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Home My WebLink AboutPACKET Special Events Committee 1992-07-02SPECIAL EVENTS COMMITTEE Thursday, July 2, 1992 - 11:00 A.M. AGENDA 1. 4-H Use of Fairgrounds 2. Use of Fairgrounds for fundraiser on August , 1992 Josh Henderson 3. Review Proposed Special Events - 1993 Budget 4. Wool Market Review 5. Presentation of Arena Site Plan and Usage - Roger Thorp 4-H tJSE OF FAIRGROUNDS - Steve Anderson of Ghostriders 4-H Club July 1, 1992 Dear Sirs: Thank you for your consideration of the enclosed proposal. On behalf of the friends of Brandon Holst, we appreciate your efforts. Our purpose in presenting this proposal is to obtain permis- sion for access to the fairgrounds on Thursday, August 6th. During this time, the arena would be used for a benefit concert for Brandon Holst. Brandon is a 19 year old Estes Park resident, who was recently diagnosed with Hodgkins disease. Brandon has endured two different surgeries in order to isolate the location of the cancer. He is now receiving daily radiation treatments in Ft. Collins. This entire process has been very difficult for Brandon and his family. He is unable to work this summer due to the treatments and lengthy recovery. Brandon is a student at CSU and intends to return this fall as a computer science major. However, since he has been unable to work he may not have the necessary funds to continue his education. For this reason, we desire to aid Brandon with a benefit concert. This is fitting as Brandon is an avid musician and has been involved musically in the community for several years. Several steps have been taken to insure a successful event. Local musicians and groups including the Estes Park High School Band, a local jazz band, Karen Mosier (singer), the High School Choir, and a few other bands Brandon has been involved with have been contacted. Also, we have talked to Terry Licence at the Trail Gazette and KRKI radio, he has agreed to provide advertising for the event. We have also taken the necessary precautions pertaining to insurance requirements. The insurance premium will be approx- imately $400 several local businesses have agreed to sponsor the event and cover insurance costs. These businesses include: Bob and Tony's Pizza, Ed's Cantina, Henderson House Bed and Breakfast and the Sundeck Restaurant. We intend to gain further sponsor- ship from other local businesses. We know Estes Park to be community that values the support of it's citizens. We feel that as Brandon is a resident, this is yet another opportunity for the community to offer support. Again, we appreciate your time and consideration of this propos- al. Sincerely, 3rd Year. Second Weekend in October 1992 Special Events Budget is $500.00 plus advertising Direct Income - None Suggestions: Continue Good Fall promotion - all town merchants benefit. Inside full price item sales are as good, if not better than the sale items. VALENTINE'S WEEKEND - Sponsor Romance of The Rockies Special Events Department Presented by Sally Atwood SUGGESTED SPECIAL EVENTS 1993 PRESENT EVENTS TO BE CONTINUED: SURPRISE SALE - Sponsor Estes Park Business Association Special Events Department Presented by John Mutchler 3rd Year Valentine Weekend and possibly thru the next weekend 1992 Special Events Budget was $500.00 plus advertising Direct Income - None Suggestions: Continue Romance of Rockies members are very organized and enthusiastic over the event. They have sufficient manpower and ideas for expansion. 1993 problem will be to find an appropriate place to hold the Expo and Renewal of Vows in the downtown area. Raise budget to $1500.00. ART WALK WEEKEND & JAZZ FESTIVAL -- Sponsor Estes Park Art Gallery Association Special Events Department Presented by Lisa Sanchez 3rd Year. Probably May 15 & 16 1992 Special Events Budget was $2,200.00 plus advertising Direct Income - None Suggestions: Continue Estes Park Art Ga1�Pry Association does a great job with this event. They handle all the art associated events and Special Events with the help of Max Wagner handles the jazz music in Riverside Plaza. Special Events needs additional funding for the music - $2,000 is not efficient to bring in enough groups over the two days and provide adequate sound equipment. Suggested amount $3,500.00. Special Requests: They would like to see additional advertising in the Greeley area. They would like us to continue the poster. again. KITE FLY - Sponsor Estes Park Optimist Club, Chamber of Commerce Trail Gazette and Special Events Department 5th year Held same weekend as Art Walk & Jazz Festival May 15 1992 Special Events Budget was $250.00 Direct Income - None Suggestions: Continue & add days Committee works well. Attended by mostly locals. Whav been Aproached byfrontran e kite cllub to hold a Competitve Contestt of Aerobatic Kites and Kite Fighting. This would hopefully be the start of an an annual event which after two -three years would draw kiters from all over the United States. They hold seminars, dinners, workshops and contests - four day event. Basic concern at this point is manpower and budget. Propose budget for 1993 be $2,500 plus advertising. WOOL MARKET - Sponsor. Special Events Department 3rd year June 10, 11, 12 & 13 1992 Special Events Budget was $18,000 plus advertising Direct Income - Approximately $25,000 Suggestions: Continue 1992 exhibitor count was up and visitor count was approximately 6,000. Would like to add a Dog Trial Show in 1993 and possibly bring back a Rabbit Show. Wool Market Committee consisting of four local residents and three from Eaton, Co. do a very fine job of organizing the event. Special Requests: Would like to see a budget increase. Without another inside facility the manditory rental of tents is very expensive plus the added expense of port -a -potties, etc. Purse monies have been conservative - would like to to see an upgrade to $25,000 plus advertising. FOLKS FESTIVAL •- Sponsor Telluride Bluegrass Association 2nd year August 27, 28, 29 1992 Budget was advertising and labor only Direct Income - None Suggestions: Continue as is. Event shows good prospects of growing. Coordinators are very efficient at this type of event. CHRISTMAS PARADE - Sponsor Special Events Department 5th year November 26 1992 Special Events Budget is $15,000.00 plus advertising Direct Income - None Suggestions: Continue Coordination with Connie Boschen works well. Suggest 1993 budget remain the same. JINGLE BELLS SHOPPING -- Sponsor. Special Events Department 3rd year December 14-15 1992 Specia]. Events Budget is $2,000.00 plus advertising Direct Income - None Suggestions: 1991 event was considered fair in the number of visitors generated. Since we have held this event only once, suggest we budget for 1993, however, make a close evaluation after the 1992 event as to it's value to the town. LIPPIZZAN HORSE SHOW - Sponsor Special Events Department Held every other. year - 6th year May 29, 30 & 31 1991 Special Events Budget $15,000 plus advertising Direct Income - $23,000 Suggestions: Continue Creates good audience and visitors to Estes Park. The following horse related events will continue to be budgeted for: American Quarter Horse Show Miniature Horse Show Arabian Horse Sow Rooftop Rodeo Hunter -Jumper Horse Show Westernaires Paint Horse Show Appaloosa Horse Show NEW SUGGESTIONS: OCTOBERFEST - Presented by Estes Park Business Association John Mutchler When: 1 Weekend in October Where: Bond Park Sponsor: Estes Park Business Association and Special Events Department Purpose: To create visitors to Estes Park in October for a two day event. Events: Bands and entertainment Food, drink and beer gardens Bus tours to see - elk and aspen leaves Elk Foundation Dinner Budget: ?"" plus advertising Direct Income: None, Suggestion: Great idea. Question available manpower to plan and carryout. Would like to see more than one organization be involved. They did not offer any dollar commitment. Town probably would have to pay for bands and advertising. CHAMBER MUSIC FESTIVAL - Presented by Louise Pickerton of Boulder and the Chamber. Players When: Early Spring for 3 days Where: Stanley Hotel Sponsor: Chamber Players, Estes Park Art Council and Special Events Department Purpose: To bring music lovers to Estes Park for a three day event. Events: Concerts each day. Workshops for musicians, both young and old. These would be ticketed. Budget: Special Events would be asked for advertising and general support. Direct Income: None Suggestions: Sounds like a very good event, but does have limited amount of people who can attend. If the Art Council helps financially why should Special Events budget? However, advertising would have to be budgeted for. BIKE RACE - When: Spring - May Where: Downtown - evening Outlayin areada Sponsors: Special - Events Department, Larry Wexler of Colorado Cycling, Non-profit Organization for the family ride and corporate sponsors Purpose: To provide a visitor draw for a one to two day event. Events: Moonlight Family Ride in the downtown area, non-competitive Off -Road Race - competitive during the day Budget: $2,500 minimum plus advertising Direct Income: Possible, depending upon how much Special Events Department gets involved. Suggestions: Has good potential. Could generate a large crowd after several years. Would like to see a good basic start for 1993. ESTES PARK WOOL MARKET REVIEW June 11, 12, 13 & 14, 1992 The 2nd Estes Park Market proved to be bigger and better both in exhibitor and spectator numbers. The attendance for the two days of workshops and seminars increased from 74 participants to 121. Of the twelve different workshops and seminars offered all but one were full to capacity. At the Thursday lunch we served 132, Friday's Luncheon and Fashion Show we served 162 and Friday's Lamb BBQ hosted about 100. The weekend animal shows were well supported: Sheep Entries Goats Entries Llama Entries Alpaca Entries 1991 1992 99 26 140 125 51 163 62 The Wool Fleece Show had 103 entries this year, about the same as 1991. We were very fortunate in having CASCO hold their National Cashmere Fleece Show at our Wool Market. 87 entries were sent in from all over the United States. We hope they will return in 1993. The Alpaca Fleece Show had 9 entries - a typical number I am told. The Alpaca breeders are just beginning to show interest in fleece shows. 47 vendor booths were rented (maximum number.) with a waiting list. Overall the vendors did very well - many indicated they did better than they do at Taos Wool Market. Several said they sold more by noon on Saturday, than both days last year. This indicates that our crowd was better educated as to what is available and what to expect. The three food vendors reported excellent sales. The lamb vendor from New Mexico was delighted - best festival ever. The addition of. the Children's Tent with hands-on spinning and weaving was over -flowing both days. Spectator numbers are estimated at 6,000. We were lucky the rain held until 4:00 p.m. each day. All of the scheduled demonstrations and contests were well attended and the general public seemed to be very interested in all aspects of the event. The motels reported a substantial increase from Wednesday thru Sunday. Out -state attendance is about 50% for exhibitors. The use of tents is festive, however we need to look into better accommodations. The winds Saturday night blew down all seven of the small tents on the track and we almost lost them again Sunday afternoon due to wind. The two large tents used for alpacas, sheep and goats were OK, but leaked and the posts were too numerous and angled for good useage with pens. I3esides the main committee consisting of Molly Kemper, Diane Stott, Ellen Sloan, Chris Switzer, Phil Switzer, Kaye Collins, Roy Dow, Myrtle Dow, and Clyde Vair, there were about 58 volunteers assisting in everything from announcing to parking cars. We could not successfully put this event on without their help. The enthusiam for this show is growing and anticipated needs for 1993 would be additional metal pens, tents, and dust control in the vendor area. POSSIBLE 1993 ADDITIONS: The Sheep Chairman would like to add a Karakul Sheep Show in 1993. This would include their conference. The Alpaca Association has voted to return to Estes Park with their annual conference again. We have been approached to include Dog Trials. The Colorado Lamb Cook -Off Association has asked to bring their 1993 Cook -Off to the Wool Market. The Angora rabbit breeders are asking to hold a full show. (facility problem) The Demonstrations Chairman will add about 5 weekend demonstrations. The conference center is not available for our use in 1993 and we have therefore made arrangements to use the High School for our workshops, seminars and Thursday lunch. The Friday Luncheon and Fashion location has not been decided at this time. The Wool Market Committee has worked hard and we are extremely pleased with the 1992 results. The exhibitors are very pleased with all aspects, the shows, sales, etc. The general public had a great time, it is educational for young and old, and they appreciate the family atmosphere we present. Many visited the grounds both Saturday and Sunday. We would like to keep this event free to the public. A $1.00 parking fee is being discussed for 1993. 1992 Direct Expense Budget was $18,000 (doesn't include advertising, salaries) Actual Expense to date 17,962 1992 Direct Income to date $25,212 P-5 C- , CVO--�� XIJ C, June 22, 1992 Town Trustees c/o Gary Klapalake P.O. sox '1200 Estes Park, CO 80517 Dear Sirs: I recently participated in the Estes Park, Wool Market. The event was a big success for us and we plan to be back next year. This is the second year we've been to Estes Park. The first year we attended the LANA Convention held in July of 1991. Next year we intend to stay an extra week and see the sights. You have a lovely town filled with friendly people. Hopefully you will build the new facility at the fairgrounds. Everywhere I've seen similar facilities built they've done very well.. Our alpaca breeders association enthusiastically decided to have its convention in Estes Park again next year so you must be doing something right. Thanks again. asc 13USINESS: 1610 N.E. 66th, Suite], Portland, Oregon 97213 (503) 252-9137 FAX (503) 254-6572 RANCI 1: P.O. 13ox 177, Cheshire, Oregon 97419 (503) 998-2854 1. 927 Moraine Ave., MR Estes. Park, CO 80517 Jun 20, 1992 Town of Estes Park Attn: Bob Scott & Linda Hinze P.O. Box 1200 Estes Park, CO 80517 Dear Bob & Linda: Congratulations on an outstanding job on the Wool Market!!! We were sold out at Alpine Trail Ridge Inn on Friday & Saturday and noticed a substantial increase in business for Wednesday through Sunday. We were sold out the entire time at Colorado Cottages! The participants were delightful people and our other guests enjoyed attending the activities and buying the beautiful sweaters, etc. that were offered. Jay & I would like to show our appreciation for your efforts by donating the room you booked with us for Mr. John Graves. The actual value of this room for the two nights was $120.00 plus surcharge and tax. (Note: I had originally told you we would discount it to $99.00 plus surcharge & tax.) For your future reference, we have enclosed a brochure on each property. Thank you for thinking of us and we DEFINITELY want to be included in any marketing you do for this group!! c c ' GArey KL1V?4N K E Sincerely, ay & Fran Grooters Alpine Trail Ridge Inn Managers Colorado Cottages Owners PRESENTATION OF ARENA SITE PLAN AND USAGE PRESENTED BY ROGER THORP / � � ************************************************************************ POTENTIAL BUILDING FUNCTIONS 1 = Minimal ESTES PARK MULTI-USVARENA 2 = Below Average ESTES PARK, COLORADO 3 = Average 07/01/92 � 4 = Above Average THORP ASSOCIATES P.C., ARCHITECTS AND PLANNERS ESTES PARK, COLORADO ************************************************************************ FACILITY FINANCIAL COMMUNITY OUTSIDE BUILDING FUNCTIONS COST RETURN NEED USERS TOTALS --------------------- HOME & GARDEN SHOWS 1 3 2 4 8 DOG & CAT SHOWS 1 3 2 5 9 WOOL MARKET 2 5 3 5 11 EQUESTRIAN SHOWS 2 4 3 5 10 LIVESTOCK SHOWS 1 3 2 5 9 ANIMAL AUCTIONS 1 5 2 5 11 ANTIQUE AUCTIONS 2 5 3 5 11 ARTS & CRAFTS SHOWS 2 4 4 5 11 TRADE SHOWS 3 3 2 5 7 FOOD FESTIVALS 4 2 2 3 3 HOLIDAY HOUSE 3 1 3 2 3 RODEO SCHOOL 1 3 2 4 8 AUTOMOBILE SHOWS 2 4 2 4 8 R.V. DEALER SHOWS 2 4 2 5 9 BOAT & REC SHOWS 2 4 2 5 9 OUTDOOR GEAR SHOWS 2 4 3 5 10 TRACTOR/TRUCK PULLS 4 5 2 5 8 MUSICAL CONCERTS 5 5 4 5 9 H S GRADUATION 1 1 5 2 7 H S SPORTS PRACTICE 2 1 4 1 4 RUNNING TRACK 1 1 5 1 6 INDOOR TENNIS 5 1 5 2 3 INDOOR SOCCER 4 1 4 1 2 BASKETBALL 5 1 3 1 N AG EQUIPMT DISPLAY 2 4 2 4 8 INDUST EQUIPMT SHOWS 2 4 2 4 8 ICE ARENA 5 2 5 3 5 REGIONAL DAIRY SHOW 1 4 2 4 9 SCOTTISH FESTIVAL 2 3 4 5 10 5 = Maximum ************************************************************************ ******************************************************************** POTENTIAL BUILDING FUNCTIONS -PRIORITIZED LIST **** E8TES PARK MULTI -USE ARENA ESTES PARK, COLORADO 07/01/92 THORP ASSOCIATES P.C., ARCHITECTS AND PLANNERS ESTES PARK, COLORADO ************************************************************************ BUILDING FUNCTIONS PRIORITY POTENTIAL POTENTIAL LITTiE _..... ..... .... ... ... _____ SCORE PHASE I PHASE II POTENT -AL ANIMAL U ACTIONS 11 � O O ANTIQU-nUCTIONS O ARTS & CRAFTS SHOWS EQUESTRIAN SHOWS C.)OUTDOOR GEAR SHOWS SCOTTISH FESTIyAL � 10 � O O DOG & CAT SHOWS I0 � O O LIVESTOCK SHOWS 9 � O O R^V. DEALER SHOWS � � O O BOAT & REC SHOWS O MUSICAL CONCERTS � � O O REGIONAL DAIRY SHOW � � O O HOME & GARDEN SHOWS 8 � O O RODEO SCHOOLS 8 AUTOMOBILE SHOWS 8 a O O TRACTOR/TRUCK PULLS 8 O � O AG ECl) UIPMT DISPLAY 8 a O O INDUST EQUIPMT SHOWS 8 � O O TRADE SHOWS H S GRADUATION 7 8 O O RUNNING TRACK 6 � ICE ARENA O O H S SPORTS PRACTICE FOOD FESTIVALS 4 O HL OIDAY HOUSE � INDOOR TENNIS � O � O INDOOR SOCCER � O � O BASKETBALL � O � O 0 O O � ********************************************************* Al. **************