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HomeMy WebLinkAbout2005 Commission on Special Events Agendas Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, January 25, 2005 at 8:30 a.m. AGENDA: ~ Swearing in of newly appointed/reappointed CSE members and election of CSE Chairman. Dave Chapin, Ian Anderson, and Richard teiiBraak were each appointed by the Town Council to 2 year terins, expiring in Deceinber of 2006. Todd Gerl~lce, Marlc Gordon and Steve Rosenthal were each appointed to one year terms, expiring in December of 2005. (10 minutes) ir Approval of Minutes: from the meetings of October 20 and 26, 2004 and November 23, 2004 (5 minutes) ~ Consideration of the following funding applications: (15 minutes per application) o Team Cycling Group/John Edwards o Vail Classic o Vail Challenge Soccer Tournament o Vail Valley Motorcycle Foundation o Celebrity Team Challenge Golf Tournament ~ Final Reports: o Holidays in Vail (15 minutes) o "Y05" (15 mii7utes) ~ Status of Event Recruitment Events: (15 minutes) o Golf Tournament etc. ~ Administrator Report (20 minutes) 0 2004 Year End Financial Report o Overview of 2005 Allocations o Review 2005 CSE Meeting Schedule o Rotary Duck Race Update o Labor Day RFP ~ Vail Village and Lionshead Construction Hours Information: Summer 2005 (15 minutes) ~ In light of the anticipated construction in the core site, discuss 2005 Lionshead Venue options for the following events: (20 minutes) o Vail Arts Festival o Oktoberfest o Summer Street Entertainment ~ Determination of Events for which intercept surveys will be conducted. The Town Council requested that surveys be taken at the Lacrosse Shootout and the Session in 2005. Since the approved ffinding covers the inclusion of eight surveys, the CSE will need to choose six from CSE s~:i 'stiLNDA 1?;'(~ ~ i'a~~e 1 af 2 ainong the eight events surveyed in 2004 to be re-surveyed in 2005. Intercept surveys were talcen at the following 8 events in 2004: Vail Film Festival, Spring Baclc to Vail, TEVA Mountain Games, Big Wheel, Brews `n Chili, Vail Arts Festival, Got Millc? 30 Soccer Tournament, Vail Classic and Oktoberfest. Additionally, emphasis will be placed on establishing accurate attendance numbers for all eight of the events that were studied in 2004, plus the Session and the Lacrosse Shootout, for a total of ten events that will be assessed for detailed attendance figures in 2005. (15 ininutes) ~ Discussion of issues and determination of the logo that should be used as acknowledgement of Town of Vail support on promotional materials published by events that have received CSE funding: Town of Vail "Mountain" or "ThinkSummer.ThinkVail." (15 ininutes) ~ New Business: (5 ininutes) ~ Adjournment: 11:30 a.m. Next Meeting: Tuesclay, February 22, 2005 at 8:30 a.m. CSE/sn AGENDA: 1/25/05 Page 2 of 2 Town of Vail Commission on Special Events Meetin2 Town of Vail: Vail Town Council Chambers Tuesday, February 22, 2005 at 8:30 a.m. AGENDA: ~ Approval of the Minutes from the meeting of Tuesday, January 25, 2005. (5 minutes) ~ Construction schedule and venue impacts, specifically with regard to Lionshead Events and Street Entertainment Sites in both Lionshead and Vail Village: Leonard Sandoval and Scott Bluhm, Diane Moudy (45 minutes) ~ Request for Additional Resources from the Town of Vail to Mitigate Construction Impacts: (IS 11llllUteS) o Signage o Additional Ambient Entertainment o Marketing o Other? ~ Administrator Report: (20 minutes) o Financial Update o Council Decision on Logo Use: Request use of both the ThinkSummer.ThinkVail and Town of Vail logos for all non-winter events. Default will be the Town of Vail logo when dual use is not possible. o Update: Brian Ha1WRI Construction mitigation activities in Lionshead o Update on the outcome of ineeting between VRD, Town Staff and VRI regarding "Y06." o Cancellation of VRD Events: ■ Family Carnival ■ Easter Egg Hunt ■ Trick or Treat Trot o Sommer Sports: Vail Triathlon/Site Visit o Comments from merchants/VCBA and Restaurants: ■ Improve Fireworks on New Year's Eve ■ Chili Fest- individual competition category? More participation needed. ~ Update on Spring Back to Vail Concerts and Activities: Jeff Brausch, Highline Sports (5 minutes) ~ Consideration of Proposal from Highline Sports: Vail Food and Wine Festival, Vail Village, Saturday, September 3, 2005, Jeff Brausch. (15 minutes) ~ Vail Jazz Foundation: Clarification of the CSE's allocation of $7500 for Jazz at the Market concerts (15 ininutes) ~ Rotary Duck Race: Duck Cost Sharing Proposal, John Power (10 minutes) ~ Clarify direction on Event Proposals from the January CSE meeting: (15 mii7utes) o Vail Classic o Vail Challenge Cup (October soccer tournament) o Celebrity Golf Tournament Proposal o Vail Valley Motorcycle Foundation: Concert with Brooks and Dunn ~ Overview of the Special Event Permitting Process (30 minutes) ~ Brainstorming discussion on how to improve communication with and participation from the Business and Merchant community with respect to Special Events. (30 minutes) ~ New Business (5 ininutes) ~ Adjourn: 12:00 p.m. Next Meeting: Tuesdtcy, Marc1i 22, 2005 at 8: 30 a. m. i:Y`~ - tTi _ Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, March 22, 2005 at 8:30 a.m. AGENDA: ~ Approval of the minutes from the CSE meeting of February 22, 2005 (5 minutes) ~ Overview of CSE Board Member roles and responsibilities and ex parte communications/Matt Mire (15 minutes) ~ Coordinator's Report/ Sybill Navas (5 minutes) o Financial Status Report o Update regarding the status of the TriAmerica Avon to Vail Triathlon o Update regarding the status of the Vail Classic o ESPN Fly Fishing Qualifier: ESPN has eliminated this competition. ~ Willie Nelson Concert/Labor Day Weekend: Request for funding/ Resort Entertainment (15 minutes) Y Final Event Summary: Mardi Gras Vail/ Joe Blair (20 minutes) i- Update on Chili Fest/ Joe Blair (5 minutes) ~ Review of Intercept Survey Questions/ Joe Blair (20 minutes) ~ New Business: (5 ininutes) ~ Adjournment: 10:00 a.in. Next Meeting: Tirescl(rv, April 26, 2005 at 8: 30 n. m. Town of Vail Commission on Special Events Meetin2 Town of Vail: Vail Town Council Chambers Tuesday, Apri126, 2005 at 8:30 a.m. AGENDA: ~ Vail Classic: Revised Budget Proposal/Arn Menconi (15 ininutes) i Approval of the Minutes from the meeting of March 22, 2005 (5 ininutes) i Administrator Report: (10 ininutes) ■ Financial Report: Vail High Altitude Training Cainp cancelled/ fiind balance $12,600 ■ Labor Day Concert Update ■ Council decision on Street Entertaininent: additional funding request denied ■ TriaAinerica Series- Avon to Vail Triathlon: Update ■ Suimner Fest Update: aka Big Wheel, Chili `n BreN-,s ■ Coolcing Regulations Food Preparation Regulations for "Coolc-off" Events ■ Review Proposed Agenda for May Meeting: Review Strategic Plan? Final Reports: Taste of Vail Vail Filin Festival Spring Back to Vail: Include discussion of concert venues and impacts to cominuiuty, desired deinographic and number of attendees. ~ Overview of CSE Board Member roles and responsibilities and ex parte communications/Matt Mire (20 inuiutes) ~ Final Event Reports: Vail Vallev Foundation/Terry Brady (30 ininutes) ■ Alnerican Ski Classic ■ The Session ~ Lionshead Summer Construction Mitigation Plan and Consideration of Lionshead Events and Entertainment/ Paul Witt and Brian Hall (30 ininutes) ~ Discussion of problems arising from CSE approvals and then staff having to implement approvals as in this past weekend's Snoop Dogg Concert/ DNvight Henninger, Steve Wriglrt (20 ininutes) ~ Easter Egg Hunt Review and Discussion of Other Community Events/ Milce Ortiz, Chad Young (20 minutes) r America Days: Multi year contract and sponsorship proposal/ Laurie Asinussen (10 ininutes) i Vail Film Festival: Summer Screening Series: Funding Request (10 ininutes) r New Business: (5 ininutes) i Adjournment: 11:55 a.m. Next Meeting: Tiresd(rv, Mtrv 24, 2005 crt 8: 30 tt. nt. Town of Vail: Commission on Special Events Meeting Town of Vail: Vail Town Council Chambers Tuesday, May 24, 2005 at 8:30 a.m. REVISED AGENDA: • Approval of the Minutes from the meeting of Apri126, 2005. (5 nunutes) • Update on Special Event Approval Process (15 mii7utes) • Administrator Report: (10 nunutes) o Financial Report: $12,600 remaining in unallocated fiinds. o Consideration of CSE Request for 2006 Funds: Discussion at June Meeting, Due July 29 o Proposed Timeline for 2006 RFP Submittals and Review • Final Reports: o Taste of Vail/ John Dakin(20 minutes) o Spring Back to Vail/ Jeff Brausch (20 n7inutes) • Review and verify list of events to be surveyed. Eight events designated by the CSE at the January meeting include: (5 minutes) 1. American Slci Classic 2. Vail Film Festival 3. Spring Baclc to Vail 4. TEVA Mountain Games 5. The Vail Graze, AKA Big Wheel, Chili `n Brews 6. Vail Lacrosse Shoot-out 7. Kick-It 3v3 Soccer Tournament 8. Vail Arts Festival Coinparison of benchmarlc data from 2004 for the Vail Classic? Olctoberfest? Would we prefer to survey the Food and Wine Festival, instead of the Lacrosse Shoot-out? • Funding Request: Vail Film Festival, Summer Film Series (20 minutes) • Summer Street Entertainment/Lionshead: Consideration of 3 Options (20 nunutes) l. Contribute to the fund raising effort to provide additional suinmer entertaimnent in Lionshead spearheaded by Rob Levine. The Lionshead Merchants have raised approximately $5000 to date. VRI has offered to match these dollars up to $37,500. 2. Reallocate a portion of the CSE ffinding already allocated for Vail Village Street Entertaiiullent ($45,000- 1 performance site on Friday, 2 each on Saturday and Sunday) to provide for some performances in Lionshead 3. Move forward with currently budgeted Street Entertainment ii7 Vail Village only. • Discussion of what the CSE's role in insuring that events which are important as "community events" should be, i.e. Trick or Treat Trot, Easter Egg Hunt, America Days, Holidays in Vail, New Year's Eve, etc. Options for consideration might include funding, contracting with a producer, facilitating the event by finding a non-profit organization to produce it, or doing nothii7g. Or, should this discussion happen as part of the Strategic Plan Review? (15 minutes) • CSE Strategic Plan: Does the CSE wish to review/update the plan, which was adopted for 2002-2005 and if so, determine a process by which to move forward. The Plan can be accessed online at www.vailgov.com, cliclc on Doing Business, then on Special Events. (15 ininutes) • New Business: Funding Request: Top of the Rockies Softball Tournament $700 (5 minutes) • Adjournment: 11:00 a.m. Next Meeting: Tirescl(rv, Jaryze 28, 2005 nt 8:30 ct. rri. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, June 28, 2005 at 8:30 a.m. AGENDA: r Approval of the Minutes from the meeting of May, 24, 2005 (5 ininutes) i- Administrator's Report: (15 minutes) • Financial Report • Cancellation of Triple Crown Western Regional Softball Tournament • Update on Meeting regarding a Celebrity Golf Tournament proposal w/Matt Dockstetter and Brent Redman • Update oi7 Ambient Street Entertainment Schedule • Vail Specific Canopies at Special Events ~ Update on America Days and Sponsors: Laurie Asmussen (5 minutes) ~ VRD/Request for Funds: Joel Rabinowitz is requesting support from the CSE for the purchase of new trophies for the Vail Soccer Tournainent. (10 minutes) ~ Review Proposed Timeline and Draft RFP for 2006 Funding Allocation Process: (15 minutes) ~ Review Strategic Plan: Discuss whether or not the plan should be updated and give direction as to how to move forward. (30 minutes) ~ Funding Request from Council for 2006: Deadline for submittal is July 29 for a hearing oi7 August 16. Discuss proposal and give direction. (30 minutes) ~ New Business: (10 ininutes) ~ Adjournment: 10:30 a.m. Next Meeting: Tisescl(rV, Jaslv 26, 2005 crt 8: 30 tt. nt. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, July 26, 2005 at 8:30 a.m. AGENDA: Approval of the Minutes from the meeting of June 28, 2005. (5 minutes) Administrator Report: (20 minutes) • Financial Update • Arts Festival Update • Street Entertainment Schedule Changes • Vail Business Index: o Is there an interest in resurrecting tlus program? o If so, who should manage it? o Where should funding come from? • Tent Venue for Summer Concerts/Theater Final Reports: • King of the Mountain Volleyball: Leon Fell (20 ininutes) • Vail Film Festival (20 nunutes) Approve RFP Process for 2006 Allocations: (5 minutes) Finalize Funding Request from Council for 2006: Deadline for submittal is July 29 for a hearing on August 16. (30 minutes) Strategic Plan: Review Committee Progress Report (40 minutes) New Business: (5 ininutes) Adjournment: 10:55 a.m. Next Meeting: Tiresdcry, August 23, 2005 at 8: 30 a. ni. Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, August 23, 2005 at 8:30 a.m. AGENDA: Approval of the Minutes of the meeting of July 26, 2005 (5 ininutes) Administrator Report (10 ininutes) • The Presentation to Council for 2006 Funds has been postponed to the Council's worlc session on Tuesday, Septeinber 6. Update from Council worlc session of Aubu st 16. • In light of November 8 being election day, would the CSE lilce to the dates for the meetings scheduled to review the RFP's from November 8/9 to November 9/10? • Untraditional Marlceting inforined Sybill that intercept surveys have been talcen at the following events: American Ski Classic, Vail Film Festival, TEVA Mountain Games, Spring Back to Vail, The Graze at Vail, Kick-It 3v3 Soccer Tournament and the Vail Lacrosse Shootout. The Vail Arts Festival will be the fii7al event surveyed. • The RFP for 2006 CSE Funds is available on line and all previous applicants will be i7otified by e-mail. A press release has been sent to the Vail Daily. Final Reports: (40 minutes) • Teva Mountain Games • The Graze at Vail Strategic Plan: Review Draft (30 ininutes) New Business (5 minutes) Adjourn: 10:00 a.m. Next Meeting: Tiresdciy, September 27, 2005 crt 8:30 ci. rri. Commission on Special Events Meetin2 Town of Vail: Vail Town Council Chambers Tuesday, September 27, 2005 at 8:30 a.m. AGENDA: Approval of the minutes of the meeting of August 23, 2005. (5 minutes) Administrator Report: (15 minutes) • Financial Report: $1400 balance ofunallocated fi.inds. • Tuesday, October 25: Regular CSE ineeting at 8:30 will be followed at 9:30 by the joint meeting between CSE, TOV Event Review Staff and Event Promoters. • November ll: Would the CSE prefer to review applications and make decisions on funding applicatioi7s in one loi7g session? Marlc Gordon is n~ni7ing for Town Council, and if elected will not be able to participate after November 15. • Recap of Council Decision from their meeting on September 20ti' regarding 2006 CSE funding • Review status of the TriAmerica Avon to Vail Triathlon • Big Easy Event: Benefit for Katrina victims, Ford Ainphitheatre, October 1 Final Reports: (15 ininutes each) • Gourmet on Gore: Highline Sports, Jeff Brausch • Oktoberfest: Highline Sports, Jeff Brausch • Kick-it Soccer: Bryan Realph, Crestline Sports • America Days: Laurie Asmussen, Eagle Valley Events • Vail Arts Festival: Laurie Asmussen, Eagle Valley Events Update on plans for Holidays in Vail: Laurie Asmussen (10 minutes) Presentation of Survey Data: Joel Heath and Joe Blair, Untraditional Marlceting (30 minutes) Strategic Plan: Review final draft for presentation to council October 4 or 1 gti' (20 minutes) Request for Funds: Matterhorn Neighborhood Halloween Party/Donovan Pavilion: Traci Gordon (10 nunutes) Discussion: How to approach balancing the event calendar: July Events or lack thereof? (10 nunutes) New Business: (5 ininutes) Adjourn: 11:30 a.m. Town of Vail Commission on Special Events Meetin2 Town of Vail: Vail Town Council Chambers Tuesday, October 25, 2005 8:30 a.m.: CSE Business Meeting Agenda: ~ Approval of the minutes from the meetings of August 23 and September 27, 2005 (Sminutes) ~ Administrator Report: (10 minutes) • TOV Funding available for Economic Development/Construction Mitigation • Re-cap of 2005 Vail Lacrosse Shootout: included in packet • Discuss format for Nov 11 CSE meeting ~ 2006 Administrative Contract (10 minutes) ~ 2006 Contract for Event Research and Evaluation (10 minutes) ~ Street Entertainment: Final Report/Diane Moudy (15 mii7utes) ~ Funding Request for 2005 Ice Sculpture in Slifer Plaza/ Scott Rella (10 nunutes) 9:30-11:00 a.m.: Joint meeting between Event Producers, CSE and TOV Event Review Staff for the purpose of: • Developing as coinplete a 2006 event calendar as possible for proinotional purposes • Identifying potential venue issues due to construction activities and scheduling conflicts • Highlighting changes in special event permit requirements and allow event promoters an opportuiuty to aslc questioi7s of Town of Vail staff • Identifying in-kind services that may be requested from the TOV for plaiining purposes • Reserving banner display sites in LH/VV and Roundabout for 2006 events • Sharing information on upcoming events Next Meeting: Friday, November 11, 2005 at 8:30 a.m Review RFP'S for 2006 Eveyits Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Friday, November 11, 2005 at 8:30 a.m. AGENDA: • Administrative Items: o Approval of the Minutes of the meeting of October 25 o Proposed Meeting Dates for 2006 o CSE Member Re-appointments: The terms of Steve Rosenthal, Todd Gehrlce, Stephen Connolly and Mark Gordon expire December 3 l, 2005. A letter of intent to apply for a CSE appointment must be submitted to the Town Clerk, Lorelei Donaldson, no later than Wednesday, December 14. The Town Council will interview candidates for CSE positions at their worlc sessioi7 on Tuesday, Deceinber 20. • Presentation of Funding Applications: Funds Available: $650,000.00 Order: Time: Event: (29 Applications) 2006 Dates: 2006 Requested: 1 8:30 AM Rotary Rubber Duck Race 3-Sep $15,000.00 2 8:45 AM >Vail Armed Forces Week Jan 29- Feb 3 10,000.00 3 9:00 AM >Harvest Festival Sep 22-24 32,000.00 4 9:15 AM >Holiday Spirit on Meadow Drive Dec 16-24, 2006 21,000.00 5 9:30 AM Vail Arts and Wine Faire Saturdays, July 1-29 18,300.00 6 9:45 AM Vail Farmers' Market Sundays, Jun 18- Sep 17 15,500.00 7 10:00 AM Vail Jazz Festival Jun 25-Aug 27 10,000.00 Vail Jazz Foundation: Washington 8 10:15 AM Prep High School Band 4-Jul 7,500.00 9 10:30 AM America Days* 4-Jul 60,000.00 10 10:45 AM Vail Arts Festival Aug 11-13 30,000.00 11 11:00 AM Holidays in Vail Nov 25-Dec 31 40,000.00 12 11:15 AM Convergence Festival Aug 22-29 150,000.00 13 11:45AM Vail Lacrosse Shootout Jun 24-Jul 4 20,000.00 12:00 PM LUNCH 14 12:30 PM Kick-It 3v3 Soccer Aug 11-13 50,000.00 >Pete Seibert's Vail Mountain 15 12:45 PM Marathon 2-Apr 7,500.00 16 1:00 PM >Vail US Nationals of Skateboarding Aug 25-27 20,000.00 17 1:30 PM Avon to Vail Triathlon August 8,000.00 18 1:45 PM King of the Mountain Volleyball Jun 16-18 10,000.00 19 2:00 PM Spring Back to Vail Apr 3-16 100,000.00 20 2:15 PM Gourmet on Gore 2-Sep 50,000.00 21 2:30 PM Oktoberfest Sep 8-10/15-17 80,000.00 22 2:45 PM >ReviVail Season Kick-off Festival Nov 22- Dec 10 50,000.00 3:00 PM BREAK 23 3:15 PM The Honda Session Jan 12-15 25,000.00 24 3:30 PM American Ski Classic Mar 22-26 25,000.00 25 3:45 PM Teva Mountain Games May 31- June 4 80,000.00 26 4:15 PM Vail Film Festival Mar 30-Apr 2 85,000.00 27 4:45 PM Summer Street Entertainment Jun 23-Sep 3(11 weeks) 68,500.00 28 5:00 PM Taste of Vail/Winter(Lamb Cook-offl April 5-9 25,000.00 29 5:15 PM >Taste of Vail/Summer August 24-27 40,000.00 5:30 PM ADJOURN Total Funds Requested: $1,153,300.00 >New Events proposed for 2006 • Adjournment: 5:30 p.m. Next Meeting: Tuesdcry, Novei7iber 22, 2005 Decisions on 2006 Funcling Alloccrtions Town of Vail Commission on Special Events Meetin~ Town of Vail: Vail Town Council Chambers Tuesday, November 22, 2005 at 8:30 a.m. AGENDA: Approval of the Minutes of the meeting of November 11, 2005 (5 nunutes) 2006 Funding Allocations: Based on the presentations made at the CSE meeting on November 11, 2005, the CSE will determine funding for events proposed to be held in the Town of Vail in 2006. (2 hours) Contract for Event Evaluation and Research: Discussion as to whether or not to ei7ter into a contract with Untraditional Marlceting for event surveys in 2006. (15 nunutes) New Business: (10 nunutes) Adjournment: 11:00 a.m. Next Meeting: Joint meeting beriveeii tlte Vail Local Mcrrketing District Advisoq Council crnd tlie CSE. Tinie crild Date: TBA