HomeMy WebLinkAbout2013_11_11 CSE MinutesTOV/CSE Minutes November 11, 2013 Page 1 of 8
MINUTES:
COMMISSION ON SPECIAL EVENTS (CSE) SPECIAL MEETING
Antlers @ Vail Condominiums and Conference Center
Wednesday, November 11, 2013 @ 8:00 a.m.
CSE Members Present: Jenn Bruno
Amy Cassidy
Dave Chapin
Barry Davis
Rayla Kundolf
Bobby Bank
CSE Members Absent: None
Town of Vail Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Manager
Others Present: Haley McNeill, Acting Secretary for the CSE, contracted through the Vail
Valley Partnership (VVP)
Beth Pappas and Jamie Gunion Vail Recreation District (VRD) and Kids
Adventure Race (KAR)
Missy Johnson, Highline
Scott Bluhm, Vail Valley Foundation
Cynthia Bruggeman, Speckled-Hound Consulting
Laurie Asmussen, Eagle Valley Events
Meeting Materials may be viewed at:
http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0
CSE Chair, Jenn Bruno called the meeting to order at 8:05 a.m.
Administrative Items: Navas reminded the CSE of the following timeline for Council’s appointments
to the CSE:
CSE Member terms expiring December 31, 2013: Bobby Bank and Rayla Kundolf. None are
term limited. Sonny Kerstiens resigned his position on the CSE as of October 21, 2013. Jenn
Bruno and Dave Chapin were elected to the Town Council, and therefor are ineligible to serve
on the CSE after November 11, 2014. There are a total of 5 seats that are open for
appointments.
TOV/CSE Minutes November 11, 2013 Page 2 of 8
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,
November 26, 2013. All applicants will be interviewed by the Town Council at their afternoon
work session on Tuesday, December 3, 2013, with appointments to be made at the evening
Council meeting on December 3, 2013. For more information, contact Sybill Navas, CSE
Coordinator, at 970-477-3551.
Discussion and determination of 2014 Special Event funding allocations ensued, based on
qualified responses to the 2014 RFP received and reviewed at the CSE meeting on November
6, 2013. Discussion and evaluation of each proposal was based on the event rankings as provided
by the CSE in their scorecards following the November 6th meeting and which measured each
application by specific strategic criteria. The proposals were reviewed in order, from highest to lowest,
of the cumulative score received, as submitted by the CSE members’ Special Event Rating Grid
scorecards.
GoPro Mountain Games:
Motion to allocate $100,000 to the Vail Valley Foundation for the GoPro Mountain Games, a
Tier 1 event. $15,000 of this allocation is designated to support the Bad Ass Dash obstacle
race, which will be staged from Lionshead.
M/S/P: Davis/Bank/Unanimous- The motion passed 6-0.
Vail Lacrosse Shootout:
Motion to allocate $15,000 to Colorado Lacrosse Promotions, Inc. for the Vail Lacrosse
Shootout, a Tier 1 event.
M/S/P: Chapin/Cassidy/Unanimous –The motion passed 6-0.
It was suggested that the organizers consider allocating some of these funds for marketing the 2015
Vail Lacrosse Shootout at the World Championships in Denver this summer, and that the finals of the
2014 Vail Shootout be held in Vail.
Gourmet on Gore:
Motion to allocate $45,000 to Highline for Gourmet on Gore, a Tier 1 event, contingent on
obtaining a Saturday liquor license expansion into Gore Creek Promenade area.
M/S/P: Kundolf/Davis/Unanimous - The motion passed 6-0.
It was suggested that if Toyota is again a sponsor, more activation from them is necessary.
Vail Snow Daze:
Motion to allocate $45,000 to Highline for Vail Snow Daze, a Tier 1 event.
M/S/P: Cassidy/Bank/Unanimous - The motion passed 6-0
KEEN Vail Kids Adventure Race:
Motion to allocate $35,300 to the Vail Recreation District for the KEEN Vail Kids Adventure
Race, a Tier 2 event, with the requirement of the addition of a third race day.
M/S/P Bank/Chapin/ Unanimous - The motion passed 6-0
TOV/CSE Minutes November 11, 2013 Page 3 of 8
It was suggested that measures be implemented to increase destination involvement and to further
increase sponsorship development.
The America Cup Fly Fishing Tournament:
Motion to allocate $8,500 to John Knight for The American Cup Fly Fishing Tournament, a Tier
3 event.
M/S/P: Davis/Cassidy/Unanimous - The motion passed 6-0
Kick-It 3v3 Soccer:
Motion to allocate $40,000 to North American Sports Group for the Kick-It 3v3 Soccer
Tournament, a Tier 1 event.
M/S/P: Cassidy/Chapin/Unanimous - The motion passed 6-0
The CSE encouraged them to pursue Vail Village and Lionshead activations, as well as to
promote lodging for participants and spectators in Vail, particularly since the event will be
taking place on the Edwards fields due to the Ford Park reconstruction.
Spring Back To Vail:
Motion to allocate $35,000 to Highline for Spring Back to Vail, a Tier 1 event.
M/S/P: Davis/Bank/Unanimous - The motion passed 6-0
Taste of Vail:
Motion to allocate $37,500 to the Taste of Vail, a Tier 2 event, with $20,000 designated to
support the Lamb Cook-off and $17,500.00 allocated to the Debut of Rose event in
Lionshead. It is strongly encouraged that this event work with TOV staff to help ensure that
trash removal meets requirements.
M/S/P: Kundolf/Chapin/Unanimous - The motion passed 6-0
CSE members emphasized the need for cooperation between the Taste of Vail and PINK Vail on the
Debut of Rose event.
Vail Beaver Creek Restaurant Week:
Motion to allocate $14,000 to Group 970 for Vail Beaver Creek Restaurant Week, a Tier 2
event, with the stipulation that the participating restaurants be listed in alphabetical order and
not by community, and that the font size for Vail and Beaver Creek logos are allocated space
equally.
M/S/P: Chapin/Cassidy/Unanimous - The motion passed 6-0
Vail Living Well Summit:
Motion that the Living Well Summit be recommended to the Town Council for full funding at
$35,000 under the new Life Long Learning category.
M/SP: Cassidy/Davis/Unanimous- The motion passed 6-0
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Feast! Vail:
Motion to allocate $85,000 to Highline for Feast! Vail, a Tier 2 event, with the following
stipulations:
• A fully developed marketing plan will be presented at the February CSE meeting
• Partner with and support the Vail Valor Races
• Implement the marketing and event planning earlier in the spring
M/S/P: Davis/Chapin/Bank opposed – The motion passed 5-1
Vail America Days:
Motion to allocate $70,000 to Highline for Vail America Days, a Tier 1 event, with the
following stipulations:
• The event will be a one day event, on Friday, July 4th and will include management of
the parade, fireworks and marketing
• Highline shall work cooperatively with both Solaris management and the CSE
• Traditional fireworks are recommended. Should drought conditions exist that would
prevent this use, then suggest approaching the Town Council for additional funding to
use the close proximity variety
• Recommendation to the Town Council that this event become a line item in the overall
TOV budget beginning in 2015.
M/S/P: Kundolf/Davis/ Unanimous - The motion passed 6-0
Vail Rocks:
Motion to allocate $25,000 to Love Hope Strength Foundation for Vail Rocks!, a Tier 2 event,
to take place from August 15-17, 2014.
M/S/P: Chapin/Bank/Unanimous – The motion passed 6-0
The CSE requested that the names of participating/performing artists be announced earlier.
King of the Mountain Volleyball:
Motion to allocate $15,000 to Leon Fell for King of the Mountain Volleyball, a Tier 2 event. The
funding is allocated for support of the tournament only, and to assist in the additional cost of
using the Eagle-Vail fields in light of the Ford Park construction in 2014. Should a new event
from the AVP come forward, the producer must submit a new proposal to the CSE for any
additional funding.
M/S/P: Bank/Davis/Unanimous – The motion passed 6-0
Vail Oktoberfest:
Motion to allocate $42,500 to Highline for Vail Oktoberfest, a Tier 1 event.
M/S/P: Cassidy/Davis/Unanimous – The motion passed 6-0
TOV/CSE Minutes November 11, 2013 Page 5 of 8
Vail Farmers’ Market and Art Show:
Motion to allocate $35,000 to the Meadow Drive Partnership/Vail Farmers’ Market, a Tier 2
event.
M/S/P: Davis/Bank/Unanimous – The motion passed 6-0
Vail Film Festival:
Motion to allocate $35,000 to Colorado Film Festival, LLC for the Vail Film Festival, a Tier 2
event.
M/S/P: Kundolf/Chapin/ Davis opposed – The motion passed 5-1
PINK Vail:
Motion to allocate $10,000 to the Vail Valley Medical Center for PINK Vail, a Tier 2 event, with
the stipulation that this money be earmarked as marketing dollars and to work in partnership
with the Taste of Vail to promote the Debut of Rose event.
M/S/P: Chapin/Cassidy/Unanimous – The motion passed 6-0
Vail Kids Adventure Club in Lionshead:
Motion to allocate $20,000 to Blue Creek Productions for Vail Kids Adventure Club in
Lionshead, a Tier 2 event.
M/S/P: Bank/Kundolf/Unanimous – The motion passed 6-0
Colorado Grand LH Merchants Enhancements:
Motion to allocate $5,000 to the Lionshead Merchants Association for the Colorado Grand LH
Merchants Enhancements, a Tier 3 event.
M/S/P: Cassidy/Davis/Unanimous – The motion passed 6-0
Wednesday Night Vail Summer Bluegrass Concert Series:
Motion to recommend this new event, which would collaborate on the use of the Jazz Festival
tent in Lionshead to the Town Council for up to $80,000.00 in supplemental funding, contingent
on confirmation that the level of talent proposed in the application will be delivered.
M/S/P: Davis/Cassidy/Unanimous- The motion passed 6-0
Navas was asked to confirm with Ariel Rosemberg and request that he attend the presentation to the
Town Council on Tuesday, December 3rd.
Colorado Grand Finish Line and Concours:
Motion to allocate $2,500 to the Colorado Grand for the Colorado Grand Finish Line and
Concours, a Tier 3 event.
M/S/P: Kundolf/Chapin/Unanimous – The motion passed 6-0
Noram Cup:
Motion to allocate $2,000 to Ski and Snowboard Club Vail for the Noram Cup, a Tier 3 event.
M/S/P: Chapin/Cassidy/Unanimous – The motion passed 6-0
TOV/CSE Minutes November 11, 2013 Page 6 of 8
Big Beers, Belgians & Barleywines:
Motion to allocate $10,000 to Laura Lodge for the purpose of increased marketing for the Big
Beers, Belgians & Barleywines Festival, a Tier 2 event. It was confirmed that marketing dollars
could be spent in 2014 for the 2015 event, given that it occurs so early in January.
M/S/P: Kundolf/Bank/ Cassidy and Bank Opposed – The motion passed 4-2
Vail NYE:
Motion to allocate $7,500 to Highline Sports and Entertainment for Vail NYE, a Tier 3 event.
M/S/P: Chapin/Davis /Unanimous – The motion passed 6-0
Vail Automotive Classic:
Motion to allocate $2,000 to Doug Landin/Vail Automotive Classic for the Vail Automotive
Classic, a Tier 3 event.
M/S/P: Bank/Cassidy/Unanimous
Resurrection Fighting Alliance: There was some discussion among CSE members as to whether
this media event should be suggested for funding to the Vail Town Council, but after some
deliberation the felt that it was not a strong fit for the “Vail Brand.”
Vail HoliDaze:
Motion to allocate $55,000 to Highline for Vail HoliDaze, a Tier 2 event.
M/S/P: Kundolf/Davis/Unanimous – The motion passed 6-0
The CSE recommended that this event be included as a line item in the overall Town of Vail budget,
beginning in 2015.
Vertical Express:
Motion to allocate $1,000 to Can Do Multiple Sclerosis for the Vertical Express, a Tier 3 event.
M/S/P: Chapin/Bank/Unanimous – The motion passed 6-0
Lionshead Fall Wine Festival:
Motion to allocate $20,000 to Eagle Valley Events for the Lionshead Fall Wine Festival, a Tier
2 event.
M/S/P: Bank/Cassidy/Davis opposed- The motion passed 5-1
It was noted that this event is positioned as a kick off to Vail-Beaver Creek Restaurant Week, and that
the two events should work collaboratively on their marketing.
Vail Culinary Demonstrations: Although the CSE members thought this was an intriguing
suggestion, they did not feel that the proposal was fully thought out, and that it should be brought
back next year with consideration of incorporating a purchase of the tent into the Town of Vail capital
budget, should the restaurant community support the concept.
TOV/CSE Minutes November 11, 2013 Page 7 of 8
Vail Whitewater Race Series:
Motion to allocate $5000 Alpine Quest LLC for the Vail Whitewater Race Series, a Tier 3
event.
M/S/P: Cassidy/Bank/ Unanimous, with Davis absent from the room the motion passed 5-0
Vail Arts Festival:
Motion to allocate $10,000 to Eagle Valley Events for the Vail Arts Festival, a Tier 2 event.
M/S/P: Chapin/Davis/ Bank and Kundolf opposed – The motion passed 4-2
There was consensus among CSE members that this event’s 30+ year history in Vail deemed it a
“Vail” event and that the feedback from the Lionshead merchants regarding this event and the other
Arts Festival proposal was not made clear in a manner that represented the overall Lionshead
Merchant Association. Laurie Asmussen committed to work with the organization to incorporate their
recommendations.
Vail Valor Races:
Motion to allocate $10,000 to Speckled Hound Consulting for the Vail Valor Races, a Tier 2
event, with the stipulation that the event must work in collaboration with Feast! Vail.
M/S/P: Kundolf/Chapin/Unanimous – The motion passed 6-0
Vail Soul Music Festival: No funding recommended.
Ultra Race of Champions: No funding recommended.
Tour of Vail: No funding recommended.
Holiday Events in Lionshead: No funding recommended.
Valentine’s Moonlight Snow Shoe:
Motion to allocate $500 to the Vail Valley Charitable Fund in support of the Valentine’s
Moonlight Snow Shoe, a Tier 3 event.
M/S/P: Bank/Chapin/Unanimous- The motion passed 6-0
Colorado Craft Celebration: No funding recommended.
Howard Alan Events Arts Festival: No funding recommended. CSE members felt that there was a
lack of consensus from the Lionshead Merchants, and that their feedback needed to come earlier in
the process.
TOV/CSE Minutes November 11, 2013 Page 8 of 8
Motion to approve total 2014 Special Event funding budget in the amount of $843,300,
as proposed.
M/S/P: Chapin/Bank/Unanimous- The motion passed 6-0
New Business: No new business was discussed.
Adjournment:
Motion to Adjourn @ 12:20 p.m.
M/S/P: Davis/Cassidy/Unanimous –The motion passed 6-0
UPCOMING MEETINGS:
Thursday, November 21, 2013 @ 8:30 a.m.
Antlers Condominiums and Conference Center
Joint meeting with the VLMDAC to present the CSE’s allocations for Special Events in 2014.
Tuesday, December 3 @ TBD
CSE Presentation to the Town Council(Evening Session):
• Review of Events in 2013
• Present revised CSE Strategic Plan
• Review and request approval for 2014 Special Event Allocations
The Town Council will also be interviewing candidates at their afternoon work session and
will appoint new members for terms beginning January 1, 2014, and expiring December 31,
2015 at their evening session.
Wednesday, December 4 @ 8:30 a.m.
Vail Town Council Chambers
Regular monthly CSE Meeting
There will be no regular monthly CSE meeting in January, 2014