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HomeMy WebLinkAbout05. CSE Minutes 09-01-2021 COMMISSION ON SPECIAL EVENTS MEETING In Person Meeting at Town Council Chambers with Virtual via zoom. https://us02web.zoom.us/webinar/register/WN_MmqB4tnTQpekr7fUWJGk_A Wednesday, September 1, 2021 @ 8:30a.m.-10:30a.m. MINUTES: Meeting materials can be accessed at the following link. https://vailgovrecords.com/WebLink/Browse.aspx?id=703708&dbid=0&repo=TownofVailLaserfic he Roll Call CSE: Staff: Mia Vlaar, Jeremy Gross, Liz Gladitsch, Abby Oliveira Attendees: Marco Valenti, Kim Newbury Rediker, Alison Wadey, Samantha Biszantz, Nick Conover, Jill Lau & Douglas Smith via Zoom 1. 8:30 a.m.: Staff Update (5 minutes) a. Budget Update 2. 8:35 a.m.: Event Recap (70 Minutes) a. King of the Mountain – Tom Davenport • Weekend had no weather issues, great excitement to be out playing • 60-80% playing, able to keep players playing rather than congregating • Following week is Volleyball week in Denver and did not have issues with COVID cases • Overstaffed this year due to Covid concerns, but look to trim this area for future budgets • Did not spend money on Marketing this year as did not anticipate happening, mainly used e-mail database, did not do posters or other marketing from previous years. Still filled available spots for registration. • Motion to release final funding. 1. Lau/Conover/Unanimous b. Vail Lacrosse Shootout – Jim Soran • Slow to begin due to COVID considerations, but became very popular due to pent up demand • Change in program, did not print this year. Ran digital program. • Next year international teams utilize the tournament as a lead up to an international tournament • Did you ask participants to notify of COVID cases – they followed up with several teams and did not have any instances of COVID • Engage with Steadman on any type of sponsorship – They have not, but are interested in future years • Motion to release final funding. 1. Rediker/Valenti/ /Unanimous c. GoPro Mountain Games – Sarah Franke, Peggy Wolfe • Event received strong support from existing sponsors, even those who were not able to be onsite due to company travel restrictions. • First large scale public event of the summer tested some of the covid protocols and reopening plans. • The plan shifted from a non spectator event to include spectators a few weeks prior to the start based on covid restrictions lifting. Spectator viewing venues were added in VV and LH. • Smith: Report said 43% of attendees were new. How did you come to that number. Dressman: That number is pretty consistent y.o.y. We have a lot of visitors that don’t visit vail other times of the year. • Motion to release final funding. 1. Valenti/Rediker/Unanimous d. Vail Craft Beer Classic – Kristen Slater/Ryan • Double ticket sales revenue compared to the last 3 years • Added tickets to Saturday events • NPS- Highest ever • Liked session style vent with smaller crowds and more individual attention • 2022- would like to move to bigger venue, may be outgrowing current options plus adding events like Mountain Top Tasting, similar to pre-covid events • Want to grow to 1200 people at once, similar to Meadow Dr and Vail Village • Athletic field was great for Wine, but harder as run into sporting events • It would depend on the venue if they would continue to do the session option as what makes sense in budget and for logistics, guests enjoyed very much, but want to also grow the event. • Funding comes up next month, so looking to Vail Craft Beer to provide the best recommendations as to what works for the event • Motion to release final funding. 1. Conover/valenti/Unanimous e. Vail Wine Classic – Kristen Slater • 2nd Year for this, and added 10 additional events outside the tastings • 3x growth from first year • Guests stayed longer, spent more and came specifically to Vail for this • Athletic Field/Soccer fields worked great, would love to stay there again • Would like more local partners (restaurants/dining scene) for future events • Will recalculate the NPS as the NPS 86 looks incorrect • Food on P&L increased due to restaurants inability to participate as much as previous years, event felt the food component was important & they supplemented as it was it was important 1. Have as a sampling • Rediker- Logo was very unique & enjoyed the bus as the only option to arrive/depart from a safety perspective • Wadey- on Saturday all the clean wine glasses left were from Breckenridge Wine Classic. With the other spirits there, it could be an opportunity to rebrand or note for marketing purposes to distinguish from other Vail wine events that are only wine • Motion to release final funding. 1. Rediker/valenti/Unanimous f. Vail Lacrosse Tournament – Mark Foster • Great return on social media posts • Did not use Vail Mtn School, but still hosted more in Town of Vail • Some major clubs from East Coast decided to stick closer to home and drivable options • With extended HS season, impacted ability to get some of those teams to the tournament • Motion to release final funding. 1. Rediker/valenti/Unanimous g. Vail Arts Festival – Laurie Asmussen • Started planning period in March, which resulted in 30 artists rather than the typical 50 artists • Worked to create more spaced, safe options • Eliminated children’s craft area, did take home projects instead • More locals present, timing was a little earlier and gondola open was key to drive attendees • Quite a few declines to participate due to COVID concerns was a challenge, but still had quality • Add more music and reason for guests to stay/linger in Lionshead. Add an additional element & work with Arrabelle • Feedback, load in/out presented several difficulties, but continue to work with VR/artists to understand the way to do it • Motion to release final funding. 1. Conover/Lau/Unanimous 3. 9:45 a.m.: 60 Day Event Previews/event updates (20 Minutes) a. Night of Heroes – Alan Himelfarb • Last year joined with rotary clubs to combine the events • At Donovan Pavilion and working to finalize date in early November • Expect 250 attendees • Will record event, take stories & compile into 60-minute presentation to be broadcast in December • Name change to A Night of Excellence • Do have a plan if COVID restrictions dictate as reduction in attendees • Motion to release initial funding. 1. Rediker/Valenti/Unanimous b. Vail Beaver Creek Restaurant Week- Denise Cheng • Start advertising on 9/13 to Front Range • There is a tequila tasting, but don’t have a lot of activations like years past • Extend deadline to 9/8 to send in specials from restaurants • Park Hyatt/Antlers for lodging packages. Currently accepting all specials to advertise complimentary rather than a fee for years past • Suggest adding hours of operations for restaurants to help with clarity • OpenTable agreed to sponsor again and will be doing a blast to their subscribers • Motion to release initial funding. 1. Rediker/Valenti/Unanimous c. Vail Valley Works – Anna Robinson • Funding allocation has been made outside CSE and now moved into CSE, it has been clarified • Focus on professional development on current workforce focusing on leadership trainings/courses • $12,000 funding allocated • Board-Focus Service Course 1. Training for anyone serving on a board 2. Full day training on 10/6 • Taking the Lead - Course 1. Support management/leadership for business and how to do it 2. 10/13 & 1027 • Motion to release initial funding 1. Valenti/Rediker/Unanimous d. Taste of Vail Update – Angela Muller • 2021 changed to September • Still bringing in 30 iconic name wineries which fit the demographic • How to adapt for the restaurants to reduce stress, have cut back events. 1. Kept Lamb tasting with music etc. a. 18 restaurants /35 for wine tastings b. Added Harvest Dinner 230 tickets with tented as backup (do 120 for Farmers Market) 2. Keeping seminars, but cautiously moving forward with COVID concerns a. Sparkling Wine- Matsuhisa b. Rose/Grand was cancelled c. Yoga/Hike (laCroix non-alcoholic) and end beverage at Express Lift • March 30 – April 2022 dates set currently • Rediker- support full funding, hand out card/information to help with understanding COVID cases resulting from event • Funded $50,000 in 2021 Spring 1. Recommend any overage to a fund/scholarship to restaurant workers? 2. Working with Habitat/liquor stores for a percentage to fund? • Motion to release funding 1. Rediker/Lau/Unanimous 4. 10:05 a.m.: CSE RFP Review (10 Minutes) a. Ready to publish after next week’s council, 9/7 b. Mia: 3 Points • Scott introduced moving into a traditional sponsorship model rather than a funding model. Getting actual/measurable value out of the money being provided • VLMD has created a new, separate database, and special events provide more data for this • Destination Stewardship Plan: looking to push the demand/market to where we need it rather than pushing to overcrowd when it’s not needed. 1. Goal is for VLMD to provide recommendation to CSE on need periods and help provide a cohesive plan c. Would like to continue to shore up the funding request to CSE to make a recommendation to Town Council. Request CSE members listen to Council for this conversation d. Sam- extremely exciting, recommend asking about the schedule of the actual event, and goal/timing of the event (in-kind staffing) (daily operations of staff are cleaning up after events, so working through understanding this balance) • Verbiage that the change is happening to Event Producers e. Kim – suggest a joint VLMD/CSE meeting to get together 5. 10:15 a.m.: Meeting Reports (15 Minutes) a. Motion to approve minutes from August meeting. • Rediker/Lau/Unanimous b. Council Update c. VEAC Update • Talking about loading/delivery. Vail Social is 9/20 d. VLMDAC Update: See council updates e. Upcoming Events - See discovervail.com/events f. 2022 RFP Funding Timeline • Published after September 7th CSE meeting. • Will communicate this month with event producers that the RFP is coming • Regular CSE meeting on October 7. Funding presentations on October 20 and voting on 27th. 6. 10:30 a.m.: New Business (5 minutes) a. Adjournment @ 10:35 a.m.