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Home My WebLink About01. CSE MINUTES 01-06-2021COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (Info at the bottom of the page) Wednesday, January 6, 2021 @ 8:30a.m.-10:30a.m. MINUTES: Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=666900&dbid=0&repo=TownofVail Laserfiche CSE: ALL present: Alison Wadey, Marco Valenti, Doug Smith, Jill Lau, Kim Newbury Rediker, Nick Conover, Samantha Biszantz Staff: Jeremy Gross, Mia Vlaar, Liz Gladitsch Attendees: Chris Huntington, Diane Moudy, Holli Snyswe, Kristen Horpedahl, Austin Gavlak, Tayor Smith, Diane Moudy, Karah Maloley, Eddie Shipstad, 1. 8:30a.m.: Administrative Items (30 minutes) a. Swearing in of CSE members for the 2021-2022 term. Alison Wadey, Douglas Smith, Marco Valenti, Nick Conover • Performed by Stephanie Bibbens. All new members sworn in. • Boards and commissions training with Matt Mire will be scheduled for new members. b. Vote for Committee Chair and Vice Chair • Rediker: I would like to nominate Alison Wadey as committee chair. Alison is great at running meetings and is a reliable channel for our business community to connect with CSE and the Town of Vail. • Unanimously appointed Chair • Biszantz: I would like to nominate Kim Rediker for Vice-chair. I love her point of view and input and her position on the VRD board is great for providing additional context. • Unanimously appointed Vice-Chair c. Approval of the Minutes from the December CSE Meeting • Valenti/Rediker/Douglas Smith and Nick Conover abstained d. Jan 5 Council Update • Housing and Children’s Garden of Learning (CGA) was the main focus of January 5 meeting. • Where will events park large Vehicles while CGA is present? Event Review Committee will work on solutions for this. • VLMD requested $140,000 for digital marketing to understand guest behavior and market year-round with non-winter search terms. e. VEAC Update • Next meeting is 1/12 • 5-star variance program started but since county didn’t move into red, we can start thinking more back to yellow and 50% occupancy • Business Relief program, reimagining of commercial rent relief program • Gift Card Program - 61% of gift cards were redeemed. Refunding over $75,000 f. VLMDAC Update • Consider joint meeting between VLMDAC and Town council to explore broadening of VLMD from non-winter to year-round. Lau: suggestions for future meetings – o Add budget update to agenda so we know how much funding we have available for each meeting if it has changed o Be sure to add any upcoming events for that month to agenda o Like VLMDAC sign ups, could we have one CSE board member attend all events that we fund. Should we create a sign-up sheet for this and make it more formal than how it is now? 2. 9:00 a.m.: Event Update/requests (30 Minutes) a. Powabunga • Austin Gavlak: Powabunga is currently scheduled for April 2021, COVID isn’t progressing as fast as we would like. It doesn’t seem like hosting this size event in April will work with public health guidelines or the goals of the Town. Would like to move dates to December 17-19, 2021. If more money is available, we could hold a smaller scale season opener event to test out the procedures for COVID. • Wadey: concerned about pivoting the dates. • Austin: looking for other date options. Concerned with honoring already purchased tickets from 2020 • Biszantz: Don’t think having an April event is responsible with COVID where it currently is. Early December is so slow and think moving to December is a good move, this season. December 9th weekend would be more appealing than December 17-19. • Rediker: Don’t think you will have enough time to plan for April. Don’t try for that weekend you proposed. Already full in hotels at that time. Look at Thanksgiving – Dec. 10 • Valenti: Like idea of looking at Dec. 10-12 • Biszantz: Is Snow Days happening? • Wadey: Staff needs to vet this and come back with a recommendation • Vlaar: We already have Revely, Magic of Lights, Snow Days, and Vail Holidays. There are a lot of components and we need to make sure align with the goals of the town. • Smith: Powabunga has electronic connections to current ticket holders. Reconnect with them and send a message for a one time use code at another Vail event. Could fill in another gap in the schedule. Austin: All who asked for a refund were given an additional free ticket for when Powabunga happens. • Rediker: We aren’t going to have additional CSE funds. Our budget is very limited. • Lau: Agree later in season is better. What about Oct, early Nov? - Austin: Needs to be during ski season as it’s part of the brand. • Vlaar: Have you been working with Vail Resorts on their approval to use the mountain? a. Austin: This is where I started, so no. b. Wadey: Need to have a preliminary discussion with Vail Resorts now for all date options. • Staff will discuss overall early season programming and report back to CSE and Council. b. VVP Economic Development Program Funding • VVP Economic Development Programs are being shifted to CSE funding. 2 days before the funding meeting. $12K for 2021 and will be going through E&E moving forward • Council funded $12K for 2021 but shifted the future requests to CSE • Staff to provide all program details and budget breakdown 3. 9:30 a.m.: Event Recap (55 minutes) a. Holidays/Revely Recap (10 minutes) • Skating Festival, Holiday Lighting, Astronomy Nights, Kringle Market, Lionshead tree lighting, VV tree lighting, DIY craft kits, Fireworks, Holidays. • Not CSE funded event but wanted to give a recap of what happened over the holidays and get feedback from group • Increased holiday lighting with GOBOs, gave additional holiday lighting to businesses. • Strolling music and ambient entertainment with Diane Moudy. • Total budget for both events: $170,000 but won’t get anywhere near that spend this year due to COVID. • Components of Revely: designed to precede Vail Holidays time period. Originally were conceived in partnership with Vail Resorts to highlight the opening weeks of the mountain and the improved snowmaking. • Wadey: Businesses appreciated the lights and Ice Skating was well received. b. Ambient Music and entertainment December (15 Minutes) • Funding was $20,000 for Nov. 26 – Dec. 31 • 2-5pm originally but moved it from 1-4pm so there was more village activity • Feedback from characters: Love to see if there is some sort of button to wear so people know where to tag and how to share. • Have someone in the village every day to monitor the talent on wearing masks and ensuring there isn’t a gathering too large. • Rediker: Keep up the great work and the creativity and flexibility. You’ve sent the message that Vail is fun, creative and safe • Smith: Music recommendation – Maybe consider musicians in the open area near mountain? Moudy: We have looked at many different areas. We are constantly evaluating crowds, the 25-foot spacing for musicians, traffic patterns, etc. Land manager is also a concern. Need to stay off Vail Resorts property without specific approvals. • We were able to bring in Helmut for a bunch of dates due to Beaver Creek cutting back. Such a great asset. He is infamous. c. Community Leadership Academy (15 Minutes) – Karah Maloley • 12 students and 8 organizations in this year’s program at Grandview (max capacity with physical distancing). ERWSD, TOV, Holy Cross, Bravo, Eagle County Schools, Walking Mountains, Hyatt, Slifer Designs. 32 Signed up for all sessions this year. • December class was held remotely due to public health restrictions. • Great to have firefighters from the Town join the group. • Provided some additional scholarships this year to support more people in this weird time. • Motion to release final funding • Rediker/Valenti/Unanimous d. Vail Skating Festival (15 Minutes) • 1st show was canceled due to COVID restrictions. 2020 funding is being adjusted to 32,000 from $40,000, paying for the 4 remaining shows that occurred. • Hired 2 security guards and ushers to mention to respect social distance and we had success with social distancing • Great feedback from spectators, appreciating live entertainment. • Staff to look at possibility to add a few more in 2021 Jan/Feb. • Smith: Thoughts on streaming this next time? • Motion to release final funding. • Valenti/Biszantz/unanimous 4. 10:25 a.m.: New Business (5 minutes) a. Lau: Can we add the full year’s event calendar to discovervail.com? Vlaar: Yes, we will add events as far out as we feel safe doing so with COVID. Adjournment @ 10:30 a.m. The January CSE meeting will be held virtually via Zoom. If you would like to attend virtually please register ahead of time via the link here - https://us02web.zoom.us/webinar/register/WN_MmqB4tnTQpekr7fUWJGk_A . 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.