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Home My WebLink About2018-3-7 CSE Agenda Minutes FINALCSE Minutes March 7, 2018 Page 1 of 4 COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, March 7, 2018 @ 8:30a.m. AG ENDA: Meeting materials can be accessed at the following link: http://bit.ly/2t6tAvo CSE Members Present: Mark Gordon Alison Wadey Barry Davis Rayla Kundolf Samantha Biszantz Marco Valenti TOV Staff Present: Laura Waniuk, Event Liaison Specialist Ernest Saeger, Special Events Coordinator Others Present: Liz Gladitsch, Vail Resorts Colleen Davis, Vail Centre Pete Osorio, Vail Resorts Jason Roberts, Intercept Insights CSE Chair, Barry Davis , called the meeting to order at 8:31am. Administrative Items Approval of the Minutes of the CSE Meeting on February 14, 2018 Motion to approve the minutes of the CSE Regular Meeting on February 14, 2018 as presented. M/S/P: Kundolf/Valenti/Unanimous. The motion passed 6-0 (Rediker absent) Meeting reminders: Joint meeting w/ Town Council Regarding Event Categories: April 3 afternoon session •Waniuk noted that it is tentatively scheduled at 1:00pm. July 4th CSE meeting – reschedule meeting to July 11. •Waniuk confirmed with the CSE that this is a good date. CSE Minutes March 7, 2018 Page 2 of 4 Upcoming events to attend: Burton US Open - 3/5 - 3/10 Vail Arts Program – 3/13 Vail Yeti Hockey – 3/17, 3/23, 3/24 • Gordon noted that he attended the Vail yeti game and it was a great crowd and atmosphere. Wadey noted that Pink in the Rink is next weekend prior to the Vail Yeti game. Pink Vail – 3/24 Spring Back to Vail Concert – 3/31 Education & Enrichment Category Discussion Please see presentation for further details. • Gordon suggested the CSE should point out that community members are being educated and in return benefiting the community. • Davis added that there should be proposed criteria added to the presentation. • Kundolf said in-kind should be added and also the return on investment. • Waniuk said she will add overall objectives of the discussion on page 3. • Waniuk noted that she will add how many overall Education & Enrichment applications the CSE received. • Davis added that the money requested should be included as well. • Gordon suggested removing “drive group business.” • Wadey suggested changing the wording to promote group business. • Davis added that the CSE needs to have a future discussion regarding the definition of group business. • Kundolf said the slide on page 7 is going to create a lot of discussion with Council. • Wadey agreed but said that this conversation has to happen with Council to ensure they are all aligned. • Waniuk suggested changing the Education & Enrichment category from “events” to “programs”. • Biszantz said the Council would like to know exactly what we’re funding in the Education & Enrichment category. • Biszantz said the categories apply to Education & Enrichment programs differently than they apply to Recreational, Cultural, & Community events. • Kundolf agreed. • Waniuk suggested changing the slide on page 7. • Davis said the scorecard doesn’t necessarily determine the funding amount. • Davis said they consider all of the CSE member’s scores which then ignites discussion to determine the funding amount. • Wadey said the slide on page 7 needs to be explained to Council rather than just presented. • Davis said they need to define how and why they use the scorecard. CSE Minutes March 7, 2018 Page 3 of 4 • Davis noted that the grand total on page 10 speaks to the success of the events drawing a balance of attendees. • Wadey agreed and pointed out that the 23% of down valley residents is an important number and reflects that down valley residents come to Vail and spend money. • Biszantz asked for explanation of Betty Ford Alpine Garden’s economic impact of $435,000. • Waniuk said she will look at their dashboard. • Valenti added that it would be good to have this kind of backup ready for the Council meeting. • Biszantz asked why Pink Vail has moved to Recreational, Cultural, & Community as opposed to Betty Ford Alpine Gardens staying in the Education & Enrichment category. • Wadey added that Pink Vail was using their funding mainly for marketing as opposed to an educational event. • Davis said Pink Vail draws people to town for a one day event to have a good time. • Gordon said Pink Vail is more of an event as opposed to programming. • Davis added that the data for a lot of the Educational & Enrichment events is skewed. • Wadey agreed and noted that the number of survey respondents needs to be improved. • Wadey said that the data information is important but the CSE considers all factors and they can’t hang their hat on the survey data only. Event Marketing Liaison Report Please see presentation for further detail. • Waniuk noted Pink Vail’s success in acquiring sponsors and is going to have a discussion with them to learn more which may help other events. Colorado Classic Update • Saeger updated the CSE on the current planning process for the Colorado Classic this August 16th and August 17th. • Saeger noted that numerous stakeholders both, internal and external, have been finalizing Thursday’s circuit route since January. • Saeger noted that Thursday’s circuit route is going to have road closures, traffic impacts, and in result is going to hinder access for residents and businesses from West Vail to the golf course on the south side of I-70 from 9:00am – 3:00pm. • Saeger noted that the route will be release on March 15th and presented to Council on March 20th. New Business and Community Input: • Waniuk noted that a skating show may be added to Vail Holidays. CSE Minutes March 7, 2018 Page 4 of 4 • Waniuk noted the exact date is TBD but hopefully around the Winter Solstice. • Saeger said that the concert venue change from Solaris to Ford Park parking lot is coming to the forefront since Burton US Open is occurring this week. • Saeger added that tentatively the concert venue discussion will occur at Town Council on April 17th. • Gordon added the Bravo! Vail has many exciting updates for this summer’s events. • Wadey noted that the Vail Valley Foundation asked for funding for the Gerald R Ford Amphitheatre video board and Council tabled it to 2019. • Wadey said she would see the Ford Park parking lot improvements funding be provided for this year instead of funding for a video board.  Motion to adjourn at 9:54am. M/S/P: Kundolf/Valenti/Unanimous. Motion passed 6-0 (Rediker absent)