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HomeMy WebLinkAbout2006-02-21 Support Documentation CSE Regular Meeting?- r ?` ?fi C ,- i? 17 i 1 a ol? v s _- ?a /nt l l R 2G`? ALO? 71 E' S 1 D UI D I h 4? y S ?? i ?i E i • .I ???V i /vl_) . ./ ?,?C.G?/L-3' _ Q??.p - - /t/itJ ? ?f ?Cr2• Gn-?? 61 74 :i U `77 u. z r h !_ . , per'--d / ?;? i L 1. / r/ v5 tl _ ? ?? ` s o Ci s Azt i n? ?r! I Jill, ?I l I) / i A -A /A-Pt G J S6?C? v?? ?.,, i joDom" I G;/ r?- PUBLIC NOTICE: Town of Vail: Commission on Special Events Meeting Town of Vail: Community Development Conference Room 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 meeting with the VLMD: Thursday, February 9 at 10:00 a.m. • Discussion: Appropriate usage of the "Special Event SNAPSHOT" as a communication 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 Asmussen (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 't'own 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. . Posted This 17'h Day of February, 2006 Sybill R. Navas, Coordinator Commission on Special Events Town of Vail Commission on Special Events Meeting ***Town of N"ail: Community Development Conference lZoonl**R Tuesday, February 21, 2006 at 9:00 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 meeting with the VLMD: Thursday, February 9 at 10:00 a.m. • Discussion: Appropriate usage of the "Special Event SNAPSHOT" as a communication 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 Asmussen (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.mJVail 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: Tuesday, March 28, 2006 at 9:00 a. m. MINUTES: Town of Vail: Commission on Special Events Meeting' Town of Vail: Vail Town Council Chambers Tuesday, January 24, 2006 at 8:30 a.m. CSE Members Present: Robert Aikens, Ian Anderson, Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. CSE Member Absent: Stephen Connolly Others Present Included. Lorelei Donaldson, Pam Brandmeyer; Brian Hall, Dan Conway, Suzanne Silverthorne, Jamie Wilson, Diane Johnson, Rod Slifer, Amy Phillips, Diane Moudy, Kristin Kassolis, Amy Phillips, Andrea Feldman, Terry Brady, Paul Witt, Laurie Asmussen, Kaye Ferry, Rob Levine, Charlie Alexander and Sybill Navas Chairman Dave Chapin called the meeting to order at 8:35 a.m. Vail Town Clerk, Lorelei Donaldson, swore in 3 of the newly appointed CSE members: Robert Aikens, Clint Huber and Scott Stoughton. Stephen Connolly was not present and will be sworn in at the next meeting on February 21. All of the new appointees will serve terms ending December 31, 2007. Motion to approve the minutes of the meetings of November 22 and November 30, 2005, as presented. M/S/P: Rich tenBraak, Ian Anderson/Unanimous Coordinator Report: • Sybill presented a .,y..,adsheet outlining the current financial report and the status of the allocation c.,..6 acts for 2006- Approximately half of the contracts have been finalized. . The 2006 CSE budget shows an unallocated fund balance of $3750. • CSE members accepted the CSE meeting schedule for 2006 as r..Fosed, but agreed by consensus to change the start time of the meetings to 9:00 a.m., • The joint meeting with the Vail Local Marketing District has been scheduled for Wednesday, March 8 at 8:30 a.m. at a location TBD. The agenda will be discussed at the February CSE meeting. Update: Convergence. Festival: Sybill reported that the e-mail poll of CSE members indicated that all members except Stephen Connolly had agreed to extend the deadline for the acquisition of a title sponsor to March 1, and that Zaring/Cioffi had returned their signed contract committing to the new date. CSE members requested they provide a formal, written progress report in time for the February CSE meeting. Holidays in Vail: Review of 2005 event and plan for 2006: Laurie Asmussen and Dan Conway gave an overview of the event's components in 2005. Dan reported that in response to comments that there had been embarrassingly little participation from the ski school in the last couple of years, the threat of cancellation s,,-...ed to be the incentive for the participation of over 200 ski instructors in the New Year's Eve torchlight parade. Laurie added that Stan Zemler had doubled the fireworks budget from $5,000 to $10,000; and stated that it would be important to maintain the level of display next year. At least 2500 people were estimated to have been in attendance at CSE/sn E;\060124 Minwes.doc Page 1 6F3 Golden Peak. Also, at the request of the Vail Police Department to put some closure on the evening, there was a "mini-display" of fireworks, lasting only 3 minutes at midnight. Laurie elaborated on the problems of holding two separate tree lightings and providing photos with Santa for a month of weekends within the limited budget. The Lionshead event on Thanksgiving weekend has had very poor attendance the last couple of years. Lionshead merchants felt that lack of advertising was part of the problem. Kaye Ferry added that the huge tree lighting event in Beaver Creek on the Friday of the same weekend has developed a history which has taken time to develop and parallels the expectation that the holiday celebration in Vail will take place on the weekend before Christmas. She added that the separation of the lightings between the two villages has not proved successful and encouraged the CSE to recommend returning to a single tree lighting/holiday celebration that brings together both ends of town.. Ian Anderson added the historical perspective that President Ford has been the main attraction- we need a new VIP, and that the carriage parade between Lionshead and Vail Village had been a successful part of the event when the VVTCB was the producer of the event. Mayor Rod Slifer encouraged the CSE to consider keeping the event closer to Christmas when there are more people in town and noted that there had been a pretty good crowd in Vail this year, with Jack. Ford r, t,.,,senting the L,..er president's family and their long term commitment to Vail. He also recommended that the Town should use white lights on all the trees- so that they can be left up through the entire season without seeming "dated." Additional comments from the public were made by: Jeff Jacobs who agreed with the white lights proposal, the later date for a single tree lighting closer to Christmas when people are here, encouraged fewer Santas and more music and asked about the possibility of a fireworks display in Lionshead. Diane Johnson stated that people need a reason to come beyond the throwing of a switch and encouraged the concept of free activities for children. She referenced the program that she had coordinated for Millenium Bank, which incorporated Santa and workshop type activities over 5 weekends for the purpose of bringing people into the bank. Kaye Ferry added that the problem of too many Santas contracted by multiple businesses would only go away if he would be established in a real Christmas "home" - and that without an increased budget a significant enough experience isn't possible to make that happen. Resort Entertainment/ Plan for LH Summer Street Entertainment: After clarification from the CSE that the $30,000 allocated for s4cc4 entertainment next summer was designated to be spent in Lionshead, Diane Moudy explained her proposal to create a "Busker Village" within the Lionshead Mail area, which would include "Cirque de Soleil" type entertainment as well as a traveling "activity" tent where one might learn to juggle, ride a unicycle or acquire some other related skill. Lionshead merchants reiterated their desire for a plan that would encourage people to move all the way through the mall, and that would provide on-going entertainment, as opposed to a one-time event. Kaye Ferry reported on the results of the meetings with the Lionshead merchants that the Vail Chamber and Business Association has facilitated The ideas that have been embraced include: 1. Finding a place within the mall and subsidizing Charlie Alexander's climbing wall 2. Busker Village 3. A consistent, predictable activity with a specific destination that encourages traffic to move through the mall. 4. Additionally, a summer coupon book is being prepared which will include a gondola discount. CSCE/sn U060124 Minutes.doc Page 2 of 3 `l Paul Witt, representing Vail Resorts Development Company, gave an update on the expected construction impacts for this summer, including streetscape activities in the mall from April 23- June 23 and stated that by next winter streetscape and snowmelt within the mall will be 90% in place. He assured the Lionshead merchants that the ramp access to the gondola will be maintained throughout the summer. Brian Hall gave a brief overview of the activities that his company has planned within the Kidstruction zone and stated that outside activities will be welcome and accommodated. Ian Anderson reiterated that the $30K allocated by the CSE for summer ambient entertainment had been earmarked for Lionshead and that he supports combining the funds with the $50K available from the Town of Vail for construction mitigation activities. Paul Witt reminded the CSE that the TOV's $50K was intended to be spent throughout the town, not just in Lionshead. CSE members requested additional discussion at their next 2 meetings. Strategic Plan: Sybill explained that the current goal is to present the final plan to the Town Council for their comments and approval sometime in March and for the CSE to formally adopt it at their March or April meeting. The draft document has been on hold since September because the council's funding allocation to the CSE did not mirror the goals specified and the CSE felt it would be important to include any additional insights from the up to 5 new appointees to the CSE expected in December. The CSE agreed to form a committee to review the draft for a final time and to bring back a proposal for the entire board for review at the meeting on February 21. Volunteers for the sub-committee included Clint Huber, Scott Stoughton and Dave Chapin. Diane Johnson encouraged the CSE to keep small community events in the plan, stating that they are an important part of the community structure that would otherwise be lost in the shuffle. Terry Brady commented on the critical value of the success measi...,...ents in determining what an event contributes to the community and stressed the importance of intangible benefits such as vitality and fun. The difficulty in the measurement process lies in how to accurately determine these indicators. New Business: There was no new business discussed. Motion to adjourn at 10:30 am. M/S/P: Rich tenBraak, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator January 24, 2006 Approved by: Chairman, Commission on Special Events Date: CSE/sn EA060124 Minutes.doc • PaLe 3 of 3 TOWN COUNCIL WORK SESSION VAIL TOWN COUNCIL CHAMBERS - - - - - - - 75 S. Frontage Road W. - - - - Vail, CO 81657 _??`z??,..?Q P?;;.T?ESD???,:,?vA?t'y1?200 NOTE: Times of. items are approximate, subject to change, and cannot be relied upon to determine at what time Council. a •z 4 will" consider an item. 1. Matt Mire ITEM/TOPIC: Public Officials training for Town Council and appointed board members - Representatives from the Town's insurer, Colorado Intergovernmental Risk Sharing Agency y ("CIRSA"), will provide public officials training for the Vail Town a Council and appointed board members. The presentation will include: a preview of loss control issues; a public officials liability presentation; and a presentation regarding practical quasi-judicial 1 suggestions. .Chris Krall, and Tami Tanoue from CIRSA will b?. present to make the` presentation.and answer questions. (2 hrs.,;- 2. George Ruther ITEMITOPIC: PEC/0R"0date: (15 min ).: 3. Russ Forrest ITEM/TOPIC: Vail Community Plan. (20 min.) BACKGROUND: The Town of Vail Community Visioning Selection Committee has selected four finalists from proposals received in response to the scope of work soliciting assistance with the facilitation and development of the Community Vision and Plan. On February 21't from 8:00 a.m. to 12:00 p.m. in the Council Chambers, the Selection Committee will interview these four professional visioning and planning teams and encourages the Town Council to attend and participate in this meeting. The purpose of discussion at the February 21st Town Council work session is to: A. Provide Council an update on the selection process for a consulting and facilitation resource for the community plan. The Selection Committee may have a recommendation by the work session or may simply recommend several next steps to arrive at a finalist, and B. Review and approve a budget for the project. CSE/sn 2006 Allocations and Payment Records 2/21/2006 Town of Vail Commission on Special Events: 2006 Funding Requests and Allocations Funds Available: $650,000 Rollover from Previous Year: $0 Contribution to America Days from Eaqle County Total Funds Available: $650,000 $650,000 $650,000 $650,000 Event: The Session American Ski Classic Vail Film Festival Spring Back to Vail Taste of Vail/Winter(Lamb Cook-off) Teva Mountain Games Kin of the Mountain Volleyball Vail Farmers' Market Summer Street Entertainment Vail Lacrosse Shootout Vail Jazz Festival America Days Vail Jazz Foundation: Washington Prep High School Band Avon to Vail Triathlon Kick-It 3v3 Soccer Vail Arts Festival Convergence Festival Taste of Vail/Summer Oktoberfest Harvest Festival ReviVail Season Kick-off Festival Holidays in Vail Subtotal. Event Funds Administrative Contracts: Coordinator Salary Expenses Subtotal: Admin. Contracts TOTAL: CSE FUNDS REMAINING: 2006 Dates: 2006 Funds Contract Status: Funds Paid Out: $$$ Awarded: Jan 12-15 $18,000 as of 1/13 $18,000 Mar 22-26 $10,000 as of 1/20 $10,000 Mar 30-Apr 2 $55,000 as of 1/13 $36,666 Apr 3-16 $50,000 as of 1/27 $16,667 $16,667 April 5-9 $5,000 sent 1/5 May 31- June 4 $73,750 as of 1/20 $24,584 Jun 16-18 $7,500 as of 1/20 $2,500 Sundays, Jun 18- Sep 17 $10,000 Jun 23-Sep 3 (11 weeks) $30,000 Jun 24-Jul 4 $15,000 as of 2/17 $15,000 Jun 25-Aug 27 $8,000 sent 2/10 4-Jul $42,250 sent 2/10 $650,000 $650,000 Total Funds Paid Out: $18,000 $10,000 $36,666 $33,334 $0 $24,584 $2,500 $0 $0 $15,000 $0 $0 4-Jul . $7,750 sent 2/10 $0 August $3,000 $0 Aug 4-6 $25,000 submitted 2/16 $0 Aug 11-13 $15,000 submitted 2/20 $0 Aug 23-27 $75,000 as of 1/20 $25,000 I $25,000 August 18-20 $30,000 $0 Sep 8-10/15-17 $70,000 as of 1/20 $23,334 $23,334 Sep 22-24 $15,000 $0 Nov 22- Dec 10 $20,000 $0 Nov 25-Dec 31 $25,000 $0 $610,250 $188,418 $32,500 through 1/31 I $2,548 $3,500 $251 $36,000 $2,548 $646,250 I $190,966 I. $3,750 I J Mail Message Close Previous Next Forward Reply to Sender Reply All Move Delete Read Later From: "John Zaring" <jzaring@zcentertainment.com> To: Special Events Date: Monday - February 20, 2006 1:29 PM Subject: FW: Urban Convergence Update Mime.822 (22380 bytes) [Vewl [save As] Actually, I sent it on Wednesday!!! See below ... jz From: John Zaring [mailto:jzaring@zcenLc, Lainment.com] Sent: Wednesday, February 15, 2006 1:01 PM To: 'Special Events' Subject: Urban Convergence Update Sybill, Here's an update on ZCE's progress with regard to the Urban Convergence Festival at Vail. Novell. Properties -;f _# 7 Title or presenting level sponsorship proposals are currently being reviewed by PepsiCo (Aqua Fina, Frito Lay/Sun Chips, Tropicana), MasterCard, General Motors, Marriott Vacation Club, KIA, US Army, Target, Direct TV and X Box. Obviously, given the approaching deadline, we are aggressively working to qualify these prospects for a 2006 event. Our best shot is with Pepsi's brands. Discussions are also under way with several other potential sponsors who would be more likely to participate at lower (Baja Fresh, Jamba Juice) or regional (Grease Monkey) levels, or should the event move to 2007 (Dell). Passes have come from Apple (for the Ipod), Coors, Scion, Vehix.com, Paul Mitchell and several others. Concurrently, we have begun lining up endorsements from "urban" celebrities. We are out to a who's who list of performers/celebrities including Usher, Kanye West, Alicia Keyes, India Arie, Ciara, Jo Jo, Chris Brown, Jamie Foxx, Tyra Banks and Jay Z. So far, "Founding Stars" include will.i.am from the Black Eyed Peas, Andre 3000 from Outkast, the Pussycat Dolls, and actors Samuel L. Jackson, Esai Morales, Jimmy Smits, Dennis Haysbert and "Entertainment Tonight" anchor Kevin Frazier. A letter currently sits in President Clinton's hands to either, 1) lend his name as a Founding Star, 2) serve as Honorary Chair of the Founding Stars, and/or 3) receive a Humanitarian Award during the Saturday gala (his cause of personal choice is childhood obesity). We hope to receive an answer within the next ten days. htto://www.clintonfoundation.oro/050305-feature-wic-aha-health ier-generation-initiative. htm The Well Nourished Foundation has aligned with a second charity - America On The Move - for this event. AOTM was founded by Denver based Dr. James Hill, and maintains its headquarters in Boston, MA. AOTM has major corporate support, and has been trying to help us secure support for the event at PepsiCo (PepsiCo is one of their key partners). They will be instrumental in the programming aspects of the event, working with the WNF to create informative and media friendly seminars during the event itself. To learn more about them, b ¦ ¦ TOWN OF VAIL TOWN OF VAIL 2006 CONSTRUCTION MITIGATION FUNDING APPLICATION -- - introduction The Vail Town Council is seeking funding requests from organizations, individuals and/or event producers who can effectively increase the viability of Vail's business community by enhancing the guest experience during the 2006 construction season. A total of $50,000 is available to be earmarked for one or more activities. Applications must meet the criteria listed below and are due no later than 12 Noon, Wednesday, February 15, 2006. Applications (include 12 copies) should be addressed to: 'Stan Zemler Vail Town Manager 75 S. Frontage Rd. Vail, CO 81657 Applications will be screened February 16, 2006, by the Construction Mitigation Working Group and on February 21, 2006, by the Vail Commission on Special Events. A recommendation will be forwarded to the Vail Town Council, which will review the applications at its evening meeting on March 7, 2006. Applicant sponsors are asked to attend the three review meetings and to be prepared to present their proposals and/or answer questions. Disbursement of funds will be at the discretion of the Vail Town Council in consultation with the Vail Town Manager. Where applicable, funding recipients will be required to apply for a Town of Vail Special Events permit. Evaluation Criteria Applications must meet the following criteria: • Creates excitement and energy • Creates potential for positive economic impact to the retail, restaurant and lodging sectors of the community • - Generates sustained visitation and interest by guests and locals • Enhances the guest experience • Incorporates matching funds, sponsorships, partnerships • Complements other mitigation efforts implemented by Vail Commission on Special Events, Vail Local Marketing District, Vail Chamber & Business Association, Vail Valley Chamber & Tourism Bureau, Town of Vail, Vail Resorts Development Company, etc. • Includes a communications component to build local and guest awareness • Meets town permit process and construction staging requirements Address remaining inquiries to Suzanne Silverthorn, Town of Vail Community Information Officer at 479-2115 or ssilverthornO-vailaov.com Attachments 2006 Major Construction Projects Construction Mitigation Working Group Representatives Special Event Tent Layout for LionsHead B 6 TO W il"ViAffl TOWN OF VAIL - - - - - -- -- -- _... --- 2006 CONSTRUCTION_MITIGATION - --- -- ------ - - - FUNDING APPLICATION FORM Please print or type all information Use additional pages to supplement responses if needed ACTIVITY NAME PROPOSED DATE(S) TOTAL FUNDING REQUESTED PRODUCING ENTITY Contact Name Address Phone/Fax/Email BRIEF DESCRIPTION OF EVENT DESCRIBE WHERE ACTIVITY WILL BE LOCATED DESCRIBE IN-KIND SERVICES REQUIRED FROM TOWN OF VAIL 7 TOWN OF VAIL 2006 CONSTRUCTION MITIGATION FUNDING APPLICATION FORM Please print or type all information Use additional pages to supplement responses if needed V?tIQ ??,I?I vul ACTIVITY NAME J ?'?? C3tc v?? PROPOSED DATE(S) &4Z4 TOTAL FUNDING REQUESTED j PRODUCING ENTITY V C SbOr Lyn & & inc. / J1 Contact Name INS D 0 _ P v- Address ?b Lyr tr 10C . PO CTX A °,C?] Phone/Fax/Email ` ;Y1 7 Ir^?`1' 13;4-,J77© 6 X71:_, -r (l C?(tx,?v?CrJ,???; k? v?.r?? .!?`?'?'+ ??vl?? 4Z.?2?(?? ??YYf?? • ?'tr??' BRIEF DESCRIPTION Way, OF EVENT / r u/ ?? - Ca-?'?C o `TTY (_Axw.? 4A DESCRIBE WHERE ACTIVITY WILL BE LOCATED &Pj"i ll 1?(Vf3l S i tvt 17 11 -Fb]9 wl4fi Eljb(t??'4 DESCRIBE IN-KIND SERVICES REQUIRED FROM TOWN OF VAIL K .P DESCRIBE HOW PROGRAM WILL MEET AND EXCEED EVALUATION CRITERIA f= ? .w d REQUIRED ATTACHMENTS • Detailed Event Budget • Producing Entity Experience & Qualifications Busker Village/ Climbing Wall Charlie's Climbing Wall $27,375.87 Signage $3,700.00 Performers $ 13,424.13 Management fee - $ 5,500.00 Total needed for 12 wk program $50,000.00 Buskers-Details 3 days per week- 12-5pm 3-5 cirque type entertainers, 5hrs day one management person working to ensure perfection all performances will be free to the public Climbing Wall Details open June 17- September 3, 2006 (79 days) 10am-6pm Free to the public „^o BUSKER VILLAGE INTRODUCTION The Busker Village, is an extraordinary public event that celebrates the invaluable human experiences of wonder, surprise and humor! Most special events are a series of performances/exhibits strung together with a theme, a title and variety of peripheral activities. The Busker Villaae is most definitelv not a oassive event! The event will be familiar to the general audience in content, i.e. comedy, variety & circus arts, theatre, fireworks, parades, etc. However, this is an event that is thoroughly singular in form and context because it is designed to be experiential, an event that engages it audience in a dynamic theatrical adventure. In order to describe the Busker Villaae you could compare it to many similar artforms. It is similar to a street performance (buskering) as you might see in Boulder, San Francisco, New York, or Denver. It is like a comedy festival, but with a slight alternative twist & much broader boundaries. It may remind you of circus or variety arts but think of it as a multi-ring Le Cirque du Soleil experience that will last for an entire weekend! And finally, while we all have seen spectacles, parades, ceremonies, it would be best to think of this event as the Europeans call it: "les animation" i.e. spontaneous activities that create shear astonishment. Most importantly the Busker Village is a rare opportunity to celebrate humor, spontaneity, and the chance to see the world with a great deal more joy. OVERVIEW Because of Vail's special profile as a world class resort destination, we feel it is important to create a experience that distinguishes itself from other mountain events. Clearly, the Busker Village, which celebrates "foolery" through unadulterated comic, physical and zany performance spanning from the sublime to the ridiculous, is an experience without parallel. w r Unlike more generic experiences, the stars are the performers and the experiential environment they help to create. This is by no means a static event, but rather a potent atmosphere choreographed to bring a highly charged visual and aural experience to its audience. The performances will be designed to intrigue and involve the public, encouraging movement and exploration as they sample and taste an array of talent and activities. Given the layout and physical space of LionsHead, the Festival plan will focus on creating non-stop attractions and spectacles in set locations, as well as creating movement throughout the Villages. Audiences will be surprised to encounter performers just about anywhere, including restaurants, shops, hotels, on the gondolas, shuttle buses and perhaps even scaling the sides of buildings. Resort Entertainment/ Resort Events will develop the overall concept and plan, producing and managing all facets of the performances. The key to this event, is its ability to adapt to the available space. PROGRAM The atmosphere of Lionshead will take on a new energy. The streets will become a place in which to marvel at and interact with the talent of theatrical street performers from around the world. a) Outdoor Productions World re-known jugglers, magicians, fire-eaters and sword- swallowers will work along side some of the most intriguing environmental performance artists on earth. Highwire walkers, giant performing "slinkys", pyrotechnicians, stilt troupes, trapeze aerialists and amorphous characters are just a few of the spectacles visitors may witness in just a few hours. These performances have the ability to move and inspire, but most importantly they leave lasting impressions. (NOTE: Performances will be schedules at multiple staging areas, throughout the day and into the evening. Times to be set in consultation with the Lionshead Merchants Association n 2) WORKSHOPS: -t - This unique "antic arts th i hi t l academy" will be created for h ose w ng s o earn suc unique performance skills as: balancin juggling, character magic, teeter-board stud fire eatin o- oin g, y, y y g, g, wire-walking, and assorted other stupid tricks. SITE DESIGN & 4 ". DECOR To enhance this' _ visually stimulating r ; , Event we will employ r,;x unique decor elements that make a bold statement and enhance Lionsheads intrinsic design. These elements will serve to compliment the atmosphere of the Event, act as informational signage to help draw the public through the construction zones and various areas of Lionshead Our designers in consultation with the Lionshead Merchants Association will create an identity and an environment for the Event, melding the overall theme, color and style to work within Lionsheads present atmosphere. Site design elements such as a banner program, totems and set pieces would be created to work with our promotional/advertising campaign and collateral pieces, e.g. invitations, posters, The Vail guide, etc. SPECIAL EVENT TENT SET-UP - POTENTIAL TENT LOCATIONS (minimum 10 feet between tents and structures) e * NO VEHICLE DISPLAYS - J 6 ?6 Rp? __ FT' 2 ----- Events _-_-= - 5 ecia? Town °f vas . Commis n sio Plarl 2??6-ZO09 Strate ic Events iiCSE) ion on Special year- for vitality, e Vail Comm nd special events ualitY of of th ment a and increased Q The mission t entertain unity ort scree se of comet ests and residents. supp round fun experience for 9u P 1 A11 Introduction: In 2002, the Vail Town Council approved legislation that created the Commission on Special Events (CSE) in its current form. This ordinance reorganized the existing CSE and set several broad objectives: 1. Stimulating the local economy a. increase lodging and'sales tax collections b. increase number of visitors c. insure that visitors have a high rate of intent to return 2. Create a sense of community in Vail and increase the quality of experience for both guests and residents 3. To establish a single point of contact for events administration 4. To provide street entertainment and special events that reflect the high quality image of Vail and contribute to vitality, economic viability and fun throughout the year Presently, Vail is on the cusp of a billion dollar renewal and special events will play an ever more important role as the town strives to maintain its reputation as the "world's premier mountain resort community." Recognizing that special events contribute significantly to the economic vitality of the community, as well as to a,positive guest experience, the CSE has formulated this strategy to develop a year round calendar of high quality events appealing to a diverse range of interests. Success depends upon disciplined attention to business basics: strong strategic planning, objective. decision-making, support and participation of the local business community, and cooperation with the Vail Local Marketing District (VLMD.) The Commission on Special Events (CSE) strategy assumes several givens: • Special events contribute to visitor satisfaction, sense of community and increased spending. • Cooperation with the Vail Local Marketing District will eliminate duplication of effort: the VLMD attracts visitors to Vail and the CSE entices them to return. • Events that receive support from the CSE must be of a quality commensurate with Vail's image as a world class resort. • A single point of contact is required to support special event producers. • The use of measurable criteria in event selection, funding and evaluation is critical to'ensuring progress. Progress will be evaluated by addressing these basic questions: WORKING DRAFT: Vail CSE Strategic Plan-2006-2009 UPDATED 212012006 Page 2 of 8 • Did every event investment increase Vail's economic performance? • Are event investments being fully leveraged to increase sales and marketing reach? • Are we consistently achieving more impact with_public_resources? • Do these events contribute to a strong sense of community and high quality of life? A strong portfolio of events already exists, and it will be the job of the CSE over the next few years to weed out events not performing as expected while continuing to encourage the development of new events that are commensurate with the world class image of Vail. Presently, the CSE manages a budget of approximately $650,000 per year, with funds allocated annually by the Vail Town Council. It is an objective of the CSE to demonstrate to Council that special events are a revenue provider for the Town, not an expense, and that events can deliver substantial sales and lodging tax revenues while, simultaneously making Vail a more exciting place to live and visit. Strategic Fundamentals: The CSE will: • Provide a balanced, year round calendar of events appealing to residents and guests of diverse interests. • Focus on a strategy designed to entice current visitors to return to Vail. • Attract visitors by dedicating resources to recruit and develop new events. • Follow objective event selection, funding and evaluation criteria. • Ensure that event investments are closely coordinated with broader marketing objectives identified by the VLMD. • Communicate with the local business community to insure that the events funded by the CSE have a positive impact on the local economy. WORKING DRAFT: Vail CSE Strategic Plan-2006-2009 UPDATED 212012006 Page 3 of 8 Event Production and Risk: The CSE will seek independent event organizers to produce events in Vail. The public sector is far less efficient at producing special events than private and- non-profit. entities. -In-addition; municipal staff and- budget----- --- -- constraints make it unappealing to risk financial resources on items such as ticket and merchandise sales. On-aoina Commitments: ? Develop a balanced year round calendar of high quality events which appeals to the diverse interests of Vail's guests and residents. ? Encourage a culture within the Town of Vail that welcomes special events and provides a "can do" attitude of cooperation between Town of Vail Departments and Event Promoters. ? Maintain a "single point of contact" for Special events. ? Establish regular status reports and policy discussions between the CSE and the Vail Town Council. ? Advocate for the development and improvement of venues and facilities for Special Events within the Town of Vail. ? Improve coordination and communication between the Town of Vail's Event Review Committee (ERC) and the CSE. ? Contract for independent surveys at key events for the purpose of an "apples to. apples" comparison and acquiring quantifiable data to determine a reliable return on investment figure. ? Attract and support participant events for visitors and locals. ? Develop community events into significant ambient events that will enhance the experience of Vail's guests and residents, as well as become effective marketing tools. Examples include Vail America Days, Holidays in Vail, the annual Rotary Duck Race, Trick-or-Treat Trot, Lionshead Easter Egg Hunt, etc. ? Establish biannual meetings with the VLMD and continue to work cooperatively to align the special event and marketing programs. WORKING DRAFT: Vail CSE Strategic Plan--2006-2009 UPDATED 212012006 Page 4 of 8 ? Encourage producers of special events to provide free street entertainment e.g. clowns from circus, musicians from BRAVO, and artists from the Vail Arts Festival ? Actively solicit entrepreneurial street entertainment.. Goals: ? Attract and develop events that will enhance and contribute to Vail's world class reputation. ? Develop a refined program for the allocation of in-kind services to support Special Events. ? Create a "Special Event Handbook:" A first quality publication and website which will serve as marketing tool for the Town as well as an informational guide for persons interested in producing a Special Event in Vail. Included will be information on venues, contacts, Town of Vail regulations and requirements, as well as the Special Event application forms. ? Facilitate merging the various community and event calendars into a single online calendar of events which can provide information to prospective visitors, event promoters, concierges, locals and guests, and which can be updated by individual organizers. Staffinq. Facilitation and Evaluation: Every significant event destination allocates resources to the administration, ongoing support and recruiting of special events. Research has proven that Special Events generate additional sales tax.revenues in the Town of Vail. The CSE recommends that some of these increased revenues should be used not only to help underwrite the costs of administration, but also for research, evaluation and event development. . WORKING DRAFT: Vail CSE Strategic Plan-2006-2009 UPDATED 212012006 Page 5 of 8 Critical success measurements:, in keeping with the public trust and economic realities, every event investment will be held to a high level of accountability. In coordination with the VLMD and. appropriate research.-vendors, tools will be developed to-- - - - regularly measure the following criteria: o Economic indicators • Increased sales tax collections • Increased lodging tax collections • Improved occupancy rates • Impact from direct event spending • Quantifiable marketing benefits o Contributions to sense of community: • Does the event improve the quality of life for guests and residents? • Does it pull down-valley residents into Vail? • Does it make people happy? Event Comparison: Tools are required to compare events on an "apples to apples" basis. While final CSE decisions will be made using both subjective and objective models, significant attention will be given to gathering as much quantifiable data as possible. The CSE believes in the importance of acquiring data from independent intercept surveys taken at major events. Additionally, in an effort to maintain objectivity in the allocation of funds, a numerical ranking grid has been developed. (Attachment A - Special Event Ranking Grid) Events that qualify for CSE funding are ultimately selected by what they can contribute to the community and how they fit into a calendar of events that will appeal to a diversity of interests and provide a balance of activity and economic vitality throughout the year. Role of the Vail Local Marketina District: (VLMD): The VLMD can assist the CSE in achieving its mission by: • Determining key brand elements and identifying desired consumer demographics, primary and secondary markets, messaging, etc. thus providing input to the CSE on event strategy, selection and evaluation. • Coordinating communication and planning timelines with the CSE so that event investments are fully leveraged. • Budgeting appropriate resources to take advantage of ancillary marketing opportunities brought about by Vail's special events. portfolio. WORKING DRAFT: Vail CSE Strategic Plan-2006-2009 UPDATED 2/20/2006 Page 6 of 8 Dependencies: The CSE is an agency of the TOV and it therefore relies on the Town for support in many areas. Examples of support that the CSE will look to the Town-to. provide-are:-- • -- -- --- - --- -- -- - - - --- - -- - - - -- Policy Direction from the Vail Town Council. • Consistent Special Events Funding. • Proactive Development of Appropriate Special Event Venues • Town of Vail Staff supportfor Special Events as required. • Legal Support and Assistance with Contract Negotiations • Liability Insurance. • Office Space, Reproduction and Supplies, Phone, E-mail Services. SUMMARY: The Vail Commission on Special Events seeks to provide an annual calendar of events that enhances Vail's world-class image and which is designed to: Appeal to a diversity of interests ? Assist in balancing the year round economy ? Increase sales and lodging tax revenues in the Town of Vail ? Promote a strong sense of community ? Provide a high quality of life for guests and residents ? Entice visitors to return, and ? Increase the length of their visits Adopted April 25, 2006: By the Vail Commission on Special Events Commission Members: Dave Chapin, Chairman Richard tenBraak, Vice-Chairman Robert Aikens Ian Anderson Stephen Connolly Clint Huber Scott Stoughton WORKING DRAFT: Vail CSE Strategic Plan-2006-2009 UPDATED 212012006 Page 7 of 8 0 ATTACHMENT A: CRITERIA FOR ALLOCATION OF.CSE FUNDS f SPECIAL EVENT RA i u4G GRID EVENT NAME: DATES: Does the event have the potential to: New Event Existing Event , if yes, # of years Benefit local restaurants Increase room nights Stimulate Retail Sales $$$ AMT. REQUESTED: Improve the sense of community Promote Visitor intent to Return Timing: How well does it contribute to a balanced annual calendar of events? Demographic Fit: Does it match the profile of targeted visitors,.as defined by the VLMD? 0 35-64 Years ofAge o High level of education o White Collar Manager/Owner/Professional o Household income > $100K Growth Potential: How big can it become? Will it be annual? Leveraging Value: How great is the potential to attract sponsorships and media exposure, thereby increasing the impact of the CSE funds? Producer Qualifications: Do they have the ability to produce an event compatible with the image of Vail as a "world class" resort? TOTAL SCORE: CSE Member Initials: $ Amount of funding suggested: 2005 Holidays in Vail Post-Event Review Event Dates: November 25 - December 31, 2005 Original Event Goals: 1) To kick off the traditional holiday shopping season at Thanksgiving with a holiday-themed event 2) Continuing the tradition of lighting a Christmas tree in Lionshead 3) To enhance the New Year's Eve fireworks celebration Event Schedule: • Thanksgiving weekend tree lighting in Lionshead area i • Santa available to children on weekends in December in Vail Village and Lionshead • Local dignitaries participating in the Vail Village tree lighting in Slifer Plaza with a VIP guest • New Year's Eve fireworks at Golden Peak following the torchlight ski down on Vail Mountain Event Venues: Estimated Attendance: Budget: Event Revenues: Event Operating Expenses: Fireworks Advertising Event supplies Candles Cookies/Hot Cocoa Decorations Signage Printing/Postage Operating Expenses Santa-weekends Entertainment Sound/lights Choirs Administrative Expenses Labor Insurance TOTAL: Lionshead Mall: Tree lighting. Free photos with Santa Vail Village: Free photos with Santa Slifer Plaza: Tree lighting Golden Peak: Torchlight ski down/ Fireworks . 5,000 (total at all events) $25,000 $ 5,000* 2,638 2,530 868 9,960 3,365 950 . $25,311 *TOV contributed additional $5,000 Saturday, November 26, Lionshead Tree Lighting, 6 pm Lionshead Mall • Santa Arrives • Caroling • Refreshments Saturday, December 17, Vail Village Tree Lighting, 6 pm Slifer Plaza a Children's Choir • Santa • Candles a (arolers Special Guest Appearance by President Ford and Family Saturday, December 31, New Year's Eve Fireworks Golden Peak (Following Torchlight Ski Down) Photos with Santa (2.4 pm) Sun., Nov. 27, Lionshead Mail. Sun., Dec. 4, Vail Village Sat., Dec 3, Lionshead Mall Sun., Dec 11, Vail Village Sat., Dec. 10, Lionshead Mall Sun., Dec. 18, Vail Village Sat., Dec 17, Lionshead Mall Daly. For more information: Call 376-3756 Presented by mrxcrvAR' Saturday, November 26, Lionshead Tree Lighting, 6 pm Lionshead Mall • Santa Arrives • Caroling • Refreshments Saturday, December 17, Vail Village Tree Lighting, 6 pm Slifer Plaza • Children's Choir • Santa • Candles • Carolers Saturday, December 31, New Year's Eve Fireworks Golden Peak (Following Torchlight Ski Down) Photos with Santa (2-4 pm) Sun., Nov. 27, Lionshead Mall Sun., Dec. 4, Vail Village Sat., Dec. 3, Lionshead Mall Sun., Dec. 11, Vail Village Sat., Dec. 10, Lionshead Mall Sun., Dec. 18, Vail Village Sat., Dec. 17, Lionshead Mall For more information: Call 376-3756 Presented by TonoFY? So ? FNen& - ;? ?1 ??1 ?' ? C. ?' . MAKE THIS A_" SAFE HOLIDAY; - 4= leq Curfew for tliase 17r and under,(unless - ;, accompanied by a,paren or guardian), begins at 10:30 pm and: ends- - lst.,; at 5am.on January. A special event district; T has been setup in a four---. :' block area in Vail Village: ' v (including.Bridge Street: - -This area.isforages 21 and_ over (unless accompanied services are FREE.._ . If you plan to drink, arrange. for a designated driver or. alternative ride. 5 ' j? '+DW+J"'`'?lAl l•,zR C, E,O RtTS- ??- T Y Please,call376 3756 r -? for more information SUNDAY, January 1, 2006 V'a I Bringing Communities Together HAPPY NEW YEAR I'OOe • e9 0 OD???. t 1? to 41 ., e N F?0 • 6 Ryan C.bmi Red Sandstone Element- Snow, wind High 30; low 22 See (Vender. P.4 GE B36 VailDaily.com Family a help and a hurdle ¦ Relatives can provide comfort for immigrants but also hold some back when children worry about leaving home to pursue their educations. The language barrier can further divide parents fi-onr their children. PAGEA2 ® Speed check Vail Mountain sal?rrher:vo,:;ae l carrv out third clay of stings to slow reckless skiers. PAGE A3 ¦ Morning DUIs Police remind New Year's Eve revelers that sleep doesn't always mean sobriety. PAGEA20 "Even if I become fully disillusioned with the Republican Party, I will never vote Democratic as long as I hear the kind of unsubstantiated babble I read in your writings last week." Letters to the (Editor PAGE A14 ± F111. ' THE KLEIMER L.OMPANY Mountain Hans, Unit 569 R- i„-,. flo.,r L,y ?nt »nd 3 1-1- t o ..?m:• with uaa,er an,l ?r:er! -„? . .,...,.- $ I,SOO,oOU C.,II R..» f,,. m»,e,niar»,.,tI 'l'oll Free: SOO-303Sell •1'el: 970-545-7776 www, va dAlpuu Vro}x:rheacom ' SLR -E ...................... ",I XN V. ............ B1 No '()I MOVIES ................. ....... B2 Lottery CLASSIFIEDS ........ ............ BB OUR WORLD........ .... . ....A24 COMICS ...:........ ........632 SCOREBOARD ......... ... A35 13 15 22 30 33 36 COMMENTARY ...... .........A14 I SPORTS .......... ......... .. ....A29 COMMUNITY CALENDAR ..A12 TOWN TALK ....... ...... .....A16 POWER CROSSWORD ........ .........B33 TV LISTINGS............. .. .835 HOROSCOPE ........ .........834 THE WEST ................ ......A18 4 30 37 43 46 P942 PP2 r;,•,,: 9 19-1 -155 • EY . ............. 6 -dd.0y Shane M.comber/?macnmberC'vailtloily.com Vail Mountain employees ski down Ruder's Route during the Night Lights glow-stick ski as part of the New Year's Eve festivities in Vail Village.