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HomeMy WebLinkAbout03. CSE 60 Day Preview ResponsesEvent Name Contact Name Original Event Date Current Event Date Original estimated attendance/capacity Current estimated/capacity Original target audience demographic Current target audience demographic Original event location Current event location Describe any changes that are being made to the event as proposed in your RFP due to public health orders. What is the drop dead date for your event to finalize or adjust capacity if public health orders change (More or less restrictive) What elements of your event, if any, will be hosted virtually? Vail Whitewater Series Beth Pappas 5/11/2021 5/11/2021 50 racers, 100 spectators 50 racers, 100 spectators Eagle County, surrounding mountain communities, front range Eagle County, surrounding mountain communities, front range International Bridge, Vail Village International Bridge, Vail Village None. None. We can adjust last minute None. GoPro Mountain Games Peggy Wolfe 6/10/2021 6/10/2021 4,000 4,000 38% Front Range 31% Local 30% Out of State <1% International 44% Front Range 35% Local 20% Out of State <1% International Vail Village, Rugby Fields, Golden Peak, Mountain Plaza Vail Village, Rugby Fields, Golden Peak, Mountain Plaza Large spectator components of the event have been postponed or modified to follow Eagle County public health orders. Slackline, climbing, whitewater "cross events" and the large vendor village areas have been postponed until 2022. Competitions like bike, run and whitewater have been modified to embrace protocols set by the County. Yoga, Fly FIshing and Disc Golf will be as originally scheduled as well as a smaller, physically distanced vendor village with activations spread out throughout Vail Village. Three nights of live concerts will take place at the GRFA using a ticketed model to help control capacities as outlined by the County.Up to event week Daily Live Show, 4 series podcast, Concerts at GRFA Vail Lacrosse Tournament Kristen Cooley 6/21/2021 6/21/2021 2,000 2,000-3,000 (depends on spectator availability come June)Vail, Eagle Vail, Avon, and Edwards Vail, Eagle Vail, Avon, and Edwards Social Distancing, Hand Sanitizing stations, mask requirements, possibly no vendors June 1, 2021 None Vail Lacrosse Shootout Connie Streich 6/26/2021 6/26/2021 approx. 94 teams; 3,289 attendees (includes players coaches, officials, staff, and "others" traveling with teams such as family & friends; approx. 9,000 fan attendance over the 9 day event Currently, we expect approx. 94 teams; 3,289 attendees (includes players coaches, officials, staff, and "others" traveling with teams such as family & friends; approx. 5,500 fan attendance over the 9 day event. We have teams from many different parts of the country attend our event. We strive to have as many geographical areas of the country represented at the tournament as possible, particularly in our high school divisions. While a number of teams attending are from Colorado, this year's tournament will also include teams from the northeast and midwest, from northern and southern California, Texas, Michigan, Florida, Utah and North Carolina. We have teams from many different parts of the country attend our event. We strive to have as many geographical areas of the country represented at the tournament as possible, particularly in our high school divisions. While a number of teams attending are from Colorado, this year's tournament will also include teams from the northeast and midwest, from northern and southern California, Texas, Michigan, Florida, Utah and North Carolina. Field venues will include Ford Park, Vail Athletic Field, Vail Mountain School, Donovan Park, Homestake Peak School stadium, Eagle-Vail field Field venues will include Ford Park, Vail Athletic Field, Vail Mountain School, Donovan Park, Homestake Peak School stadium, Eagle-Vail field We will make modifications as necessary to meet the requirements by Eagle County for safe events and/or by the Eagle County Public Health Dept. and to comply with any restrictions then in place at the State level at the time our event takes place. Possible modifications currently being considered are: 1) requiring that players wear masks and socially distance while on the sidelines; 2) requiring that spectators wear masks and socially distance; 3) not providing bleacher for spectators; 4) signage reminding all attendees to socially distance and to wear masks; 4) providing hand sanitizer at field venues; 5) depending on Covid restrictions then in place we will make a decision as to whether team socials hosted by the tournament can be held. We feel that if we had to adjust our capacity, May 26, 2021 would be our deadline to do that. We believe that if we had to reduce capacity, a 30 day advance notice would allow teams to cancel their reservations for accommodations in the Vail area. Coaches meetings with our tournament directors prior to the start of each division play can be accomplished through a Zoom meeting, by telephone or by providing the information in an email. Communications with teams and tournament registration for teams and for individual players take place by email and at our tournament registration website. Vail Arts Festival Laurie Asmussen 6/18/2021 6/18/2021 500/day 500/day Option 1 Option 1 Lionshead Mall/Arrabelle at Vail Square Lionshead Mall/Arrabelle at Vail Square Site layout must be adjusted to make all booths free-standing, eliminating a small number of booths. Handwashing stations required throughout site. Promotion of social distancing in each artist booth.May 21, 2021 None Vail Craft Beer Classic Ryan Slater 6/26/2021 6/26/2021 1000 1000 Front Range, Texas, California, Young Professionals Front Range, Texas, California, Young Professionals Betty Ford Sculpture Garden Betty Ford Sculpture Garden No changes at this time. Would like to expand capacities if restrictions allow One week prior to the event No virtual aspect at this time Bravo! Vail Music Festival Christy Pierce 6/24/2021 6/24/2021 50,000 30,000-50,000, depending on health orders First time visitors, returning guests, primary and secondary homeowners, residents First time visitors, returning guests, primary and secondary homeowners, residents Gerald R. Ford Amphitheater (orchestra concerts), Donovan Pavilion (chamber concerts) Gerald R. Ford Amphitheater (orchestra concerts), Vilar Performing Arts Center (chamber music concerts) For Orchestral Series concerts at the GRFA, each orchestra will be comprised of approximately 50 musicians to allow for social distancing on stage. Also, due to the very limited audience capacity at Donovan Pavilion, we have moved our Chamber Series concerts to the Vilar Performing Arts Center for this summer. However, we are hoping to add a free community concert featuring our Music Box in the Lower Bench area of Ford Park to provide an additional opportunity for Vail residents and visitors to enjoy world- class music. We will, of course, continue to follow all local and state health guidelines at all of our events. Bravo! Vail has adjusted our ticketing processes for this year to allow for additional flexibility during our early patron pre-sale window. However, it would be ideal if we had a firm capacity number confirmed by May 3, prior to our public on-sale period. Bravo! Vail plans to live stream four of our Orchestral Series concerts from the Gerald R. Ford Amphitheater. Bravo! Vail Education and Enrichment Programs Christy Pierce 7/1/2021 7/1/2021 900 900 First-time visitors, returning guests, primary and secondary homeowners, current residents First-time visitors, returning guests, primary and secondary homeowners, current residents Vail Interfaith Chapel, Vail Public Library Vail Interfaith Chapel, Vail Public Library, Lower Bench area of Ford Park Bravo! Vail has cancelled the Inside the Music series, Instrument Petting Zoo, and Pre-Concert talks due to COVID-19 restrictions. We anticipate adding a free Music Box community concert in the Lower Bench area of Ford Park on August 1.May 3 would be ideal, prior to our public on-sale period None Vail Farmers' Market & Art Show Angela Mueller 6/20/2021 6/20/2021 175 walkthrough at anytime. Similar, as we found last year, people come and go through the event and all areas do not have people standing within a 6 foot radius. Colorado, Texas, hotels and concierges to ensure all know about event and when starting Demo for Market: Families all age groups. We have found that the age group that is most dominant has been the 35-55 age group every summer. Streets of Vail: Willow Bridge Road, Meadow Drive from La Bottega to Mountain Haus Streets of Vail: Willow Bridge Road, Meadow Drive from La Bottega to Mountain Haus At this time we will stay with having our tents 6 feet apart, informing guests as they arrive to wear a mask and doing a count, to ensure numbers stay reasonable. We will evolve this as we can. 6/1/21 We have a website that will continue on virtually. Vail Farmers' Market Farm to Table Series Angela Mueller 7/9/2021 7/9/2021 60 75-85 Repeat visitors, second home owners, guests from Texas, California, Colorado 35-70 Willow Bridge Road Willow Bridge Road as long as the fire pit location is not there for summer? We are following our COVID regulations from last year and will continue. We will be able to have tables a bit closer together. We will still plan that tables are separate at this time. June 15. none Taste of Vail, the 30th Year Angela Mueller 4/1/0021 9/16/0021 2500 through the three day event 3000 through the 3 day event, will add tickets as our ability becomes available. Food and Wine lovers from all over the world. 2021 will bring guests from the United States: Texas, California, New York, Colorado Same as above Throughout Vail: Streets of Vail Sept 16: Lamb Tasting: Streets of Vail Sept 17: Celebration of Rose and Picnic (location tbd- working on) Sept 18 Grand Tasting: Gerald Ford Amphitheater Seminars held all days throughout Vail Size will be negated based on what our Covid regulations are at that time. We have made seminars at this time smaller as well as all events, We will have several seatings if we need to keep numbers at a smaller amount. 8/1/21 possibly seminars... working on having all in person, tbd Event Name Contact Name Original Event Date Current Event Date Original estimated attendance/capacity Current estimated/capacity Original target audience demographic Current target audience demographic Original event location Current event location Describe any changes that are being made to the event as proposed in your RFP due to public health orders. What is the drop dead date for your event to finalize or adjust capacity if public health orders change (More or less restrictive) What elements of your event, if any, will be hosted virtually? Vail King of the Moutain Volleyball Tournament Tom Davenport 6/19/2020 6/18/2021 1300 700 This event primarily draws volleyball players from Colorado with a majority from the major population centers on the front range plus Grand Junction Unchanged Ford Park, Vail Athletic Field, Vail Athletic Beach Courts, Red Sandston Beach Court, Eagle Valley Fields Ford Park, Vail Athletic Field, Vail Athletic Beach Courts, Red Sandston Beach Court, Eagle Valley Fields This event will conform to all the State and Local policies required at the time of the event. Volleyball of the Rockies has been organizing volleyball tournaments and leagues since last June when the state first reopened businesses. Infections have been rare with our players and in the rare instance we have had a sick participant, we have contact traced and found spread to have been almost non-existent. We are fortunate that volleyball is a "net game" (volleyball, tennis, pickleball, badminton) which inherently separates the teams during competition. Furthermore, unlike most other sports, we can adjust team sizes ranging from 6 person teams down to 4 or 2 person teams and we have only run 4 and 2 person programming since June of 2020. The Vail event consists of 2 person volleyball, i.e. 2 competitors in a 900 sf court and the nature of the game dictates "social distancing". The major changes that will be incorporated in this year's event reflect the policies we have now been using for the last year: - Competition is limited to two players per court - Courts per field will be reduced relative to past years to allow better spacing - Programming will be adjusted to create staggered start and finish times and manage flow on the fields - All court assignments and check in will be done virtually, there will be nor formal check-in - We have not been requiring masks for outdoors double play while players are on the court. Hopefully Jund CDPHE and Eagle Count numbers support this in June. If not, they will be required - Masks will be required for anyone not on a court, i.e. anybody "off court" will be required to "Mask Up" - If seated socially distanced or with family members, masks can be removed for eating or drinking - Hand Sanitizor will be available - Signage on site will reflect these policies - All employees will be vaccinated We are fortunate that most of our competitors are familiar with these policies and have been adhering to them for almost a year now. We had issues with compliance early in COVID, but the volleyball players are well trained at this point and have high compliance in this community. Once they adjusted to the new rules, they have truly been great. We are also fortunate that we can easily remove teams that fail to comply from the policies. We have a high degree of connectivity and communication with this community and they have been incredibly respectful and compliant to date. They want to play and are willing to do what it takes to make sure everyone is safe and that they don't lose the ability to compete. Additionally, since the majority of them compete in one of our other programs or tournaments, they are unwilling to risk getting banned from a league in Denver or another tournament later in the summer. In other words, we have a high degree of "influence" and players know that getting removed from one of our programs or tournaments will impact them for the remainder of the summer. All signups, payments are completed electronically in advance, and day of check-ins are done virtually. Competitiors receive a site map electonically and proceed directly to their courts at assigned times.