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HomeMy WebLinkAbout2013_10_02 CSE MinutesTOV/CSE Minutes October 2, 2013 Page 1 of 12 MINUTES: Town of Vail: COMMISSION ON SPECIAL EVENTS (CSE) MEETING Vail Town Council Chambers Wednesday, October 2, 2013 @ 8:30 a.m. CSE Members Present: Jenn Bruno Amy Cassidy Dave Chapin Barry Davis Rayla Kundolf Bobby Bank CSE Member Absent: Sonny Kerstiens Town of Vail Staff Present: Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Others Present: Margaret Rogers, Vail Town Council Clare Hefferren, Callosum / Event Liaison Consultant to the CSE Brian Nolan, Group 970: Vail–Beaver Creek Restaurant Week Jim Palermo, Jeanne Reid, Caitlin Murray, Beth Portzer, Sabrina Green and Carly West: Bravo! Vail John Knight, The America Cup International Fly Fishing Tournament Jen Mason, Vail Valley Foundation (VVF) Beth Pappas, Jamie Gunion and Joel Rabinowitz: Vail Recreation District (VRD) and Kids Adventure Race (KAR) Brian Hall, Blue Creek Productions John Stone, DiscoverWell James Deighan and Missy Johnson: Highline Robin Litt, Vail Jazz Foundation Cabal Yarne, Vail Chamber and Business Association (VCBA) and Lionshead Merchants Brooke Macke, Vail Mountain Sandra Perrig, Vail Valley Partnership (VVP) Meeting Materials may be viewed at: http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0 TOV/CSE Minutes October 2, 2013 Page 2 of 12 CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m. Administrative Items Approval of the Minutes of the CSE Meeting of September 4, 2013  Motion to approve the Minutes of the meeting of September 4, 2013, as presented. M/S/P: Davis/Kundolf/Unanimous. The motion passed 6-0. Vail Beaver Creek Restaurant Month: Brian Nolan requested, and was granted, a moment to update the CSE on the early success of Vail Beaver Creek Restaurant Month. He enthusiastically reported receiving emails from participating restaurants indicating that they were up 200%, 250%, and Grouse Mountain up 350% over the same weekend in 2012. Another reported, “Ran out of the specials both nights,” which Nolan remarked was not so good for the customer, but from a PR perspective is good. He added that from the analytical perspective, there have been more hits to the Diningaltitude.com website than all of the other 3 portals combined. One hotel reported selling 6 rooms more on this weekend than all combined from the last 3 years. CSE Member terms expiring December 31, 2013: Bobby Bank, Jenn Bruno, Sonny Kerstiens and Rayla Kundolf. None are term limited. “Persons interested in serving on the CSE board should submit letters of interest and experience to the Vail Town Council, Attn: Tammy Nagel, Acting Town Clerk, 75 South Frontage Road, Vail, CO 81657 by mail or in person no later than 5:00 p.m. on Tuesday, December 10, 2013. All applicants will be interviewed by the Town Council at their afternoon work session on Tuesday, December 17, 2013, with appointments to be made at the evening Council meeting on December 17, 2013.” (*THE ABOVE DATES WERE REVISED TO MOVE BACK ONE WEEK FOLLOWING THIS MEETING) Navas explained that qualified applicants must be Town of Vail residents, business owners, property owners, or those who are employed by a Town of Vail business. Agenda for the joint meeting with the Vail Local Marketing District Advisory Council (VLMDAC): Navas informed the CSE that on Thursday, October 17 @ 8:30 a.m. at the Antlers Condominiums and Conference Center in Lionshead, Jenn Bruno will present the draft CSE Strategic Plan and request the VLMDAC’s comments. All CSE members are encouraged to attend. Review Financial Status and 2014 Budget Review Navas reviewed the spreadsheet showing the current budget status and summary of recap data received to date. She noted that there are some holes in the recap data that have been presented and explained that some producers, notably Highline, had misunderstood that they are still responsible for collecting independent survey data, thinking that the 2013 Event Attendance Survey being conducted by RRC and Associates and funded by the Town Council, was intended to cover that requirement. Navas explained that the “flat budget” for 2014 is determined to be $861,800, but in reality is ~$160K less compared to 2013. This is because the 2013 budget had been augmented with three “one-time only” allocations: Memorial Day event at $85,000, the TOV/CSE Minutes October 2, 2013 Page 3 of 12 survey project to determine a consistent attendance measurement metrics at $50,000 and the $25,000 allocation to the Living Well Summit. Rogers explained that she tried to get Council to provide an “actual” flat budget but was not able to convince the other members that the Memorial Day event would need to be funded annually if it was to continue. Other council members felt the allocation had been intended to be one time only, and the event would have to stand on its own in comparison with other events into the future. Rogers continued by stating Staff presented a flat budget, Council took it as a recommended budget, and she had tried to explain how this decision would affect whether the CSE will be able to sustain the event. The essential message was: Do the same number of events with less money. The final recommendation from Staff and Council concluded if after all event funding had been allocated and the CSE finds there is a really good event which they feel it is important to support, they should go to Council and ask them for supplemental additional funds. She concluded by stating this decision will impact the allocations strategy, and CSE will need to figure out how to get what they want with what they have. Navas informed the board the CSE has seen a 12% increase in base budget over the last 5 years, but all other department budgets have remained flat. She added that from questions she has been fielding to date, it appears there will be several requests for new events in 2014, to which Rogers stated this is good - as we can bring new events to Council for their consideration. Bruno asked whether Council is aware if the CSE doesn’t fund the Memorial Day weekend event, they risk it not being held. Rogers guessed CSE should cut elsewhere and fund a Memorial Day weekend event. Chapin questioned why Council would want to cut the CSE budget when sales tax is up and stakeholders say how critical special events are to their success. He believes there is some “wiggle room.” Chapin also noted that Council chose not to fund Health & Well- being events. Brandmeyer responded the staff has been asked to take another look at the funding for the Health and Well-being events. She added Stan had reminded Council total tax collections are not at 2008 levels and each event must compete on its merit. Rogers reminded the board there are 2 readings of the budget, and CSE members may want attend the October 15th meeting when the council will be voting on the second and final approval. Event Liaison Update to the CSE: Hefferren explained she has been working recently with the Farmers’ Market, Vail Beaver Creek Restaurant Week, the Colorado Grand and the upcoming Vail Valley Challenge Cup Soccer Tournament, commenting the latter has shown limited compliance with the marketing gates required for a Tier 2 event. Bruno stated she had received some comments from the soccer tournament staff regarding the large amount of information required, given an allocation of only $5,000 for what is a participatory and registration driven event. She suggested making an exception, and queried whether we are asking too much for a small participatory event that brings in a very large number of families, and given many of the large hotels are sold out. TOV/CSE Minutes October 2, 2013 Page 4 of 12  Motion to change the classification of the Vail Valley Challenge Cup Soccer Tournament from a Tier 2 to a Tier 3 level, which has no marketing compliance conditions. M/S/P: Davis/Bank/Unanimous - the motion passed 6-0. Brandmeyer noted a comment made by Susie Tjossem at the Town Council meeting the previous evening that the soccer tournament is not being provided express buses and, given the importance of the event to the community, we should address this. Navas explained the tournament has always used down valley fields, as well as Vail’s fields, and we have never before provided bus service for the event. They are still utilizing two fields in Vail this year, in spite of the Ford Park construction. There were no additional questions. Event Recaps: Presenters were requested to structure their remarks under the assumption the CSE members have reviewed the information submitted. A brief summary of the highlights and look to the future was suggested, in order to leave adequate time for Q & A. A motion to approve, or not, the recap as presented and release the final funding disbursement is required for each event. Bravo! Vail: James Palermo, Jeanne Reid, Carly West, Caitlin Murray Executive Director Palermo spoke briefly about the rebranding of the festival this year to focus more on the “Vail” experience of the unique combination of world class music, social interaction and the amazing environment. The Bravo! Vail brand was launched and sponsorship was in the forefront this year. The numbers of daytime and free events were increased. New programs being planned for 2014 include a Piano Camp for “play, play, play,” increased community engagement and collaboration with other existing programs to bring performance into the lives of a younger demographic. Palermo listed this year’s successes, which included the 2nd highest number of tickets sold, the 5 best- attended concerts in the history of Bravo!, the new partnership that brought 6 festival broadcasts on Colorado Public Radio reaching over 35,000 more people, and the 9 free performances at the Vail Chapel. Bank questioned, “Can you maintain the current ticket price costs?” Palermo reiterated they had the 5 highest attended concerts in the history of Bravo this past summer. He manages all costs and is entering the strategic planning phase for 2014. Bruno commented she loved the Chapel series and she enjoyed the lawn concerts with her family - noting many of the regular attendees have an almost proprietary stake in their spots on the lawn. Palermo stated that he embraces the ‘ownership feel’ of patrons. Chapin asked if there were long term commitments from the Dallas, Philadelphia and NY orchestras and noted there were substantial ticket price differences between the orchestras. Palermo affirmed the commitments of the orchestras, but said the ticket prices were more a reflection of demand relative to price. There is a 40% greater demand for the NY Philharmonic than the Dallas Symphony Orchestra - it is a balancing act. He emphasized the future focus will be on the new brand awareness and the prestige of the Town of Vail and the Vail brand. The board was unanimous in recognizing the great job done by the Bravo! organization. TOV/CSE Minutes October 2, 2013 Page 5 of 12  Motion to approve the recap as presented and release the final funding disbursement to Bravo! Vail. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. USA Pro Challenge: Vail Valley Foundation, Scott Bluhm – this recap was postponed to a future meeting because the survey data from the State of Colorado is not yet available. Gerald R. Ford Amphitheater and Hot Summer Nights: Vail Valley Foundation, Jen Mason Mason began by introducing the series as one of the longest standing events in Vail, which has grown to a summer long series with 9 concerts. She stated attendance numbers were down slightly this season, which was much rainier than normal. Mason noted most complaints were about parking and high prices on concessions, particularly over the $6.00 cost of a beer. She noted most Vail events have established a cost of $5.00 for a 12 oz. beer and the amphitheater serves a 16oz. beer. Customer perception is the issue. Navas asked whether, given the difference in the demographic profile of those who attend Hot Summer Nights vs. Dance and Bravo, it would make sense to have a different menu. Mason responded they have addressed the issue by introducing happy hour specials. Chapin commented that compared to other regional venues, GRFA prices are quite fair and added kudos on the demographic profile which shows 50% of the audience are out of state visitors. Mason referred to hotel concierges who suggest the concerts to their guests and Bank added many of the Welcome Center guests mention their disappointment once the concert series is over. Brandmeyer asked, “Do patrons use the Express Bus?” Mason replied many of the Bravo! and Dance Festival patrons use it, but more Hot Summer Nights attendees are taking advantage of the bike valet service - about 65 per concert. Rogers, “Any theft in bikes?” to which Mason responded, “No.” Rogers suggested advertising the bike corral.  Motion to approve the recap as presented and release the final funding disbursement for Hot Summer Nights to the Vail Valley Foundation. M/S/P: Kundolf/Cassidy/Unanimous. The motion passed 6-0. America Cup Fly International Fly Fishing Tournament: John Knight Knight explained many of their participants come two weeks in advance with their families. This year’s world #1 team (Czech Republic) participated, an indication of a strong vote of confidence for the upcoming 2015 Youth World Flying Fishing Championships, in which teams from 15-16 countries will be represented, and the senior World Fly Fishing Championships in 2016, at which 30-35 countries are expected to be represented in Vail. The governing body of the competitive fly fishing world (FIPS) “secret shopped” the event and the America Cup passed with flying colors on the great venue, waters, watershed and the Town of Vail – a huge vote for Vail. They found great TOV/CSE Minutes October 2, 2013 Page 6 of 12 success, in spite of extreme weather conditions, which they were able to overcome, with the casting competition at the International Bridge and also with the merchant program. Teams from France, Czech Republic and Hungary are already registered for the 2014 event. Davis, stating he had volunteered for the event to learn more about fly fishing, was “blown away” by the event, the venues, families and merchant program and called it an “awesome event.” Kundolf noted the families and participants “infiltrate the village after the fishing event,” and they represent a high level demographic. Knight responded he is very aware of the benefits other events and activities contribute to the experience of the participants. Bruno remarked she wishes every $5,000 allocation could generate over 300 room nights. Knight responded there is no local fishing team, the closest is from the Front Range, and the volunteers come from Front Range and from other regional states. He said, “The buzz for Worlds has already begun.” Bank asked if there is a limit to the number of teams that can participate. Knight replied he is developing other venues in anticipation of the greater team numbers. It is a concern and he is addressing it. The locations and rotation schedules are highly bound by the rule’s handbook. Navas commented given the high water conditions of the rivers and the multiple venue changes this year required, the way it was handled was excellent. Knight thanked the BLM and the US Forest Service for all of their support.  Motion to approve the recap as presented and release the final funding disbursement to The America Cup International Fly Fishing Tournament. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. Keen Vail Kids Adventure Race: Beth Pappas, Vail Recreation District Pappas began by stating the event “embodies ‘Like Nothing on Earth,’ as no one has copied it yet!” Participation increased by 100%, with the Saturday race sellout and Sunday with only 15 spots left. Participants were 51% local and 49% destination guests - a 74% increase in destination from 2013. There was also a 119% increase in Vail room nights with an 18% increase in length of stay. She described the event as having delivered a high quality, personal experience from a Vail world-class community. Pappas brought samples of attendee bags, medals and photos to show the CSE members. Kundolf suggested it might behoove them to add a Friday race, with on-site sign up for the kids who are here but can’t get in and who seem to be suffering from the “kids at the candy store window” syndrome. Bruno responded, as the parent of participants, that there is a need to sign up early, as some preparation is essential for the safety of the participants and the success of the event. Bruno does agree that adding a Friday event would be a good thing. TOV/CSE Minutes October 2, 2013 Page 7 of 12 Davis stated that the event was awesome and they should expect increased registration demands. Pappas reiterated safety is their number one concern, but they could certainly increase the expo. Bank commented, “No need to be nervous – tremendous job,” and asked how they anticipate the development of Epic Discovery will impact the event. He offered the suggestion of sending the kids that are locked out to Epic Discovery. Bank closed with, “You are in GoPro mode – accept it.” Bruno: This was a seamless event. Pappas credited the CSE with the encouraging them to grow the event and recognized the staff and volunteers for their dedication. Chapin recognized Vail Resorts for their support, and said he had volunteered for the event because they have a unique challenge in recruiting volunteers, as a high level of expertise is required.  Motion to approve the recap as presented and release the final funding disbursement for the Keen Vail Kids Adventure Race to the Vail Recreation District. M/S/P: Kundolf/Cassidy/Unanimous. The motion passed 6-0. Lionshead Family Fun Club: Brian Hall, Blue Creek Productions Despite the early challenges with a number of conflicts within the venue, construction of the fountain and limited support of the Lionshead merchants at the front end (which was later received), Hall expressed, in the big picture, he is happy with the way the event evolved and delivered a high quality guest experience. The series included new integration with The Dance Festival and Fire Department and cross promotion with the Farmers Market and the Vail Family Adventure Challenge. Weather concerns were present frequently, and they are discussing moving the event to an earlier time during the day, where there will be fewer scheduling conflicts with Arrabelle and less chance of bad weather. The new water feature was fantastic for youth interaction. Bank suggested they ask the Lionshead Merchants how they feel about the event. Cabal Yarne, owner of Arriesgado and member of the Lionshead Merchants Association, stated encouraging families to come to Lionshead brings people into the store. He stated the association is talking about adding other similar activities and, “Anytime you can occupy kids, families shop.” Bruno stated she is in agreement with several of the other CSE members and likes the idea of starting earlier in the day. Hall also stated they are planning to add some mini-events such as bike rides/races, expos, and fun challenges that will help with the press/media exposure. The puzzle is how to hold the guest for a longer period of time. Navas noted this is an ambient event, which really adds to the Net Promoter Score. Kundolf expressed appreciation for the flexibility of the event producer.  Motion to approve the recap as presented and release the final funding disbursement for the Lionshead Family Fun Club to Blue Creek Productions. TOV/CSE Minutes October 2, 2013 Page 8 of 12 M/S/P: Kundolf/Cassidy/Unanimous. The motion passed 6-0. Survivor Vail Casting Call, Vail Family Fun Challenge (VFFC): Brian Hall, Blue Creek Productions Hall reviewed the recap and highlighted the primary value of the Front Range media coverage surrounding the Survivor Vail Casting Call, from which Vail received much press. Comments from event partner, CSB4 in Denver, were this was the best, most organized casting call they had seen. Hall noted they had no idea what numbers to expect and had put extra effort into preparation for the unexpected. Extra overnight security was put in place, and there were 18 overnight campers in the line. Hall explained many of the candidates are “audition junkies” and travel around the country to audition at each opportunity. Participant feedback was very positive from a customer experience perspective, and strong PR was received. The VFFC consisted of a custom built obstacle course, which provided opportunity for “always something to do,” with 1st class graphics, presentation and staffing. Buses were rerouted from Meadow Drive for safety reasons. Again, Hall stated with no idea how many people would show up, a positive experience was provided for all. Bruno asked if there has been consideration for a 2014 plan if the Survivor Challenge does not return. Hall replied guests are asking for family course obstacles and if the Lionshead Fun Club event continues, they may add the obstacle course and possible kids + parents competition overlaying the Fun Club. Hall will ask Survivor if they want to come back. Bank suggested approaching other realty based shows, an idea to which Hall is open. Chapin noted the fee for Solaris was $900 negotiated down from $2,300. Navas reminded the CSE an additional $900 was funded to compensate the producer for the unbudgeted and unexpected Solaris rental fee.  Motion to approve the recap as presented and release the final funding disbursement for the Vail Family Adventure Challenge and Survivor Vail Casting Call to Blue Creek Productions. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. Living Well Summit: John Stone, DiscoverWell Stone reviewed the recap and highlighted the donation of participation of over 30 leaders and presenters who stayed and engaged with each other and the attendees, who accentuated the belief that Vail can be a destination for Health & Well-being. 25 members of Vail Mountain High School football team attended the Joe Montana keynote, and three “received” an autographed football– an incredible and emotional experience. Marketing reach was limited to the Vail Valley, based on budget. In-kind sponsorship was an excellent and significant benefit in the form of a partnership with the Sonnenalp Hotel. Survey responses exceeded expectations: Overall satisfaction 91%. Learned more than expected 80%. Recommend to a friend: 92%. Return next year: 87%. TOV/CSE Minutes October 2, 2013 Page 9 of 12 Bank stated John Ricks, Associate Director of the Colorado Tourism Office, mentioned his trip to Vail for the Living Well Summit at the Governor’s Conference in Telluride at the State Conference on October 1st, and called it “a huge plug.” Banks encouraged all event producers to take advantage of complimentary listings on the Colorado Tourism Office web site. Chapin noted the $100K loss and suggested that many guests have great income; perhaps they could charge more based on attendee demographics. Stone stated ticket price is always a debate as communicating a value. Loss is more of a corporate sponsorship issue versus a ticket sales problem as they found themselves between funding cycles. Chapin noted this is a great opportunity for sponsorship – don’t be discouraged. Cassidy remarked the incredible speakers laid groundwork for sponsorships, and that development of a media sponsor would be great. Stone responded John Marshall of the Associated Press attended and is writing a story. Kundolf, calling it a strong event with a lot of growth potential, suggested the following opportunities: Insight from attendees - look locally. Bring up a Denver Bronco; there are non-profit folks in the backyard for speakers. She looks forward to 2014.  Motion to approve the recap as presented and release the final funding disbursement for the Living Well Summit to DiscoverWell. M/S/P: Kundolf/Bank/Unanimous. The motion passed 6-0. Vail Lacrosse Shootout: The recap submitted has been posted to Laserfiche. No one will be presenting at this meeting, but any questions will be forwarded or addressed as part of the funding allocations presentation for this event. Navas explained for 2014, the Ford Park construction project effects on this event are still under discussion. The tournament expects to have use of the Soccer Field in Ford Park and the fields at Vail Mountain School and Donovan Park. They have historically utilized fields all across the county and will do so again. The Town of Vail will most likely not provide buses to outlying areas, as the need does not seem apparent and the event will still have a strong presence in Vail. Additionally, some of the older player competitions may be moved to Denver, because the World Lacrosse Championships will be occurring there the week following the Shootout in Vail. Some of the elite international teams are expected to play in Vail next summer as well. Hefferren noted that the Lacrosse tournament was not successful in the “activation” of the event.  Motion to approve the recap as submitted and release the final funding disbursement for the Vail Lacrosse Shootout to Colorado Lacrosse Promotions. M/S/P: Kundolf/Bank/Unanimous. The motion passed 6-0. TOV/CSE Minutes October 2, 2013 Page 10 of 12 Gourmet on Gore: Highline, James Deighan Deighan began by stating he had nothing to add to the recap report submitted. The 2013 event was highly successful, had “hit its stride” and the team was working better than ever with planning, marketing, and activation working on all cylinders. Although Gourmet on Gore was the smallest event sponsored as part of their nationwide activation, the Toyota Go Places goals were achieved. Marketing and PR were ramped up highly per Toyota’s request and was supported equitably by the Town of Vail (CSE and VLMD). Traffic was tremendous for Labor Day weekend. Labor Day Weekend has clearly become successful valley wide. Davis stated the Friday evening Tasting Tour was the only negative in the event. Food offerings need to be of a higher level. The value of $140 was lacking and as the kickoff to the event it needs to be at a higher level. The balance of the event was excellent. Deighan responded they are aware of the restaurant inconsistencies and are addressing it. 2012 had too much alcohol, 2013 a lack of alcoholic beverages. Cassidy added there was poor communication on why they didn’t have alcohol and the food overlap should be addressed. Navas suggested more alcohol is not necessarily the fix, but rather to offer more creative non-alcoholic beverages. Deighan remarked the Tasting Tour is a 100% donation offering. Kundolf was critical of the last minute organization of this component and agreed that the effort needs to start earlier. Bruno stated although she had missed Friday night, the weekend crowds were incredible and expressed “kudos on getting the word out,” and “Monday was great.” Deighan noted they had extended hours on Monday and guests stayed through the entire weekend. He went on to suggest an idea he had come up with after Saturday afternoon rains washed out the crowd at both this event and Oktoberfest. Town of Vail branded umbrellas should be available to hand out to guests when rain starts. They could be collected at exiting – or sold, adding a charity element with a sponsorship. CSE members thought this an excellent idea and suggested Deighan can assist in finding a sponsor.  Motion to approve the recap as presented and release the final funding disbursement to Highline for Gourmet on Gore. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. Vail Oktoberfest: Highline, James Deighan Deighan opened his remarks by stating Highline had addressed the comments from previous years with respect to not providing an authentic German beer by bringing Hacker Pschorr, one of the original Munich beers, on as the official beverage. The 2013 update has a focus on the new beer sponsorship featuring the “original “Munich beers and the introduction of authentic blue and white pageantry. Deighan added in spite of the rain, this was “the biggest (Vail) Oktoberfest ever” and they will take a look at improving the “lines” for beer, tokens, food, etc., all of which were a problem this year. They are considering taking credit cards in the future. The Kid Zone was packed. Other areas for improvement include re-evaluation of the trash and recycling management and sponsorship development that is more “relevant” to the theme. TOV/CSE Minutes October 2, 2013 Page 11 of 12 Kundolf said she sat with some Vail Pioneers and had a few beers and there was “excellent camaraderie based on beverages.” Deighan stated the loss of Bud Light also resulted in lost revenue on beer sales. In 2012 Bud Light sold 50% of the beer, and they will seek to address this for 2014. Lionshead is an out of town crowd. Vail Village is a mixed local and destination crowd. Bruno commented the event is a great fit for Lionshead and added Oktoberfest in Lionshead is what the Lionshead Merchants should look to as a model for a successful event. She noted it had been packed there on Saturday and asked Deighan if they had seen a big leap in growth there? Deighan replied he would check and noted that Lionshead attracts an out of town crowd, whereas Vail Village attracts about a 50/50 mix of out of town guests and locals. Davis agreed that, “Lionshead was an awesome fit.”  Motion to approve the recap as presented and release the final funding disbursement for Vail Oktoberfest to Highline. M/S/P: Kundolf/Chapin/Unanimous. The motion passed 6-0. Review of Vail Holidaze proposed event schedule: Deighan affirmed the dates of the event as presented and stated they are still working with the Art in Public Places board to combine Triumph Winterfest kick-off with a reformatted version of the tree-lighting ceremony, most likely in the Gore Creek Promenade. Navas asked if the specific dates and acts for the concerts have been set yet for Snow Daze and Holidaze, as she is getting many requests for information from winter publications with approaching deadlines. Deighan replied he is working on it. Navas also shared with the group Jeff Brausch has booked the high level skating shows for Holidaze on December 20-21, which will feature rising stars of the US Olympic team who have not yet medaled and will give the audiences an intimate introduction so they can root for them at Olympics. Review Proposed Event Funding Agreement template for 2014 Events: As posted in the Revised Agenda, this item was postponed to an upcoming meeting. Contract proposal and scope of work for CSE Event Liaison and Strategic Consulting in 2014: Hefferren gave a brief summary of the proposed scope of work and noted the efforts to provide marketing and community activation guidance to every event over the last year were very successful, but required considerably more time than expected. There were no questions from the CSE members, and Hefferren left the meeting.  @ 10:50 a.m.: Motion to move into Executive Session, pursuant to: 1) C.R.S. §24- 6-402(4) (e) - to determine positions, develop a strategy and instruct negotiators, Regarding: Contract for Strategic Planning and Consulting Services to the CSE in 2014. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0.  @ 11:21 a.m.: Motion to adjourn the Executive Session and return to the regular CSE meeting. M/S/P: Bank/Davis/Unanimous. The motion passed 6-0. TOV/CSE Minutes October 2, 2013 Page 12 of 12 The regular meeting of the CSE reconvened at 11:21 a.m. Bruno reported all discussion in the Executive Session was as posted, and no decisions were made. Navas was asked to follow up with additional information, as requested, with respect to the Event Liaison contract between Callosum and the VLMDAC. New Business and Community Input: There was no community input and no new business was discussed.  Motion to adjourn at 11:21 a.m. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. UPCOMING MEETINGS: Joint Meeting CSE and VLMDAC @ VLMDAC Thursday, October 17 at 8:30 a.m. Antlers Condominiums and Conference Center Next CSE Meeting: Wednesday, November 6, 2013 @ 8:00 a.m. – 5:00 p.m. Antlers at Vail, Condominiums and Conference Center All Day Review of Funding Requests Wednesday, November 13, 2013 @ 8:00 a.m. – 2:00 p.m. Antlers Condominiums and Conference Center