Loading...
HomeMy WebLinkAboutCSE Minutes 05-20-2020-DRAFT (2)COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (call in info below) https://us02web.zoom.us/webinar/register/WN_MQT_tV3pRjWoRP5VXylxNw Wednesday, May 20th, 2020 @ 8:30a.m.-10:15a.m. AGENDA: Meeting materials can be accessed at the following link: May 20, 2020 Meeting Materials Commissioners: Alison Wadey, Barry Davis, Jill Lau, Kim Rediker, Marco Valenti, Mark Gordon, Samantha Biszantz Attendees: Kristin Cooley, Angela Muller, Beth Pantzer, Chis Huntington, Dave Chapin, Jackie Christiansen, Laura Waniuk, Leon Fell, Lindsay Christopher, Matt Soran, Peggy Wolfe, Sacha Kostick, Sarah Franke, Taylor Smith, Lauren Merrill, Jeremy Gross, Mia Vlaar, Liz Gladitsch 1. 8:30a.m.: Administrative Items (5 minutes) a. Minutes from the CSE Meeting on 5/6/2020 Approved • Rediker/Davis/Unanimous b. Upcoming Meeting Reminders • June 3, 2020 held as virtual meeting until approved to meet in person 2. 8:35 a.m.: Update on Current Public Health Orders (10 Minutes) a. Transition Trail Map b. Events and Live Entertainment Task Force Update c. Council Meeting Update • Open container ordinance where there are designated areas in Vail that alcohol can be consumed • Restaurants have expanded outdoor liquor license space • ALL pilot programs so continue to be addressed as needed • TOV looking into Bulk PPE and handwashing stations: 1. Sam: Could we decorate/design stations via Alpine Art? • Exploring rental relief program based on successful model from Aspen. Owner/Landlord/Town split rent into thirds. I.e.: landlord provides 1/3 of rent for 3 months 3. 8:45 a.m.: Review of Event Plans with COVID modifications (60 Minutes) - Event budget has been reduced by 20% - Jeremy will send out updated funding requests for CSE to vote on in June meeting including: a. Art Center programing (Lauren Merrill) – Motion approved • Will miss 2 of 15 events and would like to start virtual events to make up for those missed events • In person in July. Virtual before then. • How to feature Vail if it’s virtual? Video to play at beginning of class to represent TOV or partner with Town businesses to feature Vail. I.e.: host a virtual class with to-go supplies and F&B pick up at specific dining locations 1. Reach out to CTO to include in their virtual marketing efforts 2. Video can be provided by VLMD (Brand spot) or TOV (vail strong video series) • Attract corporate groups who have had to cancel • Fee: Shift to different price points. If local and getting supplies from us. If not local and getting supplies from where they live, shift to $5/10 • Need direction on where to host events since Amp is out as of now. 1. Mountain Art Collective? Antlers? Outdoor spaces to get feeling of mountains • Motion to approve the modified event plan in response to COVID-19. 1. Rediker/Gordon/Davis abstained Motion passes 6-0 b. Hot Summer Nights • New Start Date: 7/14 Old Date: 6/16 • Same funding requested • Council funded event c. Vail Bluegrass Series • Split 5 dates across and $8k/week with week by week allocation • Down from $40k • Will vote on funding 6/3/2020 d. Family Fun Fest • New Start Date: 7/11 Old Date: 6/26 • Looking at different ways to layout activities in pods. Minimal impact of attendees but still impactful for villages • Sent over proposals for new ideas if additional funding is available • Same funding requested • Will vote on funding 6/3/2020 e. Burger Battle • New Date:8/15 Old Date: 6/27 • Have made adjustment to 20% reduction • Shifting plan on location and attendee organization: Kim: Well thought out plan by allowing attendees in shifts and using Donovan field • Executed surveys to gather audience sentiment and came up with plan that addresses findings from those results • Shift from $65k to $50k funding request • Will vote on funding 6/3/2020 f. Lacrosse Shootout • New Date: 7/16 Old Date: 6/27 • Shift from $14k to $7k • CANCELED AS OF 6/1/2020 g. Farmers Market • Start Date: 7/21 • Plan to continue virtual market for entire summer “Insta-cart” • 6’ between every tent • Less funding because charging less fees due to less attendance and less income and less sponsorship • Same funding requested • Will vote on funding 6/3/2020 h. Vail Dance Fest: Canceled i. Heart and Soul • New Date: 9/10 Old Date: 8/1 • Request to switch to Public Safety recognition • Final funding approved with shift in direction. Yes: 6 No: 1 - Sam voted no: There are a lot of requests and don’t think this is the best use of dollars. j. Kids Adventure Games • Date: 8/5 • Looking for smaller event, family style event (parents racing with kids) • Alison Wadey: Some events will have the same operational costs to produce even with smaller attendance. • Same funding requested • Will vote on funding 6/3/2020 k. Pickle Ball • Date: 8/16 • Audience decrease from 1,500 to 500 • Same funding requested • Will vote on funding 6/3/2020 l. Vail America Days • Static Parade with floats and art installations throughout village from GP to LH, built by local community members • Fireworks are still planned. Evaluating a new launch site to provide for more viewing areas around town. m. Gourmet on Gore • Pending. Need to fully vet that it’s financially viable. n. Oktoberfest • Pending. Need to fully vet that it’s financially viable. o. Avalanche Alumni Weekend • 9/12. Same funding requested p. Taste of Vail • Canceled due to locations/food/wine component. All funding returned to CSE aside from already spent PR $ q. Bourbon and Bacon • Same Date • Shift from $45 to $30k r. Vail Skate Festival • Adding a show for first responders for Vail Health • Requested $5k additional to add the show and offset smaller audience size • Will vote on funding 6/3/2020 s. Vail Symposium • Zoom platform has worked well for them • Same funding requested • Will vote on funding 6/3/2020 t. Vail Automotive Classic • Same date and same funding requested • Will vote on funding 6/3/2020 u. Vail Jazz • Confident to move forward with event • Council funded v. White Water Series • Start Date: 6/2 • Same funding requested • Will vote on funding 6/3/2020 w. Restaurant Week • Spring on hold, focus on fall event • Need update from Denise on funding adjustment allocation in June meeting • Will vote on funding 6/3/2020 ADDITIONAL NOTES: - Are events cannibalizing local restaurants/businesses based on new COVID circumstances? o Reach out to restaurant owners on impact of events negatively or positively o Look at traveler sentiment – positive trend - CSE Model Adjustment Topic: o Sam/Jeremy: Can we look into a model adjustment and look to create new events and be proactive for 2021. o Mia: How can we re-imagine with our partners. Look to revisit score cards based no importance of our goals. Volume isn’t answer. It’s safely giving people a reason to be in Vail 4. 9:45 a.m.: Motions for approval of modified event plans based on discussion (10 Minutes) a. Tabled to June 3. 5. 9:55 a.m..: Public Comment/Event Producer Open Discussion (15 Minutes) 6. 10:10. a.m.: New Business (5 minutes) Adjournment @10:15 a.m. You must register for the webinar prior to being able to join. Please register ahead of time here https://us02web.zoom.us/webinar/register/WN_MQT_tV3pRjWoRP5VXylxNw During the webinar, you can use the Q&A feature to ask questions to the CSE or you can use the Raise Hand button to request to be un-muted.