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HomeMy WebLinkAbout2018-8-8 CSE Minutes FINALCSE Minutes August 8, 2018 Page 1 of 6 DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, August 8, 2018 @ 8:00a.m. AGENDA: Meeting materials can be accessed at the following link: https://bit.ly/2Agk3G1 CSE Members Present: Alison Wadey Barry Davis Rayla Kundolf Marco Valenti Samantha Biszantz Kim Newburry Rediker CSE Members Absent: Mark Gordon TOV Staff Present: Laura Waniuk, Event Liaison Specialist Ernest Saeger, Special Events Coordinator Others Present: Laurie Asmussen, Eagle Valley Events Shawn Carney, Vail Mountain Ariel Rosemberg, Vail Summer Bluegrass Series Andrea Sbicca, Highline Peggy Wolf, Highline Jeff Andrews, Vail Jazz Leon Fell, King of the Mountain Volleyball Sandra Perrig, Vail Valley Partnership Sarah Franke, Vail Valley Foundation Mac Garnsey, Vail Valley Foundation Mark Foster, Vail Lacrosse Tournament Pete Orosio, Vail Mountain CSE Chair, Barry Davis, called the meeting to order at 8:32am. Administrative Items Approval of the Minutes of the CSE Meeting on July 11, 2018 CSE Minutes August 8, 2018 Page 2 of 6  Motion to approve the minutes of the CSE Regular Meeting on July 11, 2018 as presented. M/S/P: Kundolf/Wadey/Unanimous. The motion passed 6-0 (Gordon Absent) Meeting reminders:  Joint Meetings with VLMDAC – August 23  August 6: 2019 RFP released  September 5: Regular Meeting  September 24: 2019 RFP Due  October 3: Regular Meeting (All Recaps)  October 10: Funding Meeting – Producer Interviews (The Antlers)  October 17: Funding Meeting – Allocations (The Antlers) Event Recaps: Vail Arts Festival *motion to release final funding disbursement required Please see presentation for further details.  Asmussen noted they formed a partnership with Alpine Arts  Asmussen said they utilized vendors’ social media accounts to help market the event  Kundolf said Asmussen executed the event very well and the event was a much more sophisticated event than in the past  Valenti asked how many vendors they had last year  Asmussen said they used to be at 78 and were at 62 in 2018  Asmussen noted this created a much better atmosphere  Motion to approve the final funding distribution for Vail Arts Festival. M/S/P: Kundolf/Valenti/Unanimous The motion passed 6-0 (Gordon absent) Vail Lacrosse Tournament *motion to release final funding disbursement required Please see presentation for further details.  Foster noted that there are multiple videos available and encouraged the CSE to watch them  Foster said Honeywagon did not remove trash one day and left the venue a mess for attendees which may have negatively affected the NPS  Davis asked how many total participants  Foster said they had 94 teams and each team is about 20 players  Foster added that most of the players come with families  Rediker said this is an event that puts heads in beds  Biszantz asked if 67% new attendees were teams or families  Foster said it is generally new teams and families  Foster said 2019 will be their 25th year and hopes to create plans to celebrate it CSE Minutes August 8, 2018 Page 3 of 6  Wadey noted she encourages collaboration with local lacrosse teams  Motion to approve the final funding distribution for Vail Lacrosse Tournament. M/S/P: Kundolf/Biszantz/Unanimous The motion passed 6-0 (Gordon absent) Vail America Days *motion to release final funding disbursement required Please see presentation for further details.  Wolf said that lodging occupancies on the Tuesday and Wednesday was very high  Wolf noted their push for sustainability this year including water refill stations and an effort to reduce gas vehicles  Wolf noted they were able to add an announce booth at the Bridge and Gore intersection because of GMC’s sponsorship  Wolf said they are going to look into a permanent alternative to fireworks such as a laser or drone show  Wolf noted the Vail Health plan worked very well  Valenti asked if the cost of a drone show is similar to fireworks  Wolf said the costs are similar  Wolf added that a drone or laser show would require a center focal point for attendees to enjoy it  Rediker asked why W Lionshead Circle was closed toward the end of the parade  Wolf said they are looking at extending the parade in 2019 past The Antlers but is not sure why it was closed this year  Saeger said he was unaware and will ask Vail Police  Motion to approve the final funding distribution for Vail America Days M/S/P: Kundolf/Rediker/Unanimous The motion passed 6-0 (Gordon absent) King of the Mountain Volleyball Tournament *motion to release final funding disbursement required Please see presentation for further details.  Fell noted that the tournament was successful despite the weather concerns  Fell said they learned they need to change their communication structure as it relates to weather delays and schedule  Kundolf asked how Fell knows the number of overnight visitors  Fell said he uses data from the survey and that his host hotels were full  Kundolf asked if Fell has replaced his former employee  Fell said yes he did get a new personal assistant CSE Minutes August 8, 2018 Page 4 of 6  Motion to approve the final funding distribution for King of the Mountain Volleyball Tournament M/S/P: Rediker/Biszantz/Unanimous The motion passed 6-0 (Gordon absent) Vail Summer Bluegrass Series *motion to release final funding disbursement required Please see presentation for further details.  Rosemberg noted that there are now numerous weekday music events throughout the Valley including in Avon, Beaver Creek, Eagle, and more  Wadey said the activation was fantastic and businesses very much enjoyed the 4th of July event  Valenti said Lionshead stores saw an increase in traffic  Motion to approve the final funding distribution for Vail Summer Bluegrass Series M/S/P: Rediker/Biszantz/Unanimous The motion passed 6-0 (Gordon absent) GoPro Mountain Games *motion to release final funding disbursement required Please see presentation for further details.  Garnsey noted that the swap of Dock Dogs and Adventure Village was very well received  Garnsey noted that climbing is going to be an Olympic sport in 2020 so they are looking at ways to enhance their IFSC World Cup event  Franke noted their estimated economic impact was $6.2 million  Franke said they want to look at how they can encourage guests to stay longer, not necessarily bring more people into town  Franke said 25-30% of athletes have never been to Vail and the event is the only reason they come  Kundolf noted that she would like the VVF to add “Staff” to their t-shirts so they are easily identifiable  Valenti suggested utilizing electric golf carts instead of gas  Garnsey said he loves the idea and will continue to explore the possibilities  Motion to approve the final funding distribution for GoPro Mountain Games M/S/P: Wadey/Valenti/Unanimous The motion passed 6-0 (Gordon absent) Discuss 2018 Snow Days Council Funding:  Kundolf noted that Councilwoman Mason asked for a band that has never been here and asked that the Council know the band before committing to funding CSE Minutes August 8, 2018 Page 5 of 6  Kundolf said that Dieghan’s response was that it is not possible due to contractual limitations  Wadey noted that Vail Resorts is contributing $200,000 cash plus marketing efforts  Biszantz noted that the Council funding is faith based funding  Biszantz said the schedule is very vague and they still don’t have complete activation details  Biszantz noted that Council never asked for public comment and is worried that the late ask for funding similar to Spring Back to Vail is going to happen again in future years  Wadey said we need to remember that the acts need to be able to bring people to Vail  Biszantz said it is the CSE’s job to find a producer to deliver a quality product  Davis said that if the CSE was presented the Snow Days schedule during the RFP process, the CSE would be much more critical due to the lack of details  Waniuk noted that the CSE will have the responsibility of reviewing the event through the recap  Waniuk said Councilman Moffet stated that there was not enough data  Waniuk noted that there is data that was provided but was not included in the packet  Waniuk suggested that the CSE keeps an eye on their marketing efforts, specifically to the Front Range  Waniuk said that the CSE needs to understand if the Council funding is going to be included in future budgets because it will affect how CSE funds the event  Waniuk noted the previously completed signature event funding process that was not followed for this funding request  Wadey said she believes this funding will make or break the event  Waniuk suggested asking Highline to come into CSE to give an update on the event planning  Waniuk said it is important to ensure Vail Holidays and Snow Days work together  Saeger noted that Council approved funding for Ford Park parking lot power improvements New Business and Community Input:  Davis noted that Restaurant Week is not using their funding  Davis suggested utilizing the $7,500 toward Vail Holidays programming and marketing  Wadey said it should be an agenda item to be discussed  Davis asked if it should be an RFP or should the CSE allocate it at their will CSE Minutes August 8, 2018 Page 6 of 6  Wadey said she would like to know what the event would do with the additional funding  Rediker agreed and said we don’t necessarily need to put an RFP out but rather reach out to events to learn more about what they’d use it for  Kundolf suggested including the ice skating event that Council funded  Waniuk noted that the funding has to be spent in 2018 and that events that already happened could be included  Saeger said he will get it out this week and ask for responses by Friday, August 17th  Kundolf clarified that it is only open to CRC  Waniuk confirmed  Davis noted that the Town of Avon has approached the CSE in regards to the GoPro Mountain Games hosting a standup paddleboard event in 2019  Kundolf said it is a growing sport and just wants to ensure that Town of Avon provides funding  Wadey said that we need to be careful because other municipalities may try to do the same and wants to ensure that the event is not diluted within Vail  Waniuk noted that the CSE did not approve standup pebble boarding in Avon in the past  Wadey said she would rather have VVF approach the CSE to have the conversation  Rediker agrees that it should come from the VVF  Davis said the recommendation is that the VVF approaches the CSE with the idea  Wadey said overnight parking needs to be communicated to events  Rediker said events need to do a better job communicating overnight parking costs to their attendees  Kundolf said this is the best board she worked on and that Waniuk has done a fantastic job and her legacy will live on  Wadey noted that the Businesses, Bogeys and Bragging Rights golf tournament is September 6th   Motion to adjourn at 9:32am. M/S/P: Rediker/Kundolf/Unanimous. Motion passed 6-0 (Gordon absent)