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HomeMy WebLinkAboutPACKET Special Events Committee 1993-02-25AGENDA SPECIAL EVENTS COMMITTEE February 25, 1993 - 8:30 A.M. 1. Longs Peak Scottish -Irish Festival - Jim Durward 2. Agreements: A. Westernaires, August 13 and 14, 1993. B. TMS Agreement (lights, sound and stage for Rooftop Concert, July 17, 1993). 3. Valentine Weekend - Evaluation. 4. Truck Bids. 5. Barn W - Floor Covering Discussion. 6. Reports. The Special Events Committee reserves the right to delete or add any item(s) to this agenda. ?PFCTAL EVENTS COMMITTEE FERRUTARY 25, 1993 8:3Q A.M. BOARD ROOM AGENDA 1. Longs Peak Scottish -Irish Festival - Jim Durwarc? 2. Westernaires Agreement - August 13 & 14, 1993 3. TMS Agreement - Lights, sound & stage for Rooftop Concert - July 17, 1993 4. Valentine Weekend Evaluation 5. Truck Rids - Rains Motor Company Hurt Chevrolet 6. Barn W - Carpet vs Blacktop 7. Executive Director Comments The Special Events Committee reserves the right to add or delete items from the agenda as necessary. CAMELO1 ei 1.4 Longs Peak Scottish Irish Festival C' P.O. Box 1820 • Estes Park. Colorado 80517 (303) 586-6308 SPECIAL EVENTS COMMITTEE 1. TRAFFIC CONTROL SIGN — 1-25 2. FLAG POLES 3. DEDICATE STREET TO PLAY GROUNDS TARTAN BLVD COMMUNITY DR 4. LEVEL GUN CLUB SIGHT AND BUREAU OF RECLAMATION GRANTS FOR LAKE IMPROVEMENT 5. HAY RACK TRAILER PULLED BY TRACTOR TO SHUTTLE PEOPLE PARKED IN SECTIONAL PARKING, TO COMMUNITY DR. 6. BUS SHUTTLE FROM TOWN TO FESTIVAL GROUNDS 7. BATHROOMS 8. LANDSCAPE PAVILLION (TENNIS COURTS) 9. BLEACHERS LONGS PEAK SCOTTISH HIGHLAND FESTIVAL MASTER PLAN To: Estes Valley Recreation and Park District The Longs Peak Scottish Highland Festival continues to grow. Consequently, the Festival Directors have developed a plan which we hope will be an adequate forecast and guideline over the next several years. As the District proceeds to develop plans for Stanley Park and adjacent areas, the Festival Directors ask that the Festival's needs and goals be considered. It is likely that the Festival's plans can be adjusted, and we would be pleased to discuss the plan in more detail at any time. The following specific needs reflect more general statements in the plan. We appreciate your consideration. MASTER PLAN LONGS PEAK SCOTTISH HIGHLAND FESTIVAL Started in 1978 as little more than a family picnic, the Longs Peak Scottish Highland Festival is now one of the largest such festilstin n tthe-Une ityedent. States. In 1984 it drew a crowd estimated at 18,0over The largest Scottish Games in the U.S., held at Santa Rosa, California, in 1984 drew over 70,000 people. Scottish games, which originated as athletic contests between clans in ancient Scotland, are popular throughout the world. Not only is the British heritage widespread in the U.S. and but the r and , the music of pipes and drums, a jaded television audiences are universally popular. The Longs Peak Scottish Highland Festival, occurring the first weekend after Labor Day, brings the largest single crowd to Estes Park of any event during the year, and it comes at a time of year when summer crowds and tourism rev- enues have utheasuilrysubsided. Thus crowds, and makeslthemattracts aware ofFront theRange attractiveness of whohave avoided the summe the area in the fall, and of other events to come. Expenditures in the area during the Festival are estimated at between $1,000,000 and $2,000,000, which would generate tax revenues to local government of $40,000 to $80,000. Potential growth would project local expenditures of $1,750,000 to $3,500,000 with tax revenues of $70,000 to $140,000. In addition to Colorado visitors, the Festival fits into a network of competi- tions which is nationwide in scope. Consequently, competitors and aficionados come from afar. Pipers, dancers, and athletes, so far mostly regional, come to compete. However, the stage is set for nationwide and even international competition. The 1984 Festival included a World Championship band from Scot- land, and bands from three states in competition, as well as exhibition bands from Oregon and Canada. The Longs Peak Scottish Highland Festival is a non-profit corporation which is operated by a local board of volunteer directors. The Festival has been fi- nanced primarily through private funds, sponsorships, vendor franchises, and ticket sales. It is dependent on volunteer organizations and individuals, ac- commodations facilities, the National Guard, the Park and Recreation District, and the City and County governments for support in funds, personnel, logis- tics, and facilities. This support has produced a highly popular event which has, unfortunately, not been able to recover its expenses to date. However, popularity and growth have generated increasing needs for operational personnel, facilities, and operating costs. In addition to the hundreds of hours in planning, arrangements, and negotiations, approximately 150 opera- tional people are needed each day of the event for security, ticket sales, event production and coordination, vendor control, first aid, food service and concessionaire management, etc. 1 Master Plan Page 2 Competition and spectator facilities, adequate restrooms, vendor facilities (booths and tables), picnic and resting facilities, parking, transportation, perimeter fencing, and increased space for events are all needed improvements to realize and sustain full gro wth tusedal. for otherrly purposesed andnd eventscoordin- ated, many of these facilities can be benefit the community, its residents, and visitors. • • • t PURPOSE The purpose of the Longs Peak Scottish Highland Festival is to present a fun, family -oriented, quality celebration of Celtic traditions, folklife, arts, crafts, music, and games consistent with the high standards for similar events nationwide. MAJOR GOALS 1. To attract tourists, groups, and families to a special event which will advance tourism in Estes Park in the post -Labor Day season. 2. To maintain quality control over events, vendors, sponsorships, and par- ticipation to assure that the Festival remains consistent with the pur- pose. 3. To plan and promote growth of the Festival for 35,000 people, and peak use for 20,000 people per day. 4. To continue to promote nationwide and international participation. 5. To attract or expand additional activities consistent with the purpose. 6. To retain or encourage less popular but appropriate activities and events which contribute to the purpose of the Festival. OPERATIONAL GOALS 1. Perimeter security fencing to control access and egress. 2. Adequate space for events and activities consistent with growth in specta- tor numbers, event participation, increased number of events, and greater spacing for events and spectators. 3. Adequate sanitation facilities and service consistent with growth. 4. Tables and chairs for vendors, participants, picnickers, resting, etc. 5. Improvement of parking and transportation service consistent with growth. 6. Improvement of food and beverage service. 7. Provision of multi -purpose sheltered facilities for dance competitions, etc. 8. Provision of spectator seating for competitive events. 9. Priority for local and regional vendors as concessionaires. FINANCIAL GOALS 1. To operate without tax support or subsidy. 2. Elimination of existing debt and the need to borrow for start-up costs. 3. Improvement in the quality of participation and main -attraction bands through sponsorships, direct payments, and subsidies from the Festival. 4. Acquisition ofd long-term, dependable, commercial sponsorships. 5. Reduction of dependence on volunteers and borrowed equipment. IMMEDIATE NEEDS 1. Grounds crew to help set up on Friday, September 6, 1985; two people per day, with appropriate vehicles, on Saturday, September 7, and Sunday, September 8; and a grounds crew to help take down on Monday, September 9, 1985. 2. A perimeter fence around the Stanley Recreation fields. Also storage for any removable fencing sections. This would prevent large numbers of people from entering the Festival without paying. The Town of Estes Park has agreed to fund one half of the cost, up to $6,500, if the County will fund the other half. 3. Acquisition through State surplus or other sources of up to 125 folding banquet tables. These have been borrowed from several sources in the past and there have never been enough. To purchase new ones would cost around $5,000. 4. Acquisition from State surplus or other sources of two large propane - fueled pizza ovens to improve the food service on the field for feeding participants and volunteers as well as spectators. 5. Leveling of an area approximately 50' by 200' for athletic competition. 6. Addition of more grass on on the slope toward the lake and pump house. 7. Provision of a 110-volt electrical outlet and a standard water hose con- nection in the vicinity of the horseshoe pits. 8. Erection of three pavilions with concrete floors, each about 30' by 30', with a floor to ceiling clearance of 12'. They would accommodate stages for dance competitions and exhibitions during the Festival and could serve as picnic shelters at other times. OTHER NEEDS 1. Provision of more toilets. 2. Installation of a concrete floor in the big shelter house, as well as fixing the drainage south of the building so that water from the tennis courts does not flow into the shelter house during heavy rains. 3. Erection of more bleachers which can be used for the playing fields in summer and spectator seating for Festival events. 4. Keeping the playground shelter until more toilets are available. 5. If a Fire Department training building is erected, making it a multiple - use building for offices, storage, and/or toilets. AGREEMENT THIS AGREEMENT, made this /©' k day of r 7 (4,4 199.1., by and between the TOWN OF ESTES PARK, COLORADO, A Municipal Corporation, as party of the first part, and [G/i•ViiRAiiitA01S ke- , as party of the second part, W ITNESSET H: WHEREAS, the second party desires to hold a horse show or shows at Estes Park Fairgrounds at Stanley Park, (hereinafter referred to as Stanley Park), Estes Park, Colorado, on the hereinafter set forth dates, and to make contractual agreements for the use of the facilities at Stanley Park and services to be furnished by first party in connection with the use of said facilities. NOW IT IS AGREED AS FOLLOWS: 1. The second party shall hold horse shows or halter classes on the following date or. dates: Date: 11J9 9 3 t 94,3 2. First party agrees to furnish to second party all available stalls and exhibition space f.or animals at Stanley Park as herein provided. First party will not furnish any feed or straw for any of the animals and no cleaning of the stalls except as herein provided. AGREEMENT ,e5 THIS AGREu'iy ENT, entered into the /6 day of (ao, _ , 1993 by and between the TOWN OV ESTES PARR, COL' ORRADO, a Municipal Corporation, hereinafter referred to as 'Town", and THEATRICAL MEDIA SERVICES, INC., hereinafter rer'erred to as "Theatrical". Theatrical Hereby agrees. to furnish to the Town at the 1ooitop Rodeo in Estes Park, Colorado on July 17, 1993, the following services: Sound, Lights, Stage Roof, Stage, Generator (tor light systems) and 2 spotlights per: Sammy Kershaw Rider ‘Town hereby agrees to pay Theatrical for the use of the equipment and services set out above the sum of Eight Thousand and 00/100 Dollars ($8,000.00). Said amount to be payable on July 17, 1993, by `sown check. T1&. Theatrical does hereby further agree to provide at its sole expense one (.L) operator fur each Spotlight included in the above listed services, and the cost of all electrical current to operate ail of the above listed services. Town does hereby further agree to provide at its sole expense eight (8) persons prior to the performance and five (5) persons after the performance for the set up and take down of all equipment. Said persons are to be at the direction of the representative of Theatrical. The Town hereby agrees to pay all taxes, inspection fees, license teas and outer tees that may be assessed because of the service and/or equipment agreed upon under the terms of this Agreement. The Town Hereby agrees that if it is not possible to use any of the equipment or services herein set forth that it will pay the full amount herein specified to Theatrical, and that no rebate or reduction in said amount because of rain, weather, accidents, Acts of God, or any order, laws or otherwise issued by any governmental agency. Subject to negotiation between Theatrical and Town representative. The parties agree to save each other. harmless 'from any claim whatsoever u: any damage to persons or property in the use of the equipment and acts Of the parties or their employees and/or agents due to any and all negligent acts and/or omissions which result in damage to persons or property. Said hold harm- less shall incluat all reasonable attorneys fees and Court costs incurred. SPECIAL EVENTS EVALUATION 1993 EVENT: Valentine Weekend DATE: February 13-14, 1993 NO. OF YEARS: 3 NO. OF DAYS: 2 MANAGEMENT: Romance Of The Rockies PURPOSE: To draw couples to Estes Park for a romantic weekend. ACTIVITIES: Hayrides, antique car rides, romantic movies, renewal of vows ceremony, dance, Kissable Lips Contest. ADVERTISING: Local newspaper EXHIBITORS: 2 % local, 73 % Colorado, 25 % Out -of -State 1989 1990 1991 1992 1993 No. Attendees - Renewals 320 190 No. Ride Tickets 153 195 No. Pictures 132 123 No. Tickets - Kissable Lips Contest 0 268 Town Expenses - not including advertising 550 0 & personnel Town Revenue 0 0 GROWTH POTENTIAL: Total draw for and attending event approximately 500. Should be able to draw 1,000 in 1994. 1993 we had more competition for Valentine activities - several cities began the Renewal of Vows Ceremony this year. COMMENTS: Needs year around promotion of the event with single Romance ads in the newspaper just prior to enhance the town's advertising program. There were lots of people in town - most of motels were full and the restaurants and stores reported good sales. All reported "couples" vs families. TO - FROM: SUBJ: DATE: BOB 5COTT GARY 5HANAFELT TRUCK AND TRUCKSTER PROPOSALS 2/B/93 PROPOSALS WERE REQUESTED FROM 8URT CHEVROLET (COLORADO STATE DID AWARD) AND RAINS MOTOR COMPANY FOR ONE, 1-TON TRUCK AS PER OUR SPECIFICATIONS. PLEASE FIND BELOW THE RESULTS OF THESE PROPOSALS. BURT CHEVROLET CAB AND CHASSIS COST: $12,963.93 BODY AND LIFT COST: $5,591.00 $18,554.93 TOWN OF ESTES PARK BUSINESS LICENSE FEE: $200.00 GRAND TOTAL: $18,754.93 RAINS MOTOR COMPANY CAB AND CHASSIS COST: $14,393,70 BODY AND LIFT COST: $5,491.00 GRAND TOTAL: $19,884,70 LOVELAND DESIGN CENTER 360 SO. LINCOLN • LOVELAND, COLO., S053:7 PHONE 667.3590 (1(i,o) &bAci_cv _ _ Shin to:ESTES PARK Bill tw:ESTEG PARK FAIRGROUNDF BOX 1967 BOX 1967 ESTES PARK CO ESTES PARK CO 80517- 80517- -­ OUOTE CARPET TPEU7T NEE-, LTD, B. SCOTT ESTES PARK, CO 80517 ESTES PARK FAIRGROUN 303/5%-4042 10048%) IlP No. 314 11:11 AM 02/17/93 PER/UNIT SKU DISCRIPTION QTY PRICE TOTAL DON EUPER 5 TURF ACTION BACK, S/Y 1777^77 4"00 7111.0E 0.00 0.00 0.011::: 0"00 0"00 0.00 NOTE: THIS ALSO lN[LUDES 0.00 0.00 0.00 USE OF OUR FORKL}FT TO 0.00 0.00 0.00 YPANSPORT OR MOVE 'URF 0"00 0.00 0.00 SUBTOTAL; Colo : City x TOTAL: 7111.O8 0.00 0.00 7111,08