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CSE Agenda 10-20-2021 Minutes DraftCOMMISSION ON SPECIAL EVENTS MEETING Antlers At Vail with a Zoom Virtual Option (Info at the bottom of the page) Wednesday, October 20, 2021 @ 7:45a.m-5:20p.m. MINUTES: Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=721411&dbid=0&repo=TownofVailLaserfiche CSE Attendance (all present): Alison Wadey, Barry Davis, Jill Lau, Kim Rediker, Marco Valenti, Mark Gordon, Sam Biszantz Staff: Mia Vlaar, Jeremy Gross, Liz Gladitsch, Abby Oliveira Public in Attendance via Zoom: Katheryn Haber, Amy Baker, Jennifer Mason, Lauren Merrill, Anna Robinson, Jeff Babb, Kris Sabel, Ramsey Cotter, Sharon Schmidt, Jackie Christiansen, Mark Foster, Allie Licata, Mike Thul, Denise Cheng, Thomas Davenport, Nicole Marsh/Katie Tillie, Jim Soran/Matt Soran, Mike Hix/Dave Cramer, Jennifer Barbour, Bryce Bastolich/Scott Rednor, Corinne Hara Public in Attendance in Person: Nanette Kuich, Alan Himelfarb, Chery Jensen, Laurie Asmussen, Beth Pappas, Kristi Scheidegger, Lisa Reeder, Kerri Thelen, Helene Mattison/Beth(VRD)/Barry, Angela Muller, Chris Chandler, Ryan & Kristen Slater, Christopher Huntington, Eddie Shipstad, Sven Bean, Mark Masters 7:45a.m.: New Business Town Manager Update on event funding CSE Board Openings 8:05a.m.: CSE Funding Request Presentations All event producers that are requesting funds from the Commission on Special Events for 2022 will be given time to present the proposal that was submitted based on the RFP published in September 2021. Please note that the CSE has received 49 applications and will be reviewing each one in this time frame. Presenters will be strictly held to their allotted time. The meeting will be held at the Antlers Vail with a virtual option via Zoom. If you plan to attend virtually, please download and test Zoom on your device prior to the meeting. All presenters will need to register for the meeting via the link below and will join as an attendee. You will be promoted to a presenter at the appropriate time. Please log in early to help us get through the day efficiently. https://us02web.zoom.us/webinar/register/WN_kOQkv8j4TkG1LnrGoQEiGg Slideshows, photos and videos are acceptable to share but please remember to keep your pitch high level as you only have a limited amount of time, and a portion should be left for CSE members to ask questions. The presentation should not be a recap of a 2021 event. October 20, 2021 CSE Sponsorship Request Presentation Schedule Event Name Presentation Highlights, Question/Answers, Follow-up, General 8:05 AM 8:15 AM TEDxYouth@Vail Katheryn Haber Ford Amp, $3000, shifting from Sat to Sunday afternoon for better attendance, 5/15, weather backup plan is under awning 8:15 AM 8:25 AM Mountain Youth Family Education Programs Amy Baker 25% increase, include more of these events throughout the year, locations still TBD within Vail & anticipate 2 events in TOV 8:25 AM 8:35 AM Resuscitation Academy Conference Alan Himelfarb Additional event, 2-day seminar, 40-50 people, potential for 2023 is 200 people 8:35 AM 8:45 AM Through the Lens (TTL) and Olympic Watch Parties (OW) Jennifer Mason 6 TTL & 6 OWP - Reduce TTL from 8 to 6 events, will do online as well, but with 6 additional watch parties (these not online) $20 ticket, adding a fashion Olympic exhibit 8:45 AM 8:55 AM Community Art Events for the Town of Vail Lauren Merrill Similar to 2021 offerings & still flexible in term of timing/location, sponsorship allows for discounted ticket pricing, 8:55 AM 9:05 AM Vail Valley Works - Professional Development Programming Anna Robinson Fully taken Community leadership under one umbrella, is not requesting this year, streamlined into one request. Grand View/Library use 9:05 AM 9:15 AM Vail Veterans Program Cheryl Jensen Vail Veterans is back to being managed locally. 9:15 AM 9:25 AM 10th Mountain Parades Jeff Babb 4 total parades. December, Jan, Feb, and March. 9:25 AM 9:35 AM The Disappearing Alpine Nanette Kuich If funding not provided, marketing would be cut, but look to have this to reach people who otherwise might not reach the educational portion of the gardens. Discover Vail publication has helped the attendance 9:35 AM 9:45 AM Vail Symposium 2022 - Winter and Summer lecture series Kris Sabel Average attendance is 160. Will continue with hybrid for more national/international reach. 9:45 AM 9:55 AM Summervail Art Workshop Legacy Project Ramsey Cotter Funded out of Heritage committee, this has been shifted to CSE this year ($25k for the event/$15k for archiving in 2021). Schler family proposing film with PBS, this would help with film premier and guest speaker. 100% funding asked of TOV, increased from $75,000 to $103,717. Still working on in-kind and other sponsorships 9:55 AM 10:05 AM BREAK 10:05 AM 10:15 AM The Steadman Clinic Vail Cup Sharon Schmidt Located on Vail Mtn, focused on children, not able to hold in 2021, will be winter of 2022. 4 separate events. 10:15 AM 10:25 AM Vail Arts Festival Laurie Asmussen 6/17-6/19 Dates 10:25 AM 10:35 AM Night of Excellence Jackie Christiansen Name change from Night of Heroes. Asking for higher amount as they'd like to host event on Donovan on a Friday/Saturday event. Staff: We do not subsidize fundraisers. 10:35 AM 10:45 AM Vail Whitewater Series Beth Pappas Had to buy rafts at retail due to lack of inventory for 2021. In-kind donations reduced from local business and had to purchase from TOV for prizes for the participants. Eagle Water/San sponsor only other local sponsor. 5 week series, based on river levels. 10:45 AM 10:55 AM Vail Lacrosse Tournament Mark Foster No significant changes to the event for 2022 10:55 AM 11:05 AM 43rd Annual Vail Sportsmanship Tournament Kristi Scheidegger Growth is limited due to lack of ice, not lack of interest. CSE Funding will offset the expenses for referees and to offset expense to the teams. Did not ask for sponsorship for the alumni tournament. 9 total days 11:05 AM 11:15 AM Vail Gymnastics Classic Allie Licata Hoping for 30 more gymnasts, 135 from 2021. Equipment rental is where expenses are for. They're not flexible for weekend dates but are open to pushing to October dates. 11:15 AM 11:25 AM Vail Automotive Classic Mike Thul Open to doing coffee/cars in the morning on Sunday to draw more spectators in LH. This isn't a need period, but hard for them to shift as cars are not driven when potential for accident weather. Additional funds are looking to be spent on marketing to attract visitors from all over the country. 11:25 AM 11:35 AM Vail-Beaver Creek Restaurant Week Denise Cheng Open to different dates potentially, ambient music with increased funding. CSE: Need to find a way to adapt and grow the program. 11:35 AM 11:45 AM Vail King of the Mountain Volleyball Thomas Davenport Additional funds toward pro athletes (currently conflicted with another event schedule, but event unknown if it will continue in future years) & marketing. Long term goal is junior camp with pros. As a whole Volleyball sport, there are not a lot of sponsors, so continues to be a challenge from the top down. 11:45 AM 11:55 AM Cindy Eskwith Memorial Vail Cup Soccer Tournament Lisa Reeder Referee shortage in CO (50%), they focus on supporting this part of their tournament to make it happen which is reflected in the increased funding. Do check-in at LH Welcome Center to create a two night stay rather than one night. 11:55 AM 12:05 PM Fred Ammer Vail Invitational Soccer Tournament Kerri Thelen VRD approached to sponsor with them to expand (52nd Year). From 10 to 20 leagues. Prizes/Fees need to increase & look at how to do a final night party. Has typically a July tournament. Higher ask to revamp and get more momentum for the tournament. 12:05 PM 12:25 PM Lunch Break 12:25 PM 12:40 PM Gourmet on Gore Nicole Marsh Increase in funding is to entice the restaurants and depend less on "pay to play" for them. Labor Day weekend is a challenge, can dates be shifted? Looking to build the schedule out more with one off pieces within private spaces. 12:40 PM 12:55 PM Vail Oktoberfest Nicole Marsh Sponsorships were down, they picked more between the two events. If events had to be separated, costs would increase as there is a cost savings with back/back weekend. Extend entertainment/programming & contests is the increased spend. CSE requesting a truer picture of the profit that is being made, current budget does not accurately reflect this. 12:55 PM 1:05 PM Vail Yeti Hockey Club Christopher Huntington Did not collect money awarded last year season did not happen. Full season expected, 12/3 start. Kids hockey camp in June/Maybe spring tournament. 1:05 PM 1:15 PM Vail Skating Festival Eddie Shipstad Request full sponsorship, more awareness with Olympic year and hope that will help to have more attention/sponsors. Bigger events have not been coming to CO. 1:15 PM 1:25 PM Vail Skating Festival's Summer Training Camp Eddie Shipstad Idea proposed to shift this to weekday events and recommend charging more for weekend camps to help support the event rather than rely on TOV for funding 1:25 PM 1:35 PM Legacy Fighting Alliance Sven Bean Open to date change, liking October and excited to see the event reception this week. 1500 tickets. 1:35 PM 1:45 PM Vail Lacrosse Shootout Connie Streich 50th Anniversary - anticipate celebrating this and higher attendance with this. Higher cost with employees/referees due to switch to VRBO. 1:45 PM 1:55 PM Kids Adventure Games Helene Mattison Could shift dates, think it would exclude certain families and change the flavor of parent participation. Open to using Maliot Park, but still look for same funding, uniquely Vail Event. 1:55 PM 2:05 PM Kick it 3v3 Mike Hix Increase in funding to help with 5:3:1 Launch and the addition of more days. Took a cut in 2021 from traditional amount in pre-covid, usually around $25-35k in funding 2:05 PM 2:15 PM Vail Farmers Market Farm to Table Dinner Seriews Angela Mueller Decreased funding from last year after hearing and understanding where CSE with funding process. $$ True to what is needed. 2:15 PM 2:25 PM Vail Farmers' Market & Art Show Angela Mueller Decreased funding from last year after hearing and understanding where CSE with funding process. $$ True to what is needed. 150 max # of tents. 2:25 PM 2:35 PM Taste of Vail Angela Mueller Decreased funding from last year after hearing and understanding where CSE with funding process. $$ True to what is needed. 2:35 PM 2:45 PM Vail Wine Classic Kristen Slater Like to grow to 3000 people, hope to have 200 -400 to Best of Fest (mid vail/4 Seasons). Suggest moving back a weekend to fill our need period more, they're open to this. 2:45 PM 2:55 PM Vail Craft Beer Classic Kristen Slater Add Sip at the Summit and stay at existing location in Lower Bench Park. Preferred dates are 8/17 & 8/18 2:55 PM 3:05 PM The Triple Bypass Jennifer Barbour Increased funding for event needs identified for this year like traffic control, potential new finish line. 3:05 PM 3:20 PM Vail Film Festival Corinne Hara 9/24 - 9/25 are good dates. Busy time of year for weddings so ballrooms might be unavailable (she'll reach out in the next week). 3:20 PM 3:35 PM Vail Comedy Show Mark Masters Look to provide sponsorship to local workers/community who may not be able to afford shows currently ($0-$3). 1 show a month, 12 months, would like to add 2/month in ski season if possible. Current home Bridge Street Bar, capacity is 50 -70, on Wednesdays 3:35 PM 3:50 PM Vail Comedy Festival Mark Masters Ideal - walk between venues in the Village etc. of multiple small stages. Shoot for at least 10 acts, can flex based on how funding comes out. 3:50 PM 4:05 PM Vail Rock Revue Bryce Bastolich/Scott Rednor Flexible on dates, goal is to fill weekends without events currently. 3-day festival of musicians to put Vail on the musical map and support those artist under 21. 4:05 PM 4:25 PM Winter Mountain Games Preview Sarah Franke/Peggy Wolfe Moving to early February. Ski Mountaineering, fat tire bike, snowshoe, bring in 2022 introduce this event again and come back with the full program in 2023 to support Ice Climbing '23. Different from previous in terms of cornerstone partners from summer games, and with summer games as large, utilize this to build winter. This $$ is to help get it back up and running. Golden Peak wall for climbing. 4:25 PM 4:45 PM Powabunga Music Festival Alex Ballesteros/Austin Gavlak Continue on success of December show. Produce a similar event to kick off the season in 2022. 4:45 PM 5:05 PM Powabunga Music and Arts Festival Alex Ballesteros/Austin Gavlak April (closing weekend preferred) expand to 3 days, change music slightly to hit different tune. Partnerships for this year pulled out due to COVID, hence the increase in funds from TOV, but want to expand for future years. 5:05 p.m. : October 27th Meeting Schedule 5:10 p.m.: Adjourn