HomeMy WebLinkAboutR00-074 adopting fairgrounds manual 2000C 11 C 111
Commissioner moved adoption
of the following Res01 ion:
BOARD OF COUNTY COMMISSIONERS
COUNTY OF EAGLE, STATE OF COLORADO
RESOLUTION NO. 00-
ADOPTING THE EAGLE COUNTY
FAIRGROUNDS MANUAL 2000
WHEREAS, the Board of County Commissioners of the County of
Eagle, State of Colorado (hereinafter referred to as the "Board "),
desires that the Eagle County Fairgrounds (hereinafter referred to
as the "Fairgrounds ") be used to meet as many needs and serve as
many organizations as possible; and
WHEREAS, pursuant to S 30 -11 -107 paragraphs (c) and (e) ,
C.R.S., the Board is authorized to keep county buildings in repair
and to have the care of county property and the management of the
business concerns of the county; and
WHEREAS, the Board desires to adopt the Fairgrounds Manual
set forth on the attached Exhibit "A," which includes Facilities
Rental Fees Policy and Policies and Procedures,to provide a
consistent and fair guideline for the public use and leasing of the
fairgrounds which all persons and organizations will be required to
comply with if they wish to lease any portion of the Fairgrounds.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO:
THAT, the Board hereby adopts the "Eagle County Fairgrounds
Manual Year 2000, as set forth on Exhibit " A " attached hereto,
which shall remain in effect until further action by the Board.
THAT, the Board finds, determines and declares that this.
Resolution is necessary for the public health, safety and welfare
of the citizens of the County of Eagle, State of Colorado.
1
G: \NLR \R \Fairgrounds Manual 2000.wpd File No. 82 -38
MOVED, READ
o the County of
2000.
ATTEST:
C
,
AND ADOPTED by the Board of County Commissioners
Eagle, State of Colorado, this day of
COUNTY OF EAGLE, STATE OF
COLORADO, By and Through Its
BOARD OF COUNTY COMMISSIONERS
Tom C. St4one. Chai man
MicTiael Gallagher,
Commissioner
r
ohnnette Phillips
Commissioner
Commissioner seconded adoption of the
foregoing resolution. he roll having been called, the vote was as
follows:
Commissioner Tom C. Stone
Commissioner Michael Gallagher
Commissioner Johnnette Phillips
This Resolution passed by vote of
County Commissioners of the County of Eagle, State of
G: \NLR \R \Fairgrounds Manual 2000.wpd
the Board of
Colorado.
File No. 82 -38
.r`
Eagle County Fairgrounds Manual
Year 2000
Facilities Rental Fees Policy
and
Policies and Procedures
Prepared by:
Eagle County
Facilities Management Department
P.O. Box 850, 590 Broadway
Eagle, CO 81631
Publication date:
Revised May 10, 2000
EXHIBIT
VP `01/4
y
Eagle County Board of County Commissioners
Tom C. Stone, Chairman
Johnnette Phillips, Vice Chairman
Michael L. Gallagher, Commissioner
Eagle County Fairgrounds
0426 Fairgrounds Road
Eagle, CO 81631
current fairgrounds office:
Facilities Management Department
P.O. Box 850, 590 Broadway
Eagle, CO 81631
Eagle County Fairgrounds: 970 - 328 -8700
Eagle County Fair: 970 - 328 -8779
970 - 328 -8877
Eagle County Facilities Management: 970 - 328 -8700
County Buildings and Fairgrounds office hours are: Monday thru Friday 8:00 AM to 5:00 PM
TABLE OF CONTENTS.
SECTION
PAGE
Introduction ................................ ............................... 1
Fee and Use Policies .......................... ............................... 2
Definition of Fee Categories .............. ............................... 3
High and Low Use Days .............. ............................... 3
County and Governmental Usage ........... ............................... 4
Educational Events ...................... ............................... 4
Educational Event Criteria .......... ............................... 5
Political Parties ..................... . ............................... 5
Waiver of Fees ......................... ............................... 5
Facilities Admission Surcharge Policy ...... ............................... 5
Current Year 2000 Fees .................. ............................... 7
Policies and Procedures ....................... ............................... 8
Leasing Agreements ..................... ............................... 8
Reservations ................:.......... ............................... 8
Hours of Operation .............................................. 8
Rental Fees and Damage Deposits .... ............................... 9
Cancellations ................... ............................... 9
Key Checkout/Return ............................................ 10
Method of Payment ............... ............................ 10
Bad Check Policy ............... ............................... 10
Set Up and Tear Down Clarification ... 10
Cleaning & Damage Policy .............. ............................... 10
Insurance............................ ............................... 10
Security............................. ............................... 11
Alcohol...................................................... I...... 12
Vendors ............................. ............................... 12
Facility and Event Rules and Regulations ............ ........ ........... 12
General........................ ............................... 12
Requirements for Concessionaire & Housekeeping Supplemental Agreement ...... 13
Fire and Life Safety Standards ........ .. .... ........................... 14
Life Safety Requirements for all Exhibitors Participating in
Shows at the Eagle County Fairgrounds ............................ 14
Utilities Failures ................................................ 15
Injured Guest ................... ............................... 16
Parking.............................. ............................... 16
Camping and Picnicking ................ ............................... 16
Hook -ups - Electrical/Plumbing .......... ............................... 16
Use of County Equipment ............... ............................... 17
Animals............................. ............................... 17
Boarding Animals ............... ............................... 17
TABLE OF CONTENTS
SECTION
PAGE
Introduction ........... ..................... ............................... 1
Fee and Use Policies .......................... ............................... 2
Definition of Fee Categories .............. ............................... 3
High and Low Use Days ................. ............................... 3
County and Governmental Usage .......... ............................... 4
Educational Events ...................... ............................... 4
Educational Event Criteria ...............................
5
..........
Political Parties ........................ ...............................
5
Waiverof Fees ...............................
5
.........................
Facilities Admission Surcharge Policy ...... ...............................
5
Current Year 2000 Fees .................. ...............................
7
Policies and Procedures ....................... ...............................
8
Leasing Agreements ...............................
8
.....................
Reservations........................... ...............................
8
Hours of Operation ............. ...............................
8
Rental Fees and Damage Deposits .... ...............................
9
Cancellations.................... ...............................
9
Key Checkout /Retum ............. ...............................
10
Method of Payment ..... ........ ............................
10
Bad Check Policy ............... ...............................
10
Set Up and Tear Down Clarification . ...............................
10
Cleaning & Damage Policy .............. ...............................
10
10
Insurance............................ ...............................
Security............................................................
11
Alcohol.............................. ...............................
12
Vendors............................. ...............................
12
Facility and Event Rules and Regulations ............
......... ..........
12
General........................ ...............................
12
Requirements for Concessionaire & Housekeeping
Supplemental Agreement ......
13
Fire and Life Safety Standards ........ .. ...............................
14
Life Safety Requirements for all Exhibitors
Participating in
Shows at the Eagle County Fairgrounds ............................
14
Utilities Failures ................................................
15
Injured Guest ................... ...............................
16
Parking.............................. ...............................
16
16
Camping and Picnicking ................ ...............................
Hook -ups - Electrical / Plumbing .......... ...............................
16
Use of County Equipment ............... ...............................
17
Animals.... ........................................................
17
Boarding Animals ............... ...............................
17
r
0
Facility Descriptions and Details of Accommodations
Pro -Rodeo Arena and Grandstand ......... ............................... 18
Exhibit Hall/North Lawn ................ ............................... 19
Livestock Barn /Indoor Arena ............. ............................... 20
West Parking Lot ..................................................... 21
East Parking Lot... .................. ............................... 22
North Lawn/Picnic Area ................ ............................... 23
Events Office ......................... ............................... 24
Outdoor Warm- up/Practice Arena ......... ............................... 25
Concession Stand ...................... ............................... 26
Appendices
Appendix I-
Lease Agreement
Appendix II-
Damage Deposit and Fee Exhibits
Appendix III-
Vendor Permit - Fair/Regular Non -Fair
Appendix IV-
Lease Information Sheet- English/Spanish
Leasing Guidelines
Appendix V-
Cleaning Procedures - English/Spanish
Appendix VI-
Post -Walk Through, Extra Services, Cleaning & Damage Fees
Form
Appendix VII-
Camping Permit
Appendix VIII-
4 -H Judge & Services Agreement
Appendix IX -
Standard Fair Contract
EG County Fairgrounds Manual
Year 2000
Policies & Procedures
INTRODUCTION
Welcome to the Eagle County Fairgrounds
MISSION STATEMENT
"To enhance the quality of life of Eagle County citizens by providing the opportunity
for recreational and educational facilities and activities, in the most economical and
convenient manner possible."
The purpose of the policy and procedures manual is to provide a fair and consistent guideline
for the public use and leasing of the fairgrounds and to provide a safe and quality experience
for the citizens of Eagle County using and attending events at the site.
The fairgrounds offers an exhibit hall, livestock barn, small indoor arena, outdoor warm -
up /practice arena, pro -rodeo grandstands and arena and picnic areas for public use. Please see
the "Facilities Description and Details of Accommodations" section of the manual. Adhering
to the fairgrounds' policies and procedures will afford all users the best possible experience at
the fairgrounds' facilities.
Page 1
VV E County Fairgrounds Manual
Year 2000
Policies & Procedures
FEE AND- USE POLICY
It is the policy of Eagle County to encourage the use of the Eagle County Fairgrounds
(hereinafter referred to as the "Fairgrounds ") by the public to meet as many needs and serve as
many organizations as possible. Scheduling of events to be held at the fairgrounds shall be
done on a first come, first serve basis, at the discretion of Eagle County (hereinafter referred to
as the "County "). Any leases signed before new rates go into effect, shall be charged the fees
applicable on the date of the requested event.
It is the policy of the Eagle County Board of County Commissioners to assess rental fees to
individuals and organizations requesting use of the Eagle County Fairgrounds facilities. Fees
are divided into three fee categories. The fee categories are as follows: Commercial and/or
Non - resident; Eagle County Resident or Eagle County Non - profit. Fees are based on a flat per
day charge for each of the facilities leased. If additional services are requested, additional
charges may be included. (See Appendix VI).
Events that are not on Annual user group dates may be booked up to one (1) year in advance.
Any event scheduled beyond a one (1) year period shall be considered tentative; and each group
or individual should be advised accordingly. Users requesting multiple dates may be asked to
reserve certain continuing dates with a county cancellation provision.
All users of the Eagle County Fairgrounds complex are reminded that it is their sole
responsibility to initiate and complete leases for facility usage. Users should notify the Eagle
County Fairgrounds Office in writing to reschedule annual events within thirty (30) days of
conclusion of their past event. Eagle County has designated the following annual user groups,
reserved annual event dates, and specifically waived leasing requirements and rental fees for
these groups at the Eagle County Fairgrounds:
• The Eagle County Fair and Rodeo
• The Eagle County Fair Board Fair Benefit
• The Little Britches Rodeo
• Eagle County 4 -H Horse Shows
Individuals, organizations or corporations shall not be permitted to reserve any part of the
fairgrounds for more than one (1) event per month unless otherwise authorized by the county.
Reservations for the use of the fairgrounds and its facilities shall be managed by the Director of
Facilities Management or their designee. A deposit and rental fee may be required for specific
facilities.
Page 2
„ * C County Fairgrounds Manual
Year 2000
Policies & Procedures
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, 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 drivers license or voter registration card.
EAGLE COUNTY 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 its non -profit status and incorporation to the Fairgrounds office. Eagle
County residency may be validated by a Colorado drivers license or voter
registration card.
CAMPERS AND PICNICKERS:
Campers and group picnics with 75 or more in attendance must obtain a permit,
see Appendix VII for sample permit application.
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 determine 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 12 midnight on
Page 3
.+• �
G E ;County Fairgrounds Manual
'` Year 2000
Policies & Procedures
high -use days; and 7:00 a.m. to 10:00 p.m. on low -use days. Only the Exhibit Hall
lease will be for a 24 -hour period from 10:00 a.m. to 10:00 a.m.
COUNTY AND GOVERNMENT USAGE:
The following applies to Eagle County, related cities and towns within Eagle County,
special districts, Eagle County School Districts and state and federal agencies. These
Government entities may use the Eagle County Fairgrounds facilities and equipment, if
available, without charge. Eagle County departments may book one year in advance,
subject to availability of facilities and equipment. Annual user groups have priority.
CSU Extension Service programs are covered under government usage.
County departments or related governmental users may not arrange for facilities or
equipment in their name for actual use by other groups or individuals. Third parties are
only acceptable if both parties are governmental agencies. All government use must be
scheduled during the regular hours of between 8:00 a.m. and 5:00 p.m., Monday
through Friday. Saturday, Sunday and holiday use must be approved by the Director of
Facilities Management. All meetings must be concluded by 10:00 p.m.
Requests for use of facilities must be received by the current Eagle County Fairgrounds
office at the Facilities Management department no less than seven (7) working days in
advance of the requested date(s) of use. County and government users are not required
to provide damage deposits. Related governments, special districts and the school
district must provide insurance coverage.
Government users are responsible for cleaning and trash pick up in and around the
facilities used. All facilities and equipment must be left in good condition immediately
following the event. Table and chair setups are the responsibility of the requesting user.
Users should contact the Fairgrounds office, in advance, for information and training on
sound system operation. Government users should make an effort to cancel no less than
three (3) days before a scheduled event.
EDUCATIONAL EVENTS:
Fees will not be charged to Eagle County youth non - profit, organizations requesting use
of the facilities for "Educational Events ". Educational events will be restricted to the
use of facilities on Monday through Thursday. Requests may be made for educational
classes where there is an instructor(s) offering a structured course(s) of educational
materials to Eagle County youth.
Page 4
County Fairgrounds Manual
Year 2000
Policies & Procedures
EDUCATIONAL EVENT CRITERIA
Users may not assess a fee to participants attending the class.
Users are responsible for complying with the Policies and Procedures Manual.
Users must schedule meetings within the regular hours of the Fairgrounds office.
Meetings may be held between the hours of 7:00 a.m. to 10:00 p.m.
Meetings /seminars will not be scheduled on Eagle County - recognized holidays.
"Educational Events" must provide the labor necessary for set up of tables and
chairs, clean up and replacement of all county equipment in good condition
immediately following the event.
Organizations which do not comply with the Policies and Procedures Manual may
lose the privilege of scheduling "educational events ".
POLITICAL PARTIES
Political Parties, which are registered under the laws of the State of Colorado, shall each
receive free use of the facilities for three (3) days per calendar year - two high demand days
and one low demand day. These dates must be scheduled with the Fairgrounds office, in
advance, and according to space availability.
WAIVER OF FEES
All requests for fee waiver for use of the Eagle County Fairgrounds must be approved by
the County Administrator. The requesting party/organization must submit a proposal letter
to the Facilities Management Director at least 60 days prior to the date of the proposed
event. Fee waiver requests shall not be considered less than 60 days prior to the event.
Proposal letters must state the reason for the fee waiver request, the type of event, the
purpose, the dates requested, the hours of the event, and any fees to be charged for
admission to the event (educational events may not be charged fees). Fee waivers will
only be considered where there is a determination that the event serves a valid public
interest or good deserving reduced fees. The requesting party will be notified regarding
the approval or denial of their fee waiver request within 30 days of receipt of request.
Waiver requests may also take the form of proposing to pay an annual fee, in lieu of the
daily fees, where organizations propose to schedule multiple events at the facilities.
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
Page 5
County Fairgrounds Manual
Year 2000
Policies & Procedures
CURRENT YEAR 2000 FEES
Facility
NP
CR
COMM/NR
DEPOSIT
Pro Rodeo Arena /Grandstands
$100 Fri-Sun
$200 Fri-Sun
$400 Fri-Sun
$250/$500
$50 Mon -Thurs
$100 Mon -Thurs
$300 Mon -Thurs
Livestock Barn/Indoor Arena
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
$250/$500
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
Exhibit Hall/North Lawn
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
$250/$500
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
Events Office
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
$250/$500
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
Warm- Up/Practice Arena
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
None
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
North Lawn/Picnic Area
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
$250/$500
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon - 1 burs
West Lot & Picnic Areas
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
$250/$500
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
East Lot/Horse Stall Area
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
None
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
Horse Stalls
$5 /day
$5 /day
$10 /day
None
NP - Non -Profit
CR - County Resident
COMM/NR - Commercial/Non- Resident
Hage
County Fairgrounds Manual
Year 2000
Policies & Procedures
q;1111 q
The Eagle County Public Buildings and Sites Policies & Procedures apply to the Fairgrounds.
LEASING AGREEMENTS
All users, except government users (see Government Usage) campers, and picnickers, are
required to execute a lease agreement, for the specific use, with Eagle County. Users must
be at least 21 years of age to enter into leasing agreements. Users are responsible for
complying with the Eagle County Fairgrounds Policies and Procedures Manual.
Prior to the commencement of the lease, 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). If at the termination of this Lease the County's representative
finds the leased premises to be unclean or damaged, the Lessee shall be held responsible
for any cleaning and repair of damage costs incurred by the County as a result of Lessee's
occupancy of the leased premises.
A leasing agreement must be signed between the user (Lessee) and Eagle County before
the release of advertising or publicity for any event. Users shall obtain all necessary
permits and licenses prior to scheduled use, and shall promptly pay all taxes, excise or
license fees applicable to the use of the Fairgrounds. The standard county leasing
agreement is attached under Appendix I.
An event layout plan is required for any commercial and other events using multiple
facilities involving vendors and/or exhibitors.
ADVERTISING, BANNERS, AND SIGNS
Arrangements must be made in advance with the Fairgrounds office to display
banners or signs or advertise products or services at the Fairgrounds.
RESERVATIONS
Events in the Arena and Grandstands must be reserved no less than six (60) days prior
to the event.
HOURS OF OPERATION:
Eagle County Fairgrounds hours are: 7:00 am. to 12:00 midnight on high -use days
and 7:00 a.m to 10:00 p.m on low -use days. All events must end by the hours
indicated. Any musical performances or use of loud speakers must end by 11:00
p.m. on high -use days.
Page 8
Ae
C 11 County Fairgrounds Manual
Year 2000
Pol icies & Procedures
The grounds are not locked at any time. Access to the site is generally open to the
public for use at their own risk. The county does not staff or patrol the grounds on
a regular basis. Use of the building facilities, grandstand/arenas and picnic areas
must be reserved, in advance, and a county lease agreement executed for the
facilities indicated.
RENTAL FEE AND DAMAGE DEPOSITS:
All users, except for government users, must provide the required damage deposits
and insurance.
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 th= (3 0) days prior to
the event for the Arena and Grandstands. Failure to pay the damage deposit and
fee, as required, prior to the event will result in the loss of the lease.
Any and all fees and charges shall be agreed to, in advance, and shown on the
applicable lease exhibit and attached to the lease. If the Lessee requires additional
services, subsequent to signing the lease, 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 thi (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 fee category into which the user falls and
whether or not alcohol is consumed.
Deposits shall be returned upon the approval of the county if the facilities are left
in the condition in which they were found. If Lessee fails to clean the leased
premises to the satisfaction of the county, or if the leased premises incurs any
damage during the Lessee's occupancy, all cleaning and damage expenses incurred
by Eagle 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
CANCELLATIONS
A cancellation fee of $25 will be withheld from the initial damage deposit if the
event is canceled within fourteen (14) days of the event.
Cancellation policy for the Arena and Grandstands- Events canceled more than
six (60) days prior to a reserved event shall receive a full refund of damage
deposit and fees paid. Events canceled less than six (60) days prior to a reserved
event shall forfeit one -half of the damage deposit and any fees paid.
Page y
1.0 G-10.
Ae-
C 6 County Fairgrounds Manual
Year 2000
Policie & Procedures
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. Keys must be
returned to the Fairgrounds office at: Eagle County Facilities Management, 590
Broadway, Eagle, CO. 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.
METHOD OF PAYMENT
Damage deposits and fees for events reserving use of the Arena and Grandstands
and/or multiple facilities must be paid in cash or by certified check. Personal
checks will be accepted only for events scheduled in the Exhibit Hall.
BAD CHECK POLICY
Any checks returned by the bank for any reason will be charged a $25.00 fee, and
tenant will be required to make payment in the form of cash, cashiers check or
money order.
SET UP AND TEAR DOWN CLARIFICATION:
The terms "set up" or "tear down", if included in the leasing agreement, shall
include the use of the facilities for moving in and out equipment, and preparation
of the facilities for the performance of an event. The hours for set up and tear down
shall be specified in the lease agreement. The Fairgrounds office may charge an
additional daily or hourly fee for this type of usage if hours exceed the standard
hours of operation indicated in the lease agreement.
CLEANING & DAMAGE POLICY:
The leased premises must be left in a clean, usable and undamaged condition, (see
Cleaning Procedures under Appendix V).
INSURANCE
Eagle County requires all users (Lessees) to purchase and maintain insurance as described
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
I-age 7 v
J County Fairgrounds Manual
Year 2000
Policies & Procedures
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% J & H
Marsh & McLennan at 1- 800 - 241 -2610.
A. General Liabili y Coverage shall be carried in the minimum amount of $150,000
per injury and $600,000 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.
B. Host Liquor Liability Insurance is required for any event in which beer or alcoholic
beverages are being served without direct or indirect (including cover charge,
single -price admission, donations or tips) charge. Host Liquor Liability Insurance
shall be carried in the minimum amount of $150,000 per injury and $600,000 per
occurrence.
C. Liquor Legal Liabilily is required for any event in which beer or alcoholic
beverages are being sold by direct or indirect (including cover charge, single -price
admission, donations or tips) charge. Liquor Legal Liability Insurance shall be
carried in the minimum amount of $150,000 per injury and $600,000 per
occurrence.
SECURITY
All events where alcohol is served, consumed or sold shall provide security. Events where
attendance is reasonably expected to be greater than 150 persons shall provide security
based upon the following schedule:
0 to 150 in attendance (required only if alcohol served) . 1 uniformed personnel
150 to 500 in attendance .. 1 uniformed personnel for no alcohol, 2 for alcohol
500 to 1000 in attendance .... 3 uniformed personnel
more than 1000 in attendance ..................... 4 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
Facilities Management Department 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 attendance over 500 must arrange for on -site EMT services.
Page 11
t County Fairgrounds Manual
Year 2000
Policies & Procedures
ALCOHOL
Alcoholic beverages may be served inside the Exhibit Hall in connection with a private
party without a liquor license. A lessee requesting to sell liquor, or accept donations for
liquor, must procure a valid special events liquor license. Liquor licenses may only be
obtained by non -profit organizations recognized by the State of Colorado. Please contact
the Eagle County Clerk and Recorder's office for more information. Alcohol shall not be
served or sold to anyone under the age of 21. Intoxicated persons shall not be admitted to
the Fairgrounds.
0109 1 1 0 1 6 1 '
Vendors who wish to sell food, beverages, goods or services on the Eagle County
Fairgrounds must first obtain a Vendor Permit from the Fairgrounds office. The cost of a
Vendor Permit is $35.00 per day permit. The only vendors not required to obtain a Vendor
Permit are those contracted by users (Lessees) for craft shows or trade shows and the
exemption shall be specified in the Lease Agreement. The vendor permit application is
attached under Appendix III.
Permits are required for vendors during the Eagle County Fair and Rodeo. The Fair and
Rodeo establishes fees and permit requirements for the event. A Fair and Rodeo vendor
permit application is included under Appendix III.
Eagle County reserves the right to limit the name of the brands of products sold by
vendors in accordance with sponsorship agreements.
Temporary food and beverage vendors are responsible for obtaining the proper food and
beverage licenses and complying with state and local health regulations. Vendors should
contact the Eagle County Environmental Health Division for regulations.
FACILITY AND EVENTS RULES AND REGULATIONS:
GENERAL
1. The County shall not be responsible for losses (e.g. due to theft, fire or
vandalism) during activities held on the premises of the fairgrounds.
2. Children shall not be permitted in any areas where livestock are kept or
used unless participating in a scheduled event, or unless supervised or
accompanied by a parent or adult who shall accept complete responsibility
in case of any injury, accident, or damage.
3. Glass containers are prohibited on fairgrounds property.
rage 7
. �., _,,3 County Fairgrounds Manual
Year 2000
Policies & Procedures
4. The County reserves the right to close any part of the fairgrounds to public
access.
5. Users shall occupy the fairgrounds, or any portion thereof, in a safe and
careful manner and shall comply with all federal, state and local laws, rules,
and regulations as may be in force and effect during the scheduled event,
including any and all health laws and regulations.
6. If, in the judgment of the county, persons attending a scheduled event are
in violation of these Rules & Regulations, the county may terminate the
event and require all persons to immediately leave the premises.
7. Eagle County reserves the right to deny any group or person access to the
fairgrounds as well as, revoke attendance for, but not limited to: public
intoxication, disruptive or dangerous behavior, smoking in non - designated
areas, public indecency, nudity, urinating outside of the restrooms,
damaging property, entering restricted areas, violating public laws or
fairgrounds regulations.
8. The county reserves the right to enter upon the fairgrounds property at any
time.
9. Littering and dumping of trash in all areas of the fairgrounds is prohibited.
10. Public address paging is permitted only in the case of missing persons or
medical emergencies. To request a paging, contact county staff at the first
aid station at the west end of the grandstands.
11. For safety reasons, areas of the fairgrounds identified as restricted by
signage, video and or /audio messages, barriers and fences, or by the
presence of security personnel shall be off - limits.
REQUIREMENTS FOR CONCESSIONAIRE & HOUSEKEEPING
SUPPLEMENTAL AGREEMENT:
The County may require, at its sole discretion, proof of concessionaire services for
housekeeping and janitorial, security and event accounting and ticket control for large
commercial and/or non -profit sponsored events such as rodeos, exhibitions and shows.
Users may also meet this requirement using internal forces as long as they are able to
demonstrate to the County, (by reference to successful experience managing similar
events), they are able to adequately staff and control the proposed event.
Page 13
.+• ,fie County Fairgrounds Manual
Year 2000
Policies & Procedures
FIRE AND LIFE SAFETY STANDARDS:
All fire regulations prescribed by the county and the Greater Eagle Fire Protection District
(fire district) shall be strictly observed.
The following rules must be observed during all events open to the public.
1. All buildings are "No Smoking" facilities. Guests may smoke outside any building
except no smoking within fifty feet of any bam, hay or straw materials.
2. Exhibitor layouts are subject to approval by Eagle County Facilities Management
Department.
3. Parking is not allowed in fire lanes, vehicles will be ticketed and towed. Traffic,
parking control signs or fairgrounds roadways signage may not be altered without
the approval of the fairgrounds office.
4. Demonstrations or operation of any heat producing devices or sources of ignition,
including but not limited to: heaters, stoves, barbecues, candles, torches, lanterns,
internal combustion engines, any open flame device must be approved by the fire
district.
5. All decorations must be approved by the fairgrounds office prior to the reservation
date, and decorations must be taken down immediately after the event. Nails, tacks
or screws shall not be used to fasten items to any part of the buildings. All
decorative material including, but not limited to, drapes, hangings, curtains and
table coverings with overhangs, will be either made from nonflammable materials
or rendered and maintained in a flame retardant condition.
LIFE SAFETY REQUIREMENTS FOR ALL EXHIBITORS PARTICIPATING IN
SHOWS AT THE EAGLE COUNTY FAIRGROUNDS
This policy is meant to provide basic information for the most common conditions and
situations. A layout plan is required for commercial events at the Eagle County
Fairgrounds. Any permits required by the fire district shall be clearly displayed and visible
at all times.
Users must submit a floor and/or site plan to the Eagle County Facilities
Management Department a minimum of seven (7) days prior to the event.
2. All required exits from the buildings shall remain unlocked and free of obstructions
while the building is occupied. Exit signs must remain visible. A minimum 48-
inch aisle way to exit doors will be maintained inside and outside of buildings.
Page 14
� Lk� County Fairgrounds Manual
Year 2000
Policies & Procedures
3. There shall be no spraying of flammable or combustible paints or primers. This
includes but is not limited to aerosol cans.
4. A permit (one permit per show or event) is required from the fire district for all
liquid fuel equipment or display inside any building or covered area. Equipment
shall have:
a. At least one battery terminal disconnected.
b. Fuel tanks shall be less than 1/4 full and/or contain less than five gallons of
fuel whichever is less.
C. Fuel tanks will be sealed to prevent the escape of vapors.
d. Fuel systems will be free of all leaks.
5. All fire extinguishing equipment must be unobstructed and visible.
6. All drapes, hangings, curtains, drops, and other decorative material, such as hay or
straw, etc., shall be treated or maintained in flame retardant condition.
7. The use, sale, display, and/or storage of gun powder (smokeless or black) is not
permitted on fairgrounds property.
8. Fireworks are not allowed unless permitted through the fire district.
9. Liquid petroleum gas shall not be allowed in the buildings. Outside liquid
petroleum gas use may require obtaining a permit through the fire district.
10. Compressed gas cylinders must be secured in all areas, especially food preparation
areas.
11. Parking is not allowed in posted fire lanes. Any unattended vehicles in a fire lane
shall be ticketed and towed at the owner's expense.
For further information or additional questions, please call the Greater Eagle Fire
Protection District at (970) 328 -7244. (Permit information is available through the Greater
Eagle Fire Protection District at 0425 E. 3` Ave, Eagle, CO 81631).
UTILITIES FAILURES
In case of a major utility failure during regular business hours (8:00 a.m. - 5:00
p.m. weekdays) immediately notify the Facilities Management Department at 328-
8700. For gas smells immediately evacuate the building, PLACE CALLS FROM
OUTSIDE THE BUILDING. Call the Facilities Management Department at 328-
8700. If you do not make contact, call 911.
Page 15
%0 Q, Ole County Fairgrounds Manual
Year 2000
Policies & Procedures
If you believe there is potential danger to building or occupants, or if the
utility failure occurs after regular hours, call 911 or contact Eagle County
Facilities Management Department at 328 -8700 and a list of emergency
contact numbers will be given.
INJURED GUEST
Events where attendance is 500 persons or greater must arrange for on -site EMTs
through one of the local emergency services special districts.
For any first aid or medical assistance situation call Eagle County Dispatch @ 479 -2200
or 911.
..
The user (Lessee) shall be responsible for parking control and for ensuring that fire
lanes (twelve feet minimum) and access lanes (twelve feet minimum) are kept clear
of obstruction during all events occurring at the fairgrounds. Unless otherwise
authorized, parking shall be in signed areas only within the fairgrounds property or
in the east parking lot or west parking lot outside of the immediate fair areas.
Parking is prohibited on grass areas. Parking inside livestock barn is prohibited.
Events with attendance over 500 must provide a parking plan including a proposed
method for deliveries and emergency /essential vehicle access. The parking plan
shall clearly indicate the number of persons expected to be in attendance.
CAMPING - PICNICKING:
Camping or overnight parking on fairgrounds property requires a permit. Permits
may be obtained Monday through Friday, 8:00 a.m. to 5:00 p.m.. at the Fairgrounds
office.
CAMPING PERMITS - (See Appendix VII)
HOOK -UPS - ELECTRICAUPLUMBING:
Electrical installations shall be in conformance with current electrical code
standards. Hook -ups, other than plugging equipment into the 120 v and 208 v
convenience outlets provided, shall be performed by a licensed electrical company
when required for an event. Eagle County Facilities Management Department staff
must be present at the time connections are made to fairgrounds equipment.
Page 16
c ") County Fairgrounds Manual
Year 2000
Policies & Procedures
USE OF COUNTY EQUIPMENT:
All props, poles, portable fence panels, barrels, jump standards shall be returned to
their designated storage location after each use.
All county -owned equipment shall be operated by county employees only.
ANIMALS:
All dogs shall be kept on a leash and under the control of the owner, unless
participating in a scheduled event, and will not be allowed in any buildings unless
the dog or animal is a service animal assisting a disabled person.
Manure must be cleaned up by the owner of the animal.
Animals are not allowed on the fairgrounds during any event, unless they are part
of the event.
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
Page 17
„o• cl . EG County Fairgrounds
Year Manual
Policies & Procedures
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.
I. 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.
Page I d
� C
Eagle County Fairgrounds Manual
Year 2000
F ullu/Ga u 1 IVVa>uuivv
1 , ♦ ♦ ♦ 1 • r , • ,
Fairgrounds Road
Size of rodeo arena:
Size of warm up arena
Seating Capacity:
Disabled Seating:
w/ 110v outlets:
East parking lot:
West parking lot:
135 x 260
50 x 180
2,600(rodeo), (4,000 concert w /arena seating)
30
300 cars
700 cars
RENTAL FEE INCLUDES:
Rodeo arena, announcers booth, PA, warmup arena, east and west parking lots, restrooms,
showers, 15 trash cans, 8 picnic benches, bucking chutes, holding pens, walk - through and ride
through gates, calf chute, east office, west ticket office, drinking fountains, stock tanks, outdoor
wash rack.
ARENA RULES
Pick -up all manure indoors and outdoors and dispose of it in designated area.
2. Do not tie horse to panels around arena. Tie to hitching rails indoors or out.
3. Return all equipment (jumps, barrels, etc.) to their proper storage places.
4. Glass containers are prohibited.
5. Dispose of your trash in the cans provided.
6. Livestock other than horses, are not allowed in arena.
7. Turn off lights before leaving.
[Drawing to follow]
rage iv
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
EXHIBIT HALL / NORTH LAWN
Fairgrounds Road
Size of Hall:
Size of kitchen:
Seating Capacity:
Size of stage:
East parking lot:
West parking lot:
50 x 100
10 x 20 (extra cost)
214
25 x 25
300 cars
700 cars
RENTAL FEE INCLUDES:
Hall, stage, 214 chairs, 40 tables, bathrooms, lawn area, picnic tables, grills
[Drawing to follow]
Page 20
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
Fairgrounds Road
Size of arena: 10,000 square feet
Seating Capacity:
110v outlets:
East parking lot: 300 cars
West parking lot: 700 cars
RENTAL FEE INCLUDES:
Arena, PA, north and south wings, stock tanks, outdoor wash rack (seasonal)
[Drawing to follow]
rage z i
„r Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
WEST PARKING LOT
Fairgrounds Road
Size:
West parking lot: 700 cars
RENTAL FEE INCLUDES:
Parking lot with three entrances, picnic area, grills
For events over 75 people, sanitation port-a- potties must be provided by users.
1 staff at $25.00/hour must be on grounds for event with attendance over 500. #staff/hrs.
[Drawing to follow]
G'ag'e LL
1 0 0
•y+^ `� Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
EAST PARKING LOT/HORSE STALLS
Fairgrounds Road
Horse Stalls
For events over 75 people, sanitation port-a- potties must be provided by users.
[Drawing to follow]
Page 23
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
NORTH LAWN/PICNIC AREA
Fairgrounds Road
Size of picnic area:
110v peds: 8
East parking lot: 300 cars
West parking lot: 700 cars
RENTAL FEE INCLUDES:
Picnic area, grills, tables, playground equipment
A minimum of one staff member at $25.00/hour must be on grounds for event.
[Drawing to follow]
rage z4
C
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
EVENTS OFFICE
Fairgrounds Road
Size of Building:
Size of office #1:
Size of office #2:
Size of kitchen area:
Size of meeting room:
East parking lot:
West parking lot:
1,000 square feet
10 x 10
10X20
300 cars
700 cars
RENTAL FEE INCLUDES:
Two offices, kitchen area (refrigerator and sink only), bathrooms, meeting room
[Drawing to follow]
Page 25
/
.* Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
1
. I 1
Fairgrounds Road
Size of warm up arena:
110v peds:
East parking lot:
West parking lot:
RENTAL FEE INCLUDES:
Outdoor arena
[Drawing to follow]
50 x 180
8
300 cars
700 cars
Page 26
lie G.%�
G
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
CONCESSION STAND
Fairgrounds Road
Size of concession stand: 10 x 30 with windows and counters - 465 square feet
East parking lot: 300 cars
West parking lot: 700 cars
RENTAL FEE INCLUDES:
Refrigerator, ice maker, freezer, grill
[Drawing to follow]
Page 27
0
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedu
APPENDIX I
LEASE AGREEMENT
Page zu
C C
V' �y
Eagle County Fairgrounds Manual
Year 2000
Po licies & Procedures
C A
__
DAMAGE DEPOSITS AND
FEE EXHIBITS
Page 29
LEASE AGREEMENT
between The County of Eagle, State of Colorado
MI
This LEASE made and entered into this day of , 2000, 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's and, (hereinafter referred
to as "Lessee ")
Business Name (Lessee):
Contact Name:
Address:
Business phone #:
Home Phone M
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.
WHEREAS, , represents that he /she is duly authorized to
enter into this Lease Agreement on behalf of the Lessee for its intended purposes.
THAT, in consideration of the mutual promises, covenants, and conditions contained herein, the parties
hereto agree hereby 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- Lessees 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:
• Cancellation Provision does not apply.
• Cancellation Provision applies.
2. PURPOSE - Lessee's use of the leased premises is solely for:
Estimated number of persons attending:
Estimate as accurately as possible.
NOTE: Lessee may forfeit any damage deposits made if the number of persons attending the event
is fifteen (15) percent greater than the estimate provided. It is a lessee's responsibility to limit
attendance to that indicated herein.
3
U
0 Commercial Events and other events using multiple facilities involving vendors and/or
exhibitors must provide a building and site event layout plan for approval.
FEE CATEGORIES - Refer to the Eagle County Fairgrounds Policies and Procedures Manual for
criteria. Check applicable use category below:
• Commercial / Non - Resident
• County Resident
0 Non -Profit
PERIOD OF AGREEMENT - The term of this lease shall be, check applicable category:
Month / Day
0 Exhibit Hall-
10:00 a.m. on , 2000, to
10:00 a.m. on
Other facilities high use days- 7:00 a.m. to 12:00 p.m. on
Other facilities low use days- 7:00 a.m. to 10:00 p.m. on
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).
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 (30) days prior to the event
for the Arena and Grandstands. Events in the Arena and Grandstands must be reserved no less than
six (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. Cancellation policy
for the Arena and Grandstands- Events canceled more than six (60) days prior to a reserved
event shall receive a full refund of damage deposit and fees paid. Events canceled less than six
(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, the
2000.
, 2000.
, 2000.
1
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 thirt (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:
TOTAL AMOUNT DUE: ............ ............................... .
Minus one -half damage deposit due:.......... ........................ .
Balance due after one -half damage deposit received: .......................
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
*Please make checks payable to Eagle County.
3
Damage deposit Fee
Parking Lots Included with Lease East West
Pro -rodeo Arena And Grandstands
Exhibit A
Exhibit Hall / North Lawn 0
Exhibit B
Livestock Barn (Indoor Arena) 0
Exhibit C
West Parking Lot
N/A
Exhibit D
Horse Stalls/East Parking Lot
N/A
Exhibit E
North Lawn/Picnic Area
Exhibit F
Events Office
Exhibit G
Warm- Up/Practice Arena (Outdoor Arena)
N/A
Exhibit H
Concession Stand
Exhibit I
Combined Damage Deposit for multiple facilities use
$500 no alcohol / $1,000 alcohol served or sold
Total Damage Deposit Due: / Total Fees Due:
TOTAL AMOUNT DUE: ............ ............................... .
Minus one -half damage deposit due:.......... ........................ .
Balance due after one -half damage deposit received: .......................
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
*Please make checks payable to Eagle County.
3
C C
7. CLEANING AND DAMAGE CHARGES - Prior to the commencement of the lease, 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 the County's
representative shall make a post -event walk through.
If the 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 Eagle 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 ofbilling. Lessee agrees to comply with the facility cleaning procedures contained
in the Eagle County Fairgrounds Policies and Procedures Manual.,
0 Concessionaire and Housekeeping supplemental agreement required.
8. 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 - The County requires all Lessees to purchase and maintain
insurance as described 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 the Lease Agreement. Insurance may be available through CTSI s
Tenant User Liability Insurance Program (TULIP), c% J & H Marsh & McLennan at 1- 800 -241-
2610.
O 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 law upon the parties hereto.
4
0 0
13 B. Host Liquor Liability Insurance is required for any event in which beer or alcoholic
beverages are being served without direct or indirect (including cover charge, single -
price admission, donations or tips) charge. Host Liquor Liability Insurance shall be
carried in the minim amount of $150,000n per injury and $600,000 per
occurrence.
O C. Liquor Legal Liability is required for any event in which beer or alcoholic beverages
are being sold by direct or indirect (including cover charge, single -price admission,
donations or tips) charge. Liquor Legal Liability Insurance shall be carried in the
minimum amount of $150,000 per injury and $600,000 per occurrence.
Proof of Insurance attached? .................. ............................... YES NO
Host Liquor Liability and /or Liquor Legal policy required? ....................... YES NO
Proof of Host Liquor and/or Liquor Legal Liability attached? ..............:....... YES NO
10. INDEMNIFICATION -
A. Lessee agrees to hold the County harmless and assume full responsibility for all claims
asserted against the County by third parties arising out of Lessee's activities on the leased
premises.
B. Lessee agrees the leased premises shall not be used for any purpose which would render the
insurance thereon void or the insurance risk more hazardous, or for any purpose unauthorized
by law.
11. ' 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. 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:
5
C J
Initials
here:
• Lessee requests to serve and consume alcohol inside the Exhibit Hall, for a private
ply.
• Lessee requests to sell alcohol, or charge admission to or 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.
• Lessee shall not serve or consume alcohol on the premises.
Proof of special events liquor license received? .... ............................... YES NO
12. SECURITY - All events where alcohol is served, consumed or sold shall provide security. Events
where attendance is greater than 150 persons in attendance shall provide security based upon the
following schedule:
0 to 150 in attendance (required only if alcohol served) ........ 1 uniformed personnel
150 to 500 in attendance .......... 1 uniformed personnel for no alcohol, 2 for alcohol
500 to 1000 in attendance ............................... 3 uniformed personnel
more than 1000 in attendance ............................ 4 uniformed personnel
plus one additional uniformed personnel for each additional 1000 attendees.
0 Events with 500 or more in attendance require EMT service on -site.
When required, by the guidelines above, Lessee shall provide at its sole expense uniformed security
for events. Lessee shall provide a written, signed confirmation, from the security provider, to the
Facilities Management Department 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.
Security required? ......................... ............................... YES NO
Proof of security provided? .................... ............................... YES NO
13. 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. Keys must be returned to the Fairgrounds Office at: Eagle
County Facilities Management, 590 Broadway, Eagle, CO. 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.
2
C C
14. MISCELLANEOUS -
Lessee may not assign all or any part of this Lease without the express, written consent of County,
which consent 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 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.
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 or of any covenant, condition, or provision herein
contained shall be valid unless agreed to in writing by all parties.
C. The written Lease 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 shall be interpreted as if such
invalid agreement or covenant were not contained herein.
E. If lessee fails to abide by the terms of lease, the County reserves the right to hold any or all
of lessee's damage deposit.
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.
N
i 4
s
Exhibit A
PRO -RODEO ARENA AND GRANDSTANDS
Fairgrounds Road
Size of rodeo arena:
135 x 260
Size of warm up arena
50 x 180
Seating Capacity:
2,600(rodeo), (4,000 concert w /arena seating)
Disabled Seating:
30
w/ 11 Ov outlets:
#hookups
East parking lot:
300 cars
West parking lot:
700 cars
DAILY RENTAL FEE INCLUDES:
Rodeo arena, announcers booth, PA, warmup arena, east and west parking lots, restrooms,
showers, 15 trash cans, 8 picnic benches, bucking chutes, holding pens, walk - through and ride
through gates, calf chute, east booth, west booth, drinking fountains, stock tanks, outdoor wash
rack.
Non - Resident or Commercial: $400.00 /day - Friday- Sunday $300.00 /day- Monday - Thursday
County Resident: $200.00 /day - Friday- Sunday $100.00 /day- Monday - Thursday
Non- Profit: $100.00 /day- Friday- Sunday $50.00 /day- Monday - Thursday
ADDITIONAL CHARGES:
Monday thru Thursday hourly rate for rodeo arena is $40.00/hour
# of hrs.
.50 cents per seat sold per day (see FAS section of manual)
#seats sold
1 staff at $25.00/hour must be on grounds for event with attendance over 500
#staff/hrs.
$5.00 per hour for ' /z arena lights, $10 per hour for full lights
#hrs.
$15.00 electric hookup /day
#hookups
$10.00 water hookup /day
#hookups
East Parking Lot only (free with grandstands rental)
$75.00 /day
West parking Lot only (free with grandstands rental)
$100.00 /day
Additional trash cans
$5.00 /can
Horse Stalls
$5.00 /stall/day
Facilities Staff
$25.00/hr.
Tractor w/ operator
$55.00/hr.
Roller
$50.00/hr.
Water Truck w/ operator
$100.00/hr.
Motor Grader
$90.00/hr.
One complete preparation of the arena
$75.00
DAMAGE DEPOSIT- no alcohol / alcohol served or sold- $250 / $500
ADDITIONAL CHARGES TOTAL $
# of low demand days x DAILY FEE $ TOTAL $
# of high demand days x DAILY FEE $ TOTAL $
TOTAL COST FOR EVENT $
0 0
THE COUNTY: COUNTY OF EAGLE, STATE OF COLORADO
by and through
Richard Cunningham,
Director Eagle County Facilities Management
LESSEE
Name, Title:
STATE OF COLORADO
)ss
County of Eagle
The foregoing was acknowledged before me this day of
by
My commission expires:
Notary Public
0
j 't
Exhibit B
EXHIBIT HALL / NORTH LAWN
Fairgrounds Road
Size of Hall:
50 x 100
Size of kitchen:
10 x 20 (extra cost)
Seating Capacity:
214
Size of stage:
25 x 25
East parking lot:
300 cars
West parking lot:
700 cars
DAILY RENTAL FEE INCLUDES:
Hall, stage,
214 chairs, 40 tables, bathrooms, lawn area, picnic tables, grills
Non - Resident or Commercial: $300.00 /day - Friday - Sunday $200.00 /day- Monday - Thursday
County Resident:
$100.00 /day - Friday- Sunday $50.00 /day- Monday - Thursday
Non - Profit
$50.00 /day - Friday- Sunday $25.00 /day - Monday - Thursday
ADDITIONAL CHARGES:
.50 cents per seat sold per day (see FAS section of manual)
1 staff at $25.00/hour must be on grounds for event with attendance over 500
Kitchen $75.00 comm. /$25 YNP or ANP
$15.00 electric hookup /day
$10.00 water hookup /day
East Parking Lot only (free with exhibit hall rental)
West parking Lot only
Additional trash cans
Horse Stalls
Facilities Staff
#seats sold
#staff/hrs.
$ /day
#hookups
#hookups
$75.00 /day
$100.00 /day
$5.00 /can
$5.00 /stall/day
$25.00/hr.
DAMAGE DEPOSIT- no alcohol / alcohol served or sold- $250 / $500
ADDITIONAL CHARGES
# of low demand days
# of high demand days
TOTAL $
x DAILY FEE $ TOTAL $
x DAILY FEE $ TOTAL $
TOTAL COST FOR EVENT $
C
C",
Exhibit C
M s
Fairgrounds Road
Size of arena:
Seating Capacity:
110v outlets:
East parking lot: 300 cars
West parking lot: 700 cars
DAILY RENTAL FEE INCLUDES: .
Arena, PA, north and south wings, stock tanks, outdoor wash rack (seasonal)
Non - Resident or Commercial: $300.00 /day - Friday- Sunday $200.00 /day- Monday - Thursday
County Resident: $100.00 /day - Friday - Sunday $50.00 /day- Monday - Thursday
Non - Profit: $50.00 /day- Friday - Sunday $25.00 /day- Monday - Thursday
ADDITIONAL CHARGES:
Monday thru Thursday hourly rate for arena is $20.00/hour
# of hrs.
.50cents per seat sold per day
#seats sold
1 staff at $25.00/hour must be on grounds for event with attendance over 500
#staff/hrs.
$15.00 electric hookup /day
#hookups
$10.00 water hookup /day
#hookups
East Parking Lot only (free with rental)
$100.00 /day
West parking Lot only
$150.00 /day
Additional trash cans
$5.00 /can
Horse Stalls
$5.00 /stall/day
Facilities Staff
$25.00/hr.
Tractor w/ operator
$55.00/hr.
Roller
$50.00/hr.
Water Truck w/ operator
$100.00/hr.
Motor Grader
$90.00/hr.
Bleachers
$20.00 /ea.
One complete preparation of arena for event
$75.00
One complete preparation of arena for riding
$75.00
DAMAGE DEPOSIT- no alcohol / alcohol served or sold- $250 / $500
ADDITIONAL CHARGES
# of low demand days
# of high demand days
TOTAL $
x DAILY FEE $ TOTAL $
x DAILY FEE $ TOTAL $
TOTAL COST FOR EVENT $
Exhibit D
WEST PARKING LOT
Fairgrounds Road
Size: 135 x 260
Size of warm up arena 5
West parking lot: 700 cars
DAILY RENTAL{ FEE INCLUDES:
Parking lot with 3 entrances, picnic area, grills
Non - Resident or Commercial:
County Resident:
Non - Profit:
ADDITIONAL CHARGES:
$100.00 /day - Friday - Sunday
$50.00 /day - Friday- Sunday
$25.00 /day- Friday - Sunday
.50 cents per ticket sold per day (see FAS section of manual).
1 staff at $25.00/hour must be on grounds for event with attendance over 500.
DAMAGE DEPOSIT- no alcohol / alcohol served or sold- $250 / $500
ADDITIONAL CHARGES
# of low demand days
# of high demand days
#tickets sold
#staff/hrs.
TOTAL $
x DAILY FEE $ TOTAL $
x DAILY FEE $ TOTAL $
$75.00 /day- Monday - Thursday
$25.00 /day- Monday - Thursday
$15.00 /day- Monday - Thursday
TOTAL COST FOR EVENT $
Exhibit E
EAST PARKING LOT/HORSE STALLS
Fairgrounds Road
Size of lot:
Parking capacity: 300 cars
DAILY RENTAL FEE INCLUDES:
Parking lot with 2 entrances
Non - Resident or Commercial: $75.00 /day - Friday- Sunday
County Resident: $40.00 /day - Friday - Sunday
Non - Profit: $20.00 /day- Friday - Sunday
ADDITIONAL CHARGES:
.50 cents per ticket sold per day
A minim of 1 staff member at $25.00/hour must be on grounds for event
$15.001 electric hookup /day
$10.00/ water hookup /day
East Parking Lot only (free with grandstands rental)
West parking Lot only (free with grandstands rental)
Trash cans
Horse Stalls
NO DAMAGE DEPOSIT
ADDITIONAL CHARGES
# of low demand days x DAILY FEE $
# of high demand days x DAILY FEE $
$50.00 /day- Monday - Thursday
$25.00 /day- Monday - Thursday
$15.00 /day- Monday - Thursday
#tickets sold
#staff/hrs.
#hookups
#hookups
$100.00 /day
$150.00 /day
$5.00 /can
$5.00 /stall/day
TOTAL $
TOTAL $
TOTAL $
TOTAL COST FOR EVENT $
0 C 111
Exhibit F
NORTH LAWN/PICNIC AREA
Fairgrounds Road
Size of picnic area:
11 Ov peds: S
East parking lot: 300 cars
West parking lot: 700 cars
RENTAL FEE INCLUDES:
Picnic area, grills, tables, playground equipment
Non - Resident or Commercial:
County Resident:
Non - Profit:
$100.00 /day - Friday- Sunday
$50.00 /day - Friday - Sunday
$25.00 /day- Friday- Sunday
ADDITIONAL CHARGES:
A minimum of 1 staff member at $25.00/hour must be on grounds for event
$15.00 electric hookup /day
$10.00 water hookup /day
East Parking Lot only
West parking Lot only
Additional trash cans
Horse Stalls
DAMAGE DEPOSIT - no alcohol/alcohol served or sold - $250/$500
ADDITIONAL CHARGES
# of low demand days x DAILY FEE $
# of high demand days x DAILY FEE $
$75.00 /day- Monday - Thursday
$25.00 /day- Monday - Thursday
$15.00 /day- Monday - Thursday
#staff/hrs.
#hookups
#hookups
$50.00 /day
$75.00 /day
$5.00 /can
$5.00 /stall/day
TOTAL $
TOTAL $
TOTAL $
TOTAL COST FOR EVENT $
C
Exhibit G
EVENTS OFFICE
Fairgrounds Road
Size of office #1:
Size of office #2:
Size of kitchen area:
Size of meeting room:
East parking lot:
West parking lot:
10 x 10
10x20
300 cars
700 cars
C
DAILY RENTAL FEE INCLUDES:
2 offices, kitchen area (refrigerator and sink only), bathrooms, meeting room
Non - Resident or Commercial: $100.00 /day - Friday - Sunday $75.00 /day- Monday - Thursday
County Resident: $50.00 /day - Friday- Sunday $25.00 /day- Monday - Thursday
Non - Profit: $25.00 /day- Friday - Sunday $15.00 /day- Monday - Thursday
ADDITIONAL CHARGES:
$15.001 electric hookup /day
$10.00/ water hookup /day
East Parking Lot only
West parking Lot only
Additional trash cans
Horse Stalls
DAMAGE DEPOSIT no alcohol / alcohol served or sold $250 / $500
ADDITIONAL CHARGES
# of low demand days x DAILY FEE $
# of high demand days x DAILY FEE $
TOTAL COST FOR EVENT
#hookups
#hookups
$50.00 /day
$75.00 /day
$5.00 /can
$5.00 /stall/day
TOTAL $
TOTAL $
TOTAL $
C C
EXHIBIT H
WARM- UP/PRACTICE ARENA / OUTDOOR
Fairgrounds Road
Size of warm up arena: 50 x 180
110v peds: 8
East parking lot: 300 cars
West parking lot: 700 cars
DAILY RENTAL FEE INCLUDES:
Outdoor arena
Non - Resident or Commercial:
County Resident:
Non - Profit:
ADDITIONAL CHARGES:
$15.00 electric hookup /day
$10.00 water hookup /day
East Parking Lot only
West parking Lot only
Trash cans
Horse Stalls
Bleachers
NO DAMAGE DEPOSIT
ADDITIONAL CHARGES
# of low demand days
# of high demand days
$150.00 /day - Friday- Sunday
$100.00 /day- Monday - Thursday
$50.00 /day - Friday- Sunday
$25.00 /day- Monday - Thursday
$25.00 /day- Friday - Sunday
$15.00 /day- Monday - Thursday
#hookups
#hookups
$50.00 /day
$75.00 /day
$5.00 /can
$5.00 /stall/day
$20 /ea. /day
TOTAL $
x DAILY FEE $ TOTAL $
x DAILY FEE $ TOTAL $
TOTAL COST FOR EVENT $
■
CONCESSION STAND
Fairgrounds Road
Size of concession stand: 10 x 30 with windows and counters
East parking lot: 300 cars
West parking lot: 700 cars
DAILY RENTAL FEE INCLUDES:
Refrigerator, ice maker, freezer, grill
Non - Resident or Commercial:
County Resident:
Non - Profit:
ADDITIONAL CHARGES:
East Parking Lot
West parking Lot
Trash cans
Horse Stalls
$100.00 /day - Friday- Sunday
$50.00 /day - Friday - Sunday
$25.00 /day- Friday - Sunday
DAMAGE DEPOSIT no alcohol / alcohol served or sold $250 / $500
ADDITIONAL CHARGES
# of low demand days
# of high demand days
TOTAL COST FOR EVENT
x DAILY FEE $
x DAILY FEE $
$75.00 /day- Monday - Thursday
$25.00 /day- Monday - Thursday
$15.00 /day- Monday - Thursday
$50.00 /day
$75.00 /day
$5.00 /can
$5.00 /stall/day
TOTAL $
TOTAL $
TOTAL $
GAFAIRGROU\Policy\NEW lease exhibits.wpd
( C:
" Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
APPENDIX III
VENDOR PERMIT
Page 30
� aae Co4f,
C
Eagle County Government - Facilities Management
P O Box 850, 590 Broadway, Eagle, CO 81631 -0850
Phone: (970) 328 -8700 Fax: (970) 328 -7720
(NON -FAIR)
VENDOR PERMIT
This Agreement is made and entered into this day of , 2000, by and between
the County of Eagle, a political body of the State of Colorado (hereinafter referred to as the
"Landlord "), and (hereinafter referred to as the
"Vendor ").
WITNESSETH:
1. For and in consideration of the mutual agreements contained herein and subject to the terms
and conditions hereinafter stated, the Landlord hereby allows Vendor to sell goods on the
Eagle County Fairgrounds located at 0426 Fairgrounds Road, Eagle, CO 81631, described as
follows:
2. Vendor shall have the right to occupy and use said premises for the purpose of vending goods
at the times, dates, and places specified and no other:
Purpose:
Date(s):
Time(s) :.
Place:
3. Fees to be paid by the Vendor are in the amounts and on the basis and terms as follows:
Vendor fees:
Rental fees:
Damage deposit:
Other fees:
Total fees:
Effective , 2000 *continued on back*
The Vendor shall pay total fees when the permit is issued. All checks should be made payable to
"Eagle County ".
4. The Vendor agrees to furnish and be responsible for:
A. Providing a concession vendor trailer and equipment for serving and selling.
B. Self contained operations or make arrangements with Landlord for power hook up
where available prior to set up.
C. Licensing required by the State or County.
D. Payment of sales taxes to State and County.
E. Providing a copy of certificate of insurance to the Landlord upon request by Landlord.
5. The franchise shall not be assigned or sublet without prior written permission of the Landlord.
6. Vendor shall indemnify and save harmless the County from all loss, cost and expense arising
out of any liability, or claim of liability for injury or damages to persons or property sustained
by anyone whomsoever, by reason of the operation, use or occupation of the facilities
hereinabove described, whether by reason of the operation, use or occupation of the facilities
hereinabove described, whether such use is authorized or not, or by any act or omission of
Vendor, its employees, guests, patrons, or invitees, and Vendor shall pay for such damage
done or caused by such persons.
7. Vendor hereby expressly waives any and all claims for compensation for any and all loss or
damage sustained by reason of any defect, deficiency, failure or impairment of the water
supply system, drainage system, electrical system or refrigeration system. In the event the
Complex, or any part thereof, is damaged by fire, or is for any other reason, including strikes,
failure of utilities or any act of God which renders the fulfillment of the Agreement by the
Landlord impossible, the Vendor hereby expressly releases and discharges the Landlord and its
agents from any and all demands, claims, actions and causes of actions arising from any of the
causes aforesaid. Vendor agrees that the Landlord shall not be responsible for disruption of
Vendor's scheduled function or damage to Vendor's property caused by acts of vandalism,
events or persons not within the control of the County.
8. It is understood and agreed that the County hereby reserves the right to control and manage the
entire complex and to enforce all necessary and proper rules for the management and operation
of the same, and for its authorized representatives to enter the portions of the Complex, hereby
demised to the Vendor, at any time and on any occasion. The Landlord also reserves the right,
but not the duty, through its duly authorized representatives, to effect any objectionable person
or persons from the premises and the Vendor hereby waives any and all claims for damages
against the Landlord or its agents or employees resulting from.the exercise of this authority.
9. Alcoholic beverages may not be brought into, served or sold on the Fairgrounds site
(excluding the exhibit hall, with proper permit).
Effective 2000 *continued on back*
10. Vendor understands that, should Vendor breach any provision of this Agreement, Vendor
(including his agents, employees, servants or contractors) may be prevented by Landlord from
further use of the Eagle County Fairgrounds.
11. This contract has been fully read and its contents are fully understood by the Vendor. After
this Agreement is executed, there will be no changes or modifications except for written
changes agreed upon by both parties.
12. All contacts with the County pursuant to this Agreement shall be initiated with the Eagle
County Facilities Management Department.
Eagle County Facilities Management Department
L
Richard Cunningham, Director Vendor
Phone:
Effective 2000 *continued on back*
•
•
•
� O �
ct 4-J
� o U
� cld
� w
O
v
O
c�
w
O
O N \6
0r.A
N cd 4-4
0
C
0
cC.
O
O
U
0
O
(D
o
N
6
1`
CD
cc
N
ti
V
75
- a
N
4:
U)
fa
CO
T3
'i3
d
w G
—
-
p
C
O
O
N
C
U-
O U
O
>
E
CL
L
L
O
.Q
'arn
E
z
O
J
Z
tQ
`o
a
�
C
U
O
c
o
a�
o
m
o
n
o
�.
a�
N
N
G
L c
U
'o
to
m
X
O p
0 0
V
O
E
o
UJ
iU
iii
L
CL
to
d
N
t
U
U
N
O r
O
O
O
O
d
O
M
O >,
O=
O
0.
Q
O
O
O-
p T
O
N
C
O
L6
O
L p
O CO
Co
O
C
O
=
U
Q
69
�
4-
O
Cn
y
L
C
C
N
co
Co
FA
O
0
a.
m
a.
m
d
LL
O
O N \6
0r.A
N cd 4-4
0
C
cC.
O
O
U
O
(D
N
6
1`
cc
N
V
75
U)
fa
CO
T3
'i3
d
w G
p
C
L
O
N
C
U-
ca
>
E
L
O
.Q
'arn
E
z
O
tQ
O
U
V
C
U
a
o
2 Lo
D
t3
to
m
X
co
O
D
C.
W ii m
UJ
iU
iii
C
CL
to
d
U
U
N
J
O
V
O
W
co
Q
O
cn
O
U-
d
Q
U
C
C
N
Co
O
0
a.
m
a.
m
d
O
O N \6
0r.A
N cd 4-4
0
0
cC.
O
►y.
U
O
ai
O
U
O
(D
N
6
1`
cc
N
75
CO
'i3
d
w G
p
C
L
O
N
C
U-
ca
$
L
O
.Q
U- R
a O
tG M
z
O
tQ
0
U
V
Q
a
o
2 Lo
D
to
y
X
co
O
D
C.
W ii m
UJ
C
CL
to
U
N
J
W
co
Q
CDO
y ca C
C j
y
O C O
.
a) a)
O
O M a)
>+'.� - . Ll. O
Ca
O
`o
o�
C E v
c
O
C N a)
o cc
E E
cu
E
C:)
c
ca
O o D cu
o
i6 a)
v
2
y
,� Ca F- > N
0 0
G'
=
w w
y
c o y a) m tm
C .
a) O
a-
O
O
.0
O 4) M
C
t0
n
y
� 'a �
>, O O
cn
ca to 0.
E
.�
a) O
c o
co � °�
E�
M
..+
a
v
m�
CO " 0
� E m
a
V
O
a°
O_
CD CM
a 00
to
O
to
a) ca
( D
a
w
a v- ' y - y C
a) _
CD O> C y Y
O O Ca
fa
E
>
to CL)
d
O
>+
N
ca Ca a)
O
c o 0 0 3 c �,
-0 m a)
O
a) to
W
N
a) vi ° n
y y
c
LL
a)
m
to
c
: w
Vl
O
Clio
_ N.0
CL) y
C •o
a)
oo E
c
A
to tp
+-C+
LO E C 0 a3
O
cc
ca = E
E
ca
c
0 o
O
N
C1 a
y =
,O
d C
0
d
d
.C.r
Q
- p _
U to
w (D
CU C- w X C
O C
O U C
o
C
�.+
U=
j X
4
o
c
t6
C
-��j O
m
cu ` O
.O
a) 0
m
+.
y ca
V rn
3
.0 co
0 a
CO
Q
— `
y
N to 0 N�
y CO
ao (D
E cu
O
cu P-
y ca - ca CJ
O N
C
O O Ef3
( a) i)
O
CL
p
W Ca
> w
cc CU
U C
C cu 12
.0
� �
O
O
O U O p -0
Q
CD
to
Ca p"..
C
>
to
Y
` a) .
CL
0
a
�
°
E
N a
v)
.0
`.
V a, 'a
N d
.
E
L°v
vi
N t
P E
N
U
O O Q. o 0 d o
O
�>'+
a y
O
Ct
y.
2 E
C�II
>.
C C
a)
Ca 0 O V
v m e
Ca `m_
O
U
L O
O 0
-=
o
> O
o . > w
CD 0 •2) a)
E cn C rn to a
C
c
00 p O
2
= O CD
V
O
0 0 C D
ca + C.
L �
L)
L)
-a E ca co
C � =3
_�
cn
N
Ca C y a
F—
>00 CL
cc
mQ
mU)
Q Cicn
Q.
2.r ca CL
w
w u
O
C
O
N
C
w
t
C
Z
,�,'+
�' O
E •c
ca
�
c
a)
3
o
o
c
`
m O a)
Z c
w
CD 3
Oo
U
o
a U
0
0
c m
o)
c m vi
a)
a)
(D `o
� °-
o
c
� .. ca O
O v
ca
o
n
C
Co
Ca
Li
'a
O
o a) W
O
L
_
O
a) Ca o
c
_
>"
E a)
CU
Cn —
u- c �
N
C a)
°
L a) cu
U) "Z- :
.>'
E 0
W
a
�
X w
a
cn
3 c
= n�
o� 3
0 a)
a n o o
M.�
is
o ca
•a
o
U °' o
W "
LL
0
a) ca -a -a �'
a)
O
a)
E
a) N O
•0
p
y
a) L ,
O
CL 'a M c - 0
0 C
aUi
Cn M
c
v a, 1::
y U
y
W a w
Q v
'o
°" n 0 O o w
5 CD
a eo
.a
— a)
w CD
V
N
"
cc cc
C
'a 3:
_
d
cc
a) 0 CL
in M
•'—
N C O
O
0
LO � CL ."_'
C
C
C
Ca p
E•E
Mn
o,
v
ccc•N
m j
>,(D• `m CLrn
E • 3 o
EM
a a)
T ° o. �'�
>,
E a
•.
c o
O
cm
.°
> c >
'�, c
E
Ca o
ca
f
O ..
c CO
(n uj
CD
o
a) c w
o
c
��
m
n•E
E> rn o_v�
a:}
c
v
a)
to X
a) CD
- a d
Ca d
O y C C C
N
0
E O
a)
y N
>i
a)
0
- >+'O �-
ca Ca
V
O
a. o o o -a O
a) O
O
`
.
O
W
a) o
= o C
Ca �
W O
V
Ca
C O to
Q w LL
(L) a)
C 2
o CU
Z
CL Ca O_ C O
Q 11 O ca U
> 0
_J .0
0
>+
O Ca
LL LL
CDO
y ca C
O
y
O C O
.
a) a)
O
O M a)
>+'.� - . Ll. O
Ca
O
C) a w- 'a
C E v
c
O
C N a)
E D ca rn
E
C:)
i°n (D N
i6 a)
v
2
y
,� Ca F- > N
G'
GH a
C .
a) O
a-
O
O
C O
> x
C . y O � -o
c 0
C
t0
n
o t ca >
c 0
cn
ca to 0.
E
.�
a) O
c o
o c
0
M
..+
a
0
O
a
V
O
m Q-
L C
•y 'O O CA
to
O
to
` o
O O Ca
fa
E
>
to CL)
E L) C O C
O
>+
N
ca Ca a)
0 -
-0 m a)
O
a) to
W
LL
a) vi ° n
c
LL
ca = c cc
c
: w
C
Clio
� -0 tq CD
+-+
oo E
c
.0
� ' ¢ c
.
=
cc
ca = E
E
ca
c
0 o
O
O --
a)-0 'a
•C �O Cl)
Q
0
O
.C.r
Q
U
V O a)
Ca
O C
O U C
o
C
�.+
U=
0
O a 0 3
o
c
O
Co °. °
c
.O
a) 0
m
+.
y ca
V rn
w cca o
c E ca c m
CO
m
(n a`) ° o '
0
ao (D
E cu
O
cu P-
y ca - ca CJ
O N
C
O O Ef3
( a) i)
O
CL
p
W Ca
> w
cc CU
U C
C cu 12
.0
� �
O
O
O U O p -0
Q
CD
to
Ca p"..
C
>
to
Y
` a) .
W o
i m o
Cl)
�
°
"- a)
o
N a
v)
.0
cc n o
M a
E 'a O V
_�
L°v
vi
ED � M c,�a
0
m •` a) °
�>'+
a y
CU a CD cn
y.
2 E
.- o c o
y
v m e
Ca `m_
o y m
a`�
E
-=
o
o . > w
ti a) E c
c
00 p O
2
= O CD
0
O
0 0 C D
ca
00
0 O N Q
N
Ca C y a
JU Eis
O a) ° cam
0
mQ
mU)
Q Cicn
-0
2.r ca CL
w
w u
C 11
County Fair Exhibit Hall Booth Participant Form
The object of the County Fair Exhibit Hall Educational Booths is to
provide educational information to the public. The number of Exhibit
Hall booths are limited.
Booth Set -Up will be Tuesday, August 1, 2000, between 8:00 a.m. and
5:00 p.m.
Please have someone be in attendance at your booth during the evening hours of:
Thursday, August 3, from 6:00 - 9:00 p.m.
Friday, August 4, from 6:00 - 9:00 p.m.
Saturday, August 5 from 1:00 p.m. - 9:00 p.m.
Sunday, August 6 from 12:00 noon - 3:00 p.m.
ExhibitH ll booths are not allowed to be torn down until after 3.00 p.m. on Sunday, August
6 and should be cleaned up by 5.•00 p.m. Your cooperation is greatly appreciated.
Booth space is considered a 4 x 8 foot table.
Your Name:
Agency or Company's Name:
Address:
Phone:
Fax:
Please describe your educational motives for your booth:
Will you need anything specific for your booth ?
Please complete the information above and return to Glenda Wentrii Eagle County
Extension Office, P.O. Box 239, Eagle, CO 81631 or fax to 328 - 6444 by July 1, 2000.
For questions or further information please call 328 -8775.
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
APPENDIX IV
LEASING INFORMATION
English/Spanish
LEASING GUIDELINES
Page 31
`e CO&
17`
c
Eagle County Government - Facilities Management
P O Box 850, 590 Broadway, Eagle, CO 81631 -0850
Phone: (970) 328 -8700 Fax: (970) 328 -7720
FAIRGROUNDS FACILITIES
LEASING INFORMATION
Name:
Date Requested:
Event Description:
RENTAL FEES/DAMAGE DEPOSITS - Lessee must pay one -half of the required damage deposit to
(date due) 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 six (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.
Cancellation policy for the Arena and Grandstands- Events canceled more than six (60) days prior to a
reserved event shall receive a full refund of damage deposit and fees paid. Events canceled less than six (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 drivers 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 its non - profit status and incorporation to the
Fairgrounds office. Eagle County residency may be validated by a Colorado drivers 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 determine 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 12 midnight 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 10:00 a.m. to 10:00 a.m.
1
CURRENT YEAR 2000 FEES
r
Facility
CR
NP
COMM/NR
DEPOSIT
Pro Rodeo Arena /Grandstands
$100 Fri-Sun
$200 Fri-Sun
$400 Fri-Sun
$250/$500
$50 Mon -Thurs
$100 Mon -Thurs
$300 Mon -Thurs
Livestock Barn/Indoor Arena
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
$250/$500
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
Exhibit Hall/North Lawn
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
$250/$500
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
Events Office
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
$250/$500
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
Warm- Up/Practice Arena
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
None
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
North Lawn/Picnic Area
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
$250/$500
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
West Lot & Picnic Areas
$50 Fri-Sun
$100 Fri-Sun
$300 Fri-Sun
None
$25 Mon -Thurs
$50 Mon -Thurs
$200 Mon -Thurs
East Lot/Horse Stall Area
$25 Fri-Sun
$50 Fri-Sun
$100 Fri-Sun
None
$15 Mon -Thurs
$25 Mon -Thurs
$75 Mon -Thurs
Horse Stalls
$5 /day
$5 /day
$10 /day
None
NP - Non - Profit
CR - County Resident
COMM/NR - Commercial/Non- Resident
Exhibit Hall Basic Information - Rental of the Exhibition Hall includes a 214 - person seating capacity (40 tables and 214
chairs), plus use of the restrooms, stage area, kitchen facilities, bar, and lawn area adjacent to the hall.
INSURANCE -The County requires all Users (Lessees) 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 % J& HMarsh & McLennan at 1- 800 - 241 -2610.
A. General Liability Coverage shall be carried in the minim 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 law upon the
parties hereto.
B. Host Liquor Liability Insurance is required for any event in which beer or alcoholic beverages are being
served without direct or indirect (including cover charge, single -price admission, donations or tips)
charge. Host Liquor Liability Insurance shall be carried in the minimum amount of $150,000 per injury
and $600,000 per occurrence.
ig
C. Liquor Legal Liability is required for any event in which beer or alcoholic beverages are being sold by
direct or indirect (including cover charge, single -price admission, donations or tips). Liquor Legal
Liability Insurance shall be carried in the minimum amount of $150,000 per injury and $600,000 per
occurrence. Please contact the Eagle County Clerk and Recorder's Office for more information.
SECURITY - All events where alcohol is served, consumed or sold shall provide security. Events
(due date) where attendance is greater than 150 persons in attendance shall provide security based upon the
following schedule:
0 to 150 in attendance (required only if alcohol served) .......................... 1 uniformed personnel
150 to 500 in attendance ........................... 1 uniformed personnel for no alcohol, 2 for alcohol
500 to 1000 in attendance .................. ............................... 3 uniformed personnel
more than 1000 in attendance ............... ............................... 4 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 Facilities Management Department 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.
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 midnight. Everyone must be off -site by 1:00 a.m.
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.
3
C 0 -1
Leasing Procedures for Eagle County Fairgrounds
1. Ask caller the following questions: What date? What facility? Inform the caller whether
the date and facility are available. Note Except for county entities, Rich must approve
anyone requesting any fairgrounds facilities, except for the Exhibition Hall.
2. If the caller would like to reserve, inform that a deposit of % the total cost will be due to
reserve. They can mail or drop off payment. Checks should be made out to Eagle County
Ask the caller to note the date and facility desired. Write the Lessee's name and reserved
date(s) at the top of a Facilities Leasing Information Sheet. Fill in the due dates for the
applicable requirements. Write "N /A" next to any unnecessary requirements. Copy the
sheet, attached a business card, mail the copy to the Lessee or go over it with him/her. File
the original in the "Reservations" file.
3. When checks are received for reservations, fill out a receipt with the Lessee's name, date(s)
reserved, address, phone number, and facility reserved. Make two photocopies of the receipt
and check. Attach the check to one copy and give it to Janet to deposit. File the other copy
with the Leasing Information Sheet in the Pending Reservations file. Give or mail the
receipt to the Lessee. Then, write down the information IN PENCIL, including the Lessee's
name, date(s) reserved, address, phone number, type of event, amount paid, the check # or
"cash ", the date paid, and any special requests in the Reservations Book. Details can be very
important so be as thorough as possible.
4. Check the Reservations Book at the beginning of each week and copy Rich on any events, he
will pass the days on to Mike. When a Lessee meets a requirement, note this in the book.
Let Mike know of any back -to -back weekend events so he can plan accordingly for the
overtime needed to do post - walkthroughs.
5. If a Lessee does not fulfill the terms of his/her agreement and does not call contact the office
within two business days after the due date(s), cancel the event, refund the Lessee any
money less the cancellation fee of $25.00, and inform Rich of the cancellation. Direct all
complaints to Rich.
6. After any and all requirements have been met, Lessee must contact the office to sign the
lease agreement and check out a key. Have Lessee read the agreement and show where to
sign. Check a valid I.D. and then notarize the agreement. Have Rich sign it. Make two
copies, one for the file and one for the Lessee. Send the original to the attorney's office.
Check out key(s) to Lessee only AFTER the lease agreement has been completed. Have the
Lessee initial for the key(s) in the Key Checkout book. Remind the Lessee the key is due
back on the date noted and that there is a charge for late returns or lost keys.
7. After the event, note the date the key is returned on the form, fill out a req with the amount
to be refunded, attach the file copy of the agreement, give all to Rich to authorize to be paid.
g: tfairgroulleasprocdrs.wpd
0
0
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedu
APPENDIX V
CLEANING PROCEDURES
English/Spanish
Page 32
t"an�e C0114X
Eagle County Government - Facilities Management
P O Box 850, 590 Broadway, Eagle, CO 81631 -0850
Phone: (970) 328 -8700 Fax: (970) 328 -7720
CLEANING PROCEDURES
TABLES AND CHAIRS
1. Clean all table tops and remove any items from underside (i.e. tape, gum). A mild
detergent solution works best. Cleaning powder is not recommended. Stack
tables with tops up.
2. Wipe down soiled chairs and stack them facing the same direction in the racks.
TRASH
1. Remove and replace all trash can liners from trash receptacles.
2. Place all refuse in the dumpster.
3. Pick up all exterior trash east of the large arena fences.
4. If this is an event involving livestock, pick up any manure on the roadways, lawns
or paths.
KITCHEN
1. Using a mild detergent solution, clean all countertops and mop the kitchen floor.
2. Clean all kitchen sinks and stoves.
RESTROOMS
1. Sweep and mop floors with clean hot water. If the floor is soiled with food or
beverage stains use a mild detergent solution.
2. Clean all sinks and toilets with a mild detergent solution.
3. Empty and replace all trash can liners in the trash receptacles.
FLOORS
1. Sweep the floor to pick up the bulk of dirt. When using dry mops, be sure to keep
them dry.
C-,j i
C
2. "Spot mop" any soiled areas with a mild detergent solution. Scrape up any gum
on the floor.
3. Mop the entire floor with clean hot water, changing the water often to keep it
clean.
4. After the floor has dried, spread "floor sweep" compound generously on the floor
and re -sweep with dry mops. This will return the shine to the floor.
WALLS
Wipe soiled areas with a mild detergent solution.
FURNACE
Turn all thermostats back to the lowest setting after a function.
DECORATIONS
All decorations must be attached with either masking tape or cellophane tape. No
mechanical fasteners (i.e. tacks, nails or staples) shall be used. All decorations and tape
shall be removed after a function.
Place mops in a bucket of mild bleach and water solution. Return brooms to closet.
GROUNDS
TRASH PICK UP
1. Pick up all trash and place in receptacles - including trash under grandstands,
bleachers and walkways.
2. If this is a horse event, pick -up any manure on roadways, lawns or paths.
3. Clean all restrooms used for event. Sweep and mop floors, wash sinks, and toilets
with a mild detergent solution. Empty all trash receptacles and replace liners.
CONCESSION STAND
Mop floors and wash counter tops with a mild detergent solution.
2. Remove all trash and place in receptacles.
3. Clean griddle with pads provided. Make sure grease catching containers are
emptied and washed with a strong detergent solution.
C
4. Remove all leftover food from the refrigerators and wipe down with mild bleach
solution.
5. Pick up trash around concession stands.
C C
PASILLO DE EXIBICCION
1. MESAS Y SILLAS
Limpiar encima de todas las mesas y recojer cosas que se
encuentren por abajo, o en el suelo, (exemplo; revisar
bajo las mesas y limpiar chicle).
La soluccion pie jabon o detergente trabaja mejor, no se
recomienda usar polvo para limpiar.
Recoger y montar todas las sillas con el respaldo para
arriba.
2. BASURA
A. Quitar y reponer todas las bolsas de basura en los botes.
B. Reconjer toda la basura de afuera, al Este del barandal de
la arena grande.
3. COCINA
A. Limpiar encima de todas los lugares con soluccion de jabon
suave.
B. Trapear el piso de la cocina con el jabon suave.
C. Limpiar los labamanos de la cocina y la estufa.
4. BANOS
A. Barrer y trapear los pisos. Si los pisos estan manchados,
llenos de comida.o liquidos, trapear con agua limpia
caliente. En general limpiar los pisos.
B. Limpiar los labamanos de los banos y los lavabos(sil].as de
bano) con jabon.
C. Vacear y reponer las bolsas de basura de los botes.
S. PISOS
A. Barrer el piso(suelo) y recojer los bultos de.tierra.
B. Echarle soliccion de jabon en las partes manchadas, y
tallar el piso en caso de haiga chicle pegado.
C. Trapear todo el piso casi todo el tiempo, trapear con agua
caliente. Dejar el piso limpio. El secreto es cambiar el
aqua del trapeador seguido.
D. Despues de secarse el piso, desparrame el componente de
"FLOOR SWEEP" generosamente y trapear el piso con
trapeadores secos, esto le ayudara a sacarle brillo al
piso.
6. PAREDES
A. Limpiar las partes sucias con soluccion de jabon suave.
7. DECORACCIONES
A. Todas las decoracciones se tienen que pegar con cinta
pegante o cellophane tape. NO se puede usar cosas
mecanicas, clavos o grampas. Todas las decoracciones se
tienen que quitar despues de cada funccion.
c
S. CALENTONES
A. Poner Jos calentones /termostatos a la temperatura mas
baja despues de cada funccion.
9. TR.APIADORES Y ESCOBAS
A: Regresar Jos trapiadores al cuartito de limpieza y poner
Jos trapiadores en las tinas con la soluccion de.cloralex
y agua.
4
de—
INSTRUCCIONES PARA LIMPIAR LA ARENA
pagina tres
II. ARENA /TERRENO
RECOGER BASURA
1. Recoger la basura y poner bolsas nuevas, incluyendo debajo de
las bancas y las banquetas.
2. Si es un evento de caballos,.recoger el bono de los caminos y
pases.
3. Limpiar los banos que se usen en el evento: barrer y trapear
los pisos, labar los labamanos, y los banos con la soluccion de
jabon, basiar la basura y reponer las bolsas de los botes con
bolsas nuevas.
III. PUESTO DE COMIDA,
1. Trapear el piso y labar los mostradores con la soluccion de
jabon suave.
2. Quitar las bolsas de basura y reponerlas con nuevas.
3. Limpiar la plancha de cocinar con esponja o trapo disponible.
Asegurarse que las bandejas en los que cae la grasa esten
vacios, y labarlos con soluccion de detergente fuerte.
4. Sacar todas las sobras del refrigerador Ay limpiar con la
soluccion de jabon y cloralex suave.
S. Recoger la basura al rededor del puesto de comida.
�c Ae C °u4y
c
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
POST WALK THROUGH, EXTRA SERVICES,
CLEANING AND DAMAGE FEES FORM
Page 33
c
'#
WALK-
THROUGH 1
Facilities Management
970.328.8700 970.328.7720 Fax
PO Box 850 590 Broadway
Eagle, CO 81631 -0850
Today's Date:
Lessee's Name:
Key was returned on:
Summary of any unclean or damaged area:
Area Leased:
Phone #:
Post Lease Inspection:
(date /time)
Cleaning and damage fee schedules attached
County Authorized Representative
I c A l r C %4
y
0 0
CLEANING / DAMAGE
FEE SCHEDULE
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
Hours Charge
Bathrooms cleaned
YES
NO
$
Trash picked up
YES
NO
$
Grandstands cleaned
YES
NO
$
Water hydrant(s) off
YES
NO
$
Arena gates closed
YES
NO
$
PA system turned off /locked
YES
NO
$
Doors locked /secured
YES
NO
$
Crows nest lights off
YES
NO
$
Grandstand lights off
YES
NO
$
Damages to building(s)
YES
NO
$
IF YES, PLEASE DESCRIBE DAMAGE:
c C - 1 ,
CLEANING / DAMAGE
FEE SCHEDULE
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
IF YES, PLEASE DESCRIBE DAMAGE:
Hours Charge
Trash picked up
YES
NO
$
Indoor arena cleaned
YES
NO
$
North /South wings cleaned
YES
NO
$
Panels in place
YES
NO
$
PA system turned off
YES
NO
$
Doors locked /secured
YES
NO
$
Lights turned off
YES
NO
$
Damages to building(s)
YES
NO
$
IF YES, PLEASE DESCRIBE DAMAGE:
CLEANING / DAMAGE
FEE SCHEDULE
W44 MM
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
IF YES, PLEASE DESCRIBE DAMAGE:
Hours Charge
Bathrooms cleaned
YES
NO
$
Trash picked up
YES
NO
$
Floor cleaned
YES
NO
$
Appliances cleaned
YES
NO
$
Chairs stacked /stored
YES
NO
$
PA system turned off /locked
YES
NO
$
Doors locked /secured
YES
NO
$
Heat set at 60
YES
NO
$
Lights turned off
YES
NO
$
Damages to building(s)
YES
NO
$
IF YES, PLEASE DESCRIBE DAMAGE:
CLEANING / DAMAGE
FEE SCHEDULE
EAST PARKING LOT
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
Hours Charge
Trash picked up YES NO $
Fence damage YES NO VENDOR PRICE
Damages to Lot YES NO $.
IF YES, PLEASE DESCRIBE DAMAGE
CLEANING /DAMAGE
FEE SCHEDULE
WEST PARKING LOT
POST
(Cleaning completed
Trash picked up YES
Fence damage YES
Picnic areas cleaned YES
EVENT WALK -THRU
by the county will be charged at $25.00 per hour)
Hours Charge
NO $
NO VENDOR PRICE
NO $
Damages to Lot YES NO $
IF YES, PLEASE DESCRIBE DAMAGE:
C, C
CLEANING / DAMAGE
FEE SCHEDULE
PICNIC AREA
(Cleaning completed by the county will be charged at $25.00 per hour)
IF YES, PLEASE DESCRIBE DAMAGE:
Hours Charge
Trash picked up
YES
NO
$
Lawn damage
YES
NO
$
Grill(s) /tables cleaned
YES
NO
$
Playground equipment damage
YES
NO
$
Additional Damages
YES
NO
$
IF YES, PLEASE DESCRIBE DAMAGE:
CLEANING / DAMAGE
FEE SCHEDULE
EVENTS OFFICE
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
IF YES, PLEASE DESCRIBE DAMAGE:
Hours Charge
Bathrooms cleaned
YES
NO
$
Trash picked up
YES
NO
$
Floor /carpet cleaned
YES
NO
$
Appliances cleaned
YES
NO
$
Chairs stacked /stored
YES
NO
$
Doors locked /secured
YES
NO
$
Heat set at 60
YES
NO
$
Lights turned off
YES
NO
$
Damages to building(s)
YES
NO
$
IF YES, PLEASE DESCRIBE DAMAGE:
CLEANING / DAMAGE
FEE SCHEDULE
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
Hours Charge
Arena gates closed YES NO $
Trash picked up YES NO $
Damages to arena
panels /ground(s) YES NO $
IF YES, PLEASE DESCRIBE DAMAG
� c
CLEANING / DAMAGE
FEE SCHEDULE
CONCESSION STAND
POST EVENT WALK -THRU
(Cleaning completed by the county will be charged at $25.00 per hour)
Damages to building/
equipment YES NO $
IF YES PLEASE DESCRIBE DAMAGE:
Hours Charge
Appliances cleaned
YES
NO
$
Trash picked up
YES
NO
$
Grill cleaned
YES
NO
$
Water off
YES
NO
$
Windows closed
YES
NO
$
Doors locked /secured
YES
NO
$
Lights turned off
YES
NO
$
Damages to building/
equipment YES NO $
IF YES PLEASE DESCRIBE DAMAGE:
C
C
1 . Eagle County Fairgrounds Manual
Sh Year 2000
Policies & Procedures
APPENDIX VII
CAMPING AND PICNICKING PERMIT
Page 34
Ae Co
C
Eagle County Government - Facilities Management
P O Box 850, 590 Broadway, Eagle, CO 81631 -0850
Phone: (970) 328 -8700 Fax: (970) 328 -7720
North Lawn
West Picnic Area
Hours
Total Number Anticipated
APPLICATION FOR RESERVED SITE
CAMPING / RESERVED PICNIC / PARTY
CAMPING $10 / PICNIC WITH OVER 75 ATTENDING $50
Group /Organization
Date of Event
Applicant's Name
Applicant's Address,
Business Address
Home Telephone
Special Requests
Business Telephone
Upon approval of this reserved camping / picnic permit, the following conditions, rules and
regulations shall become terms for this permit and Applicant must comply with all of the following:
1. Damage /Clean up deposit:
For group picnics over 75 $50.00 deposit required
2. Camping fee Camping $10 per day
3. Motorized vehicles are prohibited on park grassy areas. Vehicles will not be allowed to drive
on grassy areas for purposes of unloading and loading picnic supplies. NO EXCEPTIONS.
4. Commercial vendors are prohibited in the park.
5. Tents, booths, stands, awnings, canopies, etc., are prohibited unless prior written consent has
been granted from the Facilities Management Department.
6. Live bands, amplified sound, or public address systems are prohibited.
7. San-O -Lets required for large group picnics shall be the responsibility of the
Group /Organization. San-O -Lets must be removed within 24 hours following the event.
Hours
Effective 12000 *continued on back*
'i
8. Information regarding event requirements involving use of special equipment or machines
must be submitted prior to the event. Approval must be obtained prior to set up of such
equipment.
9. Applicant shall be responsible for placing all trash in the proper containers during and
immediately following the event. Failure to place all trash in proper containers will result in
Fairgrounds personnel providing labor and/or equipment required. Applicant will be billed at
an hourly rate for labor and equipment. Charges shall be deducted form Applicant's
damage /clean up deposit.
10. The Applicant/Organization, it's employees, guests, patrons or invitees, shall use and occupy
said premises in a safe, careful and lawful manner and shall not do any act or allow any act to
be done during the term of this permit which will in any way alter, mar, deface or injure any
part of said premises. The amount of any damage or destruction to the facility or the
equipment provided which occurs during the scheduled event will be deducted from the
damage /clean up deposit.
11. The Applicant/Organization shall indemnify and hold Eagle County harmless from all claims,
loss, �or damage of any kind or nature whatsoever arising out of the use which may be
sustained by reason of any act or omission on the part of the Applicant/Organization, it's
employees, guests, patrons, or invitees, or anyone for whose acts or omissions any of them
may be liable.
12. Eagle County Fairgrounds Policies & Procedures are applicable.
13. Violation of any of the permit conditions may result in immediate revocation and/or forfeiture
of damage /clean up deposit.
14. This permit shall not be assigned by the Applicant/Organization without the written approval
of the County.
Signature of Applicant Date
Amount of Deposit Cash Check
Approved Not Approved Date
Richard Cunningham, Director
Facilities Management Department
Name and Address to Whom Damage Deposit Refund is to be made:
Effective 2000 *continued on back*
c c
Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
APPENDIX VIII
4 -H JUDGES AND
SERVICES AGREEMENT LETTER
Nage zj�
TO: BRETT KAYSEN
,
LIVESTOCK JUDGING COACH ,
4s
FR: TOM DEVEREAUX '
COUNTY EXT. DIRECTOR��
I HAVE SUMMARIZED OUR TELEPHONE CO RSATION RELATIVE TO
JUDGING AT THE EAGLE COUNTY FAIR. IF YOU IN AGREEMENT,SIGN BELOW AND
RETURN TO ABOVE ADDRESS BY JUNE 1.
CSU LIVESTOCK JUDGING TEAM AGREES TO JUDGE EAGLE COUNTY SHOWS
FOR A TOTAL OF $400.
1. THURSDAY AUGUST 3 9:AM 4H MARKET HOG SHOW
2. THURSDAY AUGUST 3 3:PM 4H SHEEP SHOW
3. FRIDAY AUGUST 4' 9:AM 4H BEEF SHOW
4. SATURDAY AUGUST 5TH 9:AM ROUND ROBIN SHOWMANSHIP
THERE IS NO REIMBURSEMENT FOR TRAVEL EXPENSES. HOWEVER,WE WILL
PROVIDE LODGING AT A LOCAL MOTEL FOR EVENING OF AUGUST 2,3 & 4 .
BRETT KAYSEN DATE
RICH CUNNINGHAM DATE
DIRECTOR - FACILITIES MANAGEMENT
THIS AGREEMENT DOES NOT CREATE AN EMPLOYEE/EMPLOYER RELATIONSHIP
BETWEEN PARTIES.IT IS THE PARTIES' INTENTION THAT YOU WILL BE AN
INDEPENDENT CONTRACTOR AND NOT AN EMPLOYEE OF EAGLE COUNTY FOR
ALL PURPOSES, INCLUDING, BUT NOT LIMITEDTO, THE APPLICATION OF THE
FAIR LABOR STANDARDS ACT, AND THE PROVISIONS OF THE INTERNAL
REVENUE CODE AND COLORADO WORKER' S COMPENSATION LAW AND THE
COLORADO UNEMPLOYMENT INSURANCE LAWS.
to �, Eagle County Fairgrounds Manual
Year 2000
Policies & Procedures
STANDARD FAIR CONTRACTOR
AGREEMENT
GAFAIRGROW'olicy\NEWpolicy and pmcdure manualsave.wpd Page 36
� 0 l
• ,
I understand the potential dangers that I could incur in participating in a
rodeo or equine activity. I hereby release Eagle County, its officers, employees,
agents and volunteers from any liability for injury or damage including death
caused by the negligence of any party, including, but not limited to, injuries
related to the inherent risks of equine activities as defined in Section 13 -21 -119,
C.R.S. I execute this release willingly.
date
signature
print name
C)
C)
AGREEMENT BETWEEN
EAGLE COUNTY COLORADO
AND
CONCERNING AT
THE COUNTY FAIR AND RODEO
THIS AGREEMENT is made this day of . , 2000, by and between Eagle
County, Colorado ( "County "), by and through its Board of County Commissioners, and
( "Contractor").
WHEREAS, the County is the owner of certain real property located in Eagle County,
Colorado, which is.used and commonly referred to as the "Eagle County Fairgrounds "; and
WHEREAS, the 2000 Eagle County Fair & Rodeo is scheduled to be held at the Eagle
County Fairgrounds July 28, 2000 through August 6, 2000; and
NOW THEREFORE, in consideration of the mutual covenants and agreements contained
herein, the parties agree as follows:
AUTHORITY TO CONTRACT
1. The County represents it is duly authorized to enter into this Agreement pursuant
to Sections 30 -11 -101, 10 -11 -103, and 10 -11 -107, as amended.
2. The Contractor represents it is duly authorized to enter into this Agreement for its
intended purposes.
AGREEMENT
3.
COMPENSATION
4. The County shall pay Contractor the sum of
Dollars ( $ . ) for total hours at $ per hour. Payment shall be
due and payable upon the completion of performance.
INSURANCE
5. Contractor's Insurance The Contractor shall purchase and maintain such insurance
as will protect him from claims which may arise out of or result from the Contractor's
operations under the contract, whether such operations be by himself, or by any
subcontractor, or by anyone directly or indirectly employed by any of them, or by
anyone for whose .acts any of them may be liable. All such insurance shall remain
in effect until the contract has been fully performed and Contractor has departed
g. Ifairgrou/ fair /contracts/faircontract.wpd
8. Contractor agrees that -it is a separate and independent enterprise from Eagle
County, that it has full opportunity to find other business, that it has made its own
investment in its business, and that it will utilize a high level of skill necessary to
perform the work.
9. This Agreement shall not be construed as creating any joint employment
relationship between Contractor and Eagle County, and Eagle County shall not be
liable for any obligation incurred by Contractor, including, but not limited to unpaid
minimum wages and /or overtime premiums.
10. Either party may terminate this Agreement on written notice to the other party thirty
days prior to the desired termination. However, in no event may either party
terminate this Agreement after June 30 of any calendar year without reasonable
cause.
NOTICE
11. All notices shall be given in writing, by telefax and /or by certified mail, to the
respective party, as follows:
County:
Board of County Commissioners,
Eagle County, Colorado
P. O. Box 850
Eagle, CO 81631
Telephone: (970) 328 -8605
Fax: (970) 328 -7207
Contractor:
MISCELLANEOUS
12. All the clauses of this contract are distinct and severable, and if any clause shall be
deemed illegal, void or unenforceable, it shall not effect the validity, legality, or
enforceability of any other clause or portion of the contract.
13. Artist shall indemnify, hold harmless and save Eagle County, their employees,
officers and directors from and against any and all liabilities, obligations, damages,
fines, penalties, claims, demands, costs, charges, judgments and expenses,
including, but not limited to, attorney's fees, which may be imposed upon or incurred
or paid by or asserted against Eagle County, their employees, officers and directors,
g. lfairgrou/ fair /contracts/faircontract.wpd
0 C)
the buildings or any interest therein by reason of or in connection with, directly or
indirectly, the performance of the Services and /or any act or omission of Artist,
including employees, subcontractors and agents, whether or not acting within the
scope of their employment or agency.
14. Eagle County agrees to indemnify and hold harmless Contractor to the extent
allowed by law with respect to any claims, liability or judgments resulting from the
County's failure to perform its obligations under this Agreement.
15. Neither the Contract, nor any interest nor claim may be assigned by the Contractor
without prior written approval of Eagle County.
16. Any amendments to this Contract must be in writing and signed by both parties.
17. This Contract shall be binding on, and inure to the'benefit of the Contractor and the
County and their respective heirs, legal representatives, executors, administrators,
successors and assigns. This Contract may not be relied upon by any third party
as the basis for a claim.
18. Notwithstanding anything to the contrary contained in this Contract, County shall
have no obligations under this contract, nor shall any payment be made to
Contractor in respect of any period after any December 31 of each calendar year
during the term of this contract, without an appropriation therefor by the County in
accordance with a budget adopted by the Board of County Commissioners in
compliance with the provisions of Article 25 of Title 30 of the Colorado Revised
Statutes, the Local Government Budget law (C.R.S. 29 -1 -101 et seq.), and the
TABOR Amendment (Constitution, Article X, Sec. 20).
IN WITNESS WHEREOF, the parties have executed this Agreement this day of
2000.
EAGLE COUNTY, COLORADO,
by and through its Board of County Commissioners:
Johnette Phillips, Chairman
By:
President
- g: lfairgrou/ fair /contracts%faircontract.xpd