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Home My WebLink About2006-03-31 Support Documentation CSE Regular MeetingD' -- -_ ==- - - - --------z? ?_ _ y All/ 44 -41, - ??tA-6 = yr? n 4 /S i lop lw_ 10 Yp ! -?11 ?'S ? 47 -- ^ t ? ,11-a-- 4? _J__ y? MINUTES: Town of Vail: Commission on Special Events, Special Meeting Town of Vail Municipal Building: Administrative Conference Room Friday, March 31, 2006 at 10:00 a.m. CSE Members Present. Ian Anderson, Stephen Connolly, Scott Stoughton and Chairman Dave Chapin Others Present. Pam Brandmeyer, Jamie Wilson, John Zaring, Kaye Ferry, Diane Moudy, Andrea Feldman, Kristin Kassolis and Sybill Navas Chairman Dave Chapin called the meeting to order at 10:15 a.m. Urban Convergence Festival of Fashion and Music 2007 (UCFFM): In light of the postponement of this event, which was originally scheduled for August of 2006, John Zaring of Zaring/Cioffi Entertainment discussed with members of the CSE how the CSE's 2006 funding allocation of $25,000 will be utilized for the development of sponsorships for a 2007 event. John opened the discussion by informing the CSE members that VRI had offered a significant sponsorship if the event were to be held in December. He also stated they have been in negotiations with PepsiCo regarding the presenting sponsorship and is 80% confident that they • will have a positive answer for a sponsorship in the $750,000 range within the next six weeks. The UCFFM fits nicely with Pepsi's "smart spot" program which promotes a number of healthy life style brands, including Tropicana, Aquafina and Fnto Lay. He added that PepsiCo is also the largest sponsor of America on the Move, another healthy lifestyle r..,u.otion. Zaring/Cioffi has also been pursuing Virgin as an alternate or additional major sponsor. John pointed out that philanthropy has become part of Virgin's company policy and feels that there is a strong fit with the UCFFM for their support. He stated that the goal is to have the festival officially titled, "Pepsi Smart Spot Urban Convergence Festival of Fashion and Music at Vail, presented by Virgin," and is hopeful that he will not be coming to the CSE for additional funds in the fall. - After some discussion of a winter or possible Labor Day alternative date, there was consensus to stay with the currently scheduled date of August 22-26 for the following reasons: • Vail's outdoor venues are available and appealing in late summer • Ideal time to attract the target demographic, which John described as: o "Urban Industry" community o Public from around the country attracted to that culture: 20's/30's No Kids o Front Range": especially in the 1" 2-3 years as the event develops • Fills the seasonal "hole" in the event calendar • Precedes the NY and LA Fashion weeks • Allows a full 18 months lead time to put together a first quality event John explained that their strategy includes solidifying support from the "Urban Culture," and that they are actively pursuing commitments from the stars in the industry (Andre from Outcast, Samuel L Jackson, Big Boy 3000 by way of example) to lend their names to the event as "Founding Stars" and then they will go back and ask for participation. The UCFFM will be CSE/sn Minutes: Special Meeting 03/31/2006 Page 1 of3 positioned as a chance for these artists to "give back" and expects that he will be able to create enough of a "cause" that they ,will be willing to play for free. John added that in pitching the event to the artists, they have stressed that the event isn't about the "hood," rather it is about who buys the music and fashion- the event must be programmed to appeal to a large mainstream • demographic or it will fail. He felt confident that it should be possible to confirm a headliner act approximately 10 months out from the event. There was some discussion of what venues would be needed, and John identified the following: • Ticketed Events: John stressed that he acts as a "producer, not a promoter" and that ALL ticket sales will go to charities. o Big Concert: Fields at Ford Park- Saturday and Sunday o Smaller Concerts: Amphitheater- Thursday and Friday. • . Check Point Charlie: multiple nights from Wed-Sun for free concerts Additionally, there have been active negotiations with the Marriott to act as the host hotel. It was agreed that John will provide regular follow-up progress reports to the CSE, at approximately 6 week intervals. 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 guaranteed 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 Diane Moudy of Resort Events distributed a final budget and Busker Village program proposal for the CSE's review. The concept is to book one high end act per day, and to augment with roving entertainers who would create an ambience of activity throughout Lionshead. CSE members expressed their concern that promotion would be the key to success and identified the following as means to let people know what is going on: • Radio program supported with the Lionshead Mitigation funds • VCBA: weekly ads • Updating hotel concierges • /TOV "Happenings" signs • Cross promote at other events: TEVA and Hot Summer Nights. Diane volunteered to check with the Vail Valley Foundation as to whether they would agree to have buskers entertain at the first 2 Hot Summer Nights concerts, and that she would provide an estimate for the cost to the CSE for their consideration at the April meeting. . CSE members directed that some of the days expected to be slow be eliminated, and the money saved should be spent to market the activities. They also expressed their preference for "quality over quantity" in the level of entertainment. CSE/sn Minutes: Special Meeting 03/31/2006 Page 2 of 3 Finally, it was decided by consensus that the entertainment begin Friday, June 23, to coincide with the opening of the gondola, and be scheduled every Friday and Saturday through Labor Day. Additionally, there will be entertainment on Thursdays from July 4- August 15. • The meeting was adjourned at 11:40 a.m. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator March 31, 2006 ! ?V [/ Approved by••? Date: 111--- .rman, Commission pecial Events • • CSE/sn Minutes: Special Meeting 03/31/2006 Page 3 of 3