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HomeMy WebLinkAbout2004 Commission on Special Events Agendas Town of Vail Commission on Special Events Meetin~ Town of Vail: Community Development Conference Room Tuesday, Januaiy 20, 2004 at 8:30am AGENDA: ~ Swear in Ian Anderson and Stephen Connolly: Reappointments to the CSE by the Town Council on January 6, with terms to expire December 31, 2005. (5 minutes) r Approval of Minutes: from the meeting of December 2 and December 16, 2003 (5 minutes) ~"Y05" Drug and Alcohol Free New Year's Eve Celebration for Youth: Funding request and review of "Y04" Event/ VRD (15 minutes) r Vail Style Snow Show: Change of Date to February 19? (5 minutes) ~ Westfest Proposal (10 minutes) ~ Contract Proposal for Event Recruitment (15 minutes) Event Evaluation: Contract with research firm or require as part of the funding allocation? (20 minutes) ~ Contracts for'04 CSE Funded Events: What stipulations should be included? How do we define compliance? (20 minutes) i- Review Presentation to Council for work session this afternoon. (15 minutes) ~ Administrator Report (5 minutes) r New Business: (5 minutes) ~ Adjournment: 10:30 a.m. Next Meeting: Tuesclcry, February 17, 2004 at 8: 30 ct. frz. Town of Vail Commission on Special Events Meetin~ Town of Vail: Community Development Conference Room Tuesday, February 17, 2004 at 8:30am AGENDA: i- Approval of Minutes: from the meeting of January 20, 2003 (5 minutes) ~ Intercept Survey: what are we trying to measure? (30 minutes) Event Recruitment: approve Attachment B to contract as presented by Legacy Sports/Rick Chastain (15 nunutes) ~ Special Event Permit: recommend for Council approval (15 minutes) r Administrator Report (5 minutes) ~ Approve Proposed Meeting Schedule for 2004 (5 minutes) ~ New Business: (5 minutes) i- Adjournment: 9:50 a.m. Next Meeting: Tuesdcry, Mcrrclt 16, 2004 crt 8: 30 a. m. Town of Vail Commission on Special Events Meetin~ Town of Vail: Community Development Conference Room Tuesday, March 16, 2004 at 8:30am AGENDA: i- Approval of Minutes: from the meeting of February 17, 2004 (5 ininutes) ~ Film Festival Update: Scott Cross (10 minutes) Jazz: Howard Stone to explain impacts of reduced funding and goals for future. (15 minutes) ~ Washington High School Prep Band: Funding Request (10 minutes) r Holidays in Vail/event review and new program (15 ininutes) ~ Double Jay Productions: Status of Vail Style Snow Show and Vail Jam/Rail Jam (10 minutes) i= Finalize questions for Intercept Survey (15 minutes) ~ Joint Lunch Meeting w/Council: Tuesday, Apri120, 12:00 Noon, Agenda Items?? (20 minutes) o Aligi7ment with VLMD o Procedure and Criteria for Funding Events o Surveys o In-Kind Allocations o Permitting Questions: Impacts on Bus service and use of TOV Right of Way- define role of the CSE i= Administrator Report (5 minutes) o Funding Allocation Process/Executive Session/Proprietary Information o Event Recnjitinent Update ~ New Business: (5 minutes) ~ Adjournment: 10:30 a.m. Next Meeting: Tuescl(rv, Apri120, 2004 at 8: 30 (r. nt. Town of Vail Commission on Special Events Meetin~ Town of Vail: Community Development Conference Room Tuesday, Apri120, 2004 at 8:30 a.m. AGENDA: ~ Approval of Minutes: from the meeting of March 16, 2004 (5 minutes) ~ Event updates: o VRD: Family Carnival (10 ininutes) o Bridge Street Jam (10 minutes) Prepare agenda for discussion at lunch meeting w/council on May 18. (60 minutes) o Revised procedure for evaluating/funding/permitting special events. Topics to include: • Event Evaluation and Permit Process: Present proposal • Implementation of Site fees: Pros and Cons o Additional topics? ~ Review of Updated Special Event Permit (30 ininutes) ~ Vail America Days Update and funding issues: (30 ininutes) o Recap of Special Council Meeting on Thursday, April 15 o Request to consider additional funding o Washington Prep Band: Minturn? ~ Administrator Report (10 ininutes) o Event Recruitment Update o West Nile Virus o E-mail and the Sunshine Law o Council Appeal of Farmer's Market Site Decisions ~ New Business: (5 ininutes) ~ Adjournment: 11:00 a.m. Next Meeting: Tiresdtrv, Mtry 18, 2004 crt 8: 30 ct. nt. Town of Vail Commission on Special Events Meetin2 Town of Vail: Community Development Conference Room Tuesday, May 18, 2004 at 8:30 a.m. AGENDA: ~ Approval of Minutes: from the meeting of April 20, 2004 (5 minutes) ~ Administrator Report (5 minutes) o Reschedule June CSE Meeting: Cancel or change the date to June 22? o Summer Street Entertainment: Times and locations- Every Friday, Saturday, Sui7day from June 26- August 29: Live Street Entertainment in Lionshead and Vail Village according to the following schedule: Friday, 4:00 p.m.- 6:30 p.m. • Gore Creelc Promenade in Vail Village • Lionshead Plaza by the Ticlcet Windows Saturday, 1:00 p.m.- 5:00 p.m. ■ S'eibert CircIe irz L'ail L rll,aae *change from last year ■ Vail Village Inn Plaza • Lionshead Plaza by the Ticlcet Windows Sunday, 11:00 a.m.- 3:00 p.m. • Children's Fountain in Vail Village ■ Vail Villa,,e Inn Plaza • Lionshead Plaza by the Ticlcet Windows ~ Event updates: o American Ski Classic and The Session: Chris Emmer(20 minutes) o Vail Film Festival: Scott Cross (15 minutes) ~ Status of Vail America Days Event: Do we need to request additional funds from Council at their mid-year funding request hearing in June? Laurie Asmussen (10 minutes) ~ Event Recruitment Update: Rick Chastain per contract (15 minutes) ~ Review discussion topics and procedure for the lunch meeting with Town Council at 12:00 p.m. (30 minutes) ~ 2005 CSE Funding: Applications for 2005 funding from Council are due by July 30. (15 minutes) ~ New Business: (5 minutes) ~ Adjournment: 10:30 a.m. Lunch w/Council12:00-1:00 p.ni. in the Council ChnmbeNs Lunch will be provided for CSE Members Town of Vail Commission on Special Events Meetin~ Vail Town Council Chambers Tuesday, June 22, 2004 at 8:30am AGENDA: i- Approval of Minutes: from the meeting of May 18, 2004 (5 ininutes) ~ Clarification of role of VVCTB with the TEVA Mountain Games and the Professional Cycling Tour: Ian Anderson (5 minutes) i- Village Streetscape Construction Review: Scott Bluhm (15 minutes) ~ Event Updates: o Final Report and Budget Presentation: Taste of Vail: John Dakin (15 minutes) o Review of TEVA Games (15 ininutes) ~ Administrator Report (15 nunutes): o Change regular meeting date to the 4t'` Tuesday of each month o Vail America Days Update o Review Permits Issued ~ Annual Presentation to Council and Consideration of CSE Budget Request for 2005: Materials are due July 30. (45 mii7utes) Possible considerations include: o TEVA Mountain Games and/or Vail America Days: Should they be designated as an Icon event and referred to Town Council for annual funding? o Send out an RFP specifically to attract a Labor Day and/or Memorial Day event? o Will additional staff time be required to implement the new procedure? o Continuance of the Event Recruitment program? o Are there changes to the CSE Ordinance that the members would like to recommend? r New Business: (5 minutes) ~ Adjournment: 10:30 a.m. Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, July 27, 2004 at 8:30am AGENDA: ~ Approval of Minutes: from the meeting of June 22, 2004 (5 minutes) r Formalize approval of $10,000 funding allocation to the Vail Classic, a bike ride event proposed for Saturday, September 4, 2004 and discussion of proposed Vail Village Criterium on Sunday, September 5. (15 minutes) ~ Review Draft RFP and Schedule for Funding Allocations (10 minutes) ~ Event Review: Spring Back to Vail (15 minutes) ~ Presentation of Intercept Survey Data to date: Joe Blair (30 nunutes) o Vail Film Festival o Spring Back to Vail o TEVA Mountain Games o Vail Arts Festival o Big Wheel, Brews `n Chili The remaining intercept surveys will be taken at the Got Milk? Soccer Tournament and Oktoberfest. The CSE will be asked to identify the 8t" event to be surveyed. Recommendation: Vail Classic Bike Ride on Labor Day Weekend. i- Review and Discussion (15 minutes) o America Days o Big Wheel, Chili `n Brews o Arts Festival i- Event Recruitment Update: Rick Chastain per contract (15 minutes) ~ Review CSE Annual Presentation and Budget Request for 2005 (45 nunutes) i= Administrator Report (10 minutes) o Review of permits issued o Oktoberfest: Construction impacts o Street Entertainment Update ~ New Business: (5 ininutes) i- Adjournment: 11:15 a.m. Next Meeting: Tuesclcry, August 24, 2004 crt 8:30 a. m. Town of Vail Commission on Special Events Meetin~ Vail Municipal Building: Council Chambers Tuesday, August 24, 2004 at 8:30 a.m. AGENDA: i- Approval of Minutes: from the meeting of July 27, 2004 (5 minutes) ~ Leonard Sandoval: Vail construction review in 2005 (15 mii7utes) ~ Event Review and Final Report: (15 minutes per event) o TEVA Mountain Games o Big Wheel, Brews `n Chili o King of the Mountain Volleyball o Vail Arts Festival o America Days ~ Administrator Report (20 ininutes) o Update on status of the Vail Classic and Village Criterium o Update on Council funding hearing o Review Permits issued o YTD Financial Report o Event Promoters meeting w/TOV Staff: October 13 ~ New Business: (5 minutes) i- Adjournment: 10:30 a.m. Next Meeting: Tiresdqv, Septeniber 28, 2004 at 8: 30 ct. ni. Town of Vail Commission on Special Events Meetin~ Town of Vail Municipal Building: Council Chambers Tuesday, September 28, 2004 at 8:30am AGENDA: ~ Approval of Minutes: from the meeting of August 24, 2004 (5 ininutes) ~ Discussion of Event Vendor Issues : Joe Joyce and Highline Sports (30 ininutes) ~ Event Recruitment Update: Rick Chastain (15 minutes) ~ Holidays in Vail- progress report (15 minutes) ~ Event Review and Final Report: (15 minutes per event) o King of the Mountain Volleyball o Vail Arts and Wine Faire o Vail Lacrosse Shootout o Street Entertainment ~ Survey Information to date: Joe Blair (60 ininutes) o Vail Film Festival o Spring Back to Vail o TEVA Mountain Games o Vail Arts Festival o Big Wheel, Brews `n Chili o Vail Classic Bike Ride o Got Milk? Soccer Tournament o Oktoberfest ~ Discuss format for Funding Allocation Hearing (10 minutes) ~ Administrator Report (10 minutes) o Financial Report o Status of Got Milk? Soccer o Council Review of 2005 Funding Request: Moved to Tuesday, October 5 o Cancel or reschedule CSE meeting of December 28? New Business: (5 minutes) ~ Adjournment: 12:00 Noon Next Meetings: Tuesdays, October 20 and 26, 2004 at 8:30 a.m. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Wednesday, October 20, 2004 at 8:30am AGENDA: ~ Approval of Minutes: from the meeting of September 28, 2004 ~ Consideration of Special Event Funding Requests: The CSE requests that Event Promoters requesting funding be present only at their designated times, and be prepared to answer questions. A full presentation of the request is not required. o Vail Classic/Snowboard Outreach Society: To include final report (8:30-8:50) cf-Arn Mencoiu o Vail Classic: Criterium (8:50-9:10) cf-John Edwards o Proposals from Untraditional Marketing: (9:10-10:30) cf- Joe Blair ■ Dine Around Vail ■ Mardi Gras Vail ■ TEVA Mountain Games ■ Big Wheel, Brews `n Chili 10 Minute Break o Vail Jazz Foundation: (10:40-11:00) ■ Jazz at the Market: To include final report ■ Washington Prep High School Marching Band o Taste of Vail (11:00-11:20) cf-Jolu1 Dalan o Proposals from Eagle Valley Events: (11:20-12:20) cf-Laurie Asmussen ■ Vail Arts Festival ■ America Days ■ Holidays in Vail o Proposals from the Vail Recreation District/Youth Services: (12:20-12:40) cf/Chad Young ■ Family Spring Carnival ■ "Y06" New Year's Eve for Youth i= New Business: (5 minutes) ~ Adjournment: 12:45 p.m. Next Meeting: Tiresdnv, October 26, 2004 at 8: 30 cr. ni. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, October 26, 2004 at 8:30am AGENDA: ~ Approval of Minutes: from the meeting of October 20, 2004 ~ Consideration of Special Event Funding Requests: The CSE requests that Event Promoters requesting funding be present only at their designated times, and be prepared to answer questions. A full presentation of the request is not required. o Vail Film Festival: To include final report (8:30-9:00) o Proposals from Event Recruitment Program/ Legacy Sports Group: (9:00- 9:30) ■ US Race Series: Vail Half-Marathon ■ 2005TriAmerica Series Triathlon ■ AJGA Nike Jr. All-Stars 0 2005 Winter and Summer Street Entertainment/Resort Entertainment (9:30- 9:50) o King of the Mountain Volleyball (9:50-10:10) o Kick-It 3v3 Soccer Tour (10:10-10:30) 10 Minute Break o Vail Valley Foundation Proposals: (10:40-11:20) ■ The Session ■ American Ski Classic o Rocky/Central J3 Alpine Jr. Olympics (11:20-11:40) o Proposals from Highline Sports and Entertainment: (11:40-12:40) ■ Spring Back to Vail ■ Oktoberfest: To include final report ~ New Business: (5 minutes) ~ Adjournment: 12:45 p.m. Next Meeting: Titescl(q, Noven2ber 23, 2004 at 8: 30 a. m. Town of Vail Commission on Special Events Meetin~ Vail Community Development Building: Large Conference Room Tuesday, November 23, 2004 at 8:30am AGENDA: Approval of Minutes: from the meetings of September 28, 2004 and October 20 and 26, 2004 (5 ininutes) ~ CSE Restructuring (5 minutes) o Ramifications of Ordinance 30-04, passed by Council on lst Reading, November 16, 2004 o December CSE Meeting: Cancel? ~ Consideration of Administrator Contract for 2005 (15 nunutes) i- Event Recruitment Update and Consideration of Contract Renewal: Legacy Sports Group/Rick Chastain (15 minutes) ~ Survey Proposal and Recap of 2004 Intercept Survey Data: Untraditional Marketing (30 ininutes) i- 2005 Funding Allocation Decisions (90 ininutes) ~ New Business: (5 minutes) i- Adjournment: 11:15 a.m. Next Meeting: Titesdc(v, Deeetriber 21, 2004 cit 8: 30 ct. rri. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, December 21, 2004 at 8:30am Meeting cancelled AGENDA: i- Approval of Minutes: from the meeting of November 30, 2004 (5 ininutes) ~ Administrator Report (5 minutes) ~ New Business: (5 minutes) i~ Adjournment: 10:30 a.m. Next Meeting: Tiiesdnv, Jcniuaj~v 25, 2005 at 8:30 (r.nt. (swear in new meinbers..)