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HomeMy WebLinkAbout2005-10-25 Support Documentation CSE Regular MeetingPUBLIC NOTICE: To'*v xt of .Vail: Commission ®n SDedal Events, Meeftg Tow i of Vail: Vaal 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 (5minutes) ? 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 v ? 2006 Administrative Contract (10 minutes) 2006 Contract for Event Research and Evaluation (10 minutes) ? Street En: Cainment: Final Report/Diane Moudy (15 minutes) V - ? Funding Request for 2005 Ice Sculpture in Slifer Plaza/ Scott Rella (10 minutes) 9:30-11:00 a.m.: Joint meeting between Event Producers, CSE and TOY Event Review Staff for the ? purpose of • Developing as complete a 2006 event calendar as possible for promotional . pu.r.,aes • Identifying potential venue issues due to, construction activities and scheduling conflicts Highlighting changes in special event permit requirements and allow event Sg ?G? promoters an err =Canity to ask questions of Town of Vail staff • Identifying in-kind services that may be requested from the TOV for planning. Purposes • Reserving banner display sites in LH/VV and Roundabout for 2,006 events • Sharing information on upcoming events Next Meeting: Friday, November 11, 2005 at 8:30 a.m Reviews RFP'S for'2006 Events Town of Vail Commission on SDecial Events Meeting; Town of Vail: Vail Town Council Chainbers Tuesday, October 25, 2005 8:30 a.m.: CSE Business Meeting Agenda: ? Approval of the minutes fl. , m the meetings of August 23 and September 27, 2005 (5minutes) ? 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 minutes) ? Funding Request for 2005 Ice Sculpture in Slifer Plaza/ Scott Rella (10 minutes) 9:30-11:00 a.m.: Joint meeting between Event Producers, CSE and TOV Event Review Staff for the purpose of: • Developing as complete a 2006 event calendar as possible for promotional pk.t.uses • 'Identifying potential venue issues due to construction activities and scheduling conflicts • Highlighting changes in special event permit requirements and allow event r..,.-aters an opportunity to ask questions of Town of Vail staff • Identifying in-kind services that may be requested fi%'J. the TOV for planning purposes • Reserving banner display sites in LH/VV and Roundabout for 2006 events • Sharing inf„....ation on upcoming events Next Meeting: Friday, November 11, 2005 at 8:30 a.m Review RFP S for 2006 Events l MINUTES: Town of Vail: Commission on Special Events Meeting Town of Vail: Vail Town Council Chambers Tuesday, August 23, 2005 at 8:30 a.m. CSE Members Present. Richard tenBraak Ian Anderson, Mark Gordon Stephen Connolly and C&.,,,.= Dave Chapin CSE Members Absent. Steve Rosenthal and Todd Gerhke Others Present. Joel Heath, Joe Blair, Amy Phillips, Pam Brandmeyer, Laurie Asmussen and Sybill Navas -- ---------- Chairman Dave Chapin called the meeting to order at 8:40 am. Motion to approve the minutes of the meeting of July 26, 2005, as presented. M/S/P: Richard tenBraak/Mark Gordon/Unammous AdminL...Aor Report • Sybill reported that the CSE's to the Town Council for 2006 funds has been postponed to the Council's work session on Tuesday, September 6. Sybill updated the CSE members on the comments made by Council at their meeting on August 16. Pam %,;QQJ that the Council was confused by the duplicate request from the TEVA Mountain Games. She stated that it has historically been the policy that as events have grown larger and established themselves as "icon" events, they have been fimded directly by the council. CSE members reaffirmed their conviction that the CSE should maintain oversight of all events, and were not in full a.. :,:;x..ent that the TEVA Games had indeed reached "icon" status. Joel Heath explained that he submitted his t,..rosal to the council as a "matter of principal, not content" and while acknowledging the CSE as the experts on special event matters, he felt it was impo.ki4"t to confront the question of whether the CSE is a "seeding" or a "funding" entity. CSE members agreed to clarify the issue in the updated Strategic Plan. • In light of the fact that November 8 is election day and Mark Gordon is a candidate for Town Council, the CSE a&.,"d to review all of the 2006 funding applications on Friday, November 11, in the Vail Town Council Chambers. • Untraditional Marketing informed Sybill that intercept surveys have been taken 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 final event surveyed. • The RFP for 2006 CSE Funds is available on line and all previous applicants will be notified by e-mail. A press release has been sent to the Vail Daily. Final Reports: Teva Mountain Games: Joel Heath distributed stakeholder summaries of the event and :,r«0.d that the yes that have been recognized as the "Crown Jewel of Outdoor Ads ;;-lime," will be shifting to become the "Olympics of Adventure Sports," an event the CSE/sn Minutes: August 23, 2005 Page 1 of 3 r world will recognize as the place to become the top in your field. In 2006 they i..L..d to expand the TEVA Games internationally into El-. k e or Asia. Some of the highlights of the event included: o Everest Awards o Climbing: the TEVA games have changed the whole paradigm of the sport o Trail Running: National Championship o Go-Lite Ads ..tare Village with the kids kayak pool, climbing and bike course o Volkswagen partnership with the Humane Society, underwriting dog adoptions o Signifi.,w.t media exposure: with a value exceeding Vail's entire summer marketing campaign. o June sales tax: Up 13°x., in....,...ental spending in the TOV of $2.5 million Minor difficulties were driven by 8" of snow on Saturday which caused the cancellation of only one event, the Colorado Mountain Bike Ch,,:onships due to VRI"S concern about the dangerous mix of snow, speed and erosion. The snow, which kept the locals at home on Saturday, is also blamed for the lackluster attendance compared to last year and the limited attendance at the outdoor concerts. Additionally, the use of Dobson Arena for the Mountain Ball was not as successful as h„r -3, and it will be moved into a more formal and intimate setting next year. In summary, Joel stated that they will reallocate their funding to focus on athletes and awards and less on ?..1:.. ainment, which is more weather sensitive. CSE members questioned the impact of construction, and Joel assured them that the TOV had done a w: .A job of getting the venue in shape for the event. He ?j.p.,ssed some concern about mountain access next year when the Front Door project will be underway. The Graze at Vail: Stating that he was moving fr.,... highlights to lowlights, Joel gave a PowerPoint presentation of this 0 year event. He explained that 45 days prior to the event, they were informed that insurance would not be available for the Big Wheel race. Although sheep running is big in there was national interest in the Big Wheel racing f.,....at and they lost 100% of their sponsors and 50% of their funding. Evenso they did not come back to the CSE for more money, but did .,,....e back for arr• gal for the new concept. While the running of the sheep raised over $1000 for local charities, the "Heavy Grazing" r.,,. ,red to be a bit "light" 10 .,,l %j=ts committed to participate, only 6 showed up. Restal..,...t incentives included a cash prize and the ability to sell "beyond" the $1 s,L...rle price. Joel stated that they had hired staff fi.,... the Lodge Concierge desk to recruit restau.,...t, with little success and that Untraditional Marketing will not design another event dependant on local restaurant participation again. He also stated that Untraditional Marketing will not be back for funding for this event unless insurance can be acquired for the Big Wheel Race. Stephen Connolly stated that he did not believe the "leap of faith" that the CSE took in embracing the new event and Umsting Untraditional Marketing based on their excellent track record was a mistake, and that he .;,...sins confident in Untraditional Marketing's ability to produce quality evr:..L-a. Joel asked, "When the funding falls out, is it better to cancel?" Responding to an affirmative reply 1i.... CSE members, he added that producing any event entails risk and it depends on the potential for the future. Ian Anderson added that it was not a total failure- the folks that there enjoyed themselves. CSE/sn Minutes: August 23, 2005 Page 2 of 3 Strategic Plan: Review Draft: Discussion was tabled until the September meeting. New' Business: CSE members agreed that Stephen Connolly would be the point person at the September 6 presentation to council. Mark Gordon reported that he had. attended the Vail Arts Festival, and it app:,a..,d that the new venue along the south side of the Lionshead Parking Structure was successful as the event was "packed." Mark also suggested that the CSE-might consider an application for finds to support the Matterhorn neighborhood Halloween party, since the Trick-or-Treat Trot has been cancelled and there remains only $1400 in the CSE's 2005 budget. Ian Anderson commented on the complete lack of marketing for the outdoor film showings in July and stated the importance of having a solid understanding of.the.marketing plan that. will be in place for events that are funded by the CSE. CSE members ari,' 'V 6red Sybill's request to find another person to take minutes at the meetings next year, but cautioned that care be taken to find someone who understands the nuances of the conversations and is able to determine which comments are critical to understanding the underlying issues. Motion to Adjourn at 10:50 am. MIS/P: Stephen Connolly, Mark Gordon, Unanimous Minutes taken and submitted by Sybill Navas August 23, 2005 Approved by: Chairman, Commission on Special Events Date: Next Meeting: Tuesday, September 27, 2005 at 8:30 a. m. CSE/sn Minutes: August 23, 2005 Page 3 of 3 Minutes: Town of Vail: Commission on Special Events Meeting Town of Vail: Vail Town Council Champ ,, ,, Tuesday, September 27, 2005 at 8:30 a.m. CSE Members Present. Stephen Connolly, Ian Anderson, Steve Rosenthal, Mark Gordon and Richard tenBraak CSE Members Ab?senk Dave Ch.i, - Todd Gehrke Others Present.• Joe Joyce, Mark Cervantes, Marty Stewart, Sterling Bradbrook Jamie Wilson, Jef `•Brausck Pam Brandweyef•, Lorelei DbnaWsor4 Steve Kaufman Laurie Asmussen, JoAnn Moore, Kaye Ferry, John Power, Joel Heath, Joe Blair, Dick Pne#aer and Sybill Navas Ading Chairman Richard tenBreak called the meeting to order at 8:30 a.m. Approval of the minutes of the meeting of August 23, 2005: tabled to October 25. Administrator Report: • Financial Report: per into...ation in the packet, the balance of unallocated event funding.:....a,..Q at $1400. • TriAmerica: Avon to Vail Triathlon: Sybill reported that, K.... an outside p:,..Fective, the triathlon had come off very well- Unfortly, the event prom..L:,: had seriously neglected many of the organizational aspects of the race. Sommer Sports is now delinquent in paying the .,....s:. -,,& ... ihals who were . jited by the Town at the last minute. She stated that she has audw ized the use of $1375 of the remaining CSE fiords to pay the "volunteers," and that the Town Manager's office would reimburse this amount if it was not forthcoming from the promoter. She stated that the sole ..,s., the Town of Vail did not "pull the plug" on this event was on account of the partnership with the Town of Avon. Fraidy Aber, Avon's.,*.:,... evens CL,,:,..Ior has affirmed that in light of the background work that has been done to develop an excellent course of "destination quality," Avon ;--aims int{..?ted in partnering with Vail on a triathlon next year and she offered to res:.,..,h other producers who could bring the same level of timing equipment and ....cure to this type of event • November 11: Would the CSE prefer to . 07. C 1 ? applications and make decisions on funding applications is one long session since Mark Gordon is running for Town Council and N elected will not be able to participate after November 15? CSE m w . J 1. wr aeo,& L.? by • u r 1' r-=tia?. that they Y 1? ? ? :ld hearall Vl t? ?uti.bv '..•a.awiv u Kom event t,..,.oters requesting 2006 event fimding on Friday, November 11, but felt that the day would L;.. too long if the d]s....a y:on and decision. would be included. The decisions on fimdmg allocations will remain scheduled for the regular November CSE miming an Tuesday, November 22. • Council Funding of $650,000 for the CSE in 2006: Subject to Wk v tral of the overall 2006 Town of Vail budget after 2 readings of the arffinow in October, the Town Council granted preliminary Wp.,.,ral to the Town Manager's re,r....mendation of an a& Winn of $650,000 to the CSE in 2006 with+ to kv"the fields as the CSE sees FIj „j,.:ate. Additionally, the Council rec..a....ended that the CSE should consider the appliesion of the t t; */A Mom G&...:,s fi, #,&jAy- • Big Easy Event: Benefit for Katrina victims, Ford Amphitheatre, October 1. Diane Moody of R:.scst E..1;, L ... ,.k.,,. had requested that Sybill shore with the CSE that it is CSE/sn 27, 2005 Page 1 of 5 • Big Easy Event: Benefit for Katrina victims, Ford Amphitheatre, October 1. Diane Moudy of Resort E..t..6mment had requested that Sybill share with the CSE that it is quite an honor for Vail to play host to a concert of this level. The musicians who will be participating in this mot, which had originally L:.: ,, planned to take place in New Orleans as a major fundraiser for marsh and wetlands restoration, are among the most recognized in New Orleans music circles. • Economic Development: Jamie Wilson inf.....ed the CSE that Stan Zemler is V.r,r,osing to set aside $50,000 in 2006 as part of an Economic Plan to help mitigate the,,...L:nuing effects of construction on local businesses. Additionally, there remains about $95,000 in the 2005 budget, which could be rolled forward Pam Brandmeyer stated that there is overall.,,,..,..gnition of the vital role that events play and that the Town Manager's office would welcome some r..,rosals from the CSE. CSE members cautioned that with the magnitude of the construction in Lion d, .-., L.:A events could not make up the di$...,..ce in lost business, but agreed that they may make a c ....?.'bution as part of a 1-6" plan. Kaye Ferry, ,:.:king on behalf of the Vail Chamber and Business Association, stated that events are not what the Lionshead merchants want- that they need ongoing in..::.,?:ves for people to come to Lionshead, such as the Gonddla/Pas.-r .,.t ' 1,.., .a... could p V ride and that it is imperative that they be included in any discussions rem .'Zng this subject. Final Reports: • Gourmet on Gore: Jeff Brausch distributed an event recap and enthusiastically ..,r V. Led the su.,.,.ss of this 1" year event while noting its origin as a CSE initiative and its positioning as the marquis event for Labor Day Weekend. He stated that the goals were common to those of Oktoberfest: 1. To atLact visitors fl..,... both in and out of Colorado, specifically the FY,,..t Range ("L:...ated attendance was 7500 over 8 hours) 2. To provide a value added activity for locals and guests 3. To motivate yr ?uding in Vail Jeff explained that the intent was to create a "clear" and classy venue, with matching tents, which was, .+"-&e, but !,..k .ed to r v side the right ambience. He added that next year they would try to r.,V ,ride a higher quality wine tasting :...r'-..ence and that d-,?,; ding on the restaurant participation may expand the event over 2 days. The addition of a demonsL .a ;on area is being considered, but the "pay as you go" format would ruin. Jeff: , c 61 that : y rV-i ii continues to a be high budget t:,,.. for any event with liquor liability. He stated that all marketing dollars spent outside of Vail had been c.,.iuacted with West Word in Denver. • Oktoberfest: This time Jeff distributed a handout summarizing Oktoberfest and explained that this was the 2nd year they had produced the festival, and the 10 year of its happening in Vail. He noted that an extra day was added this year, Friday in Vail Village, and that a full schedule of entertainment was aided for the estimated 40,000 people who attended over 6 days. Lowlier of the event included: 1. Venue on East Lionshead Circle was a struggle- no ambience, too tight. Attenda....,: was down only slightly, but the "feel" wasn't right The intent was to serve as a gateway between V V and LH, but it did not work. Next year they hope to fill "pockets" within the mall and take over the bus stop 4.414. 2. Managing the merchants and responding to the challenges of last minute requests. 3. Music cut off too on Friday and Saturday (permit limited at 9:00) and Sunday went a bit too long. CSE1sn ML... x,.,. 27, 2005 Page 2 of 5 4. Weather vulnerability is high for such a costly event. 5. Sponsorship sales are difficult L:. of the association with alcohol consumption. Highlights noted were: I . Great attendance. 2. Excellent receptionthe business community. 3. Traditional oompah music during the day and more cunt--porary music in the e't ;.: . g proved to be a good mix. 4. The Kids' Fun Run raised over $6,000 for the Children's Garden of Learning. integrated activities for all age groups was very well received. 5. Marketing dollars were focused on Front Range newsp,,;,. and radio ads. The VLMD helped by securing billboard :...r,..?re along I-70. Ian Anderson, x :...,finding those yx,,.,ent of his history with the event when it was produced by the V Vc. i ti., encouraged Jeff to c ons der adding a venue at the top of Bridge St. Jeff a j,.:,-J that would be an excellent addition as a smaller venue to help z-y.,ad people out. Also, Ian encouraged Highline to do whatever was necessary with regard to weat&-,-`.ofing the event and recollected the large tent that had always been part of the Lionshead site. Finally, noting that the VLMD could do a better job helping to promote the fall events, he commented that the r - ,oters need to recipn..,,,w by r. siding a link for lodging in their ads. Stephen Connolly emphasized that this event, yet again, j._., Jes the value of keeping Seibert Circle . , j u as a viable event venue and that the CSE should strongly communicate this to the council. Joe Joyce, owner of Joe's Deli and the Popcorn Wagon, :.,6,y.essed his feeling of frustration that Highline SY, .;, .s had discriminated against his businesses by creating a policy where vendor participation in the event was limited to an individual business owner, rather than to each business license holder- th:..?.,re limiting his par fi..,.4ia:on to one location in front of Joe's and not allowing the Popcorn Wagon to have a vending booth. Additionally, he felt that Town of Vail bu.?.Y? whose ph) .%? locations were outside the limits of the liquor boundaries had been given prefQ.,..Cal sites. Sybill, citing the opinion of the Town Attorney, explained that the Special Event P".. it &,a." event ti. ..meets the lease of the premises and the right to manage the event in the way they see fit, within the limits of the law. CSE ... di.? - L :..s that the last thing the commission wants to do is to irritate the merchants- that the CSE is working for them. Joe was thanked for bringing the matter to their attention and dia,.,:ed Sybill to set up a discussion to address these con., "..,s between r..r.V..s .U,*,;ves from I ighline Sports, the Town of Vail staff, Joe and other int.,, ,ed .AA:..J.51." Stephen Connolly and Steve Rosenthal indicted their willingness to particit,&u.. • Kick it Soccer. Bryan Realph was unable to attend due to a scheduling conflict and will r.",ent this report on October 25. • America D"= Laurie Asmussen and JoAm} Moore distributed a a? of the a of July event and noted that the challenge this year was to keep people in town and entertained in the absence of the Bravol Patriotic Concert and the F s' Market. The a, .:, %UkAip of Millennium Bank made it possible to yw side activities and music at Ford Park all at, e. D= and W provide the musical aa60 W.u..,animent to the &., *rorks Alhough the new venue was, a hit, the time gap between the parade and the fireworks proved to be almost too long. Several members . ? ? ... ented that the -a- was ix,"Mc, it was noted that U lb had L i, :..., received that the Washington Prep High School Band W L;,c:.. CSElsn Minutes. ?: 27, 2005 Page 3 of 5 missed. Laurie stated that they had hired several smaller bands to augment the community entries and that they had already placed themselves on lists for military bands next year. CSE members conb,.Ldated her on the best ever 4`h of July event. • Vail Arts Festival: Laurie distributed a summary of this year's Arts Festival and, stating that her primary goal had been to keep the event in LionsheW this year, the new verve on East Lionshead Circle v.„ red to exceed all expectations. f,.,u, the artists' p,:..gAxtive tyre was no bad site, although attendance was light most likely as a result of the rock slide which had closed I-70 2 days earlier. The Fire Dep...4..ent had prohibited the placement of tents within the traditional mall are and Laurie. gyp. , izd that the Lionshead Merchants were not happy with changed venue. Additional ts. had been made to W6 6,L6L,,," ;, with R,.,,,.?.t E "lainmeoYs Street ,, ertainm®t proe,, ..Y m an ?.a....pt to .r.,u.ing connect the event with the mall. Sybill commented that sales tax returns were still in and that several artists had added positive comments. Update on plans for Holidays in Vail: Laurie Asmussen updated the CSE. on developing plans for the holiday ccLL.4ions and AJJ that Lionshead would be a big focus. Activities will include: o Tree Lighting on Thanksgiving weekend with a parade of lights beginning in LH and moving to W a Holiday Gift Faire/D:..,::...ber 17-18: a revival of the event that used to be held at the Marriott. Will be held in the Pavilion as a fundraiser for their Memorial Fund, which is used to defray the cost of pavilion ."1a1 when families are seeking a site for a memorial service. o Winter Celebration in W/December 17: If the Ford's are here. o New Year's Eve Fireworks o Santa visits alternating between W and LH on weekends leading up to Christmas.. CSE members o...vhasize d that the biggest opportunity for economic stimulation lies in the first 3 wti.? in De,, -I= and that it is important to see things going on. Laurie stated that she would continue to work with the Lionshead merchants and would work with Jamie to put together a r: ?r ?..se to the RFP being issued by the Town Manager. Presentation of Survey Data: Joel Heath and Joe Blair of Untraditional Marketing gave s PowerPoint r? :?ion of the 1" draft of Zaw, i, ..... this years' intercept surveys. He noted that the American Ski Classic would be included in the final document but, due to the moving of their offices, the data was still in boxers. Joel stated that after doing these surveys for 2 years, they have concluded that it is better to look at a portfolio of events as one unit, and that diW.:.,..t mess should be utilized for di&,,-.,.i eves. Res..4,,h on ambient, participant and icon events will bring di&,...t results. While commending the CSE's overall estimated return on investment, which showed -ding of over $16S million, a Tow. -Wide ROI of $71.66 and a Sales Tax ROI of $312, his k :...........:.Aation based on the premise that events with an ROI of less than one after 3 years should be dropped, included elimination of funding for the Graze and the Arts Festival. The Film Festival, although still with an ROI of less than one, slowed excellent potential as only a 2°d year event. He added however, that this financial model did not consider other po1,;..CAy positive aspects of an event, such as the contribution to brand image and sense of community. Finally, he stated that they had taken out the question on "intent to return," as it s:, --s that e-v,.& ..:.a v6" to come back. Request for Funds: Matterhorn Neighborhood Halloween Party/Donovan Pavilion: Mark Gordon, while recusing himself &, .. participation in the finding decision, yk?.: iw.l the request for $8W CSE members by consensus that the event does not meet their criteria CSEJsn M:....?:.?: S,.Y.«:,....L." 27, 2005 Page 4 of 5 and were concerned about setting a precedent for funding an event which has been traditionally st *, r .:.:ed by the neighL . Lood. Discussion: How to approach balancing the event calendar: July Events or lack thereof? CSE members a d that this topic should be one of the components of the Strategic Plan. Ian Anderson stated that the CSE does not need to court additional July events. Steve Rosenthal ;,?r.?sed his concern that on weekends when there are major events in Beaver Creek, business in Vail is becoming more and more impacted Kaye Ferry emphasized that the whole purpose of the CSE is about driving bt..? Mak Gordon remarked that the balancing act has 2 aspects: balancing the calendar and balancing the portfolio; the challenge is to define how community events fit into that balance. There was a . r.:, car that dealing with "sense of W J.Aj. ,Mity" remains t.,,.".,olved in the current plan. Strategic Plan: CSE members questioned whether or not the deadline to complete the plan was self-imposed and that given the time left for discussion, it might be preferable to r . ar+ ; e the presentation of the plan until there was time to do the subject justice. Sybill commented that the deadline was self imposed and driven by a desire to have the.,, j, j 'J 7 . I of the council before the election and to adopt the plan with the existing group of CSE members as 4 terms will be c,,,* ,, , * :-g in D z.. ".,ber. There was consensus that the list of goals was appropriate as that there was no u.? u..: j to move forward and that ."?.. ",,6 could be shared by e-mail. New Business: No new business was discussed. Motion to adjourn at 12:05 p.m. M/S/P: Steve Rosenthal, Stephen Connolly, Unanimous Nerd Meeting: Tuesday, October 25, 2005 at 8:30 a. m. Minutes taken and submitted by Sybill Navas September 27, 2005 Approved by: Date: Chairman, Commission on S,,;,,,ial Events Next Meeting: Tuesday, October 25, 2005 at 8:30 a. m. CSE/sn Minutes; September 27, 2005 Page 5 of 5 i POST EVENT MEMORANDUM TO. TOWN OF VAIL COMMISSION ON SPECIAL EVENTS FROM. JIM SORAN, PRESIDENT INTERNATIONAL LACROSS ? OMOTIONS, INC. RE. 2005 VAIL LACROSSE SHO OUT DATE. October 13, 2005 This memorandum is submitted as the post event follow up document pursuant to the Town of Vail Commission on Special Events. I want to express the thanks of the tournament directors for the support we received from the Commission this past year. The funds received this year were used for general operating costs. We have a net loss this year. We estimate the total loss after all of the expenses through the end of the year as approximately $5,000.00. The event currently has a debt of $15,000.00 to Commerce Bank of Aurora. 1. Overview. The event continues to have an impact on the lacrosse community both locally and nationally. This year there were three Canadians teams playing. Two were in the under 19 division from Saskatchewan and one in the Men's Super Masters (over 50 division) from the Calgary area. The key to our success is the stability of our organization, the longevity and the overall competition that is drawn to the event. It was of great assistance to us to have the opportunity to use the Athletic Field in addition to Ford Field and Donovan Park. We hope that the Vail Mountain School becomes . available sometime in the future for use. That would allow us to keep more of the event in Vail. The vending and championship aspects of the Tournament are focused in Vail. The organization is a product of volunteers. Our major weakness continues to be the lack of quality marketing and promotion. Our sponsorship levels are diminishing. We are trying to determine the best way to imp.., ire this area of the tournament. We are exploring professional marketing contacts. 2. Event Budeet. Attached as Attachment 1 is a preliminary financial statement for the 2005 event. 3. Marketing. The tournament has its own website. It can be viewed at: www.vaillacrosse.com i Posters were created this year and distributed throughout the front range. Advertisements were placed in Lacrosse Magazine. A tournament program was created. A copy is attached. Specific effort was made to involve more local advertisers. A r;,r.;,sentative. of the tournament canvassed the town in the Spring seeking local advertisers. 4. Survev Results. Attached as Attachment 2 is the demographic profile for attendees this past year. The number of attendees is estimated to be in the neighborhood of 4,300. That does not include attendance at games by fans. We estimate that through the 8 days of play, which was spread over 10 calendar days, attendance approached 15,000 in total. That, of course, includes the number of attendees referenced above. The economic impact to the retail, restaurant and lodging sectors in the community is difficult to estimate. The staff expenses alone for lodging were approximately $26,000.00. Food and meal expenses were $19,326.00 (including ayy.,,ximately $7,400.00 for U-19 Bar B-Q). Our staff includes the organizers, trainers, field personnel and gate keepers. The increased lodging and meal expenses this year, because of the expanded number of days in the tournament, was the primary cause for the financial negative. The Town of Vail indicated that the total sales reported from vendors at Ford Field was approximately $110,000.00. The attached survey results provides additional data for review. 5. Potential for Growth and Development of SDonsorshins and Media Eznosure. Growth areas for the tournament center around the demand for an over 50 men's division. We believe this area will be consistent with the Town of Vail's focus. We hope that. an inaugural event for the over 50 division would be comprised of at least 4 teams. That would be held June 26 and 27. These teams bring families on extended vacations most often. This is a great target market for our tournament and Vail. Another area of desired growth is the CHUMASH event, Youth 3 v 3. This past year we had 18 total teams. Our goal would be to double that. We will explore a cooperative relationship with the Colorado Lacrosse Foundation to promote this event in a more efficient manner. This event will be held on July 1 and 2. We would utilize Donovan Field to accommodate the expansion. We believe this event fits the criteria for the Town of Vail because it is geared towards a family oriented segment, boys and girls grades 2 through 8. The players are accompanied with their parents. 6. How the Event imDacted Vail's "Sense of Community". We have worked hard to involve Vail merchants and residents in the tournament. There is a Team Vail in the boys under 19 Division. Although the team is supplemented by outside 2 players, its core is Vail residents. A number of Vail residents participate in the event. Several other teams are sponsored by local establishments. The Tap Room team was the winner of the Super Master's Division. The past two years we have sought help from the Vail High School Club Lacrosse Association to assist in our staffing in exchange for contributions to their program. We are proud to be a part of the Town of Vail activities. This was our 33`d year of the event and the 26 h in Vail. We look forward to many more years. a Income Division. Description Amount Totals Team Fees Elite Men $ 25,483.72 Elite Women $ 11,700.00 Masters $ 7,000.00 Super Masters $ 14,100.00 Under-19 Boys $ 14,850.00 Under-19 Girls $ 25,050.00 Chumash $ 1,425.00 $ 99,608.72 Sponsorship/ Ads Moguls $ 5,080.00 Rock-It Pocket $ 5,000.00 Wendy's $ 1,750.00 Shock Doctor $ 3,375.00 Sharp $ 500.00 Fuller $ 500.00 Other $ 2,441.00 $ 18,646.00 Vendors ALL $ 13,000.00 $ 13,000.00 Other Gate $ 7,482.00 Ads $ 1,090.00 Town of Vail $ 8,000.00 Refund $ 250.00 Misc. $ 100.00 $ 16,922.00 Total Income $ 1489176.72 International LaCrosse Promotions Trail Law vsse Shootout 2006 Preliminary Financial Statement Attachment No.-I r Expenses Division Description Amount Totals Staffing Referee Fees $ 34,300.00 Trainer Fees $ 5,758.84 Parking/ Cab $ 50.00 Lodging $ 29,077.96 Food/ Meals $ 19,326.09 Air Travel $ 323.40 Auto Travel (Gas) $ 2,196.83 $ 91,033.12 Rock-It Pocket Refund $ 2,767.05 minus 2,767.05 $ 88,266.07 Equipment A Supplies Equipment Rental $ 9,910.94 Field Rental Vail $ 8,313.00 Feld Rental Avon $ 1,198.00 Feld Rental Edwards $ 8,000.00 Waste $ 2,951.86 Trainer Supplies $ 1,515.25 Office Supplies $ 836.07 Hardware $ 277.17 Sports Equipment $ 2,262.02 $ 35,264.31 Marketing & Promotions Program $ 7,225.73 Artwork/ Posters $ 2,700.82 Awards/ Souvenirs $ 4,081.95 Sponsorship $ 700.00 $ 14,708.50 Finance Fees $ 399.92 Interest $ 1,276.67 $ 1,676.59 Administration Insurance $ 251.70 Contractor Services $ 9,142.58 Postage/ Shipping $ 387.89 Internet/ Phone $ 613.57 Accounting/ Legal $ 345.00 Licenses $ 100.00 US Lax Memberships $ 305.00 Bollinger Fees $ 1,132.50 Miscellaneous $ 302.15 $ 12,580.39 Total Expenses $ 152,495.86 Total Income $ 148,176.72 Net Income neg. $ 4319.14 1 SUMMARY OF LACROSSE DEMOGRAPHICS Demographics of Vail Lacrosse Shootout attendees The 2005 Vail Lacrosse Shootout included the following age/gender divisions. Division & approx. # approx. # approx. # of # of teams of slavers of coaches others (family/friends/chaDerones) 18 teams .450 72 (4 per team) 360 (20 per team) . U19 Boys 22 teams 440 .44 (2 per team) 330 (15 per team) U19 Girls 11 teams 220 22 (2 per. team) 220 (20 per team) Women's Elite .16 teams 400 ..32 (2 per team) 384 (24 per team) Men's Elite 8 teams 200 8 (1 per team) 200 (25 per team) Masters 18 teams 450 .18 (1 per team) 378 (21 per team) Supermasters 93 TEAMS 2,160 PLAYERS 196 COACHES 1,872 O 1 nr.RS There are also approx. 100 Chumash competitors (grades 4 thru 8) There are yF.ox. 92 officials attending the Shootout. There are approx. 40 tournament staff (scorers, trainers, field help, PR, website) TOTAL NUMBER OF ATTENDEES: 4,376 Attachment No. 2 Demographics of Lacrosse Generally The following figures were obtained from surveys conducted by US Lacrosse and published on their website (WWW.USLACROSSE.ORG) Estimated number of lacrosse olavers in 2004 nationally Youth 15 & under: 186,048 High School: 133,857 College: 23,162 Post collegiate club: 8,635 Pro: 150 TOTAL 351,852 At the post-collegiate club participation level: ? There are now over 11,500 players (7,500 men and 4,000 women). :• Professional profiles include lawyers, doctors, business executives, and other high earning power vocations. ? The average club organization has 35 to 40 players. ? Participants range in age from 18 to 60. Market demor,.arhics: ? 44% of all current players are under 14 years of age. ? 36% are between the ages of 14 and 17. ? 14% are between the ages of 18 and 22. ? 4% are between the ages of 23 and 30. ? 2% are over 30 years old. :• Nearly 75% of all lacrosse fans/players have an annual household income of $50,000 or more. ? Nearly 50% of all lacrosse fans/players estimate the current market value of their house and land to be $200,000 or more. ? 19% of all lacrosse fans have investments of an approximate value of $300,000 or more. ? Fan attendance has nearly tripled in the last 10 years, with over 100,000 lacrosse enthusiasts attending the Men's NCAA Division I, H and III Lacrosse Championship tournaments in 1999. Growth of the sport: ? In Colorado the number of youth players has grown from 2,330 to over 6,600 3 years later. ? Lacrosse has the fastest growth rate of any high school sport over the last 10 years. ? Organized lacrosse is now played in more than 20 countries on 5 continents. CSE/sn 2006 RFP's 10/24/2005 Town of Vail: Commission on Special Events Schedule for Presentations: November 11, 2005 Funds Available: $650.000 Time: Event: (28 Applications) 2006 Dates: 2006 $$$ r ?,t.?Saa?'?r;.r .... i>...'•??.:?:?c _ ?4e war::. .. ..: „.. ._ ..... ,..... ? y ,.> '.. '.. ??'' ?i+k r-_ . ,.. .._... ??z.-?.? _ Spring Back to Val Apr 3-16 $1 Oktoberfest Sep 8-10115-17 Summer Street Entertainment Jun 23-W 3 (11 weeks) $68,500 ? -?}. ?.i.7r ??? ±..?u•.v ,,.,.-?y tJ. try,; - f Ea ir,?? °--'?,N--k^?T•'awe. .teu; r`y'4 ""?^ ?:?;q;s '`;t..;:"ar -? 'til ?•+..s?.'. 3;?q`"?=. ?. ..,. ,:-_..a ?:` .-. .,. .'F' 'k, w,n., .y:J ..:. '',.. ,-. .. ....,:-e ?`7". ?K??m:?w•"%. s. .?ti ". :.?.'?...??'.icc.. tu':-r ,7.-?,-re,--;.,„. ..,.._ Gal : w1 on Gore 2-Sep $50,000 Holidays in Val Nov 25-Dec 31 $40,000 .="??k.z`-''- '-`•5'??_'.3s-??as? _ ..w:.. _ _ _ .?$Ar,F'E.s?Y t1`T'"a:>;'r?.•c., ?y :?;:;{; saxes...,e.P;:c_;...2.S,r,?i3?.,.-sz(.?;?r. ;'?.,:. ... .-. > -•'.. _ .. ....v, _.?'".3.N;?.`??...?.....,.z '*-. ? r.±.... ,t »9;z '?f'`",'L` J?* r,^'c?{,a;..?s.... >Harvest Festival Sep 22-24 $32,000 _n ryg ?.. $ { =v?«8 is c.?? 7F?d "a j{M?w:.i,i':,,t'__ ti, ?. ?: .. ",-'•,ska,?,M,sw - . _ -..;' .Cllf/?'1F.bl' . _. .. - .. _. _ ??.? .- >Hofulay Spirit on Meadow Drive Dec 16-24, 2006 $27,500 w C x,Y ^s?" `-+i -.r';. +•. w 4M^,.. - z't J n - 1{p??,-; //??/:' `, .. .d.s.«r.__....., '1'0 H1S 1t. YR.Y.WY?V.. ,. _ .-.. ..v..Yee.. ._I-.Y?y?iM.,:?T1/:,'_a.:.. - .P'? ._.,W T.t-_.:. .?• _.r Az Taste of Val/W nter(Lamb Cook-off) April 5-9 $25,000 r, Tim. Val Lacrosse Shootout k Jun 24-Jul 4 $20,000 -•--,?..>-?,r^M«° •?7`":??,-?L y w,?; f??g?p e??-? } a ?.;px 's",,,,i, & H ?.? r ??y/y ;':{rs :F?r 'a.?,.`,,. .?F.w .?x>_..?V?t 4?1.a?.,?i?iV?1.W?z.,a..e.;.._`-•.`?lia7?^G I3 - ?>..?.+r'?ri....... ;mc...:.,.. ?'" ?.r ^,, <? .:+Y4Va Val Arts and Wine Faire Saturdays, July 1-29 $18,300 Y,ar . z". S';i ?xu; ,Nw_".'Juo tp ?p}?b,1? +. Y. ="' •' : Q,i ?/?/? r;?i'%=-, - ..._ u .,., .. ._. . LYS? :z?`.?.'3.-. R. 6jr Rubber Dude Race 3-Sep $159000 >Val Armed F.. Week Jan 29- Feb 3 $10,000 s. x'.:1_Y..-.•?. :.,.,}?.r.4`kYS,?V??YG.M'?ei?M..1 W1V.?.A?.'.yi??tyw:L..?:,.w':_,. _:y?Y'r?:t-' ,-.,,-rYWf*?,'.?2R?,?8'3..... .."?,'Sr ..,,_er_rs .?c?,.. _..r?'+r. -m.-n??Mj?I,I.Y Avon to Val Triathlon August $8,000 Val Jazz Found,,.,,,,,: Washington Prep High School Band 4-Jul $7,500 •??..?..?-,?,.m.u.?-,.-???ll?urtd>-1GCCt-Of?Basi?.:E2+?r? .,_._.,, $1,109,800 AdminL" dive Contracts: ResearctUEvent Evaluation $24,000 ? r. .x ?'? s.v..." a-.?-?",°,;t?°L:X61.I?;i•,r?? ?`. ? . § r ?• Er r'?-?3£?- ..r .?. `?_=? ?. ... :% ??fG;AAA. a. s ,.?. •.. '?.': .,...ufr.... - - z ac- ... i??..a ? ~j?'IY4N,WV in-iind Services Teblt.Card" $25,000 Subtotal:. Admin.. Contracts TOTAL ALLOCATIONS: FUNDS REMAINING: $110.000 $1,219,800 -$569,800 Events new for 2006 . Subject: Vail Winter Kickoff Bash Date: Tuesday, October 18, 20054:03 PM From: Jeff Brausch <jeff@gohighline.com> To: <specialevents@vailgov.com> Conversation: Vail Winter Kickoff Bash Hi Sybill Tue, Oct 25, 2005 8:12'AM This email is to serve as a letter of intent to request funds from the. Commission on Special Events for an event currently in the early planning stages. Hi.ghline management met with Ian Arthur of Vail Resorts on Friday, October 14 to review concepts regarding the event. Currently the event will bookend the Birds of Prey World Cup. Tentative dates will, be 'Nbv 23-Dec 9, 2006. The event will be designed and built to draw large ,numbers of early season visitors to Vail, all while reminding the world that Vail is open for business! The event will have on- ,mountain and in-town elements and. will be very music driven. We see this as a great opportunity to fill beds, restaurants and shops during the early season lull. Over the next two weeks, we will be building out the event plan and will submit a detailed funding request on or before Fri., Nov. 4, 2005. Please share this letter with the'CSE members. Thank you in advance for your - consideration to extend the deadline for a funding application for this.exciting 2006 event. Best, Jeff Jeff Brausch SL SUvMthoning Brands dsnough Evwdlvv hNaots" web: httD://www.aohiahline.com (P) 970 476 6797 xt.103 (F) 970 476 6890 12 Vail Road, Suite 500 1 Vail, Colorado 81657 Page 1 of 2 596ill R_ Navas 261 OA j)ald Mountain }load Vail, CO 81657 Phone: 970 477-023o/)=ax: 970 476-7141 su6navas@hotmail.com MEMO: Proposal to Renew Contract for Adminisl ..?. ? e Services to the Commission on Special Events . . To: Town of Vail, Commission on Special Events Date: October 25, 2005 Term of.P., .t.,..ed C%.,.....ct January 1-December 31, 2006 Commission on Special Events (CSE) admini,,'U&t.on to include the following, as d:.;,.,,.ed by the CSE Board: e Act as a "single point of contact" for all Special Event inquiries and services • Admini.,t. A.- the CSE Board: ? Meeting '.?i,,4ration and minutes ? Communicate with the CSE Board on .....tl?..? .:.,...ding Special Events in the Town of Vail and provide recommendations as,arr.-r..ate ? Oversee the CSE Budget ? Report to Vail Town Council on CSE activities ? Oversee the Special Event Funding Allk,.,a:on process ? Prepare C.,..L;.cts between the CSE and Funded Event Producers ? Follow-up with Event Producers on event evaluations and ...,..:...ct ?....rliance ? Attend.events in other resort communities for basis of comparison Insure ...,...,Hance with Town of Vail Regulations and assist event producers through the permitting process: ? Facilitate ?; .......uii. al:,...?. between event producers, Town of Vail staff and the business ..community. •? r...,:a ? and distribute Special Event Applications Hold an annual meeting between the Town of Vail Staff and local event producers to improve communication and und:,., . Ring 7' Continue to develop i...?... rements to the permitting process that will facilitate the holding of Special Ev:,..:a in the TO", 'of Vail ? Oversee event compliance with Town of Vail Regulations ? Maintain a y,,.?.ly Event Calendar for the Town of Vail ? 25 hrs/wk (50) at $26.00 per hour. Billed as expended, not to exceed 1250 hours: $32,500 Telephone and LA, ...:.t St r r. ,.t for Home Office. $125/month: $1500.00 Miscellaneous 1r.?t,:-_ws.(mileage, office supplies, meeting _,,e_..ses etc.) $2000.00 Total For Administrative Services:. S36A00 Contract P...y....12006 CSE sn/10121/2005 LM Lntraditional marketing Commission on Special Events c/o Sybill Navas Town of Vail 75 South Frontage Road Vail, CO., 81658 The following is a co-proposal with Untraditional Marketing and Business Marketing Consulting Services for conducting the Special Event research for to 2006 event season. Background: The Commission on Special Events ("CSE") evaluates, selects and sponsors special events that are held to attract visitors and generate incremental business for the Town of Vail during the skiing off-season. The special events underwritten by the CSE are of four types: Cultural, Participatory, Ambient and Anchor events. During the past few years, the CSE has commissioned research to evaluate the special events it underwrites. The research has provided a good base of information regarding individual events and each one's financial contribution to the Town of Vail. However, an in-depth analysis of events by type has not been conducted. At this time, some questions have arisen as to what type of events the CSE should underwrite, how the contribution of these events should be measured and how the variety of events can be managed as a "portfolio." Consequently, more in-depth research is warranted. Purpose: The purpose of the 2006 research is to develop information to evaluate special events by type: Cultural, Participatory, Ambient and Anchor. This information will enable the CSE to manage the events it sponsors as a "portfolio" and enhance its ability to set its strategic direction and plan by type of event as opposed to by individual event. Goals and Objectives: The goals of the 2006 research are to determine the key variables for evaluating events and help establish the strategic direction for the CSE. The specific objectives of the 2006 research are to develop the following information by type of special event as opposed to individual special event: 1. Distribution of attendees by type (Locals, CO Day, CO Overnight, Out-of State) 2. Reason for attending the event. 3. Type of activities engaged in while attending. 4. Expenditures by type on a per attendee basis. 5. Intentions to return to Vail for the event or for another reason. 6. Event characteristics that most impact their impression of Vail and intention to return. PO Box 1430, Vail, CO 81658 970.926.4799 www.untraditional.com WWI LM. Lrrt?aditional marketing Methodology; The research will be-conducted through the use of in-person intercept . interviews at eight special events; two in each of the four event categories: Cultural, Participatory, Ambient and Anchor events. A total of 150 interviews will be conducted at each special event to yield a total of 300 interviews for each'type of event. Interviews will be conducted during the event with attendees who appear to be 21 years of age or older. The questionnaire will be one legal sized, page in length, printed in 10-12 point font and be administered via paper and pencil.: The questionnaires will'be coded and keyed for tabulation via SPSS (Statist ical Package for the Social Sciences). Data for the two events in each event category. -will be combined to provide statistics for each type of event. Data for individual evennts shall not be provided unless requested as a supplemental project. Timing: The first draft of the final report shall be completed within two weeks of the close of the last event and the final report within one additional week. Costs: The total costs for the .project, including study and questionnaire design, interviewing (150 per event), data tabulation, analysis and final report is $24,000. PO Box 1430. Vail; CO 81658 '970.926.4799 www.untrttditiohal.com EVENT MARKETRESEAR.CH VAIL_ COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Event Market Research ? PROPOSED DATE(S): To be conducted during the Spring and Summer ? AMOUNT OF CASH FUNDING REQUESTED: $24,000 • PRODUCING ENTITY: Untraditional Marketing President or Executive Director's Name: _Joel Heath Name and Title of Person Completing the Application: Joe Blair Address: PO Box 1430, Vail, CO., 81658 Telephone: 970-926-4799 FAX: _970-926-4779 WEBSITE: _ www.untraditional.com E-Mail Address: _blairn_ .untraditional.com Organization's tax status: For Profit XX Non-Profit* Not-for-Profit*. Non=Profit (501C-3), or Not-for-Profit (501 C-6) organizations; please attach current State Department of Revenue Certificate with this application. Tax payer ID# o Does the Event benefit a charity? Yes No XX o If yes, please name the beneficiary: Mission Statement: Our Soul mission, is to create emotional connections between our clients and their customers in dynamic environments. We utilize promotional; svonsorshiD._ event, cause and Dartnership marketing to build emotional brandin'2 platform that creates loyalty beyond. reason. Number of years.your organization has been in business: . 4 • Brief Description of the Event: The pumose of the 2006' research is to develoD information to evaluate special events by tvne Cultural, ParticiDatorv; Ambient and Anchor. ` This information will enable the CSE to manage the. events it sbonsors as a "Dortfolio" and enhance its ability to set its strategic direction and elan by tvDe of event as. opposed to by individual event. • Describe where event will be located within the Town of Vail: Surveys will be conduced at events.throughout the Spring and Summer months. TOV/CSE - 1 - 2005 Application for Funds • Will any portion of the event take place outside of the town of Vail? Yes XX No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting l .,. the CSE: • Will additional in-kind services be required from the Town of Vail?,Yes No XX If 'yes;. please explain, including a description of anticipated impacts on Town, of Vail services: i.e. bus service, parking, traffic control, street closures, etc. • Is this a: New event Existing event _XX Number of years in existence 2 Location(s) of event in previous years: . The Town of Vail • Number of participants (athletes, artists, exhibitors, etc.) anticipated _ 150 survevs will be taken at, each event. Number of volunteers needed Number of event staff 2 Total Number of spectators anticipated Local % Iri-state (non-local) % Out of State % • If possible, would you intend to host the event in Vail beyond 2005? Yes XX No If yes, for how many years beyond 2005? _ Manv, . • Do you anticipate requesting funding from the CSE next year? . Yes XX No If yes, in. what amount? - Same REQUIRED ATTACHMENTS (incomplete applications will not be considered): ? Detailed' event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of potential for sponsorships and media exposure: ? Previous year's event evaluation, including income and expense statement (if existing event). ? Past or projected demographics of event attendees and spending. Brief description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. ? What return on investment should the Town of Vail expect? ? Organization rosters naming: All officers and respective positions TOV/CSE -2- 2005 Application for Funds ¦ Board of Directors and positions The CSE appreciates the inclusion of any additional support materials, such as videotapes, programs, news articles and other printed materials. PLEASE SUBMIT 15 COPIES (at least one formatted so as to be easily copied, i.e. unbound, 8 % x 11 size) OF i tip COMPLETED APPLICATION AND REQUIRED ATTACHMENTS TO: Vail Commission on Special Events C/o Sybill Navas Town of Vail 75 S. Frontage Rd. Vail, CO 81657 For information and questions call Sybill Navas at 970 376-2394. EVENT NAME: Event Market Research PROPOSED DATES: Spring and Summer months Funding in the amount of Subject to the following conditions: was approved by the CSE on (date) Signature: CSE Coordinator Signature: Applicant Unless otherwise specified in the contract, CSE funds will be distributed per the following formula: ¦ 1/3 of the amount upon the signing of a contract stipulating the terms of the CSE's funding allocation. ¦ 1 /3 of the amount upon verification of the placement of the first advertising ¦ 1 /3 of the amount upon the completion of the event. TOV/CSE -3 - 2005 Application for Funds 2005 tertainment Program f alb Sty eet En svirvey Results 0 0 0 VAIL STREET ENTERTAINMENT 2005 SURVEY RESULTS AND CONCLUSION TABLE OF CONTENTS The Survey: As it appeared to the Respondents ........................................................................................................................ I Shows an exact copy of the survey that was distributed to guests and businesses in Vail and Lionshead Villages Collection Methods ......................................................................................................................................................................................2 Location: Overview. ......................................................................................................................................3 An overview of the location findings Where Surveys Were Collected ...........................................................................................................................4 Shows the percentage of surveys collected in each of the locations Circled by Respondents ....................................................................................................................................5 Shows the percentage of respondents that indicated that they had seen entertainment in each of the locations More Than One Location Circled ................................................................................................................................................................6 Shows the number of locations where respondents saw entertainment Prior Awareness: ........................................................................................................................................... 7 Shows the percentage of respondents that were aware and not aware of the Street Entertainment before entering Vail and Lionshead Villages Satisfaction: Overview .....................................................................................................................................................8 . An overview of the satisfaction rating findings Circled by Respondents ....................................................................................................................................9 Shows the percentages of respondents that chose each of the nine satisfaction levels from 1.0 to 5.0 (including .5 values) Ranges ......................................................................................................................................................10 Combines the original satisfaction ratings into 3 categories: Pleased, Neutral, Not Pleased. Other Entertainment: .............................................................................................................................................................................. I I Had the Respondents Seen Entertainment at Other Events or in Other Cities? Comments on Improvement: Overview ...................................................................................................................................................12 An overview of the Comments on Improvement Comments ..................................................................................................................................................13 Shows the number of each comment that was received Demographics of the Respondents: Age ..........................................................................................................................................................14 Shows a breakdown of the age categories of the respondents Gender ......................................................................................................................................................15 Shows a breakdown of the genders of the respondents Number of Children .......................................................................................................................................16 Shows a breakdown of whether or not the respondents have children Zip Codes of the Respondents: ........................................................................................................................ 17 Shows the breakdown of where the respondents were from (Local, Non-Local In State, and Out of State) and also shows the total number of respondents that were In State versus Out of State Comparisons: Satisfaction in 2003 and 2004 ....................................................................................................................................................................18 Compares respondents' satisfaction in 2003 with the current 2004 respondents' satisfaction 0 0 Awareness with Satisfaction ...........................................................................................................................19 Compares the respondents' prior awareness with their satisfaction level to see if prior awareness had an effect on satisfaction Satisfaction with Zip Code ..............................................................................................................................20 Compares the respondents' satisfaction given their zip code. Looks at whether or not locals were more or less satisfied than guests from other parts of the state and from out-of-state. Satisfaction with Having Seen Entertainment in Other Cities ..................................................................................................................21 Compares the respondent's satisfaction with whether or not they had seen entertainment at other Vail events or in other cities. In Depth Analysis: • Business Respondents: ........................................................................................................................................................................... 22 Surveys were collected from Businesses in each of the Street Entertainment locations, and were here separated for In Depth Analysis ...................... Satisfaction .................................................................................................................. 23 Shows the business respondents' satisfaction level from 1.0 to 5.0 (including .5 values) Satisfaction Ranges ..............................................................................................................................24 Combines the original business respondents' satisfaction ratings into 3 categories: Pleased, Neutral, Not Pleased. Satisfaction by Location. 25 ......................................................................................................................Compares the business respondents' satisfaction between locations: Lionshead Clocktower, Children's Fountain, East Meadow Drive Comments on Improvement .....................................................................................................................26 Shows the number of each comment from business respondents that was received Unsatisfied Customers: Surveys that reflected a satisfaction rating of 3.5 or below out of 5.0 were separated for In Depth Analysis Overview.. ........................................................................................................................................ 27 An overview of the findings when Unsatisfied Customers were analyzed 0 0 0 Satisfaction .....................................................................................................................................28 Shows the satisfaction ratings from 1.0 to 3.5 (including .5 values) of the Unsatisfied Customers Comments on Improvement ..................................................................................................................29 Shows the number of each comment made by the Unsatisfied Customers Conclusions: ............................................ ................................................................................................ 30 APPENDICES Appendix A Survey Log: Shows when, where, and how many surveys were collected. Appendix B Business Respondents: Shows businesses' comments on improvement and satisfaction ratings. Appendix C Comments on Improvement: Shows the verbatim list of comments received. Appendix D Other Street Entertainment: Shows the verbatim list of responses to Question 4. • • • 1 ?-iE S-LRVEY: ? +?.' 1 p. _,;. ,.: r=' ,.. N .?? P•..-..--i?.t`-., ., : '-> . wt ? ? S uw ' . _.... ? . .? " ? ..as. , }-... i?.1. . J -iLih.K As it Apoeared to the --Zesponclents VAIL STREET ENTERTAINMENT COMMENT CARD 1. Please circle the location(s) you saw entertainment: Gore Creek Drive ( By the Golden Bear) Siebert Circle (by Vista Bahn) Lionshead Today's Date: Slifer Plaza (by Covered Bridge) Gore Creek Promenade (by Blu's Restaurant) 2. Were you aware of the street entertainment before coining into Vail/Lionshead Village today? Please Circle: YES NO 3. Please rate your satisfaction with this simuuer's Vail Street Entertainment program: Please Circle: Very Pleased Neutral Not Pleased 5 ......................4........................3........................2......................1 4. Have you seen any other street entertainment this summer in Vail or another city? If so. what was it and where? 5. What changes or improvements. if anc. would you suggest? 6. Your age:, Your gender: Your zip code: Number of children with you: _ For questions about the Vail Street Entertainment or for other entertaimnent needs call 970-926-7770. You can also mail this survey to Resort Entertainnent at P.O. Box 1108. Vail. CO 81658 by September 6. 2004. 1 0 0 0 THE SLRVEY: Co-'--'ection Y1et ioc s COLLECTION METHODS: ¦ 102 Surveys were collected by solicitation from spectators and business managers at each of the entertainment sites. ¦The Surveys were collected the last four weeks of the Vail Street Entertainment Program. ¦See Appendix A for a complete list of collection dates and times. 0 0 LOverview Question: 1. Please circle the location(s) yon sac entertainment: Slifer Plaza (b%- Covered Bridge) Siebert Circle (bv Vista Balin) Lionshead Gore Creek Drive (By the Golden Bear) Gore Creek Promenade (bv Blu's Restaurant) In most cases, the locations circled by respondents were similar to where the surveys were collected. LOCATION CIRCLED BY RESPONDENTS: -Most people saw entertainment at three main locations: Slifer Plaza, Gore Creek Drive, and Lionshead. -5 % of the respondents had seen entertainment at more than one location WHERE SURVEYS WERE COLLECTED: -Most of the surveys were also collected at the three main locations above. -This could be a result of Slifer Plaza, Gore Creek Drive, and Lionshead having the facilities for guests to stay and watch the entertainment. PLEASE NOTE: Siebert Circle was not surveyed as this Street Entertainment location was eliminated prior to the surveying period. 3 Y 0 0 0 JOCA'_ --ON: W--iere Surveys Were Col--ectec Question: 1. Please circle the location(s) you saw entertainment: Slifer Plaza (by Covered Bridge) Siebert Circle (by Vista Balui) Lionshead Locations Where Surveys Were Collected Lionshead I I C GC Drive i 0 GC Promenade I o - J Siebert Circle Gore Creek Drive (By the Golden Bear) Gore Creek Promenade (bv Blu-s Restaurant) Slifer Plaza I I I I I I ' 0 10 20 30 40 50 Number of Surveys Collected 60 PLEASE NOTE: Siebert Circle was not surveyed as this Street Entertainment location was eliminated prior to the surveying period. Where Surveys Were Collected Count: Slifer Plaza 57 Siebert Circle 0 GC Promenade 7 GC Drive 14 Lionshead 22 TOTAL 100 4 0 0 -JOCAr,-ON: Circ-ec -)y ?es-)ondents Question: 1. Please circle the location(s) you saw entertainment: Slifer Plaza (b} Covered Bridge) Siebert Circle (b}- Vista Balm) Lionshead (by Ticket Office) Location(s) Circled 60 - 50 -- 40 -- 30 - - 20 - 10 -- 0 - (13 N cv d L Cn ? U W U I N ? m co C: U c C 0 ? a f,- ?c -v (U c (6 C m ? a) .o > U .` U) N c C 0 0 U 0 O J ? (D Gore Creek Drive (By the Golden Bear) Gore Creek Promenade (by Blu's Restaurant) Location(s) circled by respondents • Count: Slifer Plaza 53 Siebert Circle 0 Gore Creek Promenade 7 Gore Creek Drive 14 Lionshead 24 More than one location* 4 TOTAL 102 0 0 ?OCA'- =ON: _Y :ore ??Zan One ?ocation Circ .ed Question: 1. Please circle the location(s) you saw entertainment: Slifer Plaza (by Covered Bridge) Gore Creek Drive (By the Golden Bear) Siebert Circle (by Vista Balm) Gore Creek Promenade (by Blu's Restaurant) Lionshead (by Ticket Office) • How many locations did respondents see entertainment at? MORE THAN ONE LOCATION CIRCLED: -=_ •5% (5 out of 102) respondents TOTAL 4a .:, 5 circled that they had seen 0 5 locations entertainment at multiple locations 4 locations throughout Vail and Lionshead. 0 3 locations 3 •95% of respondents circled only ` one location where they had seen 2locations 1 E _ entertaimuent. z' 1location 0 1 2 3 4 5 6 j Number of People 6 0 0 ___3__k__0 __k AWAZNESS Question: 2. Were you aware of the street entertainment before coining into Vail/ Lionshead Village today? Please Circle: YES NO 41% o Aw are ¦ Not Aw are Prior Awareness Count: Aware 42 Not Aware 60 Non-Response 0 TOTAL 102 Prior Awareness of Street Entertainment 59% 7 0 SA'-S'AC'-ON: Overview Question: 3. Please rate your satisfaction with this summer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 ....................4......................3......................2....................1 SATISFACTION LEVEL CIRCLED BY RESPONDENTS: On a Scale of 1 (Not Pleased) to 5 (Very Pleased). Please note: Responses entered in between numbers on the scale, were recorded as .5 values. - 40% (5.0-Very Pleased) -9% (4.5) -43% (4.0) - 3% (3.5) -5% (3.0-Neutral) -0% (2.5) -0% (2.0) -0% (1.5) -0% (1.0 Not Pleased) -0% (Non-Response) SATISFACTION LEVELS BROKEN INTO THREE CATEGORIES: -92% (5.0-4.0) Pleased -8% (3.5-3.0) Neutral -0% (2.5-1.0) Not Pleased -0% Non-Response 8 0 0 0 SA'-S'AC'-ON-: Circ-ed -)y =Zes-)ondents Question: 3. Please rate your satisfaction with this summer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 ....................4......................3......................2....................1 Count Non Response (0.0) 0 Not Pleased (1.0) 0 (1.5) 0 (2.0) 0 (2.5) 0 Neutral (3.0) 6 (3.5) 3 (4.0) 43 (4.5) 9 Very Pleased (5.0) 41 TOTAL 102 Very Pleased (5.0) 40% 2005 Satisfaction Neutral (3.0) 6% (4.5)J 9% (3.5) 3% 4.0) 42% o Neutral (3.0) ¦ (3.5) O (4.0) o(4.5) ¦ Very Pleased (5.0) 9 • 0 0 SA"- SSAC" --ON--: --kan es Question: 3. Please rate your satisfaction with this summer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 .. ............... ..4.......... ............ 3............ ...... ....2..... ............... 1 Satisfaction in this case was broken into three categories (as opposed to the original 10 categories): Satisfaction: In Ranges 9% 91% ¦ Neutral ? Pleased ,001 0 0 0 O^--??Z ?N??:R^A?NIVIET?T? Had the respondents seen entertainment at other events or in other cities? Question: 4. Have you seen any other street entertainment this summer in Vail or another city? If so, what was it and where? OTHER ENTERTAINMENT: •38% of the respondents had seen entertainment at either other Vail events or in other cities • 13% of the respondents had seen entertain ment in another city Other Entertainment Seen Count: Vail Events 20 Minturn 3 Aspen 1 Denver Area 6 New York, NY 1 Naples, FL 1 New Orleans, LA 2 San Fransico, CA 2 Chicago, IL 3 Baltimore, MD 2 Telluride 1 Kansas City, MO 1 TOTAL 43 Where Other Entertainment Was Seen ? Vail Events Telluride Baltimore, MD Kansas City, MO ¦ Mintum ? Aspen Chicago, IL 1:1 Denver Area San Fransico, C ¦ New York, NY ? Naples, FL New Orleans, L Nail Events 1N New Orleans, LA Naples, FL ? San Fransico, CA New York, NY ¦ Chicago, IL ® Baltimore, MD Denver Area ? Telluride Aspen Minturn ® Kansas City, MO Please see Appendix D for a complete list of the respondents' comments on Question 4. 11 i • 9 COA4 ONJW??QVE_ Overview Question: 5. What changes or improvements, if any, would you suggest? NOTE: Comments were recorded as they were written in the comments section (Question 5).Comments recorded here were actual written comments, blank comment sections were not recorded.Please see Appendix C for a-list of all of the comments. •75% of comments were written in "None" •5% of comments were Praise or Thanks •5% of comments were Suggestions for Specific Bands •6% of comments were Requests for More Entertainment •2% of comments were Requests for Shaded Seating -2% of comments were disregarded comments or jokes • 1% of comments were to Move the Location • 1% of comments were to Advertise Entertainment More • 1% of comments were to appeal to a wider age group • 1% of comments were that music should draw more of a crowd • 1% of comments were that the entertainment should have different hours comments on improvement Uounb jAdd Winter tntertarnment Music for Wider Age Group Different Hours Disregarded Comments (jokes) Should Draw a Crowd More Advertising Request for Shade/ Seating More Entertainment (general) Move Location Suggestions for Specific Bands Praise/ Thanks None IUTAL 2 2 6 1 5 5 75 1UU 12 CON 1-\-4P--?,OV---J- Question: 5. What changes or improvements, if any, would you suggest' N C E E 0 v 0 ? - 1 1 C O, 4 s'c~e a ???`0? cow Suggestions for Improvement NOTE: Any mark made in the comments section was recorded as a comment including a comment of "None" LJ 75 Irt 1 v 1 1 1 L 6 O,. .5o ?Qo dio Rio Sez o s,?g 4?a oio9 94? ~o ? F `offoc yo4 ??a?0o• O^°'?y ?`0,?y os d,. , o % ?0,> C1, 9 0?i N? cS'b a •. Comments on Improvement 13 0 0 0 DEMOGRAPHICS OF THE RESPONDENTS: Age Age of the Respondents 60-69 years 7% 50-59 years 13% 40-49 years 17% 70 + years 3% 1-18 years 6% 19-29 years 26% AGE OF THE RESPONDENTS: 028% of the Respondents were 30-39 years old -26% of the Respondents were 19-29 years old -17% of the Respondents were 40-49 years old ? 1-18 years -13% of the Respondents were 50-59 years old ¦ 19-29 years -7% of the Respondents were ? 30-39 years 1 60-69 years old ? 40-49 years 11 -6% of the Respondents were 1-18 years old ¦ 50-59 years -3% of the Respondents were ? 60-69 years 70+ years old ¦ 70 + years Count Non Response (0) 0 1-18 years 6 19-29 years 27 30-39 years 29 40-49 years 17 50-59 years 13 60-69 years 7 70 + Years 3 TOTAL 102 14 30-39 years 28% 0 • DEMOGRAPHICS OF THE RESPONDENTS: Gender 52% 0% ? Male 48% ¦ Female ? Non Response Count Male 49 Female 53 Non Response 0 TOTAL 102 is 15 OTHE ?SPONL„ EMOGBA'PIAICS --- fumber CWlIaTely --- 7 50/0 Court 25% nthcChildren ? ? ildren ® N Ittl Ch 26 With Children 7 W whout Children -rn Aj 0 0 0 Z_____3 CODS O ___?,SPOND?N^S ZIP CODES: -LOCALS are those with zip codes from Eagle County -NON-LOCAL IN-STATE are those with in-state zip codes, excluding locals -OUT OF STATE are those with out of state zip codes Count Local 47 Non-Local In-St 29 Out of State 26 International 01 Non Response 0 TOTAL 102. IN STATE VS. OUT OF STATE: -76% of Respondents were IN STATE Where Were the Respondents From? Out of State 25% Non-Local In- State 28% ¦ Local Local a Non-Local In-State 47% m Out of State o International ¦ Non Response Where Were the Respondents From? In State vs. Out of State 0 -26% of Respondents were OUT OF 25% 0% STATE '0 In State Count In State 76 o Out of State Out of State 26 j o International International 0 75% Non Response 0 TOTAL 102 17 International 0% Non Resnnnse 0 0 0 COA/--PA----SONS. Satisfaction in 200z. and 2005 2004 Satisfaction Non Response Neutral Very Pleased (5.01 5.0) 59% 515.0) 6% 2004 SATISFACTION I ¦ Non Response (0.0) Count: Non Response (0.0) 1 ¦ Not Pleased (1.0) Not Pleased (1.0) 0 o (I.5) (1.5) 0 o(2.0) (2.0) 0 ¦ (2.5) (2.5) 0 ¦ Neutral (3.0) Neutral (3.0) 5 © (3.5) (3.5) 2 o(4.0) (4.0) 27 (4.5) 6 ¦ (4.5) Very Pleased (5.0) 59 Very Pleased (5.0 ¦ ) TOTAL 100 2005 SATISFACTION 2005 Satisfaction Neutral (3.0) 6% Very Pleased (5.0) 40% (4.5)] 9% (3.5) 3% 4.0) 42% (3.51 5.0) D (4.01 5.0) 27% Count: Non Response (0.0) 0 Not Pleased (1.0) 0 i (1.5) 0 (2.0) 0 ? Neutral (3.0) .5) (2 0 ¦ (3.5) Neutral (3.0) 6 o(4.0) (3.5) 3 ? (4.5) (4.0) 43 ¦ Very Pleased (5.0) (4.5) 9 Very Pleased (5.0) 41 TOTAL 102 18 0 • COMPAiSONS: Awareness wit--I Satis: '--action Prior Awareness of Street Entertainment 40% were unaware of entertainment and had a satisfaction rating of 4.35 AWARE: -Of those who were AWARE (60%) of the street entertainment before entering the Village, the average satisfaction rating was 4.39 out of 5.0 o Aware M Not Aware 60% were aware of entertainment and had a satisfaction rating of 4.39 NOT AWARE: Of those who were NOT AWARE (40%) of the street entertainment before entering the Village, the average satisfaction rating was 4.35 out of 5.0 • 19 0 0 C0_M_-'A_US0NS: Satis'-'action wit1 Zi i Code Satisfaction Rating (out of 5.0) by Zip Code SATISFACTION: -Satisfaction did not vary greatly between zip codes Out of State 4.41 Non-Local in- State 14.50 Local 14.27 1.00 2.00 3.00 4.00 5.00 Satisfaction Rating (out of 5.0) Averages break-down by Category Non Response 0 Out of State 4.41 Local 4.27 In-State 4.5 20 0 0 0 CO F-- Satisfaction with having seen entertainment in other cities Did the respondents' exposure to street entertainment in other cities affect their satisfaction with Vail's street entertainment? *The average satisfaction rate of respondents that had seen entertainment at either other Vail events or in other cities (38% of respondents) was 4.47 out of 5.0. *The average satisfaction of respondents that had seen other entertainment at Vail events only (15 % of respondents) was 4.23 out of 5.0. *The average satisfaction of respondents that had seen entertainment in other cities only (23% of respondents) was 4.7 out of 5.0. *The average satisfaction of respondents who had not seen street entertainment at other Vail events or in other cities (62% of respondents) was 4.28 out of 5.0 ®There was no significant difference in satisfaction between respondents that had also seen street entertainment at other Vail events or in other cities and those that had only seen Vail's street entertainment. 21 0 0 0 F"s; DEPTH ANALYSIS: 3usiness ?es-)ondents, Overview BUSINESS RESPONDENTS: - Businesses were surveyed at: -Lionshead Village -Vail Village -In most cases the Manager on Duty filled out the survey. In the case that a Manager was not available, a survey was left at the Business and retrieved another day. -See Appendix B for a full list of when surveys were collected at each business location 22 • 011 ANA--,YS S: 3usiness des)onc_ents, Satisfaction Question: 3. Please rate your satisfaction with this sum mer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 ....................4............. .........3...... ...............2....................1 Business Satisfaction Not Pleased onse(0 0) p Non Res SATISFACTION OF BUSINESSES: Very Pleased (1.0) p . ? (5.0) 5% 2 0) ( ¦ Not Pleased (1.0) •20% of Business Managers (5.0 Very 20°i° 5% \ ? (1.5) Pleased) Neutral (3.0) ?(2.0) •50% of Business Managers (4.0) ? Neutral (3.0) •20% of Business Managers (3.0 Neutral) (4.0! ¦(3.5) 50% ? (4.0) •5% of Business Managers (2.0) ¦ (4.5) ¦ Very Pleased (5.0) •5 % of Business Managers (1.0 Not Pleased) Business Satisfaction -The Average Business Satisfaction is 3.75 Count: Non Response 0.0) Not Pleased 1.0) 1 1 out 5.0. (1.5) 0 (2.0) 1 (2.5) 0 Neutral (3.0) 4 (3.5) 0 (4.0) 10 4.5) 0 Very Pleased 5.0) 4 TOTAL 20 23 N : D X-1 1 *,; A Y S S: 3usiness ?es-)ondents, Satis'-'action ranges Question: 3. Please rate your satisfaction with this summer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 ....................4......................3......................2....................1 BUSINESS SATISFACTION RANGES Satisfaction is broken into three ranges: -70% of Businesses were Pleased -20% of Businesses were Neutral -10% of Businesses did not respond to this question Not Pleased 10% ?-? Neutral ? Not Pleased 20% ¦ Neutral Pleased- ? Pleased 70% 0.0-2.5 Not Pleased 2 3.0-3.5 Neutral 4 4.0-5.0 Pleased 14 Non-Response 0 TOTAL 20 24 0 0 0 IN DEPTH ANALYSIS: Business Respondents, Satisfaction by Location Question: 3. Please rate your satisfaction with this summer's Vail Street Entertainment: Please Circle: Very Pleased Neutral Not Pleased 5 ....................4......................3......................2....................1 Businesses' Satisfaction by Location Lionshead Business Ratinq 5 Mountain Tees & Maui 3.71 3.77 4 Traders 4.0 ?a Performance Sports 5.0 3 Swedish Cloq Cabin 4.0 I .. Vail Bike Tech 4.0 2 Vail Sports 4.0 1 Double Diamond Ski Shop 3.0 Q { 0 Retail Passages 2.0 Average Satisfaction 3.71 Lionshead Businesses Vail Village Businesses Location Vail Marble Slab Alaska Fur Gallery Designer Furs Squash Blossom Rucksack Vail Sports American Ski Exchange Laughing Monkey Colorado Footwear J. Cotter Gallery Covered Bridge Coffee Marinco Cashmere Scotch on the Rockies Average Satisfaction 4.0 3.0 1.0 3.0 5.0 4.0 4.0 4.0 3.0 5.0 4.0 4.0 5.0 3.77 25 i • • IN DEPTH ANALYSIS: Business Respondents, Comments on Improvement NOTE: Comments were recorded as they were written in the comments Businessess' Comments on Impro\ements section (Question 5). -Comments recorded g here were actual written 7 comments, blank 6 comment sections were 5 not recorded. 4 -Please see Appendix A 3 for a list of all of the 2 comments made. 0 - ?, 0 c c v m c o a) a) Y Comments on Improvement o ° -- E o "_ u, a, u, Z m 0 U) ? Z> a) o o_ Count: More Da. s 2 m a 0 a) CL Request or different 0 CD C a o co Q '' U c cn 4- entertainment 4 of Suggestions for Specific Bands 2 More Advertising 1 None 7 Location Change 2 Praise/ Thanks 3 TOTAL 21 26 0 0 0 ANA- YS-S: Unsatisfied Customers, Overview UNSATISFIED CUSTOMERS: -In this case, unsatisfied customers were separated fi-om the whole group for in depth analysis -Unsatisfied customers are defined as those with a Satisfaction Rating of 3.5 or below out of 5.0 -Therefore, satisfied customers are those who gave a Satisfaction Rating of 4.0, 4.5, or 5.0 out of 5.0 -8% (8 out of 100) of respondents gave a Satisfaction Rating of 3.5 or below. 27 --N ANA-----,YS---S: Unsatisfied Customers, Satisfaction Unsatisfied Respondents, Satisfaction Rating (Unsatisfied Respondents are defined as those with a Satisfaction Rating of 3.5 or below out of 5.0.) (3.5) 33% Neutral (3.0) 67% ? Non Response(0.0), ¦ Not Pleased (1.0) ? (1.5) ? (2.0) ¦ (2.5) ? Neutral (3.0) ¦ (3.5) Count: Non Response(0.0) 0 Not Pleased (1.0) 0 (1.5) 0 (2.0) 0 (2.5) 0 Neutral (3.0) 6 (3.5) 3 TOTAL 9 28 IN DEPTH ANALYSIS: Unsatisfied Customers, Comments on Improvement Unsatisfied Respondents, Comments Date Location 812212005 Lionshead 9/312005 Lionshead 9/3/2005 Lionshead 8/20/2006 Siebert Circle 8/27/2006 Slifer plaza Comment on Improvement Wider and Easier access to the Gondola Bands that appeal to a younger audience More Crowd Involvement Better Music jugglers, thinqs that draw a crowd a 29 CONCLU SIONS ,.. ul?.' ?-v,+:? •?t-.!rirv: _ ari:, `r ' :.;af:i,it;?,-?+4»;r,-T?t,?-is'ir??a?;ri,? i;;v 9r'e?';_-}y;',I?i:. 1a"'^??;;+;"'T. - - - 5?zn t? , ? - ..,L:.. - .-.. a.. {? : 1.. _ ';'i __ .....'i'.'. ,s4. .. ? .».7,'7t:i! ,?•lJii ,. us.i.: {.r ??{•;y'::'.4 te`.'' .. -While the average satisfaction rating continued to be strong in 2005, there are still a few issues which should be discussed in order to continue to improve the Vail Street Entertainment Program in 2006: -Is the Town of Vail pleased with the final locations of the Street Entertainers? -Siebert Circle was excluded from the Street Entertainment schedule after the first month of the program. However, Resort Entertainment found that reinstating Gore Creek Promenade and the addition of Gore Creek Drive proved to be popular and functional locations for entertainment. -Due to the construction restraints in Lionshead this year most of the entertainment was centered around the area by the stairs next to Lionshead Jewelers. In talking with the merchants, during survey collection, they felt this was a more satisfactory location for the entertainment and would like to see this location used in future street entertainment programs. -The average business satisfaction rating was in the pleased to very pleased range. 4 out of 20 business respondents were in the neutral range (3.0-3.5). How can we continue to improve our business satisfaction rating? -There were requests for more entertainment. Should we consider adding an additional location on Fridays? -Should we add days? Locations? -Should we discuss alternative or rotating locations for 2006? -Are there any other changes or improvements to be considered? 30 :0 - 0 APPENDIX A 0 0 VAIL STREET ENTERTAINMENT SURVEY LOG When, where, what time, who, how many surveys did we collect? JDATE (PLACE ITIME (ARTIST/#Players 08/20/05 Slifer Plaza 1 pm - 5pm Eric Feldman Duo Gore Creek Drive - Gorsuch 1 pm - 5pm Tony Gulizia Trio Lionshead 11 am - 3pm Alpine Brass Trio 08/21/05 Slifer Plaza 11 am - 3pm Chuck Grossman Gore Creek Promanade 1 lam - 3pm Brendan McKinney Lionshead 11 am - 3pm 17th Ave. Allstars 08/27/05 Slifer Plaza l pm - 5pm Don Lindley Gore Creek Drive - Gorsuch l pm - 5pm Slipstream Duo Lionshead 11 am - 3pm Biuzilla 08/28/05 Slifer Plaza 11 am - 3pm Mac/Roy/Kirk Trio Gore Creek Promanade 11 am - 3pm Justin Allison Duo Lionshead 11am - 3pm Brendan McKinney 09/02/05 Slifer Plaza 4pm - 6:30pm Tom Paxton 09/03/05 Slifer Plaza l pm - 5pm 17th Ave. Allstars Gore Creek Drive - Gorsuch l pm - 5pm Carl Mori Duo Lionshead 11 am - 3pm Alpine Brass Trio 09/04/05 Slifer Plaza 11 am - 3pm Mac/Roy/Kirk Trio Gore Creek Promanade 11 am - 3pm Alpine Brass Trio Lionshead 11 am - 3pm Charlie Provenza Trio TOTAL # OF SURVEYS COLLECTED: 1# Collected on this day 10 14 5 4 7 4 9 0 8 3 0 3 1 23 0 2 7 0 2 102 • • 0 Business Respondents C7 Business Comment Performance Sports Great Job! Swedish Clog Cabin Would Love to see more Vail Bike Tech More Rock Music Vail Sport Like 17th Ave Allstars Double Diamond Do not want the 17th Ave allstars Retail Passages Want the village market instead of music Marble Slab Everything was excellent Alaska Fur Gallery None Designer Fur Easy Listening Squash Blossom More in Siebert Circle Rucksack I None Vail Sports I Location change American Ski Exchange _ No more Snoop, country western Laughing Monkey Longer, more days till nov CO footwear [None J. Cotter Gallery [None Covered Bridge Coffee Great, more Advertising Marinco Cashmere I None Scotch on the rockies I None Moutain tees & Maui Traders I None Business Satisfaction Rating (out of 5.0) Business Rating Marble Slab 4.00 Alaska Fur Gallery 3:00 Designer Furs 1.00 Squash Blossom 3.00 Rucksack 5.00 Vail Sports 4.00 American Ski Exchanqe 4.00 Lauqhing Monkey 4.00 Colorado Footwear 3.00 J. Cotter Gallery 5.00 Covered Bridqe Coffee 4.00 Manrico Cashmere 4.00 Scotch on the Rockies 5.00 Mountain Tees & Maui Traders 4.00 Performance Sports 5.00 Swedish Cloq Cabin 4.00 Vail Bike Tech 4.00 Vail Sports - Lionshead 4.00 Double Diamond Ski Shop 3.00 Retail Passages 2.00! Average Business Satisfaction 3.74 • APPENDIX C 0 0 10 Question 5: Improvements What changes or improvements, if any, would you suggest? (Any marks made within the comments section was recorded here, with the exception of a numerical 0) RAW DATA Comment: 8/20/2005 0 2 More Seating 3 0 4 0 5 0 6 0 7 0 8 More Bleachers 9 0 10 0 11 0 12 0 13 0 14 0 15 0 16 More Jazz 17 0 18 0 19 Move Location to Children's Fountain 20 0 21 0 22 0 23 0 24 Better Music 25 0 26 0 27 0 28 0 29 0 8/21/2005 0 31 0 32 0 33 Have Them Play Longer 34 0 35 0 36 0 37 0 38 0 39 0 40 0 41 More Rock 42' 0 43 0 44 0 8/27/2005 0 46 Get Better Musicians, Bluzilla is the Best 47 Little Older Music, Maybe too Much for Kids 48 0 49 0 50 0 51 Wider & Easier Access to the Gondola 52 0 53 Continue Your Progress 54 Jugglers, Drummers, Hand Drums 55 0 56 0 57 0 58 Bluegrass 59 0 60 0 61 0 8/28/2005 0 63 0 64 0 65 More Bluegrass 66 More Advertising 67 0 9/2/2005 Free Buffet 0 0 9/3/2005 More, Much More Continuous Bussckers as on the Booulder Mall Crowd Pleasing 70 The Music Is Very Good, Upbeat & Positive, Thanks You 71 0 72 0 73 0 74 0 75 0 76 0 77 0 78 Change the Frequency of Street Entertainment 79 0 80 0 81 0 82 0 83 0 84 Children's Music 85 0 86 0 87 Great Job 88 0 89 0 90 0 91 0 92 Great Job 93 Have 17th Ave. Allstars More Often, Great Music 9/4/2005 0 95 0 96 0 97 Nothing, I Enjoy the Music 98 0 99 0 100 More Demontrations & Crowd Involvement 101 0 102 0 • APPENDIX D Question 4: Other Street Entertainment Have you seen any other street entertainment this summer? RAW DATA Comment: 8/20/2005 Naples, FL 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 0 10 0 11 0 12 0 13 0 14 0 15 0 16 New Orleans 17 0 18 0 19 0 20 0 21 Colorado Springs 22 0 23 0 24 0 25 Vail Street Entertainment Last Weekend 26 0 27 0 28 0 29 Ocktoberfest in Denver 8/21/2005 0 31 Vail • 32 Denver 33 Chicago 34 0 35 0 36 0 37 0 38 Yes, In Lionshead 39 San Francisco 40 Vail 41 Inner Harbor in Baltimore 42' 0 43 Yes, Baltimore 44 Vail 8/27/2005 Blue Creek Children's Theatre in Lionshead 46 17th Ave. Allstars in Lionshead, All Lionshead Music 47 Aspen Outdoor Jazz 48 Jazzfest 49 0 50 0 51 Lionshead 52 0 53 0 54 Telluride Jazz Fest 55 0 56 0 57 0 58 Beaver Creek, Ken Carpenter 59 0 60 0 61 0 8/28/2005 Lionshead 63 0 64 0 65 0 66 0 67 Last Weekend in Vail 9/2/2005 Avon 0 0 • 9/3/2005 Boulder Pearl Street Mall 70 4th of July Weekend 71 Boulder Music & Buskers 72 San Francisco Street Fair 73 Musicians Throughout Vail 74 Gore Creek Promanade, Lion Square 75 0 76 Chicago Festivals & Beaver Creek 77 0 78 Around Denver 79' 0 80 NYC 81 Summer Concerts 82 0 83 Farmers Market 84 Hot Summer Nights Concerts 85 0 86 0 87 0 88 Minturn Market 89 0 90 0 91 0 92 Vail Blues Band and Cascade Jazz 93 Kansas City 9/4/2005 0 95 0 96 Minturn Market 97 Lincoln Park Chicago 98 Vail Farmers Market 99 0 100 Streetbeat 101 0 102 0 0 0 Mai I Message Close Next Forward Reply to Sender Reply All Move Delete From: "Scott Rella" <scott@feamoice.com> To: Special Events Date: Wednesday - October 19, 2005 6:41 PM Subject Funding for Ice Sculpture in Vail . Mlrrte.822 (8348 bytes) Mewl issue Asl Hi Sybill, As. you know, each year for the last 6 years, I have produced a sculpture at the covered bridge. It squires about 20 blocks of ice to r,. J.ice something at that location and each block costs $75.00; so there is always a cost of about $1,500.00 in ice blocks alone. I would like to request the remaining $1,400.00 left in this year's, special event budget to pay for the blocks of ice needed to. produce an ice sculpture at the covered bridge this December. In the past I have created large sculptures at this time of year for a fraction of the *~s6 L,..ajse I believe that visitors truly enjoy the sculpture and they have come to expect it. All day and night visitors line up to get a picture taken with the sculpture. For the past three years I have gone out myself and hunted down. the funds for this project. I am h?,. that the TOV and the CSE (?....d..:ion of special events) will see that this is a worthy cause. I producethis sculpture at a fraction of its costs every year and I don't mind that at all. 1 love Vail and I enjoy living here tremendously, so I take pride in this sculpture and what it ... to our visitors. I Ik:.. ,.Jy cant i...avine Vail without it at the Holiday time. I would certainty like to see more funds for this then $1,400 of course, but I t . .nand its late in the ,c, for asking for funding. So with that said, id like to request $3,500.00 - $5,000.00 for next years sculpture at this time as well. Thank you Scott Scott Rella FEAR NO ICE! C: 516-383-4536 P: 970-949-0458' F: 970.949-1554 email: scott@;,,-* ,,.oice,com website: www.fearnoice.com THANKS AGAIN! Scott Read Later Novell. Properties TOWN OF I Commission on Events To: Special Event I' -...it Applicants Thank you for your inquiry into holding a Special Event within the Town of Vail. Attached you will find information to assist you in filing a Special Event Permit Application. PL._,,;. note: Incomplete applications will not be The following documents are required with every Special Event Permit Application: Special Event License Application- $50.00 non-refundable fee. If your event venue is the Dobson Arena, please see information for filing a Dobson Specific Special Event Permit Application. Applications must be submitted a minimum of 45 days prior to your event. ? Special Event "SNAPSHOT-" ?,„?,,lete the online form and attach a printed copy to your application. The form may be accessed at www.vailQov.com. click on "Vail Information," then "Special Events," then on "Permits and Licenses." ? Insurance Certificate, listing the Town of Vail as additional insured. ? Diagram or d"m -iption of event site with all pertinent details. (8 %z x 11 pages, please.) Town of Vail maps for this purpose may be accessed on-line at www.vailQov.com, under the "Special Events" heading ? Attachment,B: o C__,rlete list of parti,,:,,&L g vendors (including Special Event License Holders and Vail Business Licensees) to be completed by the Event Producer. If there are no vendors please ind:.,,: as d:.;,,,:ed on the "Special Event Application: Vendor List" form and submit with your completed application. o If applicable, Special Event ' Sales Tax License Applications. These are to be -.,_..rleted by. the individual vendors, and submitted with the Special Event- Permit Application, accompanied by a non-refundable fee of $75.00 per vendor. Additionally, the following documents may or may not be applicable to your event: O Attachment A: T......,....?:.y Food Event 0. i..,.::onal Requ:.:,...ents v Attachment C: Banner Application $50 per site/per installation 0 Attachment D: Vehicle Display Request C3 Attachment E: Amplified Sound Permit: $50 non-refundable fee. ' o Attachment F: Hot/Cold Balloon Permit v Attachment G: Parade Permit, o Attachment H: Tent Permit detailed inL....A on required for tents over 10'x12' o Attachment I: Security Plan ca, Attachment J: Entertainer(s) Plan a Alcohol- Request separate application from Vail Town Clerk If a special event .alcohol. hermit is required. von mast be submit vour application to the Vail Town Clerk sixty (601 to ninetv.(901 davs prior to the event date in Order to ensure adeouate time to comply with state rernlatl0ffi. Finally, don't forget to go to visitvailvalley.c0m/es-6 and add your event to the community calendar. Please direct any questions to: Sybill R. NavaS, Coordinator Lorelei Donaldson, Vail Town Clerk Commission on Special Events Donaldson. a..vailgov.com specialevents(a vai146v-c6m 970'479-2136/ FAX 97„0'.479-2157 970376-2394% FAX 976 476-7141 TOWNAr W VAIL ;7 Commission on Special Events SPECIAL EVENTS LICENSE $50.00 non-refundable fee must accompany this application. A complete application must be submitted a minimum of 45 days prior to your event. Incomplete applications will not be processed. (Required by TOWN OF VAIL MUNIMAL CODE 4.8.11, Exemptions, as amended by Ordinance 26, Series of 1988) SUBMIT COMPLETED DOCUMENT TO: SPECIAL EVENTS COORDINATOR TOWN OF VAIL MUNICIPAL BUILDING 75 South Frontage Rd. Vail, CO 81657 E-Mail: specialevents@vailgov.com PHONE: 970 376-2394 FAX: 970 476-7141 EVENT: DATE(s) AND TIME of EVENT: EVENT PRODUCER NAME OF PERSON COMPLETING APPLICATION: PHONE: r1WT T, PHONE: E-MAIL: ADDRESS: A-ii f: STATE: ZIP EVENT DESCR,k ?.ON: Please include ?.-elete event schedule. Attach an 8%a 11" drawing detailing the event (show tents/canopies, cars, security, vendors, balloons, toilets, banners, signage, fencing, booths, seating, stage, etc:) Maps that may help for this purpose are available online at www.vaileov.com, under "Doing Business," click "Special Events," then "TOV Maps." DATE (mo/day/yr) TBIE (START TO END, INCLUDING SET-UP/TEAR-DOWN): LOCATION (*If requesting permission to use the Town of Vail Right of Way, or Public Parks, site fees may apply. If the event will be held on private r.„reItjt, supply written r ".Jssion.from r.urerty owners): A%-. i it v i it LzS: (attach additional page if necessary.) . TOViSpecial Event Applicaiiou Special Evenr License Page l ol- 4 ,.e EXPE%- i&D #'S: PARTICIPANTS PLEASE LIST ANY CORPORATE SPONSORS and indicate whether there will be any "sampling" as part of the event: LIST ANY REQUES i r." STREET CLOSURES (if necessary, attach additional sheet): DATE TIME (START TO END) STREET LOCATION ACTIVITY 1. 2. 3. DESCRIBE ANY POTENTIAL EVIPACTS TO ice, TOWN OF VAIL BUS ROUTE: Will the event require law enforcement services beyond routine periodic patrol? No If Yes , please describe in detail and attach "At,.:.-,Cnt for Additional Police Service: Is the event requesting any additional Town of Vail services? (i.e. electrical power, increased bus service, barricades, traffic c...:.. 1, trash removal, security patrols, signage etc.) No If Yes , explain in detail, and attach additional page if necessary: The event promoter will be charged for all labor, materials and equipment unless such services are sneedleaRv exempted and approved as part of this permit. For additional information, contact the Special Events Coordinator. ? Special Event "SNAPSH j Y - : Complete online and attach a printed copy. ? Community Calendar. This event has been listed on the online community events calendar which can be a.,.."..sed at visihrailvallev.com/events,, No Yes ? Insurance: Attach _ Jof liability insurance for your event in the minimum amount of $1,000,000. The Town of Vail must be listed as an additional insured.. DO NOT STATE "INSURANCE ON FILE WITH TOWN". You MUST supply this document with each and every Events License Application. ? Parlang: Attach a DETAILED Parking Plan for this event showing how you will e.,..L ?J parking at your event. (Example: Advertisements will state r..:ra..l are to park in Town of Vail P,..l.::.g Structures only. We will have 10 r4..1.:ng marshals positioned at these locations encouraging parking in Town Parking structures, etc.) ? Trash: All events are required to have a plan for the removal of waste and g, .L"ge during and after your event as well as a plan to accomm.'.? : recyclable m"t?.:als. Attach a DETAILED Storage Container and Trash R--.,,,al Plan which includes an explanation of how you :..t; ?d to and remove recyclable 6, , is (i.e. aluminum cans and plastic.) SPECTATORS ? Portable Toilets: A detailed portable toilet plan for events greater than 300 people must be attached. Show location of toilets on event map. At least one unit must meet ADA requi.:....i.. 6. TOV/Special Event Application Special Event License Page 2 of 4 ? Attachment B must be appended to this application whether or not vendors will be part of the event: Will any vendors be selling products at this event (including food)? No If Yes , please ieview Attachment A and distribute to all participating food concessionaires. Every vendor who does not hold a Town of Vail Sales Tax License must complete the application for a Temporary. Sales Tax License included in Attachment B and pay the $75 non-refundable licensing fee. The Vendor List must include ALL participating vendors, even those who hold a Town of Vail Business License. Vendors not included on this list are not authorized to participate in the event. The Event Producer is responsible for orovidinn this information for each narticioatinq vendor. Will any vendors be selling food? No If Yes, , please include a detailed explanation, including de&,.'r ;ons of how the food will be ..Q ared and by whom, where and with what fuel sources, or if the food is packaged for home use. . Do you plan to use the services of a licensed caterer? No If Yes ., please review Attachment A. Name/Phone Number of Catering Service: If you are using the services of an out of town caterer, please attach a photocopy of their ct u Qut/valid Colorado Retail Rood Service License. ? Are you requesting to hang banners advertising the event at the Vail Village and/or Lionshead designated sites? No If Yes , complete Attachment C + $50/per sitetper installment ? Do you wish to use additional display banners or ant¢ at your event? No If Yes , explain in detail and show banner/pennant placements on your detailed drawing. ? Will you have display vehicles or products in conjunction with your event? No If Yes , complete attachment D. Mahe of vehicles: Will you re.,-L- a staging area? No _ Yes ? Will you be using amplified sound? No _ If Yes , complete Attachment E.. ? Will hot/cold air balloons be displayed? No ? Is a parade planned? No If Yes If Yes ., complete Attachment F. , complete Attachment G. ? Do you plan to have any tents or canopies? No If Yes , indicate location(s) on master drawing. Tents larger than 10.' x 12' will require a building inspection. Please complete Attachment H. *NOTE: Canopies are defined as tents without walls and do not require the submittal of Attachment H. Does your event require a security plan? No If Yes , complete Attachment I Security. Plan *NOTE: If alcohol is being served this attachment is required. ? Will you have entertainer(s)? No If Yes , complete Attachment J. ? Will alcohol be served? No HYes. you must obtain a_Suecial Event Uanor License. from the Vail Town Clerk (970 479-2136) a minimum of 60. davs nrior.to.event.date and complete the Security Plan as Attachment L Your Liquor License Documentation, and/or the verification of the proposed use of an Optional Premise License, must act this application. Liquor License Docutnz:.., uon Attached: No • . Yes. TOVtSpecial Event Application Special Event License Page 3 of 4 Au t',AOVALS WILL BE SECURED FROM i tm FOLLOWING TOWN OF VAIL DEPARTMENTS BY i tir, SPECIAL EVENTS COORDINATOR.Ar x j&R YOUR APPLICATION IS SUBNir g r.D: (if there arequestions for specific departments, these should be clarified prior to submitting the application.) PLANNING 479-2138/BUILDING 479-2138/ ENVIRONMENTAL HEALTH 479-2333: Ay,,.., Jed by: Date: FIRE 479-2250: Arr..,ved by: Date: POLICE 479-2200: A,,r.. ?ed by: Date: PUBLIC WORKS 479-2158: At,,,..redby: . Date: SALES TAX 479-2125: Approved by: Date: PLEASE NOTE: ANY CHANGES TO r niS ORIGINAL APPLICATION MUST BE IMMEDIATELY RECORDED W i i n inj& SPECIAL EVENTS COORDINATOR Has the applicant or any of its agents ever been convicted of any crime or misdemeanor? No If Yes , please explain: I certify that all the statements and.answers to the above questions were made by me and are true without any reservations or evasions. I understand that I must famish any equipment necessary in the production of this special event. Signature of Applicant. Print Name Clearly Date *ALL APPLICABLE PERNu 6 MUST BE POSrr," ON sr><r, OR PRODUCED UPON REOUEST.* APPLICATION IS HEREBY APPROVED: Vail Town Clerk APPLICATION IS HEREBY DEN=u: (reason for denial) Date VAIL SPECIAL EVENTS COORDINATOR . Date CC: Police, Fue, Public Works, Community Development. Transportation, Sales Tax, Vail Town Clerk, VCBA, Applicant TOViSpecial Event Applicarion Special Event License Page 4 of 4 Town of Vail:_Snecial.Event Permit Aonlication "Special Event SNAPSHOT" As part of your Special Event Permit Application you are required to fill out a SPECIAL EVENT SNAPSHOT," which will be disseminated electronically to all businesses and individuals in the Town of Vail who have requested to be informed when there are events that are likaely to impact diem. ?Q A( CEIVS SPECIAL EVENT SNAPSHOT: 1. Go on-line to www.vailgov.com 2. Under the heading "Vail Information" click on "Special Events" then "Permits and Licenses." The "Special Event SNAPSHOT" form will be listed. 3. Fill out the form and click on "SUBMIT" After submitting your form, print a copy and attach it to your Special Event Permit Application. Your application.will not be complete without this attachment. r,4 lWealpDlicati®nS are due a minimupa of.45,day prior to vpur event. ... hacoplete. application's wffl not be 1procemed. Additionally, please add your event to the community calendar at visitvailvallev.com/events R.lV/5pcc.ial Erent Applicatioh SNAPSHOT Inlbrmation ATTACHMENT A TEMPORARY FOOD EVENT OPERATIONAL REOUIREMENTS TEMPERATURE REQUIREMENTS* A. Cooking Temneratures B. Holding Potentially H4zardous Foods, 1. Beef .............140 F Hot foods mast be held at or above 140 F 2. Ground Beef.. 155 F Cold foods must be held at or below 41 F 3. Pork ............ 150 F . 1. You will be required to have one of the following: 4. Poultry .........165 F a. Mechanical refrigeration 5. If cooking in a microwave, add 25 F b. Self-draining .icd storage with lid *Contact the Town of Vail Environmental Health Officer at 479-2333 regarding your requirements * C. Reheating Foods 1. Reheat all potentially hazardous foods to 165 F in less than two hours 2. If reheating in a microwave, add 25 F D. Metal Stem Thermometer 1. Metal stem food thermometer (probe type) scaled 0 F 0 220 F 2. Provide means to sanitize the thermometer between uses II PERSONAL HYGIENE A. Hand Washing 1. You will be required to have one of the following: A. Hot and cold running water under pressure with soap and paper towels B. Non-pressured container of warm water with a spigot and catch pail with soap & paper towels C. Cleanser impregnated towelettes III FOOD PROTECTION A. Minimum enclosure for food service facilities is a canopy only. A three sided enclosure may be requited depending on the nature of the operation. B. Properly store and handle foods in order to avoid cross-contamination C. All food must remain covered D. All food must be at least six inches off the ground E. Ice storage must be self draining F.. Utensils are required for all food handling G. Sneeze shield is required for patron self-service IV. SOURCE A. All foods, water and ice must be from an a,,.. ,red source B. Home prepared foods are prohibited V WAREWAS HING A. You will be required to have one or more of the following: 1. Three compartment sink for proper wash, rinse and sanitizing of equipment 2. An adequate number of back-up utensils 3. Only single service eating and drinking utensils shall be used . *Contact the Town of Vail Environmental Health Officer at 479-2333 regarding your requirements* VI MISCELLANEOUS A. Easily cleanable refuse containers must be provided. Containers outside of enclosures must have lids. B. All portable toilets mush be a minimum of 150 feet away from a food facility C. Large garbage storage areas must be a minimum of 150 feet away from a food facility. TOWN OF VAIL DEPARTMENT OF CONEWNITY DEVELOPMENT 75 S. FRONTAGE ROAD, VAIL, COLORADO 81657 970479-2333 0V Special Even! Applic:zt EOit Teinporan° Focxl Event Inf., AttaciItn,?nt A FT-11 Paid: Date: RLx:eived bv- ATTACHMENT C TOWN OF VAIL BANNER APPLICATION Attach non-refundable fees as appropriate to requested sites. ALL . DATES ARE DETERMINED ON A MONDAY-MONDAY WEEK. APPLICATION MUST BE SUBMj.Lr jLj&D AT LEAST 10 DAYS PRIOR TO DATE REQUESTER BANNERS SHALL REPRESENT COMMUNITY EVENTS OR BE SPONSORED BY- A NONPROFIT ORGANIZATION AND SHALL PROMOTE ACTIV i i tz S THAT TAKE PLACE PRIMARILY R i ¦ n.[N r nr,, TOWN OF VAIL. RESERVATIONS ARE MADE ON A.FIRST COME, FIRST-SERVE BASIS:. APPLICATIONS TO HANG BANNERS FOR MORE THAN ONE WEEK AND/OR SITE WILL BE CONSIDERED ONLY IF it n &RE ARE NO OTHER REQUESTS FOR THE SAME TIME FRAME. FOR SCHEDULING INFORMATION CONTACT tint. SPECIAL EVENTS COORDINATOR AT snecialeventaa.vailaov.com . NAME OF EVENT: DATE(S) OF EVENT: NAME OF REPRESENTATIVE: PHONE: E-MAIL: ADDRESS: CITY: STATE: ZIP LOCATION (activities musk be primarily within the Town of Vail): BRIEF DESCRIPTION OF THE EVENT: BANNER SITE(S) AND DATES REQUESTED (One week max per site: Monday-Monday): Lionshead: ($50 per installation) Bridge Street: ($50 per installation) Main Vail Roundabout*: ($500.includes installation on South Roundabout.) *N,,, z: CDOT regulations prohibit any advertising or sponsor logos on these banns. ? BANNER SPECIFICATIONS: ALL BANNERS MUST BE PRINTED ON BOTH SIDES. Please see next. page-of this application for specifications at W and LH locations. ? . ATTACH A SCALE DRAING ON 81/2 X 11 PAPER SHOWING- o LAYOUT AND WORDING o MATERIAL AND COLOR o For W and 1,H locations: LOGOS: NOT MORE, THAN 25% OF THE AREA AND/OR WORDING MAY BE SPONSOR NAMES OR LOGOS. MUST BE 20 FEET WIDE/SEE SPECIFICATIONS ON FOLLOWING PAGE. o Roun4bnot loc26nn:3 FEET WIDE BY 8 FEET LONG W/1 INCH SLEEVE TOP/BOTTOM; NO ADVERTISING OR SPONSORSHIP LOGOS ALLOWED. MANDATORY: Banner(s) ~be delivered to Public Works by 8 am; on the THURSDAY prior to requested dates- Public Works Front Administration Office at 1309 Elk Horn Drive (970) 479-2158: Banners MUST be picked up from Public Works immediately after event: The Town of Vail will not be responsible for lost, damaged or stolen banns. APPLICATION IS HEREBY DENIED (reasons for denial): APPLICATION IS HEREBY APPROVED: by Vail Town Clerk Date TOVISlxeial Fvent Application Banner Applicatbn Altachm. nt. C J f. w 5 n n BANNERS t+tlnirrurm requirwrrerrts fa instalmon Of banners in Vaq Ytllage and UwWmd Attach snop swhrel thm* grommet are reauired an the VMm Banner. ` ommet hole i 1/4'. O the minimum size for su long am. Lsngthe shop be 20 feet Ropes should be new ,nylon rape. uUmn tr?pe mm all "W" rope win be reused. ?- Ropes should be connected to .the bow using shop swivels. Connect 0114019 into grommets 0 the Gomm a Indicated. Rimes should be. connected W* to dreg the barmen off to p ls works:. for instolWon. Banners should be 20' long and up to a toll. AA borum should have wind holes to Insure there will be no with supporting sue' snasww - . ovapable at most hordware stores Banner should hove gm n nets 20' minimum MO in ali 'faur cons Ropes are for aq four oomers r Attach rope to 1 snap swivel Hut rauWONOary. V t ? t,p Lionshaad : -wind holes In banner- Vilha® L. Sinner Sinner.- 20• I I TOWN OF VAIL TO: Special Event Sales Tax License Applicants ATTAt-nM ENT B Special Event Sales Tax Licenses will only be issued to vendors who are affiliated with a special event and who are listed on the Special Event Pc;...;.t Application/ Vendor List submitted by the event organizer. Town of Vail Business Licensees need not apply for a Special Event Sales Tax License. however thev, must be listed on the Special Event P;...,:t Application submitted by the event organizer. A $75.00 non-refundable fee must accompany each Transient Vendor/Special Event Sales Tax License application. The Special Event Sales Tax License must be displayed on-site and in full view for the duration of the event for which it was issued Sales tax in Vail is a total of 8.9%. The Town of Vail collects its own 4.5% sales tax. The..,u.aining 4.4% breaks down as follows: 2.9% State of Colorado and 1.5% Eagle County. The State of Colorado collects the state and the county sales tax. The Town of Vail will include a sales tax remittance form with your Special Event Sales Tax License. If you have any questions, or concerns, please call the Town of Vail, Sales Tax Administrator at 970-479-2125. Thank you for your cooperation. Updated 81121-12M5 TOV/Special 1.ivent Sales Tax t.icxnse: Attachment 13 1 ATTACHMENT B Tow aY of Vail Special Event Application: Vendor List To be completed by the Event Producer. Please attach completed Special Event Sales Tax Applications and fees for all businesses that do not hold a Town of Vail Business License and submit with the Special Event Permit Application. All vendors that are'participating in the event MUST be listed on this form, even if they are licensed in the Town of Vail. Name of Event Event Producer E-mail address Dates Contact Name Phone If no sales are intended as part of this event, please indicate by making an "X" through the table below and attach this page to your Special Event Permit Application. VENDORS: Please indicate vendor status w/ an Kx' in the saarouriate boa below: Description ofken4belag Trans' TOV Non- Business Name: Contact Name: Pbone #: sold: Vendor Business Profit Licensee 501c-3? I Please attach additional pages if nnwessary. Updated 8112/2005 TOWSpecial Event Sales Tax Limnse: Attactnnent B 1 ATTAt nMENT B TOWN OF VAIL: SPECIAL EVENT SALES TAX LICENSE APPLICATION To be completed by the vendor and submitted with the Special Events Application/Vendor List completed by the Event Producer. $75.00 NON-REFUNDABLE FEE DUE UPON SUBMITTAL. MAKE CHECKS PAYABLE TO THE TOWN OF VAIL. SPECIAL EVENT NAME DATES LICENSE IS BEING APPLIED FOR BUSINESS NAME TYPE OF MERCHANDISE SOLD TYPE OF OWNERSHIP SOLE PROPRIETOR PARTNERSHIP CORPORATION OTHER BUSINESS ADDRESS BUSINESS PHONE NUMBER E-MAIL ADDRESS OWNERS NAME OWNERS HOME ADDRESS OWNERS HOME PHONE NUMBER STATE OF COLORADO SPECIAL EVENT SALES TAX NUMBER SIGNATURE - DATE 1 rdited 8.11`12/2005 rO Special Event Sales 1'x\.Hkrnse: Attachment B ATTACHMENT B TOWN OF VAIL: SALES TAX EXEMPTION APPLICATION FOR NON-PROvit ORGANIZATIONS Non-profit organizations selling taxable tangible personal property or services as defined by the Town of Vail Code must collect sales tax, and purchasers must pay sales tax on such sales. It is the desire of the Town Council that taxes collected by qualified non-profit organizations be retained by that organization as a contribution of additional fands to be used in the course of that organization's charitable ?L. r:ce to the community. Therefore, these organizations are not required to remit or report sales tax collections to the Town, iMed that certain criteria are met. Qualifying organizations need not submit the "Application for a Special Event Sales Tag License," and need not pay the $75.00 Sales Tax License fee, but must be included on the vendor list submitted by the Event Organizer. SPECIAL EVENT NAME DATES LICENSE IS BEING APPLIED FOR NAME OF NON PRuri i ORGANIZATION 501 C-3 NUMBER CONTACT PERSON PHONE # E-MAIL ADDRESS MAILING ADDRESS NATURE OF THE FUND RAISING ACTIVITY IS THIS AN EAGLE COUNTY NON-PROFIT ORGANIZATION? DO THIS ORGANIZATION'S ACTIVITIES BENEFIT THE VAIL VALLEY 100%? Yes No If no, what percentage? WHAT PERCENTAGE OF THE ACTIVITIES BENEFITS VAIL? DO 100% OF THE PROCEEDS GO TO THE CHARITABLE ORGANIZATTON? Yes No If no, what percentage? IS THIS AN "OCCASIONAL" FUND RAISING EVENT? SIGNATURE OF APPLICANT DATE Please answer all questions and return this &.... to the Town of Vail Sales Tax Administrator. Ifyou have any questions, please call 970 479-2125/ FAX 970 479-2248. APPROVED BY Town of Vail Sales Tax Administrator DATE I !plated 8112/1-M5 TOV,•'cpeciat rwnt Sates Tax (_iwnse: Aitaahimnt B ATTACHMENT D DISPLAY VEHICLES Many special events are produced through major vehicle manufacturer sponsorships. In an effort to accommodate the requested vehicle displays in conjunction with these sponsorships, the following guidelines and designated areas are provided. Additional placements may be considered subject to the approval ofthe Special Events Coordinator. Display vehicles are permitted only in conjunction with a special event, and will be accommodated on a first-come, first-serve basis when 2 or more requests are received for the same location. Not more than two signs may be displayed on the INSIDE of the vehicles. 25% of each sign may include the sponsor namellogo; the remainder of the signage must be dedicated to the event. Exterior signage may be considered in special circumstances and is subject to the approval of the Community Development Department and the Special Events Coordinator. All placements of vehicles must take place BEFORE 7:30 am, with removal AFTER 5:00 pm. A second set of keys, along with the location ofeachvehicle, must be left with the Vail Police Department. At no time are vehicles allowed in these areas overnight. Exceptions to this policy most be approved by the Special Events Coordinator and the. Vail Police Department. Please use the accompanying maps to indicate requested vehicle placement locations by highlighting requested sites and submit them with this form. EVENT NAME: CONTACT NAME: PHONE: CELL PHONE: MAKE OF AUTOMOBILES: LIONSHEAD (Due to ongoing construction activities, please contact the Special Events Coordinator for information as to where vehicles might be displayed in the Lionshead area.) # of Cars: Arrival: (Time and Date) Departure: (Time and Date) Permission to use the area next to the Gondola Building mush be obtained from Vag Associates. Call Vail Associates, Special Events Director at 9704794009. Permission a utho sized by: Date: MAP #1- MILL CREEK CIRCLE/VISTA BARN* # of Cars: (maximum of 4 cars allowed) Arrival: (Time and Date) Departure: (Time and Date) *Permission to use this area MUST be obtained from Vail Associates. Call Vail Associates, Special Evems.Directorat 9704794009. Permission authorized by: Date: MAP #1- VAIL VILLAGE/SLIFER PLAZA Maximum of 1 caralbwed Arrival: (Time and Date) Departure: (Time and Date) f ovis ecial l:Vcnt An licatioll l'chicle Display Requcst Attachnxnt.l) Fee Paid: Date: Revd. By: ATTACHMENT E ANPLn_i.LD SOUND PERMIT_APPLICAT'ION (as amended by Ordinance No. 15, Series of 1988, effective June 15,1988) $50.00 Non-refundable fee. Please attach a copy of the notification distributed to-all adjacent properties, and list of signatures verifying receipt of the information. This form must be submitted at least 30 days prior to the earliest date requested on this application. NAME OF APPLICANT: CONTACT PERSON: PHONE WS (DAY&EVE) CELL: ADDRESS OF PREM0[SES OR LOCATION(s) W ii&nE DATE(S): DAY(S): TIME(S): SOUND IS TO BE PRODUCED: AMPLL r mw SOUND IS PROHIBt i w Ysj&t WEEN 10:00 P.M. AND 8:00 A.M. DESCRIPTION OF SOuivL ANWLIr1(;ATION rQJIPMrN 1: VOLUME IN DECIBELS: 65 DECIBELS MAIdMUM DISTANCE SOUND WILL BE PROM,1 w: 100 FEET N[ANE IUM HOW WILL SOUND BE PROJEL;ibi):- DESCRIBE WHAT TYPE OF SOUND IS TO BE PROJEL i hu: (i.e. live music, canned music, PA system,. etc. If live music, name of entatainers/band and type of music played: IS THIS PERMIT IS ASSOCIATED WITH A SPECIAL EVENT? NO YES If yes, which event.) Anticipated Audience Ws: SIGNATURE OF APPLICANT: DATE: MAILING ADDRESS'OF APPLICANT: E-MAIL ADDRESS: APPLICATION IS HEREBY: • DENJLWJ Reasons for Denial: e APPROVED BY VAIL TOWN CLERK TOW Special Event Application EXPIRATION DATE: Amplified Sound Nmiit DATE Attachment E Town of Vail: Amplified Sound Permit Application Verification of Notice to Adjacent Properties Please verify that you have received the attached notification regarding the proposed event. Your signature does not indicate your support of the activity, only that you have received mtice. Please direct any concerns you may have in writing to: Town of Vail, Commission on Special Events Coordinator at snecialeventsna,vailaov.com PLEASE PRINT INFORMATION CLEARLY: &Wnsw or ri i O.- t iti?ies + • 1ti`h?at . alrt ?. iS' t :? sate 6? ' ' }r ' c . ..i r, ' ' •' _. ? _ :? J ..... . -. _ + J' .. . rte.. ,.t - - ? ? Attach additional pages, as necessary. I `I OMpecial C?vents Amplified Sound Permit Attachment F' ATTACHMENT F HOT/COLD BALLOON PERMIT APPLICATION. Town of Vail Municipal Code, 11-5-1-G, as amended by Ordinance 14, Series of 1993. HOT/COLD AIR BALLOONS Submit this application to the Special Events Coordinator a minimum of ten (10) days prior to the event and only in conjunction with a Town of Vail Special Events License. This permit must be obtained in order to display a hot/cold air.balloon and any attached banners thereupon, and must be avp., ,ved by the Community Development Department. The following restrictions apply: 1. Aircraft liability insurance must be obtained for hot air balloons covering bodily injury or death and property damage in an amount of not less than $1,000,000.00. All such policies shall name the Town of Vail as an additional insured, and no balloon shall be allowed until said insurance policy or a certificate of insurance evidencing such policy is provided to the Town Clerk's Office. 2. Balloons are prohibited from being tethered or attached,to the roofs or buildings, with the exceptions of the Lionshead Parking Structure and the Vail Village Parking Structure. 3. Balloons shall be displayed only during the length of the special event with which the balloon is associated, or for seven (7) days, whichever is less. 4. The location requested by the applicant for the balloon shall be subject to the ayp.?? val of the Community Development Department, Fire Department, and the Department of Public Works. 5. During the period of time that the balloon is inflated, the applicant or his agent or ;,...,t.loyee shall be present at the site to ensure that the arr.?r•:ate safety measures for the ,,..,t=ion of the public are taken. 6. Banners displayed on hot/cold air balloons shall'be aYr ,,,,ved by the Community Development Depa.l..a.ent. 7. The area of the name/logo of the sponsor shall not exceed 25% of the total banner area. For example, if the wording on the banner is 20 square feet in size, signage for the sponsors could be 25% of 20 square feet, or 5 square feet. TOV'Special Event Application HoVCold Sailon Permit Attachment F ATTA4-tiMENT F HOUCOLD BALLOON PERMIT APPLICATION. Town of Vail IVlunicipal Code, l1-5-1-G, as amended by Ordinance 14, Series of 1993. NAME OF SPECIAL EVENT: EVENT PRODUCER CONTACT NAME: PHONE: E-MAIL- ADDRESS:- kA L f, STATE, ZIP DATE & TRAE OF EVENT: From: To: DATES TO PLACE BALLOON(S)'(One week m,.A.jm) From: To: NO MORE THAN tinEE (3) BALLOONS FOR EACH SPECIAL EVENTS NO MORE THAN ONE (1) BALLOON FOR EACH SPONSOR. BALLOONS MAY BE DISPLAYED ONLY DURING LENcvtn OF SPECIAL EVENT OR SEVEN (7) DAYS, WHI%_.n.r.VER IS LESS. # of Balloons Requested: Hot Air: Cold Air. LOCATION OF BALLOON(S) Balloon #1 Sponsor Balloon #2 Sponsor Balloon #3 Sponsor Please explain, any and all safety measures to.be taken for- the protection of the public. (print clearly) Proof of Insurance listing the Town of Vail as an additional insured MUST aecompanv this awlication. I certify that all the statements and answers to the above questions were made by me and are true without any reservations or evasions. Signature of Applicant Printed name of Applicant Date APPLICATION .IS, HEREBY DENIED: (reasons for denim) APPLICATION IS HEREBY APPROVED: BY CON04UNI TY DEVELOPMENT DATE TOV Special Event Application Hot'Cold Ballon Permit Attachment F ATTACHMENT G TOWN OF VAEL PARADE PERMIT A Town of Vail Special Event Permit Application must accompany this form. EVENT: EVENT PRODUCER: CONTACT NAME: PHONE(s): EMAIL: ADDRESS: CITY, STATE, ZIP DATE & TIME OF EVENT: From: To: EXPECTED NUMBER OF SPECTATORS: ROUTE OF PARADE. Attach an 8%i x 11" ...ar showing the route and direction of the parade. Number of participants on foot Number of participants in vehicles Number of vehicles Number of bands ? Will the Town of Vail bus route'be impacted? No: If Yes, , please describe ? Outline your cleanup procedures: Outline your security procedures: ? Are you requesting additional Town of Vail services? (i.e. barricades, cones, signage, traffic. control, etc.) No: If Yes, , please describe: The applicant is advised and aware that the Town Council may impose conditions on the app,.., aal of this parade permit, including but not limited to, required sanitation and cleanup measures, security measures, or bond to guarantee performance of the conditions. Signature of Applicant Printed name of Applicant . Date APPLICATION IS HEREBY DENIED: (reasons for denial) APPLICATION IS HEREBY APPROVED WITH THE FOLLOWING CONDITIONS: BY VAIL TOWN CLERK DATE TOWSpv-dal Event Application Parade Permit Attachment G Fec Paid: Dare: Receiwd by ATTACHMENT H Y, of Vail: Snecial Events License TEMPORARY TENT PERMIT $125 Non-refundable fee. Check payable to Town of Vail. EVENT: DATE TENT(S) WILL BE IN USE: LOCATION: PROPOSED OCCUPANCY: Please describe nature of the activity that is proposed to take place within the tent: Event Producer. Contact Penon:. .Phone: Cell Phone: E-ma?7: Any tent over 10' x 12' must have atent permit. Canopies are tents without walls, and unless of unusually large size, do not require a tent permit. Please attach a diagram (9-1/2 x 11) including the following details: Location Layout and dimensions of the tent. Vehicular delivery area and the emergency access area Exits Electricity, gas, heating lighting and the fuel storage site. Specifications of the tent: (if possible, attach photograph or manufacturers brochure) Dimensions Color Style . Fabric Type Date of last fire retardant treatment (attach certificate) Interior finishes: (furniture, floor coverings, etc.) Date of installation? And breakdown? Who will be doing the installation? Phone: Size of fuel storage source Descriptionof all electricity, gas, heating and lighting that is proposed: FOR TENTS LOCATED ON TOWN OF VAIL PRvrrnTY (I.E. Public Parks and Right of Ways, etc), PLEASE NOTE_ THE FOLLOWING ADDITIONAL REQUIREMENTS: Public Way Permit with utility locates is required unless no stakes to anchortents down are used. You must meet with a Town of Vail .:,,,. &sentative on-site prior to installation ofthe tent. Call the Town of Vail Public Works, Parks Division 970-479-2158_ to schedule a meeting Floors are required for tents on Town of Vail property that do not have a "hard" surface. Describe the tent floor that is proposed. NOTE: There is a minimum 10-day non-tent usage requirement between events cequni ing-a tent at Ford Park This time frames not negotiable., Please contact the Town Clerk's office at 970-479-2136 to verify if a tent plea:....;.:.. is acceptable for the time frame desired. FIRE DEPARTMENT' INSPECTION IS REQUIRED PRIOR TO ,<sm EVENT. Please contact the VailFire Department at 970-479-2250 to set upan ins,,.'..on time and date. APPLICATION IS HEREBY APPROVED: DENIED: Reason foi• denial: BY VAIL FIRE DEPARNIENT: TOWSixcial Event Applictuiun TemporaryTew Permit DATE: Attachment H TENT AND CANOPY INFORMATION SHEET VAIL rtmE & EMERGENCY SERVICES VIiy Th e following are requirements regarding tent installation in the Tow.. of Vail. IN t ERNATIONAL rY tr; CODE. 2003 ed. States the following: Definitions: (Section 2402) Tent: A structure, enclosure or shelter constructed of fabric or pliable material supported by any manner except by air or the contents that it protects. Canopy: A structure, enclosure or shelter constructed of fabric or pliable materials supported by any manner, except by air or the contents it protects, and is open without sidewalls or drops on 75 percent or more on the perimeter. Membrane Structure: An air-inflated, air supported cable or frame covered structure as defined by the International Building Code and not otherwise defined as a tent or canopy. See Chapter 31 of the IBC. Avvroval reauired (Section 2403.2) Tents and membrane structures having an area in excess of 200 square feet and canopies in excess of 400 square feet shall not be erected, operated or maintained for any purpose without first obtaining a permit and approval from the fire code official. Inspections reauired: Prior to occupation or public use of tent, the applicant is required to call for inspections to be conducted by code officials from Vail Fire & Emergency Services. Inspection requests shall be made at least 24 hours in advance of public use of tent, canopy or membrane t".a........ e. F:lcd&AFORMSIPERMITS1Tentjer?n 05.000 09/22/2005 Location (Section 2403.8.2) Tents, canopies, or membrane structures shall not be located within 20 feet of lot lines, buildings, other tents, canopies or membrane structures, parked vehicles or internal combustion engines. For the purpose of determining required distances, support ropes and guy wires shall be considered as part of the temporary membrane structure, tent or canopy. Exit Distribution (Section 2403.12.1) Exits shall be spaced at approximately equal intervals around the perimeter of the tent, canopy, or membrane structure, and shall be located such that all points (of the occupied area) are 100 feet or less from an exit. Minimum number of means of egress and means of egress widths: The following information is derived from Table 2403.12.2, IFC, 2003 ed.: OCCUPANT LOAD MINIMUM # OF EXITS WID i n (TENT OR CANOPY) (INCHES) 10-199 2 72 200-499 3 72 500-999 4 96 Exit openings from tents (Section 2403.12.3) Exit openings from tents shall remain open unless covered by a flame resistant curtain. The curtain shall comply with the following requirements: 1. Curtains shall be free sliding on a metal support. The support shall be a minimum of 80 inches above the floor level at the exit. The curtains shall be arranged that, when open, no part of the curtains ob t1wL acts with the exit. Exit signs (Section 2403.12.6) Exits shall be clearly marked. Exit signs shall be installed at required exit doorways and where otherwise necessary to indicate clearly the F:lcdeAFORMSIPERMrMTent„perm 05.DOC 6qr=? = direction of egress when the exit serves an occupant load of 50 or more. Exit sign illumination (Section2403.12.6.1) Exit signs shall be of an approved self luminous type or shall be internally or externally illuminated by fixtures supplied in the following manner: 1. Two separate circuits, one of which shall be separate from all other circuits, for occupant loads of 300 or less. 2. Two separate sources of power, one of which shall be an approved emergency system, shall be provided when the occupant load exceeds 300 or more. Emergency systems shall be supplied from storage batteries or from the onsite generator set, and the system shall be installed in accordance with the ICC Electrical Code. Means of Egress Illumination (Section 2403.12.7) Means of egress shall be illuminated with light having an intensity of not less than 1 foot candle at floor level white the structure is occupied. Fixtures required for means of egress illumination shall be supplied from a separate circuit or source of power. Maintenance of Means of Egress (Section 2403.12.8) The required width of e.&;w, aisles and passageways shall be maintained at all times to a public way. Guy wires, guy ropes and other support members shall not cross a means of egress at a height of less than 8 feet. The surface means of egress shall be maintained in an approved manner. Flame Resistant Treatment (Section 2404.2) Before a permit is granted, the owner or agent shall file with the fire code official a certificate executed by an approved testing laboratory, certifying that the tents, canopies and membrane structures and their appurtenances, side. o o As, drops and tarpaulins, floor coverings including sawdust when used on floors or passageways, shall be composed of flame resistant material or shall be treated with a flame retardant in an approved manner and meet the requirements for flame resistance as determined in accordance with NFPA 701, and that such flame resistance is effective for the period specified by the permit. F:\cdevlFORMS\PERMrMTeMj)erm 05.DOC 09/22*005 Label (Section 2404.3) Membrane structures, tents or canopies shall have permanently affixed label bearing the identification of size and fabric or material type. Certification (Section 2404.4) An affidavit or affirmation shall be submitted to the fire code official and a copy retained on the premises on which the tent or air supported structure is located the affidavit shall attest to the following information relative to the flame resistance of the fabric. 1. Names and address of the owners of the tent, canopy or air structure. 2. Date the fabric was last treated with flame resistant solution. 3. Trade name or kind of chemical used in treatment. 4. Name of person or firm treating the material. 5. Name of testing agency and test standard by which the fabric was tested. Smoldng (Section 2404.6) Smoldng shall not be permitted in tents, canopies or membrane structures. Approved "No Smoldng" signs shall be conspicuously posted in accordance with Section 310. Ouen or Exnosed Flame (Section 2404.7) Open flame or other devices emitting flame, fire or heat or any flammable or combustible liquids, gas, charcoal or other cooldng device or any other unapproved devices shall not be permitted within 20 feet of the tent, canopy or membrane structures while open to the public unless approved by the fire code official. Clearance (Section 2404.11) There shall be a minimum clearance of at least 3 feet between the fabric envelope and all contents located inside the tent or membrane structure. Portable Fire Extinguishers (Section 2404.12) F.lcdovAFORMSIPERMrMTent_Wm 05.DOC 09/22/2005 Portable fire extinguishers shall be provided as required by Section 906. Cooling and Heatine Auuliance Location (Section 2404.15.3) Cooling and heating equipment shall not be located within 10 feet of exits or combustible materials. Outdoor Cooling (Section 2404.15.6) Outdoor cooling that produces sparks or grease laden vapors shall not be performed within 20 feet from a tent, canopy or membrane structure. Liouid Petroleum Gas Location of Containers. 500 Gallons or less (Section 2404.16.2.1) Portable LP gas containers with a capacity of 500 gallons or less shall have a minimum separation between the container and structure not less than 10 feet. F:\cde-AFORMSIPERMITS\Terrt_perm 05.DOC 09/22/2005 SECURITY PLAN : AT ACHAW.rrr.r Attach or complete below a DETAILED explanation of your security'plan. •Be sure to inchide the number of security personnel employed and their placement. If alcohol is being served, please attach a detailed drawing or map showing fencing diagram, placement of security personnel and gates, ID stations, an explanation of the type of ID system you are using (bands, stamps; etc.), hours of alcohol service, hours of set up & tear down. Give a complete list of the number of servers of alcohol, ID checkers, and,indicate whether the servers are TIPs trained. (or have other alcohol server training certification) If an optional i,.,Q ise license is being used for this event, please include a map of r= ", ices, management plan and a signed authorization from the liquor license holder. TOV Special Event Application Security Plan Attachment I ATTAt,nMENT J EM ERTAINNMNT PLAN: Describe in detail names and types of entertainer(s), hors of entertainment, sound check times, load in and load. out times.. Draw a map showing location of entertainment. Maps for this purpose are available online atwww.vaileov.com, select "Doing Business," then "Special Events." Please indicate whether there will be amplified sound. If so, this attachment must be accompanied by, an Amplified Sound Permit Applicatiom l-owSpecial Event Application Entertainment Plan Attachment J v ' r AGREEMENT FOR ADDITIONAL POLICE &&MVICE iniS AGREEMENT is entered into the TOWN OF VAIL, a Municipal Corporation ("tbe Tuo" I and (`Business"): 1. -Obli=.,t,,..,s of Town. The Town wilt.` gn to Business, upon.:.,p,e and ; . on an as-available psis, one or ., .., extra duty police officers or code enforce3 officers, in uaif., .. to provide additional police service on the of Business. The sole re.%,, .. sibility of the police employee(s) while so assigned shall be to enforce the ordinances of the Town and statutes of the State of Colorado. The senior officer assigned _ to the Business shall maintain a dine record in the f.,.... of ExUL :'6 "A", which time sbail be ..,...wleted-by the senior oific er, initialed by each assigned officer at the end ofthe shift, and presented to the Depa.z?..ant Sectary for billing. 2. - Oblisetions of BusinesL Request for assi&.....ent of a police employee shall . be made at least seventy-two (72) hours in advance. Business may cancel the assi?,--V t of a police employee only on three h.,"64 notice. In the event the police employee makes aa. arrest in connection with hiAw assie..:..znt to the Business, the Business will sign a ,.,,.,wlaint and cooperate fully in the prosecution th., `..Z .3. Compensation. Business will c 4 =sate the Town at the UL,.?:..g. rates: $31.04 per hour per code enforcement officer, $42.00 per hour per police officer. The Business is responsible for a two-Dour minimum; however, if the event scheduled is for three hours or longer, the business is responsible for a three-hour mi hn mi in the event the assis,..,..evt is t....:..ated earlier than •i1...,4 b- ..a. In addition, should the event last longer than originally scheduled, or circionstances•..,...:.? the police employee to stay on site later than originally scheduled, the Business is responsible for such additional CO,,.,Wensatiom Business shall pay such ..wensat?n within thirty (30) days of the billing date. 4. E=-.,:?cv Availability. Any police employee shall, at all times while assigned as r.„ sided in PM,9mph 1, be available to respond to any incident oc.,....:..g off the v,,..Ises, which, the employee det....L es in his/her sole dis....,i.? to be an em;,-&"..cy. In the event of such an response, the police employee shall * I ,,.,,41y return to the j,. Wises of the Business after cessation. of the 5. Relationship of Emnlovee, While assigned.as provided in Parae..,h 1, the police employee shall at all times remain an employee of the Town acting within the ' . ' p;..L....ance of his/her duties and the scope of his employment with the Town, and shall be under the sole supervision and c?,..[..,1 of his/her shift commander. 6:. Release of Liability - Inmm=e. The Business, on behalf of itself, its officers, and its employees, hereby releases the Town and its officers and employees fi.,.... and w?:,res any and all liability, claims, and demands for damages of whatsoever nature, including without limitation, claims arising from bodily injury, personal injury, rY..?,erty loss or damage, which arise out of this agreement, or are in any man=. c.,....;.,;:ed with this agreement. Business further agrees to indemnify, defend, and hold' r barmless the Town, its officers, and its employees for any uninsured or deductible costs, including without limitation the cost of any judgment or settlement and the costs of defense including attorney's fees, by the Town, its officers, or its employees in connection with any claims of third parties against the Town, its officers, or. its employees which arise out of or are in auy. manner with this A b. ""ant The Town agrees that so long as this Ae. ,,...ent is in a it wm madam false aurest and liability fi arance. 7. Ti.--,. of Aereement., This ar,.r,,...,ent shau rem & in effect until such time as either party, on ten days notice, has t:A....:..ated it. 8.. Terms of Event and Particulars of Service. DATE TIME P. O. # CEO LOCATION TOWN OF VAIL BUSINESS BY: BY: DATE: DATE. Tow- O va wnuossron on aped aver DOBSON ARENA SPECIFIC SPECIAL EVENTS LICENSE Please complete this form for any non-ice event proposed to take place within the Dobson.Arena. Tf any portion of your,event is planned to take place outside of the, .. ?..?. you must submit a regular Special Events License application. A $50.00 non-refundable fee must accompany this application. ComDlete applications are due a minimum of 45 days prior to your event: Incomplete applications will not be processed. (Required by TOWN OF VAIL MUNICIPAL CODE 4.8.11, as amended by Ordinance 26, Series of 1988) SUBMIT COMPLETED DOCUMENT TO: SPECIAL EVENTS COORDINATOR TOWN OF VAIL MUNICIPAL BUILDING 75 South Frontage Rd. Vail, CO 81657 E-Mail: specialevents@vailgov.com PHONE: 970 376-2394 FAX: 970 476-7141 EVENT: DATE(S)/TIME of EVENT: EXPECTED AUDIENCE AND NUMBERS: EVENTPRODUCER NAME OF PERSON COMPLETING APPLICATION: PHONE: E-MAIL: ADDRESS: CITY: STATE: ZIP O EVENT DESCRIPTION: Attach or describe below a complete event schedule, names of entertainers or bands and a description of proposed activities. 0 LOAD IN: DATE/TIME: 0 LOAD OUT: DATEITIME: Describe any potential impacts to the Town of Vail Bus Route: Will you be using caterers or food vendors other than the licensed Dobson Arena concessionaire? No If Yes , please see. Attachment B, O Attachment 'B mug be appended to this application whether or not there will be vendors/concessions as part of the event and must include: 1. A complete list of participating vendors (including Special Event License Holders and Vail Business Licensees) to be completed by the Event Producer. If there are no vendors participating, or if the only vendor will be the Dobson Arena's licensed concessionaire, please indicate as directed on the ".Special Event Application: Vendor List" form and submit with your completed application. TOV'Specid Event,lpp(i-.ntion IX)BSON ARENASPECIFIC Paw I of = 2. If applicable; Special Event Sales Tax License Applications: These are to be completed by the individual vendors, and submitted with the Special Event Permit Application, accompanied by a non-refundable fee of $75.00 per vendor. Attachment B Attached: No Yes ? EVENT SET-UP and SECURITY PLAN: o ATTACH A DETAILED DIAGRAM ILLUSTRATING THE EVENT SET-UP PLAN: (8 %2 x I 1 pages, please.) The Vail Recreation District can provide you with templates for event set-up in the Dobson Arena. Please include all pertinent details and the following information o Diagram of event site: Scale drawings are required showing any additions (ie, stage, lighting/sound booth, special concessions, etc.) and must be in compliance with the I..«...a.Jonal Fire Code. o Any bunting draping or curtains of any type must be pre-approved by the Town of Vail Fire Ds,, .'.ent. Applicants shall provide a spec sheet of material, along with samples for destructive flame testing. All materials shall be class I flame spread rated o Use of candles for banquet/dinner functions shall be pre-approved, and meet the guidelines set forth in the International Fire code. o If the event requires additional sound and/or lighting equipment a licensed electrician is required and the following information shall be provided at time of application: o Name, contact number, and license number of electrician. ¦ Cable ramps are required throughout the arena. The use of nvrotechoics and/or fog machines is exnressly forbidden. P DETAILED DESCRIPTION OF YOUR SECURITY PLAN: Indicate the proposed number and placement of security personnel on your dia&,... and describe in detail below your intended implementation plan: ? Certain event types may require additional police service. Costs associated with providing additional police service will be paid by the applicant/promoter. The number of police officers required for any event will be determined by Dobson'Iee Arena Staff, in consultation with the Vail Police Department. If additional police service is required, attach an "Agreement for Additional Police Service." Determination has been made that additional police service will be required? No If Yes "Agreement for Additional Police Service" attached: No Yes ? Does the event require any additional Town of Vail In-kind services? (i.e. electrical power, increased bus service, barricades, traffic control, trash removal, security patrols, signage etc.) No If Yes , explain in detail, and attach additional page if necessary. The event promoter will be charged forall labor, materials and equipment unless such services are Snecifie21Kv exempted and approved as part of this permit. Foradditio?l information, contact the Special Events Coordinator. Additional Documents Reamred:. ? Irisutta nce: Attach proof of liability insurance for your event in the minimum amount of $1,000,000. The Town of Vail must be listed as an additional insured. DO NOT STATE "INSURANCE ON FILE WITH TOWN". You MUST supply this document with each and every Special Events License Application Proofof Insurance Attached: No Yes ? Copy of Dobson Arena Rental Contract signed by a representative of the Vail Recreation District. VRD Contract Attached: No Yes ? Special Event"SNAPSHOT": Complete online and attach a printed copy. SNAPSHOT.Attached: No Yes ? Community Calendar. This event has been listed on the online community events calendar which can be accessed at .www.thinkvail.corn, Vail Events-page. No Yes TM; 'Special Event Application DOBSON AR ENASi'k:t:I IC Page 2 of 3 APPROVALS WILL BE SECURED FROM i nx FOLLOWING TOWN OF VAI , DEPARTMENTS BY THE SPECIAL EVENTS COORDINATOR AFTER YOUR APPLICATION LS SUBMITTED: (ifthem am questions for specific departments, these should be clarified prior to submitting the application.) FIRE 479-2250: . Approved by: Date:- POLICE 479-2200: Approved by: Date: PUBLIC WORKS 479-2158: Approved by: Date: SALES TAX 479-2125: (only required if vendors requiring Special Event Sales Tax Licenses are included) Approved by:, Date: ENVIRONMENTAL HEALTH 479-2333: (only required ifoutside caterers or food sales are planned) Approved by: Date: PLEASE NOTE.: ANY CHANGES TO THIS ORIGINAL APPLICATION MUST BE IMMEDIATELY RECORDED WITH THE SPECIAL EVENTS COORDINATOR. Has the applicant or any of its agents ever been convicted of any crime or misdemeanor? No If Yes. _ please explain: I certify that all the statements and answers to the above questions were made by me and are true without any reservations or evasions. I understand that I must furnish any equipment necessary in the -production of this special event I. Signature of Applicant Print Name Clearly - Date *ALL APPLICABLE PERMITS MUST BE POSTED ON SITE OR PRODUCED UPON REOUEST.* APPLICATION IS HEREBY APPROVED: Vail Town Clerk Date APPLICATION IS HEREBY DENIED: (reason for denial) VAIL SPECIAL EVENTS COORDINATOR Date CC: Police, Fite, Public Works, Cotmmnity Devel,"-.: -t. Tmwp.,......n, Sales Tax, Vail Town Clerk, VCBA, Applicant T(Wispecial Event Application DOBSON ARENA SPECIFIC Pane ; of 3 CSE/sn 2006 RFP's 10/24/2005 Town of Vail: Commission on Special Events Schedule for Presentations: November 11, 2005 Funds Available: $650.000 Time: Event: (26 Applications) 2006 Dates: 2006$$$ Requested: - ::. - t,?r'- "' - 5+'Y;. :.r,.,, w?T,; t,?'"rnn._.; •ia•I;:?.`? """ .:;y; y:: a'n•N ?:x ? - _;i:;.,r, •;;;3 ?ry . .:r>?k-: ?3?'? .???,'SS^'z?i':?.'.??6u1??1: ?ie.IrL.??'?`...r-';:`.". ,• ..,. ,?!-,. .•.;a„ ??[j.jf?..r?•"^^.'ni,?'aT '. r_ Y,-,- ? ey 7, ;4?1 ii{/,W4u? Sprmq Bade to Vail Apr 3-16 $100,000 ;._:gv.,F..si. •;?fJS.,?"::tik` it fir ' ? "7i.,w?. i7#l?? - .:2:° .:.ft,`; -''. ?d :? -ut c7,¢' ;d`v "':;"Y'?,,-.::r, ?,. r''.i:, "a'- .,n ;•F?`r:- ?.',y,/f?M?, :.K`?itA-!`'T•:>%. 'it?:, ._„ ._ .. •?w?:?il7ak Okbobc+ll:.at Sep 8-10115-17 N $80,000 ,.y„:ar i, .. _ _ _ .,., f .. i..?.. ,. - :,?. :w„ rv - d„ h y. ?• r7„°r :?,y,t. '? •??'•t 4rl'f"`"' ? .sa' e.. u..?.,_ A_ ?.. „Q ..? . . ? °c•;?i..S,;.L^s. ? ? _:'•.'R ... r?E` `Y. CC?'?.. r..--? Vii:. -^'.__ - f. Summer Street Entertainment Jun 23-Sep 3 (11 weeks) $68,500 ':: .,.., '',`• '"?. - ..?.'?._°... ... ?7?.: rv'.+?ic' t,. r.r !..., ,. :°•L-sr:?4.'?W?:s^ Gourmet on Gore 2-Sep $50,000 ~.A".,Y .° .s? '.?•?!w. ,t-. - -f= :>.•t' ''1. "?: <; ?`„t?- .y F,r, f `v ?.{:' `:.YL..x?• ?-jf/?•?? ,. Y' ....., .. v.., ,..... '??w.?w?f?iY,I?I•V?/WYS'•4. ".',:{?....: - .. _, ?."'.1 '':i????%t. ?S.-';_? '?'+k..r,.. .. ., - ,'?';.t7"'^?z$+-1a Holidays in Vail Nov 25-Dec 31 $40,000 ..,vim .,.:_ .- ....... _.. "_ .. .-. .x? x -. , >Harvest Festival Sep 22-24 $32, l - 0 ." :'ti : ? . ,.. c ,? :'.'?: >Holiday Spirit on Meadow Drive Dec 16-24, 2006 $27,500 1-•'• '..., :. -AiriericaRr_Sfa,Classic.:•.. ° ::.22-26"' 25. -QO?C ,..aao,%y.'•'•, .. ». ?.a=.:-3.t - ..tt?.?..:,.-,ra::.-fi:J3.:i"'" .w....:,.t.°:.sA>-?:.,:i.sz«,._.:._'.:.. _..,??;-...:i: ~_ .?:=,. _ Taste of VaiUVlfinter(Lamb Cook-off) April 5-9 $25,00C, -Ja Val Lacrosse Shootiout •Jun 24-Jul 4 $20,000 Val Arts and Wine Fame Saturdays, July 1-29 $18,300 VaiFns R.,61 Rubber Dude Race 3-Sep $15,000 r61190 1,;' >Vail Armed FE....,..b Week Jan 29- Feb 3 $10,000 .- --.. ""-.ti<°'c-..._. ?d ie?.-?.?._ ?K'?'-,?.r.. 4?^.i, cr?;;a r;..4?.?r ?t?=l:.':rfi _ ?;?-??riY.?<a-:7,?;:,'.' :; _ ,.-_..f ,"__•" .. -_ ._ !P?>vi Avon to Vaal Triathlon . August $8,000 ?y !S?:'a. ?'??~`'.f' =`y Y.'3jf,i'M?,>t y"%?' "f i! 4.?,7,et-? t??q ^J'C b.?24?Y...'?*'.i, .J .. ,?1?,;, 1-,4. ?r•_ ".r?,+a nk.t.'r??. " 5e e.??rr 9T'. - *' i, "yY.+.. t?' J . pi` Y .FY ?+ i"{Kr S S. A'q „i"?^ S, t ck? y. fe,. LK ?;''?5•.-??, ? ? l v i'r S.?,.{'fi5- - 'R" y,?..?V i? }?. . c1r} N ,° ' : " ' n C' ?? ' ? a - '?i ? '.I .. _ . ? ., r p,,f -' . ., ..,n. - _. vJq'-.K .} o «, er ...^0: ., ,. .. A' :. ', :. .. ? tt. ..., vm 7?•: Vail Jazz Foundation: Washington Prep High School' Band 4-Jul $7,50C _.VYir>ter=lGcc=OfLBash'(20061°;n°,.x.,?t $1,109,800 AdWn:4' . *e Confracm: u +. ?Adma?::.d?+6ue'?Jr. Y' Fly"'=i:-, ?.Y.C???'-?'..'_ ''i: ".:`?? ?'4-c. ..;?; ._ -.:t:2•Kr-Lt.')i.T?",????,vY,..''vi Researrl/Event Evaluation $24,000 ."y"9ifi{.-c.•.?:%Y'.`y" `?ytl c%vhc'it-..E`-, 4,•'c;}S.?w"J "..13.?? y.ze'_`-.x'"'?'R?:''•,},'..i',.?` h-knd. Se rk=, wDebit C 'OO Subtotal: Admin. Contracts $110,000 TOTAL AL LOCATIONS: $1;219,800 FUNDS RENiAQdaIG ": -$569.800 . Events new for 2006, °