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Home My WebLink About2014-11-12 CSE Special Meeting MinutesCSE Minutes Special Meeting: November 12, 2014 Page | 1 DRAFT MINUTES COMMISSION ON SPECIAL EVENTS MEETING Antlers Condominiums and Conference Center Wednesday, November 12, 2014 @ 8:30 a.m CSE Members Present: Barry Davis, Chair (departed 2:30 p.m.) Jeff Andrews Bobby Bank (arrived 9:02 a.m.) Amy Cassidy Mark Gordon Rayla Kundolf Nicole Whitaker 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 Lauren Arnold, Peak Wellness Retreat Gaby Milhoan, Peak Wellness Retreat Lynn Blake, Starting Hearts Missy Johnson, Highline Ross Iverson, VLI Todd Wallis, VLI John Stone, Vail Living well Tracey Flower, Vail Symposium Rohn K. Robbins, Vail Symposium Cheryl Jensen, Vail Veterans Program Helene Mattison, Kids Adventure Games Clare Hefferren, Callosum on behalf of Eagle Valley Events Laurie Asmussen, Eagle Valley Events Joel Rabinowitz, Vail Recreation District (VRD) Beth Pappas, VRD Jamie Gunion, VRD CSE Minutes Special Meeting: November 12, 2014 Page | 2 Meeting materials are located here: http://www.vailgov.com/WebLink8/0/fol/316846/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:40 a.m. Administrative Items a. Approval of the Minutes of the CSE Regular Meeting of November 5, 2014  Motion to approve the minutes of the CSE meeting of November 5, 2015, as presented. M/S/P: Kundolf/Andrews/Unanimous The motion passed 6-0. Since the Vail Valley Foundation has provided a Power Point recap of the USA Pro Challenge (USAPC) to both the Town Council and the CSE, but no official “presentation” will be scheduled, it was agreed that the final funding disbursements from the Town of Vail and the Vail Local Marketing District should be approved.  Motion to approve the release of the final funding disbursements for the 2014 USAPC. M/S/P: Gordon/Bank/Unanimous The motion passed 6-0. b. Review upcoming meeting schedule- in packet materials c. Update on status of survey contract d. Revised CSE 2015 budget- in packet materials Allocations for 2015 Tier IV Category Funding Requests 2015 Tier IV Category Programming and Events: RFP Review and Discussion Schedule: 8:35 a.m.- 10:00 a.m. Total Tier IV Funding Available: $91,800 Event/Program: Producer: Dates: Amount Requested: In Kind Requested? Starting Hearts + RECAP Starting Hearts 2015 $15,000 no In 2014, 500 people learned how to use CPR. They also were able to install 4 defibrillators in town. Goal is to have 15 more defibrillators. Vail Symposium: Winter Events Vail Symposium Jan. 1 - April $45,000 Yes-see app In total they have 19 programs including their fundraiser. Financial programs and adventure events are popular. Without total funding requested, the marketing budget will be reduced. Davis said that the Symposium provides very clear and detailed event data. The Symposium will be using polling devices and software starting with winter events. Life Long Learning Programs + RECAP Vail Leadership Institute Jan. 1- Dec. 31 $60,000 Yes-see app CSE Minutes Special Meeting: November 12, 2014 Page | 3 The VLI is a non profit organization; however, they are trying to build a business behind the non profit. Goal is to grow the VLI to the level of the Aspen Institute. Funding provided in spring was specifically targeted for alignment with an ivy league school. The Cornell partnership is meant to bring people in from other locations and be an asset to the community. The VLI is working on growing the concept of Life Long Learning as a brand. They would like to build a demand for these programs and then take it to the next level by expanding facilities. McDonald suggested the VLI work with VVP on group business. Vail Veterans Program: Winter Programs + RECAP Vail Veterans Program Jan.11-15 and Mar. 1-5 $20,000 no They have been serving the local service population since 2004. The program has received national recognition. The January program is moving to December due to the 2015 AWCS event. The summer programs offer a variety of activities and adaptive sports. They added a wellness day at the Marriott. Integrating local health care providers and volunteer their services to serve the veteran population. Vertical Express Can Do MS Saturday, Feb. 21 $10,000 no Presented at Nov. 5 meeting. PINK Vail Vail Valley Medical Center Saturday, Mar. 21 $25,000 no Presented at Nov. 5 meeting. Peak Wellness Retreat + RECAP Peak Wellness Retreat May 1- Oct. 31 $50,000 $15,000 (Marketing) Attendance was 34 people who attended the retreats, they had planned for 60. Most of the attendees were local. There is a local demand for the events and programs. Attendees are requesting winter programming based on their experience from the summer program. Their plan is to get more people and resources involved. Creating a program to bring it to other properties/hotels. They would like to spread the revenue around to different hotels. The medical concierge program facilitates a relationship between the guest and Dr. Gall. Arnold and Milhoan are working on a new product, called the “corporate get fit” program. They are partnering with Vail Resorts and VLI to create a program that is targeted at corporate groups, focusing on leadership, education, consultation on catering, workouts. They also held a speaker series where they worked with the Vail Living Well group. McDonald stated that the organization needs to work with the VVP on their group business programs. Andrews asked if the other Tier IV groups had all been working together, VLI, Living Well and the Vail Symposium. Milhoan said that they are attempting to work cooperatively with the other groups and overcome the idea that they are all competitors. Vail Living Well: Longevity Forum + RECAP DiscoverWell Sept. 10-12 $10,000 no Based on learning’s from their September event, they are going to alter the format. They held free open events, where three presentations were given based on the TedX format. The presentations are up on the website. Their sessions included a focus on sleep, stress, mobility, cognitive health and virtual reality as a motivator for change and purpose. The program will feature a tiered attendance pricing structure for tickets. They also offer scholarships and a la carte options. The programming will include corporate focus, establishing more community activators. They are planning to expand online education and extend the programs Total Tier IV Funding Requested: $235,000 CSE Minutes Special Meeting: November 12, 2014 Page | 4 Following discussion with the Tier IV applicants, the CSE agreed to move on to determine the allocations for the 2015 special events, and return to the Tier IV afterward. Discussion and Determination Funding Allocations for 2015 Special Events Results of the funding allocation decisions for 2015 Special Events and Tier IV Category applicants are outlined in the attached spreadsheet titled: Attachment A: Results of CSE 2015 Special Events and Tier IV Category Funding Applications: November 12, 2014. Note that Barry Davis was present for all discussion and participated in submitting his input for the score sheets, but left the meeting at 2:30, prior to the actual voting for the funding distributions. Amy Cassidy was excluded from voting on the Special Event RFP’s because she was not present at the review on November 3rd. Her votes were counted, however, in the Tier IV category. She did participate in the discussion throughout the meeting.  Motion to adjourn @ 3:19 p.m. M/S/P: Andrews/Gordon/Unanimous The motion passed 5-0. Next CSE Meeting: Wednesday, December 3, 2014 @ 8:30 a.m. Vail Town Council Chamber * CSE Minutes Special Meeting: November 12, 2014 Page | 1 Attachment A: Results of CSE 2015 Special Events and Tier IV Category Funding Applications: November 12, 2014 Event: Producing Entity: Proposed Location: 2015 Dates: 2014 Funds Receive d 2015 Funds Requested : Grid Score 2015 Funding Allocated CSE Vote: Cassidy abstained/Davis not present for vote Conditions: Resurrection Fighting Alliance Alliance Media Group LLC Dobson or Lionshead Mall TBD $0 $37,000 262 $0 Big Beers, Belgians & Barleywines Festival Laura Lodge Vail Cascade Jan 8-10 $10,000 $40,000 344 $9,500 rk/nw/un 5-0 Pink Vail Vail Valley Medical Center Arrabelle, Lionshead Base, Vail Mtn 21-Mar $10,000 $25,000 Tier IV $5,000 rk/nw/bb opp 4-1 Vail Film Festival Colorado Film Festival Hotels & screening venues Mar 26- 29 $35,000 $35,000 407 $50,000 mg/nw/un 5-0 Show confirmed minimum add'l sponorship of $70K by 1/15 Taste of Vail Angela Mueller Vail Mountain, Gore Creek Dr, Meadow Dr., LH, Marriott, and restaurants /lodging Apr 8-11 $37,500 $37,500 411 $35,000 rk/mg/un 5-0 Spring Back to Vail Highline Vail Village & Lionshead Mountain base areas, Ford Park & potentially Vail Village Apr 17=19 $35,000 $100,000 446 $40,000 rk/nw/mg (more!) opp 4-1 Vail Whitewater Race Series Alpine Quest Sports LLC Vail Village Covered & Internation Tuesday s: 5/12,19,$5,000 $10,000 316 $5,000 rk/nw/un 5-0 CSE Minutes Special Meeting: November 12, 2014 Page | 2 al Bridges 26 + 6/2,9 Feast! Vail Highline Vail Village and/or Lionshead Village May 22- 25 $85,000 $100,000 354 $0 Funkstival Lakeside Stride LLC w/support of Lionshead Merchants Association Lionshead Ski Base or GRFA May 23- 24 $0 $80,000 380 $0 Vail Valor Races; Valor Running & Fitness Expo Speckled Hound Consulting Tentative: Manor Vail, Solaris, Vail Mountain Lodge, Mountain House; Golden Peak/Larks pur (dog). Based on Feast! Vail venues May 24- 25 $10,000 $10,000 326 $10,000 rk/ja/un 5-0 Go Pro Mountain Games Vail Valley Foundation Internation al Bridge, Checkpoint Charlie, Golden Peak, Mountain Plaza Jun 4-7 $100,00 0 $110,000 504 $85,000 rk/ja/un 5-0 King of the Mountain Volleyball Leon Fell Vail Athletic Field, Eagle-Vail Soccer/Soft ball fields Jun 19- 21 $15,000 $15,000 409 $15,000 rk/nw/un 5-0 Vail Kids Adventure Club Blue Creek Productions Lionshead Mall/Vail Square at Arrabelle Saturday s: 6/20,27; 7/11,18, 25; 8/1,8 $20,000 $20,000 360 $20,000 rk/ja/un 5-0 Change name to eliminate confusion w/Kids Adventure Games CSE Minutes Special Meeting: November 12, 2014 Page | 3 Vail Farmers Market and Art Show Meadow Drive Partnership/Vail Farmers’ Market Meadow Drive: Vail Road to Covered Bridge; West side of Willow Bridge Road Sun: Jun 21-Oct 4 $35,000 $48,500 405 $35,000 ja/nw/mg opp 4-1 (wants Fri nts.) No Fri nt. markets, add 6 Farm to Table dinners Vail Lacrosse Shootout Colorado Lacrosse Promotoions, Inc & Colorado corporation d/b/a International Lacrosse Promotions Vail Athletic Field, Vail Mtn School, Donovan Park Jun 27- Jul 5 $15,000 $20,000 441 $15,000 rk/ja/un 5-0 Vail Arts Festival Eagle Valley Events Inc Lionshead Mall; Arrabelle at Vail Square and Gondola Ski Yard Jun 26- 28 $10,000 $10,000 304 $10,000 mg/ja/rk opp (no arts fest- competes w/local galleries) 4-1 Vail Summer Bluegrass Concert Series Lakeside Stride: Ariel Rosemberg Lionshead : Vail Square @ Arrabelle Jul 1,15,29 and 8/12 $50,000 $60,000 404 $50,000 rk/ja/un 5-0 Vail America Days™ Highline Vail Village and Lionshead 4-Jul $77,500 $100,000 424 $45,000 rk/nw/un 5-0 $30K from fireworks funding + add extra activation Triple Bypass: Finish and Start Team Evergreen Ford Park July 11- 12 $0 $10,000 165 $0 Moving ahead with 2016 Kick It 3v3 Soccer National Championship North American Sports Group Ford Park Fields Jul 31- Aug 2 $40,000 $60,000 454 $55,000 rk/nw/un 5-0 Vail Kids Adventure Games Kids Adventure Games, Inc./Helene and Billy Mattison w/Vail Recreation District Mtn Plaza, Vail Mtn, Vail Village, Golden Peak, Ford Park, Solaris Aug 10- 16 $35,300 $75,000 409 $44,500 rk/nw/un 5-0 Date change possible CSE Minutes Special Meeting: November 12, 2014 Page | 4 Plaza, Lionshead The America Cup Fly Fishing Tournament: 14th FIPS Mouch World Youth Fly Fishing Championships John Knight Vail casting competitio n. Vail lodging. Vail party. Event on county rivers Aug 10- 16 $8,500 $25,000 428 $15,000 rk/nw/bb opp 4-1 (no) Vail Rocks Love Hope Strength Solaris Plaza, Vail Mtn TBD- Propose d: 7/31- 8/1, 8/7- 8, 8/21- 22 $25,000 $30,000 405 $25,000 rk/ja/un 5-0 Tour of Vail Dieter Drake Vail Village August 28-30 $0 $50,000 155 $0 Gourmet on Gore Highline Vail Village Sep 4-7 $45,000 $75,000 425 $45,000 rk/mg/un 5-0 Vail Oktoberfest™ Highline Vail Village & Lionshead Sep 11- 13 + 18- 20 $42,500 $85,000 394 $45,000 rk/nw/un 5-0 Vail Automotive Classic Vail Valley Concours/Doug Landin Gore Creek Drive, Bridge Street, Mtn Plaza 13-Sep $2,000 $2,500 355 $2,000 rk/ja/un 5-0 Colorado Grand + LHMA Enhancements Tom Horan/Angie Getchel w/LHMA Lionshead Mall, Vail Square at Arrabelle Sep 18- 19 $7,500 $10,000 346 $10,000 rk/ja/un 5-0 Combined Co Grand and LH Merchants Vail-Beaver Creek Restaurant Week Group 970 Vail Restaurant s and Lodges Sep 25- Oct 4 $14,000 $14,000 394 $14,000 rk/ja/un 5-0 Vail Outlier MTB Festival (submitted as Vail Centurion Festival) The Greenspeed Project, Inc. Vail Village, Vail Mountain and Sep 25- 27 NA $25,000 422 $25,000 rk/mg/un 5-0 CSE Minutes Special Meeting: November 12, 2014 Page | 5 Lionshead Top Shelf Harvest Eagle Valley Events Inc Arrabelle at Vail Square and Lionshead Mall 26-Sep $20,000 $30,000 337 $20,000 rk/ja/un 5-0 Vail Valley Cup: Cindy Eskwith Memorial Soccer Tournament Vail Valley Soccer Club Various fields throughout Eagle County Oct 2-4 $0 $10,000 357 $5,000 rk/nw/un 5-0 Avon to match contribution (srn 11/18-waived: in-kind from Avon- 60% hotel stays in Vail) Vail Snow Daze Highline Solaris, Vail Village, Vail Mtn and Lionshead Dec 7-12 (tentativ e) $45,000 $100,000 458 $40,000 rk/mg/bb opp (not enough) 4-1 Vail HoliDaze Highline Vail Village and Lionshead Dec 16- 21 and 31 $55,000 $90,000 388 $25,000 nw/rk/un 5-0 $20K from Fireworks funding: event funding shall cover holiday tree lighting and ancillary events including torchlight ski down Fireworks funding - designated by Council TOV $30,000 America Days/$20,0 00 NYE Jul 4 and NYE NA $50,000 TOTAL: $1,512,500 $850,000 CSE Special Event Funds Remaining: $0 CSE Minutes Special Meeting: November 12, 2014 Page | 6 Tier IV Allocations 2015 TIER IV Funding: Life Long Learning Tier IV Funds Available: $91,800 Event: Producing Entity: Proposed Location: 2015 Dates: Start Date: 2015 Funds Requested: Total: Grid Score 2015 Funding Allocated Davis not present for vote 11/12 Starting Hearts Lynn Blake/Starting hearts Various 2015 1-Jan $15,000 NA $6,000 rk/nw/un 6-0 Vail Living Well: Longevity Forum DiscoverWell Sonnenalp Hotel/All activities within the Town of Vail- add components open to the public Sept 10- 12 10-Sep $10,000 $6,000 rk/ac/un 6-0 Vail Veteran's Program Vail Veteran's Program Various March 1- 5 1-Mar $20,000 $13,800 rk/ja/un 6-0 Vail Symposium Vail Symposium Various- Vail Programming only Jan 1- April 10-Jan $45,000 $35,000 rk/nw/un 6-0 Applied Leadership Programs in Vail Vail Leadership Institute Various 2014 Program ming $60,000 $15,000 rk/ac/un 6-0 Peak Wellness Retreat: Women's Weekend and 2 Comp-fit events Peak Wellness Retreat Various May-Oct 2014 $50,000 $15,000 rk/nw/bb opp 5-1 Vertical Express Can Do MS Vail Mountain February 21 21-Feb $10,000 $1,000 rk/nw/un 6-0 TOTAL TIER IV CATEGORY: $210,000 $91,800 Tier IV Funds Remaining: $0