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CASE Committee Meeting Packet Materials 2022.10.20
970-748-4065 ddempsey@avon.org TO: CASE Committee FROM: Danita Dempsey, CASE Manager RE: Staff Update DATE: October 3, 2022 SUMMARY: The CASE Committee is requested to provide recommendations regarding (1) planning for fireworks at Salute to the USA in 2023 and future years (2) if the recommendation is to plan for fireworks each year at Salute to the USA, does the Town plan for a “traditional” program (up to 4” in shell size) or a low-level (up to 2” shell size) shorter program (3) if the recommendation is to plan for fireworks each year at Salute to the USA, and fireworks are cancelled due to weather related conditions (fire fuels, weather patterns, etc.) should the Town plan to launch the purchased fireworks the following winter (December – February) and (4) regardless of fireworks related to Salute to the USA, should the Town plan for winter fireworks in 2023 or future years? Furthermore, to prepare for procurement of infrastructure, staffing, creative design, marketing, and promotions, etc. Staff requests a recommendation from CASE regarding a “go or no-go” decision regarding a fireworks program in late April. This report provides a complete background on the Town’s pyrotechnic production, outlines associated costs related pyrotechnic contracting, logistics and security for a traditional fireworks program (22-23 minutes in length) which is currently included in the 2023 Proposed Budget: and a low-level shorter program. BACKGROUND: 1. 2021 CASE / COUNCIL WORK SESSION - A CASE Committee and Town Council Work Session was held on October 12th, 2021, which included discussions about fireworks and concerns related to fireworks being non-eco-friendly, the summers weather patterns and the Town’s desire to be a leader in our community as well as good stewards. Although, there was residual ambiguity regarding consensus in not having fireworks and the timeline. To that end, Town Manager, Eric Heil received clarification, and the Town included fireworks in the 2022 Salute to the USA budget. Additionally, Town Council provided clear direction regarding (1) developing a plan B for an activation that does not include fireworks at Salute to the USA and (2) to identify the goal or purpose of a winter event. Staff was successful this year in offering activations that did not include fireworks (additional family friendly activities, laser show including graphics on side of mountain, beams over the crowd and accompanying soundtrack, live painting experience and final art piece, projection mapping of Enjoy Life! | Disfrute La Vida! Mural and increased cost of top-level opening talent (Cory Wong). However, Staff has had not been successful in developing a winter activation due to current workload and availability of resources. 2. SALUTE TO THE USA - The Town of Avon’s hallmark Salute to the USA event takes place on July 3rd each year; 2022 was the 36th annual program. The signature element is the fireworks display consisting of over 10,000 barrages (“shells”) exploding over Nottingham Lake. Typically, the 22-23- 970-748-4065 ddempsey@avon.org minute fireworks program contains low-level, mid-level and high-level barrages which can be experienced from many vantage points. Western Enterprises has been contracted for Town’s fireworks since inception and, the contract has historically been executed in the first quarter of each year. In 2017, the Town entered a three- year term contract with Western Enterprises which ended after the 2019 event. Through the RFP process, Western Enterprises was awarded another three-year term commencing in 2021 and ending in 2023 pending budget appropriation. The contract details a total pyrotechnic production cost of $45,000 due no later than 15-days after the date of the display and includes an opportunity to reschedule up to Friday, February 24, 2023. If the Town does not reschedule by February 24, 2023, it would be responsible for $13,500. Contract language is provided below: 8. It is agreed and understood that the PURCHASER will pay to the SELLER the sum of FORTY-FIVE THOUSAND DOLLARS & NO/100 ($45,000.00). The contract amount will be paid within fifteen (15) days after the date of the display. Unpaid accounts are subject to one percent (1%) interest charge per month after fifteen days. 9. In the event of inclement weather or other adverse conditions, so as to cause postponement of any of these displays, it is agreed and understood that PURCHASER will notify SELLER regarding the postponement date, normally the following night, or at some future date through February 24th of the following calendar year (2021). If the PURCHASER will not re- schedule the display by February 24th of the following calendar year, or completely cancels the display, the PURCHASER agrees to pay to the SELLER thirty percent (30%) of the cost of the display ($13,500.00). 3. LOGISTICS: a. Discharge / Launch and Display Sites - See the Salute to the USA Venue Map 2021 provided as ATTACHMENT A. i. Discharge Site: the immediate area from where the fireworks equipment and fireworks are located and/or discharged. The Discharge Site is “live” at 4:00 p.m. meaning all rails are charged with electricity and when the system is scheduled for testing. At approximately 2:50 p.m. members of the public are restricted from Lake access and the Lake is swept and cleared by 3:50 p.m. ii. Display Site: including the Discharge Site, and the entire required security safety perimeter outside the Discharge Site as prescribed by the Eagle River Fire Protection District, Western Enterprises, and the Town of Town. b. Shell Size and Fall Out Zone - The Town’s program includes aerial effects and shells ranging in diameter from 3” to 4”. Town benefits from shooting their program over / near Nottingham Lake which according to Eagle River Fire Protection District Chief, Karl Bauer “…out of all the potential viable sites presents the lowest risk…” due in part to being surrounded by relatively low fire fuel (green grass and healthy tree’s), nature of topography and most of the audience is twice the distance from the Discharge Site as required by NFPA 1123 (Code of Regulations for conducting outdoor fireworks displays). The Town’s 970-748-4065 ddempsey@avon.org firework program has been cancelled four (4) times (2012, 2018, 2021 and 2022) due to restrictions related to fire fuel conditions, weather patterns, etc. and remains a risk. i. In 2012, the fireworks were used for the Town produced Fire & Ice event held on Sunday, February 17th, 2013, between 3:00 and 7:00 p.m. ii. In 2018, the fireworks were used for the Town produced July in January event held on Friday, January 25th, 2019, between 5:00 and 8:00 p.m. iii. In 2021, the Town paid the cancelation fee of $13,500. The Town is restricted with shell size however, due to the proximity of structures to the Discharge / Launch Site related to the required “Fall Out Zone,” which is defined as the area from the Discharge / Launch Site and the closest structure in all directions. Western Enterprises and Eagle River Fire Protection District recommend for every inch in diameter of the shell there must be 70 ft. of distance to the closest structure (4” shell = 280 ft.). Additionally, every 1” of shell size equates to approximately 100 ft. of elevation gain. Due to an incident in 2015 with a 5” shell firing in a containment tube resulting in a trajectory towards the audience; Town, in collaboration with ERFPD and Western Enterprises took the following action to further minimize risk (1) reduced its maximum shell size to 4”, (2) increased the Fall Out Zone to 100 ft. per inch in diameter (3) added chain link fencing directly in front of the racks; and, (4) redesigned the rack containment “box”. 4. SECURITY: In order to secure the Discharge / Launch and Display Sites the Town uses a combination of Avon PD, Extra Duty Officers, Colorado Rangers and professional security personnel, chain link fence, blue “snow fence,” barricade fence and “Restricted Site – No Entry” signage. The Town provides professional security beginning July 2nd at 8:00 a.m. when pyrotechnic product is loaded into the Discharge Site as well as overnight security the night of the 2nd. Beginning at 8:00 a.m. on July 3rd hired security is ramped up throughout the day to a total of thirty- three personnel. Additionally, approximately forty police officers from Avon PD, Colorado Rangers, and Extra Duty Officers from CSP and neighboring communities are utilized for security, crowd control, alcohol management, traffic control, emergency response, and safety management. The Fireworks, No Fireworks and Low-Level Fireworks Chain Link Fencing & Security Maps offer a visual reference to support the information below and facilitate the discussion and are provided as ATTACHMENTS B - E. Furthermore, and as indicated on ATTACHMENTS D and E, if a low-level barrage program is recommended this equates to a smaller Fall Out Zone (up to a 2” inch shell requires 200’). Therefore, less chain link fencing as it relates to the Fall Out Zone would be required; it is important to note that this has not been vetted with the ERFPD Chief. a. Security Personnel: Traditional Program (Expense categories are Overtime Wages and Security Services) i. Extra Duty Officers and Colorado Rangers; Proposed Budget = $20,715 ii. Town Police Dept. overtime; Proposed Budget = $5,500 iii. Hired Security; security personnel arriving in shifts totaling approximately 354-man hours, 126 man-hours of which are specifically for pyrotechnic perimeter; $45.00 per man hour. Proposed Budget = $15,930 iv. Proposed Budget Total: $42,145 970-748-4065 ddempsey@avon.org b. Chain Link Fencing: Traditional Program (Expense category is Rentals Traffic & Crowd Control) i. The Town contracts with American Fence to provide chain link fence. The Discharge Site must be secure by 7:30 a.m. on July 2nd and the Display Site is secured by approximately 12:00 p.m. on July 3rd. ii. Approximately 3,780 linear feet of chain link fence, t-post, sandbags, delivery, installation, and removal is $6.61 per linear foot; Proposed Budget = $23,000 iii. Quote received recently for 2023 is $25,000 iv. Other fencing infrastructure and signage is Town owned and installed / removed by Staff. c. The Pyrotechnic Protocol further defines logistics, perimeter security requirements, timing of launch, and responsibilities of the Town and Western Enterprises and is provided as ATTACHMENT F. 5. 2022 SALUTE TO THE USA SURVEY HIGHLIGHTS: The CASE Committee packet materials provided for the September 15th, 2022, meeting provides the full Intercept Insights Survey and is provided as ATTACHMENT G pages 14-38. As outlined in ATTACHMENT G, the most common feedback from those surveyed were (1) have fireworks, (2) mores kid’s activities, and (3) more or better music. OPTIONS FOR FIREWORKS PROGRAM: It is important to note that Eagle River Fire Protection District (“ERFPD”) outlook forecasts, and/or guidelines related to live fire fuels, weather patterns, etc. resulting in restrictions, could negatively impact the Town’s ability to host a fireworks program. Staff has provided two program length options for discussion and consideration; (1) a 22-23-minute program which is the traditional length of the Town’s program; and (2) a reduced length program of 10-12-minutes. The traditional length program includes a choregraphed musical score, low, mid, and high-level barrages (mix of shells ranging from 1” to 4” in size) and allows for viewing from other vantage points. The shorter length program also includes a choregraphed musical score is comprised of low-level barrages (up to 2” in shell size) which reduces the expense and reduces the vertical visual corridor. FINANCIAL CONSIDERATIONS: The 2023 Proposed Budget includes a total cost of a traditional fireworks program on July 3rd with the live music concert with an opener and headliner, multiple family-friendly activations, sound, light and stage productions, and a VIP experience is $293,433.10. A No Fireworks 2022 Salute to the USA Budget Performa vs 2023 Proposed Budget is provided as ATTACHMENT H and provides insight into the 13.56% increase in costs. The cost savings associated with a low-level shorter program is between $21,848.00 and $23,170.00 for a total projected cost of $271,585.00 and $270,263.10. The savings are related to the cost of the fireworks procurement and production, and the amount of chain link fencing. Additionally, the choregraphed musical score can be removed for approximately an additional $3,000 is savings. Furthermore, and for thoughtful conversation, risk assessment, and vetting with ERFPD is the idea of using stadium barricade fencing in the low-level barrage scenario instead of chain link fencing. Moreover, there may be incremental savings in overtime wages and/or professional security realized post event but unlikely. The Fireworks Program Options and Cost Estimates is provided as ATTACHMENT I. 970-748-4065 ddempsey@avon.org Finally, the projected costs of a winter fireworks program is provided on page 51 of ATTACHMENT G and estimated at $88,900. Thank you, Danita ATTACHMENTS: Attachment A – Salute to the USA Venue Map 2021 Attachment B – Traditional Fireworks Chain Link Fencing & Security Attachment C – No Fireworks Chain Link Fencing & Security Attachment D – Low-Level Fireworks Chain-Link Fencing & Security (Lower Field Full) Attachment E - Low-Level Fireworks Chain-Link Fencing & Security (Lower Field Small) Attachment F – Pyrotechnic Protocol Attachment G – CASE Committee Packet Materials – 9-12-22 Attachment H – 2022 Salute to the USA Budget Performa vs 2023 Proposed Budget Attachment I – Program Options & Cost Estimates )" )" )" )" )" )" )" )" FGHK FGHK FGHK FGHK FGHZ FGHZ FGHZ FGHZ ¸# ¸# ¸# ¸# ¸# ¸# ¸# ) ) ) ¸# ¸#¸#¸# ¸#¸#¸# !( ) ) ) !( ) ) ) ) ) ) ) ) U S HW Y 6 PRA T E R R D W BEAVER CREEK BLVD HU R D L N RIVE R F R O N T L N LAKE S T VIL L A G E R D S W I F T G U L C H R D AVON RD MILL I E S L N BEN C H M A R K R D BEAVER C R E E K B L V D SUN R D C H A P E L P L B E A VERCR E E K P L PLAZA W A Y NO T T I N G H A M R D BENCHMARK R D U S H W Y 6 B E A V E R CREEKBLVD Nottingham Lake Eagle River VIP Rec Center Seasons at Avon Post Office 1st Bank Avon Center Sheraton Slifer, Smith, Frampton White River Bldgs LibraryOld Fire Station Old Town Hall Avon Elementary Stone Creek Condos Roundabouts: If there are 3 lanes of traffic, one will get shut down so that there is one right turn and one left turn. Family Zone DIVISION 4 DIVISION 3 DIVISION 2 DIVISION 1 Railroad Crossing Entry/Exit I* I* I*1 10 10 10 I*P.O.L's The Westin I*1 I*2 I*13 I*15 #3 Barricade I 0 250125 Feet This map was produced by the Eagle County GIS. Use of this map should be for general purposes only. Eagle County does not warrant the accuracy of the data contained herein.Author:S. Fleming, Date: 06/27/19Aerial Photo: Bing 2011 - (c) 2010 Microsoft Corporation and its data suppliers Railroad Crossing Ea g l e R i v e r G "A& "A&Ambulance/Security Comfort Inn Lakeside Terrace Falcon Pointe Condos Beaver Creek West Condos Beaver Bench Condos Buck Creek Condos ERWSD ERWSD I*1 Entry / E x i t HW I* Entry / Exit ¸#Coned Off - Road Closed )Hired Security Post Handicap Parking VIP Parking Vendor Parking Vendors Family Zone VIP Area HW HW HW HW Ent r y / E x i t Lauch Site LT LT LT LT LT Loa d i n g Z o n e Display Perimeter Discharge Perimeter "A&Ambulance / Medical Chain Link Fence Dumpster!( Light TowerLT I*P.O.L.'s )"VMS Transit Center ) I/ Ride Share I* I*5 E n t r y / E x i t Salute to the USA 20 21 Salute to the USA 20 21 Event Parking "A& LT Town Hall !´ Catering Tent!´ Pedestrians Keep Left Stadium Barricade Jersey Barricade Stage Parking Police Parking ATTACHMENT A ATTACHMENT B TRADITIONAL FIREWORKS: CHAIN LINK FENCING & SECURITY Security Personnel = 33 Chain Link = Approx. 3,800 liner feet (2,400 up per area and 1,400 lower field) Security Personnel = 24 Chain Link = Approx. 2,400 liner feet ATTACHMENT C NO FIREWORKS: CHAIN LINK FENCING & SECURITY Potential to move fencing here and save ap- proximately 300’ linear feet ATTACHMENT D LOW-LEVEL FIREWORKS: CHAIN LINK FENCING & SECURITY Security Personnel = 29 Chain Link = Approx. 3,200 liner feet (2,400 upper area and 800 lower field) Potential to move fencing here and save approximately 300’ linear feet. The yellow lines indicate where chain link fencing is removed in this scenario. ATTACHMENT E LOW-LEVEL FIREWORKS: CHAIN LINK FENCING & SECURITY Security Personnel = 29 Chain Link = Approx. 3,000 liner feet (2,400 upper area and 600 lower field) Potential to move fencing here and save approximately 300’ linear feet. The yellow lines indicate where chain link fencing is removed in this scenario. Salute to the USA – Pyrotechnic Protocol Page 1 ATTACHMENT F SALUTE TO THE 2019 PYROTECHNIC PROTOCOL VENUE/SITES: • The Discharge Site is herein defined as the immediate area from where the fireworks equipment and fireworks are located and/or discharged. • The Display Site Lower Premise is herein defined as not only including the Discharge Site, but also the entire required security safety perimeter outside the Discharge Site as prescribed by the Eagle River Fire Protection District and Western Enterprises. • The Display Site Upper Premise is herein defined as not only including the Discharge Site Premises, but also the entire required security perimeter outside the Discharge Site Premises as prescribed by the Town of Avon. WESTERN ENTERPRISES: Western designates Mr. Magnus Nilsson as the Pyrotechnic Operator in Charge of all Premises and the firing of the fireworks display. Western will have additional Assistant Pyrotechnic Operators on site to help facilitate communication, safety and other activities required to safely conduct the fireworks display. These individuals will provide a coordinated “lights-out” countdown with all parties. Western will work directly with ERFPD officials for the permitting of the fireworks display, paying the appropriate permitting fees; and, to ensure the fireworks equipment (racks and tube containment systems) and fireworks display (shells and mortars) are conducted in accordance with safety regulations established to NFPA 1123 (Code of Regulations for conducting outdoor fireworks displays). The safety regulations in NFPA 1123 may be increased by the ERFPD to ensure the safety of everyone. The ERFPD is recommending (Exhibit A) and, the Town of Avon is requiring the following modifications to further ensure All Premise safety and public safety: a. The maximum shell/mortar size will be four inches (4”); b. The fallout zone shall be one hundred feet (100’) per inch of maximum shell size; c. Modified rack design. The rack design will follow NFPA 1123 2014 version. The racks will have separation between them equal to the size of the mortar. The racks will be secured as identified in Exhibit B; and, d. Six-foot (6’) chain link fencing shall be installed at the Discharge Site Premises surrounding the north, south and east sides of the launch area. The west side of the launch area shall be free of chain link fencing to provide an emergency escape route for technicians. Designated pyrotechnic crew members shall be responsible as “spotters”. The spotters are strategically positioned around the Discharge Site Premises to watch all pyrotechnics during the firing of the display. The number of and location of designated spotters will be approved by ERFPD during the Discharge Site Premises Inspection by not later than July 3, 2019 at 12:00 p.m. Western pyrotechnic crew members shall do an immediate after-show “sweep” of the Discharge Site Premises and Display Site Lower Premises to identify and remove any unexploded pyrotechnic devices or other material that might not have Salute to the USA – Pyrotechnic Protocol Page 2 ignited. Any such material found by any person other than the pyrotechnic crew members shall be turned over to a pyrotechnic crew member, or the proper authority having jurisdiction, for safe handling or disposal of said material. Only credentialed pyrotechnic operators shall be allowed in the Discharge Site Premises and/or Display Site Lower Premises and perimeter areas until the sweep is complete. This “sweep” is allocated to last approximately 25 minutes. There will be designated “runners for food and beverages” for the pyrotechnic crew members. These designated individuals can be pyrotechnic crew members, but if they do not have the proper credentials with photo identification, they will not be allowed into the discharge site. LOGISTICS: Prior to delivery of fireworks to the Town of Avon, Western will notify the Eagle River Fire Protection District of the approximate delivery date and time. Once the fireworks arrive Western will confirm delivery, safe and proper storage with the above-mentioned parties. Western will have all necessary personal protection devices and apparel including but not limited to a fire extinguisher within the Discharge Site and readily available. Load-In Timeline – Eagle River Water Sanitation District has been contacted by town personnel and granted access through their gate for load- in of pyrotechnic product; the contact information at ERWSD has been passed along to Magnus Nilsson. • July 1 - Western pyrotechnic crew members will begin load-in of all tubes containment systems and racks onto Discharge Site (damn on the west end of Nottingham Lake) at approximately 8:00 a.m. • July 2 – Western pyrotechnic crew members will begin load-in of mortars and shells at the Discharge Site beginning at approximately 8:00 a.m. Western shall be responsible for security of the Discharge Site upon arrival for load-in, and until the Town of Avon hired security personnel arrive at approximately 6:00 p.m. on July 2. • July 3 – After all pyrotechnic products have been loaded and properly secured; ERFPD will coordinate with Western to conduct an on-site inspection by not later than 12:00 p.m. Western Operator in Charge, pyrotechnic crew members and radio simulcast (KZYR – Mr. Tony Mauro) will conduct a test of the Pyro Seeking system at 4:00 p.m. Malfunction Protocol – If in the unlikely event a fireworks device malfunctions (specifically a detonation), the fireworks display shall be stopped immediately, and power shut off. The Operator in Charge and assistants will immediately inspect the launching mortar area to determine the extent of the problem. If the Operator in Charge and assistants determine there is no collateral damage to adjacent launching mortars or racks that are affected, the display can resume. However, if the damage is deemed to have caused collateral damage to adjacent launching mortars or racks, then the display will not resume. If in the unlikely event a fireworks aerial shell happens to launch into the audience, the display will be stopped immediately, and power shut off. The display will not resume unless approved by the Simulcast Team (see below). Most of the audience is twice the distance from the discharge site as required by NFPA 1123 (Code of Regulations for conducting outdoor fireworks displays) Personal fireworks are not allowed at the event; this message is disseminated to the public through print, radio commercial spots and on the town web site. If personal fireworks are released by the public, it does not warrant stopping the display The Avon Mountain Adventure Camp will not be utilizing AES for their headquarters on July 2 or July 3. PERIMETER/SITE SECURITY: Salute to the USA – Pyrotechnic Protocol Page 3 Pyrotechnic crew members will park only in designated areas as determined by the Town of Avon and/or Eagle River Fire Protection District. Each person in the vehicle needing to be parked must have the proper credential. July 1 - Town personnel (Gary Padilla) will coordinate the closing of the recreational path around the lake at the north and south ends of the dam, secure the lake/dam with blue event fencing by not later than 9:00 a.m. July 2 - Pyrotechnic product will be loaded onto the dam starting at 8:00 a.m. at which time the Discharge Site and Display Site Lower Premise will be secure with chain link fencing supported by “Restricted Site – No Entry” signage and 5D Shield (see below). Town personnel will install a rope dividing the lake as to not allow public use on the western half of the lake which is within the Discharge Site by not later than 8:00 a.m. Security Locations & Hours: • July 2 - Discharge Site: Four (4) 5D Shield starting at 8:00 a.m. ending at 6:00 p.m.; one (1) over night o One located at the entrance to AES parking lot o One person located on the south recreational path o One person located on rail road tracks/roaming between east and west ends of Display Site o One person roaming Lower Display Site and Discharge Site o One person starting at 6:00 p.m. to 7:30 a.m. July 3 to secure pyrotechnic product overnight • July 3 - Display Site: Up to (5) 5D Shield between 8:00 a.m. and 11:00 p.m. o One located at the entrance to AES parking lot o One person located on the south recreational path o One person located on rail road tracks/roaming between east and west ends of Display Site Two additional personnel will be added between the hours of 4:00 p.m. to 11:00 p.m. o Two Supervisors will roam the entire event venue • Only crew members with proper credentials will be allowed into the Discharge and/or Display Site. • The only personnel allowed within the discharge site are: Western fireworks staff; identified town staff; identified emergency personnel (inspectors). Western will create specific credentials for all pyrotechnic crew members with photo identification for each crew member. A list of the pyrotechnic crew members will be provided to the Town of Avon prior to the display for verification. TIMING & LAUNCH: The timing and launch of the pyrotechnic product it critical to the success of the event therefore, the following has been put into place: The soundtrack and the firing command cues for the pyrotechnic product will originate from the Discharge Site with synchronized CD’s at the Pavilion (on-site sound engineer) and KZYR Studio (in-studio sound engineer). The steps for a manual start are as follows: • Operator in Charge will call the on-site sound engineer on the simulcast channel and the in-studio sound engineer and establish open lines of communication • Switch the Pyro Seeking system to a local control mode • Load the music and time code compact disk • Manually count down with the both on-site and in studio sound engineers “5-4-3-2-1-play” • The Pavilion and KZYR sound/time code files and the Pyro Seeking system would be manually started at the same time Salute to the USA – Pyrotechnic Protocol Page 4 The Simulcast Team will consist of the Fire Chief or his designee, Avon Police Chief or his designee, Western Enterprises Primary Operator, Town Manager or designee and the Town CASE Manager. All members of the simulcast team, or appropriate designees, will meet at 9:30 p.m. on July 3 on the stage deck of the Pavilion except those located on the dam (Magnus Nilsson). The Simulcast Team will be provided with a separate radio channel that they will switch over to at 9:30 p.m. This channel will be free from any other communications. At 9:40 Magnus Nilsson will radio the Simulcast Team and ask for an “all clear”; each member of the team will provide the “all clear, Avon Police Chief”; “all clear Events”; etc. with the last call coming from the Fire Chief. Only after the above step is complete, and at the appropriate time in the Pyro Seeking system (approximately 9:45 p.m.), Magnus Nilsson will start the show. There will be a radio check of all channels at 6:00 p.m. and make sure Town personnel have extra batteries for radios if necessary prior to being stationed on the dam. The “lights out” call from the primary operator will be broadcast over radio communications 15 seconds prior to the start of the CD containing cues/music. The choreographed music includes music/opening narration with a countdown from 10 to 1 with the he first explosive in the sky and exploding on the “one”. This is at approximately 32 seconds into the synchronization timing. There will be approximately seventeen seconds of silence when lights go out and the start of opening narration. All of this should be on the CD that Magnus Nilsson and Kaleidoscope Productions (Stephen Ridgeway) are working with. KZYR (Tony Mauro – radio simulcast) will broadcast the music feed from the Pavilion live on KZYR and without broadcast delay. 970-748-4065 ddempsey@avon.org TO: CASE Committee FROM: Danita Dempsey, CASE Manager RE: Staff Update DATE: September 12, 2022 OPENING COMMENTS: We had another successful and full event season and provided a vibrant calendar of events which supported the community and tourism; elevated the Avon brand and exposure; and allowed Avon to remain competitive amount our peer communities. SUMMARY: This report is being complied just prior to the end of our event season with the Community Picnic on Thursday, September 15th and the inaugural Heart & Soul Festival on Saturday, September 17th yet to produce. Staff has not had copious amounts of time to provide a high level written post-event recap and/or 2022 budget analysis. With that said, we will present a PowerPoint summary of the 2022 season for discussion with the caveat that final numbers on both expense and revenue are not yet fully vetted and completed. Additionally, we will review the 2023 Proposed Budget and special event calendar seeking recommendations and opinions on (1) proposed budget increases and/or decreases (2) Salute to the USA (3)winter fireworks and (4) the Town purchasing nine (9) bronze sculptures from Knox Galleries that have been on display in the Town for numerous years. CURRENT / PLANNING ACTIVITY: The 2023 Proposed Budget reflects a net increase of $156,282. A detailed 2022 Approved Budget vs 2023 Proposed Budget Comparison is provided and attached as Attachment A. The numbers provided in Attachment A do not include personnel costs, general operations (cell phones, meeting expense, dues, and memberships, etc.) and capital outlay (computers, furniture, etc.). The draft 2023 Special Event Calendar is attached and provided as Attachment B. SPECIAL EVENTS: The 2023 Proposed Budget and calendar includes: 1.New events added during 2022 (i.e., Ultimate Après Avon, Pride in the Park, XTERRA USA Championships and Heart & Soul Festival). 2.Expansion and enhancements to talent, sound, lights, and activities for (1) AvonLIVE! (2) Summer’s End and (3) Heart & Soul Festival. 3.Significant vendor increases for chain link fencing, hired security, and portable rentals which effect all events and most impactful to Salute to the USA. 4.Funds to begin the creative and branding process for the Best of the West event to be launched in 2024. Additionally, and in part to allow for the increases mentioned above, the Town Clean Up event ($2,100) and Pop-Up Music series ($8,800) and Circus Colorado ($35,000) contribution have been removed from the 2023 Proposed Budget resulting in $45,900 of savings. 1.AvonLIVE! (11): 2023 Proposed Budget with an increase = $53,741. a.Discussion: Is the CASE Committee supportive of the proposed increase? ATTACHMENT G 970-748-4065 ddempsey@avon.org i.Increased $33,000 to fund headline talent with more name recognition; and, $14,800 to support higher quality light and sound package to support more recognizable bands. ii.Increased to eleven (11) shows instead of ten (10) beginning June 14th through August 30th, 2023, with no show on July 5th. iii.Approximately $15,000 per show in 2022; proposed approximately $20,000 per show in 2023. b.Background: i.During the September 2021 CASE Committee Meeting the same discussion was had resulting in the majority consensus in support of an increase; however, CASE was willing to forego the increase to support Circus Colorado at $35,000. ii.Ultimately, during the 2022 budget cycle, Town Council provided direction to cut AvonLIVE! expenses by $50,000. 2.Summer’s End: 2023 Proposed Budget with an increase = $22,680. The second annual Summer’s End event over Labor Day Weekend was successful however, we did see a decline in participation at Paddle Battles and attendance at Monday concert. a.Discussion: There is continuing momentum with this new event brand and in general, I recommend continuing with the activity line up of Lakeside Cinema, Paddle Battles, expanded SunsetLIVE! and would like to discuss (1) is the CASE Committee supportive of the proposed budget increase and (2) changing the larger concert component and/or potentially adjusting the event days/times with the goal of still activating over Labor Day Weekend. i.Increased $12,500 to fund headline and opening talent with more name recognition. ii.We saw approximately a 45% decrease in attendance at the Monday concert and question was it due to (1) name recognition of talent not enough to draw desired attendance (2) extremely hot weather and timing of event (3) more attractive offerings in peer communities. iii.Please consider pros/cons of the following for discussion: 1.No concert on Monday. 2.Concert on Friday or Saturday instead of Monday, currently Friday is Lakeside Cinema and Saturday is a non-event day. 3.Change nothing, two years of data does not equal trends. b.Background: During the September 2021 CASE Committee Meeting there was consensus in supporting all activation listed above and removal of the art festival component provided by a third-party producer. There was consensus among the Committee that we were “successful” in launching a new event brand and we should continue to grow the brand including band with name recognition. 3.Heart & Soul Festival: 2023 Proposed Budget with an increase = $74,397. a.Discussion: Is the CASE Committee supportive of the proposed budget increase? 970-748-4065 ddempsey@avon.org i.The most impactful increases are headline talent, having two opening bands, and the stage production (sound, light, stage, etc.), interactive art installations and ambient activities, advertising, marketing, and promotions. b.Background: The Heart & Soul Festival was identified during the CASE Committee’s work on the 10-Year Plan to become over time a bookend and namesake multiday festival. In the spring of this year, the Town was offered a chance to host an international acclaimed singer/songwriter reggae artist in September of this year and jumped on the unique opportunity. This resulted in a “soft launch” of the inaugural Heart & Soul Festival produced with savings in the event budget and contingency funds. Currently, the total projected production budget is approximately $68,000. The inaugural event takes place on Saturday, September 17th from 4:00 to 9:00 p.m. and like most events in Avon, is free to attend. Producing the event this year and next with the goal of the event being ticketed in 2024, allows us to gather data from attendees through surveying to help curate the music genres and talent line-up, develop ticket tiers and pricing models, and curate activations such as interactive art experiences. Additionally, we will see if enhancing stage production and venue design through video/lighting features is impactful to the guest experience, and capture video for future social campaigns, website, advertising, and promotion tactics, etc. and we will learn more about who our audience is. 4.Town Clean Up & Pop-Up Music: Currently not in the 2023 proposed budget = $10,900 ($2,100 and $8,800 respectively). a.Discussion: Is the CASE Committee supportive of removing funding? b.Background: i.Town Clean Up was removed mainly due to the outstanding work of the Public Operations Department in getting the Town cleaned up from winter impacts (landscaping, cinders, trash, etc.) and there is no longer a need to request assistance from the Avon community. ii.Pop Up Music was removed mainly to allocate funds towards other events such as AvonLIVE!, Heart & Soul Festival, etc. With that said, I recommend delaying future activation through special events, in the Main Street Mall (“MSM”) until a time when there is organic traffic and vibrancy through businesses. 5.Circus Colorado: Currently not in the 2023 proposed budget; historically funded = $35,000. a.Discussion: Is the CASE Committee supportive of removing funding? b.Background: After much discussion during the September 2021 CASE Committee Meeting, the Circus was included in the 2022 budget. With the caveat of the event being moved to the lower athletic field which would (1) have less impact visually to the main athletic field and (2) be adjacent to the AES and The Aspens and therefore easily visible to a specific segment of the Avon community. 970-748-4065 ddempsey@avon.org The 2021 Colorado Circus post event survey provides insight to the demographics of attendees and is attached and provided as Attachment C. Unfortunately, due to the high price of fuel this summer the producer cancelled the 2022 event. 6.Salute to the USA: 2023 Proposed Budget with an increase = $35,027. a.Discussion: The major questions for the CASE Committee are (1) should fireworks be included if not restricted by wildfire, drought, or other weather conditions (2) if the Town is not able to launch fireworks due to restrictions related to wildfire, drought or weather conditions that are foreseeable, should Staff be directed to provide an alternate activation such as laser show and/or drone show? It is important to note that due to increased costs in the pyrotechnics industry (fireworks, shipping, and supply chain delays), the same level of expense may not yield the same level of experience as years past. And the timing for the decision regarding launching fireworks or not, is critical to execute creative materials and marketing tactics, hire third party vendors for staffing, security, portable facilities equipment, resource recovery, etc. The most impactful increases include but are not limited to: i.Chain link fencing up $10,000 (from $13,000 to either $17,000 or $25,000 depending on fireworks being included). ii.Staff overtime up $5,000 iii.Kids Activation up $4,300 iv.Portable facilities up $3,000 b.Background: A full 2022 event recap see the Staff Report to Town Council dated August 17th, 2022, attached, and provided as Attachment D. i.As outlined in Attachment D, the most common feedback from those surveyed were (1) have fireworks, (2) mores kid’s activities, and (3) more or better music. ii.Since we did not launch fireworks this year, the savings were spent on (1) additional family friendly activities (i.e., photo booth, climbing wall and more inflatable features) (2) laser show including graphics on side of mountain, beams over the crowd and accompanying soundtrack (3) live painting experience with Pat Milbery final art piece (4) projection mapping of Enjoy Life! | Disfrute La Vida! Mural and (5) increased cost of top-level opening talent (Cory Wong). Additionally, Staff was provided direction to gather information and quotes for drone shows and did so in late February. For discussion, a summary of the information is provided below: i.A 100-drone performance of 10-12 minutes in length is $30,000; a 150-drone performance of 10-12 minutes in length is $45,000. ii.The cost is approximately $300 to $400 per drone. 970-748-4065 ddempsey@avon.org iii. One launch is between 10 and 12 minutes maximum. You can have two launches back-to-back with a 1-2 minute down time in-between. iv. Drone show is at approximately 400 feet in the air. v. They can choregraph to a musical score if we provide the score 45 days prior to the performance. 7. Winter Fireworks: This event is not in the 2023 Proposed Budget. Approximate expense = $88,900 - See Winter Fireworks Preliminary Budget attached as provided as Attachment E. a. Discussion: Is the financial expense impactful in terms of what is delivered to the community for (1) a full production (22-23 minutes) and/or (2) a smaller production (10-12 minutes)? b. Background: The Town did not launch or pay for fireworks this calendar year; and enters its final year of a multiyear agreement with Western Enterprises who provides all pyrotechnic product and production. The agreement states the Town must launch the display prior to February 24th of the following year. If the Town decides to not launch the display in 2023, the Town is required to pay a cancellation for of $13,500 which is what the Town did in 2021. During the September 2021 CASE Committee Meeting this same question was discussed resulting in a majority consensus for not producing a winter firework event (“July in January”) in 2022 and plan to strategically plan for fireworks / new event in January 2023 or beyond. 8. Concessions: In general, I am not comfortable providing final net revenue numbers with 100% accuracy, however, below is an estimate of gross revenue for each event or series: a. AvonLIVE! – Gross Revenue = $30,636.81; up from $16,865 last year b. Salute to the USA - Gross Revenue = $28,388; flat revenue but increased volume see Attachment D. c. Summer’s End Concert – Gross Revenue = $2,142; down from $5,735 last year. ARTS & CULTURE: The 2023 Proposed Budget remains flat at $44,000. 1. Alterations to the Art Around Avon temporary installation program to (1) enhance artist participation by including one-night hotel stay in Town, catered meal(s), one day to de-install and one day to install, and a 2-year exhibition period and (2) decrease the year-over-year costs. 2. Knox Galleries Bronze Sculptures: a. Discussion: Should the Town enter negotiations to purchase one or more of the nine (9) bronze sculptures owned by Knox Galleries? A list of the sculptures including title, Knox Galleries presented price and net desired price, location, etc. is attached and provided as Attachment F. i. Are all the pieces desired? ii. If so, which ones would CASE recommend purchasing? iii. If not, what becomes of the empty pedestals? iv. Would they be rolled into the Art Around Avon temporary installation program? 970-748-4065 ddempsey@avon.org b. Background: The Town was approached by Knox Galleries on June 30th, 2022, regarding the purchase of nine (9) Knox Galleries owed bronze sculptures some of which have been on exhibition in the Town since 1997. Staff was directed to secure an appraisal of the nine (9) bronze sculptures and present to the CASE Committee for discussion prior to presenting to Town Council. At the time of this report, the appraisal had not yet been received. FUTURE AGENDA ITEMS: 1. 2023 Proposed Budget and Council Work Session on September 27th 2. Town Produced Post-Event Debriefs 3. Third Party Producer Presentations and Funding ATTACHMENTS: Attachment A – 2022 vs 2023 Proposed Budget Comparison Attachment B – Draft 2023 Special Event Calendar Attachment C – 2021 Colorado Circus Demographic Report Attachment D – RPT Salute to the USA: Staff Report to Council Attachment E – Preliminary Budget Winer Fireworks Attachment F – Knox Galleries Owned Bronze Sculptures Thank you, Danita Proposed 2023 $993,649.02 Proposed 2023 $91,868.00 Proposed 2023 $901,781.02 Adopted 2022: April 27, 2022 $825,173.96 Adopted 2022: April 27, 2022 $79,675.00 Adopted 2022: April 27, 2022 $745,498.96 Difference $168,475.06 Difference $12,193.00 Difference $156,282.06 TOWN PRODUCED EVENTS TOTALS TOWN PRODUCED EVENTS TOTALS Egg Hunt 15,275.00$ Egg Hunt 15,275.00$ -$ Town Clean Up 2,100.00$ Town Clean Up -$ (2,100.00)$ Best of the West -$ Best of the West 1,800.00$ 1,800.00$ AvonLIVE! (10)167,769.00$ AvonLIVE! (11)221,509.92$ 53,740.92$ 32% increase SunsetLIVE! (14)22,850.00$ SunsetLIVE! (14)22,850.00$ -$ Pop Up Music (11) $ 8,800.00 Pop Up Music (11) $ - (8,800.00)$ Salute to the USA 258,560.96$ Salute to the USA 293,588.10$ 35,027.14$ 13% increase Lakeside Cinema (9)16,252.00$ Lakeside Cinema (9)18,821.00$ 2,569.00$ Paddle Battles 16,151.00$ Paddle Battlles 13,590.00$ (2,561.00)$ Sunset SUP Race (2)3,826.00$ Sunset SUP Race (2)3,639.00$ (187.00)$ Summer's End 37,549.00$ Summer's End 60,229.00$ 22,680.00$ 60% Increase Community Picnic 14,000.00$ Community Picnic 20,909.00$ 6,909.00$ Heart & Soul Festival 58,041.00$ Heart & Soul Festival 132,438.00$ 74,397.00$ 128% Increase TOWN PRODUCED EVENTS TOTAL:$621,173.96 TOWN PRODUCED EVENTS TOTAL:$804,649.02 183,475.06$ 29% Overall Expense Increase THIRD PARTY PRODUCED TOTALS THIRD PARTY PRODUCED TOTALS Ultimate Apres Avon 10,000.00$ Ultimate Apres Avon 10,000.00$ -$ Pride in the Park -$ Pride in the Park -$ Vail Valley Lacrosse -$ Vail Valley Lacrosse -$ -$ Vail Valley Brew-Au'32,000.00$ Vail Valley Brew-Au'32,000.00$ -$ Xterra Mtn. Champoinship -$ Xterra Mtn. Champoinship 10,000.00$ 10,000.00$ Dancing in the Park 30,000.00$ Dancing in the Park 30,000.00$ -$ Circus Colorado: Flynn Creek 35,000.00$ Circus Colorado: Flynn Creek -$ (35,000.00)$ Avon Art Celebration 3,000.00$ Avon Art Celebration 3,000.00$ -$ Vail Valley Soccer Cup -$ Vail Valley Soccer Cup -$ -$ Man of the Cliff 10,000.00$ Man of the Cliff 10,000.00$ -$ Contingency 40,000.00$ Contingency 50,000.00$ 10,000.00$ TOTAL THIRD PARTY & CONTINGENCY:160,000.00$ TOTAL THIRD PARTY & CONTINGENCY:145,000.00$ (15,000.00)$ 9% Decrease ART INSTALLATIONS TOTALS ART INSTALLATIONS TOTALS Temp. Art Installations 44,000.00$ Temp. Art Installations 44,000.00$ -$ Temp. and/or Permanent Art Installation -$ Temp. and/or Permanent Art Installation -$ -$ TOTAL ART INSTALLATIONS:44,000.00$ TOTAL ART INSTALLATIONS:44,000.00$ -$ GRAND TOTAL:$825,173.96 GRAND TOTAL:$993,649.02 168,475.06$ 20% Overall Increase EVENT SPONSORSHIP TOTALS EVENT SPONSORSHIP TOTALS Salute to the USA 16,000.00$ Salute to the USA 10,000.00$ (6,000.00)$ AvonLIVE! Series -$ AvonLIVE! Series -$ -$ Best of the West -$ Best of the West -$ -$ Summer's End -$ Summer's End -$ -$ Heart & Soul -$ Heart & Soul -$ -$ Sub -Total:16,000.00$ Sub -Total:10,000.00$ (6,000.00)$ EVENT CONCESSIONS EVENT CONCESSIONS Gross AvonLIVE! 16,875.00$ Gross AvonLIVE! 25,828.00$ 8,953.00$ Gross Salute to the USA 28,000.00$ Gross Salute to the USA 28,000.00$ -$ Summer's End 4,500.00$ Summer's End 4,500.00$ -$ Heart & Soul -$ Heart & Soul 4,500.00$ 4,500.00$ Sub -Total:49,375.00$ Sub -Total:62,828.00$ 13,453.00$ TURN-KEY PERMITS TURN-KEY PERMITS Other TBD 900.00$ Other TBD 1,200.00$ 300.00$ -$ Sub-Total:900.00$ Sub-Total:1,200.00$ 300.00$ SPECIAL EVENT FEES SPECIAL EVENT FEES Vendor Fees: Salute 4,600.00$ Vendor Fees: Salute 8,100.00$ 3,500.00$ Vendor Fees: Avon Live 2,000.00$ Vendor Fees: Avon Live 2,500.00$ 500.00$ Vendor Fees: Summer's End 300.00$ Vendor Fees: Summer's End 950.00$ 650.00$ Vednor Fees: Heart & Soul 300.00$ Vednor Fees: Heart & Soul 300.00$ -$ Bridge Banner Fees -$ Bridge Banner Fees -$ -$ Sound Permits 100.00$ Sound Permits 100.00$ -$ Paddle Battle Registration Fees 400.00$ Paddle Battle Registration Fees 400.00$ -$ SunsetSUP Registration Fees 250.00$ SunsetSUP Registration Fees 250.00$ -$ Sub -Total:7,700.00$ Sub -Total:12,600.00$ 4,900.00$ SPECIAL EVENT ADMISSION FEES SPECIAL EVENT ADMISSION FEES Ultimate Apres Avon 1,500.00$ Ultimate Apres Avon 800.00$ (700.00)$ Circus Bella -$ Circus Bella -$ -$ Vail Valley Brew Fest 2,200.00$ Vail Valley Brew Fest 2,200.00$ -$ Sub-Total:3,700.00$ Sub-Total:3,000.00$ (700.00)$ MOBILE VENDORS MOBILE VENDORS -$ Food Truck Program 175.00$ 175.00$ Sub-Total:-$ Sub-Total:175.00$ 175.00$ PAVILION RENTAL $2,000 PAVILION RENTAL $2,000 Sub-Total:$2,000 Sub-Total:$2,000 -$ FIELD RENTAL $0 FIELD RENTAL $240 Sub-Total:$0 Sub-Total:$240 240.00$ TOTAL PROJECTED REVENUE:79,675.00$ TOTAL PROJECTED REVENUE:91,868.00$ 12,193.00$ 15% Increase Variance Variance Variance Variance Variance Variance Variance Variance 2023 BUDGET REVENUE: PROPOSED 2022 BUDGET REVENUE: ADOPTED APRIL AMENDMENT ATTACHMENT A: 2022 VS 2023 PROPOSED BUDGET COMPARISION SUMMARY: 8.22.22 GROSS EXPENSE GROSS REVENUE NET 2022 VS 2023 PROPOSED BUDGET COMPARISON 2022 BUDGET EXPENSE: ADOPTED APRIL AMENDMENT 2023 BUDGET EXPENSE: PROPOSED Variance Variance Variance ATTACHMENT B-2023 Events Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 29 30 31 26 27 28 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 1 2 3 4 5 6 1 2 3 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 1 2 3 4 5 1 2 2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 Event Type Legend Music Education Recreation Private Rental / APP Arts & Culinary MSM Activation Participatory & Athletic Field Maintenance 2+ colors for multiple Events/Venues Event: Dates, Names & Venue Details APRIL April 8 | Egg Hunt UF April __ | Avon’s Ultimate Après LAKEST. MAY JUNE June 3 | Pride in the Park** P, UF June 4, 11, 18, 25 | SunsetLIVE! T June 9 | Art Around Avon Walk A June 19, 26 | Dunk-N-Dash NB, NL, TR June 21, 28 | AvonLIVE! P, UF June 3, 10, 17, 24 | Yoga in the Park T June 8, 15, 22, 29 | OW Swim NB, NL June 18 | Daddy-Daughter Tutu 2K TR June 20 – 22 | Lacrosse* UF, LF JULY July 1,8,15,22,29| Yoga in the Park T July 5,12,19,26 | AvonLIVE! P, UF July 7,14, 21,28 | LS Cinema P, UF July 10,17,24,31 | Dunk-N-Dash NB, NL, TR July 21,22,23 | Avon Arts Celebration* UF July 28,29,30 | Avon Arts Celebration* UF July 3 | Salute to the USA P July 6, 13,20, 27 | OW Swim NL, NB July 9, 16, 23, 30 | SunsetLIVE! T July 14 | SunsetSUP! NL July ____ | Colorado Disc Dogs** UF AUGUST August 2, 9, 16, 23, 30 | AvonLIVE! P, UF August 3, 10 | OW Swim NL, NB August 5,12,19,26 | Yoga in the Park T August 7,14,21,28 | Dunk-N-Dash NB, NL August 12 13 | OW Swim Ch’ship NL, NB August 26 | Xterra**UF, NL, P August 3 | Dancing in the Park** P August 4, 11, 18, 25 | LS Cinema P August 6, 13, 20, 27 | SunsetLIVE! T August 12 | Vail Valley Brew-Au** P,UF August 18 | SunsetSUP! NL SEPTEMBER September 1 | LS Cinema P, UF September 3 | Paddle Battles NB, NL September 14 | Community Picnic UF September 3 | SunsetLIVE! T September 4 | Summer’s End P,UF September 16 | Heart & Soul P,UF OCTOBER October 7, 8 | Vail Valley Soccer** UF October 14,15 | Man of the Cliff** UF October 28 | Polar Plunge NL, T ** Third party produced event dates are subject to change Venue Legend Main Street Mall | MSM Pavilion | P Terrace | T All-town | A Trails | TR Lower Rec Field | LF Upper Rec Field | UF Nottingham Lake | NL Nottingham Beach | NB 2023 Public/Private Rentals Calendar January February March Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 6 7 1 2 3 4 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 29 30 31 26 27 28 26 27 28 29 30 31 April M May June Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 1 2 3 4 5 6 1 2 3 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 30 July August S September Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 1 2 3 4 5 1 2 2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30 30 31 October November December Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa 1 2 3 4 5 6 7 1 2 3 4 1 2 8 9 10 11 12 13 14 5 6 7 8 9 10 11 3 4 5 6 7 8 9 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 Event: Dates, Names & Venue Details MAY JUNE June 2 | EFEC P, UF June 17 | Wedding HOLDT JULY August October Circus Colorado Survey for Flynn Creek Circus in Avon, CO 2021 SurveyMonkey 9 / 15 0.00%0 0.00%0 2.33%2 13.95%12 79.07%68 4.65%4 Q6 Which race/ethnicity best describes you? (Please choose only one.) Answered: 86 Skipped: 0 TOTAL 86 #MULTIPLE ETHNICITY / OTHER (PLEASE SPECIFY)DATE 1 None 8/16/2021 2:20 PM 2 N/a 8/16/2021 7:52 AM 3 I don’t answer racial profiling questions. Never have.8/15/2021 3:08 PM 4 Black, French, Irish, German 8/14/2021 11:53 AM American Indian or... Asian / Pacific... Black or African... Hispanic White / Caucasian Multiple ethnicity /... 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES American Indian or Alaskan Native Asian / Pacific Islander Black or African American Hispanic White / Caucasian Multiple ethnicity / Other (please specify) ATTACHMENT C 970-748-4065 ddempsey@avon.org TO: Honorable Mayor Smith Hymes and Council members FROM: Danita Dempsey, CASE Manager RE: Salute to the USA Post Event Report DATE: August 17, 2022 SUMMARY: This report contains a summary of Staff findings, observations and reporting as well as Intercept Survey data on the 36th annual Salute to the USA event, on July 3rd, 2022. This is submitted as a written report and no action by Council is requested. BACKGROUND: Avon’s hallmark and signature event Salute to the USA was held for the 36th year on Sunday, July 3rd, 2022. The event is well established and can draw upwards of 25,000 people to Harry A. Nottingham Park and surrounding areas. This year’s event did not include fireworks due to concerns about the wildfire potential outlook presented at the May 22nd, 2022, Avon Town Council Meeting. During the CASE Committee Meeting on May 19th Staff received a recommendation to include a laser and/or drone show to replace the fireworks element which was supported by the Town Manager. Additionally, to help ensure the event was well activated, Staff contracted for more family entertainment options which included a photo booth, climbing wall, and more inflatable features. POST EVENT REPORT: Overall, the event ran very smoothly with all departments working together to create a seamless guest experience. The number of guests through the gates is estimated at 18,534 (guest count in 2021 was approximately 8,300). Guests were clicked by volunteer personnel as they accessed the venue via four main entry points located at (1) between the Recreation Center and Library, (2) Lake Street South terminus, (3) Lake Street North terminus, and (4) pedestrian bridge near the playground. The crowd size in the venue, and on the roadways were more manageable than the volume we experience when fireworks are included. Intercept Insights, LLC surveyed the event via in-person intercept and QR code methods in both English and Spanish; nearly 25% of the responses were recorded in Spanish. Please note the number of guests Staff reported to Intercept Insights is lower than clicked at the gates to allow for some margin of error by personnel clicking guests. The survey report highlights are provided below, and the full survey report is provided as Attachment A. Furthermore, to provide the granular detail on accommodations by type and location, which is available on the digital survey dashboard but not on Attachment A; Staff has provided screenshots of this information attached as Attachment B. 1.Total completed surveys – 125 | 100 In-person Intercepts | 25 QR Code Completions 2.Sample size provides statistical validity with an error rate of 8.7% at a 95% confidence interval 3.Estimated attendance – 16,500 4.Estimated revenue generated to the Town of Avon - 2.7M 5.73% of the attendees came to Avon, CO specifically for the Salute to the USA 6.62% of the attendees had attended Salute to the USA in the past 7.“Word-of-mouth” and “Newspaper” were selected most when asked, “How did you hear about, and/or where did you see advertising for Salute to the USA?” 8.67% of the attendees staying in paid lodging stayed in Avon, CO 9.83% are “Very” or “Extremely Likely” to return in the future 10.Average nights stayed in paid lodging in Avon, CO – 5.5 11.Average group size of those lodging in Avon, CO – 2.1 12.Average age of respondents – 48.7 | Average age of children under 18 – 7.0 ATTACHMENT D Page 2 of 3 13. Estimated number of room nights generated in Avon – 4,113 14. Estimated average nightly rate in Avon - $430 Also, in the open-ended questions section of the survey participants were asked, “What can we do to increase your likelihood to recommend this event?” The most common responses were (1) have fireworks, (2) more kid’s activities, and (3) more or better music. And when asked “Is there one think we can do to enhance your experience in the future?” The most common responses were (1) better, more, or different types of music, (2) more food and beverage options, and (3) lower volume of music. The remainder of this report provides a brief list of what Staff believes functioned well, and areas identified as needing improvement and/or adjustment. Additionally, a detailed Final Post Event Brief arranged by (1) Operations & Logistics (2) Production & Talent (3) Security, Medical & Emergency Response (4) Sanitation & Resource Recovery (5) Marketing, Promotions & Communications; and (6) Transportation & Parking to allow for ease of organizing the information, the Final Post Event Brief is provided and attached as Attachment C. Additionally, a mini photo gallery is provided as Attachment D. Functioned Well: 1. Pedestrian foot traffic flow, entrances are in the right locations and guests accessed them evenly. 2. Talent was entertaining, put on a fantastic performance, and was a great fit for Avon. 3. Laser program instead of fireworks was well received and enjoyment depended on where you watched from. 4. Operations and coordination of laser show was less impactful than fireworks (no security, less staffing, less cost, no traffic stopped on I-70). 5. 30’ bars instead of 40’ allowed for more efficient operations, product was balanced and sold quickly, and guests enjoyed the low price point. 6. Expanded family activities with addition of a photo booth, climbing wall and more inflatables. 7. VIP hospitality operations were smooth, food was good and live painting experience was well received. 8. Pre-event cross Department all Staff meeting prepared personnel for their roles, responsibilities, and shifts. 9. Public Operations Works and Events Team stayed ahead of build schedule resulting in less staff time on Saturday, July 2nd 10. Promotions and advertising campaign on digital, social, and print gained more traction than prior years. 11. Staff working the event enjoyed the special surprise Salute to the USA branded socks. Areas for Improvement / Adjustment: 1. Additional Zero Hero stations for trash, recycle and composting. 2. Keeping Mikaela Way open did not ease traffic operations as expected and we should plan to again close Mikaela Way regardless of if there are fireworks. 3. Additional lighting in the venue, at points of egress and at sustainability sorting area. 4. Leaving the venue open during build creates potentially unsafe environment for park users. 5. The new “pass through gate” on the south side by the boat dock was challenging to manage. 6. Hire temporary labor to support cleanup efforts on July 4th. Page 3 of 3 FINANCIAL CONSIDERATIONS: The Approved 2022 Budget event expense is $258,560 and the actual year to date spend is $229,808; realizing a $28,752 savings. The Approved Budget event revenue projection is $48,600 and the actual year to date gross revenue is $36,100. Therefore, the net expense is $193,708. The decrease in revenue is directly correlated to the presenting sponsor backing out when fireworks were not happening. Although, alcohol sales were near identical to last year at $28,000 in gross sales the units sold is up by 47%, with 5,713 units sold this year compared to 3,856 units sold in 2021. Also, vendor booth sales were up from $4,600 in 2021 to $8,100 this year. Thank you, Danita Attachment A: Salute to the USA Survey Report Attachment B: Accommodations Filter by Type & Location Attachment C: Final Post Event Brief – Salute to the USA 2022 Attachment D: Photo Gallery Salute to the USA SALUTE TO THE USA SURVEY RESULTS JULY 2022 Prepared for: Town of Avon Prepared by: Intercept Insight, LLC PO Box 2078 Avon, CO 81620 970.331.1086 www.interceptinsight.com ATTACHMENT A OBJECTIVES The Town of Avon invested in a third party research company, Intercept Insight, LLC, to conduct intercept surveys during Salute to thte USA to help quan fy decisions and increase performance related to the event. With this insight, the Town is able to evaluate economic contribu ons of the event, develop objec ves to increase the overall performance, market effec vely, and provide sponsors with valuable data regarding the event. The Town of Avon iden fied several objec ves for this study. Objec ves: v A)endee details (e.g. reason for visi ng Avon, prior a)endance, loyalty) v Intent to return to the event v Quan fy recommenda ons v Evaluate event performance v Es mate spending habits v Es mate revenue genera on v Understand media effec veness/awareness v Obtain demographical and geographical data v Determine accommoda ons, nights stayed, town stayed in, etc. v Town of residence/Neighborhood SALUTE TO THE USA METHODOLOGY The Town of Avon and Intercept Insight designed a core set of ques ons intended to meet the objec ves of the study, including some event specific ques ons. Once the survey was approved the ques ons were programmed into a survey design tool and then uploaded to tablets. The surveys were then conducted in-person using the tablets to collect the data. In-person intercepts were conducted on July 3rd, 2022 throughout the event loca on. Surveyors were hired and trained to conduct the intercepts in a way so that a random representa ve sample of the popula on was being collected each day. Those surveyed must have been 18 years of age or older. A sample plan was designed, and a quota was met to ensure sta s cal validity. Once the quota were met, the data was downloaded using a sta s cal so8ware and prepared for analysis and repor ng. The Town of Avon requested the survey to be translated to Spanish to ensure diversity within the sample, and a QR to be created to help increase the sample size. Nearly a quarter of the responses were recorded in Spanish. SALUTE TO THE USA HIGHLIGHTS v Total completed surveys – 125 | 100 In-person Intercepts | 25 QR Code Comple ons v Sample size provides sta s cal validity with an error rate of 8.7% at a 95% confidence interval v Es mated a)endance – 16,500 v Es mated revenue generated to the Town of Avon - 2.7M v Net Promoter Score – 64 v Overall Sa sfac on Score – 88 v 73% of the a)endees came to Avon, CO specifically for the Salute to the USA v 62% of the a)endees had a)ended Salute to the USA in the past v “Word-of-mouth” and “Newspaper” were selected most when asked, “How did you hear about, and/or where did you see adver sing for Salute to the USA?” v 67% of the a)endees staying in paid lodging stayed in Avon, CO v 83% are “Very” or “Extremely Likely” to return in the future v Average nights stayed in paid lodging in Avon, CO – 5.5 v Average group size of those lodging in Avon, CO – 2.1 v Average age of respondents – 48.7 | Average age of children under 18 – 7.0 v Es mated number of room nights generated in Avon – 4,113 v Es mated average nightly rate in Avon - $430 SALUTE TO THE USA SALUTE TO THE USA FILTERS 2022 0K 5K 1.. 1.. 2.. 2.. 3.. . . . . . . . . . 16,500 $2,708,536 Attendance and Revenue Generation Year 2022 SALUTE TO THE USA FILTERS 2022 0% 20% 40% 60% 80% 100% 10% 15% 64% 74% Net Promoter Score Year 2022 Legend Promoters Net Promoter Score Passive Supporters Detractors Overall satisfaction Availability of food & beverages Quality of food & beverages Friendliness of staff Quality of the Entertainment 2022 2022 2022 2022 2022 0 20 40 60 80 100 88 88 92 94 88 Attribute Satisfaction Ratings SALUTE TO THE USA FILTERS Better music. I was expecting patriotic music or at least music I knew Big screens of stage in the back Continue free kids activities Don’t waste water & plastic by forcing me to throw away my water bottles for my entire family whiten I entered the event. How stupid. You are the ones not being environmentally responsible. Fireworks Fireworks not laser show What can we do to increase your likelihood to recommend this event? Year 2022 2022 Better music Fireworks Limit how load the music is More hip hop music More type of music More variety of music More vendors More vendors, less lines A. A. A. A. A. A. A. A. A. A. A. A. A. A. A. Is there one thing we can do to enhance your experience in the future? SALUTE TO THE USA FILTERS Came for event Heard about it after arrival 2022 2022 0% 20% 40% 60% 80%73% 27% Reason for Visiting Avon Year 2022 Not at all Likely Not Very Likely Somewhat Likely Very Likely Extremely Likely 2022 2022 2022 2022 2022 0% 20% 40% 60% 3%3% 10% 28% 55% Intention to Return SALUTE TO THE USA FILTERS First year 2 years 3 years 4 years 5+ years 2022 2022 2022 2022 2022 0% 10% 20% 30% 40%38% 10%8%7% 38% Prior Attendance Year 2022 Self Spouse or significant other Family (including children)Family (not including children)Friends and Family Friends Only 2022 2022 2022 2022 2022 2022 0% 10% 20% 30% 12% 24% 29% 15%14% 6% With Whom Attended SALUTE TO THE USA FILTERS Yes No 2022 2022 0% 20% 40% 60% 80%75% 25% Are you with children < 18? Year 2022 1 Child 2 Children 3 Children 4 Children More than five children 2022 2022 2022 2022 2022 0% 10% 20% 30% 40% 30% 44% 11% 4% 11% Number of Children < 18 2022 0.0 2.0 4.0 6.0 8.0 10.0 7.0 Average Age of Children SALUTE TO THE USA FILTERS Email Instagram Poster Concierge Other Radio Newspaper Friends/Family Town of Avon Website Google Search Facebook Discover Avon Website Other Website 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% 50% 2% 4% 13% 3% 12% 7% 29% 31% 6%7% 14% Media/Awareness Year 2022 SALUTE TO THE USA FILTERS Primary Residence Paid Lodging Friends/Family 2nd Home Timeshare VRBO/AirBnB Day Trip Camping 2022 2022 2022 2022 2022 2022 2022 2022 0% 20% 40% 60%54% 12%9%7%6%6%4%1% Accommodations Year 2022 Avon Beaver Creek Eagle Vail Vail Breckenridge Keystone Leadville 2022 2022 2022 2022 2022 2022 2022 0% 20% 40% 60% 67% 12% 7%7% 2%2%2% In what town are you staying? Click on the accommodation type to see in which town the respondent was staying SALUTE TO THE USA FILTERS 1 - 2 3 - 5 6 - 7 8 - 10 11 - 14 15+ 2022 2022 2022 2022 2022 2022 0% 10% 20% 30% 40% 50% 10% 46% 29% 7% 2% 5% Nights Stayed Categories (All Accommodations) Year 2022 2022 0.0 2.0 4.0 6.0 5.8 Average Nights Stayed (All Accommodations) SALUTE TO THE USA FILTERS Lodging Spend Dining Spend Vendor Spend Retail Spend Activities Spend 2022 2022 2022 2022 2022 $0 $2,000 $4,000 $3,275 $189 $86 $41 $73 Average Household Spend in Avon by Category Year 2022 2022 $0 $100 $200 $300 $400 $500 $430 Average Nightly Rate Generated in Avon 2022 0 1,000 2,000 3,000 4,000 4,113 Room Nights Generated in Avon SALUTE TO THE USA FILTERS 2022 1% 2% 7% 1% 2% 1% 1% 1% 1% 2% 1% 1% 1% 2% 73% 1% © 2022 Mapbox © OpenStreetMap Origin Year 2022 1%73% Percentage SALUTE TO THE USA FILTERS Colorado Texas Florida Arizona Chile England Georgia Kansas Massachusetts Mexico Minnesota Missouri Nevada New Jersey New Mexico North Carolina Ohio Utah Wyoming 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 20% 40% 60% 80% 73% 7%2%1%1%2%1%1%1%2%2%1%1%1%1%2%1%2%1% States of Origin Year 2022 Local In-State Day In-State Overnight Out-of-State International 2022 2022 2022 2022 2022 0% 10% 20% 30% 40% 50% 54% 4% 15% 22% 4% Market Segment SALUTE TO THE USA FILTERS Avon Edwards Vail Eagle Vail Gypsum Eagle Minturn Redcliff Other (please specify) 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 10% 20% 30%27% 23% 16% 13% 10% 4%3%1%3% In which community do you live? Year 2022 East Core (valley floor east of Avon Road – Chapel Square) Hurd Lane/Eaglebend Mountain Star Northside – Metcalf and Nottingham Roads Nottingham Park/Lake Area Other (please specify) Village at Avon, Piedmont, Buffalo Ridge West Avon (valley floor west of Avon Elementary – Sunridge/Aspens/Liftview) Wildridge 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 5% 10% 15% 5% 11%11%11%11% 16% 5% 16%16% In which part of Avon do you live? SALUTE TO THE USA FILTERS Married w/ children living at home Married w/ children not living at home Married w/o children Single w/ children living at home Single w/ children not living at home Single w/o children Prefer not to answer 2022 2022 2022 2022 2022 2022 2022 0% 10% 20% 30% 33% 24% 17% 3%4% 16% 2% Family Status Year 2022 Own Rent Prefer not to answer 2022 2022 2022 0% 20% 40% 60% 80% 74% 21% 4% Own vs. Rent Primary Residence SALUTE TO THE USA FILTERS Some High School High School Some College Associates Degree (2 year) Bachelor's Degree (4 Year) Post Graduate Degree Prefer not to answer 2022 2022 2022 2022 2022 2022 2022 0% 20% 40% 60% 3% 15% 7%2% 47% 17% 7% Education Level Year 2022 Student $0-$24,999 $25,000-$54,999 $55,000-$74,999 $75,000-$99,999 $100,000-$199,999 $200,000-$499,999 $500,000+ Prefer not to answer 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 20% 40% 1%2% 9% 2% 7% 17%14% 6% 42% Income Categories SALUTE TO THE USA FILTERS Female Male Prefer not to answer 2022 2022 2022 0% 20% 40% 60% 45% 54% 1% Gender Year 2022 White/Caucasian Hispanic/Latinx Black/African American Asian Native American/American Indian Native Hawaiian/Pacific Islander Other (please specify) Prefer not to answer 2022 2022 2022 2022 2022 2022 2022 2022 0% 50% 100% 64% 26% 2%2%2% Ethnicity 25 - 34 35 - 44 45 - 54 55 - 64 65+ 2022 2022 2022 2022 2022 0% 10% 20% 30% 13% 29% 21%20%18% Age Categories 2022 0.0 10.0 20.0 30.0 40.0 50.0 48.7 Average Age SALUTE TO THE USA FILTERS Outdoor Enthusiast (camping, hunting, fishing) Traveler Wine & Foodie Sports Enthusiast (hiking, biking, skiing) Health & Fitness Home Enthusiast (gardening, pet owner, avid reader) Tech Enthusiast Investment & Money Hobbies & Interests (collector, crafts, home shop) Craft Beer Enthusiast Arts Enthusiast (music, dance, Theatre) Live Music Enthusiast Other (specify) 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 2022 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 45% 39%38% 34% 19% 14% 3% 11% 15% 26% 21% 30% 2% Lifestyle Categories Year 2022 Accommodations Filters: Paid Lodging ATTACHMENT B Accommodations Filters: Friends & Family Accommodations Filters: 2nd Homes Accommodations Filters: Timeshare ATTACHMENT C - SALUTE TO THE USA 2022 - POST-EVENT BRIEF EVENT OVERVIEW EVENT NAME DAY/DATE AND TIMES PRODUCER Salute to the USA Sunday, July 3rd, 2022 Start Time: 5:00pm End Time: 10:30pm ☒ Town Produced ☐ 3rd party _______________ LOCATION ESTIMATED ATTENDANCE/FREE OR TICKETED WEATHER DURING EVENT Harry A. Nottingham Park and Avon Performance Pavilion 18,534 people came through four main gates: A. REC/LIB: 5,000 B. LAKE ST. SOUTH: 4,731 C. LAKE ST. NORTH: 4,387 D. PED BRIDGE: 4,416 Temp: High 82 Low 58 Wind: Wind was minimal Rain/Snow: Sprinkled rain before doors Weather was beautiful, great temperature with some cloud coverage BRIEF EVENT DESCRIPTION We invite you to take part in the family friendly festivities in Harry A. Nottingham Park with face painters, holiday themed stilt walkers, balloon sculptors, magicians, inflatable fun houses and so much more! Bring your blanket and enjoy festival style food favorites from fresh squeezed lemonade and funnel cakes to mini-donuts and roasted ears of corn. Live music is sure to keep you dancing and singing, followed by a state of the art, awe inspiring laser show lighting up Nottingham Park and nearby hillside! Opener: Cory Wong takes the stage at 6:00 p.m. Headliner: Galactic featuring Anjelika 'Jelly' Joseph EVENT DETAILS EXPENSE BUDGET REVENUE GENERATED ALCOHOL SERVED APPROVED BUDGET = $258,560 ACTUAL SPEND = $229,808 NET EXPENSE = $193,708 $36,100 Gross GROSS ALCOHOL SALES = $28,000 VENDOR SPACE = $8,100 ☒ Yes, Town Served ☐ Yes, BYOB ☐ Yes, S.E. Permit ☐ No STAFF OBSERVATI0NS/RECOMMENDATIONS Overall, the event ran very smoothly with all departments working together to create a seamless guest experience. The number of guests through the gates, in the venue, and on the roadways were more manageable than the volume we experience when fireworks are included. The Intercept Survey finds that guests were disappointed there were not fireworks. Highlight - Functioned Well: 1. Pedestrian foot traffic flow, entrances are in the right locations and guests accessed them evenly. 2. Talent was entertaining, put on a fantastic performance, and was a great fit for Avon. 3. Laser program instead of fireworks were well received and enjoyment depended on where you watched from. 4. Operations and coordination of laser show was less impactful than fireworks (no security, less staffing, less cost, no traffic stopped on I-70). 5. 30’ bars instead of 40’ allowed for more efficient operations, product was balanced and sold quickly, and guests enjoyed the low price point. 6. Expanded family activities with addition of a photo booth, climbing wall and more inflatables. a. Family Zone reported 3,500 kids came through 7. VIP hospitality operations were smooth, food was good and live painting experience was well received. 8. VIP rsvp not being required significantly reduced the staff administration time. 9. Communications on the same radios (800 MHz) and channel between departments and Incident Command worked well with small periods of time where volume was extreme. 10. Pre-event cross department all staff meeting prepared personnel for their roles, responsibilities, and shifts. 11. Planning documents provided clear direction regarding build timelines, asset placement, vendors, and power needs. 12. Public Operations Works and Events Team stayed ahead of build schedule resulting in less staff time on Saturday, July 2nd 13. Promotions and advertising campaign on digital, social, and print gained more traction than prior years. A full events marketing report will be presented later in the season. 14. American Fencing Company sent two crews for both build and strike which was done in one day each instead of two. 15. Staff working the event enjoyed the special surprise Salute to the USA branded socks. 16. Requesting staff to volunteer to work a shift in exchange for additional PTO 17. Food vendors stated they did “very well.” Page 2 Highlight - Areas for Improvement/Adjustment: 1. Additional Zero Hero stations for trash, recycle and composting. 2. Keeping Mikaela Way open did not ease traffic operations as expected and we should plan to again close Mikaela Way regardless of if there are not fireworks in 2023. 3. Secure chain link fence at restroom building / playground. 4. Rent golf carts as the four (4) in Public Operations is not enough to accommodate staff and materials being moved during build and strike. 5. Additional lighting in the venue, at points of egress and at sustainability sorting area. 6. Secure the outside workout area in the park with more caution tape, repaired gate, and security personnel. a. Include closure of this area in the event impact notice. 7. Train staff who are not used to using radios on protocols for potentially emergent and/or volatile situations. 8. Leaving the venue open during build creates potentially unsafe environment for park users. 9. The new “pass through gate” on the south side by the boat dock was challenging to manage. Look at ways to improve. 10. Family Zone designate inflatables specifically for ages three and under. 11. Hire temporary labor to support cleanup efforts on July 4th. Operations & Logistics: 1. Staffing: a. Public Operations being short staff created a long day for staff working the event. b. Increase personnel at the Lake St. traffic; three (3) total. c. Use professional security at stage access points instead of TOA personnel. d. Innovative Team Partners, which is an event staffing company, was hired to assist with beverage disbursement, on-site directional signage, and sponsor banners. This was helpful and exposed the need to provide clearer written directions supported by pictures. e. Offering all Town staff, the opportunity to volunteer to work with the additional 8 hours of PTO, provided 19 staff who would not have otherwise had to work the event (i.e., Public Operations. Police, Transit and Events) 2. Power: a. Ordered two (2) additional turtle power boxes from third party vendor to support Family Zone and food vendors. b. May not need the 75KW generator on the north side with the installation of power near the outdoor gym. c. Fine tune communications with vendors regarding when power is available pre and post event. 3. VIP Area: a. 88 individuals representing 249 credentials were on the VIP invite list and 136 credentials were picked up; 100 VIP parking passes were made available and 29 of them were picked up. b. Better communications with staff at VIP check in location regarding no need to check people name on lists. c. Consider adding a punch to the VIP credential noting the credential has been used as there were credentials being passed around to multiple people. d. The live art was well received and incredibly fun to have as “entertainment” for VIP guests. The piece is now on display at the Recreation Center. 4. Bar: a. Gross revenue was $28,388 compared to 28,424 gross revenues in 2021 b. Sold 5,713 units of product compared to 3,856 units in 2021 representing a 47% volume increase c. Beer was the top product category followed by canned cocktails, non-alcoholic, seltzer and wine d. There were lines at the bars but no wait times that caused concern. e. New best practice with events is no wristbands issued after checking of ID’s, this caused consumer frustration about having their ID checked multiple times. f. Consider placing staff/volunteers in bar lines to check IDs would be beneficial and/or having signage stating, “ID Required.” g. Non-uniformed Eagle County Sheriff interacted with a staff person and stated that “…was happy about getting asked for his ID…” h. Ensure the pre-event Bar Team meeting covers protocols/policy regarding cutting people off and/or looking for signs of intoxicated people. 5. Vendors: a. We had more vendors this year (15) than in 2021 (10) however, we could use 5-8 more. b. The lines and wait times were long. c. Back of house for vendors is messy and difficult to manage. d. Consider using scrim on chain-link and/or barricade fencing to better conceal from guest. e. Add vendor row security personnel back into budget to discourage public from accessing back of house area. Page 3 f. Check for gaps between vendors and/or provide fencing to discourage public from accessing back of house for restrooms and seating. g. If space allows, increase number of parking passes each vendor receives. Many vendors pass around their parking passes to shuttle staff and supplies to the venue. h. Continue to encourage vendors to pick up passes early and/or mail out if possible. Day of vendor pass pick up is difficult to manage. Production & Talent: 1. Avon was fortunate to get two (2) top-tier bands who provided both fantastic performances. 2. Talent was acquired and production advanced by Peak Performance. 3. Kaleidoscope provided all stage production (sound, lights, and backline). 4. Create “Artist Credentials” to eliminate confusion at access points to stage including Terrace and VIP area (VIP guests used restroom in Green Room). 5. Arrival of headliner on July 3rd at 3:00 p.m. in Denver was stressful, and luckily there were no traffic issues on I-70 and the band arrived on time. 6. Remember to have artists sign event posters for mementos. Security, Medical, & Emergency Response: 1. Minimal incidents reported, one individual removed from the venue and 7 lost children quickly reunited with parents/guardians. 2. Inviting Avon PD to present at the all-staff pre-event meeting was beneficial for TOA staff who is not used to the event environment with over 10,000 people. 3. Request Avon PD assistance with training staff who are not used to using radios on protocols for potentially emergent and/or volatile situations and highlight in planning documents provided to staff. 4. Constant communication with private security regarding scope of work, personnel placement, parking access and behavior. 5. Remember to use prohibited signage that includes no bikes. Sanitation & Resource Recovery: 1. The number of standard portlets (65), ADA (5), handwashing stations (10), VIP trailer (1) and grey water disposal (2) was adequate and near capacity in some locations. 2. The portlet units on the north side were locked prior to the event which caused some frustration for general park users. 3. The portlet units at the Family Zone received the most use and the units near the outdoor gym received the least use. 4. Consider adding pole flags stating “Restrooms” for more awareness as to location of restrooms. 5. Remember to close the public restroom building in the morning as it became unsightly and unsanitary by early evening. 6. More Zero Hero stations are needed and reimplement using the “Reduce, Reuse, Recycle” banners for more awareness as to locations. 7. Walking Mountains did an excellent job removing so much trash after the event. Marketing, Promotions & Communications: 1. Promotions and advertising campaign on digital, social, and print gained more traction than prior years. Examples of marketing materials are provided on pages 5-6. a. Three (3) ½ page print ads in Vail Daily b. Vaildaily.com digital marquees (2) c. Facebook DID campaign d. Bands in Town social media campaign e. Facebook and Instagram boosted ads and increased social posts for the event, posting the week before and every day during event week. f. KZYR 150 :60 radio spots, 150 pre-recorded promos, 100 DJ mentions and the Last DJ on Friday, July 1 g. 20 Avon Road light pole banners for 28 days h. 150 event posters i. Bus driver talking points j. Three (3) event press releases sent on May 26, June 1, and June 29 k. A full summer events marketing report will be presented later in the year 2. Increase awareness regarding plastic-free venue and for guests to bring an empty non-plastic vessel for water. 3. Consider creating on-site signage with schedule of events posted near stage and entrances. 4. Signage at entrances and photo booth encouraging social posts and providing “Avon” hashtags worked well. Transportation & Parking: 1. Buses / Town Shuttle / Ride Share / Bikes: Page 4 a. Special Event Shuttle total one-way trips provided: 751 i. Locations: Elk and Bear parking lots, Freedom Park, Eagle-Vail Community Center, and Walmart ii. Elk and Bear parking lots were the busiest followed by Freedom Park in Edwards b. 42% increase ridership over June averages. c. Kept Night Rider open for service d. Guests called to request service available until 11:00 p.m. e. Total Hours Buses were in service: 19 f. More communication regarding where ride share services are located to drop off and pick up g. Signage needs to include language regarding no bike in the venue. h. Need to identify where bikes can park and partner with organization who can provide “bike valet” service. 2. Parking: a. VIP and vendor parking does not fill up and will consider removing VIP parking and adjusting vendor parking. b. ADA parking was over spaces identified as ADA with approximately 30-40 vehicles. i. Need space for vans which need full ADA access. 3. Traffic: a. Mikaela Way being open to the public caused a safety concern with pedestrian and vehicle cross traffic. Should remained closed to all traffic in 2023. Future Ideas: 1. Expanding venue to include Rec Center North lot for either food vendors or art activations 2. Schedule Blue Angles or Air Forces fly over for 2023. 3. Distribute branded Nalgene’s or steel water vessels. 4. Use of up lighting in the park to provide ambient and safety lighting. 5. Remove VIP parking and communicate shuttle service or other transportation options. Page 5 ¼ Page Print Advertising Event Poster MARKETING MATERIAL Page 6 Page 7 Light Pole Banners Attachment D August 17, 2022 ATTACHMENT DPhoto Gallery Salute to the USA 2022 Thank You Expense Account Number Total Projected Expenses Budget Detail Overtime Wages Public Works & Police 61151 $ 3,500.00 Sub-Total: $ 3,500.00 Audio Visual 63305 Sound Engineer/Labor $ 7,500.00 For fireworks choregraphed music projection/simulcast Sub-Total: $ 7,500.00 Security Services 63306 Colorado Rangers -$ Guest Officers $ - Professional Security $ 5,400.00 Firework fall out zone security; apprx. 120 man hours @45 per Sub-Total: $ 5,400.00 Rentals Traffic & Crowd Control 63606 Beaver Creek Parking Lots $ - Light Towers $ 2,200.00 4 light towers, 1 forklift Chain Link Fencing $ 17,000.00 Sub-Total: $ 19,200.00 Portable Facilities 63607 Waste Management $ 1,000.00 One 20-yard for fall out zone debris Sub-Total: $ 1,000.00 Purchased & Other Contracted Services 63999 Temporary Labor $ 2,000.00 If weather incident and PW gets pulled to plow Fireworks Contract 45,000.00$ Pyro design, choregraphy and execution; Creative Services $ 1,800.00 Creative design services for marketing / promotions Photograpy: Still $ 1,500.00 Still imagery and drone Sub-Total: $ 50,300.00 Advertising & Other Legal Notices 64901 Mixed Media $ 2,000.00 Vail Daily, Weekly, Facebook and Insta, Radio, etc. Sub-Total: $ 2,000.00 TOTAL:88,900.00$ ATTACHMENT E - 2023 PRELIMINARY BUDGET: Winter Fireworks Event Date: Saturday or Sunday January 14 or 15 / 6:00 p.m. to 8:00 p.m. 2022 Adopted Budget Expense Proposed 2023 Budget 293,633.10$ 2022 Actuals Variance 2022 vs 2023 35,072.14$ 2022 Savings Percentage Increase 2022 vs 2023 13.56% 2022 Adopted Budget Revenue 2023 Proposed Budget Revenue 46,100.00$ 2022 Actuals Variance 2022 vs 20231 (2,500.00)$ 2022 Net Expense Actuals 2023 Proposed Net Expense 247,533.10$ Expense Categories 2022 Adopted Budget 2022 Actuals 2022 Over / Under 2023 Proposed Budget Variance: 2022 vs 2023 Overtime Wages $ 15,000.00 $ 14,357.31 $ (642.69) $ 20,000.00 $ 5,000.00 S.E. Materials & Supplies $ 900.00 $ 1,004.74 $ 104.74 $ 1,100.00 $ 200.00 Food & Beverage 11,565.00$ $ 11,111.19 $ (453.81)11,565.00$ -$ Concessions: Cost of Goods $ 10,000.00 $ 8,950.00 $ (1,050.00) $ 10,000.00 $ - Other Professional Services $ 6,900.00 $ 11,000.00 $ 4,100.00 $ 11,200.00 $ 4,300.00 Printing & Reproduction $ 3,450.00 $ 4,491.10 $ 1,041.10 3,801.00$ 351.00$ Audio Visual $ 18,500.00 $ 18,349.50 $ (150.50) $ 18,450.00 $ (50.00) Security Services 32,347.50$ $ 15,315.00 $ (17,032.50) $ 36,645.00 $ 4,297.50 Rentals Traffic & Crowd Control $ 15,000.00 $ 15,629.35 $ 629.35 25,629.35$ 10,629.35$ Portable Facilities 12,241.86$ $ 15,285.82 $ 3,043.96 $ 15,640.00 $ 3,398.14 Other Misc. Rentals: Equipment POS 3,150.00$ $ - $ (3,150.00) $ 3,150.00 $ - Purchased & Other Contracted Services 125,415.00$ $ 107,133.73 $ (18,281.27)131,515.00$ 6,100.00$ Permits & Licensing 155.00$ $ 100.00 $ (55.00) $ 200.00 $ 45.00 Sales Tax 1,821.60$ $ 2,166.66 $ 345.06 $ 2,200.00 $ 378.40 CC Fee's 615.00$ $ 677.04 $ 62.04 680.00$ 65.00$ Advertising & Other Legal Notices $ 1,500.00 $ 1,857.75 $ 357.75 $ 1,857.75 $ 357.75 TOTAL:258,560.96$ 227,429.19$ (31,131.77)$ 293,633.10$ 35,072.14$ 1Increase alcohol pricing at Salute to the USA ATTACHMENT H 190,941.19$ 227,429.19$ (31,131.77)$ 48,600.00$ 36,488.00$ NO FIREWORKS FIREWORKS 2022 Budget Performa: Salute to the USA 2023 Proposed Budget: Salute to the USA 258,560.96$ 2023 Proposed Budget 3,200 Linear Feet 3,000 Linear Feet Expense Program Length: 22-23 Minutes Program Length: 10- 12 Minutes Program Length: 10- 12 Minutes Overtime Wages $ 20,000.00 $ 20,000.00 $ 20,000.00 Sub-Total: $ 20,000.00 $20,000.00 $20,000.00 S.E. Materials & Supplies Green Room Support $ 300.00 $ 300.00 $ 300.00 VIP Decorations $ 400.00 $ 400.00 $ 400.00 Laynards & Other $ 400.00 $ 400.00 $ 400.00 Sub-Total: $ 1,100.00 $ 1,100.00 $ 1,100.00 Food & Beverage Police Catering $ 770.00 $ 770.00 $ 770.00 VIP Catering $ 6,000.00 $ 6,000.00 $ 6,000.00 Staff/Volunteers Food & Beverage $ 1,400.00 $ 1,400.00 $ 1,400.00 Ice $ 1,895.00 $ 1,895.00 $ 1,895.00 Artist / Talent Buy Out or Catering $ 1,500.00 $ 1,500.00 $ 1,500.00 Sub-Total: $ 11,565.00 $ 11,565.00 $ 11,565.00 Concessions: Cost of Goods Concessions: Cost of Goods $ 10,000.00 $ 10,000.00 $ 10,000.00 Sub-Total: $ 10,000.00 $ 10,000.00 $ 10,000.00 Other Professional Services Kid's Activation & Entertainment $ 11,000.00 $ 11,000.00 $ 11,000.00 Emcee Services 200.00$ 200.00$ 200.00$ Sub-Total: $ 11,200.00 $ 11,200.00 $ 11,200.00 Printing & Reproduction Light Pole Banners 2,400.00$ 2,400.00$ 2,400.00$ Posters 176.00$ 176.00$ 176.00$ Parking Passes 725.00$ 725.00$ 725.00$ On-Site Directional Signage 500.00$ 500.00$ 500.00$ Sub-Total: $ 3,801.00 $ 3,801.00 $ 3,801.00 ATTACHMENT I - FIREWORKS PROGRAM OPTIONS & COST ESTIMATES Page 1 of 3 2023 Proposed Budget 3,200 Linear Feet 3,000 Linear Feet Expense Program Length: 22-23 Minutes Program Length: 10- 12 Minutes Program Length: 10- 12 Minutes ATTACHMENT I - FIREWORKS PROGRAM OPTIONS & COST ESTIMATES Audio Visual Sound, Lighting Engineer, & Other Labor $ 6,750.00 $ 6,750.00 $ 6,750.00 Sound, Light Production: Opener & Headliner $ 9,400.00 $ 9,400.00 $ 9,400.00 Backline Opening & Headliner $ 2,300.00 $ 2,300.00 $ 2,300.00 Sub-Total: $ 18,450.00 $ 18,450.00 $ 18,450.00 Security Services Colorado Rangers $ 5,000.00 $ 5,000.00 $ 5,000.00 Guest Officers $ 15,715.00 $ 15,715.00 $ 15,715.00 Professional Security $ 15,930.00 $ 15,930.00 $ 15,930.00 Sub-Total: $ 36,645.00 $ 36,645.00 $ 36,645.00 Rentals Traffic & Crowd Control Beaver Creek Parking Lots $ 200.00 $ 200.00 $ 200.00 Light Towers $ 2,229.35 $ 2,229.35 $ 2,229.35 Chain Link Fencing $ 23,000.00 $ 21,152.00 $ 19,830.00 Sub-Total: $ 25,429.35 $ 23,581.35 $ 22,259.35 Portable Facilities Vail Honeywagon $ 11,300.00 $ 11,300.00 $ 11,300.00 Waste Management $ 3,340.00 $ 3,340.00 $ 3,340.00 Evergreen Zero Waste $ 1,000.00 $ 1,000.00 $ 1,000.00 Sub-Total: $ 15,640.00 $ 15,640.00 $ 15,640.00 Other Misc. Rentals: Equipment POS Rental $ 3,150.00 $ 3,150.00 $ 3,150.00 Shipping $ - $ - $ - Sub-Total: $ 3,150.00 $ 3,150.00 $ 3,150.00 Purchased & Other Contracted Services Temporary Labor $ 8,000.00 $ 8,000.00 $ 8,000.00 Fireworks Production 45,000.00$ 25,000.00$ 25,000.00$ Resource Recovery 5,000.00$ 5,000.00$ 5,000.00$ Page 2 of 3 2023 Proposed Budget 3,200 Linear Feet 3,000 Linear Feet Expense Program Length: 22-23 Minutes Program Length: 10- 12 Minutes Program Length: 10- 12 Minutes ATTACHMENT I - FIREWORKS PROGRAM OPTIONS & COST ESTIMATES Headlining Talent $ 45,000.00 $ 45,000.00 $ 45,000.00 Opening Talent $ 15,000.00 $ 15,000.00 $ 15,000.00 Talent Lodging $ 3,500.00 $ 3,500.00 $ 3,500.00 Creative Services $ 800.00 $ 800.00 $ 800.00 Drone & Photography $ 1,500.00 $ 1,500.00 $ 1,500.00 Support Infastructure $ 3,000.00 $ 3,000.00 $ 3,000.00 Medical $ 715.00 $ 715.00 $ 715.00 Survey $ 4,000.00 $ 4,000.00 $ 4,000.00 Sub-Total: $ 131,515.00 $ 111,515.00 $ 111,515.00 Permits & Licensing ERFPD - Inspection Permit $ 100.00 $ 100.00 $ 100.00 Environmental Health Dept. $ 100.00 $ 100.00 $ 100.00 Sub-Total: $ 200.00 $ 200.00 $ 200.00 Sales Tax 2,200.00$ 2,200.00$ 2,200.00$ Sub-Total: $ 2,200.00 $ 2,200.00 $ 2,200.00 CC Fee's 680.00$ 680.00$ 680.00$ Sub-Total: $ 680.00 $ 680.00 $ 680.00 Advertising & Other Legal Notices Mixed Media $ 1,857.75 $ 1,857.75 $ 1,857.75 Sub-Total: $ 1,857.75 $ 1,857.75 $ 1,857.75 TOTAL:293,433.10$ 271,585.10$ 270,263.10$ Page 3 of 3