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HomeMy WebLinkAbout01. CSE Minutes 02-03-2021COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (Info at the bottom of the page) Wednesday, February 3, 2021 @ 8:30a.m.-10:30a.m. AGENDA: Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=680360&dbid=0&repo=TownofVail Laserfiche Roll Call: CSE Members – Alison Wadey, Doug Smith, Nick Conover, Jill Lau, Marco Valenti, Sam Biszantz, Kim Rediker Staff – Jeremy Gross, Mia Vlaar, Liz Gladitsch, Patty McKenny, Matt Mire, Attendees: Carol Johnson, Diane Moudy, Kristen Horpedahl, Laurie Asmussen, Sarah Franke, Stacy Thibedeau, Taylor Smith, Kristi Scheidegger, Angela Mueller, Tom Davenport, Denise Cheng 1. 8:30a.m.: Administrative Items (50 minutes) a. Board and Commission Training with Matt Mire • Matt Mire provided annual board member training. • Review of Sunshine laws • Top tips: 1. Governed by state statue, you lose protection when you act outside of your CSE role, If you act outside of your ordinance you subject yourself to personal liability. You’re authorized to vote in a public meeting, that’s about it. 2. Avoid conflicts of interest. If you have one, remove yourself from vote. If you feel you have a conflict or question you don’t feel comfortable bringing up in the meeting, you can contact Matt directly. 3. Run a good meeting. No meetings before the meetings. No emails to more than one other board member. b. Approval of the Minutes from the January CSE Meeting • Motion to approve the minutes from the January meeting. • Valenti/Lau/unanimous c. Council Update • Business relief program approved • Mid-week lodging incentive program approved. Info at discovervail.com/workcation 1. Smith: what is the marketing plan for the program a. Gladitsch: $32,000 allocated for front range marketing. Full plan presented to VLMDAC. • West vail master plan discussion is coming up. Visit www.engagevail.com for info. • Vail Health Vaccination going out to Teachers and front-line employees next month. d. VEAC Update • Next meeting is next week. Invite will be sent out shortly. e. VLMDAC Update • Developing summer tactics. • Jana Morgan: We are hoping to build a better relationship to CSE. I will be a fly on the wall in all of your meetings and we are excited to have you join us too. • Big change with many new VLMDAC board members: Michael Holton (Vail Health), Kam Bozich (Slifer), Scott Gubrud (Four Seasons), Liana Moore (Antlers). f. Upcoming Events • Ski for MS virtually • Through the Lens through end of March • Virtual Scavenger Hunt • Ambient Entertainment occurring weekends through end of season • Virtual Pink Vail • Summer: 1. GoPro mountain Games making a call soon 2. Sports Tournaments in June/July are waiting on public health orders. 3. The Amp schedule still being built out 4. Lower Bench – Not planning on doing a stage but some events planning on holding their event ie: Wine Fest 5. See below for Farmers Market update g. Budget Update • Hasn't changed from what we’ve allocated. $625,516 for CRC and $154,530 for E&E. 2. 9:20 a.m.: Event Update/requests (20 minutes) a. Ren Events Updates Farmers Markets/Taste of Vail • Farmers market. Starting father’s day through first week of October. In regular communication with the health department. Still moving ahead with precautions similar to last year. • Lionshead market is not moving ahead this year. Too hard to grow into a new location this year with all the restrictions. That allocation will be returned to CSE budget. • Taste of Vail – Aspen Food and wine moved their June event to September. California has been very impacted by COVID which is limiting California winery participation. Will host fall taste of vail event in September and will look to add spring elements. • Wadey: will September crush have an impact on participation? Angela: All the wineries understand that this is going to be an impact with events postponing. They are working on staffing plans to accommodate. • Wadey: are we concerned about overlap with Oktoberfest? Rediker, yes. Wadey, can we move it to a mid week? • Valenti: Assuming larger events may be looking to shift or change, and we need to offer feedback to optimize calendars. • Wadey: I am very sad to see the Lionshead farmers market not happen. They have had a rough year. Can we put this out to RFP? 1. Gross: We will work on developing a need statement and or RFP. b. Town of Vail Art Series • Alpine Art Center is having difficulty securing locations for the winter community art programs due to limited capacities. They are looking for feedback on whether to host some classes virtually to be able to offer some programming this winter season or wait until warmer weather and host more events in the summer/fall. • Conover: A bit concerned that we are pushing spring events into late summer and fall and they will all fall in the same timeframe • Gross: That is under consideration by staff from all event requests but this one specifically doesn’t have any conflicts with other events based on the type of event and its audience. • Newbury-Rediker: Investigate spring timeframe for outdoor options. • Lau: In favor of doing this in person, not virtually • Gross: I’ll work with Lauren to find other locations for in person spring/summer/fall events. 3. 9:40 a.m.: Event Recap (45 minutes) a. Scavenger Hunt – Jen Mason • Most groups are 2-4 people. Very COVID friendly event and family friendly. Introducing so many people to unknown parts and history of Vail. Great education about 10th mountain. • Will work on a more kid friendly version with age appropriate questions. Can sell advertising in the program for business engagement. Can keep adding new facts for new versions. Hard to promote in some calendars since it is a season long program. • Running 4 ads per week in the vail daily. Distributed posters throughout town and will refresh them prior to presidents. Rack Cards throughout the valley. • Rediker: The program is great for guests that arrive before check in is available. Continue to reach out to the hotels as a reminder of this. • Mason: We had savings in the event budget and are going to return $4,500 to the CSE from the allocation. • Biszantz: Since this was 2020 funded, how can we roll dollars into 2021? Gross/Vlaar: We don’t roll any dollars over from year to year. The savings would have to be appropriated by council. • Conover: Can we request number of participants to the sign up so we can get a hard count on participation? Mason: Yes, we will add that in. • Motion to release final funding. • Valenti/Rediker/unanimous b. Magic of Lights • Learned a lot in the 45 day run. 4pm was great in early December but the lights weren’t great until closer to 5:30 in late January. • Feedback was that the walk should be longer. Access was an issue. Want to extend the lighting all the way to the village. Worked well as a holiday event. Attendance was much lower after Jan 4. Looking to shift earlier next year. Adding more elements next year will help the guest experience especially on the really cold night. • Energy efficiency could be a great talking point going forward. Can the energy use be offset? • Motion to release final funding. • Valenti/Biszantz/unanimous c. Vail Mountaineers Hockey Sportsmanship Tournament • Hosted 39 teams. Had to turn away 11. Over 500 room nights booked in vail. Had to cancel 1 weekend of the tournament. Public health requirements restricted spectators and had new rules for players. • Overall a successful tournament that was very well received as very little hockey was being played at this point. • Motion to release final funding. • Rediker/Valenti/unanimous 4. 10:25 a.m.: New Business (5 minutes) • Doug: would like to propose a 360 events audit. I have worked with associates at McKinsey on similar projects for other cities/municipalities. Build an accounting of assets across town and the valley for events. Use as a tool for marketing to new events and to be able to sell more sponsorship for events. o Rediker: How involved do we want to get in how events find sponsor dollars. In past, we’ve stayed out of that to put onus on event producer o Vlaar: Vailassets.com was created and would need to be updated but it was created to pull every possible venue and put in one place so that information is in place for even producers • CSE/Council joint meeting o timing hasn’t been determined yet. Need to put together a memo to outline purpose of meeting o Topics for council joint meeting  Challenge with Revely holidays Powabunga snow days. What is the goal for early season. What scale is appropriate.  Excess funds, can they roll over? Increase allocations the following year if there are savings to spend the money more effectively. Adjournment @ 10:30 a.m. • Motion to Adjourn • Rediker/Valenti/Unanimous The February 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.