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HomeMy WebLinkAbout2006-03-28 Support Documentation CSE Regular MeetingPUBLIC NOTICE: Town.of Vail: Commission on Special Events Meeting 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 minutes) Coordinator Report: (10 minutes) • 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 • September 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 conference center proceeds (10 minutes) LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne Silverthorne and Diane Moudy: (30 minutes) BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to approve the recommendation from the Construction Mitigation Group as follows: • $16,000 to Resort Events Inc. for Busker 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 determined by the Construction Mitigation Group radio subcommittee. $27,000 income guarantee to LMG Inc. for free climbing wall activities in LionsHead with a minimum of $5,000 returned to the town via merchant participation. • Additionally, the Construction Mitigation Group requests Council'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 Climbing Wall in LionsHead The CSE will review the final budget and programming proposal from 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) Town of Vail: Commission on Special Events Meeting 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 minutes) Coordinator Report: (10 minutes) • 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 • September 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 conference center proceeds (10 minutes) LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne Silverthorne and Diane Moudy: (30 minutes) BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to approve the recommendation from the Construction Mitigation Group as follows: • $16,000 to ResortEvents Inc. for Busker 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 (KZM KTUN, KSKE and JACK) with specifics to be determined by the Construction Mitigation Group radio subcommittee. $27,000 income guarantee to LMG Inc. for free climbing wall activities in LionsHead with a minimum of $5,000 returned to the town via merchant participation. • Additionally, the Construction Mitigation Group requests Council'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 Climbing Wall in LionsHead The CSE will review the final budget and programming proposal from 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) BACKGROUND: 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-consid,,.alion. 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 funds, not to exceed the original request, would be used to enhance the event. Event producers for the following events, which match the criteria, are seeking reconsideration of their original request: • TEVA Mountain Games • Vail Farmers' Market • Taste of Vail/Summer • Holidays in Vail • Oktoberfest* • 14 Days of Vail (aka: ReviVail)* America Days and Gourmet on Gore did match the criteria, but the producers are not seeking reconsideration at this time. * Due to scheduling conflicts with the regular March CSE meeting time, Jeff Brausch has . presented his proposals for Oktoberfest and 14 Days of Vail at a Special Meeting on Friday, March 24. New Business: (5 minutes) Adjournment: 11:45 a.m. Next 1M7eetine. Tuesday, April 25, 2006 at 9:00 a. m. f r MINUTES: Town of Vail: Commission on Special Events Meeting Town of Vail: Community Development Conference Room Tuesday, February 21, 2006 at 9:00 a.m. CSE Members Present. Robert Aikens, Ian Anderson, Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. Others Present Included. Lorelei Donaldson, Amy Phillips, Diane Moudy, Andrea Feldman, Laurie Asmussen, Kerry Donovan, Kristin Kassolis, Pam Brandmeyer, Jamie Wilson, and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. Vail Town Clerk, Lorelei Donaldson, swore in newly appointed CSE member Stephen Connolly for a term ending December 31, 2007. Motion to approve the minutes of the meeting of January 24, 2006, as amended. M/S/P: Robert Aikens/Richard tenBraak/Unanimous Coordinator Report: • A copy of the current financial status was distributed. Unallocated funds remain at $3750. Most of the event contracts have been finalized. There has been no communication with the race organizer for-the Avon-Vail Triathlon; it is possible that this event may not take place. • The joint meeting with the Vail Local Marketing District has been scheduled for Thursday, March 9 at 10:00 a.m. at the Everr,.Q,,u Lodge. CSE members suggested that agenda items for discussion might include: ¦ Feedback from the VLMD on their role as defined in the new CSE Strategic Plan Clarification of the VLMD's "target" demographic ¦ Leveraging opportunities for marketing and promoting events supported by the CSE ¦ On-line calendar of events • In response to a query from Stephen Connolly, Sybill stated that the Special Event SNAPSHOT that was sent last week requesting volunteers for an event in the Dobson Arena was the result of a miscommunication with the town's IT department. There was consensus among CSE members that the SNAPSHOTS should not be used as a recruiting tool, but for the distribution of event information only. • Sybill reported that she had received a call from Mark Gordon indicating that he is considering raising the issue of changing the TOV Noise Ordinance to allow for more extended hours and that he had suggested that the CSE might facilitate the community meetings with regard to this subject. • Sybill reported that she had attended the Beaver Creek Food Challenge, which was held at the Vilar Center and that although the cake decorating was somewhat slow-moving, the results were spectacular and the event seemed to offer significant media value. C:\Documents and Settings`,sybill navas\My Documents\New CSE\MEETING INFO\Minutes\06 Minutes\06022) I Minutes.doc AL?l Sybill informed the members that she attended mediation last Friday at the courthouse in Eagle between Johann Drolshagen, producer of the 2003 Food and Wine Festival, and several of the remaining creditors. The purpose was to develop a viable payment plan to which all of the creditors might agree in exchange for some resolution to the criminal and potential civil charges. The CSE is not considered a victim in.this case, as the terms of their contract with Johann Drolshagen were met satisfactorily. Convergence Festival: Copies of the e-mail update from John Zaring were distributed to the CSE members. There was consensus that it does not seem likely that the event will take place in 2006 and that the March 1 deadline for the acquisition of a significant sponsor is firm. Additional discussion ensued regarding how CSE contracts with event promoters might be improved to minimize the risk of default. Matt Mire will be invited to speak to the CSE on this subject at a meeting in the near future. . Holidays in Vail: Laurie Asmussen distributed a final budget review of the event and expressed thanks to by Stan Zemler for the additional $ l OK that the town provided for the fireworks and to Bill Jensen for his efforts in guaranteeing a spectacular torchlight parade. In response to the comments of the Lionshead merchants at last month's meeting, Laurie also provided copies of the media placements which were all paid for out of the event budget. The on-going dilemma remains that the event as structured requires the budget to be stretched out over more than a month of activities., with Santa visits and photos consuming over 40% of the operating expenses. She also remarked that she has become increasingly aware that the VVTCB historically augmented the budget to provide a broader celebration in a way that the current allocation does not provide for.. Pam Brandmeyer stated that Stan feels confident that the "back has been broken" of the bad years (referring to the success that the curfew and special event district on New Year's Eve have had in mitigating the wild behavior of crowds in past years) and that the town may have some additional funding to contribute to new components to enhance New Year's Eve entertainment, i.e. an additional Street Beat concert or similar activity. CSE members suggested that the following changes be adopted: • -Cancel the Santa/photo component and encourage the VCBA to work with the business community to schedule the privately hired Santas in the most beneficial manner. • Apply the savings to more local media exposure • Create a single, spectacular tree lighting event in LH and VV and connect the two ends of the community with some type of holiday parade which will be scheduled on a date close to Christmas, when there are a large number of visitors in town. • Recruit a new dignitary who will attract a large audience, Laurie was asked to return in September or October with the detailed plan for the 2006/07 event and Sybill will write a letter of thanks to Bill Jensen for lending his support. Resort Entertainment/ Plan for LH Summer Street Entertainment: Jamie Wilson and Rich tenBraak reported that the joint proposal from Resort Events for a Buskar Village and Charlie Alexander's climbing wall was well received by the Lionshead Construction Mitigation Committee when they met last week to review proposals for summer activities. The committee had asked for more information on how the Buskar budget meshed with the CSE allocation of $30K to Resort Events for summer entertainment in Lionshead and had also requested more information from Charlie regarding how best to manage charging a small fee for using the climbing wall that might be subsidized by the business community buying tokens and C:ADoclnnents and Settings\sybill navas\My Docunicnts\New CSE\MEETING INFO\Minutes\06 Minutes\060221 Minutes.doc l. distributing them in a promotional fashion. Of the $50,000 available, approximately $1 OK was allocated to a marketing proposal from KZYR, and the Meadow Drive Merchants and Charlie Alexander were asked to revamp their proposals for further discussion. From the conversation, it seemed likely that there would be about $20K remaining of the Town Manager's funds for the Buskar concept. This committee will be meeting again on March 2 to review the updated information. As described by Diane Moudy, the Buskar Village might include performers in Lionshead, activity "tents", set and lighting type decor to enhance the mall during times of inactivity and costumed "wanderers" on buses and throughout the town who would entice people to come to Lionshead at scheduled performance times. CSE members endorsed the proposal and asked Diane to present two options at the March CSE meeting: 1. A budget and schedule for a Buskar village based on the $30,000 CSE funding 2. A 2nd budget showing what could be done with the added $20,000 from the Town Manager's funds. Diane added forthrightly that no concept would work in Lionshead without the cooperation of the businesses there and that they must be open during times of activities or the investment would not show any return. In response to CSE questions about Derek McAlister, the "Buskar" who has been performing his comedy and juggling act in various locations around the village over the last weekend, Sybill gave a brief overview of the Street Entertainer permit process. Dave Chapin gave an enthusiastic review of his performances and added that it appeared that parents were leaving their children to be entertained while they took a few minutes to shop- which is exactly what the program is supposed to achieve. Strategic Plan: Dave Chapin thanked the sub-committee for their hard work and successful efforts in editing the last draft, resulting in a more concise and easily understood document. Ian Anderson suggested that the economic dev6,F..ent emphasis of the CSE was absent from the mission statement, and all agreed to this addition. Questions were considered regarding the definition of the VLMD's "target" market, which is slated for discussion at the joint meeting in March, and with regard to whether the "year round" approach to event scheduling is the correct focus. After a brief discussion resulting in some minor changes, it was decided to present the document to the council for their input at their meeting on April 4. Topics for discussion at this meeting will include: • CSE Budget: Do we maintain the existing event calendar or try to entice new events? • Surveys and Event Evaluation • In-Kind Allocations • Special Event Handbook Additionally, CSE members requested that Stan Zemler be invited to attend a meeting later in the spring to help gain an understanding of the challenges facing the CSE prior to the town's budgeting process. Richard tenBraak left the meeting at 10:45 a.m. New Business: Pam Brandmeyer reminded the CSE members that they are invited to attend the CIRSA training session with the Council, DRB and PEC being held from 1:00-3:00 this afternoon in the Council Chambers. C:\Documents and Settings\sybill navas\My DOCllments\New CSE\MEETING INFO\Minutes\06 Minutes\060221 Minutes.doc ' .4 CSE members discussed the format for a March CSE allocation procedure of the $50,000 which will be available if Zaring/Cioffi Entertainment is unsuccessful in securing a sponsor for a 2006 Convergence Festival by March 1. It was agreed by consensus to consider only the applications which were submitted as part of the RFP in the fall and which meet the following criteria: • Received a Special.Event Rating Grid score of 33 or better, and • Were under fimded or unfunded, and • Are proposed to take place after May 1, 2006. • The original request may not be increased. The Lacrosse Shootout and the Kick-It 3v3 Soccer Tournament will not be reconsidered, as-these are turn-key events with signed contracts. Event promoters that would like to have their applications reconsidered will be asked to make a 5 or 10 minute presentation based on their original application and to explain how the additional funding will be used to enhance the event. John Zaring will be asked to attend the April CSE meeting and present his plan of action for the remainder of the year, whether that be for producing the inaugural event in August of 2006 or pursuing sponsorships for a 2007 event. Motion to adjourn at 11:50 a.m. M/S/P: Robert Aikens/lan Anderson/Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator February 21, 2006 Approved by: Chairman, Commission on Special Events Date: C:\Documents and Settings\sybill navas\My Documents\New CSE\MEETING INFO\Minutes\06 Minutes\060221 Minutes.doc I$ MINUTES:DRAr' t Town of Vail: Commission on Special Events Aluet l Town of Vad:.Community Development Conference Room Friday, F 4,?1 6 at 9:00 a.m. CSE Members Present: Ian Anderson, Stephen ConnoF y, Scott Stoughton, and Chairman Dave Chin. Others Present: Jeff Brausch e Chairman Dave Chapin called the meeting to order at 9:05 a.m. Reconsideration of Selected 2006 Funding Requests due to Convergence Festiva Postponement: Highline Sports and Entertainment/Due to scheduling conflicts with the regifl6i March CSE meeting time, Jeff Brausch has requested this special meeting to present s proposals for Oktoberfest and 14 Days of Vail. , BACKGROUND: 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 minutes each at the CSE meeting on Tuesday, March 28 to explain how the; additional funds, not to exceed the original request, would be used to enhance the event: Event producers for the following events, which match the criteria, are seeking reconsideration of their original request: • TEVA Mountain Games • Vail Farmers' Market • Taste of Vail/Summer • Holidays in Vail • Oktoberfest • 14 Days of Vail (a.k.a: ReviVail) id! America Days and Gourmet on Gore did match the criteria, but the producers are mots"eekii reconsideration at this time. Dave Chapin welcomed Jeff Brausch of Highline Sports and Entertainment and requested that Brausch discuss how additional funds would benefit the Highline events beyond what they have already been funded. Brausch first addressed the Commission regarding Gourmet on the Gore, stating that Highline would not be seeking funds for 2006 due to the timing of the CSE offer for reconsideration. At this point, it could hard to gather sponsorship support. Brausch also stated that it might be hard to get the level of support needed from the restaurant community because the Taste of Vail is staging an event the weekend prior to the Labor Day weekend. proposed by Highline. Chapin expressed his desire to have Highline resubmit Gourmet on the Gore for 2007. Brausch proceeded to request an additional $10,000.00 in funding for Oktoberfest. The additional funds would fund a second stage at the top of Bridge Street and to augment the music line up for the Vail weekend. Merchants have requested the venue in Seibert Circle be changed form a children's area back to a music venue. Regarding the augmentation of the music line up, Scott Stoughton asked if the bands would be top tier with name recognition. Brausch replied that that would be the plan. If a big act were secured, the venue would be Ford Park. He further stated that they would maintain the traditional "om pah" bands appealing to all age groups during the day and seek a more popular band appealing to a younger audience for an evening event. Stephen Connolly asked if a bigger name band would carry a ticket. Brausch replied most definitely and the price would be based on the name. -A brief discussion on the changes in the music industry ensued. Acts that were affordable for Vail in past years are now increasing dramatically. Chapin commented that he would be interested in additional funding if it was to secure a name act. Ian Anderson suggested that the $10,000.00 would go future if used to secure more less expensive traditional acts. Anderson went on to state that when the Tourism Bureau managed the event, it would rotate acts throughout Vail Village and LionsHead as opposed to having them play just one stage. He. further stated that his biggest concern for Oktoberfest was to improve the LionsHead portion of the event. Connolly asked if there were any retail or restaurant tie-ins. Bmusch responded that there are advance beer stein sales through retail shops wishing to participate. The conversation then shifted to the actual LionsHead venue with the consensus being that Oktoberfest must take place in LionsHead and not on West Meadow Drive as it did last year. Connolly suggested that Highline and members of the CSE meet with Mike McGee, Vail Fire Department, and walk the venue to see if there are better ways to locate the event. Brausch then proceeded to discuss Fourteen Days of Vail (originally presented as "ReviVail"). Chapin asked if everyone present had heard the discussion with Ian Arthur, Vail Resorts, during the joint meeting of the LMD and CSE earlier in the month. Arthur had stated that VRI was 100% behind the event and had funded it to a greater degree than Spring Back To Vail. Expectations were that Fourteen Days of Vail would do for the beginning of the season what Spring Back does for the end. The event remains fundamentally the same as previously presented, but the dates have shifted to December 4 through 17. This will allow the vent to be exclusive to Vail as the World Cup in Beaver Creek ends on December 3. The event contains in town bar and restaurant promotions, on mountain activities and popular music components. Connolly encouraged the inclusion of a restaurant Dine Around. Anderson requested a balance between on mountain and in town activities. Brausch stated the advertising and marketing planning were in progress, VRI is completely committed to the project and an airline partnership is very likely. Connolly asked if the LMD could help to promote the event and if there was flexibility with lodging rates during the first half of December. Anderson thought the timing precluded participation by the LMD and that lodges would be able to offer attractive early season rates. Brausch concluded by thanking the CSE for making a special time available for his presentation. The CSE thanked Brausch for his time and efforts. Motion to adjourn at 9:35 M/S/P: Stoughton/Anderson/Unanimous Minutes taken and submitted by Stephen Connolly, CSE Member, March 24, 2006 Approved by: Chairman, CSE Date: ?e ai?: Tom n of Iv ?.,.sr. StrAate= man 2046-2009 is to Special Events (CSE) issioa Special events for economic of the Vail Comm t an nity and increased The mission o enter-tainme of commu residents. support street sense and round fun, vitality, Year of experience for 9nests quality 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 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. Vail CSE Strategic Plan-2006-2009 Final 311512006 Page 2 of 8 Progress will be evaluated by addressing these basic questions: • 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. Vail CSE Strategic Plan-2006-2009 Final 31152006 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 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, 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. Vail CSE Strategic Plan-2006-2009 Final 3115/2006 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. ? Provide complete and accurate information with regard to the calendar of special events in response to the needs of prospective visitors, event promoters, Town of Vail staff, concierges, locals and guests. Staffing. 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. Vail CSE Strategic Plan-2006-2009 Final 3/152006 Page 5 of 8 e 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 Comuarison: 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. • Budget appropriate resources to leverage ancillary marketing opportunities brought about by Vail's special events portfolio. Vail CSE Strategic Plan-2006-2009 Final 31152006 Page 6 of 8 v 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 support for 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 March 28, 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 Vail CSE Strategic Plan-2006-2009 Final 311W006 Page 7 of 8 e ATTACHMENT A: CRITERIA FOR ALLOCATION OF CSE FUNDS SPECIAL EVENT RA t jaiG GRID EVENT NAME: DATES: $$$ AMT. REQUESTED: New Event Existing Event , if yes, # of years Benefit local restaurants Increase room nights Stimulate Retail Sales 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, in alignment with the VLMD's program? 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. Does the event have the potential to: - C ? U ez) .l ''s s?/?yV y,? y I o -v d vv u-, 7- r?/ A moon L,,?v a zh/ j?- - I d'I i !/',>fZ,J Gx'z-?% `? s?' ' " ,? ?• G-? -(/?. - Oar C7 ri ,i v- - , 1yCC=-??_ r t4 ??I- / -I 2Zl ?i VX /ZX 1 ? d r. J .mss Lam- r_ 1 ?? G a f _725/ 0 z ?_ 0.1 00 01 t - - J '? -???? loses' ? ?. - - - r _ V? _ 4A cam-. ?'? Aa-j?<Z 6 Zj?-?) '2 )T-5 'OV i; ea [s!/ r i [(.0r 55, ----------------- `f'" 1 JE, x J? ? . r _? CSE/sn 2006 Allocations and Payment Records 3/23/2006 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 Ea-ile County $6,000 Total Funds Available: $656,000 Event: The Session American Ski Classic Vail Film Festival Spring Back to Vail Taste of Vail/Winter(Lamb Cook-off) Teva Mountain Games King of the Mountain Volleyball Vail Farmers' Market Summer Street Entertainment Vail Lacrosse Shootout Vail Jazz Festival America Days includes $6000 from Eagle County 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 2006 Dates: 2006 Funds Contract Status: Awarded: Jan 12-15 $18,000 as of 1/13 Mar 22-26 $10,000 as of 1/20 Mar 30-Apr 2 $55,000 as of 1/13 Apr 3-16 $50,000 as of 1/27 April 5-9 $5,000 as of 3/3 May 31- June 4 $73,750 #2 submitted 3/23 Jun 16-18 $7,500 as of 3/16 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 Jun 25-Aug 27 $8,000 as Of 3/16 4-Jul $48,250 as of 2/24 Oktoberfest Harvest Festival - 14 Days of Vail (aka ReviVail)'??,L? - ('7 Holidays in Vail Subtotal. Event Funds Administrative Contracts: Coordinator Salary Expenses Subtotal: Admin. Contracts TOTAL: CSE FUNDS REMAINING: 4-Jul August Aug 4-6 Aug 11-13 Aug 23-27 August 18-20 Sep 8-10/15-17 Sep 22-24 Nov 22- Dec 10 Nov 25-Dec 31 $7,750 as of 3/16 $3,000 $25,000 as of 2/24 $15,000 as of 2/24 $25,000 as of 1/20 $30000 $70,000 as of 1/20 $15,000 $20,000 $25,000 $566,250 $32,500 through 2/28 $3,500 $36,000 $602,250 $53,7501 Funds Paid Out: $$$ $18,000 $10,000 $36,666 $16,66.7 $16,667 $5,000 $24,584 $2,500 $2,500 $15,000 $8,000 $16,667 $7,750 $16,667 $10,000 $25,000 $23,334 $656,000 Total Funds Paid Out. $18,000 $10,000 $36,666 $33,334 $5,000 $24,584 $5,000 $0 $0 $15,000 $8,000 $16,667 $7,750 $0 $16,667 $10,000 $25,000 $0 $23,334 $0 $0 $0 $255,002 $4,992 $435 $5,427 $260,429 $341,821 Conference Center Fund Reallocation Summary In November 2005, Vail's electorate defeated an increase in the lodging tax to supplement taxes approved in 2002 to build and operate a conference center. The ballot question also contained a provision to rescind the 2002 taxes if the issue failed. This occurred effective January 1, 2006 when the half-cent sales tax and 1.5 percent lodging tax were rescinded. As of December 31, 2005, the Conference Center Fund had an estimated balance of $7.7 million, which is available for disbursement. During the three years'the conference center taxes were in effect an estimated $5.4 million was generated by the sales tax and $5.1 million collected from the lodging tax. Approximately $2.5 million was spent on research, planning, design, engineering and financing of the proposed conference center and $300,000 on management fees net of earnings on investments. The lodging tax represented 48% of the total conference center taxes collected. Another 16% of the total was generated from the 0.5% sales tax levied on overnight accommodations and approximately 3% from restaurants in the town's four largest hotels. Thus, approximately 67% of the total tax was generated from guests at hotels and lodges. Decisions by Vail Town Council, 2-7-05 and 2-21-05 • Refund mechanism is not an option • Reallocation must be used to "increase occupancy and increase overall economic activity' • Develop a community outreach process to create community consensus regarding a preferred reallocation that could be considered by Vail's electorate in November 2006; ballot language must be finalized by mid-August Consensus Building Process Step 1-Idea Gathering, March 2006 Roundtable Discussions (20 people per topic session) hosted by Vail Town Council and Town Manager to begin gathering ideas. Lodging Group March .8 3 to 5 pm Vail Golf Clubhouse Community Partners March 14 Noon to 2 Donovan Pavilion General Public ' March 15 6 to 8 pm Vail Town Council Chambers Neighborhood Group March 22 6 to 8 pm Vail Town Council Chambers Retail/Restaurant April4119 8:30 am Vail Town Council Chambers Roundtable discussions will be augmented by public solicitation of ideas via news release, Vail-Mail, web site. Update to Town Council, April 4 Step 2-Impact Analysis, April-May Analyze the ability to "increase occupancy and increase overall economic activity"for each of the ideas. This step will be coordinated by Town of Vail staff with assistance from Vail Economic Council and other experts as required. Update to Town Council, May 16 Step 3-Community Prioritization, June Town of Vail to host a series of community meetings to present impact analysis findings and seek consensus on prioritization of ideas. Note: If possible, these meetings would be coordinated with community visioning meetings. Update to Town Council, June 20 Step 4-Town Council Review, July 11 Town Council review of community prioritization work and direct staff to prepare ballot language. Step 5--Ballot Issue Go/No-Go, July 18 Decision by Town Council to determine readiness of ballot proposal for November 2006, or defer to November 2007. teva, oun tai, game&VAIL pre5enteri 1:y s, Facts at a Glance ? What: The Teva Mountain Games ? When: May 31St - June 4th, 2006 ? Where: Dowd Chute, Homestake Creek and Vail Village ? History: The Teva Mountain Games is entering into it's fifth year and has become the largest outdoor adventure event in the country ? 2006 Highlights: ' ? 2006 USA 10 km Trail Running Championships Nee- l C?i ??I cns s ? Adventure Sprint Championship B, /l-lG,c? s 50? ???s? ? Qualifier for USA Climbing Nationals ? Mountain Bike Cross Country Championships - ? Longest continuous running fly fishing event in the country, ? Home of one of the most extreme kayak races in the country - ? s Y67 ? Introduction of the bicycle Freeride Big Air Competition Commission on Special Events 2006 Fundinja ? Teva Mountain Games requested $80,000 and received $73,750 ? Difference of $6,250 ? What additional funds will be used for: ? Signage: $3,578 -:' > ? Information Staff $1,500_. ? Registration Staff: $1,172 ,?itrs ca.?.bs? >>/,V 4 r/l ?,lc? ?Gt rry?s L- ?yil/ L? ??2.U,,,,?- G.L. ?-t.??(,?? 7?0 ' /? ?? 6 APWteva untain m games•VAIL presented by volkswagen Drivers wanted: @ VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Teva Mountain Games at Vail ? PROPOSED DATE(S): _Mav 31St - June 4" ? AMOUNT OF CASH FUNDING REQUESTED: _$80,000 • PRODUCING EN 111 Y: Mountain Games, LLC 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: blairauntraditional.com Organization's tax status: For Profit_XX Non-Profit* Not-for-Profit* Non-Profit (501 C-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. XX No o If yes, please name the beneficiary: Charitable Fundraisers will take Dlace throughout the event for different charities. Mission Statement: The Teva Mountain Games are the Dremier outdoor adventure event in the world positioning Vail as the ultimate mountain Dlavground. Number of years your organization has been in business: 4 • Brief Description of the Event: The Teva Mountain Game is a celebration of Athletes, Art. Music and Mountains. The Games will feature competitive events in kavaking. rafting, mountain biking, trail running, climbing and adventure racing. The Games will also focus on the cultural aspects of mountain lifestvle by expanding the Film Makers Shootout and Duffing a focus on the familv clinics area which will teach guest proDer techniaues in climbing., kavaking, adventure racing and mountain biking. TOV/CSE - 1 - 2005 Application for Funds • Describe where event will be located within the Town of Vail: East Meadow Drive, Willow Bridle Road, Gore Creek Drive and Bridee Street • Will any portion of the event take place outside of the Town of Vail? XX Yes No If yes, please explain: Two kayak races will take place outside of the Town of Vail: The Extreme Creek Race on Homestake Creek located outside Red Cliff and Dowd Chute PaddleCross located on the Eaale River in Dowd Junction. These races will take place on May 31 st and June 1st • Please describe briefly how you will use the funds that you are requesting from the CSE: Keeping the event within Vail Village has been beneficial to the Town of Vail merchants and event producers. To have an event of this ma4nitude in such a unique venue takes a great deal of infrastructure to ensure it's success. The base allocation will be utilized to provide infrastructure needed to convert Vail Village into the ultimate mountain adventure plavaround attractiniz the top athletes and entertainers in the country. The incremental funding requested in 2006 will be utilized to fine tune current programs and sustain a safe and user friendly environment in Vail Village for athletes and spectators. Funds will also be used to increase the production level and quality of the Everest Awards and the GoLite Adventure Village. o The Everest Awards are the Oscars of the Outdoor Industry. Top athletes in five different categories are nominated by journalist and invited to participate in a black tie dinner where winners are crowned. Some of the 2005 winners were Alison Dunlap and Travis Brown for Mountain Biking, Diane van Deren and Buzz Burrell for Trail Running and Danelle Ballengee and Mike Kloser for Adventure Racing. o The GoLite Adventure Village is a weekend long schedule of adult and children clinics targeting the soft adventure clientele that Vail has targeted. Clinics will be offered in kayaking, climbing, adventure racing and mountain biking for three days of the event. • Will additional in-kind services be required from the Town of Vail? Yes XX No 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. A request was Given to the Town of Vail Council during the Town allocation fundinv process. Please see the attached for complete details. • Is this a: New event Existing event XX Number of years in existence 4 Location(s) of event in previous years: Vail Villaae, Dowd Chute and Homestake Creek • Number of participants (athletes, artists, exhibitors, etc.) anticipated _ 1,500 Number of volunteers needed 100 Number of event staff 30 Total Number of spectators anticipated 28,000 Local 38 % In-state (non-local) 38 % Out of State 24 % TOV/CSE -2- 2005 Application for Funds • If possible, would you intend to host the event in Vail beyond 2006? 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? $80,000 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 ¦ 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 Vx 11 size) OF THE 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: Teva Mountain Games at Vail PROPOSED DATES: May 31St - June 4th Funding in the amount of was approved by the CSE on (date) Subject to the following conditions: TOV/CSE -3 - 2005 Application for Funds 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 . - 4 - 2005 Application for Funds mountain 4M gameS•VAIL presented by volkswagen Drivers wanted: 2006 Town of Vail Commission on Special Events Application **Required Attachments** ? Marketing Plan To follow the success of the 2005 Mountain Games, event producers will conduct .an extensive marketing campaign inclusive of television, nationally published magazines, newspaper, radio and the internet. o TV ¦ One hour show on Outdoor Life Network, Fox Sports Net, Fusion TV or Rush TV • Anticipating over 180 million cumulative available households o National Print ¦ Sport Illustrated - Minimum 6 million circulation • Sports Illustrated National - Two full-page ads • Sports Illustrated Colorado Edition - Two full-page ads • SI Adventure - one full-page ad ¦ Teva Secured Media Buy - 1 million circulation guaranteed • Example of 2005 media: Outside Magazine Buyer's Guide, National Sports Network, Mountain Gazette and other regional publications ¦ Vertical Media Partners - Full-page ads • Climbing Magazine - circulation of 25,000 • Paddler Magazine - Circulation of 47,000 • Adventure Sports Magazine - Circulation of 10,000 • Running - Partner yet to be determined • Biking - Partner yet to be determined o Regional / Local ¦ Radio • Denver - KBCO or equivalent • Western Slope - Cool Radio and NPR Radio ¦ Print • Vail Daily, Vail Trail, Summit Daily, Aspen Times and Glenwood Post ¦ Street Marketing • Posters - will be distributed throughout Colorado and Utah • Logo Vehicles -Three vehicles from April 1St -June 10th TOV/CSE -5- 2005 Application for Funds o Internet ¦ www.tevamountainaames.com ¦ Email Blast - Partners will send an email inviting those in their data base to attend the event. i.e. Teva.com, VW.com, past athletes o Public Relations ¦ An estimated ten journalist will attend the event to participate in a media familiarization trip ¦ PR efforts will include all vertical and national lifestyle publications and local and regional blitz ¦ An estimated 89 journalist requested media credentials in 2005 ? Previous event evaluation o See attached ? Event Demographic o See attached ? Event Budget o See attached ? Town of Vail Benefits due to the Teva Mountain Games o Extensive national and regional media exposure o Over 400 sponsors and potential sponsors will be traveling to Vail to attend the event o Anticipating over 30,000 people to attend the 2006 Games ? Town of Vail's Return on Investment Incremental Spending Town Wide ROI TOV Sales Tax ROI $2,645,370 $40.70 $1.83 o Events spectators are estimated at 30,000 for the 2006 event which will increase the tax dollars generated because of the event. ? Mountain Games, LLC Officers o Joel Heath - President / CEO / Dreamer o Joe Blair -VP of Operations TOV/CSE -6- 2005 Application for Funds mountain gameswAiL presented by volkswagen Drivers wanted: Town of Vail Request for "In Kind" Services The "in-kind" services being requested for the Teva Mountain Games was submitted to the Town of Vail Council. Services being requested include hanging round-about banners and flags, bleacher transportation, speed trials equipment transportation to and from venue, trash removal and police services Round-a-bout Banners ¦ Hang Teva Mountain Games banners in the main Vail round-a-bout that will display the event dates. These banners will be very similar to the one's hung during the 2005 Games Event Flats ¦ Custom flags will be produced for the event and hung throughout the venue. Organizers are requesting one TOV staff member to assist with hanging flags along the International Bridge Eauinment Transfer ¦ Three people to assist in the transportation of materials on Thursday, June 1St and Sunday, June 4d' from the Public Works Department to Vail Village and vice versa. Five people to assist with moving bleachers from the Softball and Rugby fields to Vail Village on May 31St and June 5t1i. Trash Removal ¦ Assist in picking up trash and recycle bins on event venue Friday - Sunday, June 2nd _ 4th TOV Police ¦ Event organizers will hire a private security company to maintain the event liquor boundary and patrol the venue. TOV Police are requested to be on the event venue during peak hours of the event. Road Closure ¦ Event organizers and sponsors will set up the Vail Village venue on May 31St We are requesting a road closure on Gore Creek Drive and Willow Bridge Road from June 1 st - June 4th to ensure spectator and pedestrian safety TOV/CSE -7- 2005 Application for Funds Bus Re-Route ¦ For all climbing competitions and demonstrations, two climbing walls will be set up in the Crossroad Parking Lot. We are requesting the buses be re-routed around the Crossroads area from June 1St - 4th. This will be the same re-route that took place during the 2004 and 2005 Mountain Games. Summarv of "In-kind" services: o Roundabout banners and flags put up and take down o Two people for 12 hours o Bucket truck for 6 hours o Two people for two hours (flags) o Bucker truck for two hours (flags) o Bleacher pick up and return o Two trucks & lowboys for 4 hours o Eight people for 32 hours o Speed Trials equipment pick up and return o Two trucks & lowboys for 2 hours o Eight people for 24 hours o Remove and return sign located on north side of International Bridge o Loader for one hour o One person for one hour o Trash pickup o Two people for 12 hours o Police extra duty o May 31St - One officer for 4 hour o June 1St - One officer for 4 hours o June 2nd - Two officers for 12 hours o June 3rd - Three officers for 18 hours o June 4d' - Two officers for 12 hours TOV/CSE -8- 2005 Application for Funds Mountain Games LLC 2005 Job Profitability Detail for Mountain Games All Transactions Act. Cost Act. Revenue ($) Diff. Parts Charitable Contribution 1,400.00 0.00 -1,400.00 Clinic 9,500.00 0.00 -9,500.00 Equipment and Supplies 62,754.79 7,220.82 -55,533.97 Food & Beverage 250.00 702.61 452.61 Legal Fees 1,177.60 0.00 -1,177.60 Promo item 364.53 0.00 -364.53 Research 83.65 0.00 -83.65 Total Parts 75,530.57 7,923.43 -67,607.14 Service Advertising 42,205.75 0.00 -42,205.75 Awards & Prizes 64,380.45 1,666.67 -62,713.78 Labor 147,000.00 0.00 -147,000.00 Contract Labor 93,204.34 1,350.74 -91,853.60 Rent 15,250.00 0.00 -15,250.00 Allocated 19,550.00 0.00 -19,550.00 Entertainment-Bands 90,961.42 11,276.00 -79,685.42 Entry Fees 1,530.00 30,397.55 28,867.55 Expo Fee 0.00 2,750.00 2,750.00 Insurance 19,075.00 771.00 -18,304.00 Partnership Fees 0.00 625,460.00 625,460.00 Permits 3,219.00 0.00 -3,219.00 Photography 2,075.00 0.00 -2,075.00 Postage 290.71 880.00 589.29 Sponsor Activation 11,229.01 2,341.08 -8,887.93 Television Broadcast 72,000.00 0.00 -72,000.00 Travel 4,660.23 0.00 -4,660.23 Volunteers 5,281.97 0.00 -5,281.97 Total Service 591,912.88 676,893.04 84,980.16 TOTAL 667,443.45 684,816.47 17,373.02 Page 1 of 1 Mountain Games LLC 2006 Job Profitability Detail for Mountain Games All Transactions Act. Cost Act. Revenue ($) Diff. Parts Charitable Contribution 2,900.00 0.00 -2,900.00 Clinic 10,200.00 0.00 -10,200.00 Equipment and Supplies 74,955.00 3,500.00 -71,455.00 Food & Beverage 300.00 702.61 402.61 Legal Fees 2,000.00 0.00 -2,000.00 Promo item 500.00 0.00 -500.00 Research 100.00 0.00 -100.00 Total Parts 90,955.00 4,202.61 -86,752.39 Service Advertising 52,250.00 0.00 -52,250.00 Awards & Prizes 102,500.00 0.00 -102,500.00 Labor 147,000.00 0.00 -147,000.00 Contract Labor 98,500.00 1,000.00 -97,500.00 Rent 15,250.00 0.00 -15,250.00 Allocated 19,550.00 0.00 -19,550.00 Entertainment-Bands 71,850.00 5,000.00 -66,850.00 Entry Fees 0.00 32,250.00 32,250.00 Expo Fee 0.00 3,000.00 3,000.00 Insurance 23,000.00 3,500.00 -19,500.00 Partnership Fees 0.00 690,000.00 690,000.00 Permits 1,420.00 0.00 -1,420.00 Photography 2,500.00 0.00 -2,500.00 Postage 750.00 880.00 130.00 Sponsor Activation 13,600.00 4,500.00 -9,100.00 Television Broadcast 75,000.00 0.00 -75,000.00 Travel 4,500.00 0.00 -4,500.00 Volunteers 6,500.00 0.00 -6,500.00 Total Service 634,170.00 740,130.00 105,960.00 TOTAL 725,125.00 744,332.61 19,207.61 Page 1 of 1 `tm m in gameS- es•vAiL Research Customer Segment Loo 35°G CO Day t'mi Out of State 20% Family and Friends Independants 15% --? 15% \ jCO Overnight Grou > p \ 1 29% 7% ? 1 ° tmountaln ? gameS VAJL Single empty nester 1% Single without kids 38% Couple without kids 1s% Duple with kids at home 33% Friends 15% Couples 23% Family 25% Did your children accompany you on this trip? t k?x Itx:fxrle•::.r? cF•f3A%'a!n re°ardrasr? a° c?nf.'.'a ane. ried >xrryir 3 3r%n';ix ester 10% 42% 58% t Am SL t Research - Family Status 1 tm°un In gam ?te?t, Research Age Demographic 33% 30% 15% a 9% 7% ?2-%-y 3% 1% 1% to 14 15 to 17 18 to 20 21 to 24 25 to 34 35 to 44 45 to 54 55 to 64 65 to 69 70+ ga untain tmountein Research - Household Income 22% 21% 18% 14% 8% 4% 5% 5% t? C? ?I 171 21 1/0 A0 A0A a009 990A 0A AA 0A 9oi0°? A9 `Je ??Q 4pa9 4a^ 9A a9 tia?9 tiA9oi A 1a9oi ????cQ +4 °a +4 +5? lz '? ?° ??ooo ??ooo' e?yooo ?ooo? titiyo?' i 2 games VwL tR1CUnT8111 - Research Attendance Did you come to Vail Specifically Have you attended these TEVA for the TEVA Games? Games in the past? NO ,,\35% I - y. Yes 65% Yes 8% 3 1 \\ ' No ?Si 620/ r G? mountain t ameS- AI Research - Activities Dining Out 79% Physical Activities so% Shopping ....a?St' j. 56% Concerts L, 14% Golf iC. _:... ? 12% Cultural Events '7% r'.-. .._._....... ...! VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Vail Farmers' Market ? PROPOSED DATE(S): Every Sunday from June 18 - Sept 17 ? AMOUNT OF CASH FUNDING REQUES i r.U: $15,500 • PRODUCING ENTITY: Meadow Drive Partnership President or Executive Director's Name: Lourdes Ferzacca - President Name and Title of Person Completing the Application: Marty Stewart - Treasurer Address: Sunland Silver 100 E. Meadow Drive #20 Vail, CO 81657 Telephone: 970/479-6088 Cell: 970/390-3093 FAX: 970/479-2898 WEBSITE: www.vailfarmersmarket.com E-Mail Address: sunlandsilverizallervamsn.com Organization's tax status: For Profit Non-Profit* Not-for-Profit*_X_ Non-Profit (501 C-3), or Not-for-Profit (501 C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer ID# 74-3046250 o Does the Event benefit a charity? Yes No _X_ o If yes, please name the beneficiary: Mission Statement: Promote foot traffic on Meadow Drive Number of years your organization has been in business: four • Brief Description of the Event: Street market with around 90 tents and multiple entertainment venues, including live music, pony rides, face painting, clown, juggler and climbing wall. Estimated attendance was 75,000 in 2005. If the requested funds are approved, we project 90,000 for 2006. Hours are 9:30am - 3:00pm every Sunday Fathers' Day to the Village Oktoberfest. Almost 1/3 of the vendors are Vail businesses or local non-Y. vfi6. (Non-profits parti..,yaie free.) • Dw..be where event will be located within the Town of Vail: East Meadow Drive ]a.. Vail Road to Slifer Square, if funding is wjv...,,red. Otherwise, the market will go L.. Vail Road to Village Center. • Will any portion of the event take place outside of the Town of Vail? Yes X No if yes, please explain: • Please describe briefly how you will use the funds that you are requesting from the CSE: 1. Grow the MARKET into a major weekly FESTIVAL TOV/CSE - 1 - 2006 Application for Funds 2. Attract new visitors to Vail f v .. neighboring Summit County, f?.,in the Front Range and from I-70 thru traffic. Specifically the funds will be used to add a third music entertainment area in Slifer Square, to advertise in Summit County, the Front Range and on local radio. • Will additional in-kind services be required from the Town of Vail? Yes,-X- No If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking, traffic c.,..l.ol, 6L,-ct closures, etc. The event r;. _ _.oter will be charged for all labor, materials and equipment unless such services are specifically ex ..44.d and ar.,.. red as part of the Special Event Permit. $8,000 in kind funded by TOV Council in preliminary budget for Traffic Control at Vail Road, installing/removing bus stop and miscellaneous signs, trash removal, electrical c.,....ections, etc. In town buses must be.c,.. jted fi.,.u E. Meadow Drive to Vail Road, the f ..,..iage Road and Blue Cow Shoot. Is this a: New event Existing event X_ Number of years in existence: four Location(s) of event in previous years: East Meadow Drive • Number of participants (athletes, artists, exhibitors, etc.) anticipated 100-125 Number of volunteers needed 3 Number of event staff 3 Total Number of spectators anticipated: 90,000 Local % In-state (non-local) % Out of State % • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? Annually _ • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? $10,000 REQLnttD ATTAt.tttd ENTS (incomplete applications will not be considered): ? Detailed event budget, including all anticipated revenues and expenses. ? Marketing plan and detailed explanation of for v -sorships and media exposure. ? Previous year's event evaluation, including in :e and ?:.i..,kt.?,e stat:.k.ul (if existing event). ? Past or r..,.,;ected demob.,4:.ics of event attendees and spending. ? Brief description of potential benefits to the Town of Vail, including an estimated # of in.,..,...ental room nights and m.,.c,wed,,,,-- -g gw-,-ated. ? What return on inv;.61...ent should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and re6F,-,five positions ¦ Board of Directors and positions The CSE of p..,ciates the inclusion of any additional support materials, such as videotapes, pro&,,..s, news articles and other printed materials. TOV/CSE -2- 2006 Application for Funds PLEASE SUBMIT 15 COr utS (at least one formatted so as to be easily copied, i.e. unbound, 8 Y2 % 11 size) OF THE 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: PROPOSED DATES: Funding in the amount of Subject to the following conditions: was approved by the CSE on (date) Signature: CSE Coordinator Signature: Applicant 'P(Ab9'4AwA-r 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 c ,..6«ct stipulating the terms of the CSE's funding allocation. 1/3 of the amount upon verification of the placement of the first advertising Y3 of the amount upon the completion of the event. TOV/CSE -3- 2006 Application for Funds Detailed Event Budget: See Attached The Vail Farmers' Market Marketing elan is: - Weekly multi-page ads in Vail Daily to attract Vail Valley visitors and locals - Posters distributed to valley businesses - Ads in Summit County newspaper to attract tourists visiting Breckenridge, Dillon, Silverthorne, Keystone, Copper etc to Vail - Ads on Eagle & Summit County radio to attract visitors and locals from towns along I- 70 as well as tourists traveling through Eagle County on I-70 - Ads on a.,ui-range radio to attract front rangers and tourists headed to the mountains - Interviews and coverage on local TV - Plastic shopping bags with "Vail Farmers' Market" and logo given free to vendors & customers. - Event listing in all new ?r w ,. and web event calendars - Vail Farmers' Market Website Media Exposure: The Vail Farmers' Market has begun to in various media because of its size and reputation. - Photos of the Vail Farmers' Market appeared in the July/August, 2005 Colorado AAA magazine distributed to its 485,000 members. - A photo of Scott Carpenter signing his book at the Vail Market apps a.`,d in the Denver Post in August, 2005. - A two-thirds page photo of a jammed Vail Farmers' Market appeared on the front page of the Vail Daily in July, 2005. - Interviews and coverage on TV-8 and Plum TV Also, we have excellent relations with our many vendors and we cross-reference websites. Several report telling their customers in other markets how great the Vail Market is. We encourage that by providing free plastic shopping bags to them with the Vail Farmers' Market logo. Sponsors: Cash sponsorships are cu..c...tly of interest to only a few local businesses but interest will grow amongst consumer oriented regional/state/national companies with in.,?? ased visitors, especially when the number of visitors exceeds 100,000. The Vail Farmers' Market is on the brink of becoming famous. Meadow Drive Partnership Board of Directors: Lourdes F;..Aama - President Rayla Kundolf - Vice President Marty Stewart - Treasurer Jonathan Staufer - Secretary Laura W4..Q., - SergQ,..t at Arms TOV/CSE -4- 2006 Application for Funds Demoeranhics: We have not gathered demographic data but simple observations show the vast majority of visitors are in the 35-55 age group. With the additions in 2005 of pony rides, climbing wall, face painting, free balloons, etc we have seen an increase in families with kids. Visitor Snendina: Almost one-third of our vendors are Vail businesses. Most of them have participated year after year which is a strong indication that they are benefiting directly from market sales. A quick survey of Meadow Drive businesses showed dramatic growth in Sunday revenues since the market was founded four years ago, with almost half of those surveyed reporting that Sundays are now their best sales days. Additionally at least one business lV/VlEed that July was now the best sales month of the entire year. Return on Investment: The Vail Farmers' Market ,k,. .rides vendor sales taxes/fees as well as a 1..l c in.,r,",,e in sales taxes from many local businesses. It attracts locals and down-valley residents who would otherwise not visit Vail on Sundays. Once here, they stroll though other parts of Town and visit many businesses. The market also ?Jlv aides a community meeting place for locals and a significant income source for local non-profits- The greatest contribution, however, may be that the Vail Farmers' Market provides an enjoyable family activity for visitors every Sunday L1V311 mid-June to mid-September. Despite the growth in summer events, the 2005 events calendar included relatively few non-impact daytime activities to keep visitors in Vail on Sundays, :,?r.:.V:ally those with kids. And, once visitors get into their vehicles to search for something to do, they leave Vail and Vail businesses lose a significant opportunity for sales. Put simply, the Vail Farmers' Market helps to keep visitors in town. With the planned growth, it will AL,,ct additional visitors to Vail. The requested funding will be used to - aLL ct visitors who are lodging in other mountain communities or just passing through to visit Vail. - accelerate the market's growth into a major weekly festival which will .,.te a significant visitor attraction every weekend. - t,.,- aide a significant base of visitors who can attend newer or lesser known Sunday events, some funded by the CSE. TOV/CSE -5- 2006 Application for Funds VAIL FARMERS' MARKET BUDGET 2005 2006 MARKET MARKET REVENUE VENDOR FEES $21,096 $24,000 CSE $0 $15,500 SPONSORS $2,000 $2,000 IN KIND SERVICES $17.000 $19.100 ** TOTAL REVENUE $40,096 $60,600 EXPENSES ADVERTISING $5,929 $13,000 MAPS & POSTERS $373 $400 ENTERTAINMENT $8,080 $16,000 INSURANCE $1,100 $1,200 WEBSITE $365 $400 SUPPLIES $5,722 $6,000 PAID SERVICES $500 $1,500 MANAGEMENT $0 $1,000 MISCELLANEOUS $2,108 $2,000 IN KIND SERVICES $17.000 $19.100 TOTAL EXPENSES $41,177 $60,600 PROFIT/LOSS ($1,081) $0 ** IN-KIND SERVICES TOV - traffic control, signs, etc $7,500 $8,000 JAZZ FESTIVAL - music $8,500 $10,000 STORAGE $1.000 $1.100 TOTAL $17,000 $19,100 CSE SAVINGS - SLIFER SQUARE $0 $5,000 OFFICE OF THE SECRETARY OF STATE OF THE STATE OF COLORADO CERTIFICATE I, Ginette Dennis, as the Secretary of State of the State of Colorado, hereby certify that, according to the records of this office, MEADOW DRIVE PROPERTIES is a Nonprofit Corporation formed or registered on 05/22/2002 under the law of Colorado, has complied with all applicable requirements of this office, and is in good standing with this office. This entity has been assigned entity identification number 20021138330 - This certificate reflects facts established or disclosed by documents delivered to this office on paper through 10/06/2005 that have been posted, and by documents delivered to this office ele.,l.,,.>ically through 10/12/2005 @ 12:39:53 - I have affixed hereto the Great Seal of the State of Colorado and duly generated, executed, authenticated, issued, delivered and c,,._._,,.unicated this official certificate at Denver, Colorado on 10/12/2005 @ 12:39:53 pursuant to and in accordance with applicable law. This certificate is assigned Coy&- "... Lon Number 6323500. Secretary of State of the State of Colorado *s***s**ss*****s**s****s*****ss*s*******End of Certificates:*****s****s**:::ssss***ssss******s*ss* Notice- A certificate issued electronically from the Colorado Secretary of State's Web site is fully and immediately valid and effective. However, as an option, the issuance and validity ofa certificate obtained electronically may be established by visiting the Certificate Confirmation Page of the Secretary of State's Web site, h1a,, , ?, I"Y' w) s. wurr.ro.us.phi--('ertitiruncSeun h( I ircriu.do entering the certificate's confirmation number displayed on the certificate, and.following the instructions displayed. Confirming the issuance ofa certificate is merelv optional and is not necessary to the valid and effective issuance ofa certificate. For more information, visit our Web site, hip: "tiro ?r.stn.> rure., , io r click Business Center and select "Frequently Asked Questions. " CERT GS D Revised 09/22/2005 • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • i • • • • • • • • • • • • • Dear Special Event Commissioner: We are pleased to present this request for funding to the Town of Vail's Commission on Special Events for consideration in the 2006 budget. The Board of Directors of the Taste of Vail are proposing to create, market and manage a food and wine event August 24 -28, 2006. The last weekend in August is still a very soft weekend in our otherwise busy June - September summer season. It has become even more challenging to fill over the past few years, primarily. due to the change in the start of the school year for many students nationwide. The Taste of Vail would provide an event that brings winemakers, guests and industry professionals from throughout the west. The event would be marketed as a long weekend event, much like the April event was 16 years ago. Currently the Taste of Vail has many more winemakers interested.in our April event than we can accommodate. This new event would provide an option to those winemakers that we couldn't accommodate in April to present their products to the very lucrative Vail market. Recent efforts for a food & wine event in the summer have not been as successful as the Taste of Vail believes are possible. We have identified several key reasons why the Taste of Vail is positioned to make this event a success for the entire Vail community. 1. We have an existing database of over 200 wineries to insure that we will bring Winemakers into the town, at their expense, for a 3-night hotel stay. The Taste of Vail attracts the Winemakers & Principal Owners, primarily from California, who travel at their own expense and utilize our lodging; other organizations do not have this relationship that drives revenue. 2. We will create a schedule that will encourage, not hinder existing restaurant business levels. It has been noted that the timing of "Gourmet on Gore" reduced the number of diners at several Vail Village restaurants for the Saturday of Labor Day weekend. 3. We have the necessary guest history for a successful marketing campaign to bring guests in for a 2-night hotel stay from throughout the region. The "Taste of Vail" has a very loyal Front Range following that are expected to support this event. 4. We will begin to market this event in April to destination attendees. As with our April event, The Summer Taste of Vail will be geared toward the consumer with an emphasis on quality. We will work with Wineries and Restaurants that already are familiar with the caliber of event that is "Taste of Vail". There will be a "Sponsors Tent" that will actually be a cluster of the pop-up event tents, ideally on Gore Promenade/International Bridge. "Sponsors" will be solicited from both food & wine supply; Cookware, Linen, Kitchen Equipment etc. and from "Vail Lifestyle" vendors; Fly Fishing, Mountain Biking, Kayak, Climbing etc. This sponsor area will Page 1 of 5 www.tasteofvaii.com 10/14/2005 SOT' also feature a variety of musical entertainment. Wine Tasting and Food Sampling will be available at designated times as well. The creation of this event is reliant on support from the Town of Vail. The Taste of Vail Board is a working volunteer board that will bring their experience and industry contacts to the table, and into the creation of a successful event. Winter Profile Attendance Fiaures More than 5,000 attendees were involved with the 2005 Taste of Vail. Where Taste of Vail attendees came from Colorado 44% New Jersey 2% California 8% Michigan 2% Illinois 4% Ohio 2% Florida 4% Georgia 2% Texas 4% Other States 22% New York 4% International 2% Summer Expected Profile Attendance Figures Anticipated Summer Taste of Vail attendees will come from Colorado 73% Texas 2% California 4% New York 2% Illinois 2% Other States 15% Florida 2% International 0% Local Sr)endina Proiections Hotel Room Revenue Thur Fri Sat Sun Total Winemakers 20 20 20 c/o 60 Guests 5 20 20 c/o 45 105 Rate $125 $13,125 4.5% Tax $591 Page 2 of 5 www.tasteofvaii.com 10/14/2005 Restaurant & Retail SDendina . The Schedule will be designed so that on Saturday night attendees will have the opportunity to dine at the participating Vail Restaurants. There will be incentives provided to encourage this. On Friday & Saturday a late night "Bridge Street Shuffle" will be featured. These events will be similar to the Martini Mix Off and will provide incentives/discounts for entrance to those who have ticket stubs/receipts from dining in the village at participating restaurant. These events will be marketed locally and targeted at a younger demographic. Restaurant/Retail Incremental Revenue Guest Counts SponsorsNVineries Out of Town Guests Locals Bar/Restaurant Retail 40 80 80 10 160 160 200 200 50 440 440 $60 $35 $20 $60 $55 $3,000 $24,200 $65 $15 $20 $85 $15 $37,400 $3,600 4.5% Tax 200 330 400 $68,200 $3,069 The "out of town guest count" includes the many Denver 2nd homeowners that currently support the April Taste of Vail event and are expected to support this event as well. There will be many more guests that will enjoy elements of this event. Their presence is forecast into the event ticket sales. These figures are based only on guests.that come into Vail specifically to participate in this event. The Taste of Vail has engaged "Sales Fuel" for the marketing of our winter event, should the Town of Vail chose to support this summer effort "Sales Fuel" will be hired for the creation and branding of this event as well. Page 3 of 5 www.tasteofvall.com 10/14/2005 • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • >11: 07 f; Taste of Vail Board of Directors Board Members President Susan Fritz, Owner Sapphire Restaurant, Vail Members TJ Armstrong, Owner Blus Restaurant, Vail Paul Frezacca, Owner LaTour Restaurant, Vail Mike Friery, Director on Mountain Dining, Vail Resorts, Vail Cary Hogan, Owner Avon Liquors, Avon Staff Amy Phillips, Event-Administrator, Part Time Amy Oberly, Event Facilitator, Part Time 2006 Town of Vail Funding Request $ 40,000 Cash Donation: • Twenty Complimentary Full Event Passes, or equivalent • Ten Gift Packs • Logo inclusion in printed Taste of Vail advertising • Sponsor supplied identification banner to be placed by Taste of prominent strategic locations • Inclusion on Street Banners placed in high visibility locations Vail/Lionshead area • Town of Vail Logo on all event tents (only if available from April event) Page 4 of 5 www.tasteofvaii.com Vail in in the 10/14/2005 2006 Summer Event Schedule Thursdav. Auaust 24, 2006 • 2:00pm - 6:00pm Winemaker Registration Fridav. Auaust 25. 2006 • 12:00pm - 5:00pm Taste of Vail sponsor tents open . o International Bridge/Gore Promenade • 5:00pm - 9:00pm Progressive Dinner o Vail Village Restaurants • 10:00pm - 12:00pm Bridge Street Shuffle Saturdav, Auaust 26. 2006 • 10:00am - 5:00pm Taste of Vail sponsor tent open o International Bridge/Gore Promenade • 12:00pm - 3:00pm Taste of Vail Culinary Competition Gore Creek Promenade Gore Creek Drive Bridge Street • 3:00pm - 4:00pm Culinary Judging o Sponsor Tent • 4:00pm - 5:00pm Taste of Vail Culinary Competition Awards • 7:00pm - 10:00pm Dinner at Participating Vail Restaurants • 10:00pm - 12:00pm Bridge Street Shuffle Page 5 of 5 www.tasteofvaii.com 10/14/2005 2006 SUMMER TASTE OF VAIL Budget Projections RFVF.NUF. Sponsor Revenue Town of Vail Colorado Beef Board Wine Spectator Amex Misc. Restaurant Revenue Winery Revenue Ticket Revenue Tasting Punch Cards Progressive Dinner Colorado Cookoff Soft Good Revenue Cost of Sales Sales Taxes Total n eerating Revenue FVFNT FXPF.hM Event Expenses Security Friday Saturday Sponsor Tent Village Progressive Dinner Colorado Cook Off Bridge Street Shuffle Musical Production Other Event Costs Banners & Signage Advertising & Promotion Advertising Marketing Printing Website General & Admin Expense Administration Fee Bank Charges/CC Commissions Insurance License & Fees Postage Total nneratina Fvnense Profit or Loss $60,000 $40,000 $5,000 $5,000 $5,000 $5,000 $0 $4,000 $37,200 $7,200 $10,000 $20,000 $2,500 (51,500) ($1,787) $100.414 $42,500 $2,500 $3,000 $3,500 $7,500 $10,000 $5,000 $6,000 $2,000 $3,000 $28,000 $7,000 $15,000 $4,000 $2,000 $24,300 $20,000 $1,000 $2,500 $500 $300 S94_900 $5,614 OFFICE OF THE SECRETARY OF STATE OF THE STATE OF COLORADO CERTIFICATE I, Ginette Dennis, as the Secretary of State of the State of Colorado, hereby certify that, according to the records of this office, TASTE OF VAIL, INC. Is a Nonprofit Corporation formed or registered on 12/06/1990 under the law of Colorado, has complied with all applicable requirements of this office, and is in good standing with this office. This entity has been assigned entity identification number 19901106105 . This certificate reflects facts established or disclosed by documents delivered to this office on paper through 10/05/2005 that have been posted, and by documents delivered to this office electronically through 10/11/2005 @ 07:13:07 . I have affixed hereto the Great Seal of the State of Colorado and duly generated, executed, authenticated, issued, delivered and communicated this official certificate at Denver, Colorado on 10/11/2005 @ 07:13:07 pursuant to and in accordance with applicable law. This certificate is assigned Confirmation Number 6322073 . Secretary of State of the State of Colorado ****s****s**ss**s*sss****s*ss****ssss***End of Certificate***ssssss**sssss****s*sss***s*ss*ss*ss** Notice: A certificate issued electronically from the Colorado Secretary of State's Web site is fullv and immediately valid and effective. However, as an option, the issuance and validity of a certificate obtained electronically may be established by visiting the Certificate Confirmation Page of the Secretary of State's Web site. ., . II - "i „ entering the certificate's confirmation number displayed on the certificate, and following the instructions displayed. Confirming the issuance of a certificate is merely oytional and is not necessan, to the valid and effective issuance ofa certificate. For more information. visit our Web site, click Business Center and select "Frequently Asked Questions. " CERT GS D Revised 09/22/2005 r VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: Taste of Vail, Summer Event ? PROPOSED DATE(S): Friday, August 25, 2006 - Sunday, August 27, 2006 ? AMOUNT OF CASH FUNDING REQUESTED: $ 40,000.00 • PRODUCING ENTITY: Taste of Vail President or Executive Director's Name: Susan Fritz Name and Title of Person Completing the Application: Amy C. Phillips Address: PO Box 5663, Vail CO 81658 Telephone: 970-926-5665 Cell: 970-331-1645 FAX: 970-926-5640 WEBSITE: www.tasteoNail.com E-Mail Address: Aimissvail,cJi),aol.com: info@tasteofvail.com Organization's tax status: Non-Profit XXX Tax payer ID# 19 901 106 105 o Does the Event benefit a charity? Yes No _XX_ o Any profits received will be rolled into creating and marketing the following years summer event. The April Taste of Vail took 3 years to become fully funded. Mission Statement: The Taste of Vail showcases the lifestyle of the Vail Valley; a passion for fine food and wine while also enjoying world class recreational amenities in one of natures most spectacular settings. Since its creation in 1990, the Taste of Vail has had the privilege of providing the food & wine community with a vast array of world-class events. Taste of Vail has become recognized as one of the premier culinary and wine festivals in the country, while also generating significant funding for local charities in the process. This event is dedicated to sustaining and enhancing this lifestyle from an educational and community-based perspective enriching the Vail Valley community. The Taste of Vail cultivates the vital spirit that is the Vail Valley. We all treasure the lifestyle the valley provides, no matter whether it is for a weekend or a lifetime. Number of years your organization has been in business: 16 • Brief Description of the Event: The Taste of Vail is a celebration of the outstanding food, wine and culture that is abundant in beautiful Vail, Colorado. This event will create a summer experience to introduce a new group of consumers to the essence of the "Taste of Vail" held each April. It will also introduce our current winter guests to the abundant offerings that are summer in the mountains. • Describe where event will be located within the Town of Vail: Friday, August 25, 2006 Vendor Showcase - Gore Creek Promenade Progressive Dinner - Vail Village Restaurants Bridge Street Shuffle - Vail Village Bars Saturday, August 26, 2006 Vendor Showcase - Gore Creek Promenade Taste of Vail Cookoff - Vail Village Bridge Street Shuffle - Vail Village Bars • Will any portion of the event take place outside of the Town of Vail? Yes XXX No If yes, please explain: • Please describe briefly how you will use the funds that you are requesting the CSE: The Taste of Vail will create & market this summer event. As a non profit volunteer organization the Taste of Vail Board of Directors are dedicated to providing their experience and industry contacts to creating an event to fill this hole in Vail's summer business, however they will rely on the CSE funding to insure that they are not required to also fund the event out of pocket, as they did the first few years of the April event. • Will additional in-kind services be required from the Town of Vail? Yes 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. The event promoter will be charged for all labor, materials and equipment unless such services are snecifically exempted and approved as part of the Special Event Permit. Street Closure in the village core will be needed along with fencing etc. to delineate the event boundaries. Waste removal support will also be requested. Banner Placement and Auto Sponsor placement within the Town (Vail Village Preferred) • Is this a: New event XXX Existin g event • Number of years in existence • Location(s) of event in previous years: Atendee/Staffing Details: Taste of Vail Cookoff Total 2-Day Event Number of participants (Restaurants, Wineries, Musicians) 45 60 Number of volunteers needed 20 50 Number of event staff (includes Security) 20 25 Total Number of spectators anticipated 1500 2000 Local 35% In-state (non-local) 38% Out of State 27% Demographics: Event attendees fall directly in line with the Town of Vail's desired target demographics, but these are also people that will potentially return to the Vail Valley at other times during the year. Ticket Sales: Taste of Vail participants reside in 7 of the top 10 markets for both Vail Resorts and the VVCTB. • If possible, would you intend to host the event in Vail beyond 2006? Yes XX • If yes, for how many years beyond 2005? Indefinitely • Do you anticipate requesting funding from the CSE next year? Yes XX • If yes, in what amount? ? The Taste of Vail will determine future-funding requests based on financial success of the 2006 event and new ideas that may come to light to create a new event that will have the longevity of the April Taste of Vail 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 ¦ 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 Vx 11 size) OF i rm 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: Taste of Vail Summer Event (I promise it will get a catchier title if funded) PROPOSED DATES: Thursday, August 24 - Sunday, August 27, 2006 Funding in the amount of was approved by the CSE on (date) Subject to the following conditions: 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. a a Ea-gle Valley vents TO: Commission on Special Events, Town of Vail FROM: Laurie Asmussen RE: 2006 Holidays in Vail funding request DATE: March 28, 2006 Dear Commission members: I apologize that I am not able to appear before you today as I am out of town this week, however, my colleague JoAnn Moore has agreed to attend the meeting on behalf of the 2006 Holidays in Vail event. As we recently reviewed, the Holidays in Vail event currently spans a 5-week time period ranging from Thanksgiving weekend through New Year's Eve. We have found, through the years, that what had been successful in the past may not hold true now. The conclusion is that we need to change this event in order to grow it. The feedback from the general business community, in both Lionshead and Vail Village, was for the following to occur: • Combine both Lionshead and Vail Village tree lightings onto one evening-closer to the Christmas holiday • Create a "parade of lights" to stretch from Lionshead into Vail Village • Keep entertainment in both venues that appeals to families • Expand the New Year's Eve fireworks display to two displays-one to compliment the Torchlight Parade and the second to signal the arrival of midnight. Keep a funding level of $1.0,000 for fireworks. We appreciate the initial funding decision of $25,000 for this event, and we can meet some of the goals with this amount, however, in order to meet additional goals listed above, specifically the parade of lights idea; we will need the entire amount. Therefore, I respectfully request you review the original funding request of $40,000 for this event. Thank you for your consideration. 2006 Holidays in Vail Event Overview Requested Event Dates: November 25 - Kickoff/Light up Vail Weekends: December 2-3 December 9-10 December .16-17 December 22-23 December 31 Location: Vail Village; Lionshead; Golden Peak Event Goals: • Kickoff event on Thanksgiving weekend to coincide with the traditional holiday shopping season • Create "Light up Vail" a tree-lighting as well as a parade of lights throughout Town to appeal to draw shoppers into town • Create merchant promotions program to run the entire four-week time period to compliment the traditional holiday events of visits with Santa • Enhance the New Year's Eve fireworks show/torchlight ski down with music and a larger fireworks display Estimated Attendance: 15,000 Benefits of Holidays in Vail: • Provides a series of ambient events for visitors to Town • Provides a creative way for business owners to promote holiday shopping season and become involved in cross-promotion opportunities • New Year's Eve fireworks and torchlight ski down attracts guests of all ages and creates sense of community within the Village Projected Demographics/Spending: Holidays in Vail attracts families of all ages in a traditional family- oriented time period. The addition of holiday promotions within the retail community, especially the first two weeks of December, hopes to drive additional spending in town. 2006 Holidays in Vail Proposed Event Budget Revenues: CSE Contribution $ 40.000 Total Projected Revenues: $ 40,000 Expenses: Advertising/Promotions $ 2,200 Printing/posters/brochures Newspaper ads Event supplies 4,500 Signage Street banners Children's activities Decorations/candles Operating Expenses 12,500 Entertainment Stage/Sound Rental Equipment Rental Children's Entertainment Security Fireworks 10,000 Administrative Expenses 9,600 Staffing Management Fee Permits Insurance 850 Total Projected Expenses: $ 39,650 2006 Holidays in Vail Marketing Plan/Potential for Sponsorship Components of Marketine Plan: • Direct Mail Postcards alerting businesses of event promotions and schedule of events for holiday season. • Newspaper Advertising An advertising schedule will run in Vail Daily. The ad will list the event promotions, fireworks show, and associated children's activities for the month. Web presence www.holidavsinvail.com lists all activities for Holidays in Vail. • Town of Vail website Holidays in Vail has a link on the TOV website listing all event activities and contact information. • Event posters Posters listing a complete event schedule with distribution throughout Eagle County Public Relations potential: The Town of Vail public information office assists with public relations for this event; however, Eagle Valley Events, Inc. will pursue a contract with an independent public relations agency for Holidays in Vail. Sponsorship Potential of Holidavs in Vail: With a fresh approach to the events offered, Holidays in Vail has potential for local sponsors. The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. Clearly, this event is an ambient event for our residents and visitors. The enhancement of the New Year's Eve schedule is imperative to attracting additional event sponsors. Return on Investment to the Town of Vail: This event serves as an ambient event that takes place over a five-week time period with the hope that guests will make plans to return at a later date. 2006 Holidays in Vail Event Overview Requested Event Dates: November 25 - Kickoff/Light up Vail Weekends: December 2-3 December 9-10 December 16-17 December 22-23 December 31 Location: Vail Village; Lionshead; Golden Peak Event Goals: • Kickoff event on Thanksgiving weekend to coincide with the traditional holiday shopping season • Create "Light up Vail" a tree-lighting as well as a parade of lights throughout Town to appeal to draw shoppers into town • Create merchant promotions program to run the entire four-week time period to compliment the traditional holiday events of visits with Santa • Enhance the New Year's Eve fireworks show/torchlight ski down with music and a larger fireworks display Estimated Attendance: 15,000 Benefits of Holidays in Vail: • Provides a series of ambient events for visitors to Town • Provides a creative way for business owners to promote holiday shopping season and become involved in cross-promotion opportunities • New Year's Eve fireworks and torchlight ski down attracts guests of all ages and creates sense of community within the Village Projected Demographics/Spending: Holidays in Vail attracts families of all ages in a traditional family- oriented time period. The addition of holiday promotions within the retail community, especially the first two weeks of December, hopes to drive additional spending in town. 2006 Holidays in Vail Proposed Event Budget Revenues: CSE Contribution $ 40.000 Total Projected Revenues: $ 40,000 Expenses: Advertising/Promotions $ 2,200 Printing/posters/brochures Newspaper ads Event supplies 4,500 Signage Street banners Children's activities Decorations/candles Operating Expenses 12,500 Entertainment Stage/Sound Rental Equipment Rental Children's Entertainment Security Fireworks 10,000 Administrative Expenses 9,600 Staffing Management Fee Permits Insurance 850 Total Projected Expenses: $ 39,650 2006 Holidays in Vail Marketing Plan/Potential for Sponsorship Components of Marketinu Plan: • Direct Mail Postcards alerting businesses of event promotions and schedule of events for holiday season. • Newspaper Advertising An advertising schedule will run in Vail Daily. The ad will list the event promotions, fireworks show, and associated children's activities for the month. • Web presence www.holidavsinvaii.com lists all activities for Holidays in Vail. • Town of Vail website Holidays in Vail has a link on the TOV website listing all event activities and contact information. • Event posters Posters listing a complete event schedule with distribution throughout Eagle County Public Relations potential: The Town of Vail public information office assists with public relations for this event; however, Eagle Valley Events, Inc. will pursue a contract with an independent public relations agency for Holidays in Vail. Sponsorship Potential of Holidavs in Vail: With a fresh approach to the events offered, Holidays in Vail has potential for local sponsors. The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. Clearly, this event is an ambient event for our residents and visitors. The enhancement of the New Year's Eve schedule is imperative to attracting additional event sponsors. Return on Investment to the Town of Vail: This event serves as an ambient event that takes place over a five-week time period with the hope that guests will make plans to return at a later date. VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information EVENT: a+D L-I DAA4 S W VA I L-- ? PROPOSED DATE(S): NOV ?c ° brc - 3/ . ? AMOUNT OF CASH FUNDING REQUESTED: 440 tee D PRODUCING ENTITY: ?A&I,C' VAU-04 FV-EXYTS, I NC - President or Executive Director's Name: LikeP -a SYYl U S ? Name and Title of Person Completing the Application: SAw1 E As APP bV e Address: tom. G • BMX I IS ?F_A & UE , Lo 1 Lo 3 Telephone /3aS I Cell: /3'7 '3-ISloFAX WEBSITE E-Mail Address: L1Utxiv _ ?Gl i I? S fe sti ua_P • ?v m Organization's tax status: For Profit ? Non-Profit* Not-for-Profit* Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current State Department of Revenue Certificate with this application. Tax payer lD# o Does the Event benefit a charity? Yes v' No o If yes, please name the beneficiary: W6HIA-6- 5FtL1,?bP AP 1 Mission Statement: 7V PIZ & DU CE OA-&I -1V FE r l VA-L_S &I VA-1 L- GbP- j:!SPFG174-Ar k-, t)F GIi? ' Rf . Number of years your organization has been in business: (6 ? Brief Description of the Event: -M-r-K-7 U FNS !? J? _? Iz?7U ?5 A-l"77 L? l T! "?S F I P-&-- o)Z, ? Describe where event will be located within the Town of Vail: L I M_4N4A-D M-A LL_ ?I.AI lL VI L1?6-? r-sDl_l?? "??K I)oNGVA-tJ PAV I U O /\l ? Will any portion of the event take place outside of the Town of Vail? Yes ? No If yes, please explain: TOWSE -5- 2006 Application for Funds Please descnbe briefly how you will use the funds that you are requesting from the CSE. oh i A-LL GI3 BUT Pi? GI?.U IO J t i tc i /?l ?'!'l Ft 2EWt?1°_KS - AA-IOTA V I i-L46-F- - (,1G i-r It P f/A-1 L PP--OM D -n l) N i / Will additional in-kind services be required from the Town of Vail? Yes ? No 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. The event promoter will be charged for all labor, materials and equipment unless such services are snecifically exempted and approved as part of the Special Event Permit. F "?A4e eoEr;;:? A i I A64-? E-b 71 Is this a: New event Existing event v"' Number of years in existence Location(s) of event in previous years: UofJe ?N ee:'C LbE-Ni pc?Ak- k/Al 1, if I L-LAke Number of participants (athletes, artists, exhibitors, etc.) anticipated GO Number of volunteers needed Number of event staff I z:5- Total Number of spectators anticipated 10, Dnn Local % In-state (non-local) ?;< % Out of State !9D % If possible, would you intend to host the event in Vail beyond 2005? Yes I/ No If yes, for how many years beyond 2005? Do you anticipate requesting funding from the CSE next year? Yes ? No If yes, in what amount? Om 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 in.,......ental room nights and increased spending generated ? What return on investment should the Town of Vail expect? ? Organization rosters naming: ¦ All officers and respective positions ¦ Board of Directors and positions TOV/CSE -6- 2006 Appheation for Funds The CSE appreciates the inclusion of any additional support materials, such as videotapes, pros.a.-s, news articles and other j,.-'tad materials. PLEASE SUBMIT 15 COPIES (at least one formatted so as to be easily copied, Le. unbound, 8 % x 11 size) OF THE 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: PROPOSED DATES: Funding in the amount of was approved by the CSE on (date) Subject to the following conditions: 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. TOWSE -7- 2006 Application for Funds 0.(-. Eagle Valley E ts, 2006 Holidays in Vail Event Overview Requested Event Dates: Location: Vail Arts Festival Event Consulting, Planning, Production and Management November 25 - Kickoff/Light up Vail Weekends: December 2-3 December 9-10 December 16-17 December 22-23 December 31 Vail Village; Lionshead; Golden Peak Event Goals: • Kickoff event on Thanksgiving weekend to coincide with the traditional holiday shopping season • Create "Light up Vail" a tree-lighting as well as a parade of lights throughout Town to appeal to draw shoppers into town • Create merchant promotions program to run the entire four-week time period to compliment the traditional holiday events of visits with Santa • Enhance the New Year's Eve fireworks show/torchlight ski down with music and a larger fireworks display Estimated Attendance: 15,000 Benefits of Holidays in Vail: • Provides a series of ambient events for visitors to Town • Provides a creative way for business owners to promote holiday shopping season and become involved in cross-promotion opportunities • New Year's Eve fireworks and torchlight ski down a«.acts guests of all ages and creates sense of community within the Village Projected Demographics/Spending: • Holidays in Vail a[Lacts families of all ages in a traditional family- oriented time period. • The addition of holiday promotions within the retail community, especially the first two weeks of December, hopes to drive additional spending in town. EAGLE VALLEY EVENTS, INC. I PO Box 115 Eagle, Colorado 81631 phone 970.376.3756 1 fax 970.328.5681 1 laurie@vailartsfestival.com 2006 Holidays in Vail Request for In-Kind Services from the Town of Vail Public Works: Police: Bus System: • Decoration of all trees/Town facilities to be lit by Thanksgiving weekend. • Provide assistance with electrical needs of all tree lighting areas (Lionshead and Vail Village) and training in all areas. • Provide assistance with set-up of Santa in Lionshead and Vail Village (electricity availability for heaters) and locations of each. • Hang event banners/street banners in apjv..ved locations. • Deliver barricades to designated spectator viewing locations. • Provide 10 event boxes/liners for each Tree Lighting. • Provide snow removal from designated spectator viewing areas. • Provide assistance with street closures and traffic control along designated roadways for parade of lights route at designated time. Provide assistance with traffic c.,.Ljl along F.„utage Road for parade line-up. • Provide assistance with Dignitaries/President Ford and family at Vail Village Tree Lighting, including re-routing of traffic, etc. • Provide routine patrol at Tree Lightings and New Year's Eve fireworks show (Golden Peak). • Re-route buses around parade of lights route and tree lighting areas during event times (limited to approx. 1 V2 hours). 2006 Holidays in Vail Proposed Event Budget Revenues: CSE Contribution $ 40.000 Total Projected Revenues: $ 40,000 Expenses: Advertising/Promotions $ 2,200 Printing/posters/brochures Newspaper ads Event supplies 4,500 Signage Street banners Children's activities Decorations/candies Operating Expenses 12,500 Entertainment Stage/Sound Rental Equipment Rental Children's Entertainment Security Fireworks 10,000 Administrative Expenses 9,600 Staffing Management Fee Permits Insurance 850 Total Projected Expenses: $ 39,650 2006 Holidays in Vail Marketing Plan/Potential for Sponsorship Comnonents of Marketine Plan: • Direct Mail Postcards alerting businesses of event v..,...otions and schedule of events for holiday season. • Newspaper Advertising An advertising schedule will rim in Vail Daily. The ad will list the event r.._otions, fireworks show, and associated children's activities for the month. • Web presence www.holidavsinvail.com lists all activities for Holidays in Vail. • Town of Vail website Holidays in Vail has a link on the TOV website listing all event activities and contact information. • Event posters Posters listing a complete event schedule with distribution throughout Eagle County Public Relations potential: The Town of Vail public information office assists with public relations for this event; however, Eagle Valley Events, Inc. will pursue a contract with an independent public relations agency for Holidays in Vail. Sponsorship Potential of Holidavs in Vail: With a fresh approach to the events offered, Holidays in Vail has potential for local sponsors. The potential non-profit tie-in offers additional potential to attract local business sponsors to this event. Clearly, this event is an ambient event for our residents and visitors. The enhancement of the New Year's Eve schedule is imperative to attracting additional event sponsors. Return on Investment to the Town of Vail: This event serves as an ambient event that takes place over a five-week time period with the hope that guests will make plans to return at a later date. 2004 Holidays in Vail Post-Event Recap To Commission on Special Events Event Dates: November 27-December 31, 2004 Venue: Lionshead Mall & Vail Village Estimated Attendance: 4,000 Event Elements: Two tree lightings were held. The first in Lionshead Mall on November 27; the second'in Slifer Plaza in Vail Village on December 18. Attendance at Lionshead was up from the 2003 event and attendance at Vail Village was slightly down from 2003. Visitors were able to visit with Santa and his elves in both Lionshead and Vail Village each weekend leading into the Christmas week. Complimentary Polaroid photos of children with Santa were taken of each guest. (Complimentary candy canes were given out to all guests). Continued tradition of fireworks on New Year's Eve at Golden Peak following Torchlight Ski Down. A diverse mixture of local entertainers were hired for some of the weekends with Santa, as well as at each tree lighting and were crowd favorites throughout the duration of the event. Event Revenues: $20,000 CSE funding Event Operating Expenses: Advertising/Promotions $ 4,161 Event supplies 5,258 Operating Expenses 6,313 Fireworks 5,000 Administrative Expenses 2,110 Insurance 1,538 Town of Vail fees 250 Total Expenses: $24,630 Event Marketing Plan: • Holidays in Vail event schedules were hand-delivered to all businesses in both Vail Village and Lionshead. Radio advertising included ads on the following stations: In Eagle County, Summit County, and Glenwood Springs KTUN Radio KSKE Radio KCHC Radio KZYR Radio • Newspaper ads were run 4 times/week in the Vail Daily and weekly in the Vail Trail to promote the events. Looking forward... We recognize we have a challenge in changing the perception of this event from the "Ford's Tree Lighting" into Vail's Tree Lighting. We need to create more unique ways to recruit greater merchant involvement around the shopping theme. Merchant involvement may create more merchant-sponsored activities within the event. Greater involvement may create a tie-in of a series of smaller events into the existing month-long event centered around the "Holidays in Vail" theme. Budget will remain to be an issue as more expectations are raised within the merchant community. Examples of items needed to improve this event are: ¦ Incentives for participation ¦ A more creative "structure" for Santa to reside on weekends, keeping with the theme ¦ Specific activities targeted to families and separate activities targeted to the 21-29 age group ¦ Possible charitable tie-in for all activities related to this event Submitted by Laurie Asmussen, Eagle Valley Events, Inc. W5/05 2006 Holidays in Vail Organization Roster Event Producer: Eagle Valley Events, Inc. Laurie Asmussen, Owner Additional Staff: Event staff: JoAnn Moore Victoria Hartman Cindy Lagace Anna Williams Noel Lagace Addie Lagace Sydney Williams Plus: Temporary event staff for parade of lights MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, March 28, 2006 at 9:00 a.m. Members present: Robert Aikens, Ian Anderson, Stephen Connolly (arrived late), Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. Others Present: Faye Ferry, Joanne Moore, Rick Scalpello, Joe Blair, Pam Brandmeyer and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:05 a.m. Motion to approve the minutes of the meeting of February 21, 2006, as presented. M/S/P: Richard tenBraak, Robert Aikens, Unanimous. Motion to approve the minutes of the special meeting held on March 24, 2006, as presented by Stephen Connolly- typographical errors noted. MIS/P: Robert Aikens, Richard tenBraak, Unanimous. Formal Adoption of the 2006-2009 CSE Strategic Plan: Sybill reported that she and Stephen Connolly had presented the plan to the Town Council at their work session on March 25. The council indicated their approval of the plan and directed that the next discussion with the CSE include looking at multiple year contracts for larger events such as the TEVA Mountain Games and Oktoberfest. Sybill stated that there s"..ed to be support for moving forward with the • Special Event Handbook, particularly with the use of a Web-based format, and that some council members suggested the possibility of seeking mid-year funds in June for the project. CSE members requested that this item be put on the April agenda for discussion and development of an RFP. Kaye Ferry offered that the VCBA might be able to do some of the work on the project during the months of May and June. Stephen Connolly arrived during the report. Motion to adopt the 2006-2009 Commission on Special Events Strategic Plan, as presented. MIS/P: Stephen Connolly, Scott Stoughton, Unanimous. Coordinator Report: • Financial Report: Sybill distributed the latest spreadsheet showing the status of all funding allocations and contracts and noted the balance of undistributed funds is $53,750, due to the fact that postponement of the Convergence Festival until 2007 has returned $50;000 to the budget. • Sybill reminded the members of the meeting w/John Zaring on Friday, March 31 at 10:00 am in the TOV Small Conference Room. The purpose of the meeting is to discuss how the remaining $25,000 funding allocation for the Urban Convergence Festival of Fashion and Music will be used to develop the event for August of 2007 and to receive an update on the progress of sponsorship acquisition for the event. • Terry Brady of the Vail Valley Foundation has requested time on the next agenda to present an overview and possible funding request for a major Cycling Event which the Foundation is pursuing for September of 2007. CSE members agreed by consensus that • they would like to hear the presentation, but that any request for funds would only be considered during the regular fall funding process. CSEIsn Minutes: March 2S, 2006 Pa2c 1 of4 :a 's i f r • Merv Lapin has requested an opportunity to talk with the CSE about sending a group from Vail to the Harbin, China Ice Festival, scheduled for Jan 5-Feb 15, 2007, to evaluate the possibilities of a similar event in Vail. He is tentatively scheduled to present the idea at the CSE meeting on April 25. • Conference Center Funds: Pam Brandmeyer, assistant town manager, kicked off a discussion about how the Town should reallocate the remaining funds from the conference center tax. and distributed a summary describing the Town's efforts to gain public input regarding reallocation of the Conference Center tax proceeds. So far, the town council has provided direction that the money should be allocated to achieve two goals: one, to increase occupancy in Vail's lodging community and two, to support overall economic activity in Vail. According to Pam, arr,.?ximately $5.1M was collected from the lodging tax and $5.4 M, was collected from the sales tax. $2.5M was spent on research, design, planning and financing; leaving $7.7M in the fund. She stated that an affirmative vote of the people is a requirement prior to any use of the funds, including the interest on the balance, although there is no time limit on how long the funds can be held if they are not expended. She invited the CSE members to attend the next public meeting on April 3, and encouraged them to submit any suggestions they might have on the forms provided. LH Mitigation Funding Applications and Summer Street Entertainment: BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to approve the recommendation from the Construction Mitigation Group as follows: • $16,000 to Resort Events Inc. for Busker 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 determined by the Construction Mitigation Group radio subcommittee. $27,000 income guarantee to LMG Inc. for free climbing wall activities in LionsHead with a minimum of $5,000 returned to the town via merchant participation. • Additionally, the Construction Mitigation Group requests Council'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 Climbing Wall in LionsHead Sybill reported that the Lionshead Construction Mitigation Committee had directed that the CSE manage the entire $46,000 contract with Resort Events to provide busker entertainment in Lionshead this summer. Since Diane Moudy was not present and had not submitted an updated budget and program plan, the CSE was unable to review the proposal from Resort Events. CSE members did agree that these funds are earmarked to provide entertainment in Lionshead and that using "teasers" in Vail Village to encourage people to go to Lionshead was probably not a concept that would be well received by the businesses in the village. Sybill was asked to see if Diane could be available to attend the special meeting on March 31, after the conversation with John Zaring. l 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. No one was present to .-,t,Yesent the request from the Vail Film Institute; therefore the CSE did • not consider the request. CSE/sn Minutes: March 28. 2006 Pa!-1c 2 of 4 Reconsideration of Selected 2006 Funding Requests due to Convergence Festival Postponement: BACKGROUND: 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. America Days and Gourmet on Gore did match the criteria, but the producers are not seeking reconsid,;.,4tion at this time. Presenters will be allowed 10 minutes each at the CSE meeting on Tuesday, March 28 to explain how the additional funds, not to exceed the original request, would be used to enhance the event. Event producers for the following events, which match the criteria, are seeking funding based upon their original request in the amount that they were underfunded: • TEVA Mountain Games (original request $80,000): $6250/ Joe Blair distributed a budget showing that increased funding would be used for additional signage, information staff and registration staff. • Vail Farmers' Market(original request $15,500): $5500/ Rick Scalpello stated that the funds would be used to advertise the market in the Summit Daily News and also for radio spots in an attempt to capture the "drive-by" tourists passing through on I-70. • Taste of Vail/Summer (original request $40,000): $10,000/ Although Amy Phillips had indicated that they would like to have their funding request reconsidered, no one was present to represent the Taste of Vail and no proposal was submitted. In light of this fact, the CSE agreed not to consider additional funding for this event. • Holidays in Vail (original request $40,000): $15,000/Joanne Moore distributed an overview and budget for the event which incorporated the changes that were suggested as part of the event review in January. The 2006 event will have a single tree lighting ceremony near Christmas, when many guests will be here, which will feature a high level • of entertainment and link Lionshead and Vail Village with a "parade" of lights and/or carols. Santa visits will no longer be part of this event and it is hoped that the VCBA can work with the business community to coordinate "private" Santa's in such a way as to create as little overlap as possible. Pam Brandmeyer confirmed that Stan Zemler does not intend to contribute an additional $10,000 toward fireworks on New Year's Eve next year- and that this year's contribution from the Town was offered as a reflection of the support that VRI and Bill Jensen had committed to insure a strong torchlight parade participation from the ski school. Joanne reiterated the importance of a strong fireworks display- and also that they had provided, at the request of the Police Department, a "period" to the festivities with a mini-display of fireworks at midnight. • *Oktoberfest(original request $80,000) $10,000/ In reviewing the discussion from the special meeting on March 24, CSE members agreed that additional consideration regarding how Oktoberfest will work in Lionshead in light of all of the construction activity is required. The question on the table is, "If the event's presence within the mall cannot be improved from last year, should the event be moved or cancelled?" Ian Anderson suggested that historically the event was successful utilizing roving musicians and that perhaps doing without the "2nd tier" band in the evening and returning the event to its 11 am- 6pm core would make it viable in Lionshead. Sybill was asked to schedule a conversation with Highline Sports for the April or May meeting to address this issue. • * 14 Days of Vail (aka: ReviVail: original request $50,000) $30,000/ Dates changed to Dec 4-17. CSE members who had been present for the presentation from Jeff Brausch on March 24 reported that VRI has committed to a high level of partnering on this new event . which is intended to kick-off the season in as festive a manner as Spring Back to Vail provides to the closure. Stephen Connolly suggested the addition of a "Dine Around" component. CSE members noted the lateness of the confirmation of the bands for Spring CSGsn Minutes: [/larch 28, 2006 Pagc 3 oF4 Back to Vail and commented on how important it is to lock in the entertainment earlier in order to gain the full marketing value for the event. Sybill will ask Jeff to give some background to the Commission with regard to how bands are booked when he comes to discuss the Oktoberfest issues. *Due to scheduling conflicts with the regular March CSE meeting time, Jeff Brausch presented his proposals for Oktoberfest and 14 Days of Vail at a Special Meeting on Friday, March 24. During discussion, some members felt that consideration should be given to holding back dollars to move forward with the Special Event Handbook in the cu..Q..t year. Motions for increased event funding ensued as follows: Motion to approve an additional $5000 for the TEVA Mountain Games for signage and information services as noted on their request. M/S/P: Richard tenBraak, Clint Huber, Unanimous. Motion to approve an additional $5500 for the Farmers' Market for the purpose of additional radio and newspaper advertisements. VS/P: Richard tenBraak, Robert Aikens, Unanimous. Motion to approve an additional $10,000 for Holidays in Vail, which is earmarked for the Fireworks display and subject to the submittal, no later than the September CSE meeting, of a revised total event budget based on a $35,000 allocation. M/S/P: Richard tenBraak, Scott Stoughton, Unanimous. Motion to approve an additional $10,000 for Oktoberfest, conditioned on further discussion and resolution to the issues surrounding the Lionshead venue and entertainment line-up. M/S/P: Stephen Connolly, Ian Anderson, Unanimous. Motion to approve an additional $15,000 to 14 Days of Vail, subject to further discussion with respect to the musical entertainment and a clear understanding of the components of the event. M/S/P: Stephen Connolly, Clint Huber, Unanimous. The remaining balance of unallocated 2006 CSE funds is $8250. New Business: Question: "When will the RFP process for 2007 CSE event funding happen?" Answer: The same time as the last 2 years. The RFP will be available by mid-August, applications will be due approximately the Is' of October and funding decisions will be made in November. The CSE cannot move the dates up significantly because no funding allocations can be made until the council formally approves the Town of Vail budget, which usually does not happen until the last meeting in October or the first meeting in November. Motion to adjourn at 11:45 a.m. M/SP: Richard tenBraak, Robert Aikens, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordina or March 28, 2006 I Approved by: 1 , ??- Q-cRiman, (?omt ssionl c2ial Events CSE/sn Minue S, 2006 Date: q- 55?-6(/? Page 4 of4 • • •