Loading...
HomeMy WebLinkAbout2006-09-26 Support Documentation CSE Regular MeetingMINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, September 26, 2006 at 9:00 a.m. CSE Members Present: Robert Aikens, Stephen Connolly, Clint Huber, Richard tenBraak, Heather Trub and Chairman Dave Chapin CSE Member Absent: Scott Stoughton Others Present: Lorelei Donaldson, Kerry Donovan, Pam Brandmeyer, Leon Fell, Laurie Asmussen, Kaye Ferry, Matt Greene, Lachie Thomas, Kris Friel, Joe Blair, Tricia Capello, Greg Raffle, Matt Mire and Sybill Navas AGENDA: Chairman Dave Chapin called the meeting to order at 9:00 a.m. Vail Town Clerk Lorelei Donaldson swore in newly appointed CSE member, Heather Trub, who was appointed to the position vacated by Ian Anderson at the Town Council meeting on September 5. ? Motion to approve the minutes of the meeting of August 22, 2006, as presented. M/S/P: Stephen Connolly, Clint Huber, Unanimous Coordinator Report: • Sybill distributed an updated contact list of CSE members and reminded the members that the terms of Dave Chapin, Richard tenBraak and Heather Trub would expire in December. Lorelei Donaldson affirmed that the deadline for submittal of letters of interest to be reappointed to the CSE would be due by the 0 Wednesday in December. • Financial Report: Sybill reported that the CSE has a remaining unallocated fund balance of $24,410 and that all accounts are on target for this time of the year. Holidays in Vail is the only remaining contract to be finalized; pending a decision on a date for the tree lighting c,,.;,.ony. She stated that following a conversation with the county's financial director, Mike Roeper, regarding the cancellation of the 4`h of July fireworks due to extreme fire danger, she has re-invoiced the Eagle County Commissioners for their $6000 contribution to the that event and has been assured of the likelihood that they will allow their contribution to be applied to the New Year's Eve display. • Convergence Festival Update: Sybill distributed a sponsor information packet provided by John Zaring as well as a recap of a meeting that she had with John and several members of his staff on August 27, when they had made a trip over from an event they were assisting with in Breckenridge to get an overview of Vail venues for next summer's Convergence Festival. By all reports, they expect the event to go on as planned and have renewed their reservations with several local venues, including Dobson Arena, Donovan Pavilion and the Marriott Hotel. They were also going to speak with the Foundation concerning use of the Amphitheater. Some CSE members remarked that the event outline and schedule seemed to have shrunk since the last presentation, both in the scale of the event and in the target level of potential sponsors. Sybill stated that she was not sure if they would be asking the CSE for CSE/sn Minutes: September 26, 2006 Page 1 of 5 2007 funds, but insured the members that if no proposal was forthcoming by the October 16 deadline, she would be in touch with John immediately. • Food Vendors: Sybill informed the CSE of new additions to the.Special Event Permit Application resulting from the discovery that many food vendors have been disposing of their gray water into the storm sewer system. Since there have been so many food vendors, primarily participating in the Farmers' Market and again at Oktoberfest, there is a heightened concern over grease stains on the new pavers. Also, there will now be a requirement that all special event food vendors hold a Colorado Retail Food Service License and submit a signed certificate indicating their understanding of the Town's and the respective Event Promoter's conditions of participation. Rich tenBraak questioned how this might impact a non-profit group, such as the Rotary Club, which does not hold such a license but operates the barbeque at the Duck Race. Sybill suggested that this issue will be discussed with the Town's Environmental Health Officer at the next ERC meeting and that perhaps some exemption criteria might be developed. All of the event promoters affected to date have been supportive of the changes. • Banners: Sybill read a letter dated September 21, 2006 into the record from Sheika Gramshammer in which she stated that, on account of complaints from some of their guests that the banners were impacting the view, Gasthof Gramshammer would no longer allow the Town of Vail to attach the Bridge Street banners to their building. Pam Brandmeyer added that this was more likely an expression of Sheika's disagreement with the Town over issues surrounding the noise ordinance and that the Town is already working to find an alternate site, perhaps by erecting poles in the Town of Vail ROW, but that it may take some time to finalize the decision since the change must be made by ordinance. The CSE requested an update at their next meeting. Discussion: Reconsideration of funding allocation schedule in light of changes to the Town Council's budget approval schedule. CSE members approved by consensus the following schedule of meetings: • Tuesday, October 24/ All day: Regular October CSE meeting. Review of 2007 Event Proposals. • Wednesday, October 25/ 11:00 a.m. -1:00 p.m.: Possible executive session to discuss funding strategies, particularly with regard to the negotiation of multi-year-contracts with selected events. Sybill will confirm with Matt whether or not this discussion is acceptable under the conditions allowed by Colorado Statutes for executive sessions. • Wednesday, November 8/ 11:30 a.m.- 1:30 p.m.: Annual information sharing meeting between ERC, CSE and Town of Vail Event Promoters • Tuesday, November 28/ 9:00a.m.: Regular November CSE meeting. Discussion of funding allocations. • Wednesday, December 6: Tentative meeting to refine funding decisions should the council make changes to the 2007 budget at the 2nd reading on Tuesday, December 5. There will be no regular CSE meeting in the month of December. Sybill will work with Rich to schedule a joint meeting with the VLMDAC early in 2007. Event Final. Reports: • King of the Mountain Volleyball: Leon Fell distributed an overview and final event budget. He stated that the event was nearing its goal of attracting the same energy and numbers as in its 1980's heydays, with 281 teams participating this year and an ever increasing interest in the juniors division. He added the event had received some national CSE/sn Minutes: September 26, 2006 Page 2 of 5 media exposure this year and that he expects to be able to tap into national advertising next year. Citing the strengths of the event as the Father's Day weekend time frame, Vail's location and reputation and the increased lodging numbers generated by this year's tournament, Leon stated that he expects at least 300 teams next year and will expand the event onto the Softball fields. As he had stated last year, he reiterated that the greatest limitation to the expansion of the event is the lack of an adequate number of sand courts. The addition of 2 more courts would provide opportunity to expand the event up to the level of 500 teams. He recalled the early days of the event when the courts were at Golden Peak and the energy from the event's proximity had spilled over into the village. • Circus Chimera: This report was postponed at the request of Joyce Gedelman due to the lack of complete information available to date. • America Days: Laurie Asmussen distributed the event overview and final budget for both America Days and the Arts Festival. Beginning with America Days, she stated that an Apple Pie Bake-off at the site of the event sponsor, Millennium Bank, had been added this year as part of the goal of expanding the event to 2 days. Although the weather was miserable on the first day, it is hoped that the pie event can be moved to Ford Park next year, and become an all-American lead up to the Patriotic Concert. She added that, although there was some additional expense involved, it was a benefit to have the Washington Prep High School Band back. She estimated the parade crowd at about 30,000-people, and said that the entertainment in the Village after the parade had helped to mitigate the exodus to Ford Park for the concert. Sybill suggested that moving the concert to late afternoon might help keep people in the Village over lunch, and/or for dinner afterwards. In conclusion, Laurie spoke to the cancellation of the fireworks and the fact that since the show had been completely set-up prior to the decision on July 3 to cancel due to the extreme fire danger, much of the cost would not be recoverable. • Vail Arts Festival: Laurie began by stating that the 2nd weekend in August appears to be an ideal time for the event, which provides an excellent compliment to the Dance Festival and the Farmers' Market. Adding that the East Lionshead Circle site is an ideal venue, with 98 artist tents there is little potential for growth because the site is constrained by the bus stop, and she feels that the LH merchants would be heavily impacted if the bus service to the mall were to be eliminated during the event. With respect to sense of community, Laurie cited the festival's 22 year history in Vail, the commitment to the Lionshead business community and the fact that, since it is not one of the currently popular "touring" art shows, it is comprised of a unique group of artists with a distinctly regional flair. Sybill informed the members that the event contributes over $7000 in Special Event.Business License fees alone. Update on plans for Holidays in Vail: Laurie Asmussen distributed the following proposed event schedule: • Dec. 16-17: Holiday Gift Faire at Donovan Pavilion. The proceeds will contribute to a memorial fund for the purpose of defraying rental costs at the Pavilion for memorial services and funerals. • Tree Lighting in Lionshead and Vail Village with a Parade of Lights: The proposal of Saturday, December 16 was eliminated due to the MixxMaster Mike Concert at Crossroads scheduled on that date. There was some discussion that it might be better to schedule it on the Friday or Saturday before Christmas when the most visitors will be in town. Kaye Ferry, representing the VCBA, commented that the merchants benefit from having the holiday lights on earlier in the season, but that it is futile to go against Beaver Creek's holiday kick-off celebration at Thanksgiving. As a compromise, CSE members CSE/sn Minutes: September 26, 2006 Page 3 of 5 directed Sybill and Laurie to work with Highline Sports and incorporate the event into the Snow Daze schedule on Friday, December 8. • New Year's Eve: Torchlight Parade at 5:0.0/Main Fireworks at 6:00/Mini-Fireworks at 12 Midnight to provide closure to the evening. New Business: New business was moved up in the agenda at the request of Richard tenBraak, since he and Stephen Connolly would be recusing themselves from the RPF discussion. Stephen then reported that there had been problems with the Police Department prior to the parade on the Oh of July when Eagle Valley Events attempted to begin set up of the entertainment/sponsor tent at Check Point Charlie, as had been approved on the Special Event Permit. Pam Brandmeyer took responsibility for the situation, stating that it had been a communication "snafu" between departments and assured the CSE that steps have been taken to alleviate similar problems in the future. Stephen also informed the CSE that he had been made aware of merchants coming out to vend at Oktoberfest without informing the event organizer- a situation which impacts the event venue set-up and the event producer's insurance. Sybill responded that the Town does not consider this to be "legal" and that educating the merchants of the requirement that they communicate with the event promoter and be listed on the permit if they intend to participate is an ongoing process. She added however, that enforcement has not been consistent. Review RFP's for Special Event Guide and Application and determine whether or not to award a contract at this time, and if so, to whom. 3 Proposals were received before the deadline and considered by the CSE: • Ristow and Cone LLC • Untraditional Marketing • Vail Chamber and Business Association Matt Mire, Vail Town Attorney advised the CSE that it would be aFFAuF?:ate as a professional courtesy to ask the applicants to step out of the room while the others are being interviewed. He also explained that if a member has a conflict of interest, as defined by the Colorado Statues they must recuse themselves from the discussion and not attempt to influence the discussion in any way. He added that a presentation by one of these recused parties would be in violation of the law, but that it would be acceptable to answer questions in order to provide information necessary for the board to make an inf.,...ed decision. Matt also gave a brief overview of the conditions under which an executive session is acceptable. Stephen Connolly and Richard tenBraak recused themselves from the discussion citing potential conflicts of interest and both left the room. All of the other applicants then left the room and the CSE discussed the varying options presented by the 3 proposals submitted, with Greg Raile and Kris Friel from the Town of Vail's IT Department present to answer questions about how each proposal might be compatible with the town's IT systems. Greg Raile noted that only the Ristow Cone and the VCBA's Option #1 were the collection of PDF's that the RFP described and that VCBA Option #'s 2 and 3 and the Untraditional Marketing proposal require an off-site host. Sybill cautioned the CSE members that she will be required to contribute additional time regardless of which proposal is accepted and that the impact to the administrative budget must be considered. Although there was general ap,,.c,ciation that a product which provided an interactive application and fully integrated back up database would be of great value, it was decided that the creation of this more complex product was premature given the great flexibility and large number of variables inh,,.,?,.i in the current system and all agreed that the ground work of clarifying and cleaning up the current CSE/sn Minutes: September 26, 2006 Page 4 of permitting process must be accomplished by completing the more simple PDF based guide and application first. Untraditional Marketing, represented by Tricia Capello and Joe Blair, was asked if they would be interested in re-working their proposal to provide a bid to produce the document as described in the RFP. While expressing their opinion that the fully integrated database backed program would be an excellent tool for the CSE, they stated that, yes, they would be interested in bidding on the simpler product. In conclusion, a decision to postpone awarding a contract was reached by consensus and the following direction given: • The Vail Chamber and Business Association proposal was eliminated. The CSE felt that the other two proposers possessed a greater degree of familiarity with the Town's permitting process and were better qualified to facilitate the necessary discussions between the Town Staff and event promoters. • Request a revised bid from Untraditional Marketing, for the basic PDF based product, which could serve as a stepping stone to the more sophisticated database-backed proposal. • In comparison to the other proposals received, the cost of the Ristow Cone proposal was considered to be quite high relative to the final product. Although the CSE did determine that the straight-forward guide and application package without the online submittal and database system is indeed the product that they are seeking to produce, they felt that the cost should be lower than a database backed guide. There was general consensus that $100/hour was quite a high rate of pay for re-writing permits- but that different aspects of the project require diffo.out skill sets. Sybill was directed to ask Stephen Connolly to submit a budget where the . hours are more clearly itemized- as in, interviews, meetings, writing, IT design, etc. Additionally, they requested that he expand on his IT qualifications, or clarify who will be the consultant with regard to the technical aspects of the project. • A meeting shall be scheduled at 11:00 a.m. on Thursday, October 12 for the purpose of evaluating the revised proposals and coming to a decision as to how to move forward. Motion to adjourn at 1:00 p:m. ? MIS/P: Robert Aikens, Clint Huber, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator September 26, 2006 r ? V 1-00 Approved by: Date: `merman, Commission or JSpecial Events NEXT MEETING: Special Meeting to review the revised proposals for the Special Event Guide Thursday, October 12, 2006 at 11:00 a.m. Administrative Conference Room, Town of Vail Municipal Building Next regular CSE Meeting: Tuesday, October 24, 2006 at 9:00 a.m. Vail Town Council Chambers CSE/sn Minutes: September 26, 2006 PaLe 5 of 5 mop" i? d 100 Valk: 1 ??? c?van U r? 1 J?L• ?.- 67 / :AJ Sir n C , q .? i dt? - - ??l i fa pub .a t.8 ?- G a ?p V I AIL- i i Z-Ft / L to 1, lle-, t' i 12 10 l 5 -72l . / . 00_-P 7-io - 0? I - - G?4 .5'C J i ell ?J .......... 62 J I? i . ? ? + /fir ? ? ,? ./?' r( L?---?I ' ? ? -> / Vin; ?. A ? ?? . •? ?. ?Nv ? ??. -?itG?.c.o-_G? cAi t n A ?- /a'L? A _ ?a A /A A -(Z v 4 h?S .? 7 i 'lip I, ,w G 'ezk IL-CP tJ ?-??' ? Gam, - ?n1 L J i 4_r2 4 I CAP- X /1, C_ .u I1„ - ?s n /= r vy' t ? ///ice • ?-?c? f ?. . =`. ?c,?? /sue 1 117-2 Ristow & Cone LLC Stephen Connolly P.O. Box 3003 (970) 376-5798 Vail, CO 81658 sfcvail@hotmail.com Proposal to Produce "Guide to Producing Special Events in the Town of Vail" Ristow & Cone LLC September 20, 2006 Table of Contents Letter of Transmittal Part 1 - Qualifications Letters of Reference Work Examples Part 2 - Description and Outline Part 3 - Internet Format Part 4 - Ongoing Maintenance Part 5 - Work Plan and Timeline Ristow & Cone LLC 2395 Bald Mountain Road Vail, CO 81657 970/476-1346 September 20, 2006 Commission on Special Events Attn.: Sybill Navas, Coordinator Town of Vail- 75 S. Frontage Rd. Vail, CO 81657 RE: Letter of transmittal Dear Sybill: Following is a proposal to produce a "Guide to Producing Special Events in the Town of Vail". As determined by the Commission for Special Events, there exists the need for a comprehensive reference document that will help event organizers with the process of producing events within the Town of Vail. Such a resource would also serve as a marketing tool to help attract special events to Vail. The Guide will be available online and downloadable from the Town of Vail website. It will contain four color photography and diagrams in PDF format. The Town will retain all rights pertaining to the publication. The Guide will be comprised of two major components. The first will serve as a resource with information on venues, ordinances, permits, services and contacts. The second will cover the application and necessary forms used in the permitting process. All of the elements listed in the RFP will be incorporated into the Guide. Input from event producers, Town of Vail staff, the business community and the Commission for Special Events will be sought and incorporated into the final document. The Guide will be written and managed by Ristow & Cone LLC, a full service event management, marketing and consulting firm based in Vail. Joanne Morgan Graphic Design will handle layout and graphic design. Work will begin immediately with a finished product available online by the end of the 2006. September 20, 2006 Page 2 This proposal is made in good faith to the Town of Vail and shall remain in effect for sixty (60) days with the condition that unless acted upon within five (5) business days from submission, the prescribed deadline for completion of December 31, 2006 will be extended accordingly. The party listed below has the authority to bind Ristow & Cone LLC with regards to any and all agreements and shall serve as the single point of contact for all notices and negotiations: Stephen Connolly, Managing Member Ristow & Cone LLC 2395 Bald Mt. Road Vail, CO 81657 In exchange for the services provided, Ristow & Cone LLC seeks a fee of $25,000.00 paid in installments as negotiated with the CSE. It is anticipated that the fee will be disbursed according to the following breakdown: Graphic Art Services $4,875.00 (65 hours @ $75/hour) Interviews, Research, Writing $17,000.00 (170 hours @ $100/hour) Project Management Proofing and Final Edit $1,000.00 (10 hours @ $100/hour) Contingency $2,125.00 This is a project that I am excited to see come to fruition. I will take great pride in being personally involved with its completion. Thank Ste en Connolly Ristow & Cone LLC Part 1 - Qualifications Ristow & Cone LLC is a full service special events and marketing firm offering consultation, technical writing and sales efforts to businesses, individuals and governmental organizations. The firm is a Colorado LLC in good standing and licensed to do business in the Town of Vail. Stephen Connolly will write and manage the production of "The Guide to Producing Special Events in the Town of Vail", herein referred to as "The Guide". Joanne Morgan Graphic Design will handle layout and graphic design. Stephen Connolly Connolly started producing events in 1981 as the race director for a multi-day, international bicycle race in Gunnison, Colorado. He first became active with special events in Vail in 1989 as the Director of Ski Club Vail's Town Race Series. He also managed the Corporate Pavilion within the 1989 World Alpine Ski Championships and served as a member of the banner crew. In 2001, the Vail Chamber and Business Association hired him to oversee special events within the Town - a position that led to the organization hiring him as their Director. Connolly helped the Town with the development of the Commission for Special Events in its current form. Town Council selected him to serve as one of the original CSE advisory members. He is currently serving a third term as a voting member on the CSE. Connolly attends various community meetings including those conducted by Town Council, the Local Marketing District, the Vail Recreation District, the Vail Chamber and Business Association and the Event Review Committee. On numerous occasions, he has acted as a liaison between the business community, TOV staff and event producers. There is no better qualified individual to manage the production of The Guide. Joanne Morgan Morgan began her career as a graphic designer over 35 years ago. She was one of, if not "the", original graphic artists to work in the Valley for the Printery at Vail. She went on to work for the Vail Trail for 19 years. While at the Trail she provided advertising agency services including design, photography and production for over 30 clients.. Morgan also wrote about and photographed dance and sporting events in Vail. She currently manages a wide variety of creative services for a number of clients throughout the Vail Valley. There is no better qualified artist to create the look and feel of The Guide. NO ' VAIL RECREATION September 18, 2006 D I S T R I C T Commission on Special Events Town of Vail 700 S. Frontage Road East Vail, CO 81657 Vail, Colorado 81657 970.479.2279 RE: reference for Stephen Connollv f 970.479.2197 www.voilrec.com Dear Commission Members: I have known Stephen Connolly for over 15 years. During that time, VAIL GOLF CLUB he has been a staunch supporter of the Vail Recreation District. Even 1778 Vail Valley Drive during times when he has not agreed with the policies and actions of 479.2260 f 479.2355 the District, he has maintained a positive approach to resolve problems and issues. GOLF MAINTENANCE 1278 Vail Valley Drive Recently I hired Stephen to perform consulting work for the District. 479.2262 f 479.3451 We have retained the services of Ristow & Cone LLC to evaluate our inventory of sponsorship benefits. As part of the project, he has PARK MAINTENANCE pursued several promoters with the goal of attracting shows back to 700 S. Frontage Road East Dobson. He has also provided me with related marketing suggestions. 479.2457 f 479.2197 I am completely satisfied with his efforts. His fees are fair and justifiable. Not only has he performed in the areas that he was VAIL TENNIS CENTER contracted for, he has added input in several other areas. 700 S. Frontage Road East 479.2294 F 479.2197 Stephen's knowledge and relationships within Vail are outstanding. JOHN A. DOBSON ARENA He understands how everything fits together. I would highly 321 Lionshead Circle recommend Ristow & Cone LLC for any services offered. 479.2271 f 479.2267 Sinc rely, VAIL YOUTH SERVICES 395 E. Lionshead Circle 479.2292 f 479.2835 Mike Ortiz VAIL NATURE CENTER Executive Director 841 Vail Valley Drive Vail Recreation District 479.2291 f 479.3459 VAIL GYMNASTICS 545 N. Frontage Road West 479.2287 f 479.2286 ADULT & YOUTH SPORTS 700 S. Frontage Road East 479.2280 f 479.2281 Or visit us on the web at: www.voilrec.com knSE, wa";°a"7?9iu.F.S6a;"d"?g"S? HFUH JJ spopcs s entemainmenC September 14, 2006 RE: Reference for Ristow & Cone LLC and Stephen Connollv To the Vail Commission on Special Events: I have had the pleasure of working with Stephen Connolly on various levels since 2002. As a member of the Commission for Special Events, Highline Sports and Entertainment has seen Stephen work diligently to make the entire process smoother for both event promoters and Town of Vail staff. In many cases he has gone above and beyond the call of duty to address problems and find solutions for Highline and other area promoters. While he has occasionally voted against our projects, he has always been fair, reasonable and willing to listen. Beyond CSE, I also had the opportunity to hire Stephen's firm when I started THE DIVISION, a sports marketing agency focused on the game of poker. In this capacity, Connolly provided event management services that were some of the best I have seen. His attention to detail in the planning process made for events which ran smoothly and headache free. His flexibility allowed him to address event challenges that arose on the fly. Proper planning and adaptability are key attributes for event managers to possess. Stephen also provided writing services, supplying content for our corporate website and sales materials. Stephen Connolly is positive contributor to the CSE and his event management skills are solid. I would certainly recommend him for any event and sports marketing services that he feels confident enough to offer. Best, .ice Jeff ?au5c September 18, 2006 To: Commission on Special Events Subject: Special Events Guide Recently, I addressed the Vail Town Council to encourage them to ratify the CSE's decision to award a contract to Stephen Connolly to develop a Special Events Guide. I told them that production of an informational guide should be viewed as an administrative matter and that they should trust the people they had appointed to distribute millions of dollars to event producers to make the right decision on who could produce the best guide. I also told them that I thought you had made an excellent choice w, r .-in..selecting. Stephen. He knows special events from the production side; he knows Vail's facilities, TOV staff and event producers and he has been involved in developing the relevant processes. And obviously, he has a unique insight into what you want for a guide. Additionally, having known Stephen personally for more than five years, I know him to be a thoughtful and creative person who can get people with different views to a common ground. He listens to people, understands what they are saying and then can craft an approach that satisfies all parties. Those are attributes that will be needed to create a usable events guide. Many could create a guide from a single perspective e.g. CSE, Town staff, event promoters, residents or business community; but if the guide is going to be effective, the developer has to understand and address the unique needs of all- stakeholders while still meeting the CSE's objectives. I believe Stephen possesses the ability to do that in a positive manner and would create an excellent guide that you would be proud of. Sincerely, Rick 'Scdipeiio Vail Resident and Former Member of the CSE L 479.3400 24_HourTelephone B nk'09 lley to g serve you convenient locations in t e www efirstbank --? 00 Member FDIC r insured to `? 1000 deposit-0 Each :r- ICI I `'r, 11L Ir L ... LOOKING TO THE FUTURE. W.MORII'S AND izi-ci I's or V'11 1_'s Gi,.,\Nn Cl I II; 1IVA OZ Architecture Studio in Boulder, Colorado is well-known in the design industry for producing exceptionally unique developments with a commitment to quality and craftsmanship from concept through construction. The OZ passion and determination have earned countless awards. Their cohesive team is known for designing with the utmost in luxury, function and design. Since 1964, OZ has worked with clients on a wide range of projects in Colorado and throughout the world. R. A. Nelson & Associates, Inc. is one of the country's largest and most experienced general contracting firms specializing in mountain resort building. The firm has been building in the Eagle River Valley for over 25 years. Lift Development Company is a Colorado-based developer of high-end residential properties. Its interior design staff has created spectacular interiors for some of the finest homes in the Vail Valley. IS-LIFER SM0#44 S F A ,PTON D4 M"40 M_ -I MIN Sitzmark Office 183 Gore Creek Drive Vail, CO 81657 970-477-5720 VAIL Living in the pristine neighborhood at the foot of Vail Pass takes on a luxurious feel with the advent of Torzetto at Vail. In the forested beauty and peaceful, quiet environment of East Vail, six exquisite new residences will offer contemporary living in an established community - with a touch of wilderness. Waterfalls in the summer and icefalls in the winter underline the beauty of the area. Set amid tall pines and lushly landscaped, Torzetto's stunning homes are convenient and close to Vail's winter and summer sports. Hiking, biking, fishing, crosscountry skiing, and snowshoeing begin close by. Inside, a choice of added features offer further luxury to pristine mountain living. The homeowners' association will oversee landscape maintenance and snow removal for carefree ease of living. A complimentary one-year membership to the Vail Racquet Club is also provided with purchase.* Torzetto is a development that combines a low-maintenance lifestyle with stunning architecture and environmentally-friendly building materials and methods. Iii (r' SITE PLAN to • Large, four-season mountain residence designed for contemporary living • Soothing color palette and lighting • Extensive use of glass, wood and stone • Gallery entryways with stone floor inlays • Dramatic living rooms with cathedral wood ceilings • Sunny, south-facing decks and patios • Expansive windows and balconies offering beautiful mountain views • Open-riser stairwells with cable railings • Designer gourmet kitchens with Sub-Zero and Wolf appliances • Exquisite designer bathrooms • Steam shower • Two master suites in each home • Spacious two-car garages with ski storage • Fully finished lower level can be customized for exercise room, media room, wine cellar, game room, additional family room or bedroom s Nn?iONn?foMEir V?`j/ 'O RCAOCrw,-CS ?\. ? 24 , ?f 18k Gold and gemstones Part 2 - Description and Outline The Handbook will be comprised of two major components. The first will serve as a resource for Event Producers. Included information will cover the permitting process, services, venues and maps. The second part will deal with the actual application. All of the necessary forms and attachments needed to apply for a Special Event Permit from the Town of Vail will be included. The Town will retain all rights pertaining to the publication. The goal is to produce a tool that is useful for both the Event Producer and the Event Review Committee. The finished product will be available online and downloadable from the Town of Vail website. It will contain four-color photography and diagrams. The format will be the universally accepted PDF. The use of interactive fields will give applicants an easier way to enter all requested information before printing and submitting final hard copies to the Town. The finished copies will provide better working copies for the ERC. We will conduct a review of all current attachments with the CSE Administrator, the Town Clerk and members of the ERC for updating and clarification purposes. The look and feel of all forms will be such that allows for ease of use by all involved. Following is an overview outline. Input form both event producers and members of the TOV staff has already been sought and is reflected in the following outline of what is helpful to the process. Upon awarding.of the contract, a detailed outline will be submitted with a request for additional input from the CSE. Outline Introduction Importance of Special Events to the Town of Vail Role of the CSE - One Point of Contact and Potential Funding Source Permit Process/Timetable Application Information Event Review Committee Regulations Merchant Notification and Rules of Engagement TOV Licenses and Ordinances Safety Plan Insurance Requirements TOV Services For Hire Police Fire Department Public Works Local Services Ambulance/EMT Services Trash/Recycling/Portable Toilets Barricades Local Event Producers and Consultants Volunteer Outlets Venues Capacities Setup/Layout/Display Issues and Concerns Available/Needed Services Management Contacts Parking Capacities and Concerns Maps PR / Advertising Special Event SNAPSHOTS Online Calendars Local / Front Range Media Outlets Local Marketing District Lodging Reservation Resources Special Event Permit Application Application Forms - TOV and Dobson Attachments Part 3 - Internet Format The major premise of the Ristow & Cone LLC proposal is to provide a finished version of The Guide that is easy to use by both the applicant and the Event Review Committee. The "look and feel" of the document is of paramount concern. Since the inception of discussion regarding The Guide, Connolly has always proposed the use of PDF (Portable Document Format) files with interactive fields that would allow for easy downloading and completion of the application. The proposal to use PDF comes from both personal experience and the input from a number of event producers. The PDF file format is the de facto standard for document exchange. Applicants will always be able to download free current versions of the Adobe Reader. Extensive meetings and conversations with Town of Vail staff including members of the Community Development and Information Technology departments confirms that the concept being contemplated by Ristow & Cone LLC is not only feasible but will be helpful to Town staff. The finished version of The Guide will be simply to navigate. Use by high speed and dial up connections will only be subject to TOV Website restrictions. Part 4 - Ongoing Maintenance The Town will retain all rights pertaining to the publication. The original draft will be made in Microsoft Word and converted to PDF via Quark. This proposal covers the initial production and corrections deemed necessary by the CSE or Town of Vail Staff. Because of the software being used, updating will be easily accomplished. The basic Word draft can be edited the CSE Administrator and could be incorporated under normal working conditions so that no addiction charge be incurred beyond the annual fee already being paid. Graphic changes to the PDF files will also be easy to make. Fees would be the prevailing graphic design market rates offered by a number of local graphic design firms. Part 5 - Work Plan and Timeline Ristow & Cone LLC began work on this project with the CSE's unanimous decision to award the contract to Stephen Connolly on July 25, 2006. Completion is anticipated to be December 31, 2006. While not expected, the only reason that could prevent meeting this deadline would be the accessibility of TOV staff due to the delay caused by the RFP process. Periodic updates will be provided to the CSE at regular monthly meetings or as requested. 1OWN0HA Letter of Transmittal "Guide to Producing Special Events in the Town of Vail" Submitted to: Sybill R. Navas, Coordinator Commission on Special Events Town of Vail 75 S. Frontage Rd. Vail, CO 81657 Date: 9/20/06 Submitted by: Tricia Capello, Director of Agency Development Untraditional Marketing PO Box 1430 Vail, CO 81632 970-926-4799 x15 LM mtradi ional marketing All ideas and concepts are the .sole propertyof Untraditional Marketing, LLC protected by copyright law and international treaties. Copyright Untraditional Marketing, LLC, 2006. All rights reserved. The proposal will remain in effect for 60 days niter receipt by the Town of Vail. h 1 MWN OF VAIL Table of Contents 1) Untraditional Marketing Qualifications and list of references ..........1 2) Outline and description of finished product .........................:........2 3) Internet Format & On-Going Maintenance ..................................3 4) Work plan and timeline ...........................................................3 5) Budget & Fees .....................................................................4 r UT? U-?;,traditiorzl f All ideas and concepts are the sole propegv ol'I lntraditional Marketing, I.L,C protected h>> cappriT;ht law and international treaties. Copyright Unlradmonn/ Marketnrg. /J,C, 2006. All rights resen ed. The proposal will remain in e, ira for 69 dal+c after receipt by the 'T'own of I'ad. i TOWNOFYAIL " Part 1: Untraditional Marketing Qualifications and list of references Untraditional Marketing is a niche agency specializing in creating brand loyalty beyond reason. We have built a team that is in-touch with the market we serve. This is reinforced by our solid experience in traditional marketing as well as a vast array of experiential and event production expertise. We have built our agency to be strong and efficient. We maintain a core staff and draw upon experts outside our field to broaden our scope. We have garnered strong working relationships with a variety of partners/experts across many platforms. This allows us to keep our overhead down and pass on cost savings to our clients. We pride ourselves on delivering and executing strategic, smart, intellectual properties to our clients. As a small shop, we are extremely agile with the ability to tweak and implement changes/requests quickly. Similar past client programs include: WestStar Bank: Untraditional Marketing brought structure to the allocation and execution of WestStar's sponsorship dollars. UM consulted WestStar on how to restructure their multi-regional approach. In addition UM developed white papers that served as a guideline for all regions to solicit, review, monitor and report on their sponsorships. Vail Resorts: Untraditional Marketing formulated a special event platform enabling Vail Resorts to maximize the efficiencies and effectiveness of their event portfolio. This platform is now used as an internal guideline for Vail Resorts event selection, planning and review process. References: - Kelli McDonald - Vail Local Marketing District - VP of Marketing • kmcdonaldCcrbvisitvailvallev.com , 970-477-4016 - Ali Steimke - Outdoor Industry Foundation - Outreach Program Manager • Asteimkea-)outdoorindustrv.orq, 303-444-3353 x215 - Adam Druckman - Deckers Outdoor Corporation - Marketing Manager • adruckmanedeckers.com , 800-449-1118 x507 U-n u-traditional (T'?IarkCfint,'j All ideas and concepts are the sole proper(r of l hnradnional Markelntg, I,LC prolecled hp coprr/ hl law and international b•eanes Cop1,right Untraditional Marketing, Of *, 2000. All rights reserved The prop,eal will remain in t,,&c1 fn• 60 days g1ter reeeipi hY the Town of Pu 1. s TOWN of VEIL ' Part 2: Outline and description of finished product Untraditional Marketing will address all of the CSE guide needs as well as provide recommendations for the online architecture. We will create an easy to use, one-stop shop within the TOV's site for event producers. It will also serve as a turn-key outlet for the special event administrator to process all permits and forms. We will develop a site that seamlessly links to the TOV website and has a highlighted call out link for event producers. All elements listed below will be included as actionable items for event producers. They will be led through an easy to navigate, well guided, step by step process. We will manipulate/wordsmith all documents/information to make them as elementary as possible while ensuring all FAQs are covered with clear explanations, guidelines and timelines. Categories will be as follows: • Event opportunities and requirements o Commission on Special Events: role and application process • Step by step guide & timeline to producing an event in Vail o Account setup and profile - take the place of the SNAPSHOT o Procedure to list an event on the community calendar • All permit and license application requirements and process o Liquor, transient vendor, food service, banner displays, sales tax and amplified sound to name a few • Community Maps o List of Facilities/Venues • Contact and booking information • Capacity • Floor Plan or map • Security Requirements • Important Community Contact Information Lmu-traditional All ideas andconcepcc are ilie selleproper/y q //1111'adilional Ma/'keling, LL( prolecle(l hV copyright law and international treaties. Copyrighl (Inlraduional Markeling, I,LC, 2006. 11ll rights reserved. The proposal will remain in elli•cl lnr 60 dglw alter receipt lm the Town (?/ Vail A 7DVN OF Part 3 & 4: Internet Format & On-Going Maintenance Untraditional Marketing has reviewed the current process and gathered feedback from existing TOV event producers and Town of Vail Staff. We feel there are numerous areas to improve upon in achieving CSE's goal of simplifying this process for all parties. In addition we also look to maximize this investment by creating customized online programs that will save time and paperwork. Untraditional Marketing will work with our online partner to produce a site with the following functions: 1) Account setup for all events - password protected - all accounts can be viewed by the Town of Vail. a) This takes the place of the SNAPSHOT. In order to create an account, all event producers will submit a profile with all pertinent event/contact information. This information will be linked to all/any forms that are submitted b) This will also enable event producers to more effectively manage and monitor the. nlanninn nrnr..aS.q c) Pertinent event information will be available for all TOV event calendar of events 2) PDFs that can be filled out online a) We will provide the ability to digitally sign documents and forms according to Adobe PDF digital signing procedures, as well as collect information online via the forms 3) All forms/guides/maps have printable, downloadable PDF versions compatible with current and past versions of Acrobat Reader and varying downloadable speeds 4) Confirmations will be sent to entrants upon completed submissions 5) An easy-to-access administrative site will be developed for the Town of Vail to update information. a) We will work with the TOV to include all needed administrative functions. Any functions outside of the predetermined scope will incur incremental costs for additional agency time. Part 5: Work plan and timeline Untraditional Marketing will complete this project with our online partner and have the site live by 12/31/06. 1. Work with CSE for approval overall look and feel for the site 2. Work with CSE for approval on the sitemap 3. Work with CSE for approval on all updated forms and copy LMU' * All ideas and concepts are the sole proper!v q1 llnn•udilionol Marketing, /.LC pr•oteeied by copvright low and international trealim. Copyright I /nlradiuunal Markeling, /,LC, 2006. All righis reserved. 7 he proposal will rennin 117 cl%cl lor 60 dgvs a%ier receipt by die Town of Vail. ,t t MWNOFVE 4. Build a prototype of the administrative site 5. Implement the administrative site and PDF forms 6. Test and debug the site 7. Deliver the working events site by 12/31/06 Part 6: Budget and Fee Untraditional Marketing with our online partner will provide the outlined plan to fit within the CSE's budget. Online Elements Est. (hours) Est. ($$) I Brainstorm and create mockup 25 $ 2,550.001 Create site map 12 Is 1,380.001 Create admin prototype 20 Is 2,640.00 Implement Digital Signing 20 Is 2,400.00 1 Implement Administrative Sitel 44 Is 5,200.001 1 Testing/Debugging) 12 $ 1,400.001 1 1 133 $ 15,570.001 Guideline Development Est. (hours) I Est. ($$) Research & Development 48 Is 5,040.00 Strategic/Creative 26 $ 2,730.00 Education and Miscellaneousi 14 $ 1,470.001 Sub Total 88 Is 9,240.00' iTOTAL 1 221 1 $24,810 UTI ultraditional rnarkefing All relea.c and concepts are the .colt' properly glYlnn•adi0onal Marketing, LLC protected by copvri,4ln law and international rrealiec. Copyright (Inlradnronal Marketing, LL(:, 2006, All righl,s reserver). Vie proposal will remain in gljecl for 00 cave slier receipt by the Town of Vtnl. J pa ' E Vail Chamber & Business Association r-10-W Response To Vj Request for Proposal "Guide to Producing Special Events in the Town of Vail" By Commission on Special Events (CSE) September 20, 2006 f 4 a? r, Vail Chamber & Business Association Commission on Special Events Attn: Sybill R. Navas, Coordinator Town of Vail 75 S. Frontage Road Vail, CO 81657 September 20, 2006 RE: Guide to Producing Special Events in the Town of Vail Dear Sybill, 241 S. Frontage Rd. E., Suite 2 Vail, Colorado 81657 Phone: 970.477.0075 FAX: 970.477.0079 E-mail: info@vailchamber.org Website: www.vailchamber.org Please find enclosed a response to request from the Vail Chamber & Business Association for submittal for the Guide Producing Special Events in the Town of Vail. If you require any additional information, please do not hesitate to contact us. The individual with authority to bind the company, who may be contacted during the period of evaluation is: Kaye Ferry Vail Chamber & Business Association 241 S. Frontage Road E., Suite 2 Vail, CO 81657 970-477-0075 kaye@vailchamber.org We look forward to a continued strong relationship with the Town of Vail. Sincerely, Kaye Ferry Executive Director 1 V ail Chamber & Business Association ! Part 1: Qualifications Lachie Thomas and Associates Town of Vail - Special Events Guide Proposal Lachie Thomas is a designer by profession and has traveled around the world using his design skills to help companies portray the visual message that best fits them. Lachie was a former Art Director for the Daily Telegraph (Australia's largest selling daily newspaper) in Sydney. More recently he was Creative Director for a technology company specializing in dynamic, database driven websites. Currently, he is in charge of the Eagle County website as well as all graphic design and branding that comes out of the county. Megan Morrissey - Has a great deal of experience in the web world. She was the former Lead Systems Analyst for East West Partners in Edwards. Currently, she is the Senior Systems Analyst for Eagle County and looks after the county's complicated applications and ensures their smooth operation. The Vail Chamber & Business Association The Vail Chamber & Business Association has skillfully served the Vail community for the past 17 years, increasing their presence in the town and their success as a chamber each year. Chamber staff members have been residents of Vail for over twenty years, and have served the community in a myriad of ways. The Chamber was established to generate a representative presence for the local business community, and since its inception in 1989, Chamber employees and board members have become increasingly involved in town issues large and small. VCBA board members have sat on several boards in past years, including the Community Special Events board. Additionally, after having hosted many special events throughout the years, the Chamber is intimately familiar with the CSE application and protocol necessary to ensure an organized and cohesive town event. The Chamber is technically qualified to create the proposal as well. For the past eight years, the VCBA has edited and produced the popular Vail Guide, which has a circulation of 150,000. Additionally, for the past three years, the Chamber has compiled information for the winter and summer Vail Loves You! coupon books, among various other projects and .publications. With a staff of writers, accountants, and technology specialists, the Chamber is very prepared to research, compile and coordinate this project so that it will become a more improved version than previous years. R Vail Chamber & Business Association Town of Vail - Special Events Guide Proposal Part 2 Outline and Description of Finished Product Introduction The overall goal of this project will be to produce a Special Events online guide which is a quality, user-friendly document that can be easily updated. The benefits of revising the Special Events guide will help accommodate the needs of both the event organizers, as well as the Town of Vail itself, producing special events efficiently and promoting Vail as an attractive venue for future special events. Implementation Option 1 The first step will be to organize the 20 different permits to create a format of each permit that can be easily read and understood. The forms will then be streamlined and redesigned. After the forms have been streamlined to the Town of Vail's approval, the forms will be designed so that they are both pleasing to the eye and the navigation is simple for the user to understand. Applicants can then easily complete the relevant forms needed for their specific event. The finished product would be a creative "Style Guide," with a design consistent with the Town of Vail's branding and overall vision, but it will also bring in a fresh new look for the otherwise text based documents. Professional and graphic design elements will be used to brighten up these documents and make them more visually appealing. The "Style Guide" will consist of several PDF forms. Currently on the Town of Vail website, there are 20 separate downloadable documents that event planners can download, fill in, and submit. Because the Town of Vail Special Events Guide has many separate permits, the best method to provide all this information will be to present separate links to each relevant form. This removes the possibility of filling in the wrong information and prevents the Town of Vail from receiving pages and pages of blank documents for one permit. Once the "Style Guide" design is completed it will be applied to all special event permit PDF's. Each document will be slightly different depending on its subject, but if you compare two different permits you will be able to tell they are part of the Town of Vail's special event permits. Each permit/form created will have the ability to be downloaded. The permits and forms will also have interactive elements. For example, when a form requires users to enter their contact details, descriptions and other relevant data, they can actually enter their cursor into the appropriate section and begin typing their response. This allows users to enter all the form's questions directly into the PDF. They can consequently save the document and print it. Upon completion of needed permits, the applicant can then mail, fax, or physically bring the document to the Town of Vail to be processed. Option 2 All the design requirements for this second option will remain the same as Option 1, meaning in such a way that will communicate the town's branding and vision. The difference with PT delivery method. y/ 3`- v" 4 'S h' .:.') rfn y+' i F_x J C ?cinnocl- .- -_ vacs Cnan,c- & Bus-aess Assuaariun Town of Vail - Special Events Guide Proposal Upon completion of the permits/forms, the user will have two options for delivery. They can either select a print button as an option or they will have the additional choice to select an email button. For the email option, instead of asking the user to print the document to fax, mail or use some other means of delivering the document, all their information is stripped of graphics and all the information they have entered is compiled into its text form. This data will be sent via an email to an email address of the town's choosing. A confirmation email detailing all the data will be sent back to the user once the document has been submitted. Benefits of Option 2: 1) Reduction in paperwork for the Town of Vail. 2) A simpler, time saving submission method for the applicant. 3) Reduction in paper printed by users. Option 3 This third option builds upon the ideas of both Option 1 and Option 2, with the overall goal to make the process as simple as possible for the user to submit the document, as well as creating a document that can be easily read and understood. Option 3 takes the application process one step further and creates a full circle from the application process to the approval from the Town of Vail. The improvement will be the development of a database for the collection of information from the special events forms. In Option 2, after the user has completed their desired form they have the ability to email the contents of the form to any email address the Town of Vail desires. In Option 3, the information will not only be compiled into an email but also compiled into an XMUColdfusion format and submitted into an online database. When a user submits their form it will trigger a series of events: 1) The data will be created in the database. 2) An email will be sent to the town letting them know an application has been submitted. 3) An email will be sent to the applicant informing them the application has been successfully submitted. Benefits of Option 3: 1) Potentially remove all paperwork by creating an online application. 2) People who prefer to print and submit the documents still can do so. 3) The application process can be completed online. 4) All previous applications are stored in the online database to be viewed whenever required. 5) No PDF documents will be saved to the website, only the text data within each PDF. 6) The applicant can track the progress of their application online. 7) The Town of Vail will be able to easily obtain customized statistics and reports to do with applications for town special events. 8) The Special Event SNAPSHOT form will no longer be needed as this would duplicate the applicant's information. r i" V. Chamber & Bnsm[s: Association Part 3 Internet Format Town of Vail - Special Events Guide Proposal The format of the document is of great importance. As part of this project we will make the application's documents available in interactive PDF documents where users have the ability to fill the appropriate spaces directly into the document. This will make legibility easier for readers of the document, as well as allow the applicant to easily fill the document by typing in the appropriate spaces. We are aware that the Town of Vail has multiple applications and processes for special events. This being the case, we recommend that several documents be created. This will also allow for greater accessibility. If all the information is contained in one document the file size would be quite large. Here is a list of the possible PDF documents that will be listed as links for easy navigation to the user: 1) PDF Doc - Welcome and explanation of opportunities and requirements for producing a special event in Vail, as well as a step by step guide to producing an event in Vail with an accompanying timeline for each component. 2) PDF Doc - Transient Vendor and Special Event Sales Tax License requirements and applications. 3) Several PDFs - Permits and Applications (For clarity an individual PDF/Link will be created for each permit). Includes*: a. Temporary Food Event Guidance b. Banner Application C. Display Vehicles d. Amplified Sound Permit Application e. Hot/Cold Balloon Permit Application f. Parade Permit g. Temporary Tent Permit h. Security Plan i. Entertainment Plan *Since each Special Event will need different forms, these permits will be separate links for promoter to choose upon need for easy accessibility. 4) PDF Doc - Commission on Special Events: role and application process. 5) PDF Doc - Liquor Board: role and application process. 6) PDF Doc - Community Maps and diagrams 7) PDF Doc - Facility/Venue Information, community contact information, and registering an event with the community calendar. 8) Instruction and hyperlink to the submittal form for the Special Event SNAPSHOT, located on the Town of Vail Website [only for Option 1 and 2]. { __ Vail Charon-& Basin is Association Part 4 Ongoing Maintenance Town of Vail - Special Events Guide Proposal Ongoing maintenance for the Special Events Guide can be performed two separate ways: 1) The Town of Vail purchases the appropriate version of Adobe Acrobat Professional and Form Creator. Therefore, a town employee could do the updating to the document as needed. 2) The Vail Chamber and Business Association would work in association with Lachie Thomas for future updating. R Vail Chamber & Business .Association Part 5 Work Plan and Timeline for Project Completion Timeline As each option has different complexities, they will have different timelines but will follow this similar format: 1) Digital text documents delivered to the Vail Chamber and Business Association for ease of producing new documents. 2) Streamlining documents. 3) Obtain signoff from Town of Vail for appropriateness of streamline. 4) Design Style Guide. 5) Obtain signoff for Style Guide. 6) Create documents in PDF format. 7) Obtain signoff for documents. 8) Program forms for email/database interaction. (This will have several sub headings) Budget Proposal Option 1 Option 2 Graphic Design/Presentation (Lachie Thomas and Associates) $3,500 $5,500 Research, Compilation, and Coordination (VCBA)* $14,300 - 220 hours at $65/hr Total Expense $17,800 *Work will include • Reviewing other special events handbooks to compare and contrast • Meeting with Town of Vail officials • Revising forms/permits • Adoption of more user friendly presentation • Photography • Collection of information • Compiling and formatting data and documentation • Condensing and creating content • Use of VCBA office equipment Additional Hosting Expense: Town of Vail - Special Events Guide Proposal $14,300 $19,800 Option 1 No addition expense, unless the Town of Vail purchases software Option 2 $15/month Option 3 $30/month Option 3 $8,000 $14,300 $22,300 This system will require support for a webserver with MS SQL server and ColdFusion (only ColdFusion server for Option 2). For Option 3 we are happy to host this system independently of the Town of Vail website on a separate ColdFusion and MS SQL servers. This will be an additional charge of $30/month. Included in this will be a domain name of the Town of Vail's choice (depending on availability) that will be used for the email links (for example, vailpermits.com is Option 2 will be a charge of $15/month. -' , Maintenance Options: Future updating or changes themselves to the-PDF-docL V,u I Ch,mbe, & i Business _ I ^"°``'°°° Town of Vail - Special Events Guide Proposal Part 6 Appendices Of additional note for Option 3: Since there are several different forms, different Town of Vail departments needed for approval, and several other considerations, the following steps are a real world example for how Option 3 will work: 1) A user will complete an application for special event license and submit their form. 2) As the form is submitted, the data is entered into the database. 3) After entry to the database, an email is sent to the applicant as well as the appropriate department in the town. 4) If the form is the main special events application, it will be forwarded to the appropriate department's email address. (Likewise if the applicant completes a liquor license, the appropriate department will be informed that ' they have a new application submitted.) 5) The email that is sent back to the applicant will contain a link. When the user selects the link it will take them to a page that will allow them to vie the full details of their application as well as if any progress has been made on the approval. 6) The email that is sent to the appropriate department will contain a link. When the town employee selects the link they will be taken to a slightly different page than in point 5. Initially, they will have to login with a previously created username and password. This page will allow them to view all the details of the application, as well approve, deny or add notes for approval at a later date. 7) When the town employee adds a note, denies, or approves the application, an email will then be sent back to the applicant informing them of the particular update to their application. r. i } r ?, IfoUCOo s %vt voU DeOewtber :L& - 31, 2000 2006 HOLIDAYS IN VAIL PROPOSED SCHEDULE OF EVENTS DEC 16-17 HOLIDAY GIFT FAIRE ?-z-'<- ?,/o DONOVAN PAVILION 8 AM - 5 PM ?nN o? DEC 18 - 23 STREET CAROLERS LIONS HEAD & VAIL VILLAGE DEC 16 HOLIDAY TREE LIGHTING LIONSHEAD TO VAIL VILLAGE PARADE 6 PM DEC 31 TORCHLIGHT SKI DOWN GOLDEN PEAK BASE AREA 5 PM NEW YEAR'S EVE FIREWORKS DISPLAY 6PM iv. t? i ' K)u? ?s??s Event Overview: Vail Snow Daze will showcase Vail Village and the mountain across a two-week, early season time frame. From headliner entertainment to in-village concerts and on-snow events, Snow Daze will showcase Vail while driving early season sales of lodging, food and beverage, merchandise, lift tickets and much more... ultimately driving Vail sales tax revenue. Program Objectives: • Drive out-of-town traffic to Vail and the events through integrated programs • Strategically build upon existing Vail Resorts partnerships through "one-of-a-kind" programs • Provide a value added benefit by bringing a BIG event to a traditionally slow time period • Integrate media channels to get full value and consumer interest locally, regionally & nationally Program Goals: • Creatively market to out-of-town traffic to gain 60%+ of Snow Daze attendees to secure lodging within Vail • Attain an attendee ratio in year one of 75% visitor vs. 25% Vail Valley resident • Attain an average incremental dollar spend of $250 per visitor/per day • Provide a significant increase in lift ticket and on-mountain dining revenue vs. `05 • Integrate marketing and advertising channels to garner awareness to get full value and visitor interest locally, regionally & nationally The Details: Who: Resort visitors and snowsliders from around the world What: Kick-Off of the season resort showcase Where: #1 Winter Resort in North America When: December 4 - 17, 2006 Why: Drive Vail Valley visitors during a traditionally slow time 4 0 ° c ? OQ V S SyD ? a? V O ?y 'O 5 ?r o Un I _ rollover for more info C8j - Thurs, :OOpm ar Party December 7 Daily On-going Snowman Comp TBA Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info / ( 8:OOpm- Bar Party TBA Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info Fri, December 8 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info ?- TBA Headliner Concert Featuring TBA ?ail/Ford PuJ?> Sat, December 9 Daily On-going Snowman Comp Mid Vail rollover for more info a Daily Free Ski Tips Mid Vail rollover for more info TBA King of the Hill Contest Mid Vail rollover for more info Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info \ d P k il/ v TBA Headliner Concert Featuring TBA ar Va For Sun, December 10 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Broncos Football Mania Vail Village Mon, December 11 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Daily Ski & Ride Vail Mountain Tues, December 12 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Wed, December 13 Daily Retro Ski and Ride Day Vail Mountain rollover for more info Daily Free Ski Tips Mid Vail rollover for more info _ TBA Vail Birthday Celebration Vail Village featuring Snowman Award Ceremony and Fireworks rollover for more info 8:OOpip- Bar Party TBA Thurs, December 14 Daily Ski & Ride Vail Mountain Daily Free Ski Tips Mid Vail rollover for more info Adventure Ridge Grand Opening Vail Mountain Happy Birthday Vail Cake Bottom of Ski Lifts rollover for more info Free Ski Tips Mid Vail rollover for more info Early Back Bowls Preview Vail Mountain rollover for more info TBA Free Concert & Street Party Vail Village Sat, December 16 /-2-00-1, Dummy Gelunde World Golden Peak 5:0 Opm? Championships rollover for more info ?.. TBA Free Concert & Street Party Vail Village Sun, December 17 Daily Ski & Ride Vail Mountain j-Daily ??-44? - Fri, December 15 Daily Daily Sun, December 18 Daily Extended Season for Blue Sky Vail Mountain Basin rollover for more info * Schedule and acts are subject to change without notice I Snow Daze Preliminary Event Schedule: DATE DAY EVENT 12.4 MON. WORLD'S LARGEST SNOWMAN/SNOWBALL 12.5 TUES. IN-BAR PARTIES/MOUNTAIN PATROL 12.7 THUR. IN-BAR PARTIES/MOUNTAIN PATROL ?1 12.8 FRI. APRES' CONCERT/SNOJAM 12. SAT. FLAG FOOTBALL TOURNAMENT HEADLINER CONCERT 12.10 SUN. MILE HIGH (& 1/2) - DENVER @ S.D. 2:00 LOCATION TBD VAIL VILLAGE/LIONSHEAD `,VAIL VILLAGE VISTABAHN FORD PARK TBD GORE CREEK DRIVE 12.12 TUE. IN-BAR PARTIES/MOUNTAIN PATROL VAIL VILLAGE 12.14 THUR. IN-BAR PARTIES/MOUNTAIN PATROL VAIL VILLAGE 12.15 FRI. HEADLINER CONCERT VAIL VILLAGE v 12.16 SAT. CARBBOARD DERBY WORLD CHAMPS GOLDEN PEAK HEADLINER CONCERT VAIL VILLAGE 12.17 SUN. MILE HIGH (& 1/2) - DENVER @ ARIZONA 2:00 GORE CREEK DRIVE DINE AROUND TBD C 'p'??/ p ° , ???+l?, O Gp n ' '1? C? V D ?Oy b nU O D O D O0 D L op { 0 0 PUBLIC NO i ICE: Town of Vail: Commission on SDecial Events Meeting Vail Town Council Chambers Tuesday, September 26, 2006 at 9:00 a.m. AGENDA: Swearing in of new CSE member, Heather Trub, who was appointed to the position by the Town Council on.September 5 for a term expiring December 30,2006/ Lorelei Donaldson (5 minutes) Approval of the Minutes of the meeting of August 22, 2006: (5 minutes) Coordinator Report: (10 minutes) • Financial Report • Convergence Festival Update Food Vendors: Additions to the Special Event Permit Discussion: Reconsideration of funding allocation schedule in light of changes to the Town Council's budget approval schedule. (10 minutes) The Town Council will not be approving the 2007 budget until late November. It is the staff recommendation that review of the responses to the RFP for 2007 event funding remain on Tuesday, October 24 and that the meeting to consider allocations be postponed until November 28. This would make it possible to have the Event Promotors/TOV Staff/CSE Information Sharing Meeting on Wednesday, October 25 from 11:00 a.m. -1:00 p.m. Event Final Reports: (60 minutes: 15 minutes/ner event- time of presentation is approximate) • King of the Mountain Volleyball/Leon Fell • Circus Chimera/Joyce Gedelman • America Days/Laurie Asmussen • Vail Arts Festival/Laurie Asmussen Update on plans for Holidays in Vail/Laurie Asmussen (10 minutes) Review RFP's for Special Event Guide and Application and determine whether or not to award a contract at this time, and if so, to whom. (60 minutes) 31'...posals were received before the deadline: • Ristow and Cone LLC • Untraditional Marketing • Vail Chamber and Business Association New Business: (5 minutes) Adjournment: 11:45 a.m. Neat Meeting. Tuesday, October 249 2006 at 9:00 a. tee. Town of Vail Commission on Special Events Meeting Vail Town Council Chambers Tuesday, September 26, 2006 at 9:00 a.m. AGENDA: Swearing in of new CSE member, Heather Trub, who was appointed to the position by the Town Council on September 5 for a term expiring December 30, 2006/ Lorelei Donaldson (5 minutes) Approval of the Minutes of the meeting of August 22, 2006: (5 minutes) Coordinator Report: (10 minutes) • Financial Report • Convergence Festival Update • Food Vendors: Additions to the Special Event Permit Discussion: Reconsideration of funding allocation schedule in light of changes to the Town Council's budget approval schedule. (10 minutes) The Town Council will not be approving the 2007 budget until late November. It is the staff recommendation that review of the responses to the RFP for 2007 event funding remain on Tuesday, October 24 and that the meeting to consider allocations be postponed until November 28. This would make it possible to have the Event Promotors/TOV Staff/CSE Information Sharing Meeting on Wednesday, October 25 from 11:00 a.m. -1:00 p.m. Event Final Reports: (60 minutes: 15 minutes/Der event- time of presentation is at,Y.,,ximate) • King of the Mountain Volleyball/Leon Fell • Circus Chimera/Joyce Gedelman • America Days/Laurie Asmussen • Vail Arts Festival/Laurie Asmussen Update on plans for Holidays in Vail/Laurie Asmussen (10 minutes) Review RFP's for Special Event Guide and Application and determine whether or not to award a contract at this time, and if so, to whom. (60 minutes) 3 Proposals were received before the deadline: • Ristow and Cone LLC • Untraditional Marketing • Vail Chamber and Business Association New Business: (5 minutes) , Adjournment: 11:45 a.m. Next Meeting: Tuesday, October 24, 2006 at 9:00 a. m. f %' MINUTES : Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Tuesday, August 22, 2006 at 9:00 a.m. CSE Members Present: Stephen Connolly, Clint Huber, Scott Stoughton, Richard tenBraak CSE Members Absent. Robert Aikens and Dave Chapin Others Present: Amy Phillips, Kerry Donovan, Rick Scalpello, Rayla Kundolf, Meggen Bernstein, Kaye Ferry, Greg Raile, Kris Friel, Mark Gordon, Matt Mire and Sybill Navas AGENDA: Vice-Chairman Richard tenBraak called the meeting to order at 9:10 a.m. Determination of a quorum: Following consultation with Vail Town Attorney Matt Mire, Sybill reported that since there were four CSE members present there was a quorum for the meeting, and that recusal by two of these members would not affect the quorum. However, as stated by ordinance, regardless of the number in attendance, at least four CSE members must vote in favor for any actionable item to be approved. ? Motion to approve the minutes of the meeting of July 25, 2006, as presented. M/S/P: Stephen Connolly, Scott Stoughton, Unanimous Coordinator Report: Financial Report: Sybill reported that the accounting shows the budget to be on target for this time of the year. She added that she will be following up with Eagle County regarding their $6000 contribution to the 0 of July fireworks display, and that in light of the cancellation of that event due to the exL.;....e fire danger, she intends to request that the contribution be applied to the New Year's Eve fireworks instead. Stephen Connolly ;,1+.essed his concern that the Vail Martial Arts Festival contract had been sent, but he was unaware of any national advertising for the event. Kick-It 3v3 Soccer Tournament: Sybill informed the CSE that several issues had come up with regard to this event. Team Championships was unhappy with the lack of parking and with VRD's failure to provide and maintain adequate trash receptacles. On the other hand, Team Championships had nearly doubled the size of their tournament since last summer and had. extended their playing on Friday beyond the permitted time which caused conflicts with the Dance Festival Gala. Measures will have to be taken to address concerns from all parties before next year. Possible alternatives under discussion include increased bus service between the parking structures and Ford Park, including directions to alternative parking for event attendees, enforcement of time of play, better trash pick-up, moving the Dance Festival Gala and the tennis tournament to different dates. Sybill will be following up with Team Championships, the Vail Valley Foundation and the VRD. CSE/sn Minutes: August 22, 2006 Page 1 of 3 Finalize RFP schedule for 2007 allocations: Sybill stated that two additions had been made to the RFP: ¦ Direction to the proposers regarding the use of the Special Event SNAPSHOT as a means of getting their event listed on the online calendar of events. ¦ As an attempt to alleviate the difficulties surrounding late submissions, contacts will stipulate that the second payment in a three payment schedule will be triggered by the submittal of a complete Special Event Permit Application, rather than release of advertising as in previous years. CSE members approved the following schedule by consensus: ¦ 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, October 25: Special Meeting to make funding allocation decisions Vail Harvest Festival: CSE members approved by consensus changes to the Harvest Festival schedule as presented by Amy Phillips. The major difference from the original proposal to the CSE is changing the focus of the event from the evening to the afternoon, in consideration of the greater expense involved in mitigating the cooler evenings and potential for bad weather this late in the year. Amy stated that the final decision on whether to hold the event remains contingent on the Town's «kr.oval of the site for the Farmers' Market on Sunday, which has been pending due to streetscape construction issues. The Meadow Drive Partnership feels strongly that the Harvest Festival requires the synergy of the Farmers' Market in order to be successful. New Business: CSE members agreed to Stephen Connolly's request to move this item ahead in the agenda, since he would be recusing himself from the discussion of following item. He informed the CSE that he had met with Patty Weinstein, owner of Roxy, to discuss her concern about the lack of street entertainment and events in Vail Village over the summer. Stephen stated that he attempted to explain to her the CSE's decision in funding the Taste of Vail over the Gourmet on Gore and their regret that the "wheels had fallen off' of the former. He asked the members to consider reinstating some of the street entertainment in the village next summer and offered his opinion that street entertainment provides ambient appeal, but cannot be successful without an established venue. Stephen also informed the CSE that he had confirmed that it is presently the duty of the Vail Local Marketing District coordinator to ensure event information is put into-the online event calendar. He described the on-going difficulty of how to choose what information should be included: Do we list everything or just what is important to our guests? Currently the source of this information is the Special Event'SNAPSHOT. He stressed that the CSE and.local event promoters need to be proactive in getting our large events posted earlier- i.e. TEVA Mountain Games, BRAVO! Etc. Development of an RFP to produce an online Special Event Guide and Application. Richard tenBraak recused himself, citing his role as a board member of the Vail Chamber and Business Association- an entity which has expressed. interest in presenting the CSE with a proposal to create the guide. Stephen Connolly recused himself citing the fact that he intends to submit a proposal on his own behalf. Both left the room. Greg Raile and Kris Friel represented the Town's interest in insuring that the resulting product not be. too large to be downloaded efficiently by a wide spectrum of users and that the ability to update while preserving the professional appearance of the document is critical. Both' CSE/sn Minutes: August 22, 2006 Page 2 of 3 stressed the importance of attention to the technical details. Scott Stoughton expressed interest in a format that would result in the creation of an online data base. Mark Gordon spoke in support of moving forward as soon as possible in the development of a guide which would present Vail as an inviting community in which to hold events and emphasized the importance of creating a "living document" which would deliver all of the appropriate templates so that changes could be made easily. Clint Huber and Scott Stoughton directed that the RFP for the on-line "Special Event Guide and Application" be developed and issued with a goal of reviewing proposals at the September CSE meeting. Matt Mire clarified that in light of the recusals of two of the four CSE members present at the meeting, administrative direction from the two remaining CSE members is adequate to move forward with the RFP, but that it will require a positive vote from at least four CSE members to ratify a final contract. At this time Richard tenBraack and Stephen Connolly returned to the room. ? Motion to adjourn at 10:50 a.m. M/S/P: Scott Stoughton, Clint Huber, Unanimous Minutes taken and submitted by Sybill R. Navas, CSE Coordinator August 22, 2006 Approved by: Date: Chairman, Commission on Special Events Next Meeting: Tuesday, September 26, 2006 at 9: 00 a.m. CSE/sn Minutes: August 22, 2006 Page 3 of 3 ATTA4;rtudENT A TEMPORARY FOOD EVENT OPERATIONAL REOUIREMENTS All food vendors must have a current State of Colorado Retail Food Establishment License, a copy of which shall available upon request during any vending activity within the Town of Vail. *Contact the Town of Vail Environmental Health Officer at 479-2333 regarding your requirements* TEMPERATURE REOUIREMENTS: • Metal Stem Food Thermometer (probe type, scaled 0 F to 220 F) and means to sanitize it between uses o Cooking Temperatures ¦ Beef .............140 F ¦ Ground Beef .. 155 F Pork ............ 150 F ¦ Poultry .........165 F ¦ When cooking in a microwave, add 25 F • Holding.Potentialty Hazardous Foods o Hot foods must be held at or above 135 F o Cold foods must be held at or below 41 F: You are required to have one of the following: • Mechanical refrigeration ¦ Self-draining ice storage with lid • Reheating Foods o Reheat all potentially hazardous foods to 165 F in less than two hours o If reheating in a microwave, add 25 F FOOD PROTECTION: • Minimum enclosure for food service facilities is a canopy only. A three sided enclosure may be required depending on the nature of the operation. • Properly store and handle foods in order to avoid cross-contamination: o All food must remain covered o All food must be at least six inches off the ground o Ice storage must be self draining • Utensils are required for all food handling • Sneeze shield is required for patron self-service SOURCE: • All foods, water and ice must be from an approved source • Home prepared foods are prohibited WAREWASHING: You are required to have one or more of the following: • Three compartment sink.for proper wash, rinse and sanitizing of equipment • An adequate number of back-up utensils • Only single service eating and drinking utensils shall be used PERSONAL HYGIENE: Hand Washing: You are required to have one of the following: • Hot and cold running water under pressure with soap and paper towels • Non-pressured container of warm water with a spigot and catch pail with soap & paper towels • Cleanser impregnated towelettes in conjunction with non-pressured hand washing station as described above *WASTEWATER SHALL BE A,r r v.OPRIATELY DISPOSED OF INTO iim SANITARY SEWER SYSTEM. (Le. toilet, mop sink, etc.) IT IS PROHIBITED TO DISPOSE OF GRAY WATER INTO STORM SEWER OR DIRECTLY ONTO THE GROUND. MISCELLANEOUS: • Any vendor who is cooking on site is required to provide a non-flammable ground cover to prevent staining of the street pavers- • Easily cleanable refuse containers must be provided. Containers outside of enclosures must have lids. • All portable toilets must be a minimum of 150 feet away from a food facility • Large garbage storage areas must be a minimum of 150 feet away from a food facility. ? I hereby acknowledge that I have read the above requirements and agree to abide by all of the conditions therein: Signature of Event Promoter: Name of Event: Date: Direct all questions to the Town of Vail Environmental Health Officer at 970 479-2333 TOWN OF VAIL: DEPARTMENT OF CONE UNtit j(DEVELOPMENT 75 S. FRONTAGE ROAD, VAIL, COLORADO 81657 TOV/Special Event, Application Temporary Food. Event Info Attachment A I-- 4w ?. 1 Town of Vail: Special Events TEMPORARY FOOD VENDOR CER tr tCATION As a vendor who will be preparing and/or serving food for public consumption during the (name of event) on (dates) , I hereby certify that: I will cooperate fully with the conditions of participation outlined to me by the event organizer, who -is authorized to produce the event under the special event permit granted by the Town of Vail, and who has included me on the list of participating vendors submitted as part of the Town of Vail Special Event Permit Application. I hold a current Town of Vail business license or I have been granted a Special Event Sales Tax License by the Town of Vail Sales Tax Administrator. In either case, I will display the Special Event License granted to me by the Town of Vail Sales Tax Admini.,?.ator in full view for the duration of my participation in the event. I or my employer is authorized to do business under current Colorado Retail Food Establishment License # . A copy will be available upon request during any vending activity in which I am participating in the Town of Vail. I have read and understand all of the conditions outlined in the Special Event Permit Attachment A: Temporary Food Service Guidance and I will comply with all of the conditions outlined therein. I will provide a non-flammable ground cover .to prevent staining of street pavers and to protect the ground surface. I understand that wastewater shall be properly disposed of into the sanitary sewer system, i.e. floor sink or mop sink, etc and that it is prohibited to dispose of gray water into the storm sewer or directly onto the ground. I understand that non-compliance with any wastewater disposal requirement may result in a court citation, fine and/or banishment from participating in any future special events within the Town of Vail. Signature: Please Print Name Employer: Phone: Cell Phone: CSE/sn 2006 Allocations and Payment Records 9/21/2006 Town.0 Vail Commission on Special Events: 2006 Fundinq Requests and Allocations CSE Funds Available: $650,0001 Rollover from Previous Year: $0 Lionshead Construction Mitigation Funds $16,000 Contribution to America Days from Eagle County 1 $6,000 ,Total Funds Available: 1 $672,0001 1 1 1 1 $672,0001 Event: 2006 Dates: 2006 Funds A d d Contract Status: Funds Paid Out: $$$ Total Funds war e . Paid Out The Session Jan 12-151 $18,0001 COMPLETE 6/271 $18,000 1 $18,0001 American Ski Classic Mar 22-261 $10,0001 COMPLETE 6/271 $10,000 1 $10,0001 Vail Film Festival Mar 30-Apr 2 $55,000 COMPLETE 6/271 $36,666 $18,334 $55,000 Spring Back to Vail Apr 3-16 $50,000 COMPLETE 7/251 $16,6671 $16,6671 $16,666 $50,000 Taste of Vail/Winter(Lamb Cook-off) I April 5-91 $5,0001 COMPLETE 5/231 $5,0001 1 1 $5,0001 Teva Mountain Games I May 31- June 41 $78,7501 COMPLETE 7/25 $24,5841 $29,5841 $24,5821 $78,7501 King of the Mountain Volleyball I Jun 16-181 $7,5001 Scheduled 9/26 $2,5001 $2,5001 $2,5001 $7,5001 Vail Farmers' Market I Sundays , Jun 18- Sep 171 $15,5001 as of 5/121 $15,5001 1 1 $15,5001 LH Busker Entertainment*inc/udes $16,000 allocated by the LH Contstruction Mitigation Committee Vail Lacrosse Shootout Vail Jazz Festival ' America-Days*includes $6000 contribution from Eaq/e County Vail Jazz Foundation: Washington Prep High School Band Avon to Vail Triathlon Kick-It 30 Soccer Vail Arts Festival Convergence Festival Taste of Vail/Summer Oktoberfest Harvest Festival Snow Daze (aka ReviVail) Holidays in Vail Vail's 1 st Annual Martial Arts Festival Circus ChimeraNCBA Subtotal: Event Funds Administrative Contracts: Coordinator Salary Expenses Subtotal: Admin. Contracts TOTAL: CSE FUNDS REMAINING: Jun 23-Sep 3 (11 weeks) Jun 24-Jul 41 Jun 25-Aug 27 4-Jul 4-Jul 26-Au81 Aug 4-61 Aug 11-13 Aug 23-27 August 18-201 Sep 8-10/15-1711 Sep 22-241 Dec 4-171 Nov 25-Dec 311 September 1-41 September 8, 9, 101 $47,500 Scheduled 10/24 $15,750 $15,750 $16,000 $15,0001 as of 2/171 $15,0001 $8,0001 as Of 3/161 $8,0001 1 $48,250 Scheduled 9/26 $7,750 as of 3/16 $01 CANCELLED 6/271 $25,0001 as of 8/111 $15,000 Scheduled 9/261 $25,000 as of 1/20 $01 CANCELLED 6/19 $80,0001 submitted 9/141 $15,0001 as of 9/11 $35,0001 as of 7/241 $35,000 1 $10,000 as of 8/271 $5,340 Scheduled 9/261 $611,590 I $32,5001 I through 8/311 $3,5001 1 $36,0001 1 $647,5901 1 $24,4101 1 $16,667 $16,6661 $8,917 $7,750 $16,6671 $8,3331 1 $10,0001 $5,000 $25,0001 1 I $33,3341 $23,334 1 $5,0001 I I $11,6671 1 I I $10,0001 $5,3401 $672,000 Amount Still Owed: $0 .$0 $0 $0 $0 $0 $0 $0 $47,500 $0 $15,0001 $8,0001 $42,250 $0 $0 $6,000 $7,750 $0 $25,000 $15,000 $25,0001 $01 $56,6681 $5,0001 $11,6671 $01 $5,340 $498,5851 $21,1001 $1,3251 $22,4251 $521,0101 $126,5801 $0 $0 $0 $0 $0 $0 $23;332 $10,000 $23,333 $35,000 $10,000 $0 $113,005 $11,400 $2,175 $13,575 A TOWN OF VAI COWSION ON SPECIAL EVENTS 75 South Frontage Road Vail, CO 81657 P: 970 376-2394 F: 970 476 7141 e-mail: soecialevents(cDvailoov.com MEMO: TO: Commission on Special Events September 26, 2006 From: Sybil[ Navas RE: Update on status of Urban Convergence Fashion and Music Festival/August 22-26, 2007 On Sunday, August 271 met with John Zaring and several members of his staff who had come over to Vail from Breckenridge, where they were helping to produce a golf tournament benefiting the Summit Foundation. They are clearly anticipating moving ahead with the Convergence Festival in 2007 and were in Vail to look over the venues which they are currently holding for the 2007 festival, including the Donovan Pavilion and Dobson Arena and the Marriott Hotel. The schedule as currently presented also includes events at the Amphitheater. Additional developments include: Title Sponsor: Conversations are on-going with Quiznos, a Colorado based fast-food company which promotes itself as a healthy alternative., and also with "1-2-3 Fit, " a family style "Curves". Both are good "fits" for this event and the negotiations are looking promising. Support has been promised from: • David Katz: Guiding Light of Health • Arkansas Gov. Huckabee, (who will be announcing his candidacy for US President in January) will provide a contact with California Gov. Schwarzenegger and former President Clinton. Clinton's staff is working to open his schedule so that he will be able to attend the festival in Vail. • Village Voice Media (17 weekly papers nationally, including "Westword" in Denver) has signed on as a media partner • American Airlines • Jeff Olsen, representing the Denver based Well Nourished Foundation, is also a founder of the Metro Denver Health and Wellness Commission. Current focus is on the development of: • Media Partnerships • Outreach to Artists/gaining endorsements • Sponsorships TOWN OF VAil Amer nAdrlinee August 22 - 26, 2007 voile CO FACT: The CDC estimates that 300,000 deaths each year in America are associated with poor nutrition & lack of physical activity. Childhood obesity and other chronic diseases (such as heart disease and diabetes) are creating a degenerating generation of Americans. _Ame/ rmoVe 'own" Steps to a Healthier Wav of Life" Urban Americans have a greater risk of the following diseases than any other ethnic group: •Heart Disease *Cancer •Stroke •Diabetes •Hypertension •High Cholesterol •Obesity WELL, NOMISHED guilourish WORLDWIDE FACT Today, most young people see music and fashion as the defining elements of their culture. Until healthy lifestyle becomes cool, hip and integrated into pop culture, our children's health will continue to deteriorate. August 22 - 26, 2007 The Vision The Urban Convergence Fashion & Music Festival at Vail is a celebration of urban culture -- a "must-attend" annual American happening. The Mission To use "A"-list celebrities, leading artists, and visionaries of urban culture to drive mainstream media attention to the challenges created by poor nutrition and unhealthy lifestyles in urban America. (Artists featured in this PowerPoint are for informational purposes only.) ' The Promise Monies raised by the Urban Convergence Festival will fund grants in urban communities with the goal of reducing the incidence of chronic & degenerative disease. Conference Dr. David L. Katz M.D., nationally renowned authority on nutrition, weight control, and chronic disease prevention, will be the i % IA guiding force behind Dr. David Katz M.D. the Festival's daily ABC News Q"h Heal seminars. Fashion WE will invite the newest, the hottest, and the most successful urban fashion designers, affording the public a chance to preview the latest in urban fashion. Tyra Banks Music. Mainstream artists and legacy performers (such as those pictured here) will be invited to participate, attracting audiences from Denver and beyond for shows in a pristine setting. Legacy The Urban Convergence Festival will shine a spotlight on the future of urban fashion and music by honoring the artisans and industry leaders who led a cultural revolution. `•b _j }?" t Jay Z Justin Timberlake Alicia Keys Clara Earth Wind & Fire Wednesdav Celebrity/Artist/Designer Arrivals Opening Press Conference - Donovan Pavilion VIP Welcome Party - Donovan Pavilion Thursday Healthy Lifestyle Conference Fashion Shows - Dobson Arena New Designer/New Music Showcases "Red, Hot & Soul" Concert at Ford Amphitheatre Fridav Health & Nutrition Conference Fashion Shows - Dobson Arena Old School Night at Ford Amphitheatre Saturday Live Music - "The Future is Now"- Ford Park Featured Designer Showcase - Dobson Arena Gala & Awards Show at the Marriott Vail Sunday. Artists & Icons Roundtable Discussion -- Marriott Closing Concert - Ford Park The Black Eyed Peas Joss Stone s About Us... Zaring/Cioffi Entertainment ("ZCE") is a full-service production company based in Valencia, CA. ZCE is Hollywood's -premier producer of talent-based special events, delivering once-in-a-lifetime.experiences for the public, sponsors and their guests since 1993. ZCE specializes in three areas: 1. Producing, sports and special events 2. Supplying celebrities and entertainers for personal appearances and endorsements 3. Supporting and/or coordinating unique meetings and events.for corporate clients John Zaring - President, CEO 661.294.9999 x 206 310.779.2292 (cell) jzarina0zcentertainment. com WE Global Partner: AmericanAirlines7 Cause Marketing, Hollywood Style All production expenses will be underwritten by sponsorship so that 100% of the gross revenue generated from the sale of tickets and auction items will directly benefit the Well Nourished Foundation and America on the Move. eDell wwftg? 8&M rp~ex Since 1993 Zaring/Cioffi Entertainment LLC. 25031 West Avenue Stanford, Suite 20 Valencia, CA 91355-4586 Office: 661-294-9999 Fax: 661-294-0799 www.zcentertainment.com Town of Vail: Commission on Special Events "Guide to Producina Special Events in the Town of Vail":Comparison of Proposals Received 912612006 Work Familiarity w/TOV IT Online Cost: References: Examples: Permitting Process: Qualifications: Database: Maintenance: Comments: Proposal: SIMPLE Ristow & Cone LLC $25,000 YES DESIGN ONLY YES UNKNOWN NO PROGRAM -ONLINE DATABASE Untraditional BY NOT ++FULLY REFERENCED ONLINE Marketing $24,810 YES REFERENCE YES UNKNOWN YES ADDRESSED DATABASE IT HOST? Vail Chamber and Business Association (VCBA) TOV NOT BY PURCHASE Option 1 $17,800 INCLUDED REFERENCE YES YES NO PROGRAM OR BASIC PRODUCT: PERMITS ONLY NOT BY Option 2 $19,800 INCLUDED REFERENCE YES YES YES WORK WIIT -IT HOST FEE DEVELOPER: +ONLINE SUBMITTALS NOT BY NO COST Option 3 $22,300 INCLUDED REFERENCE YES YES YES ESTIMATE -IT HOST FEE +ONLINE PERMIT STORAGE v. , -- - - ANNUA KING OF i'tr MOUlTAIN .,OPEl Fattier : s Day Weekend'T' ' VColorado; Vail Commission for- Special Events'.-- p; ap=Uepa t s Event'exceeded: die Producer's expo .,talons as 291. teams r ,; :. .cipated. at this That S 23V. In Fat's Day vo T ?-tat extravaga?. _ _ Participation S v?tO11.S i ? l:h:. fOI S; :9% ltl..a • This was accomplished, in part, by increased marketing &46M awned, 4 .:.vdy, at the J.uniars sector , :.. (lf:.lnJ , t• maa !: t Mo ?. Veit Orf c as We21;. as usage l1 . , ;- t: range of .,?. , 4Zb.,4 from the ages of 14 - 45, with a suLy Of Out of area juniors attending, with their families. As well, an ins. --w m the number of adult 1r v J'2 a?. L11 is? 1: e4a idiibii* ise1+ .. w '.: SmOUnt (!f do ia? ? the EVE ° 'All1f1J .! i.? ^?-i7 `? 'a wlyl.? 'va,wti a+Y•-rYif lna?wr iiM. , laZy ..G fi" r.. :-.. Wards .. ':: 11Idt?CIBtTIIg/" t?rr.OttQIIS ;`. 4'f biix. ip i :. _ 'dL -,4 main' dk f?-13 i?s L?(a S[!dtStl df - $ majEl?s ,,?` r us. ,?4=k? LocrA - ?", & 4 211E'? t i I d" acrd ?* r L i A 't3i> 4:r? . A?LYSpap?;'I?Ws Bt?.?©G8?'t??VlSioll: . ?!,N,.3.at-??6r+?I/a?..IMd_•'.Ya F!a?q l 7i Sport's. ? :? .<_. .. - :.., .. ..`.: i .rv?.-sue . F Odustry, :_,. c?.SF. .h F atSe? ,a '•O '© ,the,tW4 Wa,?, be b v b . •s. ., .-. ._• ..-.. ,.,z ., _-:..:<_.t.-:.,.._.:..-s .aid.;. _" _ - ,'%- - - _- . ti?S.aB:t: Epe?r w due to V6* to it __ :i a of` 64 it6i s VV h y...Tbere,w .he hued effort tq? create An "Even-within the-Event" is regards to >,,, ,,a ? 6. ,rV .A!, A? n t`r`s131 1ttttF331i as WLC, : CO . lmulrt96 ;d 97 p?ndi?g, 'di£+F; .??1 t?t?1l ?'VYr7?.I33(3i ? c3tllit?'?U[Li Li pi"i3 •ivacs Q?I SIW'1'u?, C 'Y, IS?Ots.aacaai3 Qite==W a E12e3.4E 11 . j,tc, , : i!? al ctin tno€e si 'j C rl .: S nss rxhi : f= the Eve 'it o ! is {isY 4 !.{?l ;es.' sat •.t t vi!. kWabjjit1?, The OA Qt ae weakness its. in the (if SiIC 1G1(' tt " ?si3]t4i t;c?u " ":ictiFTit; ia. i rawiai siflca ...,a?yu•S QLp ;eV6i play as well as tip ahiiir u?rcun_ A,V$ A VO4gba4:qua1i1Y1ng JUMM ivsiia M nvefiL The Event's trength's-lie in its lcx: dicxs vJ the pr(Atwtion < l mar&etin& car abilities c4 ift Producer: As weii, tirse participati®?s gives a g i veci Of `vve?cnrn?' t.vo r 44 I i.I i4. 04 COMPOwr& Leon Fell Ptodwm King of the Mc, Volleyball BOX 11809 CAWAdo 8614 06 442 970-949-395 1confefiCagof xt PROs it & LOSS STATEMENT 2006 Actual 2006 Budget INCOME: Sponsorships & Donations: Town of Vail $ 7,500.00 $10,000.00 Other Sponsorships 9,500.00 8,400.00 Miscellaneous Donations 0 600.00 $15,500.00 $19,000.00 Team Registration Fees: $12.233.00 511150.00 Total Income: $28,733.00 $30350.00 EXrr.NSES: Cost of Sponsorship Sales: S 3.100.00 $ 3.850.10 (commissionslfood and beverage) Administrative Salaries: S 6.631.16 S 610800 ``pTroducer/, roductlon assistant Marketing/Promotions: S 3.05517 S 2315.75 (advertising/posters/artwork/ direct mail) Office Expenses: S 3.413.42 $ 4123.12 (ren t/utilities/phone/suppliesrmternet) Licenses/Fees: S 3357.77 S 3.241.20 msurancelpermits/ field rentd/bank cha. :4/ corporate fees)` Production Expenses: S 3908.04 S 4502.94 ( - „/tournament di.. ..mar/ storagelport-a-potties/track rental) Regi..1.r/Web Site Management: S 839.00 S 916.80 (team , 66 stration/mailing list updates web site updates and.. 6d'stration) Miscellaneous Expenses: S 541.01 S 667.13 (-equipment repair/supplies/etc.) Prize Money/Gift. S3.87439 3.540: (cash/t-shirt give-aways) Total Expenses: S2&nO.05 5292,65.04 PROs r /LOSS f+/-) 0 +12.91' +t,084.9b? Income: Sponsorships -- %% of projeetiow R z , Fk , ,,nags Fees -109% of projectiom Expenses: 98°f* of projection. Collect Original Art AUGUST 1 1-1 3 10:00 a.m. - 5:00 p.m. Daily FREE ADMISSION For more information, call 376-3756 3 VAIL ARTS FESTIVAL 2006 Post-Event Report to Commission on Special Events Event Dates: August 11-13, 2006 Venue: East Lionshead Circle Estimated Attendance: 5,000 Event Components • 98 Artist Booths • Children's "Kreative Kingdom" arts & crafts booth • Artist Welcome Reception hosted by the Antler's Hotel • Daily street entertainers provided by the Arts Festival New in 2006 • Event schedule coincided with Vail Intl. Dance Festival • Launch of www.vailartsfestival.com • Conversion to 100% online application process • Vail Daily pullout section featuring each artist in the show • Cooperative effort with Lionshead-area hotels and restaurants for Artist hospitality Event Marketing Plan Breakdown of snendine Vail Arts Festival advertisine dollars: • Vail Daily: Quarter, half and full-page 4-color ads ran 14 days prior and leading up to August 11 opening; pullout section on Aug 11 • Event Posters 300 (17" x 17") posters • Radio: 8 daily/60-second spots ran 7 days prior to event on Martini radio/101.5 FM and Sassy radio/107.1 in Front Range • Vail Valley magazine Quarter page ad in Arts & Culture section • Roundabout banners: 20 banners were placed in West Vail and main Vail roundabouts one week prior to the event P.O. Box 6499 • Vail, CO 81658 • Phone: 970/328-7750 • Fax: 970/328-5681 • E-Mail: info@vailartsfestival.com Contribution to Sense of Community The Vail Arts Festival contributes to Vail's sense of community in the following ways: Tradition: The Vail Arts Festival is in its 22" d year in Vail. Originally started by a group of local artists, it remains unique to the area. While many other Arts Festivals are traveling as a group throughout Colorado and the United States, the Vail Arts Festival brings a fresh balance of artists to town each summer. Commitment to Lionshead as a venue: The Vail Arts Festival remains committed to the Lionshead area through the current wave of construction. We will do our best to stay in Lionshead in the future. The support from the business community is vital to the growth of the Festival. Commitment to local Artists: Although the show is a juried presentation, local artists continue to be welcome to display and sell their art. The Vail Arts Festival is committed to the growth of new artists and to the local artist component of the Festival. 2006 Vail Arts Festival Budget Revenues TOV Sponsorship Artist Fees Merchandise sales TOTAL Expenses Advertising/Promotions Printing/posters/brochures Newspaper ads/insert Radio-Front Range Magazine ads 15,000 33,250 765 49,015 10,380 Event supplies 6,800 Street banners Event banners Decor Merchandise Children's Kreative Kingdom Operating Expenses 12,235 Entertainment Artist lunches Lodging Sound system Equipment rental Website development Artist application website Town of Vail Business License Fees 7,125 Security 1,600 Private TOV Comm. Svc. Officers Administrative Expenses 9,500 Permits Labor Insurance 1.650 TOTAL 49,290 LIYG rCI IVf (i11I1$j Hftb Children's Activities Meet T ie Artists Collect Original Art 10:00 a.m. - 5:00 p.m. Daily GrV ~_ J -0 FREE ADMISSION INFORMATION - 376-3756 - www.vailartsfestival.com a project of Vail Daily TM LY VAIL Eagle Valley Events ?a? WON J Todd Anderson, Cleveland Heights, OH Laurel Astor. Salt Lake City. UT Greg Barnes. Charlotte, NC Ashleigh Branstetter. New Orleans, LA Jay Breese. Denver, CO Louis Cantillo, Scottsdale. AZ Rand Carlson, Tucson, AZ Andrew Carson, Seattle. WA Robert Casarietti, Southlake, TX Mark Coyle, Houston, TX Marya Dabrowski, Providence, RI Don Dane, Olathe, KS Christiane Danna, St. Louis, MO Jim Delutes, Boulder, CO John Deveer. Davis, CA f v t Ernie Elmer, Crave Junction. OR Susan English, Evergreen, CO Linda Everson, Englewood, CO Janet Forts, Denver, CO Ben Foster. Lander, WY Carol Fugmann, Webster, NY Julie Girardini. Sykesville. MD Ken Girardini, Sykesville. MD Philip Green. Sandia Park, NM Guilloume. Sandia Park, NM Guilloume, Sandia Park, NM Roberto Gutierrez. Glendale. AZ Michael Hamilton, Denver, CO Dale Harpe. Leadville. CO (*featured artist) Chia Haruta. Hanover, MI Chris Hauber, Golder,, CO Shelley Hearne. Fort Collins, CO Lance Heddan, Santa Fe, NM Yvonne Hegney, Bakersville, NC, Willie Holdman, Lindon, UT Barbara Holloway. Galisteo. NM Denise Hunter, Cedar Hills, UT John Joseph. Mesa. AZ Naum Katsenelson, Denver. CO Gregory Kelley, Colorado Springs, CO Nicholas Kirsten-Honshin, Seattle. WA Marty Kneeland. Tacoma, WA Robb Kurth, Fort Collins, CO Jason Lawson. Wirnberley, TX Vernon Leibrant. Everson. WA Jenny Levernier, Minneapolis. MN Gus Lewkowicz, Scottsdale, AZ Barbara Marcus-Mckenna, Lyons, CO Don McCoy, Salida, CO Kristine McInvaille. Arvada. CO Sheri Meldrum. Cave Creek. AZ Sheri Meldrum. Cave Creek, AZ Kevin Miles, Whitehau. WI David Morrison, Concord, NH Elayne Moseley, Aurora, CO Tom Mulder. Salt Lake City, UT Mary Naylor, White Salmon, WA Melinda Nemechek, Conifer. CO Jim Nilsen, Edmonds, WA Michael Nisperos, Woodland Hills, CA Rita Orr. Osage Beach, MO Gail Perazzini, Santa Fe, NM Zora Pondell, Metamora, MI K Reed, Eagle, CO Jan Rons. Phoenix. AZ Robert Rynearson, Temple, TX Eric Sandefur, Denver, CO John Sartin, Albuquerque, NM Stephen Schubert, Burbank, CA Bill Secunda, Butler, PA Bill Secunda, Butler, PA Scott Service, Denver, CO Bud Sloan, Ponca City, OK Dawn Sorrell. Sumner, WA Larry Stephenson. Andover, KS Roderick Stevens, Sierra Vista, AZ Jonathon Stopper, Sarasota, FL Gregory Story, Fort Worth, TX Pamela Summers, Fort Worth, TX Michael Swearngin, Scottsdale, AZ Kenny Tongs. Chino Hills, CA Wade Truitt. Elbert, CO Ken Vance. Bailey, CO Damian Velasquez. Albuquerque, NM Russ Vogt. Plymouth, MN Carole Wade, Park City, UT Jessica Weiss, Knoxville, TN Ian Whitehead. Sedona, AZ Brendan Wills, Avon, CO Douglas Wodark, Castle Rock, CO **-#0 * 1 # T * + ? I? Vail America Days P, by a MILLENNIUM BANK _ _ r t 7 :1 ') ?l[lti r ? s 2006 Post-Event Report to Commission on Special Events Event Dates: July 3-4, 2006 Venue: West Vail - Millennium Bank Parade Route: Golden Peak to Lionshead Street Entertainment: Lionshead and Vail Village Estimated Attendance: 30,000 Event Components • Apple Pie Bake-Off • Vail America Days Parade • Colo. Air National Guard flyover • Street entertainment immediately following parade in Lionshead and Vail Village 'F • Vail America Days Advertising included all Vail activities for the holiday weekend Patriotic Concert Bravo! events Ice Skating Show Farmers Market Lacrosse Tournament Vail Hill Climb • Fireworks (cancelled on July 3) New in 2006 • Sound systems along parade route • Two sponsor viewing areas along parade route • "Checkpoint Charlie" entertainment afternoon performance • Apple Pie Bake-Off on July 3 • Plum TV broadcast parade "live" from Vail Village Event Marketing Plan Breakdown of sn_ endine_ Vail America Davs advertisiniz dollars: • Vail Daily: Half - page; Full page, and Pull-out section ads/7 days prior and leading up to July 4/Holiday insert with other Towns • Event Posters 500 (11 x 17) posters • Event Information Pamphlets: Distributed via the Information Centers and to all lodges - 3,000 total • Radio Remote: KTUN/live interviews, liners on July 3 & 4 • Town of Vail website Event schedule link • Launch of www.vailamericadavs.com • TV8 and Plum TV interviews on the holiday weekend P.O. Box 6499 * Vail, CO 81658 * www.vailamericadays.com * 970-376-3756 or 970-390-6264 * 970-328-5681 Fax Contribution to Sense of Community Vail America Days contributes to Vail's sense of community in the following ways: Largest traditional parade in Eagle County: The Vail America Days parade attracts spectators from throughout the area. Spectators are visitors to Eagle County as well as residents of the area. The participation of the business community and non-profit groups keeps the parade vital and upbeat. The addition of music is important to keeping the parade fresh. Working with local non-profit groups: The Vail America Days committee invited local non-profits to team up with local businesses to participate in the parade. Approximately 35% of the parade ;...t..es continue to be non-profit groups. The local veterans and community youth groups are the largest participants in the parade. 2006 Vail America Days Budget Revenues TOV Sponsorship 50,000 Sponsorships 26,200 Parade entries <D 900 Merchandise sakes 500 TOTAL 77,600 Expenses Advertising/Promotions 9,610 Printing/posters/brochures Newspaper adstiinsert Radio Event supplies 7,810 Street banners Event banners Decor T-shirts/hats Operating Expenses 14,000 Equipment Rental Parade entertainment Lodging Sound systems Band lunches Apple Pie Bake-off Event 12,430 Entertainment Radio Remote Equipment Rental Prizes/Supplies Sponsor Expense 1,500 Sponsor a,., .-jation gifts Bravo tickets Sponsor thank you gifts Fireworks 21,000 Administrative Expenses 9,600 Permits Labor Management Fee Insurance 1 650 TOTAL 77,600 F1 I? q r G°W & RJ2 XM D j°4? k samu. 5[pnTud ?ffeekemd * sundav9 DUB v 2 Vail Lacrosse Shootout, Ford Park Teva Vail Hill(limb Running Race 8 a.m. start Vail Farmers' Market 9:30 a.m. to 3 p.m., Vail Village Jazz at the Farmers' Market 11:30 a.m. to 3 p.m. Bravo! Rochester Philharmonic Orchestra 6 p.m., Ford Amphitheater United We Skate Ice-Skating Show 6 p.m., Dobson Ice Arena Hamdmv9 DUB v 1 ? 4- Vail Lacrosse Shootout, Ford Park Apple Pie Bake-Off 2 to 4 p.m., Millennium Bank, West Vail Bravo! Rochester Philharmonic Orchestra 6 p.m., Ford Amphitheater uuesdalv9 DOv 4 Parade 10 a.m., Golden Peak to Lionshead Free Street Entertainment Noon to 4 p.m.; Lionshead & Vail Village Patriotic Concert 2 p.m., Ford Amphitheater Fireworks at Golden Peak in Vail 9:30 p.m. (conditions permitting) All events are conditions permitting and subject to change. For more information, call 477-3699. SUNKUM UhMh Q® EM a 51P®RSSON THC Gallegos CORPORATION V mrxa oen ` Vail ljii y for parade awards =e Make Vail the Place for Family Fun on July 4th. b promote a safe holiday, Vail is asking families to stick together. By staying together, your family will be exempt from the post-fireworks curfew which applies to anyone 11 and under who lacks parental supervision. In addition, persons under 21 must be accompanied by a parent or guardian to access the heart of Vail Tillage from 10:30 p.m. July 4th to 5 a.m. the next day. So, make plans to serve as a late-night escort and enjoy the family fun - together. ?J Celebrate the Fourth of July Safely v To promote a safe family holiday, Vail is asking families to stick together on the Fourth, especially in the heart of the pedestrian area in Vail Village. Beginning at 10:30 p.m., access will be limited to ages 21 and over unless accompanied by a parent or guardian. The special event district will be in place from 10:30 p.m. July 4 to 5 a.m. July 5. vo Also, a townwide curfew for ages 17 and under, unless accompanied by a parent or guardian, will be implemented. The townwide curfew will mirror hours of the special event district from 10:30 p.m. on July 4 to 5 a.m. July 5. %o Please, leave the fireworks to the professionals. Displays are scheduled in Minturn on July 2, Avon on July 3, and Vail and Eagle on July 4. %o Don't drink and drive. Town of Vail and ECO Transit buses will provide increased evening service throughout the weekend. v Vail officers have increased traffic enforcement on 1-70 between mile markers 172 and 182. To avoid a traffic ticket or warning, please drive the posted speed limit of 65 mph. %o Mosquito season is here, so be sure to use a DEET based bug-repellent if you'll be spending time outside, especially at dawn or dusk. pf41-W umbers ergenties 911, Transit - 97Q-477 3456 Ile County Transit: 970 328 3520 Police (Non-Emergency) 970479 2200 Fire'(No.n-Emergency) . 97.0=479=225,0:°=. Valley Medical` Center 970-476-=-2 `Lost;and Found _ 970=479-2208 " r • s • F fi : ? t` .z i • Ai -men 'c:Dd?: d s= Presanted bey s r MILLENNIUM BANK Welcome to Vail America Days Colorado's Favorite Family Event! Fri., June 30 Vail Lacrosse Shootout, Ford Park 9 a.m. - 4 p.m. Vista Bahn Chaidift, Vail Village 10 a.m. - 4 p.m. Eagle Bahn Gondola, LionsHead 10 a.m. - 9 P.M. Kidstruction Zone, LionsHead 10 a.m. - 4 p.m. Climbing Wall, LionsHead 10 a.m. - 6 p.m. Street Performers in the Mall, LionsHead Noon - 4 p.m. BRAVO! Rochester Philharmonic, Ford Amphitheater 6 p.m. Sat., July 1 Vail Lacrosse Shootout, Ford Park and Vail Athletic Field 9 a.m. - 4 p.m. Vista Bahn Chaidift, Vail Village 10 a.m. - 4 p.m. Eagle Bahn Gondola, LionsHead 10 a.m. - 9 p.m. Kidstruction Zone, LionsHead 10 a.m. - 4 p.m. Climbing Wall, LionsHead 10 a.m. - 6 p.m. Street Performers in the Mall, LionsHead Noon - 4 p.m. Sun., July 2 Teva Vail HillClimb Running Race, Mountain Haus Start 8 a.m. Vail Lacrosse Shootout, Ford Park and Vail Athletic Field 9 a.m. - 4 p.m. Vail Farmers' Market, East Meadow Drive 9:30 a.m. - 3 p.m. Jazz @ the Market, East Meadow Drive 11:30 a.m. - 3 p.m. Vista Bahn Chaidift, Vail Village 10 a.m. - 4 p.m. Eagle Bahn Gondola, LionsHead 10 a.m. - 9 p.m. Kidstruction Zone, LionsHead 10 a.m. - 4 p.m. Climbing Wall, LionsHead 10 a.m. - 6 p.m. United We Skate Ice Skating Show, Dobson Arena 6 p.m. Mon., July 3 Vail Lacrosse Shootout, Ford Park and Vail Athletic Field 9 a.m. - 4 p.m. Vail Library Book Sale, West Meadow Drive 9 a.m. - 4 p.m. Vista Bahn Chairlift, Vail Village 10 a.m. - 4 p.m. Eagle Bahn Gondola, LionsHead 10 a.m. - 4 p.m. Kidstruction Zone, LionsHead 10 a.m. - 4 p.m. Climbing Wall, LionsHead 10 a.m. - 6 p.m. BRAVO! Rochester Philharmonic, Ford Amphitheater 6 p.m. Tues., July 4 Vail Library Bake Sale, West Meadow Drive 8 -10:30 a.m. Vail Lacrosse Shootout, Ford Park and Vail Athletic Field 8 a.m. - 4 p.m. Vail Library Book Sale, West Meadow Drive 9 a.m. - 4 p.m. Vista Bahn Chaidift, Vail Village 10 a.m. - 4 p.m. Eagle Bahn Gondola, LionsHead 10 a.m. - 4 p.m. Kidstruction Zone, LionsHead 10 a.m. - 4 p.m. Climbing Wall, LionsHead 10 a.m. - 6 p.m. VAIL AMERICA DAYS PRESENTED BY MILLENNIUM BANK - Parade, Golden Peak To LionsHead 10 a.m. - Noon - Street Entertainment, Vail Village and LionsHead Noon - 4 p.m. - Bravo! Patriotic Concert, Ford Amphitheater 2 p.m. Performed by the Rochester Philharmonic, tickets are required for pavilion seating. Cost is $10, with tickets available only at the amphitheater box office starting at 11 a.m. July 1. Lawn seating is free on a first come, first served basis. Gates open at noon. - Fireworks Display, Golden Peak 9:30 p.m. (conditions permitting) Events and festivals fill Vail's summer calendar, with happenings for all ages! Visit www.vail.com or call the Vail Visitor Center at (970) 476-4790 for more information. A special thanks to Gallegos Corporation, Vail Valley Foundation, Pepsi Co., Eagle County, Town of Vail, Jack FM/KTUN Radio and the Vail Daily for supporting Vail America Days. r r `Red Elem a, 1 1 - _ ?Y r ?thunderstOGIriS ..I_ igli70'? low 47. a ,:fie'..„<,`• ax•s??.iu???., ,.m?.,er - ???+? =?. . .f ? -77777 PAGE B24 ??NESDAY?,?y ' Jul.' ?.• . 5. `,`2006azzifg :C'ommuj?zti?s?ugether?ai?lDail .corn 'rr Fd• a ( f tit4 9 xr a. ? - R _,?+.'?:?,•aF .,a.C:.. r•„?x^r.•rJ,?a. ..`.;,?.??,%': ?Cc`?n'm'ti.S?i'?ti.fs,:-<.. t?y?z . vyKy,? .;k r ? y'?:?es- . r ?:, s >a .,,? ,.( ?' r y ..<.??,:t.•e.,.,..q; , ,?.?, . - 4 .c -r Yid', n.2.?,.?. , YY...: ,. 4 ,t • ?,5?r?:>"?F 3 ? ? 9. 4Q _ .ey ? .?. E?ravt s??? S:. . ?` r. 3 et31 (, I? ?! Jl -.;? Yrt??,, r ?q? u 'R 0 . i, ?r.,N, „{'2?'.« ? ?v.. ;. r?,". l ??` 4 ; y :?,• . ,: ?n 1 yy ?? r ) ?°c`a U t , Y}'?.yS4.?. .+4 ^. ?1? ?F ?.. ?°.?t?:'.f?#' ,, lrF„i `'?4M v .FI" J'•. ?{:,. jn,. i ` p u .:v (.; . ?.. aluey,th? ist?zrs„ands str . es.a ?: ?., ,???: ? ?•?. :? ?? - .>? r :??'? ?:.. ?y .?c??t-emo?.?...?SEE??'? .l?R?'?I?O???LIY +.??'"` `•)s "yz' k: -trt .n, .v?;.? pC+. •..?..? S)., yr•?,-, F,:J,.l'? ,G:. .?f?„ ,e>•Z? ??.wal?.: . a ti.. ???'"?a 'axe ?< <?. ..a. ?:`.?^y.:,;C ?k ??:? *r.4.4 ,'a x?,a??,,n. `?*•.£?,?;,:=??., ,??r,.., g-.??'"? --=?, '??" w.§Ya+..e ,..a'.?i:Y ,:,.,_.. ti..dcr?.x?a._??.,f+.. ,?c,. ?? ni%;S". ?,; .•.(.+?:,,a s..,..5 r?e;n?.:a.a?,r'? #?..+N' ?tv;r., .,S ?.' YI'c? iAt? r <l t ?4G _J ?r 'r y r ?. r 7, Y F, _ tih - 1 y I 'tY 'C r Y .W zdfi; 5 Page A2 Wednesday, July 5, 2006 THE VAIL DAILY 970.949.0555/vaildaily.com JOCAL & G??N Y A ,I, 4 4 1-ij I 0 T F1 S Michael Gundzik, right, and Francie Gundzik show their patriotic spirit at the Fourth of July parade in Vail. Vail America Days Parade it Ar hAnAfitc frnm cl innx/ clzi nc Kathy Lippert/Vail Daily THE VAIL DAILY 970.949:0555/vaildaily.d6m ons $500 $300 $200 anddt% my favorite time to be . VaiLAmerica Days Parade ?e said. I lived in Nebraska;at<< w award winners M ` and we always enjoyed'wliat i Best of the best - distinctive as children when we'd come award: • Vail' Valley Foundation's somethin" ,we wantedto,pass .._.g...:__ .. 112 -_- Wateinational Dance yFestival i0- VKAC7I? J>?1? < Vail Idol 2006 Callie Nixon PAGE A2 Sean Pack .Molly Brooks been,coming since I was alit- sia ea cool ,aqe mog uu uJ.UUi (aluutc?t,rcuiu;x.ucu..wcy uav? ?,,,-.r. -- ti Dragon Dance. others tators sweated if oderahrldren of their own, they ll come . ¦ Best,float:,Mike Lederhause for the sumo view the pa?sg ind tour =Eagle- ;;.County .: Commissioner's atirachons? 1e . parents reminisced;=their . Riverboat. T .Early- m?Ins adolent years,,- children--were more interested in com R Coibm Shriner unab?seciJydaneed paring the candy' they had collected ¦ Best merchant/business: Vail alon to the music that ?tusun" from passing floats. Valley Medical Center. tageuYt contest ntseirt =¦ Most original: Trinity Church's - on;the VW& dol?float ,? alplay'on?he Sweets abound Stomp- 06pulayr<reality television show Ame%i . ¦ Best marching band: scan"Idol uniformed: hig school .`The only one ben efiting,from,the-.,,,Washington Prep Band from Los bat%dmembers play dtheu instn..u .its parade are the local dentists, one eld- Angeles. with rapt: conc??:t?«l.on =and .quirlaer eriy man joked as he watched the tots E Best youth: Skate Club Vail. acts banged" on big ?u,r?y plastic con= : °stiove handfuls of Tootsid Rolls and ¦ Best motorized: -John Faas'. tamers to make their own special brand bubble gum into their mouths- 1930 Model T: - of crowd-pleasing mounds.. While sweets may not <<be »sthe :. O' Best musical: Colorado"Wr Star For Kan- Corbin, coming 'est.thing for kids,, parents hap: ;Jazz Band. ;the Fourth of July leStiYl t their brood get hopped up on .? 'Best die equegtrlan• Spratl , yeafis;agivem, sugar: o celebrate thespqciaL4ay,:, Creek-Horse Raneh: We've been coming forRT8 :yens"- "'" tii'm glad they w; can dy;" said. , ' ¦ Millennium Bank's AIINAmerican said the Cheyenne, Wyo.; native. "My . KarirShriner. "A lot of parades don't di .husband. proposed ..,here during-; a;<: der that anymore" r xp.: Apple 6 Pie Beke ffa Cm ';F•..ourth,,=of July -weekend, so: we can i.° -' - But it wasn't alf `Ali &=the£confec- > Call icrate of Eagle:. not come." tionary stash collected C.U.U. Shriner...::. Like in years past; the, Vail Valley's:. ; (said he loved the old cars in dwparade, ing wmountain. bikes was tneaiext thing Independence Day festivities.-.:-have while his mom enjoyed the bands best. on the.Shriner's "to do?' list. drmWt,crowds-from_ali-over:thecoun-_: Two young women.-rlocal:fiesident , Despite the large numbdrofv;.,r.le; - try to celebrate. The- Nar'.:ng garages°,nEd ;Olson-,and-StacyrWilcox of Bout- - -Botkins said everything. went,smooth- in Vail-filled up by' 9 a.m. for the 10 der were -moved -by. the veterans -1y during the parade : that would" a.m --parade, said Vail,-Police whd'marched-and rode..in-the parade. through Vail froeGold Peak to Lion- ,ment-Sgt.-Ghns:,Boda-m Parked, cc = -"It seemed, really patriotic;,' Olson shead lined •: the €rontage= roads7and` filled said. "We usaallyliave:more incidences. every 'available nook- a d cranny in- In :ad_dition? to patriotic =festivities,' at night; bu we-W :np -sure,wliat wil numbers rivaling=an-"n ipre'ssive pow s tors are caking up,!A'eVail Val-.,,,..happen thus.is_-because they canceled der day in the winter. ,ley s abunda..t;.? ?? «ttonal .;rrux..am ° -the firework s: s he suds . The Weed family arrived in Vail.-' yThirted, year=oli3 Emily Weed Nonetheless; .ex a 'police officers; -lage to ensure rowdi= from Cincinnati to perpetuate a tradi= a""card she's particularly fond of the huk were in Vail Vil • tion spanning three.generations. g and sl.?.?, : tgtut:tlie alaea =Ancl rent- ``° ness didrt>t:get out of?hand .§ :.1` . F-11" -I/Do lRaLlIN h No, no, -no - sigh Recently I took my parents to see a, concert. at.. the Ford Amphitheater - in Vail. We hap- pened to have lawn chairs and blankets. They told us'we could not go into the park to watch--the concert with our lawn chairs or blankets. Please read the sign, As we " read the sign, we found out you could not bring-in any record- able Audio-video devices, you .could not -bring in lawn chairs; you could not bring in blankets, you could not bring in . ?; .. con- tainers, no alcoholic beverages, no cameras. What kind.o£ fun is a concert-if'.you=can't-bring in your own stuff and memories? We-did it to the Indians in the.past by.tak- ing their pictures when they said no,,, but itoday_ we're finding out that. it's OK when someone says no we believe it. But the lawn chairs and the blankets, that's incredible. Not a work day? I'm confused. I thought the holiday was the Fourth of July, not the 3rd of my. L'm trying to reach` the town of Avon, a town that I reside in and pay tax dollars to, to be able to access services in regards to community issues, and nobody's answering the phone. I can't get ahold of anybody in any department. Th_ is is very strange. I wonder if the 'taxpayers of Avon realize that they're basically squandering money on a whole entire day for their trusted people to be off doing whatever they feel like doing. The town of Vail is open for business, the banks .are open, the post office is open. It's not some-strange new legal holi- day that I wasn't aware of. Sorry, but I'm a little confused. Town of Avon, where are you? Yard annexation? I'm not sure why the town of Avon is lighting Union Pacific for the use of the train's own ty. The question I have for the town is the land on Eaglebend Drive between the fence line and the railroad tracks itself, who actually owns that? Several prop- erty owners have already moved theik fence line back 8 to 10 feet and-added that property into their own. Others have semi-FQ.-a- nent structures on the land right by the railroad tracks, while the others are using it for their own personal landfill. If it actually is - the property owners, that's great. Otherwise, it either belongs to the town-6f Avon or it belongs to the train company, and wouldn't you consider that stealing?... Great band The band Vanilla Pop rocked Checkpoint Charlie in Vail for the Fourth of July events; and I just wanted to call and say that band was really a great band; they put it together well, the people in the streets were enjoying it.... Great job? -28- lpS 61k. What's on your mind? Call the,- and share `your insight or, concern at 328=84.77. k mvN OF n¢ COMMON ON SPECIAL EVENTS REOUEST FOR PROPOSAL "Guide to Producing Special Events in the Town of Vail" By. Commission on Special Events (CSE) AUGUST, 2006 PROJECT: Develop a first quality, user friendly and easily updated online guide to producing Special Events in Vail for posting on the Town of Vail's website. The Town of Vail Commission on Special Events is prepared to enter into a contract for the development of a user friendly guide to the production of Special Events in Vail, which will be accessible on the Town of Vail's web site, and which can be printed out in whole or in part for the benefit of interested parties. The finished product shall be a living document of an aesthetic compatible with Vail's image as a world-class resort and is intended to serve both as a promotional vehicle for the solicitation of events, as well as providing all of the permit applications and necessary regulatory information pertaining to the production of a special event within the Town of Vail. The proposal must include a provision for the updating of forms when deemed necessary by the Town of Vail. FINISHED PRODUCT SHALL INCLUDE: • Clear and welcoming explanation of the opportunities available and requirements for producing a special event in Vail. • A step by step guide to producing an event in Vail, with the accompanying timeline for each component. • Complete information regarding Transient Vendor and Special Event Sales Tax License requirements and applications. • . All permits and license applications that may be required to produce an event iri the Town of Vail, complete with explanations and guidelines. These applications should be interactive, so that the required forms can be downloaded, filled out then printed individually for submittal as needed. • Commission on Special Events: role and application process • Liquor Board: role and application process • Community Maps: to provide templates for event set-up diagrams CSE/sn RFP: Special Events Guide Page 1 of 3 • List of Facilities/Venues 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. • Procedure to list an event on the community calendar • Instructions and hyperlink to the submittal form for the Special Event SNAPSHOT, located on the Town of Vail web site SCHEDULE All proposals are to be submitted by September 20, 2006, no later than 12:00 Noon. Qualifying proposals will be reviewed by the CSE at their meeting on September 26, 2006. Project shall be completed on or before December 31, 2006. FORMAT and LE i i zR OF TRANSMITTAL The Special Event Guide proposal shall include: Letter of Transmittal: The letter of transmittal is to be submitted to: Sybill R. Navas, Coordinator Commission on Special Events Town of Vail 75 S. Frontage Rd. Vail, CO 81657 This letter must contain a brief summary of the key points of the proposal and a statement that the proposal will remain in effect for 60 days after receipt by the Town of Vail. The proposal shall contain the name, address, and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluation. Part 1: Qualifications of the Proposer and list of references Examples of completed work projects should be included Part 2: Outline and description of finished product Part 3: Internet Format addressing the following considerations: • Ease of Navigability • Completed product shall be in PDF format which is compatible with current and past versions of Acrobat Reader • The size and ease of accessibility by users with varying download speeds and capabilities • Ability to download, fill out and then print only the pages that are applicable, utilizing forms with interactive capability Part 4: On-going maintenance of the product, addressing the following: • Ease of updating the product • Cost of updating the product Part 5: Work plan and timeline for project completion CSE/sn RFP: Special Events Guide Page 2 of 3 4 y• 1 Part 6: Appendices: Information considered by the Proposer to be pertinent to this project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The Proposer is reminded that this is not an invitation to submit large amounts of extraneous material. Each part should be clearly defined for easy reference. 12 copies of the proposal shall be submitted. RESOURCES FOR PROPOSERS: Information on the Commission on Special Events and all Special Event Perniit Applications currently in use may be found on the Town of Vail's web site at ww,,v.vaileov.com. This RFP does not expect that these forms be replicated in their current format, but is seeking an overall simplification of the procedure that will include all necessary and required information. By way of example, the Town of Aspen has created an excellent model of what is contemplated. This document can be accessed at the following link: httD://www. asnenDitkin. com/Ddfs/dents/3 8/sDecialeventsDerniit. ndf. Please address any questions to Sybill Navas, CSE Coordinator at snecialevents-Availeov.com or 970 376-2394. `» GENERAL CONDITIONS Limitation and Award This RFP does not commit the CSE to award a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The CSE reserves the right to accept or reject any or all proposals received as the result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. Eaual Emnlovment ODDortunity The Proposer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Proposer will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. SELECTION Proposals received that conform to the proposal instructions outlined in this RFP will be evaluated by the CSE, the CSE Coordinator, and the Town of Vail IT Staff. Final selection will be made by the CSE at their meeting on September 26, 2007. INTERVIEW The CSE reserves the right to select a proposal based upon evaluation of written proposals only. The CSE may "short-list" some proposals after an initial evaluation and may schedule interviews of these Proposers at the CSE meeting on September 26, 2007 before a final selection is made. CSE/sn RFP: Special Events Guide Page 3 of 3 r I Event Overview: Vail Snow Daze will showcase Vail Village and the mountain across a two-week, early season time frame. From headliner entertainment to in-village concerts and on-snow events, Snow Daze will showcase Vail while driving early season sales of lodging, food and beverage, merchandise, lift tickets and much more... ultimately driving Vail sales tax revenue. Program Objectives: • Drive out-of-town traffic to Vail and the events through integrated programs • Strategically build upon existing Vail Resorts partnerships through "one-of-a-kind" programs • Provide a value added benefit by bringing a BIG event to a traditionally slow time period • Integrate media channels to get full value and consumer interest locally, regionally & nationally Program Goals: • Creatively market to out-of-town traffic to gain 60%+ of Snow Daze attendees to secure lodging within Vail • Attain an attendee ratio in year one of 75% visitor vs. 25% Vail Valley resident • Attain an average incremental dollar spend of $250 per visitor/per day • Provide a significant increase in lift ticket and on-mountain dining revenue vs. `05 • Integrate marketing and advertising channels to garner awareness to get full value and visitor interest locally, regionally & nationally I The Details: Who: Resort visitors and snowsliders from around the world What: Kick-Off of the season resort showcase Where: #1 Winter Resort in North America When: December 4 - 17, 2006 Why: Drive Vail Valley visitors during a traditionally slow time U:z J Thurs, December 7 8:00pm- Daily Daily / 8:0opm- rollover for more info -)Bar Party On-going Snowman Comp rollover for more info Free Ski Tips rollover for more info Bar Party TBA Mid Vail Mid Vail TBA Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info Fri, December 8 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info ?., TBA _ Headliner Concert Featuring TBA siUFord P Sat, December 9 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info I J J, V TBA King of the Hill Contest Mid Vail rollover for more info Media Her Turn Women's Ski/ Vail Ski & Snowboard Only Snowboard Clinic School rollover for more info TBA Headliner Concert Featuring TBA Vail/Ford Park Sun, December 10 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Broncos Football Mania Vail Village Mon, December 1 1 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Daily Ski & Ride Vail Mountain Tues, December 12 Daily On-going Snowman Comp Mid Vail rollover for more info Daily Free Ski Tips Mid Vail rollover for more info Wed, December 13 Daily Retro Ski and Ride Day Vail Mountain rollover for more info Daily Free Ski Tips Mid Vail rollover for more info ?TBA Vail Birthday Celebration Vail Village ?? featuring Snowman Award Ceremony and Fireworks _ rollover for more info 8:00pip- Bar Party TBA Thurs, December 14 Daily Ski & Ride Vail Mountain Daily Free Ski Tips Mid Vail rollover for more info /-Daily ( ' Adventure Ridge Grand Opening Vail Mountain ?2-4 . pm Happy Birthday Vail Cake Bottom of Ski Lifts rollover for more info Fri, December 15 Daily Free Ski Tips Mid Vail rollover for more info Daily Early Back Bowls Preview Vail Mountain rollover for more info TBA _ Free Concert & Street Party. Vail Village Sat, December 16 ` 2:00- Dummy Gelunde World Golden Peak v 5:00p / Championships rollover for more info TBA Free Concert & Street Party Vail Village Sun, December 17 Daily Ski & Ride Vail Mountain I J Sun, December 18 Daily Extended Season for Blue Sky Vail Mountain Basin rollover for more info * Schedule and acts are subject to change without notice 2006 COMMISSION ON SPECIAL EVENTS BOARD MEMBERS Name/Address Contact Information Current Term Stephen Connolly 476-1346 (h) 1/2006-12/2007 PO Box 3003 . 376-5798 (c) 1st appointed 11/2003 Vail, CO 81658 email: sfcvail@)hotmail.com fax : 477-2698 Dave Chapin/ Chairman 476-5070 (w) 1/2005-12/2006 P.O. Box 1452 476-4225 (h) 376-0196 (c) 1st appointed 6/2002 Vail, CO 81658 476-1316 (fax - w) email: vaildc@)comcast.net Ian Anderson 477-4023 (w) 1/2005-12/2006 VVCTB 390-4871 (c) 1st appointed 11/2003 P.O. Box 4794 email: ianCa)visitvailvaliev.com resigned 7/21/06 Vail, CO 81658 fax#: 476-6008 Richard tenBraak/ Vice-Chair Manor Vail Lodge c/o 595 E. Vail Valley Dr. Vail, CO 81657 Robert Aikens Verbatim Booksellers 100 East Meadow Drive Vail, CO 81657 Clint Huber 4842 Meadow Lane Vail, CO 81657 Scott Stoughton Samana 228 Bridge St. Suite 300 Vail, CO 81657 Heather Trub 955 Red Sandstone #B3 Vail, CO 81657 343-6110 (w) 1/2005-12/2006 376-5303 (c) 1st appointed 4/2003 476-0802 (fax) email: rtenbraak(@manorvail.com (work email) 970 476-3032 (w) 1/2006-12/2007 970 479-5215 (h) 1st term 970 393-3113 (c) email: rha( vail.net, verbatimbooksellers@hotmail.com 970 331-1672 1/2006-12/2007 email: clintroxahotmail.com 1st term 970 376-1172 (c) 1/2006-12/2007 970 476-3433 (w) 1st term email: scottstouahton(&mindsorina.com 970 309-5205 (c) 970 476-6600 (w) email: hmt@)vail.net 9/2006-12/2006 1st term email: sfcvail@)hotmail.com, vaildc(@comcast.net, rtenbraak(@manorvail.com, clintrox(ahotmail.com„ rha(@vail.net, verbatim booksellers(abhotmai1.com, scottstouohtonCai)mindsorina.com, hmt0vail.net 0 06 Top Mountain Gam es BudW 0 Allocated Expence $145,000.00 Contract Labor - Other $3,975.00 $264,001.01 $328.00 Entertainment Everest Awards $43,220.83 $225.00 Entertainment - Other $56,350.94 $5,325.50 $99,571.77 $5,550.50 Entry Fee Athlete $23.00 $39,091.00 Everest Awards $12,212.00 Photo $2,630.00 Entry Fees - Other $1,326.00 $23.00 $55,259.00 Expo Fee $0.00 $17,278,00 Insurance Athlete $6,902.00 $440.00 General Liability $10,411.96 Liquor $3,264.07 Insurance - Other $23,415.00 $43,993.03 $440.00 Misc Income $0.00 $895.38 Partnership Fees $735,250.00 Permits $1,601.00 Photooranhy $2,875.00 Postage $75.63 Soonsorshio Activation Gift $2,987.70 Reception $9,189.19 $12,176.89 $0.00 Street Team $60.00 $0.00 Television Broadcast $78,274.60 $0.00 Travel $8,230.13 $0.00 Volunteers Meals $1,459.90 Uniforms Mats $2,125.50 $10.00 Uniforms - Other $5,493.30 $7,618.80 $10.00 Misc Item $5,031.51 Total Services $699,054.49 $819,963.88 ?w 61M?' TOTAL $783,423.07 $827,589.63 Page 2 Parts Charitable Contributions $7,050.00 $0.00 EauiDment & Suoolies Bathrooms $2,400.00 Communications $2,566.89 Competition $30,287.15 $6,351.65 Miscellaneous $3,832.04 Sound & Lights $11,725.83 Tents $3,967.99 $198.00 Trash $490.00 TV Equipment $14,500.00 Vehicle $1,666.68 $71,436.58 $6,549.65 Food & Beveraae Beer Commission $0.00 $1,076.10 Licenses $100.00 $100.00 $1,076.10 Leaal Fee $2,782.00 Start Un Cash $3,000.00 $0.00 Total Parts $84,368.58 $7,625.75 ? 4r S` y "t'.' dsi A MIJ Services Advertising Design $5,837.50 Newspaper / Magazine / Print $5,235.00 Printing $2,832.95 Program $11,216.10 Public Relation $13,100.00 Radio $5,450.00 Signage $22,324.05 $4,373.00 Web $12,372.00 $580.00 Advertising - Other $2,900.00 $81,267.60 $4,953.00 Awards & Prizes Awards Cash Clinic $944.63 $83,249.99 $84,194.62 $0.00 $8,600.00 Contract Labor Laborers Lodging Safety Security Specialist $27,933.00 $1,164.29 $11,900.00 $14,152.15 $59,876.57 Page 1 $328.00 j Ristow & Cone LLC $25,000 YES DESIGN ONLY YES UNKNOWN NO PROGRAM -ONLINE DATABASE Town of Vail: Commission on Special Events "Guide to Producina Special Events in the Town of Vail":Comparison of Proposals Received 9/2612006 Work Familiarity w1TOV IT Online Cost: References: Examples: Permittina Process: Qualifications: Database: Maintenance: Comments: Proposal: SIMPLE Untraditional BY NOT ++FULLY REFERENCED ONLINE Marketing $24,810 YES REFERENCE YES UNKNOWN YES ADDRESSED DATABASE IT HOST? Vail Chamber and Business Association (VCBA) TOV NOT BY PURCHASE Option 1 $17,800 INCLUDED REFERENCE YES YES NO PROGRAM OR BASIC PRODUCT: PERMITS ONLY NOT BY Option 2 $19,800 INCLUDED REFERENCE YES YES YES WORK W/IT -IT HOST FEE DEVELOPER: +ONLINE SUBMITTALS NOT BY NO COST Option 3 $22,300 INCLUDED REFERENCE YES YES YES ESTIMATE -IT HOST FEE +ONLINE PERMIT STORAGE e e f? _ ....... _........ ?.K?.?a s' est. 1964 . (bast of (6rams4ammjer September 21, 2006 Sybill Navas Town of Vail 75 South Frontage Road Vail, CO 81657 Dear Sybill, In regards to our recent telephone conversation, 1 would like to inform you that Gasthof Gramshammer will no longer allow banners to be hung from our property. This is due primarily to the fact of the guest complaints we have received regarding the views from the rooms overlooking Bridge Street. This will go into effect after 1012612006. I would like to recommend an aftemative location of the Brandess Cadmus building and the Golden Bear. Gramshammer `Gramshammer 231 East Gore Creek Drive • Vail, Colorado 81657 • Phone: 970-476-5626 • Fax: 970-476-8816 • 1-800-610-PEPI (7374) • www.pepis.com