25.06.03 MA Special Event Agreement - Dancing in the Park
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2025 TOWN OF AVON SPECIAL EVENT AGREEMENT
FOR THE
DANCING IN THE PARK
THIS AGREEMENT (“Agreement”) is made and entered into on June 3, 2025, by and between
the Town of Avon (“Avon”), a Colorado home rule municipality, and Vail Valley Foundation
(Producer”) (individually referred to as a “Party” and collectively referred to as the “Parties”).
In consideration of the mutual promises and agreements herein contained and for other good and
valuable consideration, and on behalf of themselves, their successors and assigns, the Parties
hereto agree as follows:
RECITALS
WHEREAS the Producer successfully produced the Dancing in the Park (“Event”), and the
Avon CASE Committee desires to engage the producer for 2025, and recommended dates and/or
funding for the Event to the Avon Town Council; and,
WHEREAS it is the Parties’ intention that this Agreement defines the duties, obligations, and
conditions with respect to the production of the Event so that it is conducted in a manner and
direction to be established by both Parties, and so that this Agreement is consistent with and
governed by the provisions of the Avon Municipal Code, as may be applicable.
NOW, THEREFORE, for good and valuable consideration, including the mutual promises
contained herein, the sufficiency of which is acknowledged and accepted by the Parties, the
Parties agree as follows:
TERMS AND CONDITIONS:
1. SPECIAL EVENT PERMIT. Execution of this Agreement shall constitute issuance of a
Special Event Permit. Avon waives the $100 application fee pursuant to Avon Municipal
Code Section 9.40.040.
A. Producer shall make best effort to provide an on-stage professional dance
performance(s) of a minimum of 90 minutes in length and shall not include on or off-
stage pre-performance(s) to include but not limited to YouthPower365’s Celebrate the
Beat. Avon and Producer will communicate and work in good faith to produce an
excellent performance of acceptable length, with understanding that weather, illness,
injury, and other unavoidable events may impact total length of program.
B. The Premises for the Event as described in Exhibit A: Description of Premises.
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C. This Permit grants Producer the right, and imposes the duty, to use the Premises as
defined in this Agreement for the purpose of producing the Event, as is more
specifically described in Exhibit B: Event Description, subject to compliance with
the terms and conditions of this Agreement. The dates and hours of use of the
Premises are described in Exhibit B.
D. Producer is in receipt of the Producer Toolkit, which includes State, County and
Avon policies, procedures, permit applications, requirements, and numerous other
resource documents for Producers to assist them when planning and producing an
Event in Avon. By signing this Agreement, Producer acknowledges they have
reviewed, understand, and agrees to abide by all requirements, policies, etc. provided
for in the Producer Toolkit. The Producer Toolkit can be found at
www.avon.org/specialevents.
E. The Chief Cultural Officer (“CCO”) for Avon is Danita Dempsey, who shall be the
primary contact for Avon. All references to the CCO in this Agreement may also
include the CCO’s designee(s). The CCO has the authority to reduce any stated
minimum timeframe for receipt of documents or Event plans.
F. Producer may request, as a result of weather, unforeseen circumstances or
catastrophic events, a change to any stated time in this Agreement and/or a change to
the Premises, which request shall be subject to written approval by CCO in CCO’s
sole discretion.
2. PREMISES INSPECTION & USAGE.
A. Pre-Event Inspection. Producer and the CCO shall jointly perform and document a
pre-Event inspection of the Premises not later than July 31, 2025, at 8:00 a.m. before
the Premises are released to Producer. Producer acknowledges and agrees that Avon
is permitting Producer to use the Premises, including the Avon Pavilion (the
“Pavilion”), in its “as is” condition and the Avon shall be under no obligation to
replace, upgrade or otherwise modify the facilities.
B. Premises Usage. The following guidelines shall be observed for usage of the
Premises:
(1) Producer shall not install, place, inscribe, paint, or otherwise attach and shall not
permit any banner, sign, advertisement, notice, marquis, or awning on or within
the Pavilion, without the prior review and consent of Avon in each instance.
(2) Producer shall, at its own expense, provide and maintain in first-class condition
all permitted signs and shall, upon the expiration of this Agreement, at its own
expense, promptly remove all such permitted signs and repair any damage
caused by such installation and/or removal. Avon shall have the right to remove
all non-permitted signs without notice to Producer, at the expense of the
Producer.
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(3) Producer shall not drive locates and/or stakes into the ground along any
pathways, athletic fields, parking lots or grassy areas with underground
sprinkler systems without prior permission from the CCO.
(4) Producer shall not make alterations, additions, or improvements on or to the
Pavilion without the prior written consent of Avon, to include, but not limited to
tenting, catering equipment and portable facilities. All such work permitted by
Avon shall be performed in a good, safe, and workmanlike manner.
(5) By order of the Eagle River Fire Protection District, Producer will ensure that
NO THEATRICAL SMOKE, without approval, is blown on the Pavilion and
NO PYROTECHNICS OF ANY SORT are to be detonated. Decorative open
flame, fire pits, patio-style heaters and/or fire performers are only permissible if
permitted through and approved by Eagle River Fire Protection District.
Cooking of any sort by hot plate, open flame, grill, etc. is not allowed in the
Green Room (including the restroom).
(6) To the extent licensed personnel, such as electricians, medical, emergency
response or health official, are required to conduct certain services or
inspections, Producer shall abide by these local and State requirements.
(7) Producer agrees to use its best efforts to retain volunteers and paid staff from
qualified persons residing in the Town of Avon or Eagle County.
C. Post-Event Inspection. Producer and the CCO shall jointly perform and document a
post-event inspection of the Premises not later than July 31, 2025, at 9:00 p.m. before
the Premises are returned to Avon. Producer shall promptly notify the CCO of any
problems or damage that may have occurred during the Event during the post-event
inspection. Producer shall be liable for any damage to the Premises and any adjacent
Avon property caused by the installation or removal of any alteration, addition, or
improvement. Avon may act to repair and restore any damage caused by Producer
and Producer shall be liable for such costs, including reasonable attorneys’ fees and
costs to enforce this Agreement.
3. SECURITY SERVICES. Producer shall assure the Event will be operated in a safe and
secure manner and provide for all security needs for the Event. Contracts for services with
the Producer’s security agency(s) and procedural documents, if any, shall be provided to
the CCO forty-five (45) days prior to the first date of the Event. Security requirements
shall meet the audience profile. Security service requirements include, but are not limited
to, security needs for alcohol sales, enforcement of marijuana restrictions, crowd
management including lighting for ingress and egress, lost children protocol, lost and found
protocol, entry gate security checks, trespassing, weather incident, and a communication
protocol for law enforcement and emergency response agencies, including a chain of
command. When necessary, security for traffic management may be required, including
external support from the Colorado Department of Transportation, Colorado Highway
Patrol and/or Eagle County Sheriff’s office. The CCO shall review the contract(s) for
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security services (generally within fifteen (15) business days of receipt by Avon) and shall
provide notice to the Producer of any concerns. Avon, in its sole discretion, shall
determine the number of law enforcement officers Avon will provide for the Event. Avon
law enforcement costs may be included, in part or in whole, in the in-kind services
provided by Avon, if applicable. If not provided as an in-kind service, in part or in whole,
Producer shall be responsible for all costs associated with Avon providing law enforcement
officers for the Event. The Event Action Plan (“EAP”) Template can be found on the
Producer’s Toolkit.
4. MEDICAL AND EMERGENCY RESPONSE SERVICES. Producer shall ensure the
Event shall provide for on-site medical and emergency needs and response requirements of
the Event, unless waived by the CCO. Contracts for services with the Producer’s emergency
response agencies and procedural documents, if any shall be provided to the CCO forty-five
(45) days prior to the first date of the Event. On-site medical and emergency personnel must
be able to address on-site response for attendees who are experiencing heat exhaustion,
dehydration, severe intoxication and/or are under the influence of drugs, are injured on site,
safety lighting at paths of ingress and/or egress, weather incident or any other medical need.
The CCO shall review the contract(s) for service (generally within fifteen (15) business days
of receipt by Avon) and provide notice to the Producer of any concerns. The Event Action
Plan Template can be found on the Producer’s Toolkit.
5. SANITATION & RESOURCE RECOVERY. Producer shall provide for the sanitation
facilities (restrooms and handwashing), resource recovery (trash, composting, and recycling),
cleanliness and cleaning needs of the Event. Contracts for services with the Producer’s
sanitation and resource recovery agencies and procedural documents, if any shall be provided
to the CCO forty-five (45) days prior to the first date of the Event. Contract services shall
cover refuse management, recycling, composting and diversion reporting, portable restrooms,
grounds and Pavilion cleaning and all parking lots included in the defined Premises. The
CCO shall review the contracts for service (generally within fifteen (15) business days of
receipt by Avon) and shall notify the Producer of any concerns. The Producer acknowledges
receipt of Avon’s Vendor Sustainability Guidelines and agrees to disseminate the Policies to
event personnel, vendors, performers, etc. as needed. The Vendor Sustainability Guidelines
can be found on the Producer’s Toolkit.
6. PARKING. The Producer shall provide parking for the Event in accordance with the table
below. If Producer utilizes a private parking lot to satisfy the required parking, Producer
shall be responsible to pay any fees to such private parking lot owner and shall provide a
copy of a license agreement or Temporary Use Permit indicating Producer’s permission to
use such private parking lot at least forty-five (45) days prior to the Event. The CCO shall
review the contracts for parking (generally within fifteen (15) business days of receipt by
Avon) and shall notify the Producer of any concerns. The Producer acknowledges receipt of
Avon’s Paid Parking Regulations and agrees to disseminate the Regulations to event
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personnel, vendors, performers, etc. as needed. The Paid Parking Regulations can be found
on the Producer’s Toolkit.
7. AMPLIFIED SOUND. Producer acknowledges that sound checks, performances and
announcements may require Avon Town Council approval pursuant to Section 5.24.030 of
the Avon Municipal Code and as outlined in the Outdoor Use of Amplified Sound Systems
can be found on the Producer’s Toolkit. Avon agrees to waive the $25 Application fee
associated with the Amplified Sound Permit. Producer shall abide by the following
requirements for amplified sound:
A. Sound Checks: Sound checks may generally occur within four (4) hours of the start
of the performance.
B. Performance Times: Dates and times of all performances and/or announcements will
be provided to Avon as soon as available and listed on Event website and marketing
collateral as applicable.
C. Sound Volume: Producer agrees the volume for any sound check and performance
times will be moderated to achieve the sound quality needed for the Event and shall
be considerate of the surrounding neighborhoods. The CCO has the authority to
require the volume to be reduced at any time during the Event.
D. Sound Penalty: Producer acknowledges and agrees that strict adherence to the sound
check, and performance times approved in the Sound Permit are a material term of
this Agreement. Producer shall pay a penalty of one hundred dollars ($100.00) per
minute for music, public address announcements, sound check, or any other amplified
sound that occurs before or after any time period in which amplified sound is
permitted or which occurs after the CCO has required the volume to be reduced.
Producer acknowledges and agrees to pay the sound penalty assessed via the release
of the damage deposit or release of the Events final payment in accordance with
Section 12.A.(3), if applicable.
8. VENDOR LICENSING & SALES TAXES. Producer shall provide a list of vendors to
the CCO by not later than fourteen (14) business days prior to the first day of the Event;
and shall update the list of vendors up to the date of the Event and shall follow up after
each Event to verify what vendors were in attendance for sales tax purposes. The list shall
Attendance
% of Non-
Vehicle
Attendees1
# of Persons Per
Vehicle
# of Parking
Attendees2
Parking Stall
Needs
Estimate
1,500 or fewer persons 70%2.5 450 180
1,501 - 2,000 persons 70%2.5 600 240
2,001 - 3,000 70%2.5 900 360
3,001 or greater 70%2.5 TBD TBD
1 Attendees walking, riding, resident, or lodging
2 Uses largest number
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include: All vendors, exhibitors, sponsors, and non-profits, engaged in selling food,
beverage, merchandise, wares, admissions, etc. during the Event. The vendor list will
include: The business names/dba, physical address, mailing address, phone number, email
address, contact, and type of activity. Producer shall register for a Sales Tax License with
the Town of Avon; there is no fee assessed for this license. Producer will be required to
collect and remit sales tax for any vendor engaged in business at the special event. The
Producer acknowledges receipt of Avon’s Special Event Vendor Policies and agrees to
disseminate the Policies to event personnel, vendors, performers, etc. as needed. The
Special Event Vendor Policies can be found on the Producer’s Toolkit.
9. SPECIAL EVENT LIQUOR PERMIT. Producer shall be solely responsible for
identifying a local non-profit to acquire a Special Event Liquor Permit for the Event and is
asked to consider one or more of the local non-profits as the Liquor Permit applicant.
Application for the Liquor Permit and all insurance and indemnification requirements
pursuant to Avon Municipal Code 5.08.170 shall be the responsibility of Producer and its
non-profit. An overview of process and Colorado Special Event Liquor Permit Application
can be found in the Producer Toolkit. Producer shall submit to the Town Clerk a complete
Special Event Liquor Permit Application including insurance requirements by not later than
5:00 p.m., forty-five (45) days prior to the Event date.
10. ADMISSION TICKET FEE. N/A
11. MARKETING.
A. Producer Responsibility. Producer shall ensure the Event is well branded and
marketed and shall provide the Event Marketing Plan to the CCO upon execution of
this Agreement. no later than sixty (60) days prior to the Event.
(1) Producer shall advertise in all media notification to attendees the alcohol and
recreational marijuana restrictions, resource recovery priorities, parking and
transportation systems, no dogs except registered service dogs on a leash not to
exceed five (5) feet at the Event and all other matters deemed necessary by the
CCO for the advanced informational needs of Event attendees.
(2) If Producer desires to produce a digital sign and/or vinyl banners for
promotional purposes, Avon shall provide size requirements, install/remove the
banners as part of the in-kind services in the following locations: Digital Sign -
Avon Road and Avon Road light poles at roundabouts (up to 8 light poles) and
are based on availability. Producer and Avon shall mutually agree on the
number (up to 8), location and installation of such banners as well as removal
dates.
(3) Producer agrees to provide Avon, by not later than sixty (60) days after the
Event, not fewer than five (5) professional quality reproducible photographs and
not less than ninety (90) seconds of edited video from the 2024 Event for use by
Avon in any and all Avon marketing and or promotions, which may include, but
is not limited to print, web, social media channels, etc.
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B. Avon Responsibility.
(1) Avon will post on its website, content, provided by the Producer, within fifteen
(15) business days after receipt of “posting ready” materials from the Producer.
Content may include a high-resolution Event logo and up to five (5)
professional quality reproducible photographs and edited video, not to exceed
ninety (90) seconds.
(2) Avon shall disseminate Producer-prepared press releases and like and/or share
Facebook and Instagram postings, as soon as possible, once received from the
Producer.
(3) Avon will list the Event on its website on the Special Event landing page and/or
Events at a Glance landing page sixty (60) days after execution of this
Agreement.
12. AVON CASH AND IN-KIND SERVICES.
A. Payment Schedule. Cash funding of Forty Thousand Dollars ($40,000.00) was
appropriated by the Avon Town Council to support the Event. Funds will be released
as follows:
(1) Fifty percent (50%) within thirty (30) days of execution of this Agreement by
both Parties.
(2) Thirty percent (30%) within thirty (30) days of implementing (1) the Event
Marketing Plan and (2) receipt of service contracts and procedural documents, if
any, invoices, and receipts for expenses incurred, including Producer’s profit.
(3) Twenty percent (20%) after (1) post-Event Inspection, (2) post-Event Debrief
and (3) receipt post-Event Survey Report as outlined in Section 14 and
confirmation that the on-stage professional dance(s) performance was a
minimum of 90 minutes in length as outlined in Section 1 paragraph A.
B. In-Kind Support. Avon shall provide in-kind support to Producer as shown in
Exhibit D: Avon In-Kind Support, in an amount not to exceed One Thousand
Seven Hundred Twenty Dollars ($1,720.00). The CCO shall track the in-kind
expenses and notify the Producer at any time the award level is approached.
13. AVON BENEFITS AS A SPONSOR.
A. Complimentary Advertising. Producer shall provide a complete list of sponsor
benefits at a level commensurate to other Event sponsors and list of fulfillment
benefits, which Avon shall receive within forty-five (45) days of execution of this
Agreement. Should Avon be entitled to complimentary advertising, photography, or
other media exposure in any of the Event program or other informational materials,
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Producer shall provide Avon with all production specifications and deadlines a
minimum of sixty (60) days in advance of the publication.
B. Complimentary Admissions. Producer shall provide complimentary admission for
the following attendees:
(1) Avon staff providing services, in-kind and/or paid, as approved by the Chief
Cultural Officer.
(2) Transferable VIP Pass for the Avon Town Council and Town Attorney, plus one
guest for each of them, for a total of sixteen (16) VIP passes.
(3) Transferable general admission passes for the CASE Committee, plus one guest
for a total not to exceed twenty (20) passes.
(4) Transferable general admission passes for Town of Avon, plus one guest for a
total of four (4) passes to be administered at Chief Cultural Officer’s discretion.
(5) VIP All Access Pass Admission and credential (if applicable) for the Town
Manager, Chief Cultural Officer, Senior Event Coordinator and Event
Coordinator.
14. SURVEY. Producer shall conduct an on-site intercept survey or a post-event survey via
email. The survey instrument questions, and final report shall be provided to Avon within
thirty (30) days of the last day of the Event. If Avon includes the Event in either an on-site
intercept survey or a post-event survey via email, Producer shall grant access to Avon’s
survey firm. Avon shall retain and have ownership of the data collected by Avon; and the
survey instrument questions, and final report shall be provided to the Producer within sixty
(60) days of Avon receiving the final report.
15. POST EVENT DEBRIEF. The CCO and Producer, and respective key staff and other
Avon representatives, shall meet on August 14, 2025, at 2:00 p.m., in the Avon Town Hall
to review the Event. The meeting date may be changed with agreement by the Parties.
16. DAMAGE DEPOSIT. Producer shall pay a damage deposit or other security instrument
of Five Hundred Dollars ($500.00) payable to the Town of Avon no later than ten (10)
business days prior to the approved Event load-in date/time. Avon shall return the damage
deposit within thirty (30) days after the Event, less any repair costs, clean-up costs, or other
costs incurred by Avon unless Avon determines that funds need to be retained longer to
evaluate the intended uses of the funds.
17. AVON TRADEMARKS. The Town of Avon’s symbols, logos, graphics, fonts, and
colors, including such marks associated with the Event (collectively referred to as
“Marks”), are set forth in the Brand Guidelines available in the Producer’s Toolkit.
Avon’s Marks are and shall remain the sole and exclusive property of Avon. Producer
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shall not hold itself out as having any ownership rights with respect to Avon’s Marks or,
except as may be specifically granted hereunder, any other rights herein. Any and all
goodwill associated with any such rights shall inure directly and exclusively to the benefit
of Avon. Subject to the terms and conditions of this Agreement, Avon hereby grants to
Producer a non-exclusive, non-transferable, revocable, and limited license to reproduce
Avon’s Marks in connection with (1) the Events; and (2) carrying out any other Producer
obligations under this Agreement. Except as expressly permitted hereunder, Producer
hereby covenants and agrees that it will make no use of Avon’s Marks. Producer shall have
no right to sublicense its rights under this license. Producer’s use of Avon’s Marks shall be
strictly subject to the prior written approval of the CCO, which approval may be granted or
withheld at the CCO’s discretion. Notwithstanding any provisions hereof to the contrary,
prior to the printing or reproduction of any Avon Marks pursuant to this Agreement,
Producer shall provide Avon with samples of all such materials for Avon’s review and
approval or disapproval. Any trademarks, logos or other intellectual property developed by
Avon or by Producer in connection with Avon’s Events services provided hereunder shall
be the property of Avon.
18. MORALITY CLAUSE. Producer acknowledges that the Town of Avon’s image is of
immeasurable value to the Avon community. If at any time the Producer, its performers or
artists, or the sub-contractors hired to serve or support the event, has an incident,
occurrence or public disclosure concerning a statement or action that tends to shock, insult
or offend the Avon community or public morals or decency, including but not limited
matters involving discrimination, sexual harassment, or alleged felony acts, which Avon
perceives as reflecting negatively on Avon’s image, then Avon may restrict Producer from
using such performer, artist or sub-contractor, or in the case of a matter involving the
Producer, Avon may demand assignment of the Event to another producer or may elect to
deem such occurrence by Producer as a material breach of this Agreement and may elect to
cancel the Event in accordance with Section 22 Event Cancellation after providing notice
and opportunity for cure.
19. INDEMNIFICATION. Producer agrees to indemnify the Town of Avon, its officers,
agents, and employees, and to hold them harmless against any and all claims, actions,
demands or liabilities, including attorney fees and court costs, for injury, death, damage, or
loss to person(s) or property arising out of or directly or indirectly resulting from
Producer’s actions or omissions in connection with the conduct of the Event.
20. INSURANCE. Producer shall obtain general liability insurance coverage within the
minimum limits set below naming Avon as an additional insured; and, insuring Avon and
its officers, agents, and employees against any and all liability and damages which may
arise, directly or indirectly, from the conduct of the Event. Producer shall provide a
certificate of additional insured to Avon for its review and records. The policy dates shall
include the entire range of dates for which Town of Avon property is used. The minimum
limits and requirements of the coverage for less than 1,000 in attendance shall include:
$1,000,000 per occurrence primary coverage, and $2,000,000 annual aggregate; 30 days’
written notice of cancellation; host and general liquor liability insurance in the same
amounts listed above if applicable; $1,000,000 personal and advertising injury coverage;
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and $50,000 fire damage. For attendance greater than 1,000, the requirements are as
follows:
Attendance Limits Per Occurrence/ Liquor Advertising
1,000 – 2,000 $1M $3M $1M $1M $50,000 $1M
2,001-3,000 $1M $4M $1M $1M $50,000 $1M
3,001 $1M $5M $1M $1M $50,000 $1M
Producer shall provide to Avon proof of Comprehensive Automobile Liability insurance
for any motor vehicles owned or hired by Producer or its officers, agents, or employees that
are used as part of the Event. The insurance policy shall provide that it is primary
insurance and that its coverage will apply prior to utilization of Avon’s general liability
coverage. Producer shall provide written evidence of all insurance coverage required in
this Section to the CCO no later than thirty (30) days prior to the first day of the Event. All
required insurance policies shall be non-cancellable without thirty (30) days prior written
notice to Avon. Producer shall not be relieved of any liability, claims, demands, or other
obligations assumed pursuant to this Section of this Agreement by reason of its failure to
procure or maintain insurance or by reason of its failure to procure or maintain insurance in
sufficient amounts, duration, or types. All subcontractors of Producer shall be required to
list the Town of Avon, its elected officials, officers, and employees as additional insured
and provide the appropriate certificate of insurance to Avon upon request.
21. RELEASE OF LIABILITY. Avon assumes no responsibility whatsoever for any non-
municipal property placed in said Premises. Producer hereby expressly releases Avon from
any and all liabilities for any loss, injury or damages to any person or property of Producer,
its employees, agents, concessionaires, performer, attendee, spectator, or other invitee that
may be sustained by reason of the occupancy of the Premises under this Agreement, except
for the negligent acts of Avon or its officers, agents, employees. To the fullest extent
permitted by law, Producer shall indemnify, defend and hold harmless Avon, its members,
affiliates, officers, directors, partners, employees, and agents from and against all claims,
damages, losses and expenses, including but not limited to reasonable attorney’s fees,
arising out of the performance of this Agreement, provided that any such claim, damage,
loss or expense is caused by any negligent act or omission of Producer, anyone directly or
indirectly employed by Producer or anyone for whose acts Producer may be liable, except
to the extent any portion is caused in part by a party indemnified hereunder. In the event
the Premises or any part thereof is damaged by fire or other natural causes or if for any
other reason, including strikes, failure of utilities, which results in cancellation of the
Event, or which in the judgment of the CCO, renders the fulfillment of this Agreement by
Avon impossible, Producer hereby expressly releases and discharges Avon and its officers,
agents and employees from any and all demands, claims, liabilities, and causes of actions
arising from any of the causes aforesaid.
22. EVENT CANCELLATION. The CCO may cancel the Event if material terms of this
Agreement are not substantially fulfilled in a timely manner which is foreseen to result in an
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event which may compromise public safety or which will negatively impact the reputation of
the Town of Avon, or in the event of an unforeseeable event beyond the reasonable control of
the CCO or Town of Avon, including, without limitation, acts of nature, fire, explosion,
lightning, labor disputes, strikes, acts of terror, epidemics or pandemics, material shortages or
unavailability, government laws or regulations, or war or civil disorder (each a “Force
Majeure Event”). Should Avon deem any term or terms of this Agreement unfulfilled or in
material breach, Avon shall give Producer written notice and Producer shall have five (5)
business days (or such longer time as mutually agreed by the Parties) to cure such breach.
Should Producer cure, this Agreement shall continue in full force and effect. If Producer
cancels the Event, if the Producer is not able to cure and Avon elects to terminate the Event,
or if the CCO or Town of Avon cancels the Event due to a Force Majeure Event, then (A)
Avon shall remit to Producer all deposits less any Event related expenditure incurred by
Avon; (B) all funds provided by Avon for the Event shall be returned in full; and (C) if Avon
has dedicated resources toward production and cancellation in less than ninety (90) days
prior to the first day of the Event, Producer shall pay Avon five thousand dollars ($5,000) as
liquidated damages within ten (10) days, provided, however, that in the case of a Force
Majeure Event, Producer shall not be required to pay Avon any payment as liquidated
damages; and all such funds shall be provided to the other Party within thirty (30) days of the
cancellation. Any funds not returned to and received by Avon shall bear interest at the rate
set forth in Avon Municipal Code Chapter 3.32 – Interest on Past Due Accounts. Neither
Party shall be liable to the other for any lost profits, lost revenues, consequential or special
damages as a result of cancellation.
23. MUNICIPAL ADDENDUM. This Agreement is subject to the Municipal Addendum
attached here to as Addendum A and made part of this Agreement, the terms of which shall
apply and supersede any conflicting term in the body of this Agreement.
24. NOTICES. Any notice to either Party under this Agreement shall be in writing and shall
be sent to the addresses designated below. Notices by e-mail shall be deemed received
when acknowledged by the recipient.
Producer:
Sarah Franke
Vail Valley Foundation
P.O. Box 6550
Avon, CO 81620
(970) 777-2015
sfranke@vvf.org
Avon:
Danita Dempsey, Chief Cultural Officer
P.O. Box 975
100 Mikaela Way
Avon, CO 81620
(970) 748-4065
ddempsey@avon.org
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COPY TO:
Nina Williams, Town Attorney
nwilliams@avon.org
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the day and
year first above written.
TOWN OF AVON
By and Through Its Chief Cultural Officer
By: ________________________________________ Date: _____________________
Danita Dempsey, Chief Cultural Officer
PRODUCER
By: _________________________________________ Date: ______________________
[signature]
Name: ______________________________________
[print]
Title: _______________________________________
Sarah Franke
SVP, Operations
06/12/2025
Danita Dempsey (Jun 12, 2025 13:05 MDT)
Danita Dempsey 06/12/2025
Dancing in the Park - 2025
June 3, 2025
Page 13 of 19
ADDENDUM A: MUNICIPAL PROVISIONS.
A.1. Addendum A Controls: In the event the terms and conditions of this Addendum A
conflict in whole or in part with the terms and conditions of the Agreement, the terms and
conditions of this Addendum A shall control.
A.2. No Waiver of Governmental Immunity: Nothing in this Agreement shall be construed
to waive, limit, or otherwise modify any governmental immunity that may be available
by law to Avon, its officials, employees, contractors, or agents, or any other person acting
on behalf of Avon and, in particular, governmental immunity afforded or available
pursuant to the Colorado Governmental Immunity Act, Title 24, Article 10, Part 1 of the
Colorado Revised Statutes.
A.3. Affirmative Action: Producer will not discriminate against any employee or sub-
contractor for employment because of race, color, religion, sex, or national origin.
Producer will take affirmative action to ensure applicants are employed, and employees
are treated during employment without regard to their race, color, religion, sex, or
national origin. Such action shall include, but not be limited to the following:
employment, upgrading, demotion or transfer; recruitment or recruitment advertising;
layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship.
A.4. Article X, Section 20/TABOR: The Parties understand and acknowledge that Avon is
subject to Article X, § 20 of the Colorado Constitution (“TABOR”). The Parties do not
intend to violate the terms and requirements of TABOR by the execution of this
Agreement. It is understood and agreed that this Agreement does not create a multi-fiscal
year direct or indirect debt or obligation within the meaning of TABOR and, therefore,
notwithstanding anything in this Agreement to the contrary, all payment obligations of
Avon are expressly dependent and conditioned upon the continuing availability of funds
beyond the term of the Avon’s current fiscal period ending upon the next succeeding
December 31. Financial obligations of Avon payable after the current fiscal year are
contingent upon funds for that purpose being appropriated, budgeted, and otherwise made
available in accordance with the rules, regulations, and resolutions of Town of Avon, and
other applicable law. Upon the failure to appropriate such funds, this Agreement shall be
terminated.
A.5. Employment of or Contracts with Workers without authorization. This paragraph
shall apply to all Contractors whose performance of work under this Agreement does not
involve the delivery of a specific end product other than reports that are merely incidental
to the performance of said work. This paragraph shall not apply to any services falling
under the exceptions provided for in C.R.S. 8-17.5-101(b)(I)-(V). Contractor shall not
knowingly employ or contract with a worker without authorization to perform work
under this Agreement. Contractor shall not contract with a subcontractor that fails to
certify that the subcontractor does not knowingly employ or contract with any workers
without authorization. By entering into this Agreement, Contractor certifies as of the date
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June 3, 2025
Page 14 of 19
of this Agreement it does not knowingly employ or contract with a worker without
authorization who will perform work under the public contract for services and that the
Contractor will participate in the e-verify program or department program in order to
confirm the employment eligibility of all employees who are newly hired for employment
to perform work under the public contract for services. The Contractor is prohibited from
using either the e-verify program or the department program procedures to undertake pre-
employment screening of job applicants while this Agreement is being performed. If the
Contractor obtains actual knowledge that a subcontractor performing work under this
Agreement knowingly employs or contracts with a worker without authorization, the
Contractor shall be required to notify the subcontractor and the Town within three (3)
days that the Contractor has actual knowledge that a subcontractor is employing or
contracting with a worker without authorization. The Contractor shall terminate the
subcontract if the subcontractor does not stop employing or contracting with the worker
without authorization within three (3) days of receiving the notice regarding Contractor’s
actual knowledge. The Contractor shall not terminate the subcontract if, during such three
days, the subcontractor provides information to establish that the subcontractor has not
knowingly employed or contracted with a worker without authorization. The Contractor
is required to comply with any reasonable request made by the Department of Labor and
Employment made in the course of an investigation undertaken to determine compliance
with this provision and applicable state law. If the Contractor violates this provision, the
Town may terminate this Agreement, and the Contractor may be liable for actual and/or
consequential damages incurred by the Town, notwithstanding any limitation on such
damages provided by such Agreement.
A.6. No Waiver of Rights: A waiver by any Party to this Agreement of the breach of any
term or provision of this Agreement shall not operate or be construed as a waiver of any
subsequent breach by either Party. Avon’s approval or acceptance of, or payment for,
services shall not be construed to operate as a waiver of any rights or benefits to be
provided under this Agreement. No covenant or term of this Agreement shall be deemed
to be waived by Avon except in writing.
A.7. Binding Effect: The Parties agree that this Agreement, by its terms, shall be binding
upon the successors, heirs, legal representatives, and assigns.
A.8. Limitation of Damages: The Parties agree that Producer’s remedies for any claims
asserted against Avon shall be limited to proven direct damages in an amount to exceed
amounts due under the Agreement and that Town shall not be liable for indirect,
incidental, special, consequential, or punitive damages, including but not limited to lost
profits.
A.9. No Third-Party Beneficiaries: Nothing contained in this Agreement is intended to or
shall create a contractual relationship with cause of action in favor of, or claim for relief
for, any third party, including any agent, sub-consultant, or sub-contractor of Producer.
Absolutely no third-party beneficiaries are intended by this Agreement. Any third-party
receiving a benefit from this Agreement is an incidental and unintended beneficiary only.
Dancing in the Park - 2025
June 3, 2025
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A.10. Governing Law, Venue, and Enforcement: This Agreement shall be governed by and
interpreted according to the law of the State of Colorado. Venue for any action arising
under this Agreement shall be in the appropriate court for Eagle County, Colorado. To
reduce the cost of dispute resolution and to expedite the resolution of disputes under this
Agreement, the Parties hereby waive any and all right either may have to request a jury
trial in any civil action relating primarily to the enforcement of this Agreement. The
Parties agree that the rule that ambiguities in a contract are to be construed against the
drafting party shall not apply to the interpretation of this Agreement. Other than this
Addendum A, which shall trump all other documents, if there is any conflict between the
language of this Agreement and any exhibit or attachment, the language of this
Agreement shall govern.
A.11. Survival of Terms and Conditions: The Parties understand and agree that all terms and
conditions of the Agreement that require continued performance, compliance, or effect
beyond the termination date of the Agreement shall survive such termination date and
shall be enforceable in the event of a failure to perform or comply.
A.12. Assignment and Release: All or part of the rights, duties, obligations, responsibilities,
or benefits set forth in this Agreement shall not be assigned by Producer without the
express written consent of Avon. Any written assignment shall expressly refer to this
Agreement, specify the particular rights, duties, obligations, responsibilities, or benefits
so assigned, and shall not be effective unless approved by Avon. No assignment shall
release the Producer from performance of any duty, obligation, or responsibility unless
such release is clearly expressed in such written document of assignment.
A.13. Severability: Invalidation of any of the provisions of this Agreement or any paragraph
sentence, clause, phrase, or word herein or the application thereof in any given
circumstance shall not affect the validity of any other provision of this Agreement.
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June 3, 2025
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EXHIBIT A: DESCRIPTION OF PREMISES
1. Avon Performance Pavilion
2. Portion of Nottingham Park Main Athletic Field
3. Town Hall Parking Lot
4. Parking Stalls on W. Benchmark Road and/or Lake Street
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June 3, 2025
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EXHIBIT B: EVENT DESCRIPTION
Dancing in the Park returns to the neighboring Town of Avon at the performance pavilion at
Nottingham Park for a one-of-a-kind and participatory performance for dance fans of all ages.
Free and open to all, the program features BalletX, Colorado Ballet and festival artists as well as
a performance by the Vail Valley Foundation’s YouthPower365’s Celebrate the Beat Celebration
Team.
1. NON-EXCLUSIVE USE: Producer is granted the non-exclusive use of the Premises for
the sole purposes of:
a. Event set-up on July 31, 2025, from 8:00 a.m. to 5:00 p.m.; and
b. Event break-down and site clean-up on July 31, 2025, from 7:30 p.m. to 9:00 p.m.
2. EXCLUSIVE USE: Producer is granted an exclusive use of the premises:
a. July 31, 2025, from 5:00 p.m. to 7:15 p.m. for the Event.
Dancing in the Park - 2025
June 3, 2025
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EXHIBIT C: MARKETING PLAN
Vail Dance Festival – Dancing in the Park 2025
Marketing Plan
Announce performance 2/25/25 - Event Toolkit: vaildance.org/partner-toolkit
1. Website event page on vaildance.org
a. Dancing in the Park | Vail Dance Festival
2. Facebook event page (Town of Avon co-host)
a. https://www.facebook.com/share/1ZZv8KXPiB/
3. Social Media: Town of Avon tagging in any Dancing in the Park related post to include:
#discoveravon; #discoveravoncolorado; #townofavon; #townofavoncolorado Happy to include
on Dancing in the Park specific posts.
4. Vail Dance Magazine: Full page event feature in performance pages
a. Distributed throughout Eagle County in mid-June
5. Marketing emails to Vail Dance Festival audience
a. 15,842 subscribers AS OF 4.16.25
6. Donors receive direct communication about Dancing in the Park and the Donor VIP experience.
7. Print Ads with full schedule: Pre-event and during the event window (Vail Daily, Vail Valley
Magazine, Bravo Program book)
8. Inclusion in printed brochure (distributed throughout Eagle County)
9. On site: event screen slide at The Amp
10. Press releases: mention with full schedule
a. https://www.dropbox.com/scl/fi/t34xxwas4q4xyol781dl4/PRESS-RELEASE-2025-Season-
Announcement-2.25.25-
Updated.pdf?rlkey=cshtznijmvjn478e0auehajy0&st=1330wmxe&dl=0
11. Event Calendars: Vail Daily, Discover Vail, Vail Valley Partnership
12. Signage in Vail (full schedule signs)
13. DITP specific signage on-site at Ford Amphitheater during the Festival We like to keep the
amphitheater signage to a minimum. It’s mainly directional/venue specific signage. In the past,
we’ve put up a tri-side in front of the box office with the full performance schedule (this includes
Dancing in the Park). We’ll plan to do that again this year.
Dancing in the Park - 2025
June 3, 2025
Page 19 of 19
EXHIBIT D: IN-KIND SUPPORT
In-Kind Services
Services Description Cost Explanation
$100.00
Power Consultation needs, identify location of panels, $117.34 Hourly staff rate at
$58.67/per hour
Power Assets Installation
& Removal (based on
availability)
Buildings staff to install, distribute and
remove all Town owned power assets.
Based on hours
requested
Hourly staff rate at
$48.16/per hour
Banner Placement
(based on availability)
and removal of light pole banners. Up
to eight (8) total locations.
quantity
requested
man hours of work
$/hour 45.83
Labor: Public Works
(based on availability)
removal of barricade fencing and
bleachers. Delivery of event assets to
include but not limited to TOA tents,
folding chairs, liquor boundary signage,
Zero Hero tents, portable restrooms,
$1,099.92
Hourly staff rate per man
hour of work $45.83/per
hour; 24-man hours
Sanitation & Resource
Recovery Assets
Portable restrooms and landfill,
recycling, and compost dumpsters $495.36 Approximately $495 / No
up charge
Third-Party Parking Lot
Rental
Rental fee for leasing Beaver Creek
Resort Company Bear Lot N/A $400 per day / No
upcharge
TOTAL:
FINAL DITP Special Event Agreement - Form
2025
Final Audit Report 2025-06-12
Created:2025-06-03
By:Danita Dempsey (ddempsey@avon.org)
Status:Signed
Transaction ID:CBJCHBCAABAA2xizoFwxKZmhDO4NcQaSHt7i1LEFdzLC
"FINAL DITP Special Event Agreement - Form 2025" History
Document created by Danita Dempsey (ddempsey@avon.org)
2025-06-03 - 2:06:03 PM GMT
Document emailed to Sarah Franke (sfranke@vvf.org) for signature
2025-06-03 - 2:07:29 PM GMT
Email viewed by Sarah Franke (sfranke@vvf.org)
2025-06-03 - 3:18:47 PM GMT
New document URL requested by Sarah Franke (sfranke@vvf.org)
2025-06-11 - 7:13:19 PM GMT
Email viewed by Sarah Franke (sfranke@vvf.org)
2025-06-12 - 6:28:12 PM GMT
Document e-signed by Sarah Franke (sfranke@vvf.org)
Signature Date: 2025-06-12 - 6:56:48 PM GMT - Time Source: server
Document emailed to Danita Dempsey (ddempsey@avon.org) for signature
2025-06-12 - 6:56:50 PM GMT
Document e-signed by Danita Dempsey (ddempsey@avon.org)
Signature Date: 2025-06-12 - 7:05:41 PM GMT - Time Source: server
Agreement completed.
2025-06-12 - 7:05:41 PM GMT