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HomeMy WebLinkAboutMINUTES Special Events Committee 1994-04-28BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee April 28, 1994 Committee: Chairman Doylen, Trustees Gillette and Marshall Attending: Also Attending: Chairman Doylen, Trustee Gillette Town Administrator Klaphake, Special Events Director Scott, Special Events Coordinator Hinze, Rooftop Rodeo Committee President Joan Van Horn, Top Hands President Jo Adams, Clerk O'Connor Absent: Trustee Marshall Chairman Doylen called the meeting to order at 8:00 A.M. AGREEMENTS. Sound & Lighting Rodeo Concert. The Committee reviewed an agreement in the amount of $3,200 with Concert Concepts to provide sound and lighting for the Sweethearts of the Rodeo Concert July 9. The agreement contains a provision that stage hands assist in installation, and Director Scott confirmed that Rooftop Rodeo Committee members provide this labor. As Town Attorney White has not reviewed the Agreement, the Committee recommends approval of the Concert Concepts Agreement subject to Town Attorney approval. COMMITTEE REPORTS. Rooftop Rodeo Committee (RRC). President Van Horn highlighted changes made thus far by the RRC: new stock contractor - RRC was concerned with the quality of the stock and thus Powder River Rodeo Productions (in lieu of Alsbaugh) was obtained. Powder River received one of 13 top stock awards and they are one of several stock contractors used for Cheyenne Frontier Days and the National Finals in Las Vegas. As quality of the rodeos precipitated additional dollars, it was decided to reduce spending on the concert. A concert, however, is still planned, and a contract has been signed with Sweethearts of the Rodeo. The Rodeo schedule has been changed: the concert will be held on Saturday prior to Rodeo Week; two afternoon and four night rodeos are scheduled. Evening performances have been moved up to 7:30 P.M. to assist families, and the childrens ticket price has been reduced from $5.00 to $3.00/ea. RRC attempted to make the rodeos more affordable for families while taking advantage of the increased number of visitors. Jim Doolittle/Carnival Contractor, will promote the carnival and include a petting zoo. RRC interest is very high and over $20,000 has been raised from sponsors for the rodeos, concert and poets night. The Committee's aim is to continue and enhance the unique western experience provided by rodeo festivities. President Van Horn expressed RRC's appreciation to the Trustees for their continued support and also that of the Special Events staff, which, combined with the volunteers make this event work. Administrator Klaphake stated that the schedule is much improved and that RRC should take advantage of the parade setting along the sidewalk and market Rodeo Week with brochures. The Committee commented that the changes appear to be a good business move and that such are very exciting. President Van Horn confirmed that the transportation center will again be used during Rodeo Week for the portable ticket sales booth. Top Hands. President Adams briefed the Committee on this non- profit group that was organized and approved as a separate BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - April 28, 1994 - Page 2 organization to support and enhance the Rooftop Rodeo in all its endeavors. This support is especially important due to the recent passage of TABOR. Top Hands also works to promote western heritage and in the past year, they sponsored the cowboy poets night during the rodeo, western dance, additional poets night and dance, and craft show. The 1994 Poets Night was increased from four to five poets plus there will be traditional western music. For the parade, two additional announcers booths have been planned. Top Hands is anticipating promoting the carnival by means of a costumed -gorilla during the parade. In connection with the rodeos, Top Hands has requested PRCA approve bonus checks of $100 to contestants (including the barrel racers) who qualify as the overall winners. With this public/private partnership of common goals, needs/desires can be achieved. President Adams also expressed her appreciation to the staff. REPORTS. Special Event Coordinator Hinze announced the International Dog Sled Pull May 2 and 3. The invitational is expected to bring prime contestants. The Sixth Annual Kite Fly is scheduled May 14 at the Stanley Park Ball • Fields. This event is sponsored by the Chamber of Commerce, Trail Gazette, EVRPD, Optimists Club, Park School District, Skynasaur, Inc., and the Special Events Dept. This free event includes prizes and had over 100 participants in 1993. During the same weekend, the Estes Park Police Dept. is sponsoring a bicycle rodeo; staff's participation is primarily labor. The Art Walk/Jazz Fest is May 13-15 and Event Director is Max Wagner. Major sponsors are Mama Rose's and Poppy's. This event is again scheduled in Riverside Plaza; staff will confirm what the contingency plan is for inclement weather. Discussion followed concerning the installation of Jazz Fest banners along Elkhorn Avenue and potential liability for the Town. Staff was directed to utilize various Town employees to install Jazzfest, as well as Rooftop Rodeo banners; however, this option is to be de-emphasized and not offered to others. As a side note, Administrator Klaphake advised that when rodeo banners are re -fabricated, a less bulky material should be utilized to maintain the integrity of the light poles. Chairman Scott welcomed the newly -appointed Chairman and Committee. There being no further business, Chairman Doylen adjourned the meeting at 8:27 A.M. 7 Vickie O'Connor, CMC, Town Clerk MAY 10 1994 Ur r �1ES G•�:G,D UP ` r:11 Q.!_s