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CASE Committee Meeting Packet Materials 2020.01.16 970-748-4065 ddempsey@avon.org TO: CASE Committee FROM: Danita Dempsey, CASE Manager RE: Additional Special Event Concepts DATE: January 11, 2020 As we prepare for the work session with Town Council on January 28th I wanted to provide information on some additional town produced special event concepts. And provide some context to help us better identify where policy direction is needed from Town Council. Furthermore, expected outcomes of our meeting on January 16 are: 1. Determine CASE support for additional event concepts in 2020 2. Determine CASE support for hosting Colorado Classic in odd years 3. Determine CASE support for 2021 additional event concepts, event dates and budget Additional Event Concepts: Proposed Town produced event concepts which are in the preliminary development and budget phase include but are not limited to the following: 1. SUP Regatta – Friday, August 7 and Saturday, August 8 a. Nottingham Lake, Beach and Pavilion Terrace activation b. Friday evening live music, ambient activations and BYOB 4:00 to 8:00 p.m. c. Saturday USAT open water swim competition, SUP races/competitions, community yoga, ambient activations, food, BYOB, etc. times TBD d. Preliminary budget not yet developed; estimate $15,000 2. Sunday Evening Lakeside Music, June 21, July 18 and Aug. 16 a. Avon Performance Pavilion activation, times TBD b. Acoustic or lightly amplified music on the Pavilion Terrace, BYOB c. Preliminary budget not yet developed; estimate $6,000 3. Best of the West – Saturday, one of the following dates: Aug. 29, Sept. 12, 19 or 26 a. Avon Performance Pavilion activation, times TBD b. Music competition featuring Western Slope CO based bands featuring original music c. Food and alcohol concessions, kid’s activations, etc. d. Preliminary budget not yet developed; estimate $11,500 4. Single and/or Multi-Day Ticketed Concert – 2021 Concept, see below a. Pilot program, multi-year, start small and grow over time b. Authentic to Avon c. Preliminary budget not yet developed 5. Après Avon Live! – Saturday, 2021 Concept, see below a. Possibilities Plaza or Pier One parking lot activation, 4:00 to 6:30 p.m. b. Beaver Creek closing weekend c. Free live music, food and alcohol concessions, live performance art d. Preliminary budget = $21,480 – See Attachment A I believe the SUP Regatta, Sunday Evening Lakeside Music and Best of the West events are possible utilizing the $32,457 (identified as Proposed New Event Concepts in Table 1 below) considering current staffing levels and open calendar dates – See Attachment B. Colorado Classic: Discussions with neighboring stakeholders regarding Avon hosting the Colorado Classic in 2021 and in odd years moving forward are in process. Pending the council direction and outcome Page 2 of 5 of conversations with stakeholders, there may be an additional $37,000 available for new event concepts and/or contingency purposes – See Table 1 below: Table 1: 2020 Adopted Special Event Budget CONTRIBUTIONS & DONATIONS TOTALS Vail Valley BrewFest $ 32,000.00 Avon Arts Festival $ - Avon Artists Market $ - Dancing in the Park (Two) $ 60,000.00 Circus Bella $ 35,000.00 Vail Valley Lacrosse $ - Beaver Creek Rodeo $ 10,000.00 Triple Bypass $ 4,500.00 Vail Valley Soccer Cup $ - Man of the Cliff $ 10,000.00 Avon Live $ 30,000.00 Colorado Classic - pending $ - New Event Concepts $ 5,402.00 ADOPTED 2020 TOTAL CONTRIBUTIONS & DONATIONS: $ 186,902.00 SUMMARY TOTALS Adopted 2020 Contributions & Donations $186,902.00 Plus Colorado Classic $37,000.00 Plus Proposed New Event Concepts $32,457.00 Less Adopted New Event Concepts $5,402.00 Total Contributions & Donations $250,957.00 Plus Special Event Staff Overtime $3,500.00 Variance Adopted vs. Proposed ($67,555.00) Single and/or Multi-Day Ticketed Concert: I recommend we identify our top three to five dates for a pilot program to either produce in-house and/or solicit specifically in the 2021 funding and calendar date process. The information provided below should be considered in our decision. Lodging - An analysis of the 2019 percent of occupancy and the average daily rate offers the following: • May ranges between 25-52% occupancy • Early June ranges between 50-74% occupancy • After Labor Day ranges between 50-89% occupancy Page 3 of 5 • See Attachment C Likewise, the 2019 average daily rate in May was $118, June was $151, and September was $153 – See Attachment D. Although, May, early June and September occupancy rates are favorable as are the daily rates, we need to factor the weather patterns as we aim to identify an ideal date decision Weather – According to Weatherspark.com, the average temperatures ranges and probability for precipitation in Vail are provided below from beginning of the month to end: • May High/Low: range between 50/27 degrees to 61/35 degrees o Probability of Precipitation is 29 – 18% • June High/Low: range between 62/35 degrees to 71/42 degrees o Probability of Precipitation is 15 – 19% • September High/Low: range between 66/40 degrees to 57/31 degrees o Probability of Precipitation is 24% – 20% Peer Communities – Competition for the local and visitor attendee dollar in the Valley and regionally is another factor to consider. A summary of our competitive event set in peer communities is provided below. A broader view is provided in Attachment E. Special Events Schedule- Beaver Creek/Eagle/Vail May Date Location Event 5/5/2020 Vail Whitewater Race Series 5/12/2020 Vail Whitewater Race Series 5/19/2020 Vail Whitewater Race Series 5/22/2020 Vail Legacy Fighting Alliance 05/22-24/2020 Beaver Creek Blues, Brews, and BBQ Festival 5/23/2020 Beaver Creek Beaver Creek Craft Beer Festival 5/24-31/2020 Vail/Beaver Creek Restaurant Week 5/26/2020 Vail Whitewater Race Series June Date Location Event 6/2/2020 Vail Vail Whitewater Series 06/04-07/2020 Vail GoPro Mountain Games 6/12-14/2020 Eagle 2020 Eagle Outside Festival 06/12-14/2020 Eagle Bonfire Block Party 06/16-18/2020 Vail Vail Lacrosse Tournament 06/18-21/2020 Vail Vail Craft Beer Classic and Rocky Mountain Burger Battle 06/18-21/2020 Vail King of the Mountain 06/19-21/2020 Vail Vail Arts Festival 06/19-21/2020 Beaver Creek Beaver Creek Family Obstacle Challenge Page 4 of 5 6/20/2020 Beaver Creek Summer Solstice Run 6/21/2020 Vail Vail Farmer's Market 6/24/2020 Vail Vail Summer Bluegrass Concert Series 6/25/2020 Beaver Creek Beaver Creek Rodeo Series 06/25-29/2020 Vail Bravo!Vail Music Festival 6/26-28/2020 Eagle 2020 Eagle Flight Days 6/27/2020 Vail Vail Family Fun Fest 6/28/2020 Vail Vail Farmer's Market TBD Vail Vail Jazz Festival Tuesdays TBD Vail Hot Summer Nights September Date Location Event 09/04-06/2020 Vail Gourmet on Gore 09/04-06/2020 Beaver Creek Beaver Creek Oktoberfest 9/5/2020 Beaver Creek Oktoberfest Shuffle 09/10-13/2020 Vail Vail Automotive Classic 09/11-13/2020 Vail Vail Mountaineer Hockey Avalanche Alumni Weekend 09/11-13/2020 Vail Vail Oktoberfest 9/12/2020 Beaver Creek Zusammen: Communal.Marketplace.Dining 09/18-20/2020 Vail Vail Oktoberfest 09/18-20/2020 Vail Fall Taste of Vail 09/18-20/2020 Vail Vail Classic Invitational 09/18-22/2020 Vail Boulder Taiko Drumming 9/20/2020 Beaver Creek Hike, Dine, Wine 09/24-27/2020 Vail World Figure and Fancy Skating Championship 09/24-27/2020 Vail Vail Outlier 09/25-27/2020 Beaver Creek Beaver Creek Speakeasy 09/27/20- 10/04/20 Vail/Beaver Creek Restaurant Week Budget - The preliminary budget document for a single and/or multiday ticket concert is not yet prepared. Considerable thought will be put into all aspects and categories of expense to include but not limited to talent acquisition, hospitality and rider; stage production, operations and logistics, security and medical, sanitation and resource recovery, ticketing and box office, lodging, insurance and permits, labor and meals, ambient activations and marketing and promotions. Moreover, all aspect and categories of revenue to include but not limited to ticket sales, beverage concession sales, sponsorship and vendor fees. Page 5 of 5 In order to make a recommendation to council, I recommend we discuss and identify a loose range of yearly budget options ranging between $100,000 and $400,000 in gross expense. Net is a bit harder to forecast. Après Avon Live!: I recommend Après Avon Live! be a Town produced single day free concert activation on Beaver Creek closing weekend targeting mainly locals with the potential to also attract visitors. Tapping into the equity of the name Après Avon which was produced and held in Possibilities Plaza during the 2015 Championships; and, tying into the success of Avon Live! brand which is beginning to gain recognition. Where We Need Policy Direction: Council direction is requested on the following: 1. Desire to advance additional new event concepts in 2020: a. SUP Regatta b. Sunday Evening Lakeside Music c. Best of the West 2. Desire to advance Après Avon Live! as 2021 Town produced event. 3. Desire to develop a multi-year pilot program for a single and/or multi-day ticketed concert beginning in 2021 either produced in-house and/or through third-party producer.