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Town of Vail
Commission on Special Events MeetinLy
Vail Town Council Chambers
Tuesday, August 22, 2006 at 9:00 a.m.
AGENDA:
• Approval of the Minutes of the meeting of July 25, 2006: (5 minutes)
• Coordinator Report: (20 minutes)
o Financial Report
o Kick-It 3v3 Soccer Tournament: recap of issues'
o Finalize RFP schedule for 2007 allocations:
¦ Proposed Schedule:
• Friday, August 25: RFP available online and Public Notice
• Monday, October 16: Deadline for submittal of funding
applications
• Tuesday, October 24: Presentation'of funding applications at the
regular CSE meeting
• Tuesday, November 28: CSE makes funding decisions at their
regular meeting: Do CSE members want to hold this meeting
earlier in November?
• Vail Harvest Festival: Review Event Schedule and location/Amy Phillips (15 minutes)
• Development of an Re r to produce an on-line Special Event Guide and Application.
(30 minutes) ,
• New Business: (5 minutes)
• Adjournment: 10:15 a.m.
Next Meeting: Tuesday, September 26, 2006 at 9:00 a. m.
f
' 4\
MINUTES:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Tuesday, July 25, 2006 at 9:00 a.m.
CSE Members Present: Clint Huber, Robert Aikens, Stephen Connolly, Richard tenBraak and
Chairman Dave Chapin CSE Member Absent. Scott Stoughton Others Present. Kaye Ferry,
Carlos Caravlho, Jason Field, Dan Conway, Kerry Donovan, Joe Blair, Jeff Brausch, Diane
Moudy, Andrea Feldman, Maureen McDonald, Zoe Layton, Laurie Asmussen and Sybill Navas
AGENDA:
Chairman Dave Chapin called the meeting to order at 9:00 a.m.
Motion to approve the minutes of the meeting of June 27, 2006 and the Special Meeting of
July 6, 2006, as presented.
----- M/S/P_: Stephen-Connolly, Clint _Huber, Unanimous
Coordinator Report: Sybill reported to the CSE that Ian Anderson has submitted his
resignation, as he has accepted a new position in Carbondale. Lorelei will begin advertising the
vacancy within the week and it is expected that Council will interview candidates on Sept. 5.
Financial Report: The balance of 2006 unallocated funds is $24,410
Winter Street Concert Schedule: Discussion w/ merchants at VCBA Meeting on Aug 8
Approve RFP schedule for 2007 allocations:
Proposed Schedule:
o RFP available online and Public Notice: Friday, August 25
o Monday, October 16: Deadline for submittal of funding applications
o Tuesday, October 24: Presentation of funding applications at the regular CSE meeting
o Tuesday, November 28: CSE makes funding decisions at their regular meeting
The CSE ?., ,y..,ved this schedule by consensus, but reserved decision until the August 22
meeting as to whether to cancel the regular November meeting and schedule a meeting in early
November to make the funding decisions.
Vail's First Annual Festival of Marital Arts: Jason Field and Carlos Caravalho reported that
they have moved forward with booking all venues within the Town of Vail, and are prepared to
accept the $10,000 allocation towards marketing efforts that was app. ved by the CSE on June
27, subject to the event being held in Vail. The event is scheduled to take place September 1-3,
in a slightly scaled back mode due to the lack of availability of the Dobson Arena. They
informed the CSE that they have already reserved the arena for Labor Day Weekend next year.
This year's event will be as follows:
• Fri/Sat: Sept 1: Registration at tent in Slifer Square/dinner and K-1 event and dinner at 8150
on Fri.
• Sat: Martial Arts clinics at Sandstone Elementary School and evening film premiere
• Sun: Open Championship tournament at Sandstone School, with VMS as alternate venue
"Special Event Handbook" Contract proposal from Stephen Connolly. Stephen Connolly,
recused himself from voting and discussion, then presented the CSE with a proposal to create a
web-based "Vail's Special Event Guide and Application" as has been under discussion for the
last year.
CSE/srn Minutes: 07/25/2006 Page 1 of 3
? Motion to approve Stephen Connolly's proposal to produce the online Special Event
handbook by the end of 2006 for a fee not to exceed $25,000, as presented in the
handout.
M/S/P: Robert Aikens, Clint Huber, Unanimous. Stephen Connolly recused from the
voting.
Event Final Reports: No actions taken.
• Spring Back to Vail: Jeff Brausch from Highline Sports and Entertainment distributed
an overview and budget recap of the event and opened his comments by announcing that
Ski Magazine has named the event the #I Ski Party in North America. He stated that the
event's goals are to get people to Vail to spend money and that the event has exceeded all
expectations. April sales tax is up over 33% (even over the last time that Easter was in
April) and Vail Resorts estimates 150,000 additional visitors over the 12 days due to the
Spring Back to Vail activities. Attendance at the event is conservatively estimated at
about 24,000 people, contributing over $6M in incremental spending. He acknowledged
the difficulties caused by the inability to book the music talent early and stated that they
have already taken steps with Snow Daze to keep this from occurring again. Jeff closed
by stating that we have taken the #1 title from Whistler, and now we have to keep it.
• TEVA Mountain Games: Joe Blair from Untraditional Marketing presented a
PowerPoint overview of the event, noting in particular the QILL ordinary level of media
coverage generated by the event and stated that they have been successful in achieving all
of the goals set for the event which include:
o Build the largest outdoor adventure event in the country
o Bring energy to the Town of Vail during an otherwise slow period
o Assist TEVA in building brand recognition for their kayaking and rafting
products
o Build a positive business atmosphere for outdoor retailers and manufacturers
Joe stated that they are excited that the Town Council has given approval for the
development of new "adjustable" features in the Whitewater Park. Additionally, TEVA
has signed another 3 year sponsorship agreement, Prana has come on board as a partner
in the climbing divisions and most other partners have resigned. Untraditional Marketing
has some concerns with the loss of the Crossroads venue during the redevelopment phase
and noted that they will be seeking an alternative site for the climbing activities. Stephen
Connolly requested that a actual event budget be submitted.
• King of the Mountain Volleyball: Moved to the August agenda at the request of Leon
Fell.
Event Debrief/America Days: Laurie Asmussen reported that Western Ent:, V..ses had
scheduled 300 fireworks shows on July 4, and ours was one of only 3 that was cancelled. .
Although labor costs for set-up and tear-down of the event will not be recoverable, the shells are
now in storage in Oklahoma and can be used to augment the New Year's Eve display.
Approve 2007 Funding Request Presentation for Council: CSE members discussed the draft
proposal of the budget request and recommended changes. Sybill will e-mail a draft to all
members for comments and will submit the final document to the Town on Friday.
New Business: CSE members ayj,. „ved by consensus the following suggestions from Diane
Moudy with regard to the Buskers in Lionshead:
CSE/sm Minutes: 07/25/2006 Page 2 of 3
A
• Use the roving Buskers within the Arts Festival venue to entice people to go further into
the mall. The stationary performances will remain within the mall area.
• Change the Busker schedule from Thursday afternoons to Sunday from 10:00 a.m. to
2:00 p.m, due to the small number of people wandering in the mall midweek. This will
only affect the first 2 weeks in August, as after that time the schedule only includes
Friday and Saturday afternoons.
Motion to adjourn at 11:30 a.m.
M/S/P: Richard tenBraak, Stephen Connolly, Unanimous
Minutes taken and submitted by
Sybill R. Navas, CSE Coordinator
June 27, 2006
Approved by: Date:
- - -- --------- --Chairman,_Commission_on-Special_Events-__
Next Meeting: Tuesday, August 22, 2006 at 9:00 a. m.
CSE/srn Minutes: 07/25/2006 Page 3 of 3
CSE/sn 2006 Allocations and Payment Records 8/21/2006
Town of.Vail Commission on Soecial Events: 2006 Fundin g Reaue sts and Allocations
CSE Funds Available: $650,000
Rollover from Previous Year: $0
Lionshead Construction Mitigation Funds $16,000
Contribution to America Days from Eag le County $6,000
Total Funds Available: $672,000 $672,000 $672,000
Event:. 2006 Dates: 2006 Funds Contract Status: Funds Paid Out $$$
Awarded. Total Funds Amount Still
Paid Out Owed:
The Session Jan 12-15 $18,000 COMPLETE 6/27 $18,000 $18,000 $0
American Ski Classic Mar 22-26 $10,000 COMPLETE 6/27 $10,000 $10,000 $0
Vail Film Festival Mar 30-Apr 2 $55,000 COMPLETE 6/27 $36,666 $18,334 $55,000 $0
SDring Back to Vail Apr 3-16 .$50,000 COMPLETE 7/25 $16,667 $16,667 $16,666 $50,000 $0
Taste of Vall/Winter(Lamb Cook-off) April 5-9 $5,000 COMPLETE 5/23 $5,000 $5,000 $0
Teva Mountain Games May 31- June 4 $78,750 COMPLETE 7/25 $24,584 $29,584 $24,582 $78,750 $0
King of the Mountain Volleyball Jun 16-18 $7,500 as of 6/23 $2,500 $2,500 $2,500 $7,500 $0
Vail Farmers' Market Sundavs, Jun 18- Sep 17 $15,500 as of 5/12 $15,500 $15,500 $0
LH Busker Entertainment"Includes
$96,000 allocated by the LH Jun 23-Sep 3 (11 weeks) $47,500 as of 7/28 $15,750 $15,750 $16,000 $47,500 $0
Contstruction Mitigation Committee
Vail Lacrosse Shootout
Jun 24-Jul 4
$15,000
as of 2/17
$15,000
$15,000
$0
`Vail Jazz Festival Jun 25-Aug 27 $8,000 as Of 3/16 $8,000 $8,000 .$0
America Days*includes $6000 4-Jul $48,250 as of 7/24 $16,667 $16,666 $8,917 $42,250 $6,000
contributlon from Eagle County
Vail Jazz Foundation: 4-Jul $7,750 as of 3/16 $7,750 $7,750 $0
Washington Prep High School Band
$0
$0
Avon to Vail Triathlon 26-Aug $0 CANCELLED 6/27
Kick-It 30 Soccer Aug 4-6 $25,000 as of 8/11 $16,667 $8,333 $25,000 $0
Vail Arts Festival Aug 11-13 $15,000 as of 7/28 $10,000 $5,000 $15,000 $0
Convergence Festival Aug 23-27 $25,000 as of 1/20 $25,000 $25,000 $0
Taste of Vail/Summer August 18-20 $0 CANCELLED 6/19 $0 $0
Oktoberfest Sep 8-10/15-17 $80,000 as of 7/24 $33,334 $23,334 $56,668 $23,332
Harvest Festival Sep 22-24 $15,000 re-sent 07/28 $0 $15,000
Snow Daze (aka ReviVail) Dec 4.17 $35,000 as of 7/24 $11,667 $11,667 $23,333
Holidays in Vail Nov 25-Dec 31 _ $35,000 $0 $35,000
Vail's 1st Annual Martial Arts Festival September 1-4 $10,000
$5
340
$0
Circus ChimeraNCBA September 8, 9, 10 .$5,340 as of 7114 $5,340 ,
Subtotal: Event Funds i $611,590 $493,585 $118,005
Administrative Contracts:
Coordinator Salary
$32,500
through 7/31
$18,365
$14,135
Expenses $2,800 $1,190 $1,610
Web-Based Event "Handbook" $25,000
'
555
$19 $25,000
745
$40
Subtotal: Admin. Contracts $60,300 I ,
140
$513 ,
TOTAL: $671,890
$110 ,
$158,750
CSE FUNDS REMAINING:
NEWS RELEASE:
SPECIAL EVENTS COMMISSION ACCEPTING APPLICATIONS FOR
2007 VAIL SPECIAL EVENTS FUNDING
The Town of Vail's Commission on Special Events (CSE) is cua,rutly accepting funding
requests from special event producers for 2007 events occurring in Vail. The RFP,
accompanying information and guidelines, are available on-line at www.vailaov.com (click on
"Vail Information;" then "Special Events"); at the Municipal Building, 75 South Frontage Road;
or by calling 970 376-2394.
The CSE receives its funds fi.,,u the Vail Town Council, and is charged with allocating these
funds to stimulate the local economy and to promote an atmosphere of vitality, year-round fun,
sense of community and increased quality of experience for Vail's guests and residents. Funding
amounts will be determined based on an event's potential to increase sales tax and lodging tax
returns; increase a visitor's intent to return, how the targeted demographic matches that of the
Vail Local Marketing District; how it will increase a sense of community in Vail; how
sponsorships and media exposure will complement the CSE's funding; and if the timing of the
event will Yj uAx ote economic vitality in the community by strengthening the shoulder seasons.
Additional consido.«t;on will be given to proposals which meet the above criteria for a new
event to be held in late August, late June or Labor Day weekend.
Events that received funding from the CSE in 2006 include:
• American Ski Classic
• The Session
• Spring Back to Vail
• TEVA Mountain Games
• King of the Mountain Volleyball
• Busker Entertainment in Lionshead
• Vail Lacrosse Shoot-out
• Vail America Days
Vail Arts Festival
• Kick-It 3 X 3 Soccer Tournament
• Vail Film Festival
• Oktoberfest in Vail Village and
Lionshead
• Holidays in Vail
• Vail Arts and Wine Faire
• Jazz at the Market
• The Vail Farmers' Market
• Circus Chimera
• Vail's First Annual Festival of
Martial Arts
• Snow Daze
• Taste of Vail Lamb Cook Off
Event funding applications are due by 5 p.m. on Monday, October 16, 2006 and should be
submitted to:
Town of Vail/Commission on Special Events
75 S. Frontage Road
Vail, CO 81658
Applicants may be asked to present their proposals to the CSE October 24, 2006.
For more information, contact the CSE coordinator Sybill Navas at 970 376-2394 or at
snecialeventsnvailL,ov.com
MEMO: `RFP for Special Event Guide and Application
TO: Commission on Special Events
FROM: Sybill Navas, CSE Coordinator
DATE: August 22, 2006
PROJECT: Develop a first quality, user friendly online guide to producing Special Events
in Vail which can be easily updated.
Finished Document Must Include:
• Clear and welcoming explanation of the opportunities available and requirements for
producing a special event in Vail
• All permits and license applications that may be required to produce an event in the
Town of Vail, complete with explanations and guidelines
• Commission on Special Events: role and application process
• Liquor Board: role and application process
• Community Maps: to provide templates for event set-up diagrams
• List of FacilitiesNenues
- - - - - -- -- o -- Contact -and-booking- information- - - --
o Capacity
o Floor Plan or map
o Security Requirements
• Important Community Contact Information: i.e. Security Firms, Trash Companies, Event
Planners, Rental Companies, Emergency Services, Chamber and Lodging Contacts etc.
• How to get an event listed on the community calendar
• Other???
Considerations:
• Are we ready?
o Coordinator time investment
o Availability of information
• IT Issues:
o. PDF files: compatible with current and past versions of Acrobat Reader with a
total size not to exceed 1 MB
o Support Contract:
¦ Cost of updating the document
¦ Ease of updating the document
o Ease of navigability
o Ability to download and print only the pages that are applicable
o Interactive applications: select and fill out online, then print out for submittal
Alternatives:
• Issue RFP under the following schedule:
o RFP online and published by August 30, 2006
o Submittal Deadline: 5:00pm Wednesday, September 20, 2006
o CSE review proposals and award contract: Tuesday, September 26, 2006
o Project completion by December 31, 2006
• Postpone project until 2007
• Do nothing
CSE/srn RFP Considerations: S.E. Guide and Application 3/21/2006
VAIL COMMISSION ON SPECIAL EVENTS
EVENT FUNDING APPLICATION
Please print or type all information
? EVENT: The Harvest Festival
? PROPOSED DATE(S): September 23rd & 24th, 2006
? AMOUNT OF CASH FUNDING REQUESTED: $32,000
• PRODUCING ENTITY: Meadow Drive Partnership
President or Executive Director's Name: Lourdes Ferzacca - President
Name and Title of Person Completing the Application: Lourdes Ferzacca &
Jonathon Staufer
Address: 122 E Meadow Drive Vail, CO 81657
Telephone: 970/476.4403 Cell: 970-376.1858 FAX: 970/479.6930 WEBSITE? " "- -
- -- -- - - --- - - -- - -- - - --
E-Mail Address: lourdesferzacca@yahoo.com
Organization's tax status: For Profit Non-Profit* Not-for-Profit* X
Non-Profit (501C-3), or Not-for-Profit (501C-6) organizations, please attach current
State Department of Revenue Certificate with this application.
Taxpayer ID# 74-3046250
o Does the Event benefit a charity? Yes No X
o If yes, please name the beneficiary:
Mission Statement:
Promote and Enhance Business on Meadow Drive
Number of years your organization has been in business: 4 (four)
• Brief Description of the Event:
Building on the enormous success of the Vail Farmers' Market; Meadow Drive Businesses would
like to celebrate the ending of summer with The Harvest Festival. This festival will occupy a
weekend that is traditionally busy with leaf-peeping visitors, but which typically has offered very
little in the way of "reason to stay" entertainment. The festival will be two day family-oriented
event. It will be a celebration with Colorado produce, Colorado wine, Colorado beers and
Mountain Blue Grass Music. There will be a central festival tent on Meadow Drive in which the
entertainment will be located with dancing. This area will be decorated with bales of hay, corn
shocks etc... to give to the ambiance of a fall festival. There will be other tents surrounding,
featuring food, wine and beer. There will be another designated area for children" activities, such
as pony rides, horseshoes, leaf painting, roping and others. On Saturday afternoon the festival
will center on music, dancing and a bar-b-cue. In the tradition of the West, we will hold a square
dance on Saturday night for a wider audience. On Sunday there will be music, children activities
that will compliment the last farmers market of the season.
TOV/CSE - 1 - 2006 Application for Funds
r*"-"
y
• . Describe where event will be located within the Town of Vail:
Meadow Drive From Villace Center Road to Vail Road
• 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:
CSE funding will go into the general fund used to run the event, such as advertising,
security, live music, Large festival tent and rentals, family entertainment ( hayride, games
etc....) and decorations (pumpkins, hay bales, corn shocks)
Without adequate CSE funding, The Harvest Festival in Vail will not be held.
- - - ------ •- 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 control, street closures, etc. The event promoter
will be charged for all labor, materials and equipment unless such services are suecifically
exempted and approved as part of the Special Event Permit.
Traffic Control, in town buses must be re-routed from East Meadow Drive to Vail Road,
installing and removing miscellaneous signs, trash removal etc...
• Is this a: New event X Existing event Number of years in existence
Location(s) of event in previous years:
• Number of participants (athletes, artists, exhibitors, etc.) anticipated 10 to 15
Number of volunteers needed 5 (five) Number of event staff 5 (five)
Total Number of spectators anticipated 1500 each day
Local 50% In-state (non-local) 40% Out of State 10%
• 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? $32,000 estimated
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.
TOV/CSE -2- 2006 Application for Funds
r
? 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 Yx 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: A scant%>,
Unless othc i vvi6Q spec` ified in the contract, CSE fun ' 1 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 -3- 2006 Application for Funds
" The Harvest Festival 2006 Budget
Item
Operating
Security
Tent Rental
Music &
Entertainment
Misc. Rentals
Advertising
?. Coordinator
Total
Revenue (estimated)
CSE Funding
Sponsorships
Fees revenue
The Harvest Festival Marketins Plan
$32,000
Estimated $3,000 +
$3,000.
The marketing plan for 2006 is primarily aimed at "reason to visit and stay in Vail.
Once established, the Festivals efforts will shift to attracting new visitors.
- Ads in Vail Daily and Front Range publications to attract visitors and locals
- Posters distributed to Vail businesses, mailings and concierge contact
- Interviews and coverage on local TV
- Event listing in all newspaper and web event calendars
Media EXDOsure:
This is a new event so media exposure will initially be limited to local press releases and paid
advertising. We do expect the event will also be promoted by the Colorado Wine Board and to
get free news coverage from the Vail Daily.
Sponsors:
Cash sponsorships will initially be of interest to only a few local businesses. They will grow as
the Festival grows.
Meadow Drive Partnership Board of Directors:
Lourdes Ferzacca - President
Ray.la Kundolf - Vice President
Marty Stewart - Treasurer
Jonathan Staufer - Secretary
Laura Warren - Sergeant at Arms
DemoL,raphics and Visitor Spendiniz:
Unknown at this time.
Return on Investment: The Harvest Festival will generate vendor sales taxes/fees as well as
increased sales and taxes from local businesses. It will also attract locals and down-valley
residents who would otherwise not visit Vail.
$4,000
$6,000
$4,500
$6,000
Cost
$4,500
$10,000 this may change bases on sponsorships
$3,000
$38,000
CSE/sn 2006 CSE Budget
Commission on Special Events: 2006 Budget
CSE Funds Available:
2006 Funds from TOV Council
Eagle County Fireworks Contribution
TOV Construction Mitigation Funds
TOTAL FUNDS AVAILABLE:
Event Funds: 2006 Dates:
>Convergence Festival 2007 Aug 2007
Teva Mountain Games May 31- Jun 4
Oktoberfest/Highline Sports Sep 8-10/15-17
Vail Film Festival Mar 30 Apr 2
Spring Bads to Vail Apr 3-16
7/27/2006
$650,000
$6,000
$16,000
$672,000
2006 Funds Awarded:
25, 000.00
78,750.00
80,000.00
55,000.00
50,000.00
America Days*incudes $6000 m 4-Jul - 48,250.00
Eagle County
Street Performers in LH'includes $16,000 in Jun 23-Sep 3
Construction Mitigation Funds
tick-It 3v3 Soccer Tour Aug 4 -6
Holidays in Vail Nov 25-Dec 31
>Snow Daze Dec 4-17
The Session Jan 12-15
Vail Arts Festival Aug 11-13
Lacrosse Shootout Jun 24- Jul 4
>Harvest Festival Sep 22- 24
Vail Farmers' Market Sundays, Jun 18-Sep 17
American Ski Classic Mar 22- 26
Vail Jazz Festival Sundays, Jun 25-Aug 7
VJF: Washington Prep HS Band 4-Jul
King of the Mountain Volleyball Jun 16-18
Taste of VaiULamb Cook-off Apr 5- 9
Circus Chimera/VCBA Sep 8, 9, 10
>Vail's 1st Annual Marital Arts Festival Sep 1-4
Subtotal: Event Funds
Administrative Contracts:
Coordinator Salary
Office and Meeting Expenses
Web-based Event 'Handbook"
Subtotal: Administrative Contracts
TOTAL ALLOCATIONS:
Funds Remaining:
47,500.00
25,000.00
35,000.00
35,000.00
18,000.00
15,000.00
15,000.00
15,000.00
15,500.00
10,000.00
8,000.00'
7,750.00
7,500.00
5,000.00
5,340.00
10,000.00
$611,59CU
$32,500
$2,800
$25,000
$60,300
$671,890
$110
>Designates new events proposed for 2006
CSE/sn 2007 CSE Budget Request 7/27/2006
Commission on Special Events: 2007 Budget Proposal
EVENT FUNDING:
Multi Year Event Contracts:
TEVA Mountain Games
Vail Film Festival
The Session
Kick-It 3v3 Soccer
Lacrosse Shootout:'07 allocation is 2nd in 3 yr contract
Subtotal: Multi Year Contracts
New Events for 2007:
Vail Valley Foundation/Pro-cycling Event
Convergence Festival
Late June/ Summer Kick-off Event
Subtotal: Now Event Funding
Discretionary Event Funding:
Direct Event funding to be allocated through Fall 2006
RFP Procedure"
Street Entertainment
Construction Mitigation Funds: managed by the CSE
Subtotal: Discretionary Event Funds
Total Event Funds:
ADMINISTRATION:
Coordinator Salary"
TOV Health Care and Benefit Package
Meeting and Office Expenses
Event Evaluation and Research***
Web-Based Special Event Handbook
Town of Vail: Blue Parking Pass
Total Administrative Funds:
2006 Allocations:
$78,500
$55,000
$18,000
$25,000
•$15,000
$173,500
$0
$25,000
Estimate for 2007.
$25,000
$365,590
$31,500
$16,000
$413,090
$611,590
$32,500 -
$0
$2,800
$0
$25,000
in-kind
$60,300
TBD
TBD
TBD
TBD
$12,500
$220,000
$150,000
TBD
TBD
$250,000
$350,000
$32,500
$17,500
$400,000
$870,000
$36,500
$12,000
$3,500
$25,000
$0
in-kind
$77,000
TOTAL ALLOCATIONS: $671.890 $947.000
"This category includes funding for America Days, Oktoberfest, Holidays in Vail, Farmers' Market and any other
events receiving allocations as part of the CSE's annual fall RFP process.
**In addition to management of the CSE Board and budget, this contract includes permitting and regulatory
oversight for all Town of Vail events. The proposal reflects an increase from 25 to 30 hourstweek with a
$2.67/hour decrease in the hourly wage paid, but requests inclusion of Town of Vail health insurance and
recreation pass benefits.
***Last year, Council requested that the CSE contract for event evaluation surveys on a bi-annual schedule so
as to be synchronized with the Town of Vail and VLMD.
f
4
12:00pm - 6:00pm
1:30pm
2:00pm - 2:30pm
2:30pm
2:00pm - 2:30pm
3:30pm
4:00pm - 4:30pm
4:30pm
5:00pm - 5:30pm
9:30pm - 3:00pm
11:00am - 3:00pm
NZ
7IT
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Schedule of Events
September 23 & 24, 2006
Saturday, September 23, 2006
Farmers Market Vendors
Bluegrass Band(s)
Specialty Food Vendors
Beer & Wine Sampling
Carnival Games & Dunk Tank
Pony Rides
Pie Baking Contest
Folk Dance Demonstration
Jam Contest
Folk Dance Demonstration
Cookie Contest -
Folk Dance Demonstration
Contest Results Announced
Folk Dance Demonstration
Sunday, September 24, 2006
Farmers Market Vendors
Specialty Food Vendors
Carnival Games & Dunk Tank
Pony Rides
Beer & Wine Sampling
Bluegrass Band(s)
Street Musicians
Meadow Drive
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Meadow Drive
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Crossroads Parking Lot
Meadow Drive
Crossroads Parking Lot
Crossroads Parking Lot
Meadow Drive
Crossroads Parking Lot
Crossroads Parking Lot
Covered Bridge
. on JNerat W OHM
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e
Planning Fees $1,600.00
Event Staffing
Event Manager
Friday 6
Saturday 12
Sunday 10
Monday 4
32 $35.00 $1,124.00
Event Employees (LiquorAD/Entertainment/Set/Strike)
Saturday 120
Sunday 120
240 $25.00 $6,000.00
Security Estimate
Saturday 49
Sunday 35
84 $25.00 $2,100.00
Total Event Planning & SSa-Als ,g $10,820.00
Permit Fee $225.00
Wrist Bands & Tokens Estimate $600.00
Contest Prizes $500.00
Entertainment Estimate sat $5,000.00
Sun $1,500.00
roaving $700.00
Games $2,000.00
Ddcor $2,000.00
Rentals Estimate $5,000.00
Porte Potties i $1,000.00
Marketing Estimate $6,000.00
Vail Daily $3,500.00
KZYR $1,000.00
Posters $500.00
Ad & Poster Design $250.00
TV 8 $750.00
Liquor Cost $3,000.00
$38,345.00
Booth Revenue 4 $250.00 $1,000.00
4 $450.00 $1,800.00
20 $100.00 $2,000.00
Liquor Sales Revenue $19,000.00
TOV Grant 1 $15,000.00 $15,000.00
$38,800.00