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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.