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Home My WebLink About2003 Commission on Special Events Agendas Town of Vail Commission on Special Events Meetin~ Tuesday, January 21, 2003 Vail Municipal Building Town of Vail 9:00 am AGENDA: ■ Approval of Minutes: December 17, 2002 Meeting ■ Evaluation of RFP's submitted for funding in 2003: o Rick Chastain: Octoberfest o Scott McCormick: Revolution Spring/Employee Reunion o Dana DelBosco: Street Entertainment o Joe Heath and Laurie Asinussen: Big Wheel Chili Fest and Microbrew Festival ■ CSE Administrator: Review Applications ■ Recruitment Services: Discussion ■ International Cycling Festival at Vail: Briefing from Rick Chastain ■ New Business ■ Adjournment Town of Vail Commission on Special Events Meetin~ Tuesday, January 28, 2003 9:00 am Town of Vail Municipal Building Small Conference Room Schedule of Interviews: Special Events Coordinator/Administrator 9:10 Fraidy Aber: interview by phone (212) 627-2020 x 8810/ confirmed by phone 1/22/03 9:30 Stepheil Coilnolly/confirined by phone 1/21/03 9:50 Sybill Navas/confirmed 1/21/03 10:10 Hillary Roth/confirmed by phone 1/21/03 10:30 Vail Chamber and Business Association/Robb Clules confirmed by phone 1/21/03 Town of Vail Commission on Special Events Meetin~ Monday, February 3, 2003 9:00 am Town of Vail Municipal Building Council Chambers Schedule of Interviews: Special Events Coordinator/Administrator 9:00 Fraidy Aber: confirined by phone 1/30/03 9:20 Stephen Com7olly: confirmed 1/31/03 9:40 Sybill Navas: confirn7ed 1/30/03 10:00 Hillary Roth: confirined 1/30/03 10:20 Vail Chamber and Business Association, Dan Barry: confirmed 1/30/03 Town of Vail Commission on Special Events Meetin~ Tuesday, February 18, 2003 9:00 am Vail Municipal Building AGENDA: • Approval of Minutes: January 21, 2003 Meeting • Dana DelBosco: Street Entertainment • Riclc Chastain: Vail Valley Events Authority presentation • Discussion: Attracting Participant Events • Discussion: Recruitment Services • CSE Administrator Report: o Consideration of Special Events Venues RE: LH Redevelopmei7t o Front Door Project Presentation at VCBA Meeting: ■ USFS Position on Events on Permitted Lands ■ VRI's Proposal for Vista Bahn Yard 0 4ti' of July/New Year's Eve Taslc Force Meetii7g o Vail Reunion/Revolution Spring Update o CSE/TOV "Single Point of Contact" • New Business • Ad j ournment Next Meeting: Tuesclc~v, Murch 18, 2003 ut 9: OOcim Town of Vail Commission on Special Events Meetin2 Tuesday, March 18, 2003 9:00 am Town of Vail Municipal Building: Small Conference Room AGENDA • Approval of Minutes: Please look over the attached minutes from the meetings of December 10, 2002, January 21, 2003 and February 18, 2003. It is required that we have a vote to formally adopt these minutes. • Review CSE Allocations to Date: discussion regarding the balance between participatory and ambient events as indicated in the strategy document. (Sybill to have large calendar prepared.) • Street Entertainment • VVTCB Progress Report on 2003 Events: Riclc Chastain • Vail Valley Events Authority, presentation and fiinding request: Riclc Chastain • King of the Mountain Volleyball Tournainent: funding request • CSE Administrator Report: o Consideration of Special Events Venues RE: LH Redevelopmei7t o Front Door Project Presentation at VCBA Meeting: ■ USFS Position on Events on Permitted Lands ■ VRI's Proposal for Vista Bahn Yard 0 4ti' of July/New Year's Eve Taslc Force Meetii7g o Vail Reunion/Revolution Spring Update o CSE/TOV "Single Point of Contact" o Update oi7 Conversations with the VRD o Antoine Ozaneaux-SUV Festival 970 618-1544-IDEA • Adjournment Next Meeting: Tuesclay, April 15, 2003 at 9: OOam Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, Apri115, 2003 at 9:00 am AGENDA: • Richard tenBraak swearing-in ceremony (5 minutes) • Approval of Minutes: from the meeting of March 18, 2003 (5 minutes) • Vail Valley Foundation: Chris Emmer, update on The Session (15 minutes) • Vail Film Festival: Presentation and Funding Application, David Naude (30 nunutes) • Vail Games 2003: Presentation and Funding Application, Zach Povey (20 minutes) *Zac6i iril] be nnable to atten(I the rneetin,c,), oji 4 15 03 anc~irotrlcl Iike to have his information reiveirecl ancI reeonnnemlatioji.s~ o1ferec1, irith an e.i'e to prochleiji~g tlie GV('.llt li1 t{7E? .S`?l171177C7' Of '04. • Vail Valley Events Authority: Riclc Chastain- final decision oil funding (15 minutes) • 3 on 3 Soccer Update and Funding Decision: The soccer tournament has requested a change from the originally contracted dates (July 31-Aug 3, 2003) to the 2"d weekend in August (Aug 7-10), wluch caiuiot be accommodated in Ford Park due to scheduling conflicts. The VRD could schedule the following weelcend, but the tournament has a conflict with a tournament in another location during that time. They are considering moving the event to the fields in Edwards on the Aug 7-10 dates, but are requesting that the CSE fiinding be maintained, per the contract. Does the CSE wish to fiind the event if it is not held in Vail? (10 minutes) • Street Entertainment Update: (5 minutes) • Discussion items for joint meeting with Council and VRD: (10 ininutes) • New Business: (5 minutes) • Adjournment: 11:00 am Next Meeting: TuescZciy, Mcry 20, 2003 Joint Meeting witli TOV Couneil and VRD Bocircl Town of Vail Commission on Special Events Meetin2 Town of Vail Municipal Building: Council Chambers Tuesday, June 17, 2003 9:00am AGENDA: • Approval of Minutes: from the meeting of April 15, 2003 (5 minutes) • Change date of July Meeting from Tuesday the 15th to Tuesday the 22"d (5 minutes) • CSE Administrator Contract with VCBA (lOminutes) • Administrator Report: (20 minutes) 0 3 on 3 Soccer: Update o Street Entertainment Update o Event/Happenings Calendar: Approve $350 to "filter" existing VVCTB calendar? o Discussion of Sub-contracts o Music Festival o LobsterFest • Kelli McDonald: (15 minutes) 0 4t'` of July Update o Pro-Cycling Tour Update • Johann Drolshagen: Food and Wine Festival Update (10 minutes) • Discussion: Request to Council for 2004 Funds at Evening meeting July 1(15 minutes) • Discussion: Post Event- Evaluation (20 minutes) o CSE Board- Event Review/Criteria Checlc-off Form o Demographic Surveys- should we require from promoter? o Evaluation: what went well/what do different o Budgets: including return on investinent estimate and o Final financial statement and report-from Promote • Discussion: Web Site Development (15 minutes) o Daily Event Calendar: Specifics: What format, on whose site?? (VVCTB already maintains a calendar- do we want a Vail only one?) Include links to the individual web sites of specific events? o List of CSE meinbers and contact information o TOV Perinits o Applications for CSE Funds and copy of Strategic Plan o Linlc to TOV Code o Presence on TOV site/link to VCBA, or vice-versa? o Ability to post updates: deadlines for ffinding applicatioi7s, seelcing street entertainers etc. o Additional Suggestions? o li7teractive Page- feedback on evei7ts9 o COST? • New Business (5 minutes) • Adjournment:11:00am Next Meeting: Tuesday, July 22, 2003 Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, August 26, 2003 9:00am (Rescheduled due to laclc of quoruin from August 19, 2003) AGENDA: • Approval of Minutes: from the meeting of June 17, 2003 (5 ininutes) • CSE Administrator Report: (15 nunutes) ~ Status of CSE Membership ~ Council Allocation for 2004 In-Kind Contributions ~ Special Events SNAPSHOT ~ WEBSITE and Calendar Progress ~ Event Producer De-Briefing/Permit Review- Tuesdav, October 14, 2003? ~ 3 X 3 Soccer ~ Front Door Meetings y Lobsterfest • Construction Coordination Review Committee and Hanson Ranch Rd. water line replacement- Eagle River Water and Sanitation District, Lynn Schorr (10 minutes) • Report out on: Spring Back to Vail: Highline Sports, Scott McCormick (15minutes) • Review of Event Evaluation Criteria (15 nunutes) • 2004 RFP Process: (15 minutes) Approve New RFP Application and Guideline Document ~ Approve Proposed Schedule: o Applications due Friday, November 7. o CSE Review of Applications on Tuesdays, Nov 18 and Dec. 2. • Funding Requests: ~ Vail Filin Festival (10 minutes) i VRD/New Years Eve at Dobson: Chad Young, Diane Johnson, Suzanne Silverthorne, Dwight Henninger (15 minutes) • New Business: (5 nunutes) • Adjournment: 10:45 am Next Meeting: TuescZciy, September 16, 2003 ut 9: OOcrm in the Vail Town Council Cliambers Town of Vail Special Meeting: Commission on Special Events Review of Summer 2003 Events ancl Permitting Issues Vail Town Council Cltambers Tuesdccy, October 14 fi om 11: 00-2: 00 pm AGENDA: • 11:00-12:00 Exchange comments and thoughts about what went well and what not so well in last summer's event season. • 12:00-1:00 Discussion of Vendor Participation and Sales Tax Issues. If we assume that event producer oversight of participating vendors is the preferred situation, then how can we deal with the following issues: • Participation of Unlicensed Vendors • Timely submittal of Applications and complete vendor lists • Special Considerations for Vail Business Licensees? • Enforceability • Others? • 1:00-2:00 Review the Special Events Permit Application with an eye to improving and streamlining the process. Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, October 21, 2003 8:30am AGENDA: • Approval of Minutes: from the meeting of August 26, 2003 (5 minutes) • Final Reports on Summer'03 Events: (1 hour and 20 minutes) o Teva Mountain Games: Joe Blair (10 minutes) o Chili Fest: Joe Blair and Laurie Asmussen (10 minutes) 0 4t'` of July: Rick Chastain and Laurie Asmussen (10 minutes) o Oktoberfest: Rick Chastain and Laurie Asinussen (10 ininutes) o Italian Fest: Laurie Asmussen (10 minutes) o Arts Festival: Laurie Asmussen (10 minutes) o Wine and Food Festival (10 minutes) o Street Entertainment and Survey Presentation: Dana DelBosco and Jenna Stephenson (10 minutes) • Update on Event Recruitment: Rick Chastain and Victoria Watts (10 minutes) • Formal Approval of $4800 allocation to VRD/Dobson New Year's Eve Youth Event (5 minutes) • Approve Criteria for Evaluation of'04 Funding Applications and Event Review (10 minutes) • Administrative Update: Sybill Navas (5 minutes) • New Business (5 minutes) • Adjournment (10:30 ain) Next Meeting: Tuesday, November 18, 2003 Town of Vail Commission on Special Events Meetin2 Town of Vail Municipal Building: Council Chambers Tuesday, November 18, 2003 8:30am PLEASE NOTE EARLY START! AGENDA: ~ Approval of Minutes: from the meeting of October 21, 2003 (5 minutes) ~ Swear in New Board Members (5 ininutes) ~ Selection of CSE Chairperson (5 ininutes) ~ Streetscape presentation and review of plan: Sheri-y Donvard (30 minutes) ~ Administrator Items: (15 ininutes) ■ Vail Wine and Food Festival Update ■ DRT/TOV 2004 Construction Schedule Update ■ Permitting issues: How to balance the calendar? ■ Funding Application Review Procedure ~ Review Funding Applications: 15 inimites for presentation and discussion per event. 1. The Session/ Vail Valley Foundation 2. American Ski Classic/ Vail Valley Foundation 3. Vail Style Snow Show/ DoubleJay Productions 4. Bridge Street Jam/ DoubleJay Productions 5. Vail Film Festival 6. Taste of Vail/ Taste of Vail, Inc. 7. Spring Back to Vail/ Highline Sports and Entertainment 8. Family Carnival/ Vail Recreation District 9. Teva Mountain Games/ Untraditional Marketing 10. Big Wheel, Chili and Brews/ Untraditional Marketing APPLICATIONS INCLLiDED IN PACKETS BUT LISTED BELOW WILL BE REVIEWED ON TUESDAY, DEC 2: 11. Sustainable Summit/ Eagle Valley Alliance for Sustainability 12. King of the Mountain Volleyball Tournament 13. Street Entertainment/ Resort Entertainment 14. Vail Arts Festival/ Eagle Valley Events 15. Vail Art & Wine Faire/ Meadow Drive Properties 16. Vail Jazz Festival/ Vail Jazz Foundation, Inc. 17. Vail Tip Off Classic/ Colorado Sports Attractions 18. Vail America Days, Oktoberfest and Holidays in Vaill Eagle Valley Events 19. Vail Oktoberfest/ Highline Sports and Entertainment 20. Leadville Loop Memorial Ride/ Vail Cycling Foundation 21. "Y05" Drug and Alcohol Free New Year's Eve Celebration for Youth/ VRD 22. 2005 MRA Symposium/ Vail Mountain Rescue Group ~ New Business: (5 ininutes) ~ Adjournment: 12:35 P.M. Next Meeting: Tuesday, December 2, 2003 Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, December 2, 2003 8:30am AGENDA: ~ Approval of Minutes: from the meeting of October 21 and November 18, 2003 (5 ininutes) ~ Election of CSE Chairman (5 minutes) ~ Administrator's Contract/ Discuss time frame and procedure for renewal (5 ininutes) ~ Update on Holidays in Vail and Request for additional funds for Street Entertainment: Laurie Asmussen (10 nunutes) ~ Review Funding Applications: 15 nunutes for presentation and discussion per event. 11. Sustainable Summit/ Eagle Valley Alliance for Sustainability 12. King of the Mountain Volleyball Tournament 13. Street Entertainment/ Resort Entertainment 14. Vail Arts Festival/ Eagle Valley Events 15. Vail Art & Wine Faire/ Meadow Drive Properties 16. Vail Jazz Festival/ Vail Jazz Foundation, Inc. 17. Vail Tip Off Classic/ Colorado Sports Attractions 18. Vail America Days, Oktoberfest and Holidays in Vail/ Eagle Valley Events 19. Vail Oktoberfest/ Highline Sports and Entertainment 20. Leadville Loop Memorial Ride/ Vail Cycling Foundation 22. 2005 MRA Symposium/ Vail Mountain Rescue Group r New Business: (5 minutes) ~ Adjournment: 11:45 a.m. Next Meeting: Tuesday, December 16, 2003 at 8:30 a.m. Town of Vail Commission on Special Events Meetin~ Town of Vail: Community Development Confei•ence Room Tuesday, December 16, 2003, 8:30 a.m. AGENDA: ~ Approval of Minutes: from the meetings of October 21, November 18 and December 2, 2003 (5 ininutes) r Discussion of Administrative Allocations: (30 ininutes) • Administratoi's Contract for 2004: Sybill Navas • CSE Research Proposal: Joel Heath • Vail Event Recruitment Program/2004 Update and Proposal: Rick Chastain y Discussion of Performance Requirements Required from Funded Event Promoters (20 ininutes) r Allocation of 2004 Funds: (2 '/z hours) Applications under consideration include: • The Session/ Vail Valley Foundation • American Ski Classic/ Vail Valley Foundation • Vail Style Snow Show/ DoubleJay Productions • Bridge Street Jam/ DoubleJay Productions • Vail Film Festival • Taste of Vail/ Taste of Vail, Inc. • Spring Back to Vail/ Highline Sports and Entertainment • Family Carnival/ Vail Recreation District • Teva Mountain Games/ Untraditional Marketing • Big Wheel, Chili and Brews/ Untraditional Marketing • Sustainable Summit/ Eagle Valley Alliance for Sustainability • King of the Motmtain Volleyball Tournament • Street Entertainment/ Resort Entertainment • Vail Arts Festivall Eagle Valley Events • Vail Art & Wine Faire/ Meadow Drive Properties • Vail Jazz Festival/ Vail Jazz Foundation, Inc. • Vail Tip Off Classic/ Colorado Sports Attractions • Vail America Days, Oktoberfest and Holidays in Vail/ Eagle Valley Events • Vail Oktoberfest/ Highline Sports and Entertainment • Leadville Loop Memorial Ride/ Vail Cycling Foundation • 2005 MRA Symposium/ Vail Mountain Rescue Group ~ New Business: (5 ininutes) i Adjournment: 12:00 p.m. Next Meeting: Tisesdkv, Jcrnuaty 20, 2004 at 8:30 a. m.