HomeMy WebLinkAbout01. CSE Re-org memo-draft
To: Commission on Special Events
From: Economic Development Department and Town Managers Office
Date: 2/2/2022
Subject: Review of Special Event Funding Model
Problem we're trying to solve:
The town believes its time to recalibrate its approach to the hosting and funding of special
events.
The current model has served the town well, but has some flaws.
The intent is to consolidate the decision making process for special events in Vail based on
objective and quantifiable measurements.
• Two funding processes and decision making bodies
• Two funding cycles during the second half of the year
• The post COVID environment requires a different lens: focused on positive guest
experience, minimizing friction, enhancing being in Vail, not necessarily driving visitation.
• Funding decisions are made for following year without event having occurred (example
SnowDays and Powabunga)
• Funding recommendations that made by a volunteer board where town is accountable
for events on town property
The consolidation would include key elements:
Special Events should only occur on town property if the event meets town goals related to:
o Brand
o Experience
o Economy (timing, date, location, audience)
o Sustainability (environmental, financial, equity/inclusion/diversity)
• The first privilege afforded by the town to event producers is the opportunity to host
events on town property.
• The intent is not to necessarily reduce special event funding, but to make the town's
investment more efficient and impactful.
• The town should only sponsor special events that meet most goals related to these four
pillars.
• Funding partnership with Vail Mountain should be considered for all events hosted in
Vail, especially during the winter months.
Town of Vail Page 2
Three step process:
1. Revamp the decision making process (model) to be objective and quantifiable with a
sponsorship approach
2. Design a robust and quantified funding model that matches how an event delivers to the
goals outlined in the process with funding: create a formula for funding amounts based
on results of the scorecard.
3. Application process with two annual cycles, (scorecard)
Proposed Next Steps
• Reconsider existing funding allocations for 2022 and finalize with a short review process,
with the exception of December activation, which would be considered later in
partnership with Vail Mountain.
• Consult with special event specialist to further refine and strengthen the model
• Present to CSE for feedback
• Present to town departments (Event Review Committee, Finance) for feedback
• Present to town council for approval