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HomeMy WebLinkAbout2015-11-04 and 11-11 CSE Minutes CombinedCSE Minutes Special Funding Meeting: November 4, 2015 Page 1 of 16 MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Antlers at Vail, Lionshead Wednesday, November 4, 2015 @ 8:30am CSE Members Present: Barry Davis Jeff Andrews Mark Gordon Rayla Kundolf Marco Valenti Alison Wadey (arrived @ 8:45am) Shenna Richardson Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Laura Waniuk, Event Liaison Others Present: Missy Johnson, Highline Ross Cohen, Samana Lounge Laurie Asmussen, Eagle Valley Events James Deighan, Highline Sondra Perrig, Vail Valley Partnership Laura Lodge, Big Beers Chris Chantler, Taste of Vail Angela Mueller: Ren Productions, Vail Farmers’ Market and Taste of Vail Ernest Saeger, Vail Valley Foundation Mike McCormack, Outlier Offroad Leon Fell, King of the Mountain Volleyball Duncan Horner, Vail Valley Foundation Dan Cramer, North American Sports Group Bryce Thornburg, North American Sports Group Brooke Skjonsby, Vail Resorts Kerri Thelen, Vail Valley Soccer Club Lisa Reeder, Vail Valley Soccer Club Jenn Bruno, Vail Valley Soccer Club Euginnia Manseau, Ski & Snowboard Club Vail Helene Mattison, Kids Adventure Games Jason Rose, JJ Rose Holdings Group LLC Justin Rose, JJ Rose Holdings Group LLC Beth Pappas, Vail Recreation District Jessie Klehfoth, Vail Recreation District Joel Rabinowitz, Vail Valley Soccer Club/VRD Scott Cross, Vail Film Festival Kaye Ferry, Vail Film Festival Kristi Kavanaugh, Vail Film Festival CSE Minutes Special Funding Meeting: November 4, 2015 Page 2 of 16 Ariel Rosemberg, Vail Bluegrass Festival John Knight, The America Cup Brian Hall, Vail Family Fun Fest Michael Holton, Vail Valley Medical Center Alan Himelfarb, Starting Hearts Sarah Franke, LHMA/Group 970 Molly Middleton, Group 970 Eddie O’Brien, Colorado Grand Sven Bean, Alliance Media Taylor Slaugh, Vail Automotive Classic Ed Abramson, Vail Automotive Classic Bob Bandoni, Shoulder to Shoulder Morgan Landers, CanDoMS Liz Campbell, Betty Ford Alpine Gardens Nicola Ripley, Betty Ford Alpine Gardens Tracey Flower, Vail Symposium Rohn Robbins, Vail Symposium Lauren Arnold, Peak Wellness Retreat Jennifer Lucas, Vail Veterans Program Todd Wallis, Vail Centre Corinne Hara, Vail Centre Ross Iverson, Vail Centre AGENDA: Meeting materials can be accessed after October 30th at the following link: http://65.38.144.10/WebLink8/0/fol/321732/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:39am 1. @ 8:30am: Administrative Items (10 minutes) a. Approval of the Minutes of the CSE’s Meeting on October 7, 2015  Motion to approve the minutes of the CSE Meeting, October 7, 2015, as presented. M/S/P: Andrews/Kundolf/Unanimous The motion passed 6-0 (Wadey not yet arrived) b. CSE Deadlines and Meeting Reminders: • Wednesday, November 11: CSE Allocations for 2016 events. Antlers @ Vail 8:30am- 3:30pm • Thursday, November 19: Presentation of 2016 Event funding determinations to VLMDAC. 8:30 a.m. at Antlers at Vail. • Tuesday, December 1: Presentation of the 2016 Event funding determinations for approval by the Vail Town Council • Application Deadlines and Interview Dates for CSE applicants: Letters of Interest due to the Town Clerk, Patty McKenny, by Friday, December 4th. Interviews on Tuesday, December 15 during the Vail Town Council Work Session. c. 2015 CSE Financial/Contract Overview to Date d. Final 2016 CSE Budget 2. Scoring and procedural explanation. All completed scoresheets must be returned to Laura Waniuk at lwaniuk@vailgov.com no later than 12pm on Thursday, November 5th. CSE Minutes Special Funding Meeting: November 4, 2015 Page 3 of 16 3. Review of 2016 RFP responses per the schedule marked as Attachment A to this agenda and including the following Event Recaps: • Vail Valley Cup Soccer • Gourmet on Gore • Oktoberfest • Vail Automotive Classic • Colorado Grand • Top Shelf Harvest • Outlier MTB Festival • Vail Restaurant Week • Vail Farmers’ Market and Art Show • Vail Valor Races: May 24-25- by email/ no survey/no application for 2016  Motion to approve the release of the final disbursements of the 2015 funding allocations for the following events:  Top Shelf Harvest  Vail Farmers’ Market and Art Show  Gourmet on Gore  Vail Oktoberfest™  Outlier Offroad Festival  Vail-Beaver Creek Restaurant Month M/S/P: Kundolf/Wadey/Unanimous The motion passed 7-0 CULINARY EVENTS AND FOOD FESTIVALS cf: Laura Lodge Big Beers, Belgians and Barleywines Festival Jan 7-9, 2016 Laura Lodge $30,000 2016 is 16th anniversary, 3rd and last year with the contract at the Vail Cascade. Starting in 2017, there will most likely be a change in location. Big Beers has grown to national and international acclaim in the industry. Appeal to Millennials, craft beer is local to everyone. Sustainable, charity minded. Would use the funding to supplement marketing and approach multiple demographics. Looking to grow number of events, push back into weekdays to extend hotel room nights. CSE Minutes Special Funding Meeting: November 4, 2015 Page 4 of 16 cf: Laurie Asmussen Top Shelf Harvest + RECAP* Sat, Oct 1,m 2016 Eagle Valley Events $20,000 Asmussen recapped the event; information was provided from the survey results that she paid for. PR program was successful, 91% of those surveyed were first time guests. Partnered with radio stations and other front range media to drive traffic. There are challenges with getting restaurants to participate; it could be timing due to other events around the same time. About 30% of the overall budget goes to paying Arrabelle to host the event. Navas stated that it is challenging for some restaurants to get the Special Event Food Vendor License required by Eagle County. Asmussen is waiting to hear back on confirmation from Arrabelle for next year’s dates. cf: Angela Mueller Taste of Vail Mar 30- Apr 2 Taste of Vail $55,000 The Debut of Rosé is held Weds.in Lionshead and they are working to stay there although they have outgrown their space in Arrabelle. Mountain Top event will be held on Friday, Lamb event on Thursday. There are 32 restaurants and 58 wineries that participate in Lamb event. Event will have 7-8 seminars. This event falls between ski season and Summer, they spend a lot of their funds on marketing. They work with media and are trying to get a national print sponsor. Their marketing campaign will be held year round, they send out postcards to wineries to promote the event. Approximately 90% of the people who attended the event stayed in Vail. There is a lot of thought and planning for the event with regard to weather, location and diverse offerings to guests. The Debut of Rosé is a hot event and they would like to grow it. The funding would help supplement marketing and the overall tenting operations and planning. It was over-crowded last year; a problem that needs to be fixed for 2016. The Lamb and Rose events end at 6pm, driving lots of traffic into local restaurants and bars. CSE Minutes Special Funding Meeting: November 4, 2015 Page 5 of 16 cf: Angela Mueller Vail Farmers' Market and Art Show + RECAP* Sundays: Jun 19-Oct 2 + Jun 26, Jul 22, Aug 12 Farm to Table Dinners Vail Farmers' Market and Art Show/ Meadow Drive Partnership $68,000 Farm to Table dinner dates TBC. They have used their own survey data provided by Intercept in their recap, the sample size is larger. The NPS is 82. The attendees liked having choices for their families. They heard more from people who came to Vail specifically for this event. The Farm to Table Series is a perfect fit with the Farmers’ Market because attendees can purchase the same ingredients to eat at home. They added a PR staff member to their team to enhance their marketing reach. They had 132 vendors last year. The market has about 20% new vendors each year; the turnover is due to either drop outs or those that are not invited back. 1200 people applied to participate in the market for 2016. Kundolf asked about the location of the Jazz tent, Mueller said that the tent worked well. Navas raised the issue about costs in terms of re-routing buses and flaggers. Davis asked about raising the cost of a tent for a vendor, $900 for first tent and $750 for second tent. Wadey asked if a conversation had started about dealing with capacity on Labor Day Weekend. Discussions are in process with event producers to identify ways to alleviate crowding and improve guest experience during Labor Day weekend. Navas explained that the flaggers cost $65/hr per person. It cost the Farmers’ Market $7250 for flaggers for the entire summer. cf: Angela Mueller Vail Holidaze Dec 16-18 & 31 REN Productions- Does not include Fireworks- rqst $26K $24,000 For 2015 ice sculptor will not happen this year with the same person. Instead there will be a sponsored program for ice sculptures in front of stores. For this year the skating club will participate. Mueller invited the CSE to the lantern walk and explained that the lantern walk program has been publicized to all schools in the Valley. They plan to have the Chair of the Town Council at the Christmas Tree Lighting. For 2016, the increase in budget is due to the skating program if a professional skater can be brought to perform. The plan is to market the lantern walk even more next year. The request for funding is $24k (not including fireworks). cf: Missy Johnson/ James Deighan CarniVail Feb 7-9 or Feb 6-9 $45,000 This event is a result of collaboration between Vail Resorts, Highline and Town of Vail to drive traffic into town and keep them here. There are two requests, one for a 2 day event and one for a 4 day event. This event fulfills an off peak need in occupancy in town. It’s a visitation driver. This event has a potential high rate of return on investment due to word of mouth and social media. The last CarniVail event was held in 2012. The event will be festive, but more family-friendly. They have good data from 6 years of doing this event in the past. CSE Minutes Special Funding Meeting: November 4, 2015 Page 6 of 16 Spring Back to Vail 10-Apr $30,000 Shorter event, putting focus on pond skimming event in Golden Peak. They will have an expo village. Concert location is TBD. The current plan is to hold it at Golden Peak, but that may change. Another option is Checkpoint Charlie. The act would be a regional band. It is still a destination driver for guests. Discussion ensued about the 2015 Spring Back event and lessons learned. There is room for evolution of this event and to keep it changing and growing. Vail America Days™ 4-Jul Does not include Fireworks- rqst $35K $70,000 Kundolf asked about the insurance premium costs and if they had decreased due to no incidents at prior events. Deighan said he would check into that, he then went on to explain insurance with experiential marketing and risk management. They asked for increased funding because they operated at a loss or break even on this event every year. Gourmet on Gore + 2015 RECAP* Sep 2-5 $75,000 The event went very well in 2015 – despite the weather. Looking at more ways to expand and grow the event. Permitting issues involving activations and locations. There is no room for further activations. There are already discussions happening with the Farmers’ Market to see what potential evolution could occur with the multiple events. Vail Oktoberfest™ + RECAP* Sep 9-11(LH), 16-18(VV) $85,000 There is a distinct dynamic between both weekends. The authenticity of the event draws people to both weekends of events. They would like to continue to enhance the event and evolve, especially in Lionshead. Starting at 12pm on Friday brought in a lot of new people. They want to expand the footprint to make the event more comfortable. Davis said that this can be used as a model for other events and producers. The Vail OKT was used in an ad campaign for the beer sponsor chosen among 168 other sponsored events. Both events are incredibly popular, it doesn’t make sense to take an event away. There are higher costs to hold events in town, due to town regulations, laws, traffic control, etc. It’s a legitimate cost and concern by event producers. There are 3 different distinct turns in the makeup of the attendee demographics over the course of the event; early in the day it’s families, followed by those looking for the “cultural experience” through the afternoon, then in the evening it attracts the concert goers looking for more contemporary bands. Davis invited Deighan to come to the December 2 CSE meeting to discuss allocations, funding, sales tax, benefit to town. CSE Minutes Special Funding Meeting: November 4, 2015 Page 7 of 16 Snow Daze Dec 9-11, 2016 $45,000 2015 Bands: Bonfire Dub, Big Head Todd and the Monsters, Nikki Bloom, JJ Grey and Mofro. 2016 is identical event format to this year. 2016 concert will be held in Solaris. The VIP tickets don’t work in the Solaris venue. Andrews asked about band experience and selling tickets to that type of program. PARTICIPATORY ATHLETIC EVENTS cf: Justin Rose and Jason Rose Colorado Cup 2016- Bundesliga Jul 15-25 JJ Rose Holdings Group $75,000 Davis asked what the primary driver is and about how many kids will participate. There will be about 200 kids in Vail; there will be 10 nights in Vail for the pro teams and 5 nights in Vail for the youth training camps. There are already teams traveling and they have choices of where to play. The pro teams are coming for sure and they bring their own fans along with them to participate and watch them train. Bundesliga are owned by the fans. They have at least 10-12 nationalities on each team. The fans and media will follow these teams to the USA. Wadey asked about field rentals, the cost is $525 per field per day. There will be multiple sessions a day. The funding will go to bringing the team over, rentals, equipment, operational events for Vail only. They want to use marketing and PR to draw Front Range guests. They want to create ticket packages. Rabinowitz from the VRD spoke about availability of the fields during the time the event is held. The question is about the status of the fields and for the training site, the Eagle Vail field is the best location. Meet and greet and other events can be in the Town of Vail. The fields in town will be used for kids training camps, but the pro soccer players have to practice on grass. The cost to prep the Eagle Vail field is $4k to tear out the goal turf and put it back in. There is excitement from the Bundesliga team to come to Vail and not go to Florida. Ernest Saeger, Duncan Horner, Maggie Jackson GoPro Mountain Games Jun 9-12 Vail Valley Foundation $100,000 They had an increase in econ impact and attendance. They would like to evolve the brand and event, to expand, not just the physical footprint. Davis asked about a portion of games moving down valley. The Enduro event cannot be held in Vail during that time of the year because of snow melt. That’s why it’s being proposed to be held in Eagle. The event award ceremony will be held in Eagle for the Enduro. It’s a one off race, just like the kayak race in Red Cliff. They plan on expanding the event into Lionshead. They are going to add a liquor footprint and other activations. They are asked for more funding to activate the corridor between VV and LH and activate. The Enduro event will be either one or two day events. They would open both LH and VV activation on Thursday afternoon, like last year. CSE Minutes Special Funding Meeting: November 4, 2015 Page 8 of 16 cf: Mike McCormack Outlier Offroad Festival + RECAP* Sep 29-Oct 2 Uncommon Communications/ Greenspeed Project $25,000 McCormack provided event recap, focus on building the Lionshead component from the ground up. Teaching consumers to navigate the community and how to enjoy the town. The event was priced competitively. 2015 was a measured success; there were a lot of learning experiences about operations and the town. There were a couple logistical issues with regard to the Enduro course. Projection is that the demo portion will double in size. They would like to expand into high school and collegiate ranks too. There are already sponsorships in the works and they plan to continue to increase the purse. cf: Euginnia Manseau U16 Rocky Central Junior Championships Mar 11-17 Ski and Snowboard Club Vail $2,500 They are capped at 180 athletes for this event. They work with lodging partners, Manor Vail specifically due to proximity to Golden Peak. Their banquet will be held at 4 Eagle Ranch. Vail Resorts is one of the largest supporters in general. cf: Beth Pappas Vail Whitewater Series Tuesdays: May 10,17,24,31; Jun 7 Vail Recreation District $6,000 This is a very special event, there aren’t any other towns that really have this and it’s a good option for competitors to practice prior to big races. cf: Leon Fell King of the Mountain Volleyball Jun 17-19 $15,000 The Misty May camp will be back in 2016, and there is a lot of interest at the high school and college levels, driven by Beach Volleyball now being an official collegiate sport. They are combining the grass roots events into a “The Great American Volleyball Festival Tour”. CSE Minutes Special Funding Meeting: November 4, 2015 Page 9 of 16 cf: Bryce Thornburg & Dan Cramer Kick-It 3v3 National Soccer Championship Jul 29-31 North American Sports Group $55,000 Dates were moved back in order to accommodate the Denver teams and keep the majority of the out of state teams and to allow for travel time and fit with vacation plans. They would like to do a better job connecting with the international community here. There are challenges with parking and transportation and they continually face with events. cf: Helene Mattison Vail Kids Adventure Games Aug 10-14 Kids Adventure Games, LLC $44,500 They would like to completely change the course as previously discussed. They would like to move out of the Village and expand into Lionshead. They would like to rejuvenate and reinvent the race and accommodate more kids. They want to keep it pristine and maintain the family feel. The new event being proposed is the addition of a Parent/Kid team race to bring additional people into town. There will be increased costs and staffing with that event. cf: Kerri Thelen Vail Valley Cup, 3rd Annual Cindy Eskwith Memorial Tournament + RECAP* Oct 1-2 Vail Valley Soccer Club $15,000 They grew from 108 teams to 132 in 2015; they would like to increase the size of tournament to 144 teams in 2016. They would like to increase the field usage and include Big Horn to keep more teams and families in Vail. They need to purchase equipment and the larger the event, the more man power is needed to support the event. They have more refs needed at each game due to regulations. They would like to pull from the Midwest region to increase the draw for the competition. They ran their own “play and stay”, selected their own hotels and they had more than 50% in Vail alone and the rest were spread out. In 2015 Eagle sponsored them at $5k for the field rentals. They are also encouraging “stay and eat” programs. will not be present Vail Lacrosse Shootout: by phone, if necessary- Jim Soran (O) 303-779-2708 or (C) 303-877-7977. Jun 25-Jul 3 International Lacrosse Promotions $20,000 No questions MUSIC/ART/CULTURAL EVENTS CSE Minutes Special Funding Meeting: November 4, 2015 Page 10 of 16 cf: Scott Cross Vail Film Festival April 7-10 Colorado Film Festival $90,000 They are launching “The Mexican Film Program”. They are looking into expanding on their international focus. They will also continue the winter screening series as well. They also launched a Film Club, first meeting was held in June and that adds a community, grassroots element to the event. They are also going to hold an Oscar Party in February. They are partnering with Comcast and Colorado PBS; they also signed a partnership with Virgin Airlines. The increased costs are for flying out celebrities and film makers to attend the film festival which creates excitement and provides star power. They would do more of a big marketing push in Mexico City. Cabo Film Festival is Nov. 11-16. They are working on sponsorships: Audi, Samsung, Sundance Channel, and Stella Artois among others. cf: Angela Mueller/ Eve Harris Vail Summer Art Workshop Jun 6-10, 13-17,20-24; Aug 15-19,22-26 REN Event Productions/Vail Art Guild $45,000 The Vail Summer Art Workshop is an event from years ago. They want to bring the event back to Town in June to drive destination guests. The workshops could happen indoors or outdoors, depending on the time of year and weather. There would be several different workshops held each week and social meetings and meals around the workshop. They meet the Artisans on Sunday; the workshops begin on Monday and run the entire week. The final day there will be showing with the Artisans. cf: Laurie Asmussen Vail Arts Festival June 24-26 Eagle Valley Events $10,000 They are looking to bring 80-85 artists for 2016. They get about 450 applications for those slots. They would use the CSE funds to improve marketing and communications for the front range. They are looking to fine tune and improve it. cf: Ariel Rosemberg Vail Summer Bluegrass Series Jun 29, July 13, 27, Aug 10 Lakeside Stride $50,000 The funding goes to booking the talent and marketing efforts. They are currently shopping a vendor/apparel sponsor to sell merchandise. Besides that, there aren’t a lot of changes, except the VIP package. They are going to continue their Bluegrass in the Gardens program too. Navas asked about holding the concerts weekly instead of having gaps between. CSE Minutes Special Funding Meeting: November 4, 2015 Page 11 of 16 cf: Ariel Rosemberg Lionshead Mountainside Event 27-Aug Lakeside Stride $40,000 Stage up on the road, steep side of the mountain. Another option is to hold it on top of the LH Parking Structure. Target is 7500 to 9000 people. Regional or national acts. The event would be fully ticketed. Navas mentioned moving the event to September. Idea is for a 12pm to 7pm event. It would be a weekend, Saturday or Sunday event. AMBIENT EVENT PROPOSALS + OTHER cf: John Knight 36th FIPS MOUCHE World Fly Fishing Championship Sep 11-18 The America Cup, Inc. $50,000 Lots of interest already about traveling here from international teams. There are many people inquiring about volunteering at the event as well. This is the BIG event for Vail. They have a conservation event in the planning. They are looking for larger sponsors, they have personally funded it. They are looking for an underwriter for the event. cf: Michael Holton Pink Vail 2-Apr Vail Valley Medical Center $25,000 They would like to use these dollars to drive destination marketing. cf: Alan Himelfarb Starting Hearts: Inaugural Fitness Challenge Jun 1- Jul 1 Starting Hearts $40,000 They had their inaugural golf tournament and it was very successful. They finished in 12th place out of 110 charities in the Revlon contest. Signed a partnership agreement with American Red Cross and also Physio Control, they have a direct working relationship with that company. This will allow them to put more AED’s into the community. This initiative is valley wide, some will be fitness related and others will be focused on restaurants and other engaging activities. Davis asked if there were lower level of funding that would allow for similar programming. They are also searching for funds from other communities. CSE Minutes Special Funding Meeting: November 4, 2015 Page 12 of 16 cf: Brian Hall Vail Family Fun Fest Sats: Jun 25; Jul 2, 9, 26, 23, 30; Aug 8 Blue Creek Productions, Inc. $23,800 Work closely with lodges and concierges to drive traffic to LH. Old school event, they want to be able to handle more guests and need to hire more staff to prevent waiting in line. cf: Taylor Slaugh Present: Ed Abramson Vail Automotive Classic: VV Car Show & Evening Social + RECAP Sep 10-11 Vail Valley Concours $9,000 2015 hosted lots of participants from all over the US. They made it a full weekend by adding events on Friday. Filmed a program that will be airing in the next few weeks. They are adding an event to increase more charity fundraising. They get some of the cars from the Colorado Grand as well. They sold 3 times as many cars as the previous year. They are drawing traffic to the car auction, and they are making the event a full weekend event. They currently work with Shaw Center and the Eagle Valley Senior Life charities. cf: Sarah Franke/Eddie Obrien Colorado Grand + RECAP Sep 16-17 CO Grand w/LH Merchants Assn. $10,000 Notable items, the drivers and participants are a group of about 300 people and they are staying in the Cascade for at least two nights. This is a strong ROI from lodging and F&B. There are 10-15% international participants and about 50% from out of state. This year there was an ad included in the program book. They have gifted over $5 million and 5 scholarships thus far. They only have one paid staff person and everything else goes directly into charity. The partnership with Lionshead is amazing and continues to grow and evolve. The new team member, Peter, is an asset and is thinking of other ways to fill the days in between. There is a lot of potential to build from the current level of activation. CSE Minutes Special Funding Meeting: November 4, 2015 Page 13 of 16 cf: Sarah Franke/ Vail-Beaver Creek Restaurant Week + RECAP* Fri, Sep 30- Sun, Oct 9 Group 970 Restaurant $11,500 There were 29 Vail restaurants involved this year. Everyone participated gave positive feedback. They would like to work more closely with the lodging community to book more room nights in advance. The web traffic showed a good reflection of marketing: 21% Vail, 20% Denver, 8% Texas. They are trying to request less funding each year. Their sponsorship with Ferrari didn’t come to fruition in 2015, but there are opportunities for 2016. There are other sponsors interested as well. Beaver Creek matches the event funding amount that Vail provides. cf: Sven Bean Resurrection Fighting Alliance TBD Alliance Media Group, LLC $27,000 They have extended their partnership with Mark Cuban and their TV exposure. They will be available in 60 million homes in North America. They have also expanded their sponsorship deals with Adidas, Dave & Busters. They continue to support charitable organizations like breast cancer and military groups. They are still very flexible on the dates, it does depend on what other programming already exists in other areas, but they can trade dates in order to broadcast live. They have hosted events in casinos, not necessarily in resort towns. They do have a proposal for an event in Mexico at a resort. Ticket price is $25-$125 for a VIP table. The event could be held in Dobson or held outside as well. The Access TV crew is about 60 people total with cameraman, producers, etc. They are here through Wed through Saturday. There are probably at least 100 people that come to put the event on and impact ROI in addition to event attendees. EDUCATION/ENRICHMENT (EE): Funding Available: $150,000 cf: Liz Campbell/ Nicola Ripley Nurture/Discover/Explore @ the Gardens Jan 1- Dec 31, 2016 Betty Ford Alpine Gardens $20,000 They would like to make use of the facilities and educational opportunities that the Garden affords to locals and guests alike. They would like to bring people in to see exhibits and also expand into other areas, like events, culinary, etc. They are very interested in creating synergy with other events, like the Vail Bluegrass Series. Gordon asked about the amount that they are receiving from the Town Council. That amount is used for the upkeep for the gardens. The request to the CSE is to elevate the programming at the garden. They want to use the new facility to encourage repeat visitation. The educational exhibits are already booked; they are looking for support for the new exhibits. The educational center has become multi-use. They are exposing the winter guest to the mountain flora, flowers are still blooming there. CSE Minutes Special Funding Meeting: November 4, 2015 Page 14 of 16 cf: Tracey Flower Vail Symposium Winter 2016 Jan-April 2016 Vail Symposium $45,000 Strong staff, board of directors and programming. In 2014 – 22 programs, in 2015 they have hosted 33. They are seeing attendance growth in in the summer programs as well. They have hired a development director and have just signed an underwriter with Colorado Public Radio. KZYR will do audio of events and EcoTV will film the events. They will be expanding into Youtube and podcasts to reach more people across the country and enhance sponsorship opportunities. They tried hard this season to have an offering for everyone. Unlimited Adventure Series will have an all female line up for 2016 and they will go speak at schools. They are currently planning for 23 programs in winter, they have about 20-23 for summer. They came in more aggressively with their programming this summer and people were very positive. cf: Jennifer Lucas Mountains of Hope Jan 24-28 & Mar 6-11 Vail Veterans' Program $20,000 The emotional impact of this event is an opportunity for the community to bond and give back. There is a strong connection between the locals and their interaction. The program is still evolving; previous attendees have an impact on current attendees. There were two new programs this year, one focused on caregivers and the Veterans path to success. They partnered with Johnson & Johnson through the human performance institute. All activities happen in Vail and dollars raised go directly back into the community. They have retained Kristin Yantis of MYPR to provide local and national outreach through PR and marketing. cf: Michelle Stecher Valley Tastings: Food for Youth & Healthy Kids Colorado Survey Summer 2016 & Early Oct. 2016 Eagle River Youth Coalition $1,000 Based in Edwards, serving needs across the entire Vail Valley. Donovan Pavilion has been used for 2 years in a row and has been very successful for their event. They will have 100% participation from all 14 schools in the community. The data set represents the entire valley. They do help link people and schools with projects. CSE Minutes Special Funding Meeting: November 4, 2015 Page 15 of 16 cf: Alan Himelfarb Starting Hearts: All You Need is Heart 8-Feb Starting Hearts $20,000 This is the signature event which has doubled in size from the previous year. They are asking for more doctors to join from Denver. They funding will help promote and market the event. They are working on getting a national speaker with brand name experience. They would like to use Donovan to save cost instead of holding it at a hotel. In 2015, they had 200 attendees and expect to bring in more guests due to the national speaker. cf: Morgan Landers Vertical Express 27-Feb Can Do MS $5,000 Vertical Express in Vail is one of 7 events held in mountain towns. They see this event as the main focal point and get traction in the ski space. It’s the only event that combines skiing and fundraising for MS. They are adding 2 mountains in the east as well to encourage this as a nationwide imitative. The top fundraising prize across this series is a ski trip to Vail. They are asking for additional funding to market to the front range and Denver community. They are trying to activate that area to increase attendance and fundraising. Expenses are much higher here in Vail, CanDoMS doesn’t qualify for the Vail Resorts charitable giving criteria, which is focused on youth and environment. This event is the largest adaptive program. cf: Lauren Arnold Mountain Fit Women's Wellness Weekend Aug 19-20 Peak Wellness Retreat $15,000 They have shifted their model to focus on growing one event to be a Vail signature event. 2016 is the 3rd year holding the women’s wellness weekend. They are increasing their sponsorship year over year. Kundolf asked if they had secured a speaker yet, and they have not. Process discussion followed. CSE members were requested to turn in their scorecards by noon on Thursday, November 5th in order to ensure adequate time to process and combine the results.  Motion to Adjourn at 4:17 pm M/S/P: Andrews/Kundolf/Unanimous The motion passed 7-0 Next CSE Meeting: Funding Allocations Determined: Wednesday, November 11, 2015 @ 8:30am-3:30pm Antlers at Vail CSE Minutes Special Funding Meeting: November 4, 2015 Page 16 of 16 Present CSE Funding Decisions @ Joint Meeting w/ VLMDAC Thursday, November 19 @ 8:30-9:00am Antlers at Vail CSE Minutes Special Funding Meeting: November 11, 2015 Page 1 of 2 MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Antlers at Vail, Lionshead Wednesday, November 11, 2015 @ 8:30am CSE Members Present: Barry Davis Jeff Andrews Mark Gordon Rayla Kundolf Alison Wadey Shenna Richardson CSE Members Absent: Marco Valenti Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Laura Waniuk, Event Liaison Patty McKenny, Town Clerk Others Present: Mark Christie, Welcome Center Kim Newbury, Simba Run Missy Johnson, Highline Joel Rabinowitz, Vail Recreation District Sondra Perrig, Vail Valley Partnership Beth Pappas, Vail Recreation District Liz Campbell, Betty Ford Alpine Gardens AGENDA: Meeting materials can be accessed after November 9th at the following link: http://65.38.144.10/WebLink8/0/fol/321733/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 9:03am 1. Administrative Items (5 minutes) a. Approval of the Minutes of the CSE’s Meeting on November 4, 2015  Motion to defer review and approval of the minutes of both the CSE Meeting on November 4, 2015 and the minutes of the CSE Special Meeting on November 11, 2015 at the December 2, 2015 CSE meeting. M/S/P: Andrews/Kundolf/Unanimous The motion passed 6-0 (Valenti absent) CSE Minutes Special Funding Meeting: November 11, 2015 Page 2 of 2 b. CSE Deadlines and Meeting Reminders: • Thursday, November 19: Presentation of 2016 Event Funding determinations to VLMDAC. 8:30 a.m. at Antlers at Vail. • Tuesday, December 1: Presentation of the 2016 Event Funding determinations for approval by the Vail Town Council • Application Deadlines and Interview Dates for CSE applicants: Letters of Interest due to the Town Clerk, Patty McKenny, by Friday, December 4th. Interviews on Tuesday, December 15 during the Vail Town Council Work Session. c. Final 2016 CSE Budget – Navas noted that the budget for implementation of the 3rd party survey program may need to be adjusted somewhat, as the contract with RRC has not yet been finalized. 2. Discussion: CSE members reviewed the scoring summary sheet and finalized funding allocations for 2016 Cultural, Recreational and Community (CRC) events and Education/Enrichment (EE) applications. See overall chart for funding allocations, including notes and/or conditions of funding as directed by the CSE. McKenny reviewed her role with regard to the In-Kind Services, including staffing and facilities request. The overall idea is to understand the overall needs of the event, funding and the In- Kind requests at the same time. Kundolf suggested that there could be a quarterly report from the ERC.  Motion to approve the Cultural, Recreational and Community Events funding allocations as listed and subject to conditions as noted on the attached spreadsheet titled:”2016 Allocations-All Events Final.” M/S/P: Andrews/Richardson/Unanimous The motion passed 6-0 (Valenti absent)  Motion to approve the Educational and Enrichment Events funding allocations as listed and subject to conditions as noted on the attached spreadsheet titled:”2016 Allocations-All Events Final.” M/S/P: Andrews/Kundolf/Unanimous The motion passed 6-0 (Valenti absent)  Motion to change the criteria for the CSE’s third party survey contract to include all events receiving $10,000 or more. M/S/P: Andrews/Kundolf/Unanimous The motion passed 6-0 (Valenti absent)  Motion to Adjourn at 2:36pm M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 Next CSE Meeting: Present CSE Funding Decisions @ Joint Meeting w/ VLMDAC Thursday, November 19 @ 8:30-9:00am Antlers at Vail Wednesday, December 2, 2015 @ 8:30am Vail Town Council Chambers Event:Producing Entity:Proposed Location:2016 Dates: 2016 Funds Requested 2015 Funds Received Total Grid Score 2016 Funding Allocated Notes/Conditions from CSE 36th FIPS Mouche World Fly Fishing Championship The America Cup, Inc. Evergreen Lodge, Vail Marriott, Dillon Reservoir, Sylvan Lake,Colorado River, Eagle River September 11-18, 2016 $ 50,000.00 $ - 608 50,000.00$ GoPro Mountain Games Vail Valley Foundation Golden Peak, Vail Vallage, Mountain Plaza, and Homestake Creek in Red Cliff June 9 - 12, 2016 $ 100,000.00 $ 85,000.00 591 85,000.00$ LH activation is a requirement. Vail America Days Highline Vail Village, Lionshead 7/4/2016 $ 70,000.00 $ 65,000.00 578 65,000.00$ Gourmet on Gore Highline Gore Drive September 2 -5, 2016 $ 75,000.00 $ 45,000.00 572 55,000.00$ Pink Vail Vail Valley Medical Center Vail Mountain 4/2/2016 $ 25,000.00 $ 5,000.00 567 10,000.00$ Taste of Vail Taste of Vail Vail Village, Lionshead, Gore Creek, Willow Bridge Rd., Four Seasons March 30- April 2 $ 55,000.00 $ 35,000.00 557 30,000.00$ Vail Oktoberfest Highline Vail Village, Lionshead Fri. Sept. 9 - Sun. Sept. 11 & Fri. Sept. 16 - 18, 2016 $ 85,000.00 $ 45,000.00 554 55,000.00$ Vail Film Festival Colorado Film Institute Cascade, Marriott, VMS April 7-10 $ 90,000.00 $ 50,000.00 536 45,000.00$ Producer commits to early season screenings and marketing and Mexico engagement. Producer to provide a 5 year strategic plan with development vision. Vail Beaver Creek Restaurant Week GROUP970 Restaurant Vail/Beaver Creek Friday, September 30th - Sunday, October 9th, 2016 $ 11,500.00 $ 14,000.00 533 11,500.00$ CarniVail Highline Vail Village, Eagle's Nest February 7 - 9, 2016* OR February 6 - 9, 2016 $ 45,000.00 $ - 532 20,000.00$ Vail Kids Adventure Games Kids Adventure Games, LLC Vail Village Aug 10-14, 2016 $ 44,500.00 $ 44,500.00 532 40,000.00$ Vail Farmers' Market & Art Show/Vail Farmers' Market Farm to table Series Vail Farmers' Market & Art Show/Meadow Drive Partnership Meadow Drive June 19th- Oct 2 Sundays and June 26, July 22 and August 12 $ 68,000.00 $ 35,000.00 531 35,000.00$ King of the Mountain Volleyball King of the Mountain Volleyball Vail Valley Fields June 17-19, 2016 $ 15,000.00 $ 15,000.00 525 15,000.00$ Vail Snow Daze Highline Mountain Plaza, Solaris Plaza/Meadown Drive December 9 - 11, 2016 $ 45,000.00 $ 40,000.00 521 40,000.00$ Vail Summer Bluegrass Series Lakeside Stride Arrabelle at Vail Square June 29, July 13, 27, August 10 $ 50,000.00 $ 50,000.00 515 50,000.00$ Spring Back to Vail Highline Golden Peak, Vail Village 4/10/2016 $ 30,000.00 $ 40,000.00 509 25,000.00$ Outlier Offroad Festival Uncommon Communications / Greenspeed Project Gondola One, Lionshead Base September 29 - October 2, 2016 $ 25,000.00 $ 25,000.00 509 25,000.00$ New dates request Sept 9-11, original date not viable Kick It 3v3 National Soccer Championship North American Sports Group Ford Fields, Vail Valley Fields July 29-31, 2016 $ 55,000.00 $ 55,000.00 508 40,000.00$ Lionshead Mountainside Event Lakeside Stride Mountainside location in Lionshead 8/27/2016 $ 40,000.00 $ - 508 -$ Colorado Cup 2016 - Bundesliga JJRose Holdings Group LLC Eagle Vail Field and Pavillion, Vail Mountain School Field, Vail Athletic Field and Ford Field July 15th - July 25th 2016 $ 75,000.00 $ - 506 10,000.00$ Conditional on Vail co-branding at stadium events. Vail Lacrosse Shootout International Lacrosse Promotions, Inc. Ford Park, Vail Athletic Field, VMS, Donovan Park June 25- July 3, 2016 $ 20,000.00 $ 15,000.00 502 15,000.00$ Vail Holidaze Ren Productions Vail Village Dec 16-18, 2016 $ 24,000.00 $ 36,000.00 489 24,000.00$ Big Beers, Belgians & Barleywines Festival Laura Lodge Vail Cascade Resort, Atwater, Terra Bistro, January 7 – 9, 2016 $ 30,000.00 $ 9,500.00 475 10,000.00$ Vail Automotive Classic/Vail Village Car Show & Evening Social Vail Valley Vail Village, Ford Park/Amphitheatre or Meadow Drive September 10-11, 2016 $ 9,000.00 $ 2,000.00 456 2,000.00$ Vail Valley Cup, 3rd Annual Cindy Eskwith Memorial Tournament + RECAP Vail Valley Soccer Club Vail Valley Fields October 1-2, 2016 $ 15,000.00 $ 5,000.00 455 7,500.00$ Producer commits to collecting matching funds from other communities. Colorado Grand CO Grand and LHMA Lionshead Mall Sept. 16-17, 2016 $ 10,000.00 $ 10,000.00 435 10,000.00$ Vail Whitewater Series Vail Recreation District Whitewater Park May 10, 17, 24, 31 & June 7, 2016 $ 6,000.00 $ 5,000.00 420 6,000.00$ Vail's Top Shelf Harvest Eagle Valley Events, Inc.Arrabelle at Vail Square 10/1/2016 $ 20,000.00 $ 20,000.00 402 15,500.00$ Producer should focus on spirits and distillery market and have food take a supportive role. Additional marketing support. U16 Rocky/Central Junior Championships Ski and Snowboard Club Vail Golden Peak Mar 11-17, 2016 $ 2,500.00 $ - 400 2,500.00$ Vail Summer Art Workshop Ren Event Productions/Vail Art Guild TBD June 6-10, June 13-17 and June 20-24 and August 15- 19 and August 22-26 dates working with Art Guild and CM $ 45,000.00 $ - 394 -$ Vail Arts Festival Eagle Valley Events, Inc.Lionshead Mall, Arrabelle at Vail Square June 24-26, 2016 $ 10,000.00 $ 10,000.00 392 10,000.00$ Resurrection Fighting Alliance Alliance Media Group, LLC.Dobson Arena, Lionshead Mall TBD $ 27,000.00 $ - 386 Vail Family Fun Fest Blue Creek Productions, Inc Lionshead June 25; July 2, 9I, 16, 23, & 30; August 8 $ 23,800.00 $ 20,000.00 374 20,000.00$ Starting Hearts: Inaugural Fitness Challenge Starting Hearts, Inc.Eagle County June 1 – July 1, 2016 $ 40,000.00 $ - 287 -$ TOTAL: $ 1,336,300.00 $ 829,000.00 Event Name:Producing Entity:Proposed Location:2016 Dates: 2016 Funds Requested: 2015 Funds Allocated: Total Grid Score 2016 Funding Allocated Notes Vail Centre Vail Centre (Vail Leadership Institute in 2015)Grandview Room, Donovan Pavilion 2016 $ 125,000.00 $ 21,000.00 638 56,000.00$ Mountains of Hope Vail Veterans Program Vail Village, Vail Mountain January 24-28, 2016 and March 6-11, 2016 $ 20,000.00 $ 13,800.00 579 18,000.00$ Producer to consider changing the name of the event to "Vail Mountains of Hope". Nurture/Explore/Discover at the Garden Betty Ford Alpine Gardens Betty Ford Alpine Gardens January 1 - December 31, 2016 $ 20,000.00 $ - 558 15,000.00$ Global Solutions Forum Students Shoulder-to-Shoulder: The International School of Global Citizenship Vail Mountain School and The Antlers of Vail October 20 – 23, 2016 $ 25,000.00 $ - 538 15,000.00$ Producer to consider changing the name of the event to "Vail Global Solutions Forum". Vail Symposium Winter 2016 Vail Symposium The Donovan Pavilion, The Grand View, The Antlers at Vail, The Arrabelle at Vail Square, The Town of Vail Public Library, The Sonnenalp and Vail Mountain School December 2015-April 2016 $ 45,000.00 $ 35,000.00 519 35,000.00$ Valley Tastings: Food for Youth, and Healthy Kids Colorado Survey Eagle River Youth Coalition Donovan Pavilion summer 2016, early October 2016 $ 1,000.00 $ - 481 $ 1,000.00 Starting Hearts: All You Need Is Heart Event Starting Hearts Donovan Pavilion 2/8/2016 $ 20,000.00 $ 6,000.00 441 6,000.00$ Vertical Express Can Do Multiple Sclerosis Vail Village, Vail Mountain 2/27/2016 $ 5,000.00 $ 1,000.00 419 4,000.00$ Mountain Fit Women’s Wellness Weekend Peak Wellness Retreat Town of Vail hotels, restaurants, Vail Resorts August 19-20, 2016 $ 15,000.00 $ 15,000.00 393 -$ TOTAL: $ 276,000.00 $ 150,000.00 Fireworks - Vail America Days & Holidaze - Split TBD 51,500.00$ $ 51,500.00 RRC Event Surveys for all events funded @ $10,000 or more + incentives for participation ($2800)52,800.00$ Meeting & Miscellaneous Expenses 3,000.00$ $ 55,800.00 $ 1,086,300.00 CSE 2016 FUNDING ALLOCATIONS Administrative Budget Remaining TOTAL CSE Budget CSE Cultural, Recreation and Community Event Funds: $829,000 CSE Education and Enrichment Event Funds: $150,000 RRC Event Surveys: $52,800 Fireworks Funding: $51,500 CSE Admin Budget: $3,000 Fireworks Budget Remaining: