HomeMy WebLinkAbout2018-2-14 CSE Agenda Minutes FINAL
COMMISSION ON SPECIAL EVENTS MEETING
Vail Town Council Chambers
Wednesday, February 14, 2018 @ 8:00a.m.
AG ENDA:
Meeting materials can be accessed at the following link:
http://bit.ly/2DDJRc9
CSE Members Present: Mark Gordon
Alison Wadey
Barry Davis
Rayla Kundolf
Samantha Biszantz
Kim Newbury Rediker
TOV Staff Present: Laura Waniuk, Event Liaison Specialist
Ernest Saeger, Special Events Coordinator
Mia Vlaar, Economic Development Director
Others Present: Colleen Davis, Vail Centre
Beth Pantzer, Bravo! Vail
Chris Cares, RRC
David Becker, RRC
CSE Chair, Barry Davis , called the meeting to order at 8:04am.
Administrative Items
Approval of the Minutes of the CSE Meeting on January 10, 2017
Motion to approve the minutes of the CSE Regular Meeting on January
10, 2018 as presented.
M/S/P: Kundolf/Rediker/Unanimous. The motion passed 6-0 (Valenti Absent)
Meeting Reminders:
•Joint meeting with Town Council Regarding Event Categories:
March 20 (TBD)
RRC & Associates 2017 Survey Program Presentation
Please see presentation for further details
CSE Minutes February 14, 2018 Page 1 of 4
• Cares said he believes there is not another mountain town that has such a
balanced and full calendar of events.
• Cares noted they moved to a follow-up web based survey.
• Vlaar noted that Town of Vail Finance Department is using new tax
software that can track an event’s specific tax revenue.
• Davis asked for clarification.
• Waniuk confirmed that it is the event’s vendors and businesses sales tax
that can be tracked.
• Cares asked to clarify if the tax software can hone in on the 5 days of
Burton. Vlaar said that is a future goal but currently we do not collect
sales tax on a daily basis.
• Davis asked if the Burton survey came out of the CSE budget.
• Cares said the web survey came out of Burton’s budget but the intercept
survey came out of the CSE’s budget.
• Waniuk noted that since Burton is the largest funded Town of Vail event it
made sense to perform the intercept survey.
• Gordon asked why Kick It 3v3’s survey was canceled.
• Waniuk said they performed their own survey and did not send out the
CSE’s survey link.
• Cares noted that event survey participation has improved overall but there
is still room for improvement.
• Waniuk asked if overnight visitor can be broken out into Front Range vs.
all others.
• Becker said yes.
• Wadey asked if there is an overall survey respondent number.
• Becker said it is 2,800 total.
• Gordon asked if Vail Craft Beer Classic survey results are an outlier.
• Waniuk said she was at the event and believes that the number is true
based on her observations.
• Becker noted that the Vail Craft Beer Classic sample was small around 32
or 33 people.
• Waniuk noted that Vail Lacrosse Shootout’s net promoter score is much
higher than other sports tournaments and will dig deeper into what they
are doing right.
• Rediker said she was surprised the Vail Yeti net promoter score was so
low. Saeger noted that these are 2017 results and they were still having
crowd management issues during this time.
• Saeger added they have improved in 2018 and will be interesting to see if
this number goes up.
• Cares noted that the question of asking whether they’ve been here at the
event before is an important question.
• Waniuk noted that there is fall off between visiting one time to visiting four
or five times and that it drops off in the middle between two or three visits.
• Rediker noted Vail Symposium has multiple events annually versus one
weekend.
CSE Minutes February 14, 2018 Page 2 of 4
• Gordon asked how much of a driver Vail Family Fun Fest was to
specifically attract people to town.
• Becker said yes the reasoning per the survey results was 3.8 out of 10.
• Davis noted the guests that are attending are here to enjoy Vail and are
spending money while they’re in town.
• Gordon confirmed that the aggregate of $0.60 means that the Town of Vail
lost $0.40.
• Becker noted that if all events were added then it would be more around
$1.40. Davis asked if Spring Back to Vail was council funded and it
should be included in Council funded survey.
• Waniuk said yes and will make adjustments.
• Cares noted that the other intangible benefits of special events are very
important and cannot be overlooked.
• Vlaar noted three thoughts: 1. Should we separate out sports
tournaments in order to be able to look at all other events? 2. Are you a
first time visitor to this event? 3. How do we move forward with survey
Council funding events?
• Waniuk said initially they were included in CSE survey program but do not
receive additional funding from Council to CSE.
• Waniuk said in order for these events to be surveyed the budget needs to
be increased by 35%.
Review 2018 Survey Program Events
Please see presentation & attachment for further details.
o Waniuk noted that the goal is to create criteria around which events are
surveyed.
o Gordon suggested that VLMDAC provide funding for an intercept survey
of Vail America Days since it is purely based on obtaining demographic
info.
o Wadey noted that the number of people responding to the surveys needs
to be improved because some events are only having 15 people respond.
o Gordon asked if the lack of sample size is on the event producer.
o Waniuk said it is a number of things including delaying the time to send
out the survey, incentives, communication, etc.
o Gordon suggested having a survey score on their scorecard.
o Waniuk said the challenge is that only about half of the events are
surveyed. Rediker said there is a lot of fatigue of businesses being asked
for incentives. Rediker said this should be on the event to acquire
incentives.
o Gordon suggested that we should build incentives into their budget for
items such as gift cards to local businesses.
o Rediker suggested taking Burton off the table.
o Vlaar asked that we already receive the data we want through the web
survey. Waniuk noted that new signature events are required to survey.
Education & Enrichment Category Discussion
CSE Minutes February 14, 2018 Page 3 of 4
Waniuk noted that she may push their Council work session to a Council date in
April.
New Business and Community Input:
Kundolf asked for ERC feedback on events before they come in for event recaps.
Saeger said yes, he will compile feedback from ERC.
Motion to adjourn at 9:30am.
M/S/P: Davis/W adey/Unanimous. Motion passed 6-0 (Valenti Absent)
CSE Minutes February 14, 2018 Page 4 of 4