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Home My WebLink About2018-9-5 CSE Agenda Minutes FINAL DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 5, 2018 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: http://bit.ly/2MEldAK CSE Members Present: Alison Wadey Mark Gordon Rayla Kundolf Marco Valenti Samantha Biszantz Kim Newbury Rediker CSE Members Absent: Barry Davis TOV Staff Present: Ernest Saeger, Special Events Coordinator Mia Vlaar, Economic Development Director Others Present: Angela Mueller, Vail Farm to Table Dinner Series Jason Ornstein, Team Player Productions Kristen Horpedahl, Team Player Productions Ellen Lorenz, Betty Ford Alpine Gardens Shawn Carney, Vail Mountain Melissa Meyers, Bravo! Vail Colleen Davis, Vail Centre CSE Co-Chair, Mark Gordon, called the meeting to order at 8:30am. Administrative Items Approval of the Minutes of the CSE Meeting on August 8, 2018  Motion to approve the minutes of the CSE Regular Meeting on August 8, 2018 as presented. M/S/P: Valenti/Biszantz/Unanimous. The motion passed 5-0 (Davis absent, Gordon abstain due to absence on 8/8 CSE meeting) Meeting reminders: CSE Minutes September 5, 2018 Page 1 of 5 • September 24: 2019 RFP Due • October 3: Regular Meeting (All Recaps) • Saeger noted there will be a large number of recaps on 10/3 • Gordon noted CSE members who’s terms are up this December are Valenti, Gordon, Wadey, and Davis • October 10: Funding Meeting – Producer Interviews (The Antlers) • October 17: Funding Meeting – Allocations (The Antlers) Vail Farmers Market Farm to Table Dinner Series *motion to release final funding disbursement required Please see presentation for further details. • Mueller noted their desire to add additional tables in order to grow the event • Mueller said they exceeded their attendance with a total of 323 • Mueller said their guests are mostly visitors including weddings and group events • Mueller said she is not going to have a June event in 2019 due to the early season and lack of fresh produce • Kundolf asked why the dinners start at 5:30pm • Mueller said the main reason is the need to break down before it gets too dark and too cold • Kundolf asked if the price increased • Mueller said yes it is $150 per person • Wadey agreed that the 5:30pm start may be too early • Wadey asked what the capacity is • Mueller said they have 104 tickets available for each dinner  Motion to approve the final funding distribution for Vail Farmers Market Farm to Table Dinner Series M/S/P: Kundolf/Rediker/Unanimous The motion passed 6-0 (Davis absent) Vail Centre *motion to release final funding disbursement required Please see presentation for further details. • Davis noted she is the interim Executive Director of the Vail Centre and will become the Executive Director pending Board approval • Davis noted their NPS went up 20% compared to 2017 • Davis noted their community event about non-profit boards was free and was attended by over 100 community members • Davis said their overnight visitor percentage in 2018 is 23% which is an increase from 2017 • Kundolf asked for the difference between donors and sponsors and why they don’t charge for the community event CSE Minutes September 5, 2018 Page 2 of 5 • Davis said they wanted to the community event to be free, at least in the first year, so the community could hear the Duke University professors and that it was an important stake in the ground • Davis said donors are private individuals and grants, sponsorships are a supporting organization or business to support a program in their name which includes branding and sponsorship assets • Davis said they raised around $400,000 in 2017. • Gordon noted that grants are growing but the CSE funding level has been decreasing • Gordon asked how Vail Centre’s in-kind use has gone this year • Saeger said 100% better this year with no complaints or cancelations from Donovan Pavilion Management  Motion to approve the final funding distribution for Vail Centre M/S/P: Rediker/Wadey/Unanimous The motion passed 6-0 (Davis absent) Vail Craft Beer Classic *motion to release final funding disbursement required Please see presentation for further details. • Ornstein noted an increase of 11% of out of state visitors and a 25% of overnight guests • Ornstein said their attendance was flat and are looking at addressing growth in future years • Ornstein said the breweries that attend love the event and their feedback is that it is one of their favorites • Ornstein noted that 82% of survey responders are likely to recommend the event • Ornstein noted that there are a lot of competing events on this weekend in other nearby mountain towns • Ornstein said they would like to explore other dates but are ok with keeping it as well • Ornstein said they are looking at adding craft distilleries to the event • Ornstein added they’d like to add different segments of competition backed by attendance voting • Gordon said Business to Business components tend to work very well in Vail • Kundolf asked if they have a different music plan • Horpedahl said Whistle Pig Vail was a competing concert the same night • Horpedahl noted the music is an ambient part of the event • Valenti asked if the ticket options changed • Horpedahl said they added a flight option for those that didn’t buy a full tasting pass • Valenti asked if the $1,400 in ticket sales included flight bar sales • Ornstein said no it does not CSE Minutes September 5, 2018 Page 3 of 5 • Gordon asked if there was cross promotion with local establishments • Horpedahl said they did not do as much as they’d like mainly due to staff turnover but plan to increase in 2019 • Ornstein said they did increase their print and digital with Vail Daily • Wadey asked for RRC to include the total number of survey respondents on top • Horpedahl said the RRC survey response number was 89 and theirs was 295 • Horpedahl asked if the respondents are just passerby’s or actual attendees • Saeger said they are both  Motion to approve the final funding distribution for Vail Craft Beer Classic M/S/P: Kundolf/Valenti/Unanimous The motion passed 6-0 (Davis absent) 2019 CSE Funding Applications Update: • Saeger noted that Snow Days and Spring Back to Vail events have been directed to apply for funding through the Council Contribution process, not CSE • Vlaar said the Council event funding process should be mirrored to the CSE process • Vlaar said the CSE should be able to weigh in on the event even though they don’t have the funding for the event • Vlaar noted the possible CSE role of attracting events through targeted RFPs, dates, and demographics • Gordon asked what the CSE budget is • Saeger said to assume it is flat • Gordon noted that he wants to make sure CSE does not have budget decreased in order to fund Council events • Vlaar said the CSE expertise is important to the Council • Kundolf said the vetting process needs to be defined for the CSE • Vlaar noted the Council application process is not as extensive as the CSE process • Saeger said the important part is the Council funding application and that it matches the CSE’s • Gordon noted his concern that the Council may want to decrease the CSE budget • Biszantz asked for a more formal way for CSE to provide their opinion and feedback to Council • Vlaar said yes, that is exactly what we are going for • Gordon said yes it would be great for the CSE to have a vote to provide back to the Council • Saeger noted that staff is meeting to determine a draft plan CSE Minutes September 5, 2018 Page 4 of 5 • Vlaar said we want to conform it as close as possible to the current process New Business and Community Input: • Gordon asked how the search for the Economic Development Coordinator was going • Vlaar said we received about 50 applications and phone interviews begin next week with about 6 individuals • Gordon asked if the Boards that this position works with will be given the opportunity for input • Vlaar said she is open to it and will reach out when it is down to a manageable number • Kundolf suggested that someone from the CSE goes to VLMDAC for Vail- Beaver Creek Restaurant Week because it is a marketing event • Wadey said over 45 restaurants have activations for the event • Wadey said she believes it belongs in both the CSE and VLMDAC • Biszantz asked if the 10% charitable donation is still going to VVF • Wadey said no • Wadey said the VCBA is going to apply for CSE funding in 2019 for the event • Rediker agrees that the event should still request funding from the CSE and also ask VLMDAC • Vlaar said the VLMDAC does not fund marketing for events • Vlaar said the support from the VLMDAC should be from the media side • Wadey noted Businesses, Bogeys and Bragging Rights golf tournament is tomorrow and they have some great silent auction items  Motion to adjourn at 9:58am. M/S/P: Kundolf/Biszantz/Unanimous. Motion passed 6-0 (Davis absent) CSE Minutes September 5, 2018 Page 5 of 5