HomeMy WebLinkAbout2014-11-05 CSE MinutesCSE Minutes Regular Meeting: November 5, 2014 Page 1 of 15
MINUTES
COMMISSION ON SPECIAL EVENTS MEETING
Antlers Condominiums and Conference Center
Wednesday, November 5, 2014 @ 8:30 a.m.
CSE Members Present: Barry Davis, CSE Chair
Jeff Andrews
Bobby Bank
Mark Gordon
Rayla Kundolf
Nicole Whitaker
CSE Member Absent: Amy Cassidy
Town of Vail Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Manager
Others Present: Laura Waniuk, Event Liaison
Margaret Rogers, Vail Town Council
Missy Johnson, Highline
Angela Mueller, Taste of Vail, Vail Farmers’ Market
Laura Lodge, Big Beers Festival
Cabal Yarne, Lionshead Merchant Association, VCBA
Chris Chantler, Taste of Vail
Clare Hefferren, Callosum for Eagle Valley Events
Signe Jones, Eagle Valley Events
Mindy McNitt, Eagle Valley Events
Terri Hanley, Arrabelle/LHM
Cynthia Bruggeman, Speckled Hound
Marc LeVarn, Meadow Drive Partnership
Dan Cramer, NASG, Kick It 3v3
Bryce Thornburg, Kick It 3v3
Ariel Rosemberg, Bluegrass/Funkstival
Scott Cross, Vail Film Festival
Sean Cross, Vail Film Festival
Jim Soran, Vail LAX Shootout
John Knight, America Cup
Jodi Knight, America Cup
Senta Schleder, America Cup
Paul Abling, VVF
Ernest Saeger, VVF
Mike Imhof, VVF
Sean Glackin, Alpine Quest Sports
CSE Minutes Regular Meeting: November 5, 2014 Page 2 of 15
Beth Pappas, VRD
Jamie Gunion, VRD
Joel Rabinowitz, VRD
Carl Bruggeman, Speckled Hound
Leon Fell, King of the Mountain
Mike McCormack, Outlier Festival
Shannon Moller, Vail Soccer
Lisa Reeder, Vail Soccer
Christine Albertson, VVMC
Rich tenBraak, Vail Automotive Classic
Ed Abramson, Vail Automotive Classic
Doug Landin, Vail Automotive Classic
Brian Hall, Blue Creek Productions
Scotty Stoughton, Love Hope Strength
Scott Robinson, Can Do MS
Cathy Ethington, Can Do MS
CSE Minutes Regular Meeting: November 5, 2014 Page 3 of 15
COMMISSION ON SPECIAL EVENTS MEETING
Antlers: Pronghorn Room
Wednesday, November 5, 2014 @ 8:30 a.m.
CSE Chairman, Barry Davis, called the meeting to order at 8:35 a.m. All
members were present with the exception of Amy Cassidy.
Approval of the Minutes of the CSE Regular Meeting of October 1, 2014
Motion to approve the minutes of the CSE meeting of October 1,
2014, as presented.
M/S/P: Kundolf/Andrews/Unanimous -The motion passed 6-0.
Upcoming meetings:
• CSE Tier IV and Special Event Funding Allocations: Wednesday,
November 12
• USAPC Recap at Town Council: Tuesday, November 18
• CSE Allocations Presented to Council: Tuesday, December 2
• DestiMetrics Presentation to Council: Tuesday, December 16
• CSE Applicants: Applications due by 5:00 p.m. on November 21.
Interviews at Town Council Work Session on Tuesday, December 2nd.
CSE Member Terms expiring: Mark Gordon, Amy Cassidy & Barry
Davis.
• Review Financial Status and 2015 Budget
Navas informed the members that the CSE’s request to the Town Council for
$50,000 designated fireworks funding for the 4th of July and Holidaze was
approved on November 4th
After some discussion, the survey funding, $50,000, was put back into the overall
budget, and the event funding was reduced by a similar amount. Navas
mentioned that the “standard” survey cost is $2500; Bank said that because of
volume of surveys the cost should come down. Andrews mentioned that the CSE
should also think about treating the Tier A events the same as those in Tier B.
McDonald asked if the Council contribution events could be asked to be
accountable to using the CSE version of the survey. Rogers stated that yes; we
can be asked to do that. Rogers asked if Burton uses the same survey company
as Jazz and Bravo? Navas stated that she thought so.
Kundolf stated that surveys from Tier A events provide the majority of the
information that we would collect from Tier B anyhow. McDonald stated that the
issue is with methodology, not everyone is using the same methodology.
Andrews stated that if we can use the same survey company, then we know the
math is the same. Davis stated that it would be interesting to see the different
CSE Minutes Regular Meeting: November 5, 2014 Page 4 of 15
types of surveys, the CSE version vs. the event producer doing it. Navas stated
that the Tier A events don’t necessarily use the same survey company as the
Tier B companies. If it’s a different company, then the data won’t be consistent.
Andrews said that if we do two surveys for the big events, one producer and one
CSE, then the producers will understand we’re doing independent audits. Rogers
said that agreed that we should only be paying for one company. We have to get
past the issue of everyone telling us different numbers because we’re using
different criteria. Davis said that he wants us to do two surveys, so we can
compare the two, but we also want to have consistent results to compare.
Rogers agreed. Navas reminded the group that there would be a large dent in
the budget and they would have to do the council contribution surveys too.
McDonald said that because the second budget reading, funds could be
designated from each event. Rogers asked when the survey company will be
decided; McDonald said not until December 2.
Rogers asked if we require each producer to do a survey, then why isn’t the CSE
paying for it. The issue is that the CSE would also have to fund the Tier IV
events as well. The CSE agreed to ask if the Council will agree to designate
allocated funds for the Tier IV event surveys and the Council contribution events.
Navas stated that the percentage of the survey cost differs by event. Rogers
stated that if we include it back into the budget the surveys would be covered and
we get a specific company to implement the surveys. Discussion will continue at
4:00 p.m. The major organizations will not switch survey companies, Rogers
stated it would be good to have two surveys to compare. Rogers stated that this
needs to go back into the second budget reading. McDonald said let TOV staff
write the memo and route it.
Process discussion and scoring procedure.
a. Laura Waniuk: Google Score Cards- Completed forms due by 5:00 p.m.
on Thursday, November 6.
b. Review Funding Criteria
c. Review Tier Designations
d. Review Survey Requirements- or how allocations may be designated
e. Policy with respect to In-kind requests: Navas stated that the Town
Manager’s office normally approves these as part of the permitting
process and has requested that the CSE provide a recommendation as
part of the funding allocation.
The schedule for presentations, recaps and Q & A is attached to this agenda, as
Attachment A.
Event Recaps were presented w/RFP discussion from the following events:
Vail Farmers’ Market and Art Show
CSE Minutes Regular Meeting: November 5, 2014 Page 5 of 15
• Vail-BC Restaurant Week
• Vail’s Top Shelf Harvest
• Vail Oktoberfest
• Vail Lacrosse Shootout
• Kick-It 3v3 Soccer: “Vail Super Regional”
• The America Cup
• Vail Automotive Classic
• Colorado Grand and Colorado Grand/LH Merchants Enhancements
Motion to approve the recaps and the release of the final funding
disbursements.
M/S/P: Gordon/Bank/Unanimous The motion passed 6-0.
2015 Event Q&A
Event: Producer: Dates: Amount Requested: In Kind
Requested?
CULINARY EVENTS AND FOOD FESTIVALS
Big Beers, Belgians and
Barleywines
Laura Lodge Jan 8-10 $40,000 no
The event will happen this year and next without funding. There is a three year goal to drive the event to
be profitable. The amount of sales tax brought in exceeded the amount that was funded.
Taste of Vail Taste of Vail:
Angela Mueller &
Chris Chantler
April 8-11 $50,000 trash removal
This is the 25th year in 2015, silver anniversary, working with 2015’s and Vail resorts to get marketing
materials out. Moved the date to a “slower” weekend and away from where Easter falls. The mountain is
still open and the Spring Back to Vail is the following weekend.
Kundolf asked about sponsorships; they said that they are about promoting Vail and they tend to stay
away from publications. Navas said the town needs to look at what is provided by public works. She
also said the space for Rosé is going to be outgrown. Navas asked if the lamb event on Meadow Drive
will extend into Solaris. Mueller said it doesn’t have to.
Vail Farmers' Market and Art
Show + RECAP
Meadow Drive
Partnership-
Vail Farmers'
Market:
Angela Mueller &
Marc LeVarn
Sundays, June 21-
Sept 27 + Friday
eves, 7/17, 8/21, 9/11
$48,500 bus reroutes,
sustainability
program, temporary
signage, bike racks,
electrical, trash pick-
up
CSE Minutes Regular Meeting: November 5, 2014 Page 6 of 15
Kundolf asked whether adding the two extra weeks makes it too long? Surveys have said that people
don’t think it’s too long. The harvest time for the farmers is June to October. It’s important to be
consistent. Kundolf asked about the quality of the other vendors, for example the real estate company.
The real estate company is one of the sponsors and they fund the market significantly. Mueller said that
they have asked the vendors to sell more unique Colorado items. Bank stated that it could be good to
have X% of new vendors each year. Method to change these up.? There is a jury that decides who will
be in the market. There will be 130 vendors. There will be 8 farmers next year. Bank asked whether
“Farmers’ Market“ is the right name for the event? It’s a Street Fair environment. Referring to the newly
proposed night markets, Andrews asked about testing it with one market to see how it does before July
4. The challenge is that the farmers don’t have produce yet. Mueller stated it’s harder to market one
night instead of three nights. The dinner was successful was sponsored by Vail Resorts. They want to
have three dinners during the summer.
Surveys showed that guests wanted to see night markets. Market would be 3 Fridays for 3 hours and
would be held from 3:00-6:00 p.m. Typical set up and tear down time. Navas noted that the dates that
were chosen don’t coincide with other events. Mueller stated that they would be flexible with the dates,
and what works best for the town and the community. Dates are tentative. Farmers’ Market would work
with other Sunday events. Whitaker asked about promoting/marketing lodging community for
sponsorship and, Sunday night stays.
Navas stated that the town has other issues with the bus service; there would be no bus service for the
afternoon on Fridays and no bus service on Sundays. Navas also said that it is a struggle to schedule
other events on weekends because of the Sunday market. For example – Kids Adventure Games. Keep
that in mind with regard to Friday nights. Davis asked about in kind requests. They have volunteers from
Walking Mountains. There is a $25k fund for the sustainability of the farmers’ market; it comes from the
Environmental Office of the Town of Vail.
Vail-Beaver Creek
Restaurant Week + RECAP
Group 970: Sarah
Franke
Sept 25- Oct 4 $14,000 no
Social efforts were pushed to the Front Range. Digital ads were used. 35 Vail restaurants and 11
Beaver Creek restaurants participated, charitable contributions were $6k. Bank commended them on
their funding request, that it was less than last year. They want to expand the event and not need CSE
funding at some time. They are trying to get more sponsorship. Andrews asked if Beaver Creek was
provided funding. BC match 100% of what the CSE funds. They use BC Resort Marketing and get a
discount on their marketing buys.
Vail's Top Shelf Harvest +
RECAP
Eagle Valley
Events:
Clare Hefferren,
Mindy McNitt &
Signe Jones
Saturday, Sept. 26 $30,000 PD, Site/venue
services per
permit,
banners
Davis said he was pleasantly surprised with the event. Social media was strong. Hefferren stated the
event had cross-generational appeal. Robust marketing in front range and Vail Valley plan. There were
four hotel partners. High satisfaction with the event at 4.2/5. They would like to include the chocolate
CSE Minutes Regular Meeting: November 5, 2014 Page 7 of 15
and wine next year. Keep it intimate. Have at least one Colorado grape grower at the event.
Kundolf asked whether they have sponsors secured. Hefferren said they have 4 ready to go once the
event is funded. Kundolf also asked about in kind, what are their needs’ They said police, public works
and fire. Kundolf wanted to know if they had come to an agreement with the Arrabelle and Hefferen said
they are flexible and easy to work with. The plan is to have the event to be profitable after 3 years.
Navas stated that the event profited from the integration of the theatre company. Lots of cross-
marketing with theatre company and VBC Restaurant Week.
Feast! Vail Highline:
Missy Johnson
May 22-25:
Memorial Day
Weekend
$100,000 no
Just hit the 3rd year of the event. Experiential culinary event. Saw success with the dinners and evening
events. Andrews asked about their metrics and questioned their methodology. He also asked about
increase of funding, Johnson said that it would include increasing marketing spend, entertainment,
gifting, all aspects of the event. Johnson stated that this event is coming into its 3rd year and they want
to morph this into an iconic, classy event. They are looking into adding additional components.
Whitaker stated Memorial Day weather is questionable and the room night prices rates are not high.
She also asked why they are asking for more money. The $100k is Highline is asking for will take the
event to the next level. The event can be held with less funding.
Andrews asked about sponsorships, what other plans do they have? This year was Stella Artois, they
were a national partner. Other categories that exist are spirits, wine, vehicle partners; it’s a great time to
pitch these sponsors. They provide cash and in kind sponsorships.
Navas asked about Solaris. It’s listed on the budget for 2015. Asked about a large outdoor event, will
they do it? It depends on the funding. Johnson said that they are interested in the large tent event.
Gourmet on Gore Highline Sept 4-7 $75,000 barricades,
PD, "Green"
volunteers
2015 will be the 9th year for Gourmet on Gore. New partner worked with Mountain Living Magazine this
year. Relevant brands to the event, hit the target market. They got feedback was received from several
vendors that the Eagle County permitting was expensive. They will need to educate the restaurants on
the permitting. Vendors need to incorporate all their events, one time fee and then small per event cost.
HIGHLINE EVENTS (10:00-10:45am)
Spring Back to Vail Highline April 17-19 $100,000 barricades,
PD
Kundolf asked why is there an additional $35k requested. The additional funding will increase the
caliber of the event. They would add additional programming. The timing is due to Spring Break. The
CSE Minutes Regular Meeting: November 5, 2014 Page 8 of 15
additional costs include entertainment bands,. better DJ’s, etc. Vail Resorts is committed to this event,
the dates are set. This is a Vail Resorts event and Highline is the producer. Whitaker asked why the
costs for the staffing, producing, etc. are the same as last year, but this year is a one-weekend event
instead of 2 weekends. Johnson said she would get more detail on the budget.
Vail America Days Highline Saturday, July 4 $100,000 barricades, PD
Fireworks funding for Vail America Days and Holidaze was approved by the Town Council on Nov. 4.
Johnson said the single day event is a great fit. Focus on the parade. This is the town’s event. The
fireworks would be held at Golden Peak. Solaris no longer wants to host their own event for 2015.
Whitaker asked if there could be another type of programming to help with overnight stays. Kundolf
asked about management fees at 40%, agency fees and producer fees. Johnson states that the fees
fluctuate based on event size and complexity. Whitaker asked about the breakdown of staffing, fees,
salaries, etc. and would like more detail.
Navas said that there is a need for discussion in the next meeting about venues. The Village Venues,
Lionshead, where we put events in town, so no area is overly impacted or creating turmoil. Consider
where it makes sense to hold these events.
Vail Oktoberfest + RECAP Highline Sept 11-13 LH and
18-20 VV
$85,000 barricades,
PD, "Green"
volunteers
Had great weather both weekends, different crowds in both locations, good turnout. Committed to two
weekend events.
Vail Snow Daze Highline Dec. 7-12 (tentative) $100,000 barricades, PD
Assess the situation from 2014 for 2 weekends and perhaps move to 2 weekends for 2015. Same
amount of funding for one weekend vs. two this year. Andrews stated that a 2 weekend event would
benefit the travelers.
Vail Holidaze Highline Dec. 16-22 and 31 $90,000 barricades, PD
Gordon asked why there aren’t any fireworks in their budget, need to have it clarified. Johnson will
check into that. CSE requested Highline to do this event last year with a specific/set budget.
MUSIC/ART/CULTURAL EVENTS
Vail Film Festival Colorado Film
Festival:
Sean and Scott
Cross
March 26-29 $90,000 no
CSE Minutes Regular Meeting: November 5, 2014 Page 9 of 15
Kundolf asked if they had secured a home base location. They will have it in the next two weeks. They
have retained an agency to create their advertising, collaterals, sponsorship acquisition. They are still
looking for an auto partner as the premier sponsor. Bank said that he feels like the community thinks
this event is stuck in the mud. There are lots of challenges and they have managed to survive all that.
They are going into their 12th year. Last year they lost their Cadillac sponsorship, as well as the Chipotle
sponsorship only two weeks before the event. Sponsorships have been a huge challenge. They feel the
agency will help secure sponsors. The amount of sponsorship will dictate venues and number of films.
They plan to run a screening series in Dec, Jan, and March to ramp up local presence and build
awareness. Cross-promo with Cabo film festival. During 2015’s they will advertise as well. Global
partnerships with Virgin Airlines. The agency is “experiential specialist”, they are taking over marketing
locally as well. They have relationships with Denver and Boulder media. They are still planning on
Thursday-Sunday festival. This might change based on sponsorships. They are in talks with Lodge at
Vail, Marriott and the Sebastian.
Vail Funkstival Lakeside Stride,
LLC:
Ariel Rosemberg
w/Lionshead
Merchants
Association
May 23-24:
Memorial Day
Weekend
$80,000 Parking,
Site/venue
services per
permit
Yarne thinks that it’s a false truth that people won’t come out to watch in the rain. See the Bluegrass
Series results. They had good attendance despite the weather. They are proposing to hold the event on
the side of the slope, for bigger crowds. Provide shelter, and then people are happy. LHMA needs to
have prelim discussions with Vail Resorts to discuss use of ski yard.
The $80k for this event covers talent. The new team member focuses on sponsorships and she brings
her relationships and expertise. It would be a two-day event, want to give the opportunity the guest to
travel. LHMA wants to go after Memorial Day to fill a need to fill hotels.
Vail Arts Festival Eagle Valley
Events:
Mindy McNitt &
Signe Jones
June 26-28 $10,000 PD, Site/venue
services per
permit,
banners
Requesting the same amount, would like to increase the number of artists. They had 80 in 2014 and for
2015 they would like to have 100. They would like to create a hotel package for 2015. Looking for
regional sponsors, they have local sponsors. They would like to expand the festival to the ski yard.
2015 will be the 31st year of the event.
Vail Summer Bluegrass
Concert Series
Lakeside Stride,
LLC:
Ariel Rosemberg
4 Wednesdays: July
1,15,29 and Aug 12
$60,000 Parking,
Site/venue
services per
permit
CSE Minutes Regular Meeting: November 5, 2014 Page 10 of 15
Navas said the schedule was tough because there were gaps between the concerts. The
recommendation was to hold the events back to back. The venue would be the same. The dates have
been blocked out by the Arrabelle already. Continue promotion of the event through other pre-July mini-
events. In kind requests – is the Town of Vail willing to waive or sponsor the permit fees?
PARTICIPATORY ATHLETIC EVENTS: Q & A , STRATEGIC BRAINSTORMING
Kids Adventure Games
($55K or $75K depending on
level of sponsorship)
Kids Adventure
Games, Inc.:
Helene & Bill
Mattison, Jamie
Gunion, Beth
Pappas
Aug 5-9 $75,000 Site/venue
services per
permit
Shift in roles and responsibilities, but they are the same team. They’ve added NRG sports marketing
company to bring experience to event planning and building the expo, and adding entertainment in for
the event. Kundolf asked to elaborate between option 1 and 2 in their RFP. <Please see addendum to
their RFP for details.>
There is a possibility to change the date if needed, July 29-August 2. More research needs to be done.
Current dates are: August 5-9.
Vail Whitewater Race Series Alpine Quest
Sports:
Sean Glackin
5 Tuesdays: May 12,
19, 26 and June 2, 9
$10,000 Parking at I-
Bridge, 3 sign
boards at
venue
Glackin has been talking with the VRD to get some further assistance to help each other on the event.
Get some cash prizes and giveaways. Parking on the International Bridge is an issue; the competitors
thought it was partially a hassle. Easier logistically, could include this in the permit so there could be
parking spaces reserved.
Vail Valor Races, Running
and Fitness Expo
Speckled-Hound
Consulting:
Cynthia and Carl
Bruggeman
May 24-25:
Memorial Day
$10,000 barricades,
traffic control
Asking for $10k for marketing. Trying to finalize a venue right now. They want to be more in the core
near the covered bridge. Want to expand the # of races and the dog “Yappy Hour”, it’s challenging to
find a venue for the dogs. Want to expand the participants to include more veterans and dogs.
GoPro Mountain Games Vail Valley
Foundation:
Ernest Saeger
and Paul Abling
or Mike Imhof
June 4-7 $110,000 Council
CSE Minutes Regular Meeting: November 5, 2014 Page 11 of 15
Vision for 2015, new events, expand the event from a date standpoint. Music and concerts are
important. They would like to take their concert and move it to the Ford Amphitheatre. They are asking
for the extra $10k-$15k to cover the talent. Music standpoint, the main concert will happen at
Checkpoint Charlie Thursday.
Imhof stated that it would be a test to see if it works. Saeger stated that the Bad Ass Dash didn’t
perform well last year. No plan for the Bad Ass Dash in 2015. They are still trying to figure out how to
activate in Lionshead. They are planning for the Mud Run in 2015. They would like to hit 60k spectators
in 2015. They want to shift marketing towards travel focused competitor, which is a larger group. They
want to start earlier on Weds with set up. Music on Saturday will drive an incremental destination
guests. Big name band Saturday extends the room nights from Friday to Saturday. Kundolf stated that
she has a concern about “sold out” that could create a mess. Navas cautioned about adding
components that would drive significant destination visitors separate from the regular Go-Pro attendees,
as parking may become the limiting factor.
King of the Mountain
Volleyball Open
Tournament
King of the
Mountain:
Leon Fell
June 19-21 $15,000 no
2014 tournament participation increased by 19%. No other questions.
Vail Lacrosse Shootout +
RECAP
Colorado
Lacrosse
Promotions: Jim
Soran
June 27-July 5 $20,000 no
Some challenges in 2014, World Games in Denver and Ford Park out of use. They had 4 international
teams last year. Recruited the teams at the World Games. Will be back up to102 teams. Team sizes
vary from 20-25 people plus family and friends.
Triple Bypass Finish and
Sunday Start
Team Evergreen:
unable to send a
representative
July 11-12 $10,000 $3,000: venue
services
Lots of challenges with the space, traffic, other events. Andrews stated that we should investigate the
details more. CSE affirmed Navas’ recommendation to put off the event until 2016, when the Athletic
Field will be available and avoid the anticipated conflicts with the orchestra concert in the Amphitheater.
Kick It 3v3 Soccer "Vail
Super Regional" + RECAP
North American
Sports Group:
Dan Cramer &
Bryce Thornburg
July 24-26 $40,000
Updated request:
$60,000
bus shuttles,
"Partners"
They have held their event in Vail for 15 years. Vail hotel room nights were impacted by people staying
elsewhere. It was more costly to hold the event in Edwards. They have recently gotten into more
training with clubs around the country. Considering to host a training event with a pro player to market
CSE Minutes Regular Meeting: November 5, 2014 Page 12 of 15
the event. Trying to add value to this event in Vail. The current event is a Super Regional Event, is the
CSE interested in making this a National Event? Vail could be the summer Nationals. It would cost
another $20k to fund this event. They would push the event out 1- 2 weeks – to July 31-Aug 3 or August
7-10.
They could probably bring in 550-650 teams with a Nationals event. They would not cannibalize their
other events. They started their tournament on Friday and it would last 3 days. They might add a fourth
day. There would need to be some schedule adjustment to make it happen in August instead of July.
They would like the event to be held on July 31-August 3. Addendum to RFP, Nationals event, budget
will follow next week.
Tour of Vail Cycling
Weekend: Call in or Video
Conference Call:
518.275.6185
Anthem Sports:
Dieter Drake
Aug 28-30 $50,000 PD, Site/venue
services per
permit
CSE has no questions.
14th FIPS Mouche World
Youth Fly Fishing
Championships + RECAP
The America Cup:
John Knight
Aug 10-16 $25,000 Flags and flag
stands
Overview of event, contacts are already there. FIPS Mouche site visit reviewed the town, lodging and
F&B. Ancillary revenue, National Trout Limited want to do their event here – 6 day event. Tie it to the
forward or backward weekend in 2016. International Youth Day, conservation symposium, tied into
2015 events. Able to fish with international anglers. Fourteen countries will participate. Potential for
Master’s Event, 50 years old.
Vail Centurion MTB Festival
– Name change to Vail
Outlier MTB Festival
The Greenspeed
Project: Michael
McCormack &
Laura O'Connor
Sept 25-27 $25,000 barricades
Vail Outlier MTB Festival – new name/ event. Have been speaking with Vail Resorts to have event here.
They are trying to draw a targeted crowd. Discussions about being part of a series with some other
races. The event itself draws room nights. They want people to come earlier and pre-ride the event
tracks. Cross country and timed two or three stage enduro.
Non-competitive, consumer facing demo of bikes is a new trend. Demo fleets already set up following
Interbike week in Las Vegas could be used here and create an expo here, lots of brands. Appeal to
both racer and rider. The Breck Epic shows that and average of 1.3 people show up per rider.
Vail Valley Cup: Cindy
Eskwith Memorial
Tournament
Vail Valley Soccer
Club: Shannon
Moller and Lisa
Reeder
Oct 2-4 $10,000 no
Question about hotel stays; they can offer multiple hotel options. There are 18 kids per team. Average is
50 people per team. They have tournament check in on Friday nights. Add an extra hotel night.
CSE Minutes Regular Meeting: November 5, 2014 Page 13 of 15
Resurrection Fighting
Alliance ($37K each event)
Alliance Media
Group, LLC:
Sven Bean
Up to 3 events: Dates
TBD
$37,000 Dobson,
security
Broadcast nationally. This event could happen any weekend. There is no season to the sport. It goes on
year round. They are a development league for the UFC, talent base is the up and coming guys.
Number one demo is males 17-28 with expendable income. Secondary is 25-40 males. It’s mixed
martial arts, which can be family based and strong in the wrestling community. Has worked on some
other events at Dobson. The quality and production level of the events has improved significantly. Bean
is open to holding one event as a test. Weigh in Thursday, Friday night fight. Draw from front range,
create VIP packages tables with lodging. They have 12 bouts, 6 for TV. They have a built in audience.
AMBIENT, COMMUNITY and CHARITABLE EVENTS (3:15-4:00pm)
Vertical Express Can Do Multiple
Sclerosis:
Cathy Ethington
& Scott Robinson
Saturday, Feb 21 $10,000 no
Same question regarding the Tier IV categorization. Might fit into that tier. The funds they raise go to
funding programs local and national. Adaptive skiing element and golfing.
PINK Vail Vail Valley
Medical Center:
Michael Holton &
Christine
Albertson
Saturday, March 21 $25,000 no
Each year the event keeps outgrowing the space. They ask for $25k in funding each year to get $10k,
dollars to push the destination marketing. In 2014, 49% of the participants were from out of town. Where
they market depends on budget. Social media reach is significant. Top of the mountain location allows
for huge amount of participants. Rogers asked about education, if this event should belong in Tier IV.
Vail Kids Adventure Club Blue Creek
Productions:
Brian Hall
Saturdays, June 20,
27; July 11,18,25;
Aug 1,8
$20,000 no
Hall stated he’s is exploring additional activities and more things for families to get involved: learning
components, creative participation, little mini contests. He us looking to hold 7 events instead of 9
events, but length of each individual event is longer. Hall would like to attract more sponsors. The
Survivor Challenge wants to visit again.
Vail Rocks Love, Hope,
Strength
Foundation:
Scott Stoughton
Proposed: 7/31-8/1; 8/7-
8; 8/21-22
SN suggest: 8/28-29
$30,000 barricades, port-o-
lets, PD, banner
fees, security,
waste mgmt
CSE Minutes Regular Meeting: November 5, 2014 Page 14 of 15
Event is looking to its 4th year in Vail. They raised $73k this past year. Last year was very congested
with events on that weekend in all parts of the county The event is incredibly inspirational. There are
three proposed dates. The weekend selection could depend on the talent available. The event needs to
be better promoted at a local level.
Vail Automotive Classic +
RECAP
Vail Automotive
Classic
Sunday, Sept. 13 $2,500 no
This was a 5th year event. Dramatic increase in attendance, added an auction component. Charities
received $31k, split between Shaw Cancer Center, Jack’s Place and Eagle Valley Senior Life. More
than 4000 people showed up at the airport on Saturday. Sunday all cars moved into the streets of Vail.
Sixty one room nights booked through their website. Lots of out of state participants also drew traffic
from front range. Auction will bring in people from out of town and all over the world. This year they
auctioned 21 cars, next year 70+ cars. They are morphing their kids section into the “Wheels & Wings”
festival in a hangar.
Colorado Grand Finish Line
and Concours + RECAP
Colorado Grand:
Sarah Franke
Sept 18-19 $5,000 Site/venue
services per
permit
Eddie O’Brien – Colorado Grand Board reported developments, a huge amount of growth in LH and
different advertising efforts. 2015 will be the 27th year for the event. Worked closely with the LHMA to
integrate and drive revenue in their area. Social Media was incredible; LHMA reached out to car clubs
and created packages, etc.
Applications could be combined - $10k request TOTAL. Combination is due to logistics. Ideas about
how to activate when the cars are out on the road.
Colorado Grand: LHMA
Enhancements + RECAP
Lionshead
Merchants
Association:
Sarah Franke
Sept 18-19 $5,000 see above
Combined with above event.
CSE Strategic Discussion
Group discussed Tier IV categorization and funding. The CSE can recommend that
certain events be moved to Tier IV.
The discussion on event surveys continued. Rogers said that the CSE can require the
event producers to use a specific event survey company. The question came up about
how many events would need to be funded, estimating 20 events. It was suggested
that the CSE or Town of Vail negotiate the contract with the survey company. The
overall goal is to provide council with consistent and uniform information. Council events
CSE Minutes Regular Meeting: November 5, 2014 Page 15 of 15
would also be included on the survey. McDonald mentioned that the CSE could
continue using RRC for surveys as a continuation of the original contract.
Andrews raised the issue about sustainability and if the town can support new
programs, such as water stations. The issue has been sent on to Kristen Bertuglia for
review. He also asked if there should be a partnership with Walking Mountains too.
Rogers explained that the Memorial Day event was funded by council for one year. If
the CSE thinks it’s a good idea then they can continue to fund it. McDonald mentioned
that the CSE has discussed that most events take 3 years to mature. Whitaker
mentioned that Memorial Day is early next year and which impacts when people travel.
She mentioned that the ADR is still very low. McDonald said the strategic discussion is
if the CSE wants to fund an event on Memorial Day weekend in 2015.
Motion to move the Vertical Express and Pink Vail events to the Tier
IV category.
M/S/P: Gordon/Andrews/Unanimous The motion passed 6-0.
Motion to adjourn at: 4:56 p.m.
M/S/P: Gordon/Bank/Unanimous The motion passed 6 -0.