2018 USER'S GUIDE - San Miguel County Fairgrounds & Regional Park Norwood, Colorado
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
San Miguel County Fairgrounds & Regional Park
Norwood, Colorado
2018
USER’S GUIDE
FEE SCHEDULE
Individual Public Usage Rates Rate
Indoor Arena – At will $3.50/Hour/Rider
Adult Annual Membership $175./year
Youth Annual Membership 1 youth/family $90./year
st 2nd youth/family $75.year
Family Annual Membership $250./year
Outdoor Arena No Fee
Track No Fee
Reserved Arena Riding $7.50/hour
Stalling/ Pen Boarding Per Night Per Month
Stall $7.00 $40.00
Cleaning/Damage Deposit $30.00 $30.00
Pens
Large $7.00/horse $75.00
Cleaning/Damage Deposit $30.00 $60.00
Medium $7.00/horse $50.00
Cleaning/Damage Deposit $30.00 $50.00
Small $7.00/horse $40.00
Cleaning/Damage Deposit $30.00 $40.00
Temporary Panel Pens $4.00
(Licensee is responsible for cleaning stalls or pens.)
Facility Event Reservations Rates Commercial Rate Discounted User Non-Discounted
Group Rate User Group Rate
Ball Fields
Daily $120.00/field $25.00/field $35.00
Hourly $15.00/field $6.00/field $10.00
Youth – per team in the league $25.00/season $25.00/season
Adult – per team in the league $100.00/season $125.00/season
Barn Area
Daily $150.00 $7.00/stall or $8.00/stall or
$4.00/ panel pen $5.00/ panel pen
Entire Facility By daily component rates $150.00/day $150.00/day
Event Center Concrete Apron $7.50/hour to $3.00/hour to $4.00/hour to
(depends on type/duration of event) $50.00/day $50.00/day $50.00/day
Event Center Kitchen
Used for Cooking $35.00/Event $25.00/Event $30.00/Event
Used for Serving Only $25.00/Event $15.00/Event $20.00/Event
Non-Event Related $15./Hour/$75.00/day $15./Hour/$75.00/day $20./Hour/$75.00/day
Cleaning/Damage Deposit Ranges from $50.-$150. Ranges from $50.-$150. Ranges from $50.-$150.
Grand Stands - only $30.00/event
Vacant Lot (east or west of Glockson Bldg.)
Daily $75.00 $35.00 $40.00
Hourly $10.00 $6.00 $8.00
Cleaning/Damage Deposit Ranges from $50.-$150. Ranges from $50.-$150. Ranges from $50.-$150.
Event Center/Indoor Arena
Daily $150.00
Hourly $15.00 $6.00 $7.00
Reserved – Private $7.50/hour
Cleaning/Damage Deposit Ranges from $100.-$500. Ranges from $100.-$500. Ranges $100.-$500.
Outdoor Arena
Daily $100.00
Hourly $10.00 $6.00 $7.00
Reserved – Private $7.50/hour
Cleaning/Damage Deposit Ranges from $100.-$500. Ranges from $100.-$500. Ranges from $100.-$500.
Parking See Sec. 6.2.b
Long-Term Trailer Parking $50.00/month
Pig Palace
Daily $75.00 $35.00 $45.00
Hourly $10.00 $6.00 $8.00
Youth $5.00/hour $5.00/hour
Cleaning/Damage Deposit Ranges from $100.-$500. Ranges from $100.-$500. Ranges from $100.-$500.
Race Track $100.00/day Pre-empted by use. Pre-empted by use.
RV/Camping Electric/Water Hookup Electric Dry – No Hookup
Camping must be tied to an event occurrence $15./night $10./night No charge
Transit Parking Lot
Daily $75.00 $35.00 $45.00
Hourly $10.00 $6.00 $8.00
Cleaning/Damage Deposit Ranges from $50.-$150. Ranges from $50.-$150. Ranges from $50.-$150.
Vendor Permits
Profit $25.00/day
Non-Profit $15.00/day $15.00/day
Display/Information Booth Vendor no vendor fee
Food vendors must be self-contained.
Holdover Rates $25.00/hour* $25.00/hour* $25.00/hour*
*If Licensee or guests remain on the Premises beyond the hours of this Agreement, Licensee may be charged a fee of $25.00 for each hour or a
fraction thereof that the Premises remain occupied. This fee may be deducted from the Licensee’s damage deposit.
Adopted by the San Miguel County Board of Commissioners on 2-28-18
Welcome
This San Miguel County Fairgrounds & Regional Park User’s Guide covers the operating policies and procedures of this
facility. Inside you will find information on our facilities, pricing, policies and available services. This guide sets forth, in
detail, the conditions under which an individual or an organization of any type may endeavor in commercial or private
enterprises, displays, entertainment, livestock shows, horse racing, sports events, or events on any portion of the
Fairgrounds facility property. We’ve used the acronym SMCFG throughout this guide in reference to our facility.
Many activities may have special circumstances not covered in this guide. And as occasions arise, when there is no clear
cut, precise, or written policy, the Fairgrounds Management has the authority to resolve the matters at hand until such
time a policy can be developed or clarified. This should be discussed with the Fairgrounds Management for any special
provisions and regulations that may apply. Please contact us if you have any additional questions, which aren’t covered
in this guide. All policies and procedures are subject to change.
We look forward to serving you.
DeeAnna Burbridge
Fairgrounds Coordinator
San Miguel County Fairgrounds Phone: 970-327-4321
1165 Summit Street Fax: 970-327-4341
Norwood, CO 81423 deeannab@sanmiguelcountyco.gov
www.sanmiguelcountyco.gov smcfairgrounds@sanmiguelcountyco.gov
Adopted by the San Miguel County Board of Commissioners on 2-28-18
Map of the Fairgrounds Adopted by the San Miguel County Board of Commissioners on 2-28-18
1. General Information & Policies ....................................................................................................................................... 1
1.1 Fairgrounds Information ............................................................................................................................................ 1
a. Mission Statement .................................................................................................................................................. 1
a. Administrative Office (Fairgrounds Main Office) .................................................................................................... 1
b. Absence of Policy .................................................................................................................................................... 1
c. Annual Review of Fairgrounds User Guide and Policy ............................................................................................ 1
d. San Miguel Basin All-Around Board ........................................................................................................................ 1
1.2 General Rules, Requirements & Assumptions .......................................................................................................... .1
a. Governing Law ........................................................................................................................................................ 1
b. Insurance Requirements ......................................................................................................................................... 1
c. Indemnification ....................................................................................................................................................... 3
d. Liability Waivers ...................................................................................................................................................... 3
e. Handbilling and Solicitation .................................................................................................................................... 3
f. Picketing/Protesting ................................................................................................................................................ 4
g. Politicians/Political Party ........................................................................................................................................ 4
h. Event Access by Staff .............................................................................................................................................. 4
i. Licenses, Taxes, Fees & Permits .............................................................................................................................. 4
j. No Discrimination ................................................................................................................................................... 4
k. Photos ..................................................................................................................................................................... 4
l. Donations ................................................................................................................................................................ 4
m. Violation of Rules, Policy or Regulation .................................................................................................................. 5
1.3 Facility Booking Information & Policies ...................................................................................................................... 5
a. Booking Events/Reservations.................................................................................................................................. 5
b. Scheduling Policies .................................................................................................................................................. 5
1. Historic Use ......................................................................................................................................................... 5
2. Scheduling Priority .............................................................................................................................................. 5
3. Non-Exclusive Licenses........................................................................................................................................ 5
4. Separation of Similar Events ............................................................................................................................... 6
5. Right to Refuse .................................................................................................................................................... 6
c. Sub-Leasing ............................................................................................................................................................. 6
d. Sharing of Facilities and Services ............................................................................................................................ 6
e. County Government Usage ..................................................................................................................................... 6
Adopted by the San Miguel County Board of Commissioners on 2-28-18f. San Miguel Basin 4-H .............................................................................................................................................. 6
g. Holiday Restrictions ................................................................................................................................................ 6
1.4 Fees, Payments and Cancellation ............................................................................................................................... 7
a. Fees & Discounts ..................................................................................................................................................... 7
b. Fee Structure/Rates ................................................................................................................................................ 7
c. Damage Deposits .................................................................................................................................................... 8
d. Additional Services & Incidental Fees ..................................................................................................................... 8
e. Bad Check Policy ..................................................................................................................................................... 9
f. Fee Payment Schedule and Deadlines .................................................................................................................... 9
g. Fee Payment Responsibility .................................................................................................................................... 9
h. Fee Reduction Requests .......................................................................................................................................... 9
i. Cancellations ........................................................................................................................................................... 9
1.5 Event Planning: Basic Facility Requirements ............................................................................................................ 10
a. Event Planning Meetings ...................................................................................................................................... 10
b. Event Operating Hours .......................................................................................................................................... 10
c. Noise Limits ........................................................................................................................................................... 10
d. Facility Keys ........................................................................................................................................................... 10
e. Decorations ........................................................................................................................................................... 10
f. Facility Alterations ................................................................................................................................................ 11
g. Restroom Facility Requirements & Portable Toilets ............................................................................................. 11
h. Lost or Stolen Articles ........................................................................................................................................... 11
i. Deliveries............................................................................................................................................................... 11
j. Storage of Items .................................................................................................................................................... 11
k. Facility Cleaning .................................................................................................................................................... 11
1.6 Event Advertising ...................................................................................................................................................... 11
a. Marquee, Signs & Banners .................................................................................................................................... 11
b. Promotion of Events ............................................................................................................................................. 12
c. Permanent Display Advertising ............................................................................................................................. 12
d. Public Announcements & Public Address Systems ............................................................................................... 12
e. Naming the Fairgrounds........................................................................................................................................ 12
f. Ticket Sales ............................................................................................................................................................ 12
1.7 Concessionaires and Vendors .................................................................................................................................. 13
Adopted by the San Miguel County Board of Commissioners on 2-28-18a. Alcohol .................................................................................................................................................................. 13
b. Food Concessionaires/Caterers/Vendors ............................................................................................................. 13
c. Glass Containers.................................................................................................................................................... 13
d. Commercial /Non-Food Vendors .......................................................................................................................... 13
e. Raffles, Collections, etc. ........................................................................................................................................ 13
1.8 Health, Safety & Environment .................................................................................................................................. 14
a. Accidents & Injuries .............................................................................................................................................. 14
b. Emergency Medical Personnel/Ambulance On Site ............................................................................................. 14
c. Fire Regulations/ Unobstructed Travel ................................................................................................................. 14
d. Occupancy Limits .................................................................................................................................................. 14
e. Supervision of Activity........................................................................................................................................... 14
f. Law Enforcement .................................................................................................................................................. 14
g. Security Officers .................................................................................................................................................... 15
h. Security Requirements .......................................................................................................................................... 15
i. Parking on the Fairgrounds ................................................................................................................................... 15
j. Park at “Your Own Risk”........................................................................................................................................ 16
k. Obstruction of Facilities or Grounds ..................................................................................................................... 16
l. Traffic Control ....................................................................................................................................................... 16
m. Speeding ................................................................................................................................................................ 16
n. Dogs/Pets .............................................................................................................................................................. 16
o. Glass Containers.................................................................................................................................................... 16
p. Weapons, Firearms and Fireworks ....................................................................................................................... 16
q. Marijuana & Illegal Substances ............................................................................................................................. 16
r. Smoking ................................................................................................................................................................. 17
s. Hazardous Waste .................................................................................................................................................. 17
2. Equestrian & Livestock Facilities ................................................................................................................................... 17
2.1 Race Track, North Stall Barns, Horse & Livestock Pens and Hot Walker .................................................................. 17
2.2 Stall/Boarding Policies and Procedures: ................................................................................................................... 17
a. Facility Safety Procedures ..................................................................................................................................... 17
b. Stall Use/Boarding & Rental.................................................................................................................................. 17
c. General Rules ........................................................................................................................................................ 18
d. Stall Manager ........................................................................................................................................................ 18
Adopted by the San Miguel County Board of Commissioners on 2-28-18e. Care and Stall Cleaning ......................................................................................................................................... 18
f. Animal Handling .................................................................................................................................................... 19
2.3 Arenas ........................................................................................................................................................................ 19
2.4 General Arena Policies and Procedures: .................................................................................................................. 20
a. Scheduling of Arenas............................................................................................................................................. 20
b. Passive & Unscheduled Use .................................................................................................................................. 20
c. Reserved Riding..................................................................................................................................................... 20
d. Youth Usage Requirements .................................................................................................................................. 21
e. Helmet Policy ........................................................................................................................................................ 21
f. Arena Grooming .................................................................................................................................................... 21
g. Arena Hardpan ...................................................................................................................................................... 21
i. Equestrian and Llama Law .................................................................................................................................... 21
j. Equipment on San Miguel County Fairgrounds .................................................................................................... 21
k. Event Set-up .......................................................................................................................................................... 22
l. Event Set-up Days ................................................................................................................................................. 22
m. Facility Set-up Standards ....................................................................................................................................... 22
n. Lighting .................................................................................................................................................................. 22
o. Grass Areas & Flower Beds ................................................................................................................................... 22
p. Tie-Ups .................................................................................................................................................................. 22
q. Wash Racks ........................................................................................................................................................... 23
r. Horse Right-of-Way ............................................................................................................................................... 23
s. Quarantines........................................................................................................................................................... 23
2.5 Event Center Indoor Arena Policies and Procedures: .............................................................................................. 23
a. Open Riding ........................................................................................................................................................... 23
b. Indoor Arena Membership.................................................................................................................................... 24
c. Key Issue Policy ..................................................................................................................................................... 24
d. Horse Parking ........................................................................................................................................................ 24
e. Horse Feeding ....................................................................................................................................................... 24
f. Manure and Trash ................................................................................................................................................. 24
3. Recreation Vehicle (RV) Parking.................................................................................................................................... 25
3.1 RVs and Camping........................................................................................................................................................ 25
a. Not a Public Campground ..................................................................................................................................... 25
Adopted by the San Miguel County Board of Commissioners on 2-28-18Electric-only or dry camping is permitted with associated fees in connection with a scheduled event and with
authorization by the SMCFG. ................................................................................................................................................ 25
4. Buildings ........................................................................................................................................................................ 25
4.1 Event Center and Pig Palace...................................................................................................................................... 25
4.2 Building Policies and Procedures: ............................................................................................................................. 26
a. Event Set-up .......................................................................................................................................................... 26
b. Event Set-up Days ................................................................................................................................................. 26
c. Facility Set-up Standards....................................................................................................................................... 26
5. Ball Fields ...................................................................................................................................................................... 27
5.1 Odle Field .................................................................................................................................................................. 27
5.2 South Field................................................................................................................................................................. 27
5.3 Ball Field/Playground Policies and Procedures: ........................................................................................................ 27
a. Passive & Unscheduled Field/Playground Use...................................................................................................... 27
b. Scheduled Field/Playground Use .......................................................................................................................... 27
c. Tournaments/Camps ............................................................................................................................................ 27
d. Grooming & Field Preparation .............................................................................................................................. 27
e. Irrigation & Lawn Maintenance ............................................................................................................................ 27
f. Equipment Storage/Storage Shed......................................................................................................................... 27
g. Camping/RVs in Park Areas or Parking Lots .......................................................................................................... 28
h. Event Set-up .......................................................................................................................................................... 28
i. Facility Set-up Standards....................................................................................................................................... 28
6. Parking Lots ................................................................................................................................................................... 28
6.1 Parking Lot Events and Parking Lot Use ..................................................................................................................... 28
a. Parking Areas ........................................................................................................................................................ 28
b. Facility Setup Standards ........................................................................................................................................ 29
6.2 General Parking Area Policy ....................................................................................................................................... 29
a. Fire Lanes .............................................................................................................................................................. 29
b. Long-Term Parking ................................................................................................................................................ 29
6.3 Transit Parking Lot Policy ...................................................................................................................................... 30
a. Short-Term Parking ............................................................................................................................................... 30
b. Long-Term Parking is not available. ...................................................................................................................... 30
Adopted by the San Miguel County Board of Commissioners on 2-28-181. General Information & Policies
1.1 Fairgrounds Information
a. Mission Statement
The mission of the San Miguel County Fairgrounds is to provide citizens of San Miguel County with a multi-use
event facility which serves agricultural, business, cultural, educational, recreational, rural and youth interests of
San Miguel County and the Western Slope.
a. Administrative Office (Fairgrounds Main Office)
The Administrative Office of the San Miguel County Fairgrounds is located in the south east corner of the Event
Center. The office is open to the public Monday, Wednesday and Friday from 9:30 AM to 5:30 PM, excluding
weekends and holidays.
San Miguel County Fairgrounds Phone: 970-327-4321
1165 Summit Street Fax: 970-327-4341
Norwood, CO 81423 smcfairgrounds@sanmiguelcountyco.gov
www.sanmiguelcountyco.gov
b. Absence of Policy
As occasions arise, when there is not clear cut, precise, or written policy, SMCFG Management has the authority
to resolve the matters at hand until such time that specific policy can be developed or clarified.
c. Annual Review of Fairgrounds User Guide and Policy
This document shall be reviewed annually by SMCFG Management and presented to the BOCC for adoption.
d. San Miguel Basin All-Around Board
The purpose of the San Miguel Basin All-Around Board is to provide advisory support and assistance to Fairgrounds
Staff and the Board of County Commissioners for the planning, promotion, funding and implementation of services
and operations for the San Miguel County Fairgrounds & Regional Park. The All-Around Board shall review
annually the Fairgrounds User’s Guide, Capital Projects and the Goals & Objectives of the Fairgrounds. This review
shall include recommendations to Fairgrounds Staff on prioritization of current and future capital projects as well
as Goals & Objectives.
1.2 General Rules, Requirements & Assumptions
a. Governing Law
SMCFG is owned by the County of San Miguel, Colorado and is provided for the use and enjoyment of the citizens
of San Miguel County. Use of this facility is governed by, construed and enforced in accordance with the Policies,
Resolutions and Ordinances of San Miguel County; and the laws of the State of Colorado. The venue for all legal
proceedings hereunder shall be San Miguel County, Colorado.
b. Insurance Requirements
Liability insurance may be required for all commercial and some non-commercial events held at the San Miguel
County Fairgrounds. It is the responsibility of the event holder or vendor to obtain, at its own cost and expense,
said insurance(s) necessary. Requirements are established with each Use License and are based on the planned
activity. SMCFG general requirements are listed below.
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 1No individual or organization shall be allowed to use the facilities at the San Miguel County Fairgrounds unless all
requirements for insurance are met. These requirements pertain to all users without exception, including
promoters, organizers, vendors and private individuals. If an individual or organization fails to comply with the
insurance regulations, SMCFG reserves the right to cancel the scheduled event. Please contact the Fairgrounds
office in advance to discuss insurance requirements for your planned activity.
The general requirements for events and vendors are as follows:
Standard and Public Events:
Commercial General Liability $1,000,000.00 Minimum coverage
Coverage as a combined single limit per occurrence for bodily injury, personal injury and property damage is
established by each Use License.
Automobile Liability $1,000,000.00 Minimum coverage
Required for all commercial vehicles utilized by the Event Holder in the production of the event. Vehicles used
only to tow a mobile concessions unit that are not considered part of the production of the concession
business are exempted from this requirement, but instead this class of vehicles shall have usual and customary
auto liability as required by Colorado law. But, for commercial autos, Automobile Liability that is required is
generally $1,000,000.00/accident for bodily injury and property damage.
Workers Compensation Insurance is required for all commercial events within the scope and limits set as
required by the laws of the State of Colorado.
Certificates evidencing insurance must be provided to SMCFG in advance on an Accord 25-S form (or similar) with
San Miguel County include San Miguel County, Colorado, Board of County Commissioners, P.O. Box 1170,
Telluride, CO 81435 identified as the Certificate Holder and include the endorsement language shown below:
Licensor, its officers, officials, employees and volunteers are endorsed as ADDITIONAL INSUREDS, as
respects liability, on behalf of the Licensee, arising out of this License and the SMCFG receives a copy of
such written policy endorsement.
Private Events
Host Liquor Liability Insurance (Where alcohol is given away) $350,000. Per injury - Per occurrence -
$990,000. Per occurrence
A separate policy is required for private events where alcohol is given away (e.g. weddings, parties).
Liquor Legal Liability Insurance (Where alcohol is sold) $350,000. Per injury-Per occurrence -
$990,000. Per occurrence
Includes a per drink charge, admissions, donations and/or tips. $1,000,000. Aggregate per event.
For private or family events in our buildings (e.g. weddings and receptions) where alcohol will be given away, the
liability insurance coverage required (listed above) can often be obtained from the host family’s homeowners
insurance. Proof of such coverage is required prior to any alcohol service at the event. Certain events where
alcohol will be sold will require a special event liquor license from the County (see Alcohol).
Other insurance endorsements and provisions may also be required by each Use License. It is the responsibility
of each individual or organization requesting use of the facility to meet these requirements in the time required.
Please contact the Fairgrounds office in advance to discuss insurance requirements for your planned activity.
Deductibles and self-insurance must be declared to and approved by the San Miguel County Fairgrounds and the
San Miguel County Risk Management Department as is required to be paid by the individual or organization being
issued the Use License upon claim.
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 2The insurance requirement does not reduce or eliminate the users for taking precautions. These precautions shall
be exercised at all times for the protection of all persons (including the employees and volunteers of the San
Miguel County Fairgrounds) and property. Safety provisions of all applicable rules and regulations shall be
observed, and hazards arising from the work performed shall be guarded against or eliminated in accordance with
the highest standards of safety practice. All users of the facility, and any subcontractors, must comply fully with
all requirements of the Occupational Safety and Health Act and any other pertinent rules or regulations.
c. Indemnification
By renting the Fairgrounds facilities, all Event Holders agree: to protect, defend, indemnify, save and hold harmless
the San Miguel County Fairgrounds, San Miguel County, its officers, officials, employees, volunteers and agents
free and harmless from, and against, any and all losses, penalties, damages, illnesses or liabilities of every kind
and character arising out of, or relating to, any and all claims, obligations, actions, proceedings, liens, or causes of
action arising directly or indirectly, out of the activities contemplated under your License. Without limiting the
generality of this clause, any and all such claims or actions relating to personal injury, or of any other tangible or
intangible personal or property right, whether or not arising under the constitution of the state or federal
government, or actual or alleged violation of any other applicable statute, ordinance, administration order, rule
or regulation, or decree of court, shall be included in the indemnity hereunder.
d. Liability Waivers
An Acknowledgement, Release and Waiver of Liability form (“Liability Waiver Form”) must be properly executed
and submitted by any individual prior to participation or function (volunteer, etc.) in any equestrian event or sport
activity. A properly executed Liability Waiver Form is a perpetual agreement and is kept on file and available for
public review in the Fairgrounds Coordinator’s Office, until otherwise deemed unsuitable by law or revocation by
the county. It is the responsibility of the Event Holder to collect and submit properly executed Liability Waiver
Forms to SMCFG Management in a timely manner.
Execution and Submission Criteria: In order to be properly executed and submitted, the following criteria
must be met:
The Name of the Participant must be clearly printed and legible.
Signature of Participant.
Adult: Anyone age 18 or over.
Minors (under age 18): The minor participant must sign as the participant. The Signature of the
Parent or Legal Guardian is also REQUIRED.
Date of Birth is required for all minor participants.
Witness: The document must be properly witnessed by a third party, other than the participant or
parent/legal guardian.
The document must be submitted to Fairgrounds Management in a proper and timely manner.
Organized Non-equine Sport Activity
Activities of this type, providing proper insurance coverage, may be exempt from this requirement and shall
be determined by Fairgrounds Management on a case-by-case basis.
e. Handbilling and Solicitation
Any handbilling or solicitation to be conducted at the Fairgrounds is at the discretion of the Event Holder
presenting the scheduled activity, so long as the peace is not breached. The Event Holder will determine if any
requests for solicitation will take place outdoors only in a designated booth area or if they will allow individuals to
casually walk around and solicit and handbill at will. In the case of the annual San Miguel County Fair, any
handbilling activity must be approved in advance by the San Miguel Basin Fair Board. During the San Miguel Basin
Fair, these types of groups may present themselves by renting a booth as a vendor would. (Handbilling is defined
as handing out paper flyers and includes all types of flyers, including, but not limited to, promotion of political
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 3candidates or causes; Solicitation is defined as requests for money, political support, signatures, financial
assistance, etc.)
f. Picketing/Protesting
Picketing is allowed at the SMCFG only in designated areas. The area(s) will be determined with the consent of
the Event Holder presenting the scheduled activity, and in the case of the annual San Miguel Basin Fair, any
picketing activity must be approved in advance by the San Miguel Basin Fair Board. [Picketing is defined as
demonstrations (with or without signage) in a public display in order to protest or persuade].
g. Politicians/Political Party
The San Miguel County Fairgrounds is available for rent to any elected official, candidate, association and issue
group. During the San Miguel Basin Fair, or any other event, and with the approval of the Event Holder, these
types of groups may present themselves by renting a booth as a vendor would.
h. Event Access by Staff
San Miguel County Fairgrounds Staff are responsible for the management and maintenance of the Fairgrounds
facilities and property and have the right to access the facilities and property at any time during any event.
i. Licenses, Taxes, Fees & Permits
Special licenses and permits may be required for your event. Be certain to check with all applicable authorities to
be certain you are in compliance at all levels. The Event Holder must obtain all permits and/or licenses required
by applicable law, ordinance, resolutions and rules. Please provide copies of all required permits and/or licenses
to the SMCFG prior to the event.
Special taxes and fees may be applicable. Any and all taxes, fees and assessments, including but not limited to,
license fee, fees for permits, profits, sales or use taxes, personal property taxes or any other taxes that may be
levied or assessed on the assets, shall be borne and paid by the Event Holder.
Event Holders and Event Holder vendors are responsible for payment of all sales or use taxes, assessments and/or
fees in compliance with San Miguel County and the State of Colorado. It is the Event Holder and/or the Event
Holder’s vendor’s responsibility to collect and submit payment. Sales tax information can be found on
Colorado.gov.
j. No discrimination
No Event Holder using SMCFG shall discriminate in the use of the premises against any person because of race,
creed, color, religion, national origin, political belief or affiliation, age or sex, or disability.
k. Photos
SMCFG often records events and activities taking place on the property. All users of the SMCFG, by virtue of their
presence on the property, are consenting to allow San Miguel County, and the Fairgrounds, rights to photograph
them, their guests, participants and the event itself while on the property. These photographic or video images
shall be the property of San Miguel County and are for educational, promotional or documentation purposes only.
l. Donations
From time to time, groups have donated labor, materials and equipment to the SMCFG for use at the Fairgrounds.
It is understood that these donations become the property of San Miguel County at that time. It is also understood
that these donations in no way confer special privileges or discounts upon the donors to the Fairgrounds.
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 4m. Utility Theft
Any unauthorized use of any utility located on the fairgrounds, including electricity or water, shall be considered
theft and shall be prosecuted to the fullest extent of the law.
n. Violation of Rules, Policy or Regulation
Violation of Rules, Policy or Regulation may result in revocation of access to the SMCFG.
1.3 Facility Booking Information & Policies
a. Booking Events/Reservations
The steps shown below are a general guideline to booking your event, however; there may be additional
requirements depending on the nature of your event or activity.
1. Contact the Fairgrounds office by phone or email to determine the availability of the dates for the facilities
you are requesting.
2. You will need to reserve the date with the Fairgrounds Management. Please be prepared with all necessary
information regarding your event or activity (time, date, number of attendees, special needs, etc.).
3. Once the reservation(s) is confirmed, SMCFG will generate and present a Use License Agreement (contract)
along with other documents necessary for your event. No organization or individual may use any portion of
the Fairgrounds for an organized event or scheduled function without having first obtained a Use License
Agreement for occupancy. Provisions of the Use Agreement will supersede the provisions of general policy in
cases where there is a conflict. Review the License and all attachments, then sign and return the License and
any other requested documents and any facility rental payments to the Fairgrounds office.
4. Use License Agreements for use of the SMCFG must be completed, signed and approved by the Fairgrounds
Management in a timely manner prior to the scheduled event. If any conflict or inconsistency exists between
this User Guide and the Use License Agreement, the Use License Agreement takes precedence.
5. Pre- & Post-event inspections may be required for any event in order to assess damages. It is the Event
Holder’s responsibility to schedule these inspections. If the Event Holder fails to schedule a pre- or post-event
inspection, the Event Holder accepts responsibility for any and all damages as determined by Fairgrounds
staff.
6. Post-event inspections, ticket reconciliation, security charges, stall or RV rental, and any other matters are
addressed immediately after the event and a post-event billing invoice (if required) is prepared.
7. Refunds on deposits generally occur within two weeks of your event.
b. Scheduling Policies
1. Historic Use
As a matter of practice, SMCFG offers historical users of the facility special consideration for scheduling the same
event in the following year on approximately the same date. The SMCFG will endeavor to honor dates of historical
users but cannot guarantee a date based only on historic use. In accommodating growing demands on limited
facilities, the SMCFG may deem it necessary to adjust historic event dates from time to time.
2. Scheduling Priority
Scheduling priority is based upon the Fairgrounds User/Event Holder status and/or event and the rate structure
applied. See Section 1.4.b for determinations of scheduling priorities.
3. Non-Exclusive Licenses
The Use License is not an Exclusive License; it is likely that other events could be occurring simultaneously with
your event or that similar events may be held at the SMCFG at a different time of year. SMCFG will advise you of
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 5other events taking place, which may impact your event, whenever possible. SMCFG, at its sole discretion, may
issue licenses to other entities for events of a similar nature.
4. Separation of Similar Events
San Miguel County reserves the right to schedule any events in its facilities it deems to be of interest to the citizens
of the Western Slope and meets its mission as approved by the Board of County Commissioners.
5. Right to Refuse
San Miguel County Fairgrounds reserves the right to refuse any event booking. Reasons for refusal may include,
but are not limited to, the following: if the event may cause undue or unusual damage to the facilities or that may
violate local, state or federal laws, regulations or rules; or if the event is deemed not an appropriate use of the
Fairgrounds facilities based on a variety of reasons such as conflicts in scheduling, event type saturation, excessive
noise, or not aligned with Fairgrounds or County missions. No event shall be scheduled at the SMCFG that would
interfere with the annual San Miguel Basin Fair/Rodeo/Carnival held in July.
c. Sub-Leasing
An Event Holder may not, under any circumstances, sub-lease, rent or dispose of in any manner, facilities,
equipment or materials owned by SMCFG. San Miguel County has the sole authority for renting or leasing the
Fairgrounds or equipment owned by San Miguel County.
d. Sharing of Facilities and Services
SMCFG is used for many activities, events, operations and engagements; it is likely that other events will be
occurring simultaneously with your event. The use or availability of services and facilities is dependent on demand.
As a condition of the use of this facility, the Event Holder must agree to comply with established schedules and to
cooperate in shared arrangements. The Fairgrounds staff will keep each Event Holder aware of any and all events
occurring on the same dates.
e. County Government Usage
San Miguel County government may have use of the Fairgrounds facilities, if available, without charge. All San
Miguel County users are responsible for all set-up, take-down and clean-up of their events.
f. San Miguel Basin 4-H
SMCFG has enjoyed a long, cooperative relationship with the San Miguel Basin 4-H programs. These programs
are partially County-funded. In keeping with the SMCFG Mission, the SMCFG offers all facilities to these programs
free of charge, with the following limitations:
Event Center: The building may be reserved for 4-H Club use at any time subject to published
discounted user group rates.
Boarding Facilities: Stalls & pens may be reserved for 4-H Club use at any time subject to published
boarding rates and conditions.
The San Miguel Basin Fair is excluded from the above limitations. San Miguel and West Montrose 4-H users are
responsible for all set-up, take-down and cleanup of their events with no expectation of SMCFG staff assistance.
g. Holiday Restrictions
The SMCFG is officially closed on the following holidays: Martin Luther King Day, President’s Day, Memorial Day,
Fourth of July, Thanksgiving and the day after, Christmas Day and New Year’s Day. Events held on these holidays,
which require staff assistance, may be subjected to a charge of $50.00 per hour per staff member. No events
requiring staff assistance will be held on Thanksgiving, Christmas or New Year’s Day.
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 61.4 Fees, Payments and Cancellations
a. Fees & Discounts
SMCFG is owned by the County of San Miguel, Colorado and is provided for the use and enjoyment of the citizens
of San Miguel County. The costs of maintaining this facility are borne partially by the citizens of San Miguel County
under the auspices of the San Miguel County Board of County Commissioners (BOCC), and partially by the direct
users of the Fairgrounds. Fees and rates are set and reviewed as needed by the BOCC.
b. Fee Structure/Rates
There are 4 rate structures, which may apply to any event or Fairgrounds User/Event Holder:
Commercial: This rate applies to any “For-Profit” Event Holder renting the facility or any part of the
facility. Commercial rates create a 24-hour hold for multiple-day events.
Scheduling Priority: Commercial events will generally have scheduling priority over all other events and
as determined by Fairgrounds Management, excluding the San Miguel Basin Fair, Rodeo and Carnival.
Discounted User Groups: This rate is applied to any non-profit or service organization, based in San
Miguel County, who has been determined eligible. Eligibility for these rates is attained through review by
Fairgrounds Management. The process may require submission of organizational documentation such as
bylaws, Articles of Incorporation, a letter of good standing from the Colorado Secretary of State, and/or a
Letter of Determination from the IRS. Discounted User Groups may experience a decrease in services. All
Discounted User Groups must complete a use agreement and pay the appropriate fees in a timely manner
prior to the beginning of each use season or session. There may be exception to this process as per
authority of Fairgrounds Management. The Discounted User Group shall designate a liaison responsible
for communicating schedule requests, executing Use Agreements, payment of fees, and working closely
with Fairgrounds Management regarding use of the facility. Discounted User Groups are encouraged to
participate in the membership of the All-Around Board.
Scheduling Priority: Scheduling shall be based upon historical, then first come – first served basis, or at
the discretion of Fairgrounds Management. Discounted User Groups may be allowed to pay the
commercial rate in order to preempt other User Group scheduling when a scheduling conflict may arise –
but in doing so, will forfeit their discounted rate status and be required to pay commercial rates for all
future events.
Non-Discounted Groups: This rate applies to any non-profit or service organization, based outside of San
Miguel County, who has been determined eligible. Eligibility for these rates is attained through review by
Fairgrounds Management. The process may require submission of organizational documentation such as
bylaws, Articles of Incorporation, a letter of good standing from the Colorado Secretary of State, and/or a
Letter of Determination from the IRS. Non-Discounted User Groups may experience a decrease in
services. All Non-Discounted User Groups must complete a use agreement and pay the appropriate fees
in a timely manner prior to the beginning of each use season or session. There may be exception to this
process as per authority of Fairgrounds Management. The Non-Discounted User Group shall designate a
liaison responsible for communicating schedule requests, executing Use Agreements, payment of fees,
and working closely with Fairgrounds Management regarding use matter of the facility.
Scheduling Priority: Scheduling shall be based upon historical, then first come–first served basis, or at
the discretion of Fairgrounds Management. Non-Discounted User Groups may be allowed to pay the
commercial rate in order to preempt other User Group scheduling when a scheduling conflict may arise –
but in doing so, will forfeit their discounted rate status and be required to pay commercial rates for all
future events.
Youth Groups: This rate applies only to registered 4H Clubs or other clubs whose membership is made
up exclusively of youth. Use fees do not apply to youth activities/events during Fair Week.
Adopted by the San Miguel County Board of Commissioners on 2-28-18 Page 7You can also read
