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HomeMy WebLinkAbout03. CSE Minutes 11-03-2021 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, November 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=703708&dbid=0&repo=TownofVailLaserfic he Roll Call CSE: Kim Newbury Rediker, Alison Wadey, Nick Conover, Jill Lau & Douglas Smith, Samantha Biszantz (via zoom) Marco Valenti not present, Staff: Mia Vlaar, Jeremy Gross, Abby Oliveira Attendees: Lisa Reeder, Kari Phelan, Ryan Durnan (zoom), Gaby Milhoan & Ramsey Cotter (zoom), Dave Dressman (zoom), Ronda Helton 1. 8:30 a.m.: Staff Update (5 minutes) a. Budget Update • Van Show was cancelled, looking at weekend before GoPro for next year. $13,290 comes back to CSE. • $66,450 is left until the end of the year 2. 8:35 a.m.: Event Recap (90 Minutes) Vail Valley Soccer Club Cindy Eskwith Tournament - Lisa Reeder, Kari Phelan • 141 Teams, referee shortage, but worked to make tournament a desirable event • Work to broaden demographics for next year • Increase in grandparent traveling for tournament • Have not sent out a post-event survey, but will & CSE encourage them to do so • Motion to release final funding. 1. Smith/Rediker/Unanimous b. Oktoberfest -- Ryan Durnan • Durnan: Recap presentation is using historic data. Do not have updated guest survey data, will work on for next year • Rediker: Would like to see better way of estimated attendance and how it is reflected in the budget to see true spend per person. Seems like it would be higher than currently reflected • Smith: Option to count via wristband distribution? • Ability to see repeat guests vs new guests • Encourage more efficient ways to serve beer faster • Motion to release final funding. 1. Newbury Rediker/Lau/Unanimous c. Gourmet on Gore -Ryan Durnan • Food offerings not as robust as in past, still successful attendance • Additional events helped with foot traffic • Smith: Determine attendance numbers for each events (not ticketed) based on space density, food/beverage sales & gate flow, 2500 seemed high • Motion to release final funding. 1. Conover/Lau/Unanimous d. SummerVail Art Workshop- Gaby Milhoan & Ramsey Cotter • Joyful connecting. Great community support in reviving the event. • Good interactions and additional interest from different generations to continue/enhance Art in Vail. • Motion to release final funding. 1. Rediker/Lau/Unanimous e. Bravo Vail Festival- Ronda Helton • Did offer post surveys so all data is 2021/current • Did hire new marketing director and look to drive local/Front Range market • Data is showing higher percentage of brand-new guests for this year, and reworking of website • Next year pairing of music with movie will be coming back (couldn’t do this year) also doing a season watch party next year • Motion to release final funding. 1. Rediker/Conover/Unanimous f. Bravo Vail Education Programming - Ronda Helton • 88 net promotor score • Made reservation system for this which allows for data capture for future years • Motion to release final funding. 1. Rediker/ Smith//Unanimous 3. 10:05 a.m.: Meeting Reports (15 Minutes) a. Motion to approve minutes from October 6 meeting. • Motion to release final funding. 1. Smith/Lau/Unanimous b. Council Update c. VEAC Update d. VLMDAC Update e. CSE Applications • Applications are due • Interviews take place on 12/7 f. Upcoming Events - See discovervail.com/events 4. 10:25 a.m.: New Business (5 minutes) a. Smith: $66k plus that needs to be spent, idea for a portable stage setup that producers can rent back. Create an event targeted for locals specific event. b. 2022 Audit of events could come through Town of Vail budget specific, monies from this budget should be put toward event specific c. Will connect with Scott on final funding meeting for 2022 CSE funding process d. VVF – Winter Mountain Games 2022 Funding Request– Dave Dressman • Commitments for 2022 do not allow for shifting of dates, but do look to shift this for 2023 • Music- in Solaris Friday and Saturday, free to public • Want to highlight options beyond just skiing/snowboarding for Vail • VVF is putting in request to place this in February for 2023, though it is ultimately determined by the Resort and Town • Attendance expectation for music is 5000 per person for the concert. Smith: Push to ticket the event to generate revenue to break even on budget. • Receiving support from Vail Resorts of venue, use of operations, snow, labor, venues and marketing e. Motion to fund at $50,000, Smith/Rediker/Unanimous 5. Adjournment @ 10:30 a.m. a. Motion to adjourn • Rediker/Lau/Unanimous