Loading...
HomeMy WebLinkAboutPACKET Special Events Committee 1994-11-10SPECIAL EVENTS COMMITTEE NOVEMBER 10, 1994 9:30 A.M. BOARD ROOM AGENDA 1. Contracts - Rooftop Rodeo Contractor July 12 - 15, 1995 2. Rooftop Rodeo - Report 3. Review of Business Owners/Special Events Organizers' Meeting of October 6, 1994. 4. Event Reports - October Gold Surprise Sale 5. Staff Comments The Special Events Committee reserves the right to add or delete items from the agenda as necessary. AGREEMENT THIS AGREEMENT, made and entered into this '4j-11 day of DG's4be4f , 1994, by and between the TOWN OF ESTES PARK, a Colorado Municipal Corporation, hereinafter referred to as "Town" and POWDER RIVER RODEO PRODUCTIONS, INC., hereinafter referred to as "Rodeo". W I T N E S S E T H: 1. Rodeo shall produce for Town a rodeo to include six (6) performances, commencing on the 12th day of July, 1995 at Stanley Park, Estes Park, Colorado. Performances shall be as follows: No. of Shows Dates Time 1 July 12, 1995 2:00 P.M. 1 July 12, 1995 7:30 P.M. 1 July 13, 1995 7:30 P.M. 1 July 14, 1995 7:30 P.M. 1 July 15, 1995 2:00 P.M. 1 July 15, 1995 7:30 P.M. Rodeos shall also produce a rodeo to include six (6) performances in July of 1996 and 1997 under the terms and conditions of this Agreement. The Town shall notify Rodeo on or before October 1, 1995 and October 1, 1996 of the specific dates and times for the 1996 and 1997 performances. 2. Rodeo shall furnish all supervision, quality 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 speciality 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. Rodeo agrees that quality stock shall be stock of the same quality and condition of stock provided at other rodeos in the Northern Colorado area during the term of this Agreement. 3. The Town shall also furnish to the Rodeo fifteen (15) tons of hay and three (3) tons of grain. 4. Town shall deliver to Rodeo one day prior to the start of the first performance in each year the sum of Ten Thousand Five Hundred and 00/100 Dollars ($10,500.00) as prize money which is to be disbursed by Rodeo, together with all contestants' entry fees. Rodeo shall collect all the Contestants entry fees. All prize money agreements are to be subject to the approval of said Rodeo Cowboys Association. In the event that the number of shows is increased or decreased by the Town, the amount of prize money shall be adjusted on a pro-rata basis. 5. Town shall pay to the Rodeo for the production of said Rodeo, as herein agreed, the sum of Twenty far•1 Q.Thousand and 00/100 Dollars ($. ',000.00) to be paid upon comp ete performance of Rodeo. a5; Coo .Ca 6. Town agrees to furnish the facilities at Stanley Park for the Rodeo. 7. Town shall arrange for an ambulance at the rodeo grounds during all contests. 8. Town shall have the overall authority, control and supervision of Stanley Park, except the production of the rodeo portion thereof, as hereinabove provided, which shall be under the sole supervision, control and responsibility of Rodeo. 9. Rodeo shall provide comprehensive general liability insurance with minimum policy limits of One Million and 00/100 Dollars ($1,000,000) for each occurrence and One Million and 00/100 Dollars ($1,000,000) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage, personal injury (including coverage for contractional employee's acts), contractional and independent contractors. The Town shall be named as additional insured on this policy. Rodeo shall furnish certificates evidencing the above insurance requirements including the addition of the Town as additional insured on the general comprehensive liability policy, at least thirty (30) days prior to the beginning of the rodeo. The Town shall reimburse Rodeo upon presentation of said Certificate for the cost of this insurance. Said sum shall not exceed One Thousand Five Hundred and 00/100 Dollars ($1,500.00) The parties to this Agreement understand and agree that the Town is relying on, and does not waive, by any provisions of this Agreement, the monetary limitations or terms (presently $150,000.00 per person and $600,000.00 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, 24-10-101 et. seq., C.R.S., as from time to time amended or otherwise available to the Town or any of its officers, agents or employees. Rodeo understands and agrees that they are an independent contractor under the terms and conditions of this agreement. As such, they are not entitled to unemployment or insurance benefits through the Town. Also, the Rodeo understands and agrees that they are solely responsible for all Federal and State Income Tax, FICA taxes and Unemployment Insurance taxes. Rodeo also understands and agrees that they are responsible for Workmen's Compensation coverage and taxes for themselves and any employee. 10. All notices, demands or other documents required or desired to be given, made or sent to either party, under this Agreement shall be in writing, shall be deemed effective upon mailing or personal delivery. If mailed, said notice shall be mailed, postage prepaid registered mail as follows: Town of Estes Park c/o Linda Hinze Estes Park Fairgrounds P.O. Box 1967 Estes Park, CO 80517 Powder River Rodeo Productions, Inc. c/O Hank Franzen P.O. Box 626 Wright, WY 82732 11. In the event that there is a default under any terms and conditions of this Agreement, the non -defaulting party shall give the defaulting party ten (10) days notice in writing of said default. If said default is not cured within said ten (10) day period, then the non --defaulting party shall be entitled to all damages incurred by the non -defaulting party as a result of said default, including an action for specific performance. Said damages shall include all reasonable attorneys' fees and court costs incurred by the non -defaulting party. 12. Rodeo agrees to include the Town on all releases or waivers of liability obtained by Rodeo from the participants, contestants, and/or exhibitors of said shown, with Town to be released in the same manner as Rodeo. Rodeo agrees to furnish to the Town a copy of the waiver or release form which Rodeo intends to use for said purpose. 13. Rodeo agrees that Town shall not be liable for any injuries, sickness or damage to any of Rodeo's employees, livestock or personal property, and Rodeo agrees to indemnify and to hold Town harmless therefrom and from any third --party claims for loss, damage, sickness or injury caused or alleged to have caused directly or indirectly by Rodeo, its employees, agents or animals, or caused or alleged to have been caused directly or indirectly in any manner whatsoever by the herein agreed upon performances by Rodeo. Said indemnification shall include all reasonable attorney fees and costs incurred by the Town resulting from any third party claim. -3- 14. This agreement represents the entire agreement between the parties and shall not be amended by either of the parties hereto without written consent of the other party. 15. This agreement shall be binding upon and insure to the benefit of the parties hereto, their successors and assigns. 16. The Town shall have the option of extending this contract for two additional one year periods for 1996 and 1997. The Town shall give Rodeo written notice on or before October 1, 1995 of its intention to extend this Agreement for 1996. If the Town exercises the option to extend this Agreement for 1996, the Town shall have the right to extend this Agreement for 1997 by giving Rodeo notice on or. before October 1, 1996 of its intention to extend this Agreement for 1997. Also, on or before said October 1st dates, the Town shall include within its written notice the dates and times of performances. 17. In the event that the Town extends this Agreement for 1996 and/or 1997, all other terms and conditions of this Agreement shall remain as stated. IN WITNESS WHEREOF, the parties hereto have subscribed their names the day and year first above written. TOWN OF ESTES PARK By: Mayor ATTEST: Town Clerk POWER RIVER RODEO PRODUCTIONS, INC. ATTEST: ROOFTOP RODEO REPORT - Gary O'Connor MERCHANTS MEETING OCTOBER 12, 1994 CONCLUSIONS The following are the conclusions arrived at by merchants and event coordinators attending the above meeting. The twenty-four people attending addressed concerns with Special Events held in Estes Park - in particular in Bond Park. 1. Event held on Labor Day weekend. 2. Fees/Sales Tax reporting - level playing field for all 3. Fund raiser vs Special Event Crowd draw vs divided crowd 4. Quality control 5. Merchants attending had mixed opinions of Labor Day event SPECIAL EVENTS EVALUATION 1994 OCTOBER GOLD BRATS & BANDS DATE: October 1 & 2 NO. OF YEARS: 2 NO. OF DAYS: 2 MANAGEMENT: Estes Park Merchants & Sunrise Rotary PURPOSE: Create a festival atmosphere for the downtown area to promote shopping and activities. ACTIVITIES: Polka bands and dancing in Bond Park, Saturday evening dance at local lodge and beer tasting at local pub. ADVERTISING: Town insert in September, posters and news releases ATTENDEES: 10 % Local 90 % Colorado % Out -of -State 1993 1994 NO. ATTENDEES ? ? NO. EXHIBITORS 0 0 NO. AT DANCE 140 150 TOWN EXPENSES - not including advertising 540 0 TOWN REVENUE 0 0 GROWTH POTENTIAL: It is difficult to estimate the traffic count for this event, due to the weather. High quality of entertainment was certainly provided. Needs more frontrange advertising than in the September insert, local paper and posters. COMMENTS: Since the Estes Park Merchant's Association has dissolved, the Sunrise Rotary Club will take over the management of the event starting in 1995. They were involved at the last minute this year, and are already planning 1995. The event will move into late September and the name changed to "Autumn Gold". This has the potential of attracting a large number of attendees in the future, with the addition of several new events to the weekend. This shoulder season event needs our support. SPECIAL EVENTS EVALUATION 1994 SURPRISE SALE DATE: October 8-9 NO. OF YEARS: 4 NO. OF DAYS: 2 MANAGEMENT: Town PURPOSE: Bring shoppers to Estes Park during the shoulder season. ACTIVITIES: Sales at all participating stores and businesses both inside and outside. ADVERTISING: Local newspaper, frontrange papers, SPECTATORS: 25% Local; 75% Colorado 1991 1992 1993 1994 NO SPECTATORS: Town Expenses: (Not 0 including advertising) Town Revenue: 0 0 0 Minimal Minimal 0 0 GROWTH POTENTIAL: Always depends on weather. So far excellent crowds have been seen. Growth is determined by advertising and weather. COMMENTS: Continue to stress a quality sale - not just junk. Most businesses reported good sales on full price items, as well as, sale items. Many more businesses get involved each year, seeing the value of the event to all businesses. Weather this year was good both in Estes and in the valley. Of the businesses surveyed, majority did better than in 1993. People numbers were up from 1993.