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Home My WebLink About01. CSE Minutes 101212020COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (Info at the bottom of the page) Wednesday, October 21, 2020 @ 8:00a.m-2:00p.m. MINUTES Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=655670&dbid=0&repo=TownofVail Laserfiche CSE Attendance (all present): Alison Wadey, Barry Davis, Jill Lau, Kim Rediker, Marco Valenti, Mark Gordon, Sam Biszantz Public in Attendance via Zoom: Alan Himelfarb, Angela Mueller, Beth Pantzer, Chris Huntington, Corey Brydal, Dieter Drake, Hellen Mattison, Scott Rednor, Jackie Christiansen, Kristen Horpedahl, Mark Bergman, Matt Soran, Nanette Public in Attendance in Person: Joel Bistzantz Town of Vail Staff: Jeremy Gross, Mia Vlaar, Liz Gladitsch 8:00a.m.: All event producers that are requesting funds from the Commission on Special Events for 2021 were given time to present the proposal that was submitted based on the RFP published in August 2020. The below decisions are based upon the CSE review of their presentation on October 14 and their submitted RFP Discussion prior to funding allocation: - Should we develop some guidelines for canceled events due to COVID-19? - How do we get a date threshold to put into contract so we receive money back? - Add a preview of an event to monthly meetings. o 60 days out: CDC guidelines and COVID-19 status E&E Funding Event Producer Event Name – Funding Amount - Notes Mikayla Curtis Mountain Youth Family Education - $3,000 requested - $3,000 Funded Kat Haber TEDxVail COUNTDOWN - $5,000 requested - Rediker: With kids struggling this year, this is a great leadership opportunity so I fully funded - $4,000 Funded Karah Maloley Community Leadership Academy - $6,000 requested - Wadey: They have money coming from other places so didn’t want to fund at full. - $4,000 Funded Carol Johnson "A Matter of Laugh and Death"- Men's Mental Health Awareness Event - $7,500 requested - Gordon: wasn’t sure it would be overly impactful and freed up budget elsewhere - Wadey: Liked idea of comedian and part of fee was to do smaller events that day so not just one event - Biszantz: Be sure it happens when the mountain is still open to get mountain/younger workers - $7,000 Funded Jackie Christiansen "Night of Heroes" - Eagle County 8th Annual Public Safety Awards - $10,000 Requested - All: If it’s not in person, funding needs to be reassessed. - $5,000 funded – same funding as 2020 Lauren Ciarallo Startup to Scaleup Business Planning Workshop - $10,000 - Lau: attended and was very beneficial and saw a lot of NW Colorado in attendance - $6,500 Funded Louise Duncan Jonny Moseley's SKI for MS: Vertical Challenge - $12,000 Requested - Davis: They didn’t seem to have a COVID plan in place so funded much less and don’t see how it’s viable in 2021 - $4,300 Funded Lauren Merrill Town of Vail's Art Series - $15,000 Requested - $14,000 Funded Jen Mason Through the Lens - $10,000 Requested - Last year was funded at the Ski Museum for $7,000 - $7,000 Funded Becca Aliber Vail Veterans Program: Winter Family Program, Winter Mountain Adventure Program, and Summer Family Program - $25,000 Requested - Davis: Dealing with people with less risk tolerance but they would have ability to individualize and spread it out. - $20,000 Funded Nanette Kuich Plants Are an Answer - $30,000 Funded - Rediker: Alpine Garden has always been #1 attraction in Vail and in a COVID world they are suited to do this. - $22,000 Funded Kris Sabel Vail Symposium - 2021 Seasons Winter and Summer - $35,000 Requested - $31,000 Funded Beth Pantzer Bravo: Education & Engagement Programs - $40,000 - Gordon: Community Events at Chapel are standing room only - Biszantz: They did it without our funding in the past which gives me confidence they can do it successfully and better with our funding - $26,730 Funded 9:13am: Motion to approve E&E funding for 2021 at the following levels. Mountain Youth $3,000, TedXVail $4,000, Community Leadership Academy $4,000, A Matter of Laugh and Death $7,000, Public Safety awards $5,000, Small Business Planning Workshop $6,500, Ski For MS $4,300, Town of Vail Art Series $14,000, Through the Lens $7,000, Vail Veterans Program $20,000, Betty Ford Alpine Garden Plants are an Answer $22,000, Vail Symposium $31,000, Bravo! Vail $26,730. M/S/P Valenti/Rediker/Unanimous 9:23am: CRC Funding discussion begins CRC Funding: Beth Pappas Vail Whitewater Series - $7,000 Requested - $6,202 Funded Laurie Asmussen Vail Arts Festival - $8,000 Requested - $7,088 Funded Trista Sutter Vail Mountaineer Hockey Club's Avalanche Alumni Weekend - $10,000 Requested - Davis/Gordon/Bistzantz: Seems like a year that players may sit out due to COVID - $0 Funded Corey (Carl) Bryndal LetsGO Vail – Volleyball Tournament - $10,000 Requested - Davis/Lau: Seems like a great producer but worried about 2 V-ball tournaments with funding. Gordon same about trying something new - Rabinowitz: This one seems like more boutique with 178 players/day. Works well with COVID - Wadey: gave half to give changc to new vendor - Rediker: Sports events are good ROI and a good time of year - $4,330 Funded Trista Sutter 42nd Annual Vail Sportsmanship Tournament (2021) - $10,000 Requested - General Consensus - In for full because we didn’t fund Alumni Wknd. - $8,860 Funded Kristen Cooley Vail Lacrosse Tournament 2021 - $10,000 Requested - $4,430 Funded Danielle Salinsky Vail Classic Invitational - $10,000 Requested - What is viability of this tournament? With Two sets of equipment it seems it’s Viable. - $7,088 Funded Thomas Davenport 49th Annual Vail "King of the Mountain" Open - $15,000 Requested - Excited to see new promoter do this tourney - $8,860 Funded Brian Hall Vail Family Fun Fest 2021 - $15,000 Requested - $ 13,290 Funded Denise Cheng $20.21 Vail-Beaver Creek Restaurant Week - $20,000 Requested - Look into reimagining the program a bit. - CSE is okay with producer putting on one seasonal event in the spring for half the funding instead of spring and fall - $11,075 Funded Mark Bergman Vail Automotive Classic - $20,000 Requested - Feedback from being in Lionshead: Some offices had issues with the promoter in requests to promote and asks from CSE - Isn’t this Oktoberfest weekend? Producer will need to be flexible on date - Can’t lean on staff of local businesses for operational or marketing support - $4,430 Funded Kerri Thelen Cindy Eskwith Memorial Soccer Tournament 2021 - $20,000 Requested - $8,860 Funded Connie Streich Vail Lacrosse Shootout - $20,000 Requested - Valenti: Not a need time period for visitation in terms of a COVID world. - Rediker: Not fair to say their dates aren’t good if they were the ones who started bringing people during 4th of July to begin with. - Rabinowitz: This year 8 day tournament leading up to 4th of July - Bistzantz: We should fund them flat YOY being the successful event it is - $12,404 Funded Dieter Drake Tour of Vail Cycling Weekend - $25,000 Requested - Davis: A competitive time and we already have another cycling event - Wadey: Would they be open to changing their date? - Gordon/Rediker: We have successful events we fund so would encourage him to apply for 2022 when our budget is higher. Good audience for future year. - $0 Funded Michael McCormack The North American Van Show 2021 - $25,000 Requested - Davis: Seems like a great new concept. This is our active young family demographic and COVID accessible event and want to go higher - Davis/Rediker: This is the direction travel is going until COVID is gone. - $13,290 Funded Michael McCormack Outlier Offroad Festival 2021 - $25,000 Requested - Requires more partnership from Vail Resorts that may not be available this year - NOTE: Could we jointly fund Outlier and Van show so the producer could shift money from one to another as needed? Can discuss this down the road - Be clear that goal of event is for participants to stay in hotels, not in Vans. - $13,290 Funded Mike Hix Kick It 3v3 Soccer - 2021 Summer National Championships - $35,000 Requested - Rabinowitz: Good ROI and can happen successfully in a COVID world - Rediker: Puts heads in beds - $17,720 Funded Helene Mattison Kids Adventure Games - $40,000 Requested - Rediker: Will lend itself to be a smaller event and don’t think it will be able to be the size they think it will be so less funding will likely be able to make it happen with smaller budget - $26,580 Funded Jennifer Barbour The Triple Bypass Bicycle Ride - $40,000 Requested - Vlaar: Friday had a meeting with producer. They have been on same date since 1988 and with our encouragement they changed dates to August 21 - Gordon: Can see it stopping in Vail for next 30 years if we start now - $17,720 Funded Roxanne Marati Bourbon and Bacon Fest Vail - $50,000 Requested - Wadey: Good new unique event and there is a market for this. We felt strongly about this last year and they deserve a chance to host. - Not sure their dates work well. - Valenti: Pushed budget to other F&B events based upon budget we have to work with - Bis: Need to discuss other events during this time period - What about Early December? - $0 Funded Corinne Hara 2021 Vail Film Festival - $50,000 Requested - Gordon: Fills a niche we don’t have - Valenti: Not sure how this would be scalable in a COVID world, while it does have potential. They’ve lost 4 screens, including Cinebistro - Wadey: Struggle with execution in COVID world - Davis: We need to fund it higher or don’t fund it at all. - $0 Funded Brian Hall Vail Astronomy Nights 2021 - $52,000 Requested - Love the event but based on budget had to lower it. - Consistency is important for lodges to spread the word - Excited to see event grow so want to increase funding. Maybe don’t attempt summer events and focus on winter - $3.3k/event - $17,720 Funded Chris Huntington Vail Yeti Hockey - $60,000 Requested - Davis: Big fan but don’t see how this will work in COVID. This product isn’t something people will be compelled to watch unless in person. - Wadey: If we don’t fund them and skip a year will they come back in a year? If restrictions are lifted and they aren’t funded it would be detrimental - Rediker: Part of funding is to put other teams up in hotels. Don’t know town should be paying for another team to stay. This could be a year to change that mindset - Vlaar: It’s up to them to determine what they can do with the funding allocated. - $15,948 Funded - Ryan Slater Vail Oktoberfest - $60,000 Requested - One 3-day weekend in multiple locations - NOTE: Lower bench is not in play so consider other locations. - 2 hours isn’t long enough for people to enjoy event - Bistzantz: Liked ideas of 3 events going on at the same time to spread out crowds - $0 Funded Myriah Blair Vail Oktoberfest - $85,000 Requested - Rediker: having produced a small oktoberfest at the antlers, I have to give credit to Highline. They have it dialed. - Oktoberfest could help us learn a lot about the future of events and getting really creative to adapting to covid - $53,160 Funded Austin Gavlak Oktoberfest - $50,000 Requested - $0 Funded Ryan Slater Wine Classic at Vail - $60,000 Requested - Davis and Biszantz - Like the idea of the fall wine festival but would only fund 1 wine event during this period. It’s either this or taste of vail fall. - Wadey – overall it was a great event but would want to more attention to detail to production level. - Rediker – not sure we don’t have room for summer wine event and fall wine event. - Wadey – Supportive of keeping the august dates. - $35,440 Ryan Slater Vail Craft Beer Classic - $60,000 Requested - Valenti – confirming that the burger element is not included any more. - Rediker – despite burger coming out I would keep funding flat, invite food trucks for sale and make the time sessions longer. We have been looking to replace big beers Belgians and barley wines. - Wadey – the vendor and beer lineup was impressive - $44,300 Funded Angela Mueller Vail Farmers' Market & Art Show - $65,000 Requested - $53,160 funded Angela Mueller Taste of Vail, Spring - $65,000 Requested - $46,8000 awarded last year - Rediker: Reduction in funding only had to do with assumption this will need to be a smaller event - $36,326 Funded Angela Mueller Vail Farmers' Market Farm-to-Table Dinner Series - $25,000 Requested - 5 dinners at full funding - Valenti: Could she increase ticket pricing to supplement what we fund. This clientele would be willing to spend more per ticket. - Davis: Great event - Rediker: Value of this event is public relations – to get into foodie/farm to table PR from this but would not go more than flat - $13,290 Funded Angela Mueller Taste of Vail, Fall Food and Wine Classic - $30,000 Requested - $2,500 paid in 2020 to cover lost marketing/pr expenses - One of these weekends are Oktoberfest. Rediker – ok with having it on the same weekend as Oktoberfest to provide a different experience for those not interested in Oktoberfest - Bistzantz: Don’t think there is a need for a fall Taste of Vail. Love the spring event. - Rediker: Have confidence that it will continue to grow - $15,505 funded Angela Mueller The Lionshead Farmers Market - $38,500 Requested - Rediker/Gordon/Davis; Great concept and would be a wonderful addition for Lionshead businesses - Marco: Maybe better to flip back and forth between villages each weekend. Not sold on benefit in having in Lionshead the same day. - Davis: Are there enough exhibits to span two villages. Will the two events cannibalize each other? There will be a vendor issue with their location. - $26,580 Funded John Scott Rednor Shakedown Presents Winter 2021 Dobson Arena Concert Series - $78,000 Requested - NYE: Do we want to fund this as part of 2021 budget? It is always a challenge in town and they could give some help with that. Normally this would be NYE 2021 but this is proposed for 2020. - Rediker: There is a conflict on March 19 and 20 with Vail Yeti - Gordon: Can we ask if they can do request for Jan, Feb, March 2021 and come back to ask about 2020 NYE - Rediker: 150 in Dobson doesn’t seem a good use of town funding - Bistzantz: Don’t feel comfortable committing next NYE to them. Don’t want to give Dobson to the band that would hopefully be playing at Shakedown in 2021 - Vlaar: We could request to set money aside for something like this that comes up - We will discuss in November meeting for 2020 NYE - $0 Funded Myriah Blair Gourmet on Gore - $80,000 Requested - Wadey: Food trucks and music in streets last event was a huge hit. Vail businesses had opportunity to make money at tents as well - Davis: Not sure what September is going to look like. Programing vitality – this is a proven winner - $35,440 Funded Myriah Blair Vail America Days - $80,000 Requested - Rediker: Don’t think this should come out of our budget and it’s an event that HAS to happen. There are other events we can’t fund because of this and this does deserve the amount we fund - Vlaar: Will take this comment up with TOV Staff to bring to Council - Go ahead and allocate dollars within CSE budget and will revisit with TOV staff and Council - $53,160 Funded Austin Gavlak Elevate the 80's (working title) - $100,000 Requested - Wadey: Don’t think this is on brand for Vail - $0 Funded Austin Gavlak Powabunga Festival - $100,000 Requested - Gross: in 2020, $79,790 was paid in full for event that did not occur. Payment was made that with a contract stipulating that the event will happen in 2021 to be used toward payment for Talent. This helped producer to keep lineup intact to keep ticket buyers committed. Will happen without additional funding. - Lau: Would be willing to put money towards safety. Seems the ask was for safety and marketing dollars and testing. Possibility of ticket sales isn’t going to happen if he already has 2,000 ticket holders - Gordon: Want to ensure if it’s possible to have it, we have it. Was a home run first year. - Rediker: If event is unable to move forward in 2021, what happens to the 2020 money that was already paid? Not sure he can make a 2021 event happen due to COVID - Gross: Money would come back - Biszantz: They were so close to production, don’t understand why they tried to move money over into 2021. - Gordon: If COVID doesn’t allow the event, the money comes back to us. - $39,870 Funded Austin Gavlak Dancing in the Streets (working title) - $100,000 Requested - Producer pulled this - He should apply for RFQ that will be coming from Council for season long ambient entertainment. - $0 Funded Discussion on funding and reimbursements due to COVID cancelations: - Biszantz: Taste of Vail got money back and Powabunga didn’t but shifting those dollars to 2021 How do we weigh their 2021 funding apples to apples? - Valenti: Struggling with how all event producers were compensated based on canceled events - Gross: We did not fund all lost expenses but chose to fund talent and marketing (unrecoverable expenses) Overall discussion: - Rediker: We need to have a wide variety of events so should we eliminate one of the wine events - Gordon: Could we cut Oktoberfest in half to fund all other events higher - If we don’t fund Bourbon and Bacon but TOV takes over Vail America Days, CSE could take on funding of new event Oktoberfest Funding - Rediker: When it comes back it will be bigger, better, stronger. We did a small Oktoberfest at Antlers and everyone that attended loved it. - Gordon: No funding for any this year because smaller Oktoberfest’s would be less risky. Let the restaurants and lodges do their own like antlers did. 1:50pm: Motion to approve CRC Funding at the following amounts. Vail Whitewater Series $6,202, Vail Arts Festival $7,088 Vail Mountaineers Hockey Club Alumni Weekend $0, LetsGo Vail Volleyball Tournament $4,330, Vail Sportsmanship Hockey Tournament $8,860, Vail Lacrosse Tournament $4,430, Vail Classic Invitational $7,088, King of the Mountain $8,860, Vail Family Fun Fest $13,290, Vail Beaver Creek Restaurant Week $11,075, Vail Automotive Classic $4,430, Cindy Eskwith Soccer Tournament $8,860, Vail Lacrosse Shootout $12,404, Tour of Vail Cycling Weekend $0, The North American Van Show $13,290, Vail Outlier Festival $13,290, Kick It 3v3 $17,720, Kids Adventure Games $26,580, Triple Bypass $17,720, Bourbon and Bacon Festival $0, Vail Film Festival $0, Vail Astronomy Nights $17,720, Vail Yeti Hockey $15,948, Vail Oktoberfest (team player productions) $0, Vail Oktoberfest Highline $53,160, Vail Oktoberfest (Full Send Productions) $0, Wine Classic at Vail $35,440, Vail Craft Beer Classic $44,300, Vail Farmers Market and Art Show $53,160, Taste of Vail Spring $36,326, Vail Farmers Market Farm to Table Dinner Series $13,290, Taste of Vail Fall Food and Wine Classic $15,505, The Lionshead Farmers Market $26,580, Shakedown Presents Winter Dobson Concert Series $0, Gourmet on Gore $35,440, Vail America Days $53,160, Elevate the 80's $0, Powabunga Festival $39,870, Dancing in the Streets $0. Davis/Valenti/Unanimous 1:52pm: Davis: Motion to adjourn Lau: Second All: Approve