HomeMy WebLinkAbout2017-08-02 CSE Minutes FINAL
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, August 2, 2017 @ 8:30am
AG ENDA:
Meeting materials can be accessed at the following link:
http://bit.ly/2tNWpLN
CSE Members Present: Mark Gordon
Marco Valenti (Departed at 10:00am)
Alison Wadey (Arrived at 9:27am)
Barry Davis
Rayla Kundolf (Departed at 9:58am)
Samantha Biszantz
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Kelli McDonald, Economic Development Manager
Ernest Saeger, Special Events Coordinator
Others Present: Tom Boyd, Vail Valley Foundation
Mac Garnsey, Vail Valley Foundation
Sacha Kostick, Vail Valley Foundation
Jason Ornstein, Team Player Productions
Kristen Horpedahl, Team Player Productions
Laurie Asmussen, Eagle Valley Events
Leon Fell, King of the Mountain Volleyball
Alan Himelfarb, Stearting Hearts
CSE Chair, Barry Davis , called the meeting to order at 8:33am.
Administrative Items
Approval of the Minutes of the CSE Meeting on July 5, 2017
Motion to approve the minutes of the CSE Regular Meeting on July 5 , as
presented.
M/S/P: Valenti/Kundolf Unanimous. The motion passed 5-0 (Wadey and
Rediker absent)
CSE Minutes August 2, 2017 Page 1 of 5
Review financials/Survey Results: Refer to the spreadsheet. Waniuk noted
that she added a column displaying the survey sample size to better understand
the results. McDonald noted that the percentage of responders saying they are
overnight visitors vs. the percentage saying they were staying in lodging did not
match and will check with RRC. Gordon asked for another column displaying the
sales tax return on every dollar the CSE spends. Waniuk said she will add and
ask RRC if it can be broken out per event instead of overall funding.
Meeting Reminders:
August/September – RFP System Training, webinar or in-person
August 7: RFP Released
September 25: RFP Due by 4:00pm MST
September 29: RFP + information provided to CSE for scoring
October 4: NO REGULAR MEETING
October 9: RFP Meeting #1 (The Antlers at Vail) – 7:30am-7:30pm
October 11: RFP Scoring due by 4:00pm
October 18: RFP Meeting #2 (The Antlers at Vail) – 8:00am-5:00pm
November 7: Presentation to Council of 2018 funding decisions
McDonald noted that the CSE is making a recommendation to the Council
and at that point they can call it up or have until December 18 to do so.
Gordon asked if Council has to make vote or if it is finalized after
December 18. McDonald noted that the call up includes the Council and
the event promoters, meaning that an event promoter can petition the
Council. McDonald said she will confirm with the Town Attorney.
December 18: Last day for Council call-up for funding decisions
Event Recap:
*motion to release final funding disbursement required
GoPro Mountain Games
Please see presentation for further details.
Gordon asked for more info on the Austin, TX event. Boyd said Yeti and Trigger
Point are based in Austin. Boyd added that Marcus King Band performed at the
Yeti flagship store which had about 400 attendees. Boyd confirmed that the
brand that was being spread at the Austin, TX event was GoPro Mountain
Games. Kundolf noted feedback she received that it was difficult for last minute
registrations on the website. Valenti asked for the term of the GoPro contract.
Garnsey said it is currently through 2018. Davis noted that the Gerald R Ford
Amphitheatre was a great change for the music venue. Garnsey noted that there
were a number of people coming to town just for the music and not the GoPro
Mountain Games. Garnsey said they are discussing a possible ticketed event on
Saturday night if they can get the right band.
Motion to approve the final funding distribution GoPro Mountain Games
M/S/P: Kundolf/Valenti /Unanimous The motion passed 5-0 (Wadey and
Rediker absent)
CSE Minutes August 2, 2017 Page 2 of 5
Event Recap:
*motion to release final funding disbursement required
Vail Craft Beer Classic
Please see presentation for further details. Ornstein said they would like to add
more programming and start on Thursday in 2018. Horpedahl noted the goal of
extending to 5 days and 30+ events similar to their other events in Colorado.
McDonald asked how their relationship worked with Vail Resorts. Ornstein said it
was very good working with Anne Redden. Waniuk asked if the partnership with
West Vail Liquor was successful. Ornstein said Laurie Mullen feedback was they
loved being associated with the event but it did not go as well as they’d like.
Kundolf noted the lack of marketing in the Vail Valley and suggested they use the
Vail Welcome Centers to reach the day visitors. Ornstein noted they advertised
in Vail Daily, two local radio stations, a direct mailing piece, digital marketing, and
more but will improve next year. Biszantz suggested having breweries on tap in
local bars and restaurants prior to the event to help with promotion and
marketing. McDonald asked if there is a model to help with walk-ups vs. pre-
event ticket sales due to culture of locals and events. Ornstein said yes, they are
looking at different ticket options for 2018. Davis suggested increasing
involvement with local bars and restaurants. Horpedahl agreed and said a lot of
restaurant and bars were hesitant due to it being a first year event.
Motion to approve the final funding distribution Vail Craft Beer Classic
M/S/P: Kundolf/Wadey /Unanimous The motion passed 5-0 (Wadey and
Rediker absent)
Event Recap:
*motion to release final funding disbursement required
Vail Arts Festival
Please see presentation for further details. Wadey noted that Asmussen is great
at responding to merchants in Lionshead. Wadey noted that for the most part
Lionshead businesses love the traffic and plan on having the event to help their
businesses. Kundolf noted that the amount of art festivals in a 200 mile radius
results in a lot of competition. Kundolf suggested limiting the number of artists to
a smaller number of high end and better quality artists. Gordon suggested
partnering with an international art festival to bring exclusive artists to Vail.
McDonald said it is similar to what the community is going through with the Vail
Film Festival, meaning the community wants a film festival and arts festival and
would like to help evolve the event.
Motion to approve the final funding distribution to Vail Arts Festival
M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 (Rediker absent)
Event Recap:
CSE Minutes August 2, 2017 Page 3 of 5
*motion to release final funding disbursement required
King of the Mountain Volleyball
Please see presentation for further details. Kundolf suggested Fell could extend
the tournament outside of the weekend. Davis asked if Fell’s production team
changed this year. Fell said a majority of the comments were regarding Friday
due to a coordinator not fulfilling his role. Davis noted that Fell’s survey recap
was not polished with a lot of placeholders left on the recap. Davis noted that
Fell needs to pay more attention to the Vail brand guidelines and use of Town of
Vail logos. Davis asked if event is mature or growing. Fell said they are
constantly trying to figure out ways to grow and it would be through junior sports.
Fell said they are partnering with the AVP pro beach tour juniors program.
Kundolf suggested that Fell hire a millennial to help with branding, social media,
and marketing. Davis said that the CSE needs to feel comfortable that the event
participants are leaving Vail happy. Davis said the CSE is going to look further at
the marketing plan at this years funding meeting. Wadey said the event is busy
and the Ford Field setup looks good.
Motion to approve the final funding distribution to King of the Mountain
Volleyball
M/S/P: Kundolf/Gordon/Unanimous The motion passed 6-0 (Rediker absent)
Starting Hearts August Event Update:
Please see presentation for further details. Himelfarb noted the event will take
place on Willow Bridge Rd. on Friday, August 25, 2017. Himelfarb noted that
they have a national advertising agency that took them on as a pro bono client.
Wadey noted that Starting Hearts has been educating local schools and that her
son was one of the participants. Himelfarb noted that they have a partnership
with Eagle County Schools to teach all students.
New Signature Event Framework:
Please see document for further details. Davis asked why events are funded by
Council every odd year instead of every year. McDonald said Council events are
established events and do not need to be reviewed each year. McDonald added
the events will receive the same amount of funding for two years unless they ask
for more due to change. Waniuk noted that the Council application will evolve to
the online CSE application in 2018. McDonald noted that this document has
been presented to Mayor and Mayor Pro Tem. McDonald added that McKenny
wants CSE feedback and then include this document as a memo in a future
Council packet. McDonald noted that the recommendation committee could
include Staff, CSE, and Council. Gordon said that it would be good to have
additional members outside of Staff to make it a good balance and provide
different opinions. Waniuk asked if signature event applicants must appear
before entire CSE and entire Council. McDonald noted that this is open but is
probably better to leave it as they appear before all. Gordon agreed that leaving
some ambiguity for the recommendation committee to use as next steps is a
CSE Minutes August 2, 2017 Page 4 of 5
good idea. Biszantz asked how a producer knows which process to use.
McDonald said it varies and usually the Economic Development office gets
contacted first.
2018 Funding RFP Updates:
Gordon confirmed that the Vail Rec District was aware of the RFP application
questions and process. Waniuk confirmed that they are. Gordon asked for
clarification of Save vs. Save Draft. Gordon suggested adding a button or note
saying this has not been submitted. Waniuk said she will add a note at the
bottom regarding the need to submit.
New Business and Community Input:
Wadey noted that Pioneer Weekend is 9/22-9/24 and has been receiving a lot of
RSVPs. Wadey offered the opportunity to local businesses to be included in
promotions and communications. Wadey said Business, Bogey’s, and Bragging
Rights golf tournament at Vail Golf Club with the after party at the Vail Golf
Clubhouse is September 14th and is looking for donations and teams.
Motion to adjourn at 10:47am.
M/S/P: Davis/Wadey/Unanimous. Motion passed 4-0 (Valenti, Rediker,
Kundolf absent)
CSE Minutes August 2, 2017 Page 5 of 5