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..)