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Home My WebLink About 2015-07-01 CSE Meeting MinutesCSE Minutes Regular Meeting: July 1, 2015 Page 1 of 6 COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, July 1 , 2015 @ 8:30am CSE Members Present: Barry Davis Jeff Andrews Mark Gordon Rayla Kundolf Shenna Richardson Marco Valenti Alison Wadey Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Kristen Bertuglia, Environmental Health Manager Suzanne Silverthorne, Town of Vail Information Director Others Present: Laura Waniuk, Event Liaison Margaret Rogers, Vail Town Council Dave Chapin, Vail Town Council John Knight, World Youth Fly Fishing Ross Iverson, Vail Leadership Institute Kip Tingle, VRD Beth Pappas, VRD Missy Johnson, Highline Peggy Wolfe, Highline Brooke Skjonsby, Vail Resorts Liz Condo, Gorsuch Brady Schlichting, Gorsuch Sandra Perrig, Vail Valley Partnership AGENDA: Meeting materials can be accessed at the following link: http://65.38.144.10/WebLink8/0/fol/321728/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:31am CSE Minutes Regular Meeting: July 1, 2015 Page 2 of 6 Administrative Items: Approval of the Minutes of the CSE’s Meeting on June 1, 2015  Motion to approve the minutes of the CSE Meeting, May 6, 2015, as presented. M/S/P: Gordon/Kundolf/Unanimous The motion passed 7-0 Financial/Contract Overview Reminder: Joint Meeting with VEAC on Tuesday, August 11 @ 8:00 a.m. Topics proposed for discussion: Review Draft RFP, 2015 recap info to date Event Liaison Report: Laura Waniuk Please see full presentation for further information. Update on World Fly Fishing Championships and World Youth Fly Fishing Championships: John Knight Knight traveled to Bosnia for the World Championships where 31 countries participated There is excitement about 2016, because the US is the iconic fly fishing destination. Although it’s a Championship, it’s about the habitat and conservation. Ten teams have signed up so far, Knight is trying to get 25 teams to attend. The US team won the Silver medal and a member of the US team won a bronze. Knight explained the event program, details, timing and educational symposium. Discovery Channel is coming to Vail to record the championship event and air it on their channel. Highline: Vail America Days update The parade spots were filled by June 4; there is a waitlist for 8-10 more participants. The theme “Celebrate the USA: Great Moments in History” is great for creativity. There is a slight re-adjustment of order of participants based on parade pacing. Volvo signed on as a sponsor and is a big part of marketing. Fireworks will be a choreographed show with music and will last about 18 minutes. The music will be played on KZYR. The show will start at dusk, between 9:40-9:50. Event Recaps Spring Back to Vail: Missy Johnson, Highline New event template and process was utilized. The concerts at Solaris were very popular. The expo village is a great added asset; Vail Mountain held a luau to increase options for attendees. There was a variance in attendance, based on the Vail Resorts surveying and numbers on the mountain. In 2016 they plan to shift the event to a one day end of season celebration, targeting the proper demographic. The three day event footprint will be moved to off-peak time.  Motion to approve the final funding disbursement for Spring Back to Vail M/S/P:/Kundolf/Valenti/Unanimous The motion passed 7-0 CSE Minutes Regular Meeting: July 1, 2015 Page 3 of 6 Vail Whitewater Kayak Series: Beth Pappas VRD Pappas stated that the partnership worked well with the VRD and Alpine Quest Sports, they grew participation by 45%. This year the weekly average was 36 participants, last year 24. There were about 150 spectators per event this year, good growth to attract more sponsors. Beverage sponsor and after parties were a success with participants and spectators. Stand-Up Paddleboard contest grew their social media reach. Areas for growth: Increase participation by marketing to other communities, and grow spectator numbers. Navas asked if they would consider a longer course multiple times next year and Pappas said yes, that will be a consideration. The diversity of races was well received by the competitors. Wadey mentioned to Pappas to incorporate local rafting team that just won the National Championships and will be representing the US at Worlds. Use this local team to leverage more participants sponsors for next year’s event.  Motion to approve the final release of funds to the Vail Whitewater Kayak Series M/S/P:/Kundolf/Valenti/Unanimous The motion passed 7-0 Develop CSE Recommendations for Venue Improvements Cultural/Educational Center, Vail Athletic Field: Sand courts, fencing; LH Concert Sites, “Rocks” at Solaris, other? • Cultural/Education Center: Rogers reminded the board that the Town Council has asked the CSE to undertake researching the needs and bring forth a more specifically defined concept to the Town Council prior to budget deadlines. Kundolf explained her opinion on the need for the venue and what should be included in order to meet the needs. She said that we need a facility to address many concerns and types of events. Davis mentioned that the role of the CSE is to figure out what we’re missing in town to hold events and cutting edge programming. Navas explained what types of previous venues existed in the town a number of years ago and now there is a real need for something similar. Gordon suggested researching how many things we are missing because we “don’t have a facility.” McDonald said a good example is the Film Festival; they are spread all over town and there is not just one location that will work for that event. The CSE should make a list of the events that are not hosted here because of lack of facilities. Wadey stated that it’s important to work with the local community and partners to determine what they need as well. Discussion about how many seats would be suited for a new facility, the ideal is around 500 seats. The Vilar center is 450 seats. Andrews was discussing the space and how it could be used for additional break out rooms. The Vail facility could possibly be used other days of the year for other events; it’s not just a theater. Davis stated that it could be used as a shared workspace/flexspace as well. It also opens up opportunity to bring people into the community with options for a flexible workspace. CSE Minutes Regular Meeting: July 1, 2015 Page 4 of 6 Iverson from the Vail Leadership Institute and Vail Centre spoke about the importance of bigger partners and strategy outside the valley. Vail could become a learning destination on the western slope. Perhaps there could be a public/private partnership. They are approaching it from an economic standpoint. They would prefer to partner with Vail to make this happen. Davis asked what Iverson’s wish list is, Iverson stated that it’s more connected to strategy and the tactics follow. The comparison against other ski resorts is a good strategy. Wadey suggested that it would be a good idea to hear Iverson’s presentation. The joint VEAC/CSE meeting is when Iverson’s presentation will be shown. There will be smaller work sessions with participants from the CSE. Vail has lost some key exhibits and other events due to lack of venue. Chapin told the CSE not to get frustrated working through this venue process, figure the venue out, public/private is ideal. He found the comments about the size of the venue very interesting. He mentioned that he was curious about what Vail has missed that we don’t even know about yet. Iverson asked about what will happen in November after the elections. Could there be a process change with new members of the town council. Chapin said he did not think that would effect the situation. CSE decided to continue the discussion via email and cc: TOV Staff. Wadey invited the CSE to attend the Vail Chamber and Business Association meeting on July 23 where Ross Iverson will speak to this issue. Questions followed regarding Mountain Plaza and its usage by the Town of Vail and what opportunities there are to use it. Navas stated that it’s private property and the Town has no rights to it. Vail Resorts is the owner, and has often allowed event uses, including GoPro Climbing events and the Kids Adventure Games. There are other open areas in town, just depends on usage, events, ownership. Valenti asked about the fencing at the Vail athletic field, Navas explained that there is a need for safety for people not running into the road after errant ball, especially now with the increased level of bus service. • Recommendation for Improvements to Existing Venues: Navas informed the CSE that the Economic Development staff has developed a list of venue improvements in collaboration with the ERC and is suggesting that these be included in the 2016 Town of Vail budget. She requested the CSE’s expression of support for these items that will provide alternate venue options, promote improved safety, and minimize public impacts : • Develop concert options in Lionshead • Replace the “rocks” at Solaris • Fencing at the Vail Athletic field • Sand Courts: 2 additional @ Vail Athletic Field  Motion to recommend to the Vail Town Manager and the Finance Department that the Town of Vail consider budgeting for improvements to CSE Minutes Regular Meeting: July 1, 2015 Page 5 of 6 existing infrastructure to support special events for improved safety and to minimize public impacts, as presented. M/S/P: Gordon /Kundolf /Unanimous The motion passed 7-0 Strategy Discussion • Finalize 2016 RFP direction/strategy • Review annual schedule of events for windows of opportunity • Analyze balance between quantity and quality of events Navas introduced the documentation for the discussion. Gordon mentioned that he would appreciate feedback from promoters on the funding process, which was discussed last year. Navas suggested having a casual meeting with the producers in person. Kundolf stated she would rather have it sent out to all producers; a survey will get more meaningful responses. Davis asked how the CSE felt about continuing funding in 2016 for the survey process for events. Navas asked about the cost of the surveys, most likely it will be a similar cost as 2015. The CSE feels comfortable and would recommend spending on surveys for 2016. Navas stated that the analytics are consistent and universal for each 2015 surveyed event. Navas answered Davis’ question about event quantity versus quality and she said that there is a general community consensus that there is a lot going on during the year. Gordon stated that it’s up to strategy and understanding that the town has a certain capacity threshold. Navas mentioned that we should include the 2015 events calendar grid with the 2016 RFP. Davis asked to include 2010-2014 calendars as well. Add to the RFP letter: • The CSE is looking for creative ways to fill off peak times during the year • The CSE is looking for mid-week programming Add to RFP application: Are the dates of your events flexible? Add to recap guidelines: “Successes and Opportunities” in lieu of “Strengths and Weaknesses” New Business and Community Input Condo, representing Gorsuch, stated that there is a concern about the Spring Back to Vail event and that it was a challenging time for retailers. It’s gotten out of hand with costumes and marijuana, the ski patrol and the town of Vail try to contain it. Kundolf stated that the Farm to Table Dinner was great and it was sold out. Wadey mentioned that Waniuk should let the producers know that they can also drop flyers and posters at the Vail Chamber & Business Association. McDonald stated that it is the town staff’s responsibility to educate the producers and their responsibility to implement. CSE Minutes Regular Meeting: July 1, 2015 Page 6 of 6  Motion to Adjourn at 11:13 am M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0 Next CSE Meeting: Wednesday, August 5, 2015 @ 8:30 a.m. Vail Town Council Chambers