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