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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 he 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.