HomeMy WebLinkAbout2006 Commission on Special Events Agendas
Town of Vail
Commission on Special Events Meetin~
Town of Vail: Vail Town Council Chambers
Tuesday, January 24, 2006 at 8:30 a.m.
AGENDA:
Swearing in of New CSE Appointees: Stephen Connolly, Robert Aikens, Clint
Huber and Scott Stoughton: Lorelei Donaldson (5 minutes)
Approval of the Minutes of the meetings of November 22 and November 30, 2005:
(5 minutes)
Coordinator Report: (10 minutes)
• Financial Report and Review of 2006 Allocations and Contract Status
• Review 2006 meeting schedule
• Set date for meeting w/VLMDAC
Update: Convergence Festival: (10 minutes)
Holidays in Vail: Review of 2005 event and plan for 2006: (30 minutes)
• Fireworlcs and Torchlight Parade
• Christmas Tree Lightings?
• What should occur in Lionshead?
Resort Entertainment: Plan for LH Summer Street Entertainment: (30 minutes)
Strategic Plan: Prepare questions to be answered at Council meeting: (30 minutes)
Possible topics might include:
• Seed Funding vs Ongoing Funding?
• Icon Events: Should qualifying events be forwarded to the Council
for their consideratioil?
• New Event recnjitment?
• Surveys and Evaluations?
• Other?
New Business: (10 minutes)
Adjournment: 10:45 a.m.
*****Next Meeting:
Tuesday, February 21, 2006 at 8:30 a.m.
Town of Vail: Community Development Conference Room
Town of Vail
Commission on Special Events Meetin~
~ ~ , ~ 1• • ~
Tuesday, February 21, 2006 at 9:00 a.m.
AGENDA:
Swearing in of re-appointed CSE Member, Stephen Connolly, for a term expiring on Dec.
2007: Lorelei Donaldson (5 minutes)
Approval of the Minutes of the meeting of January 24, 2006: (5 minutes)
Coordinator Report: (15 minutes)
• Financial Report
• Joint ineeting with the VLMD: Thursday, February 9 at 10:00 a.in.
• Discussion: Appropriate usage of the "Special Event SNAPSHOT" as a coinnlunication
tool.
Update: Urban Convergence Festival of Fashion and Music: (10 minutes)
Holidays in Vail: Final Event Report and Budget Recap including a discussion of the
proposal for the event in 2006: Laurie Asinussen (30 minutes)
LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne
Silverthorne and Diane Moudy (30 minutes)
Review the updated draft of the Strategic Plan and identify discussion topics for meeting
with the Town Council: (30 minutes)
New Business: (5 minutes)
Adjournment: 11:15 a.m.
**1:00-3:00 p.m./Vail Town Council Meeting: Training for DRB, PEC,
Council and CSE members with regard to board member roles and
limitations, liability exposure and ex parte communications, per the statutes of
the State of Colorado. All CSE members are strongly encouraged to attend.
Next Meeting: Tuesclay, March 28, 2006 at 9:00 a.m.
Special Meetin2 of the Commission on Special Events
Vail Community Development Large Conference Room
Friday, March 24, 2006 from 9:00-9:30 a.m.
AGENDA:
Reconsideration of Selected 2006 Funding Requests due to Convergence Festival
Postponement: Higliline Sports and Entertainment/Due to scheduling coiiflicts with the regular
March CSE meeting time, Jeff Brausch has requested tlus special ineetii7g to present his
proposals for Olctoberfest and 14 Days of Vail.
BACKGROL]ND: At the last CSE meeting, the members agreed that all RFP's submitted in
October which received an average rating grid score of 33 or higher and in calendar order from
the TEVA games forward would be eligible for re-consideration. The Soccer and Lacrosse
tournaments have already agreed to contracts and will not be reconsidered. Presenters will be
allowed 10 nunutes each at the CSE meeting on Tuesday, March 28 to explain how the
additional fiuids, not to exceed the original request, would be used to enliance the event. Event
producers for the followii7g events, which match the criteria, are seelcing reconsideration of their
original request:
• TEVA Mountain Games
• Vail Farmers' Marlcet
• Taste of Vail/Sunuller
• Holidays in Vail
• Olctoberfest
• 14 Days of Vail (alca: ReviVail)
Aiilerica Days and Gourmet on Gore did match the criteria, but the producers are not seelcing
reconsideration at this time.
Town of Vail: Commission on Special Events Meetin2
Vail Town Council Chambers
Tuesday, March 28, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the meeting of February 21, 2006: (5 minutes)
Formal Adoption of the 2006-2009 CSE Strategic Plan (5 ininutes)
Coordinator Report: (10 ininutes)
• Financial Report
• Urban Convergence Festival of Fashion and Music: meeting w/John Zaring on Friday,
March 31 at 10:00 am- TOV Small Conference Room
• Septeinber 2007 Cycling Event: Vail Valley Foundation
• Harbin, China: Ice Festival Jan 5-Feb 15, 2007
Conference Center Funds: Pam Brandmeyer/seek input on the use of coiiference center
proceeds (10 minutes)
LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne
Silverthorne and Diane Moudy. (30 minutes)
BACKGROLJND: Vail Town Council meinbers voted unaiumously at their ineeting on
March 7 to approve the recoinmendation from the Construction Mitigation Group as follows:
0 $16,000 to Resort Events liic. for Buslcer Village activities in LionsHead (and elsewhere
where feasible) to be augmented by $30,000 awarded by the Commission on Special Events
for LionsHead-specific busker events.
• Up to $12,000 for local radio advertising (KZYR, KTUN, KSKE and JACK) with specifics
to be deterinii7ed by the Coi7stniction Mitigation Group radio subcommittee. $27,000
incoine guarantee to LMG Inc. for free climbing wall activities in LionsHead with a
minimum of $5,000 returi7ed to the town via merchant participation.
• Additionally, the Constniction Mitigation Group requests Coui7cil's support in
recommending consideration by the Commission on Special Events for additional funding of
the Busker Village activity to disperse the event more fully throughout Vail.
• Efforts are continuing to finalize a location for the Cliinbing Wall in LionsHead
The CSE will review the final budget and programming proposal fron7 Resort Events.
Vail Film Festival: $400 request for bus shuttle service from Cascade and Crossroads
theaters to/from the welcome party at Donovan Pavilion on Thursday evening, March 30.
(10 minutes)
Reconsideration of Selected 2006 Funding Requests due to Convergence Festival
Postponement: (90 minutes)
BACKGROL]ND: At the last CSE ineeting, the meinbers agreed that all RFP's submitted in
October which received an average rating grid score of 33 or higher and in calendar order from
the TEVA games forward would be eligible for re-consideration. The Soccer and Lacrosse
tournaments have already agreed to contracts and will not be reconsidered. Presenters will be
allowed 10 minutes each at the CSE meeting on Tuesday, March 28 to explain how the
additional fiinds, not to exceed the original request, would be used to enhance the event. Event
producers for the following events, which match the criteria, are seelcing reconsideration of their
original request:
• TEVA Mountain Games
• Vail Farn7ers' Marlcet
• Taste of Vail/Sununer
• Holidays in Vail
• Olctoberfest*
• 14 Days of Vail (alca: ReviVail)*
Aiilerica Days and Gourmet on Gore did match the criteria, but the producers are not seelcing
reconsideration at this time.
* Due to scheduling conflicts with the regular March CSE meeting time, Jeff Brausch has
presented his proposals for Olctoberfest and 14 Days of Vail at a Special Meeting on Friday,
March 24.
New Business: (5 minutes)
Adjournment: 11:45 a.m.
Next Meeting: Tuesday, April 25, 2006 at 9:00 a.m.
Town of Vail: Commission on Special Events
Special Meetin2
Town of Vail Municipal Building: Administrative Conference Room
Friday, March 31, 2006 at 10:00 a.m.
AGENDA:
Urban Convergence Festival of Fashion and Music 2007: (1 hour) In light of the
postponement of this evei7t, which was originally scheduled for August of 2006, Jolu7 Zaring of
Zaring/Cioffi Entertainment will ineet with ineinbers of the CSE to discuss how the CSE's 2006
fiinding allocation of $25,000 will be utilized for the development of sponsorships for a 2007
event.
LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne
Silverthorne and Diane Moudy: (30 ininutes)
BACKGROLJND: Vail Town Council members voted unaiumously at their meeting on
March 7 to approve the reconunendation froin the Construction Mitigation Group as follows:
•$16,000 to Resort Events li1c. for Busker Villa,,e activities in LionsHead (and elsewhere
where feasible) to be augmented by $30,000 awarded by the Conunission on Special Events
for LionsHead-specific buslcer events.
• Up to $12,000 for local radio advertising (KZYR, KTLTN, KSKE and JACK) with specifics
to be determined by the Construction Mitigation Group radio subcommittee. $27,000
income guarantee to LMG Ii7c. for free climbing wall activities ii7 LionsHead with a
minimum of $5,000 returned to the town via merchant participation.
• Additionally, the Constniction Mitigation Group requests Council's support in
recoinmending consideration by the Cominission on Special Events for additional funding of
the Buslcer Village activity to disperse the event more fully throughout Vail.
• Efforts are continuing to finalize a location for the Climbing Wall in LionsHead
The CSE will review the final budget and programming proposal from Resort Events.
Adjournment: 11:30 a.m.
Next Meeting: Tuesday, April 25, 2006 at 9:00 a.m.
Town of Vail: Commission on Special Events Meetin2
Vail Town Council Chambers
Tuesday, Apri125, 2006 at 9:00 a.m.
AGENDA:
• Approval of the Minutes of the meeting of March 28 and March 31, 2006: (5 ininutes)
• Harbin, China: Ice Festival/Jan 5-Feb 15, 2007: Merv Lapin will present the CSE with the
suggestion that the Town send a contingent to Harbin to see the festival and consider how
the concept might translate to Vail. (15 ininutes)
• Coordinator Report: (5 minutes)
o Financial Report
o Review Agenda for May 23 meeting
• Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event
Management. Denita Chirichillo/Town of Avon (30 minutes)
The current CSE allocation for tlus event is $3000. The CSE niczy be aslced for additional funds, up
to $5000. Additional topics for consideration will include:
o Does the CSE still wish to "partner" with the Town of Avon for this event in 2007?
o Who should "own" the event?
■ Avon?
■ Town of Vail?
■ Joint ownership?
■ Soine other entity?
■ Should Bill Burke's company be contracted as a management entity, or should they
"own" the event?
o What is the Town of Vail's role in the event?
o How will local organization be handled?
• Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of
hiring two buskers to perform at the first two Hot Summer Nights concerts as a promotion
for the Lionshead Busker Village. Diane Moudy (10 minutes)
• Discussion and development of an RFP for a Special Event Handbook: (15 minutes)
• Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has
agreed to attend the CSE meeting on May 23. (30 minutes)
• New Business: (5 nunutes)
• Adjournment: 10:45 a.m.
Next Meeting: Tuesclay, May 23, 2006 at 9: 00 a.m.
Town of Vail:
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, May 23, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the meeting of April 25, 2006: (5 minutes)
Board Member training session and discussion of CSE release of funds contracts with event
promoters: Matt Mire (30 minutes)
Coordinator Report: (10 minutes)
• Financial Report
• Avon to Vail Triathlon
• Special Event Handboolc: Update
Discussion with Stan Zemler regarding the CSE's 2007 budget request and possible mid-
year allocation from the Town CounciL (45 minutes)
The following discussion topics were idei7tified at the CSE meetii7g oi7 April 25:
• Policy issues regarding the recruitinent of new events vs. the need to provide funding for
successful existing events witlun the constraints of the budget
• What types of new events should be sought out?
• Multi-year contracts with the large established events per the Council's direction and how
would this affect the CSE's budget allocation fronl the council.
• lilput from Stan regardii7g the status of next year's budget ai7d what additional dollars, if
any, might be available.
September 2007 Bicycle Event: John Dakin/Vail Valley Foundation (15 minutes)
Lamb Cook-Off Final Event Report and update on Taste of Vail/Summer Event:
Amy Phillips (15 ininutes)
Highline Sports and Entertainment: (45 minutes)
• Oktoberfest LH format: Bryan Rooney
• Snow Daze (aka 14 Days of Vail/ReviVail) Event Plan: James Deighan
New Business: (5 minutes)
Adjournment: 11:55 a.m.
Next Meeting: Tuesclay, June 27, 2006 at 9:00 a.m.
Town of Vail: Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, June 27, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the meeting of May 23, 2006 and the Special Meeting of June
19, 2006: (5 minutes)
Coordinator Report: (5 minutes)
• Financial Report
• Recap of decision made at the Special Meeting on June 19 to rescind funding for the
Taste of Vail/Sunuller event ($30,000) and events leading up to the cancellation of the
event in 2006.
• Approve an amendinent to the contract with the Town of Avon to release the CSE's
$8000 allocation of Town of Vail funds directly to Prenuer Event Management for the
purpose of managing the Avon to Vail Triathlon.
• Convergence Festival: Update from John Zaring
Event Final Reports:
• Vail Valley Foundation/Terry Brady
o American Ski Classic (20 minutes)
o The Session (20 minutes)
• Vail Film Festival/Scott and Sean Cross (20 minutes)
Request for Funds: VCBA/Kaye Ferry (15 minutes)
The Vail Chanlber and Business Association is seeking fiu7ding in the amount of $5,340 to
offset their expected deficit in bringing the Circus Chimera to Ford Parlc September 8-10.
Consideration of event proposals: (30 minutes) The CSE is offering up to $30,000 to support a
destination evei7t to be held on a date between Aug. 18 and Sept. 4, 2006. Event proinoters are
encouraged to present proposals for consideration. A formalized allocation meeting will be
scheduled within 2 weeks if any of the ideas are considered viable under the CSE's criteria. No
formal application is required at this time.
Work Session: Development of the 2007 Funding Request from Council (30 minutes)
Elements to consider inight include:
• Direct Event Funding
• Determination of events that qualify for multi-year contracts
• Administrative funding
• Surveys and Event Research
• Special Event Handboolc
• li1-kind services
New Business: (5 minutes)
Adjournment: 11:30 a.m.
Next Meeting: Tuesclay, July 25, 2006 czt 9: 00 a. m.
Town of Vail: Commission on Special Events
Special Meeting
Vail Police Department Conference Room
Thursday, July 6, 2006 at 9:00 a.m.
AGENDA:
CSE members will consider funding in an amount up to $30,000 for a destination event to be
scheduled within the time frame from August 18- Septeinber 2006. Formal applications must be
submitted to Town of Vail, Commission on Special Events at 75 S Froi7tage Rd. in Vail no later
than 2:00 p.in. on Wednesday, July 5.
New Business: (5 ininutes)
Adjournment: 10:00 a.m.
Next Meeting: Tuesday, July 25, 2006 cct 9: 00 cc. m.
Town of Vail
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, July 25, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the meeting of June 27, 2006 and the Special Meeting of July 6,
2006: (5 minutes)
Coordinator Report: (15 minutes)
• Financial Report
• Winter Street Concert Schedule: Discussion w/ inerchants at VCBA Meeting on Aug 8
• Approve RFP schedule for 2007 allocations:
Proposed Schedule:
o RFP available online and Public Notice: Friday, August 25
o Monday, October 16: Deadline for subnuttal of funding applications
o Tuesday, October 24: Presentation of fiinding applications at the regular CSE
meeting
o Tuesday, November 28: CSE malces fiulding decisions at their regular meeting
• Vail's First Annual Festival of Marital Arts: Update on status of event
"Special Event Handbook" Contract proposal from Stephen Connolly (15 minutes)
Event Debrief/America Days: Laurie Asmussen (15 nunutes)
Event Final Reports: (20 minutes each)
• Spring Back to Vail
• TEVA Mountain Games
• King of the Mountain Volleyball
Approve 2007 Funding Request Presentation for Council: (30 minutes)
New Business: (5 minutes)
Adjournment: 11:25 a.m.
Next Meeting: Tuesclay, August 22, 2006 at 9:00 a.m.
Town of Vail
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, August 22, 2006 at 9:00 a.m.
AGENDA:
• Approval of the Minutes of the meeting of July 25, 2006: (5 minutes)
• Coordinator Report: (20 minutes)
o Financial Report
o Kick-It 3v3 Soccer Tournainent: recap of issues
o Finalize RFP schedule for 2007 allocations:
■ Proposed Schedule:
• Friday, August 25: RFP available online and Public Notice
• Monday, October 16: Deadline for submittal of funding
applications
• Tuesday, October 24: Presentation of fiulding applications at the
regular CSE meeting
• Tuesday, November 28: CSE makes funding decisions at their
regular meeting: Do CSE members want to hold this meeting
earlier in November?
• Vail Harvest Festival: Review Event Schedule and location/Amy Phillips (15 ininutes)
• Development of an RFP to produce an on-line Special Event Guide and Application.
(30 minutes)
• New Business: (5 minutes)
• Adjournment: 10:15 a.m.
Next Meeting: Tuesday, September 26, 2006 at 9:00 a.m.
Town of Vail
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, September 26, 2006 at 9:00 a.m.
AGENDA:
Swearing in of new CSE member, Heather Trub, who was appointed to the position by the Town
Council on September 5 for a term expiring December 30, 2006/ Lorelei Donaldson (5 minutes)
Approval of the Minutes of the meeting of August 22, 2006: (5 ininutes)
Coordinator Report: (10 ininutes)
• Financial Report
• Convergence Festival Update
• Food Vendors: Additions to the Special Event Permit
Discussion: Reconsideration of funding allocation schedule in light of changes to the Town
Council's budget approval schedule. (10 ininutes)
The Town Council will not be approving the 2007 bud(yet until late November. It is the staff
recommendation that review of the responses to the RFP for 2007 event fiinding reinain on Tuesday,
October 24 and that the meeting to consider allocations be postponed until November 28. This would
n7ake it possible to have the Event Promotors/TOV Staff/CSE Infornlation Sharing Meeting on
Wednesday, October 25 from 11:00 a.m. -1:00 p.m.
Event Final Reports: (60 nunutes: 15 minutes/per event- time of presentation is approximate)
• King of the Mountain Volleyball/Leon Fell
• Circus Chimera/Joyce Gedelman
• America Days/Laurie Asmussen
• Vail Arts Festival/Laurie Asmussen
Update on plans for Holidays in Vail/Laurie Asmussen (10 ininutes)
Review RFP's for Special Event Guide and Application and determine whether or not to award
a contract at this time, and if so, to whom. (60 ininutes)
3 Proposals were received before the deadline:
• Ristow and Cone LLC
• Untraditional Marlceting
• Vail Chamber and Business Association
New Business: (5 minutes)
Adjournment: 11:45 a.m.
Next Meeting: Tuesclay, October 24, 2006 at 9:00 a.m.
Town of Vail: Commission on Special Events
Special Meetin2
Administrative Conference Room, Vail Municipal Building
Thursday, October 12, 2006 at 11:00 a.m.
AGENDA:
Review of proposals submitted in response to the RFP for a"Special Event Guide and
Application," with revisions as requested by the CSE at their meeting on September
27, 2006, and determination as to whether or not to award a contract at this time, and
if so, to whom.
Order of presentations: (not to exceed 15 minutes each)
■ Ristow and Cone, LLC: Representative of Stephen Connolly
■ Untraditional Marketing: Tricia Capello and Joe Blair/by phone
■ Vail Chamber and Business Association: Kaye Ferry and Lachie Thomas
Adjournment: 12:00 p.m.
Next Meeting: Tuesclay, October 24, 2006 at 9:00 a.m.
Town of Vail
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, October 24, 2006 at 8:45 a.m.
PLEASE NOTE EARLIER START TIME!
AGENDA:
Approval of the Minutes of the meeting of September 26, 2006 and the Special Meeting of
October 12, 2006: (5 minutes)
Renewal of Contract for CSE Coordinator for Administrative services in 2007 (10 minutes)
Additional Funds for Holidays in Vail: Laurie Asmussen will propose enllancements to the
event which might be ii7cluded with some additional fiinding from the CSE. The CSE has been
denied the rollover of the remaining $24,410 in unallocated 2006 funds, and is therefore in a
position to consider son7e late season requests. Oi7e possibility is the creation of an ice throne
and castle fa~ade in Seibert Circle as a Santa visit destination on select days in the inonth of
December. (10 mii7utes)
Funding Request $3000: 2006 Ice Sculpture in Slifer Plaza/Paul Wertin has arranged to worlc
within the Highlii7e Sports ai7d Entertaiiunent Special Event Permit for Snow Daze to create an
ice sculpture in Slifer Plaza for display during the month of December. See note above regarding
the availability of 2006 funds. (5 minutes)
Review of 2007 Event Funding Requests: 9:15 a.in. - 4:45 p.m. per the attached schedule.
Adjournment: 4:45 p.m.
Next Meetings:
Annual Information Shcrrima Meetima of CSE/ERC and Event Promoters
Wednesclty, November 8, 2006 fi om 11: 30-1: 30, Town Council Chambers
Determination of Fundima Allocutions:
Tuesday, November 28, 2006 at 9: 00 a. m.
Commission on Special Events: Presenter Schedule for October 24, 2006 N
Order: Time: Event: (25 Applications) Producing Entity:
not presenting Vail Lacrosse Shoot-out Colorado Lacrosse Promotions:
2nd year of 3 year contract
1 9:15 AM Circus Chimera Vail Chamber and Business
Association
2 9:30 AM Martial Arts Festival Inyodo Martial Arts
3 9:45 AM Kick-It 3v3 Soccer Team Championships
International
4 10:00 AM King of the Mtn Vollyball King of the Mountain Volleyball
Tournament
5 10:15 AM >US Half Marathon, Vail US Race Series
10:30 AM BREAK: 15 minutes
6 10:45 AM Vail Film Festival Vail Film Institute, Inc
7 11:00 AM Taste of Vail Taste of Vail, Inc
8 11:15 AM Spring Back to Vail Highline Sports & Entertainment
9 11:45AM Gourmet on Gore Highline Sports & Entertainment
10 12:00 PM OktoberFest Highline Sports & Entertainment
11 12:15 PM Snow Daze Highline Sports & Entertainment
12:30-1:00 PM LUNCH BREAK: 30 minutes
12 1:00 PM >The Italian festiVail Colorado Mountain Markets
13 1:15 PM Harvest Festival Meadow Drive Partnership
14 1:30 PM Farmers' Market Meadow Drive Partnership
Jazz at the Market & Washington
15 1:45 PM Prep High School Band & Jazz Vail Jazz Foundation
Ensemble to Vail/America Days
16 2:00 PM America Days Eagle Valley Events
17 2:15 PM Vail Arts Festival Eagle Valley Events
18 2:30 PM Holidays in Vail Eagle Valley Events
19 2:45 PM >1st Annual Vail Busker Festival Lunchlady Productions
3:00 PM BREAK: 15 minutes
20 3:15 PM Ambient Street Entertainment Resort Events
21 3:30 PM The Session Vail Valley Foundation
22 3:45 PM American Ski Classic Vail Valley Foundation
23 4:00 PM TEVA Mountain Games Untraditional Marketing
24 4:15 PM Convergence Festival Zaring/Cioffi Entertainment
25 4:30 PM Vail Mardi Gras Vail Valley Chamber and Tourism
Bureau
lleeting
2007 Dates:
Aug 31- Sep 3
Aug 31- Sep 3
Aug 3-5
Jun 15-17
Aug 17-19 or 24-26
Mar 29- Apr 3
Apr 11-15
Apr 2-15
Sep 1-2
Sep 7-9 & 14-16
Dec 3-16
2-Sep
Sep 22-23
14 Sundays, Jun 17- Sep 16
10 Sundays, Jun 24- Aug 25
& Jul 4
4-J u I
Aug 10-12
Dec 7-31
Aug 31- Sep 3
11 weeks: Jun 22- Sep 3
Jan 11-14
Mar 21- 25
May 30- June 3
Aug 22-26
Feb 18- 20
Annual Information Sharing Meetin:
Between the Town of Vail Commission on Special Events (CSE),
Event Review Committee (ERC), Local Licensing Authority (LLA)
and Town of Vail Event Producers
WHERE: Vail Town Council Chambers
WHEN: Wednesday, November 8, 2006, 11:30 a.m. to 1:30 p.m.
Lunch will be provided.
Please RSVP to specialeventsg(.vailgov. corra so that we can in.szfre tl~at lunche.s
will be available for everyone.
AGENDA:
Welcome and Introductions: (15 nunutes)
Roles ofthe CSE, ERC and LLA: (15 nunutes)
Review of Changes and/or Additions to the Special Event Pernut Application: (30 minutes)
■ Coinmunity Development: Bill Carlson
o Attachment A: Temporary Food Service Requirements
o Trash and Recycling
■ Recyclii7g Requireinents
■ Town of Vail Wildlife Protection Ordinance
■ Fire Departn7ent: Mike Vaughan
o Tent Permitting
o Allowable Outdoor Heaters
o Site Planiung and Venue Layout
■ Baiu7er Sites and Requirements for Roundabout Baiu7ers: Sybill Navas
■ Attachment B: Sales Tax. Sally Lorton and Sybill Navas
Discussion: (45 ininutes)
■ What is worlcing?
■ What is not?
■ How can we iinprove?
BefoNe leccving, please turn in your 2007 Event InforNncction Forhis
Posted the 2"d day of November, 2006
Sybill R. Navas, Coordinator
Commission on Special Events
Town of Vail
Commission on Special Events Meetin~
Vail Town Council Chambers
Tuesday, November 28, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the meeting of October 24, 2006
Coordinator Report: (5 minutes)
• Financial Report
• December meeting dates:
o Tentative: December 6 or 13~ @ 9:00 a.n1./CSE will meet only if Council changes
bud,,et allocation between lst and 2"a reading.
o December 19: Interviews for CSE applicants at Council meetii7g
o There will be no regular CSE meeting in December
Formalize 2007 Allocations: CSE members will review the proposals presented at the meeting
on October 24 and determine fiinding allocations for 2007 events. (2 hours)
AT 10:30: Stan Zemler/CSE Coordinator Coiltract (10 minutes)
Discussion: 2007 Event surveys and evaluation (10 ininutes)
• Does the CSE want to contract for event surveys in 2007?
• Should an RFP be issued? Per vote of the CSE on October 24, direction was given to
proceed with an RFP; however, with the final budget numbers still unlalown, it seemed
prudent to hold baclc on the issuance of an RFP until it is determined that funding will be
available.
New Business: (5 ininutes)
Adjournment: 12:00 noon
Next Regular CSE Meeting:
Jayiucrrv 24, 2007 crt 9: 00 a. m.
Vcril Town Coirncil Cliambers
Town of Vail: Commission on Special Events Meetin~
Town of Vail: Admin Conference Room
Wednesday, December 6, 2006 at 9:00 a.m.
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Wednesday, December 6, 2006 at 9:00 a.m.
AGENDA:
Approval of the Minutes of the Meeting of November 28, 2007. (5 ininutes)
Formalize 2007 Allocations: CSE members will review the allocations made at their meeting on
November 28 and malce adjustments as necessary. (90 ininutes)
New Business: (5 ininutes)
Adjournment: 10:40 a.m.
Next Regular CSE Meeting:
Januaty 23, 2007 at 9: 00 a. m.
Vail Tows1 Coizyicil Clrcrrribers