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HomeMy WebLinkAbout2018-4-7 CSE Agenda Minutes FINAL COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, April 4, 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 Kim Rediker TOV Staff Present: Laura Waniuk, Event Liaison Specialist Mia Vlaar, Economic Development Director Others Present: Andrea Sbicca, Highline Melissa Meyers, Bravo! Vail Colleen Davis, Vail Centre Becca Aliber, Vail Veterans Program Eddie Shipstad, Shipstad Entertainment CSE Chair, Barry Davis , called the meeting to order at 8:31am. Administrative Items Approval of the Minutes of the CSE Meeting on March 7, 2018 Motion to approve the minutes of the CSE Regular Meeting on March 7, 2018 as presented. M/S/P: Gordon/Kundolf/Unanimous. The motion passed 6-0 (Rediker Abstain) Meeting reminders: •July 4 CSE meeting – rescheduled to July 11 •Vail Brand Meeting for Producers: Thursday, April 19 – Grand View @ 12:00-1:30pm CSE Minutes April 4, 2018 Page 1 of 5 1. Waniuk noted that the VLMDAC will be presenting their marketing strategy for 2018. Upcoming events to attend: Taste of Vail – 4/4-4/8 Spring Back to Vail Pond Skimming – 4/15 Skate Vail’s Melee in the Mountains – 4/27-4/29 • Rediker noted that The Antlers is receiving a lot of reservations for this event. • Kundolf suggested creating talking points and communicating the success story of this event. Legacy Fighting Alliance – 5/4 • Waniuk noted the article in the Vail Daily. • Vlaar said the talking points will be very helpful for many to understand the event. Spring Back to Vail Concert Recap: • Biszantz asked how Spring Back to Vail went. • Kundolf said it was great but the sound check was very long and loud. • Kundolf added that the age of attendees was very diverse and the music was good. • Rediker said there was a very good crowd and all were having fun. • Rediker added that the concert attendees are not the customers that The Antlers draws. • Rediker believes that a lot of people were from out of town. • Kundolf said she believes most were from Summit County. • Wadey noted that she received many e-mails from businesses commenting on how long and loud the sound check was. • Gordon said it was busy but seemed more like a social event as opposed to a fun party event. • Gordon believes that the crowd was mostly Easter visitors who were already in town. • Gordon said it was not the usual Vail demographic. • Biszantz said her bar usually gets very busy after concerts and she was not busy after this one. • Wadey noted that the media from the event being released by Vail Resorts looked great. • Gordon suggested creating a strategy for concerts and the type of bands that are being booked. • Wadey said she believes this is more of a brand discussion for Town Council. • Wadey said she thought that SOJA was a solid booking based on the amount of funding that Highline was given. • Rediker added that Highline has a strategy and believes that the Town of Vail may need to create their own strategy as well. CSE Minutes April 4, 2018 Page 2 of 5 • Gordon said he does not think it is a CSE discussion regarding concert strategy and rather it is a Council discussion. • Vlaar said she believes we may be struggling with the audience and how the audience resonates with what the strategy is. • Vlaar added that we need to identify not only the audience that we are targeting for this specific event but also identifying the audience we do not want to target. • Waniuk noted that she highly suggests attending the brand meeting on April 19th Review Education & Enrichment Discussion with Council: • Davis said Council wants to further define the category and how they invest in it. • Davis said he thinks Council wants to have a better understanding of the Education & Enrichment category. • Davis said he believes Council wants to understand the demographic that is attending Education & Enrichment events. • Davis said Council commented that out of town over night guests are still important for this category. • Gordon asked Waniuk to send out an invite to the Council discussion regarding the Education & Enrichment category. • Kundolf suggested this discussion should happen by end of June. • Valenti asked if it would be defunded for 2019? • Davis said it is unclear at this time. • Davis said the scorecard still needs to be better communicated to Council. • Waniuk said she will create a memo which will include the scorecard. • Davis suggested adding a break out graph identifying visitor demographics and net promotor score of the Education & Enrichment category. • Waniuk said not all of the Education & Enrichment events have been surveyed and have this data. • Davis suggested providing Council with sample questions for their discussion. • Gordon noted that Council referred to two events receiving a majority of the category budget • Rediker suggested including the amount requested by events and the actual amount funded. • Vlaar noted past conversations regarding ambient events in town and what value and ROI they had. • Vlaar said it is important to communicate that these types of events may not bring ROI but enhance the guests experience in town. • Gordon agreed with Rediker’s comment that the CSE takes direction from a majority of the Council. • Waniuk suggested changing the vernacular to ambient events. CSE Minutes April 4, 2018 Page 3 of 5 • Wadey added that Lionshead merchants have expressed their desire to have smaller ambient style events. December Ice Skating Show Overview: • Shipstad said his goal is to bring elite level figure skating back to Vail • Shipstad said it would be a Vail skating festival which would include multiple shows including free events and a paid show at Dobson. • Shipstad said they plan on having at least three Olympians at the paid show at Dobson. • Shipstad said he will be applying for funding through Town Council. • Kundolf said this would be a great event and addition to Vail Holidays. • Rediker said she supports the event but noted that December 22nd is the start of the holiday booking period which requires seven night stays. • Shipstad said he is open to date suggestions and what works best for the Town of Vail. • Shipstad suggested spreading out the shows to the paid events the first week of Holidays and then the free events the later week. • Gordon asked if he can still do the paid event if he does not receive any funding. • Gordon added that the in-kind rental of Dobson is a much more relevant ask. • Shipstad said his largest expense is the Dobson rental. • Davis confirmed that Shipstad is asking for CSE’s recommendation for support. • Shipstad said yes. • Wadey stated motion for the CSE to recommend the event to Town Council. • Kundolf second. • Davis said the motion is to support the mid season funding request of in- kind use of Dobson and monetary funding for a paid show and two free shows. • Vlaar said she likes the idea of having the event on the weekend of the 15th in order to draw Front Range guests to Vail. • Davis suggested to bundle all events together and to point out the Olympians that would be performing. • Waniuk suggested to include the desire to improve Vail Holidays in the recommendation letter to Council.  Motion to write a letter support for the figure skating event request to Town Council for in-kind use of Dobson Ice Arena and financial support for two free shows and one paid show during Vail Holidays 2018. M/S/P: Wadey/Kundolf/Unanimous. Motion passed 7-0. Event Recaps: Vail Veterans Program CSE Minutes April 4, 2018 Page 4 of 5 *motion to release final funding disbursement required Please see presentation for further details. • Aliber noted that 100% of participants come to Vail for the event only. • Aliber noted that 69% of their participants were new visitors to Vail. • Aliber noted that the additionally day of the event this year provided roughly $40,000 in additional revenue to the Town of Vail • Kundolf noted that the participants do come back to Vail and bring their families and friends.  Motion to approve the final funding distribution Vail Veterans Program. M/S/P: Kundolf/Valenti/Unanimous The motion passed 7-0 TEDxVail *motion to release final funding disbursement required Please see presentation for further details. • Haber noted there will be a total of over 150 talks with over 1 million views. • Haber noted that sustainability is a major goal of their event. • Haber said they calculate their carbon footprint so they can purchase carbon offsets. • Haber noted that April 14th is the TEDxVail Youth event at Battle Mountain High School. • Haber said they are offering TEDx in Spanish at The Antlers at Vail. • Kundolf asked if the venue worked. • Haber said they are looking at Donovan Pavilion in 2019. • Haber added that they do not want to be in competition with other events like they were with Project Funway this year.  Motion to approve the final funding distribution Vail Veterans Program. M/S/P: Valenti/Rediker/Unanimous The motion passed 7-0 New Business and Community Input: • Waniuk introduced Andrea from Highline • Rediker noted that Biszantz is nominated for two Vail Valley Partnership awards including Young Professional of the Year. • Davis introduced herself representing the Vail Centre. • Davis said thank you to the CSE for their work regarding the Education & Enrichment events.  Motion to adjourn at 10:13am. M/S/P: Kundolf/Rediker/Unanimous. Motion passed 7-0 CSE Minutes April 4, 2018 Page 5 of 5