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HomeMy WebLinkAbout2006-04-31 Support Documentation CSE Regular MeetingPUBLIC NO'HCE: Town of Vail: Commission on Special Events Special Meeting Town of Vail: Administrative Conference Room Friday, March 31, 2006 at 10:00 a.m. AGENDA: Urban Convergence Festival of Fashion and Music 2007: (1 hour) In light of the postponement of this event, which was originally scheduled for August of 2006, John Zaring of Zaring/Cioffi Entertainment will meet with members of the CSE to discuss how the CSE's 2006 funding allocation of $25,000 will be utilized for the devel?r... ent of sponsorships for a 2007 event. 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. Posted this 30'' day of March, 2006 Sybill R. Navas, Coordinator Commission on Special Events 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. AGENDA: Urban Convergence Festival of Fashion and Music 2007: (1 hour) In light of the postponement of this event, which. was originally scheduled for August of 2006, John Zaring of Zaring/Cioffi Entertainment will meet with members of the CSE to discuss how the CSE's 2006 funding allocation of $25,000 will be utilized for the development of sponsorships for a 2007 event. LH Mitigation Funding Applications and Summer Street Entertainment: Suzanne Silverthorne and Diane Moudy: (30 minutes) BACKGROUND: Vail Town Council members voted unanimously at their meeting on March 7 to aFF' "e 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 fullythrou,'ghout Vail. • Efforts are continuing to finalize a location for the Climbing Wall in LionsHead The CSE will review the final budget and programming pic r.,sal ri.,iu Resort Events. Adjournment: 11:30 a.m. Next Meeting: Tuesday, April 25, 2006 at 9: 00 a. m. 'pry G? Al?k VUL, mh? L! IPA- t .?. IJ - ? - 14u- G d No /` Busker Village Quality professional Performers- National and Reqional- $1191 per day Manaqement fees includes 3 day Der week mqr, scheduling, bookinq fees, insurance,auditions etc. Total needed for 10 wk program- excludinq July 4th weekend CSE Funds Lionshead Mitiqation Funds Buskers-Details ° 3 days per week-12-5 m Thurs, Fri, Sat quality cirque type entertainers,,-5hrs' ay one management person working to ensure perfection all performances will be free to the public CTv $ 35,749.20 $ 10,524.80 $30,000 J x$16,274 ?' ? S MINUTES : . Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 25, 2006 at 9:00 a.m. Members Present: Robert Aikens, Ian Anderson (9:15 am), Stephen Connolly, Clint Huber, Richard tenBraak Scott Stoughton (9:10am) and Chairman Dave Chapin Others Present: Diane Moudy, Andrea Feldman, Merv Lapin, Danita Chirichillo, Kaye Ferry, Laurie Asmussen, Amy Phillips and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. ? Motion to approve the minutes of the meeting of March 28, 2006, as presented. MIS/P: Stephen Connolly, Richard tenBraak, Unanimous ? Motion to approve the minutes of the special meeting held on March 31, 2006, as presented. MIS/P: Clint Huber, Stephen Connolly, Unanimous Harbin, China: Ice Festival/Jan 5-Feb 15, 2007: Merv Lapin suggested that the CSE send a delegation to see the Ice Festival in Harbin, China next year to make contacts and gather information on the possibility of developing a similar event in Vail. He stated that over the many years that he has traveled to China with the junior hockey team from Vail, he has seen this festival grow from a few sculptures in ice taking up the area of a small plaza to an internationally recognized festival that spans an area the size of the whole Town of Vail from Ford Park through Lionshead, in a city where there would be nothing else going on were it not for this festival. He informed the members that he will be taking a local group of "parents' next year in mid-January on a two-week tour of China which will include a few days in Harbin, at a cost of approximately $5500 per person. July 15 is the deadline for signing up. CSE members thanked Merv for coming, and agreed to give the idea consideration. Coordinator Report: • Financial Report: Sybill distributed a spreadsheet reflecting the current financial status and reported unallocated CSE funds in the amount of $8250. Responding to a question regarding the status of events which have not yet signed contracts, Amy Phillips reported that they have strong initial support from potential sponsors and stated that she fully expects the Taste of Vail: Summer to be held in spite of the CSE's denial of funding for the tents. Ian Anderson stressed that the CSE will be very disappointed if the event does not move forward, and was assured that a firm decision would be made within the next couple of weeks. She received confirmation from CSE members that the dates should remain August 18-20. Sybill added that contracts for the other events will be sent out within the next couple of weeks, and that no one is expected to back out, with the possible exception of the Avon to Vail Triathlon, which is still under negotiation. CSE/sn Minutes: April 26, 2006 Paae 1 of4 i 7 ti • The draft agenda for the. next CSE meeting was accepted with a request for the addition of a few minutes to recap Spring Back to Vail issues and some minor changes in timing. Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event Management. Danita Chirichillo, Special Events manager for the Town of Avon presented the CSE with a $27,500 r..,rosal for a turn-key event from Premier Event Management (PEM) that had been received only the day before. She stated that Premier Event Management, based in New Orleans, is a well recommended producer of triathlons with a great deal of experience, but that she had not had time to go through the proposal carefully to consider all of the ramifications of the offer. Avon has $16,000 in its budget for the event but expects to "break-even" with income from registrations. The CSE allocated $3000 in the fall, and Danita suggested that if the CSE would consider an additional contribution of $5000, Avon might respond to PEM with a return offer of $24,500, contingent upon all of Avon's and Vail's concerns regarding the production of the event being met after a more careful consideration of the contract proposal. The event would require 450-500 registrants for a true break even at this price. There is no money allocated to promotion of the event in this budget, but Danita felt that a grassroots marketing effort through e-mail could be accomplished. Additionally, she stated that PEM does have some "built-in" sponsors that accompany every event they produce, including Gatorade and Boudreaux's Butt Paste. She also offered her assistance in securing some additional local sponsorship. Scott Stoughton inquired as to what Avon's goal is with this event? Danita replied that they would like to develop it into a "world class level triathlon." F... all feedback, the event appears to have great potential, with a beautiful course, the only event in the mountains that includes a true "lake" swim and a strong population base of athletically inclined individuals. Sybill added that the Sonnenalp Casual Classic had been scheduled for Sunday, August 27 and that she was concerned about loading the Vail Pass Bike Path with a competitive event at the same time as an organized ride, and therefore recommended moving the triathlon to Saturday, August 26. CSE members agreed by consensus that a return of registration fees to the Town of Vail was not expected as part of the funding agreement, but that the CSE's support would be conditioned on the race finishing in Vail Village. Ian Anderson moved to allocate an additional $5000 toward this event, but the motion died for lack of a second. It was agreed by consensus to hold off on the funding decision until the end of the meeting. Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of hiring two buskers to perform at each of the first two Hot Summer Nights concerts as a promotion for the Lionshead Busker Village. Diane Moudy stated that they had received arr.vval from the Vail Valley Foundation for 2 buskers to perform at the entrance to the amphitheater during the first 2 Hot Summer Nights concerts. After some discussion, there was consensus that one busker per evening would be adequate for the purpose, and that a sandwich board sign describing the Lionshead activities should be included. Sybill noted that the Vail Valley Foundation had requested that no flyers be distributed, as they just "end up in the river," and will follow up with Suzanne Silverthorn about having a sign made. Scott Stoughton made a motion to approve $1500 for 1 busker to pert...... at each of the two performances, but the motion died for lack of a second. The CSE agreed to revisit the allocation at the end of the meeting; after all other proposals had been presented. CSE/sn Minutes: April 26, 2006 Page 2 of4 1 `\1 Discussion and development of an RFP for a Special Event Handbook: Sybill reported that she had met with a local r..aYhic designer to get a sense of the cost and next steps in proceeding with the project. After that meeting, it was apparent that the design work is likely to be a minor component of the cost and that the work required both in gathering the data to be included and writing the text will be largest part of the project. CSE members requested that Sybill consider whether she would be willing to take on that part of the project and to provide a bid for her efforts. Sybill agreed to consider it and to talk with r,-F.,,sentatives from the other Town departments at the next Event Review Committee (ERC) meeting concerning the level of priority they would be willing to give to developing their contributions to the handbook. Both she and Stephen Connolly reported that the council had appeared to endorse the project when the Strategic Plan was presented to them at their meeting on April 4, and they both felt encouraged-to return with a request for supplemental funding for the project in June. ? Motion to make a supplemental request from the Town Council in June for the purpose of proceeding with the development of a Special Event Handbook. Sybill will research timelines and costs involved and the CSE will determine the amount of the request at the May 23 meeting. MIS/P: Stephen Connolly, Clint Huber, Unanimous ? Motion to allocate an additional $5000 (for a total of $8000) to the Town of Avon for the Avon to Vail Triathlon, with the following prerequisites: • The race will take place on Saturday, August 26, 2006. • The race will end in Vail. • The Town of Avon will allocate additional resources to regional promotions for the event. M/S/P: Ian Anderson, Richard tenBraak, Unanimous. Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has agreed to attend the CSE meeting on May 23. The following discussion topics were identified: • Policy issues regarding the recruitment of new events vs. the need to provide funding for successful existing events within the constraints of the budget • What types of new events should be sought out? • Multi-year contracts with the large established events per the Council's direction and how would this affect the CSE's budget allocation from the council. • Input from Stan regarding the status of next year's budget and what additional dollars, if any, might be available. ? Motion to allocate $1500 in additional funding to Resort, Entertainment to promote the Lionshead Busker entertainment at the first 2 Hot Summer Nights concerts. M/S/P: Scott Stoughton, Stephen Connolly, Unanimous New Business: No new business was discussed. Richard tenBraak stated that he would be out of town for the next meeting on May 23. CSG/sn Minutes April 26, 2006 Page 3 of 4 ? Motion to adjourn at 11:05 a.m. MIS/P: Richard tenBraak, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill R. Navas, o ' April 25, 200 n Approved by: ;e6z'u Chairman, ?pmmis iodo Special Events Date: Next Meeting: Tuesday, May 23, 2006 at 9:00 am CSE/sn Minutes: April 26, 2006 Pabe 4 of4 • r MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 25, 2006 at 9:00 a.m. Members Present. Robert Aikens, Ian Anderson (9:15 am), Stephen Connolly, Clint Huber, Richard tenBraak Scott Stoughton (9:10am) and Chairman Dave Chapin Others Present: Diane Moudy, Andrea Feldman, Merv Lapin, Danita Chirichillo, Kaye Ferry, Laurie Asmussen, Amy Phillips and Sybill Navas Chairman Dave Chapin called the meeting to order at 9:00 a.m. ? Motion to approve the minutes of the meeting of March 28, 2006, as presented. M/S/P: Stephen Connolly, Richard tenBraak, Unanimous ? Motion to approve the minutes of the special meeting held on March 31, 2006, as presented. M/S/P: Clint Huber, Stephen Connolly, Unanimous Harbin, China: Ice Festival/Jan 5-Feb 15, 2007: Merv Lapin suggested that the CSE send a delegation to see. the Ice Festival in Harbin, China next year to make contacts and gather information on the possibility of developing a similar event in Vail. He stated that over the many years that he has traveled to China with the junior hockey team from Vail, he has seen this festival grow from a few sculptures in ice taking up the area of a small plaza to an internationally recognized festival that spans an area the size of the whole Town of Vail from Ford Park through Lionshead, in a city where there would be nothing else going on were it not for this festival. He informed the members that he will be taking a local group of "parents' next year in mid-January on a two-week tour of China which will include a few days in Harbin, at a cost of at,.V..,ximately $5500 per person. July 15 is the deadline for signing up. CSE members thanked Merv for coming, and agreed to give the idea consideration. Coordinator Report: J • Financial Report: Sybill distributed a spreadsheet reflecting the current financial status and reported unallocated CSE funds in the amount of $8250. Responding to a question regarding the status of events which have not yet signed c,,,.Lacts, Amy Phillips reported that they have strong initial support from potential sponsors and stated that she fully expects the Taste of Vail: Summer to be held in spite of the CSE's denial of funding for the tents. Ian Anderson stressed that the CSE will be very disappointed if the event does not move forward, and was assured that a firm decision would be made within the next couple of weeks. She received confirmation from CSE members that the dates should remain August 18-20. Sybill added that contracts for the other events will be sent out within the next couple of weeks, and that no one is expected to back out, with the possible exception of the Avon to Vail Triathlon, which is still under negotiation. CSE/sn Minutes: April 26, 2006 Page 1 of 4 • The draft agenda for the next CSE meeting was accepted with a request for the addition of a few minutes to recap Spring Back to Vail issues and some minor changes in timing. Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event Management. Danita Chirichillo, Special Events manager for the Town of Avon presented the CSE with a $27,500 ...,,osal for a turn-key event from F.v axier Event Management (PEM) that had been received only the day before. She stated that F.,-Jer Event Management, based in New Orleans, is a well recommended producer of triathlons with a great deal of experience, but that she had not had time to go through the proposal carefully to consider all of the ramifications of the offer. Avon has $16,000 in its budget for the event but expects to "break-even" with income from registrations. The CSE allocated $3000 in the fall, and Danita suggested that if the CSE would consider an additional contribution of $5000, Avon might respond to PEM with a return offer of $24,500, contingent upon all of Avon's and Vail's concerns regarding the production of the event being met after a more careful consideration of the contract proposal. The event would require 450-500 registrants for a true break even at this price. There is no money allocated to promotion of the event in this budget, but Danita felt that a grassroots marketing effort through e-mail could be accomplished. Additionally, she stated that PEM does have some "built-in" sponsors that accompany every event they produce, including Gatorade and Boudreaux's Butt Paste. She also offered her assistance in securing some additional local sponsorship. Scott Stoughton inquired as to what Avon's goal is with this event? Danita replied that they would like to develop it into a "world class level triathlon." From all feedback, the event appears to have great potential, with a beautiful course, the only event in the mountains that includes a true "lake" swim and a 6L..g population base of athletically inclined individuals. Sybill added that the Sonnenalp Casual Classic had been scheduled for Sunday, August 27 and that she was concerned about loading the Vail Pass Bike Path with a competitive event at the same time as an organized ride, and therefore recommended moving the triathlon to Saturday, August 26. CSE members agreed by consensus that a return of registration fees to the Town of Vail was not expected as part of the funding agreement, but that the CSE's support would be conditioned on the race finishing in Vail Village. Ian Anderson moved to allocate an additional $5000 toward this event, but the motion died for lack of a second. It was agreed by consensus to hold off on the funding decision until the end of the meeting. Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of hiring two buskers to perform at each of the first two Hot Summer Nights concerts as a promotion for the Lionshead Busker Village. Diane Moudy stated that they had received approval from the Vail Valley Foundation for 2 buskers to perform at the entrance to the amphitheater during the first 2 Hot Summer Nights concerts. After some discussion, there was consensus that one busker per evening would be adequate for the purpose, and that a sandwich board sign describing the Lionshead activities should be included. Sybill noted that the Vail Valley Foundation had requested that no flyers be distributed, as they just "end up in the river," and will follow up with Suzanne Silverthorn about having a sign made. Scott Stoughton made a motion to approve $1500 for 1 busker to perform at each of the two performances, but the motion died for lack of a second. The CSE agreed to revisit the allocation at the end of the meeting; after all other proposals had been presented. CSE/sn Minutes: April 26, 2006 Pare 2 of 4 r Discussion and development of an RFP for a Special Event Handbook: Sybill reported that she had met with a local graphic designer to get a sense of the cost and next steps in proceeding with the project. After that meeting, it was apparent that the design work is likely to be a minor component of the cost and that the work required both in gathering the data to'be.included and writing the text will be largest part of the project. CSE members requested that Sybill consider whether she would be willing to take on that part of the project and to provide a bid for her efforts. Sybill agreed to consider it and to talk with representatives from the other Town departments at the next Event Review Committee (ERC) meeting concerning the level of priority they would be willing to give to developing- their contributions to the handbook. Both she and Stephen Connolly reported that the council had appeared to endorse the project when the Strategic Plan was presented to them at their meeting on April 4, and they both felt encouraged to return with a request for supplemental funding for the project in June. ? Motion to make a supplemental request from the Town Council in June for the purpose of proceeding with the development of a Special Event Handbook. Sybill will research timelines and costs involved and the CSE will determine the amount of the request at the May 23 meeting. ` M/S/P: Stephen Connolly, -Clint Huber, Unanimous ? Motion to allocate an additional $5000 (for a total of $8000) to the Town of Avon for the Avon to Vail Triathlon, with the following prerequisites: • The race will take place on Saturday, August 26, 2006. • The race will end in Vail. • The Town of Avon will allocate additional resources to regional promotions for the event. M/S/P: Ian Anderson, Richard tenBraak, Unanimous. Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has agreed to attend the CSE meeting on May 23. The following discussion topics were identified: • Policy issues regarding the recruitment of new events vs. the need to provide funding for successful existing events within the constraints of the budget • What.types of new events should be sought out? • Multi-year contracts with the large established events per the Council's direction and how would this affect the CSE's budget allocation from the council. • Input from Stan regarding the status of next year's budget and what additional dollars, if any, might be available. ? Motion to allocate $1500 in additional funding to Resort Entertainment to promote the Lionshead Busker entertainment at the fast 2 Hot Summer Nights concerts. MIS/P: Scott Stoughton, Stephen Connolly, Unanimous New Business: No new business was discussed. Richard tenBraak stated that he would be out of town for the next meeting on May 23. CSE/sn Minutes: April 26, 2006 Page 3 of4 t 0 ? Motion to adjourn at 11:05 a.m. M/S/P: Richard tenBraak, Stephen Connolly, Unanimous. Minutes taken and submitted by Sybill R. Navas, CSE Coordinator April 25, 2006 Approved by: Date: Chairman, Commission on Special Events Next Meeting: Tuesday, May 23, 2006 at 9: 00 am CSE/sn Minutes: April 26, 2006 Pate 4 of 4 j _IN e, 2f-ej7 -// "Ci - Aof, All /"u?J ?J lives- .? (/ou ,p 1.? I? I, i I? 'Al Jtj G? - ....... ...... . Y Y Z ?s ?.D7) Gig. lam. Doman.- , v 1 _ 11 X, wt Ah> ? ?•?0.2., -- . P - ?- f v? r ?1 s 1 C P 4A, 04 O?r/, 7- :2,677 ? A2 .ol I?P kczl/ 17 'Orl ?L .1 ?z ZYZ, J LI/ I/S ?! ?? j ASS J / ?. Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 25, 2006 at 9:00 a.m. AGENDA: • Approval of the Minutes of the meeting of March 28 and March 31, 2006: (5 minutes) • Harbin, China: Ice Festival/Jan 5-Feb 15,2007: Merv Lapin will present the CSE with the suggestion that the Town send a contingent to Harbin to see the festival and consider how the concept might translate to Vail. (15 minutes) • Coordinator Report: (5 minutes) o Financial Report o Review Agenda for May 23 meeting • Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event Management. Denita Chirichillo/Town of Avon (30 minutes) The current CSE allocation for this event is $3000. The CSE may be asked for additional funds, up to $5000. Additional topics for consideration will include: o Does the CSE still wish to "partner" with the Town of Avon for this event in 2007? o Who should "own" the event? • Avon? ¦ Town of Vail? ¦ Joint ownership? ¦ Some other entity? • Should Bill Burke's company be contracted as a management entity, or should they "own" the event? o What is the Town of Vail's role in the event? o How will local organization be handled? • Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of hiring two buskers to perform at the first two Hot Summer Nights concerts as a promotion for the Lionshead Busker Village. Diane Moudy (10 minutes) • Discussion and development of an RFP for a Special Event Handbook: (15 minutes) • Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has agreed to attend the CSE meeting on May 23. (30 minutes) • New Business: (5 minutes) • Adjournment: 10:45 a.m. Next Meeting: Tuesday, May 23, 2006 at 9:00 a.m. Minutes: Joint Meeting of the Vail Local Marketing District Advisorv Council and Vail Commission on Suecial Events Evergreen Lodge Thursday, March 9, 2006 at 10:00 a.m. VLMDAC Members Present. Beth Slifer, Pam Stenmarl; Ian Arthur, Diane Parks, Rich TenBraak Chris Romer, John Dawsey, Greg Moffet CSE Members Present. Robert Aikens, Ian Anderson, Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak and Chairman Dave Chapin. Others Present Included. Sybill Navas VLMDAC Chairwoman Beth Slifer called the meeting to order at 10:00 a.m. Target Audience Kelli McDonald reviewed the VLMD's target audience as identified by Horton, Lantz & Low: ¦ Young affluents ages 34-52 ¦ HHI $100K ¦ Avg vacation length 9 days Kelli also reviewed the VLMD's major strategic initiatives focusing on: ¦ Cross Sell ¦ Front Range audience ¦ Groups Ian Arthur shared that Vail Resorts will measure events with three criteria: ¦ Television coverage (World Cup ski races) ¦ Participatory Event (Spring Back to Vail) ¦ Ability to fill need time Discussion of CSE's Reallocation of $50K The CSE has $50K remaining in its 2006 budget because the Convergence Music and Fashion Festival will not be happening until 2007. Members of the CSE solicited the opinion of VLMDAC member on how to spend the money. The discussion centered on supporting a late summer/Labor Day event and funding an early ski season event. Meeting adjourned at 11:00 a.m. P 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. Kaye 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 Aiken, Unanimous. Motion to approve the minutes of the special meeting held on March 24, 2006, as presented by Stephen Connolly- typographical errors noted. M/S/P: Robert Aiken, 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 seemed to be support for moving forward with the Special Event Handbook, particularly with the use of a Web-ba sed 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. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous. Coordinator Report: • Financial Report: Sybill distributed the latest spreadsheet showing the status of all funding allocation 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. CS(/sn Minutes: March 24, 2006 Pare I oft • 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, app...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. 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 represent the request from the Vail Film Institute; therefore the CSE did not consider the request. CSE/sn 1-linutcs: March 28, 2006 Page 2 ol'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 reconsideration 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 siT1age, information staff and registration staff. • Vail Farmers' Market(original request $15,500): $55001 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 "2"d 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 CSE/sn Mintacs: March 28, 2006 Page 3 oi'4- 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 current 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. MIS/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. M/S/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 ar,,..ximately the I' 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 Coordinator March 28, 2006 Approved by: Chairman, Commission on Special Events Date: CSE./sn Minutes: March 2S, 2006 Pa4ue 4 of 4 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/Ciofli 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, Aquafma and Frito Lay. He added that PepsiCo is also the largest sponsor of America on the Move, another healthy lifestyle promotion. Zaring/Cioifi 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 aLuact 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 of 3 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 fi.,. 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 aYy...ve 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 e 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 Approved by: Chairman, Commission on Special Events Date: CSE/sn Minutes: Special Meeting 03/31/2006 Page 3 of 3 FT Town of Vail: Commission on Special Events MeetinLy Vail Town Council Chambers Tuesday, May 23, 2006 at 9:00 a.m. AGENDA: Approval of the Minutes of the meeting of April 25, 2006: (5 minutes) Matt Mire: Board Member training session and discussion of CSE contracts with event promoters. (30 minutes) Discussion with Stan Zemler regarding the CSE's 2007 budget issues and possible mid-year allocation from the Town Council. (45 minutes) Coordinator Report: (5 minutes) • Financial Report Terry Brady: September 2007 Bicycle Event (15 minutes) Final Event Reports: (45 minutes) The Session American Ski Classic Taste of Vail Highline Sports and Entertainment: Jeff Brausch: Oktoberfest LH format and 14 Days of Vail Event Plan (30 minutes) New Business: (5 minutes) Adjournment: 12:00 noon Next Meeting: Tuesday, June 2 7, 2006 at 9:00 a. m. r TOWN OF AM lAmmisslon on Jpecun Events DRA-t"i, REQUEST FOR PROPOSAL: The Town of Vail Commission on Special Events is seeking bids for the graphic design and preparation of a "Special Event Handbook." This will be a first quality publication available on line in a pdf. file format and which will serve as marketing tool for the Town of Vail 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. Information on Special Events and copies of the current application forms can be accessed at vailgov.com: select the "Information" tab, then "Special Events." For additional information contact the CSE Coordinator, Sybill Navas, at the address/phone below. Proposals are due on or before May ???, 2006 and should be submitted to: Sybill R. Navas, Coordinator Commission on Special Events Town of Vail 75 S. Frontage Rd. Vail, CO 81657 Phone: 970 376-2394 FAX: 970 476-7141 specialevents@vailgov.com CSE/sn RFP: Special Event Handbook 4/16/1-006 J? Mail Message P Close Previous Next Forward Reply to Sender Reply All Move Delete Read Later From: "Stephen Connolly" <sfcvail@hotmail.com> To: Special Events CC: scottstoughton@mindspdng.com, clintrox@hotmail.com, rha@vail.net, rtenbraak@manorvail.com, ian@visitvailvalley.com, vaildc@comcast.net Date: Monday - April- 17, 2006 7:50 AM Subject: Special Events Handbook contents Mime.822 (5465 bytes) MWl rsave As] Sybil - sorry i kept forgetting to send this. Importance of Special events Role of the CSE One point of contact Permit process Approved venues (capacity, special needs, etc.) Parking (capacities, concerns) Noise (ordinances) TOV services (for hire and VIK contributions) Banner placements Local / front range (???) media contacts LMD as it pertains to special events Local volunteer outlets Merchant notification by organizers Concerns re: setup issues (stage and tent locations) How to leverage events Local promoter contacts WCTB, VCBA contact info sfc Stephen Connolly sfcvail@hotmail.com 970476-1346 (home office) 970-376-5798 (mobile) Novell. Properties i CG ? 1 Race Management Services SCOPE OF SERVICES - RACE DIRECTOR & RACE MANAGEMENT TEAM Unless otherwise indicated, Consultant, at its sole cost and expense, shall: A. Provide assistance in the continual improvement of the International Distance Avon to Vail Triathlon. B. Provide development and execution of the swim, bike and run courses for the Event, including course preparation and review prior to use. C. Provide logistics consultation on all aspects of the Event as to water, safety, bike repair assistance, timing, awards, budgeting and operations. D. Work with both the city officials of Avon and Vail to identify the most effective courses with roadways available. E. Coordinate and pay volunteers for the Event and prepare literature/discussion points outlining volunteer responsibilities. F. Work with both Avon and Vail city officials and staff to secure setup/strike staff for the Swim Course, Transition, Bike Course, Run Course, Finish Area and Award Ceremony. PEM will also prepare literature/discussion points outlining volunteer responsibilities at all these areas. G. Make recommendations on the set-up of cones, directional signs, information signs and barricades on the day of the Event. 1. Arrive for Event on the Tuesday prior to assist and set up all aspects of the event. 1. Meet with Course Monitors to discuss responsibilities. K. Facilitate the start of the race; ensuring that all Event elements are under control and in place (including road closures, lead bikes, etc.). L. Assist USAT Head Official with handling any/all discrepancies or protests associated with Event. M. Provide ChampionChip timing for the triathlon. N. Coordinate with staff Course Review discussions at Expo on Saturday, September 24, 2005 (minimum of two). 0. Provide comprehensive post-Event report within three (3) weeks following the Event. Such document shall include, but not be limited to, a discussion of any logistical challenges faced during the Event and recommendations for procedural improvements. J Mai( Message Novell. Close Previous Next Forward Reply to Sender Reply All Move Delete Read Later Properties From: "Meryl Jacobs" <MJacobs@avon.org> To: Special Events Date: - Monday - April 17, 2006 9:05 AM Subject: FW: Avon to Vail Triathlon e Mime.822 (9002 bytes) FViewl [save Asl Hi Sybill, Got your call this moming. Danita will be at the commission meeting on the 25th. Here are our thoughts on this. Enjoy your time away! Meryl From: Meryl Jacobs Seat: Thursday, April 13, 2006 11:53 AM To: Lang Brooks Cc: Danita Chirichillo Subject: Avon to Vail Triathlon Hi Larry, Per you request, here is an update on the triathlon logistics. Danita, Sybill and I had a telephone meeting with PEM (Premier Event Management) and they are in process of putting together a proposal for the management of the Avon to Vail triathlon on August 27th. We have asked PEM to give us a cost to produce a point to point, Avon to Vail, triathlon.. For this fee, PEM would manage all needs of the event including advertising, permitting, volunteers, execution and followup. As you and I have discussed, Town of Vail has no special event staff to support the event. They are willing to give an unspecified (at this point) amount of money to hire the management team and have no desire to recover this contribution. Our thinking is that Avon and Vail would join together and pay the management fee. Avon's portion would be higher because we would take the regial, anion fees in as well as sell sponsorships. Registration alone could bring in $20,000. (300 athletes x $65) Danita is very experienced in selling sponsorships so I believe that we will recover more than our portion of the management fee. PEM has the potential to make this a world class event. They are a highly qualified sports promotion team that operates events all over the country including the New York City triathlon. My guess is that their fee will be in the range of $25,000 total. The Town does have approximately $20,000 in the 2006 recreation budget to produce the triathlon ourselves so this whole concept will not require a budget revision. Town of Vail has asked us to come update them regarding the event potential on April 25th. Please let me know if you have any concems with us proceeding on this. Thanks Larry. J CSE/sn 2006 Allocations and Payment Records 4/14/2006 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 Eagle County $6,000 1 Total Funds Available: $6561000 Event: 2006 Dates: 2006 Funds Awarded: Contract Status: The Session I Jan 12-151 $18,000 as of 1/13 American Ski Classic ( Mar 22-261 $10,000 as of 1/20 Vail Film Festival I Mar 30-Apr 21 $55,0001 as of 4/7 Spring Back to Vail I Apr 3-161 $50,0001 as of 1/27 Taste of Vail/Winter(Lamb Cook-off) I April 5-91' $5,000Ias of 3/3 Teva Mountain Games May 31- June 4 ..• " . $78,750 as of 3/31 Kind of the Mountain Volleyball Jun 16-181 : $7,5001 as of 3/16 Vail Farmers' Market 'Sundays, Jun-18- Sep 17 $15,500 . Summer Street Entertainment Jun 23-Sep 3 (11 weeks)I $30,000 Vail Lacrosse Shootout Jun 24-Jul 41 $15,000 as of 2/17 Vail Jazz Festival Jun 25-Aug 271 $8,000 as Of 3/16 America Days"includes $6000 from ale County 4-Jul Vail Jazz Foundation: Washington Prep High>;School Band 4-Jul Avon*to Vail"Triathlon August) Kick-It 3v3 Soccer Aug 4-6 Vail Arts Festival 1 Auq 11-13 Convergence Festival I Aug 23-271 Taste of Vail/Summer I August 18-201 Oktoberfest Sep 8-10/15-17 Harvest Festival I Sep 22-241 14 Days of Vail '(aka ReviVail) Dec 3-11T. Holidays In l _ 'Nov 5-Dec. 31 Funds ? Subtotal: Eve nt 1 .. Administrative Contracts: Coordinator Salary Expenses j Subtotal: Admin. Contracts TOTAL: CSE FUNDS REMAINING: $48,250 as of 2/24 Out: ?$$ Total Funds Amount Still Funds Paid Ou $18,000 $10,000 $36,666 $16,667 $5,000 $24,584•. $2,5001 $15,000 $8,000 $16,667 $7,750 as of 3/16 $7,750 $3,0001 1 1 $25,0001 as of 2/24 1 $16,667 $15,0001as of 2/24 1 $10,000 $25,0001 as of 1/20 1 $25,0001 $30,000 $80,000 as of 1/20, $23,334,'- $15,0001 $35,000. $35,000 .. $611,750 1. $32,500 through 3/31 $3,5001 $36,0001 $647,7501 $8,2501 $656,000 $656,000' 1 Paid Out: Owed: $18,000 $0 $10,000 $0 $18,33411 $55,000 $0 $16,66711 $33,334 $16,666 II $5,000 $0 $24,585.. 449,169 $29,581 $2,50011 $5,0001 $2,500 $0 $15,500 $0 $30,000 $15,000 $0 1 $8;000 $0 $16,667 $31,583 $7,750 $0 $0 $16,6671 $10,0001 $25,0001 $01 .$23,334 - $01 $0 $0 $297,9211 _ I $7,566 $575 $6,1411 $306,0621 $341,6881 $3,000 $8,333 $5,000 $0 $30,000 $56,666 $15,000 $35,000 $35,000 $313,829 $24,934 $2,925 $27,659 $341,688 $306,062 4 fi ., AVOI C O L O R A D O Recreation Department 325 Benchmark Road PO Box 975 Phone (970) 748-4060. Avon, CO 81620 Fax (970) 949-0160 Fax Cover Sheet Number of Pages Including Cover Sheet: Company: Comments:. 5v S Attention: 6r3 Date: Oc4 I r(,(_ So Ord Wi*\ ?0U "1040 ? ?(t 3 is wk r l)4 ay-f4o Va?,c, .:fSPaKu &)1 S N(cl V 01 5 5 5a i Just the fax ma'am 7/r/ PIK AVOI C O L O R A D O October 14, 2005 Dear Special Events Commission Members: I am writing on behalf of Premier Event Management (PEM) in regards to producing a point-to-point Avon to Vail triathlon for 2006. 1 approached PEM after a wrap-up meeting with the Town of Vail following the TriAmerica triathlon. At this meeting, the representatives present determined that, while both Towns would be very interested in having a town-to-town td in 2006, the current event management team (Sommer Sports) would not be invited to return. In its place - a different event management group could be solicited. The reasons that both Towns determined that it would be well worthwhile to bring back the event were: . WORLD CLASS ATHLETIC EVENT: The triathlon was extraordinarily well received by participant athletes. The route, distances, timing equipment, and kids race were all aspects that made this new event a 'Destination Td'. There are very few triathlons of this caliber in Colorado. . VALLEY ASSETS: The bi-town event allowed use of both Towns landscapes/assets to create an awesome race. The open water swim in Nottingham Lake -allowed for a large-scale tri (impossible in a pool scenario), and the premier finish line in the heart of Vail Village provided athletes with a buzzing finish. . SPECTATORS AND OVERNIGHT VISITORS: Athletes were required to pick up packets pre-race day; many of surveyed non-locals were spending the night in local hotels. The finish line brought participants and spectators right to the business doors in Vail Village. The packet-pick up and Kids Race familiarized individuals with Nottingham Park. . FOUNDATION: Much of the groundwork is already done. The event's execution (with the assistance from both towns, PD's, and volunteers) worked fabulously and could easily become a turn-key event with the right management team. I have spoken with Premier Events Management's director, Bill Burke. Amongst dozens of triathlons across the country, PEM produces the NYC triathlon (from its inception in 2001). 1 had the opportunity to assist with that event when I was still in New York. Their planning, management, and execution was superb. PEM just put on the International Triathlon Unions (ITU's) World Triathlon Championship in Honolulu. PEM is also responsible for the USAT's Youth Nationals in Louisiana. (Thomas Walsh, local youth from Vail, received first place this year in his age group!) In short, PEM has excellent credentials and continuously receives kudos for their work. Mr. Burke expressed that he would be very interested in bringing a world-class triathlon event to the Vail Valley. He would like to have further discussions with representatives from both Towns. I only had the opportunity to introduce this opportunity and deadline to Bill this week. He is very interested in submitting a proposal reflecting his needs, resources, and requests and will follow up shortly. In light of SEC's proposal deadline, I wanted to provide an update on these developments. Thank you for your time. Sincerely, Fraidy ber 4 'to Special Events Town of Avon Town of Avon . PO Box 975 • Avon, CO.81620 Fraidy Aber . 970-748-4032 VAIL COMMISSION ON SPECIAL EVENTS EVENT FUNDING APPLICATION Please print or type all information ? EVENT: -AVom +0 YAI t-- TP-1 ATHLQN ? PROPOSED DATE(S): Au r,ur,+ 42-r-l . &O <o ? AMOUNT OF CASH FUNDING REQUESTED: 4 _'S. o-&n - i? rmo • PRODUCING E N i i t Y: ?j2 f- W) i EiZ ev 17-.u-r- M QAJ 6 CrE rAE-,J 3 -r President or Executive Director's Name: B i (-L- By k k E Name and Title of Person Completing the Application: lfzAl by ARf.?--(jLbe (3 owed Address: SIA T,? 102- i'Vkr ?A l 21?„ LA )`7600 2 Telephone: 5 o'}i 'f5? -?S 6?Ce11: / 628 - 3 i 55 FAX:.so/ `f54- 613 WEBSTTE: -Wwu-) . Dti M - u5 A. Corn E-Mail Address: $i u, 5?T ry) U 5 fi Q y A Nao . (-%o rf) Organization's tax status: For Profit)( 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 No o If yes, please name the beneficiary: Mission Statement: Number of years your organization has been in business: j • Brief Description of the Event: py ft) > Dt?ri/t? + , a Poi c)i _4oDo i o4 ?pAfa? dN `? I Q ? M t l A alvi> i o 4..t?^ ?j f O" P ?i G ?1 4._L7.?. A mQ nrLpr- fs ???(s r?l C???nr7n ;iotil many .,e4?)rM r?t-?- s/rl IW a a ire ?S Pt) r -H I V%, 7 f74 Arn . Pei"sofJ ?/,ravc?L) c>'urc 'i e? ofl3lc?nnx)9, 0-CLr//oq, d- ?tlow LP ?or Wmi • Describe where event will be located within the Town of Vail: L - Yki -fir ash to ?u It l? vr) /{? G? ?P/,?l (m i ?G11 !!0 7?/1GtT Q7 ZrJd S - ?,r?9?.?,? n Ar©? ?s ?Uha rvJ !?? -FO-41> -(?R o? Will any portion of the event take place outside of the Town of Vail? 'x Yes No . If yes, please explain: %1 a rrn nQ , Cv/l1n ) +?C?o? TOV/CSE -5- 2006 Application for Funds • Please describe briefly how you will use the funds that you are requesting from the CSE: T R)M S k)1 CX, AP_ U SQ d -B /.c.Ub <o Sys CtV 7*-e e?-'OH_ c? m U n z? n _/ccl-16 P U--P L4 -A /J1 /VA /7d M D 144 CQS?'S _ T? • Will additional in-kind services be required fi.... 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 specifically exempted and approved as part of the Special Event Permit. / _T 40/L c, hO &' ? /Q a Ue M LS W E'iti ,- V' /CI A-P r ?--? lr e m ake a 65? V00 rs" Wlybt /L co C 0-e a;4L "Iwy ixa ? • Is this a: New event : Existing event X Number of years in existence J Location(s) of event in previous years: • Number of participants (athletes, artists, exhibitors, etc.) anticipated 6C0 Number of volunteers needed ?Q Number of event staffocm r 1 C? Total Number of spectators anticipated 660 -/dvo Locai !z % In-state (non-local) `, % Out of State 3 % (based oh lash y?ar3 art?c,j»fa ro?u ,?add??r'a??a?,?a ion ati?rPa?( • If possible, would you intend to host the event in Vail beyond 2005? Yes X No If yes, for how many years beyond 2005? oe! f10 "nv a-? c, • Do you anticipate requesting funding from the CSE next year? Yes X No If yes, in what amount? rv / LL- a sk R, c c., 4o p ioc»cb, acs sw-e? 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 TOV/CSE -6- 2006 Application for Funds Premier Event Management - PEM Events e Premier Event Management, LLC POB 8764 o PREMIER Metairie, LA70011 I EVENT MANAGEMENT l Home About PEM Contact Us PEM Events Search Events = v$` Monday, April 03 2006 9 05:47 PM GMT St. Pete Beach Classic January 14, 2006 ( St. Petersburg, FL ( 10K Road Race ING Miami Marathon January 28, 2006 Miami Beach, Florida Marathon - 26.2 miles Mardi Gras Marathon February 5, 2006 New Orleans, Louisiana Marathon 26.2 miles Niketown 5K Atlanta March 12, 2006 1 Atlanta, Georiga 5K & 1 mile fun run Niketown 5K Miami March 19, 2006 1 Miami Beach, Florida 5K & 1 mile fun run Bay to Bay 12K Road Race March 19, 2006 St. Petersburg, Florida 12K Road Race 7.1 miles USAT Collegate National Triathlon Championship April 22, 2006 Lake Tahoe, Nevada I Olympic Distance Triathlon St. Anthony's Triathlon April 30, 2006 St. Petersburg, Florida Olympic Distance Triathlon Niketown 5K Denver May 7, 2006 Denver, Colorado 5K & 1 mile fun run Crawfishman Triathlon May 7, 2006 1 Mandeville, Louisiana Advanced Search Pagel of 3 504 454 6561 504 454 6131 FAX httn-//www_nem-1ica.com/inrlPx nhn9tnnir=events A/10[)nA Premier Event Maneagement - PEM Events Page 2 of 3 New York City Triathlon July 16, 2006 [ New York. New York [ Olympic Distance Triathlon Lake Stevens 70.3 Triathlon July 23, 2006 [ :Lake Stevens, Washington 11.2 mile swim/ 56 mile bike/ 13.1 mile run Wasatch Front 10K July 29, 2006 [Provo, Utah [ 1 OK & 5K Road Race Bakers Cookie Triathlon August 6, 2006 [ Bellingham. Washington [ Olympic Distance Triathlon Wait Disney World International Triathlon September 24, 2006 [ Lake Buena Vista, Florida [ Olympic Distance Triathlon Niketown SK Honolulu October 1, 2006 [ Honolulu, Hawaii [ 5K & 1 mile fun run Santa Rosa Triathlon October S, 2006 [Pensacola Beach, Florida [ Sprint Triathlon Alpharetta Half Marathon .& 10K October 23, 2006 [ Alpharetta, Georiga 113.1 Miles & 1 OK Road Race Boudreaux's Mini Marathon October 29, 2006 [ New Orleans, Louisiana ( 10 Miles & 5K Niketown 5K Las Vegas November 5, 2006 [ Las Vegas, Nevada [ 5K & 1 mile fun run Ironman World Championship 70.3 November 11, 2006 ( Clearwater, Florida 11.2 mile swim / 56 mile bike / 13.1 mile run Runners Classic 10K Road Race November 19, 2006 [ Orlando, Florida 16.2 miles Alpharetta Marathon and Half Marathon March 4, 2007 [ Alpharetta, Georgia Hy-Vee Triathlon & Hy-Vee Triathlon ITU World Cup June 17, 20071 Des Moines, Iowa Created this page in 0.06 ser Inds Copyright C 2006 Premier Event Management All trademarks and ccpirights on :his pa(p are Owned by their respe .uve owners. httn'//www,nem-iiq,i.enm/inAe,y nhn?tnnlr=P.VPnta W3r,- Valid HTh This work is licensed under, Creative C A /1 MnnK I Premier Event Management - Press - e Premier Event Management, LLC POB 6764 PREMIER Metairie, LA 70011 gy Z= EVENT MANAGEMENT Home About PEM Contact Us PEM Events Press search THE PERFECT HOST: Advanced Search Monday. A1361 03 0006 sr 05:48 PM GMT N.O. native Bill Burke is the ultimate triathlon organizer (Originally appeared in the New Orleans Times-Picayune, Wednesday, August 17, 2005) By Andrew Canulette Staff writer r Page 1 of 4 504 454 6561 504 454 6131 FAX It's amazing Bill Burke can keep up with his whereabouts.` Consider the stops he's made recently in his role as ,vorto,c?w:.or .p president and race director of Premier Event Management. He left Louisiana on Aug. 3 for the state of Washington, s j where his company staged a half Ironman triathlon. He them sx? departed for Hawaii, where he completed logistical work for the International Triathlon Union World Championships, which will be held there in October. Then it was off to the Chicago suburbs, where Premier produced a sprint triathlon ` sF b for more than 1,000 athletes. After nearly two weeks on the road, Burke was scheduled to arrive home Aug. 14. But air traffic was snarled that day, forcing several layovers. Irritated with the delays, Burke and two of his staff members rented a car and drove from Atlanta to New Orleans through the early hours of the moming. Though a day of rest would seem reasonable after such travels, Burke had other things on his mind: Orlando, Fla., htty://WWW.Dem-usa.com/index.nhn?tonic-i Pcc ""'^^^` r Premier Event Management - Press Page 2 of 4 e San Diego, Las Vegas -- all places where races are scheduled in the not so distant future. If you're Burke, there's always work to be done. That's why.he was at his Metairie office Monday morning preparing for a slate of upcoming events that will on the road for 10 consecutive weekends beginning in mid-September. Its nothing new for Burke, who las spent 204 days on the road and logged 190.000 travel miles while producing more than 40 triathlons and i races across the United States. Locally, Premier is linked to the Abitaman Triathlon Series, Girt Power triathlons and road races and the N Sugar Bowl Triathlon. Premier also has staged the Olympic triathlon trials for the U.S. Olympic Committee preparation for the 2004 Athens Games. There have been more than a dozen national championships Bui company have produced. and October's race in Hawaii will be the third world championship Burke will hos "I'm not an athlete turned race director," said Burke, who's never participated in a triathlon. "That's not me. always loved the event production business. I've got a totally different perspective than a lot of people do. probably why we host some of the events we host." Burke formed Premier with J.J. Waguespack and Ken Hays in 1993 and organizes the lion's share of his r. cities other than the one he calls home. "I always micromanage," Burke, 49, said. "I'm involved in everything. I try to supervise as much as I can, jt because I know that I'm the person that's ultimately responsible for everything." In the beginning, Burke served as the Crescent City Classic's assistant race director from 1979-93. Once one of the metro area's better long distance runners, he became equally intrigued by the behind the activity that makes the 10-kilometer road race successful. "I got interested in production, seeing it through from beginning to end," he said. "I got the opportunity ther when I left that organization in 1993, 1 said 'This is ridiculous. This is what I want to do.' " Not long after he left the CCC, Burke received a phone call from an executive with a yogurt company who Burke to produce a race using the company as the title sponsor. Thirty days later, Burke developed the Dg Duathlon -- a race he held in City Park on May 15, 1994. The race attracted 236 people and the company asked Burke to consider staging similar events in Destin, Chicago. "That was the beginning, when I realized we can do this on the road, that we were pretty good at it," Burke In the next few years, the popularity of duathlons waned while triathlons became increasingly popular, bec the sport's inclusion in the 2000 Sydney Olympics and the growth of the Ironman name. Burke said it was transition for Premier to make. hftn://www.nem-iiq,q.r,nm/intlp.y nhn` tnni,--nroee / 11 innni Pa r,...ier Event Management - Press " Page 3 of 4 As Premier's reach grew. Burke became involved with the committee seeking to bring the 2012 Olympics i York City. Because a triathlon offers the ability to showcase a city's various venues it seemed like a nature Though New York didn't land the Olympics (London was chosen), it did offer Burke a chance to rub elbow: high-level city officials, including former mayor Rudy Giuliani. In 2000. Burke signed a contract to produce New York City Triathlon, an event Premier has produced since its inception in 2001. A month after signing that race, Premier agreed to produce a series of triathlons for the American Association of Retired People. Burke said having those two clients on the Premier resume caught the attention of the USOC when it was produce last year's Olympic Trials in Hawaii and Washington. Burke said that has been the highlight of his career. "No one can ever take that away from you, that you were able to host (an Olympic trial)," he said. Where to? A 2006 wall calendar hangs on Burke's office wall and, not surprisingly, almost all of the weekends are boi Though he doesn't anticipate that changing anytime soon, Burke said he would like to hold more Premier the metro area. To that end, Premier has agreed to host the Collegiate National Triathlon Championships 22 on a course that will lead competitors into Lake Pontchartrain and along Lakeshore Drive. The followin( only U.S. qualifying event for the 2006 world championships in Lausanne, Switzerland, will follow the same Lakefront course. The college event is expected to attract as many as 700 competitors. Burke expects to fill 1,500 spots in tf qualifier, which should bring the finest American triathletes to the Crescent City. Premier also agreed to a sponsorship with locally owned Boudreaux's Butt Paste, which Burke hopes will I stage more triathlons in the New Orleans area. And for the first time, the New Orleans Track Club has gotl to be race director for its popular Mardi Gras Marathon. Perhaps the biggest development for Burke in recent months came when the World Triathlon Corporation, owns the Ironman name, contacted him about staging a race in New Orleans in 2007. Holding an Ironman Orleans would offer the city international exposure amongst the racing world. "We're looking at the feasibility of doing that," he said. "I think the chances are very good that it could hapf Burke's happy with the developments, hoping they will allow him to spend more time at home with his wife high-school age children. "It's very, very difficult on me," Burke said. "It is, I'll tell you. But it's in your blood. I love it. I work in the plar in the hotel room. Between last April and this April, I went to Hawaii 16 times. I don't think I went to the bei 'ktfn-/Axmrxv nPm_»an rnm/inAav nHn`?tnni?-nrPee n iz i')nn,< PUBLIC NO i ICE: tJ Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, April 25, 2006 at 9:00 a.m. AGENDA: • Approval of the Minutes of the meeting of March 28 and March 31, 2006: (5 minutes) • Harbin, China: Ice Festival/Jan 5-Feb 15,2007: Merv Lapin will present the CSE with the suggestion that the Town send a contingent to Harbin to see the festival and consider how the concept might translate to Vail. (15 minutes) • Coordinator Report: (5 minutes) o Financial Report o Review Agenda for May 23 meeting • Update on the Avon to Vail Triathlon and negotiations with Bill Burke of Premier Event Management. Denita Chirichillo/Town of Avon (30 minutes) The current CSE allocation for this event is $3000. The CSE may be asked for additional funds, up to $5000. Additional topics for consideration will include: o Does the CSE still wish to "partner" with the Town of Avon for this event in 2007? o Who should "own" the event? ¦ Avon? ¦ Town of Vail? ¦ Joint ownership? ¦ Some other entity? ¦ Should Bill Burke's company be contracted as a management entity, or should they "own" the event? o What is the Town of Vail's role in the event? o How will local organization be handled? • Consideration of an additional $3000 allocation to Resort Entertainment for the purpose of hiring two buskers to perform at the first two Hot Summer Nights concerts as a promotion for the Lionshead Busker Village. Diane Moudy (10 minutes) • Discussion and development of an RFP for a Special Event Handbook: (15 minutes) • Preparation for the discussion of the CSE's 2007 budget issues with Stan Zemler, who has agreed to attend the CSE meeting on May 23. (30 minutes) • New Business: (5 minutes) • Adjournment: 10:45 a.m. Posted this 14th day of April, 2006 Sybill R. Navas, Coordinator Commission on Special Events