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Home My WebLink About00. CSE Minutes 08-12-2020 (2)COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (Info at the bottom of the page) Wednesday, August 12, 2020 @ 9:30a.m.-10:30a.m. AGENDA: Meeting materials can be accessed at the following link: Roll Call: Present: Alison Wadey, Barry Davis, Samantha Biszantz, Kim Rediker, Mark Gordon, Jill Lau, Marco Valenti 1. 9:30a.m.: Administrative Items (5 minutes) a. Approval of the Minutes from the CSE Meeting on 08/5/2020 • Tabled to September meeting. b. Budget Review • Approximately $30,000 has been returned to CSE from canceled events. 2021 budget is being tentatively set at the 2020 level of funding after the COVID cut in April. Roughly 30% down from 2020 initial budget. 2. 9:40 a.m.: Sonnenalp Oktoberfest Funding Request (15 Minutes) a. Patricia McNamara – Sonnenalp Hotel • Sonnenalp has hosted smaller Oktoberfest events on property for a few years. With the cancellation of other Oktoberfest’s, Sonnenalp has been asked to bring a proposal to move the smaller event on to the street to make it more public. The proposal is to put a large tent on Meadow Drive between the Sonnenalp and approximately Alpenrose. Authentic food and drink, entertainment, etc. will be provided as part of an all-inclusive ticket. Two timed sessions per day limited to 175. Heads in beds will be a very important aspect for the whole town. Will work with other hotel partners to sell packages. b. Gordon: Look at October weekend. September will probably continue to be busy. We might be setup to have the best off-season we have ever had with remote schooling and remote working across the country. c. Davis: with town being busy, people are very hungry to spend money. With less activations they are looking for options and ticketed events present an opportunity but conversely people are having an issue spending $3 for the farmers market. $150 for a family to eat Brats might be tough. d. Wadey: is it possible to do this over weekdays instead of the weekend? McNamara: I have been running 85% occupancy during the weekdays. What will that look like after school starts? Are Texas kids going to be here schooling remotely? I will look at trends and dates to see if a Thursday/Friday would work. e. Rediker: Is the $49 price all inclusive? McNamara: Food and entertainment included. Cash bar. Rediker: Which properties are you looking to partner with? McNamara: I am going to reach out to all hoteliers. The Sebastian makes sense by proximity but we will try to get all lodging partners involved. f. Staff needs to confirm all other events and available funding prior to a decision. 3. 9:55 am: 2021 CSE RFP Discussion/Review (25 Minutes) a. Gross: The process, form, scorecard will stay substantially the same year over year. We have added a series of questions and scorecard criteria regarding event and producer flexibility to adapt to changing public health orders. b. Gordon: Need to adjust notification dates to the 21st or 22nd so the event producers are notified by us before word spreads organically. Gross: Thank you for the catch. I will update the notification to the 22nd. c. Biszantz: Do we need language protecting ourselves in case events get canceled due to covid? Gross: We have discussed changing our payment schedule. No longer paying the first 3rd at contract signing in January or February. Will delay to within 30 or 60 days of the event. We will review the agreement and funding with Matt Mire prior to awarding money. d. Application closes on September 28th. Presentation meeting October 14. Voting meeting October 21. 4. 10:20 a.m.: Public Comment/Event Producer Open Discussion (5 Minutes) a. None 5. 10:25 .a.m.: New Business (5 minutes) a. Sharon Schmidt – Ski Club Vail • SSCV had canceled the annual ski and snowboard swap due to the staff’s inability to produce the swap with their limited resources and increased needs due to COVID-19. A 3rd party vendor who has been at the swap for many years offered to take over operation and provide SSCV with a percentage of the sales as a fundraiser for the club. SSCV is requesting to keep the complimentary use days for Dobson for the event. • Gross: The complimentary days are allocated by the Town Managers office. Staff will review with the Town Managers office based on CSE support. Adjournment @10:30 a.m.