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HomeMy WebLinkAboutPACKET Special Events Committee 1993-01-07SPECIAL EVENTS MEETING uUnuary 7, 1993 -- 8:30 a.m. AGENal Rooftop Rodeo A. Alsbauyh Rodeo Contract B. Rodeo Committee Appointments for 1993 Mile hi State Winnebayo Rally (August 13 3. 4-13 Ayreement 4. Rally '1\1 The Rockies Event Reports A. Christmas Parade B. Jinyle Bells C. Ice Sculpture 6. 1993 Capital Bids - And/or Purchase 5 Special Events Committee reserves the right to delete or add to this agenda. A(REEMENT THIS AGREEMENT, made and entered into this day of , 19, by and between the TOWN OF ESTES PARK, a Colorado Municipal Corporation, hereinafter referred to as Town and WALTER ALSRAUGH, doing business as Walter Alshaugh Rodeo, hereinafter referred to as Rodeo, WITNESSETH: 1. Rodeo shall produce for Town a contest rodeo to include six (6) performances, commencing on the 14th clay of July 1993, at Stanley Park, Estes Park, Colorado. Performances shall begin at 2:00 p.m. and 8:00 p.m. on July 14th, 15th, and 17th, except for slack, if necessary, shall be held following each 8:00 p.m. performance. 2. Rodeo shall furnish all supervision, stock, personnel and equipment necessary for the six (6) major rodeo events, including but not in limitation thereof the following: pickup men, timekeepers, arena directors, arena secretary, announcer, arena and chute help, rodeo music, bullfighter, and a specialty act to also perform as the barrel. man. The Town shall furnish chutes, rodeo grounds, and approved PRCA Rodeo Judges. All personnel and equipment shall be subject to the approval of Town, and the Professional Rodeo Cowboy's Association, Colorado Springs, Colorado, and shall comply with said Association's rules and regulations. 3. Town shall deliver. to Rodeo on July 17, 1993, the sum of Seven Thousand and No/100 Dollars ($7,000.00) as prize money which is to he disbursed by Rodeo, together with all contestants' entry fees. Rodeo shall collect all the Contestants'entry fees. All prize money agreements are to he subject to the approval of said Rodeo Cowboys Association. 1993 PROPOSED MEMHERSHIP ROOFTOP RODEO COMMITTEE 1 Jo Adis V' hu Judy Anderson lq.Danielie Borland Ray Carlton fsetty Ciauson Rick Dill jack Gartner Maryee' Gartner Lisbie Goetz Ken Hobert _ • _ IA Chief jenista (janieile Jenista Steve Xinyery Mike Martin 'r(ary O'Connor Steve Peterson 601) SeiZert iia.rj Jo Seifert Chuck Thomas Joan Van Horn Debbie Watson AGPEEMENT ff THIS AGREEMENT, made this 11 day of Dec"0 �1 1:wr 19 ' , by and between the TOWN OF ESTES PARK, COLORADO, A Municipal Corporation, as party of the first part, and S-Id46 - d i,m; luv , as party of the second part. L-tatek.S W I T N E S S E T H: WHEREAS, the second party desires to hold a jamboree 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 AGR.FED AS FOLLOWS: 1. The second party shall hold a jamboree on the follow- ing date or dates: ,) tl. 2. Rental. The rental of the Stanley Park area shall be assessed at $ \$,vb per vehicle per day with water and electricity hook-up, and $-\.O0 per vehicle per day dry camping. 3. First party shall not he obligated to provide any service, security, or equipment to second party. AGREEMENT THIS AGREEMENT, made this day of , 1992 by and between the TOWN OF ESTES PARK, COLORADO, a municipal corporation, as party of the first part and COLORADO STATE UNIVERSITY COOPERATIVE EXTENSION, BOULDER COUNTY 4-H, as party of the second part. W I T N E S S E T H: WHEREAS, second party desires to use facilities at Estes Park Fairgrounds at Stanley Park for the purpose of providing facilities for use by members of the local 4-H Club; and WHEREAS, the parties desire to set forth their agreement as to the use of these facilities as follows. NOW THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND CONDITIONS CONTAINED HEREIN AND FOR OTHER GOOD AND VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS: 1. The members of the local 4-H chapter operating under the organizational structure of second party, shall be allowed to use the Estes Park Fairgrounds at Stanley Park from the date of this agreement until this agreement is terminated by either party as further provided herein. 2. Second party agrees that the use of the facilities at Stanley Park shall be under the following terms and conditions. A. The local 4-H chapters will give written notice to second party and the Special Events Department thirty (30) days prior to any use. B. At a minimum, two (2) adult leaders of second party will. be on -site at all times during any 4-H activities, with a 1-5 ratio of leaders and children. Leaders to discuss emergency access with the Special Events Director prior to commencement of any activity at Stanley Park. C. 4-H will have limited access to the east gate of the arena. The remaining grounds will be excluded from use. D. Keys will be checked out by the adult leaders from the Special Events Director. AGREEMENT THIS AGREEMENT, is entered into this day of , 199_, by and between the TOWN OF ESTES PARK, hereinafter referred to as the ("Town") and RALLY'N THE ROCKIES, LTD., hereinafter referred to as ("Rally"). WITNESSETH: WHEREAS Rally has contracted with Americade, Inc. for certain services and materials to allow Rally to promote and manage a motorcycle rally, known as Rally'n the Rockies in Estes Park, Colorado in 1993, 1994 and 1995; and WHEREAS the Town has agreed to provide certain funds and services to Rally in consideration of the organization and management of said events. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND CONDITIONS CONTAINED_HEREIN,_THE--PARTIES-AGREE -AS FOLLOWS: 1. The Town shall advance, on or before February 1st of 1993, 1994 and 1995, the sum of Eight Thousand Dollars ($8,000.00 to ly to meet expenses in the rganizati n promotion o t e event. Said sum shall be deposited in the Estes Park Bank with signatures on the account to be that of Rally and Bob Scott, Special events Director of the Town. 2. The Town shall be reimbursed by Rally at the time that receipts for the event are greater than the event expenses, in the amount either equal to the amount set forth in Paragraph 1 or the amount which exceeds expenses, whichever is less. Said payment, if any, shall occur within 60 days after the conclusion of the event. Event expenses shall not include any payment to Hobert Office Services, Ltd. for management services for the event, but shall include paid expenses by Hobert Office Services, Ltd. for the event. Also, the Town shall be reimbursed the sum set forth in Paragraph 1 above pr'or to any payments to Americade, Inc., for percentage of gross and/or net receipts, pursuant to the contract between Rally and Americade, Inc. 3. The Town will provide the Stanley Park Fairgrounds for the event dates, including one additional set-up day and one take -down day. The Town also shall provide a suitable blacktop area for manufacturer demo rides. Said facility should be provided to Rally free of charge. 4. The Town shall provide indoor carpeting for Barn W, provided that Rally pay to the Town fifty percent (50%) of the cost of said indoor carpeting at the time of ordering of said carpeting. The price of such carpeting shall be approved, in advance, by Rally. -1- at Estes Park August 24th - 28th, 1993 Rocky Mountain's Largest Touring Rally (formerly Americade-Rockies) R-n-R in Estes Park. Come meet old friends and make new ones. Enjoy the splendor of the Rocky Mountains and Rocky Mountain National Park. P.^fhvet:!,{fk.;4;a:"hMv;t:•,`+^;,;;sy:.U:,SX,„^+,'it^'-0✓.•fv,<,;•}Yr;•;i;ttiti�,`vM:,Y•}X^?;i„{.^;.. k•:et;•is:. k"fi^.vrrrn5 .. ,,..,+.•s,,. rr*I ,,..^^,^,'}rN`+Jt � Sfi,. . h" y{4 -^*�J` f'r�Y;^i?}.+�..vaibX •?}:. I P t r.;i.+titlfi{ nIHTours through the beautiful Rocky 1" ountain & Rocky Mountain National Park. A Demos from Manufacturers Tour Expo Entertainment Light Parade Door Prizes Contests & Judging and much morel itviiy'n the Rockies, Ltd. P.O. Box 1728 Estes. Park, CO 80517 Phone: (303) 586.9519 • Fax: (303) 586-6685 1992 CHRISTli S PARADE EVALUATION With weEit.ler just about perfect, an estimated 22,000 attended the "Come Catch The Glow" Christmas Parade held on NovemeThe sun was shining in Estes and also the front range with little wind and temperatures in the 30's. it was the ;,est weather for our parade dal ever. Reports from the accommodations and restaurants were good. Many eporting alot of people staying the entire weekend. All aspects of production went very smoothly. We made s vera.t. changes this "ear and they proven to be more efri- cient. Tlie (Bien House held on Tuesday evening was poorly attended. Those who attended did appreciated the time to view the i bats • Suggest that we delete this activity as it is alot of work to get ready for with too few taking advantage of the opportunity. The Open House advertising was good, people just didn't come. Merchants indicated that sales were good the entire weekend. We need to again encourage the businesses to stay open for awhile after the parade. Hay Rides - Two tractors and wagons were used. 1993 we should tsy to find additional wagons as the rides are a big lit with young and old. The wagons were equipped with flasiir._s and the attendants wore orange vests which helped with the safety factor. The characters on the streets are always well received. The families enjoy Having their pictures taken with them. The High School Student Council provided the manpower for the characters. Awbassadors accompany tlheni to see that the characters visit the sponsors regularly and also for safety in crossing st eets, and watching fur small children ap- proaching. Stage & Santa - Pictures with Santa was again a huge suc- cess. Being on sage on Elkhorn provides lots of interest from those walking or driving by. Times for the characters and Santa (Noon to 4:00 p.m.) proved to be better. Characters didn't get as tired and the crowds really don't start to hit Estes until noon. Suggest we continue these hours for 1993. Advertising •- ne%,spaper advertising and euveraye was good - suggest continuation of same. Would like to see some picture:, of tire; parade in the Winter Insert if possible. Your radio stations were on air from about 4:00 p.m. until after tiie parade, KR•x:I, K-99, KOA and Eagle. KRKI was very cooperative and did a great job promoting the parade during the Wt:el; prioi . We began tlxe parade at 5:30 p.m. (half an hour early) and think it worked well. It was dark enough and viewers didn't get as cold waiting. Last year it was suggested that the fairgrounds crew not drive floats, but be more available as troubleshooters at line up. This worked very well, the generator starting, etc. went uUcu smoother. We need to rind a new vehicle for the Drurn float and also a longer t. ailez for Peace on Earth for 1993. The non-profit floats entered were better this year' - quality ut decorating was improved and we had better con- trol. Also, two large bands from the Aurora area joined us this year (thanks to the weather). Traffic control was e:,:ceilent. Congestion after the parade i:rom cares entering Elkhorn .front the Plunicipai Lot was hectic, but not much can be dune about that. With that many cars and people, waiting is just part of tl'ie game. The Police Department reported that most of the traffic was on hiwayLoveland. (Interesting note for the Advertising Department). The Town employees were very good about volunteering this year as either drivers or general helpers. We send our appreciation to them, the sponsors, school students, ambas- sadors, and the private business people who graciously lend us their generators, trailers, and tractors. 1992 JINGLE BELL SHOPPING EVALUATION The 2nd dingle Bells Shopping Weekend was held in Estes Park on December 12 & 13. The weather in Estes was good - a little cold „:n Sunday, but generally good. The weather in Denver and the front -range was snowy and cold. On Saturday• a fair amount of people were in the downtown area and many took part in the activities •- hayrides and pictures ,iith saiita Claus. however, Sunday was very slow. The characters are always a great hit and the children in particuy.ar enjoy their presence. Tlie High School Senior Class served as helpers with the characters and Santa. The weekend is a good idea and everyone who does participate has a great time. However, the event has not proven to be success.iu.L enough to continue in 1993. It takes many hours from the Director of the event plus a large volunteer group to put this weekend un. To date the crowd volume does not justify the work. We have heard nothing from the town businesses to warrant 77the continuation of Jingle Bells Shopping in the future. The advertising - some piggy --backed with the parade advertising plus ads in the local and rrontrange papers on December 6tli and December llth - was very good. Reasons for tiie lack: of attendance is questionable. We __._.__-- don't know whether it was the weather or just not enough activities going on to entice the shopper to Estes. 1992 ICn SCUPLTURE EVALUATION Several weeks prior to Christmas the Town was approached by .lour .vocal cners for the use or Bond Park for a Holiday Ice Sculpture. Permission was granted and construction began on December 22nd. The result was very impressive. The sculpture was truly a work of art and all your men should be commended for their efforts and time involved in providing this art form for the community and vi:.,. tors o1 Estes. The sculpture due to weather and sun was dismantled in about a week. However, it was enjoy eu uy man:. The Special. Events Department and the Town provided only the space ant: electricity. Joe Switzer, Rich Jereb, John Ofierdalil and Jeff Lemon provided not only their art skills, out alsu obtained their own sponsors for the ice (LaCasa Restaurant, Holiday Inn, East Side Food Store, Elks Lodge Noble Sysco ahu Ace Hardware) . We feel this type of presentation is very worthwhile and appreciated and should be considered again. With the artists cooperation we hope to continue this event with possibze expansion. We would also hope that The Art Center or Cultural.. Arts Council woulu like to be involved. This was a great -dea and very well done. We congratulate ueff, Joe, Rich and John. 1993 Capital Bids/Purchases I. Cohiputer Printer L. Truck 3.Truck..3c..er Livestock.. Panels 5. .nrc 6. Roping Cliute 7,- 1,200 21,600 6c-id/I- /1-16-C 3,950 10,600 2,600 2,000