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.