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Home My WebLink About2005-03-22 Support Documentation CSE MeetingIF o l r l r ?agv i'. t'. i - _ ? ? ? Lam== ? ?? ?- M i4l - T ? 10 ;on Alr ?-7 P? , 14? / icy &I c? aall 1 7 l - , J? 1. - ------------ J J1 V w r? ? J J "ice" ? ?? ?' "_'? ? ?` Z ? _..-..---?"'"'? L1IW 0, ZI-11 i -? 1 v vJ lG ? G 4 .,eye i? S ?= o?ol 7 ?s f? s s a lxz_ i? r IE"rii ?t r . I' 4? k[ 'Iell - v/L v , , Ti II Easter Egg Hunt Outline of Expenses The Easter Egg Hunt (EEH) is a small event and does not have a separate budget. All of the costs associated with the EEH had to be pulled out of our regular budget structure. This document is an "extra" that would not be generated in the regular course of VRD business; it was ?.ed ?1.?rsly to respond to the CSE's request for an EEH budget. Cash Expenses: Item cost Prizes . $500 Operating (Bunny suit, Eggs, marketing fliers) $200 Advertising (Vail Daily donation?) $500 Miscellaneous (Candy, batteries, toner, etc.) $50 Hourly Employees Event 11 ,,.p,.., on $250 Hourly Employees Day of Event $300 Sub-Total $1800 Other Allocations: Item Amount Yl., ,,,LW. VOID-.?':ers (9 (a, 3 hrs each on event day) 27 hours Salaried Staff (3 @ 4 hrs each on event day + 35 hrs u sanization & 47 hours marketing) $1200 Sub-Total 74 hours $1200 Total $3000 Although this is a small event, it still requires substantial hours rx.,j acing and significant adult staff at the event to ensure the event runs smoothly and safely. In addition, the VRD Youth Services (and Marketing) salaried staff 6,p.,As over 35 hours marketing and this event. 1600 flyers are copied and distributed to Eagle County Students (800 VRD newsletters and 800 EEH dedicated flyers). A mass email was sent out to all VRD Youth Services cu.,i.,...ers. 50 full color ,-Aars were created and laminated for use in the event 200 color'/.-page in:L..,.,ation cards were ..xc "d, copied and made available at the event A fidl color, V4-page advertisement was and ran in the Vail Daily (donated ad 6r,«..:,) for 4 days. In addition to this marketing, eggs were inventoried and lost eggs &_,. ,.,;,rious y,,,.6 were replaced. 2500+ prizes were purchased so that each egg could redeem a prize. Signs were made. Volunteers were recruited and ...6-ized. PUBLIC NO T ICE: Town of Vail: Commission on Special Events Members of the Commission on Special Events will meet Tuesday, March 22, 2005 at 8:30 a.m. Vail Town Council Chambers 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) ? Final Event Summary: Mardi Gras Vail/ Joe Blair (20 minutes) ? Update on Chili Fest/ Joe Blair (5 minutes) ? Review of Intercept Survey Questions/ Joe Blair (20 minutes) ? New Business: (5 minutes) ? Adjournment: 10:00 a.m. Sybill R. Navas for Commission on Special Events Posted the 18`h day of March, 2005 CSE/sn Notice of Meeting 3/22/05 Town of Vail Commission on Special Events Meeting To o P... of Vail: Vail To o o. 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, , ?.,;,t ,rding 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) ? Final Event Summary: Mardi Gras Vail/ Joe Blair (20 minutes) ? Update on Chili Fest/ Joe Blair (5 minutes) ? Review of Intercept Survey Questions/ Joe Blair (20 minutes) ? New Business: (5 minutes) ? Adjournment: 10:00 a.m. Next Meeting: Tuesday, April 26, 2005 at 8:30 a.m. i/ MINU i hS Town of Vail: Commission on Soeeial Events Meeting Vail Town Council Chambers Tuesday, February 22, 2005 at 8:30 am. CSE Members I J .(All) Ian Anderson, Stephen C? ? J J, ?ily, Todd GerW Mark C,, , Ja4 Steve Rosentha4 Richard tenBraakcmd Cl,?aa . Dave C1na Ja,. Otbeas I'1, :..J, w „r.. Diane Moody, Leon Fel4 Scott Bbrhm, Leonard Sandoval, Sean Koenig; Pam Brandmeyer, Dan Conway, Joe Blair, Laririe Asmussen, Chris Emmer, Chad Young; Chu.:?.:r.e Carlson, Jeff Bramcls Dave O'CiJ, J J. >X Je?na &Ep:i+w wm4 John Power, Sarah Smit& Rick Scalpello and Sybill Navas. Chairman Dave Chapin called the meeting to order at 8:30 a.m. ? Motion to approve the minutes from the CSE meeting of Tuesday, January 25, 2005, as written. M/S/P: Steve Rosenthal, Rich tenBraak, Unanimous. Cousarucfmn schedule and venue impacts, specifically with ?.: rd to Lionshead Events and Street E ment Sites in both liumhcad and Vail V'Oi age: Scott Bluhm, d Sandoval and Sean Koenig an overview of the anticipated impacts of construction acth :::, w, on event venues this sumnum SL .,...?1.-.,:,:an will L „ J .. on Upper Bri ,:,, . Street and Gore Creek Drive from the Children's Fountain to C .,r.: rh In addition to a w , j y 1 early.,,L.l of ? 111. motion on April 1 I COO I ssing the.;,- . ;, Lionshead core, there will be heavy i ,,.GIs on Vail Road and East Meadow Drive in liar .,r :..,?,. Scott ?....:,d that the Town has decided to a.,.,:,:w4L:, the enhancement on Gore Creek Drive by doing the work on the Children's Fountain and the .-L .:. ray to the Gone Creek promenade this year, rather than in 2006 as had been originally planned; in L:.6;, part of the number of private projects that will be moving forward in the area, including enk: , . i w L, ;, . to the Cneekside Building, Gore Rangy;; Monintain W...:., and the Lodge Promenade sidewalk. He explained that ..::.,.t of the deep utility work would be done in the spring, but explained that the Town can only c...."vl the dates" t' ..." of ction on its own and t -, , occurring in right of way; private will be underway during the entire year. Pam informed the CSE that the Town has been.., ..ding a great deal of time on $ plans with the goal of mpg .. r , on the community by coordinating as many projects as r ?.ti.'ble. CSE meml. ;-,, Cond... that some ... s ..? of the village might be :.......?,.?:atle during the peak of . ctioa. Scott and Leonard gave d.J%J--.k..."II that; alter it may not be ideal, y , ; .. ; of a.,,,;a.? to all will be maintained at all times. Steve R? , tit informed the CSE fiat he will be m"t:..t, with Ian And:..aan and Kelli McDonald to discuss moving some of the VLMD marketing dollars into a June-',', v,Y h.J J , ber campaign for the k' . J r , 6, of promoting the message that "Vail is ,, the ; f% of the golf.,,,.. ;S and hosts that the Town provided last summer and :...r.:.1 his desire that the,...,,,.... would be ,J..,ded this year. It was noted that Vail Resorts is intending to ?, the Gondola on June 24. Request for Additional Resources from the Town of Vail to Amite Coaructiou Iinpa. r.,.. Sybdl reported that the Town Staff has been meeting weekly to develop and implement , :: , , W mitigate the for both % and bu?;,.?..>,.s?,.? of a multitude of constriction projects, and that the Town Manager's office has requested 1, - r Lb.: k for additional fandnng that will be made available for this se. The CSE asked Resort Entertainment to provide an for the addition of 2 weeks of Street l'a I I inment for Vail Village in June prior to June 25 and again in S ber for the 2 weeks after Labor Day and for the addition of ambient.4.;.;,t entertainment in Lionshead for the a th summer. It was also sum,,.- ad that the e1 w.:.? most seriously impacted forward to Sybill an for additional directional signage that might be provided by the Town, as well as identifying any other construction &.,.,les accompanied by sn,;,, ;.4t:ons as to how they may be CSE ;n V 1111acs: -, 22 OQ> }'are I ot'z 1k Adminisbutor Report: Sybill.,,r,., -,J the following: o Financial Update: A .,,,...dsheet showing the cu.. -L status of the distribution of 2005 allocations was included in the packets and it was r' , L d out that L o.,?,.se of the ..,...illations of the Family Carnival and "YO6" by the VRD, the balance of fimds remaining in 2005 has increased by $6500, to $38,200. o Council Decision on Logo Use: The CSE will request the use of both the TbinkSrmrmer ThinkVid and Town of Vail logos for all non-winter events, defaulting to the Town of Vail logo when dual use is not Y...+.yable. Lean Felt. the King of the Mountain Volleyball Tournament, .La .3 that he is more than willing to use both I and that he is happy to in any way that will give Vail more exp...,-. and bring more people into town. o Update: Brian Hall's V ?, ? J, 91 i, has been,.. ":.acted by VW to provide . ?!...ction mitigation activities in Lionshead similar to what was done in Beaver Creek. With a budget exc.:, ,::-g $700K, 1.:... will be children's hands-on activities, as well as' .. displays and live "hosts," in what is described as a "Children's construction museum" format. o Update on the outcome of the meeting between VRD, Town Staff aad VRi regarding "Y®6." All parties ate, ?..1 that the :..?..?..?:.+ ;...r ;,..3ed to put on the event were too costly for the number of atten3::..? (approximately $100 per and that the VRD would not produce it again this year. Bill Jensen aft-?':.d that VRI does not feel an obligation to provide entertainment on New Yew's Eve as an amenity for our vis:l..4. Dwight Henninger and Su..r...... Silverthorn will evaluate, whether the Town should provide an activity for young j .,jle on New Yew's Eve in light of the curfew and the Sr 1,.:al Event District in the Village and will. ;, , , I. to the CSE with their r.. , r , gal in March. o Cancellation of VRD EX, 6. ; L. The following r;, historically put on by the VRD have been cancelled due to serious budg?.a:, f .,,...al."A.,.. ¦ Family Carnival Easter Egg Hunt ¦ Trick or Treat Trot CSE Members felt that both the Trick or Treat Trot and the Easter Egg Hunt are events that are important to the community that do not require significant resources to -'ice. Sybill was &,,. zd to work with the VRD, the VCBA, Lionshead merchants and the Town to d";.....ine what resources might be pulled together to produce the Easter Egg Hunt next month. o Sommer Sports: Vail Triatbloo/Site Visit- Fred Sommer is r,"ontly in Vail to ,ine the venues and event ...,vjj .1 t team for the Triathlon. The event will include a junior event on Saturday, September 3 which will begin with a pool swim at one of the Vail athletic facilities. Both short course and regulation length divisions are r ; : r 64 L ?'to be held on Sunday, $ y ;...ber 4, bed with the swimming,, : on of the race in N Lake. It has ? . ;, to light only in the last couple of days that the Town of Avon did not have the event on their schedule, and had planned their own triathlon for the r . ;. '. . s weekend. WI ;, the TriAmerica event will be able to happen at all is contin6ii- on vi , ,.:.. g out the :.+:..? with the Town of Avon to the w of all involved o The following comments w . made by mwdmats at the west VCBA meeting. • Improve Fireworks on New Year's Eve Chili Fest why can't there be an individual competition ...::.?,.. ?? More 1.-L:?.,ipation needed ..." restaL.....:?. The number of rc is was an ....,t..... t-wo-:.-L Update on Spring Back to Vail Con. ? w - and Activities: Jeff Brausch distr L ,??,, 1 a complete event schedule, highlij.'.: several .,,,.... ii. 6 with big name headl4..",. He la: - J that Highline Sr , ..; is excited to be using the "new" venue at the Ford Park Parking lot for the final two con.-L%, which provides for up to 13,000 j w 610e, has excellent pedestrian and bus aff:.. Lw a limited number of -:glC , has a fabulous view and will take significant r...rne away $[om the Check Point Charlie site. Pam Brandmeyer thanked Jeff for Highline's in loot: ,6 for an alternative v t for L.. g&, ev ::..:.>. CSE members limented Jeff on the excellent job Highline is doing in appear to a yoadhfiul d w hic and e . J him to promote the event in the A?*,,.. am in addition to the Front Rang:.. Can of Proposal from Hkbfine Sports: Vail Food and Wine F y - :g1, Vail Village, Saturday, Septembw 3,200&. Jeff Brausch r. d the . ;,y..., for $25,000 to produce the event and gave an overview of the concert, which he described as a very higli end Oktoberfest with Jazz and Wine, vs. 0, ...,.. Y:- and Beer. CSEsn %, inurcr. ?.??-?(l0. Pa-,e ? off Jeff stated that. Highline S, W.6 looks upon this new event as a ,l ,'. ,,? ? J to Oktoberfest, for which the production infrastructure is already in place, as well as an .Amity to fill out the month of S :,r;;,.-.ber a marketing CL • , . , ;; C„ 14. , ., -,yk venting the Vail Jazz Foundation, .5tmed LL.:. willingness to participate and that they . :ad the . r _, ;. 1 fe,:.: far as an opportunity to shy+ .,r se their own event and to ?...?-? ., ....,ote the Jazz Festival, which already L ?,? in 25-30 a, AJ class CSE . ,; 3 that Highline trW L.Y4.ai a budget for the addition of a.,;- day, while; noting that the draft".;: would be gaining COmin7a6i- K .% to participate from the restaurant community. Jeffa,.?. J, but felt confident that it Id be r...,, iible and that the sin? ..,?, of the event would be an advantage in that . ,, -:. -L Christine Carlson added that-the Jazz Foundation is explL, the of deti ,s a C :l Fest for the Sunday of Labor day weekend. Vail Jazz Foundation: Cisrificadon of the CSE's allocation of $75M for Jaa at the Market concerts. Cl ? and Ride Scalpello confirm; J, that the I',:_ers' Market had ar, i i.1 to contribute $500 to the Jazz at the Market per : ,,w, but at.a cost of approxi?ely $1000.per:week, they would only be able. to produce 8 weeks of ?..: ? ..4 ..- ;..:? with the funds that the CSE had all. i Should the CSE be willing to all.:.L : an addAKNW $1000 to this event, they would produce Jazz at the Market each Sunday from July 3-August 28. If not, the Farmers' U; , wouild - at its own ,... ".se, for a quality of on July 3. Rota j .Duck EL, w Duck.Cost Sharing Pr posak John Pow,:-, accompanied by several 6., of rubber d " JW, which had beexi ;.. .ply tested in the hot tab, r.:,.+ &.i j d a : .;.At for $15,000 from the Rotary Chub to purcL,..m. up to 15,000 u:..vL.,L ..:.,?.+. .?r to produce their duck race.. The Rotary Club has had to'move the race away fi+om Labor Day.weekend they do not own their own dudes; ratite they are 1 &+om Summit County, who has established Labor Day as tlres c weeken. Although the of d s would not u . ,l.,le theme to change the date for this yew's event.(August 13), JP J...j+ ,1 that if the CSE is ' . k: : a?6 i, 3 ins „ the ?, . return to Labor Day in 2006 and beyond, the Rotary Club would like to a "cost sharing plan" to purchase the ducks for the following year. He also WA A that isst year's race, which was held on August 15, raised the most money of any year m spite of the fact that the actual att+exi.:4:. L ? ;, numbers were lower_ Charffy direction on L , 1 Proposals front the January CSE meeting: o Vail Chi... CSE members tabled-this appl;.,.u:on by pending clarification of the Vail TriAmerica Triathlon o Vail Challenge Cup tournam. ,_): CSE members noted that this is a valuable event: and en ged Sybill to commun:.,? that a r,. r sal more in proportion to the fact that only 25% of the event is held in Vail might be...,.,.>:dened. - , o Celebrity Golf Tournament F. k. _wl o Vail Valley Mcti,.,:. Icle Foundation: Concert with Brooks and Dunn ? Based as so - additional inimutim being forthcoming, a motion was made to remove the Vail 'Challen,,?, Cam, Celebrity t'?eff T?uameraR and the Vail Motorryde For.y WIN from further cow for M/SJP: foudinap- Stephen Connolly, Steve Rosenthal/ Unanim. s. - ? Mammon to approve an anocation of $25,000 to Highline Sports and Ea. aiament for the purpose of . paodncia-g the VgM Food send Wime F I-X i d l on Saftrday, September and an allocation of an. additional $1000 to the van Ja Foundation to bring the amber of dam at the Wo.:u u! rwo Or uranoes to- m every Sunday frum July 3-August 28. MW: Stowe Rw,etudal/S ?? ! , Connolly/ Motion passes 6-1, with Stephen Connolly . ,,,ed. Overview of the Special L 114., .t Per®atdM I t W,I r wu. Sybill , 1. L , X . ,'IL ? J the event permitting t,... of a and presented a review of loth the S,.,..:J Event Permit Application and the .. , tY implemented Dobson Specific Sr :..'A Event Permit Apples, which is mpiir+ed only when the arena is r? ,,J. to be used for something other than ice skating and which was developed in .:,t.....,L to,' -.I- .,?fivm the Fine and Police II ;;1., .. f. ents with .? .J to safety and exit .,. :.?, and jio..W...:? Both types of permits are reviewed at the weekly ,r:;W d.': Of the Design Review Team ktytk t) a :. ?. ;. Town of Vail staff, prior to sib off on the application and with C 1-1 k''S11 21'22.200? Paste; ; of d 1 from all affected departm , evaluates the ,yLL r ?,, of ,, ; . ?. 1.., :.. on pablic infraslnxtur e, m- kind services that maybe required, safety issues, and ,...,.ible scheduling and/or construction conflicts: Rick Scalpelb was critical of the sy :.. ?..., stating that the DRT meetings are closed both to the public and to the event promoter and as the requirements for approval are fiequendy applied incl..41. Chris Emmer ....., : l.?ed that it has been that the ss ..J .a:...bs tO work efficiently and that whl,.-67, :., have arisen at the ,m, meeting around his e%, the issue has L :, ?.. worked a with thhe .:,.+1.:..,5 p 1' ig a phone 'call or meeting. Sybill stated that Joe Blair had aunded the DRT meeting only last week to discuss venue . G ..:,, for the .TEVA Q . ? 6o, and that it has been the with ..,,sex events that the event promoter, is often asked to be r .,. ;,.. ?,,y ? at the DRT mmeeting. The CSE recommended that thus r .-I W be card and diat when there are :i.....? surrounding an event that are not resolved in the initial d a i...ba l , the event promoter should be invited to attend the next DRT Brainstorming d how to improve oamroon a 21" p tap t and merchant community with respect to Special Events: Sybill reported that the Event S'NAPSHO'T ,'T.l.:. A encl_% 6 1 with the &-? License . r gal-billing had I quite a few tiand that as even pis are becoming mine 116:.,l L in filling out and submitting their won this is t.: , . ring to be an eFf;, ?.rc m...W:? of lin with the community. Sarah Smith added that the VCBA indu event information proriled by Sybill in t>t ?, kly email and ?c t . ,; ; ?r ?:.. >tn a ix ,?, ,: of r .:. 1 ; ??. E-4.. b, hohiess and iW.:dtd par::, - but combed that many L?...:..:...s ir : s don't read them. Additionally, the VCBA has committed to keep: the online e%,- L calendar updated. Rick Scalpeilo..Ll, I that the Vail Happenings signs ale one of the best, : , : A of infarming both community membe r and g,.-,6 who may be wallcing through the vilt: 6 "ll about what is 6. , 6 On; tot ;r; . dl and in upeomffig . He reported, L., i ;; Ii-,that the signs are backlit fi+m within they are not in . COmPKI , a 6. with thl ? code. Widbout this r j their effacth ; ,_w, is limited after dark when manor k" ;, 6 r le have time m yL , Y. and sthdy them white they are strolling about slopping or on their way to He expl,r : , : I that the :..;, would in £roat of the DRB in the very future. Sybill was directed tD prepare a teats of support from the CSE to the Vail'Town Council, , e Ting Ri... _ll r .,..:,..., reoonrmendutg that the sign code be coed whatever way is d? a ;J ..:,.,:,.N...,/ to allow for the backlighting of these signs. Dave Chapin summarized the c om , : l by eomnmentrng that more is tL, : Lr done that; is required, and that although it is,possible to yet more information, at Some point it L the .4;: ?L..il ofthe T,r..a.,.ias community take advantage of the dam that is there. New, Business: Mark Gordon remarked that tie banner in Lid ad%,.I r. III .,, the Film Festival; is 6 M : L k A ,/I. ? U a lot of inl.;,,t in the event. Todd Ged" su, r...Yed.,.trp-marketing the Labor Day Food and Wine Festival at the Film F:,..? j 4 ;, both events have an appeal to a similar dem.6.d,, t ic. The CSE sired that, m spite of a tight ,y :.da, the Marro., .g should be held as scheduled and :.ested` dud updates on the b:.. , w% of both the Vail C"_ and the TriAmerica Vail Tiiaddoa be included an the agenda. Richard tenBreak.,l3 that he would not be able to attend blothtn to adjourn at 12:15 p AL NEW: Steve R. S:,.Jthal, Stephen Conn ally, Unanimous. Minutes taken and subbed by Sybill Navas February 22, 2005 Approved by: Date: Chahm..., Commission on Special E%,".6 _ Next Meeting: Tuesday, Marck 22, 2005 at 0:30 am. CSEISn %-Iie,utcs: _','2'%-00- face 4 rat d CSE/sn .2005•Allocations and Payment Records 3/17/2005 Town of Vail Commission on Special Events: 2005 Funding. Requests and Allocations Funds Available: - $590,000 Rollover from Previous Year: ..$0 Contribution, to-America Days from:Eule County $6,000 Total Funds Available: $596,000 Event: 2005 Dates: 2005 Funds Awarded: *Nike Jr. ,Golf All-Stars (3 yrs) Jun 7-10, 2005-07 withdrawn Vail Classic: Criterium 4-Sep withdrawn Vail Classic 3-Sep tabled Oktoberfest/Highline Sports' - Sep 9-11 & 16-18 $65,000 >Teva Mountain Games Jun 1-5 $65,000 ;Vail Film,Festival Mar 31--Apra $60,000 Americas Days* ( VCTB in '03) 4-Jul $56,000 Summer.Street Entertainment Jun 24-Sep 4 $45,000 >Spring Back to Vain Apr 4-16 440,000 Holidays'in Vall* (WCTB in '03) Nov 25-Dec 1'8 $25;000 >Kick-It 3v3 Soccer Tour Aug! 5-7 425;000 _ Vail Food and Wine Festival .3=Sep :$25;000 >American Ski Classic Mar 16-20 $20;000 >BigWheel, Brews'n Chili 25-Jun $20,000 The Session Jan. 12-16 $18,000 Mardi Gras Vail Feb 5-8 . $1:5;000 >Vail "Arts Festiva[ Aug 19-21. $15,000 >Lacrosse Shootout Jun, 24-Jul 3 $8,000 Kinq:of the Mountain Volleyball Jun 16-19 $7500 Vail Jazz'.Festival Jul3-Sep!5 $81500 "Y06" New Year's Eve for Youth 31.-Dec - cancelled Taste of"Vail Apr 6-9 $5,000 "Tri'America Avon to Vail Triathlon Sep 3-4 ..$31000 Familv'Sprinq Carnival 11-Mar cancelled *Western Regional Softball Jul 23-24 $1',400 Vail High AIt.Traininq Camp June'l-5 $1;40.0 VRD: Lionshead"Easter:Ec q Hunt 27-Mar $1;000 Subtotal. Event'Funds $529,800 Administrative Contracts: Administrative. +Expenses $35,000 Research/Event Evaluation $20,000 Subtotal:, Admim. Contracts $55,000 `TOTAL: _ ` . .15841800 'CSE FUNDS REMAINING: I $11,200 *These events are1he result of'the,Event Recruitment Program >These events are-designated forintercept surveys I - Mail Message Close Previous Next Forward Reply to Sender Reply All Move Delete Read Later From: "Fred Sommer" <fred@4.,...mersports.com> To: Special Events Date: Monday - March 14, 200511:15 AM Subject: Avon 6f Mime.822 (13619 bytes) fViewl fSave Asl F i Sybill, Novell. Properties In terse you have not had a chance to speak with Fraidy, I wanted to fill you in on the outcome of the merge. The Town Council a ? J to support the merging of the two events. As part of the agreement we must include Avon in the name so the event will now be called the TriA...?.:. Avon to Vail Triathlon. We still have some I.. ,:4tical and budget items to work through and will work on those when we visit in May. 1 have a call set up with Jim from the Tourism Bureau on Wednesday to their involve ?, It. Fraidy asked t 1.,lt the F,. ::.qty of craving the start time back to 8:00am to avoid the vehicle traffic associated with athletes heading up from Avon and Vail hotels to the half marathon up the road. Thoughts? 111 be in touch soon. Fred Fred Sommer President Sommer Sports, Inc. 838 West L ?:u Sb eet Clermont, R. 34711 Phone 352-394-1320(ext 103) SommerSDorts.com SOMMER SPORTS PROFESSIONAL EVENT MANAGEMENT SAL &%o t t ,.c: This ...?W' . ..._13d a* for the use of the -'.:_.is). :: J r ! . : andmay . , .? con:'. _' ? ,.J and pm : J in n. If you have reoehmd this ?.; ., in e=, please no* the sender '. ?. jately by eq7 of telephom and delete the original .,.Y.'i.Y1traL. To the extent airy , ill- of this cannwnicalkm ,... e . s pubfx ', . lion, no such res. ; ., apply to that info K , .n. Feb 23 2005 2:04PH HIGHLINE- 9704766890 P•1 D YSdmaW Addildonal Exvenm for-Two Dav VsH Food & Wane IF .,,L'.: J Expenses: Event Site: Vail Mt. TOV Permil 100 100 Event Equipment & Rental Expenses: Signage, Dt corations, Supplies, etc. 0 Rental item: (dumpsters, tables. chairs. tents, porta Soo potties, etc .) ' Bands. "Stages. Sound 3.500 4,000 Man,.. & Related Eiiper ses: Labor/Anne: tiincers 1,500 . Town of Val Police, Security 4.000 5,500 PubCrc Relations/Marketing,'Advertising: Public Relat ns 0. o Advertising Marketing 1.000 1,000 Administrative: Prcposals/Ir surance/Supplies/Phone/Postage 3,000 Managemen : Fee 2:000 5,000 `Sponsor Relations: Lodging/Enl ertainment/Gffts/Transportation Q Soo Total Additional $16.100- Expensest F ;..y ,;red by Haghiine Sports & Enlertair m 2123105 Y IMOF VA 00 t;ommr?uoa on ?vems Vail Town Council 7$ South Frontage Rd. Vail, CO 81657 February 23, 2005 Dear Mayor Slifeir and Council members: The Commission on Special Events strongly advocates any changes to, or variances from, the sign code which may be deemed necessary to accommodate the back lighting of the Vail Happenings signs. These signs have proven to be an excellent means of communicating the current and upcoming events to the community and our guests. The evening hours are frequently a time when guests and residents who are strolling to and from dinner or shopping have*the time to pause and read the lists. Without back Lighting, the signs are virtually useless after dark. Thank YOU for taking the time to consider this issue. r _ ?C9 `7 Dave Chapin,.Chai?iman . Commission on Special Events Cc: Russell Forrest CSE Recommendation to Council: Sign Code Changes to Accommodate Vail Happenings 2/23/2005 TVNOFVK ?ommtias?on on sped ?vemts MEMO TO: Stan Zemler FROM: Sybill Navas, Coordinator, Commission on Special Events DATE: February 23, 2005 RE: Special Events Proposal for Conyt. _ction Mitigation The CSE proposes increasing the Ambient Ent,, Udnment Program in Vail Village by adding two weeks. in June and two weeks after Labor Day (currently budgeted at $45,000 for 5 sites in Vail Village, riday-Sunday, 11 weeks from June 24- September 5) and by adding a complete Lionshead schedule (1 site, Friday-$unday,from June 10- 'September 18) to. the program. Lionshead had been eliminated from the initially approved CSE budget in consideration of the funds that VRI has devoted to Brian Hall's program of entertainment at their construction site. After talking with several Lionshead businesses and having a better understanding of Brian's program, it appears it would be valuable to have ambient musical entertainment added to the mix. Attached is. the detailed explanation of costs for additional Street Entertainment as provided by Resort Entertainment. Additionally, the CSE is requesting additional directional signage for the following events: TEVA Mountain Games, King of the Mountain Volleyball, Farmer's Market, Colorado Grand, Vail Arts Festival and Oktoberfest. These events all fall either into the time frame when TOV Streetvcape construction will be active, or have had to move their event venues due to construction impacts. Lastly, the CSE will continue to work with the VL1V1D to promote events as part of their. Front Mange program- with special emphasis on the events that fall from the middle of August, through September. Street Entertainment: $32,000 Additional 4 weeks in VaillVikkage: (5 mini conc,.:,Jweek) $12,000 15 Weeks of Entertainment in Lionsheadi (3 min concertfweek) $20,000 24 Signs (up to 4 signs each for 6 events, to be provided by TOV Sign Shop) $4800 Total Requested Special. Event funds for Construction Mitigation: $36,800 CSF, Construction Mitigation f=unding 31/2 112005 5005 AIL, ? i i ir.S 1VIISSION ."AND EVENTS NA D1 seta RUN X913 - l e To create a festive Mardi Gras atmosphere • Monday. February 7th within the Town 'of Vail and on Vail -Gumbo Cook-Off Sevin parocipating restaurants competed for the "Best Gumbo of Mountain during the days leading up to' and 2005- . rardapatine st,,,,ant, - Mot; Original BaQ; ?vmg Burrito,. including Fat Tuesday (February " 8d') Red Iron, Tap Room / sandy, Vendetta's, Montauk seafood Grill and the Marriott - Gumbo Hurricane Cook-Off Party at V...-d....e's • To become the largest Mardi Gras • Fat Tuesdav. Febntarv. 8'0 the western slope celebration on - Mardi Gras parade in Vail Village , . .r - Dining and beverage specials available at participating restaurants 1 - ;kE 2005 h+MARAn l uv& PLAN . lIABDl6HA3 - - -. -- lair • Asa,t . ?.... , Vail'Rworis cc;n r used an estimated $100,000 in marketing support in the following mediums: . • n ?.:....:,... Brorhme- 100,0001.,.'....... litre,,,. d...-I feauamg the aeot • Two Direct Mail pieces wen. sent out to 90,000, past guests to the Town of Vail ?g r • Frontier Aclmes - Speeial........., sun in At6m4 ChicW and IN11- from Jamrary 1• - Febn-y 56 Front Ranee D stnbudon • Denver Post - Two, ih page ads in the Weekly Ski Section • Rocky Mounuio News - Two, % page ads in the Weekly Ski Salim •' Wannrd - Four color ad placed in the Weekly En .- see4m 8005 MARTIN6 PLAN r?i pus rill • Newspaper - Vail Dally, Vail Trza & Summit Daily • Radio - KZYR: KTUN & KSMT - • Tva - Additional Marketin -• Internet - duce separate d met toads scot m over 164,000 subs Urs • Posters - over 250 posters distributed in Summit and Eagle County, • Merchandise - collector *Mardi Gras Vail' items on sale • Hotel Cmicierse's - event schedules and mforeriaoon were delivered to all Townaf Vail hotels 2005 SUMMARY ?nl r>ona ? Average household income of rec.. :s...nts was $200,000 + ? National and regional marketing adt Vail's Mardi Gras cele:,::= and the Town of vail ? Local marketing focused on inviting Vail Valley residents to the VilLases to cekhmte Mardi Gras ? Adding and enthusiasm to the Villages ? Testimonials • 'Was a betar day than any day over Christmas or Presidents week' - lions Den • 'I love stow the event is fun far everyone, adds energy into the Village and brings people into my earobliahment" - Tap Room / 3`. • 'What a great event for the Toga to add to it's schedule of events for our guest to ergW - Red Lion 2005 SUMMARY Man Is- ? Estimated 3,500 spectators attended the Mardi Gras Parade ? Over 500 lbs. of Crawfish sold at the World's Highest Low Country Crawfish. Boil at Eagle's Nest ? Cajun / Creole cuisine was served at participating restaurants during the four day event ? Lip' Brian, an authentic Zydeco band, was flown in from New Orleans to entertain guest at two separate events: - Apr-es party at lions Den - Crawfish Boil at Eagles Nest. ? Seven Vail Village and LionsHead restaurants participated in the Gumbo Cook-Of 2 200 BU?cLT ? I I _ ?iHQIBB/S Psanus Design $3.000+ . $0 Adtisin? . ` $17,898 50 ISignsaa S1,B78 SD IEntedomment 512,740 $0 IPennits $120 fD IMisc 52,880 S0. +Laboreis $5,000 $0 .. IAOocatel Expense - $2,500 _ N' 4Sponsrnstip _ $s $43,000 I TOW' $48.114 $43,000 I 1 CSE Allocation - S 15,000 3 Diane Moudy Resort Entertainment PO Box 1108 Vail, CO 81658 970-926-7770 diane@resort-entertainment.com www.resort-entertainment.com ---Original Message From: Pam Brandmeyer [mailto:PBrandmeyer@vallgov.com] Sent: Thursday, March 10, 2005 1:01 PM To: Special Events Cc: diane®resort-entertainment.com Subject: HOPE YOU HAD A GREAT VACATIONI Diane Moody has a MOST (1) tantalizing Labor Day Event for us...how does Willie Nelson sound? His fee Is high, obviously, but we would like to approach the CSE for $25K, and as well, Stan has already stated he will spend $25K from his "economic development" fund to support the event. The WF has also expressed "interest," and Diane has stated she would assume some risk. Can you put this on the Mamh 22nd CSE agenda for their consideration? Thanks. Willie Nelson Labor Day 2005 i RESERVED Reserved Capacity t 1200 Artlst tota[expense $93,705.00 event Comm 0 . Production Total expense!$18,705:00 Key Seats. -1,30 Total projected expenses $112,410.00 BandiComos -25 Net Reserved Avail 1045 1 st row- 48.0$100 4.800 2nd-5th-192 1,910,75 M400, remainder 805(5155 44.275 Gen. Admin. I Gen. Adm.-Cavacity 1600 . WF Comp too Production ! 0 . Marketins -30 " Net Gen. Adm. avail i 1670 . $37 . + 61790 Gross Potential + 125.265 Gross Expenses 112,410 Net Prontl(Loss) 12,855 Willie Nelson Labor Day 2005 Ford Park 13,000 capacity 100 VIP section x $100 Gen. Admin. Gross Potential - Gross EAr ?-.ves Net Profit/(Loss) 10,000 Gen. Adm. Capacity _ 12900 . Production -50 Marketing -30 . Net Gen. Adm avail 12100 $33 425;-700- 435,700 186,375 249,325 0 2005 CSE Intercept Studv American Ski Classic - 3116 - 3120 1. In what state do you cL.. Q.,dy reside? a. If From Colorado, where _ Town of Vail Vail Valley _ Summit County Front Range (Denver, Fort Collins) _ W;a:;,,.,.Slope (west of Eagle) _ Other CO. b. If not from Vail. Valley are you a: Day Visitor (not staying overnight) _ Seasonal Resident (_ Employee _ 2°d Home) Overnight Visitor i. How many nights are you staying this trip? _ ii. Staying in: - Vail . Avon _ Eagle _ Beaver Creek _ Edwards . Other iii. Type of housing: _ Hotel / Condo _ Friend / Relative (not paid for) iv. What other resorts or activities did you consider before deciding on Vail? v. Have you been to Vail before? -Yes -No 1. If yes: Summer _ Winter _ Both 2. How many times? vi. Thinking of your immediate travel ?,,. la's total c.,,4,,,..ditures, how much money did you ?,:,-d or are you planning to spend during your time in Vail in each of the following categories? 1. Accommodations: $ 2. Food & Beverage: $ 3. Shopping: $ 4. Sightseeing,.:..,.;,al:on & activities: $ 5. Local transportation (gas, car rental, taxis, parking, etc. in Vail but excluding the cost of getting to / from Vail) $ vii. On a scale f. ....1=10, how much would you agree/ disagree that Vail is a" place I'd really enjoy visiting again" Disagree Strongly Strongly Agree 1 2 3 4 5 6 7 8 9 10. viii. Did your overall -* - ,: ?.>sion of Vail on this trip: Exceed exp;,...%.;Ons. -Meet ;,.ijvQzta.tions ` Fall Short of ;:1.r;,.."ons, why ix. Which of the following have you .U--ded or plan on taking part in during your visit to Vail? _ Culture. events (th ballet, symphony) concerts (rock, pop, jazz, bluegrass) _ Physical (ski, raft, bike, hike) _ Shopping _ Golf 2. Did you travel into the Town of Vail specifically for this event? - Yes -No 3. Have you. U..,.ded this event in the past? _ Yes -No 4. How many people in your immediate travel t,-. Ly (if you were part of a k-&" group, it would be just those people; whom you paid / shared :...r.i-ses)? How many under 18? 5. As part of your plans to attend today's event, have you or do you,_Lr _. do my of the following in the Town of Vail: Drinks _ Dining _ Sh - Y,, 'ng -Uncertain 6. Which of following best describes the annual income of your household (before taxes)? _ $0-24,999 _ $25-49,999 _ $50-74,999 _ 75-99,999 _ $100-149,999 - $150-199,999 _ $200-249,999 _ $250+ 7. Gender. Male Female 8. In what year were you born?