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Home My WebLink About03. CSE Minutes 10-06-2021 DRAFT 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, October 6, 2021 @ 8:30a.m.-10:30a.m. AGENDA: Meeting materials can be accessed at the following link. https://vailgovrecords.com/WebLink/Browse.aspx?id=703708&dbid=0&repo=TownofVailLaserfic he Staff: Mia Vlaar, Jeremy Gross, Liz Gladitsch, Abby Oliveira CSE Attendees: Kim Newbury Rediker, Alison Wadey (zoom), Samantha Biszantz, Nick Conover, Jill Lau & Douglas Smith via Zoom, Marco Valenti not present Public Attendees: Lauren Merrill, Brian Hall, Angela Mueller, Helen Mattison, Jennifer Barbour, Mike Hix, Amanda Blevins, Austin Gavlak, Katie Tille, Peggy Wolfe 1. 8:30 a.m.: Staff Update (5 minutes) a. Budget Update • Outlier not happening and $12k is being now left, will hold if necessary but do not feel necessary to find an event to fund 2. 8:35 a.m.: Event Recap (90 Minutes) a. Town of Vail Community Art Program (10 minutes) – Lauren Merill • Did several events throughout the summer. Vail Rec District opted to hold off due to covid • Surveys sent to participants, 4/5 stars all around • Motion to release final funding. 1. Rediker/Conover /Unanimous b. Vail Family Fun Fest (10 Minutes) Brian Hall • Attendance 5% below 2019 numbers • Using facebook/Instagram and traditional methods • Sincerely represents TOV in it’s simplicity • Cash sponsorships- Arrabelle came back as a sponsor from last year last minute Motion to release final funding. 1. Biszantz/ Rediker /Unanimous c. Farm To Table Dinners (10 Minutes) Angela Muller • Expanded to 124-132 guests from 2020 • Wedding season took rental inventory down and caused some tent shortage • Demographic profile – had some shifts/increases in the household income individuals • Very well matched to the Vail Brand • Motion to release final funding. 1. Conover / Biszantz /Unanimous d. Vail Farmers Market (10 Minutes) Angela Muller • Busier than it’s ever been, with the final date still going strong. Weather still precludes this event to end when it does • A good year over year repeat for locals and guests • Motion to release final funding. 1. Biszantz /Lau /Unanimous e. Taste of Vail (10 Minutes) Angela Muller • Presented as health and wellness event and the demographic profile – had some shifts/increases in the household income individuals • Hike/Snack box was a huge success in ending at the base of the mountain • Having event rescheduled twice due to covid did hurt the event & with the restaurant participation down. Will work with restaurants to determine what the future looks like • Rental Company issues causes some hiccups • Grand View/Virtual event of Story of Caviar went very well strong interest from participants for future years • Harvest Dinner was a good success as well • Working to shift to staffing rather than volunteer model • Hired someone specific to help work with sponsorships for future years • Motion to release final funding. 1. Lau/ Rediker /Unanimous f. Kids Adventure Games (10 Minutes) Helen Mattison • Moved off VR property to Maloit Park (Minturn) for the race course only • 5 days of events - Did have the strider bike race, skills clinic and race course • Event was smaller due to unknown of the new venue and how many it can hold. Feel good with the numbers they settled on • Suggestions from CSE: Idea of moving event to weekdays if moving it back to Vail. Still a great event for Vail • Motion to release final funding. 1. Rediker/Lau /Unanimous g. Triple Bypass (10 Minutes) – Jennifer Barbour • Riders (YOY) enjoyed the Vail finish compared to other years 2:1 compared to Avon • Spend for hotels, restaurants, gear and family vacations planned around this event. Do look to partner with more lodging in the future & larger bike brand • Since a first time, finish was a little unknown and suggest more professional flagger presence to manage the end/presence • Brand recognition is stronger with the ride and the Vail adds a premier experience to this Bypass brand • Want to expand the community presence & see options to involve more local non-profits specific to Vail Valley for them to be a volunteer group • CSE: Bring list of Eagle County non-profits to funding presentation and talk directing to lodging partners. • CSE: there was damange impact to Ford field that impacted future events and look at other options. However, Bypass was told Ford field was only option and it was • Motion to release final funding. 1. Lau/Conover /Unanimous h. Kick It 3v3 (10 Minutes) – Mike Hix • Had the 3v3 traditional and added the 5:3:1 as a pilot program (15 teams participated) which brought in additional teams. Favorable results and expand this part more as well • New Scavenger hunt (Amazing Race style) was a great experience to really experience TOV • Look to expand marketing for program to grow the event • Motion to release final funding. 1. Rediker/Conover /Unanimous i. Vail Jazz (10 Minutes)- Amanda Blevins • Event was a success • Activate more local market to drive revenue, national presence is strong • Develop/continue the Sunday programming at Solaris • Did change COVID policy last minute for the indoor event so there was some pushback from guest feedback with masks • Hard time partnering with local restaurants • Motion to release final funding. 1. Rediker/Conover /Unanimous 3. 9:45 a.m.: 60 Day Event Previews/event updates (15 Minutes) a. Vail Skating Festival – Eddie Shipstead • 12/23 Skating Show with Olympic hopefuls looking to perform their qualify routines for the Olympics • Connecting with Vail Daily on articles • Direct connection with concierges • No current changes to event with COVID • Motion to release initial funding. 1. Rediker/Lau/Unanimous b. Snow Days- Katie Tille • 12/2- 12/5 • All events to take place outside • Talent announcement next week • Ticket pricing will be reasonable, for 12/3 & 12/4 event tickets • Motion to release initial funding. 1. Conover/ Biszantz /Unanimous c. Powabunga – Austin Gavlak • Ticketed event reaching capacity soon • About 400 people opted in for tickets from 2020 event to utilize for 2021 • New wave of artists announced tomorrow likely • Will follow guidelines of local government on COVID protocols, do not currently have any vaccination requirements • Motion to release initial funding. 1. Biszantz /Conover/Unanimous d. Magic of Lights – Peggy Wolfe • Will be selling tickets (300 tickets per session) for crowd control again this year • One way path that is a little longer as well • 11/19 – 1/2 Open earlier and a more integrated kids area • Have more enhancements on certain nights (Santa, Live music) • Staff is required to be vaccinated, not currently requiring guests to be vaccinated • Motion to release initial funding. 1. Biszantz /Lau/Unanimous 4. 10:00 a.m.: CSE RFP Review (15 Minutes) a. Application overview • Closed applications on Monday, 10/4 • Received 35 CRC and 12 EE Requests • $1.5 Million request, cut about half • Will send a detailed e-mail with process • There are more tools and data available to review CSE RFP’s 1. SharePoint file 2. Aisle lab Wi-Fi visitation data- Let Jeremy know if there is a specific event you’d like to see and he can pull this report if needed 3. Vista report available for more data information b. Review of need periods • VLMD Guiding Document 1. Calendar- Winter dates identified by VR, Summer have a weight in from lodging partners 2. Helpful in process 5. 10:15 a.m.: Meeting Reports (15 Minutes) a. Motion to approve minutes from September meeting. • Conover/Unanimous b. Council Update • Signature Events retain Council funding currently decided likely c. VEAC Update • Cancelled for 10/12, still on for 11/9, time TBD d. VLMDAC Update: See council updates • Changed meeting dates back to 3rd Thursdays e. Upcoming Events - See discovervail.com/events 6. 10:30 a.m.: New Business (5 minutes) Adjournment @ 10:35 a.m.