HomeMy WebLinkAbout2017-09-06 CSE Miniutes FINALCSE Minutes September 6, 2017 Page 1 of 6
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, September 6, 2017 @ 8:30am
AG ENDA:
Meeting materials can be accessed at the following link:
http://bit.ly/2itYQQ0
CSE Members Present: Mark Gordon
Alison Wadey
Barry Davis
Rayla Kundolf (absent at 10:00am)
Samantha Biszantz
Kim Newbury Rediker
CSE Members Absent: Marco Valenti
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Ernest Saeger, Special Events Coordinator
Patty McKenny, Town Clerk
Others Present: Missy Johnson, Highline
Peggy Wolfe, Highline
Angela Mueller, REN Events
Molly Eppard, Town of Vail
Brian Hall, Blue Creek Productions
Ariel Rosemberg, Vail Summer Bluegrass
Brooke Skjonsby, Vail Resorts
Jim Soran, Vail Lacrosse Shootout
Lauren Merrill, Alpine Arts Center
Liz Gladitsch, Vail Resorts
CSE Chair, Barry Davis , called the meeting to order at 8:30am.
Administrative Items
Approval of the Minutes of the CSE Meeting on August 2, 2017
CSE Minutes September 6, 2017 Page 2 of 6
Motion to approve the minutes of the CSE Regular Meeting on August 2,
as presented.
M/S/P: Kundolf/Biszantz/Unanimous. The motion passed 6-0 (Valenti absent)
Review financials/Survey Results: Waniuk noted that she added sales tax per
CSE dollar spent column. Waniuk noted the highlighted green section was
requested from the VLMDAC to understand where guests are staying during
events. Wadey noted that the sales tax per CSE dollar spent should not be a
huge driving factor and that all statistics for events need to be considered during
the funding process.
Meeting Reminders:
o September: RFP System Training for CSE, set up appt before 9/20
o September 25: RFP Due by 4:00pm MST
o September 29: RFP + information provided to CSE for scoring
o October 3: Work session with Town Council
o October 4: NO REGULAR CSE MEETING
o October 9: RFP Meeting #1 (The Antlers at Vail) – 7:30am-7:30pm
o October 11: RFP Scoring due by 4:00pm
o October 18: RFP Meeting #2 (The Antlers at Vail) – 8:00am-5:00pm
o November 7: Presentation to Council of 2018 funding decisions
o November 1: Regular CSE Meeting – 8:30am
o November 14: CSE 2018 Allocations to be presented to VEAC
o November 16: CSE 2018 Allocations to be presented to VLMDAC
o December 18: Last day for Council call-up for funding decisions
Application Deadlines and Interview Dates for CSE applicants: Interviews at
Town Council Work Session on Tuesday, December 19. Deadline for letters of
interest due to the Town Clerk, Patty McKenny, by Friday, December 8.
o CSE members whose terms expire on December 31, 2017 are
Rayla Kundolf, Samantha Biszantz and Kim Newbury-Rediker.
Event Recap:
*motion to release final funding disbursement required
Vail Summer Bluegrass
Please see presentation for further details. Rosemberg noted that he is still not
committed to the Arrabelle as the location in 2018. Rosemberg noted that he has
been receiving feedback to extend the Series past four nights. Kundolf said she
would like to see it grow. Wadey suggested working with the Arrabelle GM in
hopes of continuing their partnership.
Motion to approve the final funding distribution Vail Summer Bluegrass
M/S/P: Wadey/Kundolf /Unanimous The motion passed 6-0 (Valenti absent)
Event Recap:
CSE Minutes September 6, 2017 Page 3 of 6
*motion to release final funding disbursement required
Vail Community Arts Program
Please see presentation for further details.
Motion to approve the final funding distribution Vail Community Arts
Program
M/S/P: Kundolf/Wadey /Unanimous The motion passed 6-0 (Valenti absent)
Event Recap:
*motion to release final funding disbursement required
Vail America Days
Please see presentation for further details. Wolfe noted that an initiative for next
year is to improve overall safety for all. Kundolf said the feedback she received
was that there were not enough floats and the theme needs to be stronger.
Wolfe agreed and suggested choosing a better theme for 2018. Biszantz
suggested offering an event on July 3rd for the guests that are in town. Gordon
said July 4th is a day that Vail can show it is a real town and is not as concerned
about the commercialization because it shows we have local businesses.
Motion to approve the final funding distribution to Vail America Days
M/S/P: Kundolf/Biszantz/Unanimous The motion passed 6-0 (Valenti absent)
Event Recap:
*motion to release final funding disbursement required
Vail Family Fun Fest
Please see presentation for further details. Wadey noted that he could do a
better job with marketing and collateral such as posters, rack cards, etc. Hall
said he agrees and plans on hiring someone next year to help with this. Rediker
noted that she believes this is a great ambient event but she has never had
anyone stay at the Antlers specifically for this event. Hall agrees that the
economic impact of $1.2M is questionable. Gordon suggested scheduling a
discussion to dig deeper into RRC’s research and methodology in coming to this
number. Davis said ambient events would be a good topic to discuss with
Council to receive direction on budget.
Motion to approve the final funding distribution to Vail Family Fun Fest
M/S/P: Rediker/Kundolf/Unanimous The motion passed 6-0 (Valenti absent)
Event Recap:
*motion to release final funding disbursement required
Vail Lacrosse Shootout
Please see presentation for further discussion. Wadey suggested additional
options for the younger age groups including clinics. Soran agreed and plans to
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increase this. Waniuk suggested increasing the public transport options in their
program next year. Waniuk noted that Soran should consider the comments
regarding scheduling. Waniuk suggested in town events at bars/restaurants for
the older demographic. Soran said they did have parties and will look more into
this. Rediker noted that the Town of Vail and Vail Rec District are working on
creating a ticketing system for the parking lot. Wadey noted that teams did a
better job making reservations at restaurants but it should still be pushed and
communicated. Wadey suggested communicating what parks are available for
teams and groups to use to BBQ. Saeger noted that parks cannot be reserved
and cannot be granted a liquor license.
Motion to approve the final funding distribution to Vail Lacrosse
Shootout
M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 (Valenti absent)
Vail Resorts Event Strategy & Update:
Please see presentation for further details. Gordon asked if there will be any big
concerts for Spring Back to Vail. Skjonsby noted that it would now be two
weekends instead of one weekend. Gordon confirmed it would be less of a
party. Skjonsby said yes and it would cater to guests that are in town already
and that it would not be a closing weekend party. Gordon said he is concerned
that two smaller concert weekends is setting up the late conversation about a
large closing weekend concert such as the past. Skjonsby said it has become a
local and Front Range party and that pond skimming would still be on closing
weekend or the weekend before. Gordon confirmed that Vail Resorts is not
proposing a big end of season concert. Skjonsby said yes and Vail Resorts
doesn’t have the budget for a big blowout type Kid Rock, etc. concert. Kundolf
said this should be discussed with Council on October 3rd. Wadey suggested
working with local bars and restaurants on closing weekend to package it with
pond skimming. Rediker noted that lodges had a difficult end of March in 2017
so the date change could help. Rediker also said not to compete with other
events such as Taste of Vail, Pink Vail, etc. Wadey noted that the women’s
hockey tournament is always on Martin Luther King weekend and suggested
Skjonsby reach out to them. Saeger explained that ERC is considering a
recommendation to Council on 9/19 that all concerts with an expected
attendance of 500-1,000+ would be required to move to Ford Park parking lot.
Davis noted that the CSE funded Snow Days for the weekend of 12/8-12/10.
Kundolf said the change of date means that the reasoning for the event is
changing. Skjonsby noted that they have found that people are not coming into
town for Snow Days. Rediker said the philosophy is on target but the reality
doesn’t meet this philosophy. Davis asked Rediker if lodges would benefit from
the date change. Rediker said yes, last year bookings were down until 12/21.
Rediker said it may influence travelers to book additional earlier days. Gordon
confirmed we funded $40k for Snow Days in 2017. Mueller noted that Holidays
dates are the 11th – 31st of December. Mueller is ok with the date change as long
CSE Minutes September 6, 2017 Page 5 of 6
as Snow Days doesn’t infringe on Vail Holidays™ events. Davis confirmed that
Mueller is ok with the date change. Mueller said yes if concerts at Ford Park but
Solaris concerts interfere with Kris Kringle on the 16th and 17th. Skjonbsy said
concert venues at Checkpoint and Arrabelle are too small and that Golden Peak
liability is too high. Davis confirmed that Skjonsby is ok with moving Snow Days
to Ford Park. Skjonsby said yes. Wadey said she would love to see Kris Kringle
in Lionshead.
Motion to approve the Snow Days flexible event dates of either
weekend; 12/8-12/10 or 12/15-12/17 and the flexibility of changing
concert venue location as well as being mindful of Vail Holidays
confirmed event schedule.
M/S/P: Gordon/Rediker/Unanimous The motion passed 5-0 (Valenti and
Kundolf absent)
2018 Funding RFP Updates & Evaluation Process:
Please see presentation for further details. Waniuk noted that there a number of
event promoters who cannot attend or call in and suggested they make a video.
Waniuk confirmed that she believes there will be fewer than five call-ins. Wadey
suggested spreading out the five videos throughout the day. Waniuk confirmed
that call-ins or recordings are ok with the CSE. Wadey cautioned that this is not
promoted as an option for presentation. Biszantz asked for there to be a time
limit for them to return answers. Waniuk said it will be the next day.
Discuss Agenda & Topics for Council Work Session on Tuesday, October
3rd:
Gordon asked why the CSE is presenting the same information to the Council
again. McKenny said she will ask the Mayor and Mayor Pro Tem to provide
questions for the CSE. Waniuk noted that the October 3rd meeting is more of a
conversation than presentation. Gordon suggested adding Town of Vail
community survey results regarding events. McKenny suggested that the Mayor
provide talking points during Matters for the Mayor at Council on 9/19. Davis
suggested the CSE asks what they can improve through data driven decisions.
Davis said they take direction from the Council and will continue to do so.
Saeger noted that the concert venue conversation has been discussed for a long
time. Saeger noted that the conversation was brought up again after the
successful Spring Back to Vail concert at Ford Park parking lot. Saeger noted
that the Ford Park parking lot venue is flexible and can accommodate crowds
from 1,500 to 10,000. Saeger noted that the Event Review Committee has
created a document identifying all concert venues in the Town of Vail and
identifying each of their strengths and weaknesses. McKenny noted that the goal
is to gain feedback from all groups including CSE, VEAC, businesses, property
managers, homeowners, etc. Gordon asked if Checkpoint Charlie is still a
concert venue option. Saeger said it is but event promoters have shown no
interest in hosting a concert here. Wadey noted that some businesses like
CSE Minutes September 6, 2017 Page 6 of 6
concerts in Solaris and that some businesses don’t. Wadey added that she
believes if concerts are at Ford Park parking lot, concert goers will still come into
town afterwards or beforehand. McKenny noted that we need to determine the
right sized concert that can take place at Solaris. Gordon said he understands
and respects life safety issues but also believes that there is an extent and
balance between this and events. McKenny suggested that we are trying to
come to a solution to create a threshold to hold events to concerning concert
sizes. Gordon noted that the safe density per event determined by the Town of
Vail is important but the calculation needs to be in line with national and other
mountain town standards. McKenny noted that we will continue to receive
feedback from all groups and that we may need to develop the plan over the next
6 months. Wadey added that the concert venue discussion may warrant a free
flowing guideline to include direction and recommendations rather than creating a
firm policy. Gordon asked if there is a maximum occupancy number at Ford Park
parking lot for a concert. Saeger said no it is TBD based on the concert setup
and infrastructure. Wadey said it is best to be more flexible than firm on the
venue. McKenny said she agrees and that the goal is to give new or existing
events direction on a concert venue based on expected attendance. Saeger
noted the need to communicate blackout dates to Pink Pass parking holders prior
to them going on sale October 1st. McKenny said that this would not be an
adopted ordinance.
New Business and Community Input:
Wadey noted their charity golf tournament is next Thursday, 9/14. Gordon said
that the Labor Day weekend events were awesome. Saeger added that GoPro
Mountain Games will be aired on Outside TV this week.
Motion to adjourn at 10:54am.
M/S/P: Davis/W adey/Unanimous. Motion passed 5-0 (Valenti and Kundolf
absent)