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HomeMy WebLinkAbout07.a. Minutes 03-02-2022 - Draft COMMISSION ON SPECIAL EVENTS MEETING Hybrid Meeting. https://us02web.zoom.us/webinar/register/WN_MmqB4tnTQpekr7fUWJGk_A Wednesday, March 2, 2022 @ 8:30a.m.-10:30a.m. Meeting Minutes: Meeting materials can be accessed at the following link. https://vailgovrecords.com/WebLink/Browse.aspx?id=736148&dbid=0&repo=TownofVailLaserfic he Roll Call CSE: Kim Newbury Rediker, Alison Wadey, Nick Conover, Douglas Smith, Marco Valenti, Staff: Mia Vlaar, Jeremy Gross, Abby Oliveira, Liz Gladitsch, Scott Robson Attendees: Beth Pappas, Laurie Asmussen, Jackie Christensen, Amanda Blevins, Helene Mattison, Kristen Slater, Peggy Wolfe, Ronda Helton, Sharon Schmidt, Sven Bean 1. 8:30 a.m.: Town of Vail Event Funding Program Update – Scott Robson, Mia Vlaar (15 Minutes) a. Vlaar: Intention is to go to drawing board and work through the process for 2023 year. b. Gross: welcome any discussion/opinions • Proposed a high level structure and what the desired outcomes overall for the process will be • Timeline: Application for Council funding, late May/Early June, looking at this as a deadline for final details • Looking to make smart changes and putting TOV interests first • Quantitative scorecard: Had initial discussion with a consultant out of Denver and how to really measure these events across the board and looking to bring this person in more. • Smith: how do we de-conflict VR corporate vs what the TOV needs? What about an option for a sponsor for Vail Wi-Fi to enhance the option. o This isn’t selling sponsorships for TOV, this is measuring what these placements are in $$. The differentiation will be known for the town. • Rediker: It would be helpful for Bruce to come and discuss this further with CSE and understand. o The community may have been confused for sports events not being funded at all. They didn’t fully understand how we did value them, and Sporting events are going to be considered for funding, but will go through a different evaluation/consideration based on that value. • Valenti: Make the value based on the calendar as well as dollars. o Bruce may not be all encompassing, but there may be pieces that are more qualitative, 2. 8:45 a.m.: 60-day event preview (5 minutes) a. Whitewater – Beth Pappas • Kickoff May 10 – June 7thM • Supply chain issues for rafts was an issue last year. Partnering with Highside rafts this year. • Adding a youth category this year with Alpine Kayak school to ensure the skills are there for safety concerns • Motion to release initial funding • Rediker/Conover 2nd/ Unanimous 3. 8:50 a.m.: Event Recap (30 Minutes) a. Starting Hearts Night of Excellence – Jackie Christensen • Initially started for the anniversary of 9/11. Hosted again this year at Donovan. Turn out from across the valley to recognize first responders. • Motion to release Final funding • Smith/ Rediker 2nd/ Unanimous b. Legacy Fighting Alliance - Sven Bean • Did well on merchandise sales • Attendance, didn’t have the full information on the visitor/data, but around 1000 people • Want to put plans into place for more attendance in the future • No net promoter score information • Fall date was a better date than spring dates from previous years • Doug: how do you feel on the overall ticket sales: Sven - didn’t increase but think COVID has some effect on it. • Motion to release initial funding • Rediker/Conover 2nd/ Unanimous 4. 9:20 a.m.: RFP Discussions (15 Minutes) a. Employee Concerts • Special Meeting on 3/9 or 2 representatives • Preference is to host a special meeting. • Deadline is for next Tuesday, 3/8 • Goal for the RFP is for 4/25 concert at Ford Park for locals for an employee party. With Vail Chamber, Vail Resorts, TOV with also PrimaVail recognition. b. Vail America Days • Feedback and direction received is desire to return to the normal parade. Any further input on what they would like to see. • Asked council if we should move away from fireworks to a drone show, need to show more examples at next council meeting. 5. 9:35 a.m.: Event Update (5 Minutes) a. Vail Après : Spring Series Update • Vail Après Spring Series is the updated name • Kicks off on Thursday • Thursday – TGR Film Nights • Fridays – Mountaintop music, DJ at Arrabelle and Après on i- Bridge • Saturdays- Après at the i-Bridge • Sundays- Après at the i-Bridge 6. 9:40 a.m.: Meeting Reports (10 Minutes) 7. 9:50 a.m.: New Business (5 minutes) 8. Adjournment @ 10:00 a.m. a. Move to adjourn • Rediker/Smith/Unanimous