HomeMy WebLinkAbout07. b. 3-9-22 Special Meeting Minutes Draft
COMMISSION ON SPECIAL EVENTS MEETING
Public Attendance is available via Zoom only due to limited space.
https://us02web.zoom.us/j/82291100276?pwd=QWpienN6RDBqeVpvR1RuNFFWc1I4QT09
Wednesday, March 9, 2022 @ 8:30 am – 9:30 am
AGENDA:
Meeting materials can be accessed at the following link.
https://vailgovrecords.com/WebLink/Browse.aspx?id=736148&dbid=0&repo=TownofVailLaserfic
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Roll Call CSE: Douglas Smith, Alison Wadey, Marco Valenti, Kim Rediker. Not present – Nick
Conover
Staff: Jeremy Gross, Liz Gladitsch, Abby Oliveira,
Attendees:
1. Review of Proposals for Employee and Local Concert
a. One proposal submitted by Emerald Witch Productions. Ian Maxwell and Hayley
Banks of Fall Line Kitchen and Cocktails are the principals of that company.
Proposal includes a concert at Ford Park with a diverse lineup of music,
employee recognition elements, giveaways, food and drink.
• Event producer does not have recent previous production experience of
this scale of event. The team has experience with event production in
different roles though.
• CSE is supportive of approving the event producer based on
• the resources they have identified and already connected with, ie,
stage/sound company, event staffing company, other restaurants,
etc.
• local nature of the event having different production needs
expectations than a large scale concert
• support from the Town, Vail Resorts, VCBA, etc.
• Strong desire to support a local business to produce the event
b. Discussion regarding date and location of concert.
• 4/25: Original proposed date. Day after closing day. Very limited tourist
visitation the day after the mountain closed and most businesses would
be closed or could close early for the party. With season extension many
businesses will still be open, and some tourists might be in town.
• 5/1 – Closing day. Could help move traffic out of the village to avoid
issues like last year with people in the Fountain. Event Review Committee
would prefer to avoid closing day from a resource standpoint.
• 5/2 – Day after closing day would align with VR employee ski day. Most
businesses would be closed. Feeling that staff would be leaving town and
that May is too late.
• Ford Park
• Easier to manage especially if hosted during the ski season on
4/25 as planned. Would require closure of the lot but there is
minimal demand expected.
• More space for a larger crowd if the demand is there.
• Further from Town and VV Structure, would require special event
bus service.
• Solaris/International Bridge
• More vibrant feel in town. Easier to access for all guests and
employees.
• Would require shutting down bus service in town during regular ski
season operations for setup.
• Venue size feels more appropriate for lower expected attendance
with the change to closing day and a split in businesses staying
open and closing.
c. Recommendations for changes
• Idea- wristbands for employees and beer are significantly discounted to
promote pre-registration of guests
• Need to confirm and take temperature with local businesses on what the plan
will be with closing now that the mountain has announced the extra week.
• Create a hat or something handing out swag
• PrimaVail: should be acknowledged or champion in a special way
o Ali/Guest Service committee to work through these ideas
Unanimous support to recommend to Town Council the selection of Emerald Witch Production
to produce the employee concert.
2. Adjournment @ 9:30 a.m.