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HomeMy WebLinkAbout2017-06-07 CSE Agenda Minutes FINALCSE Minutes June 7, 2017 Page 1 of 7 COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, June 7, 2017 @ 8:30am AGENDA: Meeting materials can be accessed at the following link: http://bit.ly/2pylGr7 CSE Members Present: Mark Gordon Kim Newbury Rediker Marco Valenti Alison Wadey Barry Davis Rayla Kundolf Samantha Biszantz TOV Staff Present: Laura Waniuk, Event Liaison Specialist Kelli McDonald, Economic Development Manager Ernest Saeger, Special Events Coordinator Others Present: Krista DeHerrera, 10th Mountain Roller Dolls Cathy Zaikis, 10th Mountain Roller Dolls Caitlin Murray, Bravo! Vail Missy Johnson, Highline James Deighan, Highline Peggy Wolfe, Highline Chris Huntington, Vail Yeti Hockey Club Brooke Skjonsby, Vail Resorts Angela Mueller, Taste of Vail Owen Hutchinson, Vail Jazz James Kenly, Vail Jazz CSE Chair, Barry Davis, called the meeting to order at 8:32am. Administrative Items Approval of the Minutes of the CSE Meeting on May 3, 2017 CSE Minutes June 7, 2017 Page 2 of 7  Motion to approve the minutes of the CSE Regular Meeting on May 3, 2017 as presented. M/S/P: Kundolf/Wadey/Unanimous. The motion passed 7-0 Review financials: Refer to the spreadsheet. Waniuk noted that the 22 Net Promoter Score is not correct on the bottom and needs to be revised. Waniuk noted that our economic development impact is currently at almost $4 million. Waniuk is going to revise the spreadsheet and send out to the CSE. Gordon confirmed that payback ratio is sales tax receipts in order to calculate how much money is coming back to the town. Waniuk noted the economic impact formula. Waniuk said tax payback ratio is economic impact divided by funding received. Waniuk noted the overnight visitor percentage from events this year to date is 35%. Davis asked for the formulas on a document for the CSE to reference. Training for new RFP System: August – during CSE meeting, webinar or in- person. Waniuk noted that a webinar is the best method and will last around an hour. Roles of Council, CSE, ERC document Waniuk noted that Burton asked for this document to better understand the process and roles of Town of Vail organizations. Meeting Reminders: June 22: Strategic Plan review/joint meeting with ERC (1:00pm) August 7: RFP released September 25: RFP due October 9: RFP Meeting #1 (The Antlers Vail) October 18: RFP Meeting #2 (The Antlers at Vail) McDonald noted that November 7th will be the CSE presentation of event funding to Town Council. Discuss Town Council Review of Strategic Plan: Kundolf said it went very well. Davis said it went very well and that the CSE follows Town Council’s direction. Event Recap: *motion to release final funding disbursement required Vail Yeti Hockey Club Please see presentation for further details. Huntington noted that the Town of Vail funding was a huge help for sponsorship dollars, marketing, and lodging. Kundolf suggested that they capitalize on the league championship. Huntington agreed and plans to increase marketing efforts going into the 2017 season. Davis noted that the trend of a family friendly event should continue. Waniuk noted that she has discussed activation ideas for the upcoming year and season with Huntington. Saeger commented that CSE Minutes June 7, 2017 Page 3 of 7 security will increase in 2017 to continue the family friendly trend. Wadey asked about the challenges in obtaining surveys. Waniuk noted they had incentives of gift cards and tickets.  Motion to approve the final funding distribution Vail Yeti Hockey Club M/S/P: Rediker/Wadey/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Taste of Vail Please see presentation for further details. Mueller noted that as of May 2017 they hired a local sponsorship sales person. Kundolf asked if Mueller is open to sharing her sponsorship pe rson contact information with other events looking for help. Mueller said yes she would. Rediker noted her feedback from event attendees who were from out of town and didn’t know about the event but attended and really enjoyed it.  Motion to approve the final funding distribution Taste of Vail M/S/P: Valenti/Rediker/Unanimous The motion passed 7-0 Event Recap: *motion to release final funding disbursement required Spring Back to Vail Please see presentation for further details. Deighan noted that Highline cannot be the producer of this event in the future under current circumstances and funding amounts. Deighan suggested that Highline, CSE, Town of Vail, and Vail Resorts come together to discuss its future and funding amounts. Davis said that conceptually the CSE agrees but the Town Council has given direction the previous 2 years on how they see this event funded. Deighan noted that funding across the board from Town of Vail, Vail Resorts, and their Strategic Alliance has decreased year over year Staff: Please see history of Town of Vail funding statistics below. Vail Resorts and Strategic Alliance funding history is not available for reference. CSE Minutes June 7, 2017 Page 4 of 7 Davis noted the positive feedback of the Ford Park venue and direction of the stage. Deighan agreed and pointed out the tremendous work that his staff, specifically Peggy Wolfe put into it. Kundolf suggested that Deighan meet with the Town Council now to discuss funding for the 2018 concert. Rediker asked if it was an RRC survey. Waniuk said it was RRC that surveyed the event and they have provided details on the results in the CSE packet. Rediker noted that the net promoter score was low even though she went to the concert and pond skimming where everyone seemed to be having a great time. McDonald agreed that there were a number of people who questioned the net promoter score. Skjonsby noted her concerns on the survey and that t here were only 60 people at the concert surveyed. She added that Vail Mountain is considering their own survey in 2018. Waniuk asked the CSE to read the explanation of the survey results included in their packets. Deighan suggested having separate meetings with different entities from the Town of Vail and the community in order to increase funding.  Motion to approve the final funding distribution to Spring Back to Vail M/S/P: Rediker/Wadey/Unanimous The motion passed 7-0 Event Recap: YEAR:$ Spring Back to Vail 32,500.00$ 2003 32,500.00$ 2004 40,000.00$ 2005 40,000.00$ 2006 50,000.00$ 2007 65,000.00$ 2008 73,875.00$ 2009 70,000.00$ 2010 55,000.00$ 2011 45,000.00$ 2012 34,000.00$ 2013 37,500.00$ 2014 35,000.00$ 2015 40,000.00$ 2016 125,000.00$ 2017 130,000.00$ Lifetime Funding 872,875.00$ Average Funding 58,191.67$ Median Funding 45,000.00$ CSE Minutes June 7, 2017 Page 5 of 7 *motion to release final funding disbursement required Melee in the Mountains Please see presentation for further details. Kundolf noted that she was initially skeptical about the event and suggests that they don’t use “off-season” in their marketing. McDonald noted marketing efforts in hopes of informing businesses to stay open during this time of the year. Wadey noted that the best way to reach local businesses is to have one on one meetings to inform them of the event.  Motion to approve the final funding distribution to Melee in the Mountains M/S/P: Kundolf/Valenti /Unanimous The motion passed 6-0 Discuss RFP Interview Process: Waniuk presented the three options on the document included in their packet. Davis suggested option (1) and cut the presenting time to 5 minutes in order for the CSE to ask questions. Wadey added that the communication to promoters prior to the presentations needs to be clear about timing expectations. McDonald noted that it was communicated to all promoters in 2016. Davis suggested creating an RFP pitch script to help the promoters. Kundolf said that new events should be allowed longer than 5 minutes. Davis agreed and said that the timing should be put on the CSE. Wadey believes it is hard for the education and enrichment events to explain their event in 5 minutes due to their complexities. Gordon added that there were events that he felt needed longer than 10 minutes in order to understand fully. McDonald suggested that the CSE works with Waniuk on the amount of time each event gets and the overall scheduling process. Rediker said that last year went very smoothly and that there needs to be structure to the timing such as 10 minutes for existing, 15 for new events, and 15 for education and enrichment events. Biszantz suggested that the CSE ask events to present event details that are not included in their RFP. Rediker suggested not adding an extra day. Gordon and Kundolf agreed. Davis said that if events are given 10 minutes they will use it and believes the CSE should control the time limit. Wadey said 5 minutes is not enough time and agrees with Rediker’s suggestion of more structure. Kundolf confirmed that the producer gets 5 minutes to present and then the CSE has additional time for questions. McDonald suggested that we work offline with producers that struggled with the 10 minute window. Gordon confirmed that we had a clock that producers could see. Gordon suggested staying to 10 minutes with the option for the CSE board to add time. Davis suggested all promoters are allocated 10 minutes, suggesting that they present for 5 minutes and leaving time for CSE to ask questions. Waniuk said she can supply a paper scorecard to the CSE to use real time. Davis said keep it to 10 minutes with guidance. Davis suggested arranging the schedule according to events that may need more or less time. Waniuk said we need to communicate to all producers that the CSE may grant more time. Waniuk added that she would like the CSE to help with the scheduling. Kundolf CSE Minutes June 7, 2017 Page 6 of 7 confirmed 5 minutes for presentation and 5 minutes for questions. Davis said they will get 10 minutes with direction on the best way to use that time. Waniuk confirmed 10 minutes for each producer and staff will create a template on suggesting to events how to best use the 10 minutes with an asterisk that CSE reserves the right to add time. Review 2018 Funding RFP & Budget: McDonald noted that internal budget discussions will start but there will not be an approved budget until the Town Manager is hired. McDonald noted that the Council narrowed the candidates down to 6 who will come on the 26 th and 27th of June. McDonald added that August 1st is the goal of having a budget ready. McDonald said that we have been advised to not include a budget number in the RFP. Davis stated that he has a scheduling conflict with October 11th. Wadey noted that October 10th is a VEAC meeting and does not work. Waniuk confirmed with all CSE members that October 9th is the new event funding interview meeting date. Wadey asked when RFP information will be provided to the CSE. McDonald suggested moving the due date up a week to September 25th. Waniuk said materials will be sent to CSE by Friday, September 29th. Gordon noted that it would be challenging for new events to answer economic impact questions. Waniuk said she can add an option for new or existing event. Gordon suggested that the event understands they can reach out to Waniuk or Saeger to better understand questions. Biszantz suggested specifying group business and group booking to how many nights in your room block. Waniuk will revise the room nights question and send it back out to the CSE. McDonald noted to Gordon’s point, that new events can gath er information from staff so they better understand the questions. Rediker said should the CSE not support this event at the level requested, how it will change your event? She added second question is if not supported at all will it still occur. Gordon suggested asking if they anticipate funding in 2019 but not in an amount. Kundolf said it would be difficult for an event to explain 2019 if 2018 hasn’t happened yet. Kundolf asked for a question regarding event operations. Saeger will create one based on ERC review. Gordon said it was very helpful to have the Vail Rec District representative present at the funding meetings last year and hopes they will attend this year. Valenti suggested education and enrichment events include syllabus or class description if applicable. Event Liaison Marketing Update: Please see presentation for further information. Gordon pointed out that Bravo! Vail has had representation at almost all Town meetings including CSE, VLMDAC, and Council. McDonald noted that the Council is walking in the Vail America Days™ parade and decided not to hand out candy or other items. New Business and Community Input: CSE Minutes June 7, 2017 Page 7 of 7 Hutchinson spoke to the strong lineup that the Vail Jazz has performing this summer including at the Sonnenalp and Farmers’ Market. Kundolf thanked Saeger and Garnsey for changing the GoPro Mountain Games setup so quickly and efficiently. Rediker noted the VRD Whitewater Race Series was featured on Vail Mountains Instagram feed and received 6,000+ likes. Wadey noted to make sure that the full GoPro Mountain Games name is used and not just “GoPro”. Wadey asked for a list of hashtags. Saeger updated the group on the Town of Vail Facebook page. Gordon asked about out of cycle events. McDonald said that staff has had meetings and the process is more or less in place. Gordon asked if we can discuss in July CSE. Waniuk said yes. Waniuk noted that the next CSE meeting is July 5th.  Motion to adjourn at 11:17am. M/S/P: Kundolf/Wadey/Unanimous. Motion passed 7-0