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HomeMy WebLinkAboutPACKET Special Events Committee 1993-10-28SPECIAL EVENTS COMMITTEE October 28, 1993 8:30 A.M. BOARD ROOM AGENDA 1. Scottish Festival - Dr. James Durward 2. Rally'N The Rockies - Ken Hobert 4 4124hk-^ ' 3: Sound System - Elkhorn Avenue 4. Event Evaluations - Rally'N The Rockies Folks Festival Scottish Festival Surprise Sale October Gold Grounds Use Request - International Dog Weight Pull Spring 1994 6. Decision Model ,-- 7. Staff Comments The Special Events Committee reserves the right to add or delete items from the agenda as necessary. SPECIAL EVENTS EVALUATION 1993 RALLY'N THE ROCKIES DATE: August 24-28 NO. OF YEARS: ,5 NO. OF DAYS: 5 MANAGEMENT: Aericade until 1993, then management changed to Ken and Marcia Hobert, under the name of Rally'n The Rockies. PURPOSE: Attract a large interest group (motorcyclists) to Estes Park and provide a scenic area to tour and congregate. ACTIVITIES: Dinners, entertainment, vendors, touring and parade. ADVERTISING: Local newspaper, mass mailings, trade magazines PARTICIPANTS: 0% Local 40 o Colorado 60 % Out -of -State 1990 1991 1992 1993 NO. ATTENDEES NO. EXHIBITORS RENTAL INCOME - ARENAS TRAFFIC COUNT US34 (WEEK) TOWN EXPENSES - TOWN REVENUE 3,500 4,000 500 46,434 500 44,730 4,000 0-0 100 500 0 51,175 Closed 10,976 3,457 not including advertising 500 7,322 500 7 ,0 3 4) '3,272,), GROWTH POTENTIAL: Rocky Mountain National Park is very attractive to motorcyclists. With proper promotion and quality activities the event should continue to grow each year. COMMENTS: Americade discontinued this event in 1992 and Ken & Marsha Hobert took over as new management for 1993. The new name of Rally'n The Rockies should take a hold quickly. This has been an excellent event and the town should offer help to the Hoberts first five years to help it succeed. Numbers for 1993 were down - probable reasons 1) change in name and management; 2) change of location; 3) change of dates; 4) US Hwy 34 was closed for four days during the event due to a rock slide. SPECIAL EVENTS EVALUATION 1993 LONGS PEAK SCOTTISH HIGHLAND FESTIVAL DATE: September 9-12 NO. OF YEARS: 15 years NO. OF DAYS: 4 MANAGEMENT: Longs Peak Scottish Highland Festival PURPOSE: To promote shoulder season in Estes Park. Promote participation of celtic events. ACTIVITIES: Parade, concerts, seminars, field game events, food, celtic vendors, bands and demonstrations. ADVERTISING: Local newspaper, frontrange newspapers, radio, mailings, trade magazines. SPECTATORS: 20o Local; 60a Colorado; 20 Out -of -State 1990 1991 1992 1993 NO. SPECTATORS: TRAFFIC COUNT US34 17,012 Town Expenses: (not including advertising) Town Revenue: 15M 15,182 20M 19,061 7,322 7,643 2,552 0 160 GROWTH POTENTIAL: Good - weather is always a factor. Facility and town capacity is not much more than 25,000. COMMENTS: Excellent event - well managed. Weather was perfect on Saturday and until mid -afternoon on Sunday. Special Events Department furnished a shuttle service from the parking area to the "-)mmunity Drive entrance. Longs Peak Scottish Irish Festival P.O. Box 1820 • Estes Park, Colorado 80517 (303) 586-6308 //4-0-71/ fr erer-D / 5t 6,2 C- - JgJI SPECIAL EVENTS EVALUATION 1993 ROCKY MOUNTAIN FOLKS FESTIVAL DATE: August 28-29 NO. OF YEARS: 3 years NO. OF DAYS: 3 MANAGEMENT: Folks Fest. - Telluride Blue Grass Committee PURPOSE: Generate activity in Estes Park during an off weekend during August. Provide good folk music in a family atmosphere. ACTIVITIES: Folk music, family entertainment, children's tent and activities, and vendors. ADVERTISING: Local newspaper, frontrange newspapers, radio, mass mailings. SPECTATORS: 30% Local; 69% Colorado; 1% Out -of -State 1991 1992 1993 NO. SPECTATORS: 4,000 6,000 4,500 TOWN EXPENSES - Unknown 1,100 2,219 not including advertising TOWN REVENUE 0 0 0 GROWTH POTENTIAL: Weather is always a factor. They do a good job preselling their tickets to offset bad weather. With good en) :rtainment and weather this event could generate 20,000. COMMENTS: Management is good group to work with - they put on two other major events (Telluride Bluegrass Festival), know their business and are for profit. In 1993 the event was reduced to a two day show (1 day less). They indicated that 1994 or 1995 should be the year for them to break-even. U.S. Hwy 34 was closed Saturday due to the rock slide which didn't help attenance. Estes Valley Recreation District has indicated they will charge for the use of titanley Field in 1994. SPECIAL EVENTS EVALUATION 1993 SURPRISE SALE DATE: October 9-10 NO. OF YEARS: 3 NO. OF DAYS: 2 MANAGEMENT: Town & Estes Park Business Association 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 1990 1991 1992 1993 NO SPECTATORS: Town Expenses: (Not including 0 0 2,482 advertising) Town Revenue: 0 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 poor in the valley on Saturday and poor in Estes Park on Sunday - snow. Of the businesses surveyed, half did as well as or better than 1992 and half down some. People numbers were down (weather), but businesses were still pleased with the weekend - all indicating it was better than if we didn't have the event. SPECIAL EVENTS EVALUATION 1993 OCTOBER GOLD BRATS & BANDS DATE: October 16 & 17 NO. OF YEARS: 1 NO. OF DAYS: 2 MANAGEMENT: Estes Park Business Association PURPOSE: Create a festival atmosphere for the downtown area to promote shopping and activities. ACTIVITIES: Polka bands and dancing in Tregent Park, Bond Park and Riverside Park. ADVERTISING: Town insert in September, posters and news releases. ATTENDEES: 10 % Local 90 o Colorado % Out -of -State 1993 NO. ATTENDEES ? NO. EXHIBITORS 0 NO. AT DANCE 140 TOWN EXPENSES N not including advertising 540 TOWN REVENUE 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 and local paper and posters. Could grow into a very successful event with more cooperation and support from the downtown stores and restaurant owners. Suggest they consider moving the event to the first weekend in October. COMMENTS: For a first year event, it went very smoothly. The weather was fair on Saturday, but the wind was cold and sitting in the park was difficult for any period of time. Sunday it rained all day. The band was moved from Riverside Plaza to the lower part of the Wheel Bar with outside speakers. The dance at the Golden Eagle drew 140 (Fireman's Dance was same night). Organizers provided very good quality bands. DECISION MODEL ESTES PARK SPECIAL EVENTS Name of Event Description Dates 1. Participation in event (participants and spectators). Overall attendance, size, etc. Macro Economy. Per Capita Expenditure x number = Total Overnight Day tripper Total Value (1.2 multiplier) Rate 1 2 3 Low Medium 4 5 High 2. Town Revenue/Expense Ratio. Event revenue compared to event expense. Micro Economy. Revenue Expense Rate 1 2 3 Low Medium 3. Season 4 5 High Off November through March Shoulder April to mid -June and mid -September to October Peak mid -June, July, August, mid -September Rate 1 2 3 Low Medium 4 5 High 4. Level of Activity. Entertainment, interest level, draw, lure, attraction. Rate 1 2 3 Low Medium 5. Image, Tradition. Comment: Rate 1 2 3 Low Medium 4 4 5 High 5 High Total Score: Bob Scott Estes Park Fairgrounds Estes Park, CO 80517 - Dear Bob: You'vm Got Punwith The 1 October 15, 1993 Thanks for taking the time to talk to me the other day about the use of the fairgrounds. As I mentioned on the phone, I am helping to organize an international- dog weight pull in the spring of '94. We are looking for a site to hold a two day competition with the first day on snow and the second day on wheels. Simply put, a dog weight pull is an event in which a singie dog attempts to pull a sled (or cart) sixteen feet within one minute. The event is sanctioned by the International Weight Pull Association which is a non-profit organization that promotes the heritage of the working dog. The International Weight Pulling contest is the final event of our pulling season and will be attended by as many as 50 dogs and handlers each day...from every region in the US and Canada. We are looking for a site to hold our competition, an area for the handlers to kennel their dogs and a comfortable place from which spectators can view the pull. We would like to request the use of the grandstands and the arena area at a date that would be convenient for all parties. Our first choice is April 30-May lst second May 6-7 and third choice April 23-24th. According to the rules, th re shall be no entry fee charged to the competitors and spectators may attend the event free of charge. On the Friday before the pull -off, we would bring in enough snow to construct a snow track approximately 20' wide and 55' long lined with fencing for Saturday's pull. Sunday's pull will be constructed on the existing surface covering approximately the same area. Our organization has no budget for this event, so we shall have very little money for expenses. However, please let us know how we can work with you in order to use of the arena. I will be out of town until Monday October 25th, but would be very pleased to meet with you or attend the council meeting to answer any questions which might arise. Thank you for your time and consideration! Sinperely, Phil Goerner Dog Pull Coordinator PO Box 446 Allenspark, CO 80510 747-2888 wk; 747-2103 hm The Music Corner ESTES PARK, COLORADO MOUNTAINSONG AUDIO 586-8742 TO: Bob Scott, Connie Boshen FROM: Ward Durrett SUBJECT: Revised Elkhorn ave. sound proposal utilizing 13 speaker locations. The following quote includes all components neede to install the sound system along Elkhorn ave., as specified at the end attic September 29th meeting. 15 N.E. A.R. outdoor speakers (11 one speaker locations/ 2 two speaker locations) 17 'Telex R20 FM receivers with 5/8 wave antennas 4 Telex WT 55 FM Transmitters 13 KMMD 4 channel mixer/amp combinations 13 SKB Rack cases (to encase electronics at each speaker location) 1.5 Speaker mounts 1 Master mixer 1 Pioneer 18 disc CD player All wiring, plugs and labor 'I'OTAI, $18,381.00 Proposed Speaker Locations: Chamber of Commeree (2 speakers) McDonalds (2 speakers) Town Bldg. Ed's Cantina Barlow Plaza (Winona Knits) Awsorne Shirt Works Park Place Restaurant Rocky Mountain Trader Seybolds Lonigans Ore Cart Rock Shop Mar Patch Gifts Danish Cone 1140 Manford Avenue • PO f3ox 2748 • Estes Park, CO 80517 • 303/586-8742 ELKHORN MUSIC REPAYMENT SCHEDULE: Proposed Project: 15 speakers $18,381.00 5 year lease at 5% - $4,245.55 per year or $353.80 per month Total $21,228 6 year lease at 5% - $3,621.38 per year or $301.78 per month Total $21,728 Reduced Project: 11 speakers $16,871.00 (Eliminating speakers at Chamber of Commerce and at McDonalds Hamburgers.) 5 year lease at 5% - $3,896.78 per year or $324.73 per month Total $19,483 6 year lease at 5% - $3,323.88 per year or $276.99 per month Total $19,943 ASCAP Fee Per Year: $141.00 for first 3 speakers $ 28.50 each additional speaker 15 speaker project - $483.80 per year 11 speaker project - $369.00 per year MEMORANDUM TO: All Estes Park Businesses DATE: September 16, 1993 RE: Surprise Sale Weekend, October 9th & 10th, 1993 October Gold - New Events FROM: Estes Park Business Association and The Town of Estes Park Special Events Department The Estes Park. Business Association in coordination with the Special Events Department invite you to participate in the Third Annual Surprise Sale Weekend to be held October 9th and 10th throughout Estes Park. This year, the Surprise Sale Weekend will be a part of "Octobefi' Gold" - which will include a Pumpkin Carving & Scarecrow Contest on October 2nd and 3rd (sponsored by the Chamber of Commerce), followed by the Surprise Sale Weekend on October 9th and 10th and, finally, Brats & Bands Weekend on October 16th and 17th. These events are an effort to draw more people into Estes Park and help in extending our fall shoulder season. Last year's sale was very successful for the participating merchants and we hope you will plan to join the other businesses this year to provide sales inside and/or outside your store. This is a good time to reduce inventory, Restaurants can join in by providing "specials" for 'lunch and motels by offering reduced rates for the weekend. All businesses of Estes Park are asked to participate in some way., A variance has been approved to enable the sale of merchandise on sidewalks on October 9th and 10th only. Attached you will find the guidelines set by the Estes Park Business Association and the Town of Estes Park for the sale weekend. Please stay within these guidelines. We will advertise all of the October Gold events in the front range papers and the Estes Park Trail Gazette to invite shoppers to Estes. If you have a customer mailing list you may wish to let them know of the events also. Thank you for your participation and cooperation in the Surprise Sale Weekend and October Gold. Should you have any questions please call either John Mutchler at 586-5558 or Linda Hinze at 586-6104. OCTOBER GOLD BRATS & BANDS - October 16th and 17th The Estes Park Businesses Association is sponsoring this new event. German bands will be playing Saturday, October 16th, from noon to 4:00 p.m. at both Bond Park and Tregent Park, and on Sunday, October 17th the music can be enjoyed at Riverside Plaza from noon to 4:00 p.m. We urge all of you to help promote this October Gold event. Various restaurants and lounges will offer German and ethnic foods and the "Oom pah" Bands will be playing at some of the establishments after they have performed at the parks. Get behind this new event''11 Dress -up - decorate your businesses and be enthusiastic and supportive of this new event! SURPRISE SALE GUIDELINES 1.. Sale t:i.tnes will be : Saturday, October 9, 1993 Sunday, October 10, 1993 10:00 am until. 6:00 pm daily 2. This is open to all. Estes Park businesses - not just downtown. We hope that everyone including the hardware stores, office supply stores, etc. will join in. Remember - the sale will be advertised for local interest, as well as, out-of-town. 3. Surprise Sale Weekend will be held rain or shine. Sell your items inside and/or. outside - hold your sale no matter the weather. 4. You may have merchandise in front of your store on the sidewalk during the above times ONLY. Set-up and take -down 9:00 am and 6:30 am. 5. Each store may have only one (1) selling space outside. 6. Sidewalk displays shall provide a minimum clearance of 4' for pedestrian ways and handicapped accessibility. There will be no displays or merchandise placed in any street. 7. Merchants outside of the downtown area who are located in • a non -retail area may apply to reserve a space in Bond Park for those days to sell merchandise. Space request must be made prior to October 1st and is subject to Committee approval. 8. You don't have to have merchandise in front of your store to participate - hold your sale inside. 9. Advertising: A. Display ad in Estes Park Trail Gazette and front range papers beginning October 4th. B. Mention the sale in your own advertisements during the week to let shoppers know you are participating. C. Let your regular customers know about the sale weekend through direct mailings. D. Display the POSTER that will be provided.