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HomeMy WebLinkAbout2012-02-01 CSE MinutesCSE/Meeting Minutes February 1, 2012 Page 1 of 5 MINUTES: Town of Vail: Commission on Special Events Meeting Town Council Chambers Wednesday, February 1, 2012 @ 8:30 a.m. CSE Members Present: Jenn Bruno, Chairman Cali Adkisson Bobby Bank Joyce Gedelman-Viers Amanda Jensen Rayla Kundolf Sonny Kerstiens TOV Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, TOV Economic Development Director Tammy Nagel, CSE Secretary Molly Eppard, Arts in Public Places Coordinator Others Present: Margaret Rogers, Vail Town Council Member Skip Thurnauer, Vail Local Marketing District Advisory Council James Deighan and Missy Johnson, Highline Sports and Entertainment Richard tenBraak, Vail Chamber & Business Association (VCBA) Marty Stewart and Angela Mueller, Vail Farmers’ Market Brian Hall, Blue Creek Productions Tony Landon and Jeff Suffolk, Human Movement Management Adam Sutner, Vail Resorts ______________________________________________________________________ CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m. Administrative Items: • Vail Town Clerk, Lorelei Donaldson, swore in newly appointed, Sonny Kerstiens, and reappointed; Jenn Bruno, Rayla Kundolf and Bobby Bank, CSE members for terms expiring December 31, 2013. • Approval of the Minutes of the meeting of the CSE meeting held December 7, 2011. CSE/Meeting Minutes February 1, 2012 Page 2 of 5 Motion to approve the Minutes of the meeting of December 7, 2011, as presented. M/S/P: Kundolf/Bank/Motion passed 7-0. • Financial Report and Contract Status: CSE members reviewed the status of financial report and contract status and no issues were raised. • Review 2012 work plan and meeting schedule: Navas reviewed the 2012 work plan and meeting schedule with the CSE members and explained that there is no meeting in May due to the historical lack of a quorum and that the regular July meeting, which falls on the 4th this year, has been rescheduled to June 27. Kundolf remarked that the January and May meetings should be re-instated to provide for better continuity and suggested having the meetings that on a different day and at a different location, if needed. Navas explained that the CSE meetings need to be recorded and there are no other meeting rooms that can accommodate that requirement, but she would look into other possibilities. Event Recaps: • Vail Snow Daze: James Deighan with Highline Sports and Entertainment gave a brief recap of the Vail Snow Daze. The event ran from December 5-11 and provided free first-rate entertainment for guests and residents. The event included 8 free concerts with music provided by Guster, Jakob Dylan and Yukon Kornelius, The Polish Ambassador and others; “Demo Daze and Reverb Eco Village” with 18 brands represented, as well as philanthropic components. New additions to the event included the Yukon Kornelius Pub Crawl and the Après…Skiing Magazine Style at the Tap Room. The event had strong sponsorship from Bud Light, Cadillac, Helly Hanson and others. Deighan stated no other ski resort in North America brings this kind of high level production to their town and that post event videos can be seen on Vail Resorts web page. Bruno asked Deighan why there was not a concert on Sunday evening which would extend overnight stays. Deighan explained it depends on the availability of acts and unfortunately there was not an act available for that day. He added that they have been successfully increasing lengths of stay by adding Thursday activities, rather than Sunday. • Vail Holidaze: Deighan again gave the CSE members a brief recap of the Vail Holidaze event. This event started on December 17-25 and December 31st, featuring a week of family focused entertainment including concerts, multiple nights of skating shows, carolers, Santa and friends, tree lighting, Jingle-Bell Run, Torchlight Ski Down, Fireworks and a train that took the younger kids for a ride through the village. Deighan said the town had a “Rockefeller Center” feeling and that the skating shows were a much bigger hit than the music entertainment in the previous year. He informed the board that Highline Sports and Entertainment had also produced a New Years Eve CSE/Meeting Minutes February 1, 2012 Page 3 of 5 Party at the Dobson Arena; a separate event independent from the CSE funded Vail Holidaze that was targeted towards the 18 years and older crowd. Deighan stated that, though the party was successful, should Highline opt to provide a party again next year it will be targeted to a 21 years of age and older group to make it easier to manage the alcohol service and related issues. The CSE members all had positive remarks about this event. Rogers questioned the attendance and ROI cited in the recaps as being over-estimated given that the incremental sales tax reported would be half the total collected for the month of December. Adam Sutner, representing Vail Mountain Marketing, responded that these two events account for the entire marketing plan for the first half of the ski season and that they represent “identity” of the “Vail Brand,” the strongest ski brand in North America and arguably the world. He stated that out of an event budget just over $2M, what the Town of Vail doesn’t see are the $300K-$400K that Vail Resorts spends on marketing. He closed by informing the CSE that they had filmed a “MTV level” show that will be providing exposure that lasts long after the event. Motion to release the final funding allocated for Vail Snow Daze and Vail Holidaze. M/S/P: Kundolf/Bank/Unanimous. Finalize funding allocations for winter 2012 holiday events: Motion to allocate $50,000 towards Vail Snow Daze and $50,000 towards Vail Holidaze. M/S/P: Kundolf/Adkisson/6 to 1. Bank opposed motion because he felt that Vail Snow Daze should be allocated larger percentage of the money than Vail Holidaze, because it falls within a greater “need time” and can generate a greater ROI to the Town. Review responses to RFP for 2012 America Days and select the preferred option: • Highline Sports and Entertainment: Deighan gave a brief description of their response to the RFP and how they can improve America Days 2012. Deighan explained both the parade and the fireworks would be extended and there would be additional entertainment, children’s activities and food and beverages to entice people in town all day. Bruno stated that the RFP is for $50,000 and Highline’s response to the RFP showed $75,000. Bruno asked if Highline could provide everything for this event using just the $50,000 that is allocated for this event. Deighan responded the event budget is $125,000 and they would need a minimum of $75,000 from CSE, so no. CSE/Meeting Minutes February 1, 2012 Page 4 of 5 • Human Movement Management: Tony Landon and Jeff Suffolk provided the CSE members with a history of the previous events their company has created and managed for other towns and cities throughout Colorado. Landon stated their company could not only improve the existing scope of events that are part of the festival, but could also create new events which would encourage overnight stays. Jensen asked Landon and Suffolk what kind of sponsorship could they bring to this event and if they could provide a Vail brand event using the allocated $50,000. Landon explained that a minimum of $25,000 will be for the fireworks display, but that he believes the fireworks display provides the largest sponsorship opportunity. Landon stated their company has worked with Coors, Samuel Adams, Oakley and Gatorade to name a few. Navas asked if their company would be willing to work with the Farmers’ Market. Both Landon and Suffolk said yes. • Blue Creek Productions: Brian Hall reviewed his RFP response with the CSE members explaining he could extend the parade, create an afternoon full entertainment, food and drinks and provide at least a 20 minute fireworks display. Bruno stated the RFP is for $50,000 and Blue Creek Productions response showed $65,000, and could he produce the event for $50,000? Hall said he could not guarantee that he could manage this event for $50,000 but could clarify what he could for $50,000. Jensen asked Hall what sponsorships could he bring and could he do the event for $50,000. Hall said it would be difficult to guaranty what sponsor he could partner with for this event. Navas asked if he would be willing to work with the Farmers’ Market. Hall stated yes. • Vail Farmers’ Market and Art Show: Angela Mueller presented a proposal to add a “mini-market” to the 4th of July festival. Mueller said their venders would have to be placed on Meadow Drive, but would be willing to work with the event producer who is awarded the RFP, but did not want to be part of any liquor permits. The CSE members unanimously choose to award the 2012 America Days contract to Human Movement Management. Bruno requested the company to provide an update at the April CSE meeting. Motion to allocate $50,000 towards the 2012 America Days. M/S/P: Kundolf/Adkisson/Unanimous. Vail Soul Music Festival: CSE/Meeting Minutes February 1, 2012 Page 5 of 5 Navas explained Rhonda Jackson was unable to attend this meeting due to Jackson having a meeting with a potential sponsor in Chicago. Navas also mentioned Jackson requested to possibly change the date of her event to the weekend of August 24 on account of lack of mid-tier hotel availability, and to send her any questions the CSE members have. Jensen stated she was currently looking at the events’ webpage and would like Rhonda to remove “Vail on sale” link and also wanted to confirm this was not a sponsor of the event. Kundolf wondered if there was any advertisement for the event with the current date. Navas thought there had been “Save the Date” advertisements in “Jet” and “Ebony” magazines, showing the current event date of August 17-19. Bruno asked if Jackson’s sponsor felt confident that a date change would be successful. Bruno asked for Jackson to provide an update at the March CSE meeting. Motion to allow Vail Soul Festival to change the date to the weekend of August 24th but would need to be decided within 2 weeks. M/S/P: Bank/Kundolf/6-1(Jensen opposed) Matters from CSE members not currently on the agenda: • Adkisson requested an update on the Vail Film Festival in March. • Gedelman-Viers inquired about receiving information from the “ERC” members regarding special events that receive CSE allocation to assist in recaps of the event and for future allocations for that same event. Navas explained she has spoken with the ERC group concerning the necessity of the groups recap, but still is struggling to have them provide this information to her. Rogers agreed with Gedelman-Viers and encouraged Navas to get this information from ERC. New Business: There was none. Adjournment: Motion to Adjourn @ 11:15 a.m. M/S/P: Kundolf/Jensen/Unanimous Next CSE Meeting: Wednesday, March 7, 2012 @ 8:30 a.m. Vail Town Council Chambers