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HomeMy WebLinkAbout2018-7-11 CSE Agenda Minutes FINAL DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, July 11, 2018 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: https://bit.ly/2M86p91 CSE Members Present: Mark Gordon Barry Davis Rayla Kundolf Marco Valenti Samantha Biszantz Alison Wadey Kim Newbury Rediker TOV Staff Present: Laura Waniuk, Event Liaison Specialist Ernest Saeger, Special Events Coordinator Mia Vlaar, Economic Development Director Others Present: Andrea Sbicca, Highline Kris Sabel, Vail Symposium Pete Orosio, Vail Mountain Liz Gladitsch, Vail Mountain Shawn Carney, Vail Mountain Sven Bean, Legacy Fighting Alliance Rob Crawford, Vail Rec District Joel Rabinowitz, Vail Rec District CSE Chair, Barry Davis , called the meeting to order at 8:30am. Administrative Items Approval of the Minutes of the CSE Meeting on June 6, 2018  Motion to approve the minutes of the CSE Regular Meeting on June 6, 2018 as presented. M/S/P: Kundolf/Valenti/Unanimous. The motion passed 6-0 (Wadey absent) CSE Minutes July 11, 2018 Page 1 of 6 Meeting reminders: • Joint Meetings with VEAC – July 10, VLMDAC – July 19 • August 1: regular CSE meeting – rescheduled to August 8 • August 6: 2019 RFP released • September 5: Regular Meeting • September 24: 2019 RFP Due • Waniuk reminded the CSE that there are three CSE meetings in October. • Valenti noted that the calendar has incorrect dates • Davis asked Waniuk to confirm the dates • Waniuk said October 3rd is the regular CSE meeting, October 10th are the funding interviews, and October 17th is the funding allocations meeting Event Recaps: Vail Whitewater Race Series *motion to release final funding disbursement required Please see presentation for further details. • Crawford said the two person raft category doubled the participation numbers for the overall event • Crawford said the new pinnies purchased from CSE funding made the event look much more professional • Crawford said the participants are very grateful for the series • Davis asked what the opportunities for growth are • Crawford said female participant numbers are growing and female participation continues to be an opportunity • Davis confirmed the race disciplines are kayak, SUP, and two person raft • Crawford said there was a women’s category for every kayak and SUP race in 2018 • Gordon asked if there were any parking issues • Crawford said everything went very smoothly  Motion to approve the final funding distribution for Vail Whitewater Race Series. M/S/P: Rediker/Biszantz/Unanimous The motion passed 7-0 Vail Symposium *motion to release final funding disbursement required Please see presentation for further details. • Sabel noted that they have a total of about 50 programs throughout the year and Town of Vail is recognized at all of them • Sabel noted that most attendees are from down valley • Davis asked what venues are working for them CSE Minutes July 11, 2018 Page 2 of 6 • Sabel said all of them work but Donovan is the best venue even though the costs increased this year • Sabel said select hotels are providing spaces at no cost • Davis asked what percentage of events take place in Vail • Sabel said 70% of winter events and 60% of summer events are in Vail • Sabel said they moved their events into more hotels this summer • Kundolf asked how long the Vail Symposium has existed • Sabel said it started in 1971 and was revived in 1999  Motion to approve the final funding distribution for Vail Symposium. M/S/P: Kundolf/Rediker/Unanimous The motion passed 7-0 Legacy Fighting Alliance *motion to release final funding disbursement required Please see presentation for further details. • Davis asked what the total media impressions were • Bean noted they had over 300,000 TV viewers on AXS and over 1 million web media impressions • Gordon noted that the kid programs at the event were very good • Davis asked how they can increase attendance in 2019 • Bean said the Vail Pass closure the day before the event may have scared some spectators away • Bean said they plan to begin their marketing earlier next year • Bean said they also plan to better leverage the Latino community in 2019 • Davis asked if they could continue with the event at the same level of funding • Bean said yes but needs to confirm costs before committing to that • Kundolf said she never saw that many people walking in town on May 4th • Vlaar noted that they did a great job setting up the venue and improving the look of Dobson • Davis said they did a top notch job, especially for a first time event • Wadey said dollars may need to be earmarked for community outreach to educate the public about the event • Bean said he would like to better understand the detractors from the survey • Waniuk noted the survey was an onsite intercept and next year they could also add an e-mail survey to attendees • Waniuk said the Evergreen Lodge occupancy number was very high and the after party was well attended • Waniuk noted their economic impact was $202,000 on $17,500 of funding • Gordon noted that he spoke to many people who came up from the Front Range and have not been to Vail before • Rediker said it was great for the Vail Rec District concession sales CSE Minutes July 11, 2018 Page 3 of 6 • Bean noted that they get their TV air dates in September and can ask for all May dates  Motion to approve the final funding distribution for Legacy Fighting Alliance M/S/P: Kundolf/Rediker/Unanimous The motion passed 7-0 Review Final 2019 RFP Scorecards & Applications: Please see presentation for further details • Gordon asked for the date of the CSE discussion with Town Council • Waniuk said it is July 17th but exact time is TBD • Rediker noted that not many events are actually attracting international guests • Rediker suggested that international guests be included in the category of guests from outside of Colorado • Waniuk said she believes that international guests stemmed from the VLMDAC • Waniuk noted the objective to attract guests from Mexico and South America • Biszantz suggested reallocating the points toward the Front Range and decrease the points toward International attendees • Vlaar said the VLMDAC’s focus on International is Mexico and that’s it • Waniuk added that Carlos puts on Latino dance events at Dobson that are highly popular and may reach out to him in regards to funding • Wadey said since it is already successful it would be hard to fund the event • Waniuk said she believes it would fund marketing initiatives for the event • Vlaar noted that Council person Bruno brought up the idea since they are bringing in very popular bands • Kundolf agreed that they are highly popular bands that attract families • Davis said the points are there solely for conversation and a rational baseline for the CSE to evaluate event RFP’s • Waniuk noted that there is going to be language added to the agreement encouraging events to direct attendees to book lodging in the Town of Vail • Valenti noted the Vail Valley Soccer Cup uses a particular booking program to track participant lodging • Waniuk said events use different types of booking software • Rediker said most events do not use software and Rooms Roster is not a popular tool with many lodges • Rediker said events usually have their own code to use with lodging properties as a way to track bookings • Vlaar said it is not only about the lodging after report but rather the pre- event promotion through all marketing materials leading up to the event to direct event attendees to lodging properties in the Town of Vail CSE Minutes July 11, 2018 Page 4 of 6 Discuss 2018 Snow Days Council Funding: • Vlaar said the proposal to Council is to make Snow Days a bigger and better event that attracts more guests • Vlaar said the event would be over four days; Thursday – Sunday, December 13 – 16, 2018. • Vlaar said there would be partnerships with local lodges to promote very competitive rates and attract overnight guests • Vlaar said Vail Resorts has committed $200,000 and the Town is being asked to commit $270,000 on top of the $30,000 the CSE has already allocated Snow Days • Vlaar said Highline will present to Council on August 7th • Wadey asked why the Town of Vail funding level is $70,000 more than Vail Resorts • Vlaar said if the Town of Vail funds at a higher level, sponsorship opportunities open up because they are not as restrained to Strategic Partners • Gordon noted that it is actually $100,000 more from the Town of Vail • Gordon asked what the activation is on Sunday • Vlaar said those details have not been confirmed • Biszantz asked who they are specifically marketing toward • Biszantz said the demographic is millennial and not families in early December • Biszantz said in the past the concerts have been geared toward families • Vlaar noted that Vail Resort’s marketing power will help get the word out • Davis said the activation is important to draw attendees to come here and stay overnight • Davis said the missing piece is the activation and it needs to be on the same level as the Burton US Open • Wadey suggested that it may already be too late to book high quality talent and this should have been talked about last November • Vlaar suggested that a conversation about where Spring Back and Snow Days are going needs to happen • Davis asked if Vail Resorts sees this as ROI in terms of selling lift tickets, lodging, retail, etc. • Vlaar said she does not but its not good for anyone if no one is here • Waniuk clarified that any CSE funding allocated to Snow Days this October is for 2019 • Gordon suggested opening up an RFP for this December weekend in 2019 • Davis agreed • Davis clarified that on August 7th Council is going to vote on approving this funding • Davis asked if there is a timeline for when the plan is going to be final so it can be reviewed CSE Minutes July 11, 2018 Page 5 of 6 • Davis noted that Council’s feedback at the July 3rd meeting was there is not enough information to move forward • Vlaar said she is working with Highline and Vail Resorts on the plan • Davis asked what the CSE can do to help • Vlaar asked to help her understand what they need to focus on while creating the plan • Davis said during the day activation would be key • Gordon said the concert talent needs to be high quality for both nights in order to keep people overnight • Vlaar said it is important to identify the audience that we are trying to attract to the event this weekend • Waniuk said she will provide historical Snow Days information to CSE Review 2018 Community Survey Results: Please see presentation for further details. • Valenti asked if the code on the survey is a one and done • Vlaar said yes and anyone can take the survey • Gordon said you can take it multiple times but must use a different code each time • Waniuk noted that the results are very similar to the previous community survey • Waniuk noted that there were many comments advocating for more winter events • Waniuk said there were many negative marijuana use comments at concerts in Solaris • Gordon said it is important to keep the bigger picture in mind, specifically stating that over 80% of respondents are very happy with the current events New Business and Community Input: • Wadey clarified that the August 8th CSE meeting starts at 8:00am • Waniuk said yes, she will send an updated calendar invite • Waniuk said the VLMDAC had a focus group roundtable with teens • Waniuk added the ideas that came out are a color run, night glow stick event, and a GoPro Mountain Games event that is geared toward the teen age group • Gordon noted that Bravo! Vail has free concerts at the Chapel and at the Vail Ale House  Motion to adjourn at 10:21am. M/S/P: Wadey/Biszantz/Unanimous. Motion passed 7-0 CSE Minutes July 11, 2018 Page 6 of 6