior to the convention, in pip with a national orgm i zabon such as Bobby Kennedy Jr.'s "Waterkeepers," and added that the CSE may be approached to support this event. Developrltent of Qaestisns speCWW rs 8peeai Event fhr iid■e en the VLMWx rapt surveys this summer/Kno Test, VRI Rah Director and Kea McDonald: Kelh expressed Kim's apologies for not being present, due to the inclement driving conditions over Vail pass. Kelli then informed the CSE members that the last intercept surveys had been conducted in the summer of 2005, and the results from those su meys indicated that the numbers ( 4! 'n Oiwil!" \1)! ' ! 'iii,_. 11 ,P -C 1 01 of people coming to Vail to attend special events has been trending upwards. This summer, a total of 1200 intercept surveys are scheduled to be taken every Thursday, Friday and Saturday between Memorial Day and Labor Day. The intent is to add a come of questions that would best provide meaningful information for the CSE as they make their f tune funding dociskm& Following brief discussion, CSE members felt that the inf m nation that would be most useful would be knowing which event brought people to town, and then what type of event they would like to see, wWwat provuhng a specific nmkqAc choice list. Kelli agreed to bring back a final draft of the updated survey to the May CSE meeting. Coordbuker Report: Sybill reported that Robert Aikens was absent due to family health issues, and that it seems likely he will miss at least the next 2 CSE meetings. CSE members expressed their concern, and steed that be might pwbcgxft by prone. Sybill stated that she would follow up with Lorelei as to what options are possible. CSE members reviewed the current financial report. Sybill informed the members that the status of the Harvest Festival is tenuous due to construction activities along Meadow Drive. CSE members questioned vdwd er an ate site might be considered, but Sybill lilt that the Meadow Drive Pip would not be interested in moving the event to another area of the village. CSE members directed that Sybill report on the construction status at the May meeting and that she inform the Meadow Drive Partnership that a firm commitment as to whether or not the event will occur will be required before the June CSE meeting so that in the event of cancellation there would be time to re- allocate the funds for an alternative event in the fall. FWd RgwrVMardi Gras V*& Julie Tomlinson, of the Vail Valley Partnership, accompanied by Meislat Lawson and Monica McCaferty, showed a video of this year's Mardi Gras celebration F and distributed a recap of the event. Discassias of appett�ities is eniianee the New Year's Eve cekbs it Vail Vail Police Chief Dwight Henninger and Chad Young, Director of Youth Services for the Vail Recreation District joined in a discurssion to help determine what, if any, entertaimnent options should be added to the New Year's Eve festivities. Dave Chapin began by stating that "families are back." Stephen Ccmnolly, in observing that VRI has backed away from providing any sort of activities for families or children on New Year's Eve, suggested that we should look at what our goals and expectations are. He asked if "we are trying to solve a problem that doesn't exist?" and "since we have broken the back of the Bridge Street melee, are we where we need to be?" Dwight expanded on the observation by stabog that the Police Dept. had no difficulties last year and complimented the Town of Vail and the Council for supporting the actions that have moved us to the current situation, which once again provides for an enjoyable family celebration. He added, however, that people seem to be asking for a non - alcohol, family friendly, 1 sc Night type event. He cited Whistler's successful 1 Night celebra6m which is strongly supported by the town government. Pam Brandmeyer seconded that the Town of Vail gets many questions as to what is available for families. She added diet Bill Jensen had seed that the Arrabelte Plaza could provide an excellent site for that type of celebration. Chad Young stated that the VRD also gets many questions about what options are available for families and stated that there is a need to fill this hole if we are to remain competitive. He reviewed the history of the VRD's Casino Night party which was held in the Dobson Arena for a number of years and noted that it had appealed mostly to middle schoolers- a group that is not likely to be causing trouble in other areas. He added that VRI didn't perceive the need to continue supporting the event because of the high cost per person, and not because they did not appreciate the value of the event. Chad expressed interest in providing a party that would appeal to the 17 -20 year old group, who are more anxious to be out on their own, but not able to go into the bars. Chad added that it is a challenge to provide a party ambience in Dobson because it is so large, but that the Donovan Pavilion might be an excellent venue for this type of event because of its more intimate scale. Connolly suggested that VRI might open the torchlight ski down to the public, which would provide an exciting activity as well as helping to solve the issue of too few ski instructors participating. He closed by speculating that our most likely audience is a family of four with kids under sixteen. New Business: CSE members continued the discussion of whether or not the Meadow Drive Partnership could be directed to move the event to an area of the village that is not impacted by construction. In the end, there was consensus with regard to the following: • The Meadow Drive Partnership cannot be forced to hold the event in an alternate location if the Meadow Drive site is unavailable. • If the event is to occur, the location will be determined by consensus between the ERC and the Meadow Drive Partnership. • Final decision on the status of the event will be made at the June CSE meeting, so as to provide time,should the Harvest Festival be cancelled, to reallocate the fimding to an alternative project. Motion to adjourn at 10:40 a.m. M /S/P: Clint Huber /Stephen Connolly, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator April 24, 2007 -07 Approved by: � l Date: e 2 Cheaphk, Chairman Next Regular CSE Meeting: May 22, 2007 at 9:00 a.m. Vail Town Council Chambers AOXM- MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, May 22, 2007 at 9:00 a.m. CSE Members Present. Stephen Connolly, Meggen Kirkham (@ 9.10), Scott Stoughton Heather Trub, and Chairman Dave Chapin CSE Member Absent: Clint Huber Others Present. Kelli McDonald, Matt Greene, Laurie Asmussen, A LBrausch and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 am. Administrative Items: ➢ Motion to approve the minutes of the meeting of April 24, 2007, as presented. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous Coordinator Report: Sybill reported to the CSE on the following matters: • Robert Aikens has resigned from the CSE due to family illness. • The Meadow Drive Partnership has confirmed that they are committed to move forward with the Harvest Festival on September 23, and that construction activities along Meadow Drive will not impact the event significantly. • Financial Report: The CSE reviewed the spreadsheet. All accounts and funds are on schedule. Intercept Surveys: Kelli McDonald presented the final version of the intercept survey scheduled to be taken in both Vail Village and Lionshead daily from May 30 through Labor Day, with a goal of 1200 completions. Questions have been included to help the CSE identify what type of event will attract the most interest. A number of questions are focused on the shopping experience in Vail in an attempt to glean information as to what other towns Vail might be losing business to. Each survey is expected to take 5 to 6 minutes- if it appears they are taking too long, Kelli indicated that a couple of the "shopping" questions may be eliminated. The results will be presented to the CSE in October. Review of CSE Funding Philosophy in tight of upcoming RFP =0 working with VLMD and development of the 2008 Request to Council for CSE Funds: Stating the fact the VLMD and the CSE are philosophically aligned to promote economic vitality and increase guest visitation within the Town of Vail and noting that this year's CSE budget "happens" to be 41 % of the VLMD collections of last year, Stephen Connolly presented the CSE with a suggestion that the CSE's budget be tied to a % of the VLMD collections of the previous year- which are known by the end of March. With a goal of streamlining the CSE's RFP process, he proposed that the benefits of this concept might include: • Allocations could be made earlier in the year, enabling event producers to plan earlier • Re- allocations, if an event promoter "returned" their allocation for one reason or another, could be made earlier in the year and might provide opportunity for the CSE to issue a 2nd RFP without rushing to the end of the year. • Fund balance at the end of the year would be returned to the General Fund CSE /sn Minutes: May 22, 2007 Page 1 of 2 ➢ Following discussion, Stephen Connolly moved to direct Sybill to prepare a draft budget request for approval at the June CSE meeting based on 45% of the 2007 VLMD budget. Meggan Kirkham seconded the motion, which passed unanimously. Final Reports /Spring Back to Vail (SB2V): Jeff Brausch distributed an event recap and final budget illustrating that this year's S132V was the most successful by far, that sponsorship support is strong, attendance was record - breaking and VRI is committed to continued support as well. Acknowledging this as a "pivotal" year, he stated that the turnaround in the budget could be attributed to better sponsorship, strong support from the ski company, Highline's control over booking the entertainment (no MTV involvement) and the excellent weather. Scott Stoughton remarked that the weekend concerts were clearly the big highlight but that the impact of booking the acts late results in losing the opportunity to market the event early. He asked how the mid- week energy could be bolstered. Jeff affirmed that the concerts are the big draw, and added that they are looking at ways to condense the event and develop a more festival like atmosphere by shortening the overall time frame without losing the critical bookings over 2 weekends. Update from Laurie Asmussen on potential New Year's Eve Activities: Laurie informed the CSE that she is investigating with VRI the possibility of opening up the Torchlight Parade /Ski Down for public participation, but that it is unrealistic to expect any significant additions to this year's event with 50% of the budget already going to fireworks. She added that she may partner with the Recreation District, Youth Services, on an event for young people at Donovan Pavilion and that she hopes to present a proposal in the fall to develop a family- friendly, 1" Night celebration at Arrabelle for next year. New Business: Dave Chapin stated that he had attended some of the information meetings on the proposed redevelopment of the Lionshead Parking Structure and encouraged the other CSE I% members to pay attention to the potential of this project. The meeting was adjourned at 10:50 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator May 22, 2007 Approved by: Date: lave Chap hairman Next Regular CSE Meeting: June 25, 2007 at 9:00 a.m. Vail Town Council Chambers CSE /sn Minutes: May 22, 2007 Page 2 of 2 MINUTES: Town of Vail: Commission ail _Commission on Special Events Meeting Vail Town Council Chambers Tuesday, June 26, 2007 at 9:00 a.m. CSE Members Present: Bobby Bank Stephen Connolly, Clint Huber, Meggan Kirkham, Scott Stoughton and Chairman Dave Chapin CSE Members Absent. Heather Trub Others Present: Lorelei Donaldson, Kelli McDonald, Michael Imhof, Joe Blair, Sean Cross, Scott Cross, Megen Musegades, JoAnn Moore, Jeff Brausck Pam Brandmeyer and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. Administrative Items: • Lorelei Donaldson swore in newly appointed CSE member, Bobby Bank, to fill the term vacated by Robert Aikens which expires December 31, 2007. ➢ Motion to approve the minutes of the meeting of May 22, 2007, as presented. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous Coordinator Report: • The current financial spreadsheet was reviewed and no issues of concern were identified. • Update on America Days: Sybill reported that, at the urging of the Lionshead business community, the decision has been made to start the July 4 parade in Lionshead and bring the parade through the mall for the first time in 3 years. A few of the "floats" and vehicles that are deemed to large to safely negotiate the corners within the mall area will be lined up along the Frontage Rd to the west of East Lionshead Circle, and will be siphoned into the parade by the Subway bus stop. • RFP for 2008 Events: CSE members were encouraged to review last year's RPF and be prepared to recommend changes or additions at the July meeting. There was general consensus that few changes would be necessary with regard to the general criteria and format. • The final draft of the "Special Events Guide and Application" was presented. Stating that, although there are still a few typos and some minor formatting corrections and the completion of the maps section remaining to be done, Sybill informed the CSE that the document is presently in the process of being readied for the online format, which will include easy links from one form to another and which will allow event producers to fill out the document online. Noting that the length of the booklet was somewhat longer than originally intended, she stated that the ERC had made a conscious decision to include all the information that an event producer might require. CSE members commented that the thoroughness of the document should prove to be very helpful. Final Reports: The Session and American Ski Classic: Michael Imhof introduced himself to the CSE and distributed an eventrecap and budget for both events. Commenting that the two events have a combined appeal spanning a demographic of nearly 4 generations, he cited the Ski Classic's value to the Vail Valley Foundation and the large amount of money it raises for the VVF's local educational grants. He explained that it is a very expensive event to put on, but that CSE /sn MINUTES: June 26, 2007 Page 1 of 3 ; the connection to the Legends of Skiing is important in helping to gain support in the VVF s bids for major international events, such as the 2013 World Alpine Ski Championships. The highly affluent level of the participants is attractive to small businesses in Eagle County, who see the event as an opportunity to develop business contacts. Contrasting the youthful demographic of The Session, Michael noted that it is the only nationally televised on -snow event in Eagle or Summit County, and except for the X- Games, the only one in Colorado. Although the ratings for the NBC production were somewhat disappointing, he expressed hope that the "marketplace," in the form of event sponsors, will recognize the long term benefit of investing in these types of events within the next 3 -5 years. Next year's event dates will be February 8 -10; shifting it away from Martin Luther King Day and positioning it after the X -Games with the idea of capitalizing on the excitement generated by that event and attracting more of the highest level international competitors- who have previously been wary of possible injury which might have prevented them firm competing in Aspen the following week. Enhancements planned for next year include an expanded high tech Base Camp with interactive cameras and pumping up the concert with a "name" band. Meggan Kirkham posed the question as to how Vail might get more exposure out of these events, given the high level of international participation. CSE members again encouraged the VFF to look at ways to bring the events, particularly the Ski Classic which has a bit of a private party feel, more into the community. In closing, Dave Chapin commented that the roots of the mountain and the community are in ski racing, and it is important to keep that connection. Finahze 200$ CSE Bmiget Preposah Noting the deadline for submittal of Friday, June 29, Sybill presented the CSE with two proposals: the first as directed by the CSE at the May 22 meeting based on an amount representing 45 % of the 2007 VLMD budget, and a second Alternate Proposal based on the Town Manager's direction to all TOV departments that submittals should reflect no more that a 2.5% increase. Pam Brandmeyer explained that the Town Manager's office would be unlikely to support the concept of basing the CSE's budget on a % of the VLMD budget, or the level of increase proposed in that option. Stressing that the VLMD funds are generated by a dedicated tax source and that the CSE funds come from the General Fund and are considered to be more discretionary when weighed against the other municipal service needs which the Town is expected to meet, she attempted to discourage the CSE members from this approach. Stephen Connolly, commenting that special events are an investment, not an expense, urged the CSE to consider the rationale for the VLMD % based concept as described in the minutes of the May meeting and to separate the office/meeting expenses and parking pass items from the event finding budget. Other members expressed concern that event promoters would be requesting allocations not limited by a 2.5% increase, and that it would be difficult, if not impossible, to maintain even the current calendar of events with such limited fiords, and would certainly make it challenging to attract or develop new events. Pam explained that if an opportunity for an "iconic" event would come up, the proposal could be referred to the Town Council with a recommendation from the CSE. Bobby Bank recommended keeping the dollar amount at a level commensurate with the Town Manager's direction, and to include an explanation to the Council which would stress the benefits of transitioning to the % of VLMD budget approach in future years. Meggan Kirkham moved to request a 3% increase over this year's funding allocations, with the justification that events continue to bring incremental business to Vail throughout the year. The motion failed for lack of a second. CSE /sn MINUTES: June 26, 2007 Page 2 of 3 ➢ Scott Stoughton moved to request a total budget of S 850,800, inclusive of the CSE Coordinator salary and benefits. The motion was seconded by Stephen Connolly. CSE members Stoughton, Kirkham, Huber and Bank voted in favor of the motion. 1 1kw Dave Chapin voted in opposition, citing his belief that the CSE should respect the Town Manager's direction to all departments. Stephen Connolly also voted io opposition. The motion passed 42. Vail Film Festival/Final Report: Sean and Scott Cross thanked the CSE for their continued support and distributed a final recap and budget of this year's event. Highlighting the continued growth of the Film Festival, especially in the area of film submittals and the success of the screen writing program, as well as the recognition of the high quality of the event particularly from within the film industry, they stated that the Vail Festival was now recognized as one of the top 10 in the world. The affiliation with Product RED is one of which they are particularly proud, as it provides global exposure and speaks to the quality of the event that they would want to partner with such a small event as the Vail Film Festival. CSE members commented that more films geared toward children and Vail's Spanish speaking visitors would be a welcome addition. Additional suggestions included a broader advertising presence on the Front Range, particularly in publications such as West Word. Finally, the Arrabelle Plaza was mentioned as a possible venue for outdoor screenings. New Business: Stephen Connolly suggested that, in light of his continued interest in fostering alignment between the actions of the two boards, the CSE members receive the minutes of the VLMDAC and that the CSE minutes be sent to the VLMDAC members as well. Sybill indicated that she would follow up to insure this would happen. i� The question was asked, "How does an event become "culturally designated," and thereby qualify to apply directly to council for funding ?" Stephen added that the Vail Film Festival might be a likely candidate for this evolution. Motion to adjourn at 11:10 a.m. ➢ M /S/P: Stephen Connolly, Scott Stoughton, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator June 26, 2007 Approved bAavee Date: �v ' Chairman Next Regular CSE Meeting: July 24, 2007 at 9:00 a.m. Vail Town Council Chambers CSE /sn MINUTES: June 26, 2007 Page 3 of 3 MINUTES: Town of Vail: Commission on Special Events Meeting VAIL LIBRARY COMMUNITY ROOM Tuesday, July 24, 2007 at 9 :00 a.m. CSE Members Present. Clint Huber, Bobby Bank Stephen Connolly, Meggen Kirkham, Heather Trub and Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present. Pam Brandmeyer, Kelli McDonak4•Jewwtte Schulze, Krbtan Carey far Bill Jensen, Packy Walker, Kevin Foley, Kaye Ferry, Laurie Asmussen, Bill Jewitt, Joe Blair, Amy Oberly, Leon Fell, Matt Greene, Bob Isom, Jim Cooper, Craig Arford, John Pellerito, Jeff Wiles, Scott Speedy, Joe Walker, Tom Neyens, Jim Cooper and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:05 am. Administrative Items: ➢ Motion to approve the Minutes of the meeting of June 26, 2007, as presented. M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous. Coordinator Report: • The Financial Statement was reviewed and no issues were identified. • Convergence Festival Update: Referencing the email from John Zaring, Sybill informed the CSE that John has been negotiating with the city of Philadelphia to host the festival there. Events in Lionshead: With the completion of Arrabelle and the streetscape in the mall, the LH merchants had requested time to discuss how to best utilize the new facilities and bring some events back into the area. Sybill introduced Jeanette Schulze, the new manager of Arrabelle, who informed the group that the expected opening is January 5 and that they are currently in the very preliminary stages of developing a policy and plan as to how the ph = will be used, with the fast focus group meeting on August 1. Packy Walker stated that the maps that the Fire Department is creating with the help of Code Enforcement will provide a template for where tents and temporary activities can be set up within the mall and will be very useful in providing guidance as to what types and what sole of events can be planned and will identify areas where the spaces can be used. Sybill affirmed that these maps are "in the works" and expected to be completed within the next few weeks. Packy added that he wants events "everywhere," including Vail Square, the Mall and the Ski Yard. There was consensus that events should flow through the mall, as opposed to being sited at one end or the other. CSE members reaffirmed that they are committed to supporting events in Lumshead and encouraged the merchants to be creative, and bring back some proposals through the RFP process that reflect what they would like to see. Bill Jewitt commented the the type of events that work particularly well are car shows, arts and antique festivals and other activities that extend beyond a two hour time frame. There was consensus among the Lionshead merchants that festivals, rather than ambient music and jugglers, provide a better interaction with the businesses. Stephen Connolly suggested that the Lionshead merchant group meet and develop a plan for what they want, then hire an event promoter to organize the event and bring the proposal forward to the CSE as part of the fall fining process. Specific suggestions for events included: Expansion of existing events into Lionshead: Spring Back to Vail TEVA Mountain Games Taste of Vail Film Festival And adding: I" Night Family - Friendly New Year's Eve Celebration Bring the Climbing Wall and the Miniature Golf Course back "Carnivail, " A Mardi Gras Celebration in the Arrabelle Plaza Jeanette Schulze expressed that the Taste of Vail, a return of the Jammin' Jazz Nights and the I Night Celebration might provide good fits for the plaza. Dave Chapin thanked everyone for participating with such passion and again encouraged the Lionshead merchant group to come forward with some of these proposals in response to the CSE's RFP. VRD/TOV Facilities Enhancement Discussion: Sybill explained that Vail Recreation District and the Town of Vail have begun a process to evaluate the facilities owned by the Town and managed by the Recreation District and are requesting feedback on what improvements might be made to existing facilities and/or what additional facilities might be useful with regard to special events. She added that representatives of the VRD and the Town of Vail had met last week with . several of the event producers of the larger events in Vail to discuss specifically what types of venues would enhance Vail's ability to produce more and better events. At that meeting, several of the producers of concert events expressed that the inability to control the concessions and liquor sales in both Ford Park and the Dobson Arena makes it very difficult to justify the risk of the high cost of bringing in name acts- as ticket sales often do not even cover the cost of the Went All were in consensus that fencing, particularly around the Ford Park Parking lot, lighting and the availability of electrical power were important improvements that should be considered in the development of any venues. It was noted that Beaver Creek seems to be able to host large events on a regular basis without the impacts that are felt in Vail Village and that the "politics" of producing events in Vail is not so evident there. Kaye Ferry stated that the merchants do call Tony O'Rourke, but that the Resort Company's stance is that since the events are good for the whole, that is the end of the discussion. Leon Fell expressed his concern that the VRD has proposed changing the Ford Park athletic fields from grass to artificial turf and that this would make the set -up of the King of the Mountain Volleyball tournament impossible, since the artificial surface could not tolerate the stakes required to set -up the number of temporary courts required. He also stated that the sand courts attract the top players who can provide the "big show," and that continued expansion of the tournament is limited by the fact that Vail has only 3 sand courts. Bob Isom and Craig Arford both stated that events held in the Dobson Arena provide a positive impact in the Lionshead area, and encouraged more use of that venue. Bob Isom also requested that the Town of Vail enforce the policy that no parking be allowed on the Frontage Road until both the Vail Village and the Lionshead parking structures have filled. He expressed his concern that when parking is allowed on the Frontage Road by Ford Park in the summer in advance of the Lionshead structure being filled, it results in very few people coming into Lionshead after a concert or other activity. Formalize 2008 RFP and Funding Sebeduk: CSE Members reviewed the updated RFP for 2008 and the following proposed allocation and fall meeting schedule: • Wednesday, August 1: 08 RFP Available on TOV Webpage and Press Release • Thursday, September 20 from 8:38 -9s3®: Joint Meeting between the CSE and VLMDAC at the regular VLMDAC monthly meeting. • Friday, October 5: RFP's due no later than 5 p.m. • Tuesday, October 23: Review RFP's at regular CSE meeting- expect an all day meeting • Tuesday, November 27: CSE determines 2008 funding allocations • Monday, December 1: Notification to all RFP submitters as to CSE decisions Kaye Ferry suggested that the CSE ask the Town Council to take back the responsibility for the finding of America Days and Holidays in Vail, stating that these are mandated events and that the CSE's funding for them is not discretionary. Motion to approve the 2W8 RFP and FudMg ANeadou S as pffeseutaL ➢ M/SP: Clint Huber, Bobby Bank, Unanimous Final Reports: Taste of VaWLamb Cookoff- Amy Oberly distributed an event recap and budget. Stating that the event is completely sold out with regard to space on Gore Creek Drive and Bridge Street, and that they intend to move the event to Thursday next year so as not to compete with the Street Beat Concert. She indicated that they would not be opposed to considering using the new Arrabelle Plaza for their grand tasting event. She also noted that the Taste of Vail will fall on the same weekend as the Film Festival next year and that they are working together to develop a combined pass for the two events. Teva Mountain Games- Joe Blair made a PowerPoint presentation for the CSE highlighting the most successfid Mountain Gaines to date. With an estimated attendance of over 30,000 people, the independ surveys that had been contracted by Untraditional Marketing showed that 58% of the attendees were visiting Vail specifically for the games, providing over $153K in direct sales tax revenues with an ROI of $1.71 based on the Town's funding contribution. He stated that the Mountain Games provide the largest cash purse in the nation for all of their events. Citing the success of the kids' area and the dog events, they continue to explore ways to expand the event and provide "something for everyone. Joe indicated that they would consider expanding the event into Lionshead as opportunities present themselves and some of the major construction projects come to completion. Meggen Kirkham commented that the "Samples" concert was excellent, but that it was unfortunate that it was unadvertised and therefore poorly attended. Joe tespmWW that this year's concert carne together at the very last minute, but that the band had such a great time they would like to return again next year. In response to a question from Dave Chapin asking if they were considering expoxiing the games to other locales, Joe answered that, although they remain committed to Vail, they are always considering additional sites if someone is willing to "pay." Funding Request: Vail Economic Advisory Council and Town of Vail Community Development/Kelli McDonald and Rachel Friede. Proposal to promote a town -wide sidewalk sale on the weekend of August 17 -19. Kelli explained that this idea had originated with a request made by Gorsuch to place some racks of merchandise outside their store over a weekend in August and evolved into the idea of "testing" the proposed Special Promotions Permit concept by creating a town wide sidewalk sale on the weekend of the start-up of the VLMD's "8150" promotion. She indicated that some additional money to market the event might come from the Construction Mitigation Fund. About half of the CSE's funding would be used to hire an "organizer," who would canvass the merchants and coordinate the event. Sybill affirmed that it would be possible to allow this activity under a Special Event License, since it would be open to all of the TOV businesses. The CSE approved the request of $5000. ➢ M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous. New Business: Stephen Connolly informed the CSE that he will be interviewed in the next week for the position of manager of the Vail Farmers' Market. Motion to adjourn @ 11:40 a.m. M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous Next Regular CSE Meeting: August 21, 2007 at 9: 00 a. m. Vail Town Council Chamhers OP CSE /sn Minutes: 07.24.2007 Paee 4 of 4 f 7 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, August 28, 2007 at 9:00 a.m. CSE Members Present. Bobby Bank, Stephen Connolly, Clint Huber, Scott Stoughton, Heather Trub and Chairman Dave Chapin CSE Member Absent. Meggen Kirkham Others Present: Kelli McDonald, Joel Heath, Andrea Feldman, Diane Moudy, Laurie Asmussen, Pam Brandmeyer, Matt Greene, Joyce Gedelman Viers, Rachel Friede, Lourdes Ferzacca, Michael Imhof Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: Motion to approve the minutes of the meeting of July 24, 2007 as written. ➢ M/S/P: Clint Huber, Bobby Bank. All in favor except Stephen Connolly, who recused himself, stating that he had not had time to review them. The motion passed 5 -1. Update on TEVA Mountain Games: Joel Heath - Untraditional Markedug. Announcing that they have been presented with the opportunity to host the first World Cup Climbing Event on US soil in over twenty years, Joel Heath indicated that they will be seeking a major increase in both funding and in -kind contributions to support the expansion of this event. They have also asked the Town Council to consider finding a permanent climbing wall suitable for international competitions which would be built somewhere in Vail. The CSE has been asked to review the proposal and to forward their recommendation to the Town Council. Stephen Connolly opened the discussion by moving to add the email correspondence of August 27, 2007 into the record of the meeting. ➢ M/S/P: Stephen Connolly, Scott Stoughton, All in favor except Dave Chapin. The motion passed 5 -1. A copy of the correspondence is attached to these minutes. Pam Brandmeyer clarified that Untraditional Marketing had sent an inquiry to the Town Manager's office indicating that they would be seeking additional support for the TEVA Mountain Games this year and that, in light of the addition of the World Cup Climbing event and the substantial increase in funds that will be requested, asking whether it would be appropriate for them to go to Council with this request rather than to the CSE. Explaining that the Council relies on the recommendations from the CSE regarding their consideration of event funding requests that are not part of the "culturally designated" group that is identified in the Town Code, the issue is complicated by the fact that the request would be coming to the Council after the deadline for 2008 contribution requests. She stated that with a recommendation fivm the CSE, they could justify adding it to the list of considerations for the 2008 budget. Joel stated that they intend to request $160,000 for this year's games and that they continue to remain committed to limiting their request of support from the town to 10° /o of the total event budget. He emphatically added that they are not asking the CSE to review their request out of sequence today, but rather that they are seeking direction as to how to proceed given the difference in deadlines between the CSE and the Town Council. Following discussion CSE /sn MINUTES: AnI.lusl 28, 2007 Pa I of 6 I of the proposal, and confirmation from Joel Heath that a temporary climbing wall would suffice to host the event in June of 2008, Stephen Connolly moved "to endorse the efforts of Untraditional Marketing to secure the World Cup Climbing Event in 2008 as part of the TEVA Mountain Games." ➢ M/S/P: Stephen Connolly, Scott Stoughton, All in favor except Bobby Bank, who voted in opposition, stating that he felt that the motion was too vague. The motion passed 5 -1. A second motion, offered by Bobby Bank, stating that "the event has developed to the extent that it has become " iconic," that the budget request proposed by Untraditional Marketing would fall outside the scope of the CSE's budget and that funding consideration should be passed onto the council" died for lack of a second. Coordinator Report: • CSE members reviewed the financial report. No issues of concern were identified. • Sybill informed the CSE of the following upcoming meetings: • Reschedule meeting w/ERC and Event Promoters to Wednesday, October 17- Vail Library Community Room from Noon -1:30 p.m. • Meeting between the VLMD and the CSE on Thursday, October 18 from 8:30- 9:30 a.m. • Kick -It 30 Soccer Update: Stating that the growth of this event has stressed the town's resources to the limit, particularly with respect to parking, and that there are a number of areas where the event producer has been deficient in meeting the town's requirements in a timely manner, Sybill reported that the town staff is concerned that we are challenged to provide the guest experience that is expected by our visitors. Notwithstanding an of these organizational difficulties, the business community "loves" this event, as it brings k w several tt ousand people to Vail who stay, eat and shop in the town. There was consensus from the CSE that this is an important event for Vail and that we should act proactively to address these problems. Stephen Connolly suggested that they might work directly with a "point person" here in Vail, who could provide a connection to the community and help to facilitate the organization of the event. • Sybill reported that the Vail Village Mile, the Martial Arts Festival and the Harvest Festival were all moving ahead as planned. Adding that the Special Event Permit application for the Harvest Festival had shown little differentiation from the Farmers' Market, she suggested, should the Meadow Drive Partnership wish to seek funding for this event next year, that it be presented as a finale to the market and be incorporated into that RFP. Special Promotions Permit: Rachel Friede and Kelli McDonald provided the CSE with a brief history of how this proposal has evolved as a potential opportunity to allow individual businesses to host promotions that are not currently allowed under the town's code and that do not fit the guidelines for a true "Special Event." Noting that the Planning Department, the ERC, the VEAC and members of the business community have been strongly supportive of the concept, they explained that they are seeking feedback from the CSE prior to taking the proposal to the Planning Commission for review, then finally to the Council for their approval. CSE members were generally in favor of the concept, but most felt that it was too limiting in a number of areas, particularly with regard to the signage and number of days that would be allowed, both for individual businesses and the overall number of participants at any given time. Dave Chapin and Scott Stoughton both expressed their opinion that the Special Promotions Permit would provide additional opportunities for businesses and that it was a CSE /sn MINUTES: AuLIust 28. 2007 Page 2 of 6 positive step to have an application that can be addressed with a smaller process than what is required of a major event. Stephen Connolly stated his opinion that this proposal would only create additional requirements and paperwork and that it would be preferable to change the Town Code to allow businesses more flexibility with signage and outdoor displays. Bobby Bank summarized the CSE's general position by recommending the following changes: • Allow more than 2 promotions at any time- for example, 2 each in Lionshead, W, and West Vail etc. • Increase the amount of additional signage permitted. • Offer more than 3 calendar days per year to each business. Special Event Canopies: The Rotary Club borrowed a number of canopies displaying the Beaver Creek logo that were used at last week's Duck Race in Vail Village. Lourdes Ferzacca reminded everyone that both the VCBA and the Taste of Vail had offered to buy "Vail" canopies, but that neither organization's proposal had been supported by the CSE. CSE members were in agreement that the use of the Beaver Creek canopies for Vail events is not desiraW, but felt that prohibiting their use was not something within their authority. Heather Trub suggested that the issue be discussed with the ERC. Final Reports: • BBQ on Bridge Street: Matt Greene and Lourdes Ferzacca, representing the Vail Chamber and Business Association, presented post -event report of the first year event and distributed a final budget and event recap. Highlighting strong restaurant participation, they stated that they would like to make the event an annual kick -off to summer, but that more sponsorship would be required if they were to do it again. CSE members suggested that they might try to cultivate some additional sponsorships. Heather Trub complimented the VCBA on doing a good job and noted drat, in her observation, the event turnout had been excellent. • America Days: Laude Asmussen handed out a review of the event, and noted that the final budget deficit represented additional advertising expense that was incurred as a result of changing the parade route at the last minute to go dMigh the Lionshead Mall. Thanking the Town of Vail staff for their efforts, particularly Public Works, she remarked on the total team effort that was required to make the parade such a success. Colorado Stage: 2.1 International Cycle Class* September 4-7,20W' Mielaei Imie&VsB Valley Foundation. The VVF has requested a $110,000 cash sponsorship to support this event from the Town Council. The CSE was asked to review the event and forward their recommendation to the Council. Michael Imhof, representing the Vail Valley Foundation, distributed a full event proposal and explained that the goal is to establish a long term pro- cycling race in the valley. Highlighting the growth of interest in cycling in the U.S. and the excellent fit with Vail of the demographic associated with the sport, the event is expected to attract over 50,000 visitors. Anchored in Vail, the 4 day event will take place throughout the valley. Loosely modeled on the former Coors Classic, with 3 pro - cycling events and a citizens' ride, it is hoped that the event will evolve into a full "Tour of the Rockies," with additional stages in Wyoming and Utah. After some discussion Stephen Connolly moved that the CSE supports the effort of the Vail Valley Foundation to produce the Colorado Stage International Bicycle Classic, September 4-7,2008. ➢ M/S/P: Stephen Connolly, Clint Huber, Unanimous CSE!sn MINUTES: nuWIust 28, 2007 Pa <Le 3 of 6 7 New Business: Joel Heath suggested that the CSE revise their funding allocation schedule to review applications in the early part of the summer. This would enable the CSE to submit a recommendation to the council consisting of a list of events that the CSE determines meet the criteria described in the Strategic Plan prior to the budget approval. Council could then determine their allocation to the CSE based on an identified need. Sybill reported that she had conversed with a member of the Rotary Club at the Duck Race who stated that Beaver Creek had been courting them to move the event there and that some members felt that the Town of Vail was not supportive of the event. Sybill also informed the CSE that the Lionshead merchants are organizing a group to propose a number of events for 2008 funding from the CSE, and that they had indicated their preference that funds be allocated for a regular weekly event, such as bringing back the Jammin' Jazz Nights, in lieu of the current ambient street entertainment program. Motion to adjourn at 11:45 a.m. ➢ M/S/P: Stephen Connolly, Heather Trub, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator August 28, 2007 Approved by: Date. ave Chap Chairman CSE /sn MINUTES: AuWIust 28. 2007 Pm—�e 4 of 6 From: Special Events Monday - August 27, 2007 8:24 AM To: sfcvail@hotmail.com vaildc @comcast. net, kirkham.meggen@gmail.com, bobbybank@hotmail.com, CC: clintrox@>totmail.com, scottstoughton @mindspring.com, hmt @vail.net, MMire @vailgov.com, SZemler @vailgov.com, PBrandmeyer @vailgov.com Subject: Re: UM request These questions should be addressed to the Town Manager's office. I am following explicit direction that I was given in this matter. Certainly the CSE can discuss these issues at the meeting on Tuesday. Sybill >>> "Stephen Connolly" <sfcvail@hotmail.com> 08/27/07 8:14 AM >>> But the requests aren't due for another two months. CAn we legally review these? (WHat message is this sending to UM and VVF? What about our other partners ?) Do we know if Highline, Eagle Valley or Resort Entertainment are asking for more money for the events we already fiord? Any other promoters out there bringing a new big idea to us? This seems to be tilting the playing field and giving UM and VVF an unfair advantage. It also shows why we need to know our budget much sooner in the process. Why do we have deadlines if promoters can come in anytime and approach council directly? Didn't Pam say that if anything great came along after our 2.5% increase, we could go to Council (or was it to the Town Manager ?) for supplement funding? Both of these "requests" seem to be inapropriate at this time. sfc -- - -- Original Message - - - -- From: "Special Events" <specialevents @vailgov.com> To: < sfcvail@hotmail.com> Cc: <vaildc @comcast.net>; <kirkham.meggen @gmail.com >; <bobbybank@hotmail.com >; <clintrox@hotmail.com >; < scottstoughton@mindspring.com >; <hmt @vail.net>; "Matt Mire" <MMire @vailgov.com >; "Stan Zemler" <SZemler@vailgov.com> Sent: Monday, August 27, 2007 7:25 AM Subject: Re: UM request Good Morning Stephen— The Finance Dept and the Town Manager's office have directed that the CSE review all requests for event funding and forward a recommendation to the Council whenever an event producer intends to ask the Council for funding in an amount that may exceed the limitations of the CSE's budget. In the case of TEVA, they intend to request $160K, plus significant additional support to build a permanent climbing wall of the caliber that can host a world cup event. There is a similar situation with the Foundation and the Colorado Stage Bicycle Race. The Council's first reading of the budget is on October 3- if either of these entities is to receive funding through the Council, ,,; they will need to review the requests prior to final budget approval. Should the CSE determine that they would like to consider these requests within the CSF'sn MINUTES: AW-HIst 28.2007 Paue S of 6 confines of their own budget, then the direction should be given to both Joel and Michael that application should be made within the confines of the RFP. It is not intended that a funding allocation be made on Tuesday- only a determination as to whether or not the request should be forwarded to the council. Please call me if you have additional questions. Sybill Sybill R. Navas Coordinator, Commission on Special Events, Town of Vail 75 South Frontage Road Vail, CO 81657 Phone:970 376 -2394 FAX:970 476 -7141 E -mail: specialevents @vailgov.com >>> "Stephen Connolly" <sfcvail@hotmail.com> 08/26/07 9:32 PM >>> Why are we reveiwmg the UM request for 2008 TEVA Games now, without a formal application, and before all of the requests from the other promoters are filed? sfc Stephen Connolly sfcvail @hotmail.com 970476 -1346 (home office) 970 - 376 -5798 (mobile) CSE!sn MINUTES: AUIUSt 28. 2007 Pa,Lc 6 of 6 MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, September 25, 2007 at 9:00 a.m. CSE Members Present: Bobby Bank, Stephen Connolly, Clint Huber, Meggen Kirkham, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present: Jeff Brausch, Leon Fell, Kelli McDonald Rachel Friede, Laurie Asmussen, Diane Moudy, Andrea Feldman, Kaye Ferry, Pam Brandmeyer and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Administrative Items: After brief discussion, Clint Huber moved to approve the minutes of the meeting of August 28, 2007, as presented. ➢ M/S/P: Clint Huber, Stephen Connolly, Unanimous CSE members were presented with final reports for each of the following events: • Vail Street Sale: Kelh McDonald and Rachel Friede reported that the first year event had been well received by the merchants in Vail. Most of the 48 participants reported much improved sales over the same weekend in the previous year, particularly on Sunday when the local businesses were able to capitalize on the attendance at the Duck Race and the Farmers' Market The $5000 allocation from the CSE was used to hire Mike Griffin to organize the event, as well as for some marketing. Kell stated that they plan to make the event an annual opportunity for the business community to close out the summer and create vitality throughout the commercial areas at a time when the summer season is coming to an end. • King of the Mountain VoHeybWk Reporting a 21% increase in overall participation this year, Leon Fell informed the CSE that the event had exceeded the goal of 300 teams and was well on its way to returning to its historical hey -days. Highlighting the success of the junior division and the Father /Daughter, Father /Son competitions that took place on Father's Day, he stated that the tournament would soon outgrow the firilities at Ford Park and that some of the competitions might have to be moved down valley. He added that the Food and Beverage facilities in Ford Park were a big asset to that venue. Iron explained he has been working with USA Volleyball to develop the junior divisions into a nationally recognized event From a community perspective, the strong opporhmity for continued growth in the junior division means that the competitors will come with their whole families and stay throughout the weekend. Marketing efforts included Altitude Sports, an article in Volleyball Magazine, direct mail and email blasts-, as well as radio and newspaper ads and press releases within the summer drive radius. He added that marketing activities falling within the 2 weeks just preceding the event were dedicated to attracting people to Vail to watch the event, as opposed to recrutiting participants. He estimated spectator numbers of between 1000 -1500 per day. CSE members questioned whether the event might be held over 2 weekends in lieu of expanding the venue. Leon responded that the cost of producing the event would increase a y r exponentially and that the energy created by the concentration of participants, spectators and competitions would be diluted. No written report was distributed. � • Street Enterftmweut: Diane Moudy and Andrea Feldman of Resort Events informed the CSE that it had been a complaint free year for the Street Entertainment program. They provided the CSE members with survey results indicating strong satisfaction with the summer —long program and cited Slifer Plaza and the Gore Creek Promenade as the preferred sights for entertains. The budget had allowed for 2 musicians and 2 buskers each scheduled day of the program and both expressed their opinion that the mix of buskers and musical performers was an improvement over the previous years' programs. • Vail Arts Feafivai: Laurie Asmussen distributed a budget recap and overview of this year's event. Citing highlights of the event as the excellent fit with the Dance Festival clientele and the venue on Lionshead Circle which can accommodate the 100 pwficipants well, she noted attendance a bit down from last summer primarily on account of bad weather on Sunday and the challenge of pulling people to Lionshead with all of the activity focused in Vail Village and the growth of the Farmers' Market. Commenting that one of the goals of the festival is to bring in sales tax dollars, she explained that they make an effort to consider what is likely to sell best "on site" when they jury the show and added that there is a cow challenge with people eomtmiss . mg work f om the participating artists which is later sent to them, thus resulting in less sales tax for the town. She indicated that there is continued pressure to move the event into the mall arm, but that it is too small to the event and that the bus stop is a barricade to the continuity of the venue. She added that she feels it is important for the Lionshead busmesses to maintain the bus service down on Lionshead Circle, and not have it dangAW or moved up to the Frontage Road on account of the event. • Goarnnnet m Gem. Jeff Branwh dismIx ted event recaps and final budgets for both Gourmet on Gore and Oktoberfest and followed with a brief overview of the event concept and history of Gourmet on Gore. Statit that, in his opinion, Gourmet on Gore has the "greatest potential to grow of any event that they (Highline Sports and Entertainment) do in Vail" and that it provides an excellent balance to the Taste of Vail as a means of showcasing the excellent restaurants in the community, he described the highlights as: • The "Perfect fit" for the Vail demographic that this event pulls • The clean, elegant venue • Restaurant participation and better preparation (Le: they didn't run out of food) • Restaurants receive a direct return on their sales they are not being asked to donate their food. Citing extremely positive feedback from the participating vendors, Jeff suggested that they would like to grow the event to include coffees, high-end cigars and beers. Jeff indicated that expanding the event to 3 days next year would benefit the wineries and that they expect to have to expand the venue up Bridge Street. He stated that the media focus had been mainly on the From Range and that the event attracted an estimated I OK to 15K people over the 2 days, generating approximately 5000 roam nights and providing the Town with an excellent ROI for a second year event • Oktoberfest: Jeff Braursch pn= Med the highlights of this year's event as: o Non -stop entertainment: "Oompah" during the day, contemporary music with an appeal to a younger audience in the evenings o Improved attendance: IOK - -15K more people- due to good weather o Best -ever venue set -up in Lionshead. Meggen Kirkham remarked on the "brilliance" of adding the Gore Creek Promenade to the Vail Village venue. Sybill added that the construction in both villages had been serendipitous, in that the venues had been adjusted to accommodate the anticipated impacts and that the result had been an improved situation for all. o Fun Run on Sunday raised over $ l0K for the Children's Garden of Learning o Popularity of contests, i.e. Keg - bowling, Brat eating etc. He stated that, although the sponsorship for the event was better than ever this year, success remains dependent on food and beverage sales, as well as on the weather. Media focus was again centered on the Front Range, with the addition of the banners in the roundabouts. Attendance was estimated at 40K over the 6 days and generated an estimated 20,000 room nights, providing the town with an estimated ROI of over 350'/0. Sybill affirmed that the last surveys contracted by the CSE had shown Oktoberfest as providing the best ROI of any event they funded. Discussion followed regarding the potential conflict with the Colorado Stage Pro - cycling event, which is scheduled for the same weekend in 2008 as the traditional dates for Oktoberfest in Lionshead. CSE members agreed by consensus not to change the Oktoberfest dates. Update m Smew Daze: Jeff Brausch presented the CSE with a revised schedule and explained that their intent is to offer more activities and higher quality concerts in a more condensed time frame so as to maintain an intensified level of excitement and energy throughout the event and to utilize the music events to attract people to Vail in the early season to ski and stay for several days Highlighting the event will be 2 nigh of music at the Dobson Arena on Thursday and Friday, culminating with the Dummy Gelunbe competition followed by Ludicrous and the Roots k w in concert in Ford Park on Saturday, December 9. Highline Sports intends to work with the local bars to insure that high quality live entertainment will be part of every night of the event, from Monday om Scott Stoughton suggested that the Dobson concerts be scheduled to end between i0pm and I Ipni, as the local bars benefit from the after- concert crowd when events in Dobson end earlier than midnight. In response to questions from CSE members, Jeff affirmed that Vail Resorts was strongly supportive of the event and that numerous additional sponsors had been signed. There was consensus from the CSE members that these would be positive changes to the event plan. Coordinator Report: • Sybill updated the CSE members on proposed changes to the Bud Lite Street Beat concert series. In an effort to re- energize the event and lessen the impact of the cold weather in the early season months, the Vail Valley Foundation will produce fewer concerts, but offer bigger name entertainment; one on the 3rd Wednesday of each month from December to Match, followed by 2 concerts in April to close out the season. It is hoped that the opening concert on December 19 will celebrate the opening of Arrabelle in Lionshead. Two additional concerts at Gold Peak will any The Session and the American Ski Classic respectively. • Arrabelle applied for and received a "Resort Liquor License," the first of this type to be granted in the Town of Vail. This type of license allows guests to carry alcoholic beverages throughout the resort, including the outdoor areas Kaye Ferry updated the CSE on the decision made by the Local Licensing Authority at their last meeting, and explained that there is little opportunity for discretion as their actions are mandated by the laws of the State of Colorado. Discussion followed as to how this may affect the opportunity of special event producers to overlay a Special Event Liquor License over the entire mall. • Kick -It 30 Soccer Tournament hopes to return to Vail again next summer and will be submitting an application to the CSE for 2008 funding. Sybill stated that they will continue to work together to try and resolve some of the issues that have caused challenges the last couple of years. The sheer number of events on the same weekend, including the Dance Festival and their gala, the Colorado Clay Court Tennis Championships and the Courage Classic Bicycle Tour, create a situation that stretches the resources of the Town and the park to a maximum. The event has grown to the extent that it is likely they will require the use of some of the down valley fields next year. • The Art in Public Places board has received approval from the DRB for a design for the Solaris Plaza. Some concern was expressed at the Council meeting last week that the design would not provide an ideal forum for large special events, however upon review of the proposal the Council declined to call up the DRB approval. • CSE members reviewed the financial report. No issues of concern were identified • 2008 Budget Update: Sybill reported that the Town Council had passed the budget on 0 reading at their last meeting. If there are no changes prior to 2nd reading, the CSE's allocation for 2008 will be $816,750, which represents a 2.5% increase over last year's funds. Given that the deadline for contribution requests had elapsed, Council left it to the CSE to review the request expected to be forthcoming from Untraditional Marketing for $160,000 to support the TEVA Mountain Games and the World Cup Climbing Event and suggested that, should the CSE determine the impact of this allocation to be outside the scope of the CSE's budget, a supplemental allocation would be considered. • Reminder: Meeting w/ERC and Event Promoters on Wednesday, October 17- Vail Library Community Room from Noon -1:30. • Reminder. Meeting between the VLMD and the CSE on Thursday, October 18 from 8:30 - 9:15 a.m. @ Vail Cascade Resort and Spa. Kelli McDonald explained that this will be the 2nd of two meetings this year between the CSE and VLMDAC, the first having been scheduled prior to the start-up of the main event season and the second just prior to the CSE's major funding decisions, for the purpose of developing a strategic alliance between the two groups and identifying opportunities to maximize the marketing leverage for special events supported by the CSE. The joint meeting will be followed by a presentation of the results from last summer's intercept surveys. New Business: Kaye Ferry requested the opportunity to clarify an issue that had been raised at last month's CSE meeting, during the final event report for the BBQ Bonanza on Bridge Street. She stated her concern that during the presentation someone had remarked that musical entertainment for the event was provided as part of the overall Ambient Street Entertainment Program, and therefore the budget should have reflected this savings. She reminded the CSE members that the original request for the BBQ event was $25,000, but that the CSE had reduced their allocation to $20,000 specifically on account of the availability of the Street Entertainers to fill that function. Motion to Adjourn at 11:05 a.m. ➢ M/S/P: Bobby Bank, Stephen Connolly, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator September 25, 2007 Approved by: Date: / 3 -o e Chapii4 Chaihnan t a1 S P we 4 W 4 MINUTES: Town of Vail: Commission on S ecial Events Meetin Vail Town Council Chambers Tuesday, October 23, 2007 at 8:30 a.m. CSE Members Present. Bobby Bank; Stephen Connolly, Clint Huber, Meggen Kirkham, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present. Pam Brandmeyer, Caitlin O'Donnell, Leon Fell, Miller Lewis, Rick Scalpello, Marty Stewart, Laurie Asmussen, Jason Field, Joel Heath, Joe Blair, Bob Isom, Kaye Ferry, Brian Nolari, Brian Hall, Mia Y7aar, Rob Levine, Steve Sheridan, John Dawsey, Leslie Robertson, Bill Anderson, Ron Hardy, John Pellerito, Keith Odva, Billy Suarez, Bob McKown, Sarah Franke, Craig Arford, John Dawsey, Scott Cross, Sean Cross, Megen Musegades, Jeff Brausch, Kelh McDonald, Michael Imhof, Dan Cramer, Fraidy Aber, Dani Janklow, Diane Moudy, Matt Greene, Aldo Radamus, Ann Kurronnen, John Cogswell, Amy Oberly, Susan Fritz, Mickey Werner Chairman Dave Chapin called the meeting to order at 8:35 a.m. Administrative Items: ➢ Motion to approve the minutes of the meeting of September 25, 2007, as written. M/S/P: Clint Huber, Bobby Bank, Unanimous • CSE member terms expiring on December 31, 2007: Bobby Bank, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of interest should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday„ December 12 for interviews on Tuesday, December 18, 2007. • Financials: • CSE members reviewed the current status of the 2007 budget. No issues were identified. • Sybill reported that the Town Council had approved a budget of $816,750 for the CSE in 2008. $765,250 is earmarked for direct event funding, with the remaining funds designated as follows: $48,000 for staff salary and benefits, $3500 for general expenses. Additional salary and benefits in 2008 will come from the Town's general administrative budget. Beginning with 2009, the Town Council will directly allocate only the special event funding. Staff salary and benefit and operating expenses will be accounted for out of the Town of Vail general administrative budget. CSE members reviewed the procedure for making their funding decisions. Sybill explained that she would prepare a spreadsheet compiling the information submitted by the individual members on their Event Rating Grids and would have a budget recommendation prior to the next meeting to be utilized as a point of departure for the final decision making discussion. Stephen Connolly remarked that he continues to struggle with whether funding should be allocated to other taxing entities and/or entities that provide charitable contributions with substantial event profits. After noting that total requests exceed available funds by more that $500K, and that the Vail Lacrosse Shoot -out has been promised $ l OK in support as the final allocation in a 3 year contract, the 2008 funding requests were presented and reviewed as follows: Caitlin O'Donnell presented the application from the Vail Valley Soccer Club for $10,000 to support the Vail Valley Challenge Cup, October 4 -5, 2008. She explained that there has been an on- going difficulty with finding quality referees and that the CSE's contribution would be used for that purpose. Leon Fell provided explanation for the application requesting $10,000 for King of the Mountain Volleyball Tournament, scheduled for June 13 -15, 2008 in Ford Park, stating that as the tournament has grown over the last several years, the costs of putting it on have continued to increase. Miller Lewis, representing the Vail Recreation District (VRD), presented the application for $3770 to support the Vail Invitational Soccer Tournament, scheduled for July 26 -28, 2008. He too cited the need to pay referees in order to maintain the quality of the tournament. He stated that approximately 65 games are played in Vail vs. about 35 on down -valley fields. Pam Brandmeyer informed the CSE that the Town of Vail has already committed significant financial support to support capital improvements on facilities owned by the town and operated by the VRD. Rick Scalpello presented a final 2007 event recap and the application from the Vail Farmers' Market for $80,000 in 2008. He stated that the Vail market is the largest in Colorado with the largest number of tents, the greatest number of visitors and the most activities and that it is on track to become one of the largest markets in the U.S. And, he added that it is definitively the largest event in Vail. Increased CSE funding would allow the market to expand its advertising campaign to Colorado Springs and the Front Range. He explained that they are not interested in being a "producer only" market, because that would prevent the local retailers from participating. The goal of the market continues to be to provide a benefit for businesses and non - profits in Vail. Bob Isom, on behalf of the Lionshead business community, requested that it would help the merchants in Lionshead if overflow parking was directed to the Lionshead Parking Structure prior to allowing on- street parking. Jason Field, owner of Inyodo Martial Arts, distributed a draft of the 2007 event budget and recap of the Martial Arts Festival which was held only last weekend, and presented his application for 2008 funds in the amount of $7000 to support what would be the Y d Annual Festival of Martial Arts, currently scheduled for October 11. He announced that the Colorado State Tae _Kwan Do Association has expressed interest in making the event a "state " tournament, which would triple the size of the event and would provide an incentive to draw from Denver, Los Angeles and Arizona. Jason added that he felt there has been excellent momentum generated going into next year's event and that it has excellent potential to develop into a weekend -long festival. Laurie Asmussen, citing her concept of using three strong and established events to enhance the sense of vitality in Lionshead, presented three applications for funding from Eagle Valley Events: America Days @ $60,000, Vail Arts Festival scheduled for August 8 -10 @ $25,000, and Holidays in Vail @ $40,000. She explained that next year's 4th of July Parade will end in Lionshead and it is her intent to provide activities and entertainment to keep people there into the afternoon. With respect to the Arts Festival, she noted that the event has felt an impact from the art component of the Farmers' Market, and that she would like to add a wine- tasting area to keep people in the Lionshead area longer. She also noted that additional funds would allow her to create a more defined "entrance" to the event. Bob Isom expressed that the Lionshead business community would like to see the event move back into the mall. Laurie responded that might be possible in 2009 when the ski -yard is completed, but until that area is available the mall does not provide adequate space for 100+ tents. Finally, with respect to Holidays in Vail, Laurie presented her intent to break the event into a series of smaller events- the Tree Lighting and Parade of Lights, New Year's Eve Fireworks and Torchlight Parade and to add a family friendly "First Night" celebration in the Lionshead Mall area. Stephen Connolly asked if Vail Resorts would provide opportunity for the general public to participate in the Ski -down and Laurie replied, "Not yet." Finally, in response to questions regarding how a First Night celebration could be added with so little increase in funds, Laurie stated that she was confident that the event would attract additional sponsors with its theme of embracing family activity on New Year's Eve. Following a short break, CSE members viewed a video highlighting last year's TEVA Mountain Games and a presentation given by Joe Blair, representing Untraditional Marketing, of the application for $110,000 to support the 2008 event. Enhancements to the games planned for next year include the addition of a Mountain Rescue competition attracting teams from all over the country, online film and photography competitions which would grow awareness of the event outside of the 5 days in Vail and the addition of a "Green Light District" in the Village which would be dedicated to educating people on how to live "green." Following up on the success of last year's VW garage, plans are in the works to grow the garage band concept throughout the event venue. Efforts continue to increase the marketing and PR impacts on multiple fronts: Front Range, syndicated television programming, working with TEVA to increase PR internationally and to add new components each year to keep people coming back again and again. Bob Isom, again speaking for the Lionshead business community, encouraged Joe to consider involving Lionshead in the event planning. Joel Heath then announced the opportunity to bring the IFSC World Cup Climbing event to U.S, soil for the first time in nearly 20 years and requested $50,000 in support from the CSE. This funding would be used for the rental of climbing walls, with the intent that the Town and the VRD would work together to identify a location for a permanent wall that might be installed within the next couple of years. In response to questions from CSE members, Joel stated that there is synergy in holding the event in conjunction with the Mountain Games with respect to leveraging the infrastructure and media coverage. Pam Brandmeyer confirmed that the town is working with the VRD to identify long term needs, including a possible permanent location for a world -class climbing wall. Additionally, she explained that the council had directed the CSE to consider this application, but that the Opportunity is available to return it to them for a supplemental allocation if the CSE felt that they could not accommodate the request within the confines of the CSE's budget. ➢ Motion to send Untraditional Marketing's request for $50,000 to support the IFSC World Cup Climbing event in June of 2008 to the Town Council, with full CSE endorsement, in light of the CSE's anticipated budget deficiency. M/S/P: Stephen Connolly, Scott Stoughton. Clint Huber votes in opposition and Dave Chapin abstains. All others in favor. Motion passes 6 -1. Lionshead Recovery Effort: Brian Nolan, Sarah Franke and Billy Suarez introduced a portfolio of event proposals designed to re- create the Lionshead Mall as an event venue after three years of construction and commended the efforts of the Lionshead merchants, many of who were present, on their efforts to come to consensus on a unified proposal of summer events. Brian Hall requested $40,000 for Blue Creek Productions to create a Lionshead Kids' Family Fun Faire and Family Market as an annual kick -off to the summer season. Mia Vlaar, new executive director of the Vail Jazz Foundation, requesting $42,500, explained their proposal to resurrect the Jammin' Jazz Nights series which had developed into a popular summer concert series before the construction activities in the mall eliminated a viable venue. In response to a comment from CSE member Scott Stoughton who wondered whether it might feel like a private party at the Arrabelle, John Dawsey, speaking on behalf of Arrabelle, stated that they would be providing in -kind support for the event, but were not seeking exclusive hotel status for the resort. Billy Suarez and Rob Levine both spoke in favor of the event, stating that it had historically benefited the entire Lionshead community. Brian Nolan, explaining how the event had become extraordinarily successful for Beaver Creek, presented a proposal from Moon River Ranch requesting $10,000, to bring the Rocky Mountain Antique Festival into the Lionshead Mall a week after the Beaver Creek event. He expressed his confidence that the festival could be as successful in Lionshead, and that it would be something that could fill the entire mall area. Additional proposals from the Lionshead coalition included: • $5000 to return the Colorado Grand antique car display to the mall as a finale to the summer season in September. • $5000 from the Vail Valley Restaurant Association to bring back the Chili Cook -Off, and to grow the event in such a way that the event would be able to give back to charitable organizations within the valley. • 2 events that have become popular in Beaver Creek, and are not seeking any CSE sponsorship: Lionshead Culinary Demonstration Series, sponsored by the Vail Chophouse and Lionshead Wine and Spirits Series, sponsored by Blue Lifestyle and the Vail Chophouse. Dave Chapin queried how the Arrabelle liquor license, the first "resort license" to be granted in Vail, might affect the viability of events within the Lionshead Mall area. Brian replied that Arrabelle had requested that type of license because it was the only one that met their needs, but assured the CSE that they would work together to insure that the guest will not feel any impacts. • Finally, Brian informed the CSE that, although the Lionshead Merchant Group is not ready to move forward this year, they are working with contacts on the Front Range and they will return next summer with a proposal and a request for CSE support to develop a Celtic Festival of iconic scale. Sarah Franke then introduced the proposal from the Lionshead Merchant Group requesting $30,000 to develop a Friday Afternoon Club, as both an enhancement to, as well as a family friendly alternative, to the popular on- mountain event. Using the Beaver Creek Park Hyatt's successful "Friday at the Park" as a model, the event would run for 10 Fridays, in the 5 -8pm time frame, and would lend a carnival atmosphere throughout the mall. Meggen Kirkham informed the group that Vail Resorts is intending to expand the family activities at the on- mountain event, and questioned if it might be better to have the event on Saturday, when nothing else is going on. Sarah responded that they regard this as a great opportunity to tap into what is already going on up on the mountain. Scott Stoughton, commending the group on their efforts, asked how they feel about the Ambient Street Entertainment program. Brian responded that they had chosen not to prioritize their requests, but to focus on the long term goal of getting people in beds and developing vitality within the mall. Several members on the Lionshead business community spoke in support of the Street Entertainment, including Craig Arford of Vail Ski and Bike Tech, Bob McKown and Billy Suarez, who added, in conclusion, that he is most excited to see the collective energy among the Lionshead businesses seeking to put their best foot forward and take advantage of the opportunities that the new developments afford. Finally, the request for $15,000 to support a Special Event Advertising Plan for the proposed events was explained as a means to get the word out for the whole calendar of events, providing opportunities for individual businesses to participate as well. Stephen Connolly noted that this is the first time that the CSE has been presented with a marketing request from a group, not as a line item on the individual event budgets. After a brief break for lunch CSE members heard from Sean Cross and Megen Musegedes, who presented their request for $85,000 in CSE support for the Vail Film Festival, and who gave a PowerPoint presentation highlighting the growth in recognition and the strengths of the Vail Film Festival. Dave Chapin inquired about what venues they would be using, given the loss of the Cascade Theater and the Crossroads Theater. Sean commented that the costs have been driven up, but that they would still have 5 screens and are currently planning to use the Vail Mountain School, the Lodge at Vail and that a possibility exists to still use the theater at Cascade. He added that they are talking with the Taste of Vail about ways they might integrate the two events this year, but that sponsor conflicts are likely to make that difficult. Stephen Connolly asked whether they might move the festival to a time later in the spring. Sean replied that the festival relies on skiing to attract many of the attendees and that it is their goal to be an important and major festival, adding that it is critical to maintain their place as part of the larger calendar of major film festivals and explained, by way of example, that they would suffer significantly to follow the Tribeca Festival in New York City. Jeff Brausch presented the five proposals from Highline Sports and Entertainment: 1. Carnivail: seeking $20,000. In this, the fifth year of the event, they have been asked by Vail Resorts to grow the event to the next level and position it as a "mid- season centerpiece." 2. Spring Back to Vail: requesting $100,000. Proposing to condense the event from two weeks into one and concentrate the energy with twice the programming, Jeff explained that they will continue their focus on keeping it the biggest springtime party in North America. 4 concerts will be scheduled, with the addition of a new one at Check -Point Charlie on closing day as part of a plan both to draw people into the village and to encourage people to come off the mountain safely. Citing the strongest ROI of any of Vail's events, he added that the MTS (Mountain Travel Symposium) group, consisting of over 1000 people who book travelers, will be here this year at the same time and Vail will truly be .., on- stage." 3. Gourmet on Gore: seeking $75,000 to turn the event into a 3 day festival. Stating that the feedback from the food and wine vendors has been great, they feel there is tremendous potential to grow the event. In response to a question regarding how confident they are that restaurants will commit to a three day event, Jeff replied that they intend to offer options for participation on 1 day, 2 days or all 3 days. 4.Oktoberfest: Describing it as "Food, Beers and Fall" Jeff explained the request for $82,500 as an inflationary increase from last year. 5. Snow Daze: seeking $100,000. With Spring Back to Vail, it is a bookend for the ski season. Both events capitalize on big name concerts to drive business for 3 -4 days, not just a single day. Michael Imhof presented the request for support in the amount of $45,000 from the Vail Valley Foundation for The Session. The event has been moved one week closer to the X- Games, providing great value to the VVF in its ability to attract the stars of the sport. In addition to an increased commitment from sponsors this year, a great strength for the event is the NBC time buy of the 100% HD television program which will be distributed internationally with an air date of February 17, providing excellent marketing opportunity for the rest of the ski season. Improvements to the event include utilizing the Sunday Session to involve the community and encourage families to ride the venue and interact with the athletes, rotating live bands throughout the sessions on Friday and Saturday and live web -casts of the Fri- Sunday events. Dan Cramer explained the proposal from Team Championships International, requesting a host fee of $50,000 for the Kick -It 3v3 Soccer Rocky Mountain Regional. He explained that this is one of a series of tournaments culminating in a National Championship Event at Disneyworld in Orlando in January. Qualifiers from 50 local events around the country feed 10 regional tournaments. He stated that the increased request reflects the cost of importing referees, their recognition of the economic value to the community and the need to build and to market the smaller events that drive the larger tournaments. Fraidy Aber presented a request from the Vail Symposium for support in the amount of $7500 for the 2008 Unlimited Adventure Series. She explained that the caliber of their speakers has been increasing each year, and that drives up the cost. Their goal is to keep in a free event, targeting both the locals as a community event, but attracting a large number of visitors as well. Some sponsorships were recruited last year, but not enough to cover the increased costs. Stephen Connolly asked why they hold the event in the winter, rather than the summer. Fraidy replied that it appeals to a wide age range and demographic that "works with the winter way of thinking" and that they have doubled their audience in each of the last 2 years. CSE members took a short break before hearing comments from Diane Moudy on the proposal from Resort Events for $68,500 to manage Ambient Street Entertainment again next summer. Stating the premise of the program is to provide entertainment so that parents have time for shopping, the combination of buskers and musicians has been successful, they are flexible to work with whatever schedule the CSE feels is best, and the proposal remains the same as the last several years. Matt Greene, describing the request from the VCBA for $25,667 for the BBQ Bonanza on Bridge Street, stated that the advice they have been given is to grow the event slowly; and that the proposal is for an event that will be very similar to last year's inaugural event. In response to a question from Stephen Connolly, Matt replied that most of their sponsorships have been in product, rather than in cash. He described the heart of the event as the strong showing of restaurant participation and said that they hope to take the marketing and the music up a notch this year with a slight increase in the budget. Kelli McDonald distributed marketing materials from last summer's Street Sale and explained the event as an opportunity for the business community to piggy -back on the marketing efforts of the VLMD's "8150" promotion. The Town of Vail Economic Development is requesting $5000 to support the Street Sale again next summer. Aldo Radamus, representing Ski and Snowboard Club Vail (SSCV), explained that although historically the Ski Swap provided ample benefit to meet the club's annual fundraising needs; the annual event has been suffering a steady decline in sales over the last several years, largely on account of increased competition and internet sales. Additional funds would allow them to do more marketing on the Front Range. SSCV is requesting $7500 from the CSE to support next year's Ski Swap. Ann Kurronen presented the request from the Betty Ford Alpine Gardens in the amount of $66,000 to support aspects of the 20 Anniversary Summer. The CSE reviewed a presentation that cited gardening as the #2 leisure activity in the United States, that the children's programs are filled to capacity and that they are planning a number of activities and projects to highlight the anniversary; including preservation of letters from the former l s ` lady, an "Arts in the Gardens" program, publication of a book about the garden, and classes in the gardens. Bobby Bank stated that information about the gardens is the #I request in the Information Booths. Susan Fritz and Mickey Werner represented the request from the Taste of Vail for $30,000. They explained that the goals of the event when it began 18 years ago were to build business in April, and to return the benefits to the community. The event has grown to be one of the premiere food and wine festivals in the country. With respect to the Lamb Cook -Off, they stated that all of the lamb is donated to the chefs by Colorado Lamb and that this part of the event has provided a means of bringing the event into the community. Susan added that they are looking to Lionshead as a possible move for next year. Susan affirmed that they did buy some canopies this year- and a brief discussion of what the Town's and CSE's policy should be with regard to tents displaying the logo of competing resorts ensued. Sybill stated that the Town has adopted a policy of not allowing these types of canopies. In response to a question from Stephen Connolly as to whether the funds are being requested for the Lamb component or the Taste of Vail, Susan replied that the two are entwined. She explained that last year's event had resulted in a deficit, as a major sponsor failed to deliver at the last minute and she stressed that the Taste of Vail is done by donations from the restaurants, but that the costs have been escalating. New Business: CSE members requested that the issue of whether non - profit organizations who donate event profits to charitable causes be placed on the agenda for discussion at the November CSE meeting, prior to making the funding decisions. (W Kaye Ferry reminded the CSE of the VCBA's offer to provide canopies for Vail events, and expressed her opinion that it was an unfortunate missed opportunity. Motion to adjourn at 4:45 p.m. M/S/P: Stephen Connolly, Bobby Bank, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator October 23, 2007 Approved - by' — Date: Da -- lfapin, Chairman l i MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, November 27, 2007 at 9:00 a.m. CSE Members Present. Bobby Bank, Stephen Connolly, Clint Huber, Meggen Kirkham, Scott Stoughton, Heather Trub and Chairman Dave Chapin Others Present: Kelli McDonald, Mindy McNitt, Joel Heath, Brian Nolan, Brian Hall, Kathryn Benysh, John Dawsey, Jeanette Schultz, Craig Arford, Steve Rosenthal, Kaye Ferry, Mia Haar, Sarah Franke, Jeff Brausch, Steve Rosenthal, John Cogswell, Lourdes Ferzacca, Pam Brandmeyer and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Administrative Items: ➢ Motion to approve the minutes of the meeting of October 23, 2007 with revisions as suggested by Stephen Connolly. M/S/P: Stephen Connolly, Bobby Bank, Unanimous Coordinator Report: • CSE member terms expiring on December 31, 2007: Bobby Bank, Stephen Connolly, Clint Huber and Scott Stoughton. A letter of interest should be submitted to the Vail Town Clerk, Lorelei Donaldson by those who wish to be considered for reappointment. The deadline will be Wednesday, December 12 for interviews on Tuesday, December 18, 2007. • 2007 Financial Report: CSE members reviewed the status of remaining contracts. No issues were identified. • 2008 Meeting Schedule: Dave Chapin explained the meeting schedule for the coming year with CSE meetings continuing to be on the 0 Tuesday of each month, with no meeting scheduled for December. He added, that in light of the possibility for a number of new members in 2008, Matt Mire would provide board member training as part of the agenda at the January meeting. • At their meeting on November 6, 2007, the Town Council approved a $50,000 supplemental allocation to support the 2008 IFSC World Cup @ the TEVA Mountain Games. Joel Heath added that he felt this was a test- and that they have been offered the opportunity to prove the potential for this event and their ability to make it a success for the community. If successful, they will continue to work with the Town and the Vail Recreation District to install a permanent climbing wall in the community. Final Event Reports: Sybill explained that the following reports had been included in the packets for CSE member review and asked if anyone had questions pr comments: • 2007 Vail Lacrosse Shoot -out: No comments were offered, • Colorado Walks: Vail Village Mile: Given the comments included within the rat describing the challenges encountered in developing enthusiasm for the event from within the community and their opinioA that they would be more successful if tie to another, larger and more established evlt4it, Sybill reported that she had pasgiit''!!1e report on to John Monson at the VRD who agreed to consider how i� might be incorp -brated into one of their summer race series. CSE /sn Minutes 11/27/2007 Page 1 of 5 • Vail's 2" Annual Martial Arts Festival: No comments were offered. • King of the Mountain Volleyball: Sybill was asked to get additional information from Leon Fell with respect to the "pay off line of credit" budget item. What should the CSE's policy be with regard to funding special events that show a significant profit that is donated to charity? Scott Stoughton and Stephen Connolly both suggested guidelines that would discourage support for an event which is a fund raiser for an individual entity, but would not eliminate consideration for an event which provides a stimulus for the local economy and distributes it's proceeds to multiple beneficiaries. After brief discussion, the CSE members agreed by consensus that whether the net proceeds of an event are donated to charity or go into the profits of the event organizer is not important as long as the event meets the criteria set by the CSE. 2008 Special Event Funding Allocations: The Town Council has allocated the CSE $765,250 for the support 2008 Special Events. The CSE determined the following funding allocations for events whose applications were received as part of the 2007 RFP process and which were reviewed at the October 23, 2007 meeting. Motion to allocate $93,575 to Untraditional Marketing for the TEVA Mountain Games. A M/S/P: Clint Huber, Heather Trub, Unanimous. Motion to allocate $81,263 to Highline Sports and Entertainment for Oktoberfest. ➢ M/S/P: Scott Stoughton, Bobby Bank, Unanimous. Motion to allocate $64,025 to Highline Sports and Entertainment for Snow Daze. k W ➢ M/S/P: Meggen Kirkham, Clint Huber, Unanimous. Motion to allocate $44,325 to Highline Sports and Entertainment for Gourmet on Gore. ➢ M/S/P: Clint Huber, Meggen Kirkham, Unanimous. Motion to allocate $73,875 to Highline Sports and Entertainment for Spring Back to Vail. ➢ M/S/P: Clint Huber, Heather Trub, Unanimous. Motion to allocate $59,100 to the Vail Film Institute for the Vail Film Festival. ➢ M/S/P: Clint Huber, Meggen Kirkham. Dave Chapin opposed. All others in favor. The motion passes 6 -1. ➢ An additional motion was made by Stephen Connolly, seconded by Clint Huber, and passed unanimously, to recommend to the Vail Town Council that the Vail Film Festival be considered a "culturally designated event." Motion to allocate $54,175 to the Meadow Drive Partnership for the Vail Farmers' Market. ➢ M/S/P: Clint Huber, Stephen Connolly, Unanimous. Motion to allocate $13,174 to the Vail Valley Foundation for The Session. ➢ M/S/P: Clint Huber, Stephen Connolly. Meggen Kirkham opposed. All others in favor. The motion passes 6 -1. Stephen Connolly then moved that 2008 be the last year that The Session would be �w considered for CSE funding. This motion died for lack of a second. Motion to allocate $50,235 to Eagle Valley Events for Vail America Days. CSE /sn Minutes 11/27/2007 Page 2 of 5 ➢ M /S/P: Meggen Kirkham, Scott Stoughton, Unanimous. Motion to allocate $7,880 to Highline Sports and Entertainment for Carnivail. ➢ M/S/P: Clint Huber, Bobby Bank. Stephen Connolly opposed. Scott Stoughton recused himself, citing his direct involvement with the event and the potential it brings for increased business to Samana. The motion passes 5 -1. Motion to allocate $30,000 to Team Championships International for the Kick -It 3v3 Vail Regional Soccer Tournament. ➢ M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion to allocate $35,460 to Eagle Valley Events for Holidays in Vail. ➢ M/S/P: Clint Huber, Heather Trub, Unanimous. Motion to allocate $18,223 to Eagle Valley Events for the Vail Arts Festival. ➢ M/S/P: Clint Huber, Bobby Bank, Unanimous. Motion to allocate $26,595 to the Vail Jazz Foundation for Jammin' Jazz Nights. M/S/P: Scott Stoughton, Stephen Connolly, Unanimous. Motion to allocate $7,880 to King of the Mountain Volleyball for the King of the Mountain Volleyball Tournament. ➢ M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion to allocate $9,850 to the Taste of Vail for the Taste of Vail: Colorado Lamb Cook Off. ➢ M/S/P: Bobby Bank, Heather Trub. Clint Huber, Stephen Connolly, Scott Stoughton, Dave Chapin and Meggen Kirkham opposed. Bobby Bank and Heather Trub in favor. The motion fails by a vote of 5 -2. Motion to allocate $14,775 to the Lionshead Merchant Group for a Lionshead Friday Afternoon Club. Noting that the original request of $30,000 was to support 10 weeks of Friday Afternoon Clubs, the CSE intends this funding to support 5 weeks of Fridays in 2008, as a trial program of the concept. ➢ M/S/P: Clint Huber, Stephen Connolly, Unanimous. Motion not to support the Vail Recreation District's request for funding for the Vail Invitational Soccer Tournament. ➢ M/S/P: Clint Huber, Stephen Connolly. Bobby Bank opposed. The motion passes 6 -1. Motion to allocate $9,850 to the Vail Chamber and Business Association for the BBQ Bonanza on Bridge Street. ➢ M/S/P: Scott Stoughton, Heather Trub. Bobby Bank, Scott Stoughton, Heather Trub and Meggen Kirkham voted in favor. Opposed were Stephen Connolly, Dave Chapin and Clint Huber. The motion passed 4 -3. Motion to allocate $3,448 to Moon River Ranch for the Rocky Mountain Antique Festival. ➢ M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion to allocate $2,463 to the Colorado Grand. ➢ M/S/P: Clint Huber, Bobby Bank. Meggen Kirkham opposed. The motion passes 6 -1. CSE /sn Minutes 11/27/2007 Page 3 of 5 Motion not to support the Vail Valley Soccer Club's request for funding for the Vail Valley Challenge Soccer Tournament. ➢ M/S/P: Clint Huber, Stephen Connolly. Bobby Bank opposed. The motion passes 6 -1. Motion to allocate $50,235 to Resort Events for the Ambient Street Entertainment Program. ➢ M/S/P: Scott Stoughton, Meggen Kirkham, Unanimous. Motion not to support the request from Blue Creek Productions for the Lionshead Kids' Fun Faire and Family Market. ➢ M/S/P: Clint Huber, Stephen Connolly. Meggen Kirkham opposed. The motion passes 6 -1. Motion to allocate $4,925 to the Vail Valley Restaurant Association for the Lionshead Chili Cook -Off. ➢ M/S/P: Clint Huber, Bobby Bank, Unanimous. Motion not to support the request from the Betty Ford Alpine Gardens for their 20` Anniversary Activities. ➢ M/S/P: Clint Huber, Meggen Kirkham. Bobby Bank and Heather Trub opposed. The motion passes 5 -2. Motion not to support the application from the Town of Vail, Office of Economic Development for the Vail Street Sale. ➢ M/S/P: Clint Huber, Stephen Connolly, Unanimous. Motion not to support the request from Ski and Snowboard Club Vail for the Ski and Snowboard Swap. ➢ M/S/P: Clint Huber, Scott Stoughton, Unanimous. Motion not to support the request from Inyodo Martial Arts for the 3 rd Annual Vail Festival of Martial Arts. ➢ M/S/P: Scott Stoughton, Meggen Kirkham. Clint Huber opposed. The motion passes 6 -1. Motion not to support the application from the Vail Symposium for the 2008 Unlimited Adventure Speaker Series. ➢ M/S/P: Scott Stoughton, Bobby Bank, Unanimous. Motion not to support the application from the Lionshead Merchant Group for a Summer 2008 Promotional Campaign. ➢ M/S/P: Clint Huber, Meggen Kirkham, Unanimous. Motion to approve the allocation of $10,000 to Colorado Lacrosse Promotions for the 2008 Vail Lacrosse Shootout, as the P installment in what has been a 3 year agreement of support for the event by the CSE. ➢ M/S/P: Scott Stoughton, Meggen Kirkham, Unanimous. Bobby Bank followed with a motion to increase funding for The Session, but the motion died for lack of a second. Stephen Connolly then moved to table the allocation of the remaining fund CSE /sn Minutes 11/27/2007 Page 4 of 5 balance until the decisions made today are either accepted or rejected by the respective organizations. This motion also died for lack of a second. Motion to reconsider the motion to fund the Taste of Vail in the amount of $9,850. ➢ MIS/P: Meggen Kirkham, Scott Stoughton. Bobby Band, Meggen Kirkham, Scott Stoughton, Heather Trub and Dave Chapin voted in favor. Clint Huber and Stephen Connolly were opposed. The motion passes 5 -2. Motion to support the Taste of Vail with an allocation of $9,850. ➢ M/S/P: Scott Stoughton, Heather Trub. Meggen Kirkham, Scott Stoughton, Heather Trub and Dave Chapin in favor. Stephen Connolly, Clint Huber and Bobby Bank opposed. The motion passes 4 -3. Motion to send the total budget as approved by the CSE for $765,331 in direct special event funding for events in 2008 to the Town Council for their review. The deficit of $81 will be covered out of the CSE's 2008 administrative expense budget. ➢ M/S/P: Stephen Connolly, Meggen Kirkham, Unanimous. New Business: Dave Chapin reminded the members that recusals are required only when a member is in a position to directly benefit financially and/or if they are directly involved in the event under discussion. Scott Stoughton affirmed that he was in a position to benefit financially from CarniVail. Stephen Connolly requested that the following items be placed on the January agenda for discussion: 1. If some of the funding allocations are not accepted and the CSE finds itself with money remaining in the 2008 budget for event funding, then discuss the development of a procedure for the allocation of the remaining funds. 2. Revisit the CSE's Mission Statement. Stephen expressed his dissatisfaction with the fact that the Town of Vail code seems to prioritize the provision of "street entertainment" as the CSE's main focus and stated his opinion that the mission should be "tweaked." 3. Discuss when and how the CSE's Strategic Plan is created and amended. Stephen Connolly then proposed a resolution that bottled water no longer be provided at CSE meetings. ➢ Motion to adjourn @ 12:10 p.m. MIS/P: Stephen Connolly, Scott Stoughton, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator November 27, 2007 0 Approved by: Date: 15;� 7CIiapin " ,-Cnairm an CSE /sn Minutes 11/27/2007 Page 5 of 5