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Home My WebLink About01. 2019-05-01 CSE Minutes FINAL COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, May 1, 2019 @ 8:30a.m.-11:00a.m. AGENDA: Meeting materials can be accessed after 4/26/19 at the following link: May Meeting Packet 1. @8:30a.m.: Administrative Items (10 minutes) • Approval of the Minutes from the CSE Meeting on April 3, 2019, Approved 7-0 • Motion to approve final funding for 10th Mountain Parades • Davis motioned, Kundolf second, Valenti recused, Approved 6-0 • Upcoming events to attend: Miano ran through upcoming events and discussed tickets for LFA event • Legacy Fighting Alliance – 5/3 • Vail Whitewater Race Series – Tuesday Nights 5/7-6/4 • Wadey- VRD looking for restaurant to host after party May 14th • Vail Beaver Creek Restaurant Week -5/26-6/2 • GoPro Mountain Games – 6/6-6/9 2. @8:40a.m.: Event Recaps (40 minutes) • Ski for MS – Meg Sheehan, (10 minutes) Sheehan ran through presentation and added following comments: Huge addition was Johnny Mosley coming to town, brought out a few thousand people to say hello. He also got to ski with some larger donors. -Tyler Hamilton was also on site to ski with everyone Kundolf commented: you listened, you got sponsors and there was excitement this year, very well done -Davis motioned to approve final funding, Valenti second, approved 7-0 • Family Apres Ski – Brian Hall (10 minutes)- Brian Hall went through his presentation and touched on the following highlights. Got into Vail Daily, folks were out with families taking great photos and getting involved with social media -Gordon – maybe skip Christmas next year because it is already so busy? A) I will probably do that next year but depends on funding and what not. It does give confused people the opportunity to ask questions and get people information. We used to have a town crier to answer questions -Kundolf – A lot of people came in and they were pumped up. Keep the cirque thing here and pump that up. And I like the idea of a town crier -Valenti – Dec. 30th- niece and nephew were in town and they loved it and it helped us handle dinner with no reservation and kids. -Gordon – Is Arrabelle a cash sponsor? A) Yes they are. Vail Resorts is not currently. It seems like a great opportunity to pull these organizations together to help expand and it can help with training -Rediker- I think it went well this year and I am excited for next year. When you come back for funding talk about advertising in Vail Daily etc. -Hall- actually working on doing some trade with Vail Daily to help out and do a kids guide to aid in promotion -Kundolf- Talk to concierge, they do a newsletter that you could get involved with. Talk to Victor the head concierge at Sonnenalp, he handles that -Marco made motion to approve final funding, Barry second, pass ,7-0. • Powabunga – Austin Gavlak, Alex Ballesteros (20 minutes) Played two minute video overview of event and said a final edit is still to come Gavlak ran through overview of presentation and added following comments: -Super excited about first year, really hit our demographic -Lot of people throughout community came together to help pull everything together -Gordon asked when he received dashboard? Gavlak answered last night at about 6pm. -Kundolf commented - think it was a great first year event after having some concerns. Start earlier next year. The visual was great driving by. I had people from Denver, young professionals, they came, they had money and spent money and stayed longer because they realized it wasn’t exactly EDM but live musicians. -Rediker commented- I went, I had a great time, the production level was really good. My coworkers that are your target demo said that they truly enjoyed themselves. -Gavlak – big misconception on what kind of music it was -Wadey -- offered positive feedback on VIP area -Gavlak – we were really proud of that. Had seating areas, bottle service, passed hors d’oeuvres, could walk up towards the stage. It was a really neat environment. -great attendance to upgrade to VIP from day 1 to day 2 - Wadey asked - Do you have a plan to work on the Mexico City market? --- -Gavlak stated: Yes, I have some connections with families in Mexico City that will help out. -Davis commented- Very overwhelmed with the positive feedback. Police, EMT’s, Mike Vaughn, all spoke highly. -Kundolf commented: I think the ticketed concept helped with the emergency services and that was a positive -Gordon added: If it’s free it’s just community people that aren’t looking to spend money, ticketed brings people in. And the production level was terrific. And the bands were top notch, even though I didn’t know them. And different vendors, it was new and exciting -Wadey – talk about budget? -Gavlak- we didn’t make money this year but that’s ok. I think now that we have marketing materials to help next year. -Wadey – thinking about dates for next year? -Gavlak – we are talking about it, but we may look to April -Vlaar- the walkways not having snow is something we are looking at to help people get to the venue. - Gavlak – yes, walking along the river is a better experience than walking Along I70, it doesn’t create a fun energy. -Davis- motion to approve final funding – Kundolf second – passed 7-0 3. @9:20a.m.: RFP Dates for 2020 Funding, Matt Miano (20 minutes) -Miano ran through 2018 dates and proposed similar dates for 2019 and opened for discussion Kundolf -We need to have our regular meeting for recaps Gordon- commented on holidays that would exclude him from participation and all agreed to work around those dates -First Funding meeting “Producer Interviews” will be held on Thursday October 10 -Wednesday, October 16 will be the ‘Allocations’ meeting, Newbury-Rediker encouraged everyone to be on top of their scoring and Kundolf suggested that the scores be due by Sunday night October 13 from all CSE members. -Wadey asked if there were ways to sync the software and Vlaar said we had time to look into that. -Miano to send out calendar invites for all meetings which led to discussion of where to host the meetings. With needs being ample space, ability to project presentations as well as record the meetings all agreed that the Grandview would be great as it also provides parking options. -Newbury Rediker thought Patty McKenny may prefer council chambers -Kundolf added that she would be here through funding meetings but would then be moving on as her home is under contract for sale. -Wadey encouraged staff to include the Vail Mountain permit website on our next event producer newsletter so that everyone new deadlines to submit to Vail Mountain for on-hill activation. -Bisantz asked if there was anyway to solicit specific events and conversation ensued about sending out an RFP, all agreed to add to next agenda for further discussion -Jana Morgan spoke as VLMDAC representative and commended CSE and spoke about collaboration and thought working together would help with the RFP process And encouraged CSE members to continue to attend VLMDAC meetings 4. @9:40am.: Event Producer Brand Meeting Recap, Mia Vlaar (10 minutes) -Wadey asked for recommendations from VLMD and suggested that CSE would love to share ideas with VLMDAC for event marketing -Vlaar commented that the event marketing primarily plays in the Front Range and not destination markets. And that the brand meeting with event promoters was really positive meeting. She shared that at end of meeting Ariel of bluegrass started to chat with other producers and how they can align marketing efforts together and the idea of collaboration between events really took off. - Kundolf – look at visuals from VLMDAC, but I’m not sure how it aligns with events 5. @10:20.m.: New Business and Community Input (5 minutes) -Vail Holidays Update - staff – really good brainstorming session with Laurie and Angela Vlaar – talked about weekly meeting with Vail Mtn. and additional activation in Village with the mountain. More animation and more reasons to come Beth Howard is also very interested in getting involved and is now at the helm of Vail Mtn. -Kundolf – I think we need some new and fresh ideas and to activate in November will take some money to be successful -Global Solutions Forum is asking $50K of town council and Carlie has asked why we funded as we did -Davis- I think we were just to far apart and that is a larger ask than I think they are out of step -Valenti- it was thoroughly discussed and we were all conformable with amounts -Davis – I trust that council understands what it would be if council opened up dialogue for one of our smallest EE funded events and it would diminish our work. Adjournment - Newbury Motioned, Davis Second 7-0 @10:25a.m. Next CSE Meeting: Wednesday, June 5, 2019 – 8:30-11:00a.m. - Vail Town Council Chambers