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HomeMy WebLinkAboutPACKET Special Events Committee 1992-08-17AGENDA SPECIAL EVENTS COMMITTEE August 17, - 1:30 P.M. 1. Local use (4-H Group) of Fairgrounds - Discussion. 2./1 Chamber of Commerce Request to conduct Scarecrow Contest, October 3 and 4, 1992, 10:00 A.M.-6:00 P.M. - Requires adoption of Resolution. 47(/) iex 'rA 7 3. 1992 Rooftop Rodeo Events - Critique. 4. Director's Reports. Local Use of Fairgrounds CIRSA Representative Gary Klaphake Bob Scott Estes Park Area Chamber of Commerce August 7, 1992 Mr. Bob Scott Special Events Fairgrounds 1209 Manf.ord Avenue Estes Park, Colorado 80517 Dear Mr. Bob Scott Sir: I request permission to have a Scarecrow Contest on Elkhorn Avenue on October 3-4, 1992, from 10:00 a.m. to 6:00 p.m. I would like permission to display the scarecrows on sidewalks next to the curbing. Your loyal and faithful subject, Cvolip,("4) Connie Boschen Manager The Chamber Post Office Box 3050 • Phone: (303)586-4431 • Estes Park, Colorado 80517 RESOLUTION WHEREAS, on July 23, 1991 the Board of Trustees adopted Ordinance 15-91 pertaining to "containment" within the C-D District. NOW, THEREFORE, BE IT RESOLVED'BY THE MAYOR AND BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: That the following guidelines shall be adopted for the "Scarecrow Contest" being sponsored by the Chamber of Commerce as a preliminary event to the Surprise Sale Days. The Contest is scheduled October 3 and 4, 1992 from 10:00 A.M. - 6:00 P.M. and subject to the following guidelines: 1. The Contest shall be available to families, groups or. individuals. 2. Entries must be placed in a.5-gallon container, to include concrete and a 6' pole. 3. Entries must be located next to the curb, and cannot impede pedestrian traffic on the sidewalk. 4. Entries will be stored overnight by those merchants who are a Chamber of Commerce member. 5. Contest winners shall be awarded the following cash prizes: 1st Place/$100.00; 2nd Place/$50.00; and 3rd Place/$25.00. 6. The Chamber of Commerce will supervise this Contest. DATED this day of , 1992. RESOLUTION 1 WHEREAS, on July 23, 1991 the Board of Trustees adopted Ordinance 15-91 pertaining to "containment" within the C-D District. NOW, THEREFORE, BE IT RESOL\7ED BY THE BOARD OF TRUSTEES OF THE TOWN OF ESTES PARK, COLORADO: That the following guidelines shall be adopted for the "Surprise Sale Days" sponsors by the Special Event Department and Estes Park Business Association, which is scheduled October 10 and 11, 1992: 1. Hours of operation shall be: 9:00 am - 6:00 2. The Sale Weekend is available to all Estes Park businesses. 3. The Sale Weekend will be held rain or shine. 4. Businesses will be allowed to sell merchandise in front of their store only during the hours specified above. 5. Each business will be allowed one (1) outside selling space. 6. Sidewalk displays shall provide a minimum clearance of 4' for pedestrian ways and handicapped accessibility. Displays and/or merchandise will not be allowed in any street. 7. Those merchants without sidewalk frontage may reserve a space in Bond Park by contacting Linda Hinze at 586-6104. 8. Advertising posters will be provided. BE IT FURTHER RESOLVED, that every business is urged to participate in this sale weekend which will be essential toward making the Surprise Sale an annual event. DATED this day of , 1992. TOWN OF ESTES PARK Mayor ATTEST: Town Clerk 1992 ROOFTOP RODEO DEMOGRAPHICS WEDNESDAY THURSDAY 2:00 8:00 2:00 8:00 SATURDAY TOTAL 2:00 8:00 RADIO K-99 25 32 11 37 38 25 168 KRKI 23 27 23 25 20 12 130 KYGO 1 4 5 3 14 30 57 KSTG 0 0 0 1. 1 1 3 KFTM 0 0 0 0 0 1 1 Undeclared 26 25 18 28 18 49 164 Newspaper Ad 90 43 106 48 88 91 466 Newspaper Insert 23 15 68 16 30 37 189 Accommodations 38 55 39 36 36 55 259 Posters 98 69 100 84 71 92 514 Rackcards 37 42 58 45 9 26 217 Come Each Year 22 14 8 25 21 26 116 Chamber/Tourist Info 18 13 7 3 12 20 73 Friends/Relatives 70 32 37 25 55 64 283 Other 20 10 12 24 10 19 95 Out -Of -State 226 185 233 173 123 169 1109 Estes Park 67 63 46 62 58 108 404 Loveland 29 24 21 15 28 40 157 Longmont 22 14 22 17 33 40 148 Ft. Collins 16 6 24 37 47 18 148 Greeley 9 7 8 3 18 15 60 Boulder 3 1 11 6 29 11 61 Denver Area 31 10 44 10 66 75 236 Other Colorado 27 3 5 15 24 43 117 % Out -Of -State 58% 64% 63% 49% 32% 36% 50% Average # in Party 4.3 4.4 4.7 4.1 3.8 4.4 4.3 # of Slips Counted 393 291 369 374 389 464 2280 1992 ROOFTOP RODEO DEMOGRAPHICS PHONE ORDERS CONCEPT 20% of Concert tickets were sold over the phone. CONCERT: 116 orders for 392 tickets - 3.4 average Radio K-99 KRIKI 29 Newspapers - Denver Post 1 RM News 1 Boulder Camera 4 Trail Gazette 23 Insert - 18 Posters & Signs Rack Cards 4 3 Repeat 9 Chamber/Tourist Guides 3 Friends/Relatives 5 Other 4 Estes Park 25 Denver Area 7 Boulder 7 Greeley 11 Fort Collins 20 Loveland 24 Longmont 11 Other Colorado 7 Out -Of -State 15 1992 POOFTOP RODEO DEMOGRAPHICS PHONE ORDERS RODEO 6% of Rodeo tickets were sold over the phone. RODEO: 105 orders for 412 tickets - 4.0 average K-99 4 Newspapers - Denver Post 4 RM News 4 Times Call 1 Loveland Reporter 4 Greeley Trihuine 1 Boulder Camera 5 Trail Gazette 9 Insert - 16 Posters & Signs 5 Rack Cards 10 Accommodations 3 Repeat 13 Chamber/Tourist Guides 6 Friends/Relatives 5 Other 6 Estes Park 13 Denver Area 16 Boulder_ 12 Greeley 3 Fort Collins 13 Loveland 15 Longmont 6 Other. Colorado 8 Out -Of -State 19 1992 INCOME ROOFTOP RODEO TICKET SALES 1991 1992 Rodeo 33,699 38,500 Concert 24,682 25,923 Rodeo Dance 2,559 2,347 Dirt Dance 720 725 PROGRAMS Ad Sales 6,791 6,802 Book Sales 643 597 PARKING 1,561 1,532 CARNIVAL 2,576 1,734 GYMKHANA 439 456 ADVERTISING (shirt & cup sales) 1,013 189 SPONSORS 12,033 10,250 VENDERS 2,400 2,320 CONCESSION STAND 1,891 2,200 MISC. 483 243 TOTALS 91,490 93,819 1992 EXPENSES ROOFTOP RODEO 1991 1992 RODEO 29,173 31,597 Stock Contract & Purse $ 19,440 22,748 PRCA Judges 1,400 1,500 Clown Act 2,500 2,100 Approval Fees/Due 440 440 Pre -Show Entertainment 1,866 1,867 EPMC Ambulance Service 555 442 Scoreboard 2,845 2,400 Misc. 127 100 CONCERT 26,889 27,963 Production 7,500 7,500 Entertainment 17,727 19,000 Pre --Show Entertainment 312 311 Chair Rental 574 574 Banner 120 0 Misc. 656 578 ADVERTISING 2,704 862 Pictures 479 0 Princesses 290 0 Hal Virden 200 200 Bumper Stickers 133 0 T-Shirts/Cups 1,113 610 Misc. 489 52 QUEEN PROGRAM 1,500 1,500 SECURITY & TICKET LABOR 1,645 1,008 SPONSORS 1,032 359 TICKETS 1,325 1,495 MISC. - TOTAL 8,110 6,269 Dirt Dance 311 311 Rodeo Dance 683 924 Programs 3,256 3,354 Parade 142 241 Gymkhana Trophies 218 214 A-1 Trash 705 401 Port -A -Johns 585 640 Ranchland 200 0 Committee Expenses 1,299 0 Misc. 711 184 72,378 71,053 ALL FIGURES ARE AS OF AUGUST 12, 1992 - POSSIBLE ADDITIONS TO OCCUR SPECIAL EVENTS COMMITTEE OCTOBER 22, 1992 8:30 A.M. BOARD ROOM AGENDA 1. Americade Update -- Rally 'N The Rockies. 2. Park Usage. 3. Walter Alsbaugh Memorial Cowboy Crisis Fund. 4. Potential 1993 Events. a. October Fest. b. National Kite Fly. c. Bike Rides. The Special Events Committee reserves the right to add or delete items from the agenda as necessary. October 22, 1992 TO: FROM: SUBJECT: MEMORANDUM Special Events Committee Vickie O'Connor, Town Clerk Park Use Regulations Background. Anyone desiring to use Riverside Plaza, Bond Park and Tregent Park must apply for a permit. The Special Events Department oversees this responsibility. The Town currently has separate policies for Bond Park, Park Management and Liability Insurance Requirements. In an effort to become more efficient in processing the application for all affected departments, determining frequency of use, insurance requirements, etc., a meeting was held with the following: Gary Klaphake, Vickie O'Connor Bob Scott, Linda Hinze Dan Speedlin, Greg Sievers Ken Zigler Richard Matzke Dave Racine, Gregg Filsinger Debbie Parrack Bob Joseph Administration Special Events Public Works Parks Light & Power Police Finance Special Projects The meeting resulted in one (1) set of regulations for all three parks, new drawings for each park which will accompany the permit application, and thorough understanding of each Department's role for such use. The newly -revised regulations, permit application, and drawings are being submitted for your review. Recommendation. Staff requests the Committee favorably recommend adoption of the attached park regulations, application and drawings. TOWN OF ESTES PARK PARK USE REGULATIONS PERMIT 10/22/92 A Park Use Permit shall be required for all events held in Riverside Plaza, Bond Park and Tregent Park. Unless the event will be held on a hard surface, application shall be made to the Special Events Department at least two (2) weeks prior to the proposed event --Special Events Department, P. O. Box 1967/Estes Park Fairgrounds, Estes Park, CO 80517, 586-6104. BOUNDARIES All activity shall be confined to the boundaries of the park and shall not block or impede the sidewalk or traveled area. This includes access to fire lanes and handicapped areas. A location map of all booths, stage, tents, signs, etc. must accompany the application for a Park Use Permit. SOUND LEVEL CONTROL The Special Events Department will have control of the sound level volume at all times, and the permittee will cooperate with said Department to achieve a satisfactory level. SIGNS The Special Events Department will have control of identification signs for all functions/performers. LITTER All litter shall be removed and disposed of by the permittee upon the conclusion of the event, including all fixed and temporary trash receptacles. Failure to do so will incur costs for the Permittee of up to $100.00. DAMAGES Damages incurred by the Town shall be the responsibility of the permittee. 1 SALES AND LICENSES Sales of goods and/or services are only permitted for events sponsored by a local, non-profit organization. No solicitation or free-will offerings of any kind shall be permitted. IRRIGATION Requests that grass areas not be watered prior to and during an event is contingent upon approval of the Parks Department. SPECIAL REOUIREMENTS FOR BOND PARK 1. Stakes will not be driven except in so -designated areas. 2. Refer to the attached drawing and contact the Parks Department for assistance in determining where placement of stakes will be allowed; assistance does not include installation. 3. Foot traffic will be routed on established gravel walkways. INSURANCE REQUIREMENTS 1. General Liability: A Certificate of Insurance in the amount of $400,000 is required. The certificate will indicate either bodily injury or property damage in the amount of $400,000, or bodily injury and property damage combined in the amount of $400,000. 2. Liquor: If an event is to have liquor served, the insurance certificate will include "host liquor liability coverage." A "Special Events" Liquor Permit and "liquor legal liability coverage" will be required. 3. Town Facilities: If the event is to use Town facilities which will be under the control of the participants, not the Town, the coverage will include "all risks legal liability." 4. Minor Injuries: In order to provide no-fault coverage for minor injuries, "premises medical coverage" will be required which provides $1,000 worth of medical coverage without regard to liability. 5. In the event the certificate indicates that a broad form comprehensive general liability endorsement is part of 2 6. Automobile Liability: Bodily injury, per person, $400,000 and property damage $400,000; or bodily injury and property damage combined $400,000; "garage keepers liability" will be provided where automobiles will be parked on Town property. This coverage will provide coverage for damages to said vehicles. 7. Excess Liability: An "umbrella" of $1,000,000 over and above the primary coverages is required. The Town of Estes Park will be named as an "additional insured" on all the policies. The parties will be required to provide the Town with a copy of the endorsement naming the Town as an additional insured prior to the event. The Finance Department will administer all insurance certificates. Participants required to submit an insurance certificate must do so at least two (2) weeks prior to the event. INSURANCE WAIVER Some events may not be subject to established insurance requirements, to be at the discretion of the Special Events and Finance Departments. 3 Date Submitted: Name of Event: Applicant's Name: 10/22/92 TOWN OF ESTES PARK Special Events Department P. 0. Box 1967 Estes Park, Colorado 80517 303-586-6104 PARR USE PERMIT Sponsoring Organization: Mailing Address: Telephone Number: Date and Time of Event: Event Description: Applicant Special Requests (i.e. parking restrictions, barricades, etc.): Indicate which park is being requested: Bond Park Riverside Plaza Tregent Park Other Do you need electricity? Yes No 1 Applicant Signature APPROVED: DATE: Special Events Department Parks Department Finance Department Insurance Waived Insurance Required Fire Department (signature required if parking restrictions are being requested on MacGregor Ave./Park Lane). Light and Power Department Police Department Administration Department PERMIT RESTRICTIONS: PERFORMANCE EVALUATION: 2 BOND PARK MUNICIPAL BUILDING AREAS AVAILABLE FOR TENT PLACEMENT CTRIC OUTLETS ON, TREES ELECTRI( OUTLET H N N O W 0 a a TREGENTPARK III Walter Alsbaugh Memorial - Bob Scott $500.00 to Cowboy Crisis Fund IV Possible New Events 1993 Approval: A. October Fest - Estes Park Merchants Association B. National Kite Fly - Ken Yoder of Wind Magic Kite Club Fort Collins (see attached) C. Bike Ride - Mountain Bike Contest -.Larry Wexler Seeking approval to proceed with arrangements upon approval of the 1993 Budget July 10, 1992 Bob Scott Fairgrounds/Special Events Dept. P.O. Box 1967 Estes Park, Colorado 80517 Dear Bob, Since we last talked I have been gathering information and ideas on holding a kite festival/competition event in Estes Park. As I mentioned to you before, there has not yet been a major kite competition in our region. Most are held near the coasts or the great lakes. I think the combination of the uniqueness of the Rocky Mountain setting and the steady winds of your area have the potential to draw a lot of nationally known fliers and judges to Estes Park's event. Both the members of our Fort Collins and Denver kite clubs are excited about pitching in and making this happen in Estes Park. I am also a member of a computerized network kite "bulletin board" and am getting a lot of positive response to holding a national kite competition in the Rocky Mountain region. I have been interested in creating a stunt kite competition/festival in our area ever since I founded Wind Magic Kite Club in Fort Collins. I feel my interest in kites and my connections with local as well as national kite flyers and makers gives me an advantage in creating a nationally recognized competition in Estes Park, I have connections with an event management company, a national judging coordination company, and the AKA (American Kitefliers Association) that will assure that this competition is both professionally organized and exciting for competitors and spectators alike. It has the potential for being a major source of tourist dollar income for the Estes Park area as well. Kate Taylor, a local events coordinator, and I have toured the ballparks close to the fairgrounds and find them suitable for a major competition area. They provide adequate area for set-up, competition and single -line and stunters freefly area --plus adequate restrooms, parking and vendor and food areas. We would also need a public address (sound) system and spectator stands for the competition area. Another aspect we would need to discuss is insurance needs and police and fire department requirements. Insurance may be covered by blanket policies for the park, and the AKA automatically insures it members at sponsored events, so this may not be an issue. Enclosed are details of event activities, income, costs, and staffing, as well as estimated participants numbers. These estimates are based on similar events around the country. I am excited about creating a national kite event in Estes Park and am looking forward to working with you. Sincerely yours, Ken Yoder President, Wind Magic Kite Club Estes Park Kite Festival/Competition Proposal Proposed name: Rocky Mountain Kite Festival and Competition Proposed date: April 24/25, 1993 I would propose that this be a 2 day event. Besides the unique location, other incentives for registration and participation will include : •AKA (American Kitefliers Association) accreditation •National/regional circuit and league.points--as available •Core stunt kite (dual -line) competition schedule •Innovative and quad -line competitions *Single -line special competitions •Phone-in and MasterCard/Visa registration •Sunday Awards Banquet. Several other competition organizers have highly recommended having cash prizes as well as plaques/certificates, and donated prizes and gift certificates. Other fun events and demonstrations that draw both competitors and spectators will include •Rokkaku Kite Battles *Single -line and stunt kite freefly areas •Target and dropnik target competitions and demos •Sky art; quad -line demos and workshops; stack, arch, and lighted night flying demos •Kite making and flying workshops for adults and children *Judging seminars and workshops •Saturday Chuckwagon dinner affair (with possible -charity auction) •Kite hospital, kite shops and local vendors, and food festival *Souvenirs like event T-shirts, hats and pins •Sightseeing excursions arranged for the Monday after the festival •Free kites and kite making for kids •Ongoing music and entertainment. Which and how many of these events depends on funds and what the various kite groups and local sponsors have available. Some of the standard, and therefore expected, events and offerings of a national kite competition we need to include are: •Core Stunt Kite Competitions •National magazine and AKA publicity *Event Program with advertising A quality event program has become the norm for kite competitions nationwide. This program includes the schedule of events and workshops, n map, safety rules, the sponsor list, and paid advertising. •AKA Judges and local celebrity judges Approximately 16 judges will be needed for all the events. Stunt competition judges will work in four teams of three, led by an AKA trained judge. Each team will cover two events per day. A minimum of four AKA approved judges will be required, the rest will be recruited from locally known kitefliers and celebrities. In addition, four judges will be used for single -line special competitions and other roving judges decisions. All AKA approved judges (but one in Colorado Springs) are currently from out-of-state. To remedy this situation for the future two AKA judge training seminar/workshops will be held at this kite festival to encourage local people to become AKA judges. The out-of-town judges will need lodging and travel expenses, but usually do not need to be paid. A local hotel sponsor may be of immense help with the lodging needs. Food and ground transportation for judges is not required, but again local sponsorship can help get quality judges. *Awards Banquet The hotel sponsor is usually the best place to hold the Sunday Awards Banquet. It will be approximately 200 people. *Event T-Shirts for Competitors IL hits become expected that competitors receive an event T-shirt with their registration. Event staff/volunteers/judges wear a different color T-shirt to aid in their identification. And a third color is available for sale at the event to increase event income. *Collector Hats and Pins Event hats and pins have also become expected. These can be produced by the event organizers or the local clubs to generate revenue. •Vendor booths Booth rental space fees will be set based on local nonn. Sometimes a percentage of sales is charged as well. I rely on your expertise and suggestions for setting this up, but it can be a major revenue producer. •Kite hospital Usually n..local kite shop sets this up. A Boulder shop may be interested in this aspect. •Aid Station- Thirst Aid, First Aid, and Sun Aid Deep Rock water will often set up a Thirst Aid booth, local medical/fire folks usually provide sun screen and handle the first aid station, but some kite clubs may be interested too.