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Home My WebLink About01A. 2019-08-07 CSE Minutes DRAFT COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, August 7, 2019 @ 8:30a.m.-10:30a.m. Minutes: Meeting materials can be accessed after 08/02/19 at the following link: August Meeting Materials The regular meeting of the Commission on Special Events was called to order at approximately 8:30 am by Mark Gordon. Members present: Samantha Biszantz Mark Gordon Kim Newbury Rediker Rayla Kundolf 1. @8:30a.m.: Administrative Items (5 minutes) a. Approval of the Minutes from the CSE Meeting on July 3, 2019 Continued by Gordon to next meeting as the packet minutes were incorrect. Minutes from the Thanksgiving RFQ meeting will also be reviewed at the next meeting. b. Upcoming Event Reminders - Hot Summer Nights 6/18-8/27 - Vail Dance Festival 7/26-8/10 - Kids Adventure Games 8/7-8/11 - Heart and Sole – 8/17 - Vail Film Festival 8/15-8/18 2. @8:35a.m.: Event Recaps (1hr 50 minutes) • Campsight – Amy Kemp (15 minutes) o Gordon: Did you do a Breck event this year.  Kemp: Yes it is a fall event and it is happening again this year with Breck film fest o Biszantz: Definite buzz around town with young professionals. Breck event seemed to have much larger speakers.  Kemp: Smartwool POW, CTO, did make it. Some got stuck due to snowstorm. Need more lead time for planning to get bigger names. o Kundolf: Thought it was more about business and marketing not sustainability.  Kemp: Sustainability was a goal from the town so there was additional focus on business groups who support sustainability. Breck event is tied to film fest so it is more focused on creativity. o Gordon: Timeline is going to always be tight with a December event because our funding isn’t official until mid December. What is the target attendance compared to Breck event.  Kemp: Vail is smaller. Grand View space is limited. Tried to sell out at 100 where Breck is closer to 150. o Rediker: Loved the event as a first year event. Continue growing. Keep expanding. Look forward to seeing your pitch. o Kemp: Weather and timing to be considered. April might be a better time frame. Motion to approve final funding – M/S/P Rediker/Biszantz/Unanimous • Vail Symposium – Kris Sabel (15 minutes) o Sabel: 14 more events this year. Can we be added to event reminders? Event had a NPS of 70. Some programs we would like to do would not draw big numbers so we often have to please sponsors and pick more popular speakers/events. o Kundolf: Understand needing a balance. Some events I want to go to some others I don’t. o Kundolf: Did you get a van?  Sabel: Yes we got a grant and a great deal on a van. o Biszantz: What are the most popular topics?  Sabel: Geopolitical and hot topics. China, Russia, fact vs fiction. Snopes event had 350 people attend. o Sabel: Working on new partnerships and relationships with hotels.  Gordon: Appreciate the partnership with Bnai Vail. Motion to approve final funding - M/S/P Kundolf/Rediker/Unanimous • Vail Arts Festival – Laurie Asmussen (15 minutes) o Asmussen: Weather did not cooperate this year. Snow Rain Tornados but the event went ok. NPS of 96. Uses Intercept Insight as survey company. Partnered with AIPP and Kelsey Montague. Did some of the YouTube filming at the event. Added Museum of Outdoor Art partnership and Cherry Creek Art Festival partnership. Unique challenges this year with standing water, wind, etc. o Gordon: Has the town always not shared sales tax data with event producers? Sales tax data could be useful for event promoters.  Gross: We will look into availability of sales tax reports. o Asmussen: Artist recruitment happens throughout the year. Trying to bring new or unique artists. o Rediker: Their guests appreciate it happening outside of their lodges and as a Lionshead event. Motion to approve final funding. M/S/P Rediker/Biszantz/Unanimous • NRO Music – Asa Armstrong (15 minutes) o Armstrong: Partnering with Bravo since 2010. 200 attendees 100% likely to return. Education focus for audience and musicians. Created a unique program with pre concert events, petting zoo, etc. Additional marketing is a focus for 2020. Women in the arts theme in the summer. Event ends up roughly -$5000. o Rediker: Not a discussion for this meeting but Jeremy should meet with them and go through the funding options such as CSE. o Wadey: No Motion necessary its council funded. • King of the Mountain Volleyball – Leon Fell (15 minutes) o Fell: Over 700 teams this year. Took full advantage of social media marketing. Boosting posts included hundreds more people on top of established audience. Biggest improvement was in Juniors. Beach Valley Ball is the fastest growing sport amongst junior female athletes. If we bring juniors, we bring family. Father son and father daughter events increased as well. Focused energy and efforts on successful marketing channels and cut out other losing channels. o Wadey: You sold the event?  Fell: When you grow a successful business other people want to take it over. 4 other businesses were interested and I worked with them over the last year. Turned down more money from another producer and chose to sell to the producer I thought would be the best for this event. Sustain, take it to its 50th anniversary, and possibly grow it. Very confident in their ability. Leon will work with the new producer for 1 year. Feels very confident in this group. o Working on scheduling meeting mid September with new CEO. o Alison: I appreciate the changes made year over year. o Rayla: It’s been a ride. I am happy for you and congratulations. Best of Luck. M/S/P Kim/Rayla/Unanimous – mark restroom break. • Vail America Days – Peggy Wolfe (20 minutes) o Biszantz: What are other revenue?  Wolfe: Parade Registrations, Gallegos, liv Sotheby’s, o Kundolf: How much do we pay for insurance  Wolfe: 9500? One of our highest risk events. To lower that we would need to put up full lines of barricades, more staff, etc. o Kundolf: I like the theme this year and that a lot of things came out for education but the fly by didn’t fly right over Meadow Drive. Women’s float was really cool. o Wolfe: Theme chosen by ERC Econ dev, Council, etc. we are always open to ideas. o Rediker: one of the largest events everyone loves it, great job but Lionshead Circle didn’t know about closure until that morning.  Wolfe: That road should have never shut down. We will look into it.  Some bands get double booked so we have to put them early in the parade so they can boogie and get to a second performance. o Rayla: I played an oboe in a marching band. Motion to approve final funding. M/S/P/ Kim Rayla Unanimous • Vail Lacrosse Tournament – Mark Foster (15 minutes) o Placed on the wrong agenda. They did reschedule for September and staff missed removing it from this month. • Through the Lens: Vail Ski Museum -Jen Mason – o Mason: Museum is not just a museum. It is becoming a venue for sharing community. Planning for event every other Wednesday in winter 19-20. Issues to overcome need emails for all attendees not just ticket buyers. Very high response rate for those surveyed. New programs are usually a challenge but these events were selling out well in advance. IT issues. Need a sound system. o Kundolf: Are Wednesdays the right day to target front range? Are you looking for other grants?  Mason: Feedback from survey is that we should repeat programs on weekends. Grants for history are hard to come by. 2-3 year lead time for grants and programming. Motion to approve final funding for snowsports museum event. M/S/P Kim / Rayla/ Unanimous *All events above require a motion to release final funding disbursement 3.@10:25a.m.: 2020 RFP Funding and meeting dates , (5 minutes),Jeremy Gross • Funding applications are showing up in Database as drafts. People are starting to submit them. • Antlers is a backup option for October funding meetings but we will look into Donovan, Grand View and Golf Course. • Wadey: The dashboards are hard to read can we get a new view for them. • Gross: I will work with RRC and event producers on new reports and ways to embed the data. • Biszantz: The excel spreadsheet and points associated with it need to match web portal. Report from ERC on event producers is also very helpful. 4.@10:30a.m.: New Business and Community Input (5 minutes) • Wadey: Include Vail Mountain permit dates in all emails. • Kundolf: Can we have a report from Vail Resorts before our funding of who has submitted Vail permits? • Pete Osorio: 10th Mountain Parade is being added to Thanksgiving activation. • Kundolf: We have $10,000 available from E&E funding to spend or we lose it. Is there anything in Angela’s plan that could qualify for this? • Wadey: Contact Brian Hall re: star gazing activation. • Liz Snowsports Museum, We get funding from town council. Can we present to you as well? o Follow up with Staff. Motion to Adjourn @10:35a.m. M/S/P Kim/Rayla/Unanimous Next CSE Meeting: Wednesday, September 4, 2019 – 8:30-11:00a.m. - Vail Town Council Chambers