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HomeMy WebLinkAboutSpecial Event Update Form ResponsesTimestamp 5/12/2020 7:46:05 AM 5/8/2020 9:37:58 AM 5/8/2020 4:17:55 PM 5/7/2020 4:57:47 PM 5/11/2020 12:43:35 PM 5/14/2020 4:17:09 PM 5/19/2020 10:02:07 AM 5/19/2020 3:34:20 PM 5/19/2020 12:53:00 PM 5/29/2020 5:51:42 PM 5/13/2020 12:41:32 PM 5/11/2020 12:40:07 PM 5/7/2020 4:50:27 PM 5/13/2020 6:03:31 PM 5/8/2020 5:15:08 PM 5/12/2020 9:34:04 AM 5/14/2020 2:02:00 PM 5/14/2020 1:56:51 PM 5/7/2020 4:53:31 PM 5/15/2020 1:27:21 PM 5/11/2020 1:04:19 PM 5/11/2020 11:33:18 AM 5/15/2020 2:15:02 PM 5/14/2020 2:08:59 PM 5/15/2020 6:40:30 AM 5/19/2020 3:38:57 PM 5/7/2020 8:18:21 PM Producer Name Vail Recreation District Vail Mountaineer Hockey Club Trista Sutter Entercom Karah Maloley Mountain Youth Vail Valley Foundation Highline Vail Valley Foundation Kick It 3v3 Soccer Helene Mattison Sven Bean Mike McCormack Austin Gavlak Team Player Productions Ren Event Productions/Taste of Vail Ren Event Productions/Angela Mueller Vail Automotive Classic Foundation Ariel Rosemberg Danielle Salinsky Alpine Art Center Vail Valley Foundation Brian Hall Ren Event Productions/Vail Farmers' Market International Lacrosse Promotions Highline Eddie Shipstad Vail Symposium Event Name 2020 Vail Pickleball Open 2020 Vail Sportsmanship Tournament Avalanche Alumni Weekend Bourbon and Bacon Fest Community Leadership Academy Family Education Efforts of Mountain Youth GoPro Mountain Games Gourmet on Gore Hot Summer Nights & other GRFA programming Kick It 3v3 National Championships Kids Adventure Games Legacy Fighting Alliance Outlier Offroad Festival Powabunga Public Safety Recognition & EMS Awards Rocky Mountain Burger Battle/Craft Beer Classic Taste of Vail Fall Taste of Vail Spring Vail Automotive Classic Vail Bluegrass Vail Classic Invitational Vail Community Art Series Vail Dance Festival Vail Family Fun Fest 2020 Vail Farmers' Market & Art Show Vail Lacrosse Shootout Vail Oktoberfest Vail Skating Festival Vail Symposium Original Event Date 8/26/2020 11/6/2020 9/12/2020 10/2/2020 6/10/2020 3/26/2020 6/4/2020 9/4/2020 6/16/2020 7/31/2020 8/5/2020 6/12/2020 9/25/2020 4/17/2020 8/1/2020 6/27/2020 9/18/2020 4/1/2020 6/24/2020 9/19/2020 7/31/2020 6/26/2020 7/21/2020 6/27/2020 9/10/2020 12/21/2020 Weekly New proposed date 7/8/2020 CANCELED 7/14/2020 9/11/2020 4/16/2021 9/10/2020 8/15/2020 9/17/2021 4/7/2021 7/11/2020 7/21/2020 7/16/2020 CANCELED No changes Original Funding Amount 5000 5000 45000 5000 4500 140000 40000 28050 25000 40000 18000 25000 79790 5000 65000 20000 55000 5000 40000 8000 15000 43000 14000 60000 20000 32000 Adjusted Funding Request 5000 30000 none 4000 37500 tbd based on final scope and footprint 28050 32500 40000 18000 25000 79790 5000 50000 2500 cover PR 55000 5000 8000 15000 43000 7000 TBD based on one weekend vs two, COVID-19 specific costs, etc 25000 32000 What is the date for your next decision or update, if determined 8/1/2020 6/26/2020 6/1/2020 5/14/2020 6/22/2020 7/3/2020 6/6/2020 6/1/2020 8/31/2020 6/1/2020 9/10/2020 6/1/2020 5/7/2020 5/7/2020 9/13/2020 6/1/2020 6/1/2020 5/15/2020 5/7/2020 6/3/2020 6/15/2020 8/16/2020 Phone Number 9704713757 9703316669 9703932121 3033583336 9703069056 9709499250 6197640940 9703904158 6197640940 3038822406 9704013804 3032465237 9704855847 8175424965 9707635306 5203708014 9704013320 9704013320 5182326544 4044020484 2817882150 9707772015 9703762594 9704013320 3038863500 9703904158 3039476113 (970)476-0954 Email jstevens@vailrec.com kristi@vailmountaineers.org fundraising@vailmountaineers.org roxanne.marati@entercom.com karahdank@icloud.com mcurtis@mountainyouth.org ddressman@gmail.com peggy@gohighline.com ddressman@vvf.org mikeh@bigticketsportsllc.com helene@kidsadventuregames.com beanz4@msn.com mikemac@uncommoncommunications.net austin.gavlak@gmail.com jackie@startinghearts.org ryan@tppevents.com info@tasteofvail.com info@tasteofvail.com mark.bergman@gmail.com ariel.rosemberg@gmail.com dsalinsky@vailrec.com mnieves@vvf.org brianhall@bluecreek.com vailfarmersmarket@gmail.com vaillaxinfo@comcast.net peggy@gohighline.com eshipstad@outlook.com ksabel@VailSymposium.org Have you officially rescheduled your event to a new date? No No No No Yes No No No No No No No No Yes No Yes Yes Yes No No No No No No No No No Original Event Attendance Goal 1500 1500 20 1400 85000 15000 17500 10800 5000 1500 1750 15000 200 2000 500 10000 2000 450 22000 750 16000 12945 25000 2200 New Event Attendance Goal 500 500 20 1400 0 3500 9000 750 1000 2500 15000 500 1000 250 5500 2000 250 450 0 600 3000 2500 3000 Are you anticipating a change in your target audience? Yes No No No No No Yes No Yes No No No Yes No No Yes No Yes No Yes No Yes No No Yes No No Yes Please describe the changes you are planning for your event operations. We are considering a limit to number of spectators at the event. No plans for changes as of yet since our event is not until November 2020. No changes yet TBD I am pushing the date back so that member of the community will be ready to learn as a group. I am going along with the County trail map plan. Mountain Youth held 3 in person Eat Chat Parent family education events between January and March, reach 381 individuals. An additional family education event was to be held in person at Red Sandstone Elementary School on March 26 and was transitioned to a virtual platform and had 93 youth and families in attendance. The Eat Chat Parent @ Home series and family education events will continue through end of school year with a possibility of virtual events over the summer to support families. The events are open to the entire community to attend and not just Town of Vail residents. A second virtual event, "How to stay positive no matter what with Dr. Paul" was held on April 13 in English for the first 30-minutes and Spanish 30 minutes in Spanish, with 88 views of the event. We held a viewing of "Screenagers the Next Chapter" on May 6 with 400 attendees. The film had Spanish subtitles and an interpreter for the paneling following the panel. During the spring, Mountain Youth has continued planning efforts for a Spanish-speaking family education program titled Aprendiendo Juntos, and initiated a Whats App group (in Spanish) to support daily behavioral education posts and resource sharing. There are currently 107 followers of this group as of today with engagement daily from participants, averaging 10 posts back and forth daily, up to 75 posts one day. Mountain Youth has shared 44 websites and resources through this app. The next virtual event will be held on May 19, "Dealing with covid-19 in a social media driven world." Consecutive Spanish interpretation will occur during the event. Planning for the fall has been underway with contracts pursued with national speakers in family education best practices. Contingency plans to move these to smaller settings or virtual are also underway. Spanish speaking family education planning efforts are also underway. The adjustment in the funding request recognizes the continued staff efforts required to coordinate and lead the virtual series, increase engagement with Spanish-speaking family members, and plan for fall events. A reduction in the funding request reflects the reduction of in-person costs related to childcare and a portion of the food budget that would have supported the in person March 26th event. GMG is cancelled for 2020, but we are trying to find other ways to engage the community with the GoPro Mountain Games brand throughout the Summer, including a music Livestream with GMG Athletes and special guests airing on June 4th as well as other potential smaller events and a possible virtual event, both of which are TBD at this time. Using the guidelines of the Eagle County public health order we are looking to capitalize and focus on sub event formats for the 2020 Gourmet on Gore including the Tasting Tour, Gourmet, Let's GO! and look to have fewer vendors [food, beverage and sponsor] well spaced in the Village core. We would like to revisit the overall event footprint that would be available with the Farmer's Market and Rotary Club Duck Race since those two events directly effect Gourmet on Gore. The traditional Open Air tasting would be modified as some initial input from restaurants may not be beneficial for them this year due to health guidelines, additional costs to maintain COVID-19 protocols, staff numbers and financial challenges. We are working on creating the culinary experience through other vendors that align with the event. This may be pre-ordered options, beverage to go scenarios, etc. Our hope is to open the GRFA for a TBD period of time (approx 4-8 weeks) this summer, starting sometime in July, to fill the entertainment void for locals as well as drive market tourists. We hope to program the venue with live music from both local bands and other CO bands under the HSN brand and also host Film Nights and additional community events like Art Classes, Yoga, etc...as well as private buyouts. All events would operate within the public health & safety guidelines and we understand we would be limited as to the # of guests we can host. Our initial estimate is 500 guests could safely gather at the GRFA during the Black phase. Opening such a large venue with established social distancing parameters is very costly for such a low number of attendees, and like most event producers, the VVF has taken a massive financial hit due to Covid. We are considering charging a small ticket fee for all events ($5 or $10) which will help with operating costs and allow us to manage capacity and guest information & guest communications via our ticketing platform. It will also allow us to require that all guests need sign a liability waiver at time of ticket purchase, in order to enter the building with their ticket. We are requesting our HSN funding stay the same and possibly increase as we continue to analyze the costs associated with this plan. We feel this funding should be looked at as overall GRFA funding and not just HSN funding. Opening the venue up for community events is our objective. The majority of our sponsorship revenue will not actualize in 2020 and other revenue streams will be reduced significantly (F&B) and the costs associated with this plan are significant. But in our mind it is very much worth it to open the GRFA as a community and cultural hub, on a smaller, modified level. If the TOV is interested in considering a larger funding amount to help us better budget and enact this plan, please let us know what might be considered. Every dollar will help. Lastly, we would love to explore the possibility of streaming concerts and films from the GRFA into bars, hotels, restaurants in Vail, but that would require an additional investment which VVF would need support to achieve. All of this is very much subject to change and a moving target at this point, but please know the VVF is committed to staying active and we are exploring all of these options as quickly and thoroughly as we can. We will be streamlining our marketing efforts to target more local and regional events with our new franchise 3v3 model leading up to the Vail Event. This will reach additional, smaller markets that will establish new events that will lead up to the Vail 2020 event. Operationally on site at the event, we will add additional staff members to assist with social distancing measures, employee temperature checks, scheduling changes to include spreading out age divisions and games into smaller time frames to minimize players/spectators time on the fields. We will also establish sanitation stations (hand sanitizer, disinfectant wipes, etc), limit interaction at our HQ area to only a handful of people at once, eliminate our inflatables, and print signage about these rules, etc. as well as pay to have more field marshals to observe and maintain these rules at the fields. Additionally, we will follow local health guidelines in Eagle County at the time of the event. We do anticipate more Colorado specific teams in attendance this year due to fewer local Colorado teams travelling to out of state travel tournaments at this time. In order to hold our event under these changing restrictions and environment, we feel it would require us to hire an additional 10-12 staff members for the event to account for "supervisors" or "field marshalls" to assist us in maintaining social distancing rules roaming the fields and sidelines (in addition to what we already do), while being able to serve the event size and maintain the cleanliness in the local community that is required of us. This hiring of additional KI staff will also cause us to have increased lodging costs to house the staff over 3-4 days, feed them, and transport them to Vail. The other main reason for additional funding request, is to assist our Colorado, New Mexico, Utah, Wyoming and Kansas marketing efforts in the local markets, by increasing local radio ads, newspaper advertising, mailing of flyers etc, as we are aware that we understand will have a greater chance of bringing in more teams this year now that do not have to fly in to Denver, as it is quite possible that many of our traditional team attendees from the east coast and south may decide not to fly to to attend Vail due to the circumstances and some financial hardships some families have endured. We will move from the Kids Adventure Games to the Family Adventure Quest. Each team will need to comprise of family members, this may be one adult and one child, or siblings only. We will start teams further apart to ensure social distancing. We are writing our protocols. TBD Adding a second event, taking advantage (hopefully) of the cycling community's collective desire to get out! We are going to monitor the situation and make capacity and distancing procedures as needed Thank you so very kindly for considering our changes for the ToV's generous donation to our Vail Special Event. We are planning to change our proposed Heart & Sole Summer Event - an outdoor gathering designed to bring the Eagle County community together for food, fun and awareness about the work that Starting Heart does. This year we'd like to partner with the Rotary Club of Vail in their annual Recognition Event for local EMS and First Responders. We feel very strongly about the importance of recognizing these incredible people who are putting their lives on the line every day for our community. With the COVID-19 pandemic among us, this year presents a unique opportunity to do just that. Vail Resorts gifted us with an Epic Promise Community Grant for a 2020 fundraiser that we will put toward this event as well. By coming together, we will make this a phenomenal event for these outstanding public safety individuals. We are looking to do smaller sessions with a cap of 200 people per session. This would allow us to keep with public health regulations that are in place. We also would move to a smaller, more contained footprint to regulate flow of patrons. We have the ability to combine different factors from our events to produce smaller events over multiple days. We will be working to ensure all our spaces we utilize will follow our guidelines for the Taste of Vail. We will submit our COVID guidelines that will be revised and set for this event next year. Due to our event being extremely social event: The board has made the difficult decision to wait till 2021 for the Taste of Vail. We will wait to have our 30th celebration till 2021. None. Spectator turnout may be down None yet, waiting on further direction No changes have been planned yet. We are waiting to hear back from the Colorado State Gymnastics Committee to see proposed changes to the upcoming season. - Virtual art class through Zoom - Subject of the class would relate to Vail - At the beginning of the class, we could play a video featuring Town of Vail if you have something we could use to promote the sponsorship. Or Town of Vail could have a representative attend the beginning of the class and give a presentation before we start our project. We also have a few other sponsors this year who might be represented with a banner hanging in the background or a logo graphic of our sponsors that we would use at the start of the class. - Our original price for classes was $20 paid by each participant. We would offer the same $20 class price to anyone who signs up and wants to pick up supplies from the arts center. We would offer a $5 class to anyone who wants to use supplies they have at home or order locally if they do not live nearby. We can ship supplies with advanced notice as well. - Offering the class at 2 price points with or without supplies gives flexibility and allows people to participate from anywhere around the world. Unlike traditional classes where guests have to be visiting at the specific time of the class, this style class give the opportunity to reach a broad audience. Maybe Town of Vail could promote this to their customers as a way to feel connected to Vail while they are not able to travel here. We would promote to our customers and advertise in the paper to reach locals and second homeowners. - Our previous class structure had a max of 30 people. By the end of June, we will have missed 2 spring events so our goal would be to get 60 participants to attend before then to stay on track. - For summer, we have a number of events planned that may or may not be able to occur in person. If more virtual events are needed, we could get creative and try to invite certain groups to attend sessions (such as inviting all Town of Vail employees to a virtual class as a team building, or all restaurant staff, etc.) We could also partner with different restaurants and Vail businesses to teach these classes from their location. Jeremy suggested Root and Flower and offering “to go art supplies and a wine tasting basket” for example. Right now we are in a complete "hold until further notice" phase with the Dance Festival. We can do this! Our dates are flexible if you wish to focus on other parts of summer. Our numbers are over a 3 hour period. In 2019 we estimated we had an average of 809 people per 3 hour event - roughly 266 people per hour. Depending on people's desire to come out and participate, we believe we can do 200 people per hour, for 3 hours.To make sure we don't have one single large group of people, we would break up central event location - out stadium - and create a group of singular activity stations around Lionshead to keep station & gathered numbers lower - more spread out. We move move people around t these stations. The capacity of our activity stations can be adjusted to work with the County's health Orders. We can work with 10 to 15 kids/people at a time. We could also still do "the "Water Ballon Toss of Death!!!!!" or our other famous games by lowering sign up numbers. With the County moving forward into the Green and Black Zones, we feel we can make this work fine. If you desire more events/activities - and budget allows - we could add dates in Vail, a big Kids/Family Challenge/Scavenger hunt and Astronomy nights. We will talk about this in a separate proposal. We will be kicking off the Vail Farmers' Market with the virtual market. We will start the market shopping available June 14. The sales tax will be collected for any orders for Taste of Vail and the State of Colorado. We will be delivering and shipping. We will continue the virtual market. We will be looking at having market begin in July and will continue the market via virtual if we are not having on the streets of Vail. We had our first interview with Channel 9 news today, and the word is out. We have spent many hours creating a new shopping site and working on creating a system that will allow guests from all over to see. We will be also speaking with all the hotels and ensuring that all their guests have our information, so guests can preorder items that can be in their rooms when arriving . We would consider holding a smaller, modified version of the Vail Lacrosse Shootout on July 16 through July 19 if restrictions have been relaxed by the Eagle County Health Dept. by that time to allow it. Please note that we are not currently planning this modified event, but rather, we would see what restrictions are in place in early June and decide at that time if a modified version of the Shootout would be possible. Our goal would be to include a fewer number of teams that would be from Colorado and possibly from a few neighboring states. The modified version of the Shootout would most likely only be for a limited number of teams in high school and elite divisions. We may need to modify the game to reduce the number of players on the field -- possible 7 v 7; modify game rules to maintain social distancing between the players; eliminate contact by players in the face off and in body checks and modify protocols if a player is injured and required attention from our trainers; and our field staff would need to maintain social distancing. We would also need to monitor that spectators are maintaining social distancing. There would not be vendors. At this point in time, we do not think the modified version of the Shootout as described above will be likely as it seems unlikely that restrictions will have been relaxed to the extent that would be necessary to host even a modified version of the Shootout. We are looking for an option to host the event, maintain the Eagle County public health orders and provide an authentic experience by moving the event from LH and VV to Ford Park parking lot or fields. We would create a wheel like venue with the stage in the center and "spokes" with F&B, tables, etc to control the number of people in each area. Additionally, free tickets would be "sold" to help with crowds and flow. Tickets would allow access during specific times/sections and would offer a viable option for a larger gathering. It all depends on social distancing rules for events by December. If social distancing is still an issue for events, fewer tickets will be sold for the Ice Spectacular both for on-ice seating and bleacher seating. We will also go to reserved seating for both options to assure that people are keeping the proper distance. I will be able to control how many seats are put together for families. Both Free shows at the outdoor venues are excellent locations for people to social distance. Both the Arrabelle and Solaris Ice Rinks are great locations for people to space themselves comfortably. Concerning the clinic/seminar, our groups tend to be divided for a 1 to 6-8 ratio for coach/skaters at each end of the ice surface. Figure Skaters from day one are taught to social distance on skating sessions. The clinic is a safe environment for all of the participants. For now our plan is to continue to present webinar’s. We will adjust to live events only when we believe it is safe and our members are comfortable to meet. I don’t anticipate that will happen this summer. We are promoting that our programs are coming to our audience from the Town of Vail. We have a lot of people from other states and countries tuning in. How does this new format continue to meet the goals of specials events in Vail? Will reach spectators through live streaming and YouTube same All items are the same...just pushing the dates back one month. The programs continue to meet the goals of special events in Vail as they provide ongoing education and supports for families across Vail and across the Vail and Eagle Valleys. The virtual format continues to build bilingual, bi-cultural community conversation around behavioral health education and breaking stigmas. The virtual and ongoing events are supporting families with tips, tools, and resources that can help them, especially during this time. N/A because the Event is cancelled. If TOV is considering allowing event organizers to keep some level of funding for cancelled events, we would be grateful for anything to help out the loss VVF will incur. We stand to lose approximately $750,000 due to the cancellation of GMG this year. The $140,000 in funding from TOV equated to approximately 5% of the overall event budget ($2,750,000). Therefore, if we were allowed to retain any TOV funding, we'd ask for 5% of our sunk costs on the projects (5% of $750,000) = $37,500. The event remains true to being a culinary event and focuses on individual pieces that are currently in place and successful. The shift from the large Open Air gathering would be the main piece that would/could be modified. Economic impact, heads in beds, live entertainment. We will meet the goals still, by over-communicating these new restrictions to our participants, and having more staff to enforce them. This will limit any potentially new health issues that could arise, and help to maintain the safety, beauty and cleanliness of the Vail area and its establishments. The race will be the same. It is a family friendly event which embraces all Vail stands for. No change to format The Van Show is a completely separate event, but the consumer is both active and affluent. We will continue to drive tourism, we believe there will be a consumer shift to boutique festivals with smaller crowds than massive festivals. With additional marketing and creative techniques we can connect with an audience that is excited to see music in a safer outdoor setting. The original event was to take place outdoors at a Vail location with the purpose of increasing awareness of Starting Hearts to the public. This new format will allow us to come together with other Vail based organizations to put a spotlight on our first responders. Our plans are to invite the public to this event, and reach more people than previously planned and expected. Doing a joint event will allow us also to provide more value to the attendees; with prizes, a silent auction and possibly even more. We love the idea of coming together as a community and support our first responders. Our hope is that we can continue to present events for people to enjoy in a safe atmosphere. We hope that these events provide the residents of the Valley to come out and enjoy themselves once again. We also want to support the local restaurants and breweries and give them an opportunity to get back on their feet. The hope is that we showcase all the great things that Vail has to offer and that it is safe to come back to Vail once again. Following safety for our guests and ourselves. We aim to keep our event a social event that people are excited for. We will continue our hikes, biking, yoga and a tasting. Locations and spacing will be determined after we have a year to truly ensure the safety of our widespread demographic. Events will be similar, and changed to meet our COVID Standards we will be continually revising. We will be beginning our Social media for the next year once our Press Release goes out. This will be ongoing for Restaurants, and wineries and sponsors for our events. N/A Regardless of what we deliver, it will be culture + live music with the common goal of bringing people together. Our format will remain the same regardless just with a smaller capacity of people per session if need be. It will still draw and hold families in Lionshead, it will be a positive story demonstrating how important families are to Vail. It will create positive memories for our guests and let them relax and play. Animation, energy and fun, we can bring that to Lionshead and Vail! We will be collecting the sales tax for the Town of Vail and we are also allowing the Meadow Drive businesses to be on the virtual market. The modified version of the Shootout would bring a number of players, coaches, families, friends and/or chaperones to the Vail area and would contribute to the local economy by providing guests that would be supporting local lodging, restaurants and other activities while in Vail. It remains authentic and true to the event profile while bringing people into Vail for a weekend of events;. We still can do the two outdoor shows. The Clinic/Seminar should still be a positive and successful event. The Ice Spectacular is the only event that is not for sure. This event will be dependent upon social distancing rules. My budget is extremely tight and I will not take any chances with depending on ticket sales to break even. Also, with the possibility of doing the free Ice Spectacular show for Vail Health's First Responders I am asking for one additional day at Dobson Arena for a total of three days. I think this will be an amazing event for Vail Health. I'm hoping that this may open up some sponsorship opportunities from other Vail businesses and hotels to make small donations to help pay the additional costs that I will be taking on by adding this show (Dobson Staffing, additional day of Theatrical lighting expenses, printing tickets for the event, etc.) The skaters will perform in this show for free. The show will be shorter than the main Ice Spectacular show on the 22nd, but still an amazing night of ice entertainment for the First Responders of Vail Health. I have lost two major sponsors from last year due to COVID-19.