HomeMy WebLinkAboutC11-032 Roaring Fork Rotary Club Foundation - Club Rotario 10- 12- 10;11:09,A ; ; # 1/ 11
LEASE AGREEMENT
Between
THE COUNTY OF EAGLE, STATE OF COLORADO
and _Roaring Fork Rotary Club Foundation -Club Rotario _
This LEASE AGREEMENT entered into this 12 day of October ,2010 by and between the Board of
County Commissioners of the County of Eagle, State of Colorado, a body corporate and politic
(hereinafter referred to as the "County ") and, _Roaring Fork Rotary Club Foundation -Club
Rotario(hereinafter referred to as "Lessee ").
Business Name (Lessee): _Roaring Fork Club Foundation -Club Rotario_
Contact Name: Gabriela Berdeja
Address: _5387 County Rd 154 #77 Glenwood Springs, CO 81601_
Business phone #: _ Phone: 970-379-2019
RECITALS
WHEREAS, the County represents it is duly authorized to enter into this Lease Agreement pursuant to
Sections 30 -11 -101, 30 -11 -107, and 10 -11 -103, C.R.S., as amended; and
WHEREAS, _Gabriela Berdeja_, represents that he /she is duly authorized to enter into this Lease
Agreement on behalf of the Lessee for its intended purposes.
COVENANTS
NOW, THEREFORE, in consideration of the recitals stated above and the mutual covenants and
promises of the parties hereto, the receipt and sufficiency of which is acknowledged, the County and the
Lessee agree as follows
1. SCOPE - The County does hereby lease to the Lessee the following premises, as indicated and
marked under paragraph six below, situated within the Eagle County Fairgrounds property,
County of Eagle, State of Colorado, hereinafter referred to as the "Leased Premises ".
Cancellation Provision- Lessee(s) reserving multiple dates hereby agree that the County
reserves the right to cancel reserved dates for use of the facilities giving seven (7) days advance
notice to Lessee. Check whether or not cancellation provision applies below:
X Cancellation Provision does not apply.
0 Cancellation Provision applies.
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2. PURPOSE - Lessee's use of the leased premises is solely for:
_ _ Dance, Mutton Busting, Barrel Racing, bareback riding,
Estimated number of persons attending: 500_. Estimate as accurately as possible. NOTE:
Lessee may forfeit any damage deposits made if the number of persons attending the event is
fifteen (I5) percent greater than the estimate provided. It is the Lessee's responsibility to litnit
attendance to that indicated herein.
❑ Commercial Events and other events using multiple facilities involving vendors and /or exhibitors
must provide a building and site event layout plan for approval.
3. FEE CATEGORIES - Refer to the Eagle County Fairgrounds Policies and Procedures Manual
for criteria. Check applicable use category below:
0 Commercial / Non - Resident
O County Resident
X Non - Profit
4. PERIOD OF AGREEMENT - The term of this Lease Agreement shall be, check
applicable category:
Month / Day
❑ Exhibit Hall- 8:00 a.m. on , 2010, to
0426 Fairgrounds Road Eagle, CO 81631 8:00 a.m. on , 2010.
X Eagle River Center high use days- 7:00 a.m. to 12:00 p.m. on 11/21, 2010.
0794 Fairgrounds Road Eagle, CO 81631
O Other facilities low use days- 7:00 a.m. to 10:00 p.m. on , 2010:
❑ Term for multiple date lease shall be:
5. LICENSES / PERMITS - Prior to the Lessee's event at the Leased Premises, Lessee shall
obtain any and all licenses, permits and/or inspections as may be required by law, (food vendors
must contact the Eagle County Community Development Department- Environmental Health
Division for requirements. If serving alcohol you must contact the Clerk & Recorders Office).
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6. RENTAL FEES AND DAMAGE DEPOSITS - Lessee must pay one -half of the required
damage deposit to reserve the Leased Premises on the requested date(s). The balance of the
damage deposit and fee is due and payable fourteen (14) days prior to the event and thirty (30)
days prior to the event for the Arena and Grandstands. Events in the Arena and Grandstands
must be reserved no less than sixty (60) days prior to the event. Failure to pay the damage
deposit and fee, as required, prior to the event will result in terminating and voiding this Lease
Agreement. A cancellation fee of S25 will be withheld from the initial damage deposit if the
event is canceled within two weeks of the event. Cancellation policy for the Arena and
Grandstands- Events canceled more than sixty (60) days prior to a reserved event shall receive
a full refund of damage deposit and fees paid. Events canceled less than sixty (60) days prior to
a reserved event shall forfeit one -half of the damage deposit and any fees paid. Any and all fees
and charges shall be agreed to, in advance, and shown on the applicable Exhibit and attached
hereto. If the Lessee requires additional services, subsequent to signing the Lease Agreement,
the Lessee agrees to execute an additional services form indicating the services required and the
amounts to be paid. Lessee agrees to pay for additional services within thirty (30) days after the
event ends.
The damage deposit and fee for an event will vary depending on the facilities selected, the day of
the week used, the use category into which the user falls and whether or not alcohol is consumed.
Lessee agrees to pay the County the following rental fees and damage deposits for each
Fairgrounds facility leased.
Damage Deposit and Fees Worksheet
Please refer to "exhibits attached to this contract for facility fees.
Exhibit(s) indicating facilities, damage deposits and fees attached? ....YES NO
Check all that apply:
Fee Damage Deposit
Parking Lots Included with Lease
Pro -rodeo Arena And Grandstands Exhibit A
Exhibit Hall / North Lawn Exhibit B
Livestock Barn (Indoor Arena) Exhibit C
West Parking Lot Exhibit D
Horse Stalls/East Parking Lot Exhibit E
North Lawn/Picnic Area Exhibit F
Events Office Exhibit G
Warm- Up/Practice Arena (Outdoor Arena) _ Exhibit I-I
Concession Stand Exhibit I
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Eagle River Center $1,680.00_ 750.00
Combined Damage Deposit for multiple facilities use
$500. no alcohol / $1,000 alcohol served or
sold
Total Fees Due /Total Damage Deposit Due: $1,680.00 _ 750.00
TOTAL AMOUNT DUE: 2,430.00__
Damage Deposit Date Due:
Date Received:
Balance of Damage Deposit' and Fees Date Due:
Date received:
Educational Event Fee Waiver Applies
Facilities Admission Surcharge (FAS) Applies yes
FACILITIES ADMISSION SURCHARGE POLICY -
A Facilities Admission Surcharge (FAS) of $.50 per seat sold or five percent (5 %) of gross
revenues collected, whichever is greater, shall be paid by all users who charge a gate admission
fee, to the general public, for admission to their event. These events include, but are not limited
to, craft shows, concerts, dances, rodeos, tradeshows or livestock events. Eagle County will
allow users to provide their own numbered admission tickets for the event. Eagle County staff
shall have the right to inspect tickets and monitor ticket sales periodically throughout the event.
Within forty -eight (48) hours after the event has concluded, the user shall submit to the
Fairgrounds office a total count of tickets sold for the event. If the user fails to notify the
Fairgrounds office within forty -eight (48) hours after the event of the total number of tickets
sold, then the count used to determine payment to the County shall be the maximum occupancy
of the facility. The Fairgrounds office will bill the user within five (5) working days and
payment shall be due no later than 30 days after receipt of billing. Failure to pay the FAS
charge within 30 days after an event may result in cancellation of future events and/or loss of
the right to book future reservations at the Eagle County Fairgrounds.
*Please make checks payable to Eagle County.
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Initials here stating that you read the following rules and regulations
Animal Welfare: County Regulations and PRCA Animal Welfare
Guidelines Set Standards for Rodeo
Eagle County strictly prohibits the events of horse tripping and steer tailing at any/all rodeos.
Eagle County adheres to the PRCA Animal Welfare Guidelines and Set Standards for Rodeo.
Members of the Professional Rodeo Cowboys Association believe, as do most people, that
animals should be treated humanely. The PRCA staunchly protects its animals with rules
designed to insure proper care and treatment. More than 60 rules and regulations that govern all
aspects of care. treatment, travel and competition are a part of the PRCA's animal welfare
program. A veterinarian is required to be on -site at all PRCA rodeo performances and sections of
slack. (Youth Rodeos may not be subject to this requirement)
The PRCA publishes factual information regarding humane treatment of rodeo livestock. In
addition, the PRCA has educational information available to schools, 4 -H and FFA clubs, rodeo
committees and others interested in learning more about the PRCA and the animals involved.
PRCA Animal Wclfarc Rules
The 60 rules and regulations that are a part of the PRCA's extensive animal welfare program are
enforced by professional rodeo judges on -site at each PRCA sanctioned event.
The following are a few of the rules that safeguard the animals:
• No locked rowels, or rowels that will lock on spurs may be used on bareback horses or
saddle broncs. Spurs must be dulled.
• Animals for all events shall be inspected before the draw. No sore, lame, or sick animals,
or animals with defective eyesight, shall be permitted in the draw at any time.
• A rodeo committee shall insure that a veterinarian is present for every performance and
section of slack.
•
• If a member abuses an animal by any unnecessary, non- competitive or competitive
action, he may be disqualified for the remainder of the rodeo and fined S250 for the first
offense, with that fine progressively doubling with each offense thereafter. Any member
guilty of mistreatment of livestock anywhere on the rodeo grounds shall be fined S250 for
the first offense, with that fine progressively doubling with any offense thereafter.
No stock shall be confined or transported in vehicles for a period beyond 24 hours •
without being properly fed, watered and unloaded.
• No timed -event cattle that have been used may be held over from one calendar year to the
next.
• All team roping cattle shall be protected by horn wraps.
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A complete copy of the PRCA Animal Welfare Guidelines and Set Standards is on file at thc
Fairgrounds office and can also be obtained at http: / /www.prorodeo.org /animals/
BOARDING ANIMALS
A. Unless authorized by the county, the boarding of animals is prohibited on fairgrounds
property. When authorized, user shall pay a $25.00 deposit and $5.00 per day fee for
each stall or pen used. The user is responsible to leave the premises in a clean and
undamaged condition. Cleaning and damage expenses shall be deducted from the
deposit and/or additional charges shall be assessed to the user in the event the premises
are not left in a clean and undamaged condition.
B. If boarding of animals is authorized, all owners of animals shall sign a lease agreeing to
hold the county harmless and assume full' responsibility for all claims asserted against
the county.
C. Users shall be responsible for the daily cleaning of stalls and holding pens. If the user
fails to clean any stall or pen, the county shall clean them and charge the user
$25.00/day per stall or pen.
D. Unless authorized by the county, only one horse or mule shall be permitted in any single
stall.
E. Animals shall not be relocated from their assigned stalls.
F. The county reserves the right to inspect any animal kept on the fairgrounds property.
Incoming animals that appear sick shall not be admitted without a veterinarian's
certificate of health stating the animal is healthy. Any animal that
contracts a contagious disease must be removed immediately from the fairgrounds at the
owner's expense.
G. Owners of any animal kept on the fairgrounds property shall be responsible for ensuring
that the animal is properly fed and watered on a daily basis. No bulk feed shall be
permitted in the barns at any time. The county shall designate a feed storage area.
H. Animals shall not be permitted to be kept or stalled in the arena area.
L At the discretion of the county, the stalls and pens shall not be available for use on days
when scheduled events or maintenance is planned.
7. CLEANING AND DAMAGE CHARGES - Prior to the commencement of the Lease
Agreement, Lessee and an authorized representative of the County shall inspect the Leased
Premises, and shall make written note of any damaged or unclean property, (for the Exhibit Hall
only there will be no pre -event inspection, lessee accepts the facility as -is). At the termination of
the Lease Agreement, thc County's representative shall make a post -event walk through.
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If thc Leased Premises are left in a clean, usable and undamaged condition, the damage deposit
will be refunded in full to the Lessee within approximately four (4) weeks. If Lessee fails to
clean the Leased Premises to the satisfaction of the County, or if the Leased Premises incur any
damage during the Lessee's occupancy, all cleaning and damage expenses incurred by the
County shall be deducted from the damage deposit. In the event that the damage deposit does not
cover the damage, the excess cleaning and damage expenses shall be charged to Lessee who
shall pay that excess within thirty (30) days of billing. Lessee agrees to comply with the facility
cleaning procedures contained in the Eagle County Fairgrounds Policies and Procedures Manual.
(413 No cooking in the Exhibit Hall and Eagle River Center
0 Concessionaire and Housekeeping supplemental agreement required.
1. RULES AND REGULATIONS - Lessee agrees to abide by the Eagle County Fairgrounds
Rules and Regulations as set forth in the "Eagle County Fairgrounds Policies and Procedures
Manual - Rules and Regulations ", attached hereto and made a part hereof by this reference.
Lessee is responsible for enforcing the Rules and Regulations during its event and with all guests
and participants.
9. INSURANCE FOR EVENTS - Eagle County requires all users (Lessees) to purchase
and maintain insurance as described below under paragraph A insuring against all claims,
damages, losses or expenses arising out of or resulting from the use of the leased premises. The
county does not provide Lessees or their guests insurance protection. Insurance certificates
shall name Eagle County as an "Additional Insured ". Lessee agrees to provide the county with
a Certificate of Insurance acceptable to the county, naming Eagle County as an "Additional
Insured" fourteen (14) days prior to commencement of this Lease Agreement. Insurance may
be available through CTSI's Tenant User Liability Insurance Program (TULIP). c/o Arthur J.
Gallagher & Co. 1 -303- 889 -2614.
General Liability Coverage shall be carried in the minimum amount of $500,000 per
injury and $1,000,000 per occurrence for claims or damages arising from Lessee's use of the
Fairgrounds, including but not limited to personal injury, death, property damage, and other
damages imposed by law upon the parties hereto.
The County requires all Lessees to purchase and maintain insurance as described below under
paragraphs A, B & C, insuring against all claims, damages, Iosses or expenses arising out of or
resulting from thc use of the leased premises. The County does not provide Lessees or their
guest's insurance protection. Insurance certificates shall name Eagle County as an "Additional
Insured ". Lessee agrees to provide the County with a Certificate of Insurance acceptable to the
County, naming Eagle County as an "Additional Insured" fourteen (14) days prior to
commencement of the Lease Agreement. Insurance may be available through CTSI's Tenant
User Liability Insurance Program (TULIP), c/o Arthur J. Gallagher & Co. at 1- 800 -889-
2614.
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Proof of Insurance attached? NO
10. INDEMNIFICATION -
To the extent permitted by law, any Lessee or User(s) shall indemnify, defend and hold the
County harmless from and against any and all claims arising from the Lessee or User(s) use of
the Eagle County Fairgrounds and associated structures, or from the conduct by the Lessee or
User(s) of any activity, program or thing that may be permitted or suffered by the County in or
about the Eagle County Fairgrounds, except that neither the Lessee or Uscr(s) will be liable
under this paragraph for any claim, loss, damage, cost, charge or expense arising out of any
negligent or intentional act of the County. The Lessee or User(s) shall also indemnify, defend
and hold the County harmless from and against any and all claims arising from any breach or
default in the performance of any obligation on the Lessee or User(s) part to be performed under
the provisions of these policies and procedures or arising from any negligence, recklessness,
intentional acts or omissions of the Lessee or User(s) from any and all costs, attorney fees,
expenses and liabilities incurred in the defense of any such claim or action or proceeding brought
on any such claim.
1 1 . ALCOHOL CONSUMPTION- Lessee is responsible for complying with the State of
Colorado liquor laws. Alcoholic beverages may be served inside the Exhibit Hall, in
connection with a private party, without a liquor license. Alcohol is not allowed for any
youth (under 21) events regardless of the age of the Lessee. ANY Lessee requesting
to sell liquor must procure a valid special events liquor license. Special events liquor
licenses may only be obtained by non- profit organizations recognized by the State of
Colorado. Lessee acknowledges that the "sale" of beer and alcoholic beverages includes
indirect sale, for example by cover charge, single — price admission, donations or tips.
Please contact the Eagle County Clerk and Recorder's office for more information.
Check the applicable category below:
Initials
•
here:
11 Lessee requests to serve and consume alcohol inside the Exhibit Hall, for a private
party.
Lessee requests sell alcohol, or charge admission to our receive donations in
connection with an event where alcohol is provided, on the Eagle County
Fairgrounds' premises; a valid special events liquor license is required.
0 Lessee shall not serve or consume alcohol on the premises.
Proof of special events liquor license received? NO
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SECURITY - At all events where alcohol is served, consumed or sold and attendance is
reasonably expected to be greater than 50 persons, security shall be provided. The Lessee shall
be responsible for providing security from a bonded security company or the Lessee can
obtained security by contacting the Eagle County Sheriff's Department at the rate of $50.00
hour. Events where attendance is expected to be greater than 50 persons, security shall be
provided on the below stated schedule:
50 to 100 in attendance 1 uniformed personnel
100 to 150 in attendance 2 tmiformed personnel
150 to 200 in attendance 3 uniformed personnel
200 -1000 in attendance 4 uniformed personnel
more than 1000 in attendance 5 uniformed personnel
plus one additional uniformed personnel for each additional 1000 attendees.
When required, by the guidelines above, Lessee shall provide, at its sole expense, uniformed
security for events. Lessee shall provide a written, signed confirmation to the Fairgrounds
Managers Office no less than seven (7) days prior to the event. Security must be arranged
through a bonded security firm or the Eagle County Sheriff's Department.
❑ Events with 500 or more in attendance require EMT service on -site.
Security required? 410 NO.
Proof of security provided? YES NO
12. KEY CHECKOUT/RETURN - Lessee shall obtain a key to the Leased Premises within 48
hours of the event after the fees and damage deposits have been paid in full to the county; proof
of insurance has been submitted; proof of required security has been submitted and any other
requirements have been met. The key must be returned to the County no later than the first
business day following the end of the Lease Agreement. Keys must be returned to the
Fairgrounds Office at: 590 Broadway Eagle, CO 81631 If the key is not returned within 48
hours after the end of the event, a lost key fee of $50.00 will be withheld from the damage
deposit.
13. MISCELLANEOUS - Lessee may not assign all or any part of this Lease Agreement without the
express, written consent of County which the County may grant or deny in its sole discretion.
County's consent to any such assignment does not constitute its agreement to consent to any
other assignment. Unless County's written consent to an assignment expressly states to the
contrary, Lessee's assignment of all or any part of this Lease Agreement does not relieve Lessee
from liability for the performance of all duties and obligations to be performed by the Lessee by
the terms of this Lease Agreement.
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A. Lessee shall permit the County to have access to the Leased Premises before, during, and
after the scheduled event. The County shall have the right to cancel any event, without
notice, or to stop any event in progress should the County determine that the security or
life- safety of the Lessee and /or attendees is in jeopardy or if the County deems the
facilities necessary for a public emergency.
• B. No modification or waiver of this Lease Agreement or of any covenant, condition, or
provision herein contained shall be valid unless agreed to in writing by all parties.
C. This Lease Agreement embodies the whole agreement between the parties hereto. There
are no inducements, promises, terms, conditions, or obligations made or entered into by
either the County or Lessee other than those contained herein.
D. All agreements and covenants herein are severable, and in the event that any of them
shall be held invalid by a court of competent jurisdiction, this Lease Agreement shall be
interpreted as if such invalid agreement or covenant were not contained herein.
E. If Lessee fails to abide by the terms of the Lease Agreement, the County reserves the
right to hold any or all of Lessee's damage deposit.
F. This Lease Agreement shall be governed by the laws of Colorado. Venue and
jurisdiction for any dispute arising from or out of this Agreement shall lie with the
District Court in and for Eagle County, Colorado.
•
•
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IN WITNESS WHEREOF, the parties hereto have executed this Lease Agreement. One original shall
be kept on file with the County and one copy will be delivered to Lessee.
THE COUNTY: COUNTY OF EAGLE, STATE OF COLORADO
by and through
TV�
Tom Johnson
Executive Director Public Works Director
LESSEE
Name, Title: «/ /lYf,s -
STATE OF COLORADO )
)ss
County ofEa 1e )
(;e \c�
The fore! • . was acknowledged before me this / ? day of Ceir x2010,
- 1 d/
by _ � � v My commission expires: 7�a
Notary Public r
E�tZAAETH RUB
Not V Pimui VYYIE OF CUOMO
My Comm. Expires 07/17/2014
1 1
•
Surcharges Fee
5% per seat sold per day ( see FAS section of Manual) 0.50
electric hookup 15.00
Ar
Set up charges for staff per hour per person 35.00 .4 fi
Reserved indoor arena (minimum of 2 hour and 4 hour
max) 10.00
Outdoor arena lights per hour 10.00
Parking Lots (free with rentals of facilities) 100.00
Lower field (South of the Eagle River Center)
w /restrooms
Labor with equipment per hour 50.00
Bleachers per section (50 seat sections) 501)0
Carpet 100.00
Divider Curtains 100.00
Stanchions -each 2.00
Wireless Internet per event 25.00
PA System per event 2Q
Stage
Concession Stand 100.00
Stalls per day 10.00
Stalls per day for youth 5.00
Access card for the ERC for one year 25.00
50
30 - LIAP
RESPONSIBILITIES FOR CLEANING E RIVER CENTE
Name of party renting facility (plea a print) %.-C �
Date of function /) - 1. l r OW)
')
AN INSPECTION IS REtUIRED BEFORE AND AFTER EACH USE BY EAGLE COUNTY
FACILITIES MANAGEMENT EMPLOYEE IN THE PRESENCE OF THE RENTER.
Inspection phone numbers: Mon -Fri 8:00 a.m- 5:00 p.m.
Office : 328 -8880 After hours emergency Cell #:987 -2239 Police: 328 -6355
All Check Ins & Check Outs - Mandatory 8: a.m. f 0 4,44 A cleaning deposit has been required for the use of the Eagle Ri / ,
r Center. All or part of this deposit will
be returned to you or organization based on the condition of the facility after your use.
If any part of the facility needs to be cleaned to make the complex redy and presentable for the
next function you will be charged a rate of $50.00(fifty dollars) per hour minimum charge. Function
are to be over by 11:00 p.m. The facility is to be cleaned no later than 8:00 am. the following day.
The following are to be accomplished in satisfactory manner to ensure that you are not charged for
cleaning. (RENTERS AND EMPLOYEE MUST INTIAL EACH ITEM)
TABLES AND CHAIRS - All tables and Check In Check Out
chairs to be wiped down and stores in the Renter- Renter
, om where you obtained them. 400 County- C ty
hairs, 35 3 x 8ft rectangle tables (/� _
1 j�
V TRASH - All trash containers are to be
V emptied.(including bathrooms) New bags
1" �\ft areare placed in trash cans;ready for next J function. Dumpster provided at the trash Renter- Renter
enclosure. Do not leave outside. Animals County Coun
jr t will get into the trash! All trash to be A(1 ty
removed from parking lots and surrounding "S V,' --t
� grounds. Pick up any manure in the arena �` � . a parking lot after each event "
iiR BATHROOMS- These rooms are to be
swept and mopped after each event. Wet
1.1 / mop the entire floor, ba (cleaning Renter Renter
`� /� mirrors and sinks) Mop, bucket and County Count y.
"1 I �f% cleaning supplies are located in the utility
�// closet.
7 , Stalls- If stalls are used during the event Renter- Rent r,
all manure needs to be removed and place County I v A. Co -
in designated
t ( � " exce Lights & Carpet- All lights to be shut off )! , 2k-
lights will remain on. Renter -(A, • Renter- -
Vaccuum offices and carpet if used in the County -� County-
L,DCI p t the ni g ht ig is e (/.J
br°421 for an event _
Doors & Windows -All doors /windows
are to be locked. If unlocked you will be
responsible for damage, fire, fire loss.
Failure to secure building will result in a Renter- Renter
1 $100.00 fine retained frm the deposit. County Count
/ ` � Renter - L� Renter-
44%010'1 1 THIS IS A NON- SMOKING FACILITY County County{/,
/
11r Renters are responsible for all set up
4010 and take down procedures!
Initials
Eagle County Government — Facilities Management
7 " P O Box 850, Eagle, CO 81631
Alt
590 Broadway, Eagle, CO 81631
Phone: (970) 328 -8880 Fax: 970
( ) 328 -8899
,, FAIRGROUNDS FACILITIES
EAGLE COUNTY LEASING INFORMATION
Facility: Nam ' ( u b ; j b-icr; c)
Date Requested: i t/2 \ 3 0to Event Description: a le ( )
RENTAL FEES/DAMAGE DEPOSITS - Lessee must pay one -half of the required damage deposit to (reserve the leased
premises on the requested date(s). The balance of the damage deposit and fee is due and payable fourteen (14) days prior to the
event and thirty (30) days prior to the event for the Eagle River Center, Arena and Grandstands. Events in the Eagle River
Center, Arena and Grandstands are booked on a first -come first- served basis and must be reserved no less than sixty (60) days
prior to the event. Failure to pay the damage deposit and fee, as required, prior to the event will result in the loss of the lease. A
cancellation fee of $25 will be withheld from the initial damage deposit if the event is canceled within two weeks of the event.
All rates are subject to change.
LI Cancellation policy for the Eagle River Center, Arena and Grandstands - Events canceled more than sixty (60)
days prior to a reserved event shall receive a full refund of damage deposit and fees paid. Events canceled less than
sixty (60) days prior to a reserved event shall forfeit one -half of the damage deposit and any fees paid.
DEFINITION OF FEE CATEGORIES
COMMERCIAL AND /OR NON - RESIDENT - The standard commercial rate applies to any private individual (using
the facilities for an event for which admission fees or other charges are imposed), for - profit organization, corporation,
or non -Eagle County resident organization, youth or adult.
EAGLE COUNTY RESIDENT - The Eagle County resident rate applies to any private individual residing within
Eagle County, using the facilities for a private event. Eagle County residency may be validated by a Colorado driver's
license or voter registration card.
NON - PROFIT- The non - profit rate applies to any organization with a majority (80 %) of its membership residing
within Eagle County, sponsoring educational, civic, athletic, or public service events on a non - profit basis.
Organizations must be registered with the State of Colorado Secretary of State's office and organized as a non - profit
corporation under the laws of the State and/or as having non - profit status recognized by the Internal Revenue Service.
Organizations must provide proof of non - profit status and incorporation to the Fairgrounds office. Eagle County
residency may be validated by a Colorado driver's license or voter registration card.
HIGH AND LOW USE DAYS - Fees for facilities usage are broken out according to the day of use. The following
guidelines apply:
High -use days - Friday thru Sunday
Low -use days - Monday thru Thursday
The classification of facility usage days above determines the applicable rental fees to be paid by the user. The daily
rental fee for use of the facility shall apply respectively to the periods of operation of the facilities between the hours of
7 a.m. to l 1pm on high -use days; and 7:00 a.m. to 10:00 p.m. on low -use days. The exhibit hall lease only is for a
period of 24 hours from 8:00 a.m. to 8:00 a.m. Music and loud noise must cease by 1 l pm on high -use days and lOpm
on low -use days. There will be a mandatory check in and check out by an Eagle County Facilities employee for
each event.
1
CURRENT YEAR 2010 FEES:
Facility Non - Profit County Resident Commercial /Non- Deposit
Resident
Pro Rodeo Arena /Grandstands $200 Fri -Sun $300 Fri -Sun $500 Fri -Sun $750
$100 Mon -Thurs $200 Mon -Thurs $400 Mon -Thurs
Eagle River Center $300 Standard Rate $400 Standard Rate $650 Standard Rate $750
30 surcharges for $400 + Surcharges $650 + surcharges
sp cial event for special event for special events
Exhibit Hall/North Lawn $100 Fri -Sun $200 Fri -Sun $400 Fri -Sun $750
$50 Mon -Thurs $100 Mon -Thurs $200 Mon -Thurs
Warm- Up/Practice Arena $50 Fri -Sun $75 Fri -Sun $150 Fri -Sun None
$25 Mon -Thurs $50 Mon -Thurs $75 Mon -Thurs
* Fees are subject to change at anytime
NP - Non - Profit
CR - County Resident
COMM or /NR - Commercial or Non- Resident
Exhibit Hall Basic Information - Rental of the Exhibition Hall includes a 214 - person seating capacity (40 tables and 214
chairs) /maximum occupancy, plus use of the restrooms, stage area, kitchen facilities, bar, and lawn area adjacent to the
hall.
Eagle River Center Basic Information- Rental of the Eagle River Center includes 35 rectangle tables that are 8'x3', 400
chairs, plus the usage of the restrooms and riding arena. Any additional items such as stage, bleachers, carpet, curtain
dividers and stalls are on the surcharge list along with the pricing of these items. The square footage of this facility is
45,000 square feet.
1o 1a a � lp
INSURANCE - The County requires all Users (Lessees) to purchase and maintain insurance as described
(due date) below under paragraphs A, B & C, insuring against all claims, damages, losses or expenses arising
out of or resulting from the use of the leased premises. The County does not provide Lessees or their guests,
insurance protection. Insurance certificates shall name Eagle County as an "Additional Insured ". Lessee agrees to
provide the County with a Certificate of Insurance acceptable to the County naming Eagle County as an "Additional
Insured" fourteen (14) days prior to commencement of this Lease Agreement. Insurance may be available through
CTSI's Tenant User Liability Insurance Program (TULIP), c/o Arthur J. Gallagher & Co., 1- 800 - 333 -3231.
A. General Liability Coverage shall be carried in the minimum amount of $150,000 per injury and
$600,000 per occurrence for claims for damages arising from Lessee's use of the Fairgrounds,
including but not limited to personal injury, death, property damage, and other damages imposed by
` 0 ( ) \.) tU law upon the parties hereto.
`3O SECURITY - All events where alcohol is served, consumed or sold. Security can be obtained by contacting
Eagle County Sheriff's Department (328 -8537) at the rate of $50.00 hour. Eagle County Sheriff's office
should be contacted first in the event they are not available a *private license security company may be
contacted. Events where attendance is reasonably expected to be greater than 50 persons shall provide
security based upon the following schedule.
50 to 100 in attendance 1 uniformed personnel
100 to 150 in attendance 2 uniformed personnel
150 to 200 in attendance 3 uniformed personnel
150 -500 in attendance 4 uniformed personnel
More than 1000 in attendance 5 uniformed personnel
Plus one additional uniformed personnel for each additional 1000 attendees.
*Private Security: Lone Star (970) Rick 970 -524 -5686 or Diamante Security (970) 590 -3620
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When required, by the guidelines above, Lessee shall provide, at its sole expense, uniformed security for events.
Lessee shall provide a written, signed confirmation to the Fair & Rodeo Management Department no less than seven
(7) days prior to the event. Security must be arranged through the Eagle County Sheriff's Department.
MISCELLANEOUS - A lease agreement must be signed by Lessee and Eagle County no later than 24 hours prior to the
event after all the requirements have been met. No glass containers or bottles are allowed on fairgrounds property. Music
must end by 11:00 p.m.. Everyone must be off -site by 12:00 midnight. Alcohol is not allowed for any youth (under 21)
events regardless of the age of the lessee. No cooking inside the Exhibit Hall and Eagle River Center.
KEY DROP OFF - If all of the requirements have been met, Lessee may obtain a key to the leased premises from the
Facilities Management office within 48 hours of the event. Leave the key in the drop box at the Exhibition Hall or at the
Facilities Management office on the date agreed upon. A penalty of $10 per day will be retained for each day thereafter.
NOTE - All of the above requirements, including time requirements, will be strictly enforced. Failure to comply with any
of the above requirements will result in termination of agreement.
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Eagle County Government
Facilities Management Department.
590 Broadway
P.O. Box 850
Eagle, Colorado 81631
EAGLE COUNTY
December 13, 2010
Roaring Fork Club Foundation -Club Rotario
5387 County Rd 154 #77
Glenwood Springs, CO 81601
Dear Gabriela Berdeja;
We are not returning the Deposit on file for use of the Eagle River Center at Eagle
County Fairgrounds on 11/2/2010 for the following violations of contract terms:
Broken glass bottles inside of the facility
Missing microphone
East end power cord pulled out of ceiling claps
Never received the 5% of door admissions
If the following items such as the microphone and 5% of the door admission are not
received by 12/31/2010, your organization will not be available to hold events in the
future at the fairgrounds. Attached is the copy of the contract and leasing information
for the Eagle County Fairgrounds.
Please contact me with any questions regarding this event.
Regards,
Tom ]ohnson
Public Works Executive Director
Eagle County Government
970 - 328 -8882
