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HomeMy WebLinkAbout01. 2019-4-3 CSE Minutes DRAFT DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, April 3, 2019 @ 8:30a.m. AGENDA: Meeting materials can be accessed at the following link: April Meeting Link CSE Members Present: Alison Wadey Rayla Kundolf Samantha Biszantz Marco Valenti CSE Members Absent: Barry Davis Mark Gordon Kim Newbury Rediker TOV Staff Present: Ernest Saeger, Special Events Coordinator Matt Miano, Economic Development Coordinator Others Present: Cathy Ethington, Roundup River Ranch Amy Lewis, Project Funway Melissa Meyers, Bravo! Vail Lindsay Humphries, Vail Veterans Program Jackie Lizar, Vail Veterans Program Pete Osorio, Vail Mountain Robert Prechtal, Mountain Art Collective Jeff Wiles, Vail Mountain CSE Chair, Alison Wadey, called the meeting to order at 8:30am. All in favor of amended agenda Administrative Items: Approval of the Minutes of the CSE Meeting on March 3, 2019. CSE Minutes April 3, 2019 Page 1 of 4  Motion to approve the minutes of the CSE Regular Meeting on March 3, 2019 as presented. M/S/P: Wadey/Valenti/Unanimous. The motion passed 4-0 Meeting/ Event Reminders: • April 3-6: Taste of Vail Spring • April 11-14: Spring Back to Vail • April 10-12: CampSight Vail Event Recaps Project Funway *motion to release final funding disbursement required Please see presentation for further details. • Lewis said sponsorship increased 34% • Lewis said attendance raised 16% • Lewis said three middle schools created a competition of their own • Kundolf asked if the funding is for operations and not marketing • Lewis confirmed • Kundolf confirmed that 65% of the 579 guests were locals • Miano asked if the CSE would like a web survey sent out to Project Funway ticket holders • Kundolf and Wadey said yes • Valenti said the event was too long ago • Wadey agreed and said no survey this year  Motion to approve the final funding distribution for Project Funway M/S/P: Valenti/Kundolf/Unanimous The motion passed 4-0 Vail Veterans Program *motion to release final funding disbursement required Please see presentation for further details. • Humphries noted that I-70 closed due to avalanches when a lot of their guests were trying to get to Vail • Humphries said that average spend per person is $3,000 • Humphries said they booked 410 room nights for the event • Humphries said they are looking at a summer program that they are partnering with Hotel Talisa on  Motion to approve the final funding distribution for Vail Veterans Program M/S/P: Valenti/Kundolf/Unanimous The motion passed 4-0 Superhero Ski Day – Roundup River Ranch CSE Minutes April 3, 2019 Page 2 of 4 *motion to release final funding disbursement required Please see presentation for further details. • Ethington noted that 65% of attendees were from Eagle County • Ethington said 19% were from the Denver area • Kundolf said she wanted to see more photos of kids and families dressed up in marketing and advertising  Motion to approve the final funding distribution for Superhero Ski Day M/S/P: Valenti/Kundolf/Unanimous The motion passed 4-0 10th Mountain Parade *motion to release final funding disbursement required Please see presentation for further details. • Wadey noted they will not be able to make a motion for final payment due to the lack of a quorum • Valenti to recuse himself from funding vote due to employment with Vail Resorts • Wiles has a link to share of the 10 minute video • Miano said he will send it out to the CSE • Wadey asked what the things are that could have done better • Wiles said the planning and collaboration was not anticipated • Wiles said they adjusted the fireworks and consolidated them to the ski down • Wiles said he would like additional media at all events Civic Plan Statement Discussion • Wadey asked for “sports” to be added • Kundolf suggested a meeting space would be great and it was a missed opportunity in the space under La Bottega • Miano said he will share this with Matt Gennett • Wadey asked if an advisory committee has been formed outside of internal staff • Miano said this has been discussed but does not believe a committee has been formed New Business and Community Input • Osorio said Vail winter event applications will be due September 1st • Wadey confirmed that the RFP is launched in early August • Saeger said all event applicants must have approval from their venue prior to the interview day • Osorio confirmed that events will have approval/denial from Vail before the interview day • Valenti asked if the application is available to all • Osorio said it is public and available on their website CSE Minutes April 3, 2019 Page 3 of 4 • Miano said he will send the link to the CSE • Valenti suggested cross checking the event’s Vail application and Town of Vail application • Wadey suggested Osorio attend the Vail Brand meeting to communicate this to event producers • Wadey asked for producer brand meeting invite to CSE • Wadey suggested the CSE to signup on the VLMDAC attend • Miano said Powabunga went well, everyone had fun, and no real issues. • Kundolf said she spoke with a handful of people who planned on only going Friday but ended up staying Saturday as well • Miano said their layout worked very well and their VIP was very nice • Miano said he plans on encouraging Gavlak to start planning for 2020 now • Osorio said Vail Mountain is interested in looking at the survey results • Osorio said no issues were reported on Vail Mountain • Biszantz said the after party at Vail Ale House was sold out • Biszantz said it is great to see an event that large and as successful with $45,000 funding • Saeger confirmed with the CSE that Kids Adventure Games may move forward with moving their expo to Mountain Plaza  Motion to adjourn at 9:56am. M/S/P: Valenti/Kundolf/Unanimous. Motion passed 4-0 CSE Minutes April 3, 2019 Page 4 of 4