HomeMy WebLinkAbout01. CSE Minutes Draft 02-05-2020 (2)
COMMISSION ON SPECIAL EVENTS MEETING
Town Hall – Council Chambers
Wednesday, February 5, 2020 @ 8:30a.m.-10:45a.m.
Minutes:
Meeting materials can be accessed after 1/31/2020 at the following link:
February Meeting Minutes
1. @ 8:30a.m.: Administrative Items (5 minutes) a. Swearing in of CSE members for 2020-2022 term.
• Samantha Biszantz, Kim Newbury Rediker, Jill Lau
b. Approval of the Minutes from the CSE Meeting on 1/08/2020 c. Appointing Chair
• Unanimous Alison Wadey
• Vice Chair Mark Gordon Unanimous d. Upcoming Meeting Reminders
• March 4, 2020 e. Upcoming Event Reminders
• Chinese New Year Celebration February 5
• Burton US Open February 24-29
• Vail Legacy Days February 14
• Rocky Mountain Ski Fest February 20
• Yeti Hockey February 7, 8, 14, 15, 21, 22 2. 8:35: Recaps (105 Minutes) a. Vail Soccer (15 Minutes)
• Expanding 1 field at a time. Focus on quality fields. Received a
grant for field upgrades in eagle vail.
• TOV Logo included on all swag, shirts, programs, etc.
• Wadey – your confident you can continue expanding while
maintaining quality? Yes, one field at a time. 6-8 teams per field.
• Rediker – thank you for doing the grant writing. VRD maintains Homestake peak school so we consider it our local field.
• Motion to approve final funding.
• Davis/Valenti/Unanimous b. Vail Astronomy Nights (15 Minutes)
• Great feedback from guests. Awareness was high, people sought out the event. Great engagement with guests of all ages. Weather is a challenge. Need a clear sky. Will work on a communication plan for rescheduling events due to weather/clouds.
• Rediker – the post cards and outreach to the lodging community was great. Do we have any in the summer? No but it would be
great. One of the core attractions is that guests get to come here and see the stars they don’t get in the city.
• Astral photography could be a future addition.
• Wadey- were you happy with the expert you brought in? Yes, he can talk to and engage with a 5 year old the same as an 80 year old.
• Motion to approve final funding.
• Davis/Biszantz/unanimous
c. Revely (15 Minutes)
• Thanks to everyone who helped make this happen. To develop and execute the event in 3 months was a challenge.
• The plan was for the event to grow over a few years. The brand
and tagline (Vail’s welcome to the brilliance of winter) were developed and can stick around. Achieved a NPS of 74 for a first year event. Indoor events were very helpful during the -20 degree nights. Activated both Lionshead and VV with multiple elements. 7
cooking classes, concert, light walks, art displays, tree lighting, and
more throughout both villages.
• Biszantz – The event could be a kickoff to winter. Keep the art and trees around longer. Mueller – Insurance was a large expense for
the public art, but we will look for partnerships in the future to keep
them around longer.
• Rediker – website was hard to navigate. Hard to find a schedule with specific details about each of the events.
• Motion to approve final funding
• Davis/Gordon/Unanimous
d. Vail Mountaineers (15 Minutes)
• Sportsmanship Tournament Recap
• First 3 weekends of November we hosted the 40th annual
tournament. Great event with some changes based on feedback
from CSE. Partnered with 3 lodging partners all in Vail. Hosted 25 teams plus 3 vail teams. Had to turn away 4 teams. They all love to be in Vail. ≈7500 people attending the tournament. Estimated $875,000 direct spend.
• Motion to approve final funding for Vail Sportsmanship Tournament.
• Rediker/Biszantz/unanimous
• Avalanche Alumni Weekend Recap
• Kristi Scheidegger - Avalanche alumni weekend is an evolving event. 2nd year partnering with avalanche alumni association.
Attributed to star players from avalanche. Joe Sakic, Peter Budaj,
Etc. We received over $15,000 in in-kind donations for alcohol and food. Increased attendance about 350 guests for the Saturday game. Opened an adult clinic which also increased participation.
Challenged financially by number of alumni players and staff that come. 61 people that we had to pay for lodging for. Going to replace casino night with some sort of cocktail event for 2020.
• Motion to approve final funding for avalanche alumni weekend.
• Rediker/Davis/Unanimous e. Vail Skating Festival (15 Minutes)
• Eddie Shipstad – This event wouldn’t happen without the support of the town. Thank you for your assistance. Moved the event a week later this year. Attendance was better for the outdoor shows.
About 250 guests at each outdoor show. Ice spectacular had 100
more people than last year. Goal was about 200 more year over year. Moving the week later cost more in lodging and other expenses but I think it paid off. The 90 minute length of the show is great for this audience.
• Beth Slifer – What were the dates? What is the 2020 date? Shipstad – I want to discuss that. I was hoping for more attendance at that later week.
• Beth – Will your performers ever perform on glice? Shipstad- yes but you must be a very proficient skater. Only my best skaters will perform on it.
• Wadey – That is a tough time of the year for locals. Shipstad – we
lost people in the clinic this year. Wadey – postcards in hotels well
in advance could help get tourists who skate aware of the program. Bring your skates!
• Get the website up to date earlier and reach out to the hotels in the
summer.
• Wadey – what is the CSE input? Midweek during the Christmas week is fine. Davis – we try to support the producer and your expertise on the right dates.
• Davis/Valenti/unanimous f. Vail Snow Days (15 Minutes) -
• The snow came which was great for the mountain but a challenge
for our concerts. Saturday, we delayed opening of gates due to
road conditions. Making a move beyond the concerts for snow days. More activation in the villages. Demos, coffee vendors, car vendors. Active vibe. Expanded the block party on i-bridge. Great success with number of people moving through the village
activations. Working with merchants was a success again. Snow
days live, Bloodies and Bluegrass, etc.
• Biszantz – what is the capacity of ford park. Wolfe – the way we built it it was about 7500. Biszantz - You said attendance was
15,000. Wolfe – that includes the village activations. Wolfe –
Friday we clicked about 5800, Saturday 3800.
• Biszantz – you have done snow days for a long time. Do you think the town is getting 5x the value of what we used to? Wolfe – it is a
very soft weekend. We do see a difference in occupancy once we announce bands. Is it 5x? Not sure I have that data. Hard to determine because Christmas falls in the same month.
• Gordon – I know you changed the model for spring back. Are you anticipating changing the model for snow days in the future. Wolfe – I don’t think so. We want a low barrier to entry. The one thing we did change is that it became a 3rd party event from vail mountain
which allows us to sell sponsorship categories outside of strategic
alliance. Vail mountain was a big partner cash and in kind in the past but that was not the case this year
• Motion to approve final funding.
• Davis/valenti/unanimous g. Vail Holidays (15 Minutes) Laurie Asmussen
• The Holidays event involves mostly promoting the auxiliary events
around town.
• Partnered with Sonnenalp for tree lighting. 40th anniversary of Sonnenalp and 100 of Bavarian hotel.
• Challenging to get guests around town based on the calendar listing with events all over town.
• Originally created as an ambient umbrella of events.
• Wadey – B’nai should present earlier in the ROS. Asmussen -
There were logistically challenges getting rabbi here.
• Beth Slifer – Its confusing having Revely hard stop after thanksgiving then holidays starts. Should they be one event.
• Rediker – people love the ski down and the fireworks. It was difficult to get everyone over there on time. Lines of people to get over to golden peak. We should work with town transportation to get people over and we should communicate to guests that they
need to plan more than 15 minutes to get there.
• Rediker/Valenti/unanimous 3. @ RRC 2019 Event Survey Results (25 Minutes)
4. @ 10:45 .a.m.: New Business (5 minutes) a. Davis – Jill and I attended the ski house event. It fit wery well in breck but
with our different clientele it might not work great here.
b. Biszantz – Powabunga is ranked 3 of 20 in top new events poll. c. Beth Slifer – Project funway is a terribly important event. All about locals. Really wonderful community event. Make the best of a very difficult space. Quote from a guest Beth heard “Feels so good that I can come to
an event and give $50. I can’t go to the events where people are giving
$20,000.“ Adjournment @10:35 a.m. Davis/Valenti/Unanimous