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HomeMy WebLinkAboutMINUTES Special Events Committee 1993-10-28BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS 1 Special Events Committee October 28, 1993 Committee: Chairman Hix, Trustees Habecker and Gillette Attending: All Also Attending: Town Administrator Klaphake, Special Events Director Scott, Clerk O'Connor Absent: None Chairman Hix called the meeting to order at 8:30 A.M. EVENT EVALUATION. Rally'n The Rockies/Event Managers Ken and Marsha Hobert. Ken Hobert appeared before the Committee and reviewed their first year management of the Rally'n The Rockies which was held August 24-28, 1993. Mr. Hobert expressed his appreciation to the Police, Public Works and Special Event Departments for their assistance. Local businesses were utilized, particularly in sponsors, advertising and the like. Although pleased with the number of participants, changes must be made to help improve attendance. In addition, due to a rock slide on Highway 34, this highway was closed for four days during the event and the area experienced inclement weather. Relocating the Rally inside Town limits (fairgrounds) was very positive for the local economy, particularly accommodations and food service. Work has commenced for the 1994 event which will be held August 23-27 and the goal is to double attendance. The following items were requested: 1. Separate entrance for participants to eliminate security liability for the event managers. If the participants use the Fourth Street access, this will require curb repair. 2. Manufacturer participants cannot be expanded without an additional 100' (minimum) of new asphalt. Manufacturers require paved areas for safety precautions while test- driving motorcycles. 3. Field events were held in outlying areas of the fairgrounds and they should be held within the event area (could also utilize the aforementioned additional blacktop). 4. Snow fencing to secure the exhibit area from Manford Avenue to the fairgrounds. The Town's advertising and promotion should continue and perhaps expand. The managers have already started placing their ads. Mr. Hobert invited Committee members to his office to review various event photographs and collateral. Staff evaluation. Director Scott reported that for the past five years, this event operated as Americade--management changed to Ken and Marsha Hobert in 1993. The purpose of the event is to attract a large motorcyclist group to the Town and provide a scenic area to tour and congregate. Demographics: 40% Colorado, 60% out-of- state; number of attendees 3,000; number of exhibitors 100; Town expense $17,034; Town revenue $3,272. Growth potential is very positive as the RMNP is attractive to motorcyclists. The Town furnished the managers with $8,000 to be used for cash -flow purposes and this compensation has been returned to the Town. In addition, the Hobert's agreed to participate in funding for the paving of Barn W and this payment has also been received. To gain BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - October 28, 1993 - Page 2 momentum, the event managers are requesting the $8,000 compensation again in 1994. Staff confirmed that the transfer to Special Events has been discussed and that they were aware of the paving request; however, event prioritization has not taken place. Longs Peak Scottish Highland Festival/Event Manager Jim Durward. Manager Durward commended the support received from the Town, particularly employees from the Police and Special Event Departments. Gate revenues were down $20,000 perhaps due to their decision not to place television ads. Manager Durward reported that the Festival gives donations to non-profit organizations and a list was presented which indicated a total contribution of $18,000. The annual parade is an integral part of the Festival, and attendance is very high, perhaps due to no -cost for the public. However, the parade route must be changed to accommodate participants' comfort --the Chamber of Commerce parking lot is being considered as the Conference Center lot is too far a distance. The shuttle buses worked well when the Festival was in operation but such was not the case for Parade participants. Hay racks may be modified and used for all events in the future and the Festival will attempt to financially assist Special Events in this area. The Tatoo is completely selling -out the grandstands all three evenings. Infrastructure at the fairgrounds and EVRPD softball fields is "falling woefully behind", and Dr. Durward expressed his disappointment with the EVRPD for their failure to improve the softball fields and recognize the benefits derived by the entire community from the Festival. An indoor facility is important; however, the basic event will remain outside (the Town is not in a position to construct a 7,000-seat arena). With minor changes, plans for 1994 will generally remain the same. Staff evaluation. The event was held September 9-12, 1993 for the purpose of promoting participation of celtic events, and also promoting the "shoulder season." Spectators: 20% local, 60% Colorado, 20% out-of-state, totaling approximately 25,000. Town expenses $11,825, Town revenue $160. Dr. Durward questioned the Town expense figure and whether the Festival was given credit for materials supplied by the Festival that are used for other events, and also traffic count figures on Highway 34. Staff reported that all events share in the "common costs" of the Special Events Department and that the material credit was not considered in the evaluation. This is an excellent event, well managed and growth potential is positive. Scandinavian Club Midsummer Festival/Event Manager Elizabeth Betts. Manager Betts expressed her appreciation to the Town for their support of this new event which includes a maypole and folk dancing. Ms. Betts requested authorization for a bond fire at the Lake Estes Marina area or at the north end of the causeway for one night of the Festival. The bond fire plays a very important part of the Festival. Fire Chief Rumley has no opposition to the fire if given sufficient lead time prior to the event. The Festival is scheduled June 24 and 25, 1994 and organizers anticipate increasing the number of dancers. Staff comment. As the EVRPD insures the governmental property they manage, it is appropriate that the bond fire request be submitted to the District. Administrator Klaphake will present the request to EVRPD Director Gengler and advise. Rocky Mountain Folks Festival - Staff evaluation. This event has been held for three years and was held August 28-29 this year. The purpose is to generate activity in Town during an off -weekend in August. Folk music in a family atmosphere is provided. Number of spectators: 30% local, 69% Colorado, and 1% out-of-state for a total of approximately 4,500. Town expenses were $2,219 and Town BRADFORD PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - October 28, 1993 - Page 3 revenue zero. The growth potential is positive with continued pre - selling of the entrance ticket and favorable weather. The Highway 34 closure adversely affected this year's participation. Festival organizers continue to violate the 10:30 P.M. curfew --this subject must be discussed during scheduling discussions in 1994. Surprise Sale - Staff evaluation. This 3-year event was held October 9-10 in 1993 and is intended to entice shoppers to Estes Park during the shoulder season. Attendee totals were: 25% local and 75% Colorado. Town expenses were $2,482 with zero Town revenue. Thus far, the event has generated excellent participation; however, success depends upon favorable weather. Staff suggests a "quality sale" be emphasized; additional businesses participate every year. October Gold Brats and Bands - Staff evaluation. This first -year event was held October 16-17, 1993. Its purpose was to create a festival atmosphere for the downtown area to promote shopping and activities. The Estes Park Business Association acted as Event Manager. Attendee totals were 10% local and 90% Colorado. Town expenses were $540 with zero Town revenue. High quality entertainment was provided and perhaps additional front -range advertising should be considered. Staff suggested the event be moved to the first weekend in October. Event Prioritization Model. A committee consisting of Gary Klaphake, Rich Widmer, Bob Scott, Monte Vavra and Linda Hinze, have prepared a status sheet whereby all 23 events held in 1993 will be scientifically rated based upon: Participation in Event (micro economy), Town Revenue/Expense Ratio, Season, Level of Activity and Image/Tradition. This tool will assist the Committee in assessing each event, which will prove immensely helpful during 1994 Budget considerations. Staff will complete event evaluations for presentation to the Committee in November. INTERNATIONAL DOG WEIGHT PULL - REQUEST USE OF GROUNDS. Phil Goerner, Coordinator, submitted a written request to use, free of charge, the grandstands and arena in 1994. First, second, and third choice dates were submitted. On the Friday prior to the event, organizers would deliver enough snow to construct a snow track approximately 20' wide and 55' long lined with fencing. Direct Town costs are estimated at $100. The Committee recommends the request be approved on a one-year trial basis, and it may be held April 30-May 1, 1994 (1st choice). ELKHORN AVENUE OUTDOOR SOUND PROPOSAL - REVIEW. Upon the request of Chamber Director Boschen, Ward Durrett/The Music Corner prepared a proposal for the installation of a permanent, outdoor sound system along Elkhorn Avenue. The revised proposal (reduced from $18,381 containing 15 speakers) includes 11 speakers. A summary of the proposal is as follows: 11 speakers $16,871.00 5-yr. lease w/5% interest rate = $3,896.78/yr. 6-yr. lease w/5% interest rate = $3,323.88 ASCAP Fee/yr. _ $141.00 for first 3 speakers; $28.50 for each additional speaker: 11 speaker project = $369.00/yr. Mr. Durrett would install the all-weather system, and maintenance is unclear at this time. Speakers would be installed from the Water Wheel complex to the Chamber of Commerce building. The BRAOFORO PUBLISHING CO. RECORD OF PROCEEDINGS Special Events Committee - October 28, 1993 - Page 4 system would be available for all events. Questioned whether the speakers contain a public address system, Mr. Durrett commented that it appears unlikely. The Town Attorney could prepare lease agreements for all affected building owners. Electricity usage is an additional consideration. Administrator Klaphake reported that the Special Event Department budget has $3,000 available for this project. The Chamber may solicit contributions from the downtown merchants; however, this could not be confirmed at this time. The Chamber Director was unavailable for comment, and the time -frame for installation may have lapsed for the 1993 Christmas Season; however, the Committee recommends the $3,000 be made available for this project and confirmed that the Town Attorney would prepare all lease agreements contingent upon the Chamber of Commerce acting as Project Manager and collecting the balance of the funding. HOLIDAY MEETING SCHEDULE. Director Scott announced that the November meeting will be held November 15th at 10:00 A.M. and the December meeting is scheduled December 9th at 8:30 AM. There being no further business, Chairman Hix adjourned the meeting at 10:05 A.M. Vickie O'Connor, CMC, Town Clerk NOV 91993 BOki:D OF