CASE Committee Meeting Packet Materials 2020.08.20
970-748-4065 ddempsey@avon.org
TO: CASE Committees
FROM: Danita Dempsey, CASE Manager
RE: Summer Events, Current Activity & Budget Update
DATE: August 11, 2020
SUMMARY: This report provides an update to the May 18, 2020 report on Avon’s special events program
regarding cancelations, rescheduled events, regional event adjustments; and, completed and future
planned “un-events” and art installations. Additionally, the report provides a re-cap of the Eagle County
Public Health Order (“PHO”) as related to event operations and the necessary adjustments during the
different phases of the PHO.
AVON SPECIAL EVENTS: There have been many events locally and regionally which have been
rescheduled and/or cancelled in recent months. In summary, the events highlighted in the list below have
been cancelled or rescheduled since the last update:
1. Cancelations:
a. Egg Hunt
b. Vail Valley Lacrosse Tournament
c. Salute to the USA
d. Pose & Paddle Battle
e. Vail Valley BrewFest in Avon
f. Triple Bypass
g. XTERRA Mountain Championship
h. Dancing in the Park
i. Flynn Creek Circus
j. Colorado Classic
k. Summer’s End Party
l. AvonLIVE! July 15th through August 26th
m. Lakeside Cinema July 17th through August 27th
2. Rescheduled:
a. Possibilities in Avon: Weekly Art Expo – moved to August 12th through September 9th
b. Avon Arts Celebration – moved from July 24th – 26th to September 11th -13th
Currently, the Avon Art Festival will take place as originally scheduled on Saturday, September 5 th and
Sunday, September 6th (Labor Day weekend) in Nottingham Park instead of the Main Street Mall. This
change in venue will allow ample room to space vendor tents, provide pedestrian walkways, sanitization
stations, etc. in compliance with the current PHO.
The attached Exhibit A – Avon Events Calendar, provides an update on Avon events as of the date of this
report.
REGIONAL SPECIAL EVENTS UPDATE: Staff has been tracking special events in our peer communities;
Exhibit B provides a snapshot of some of these communities and the event adjustments.
970-748-4065 ddempsey@avon.org
CURRENT ACTIVITY:
UN-EVENTS - Staff was successful in launching two small community focused music series and Lakeside
Cinema, (“un-events”). The latter of which has since been cancelled due to PHO restrictions. Additionally,
the Town supported private sector businesses (Ein Prosit Block Party) with cash funding to bring more live
music to Avon which is included in the list below:
1. The weekly SunsetLIVE! music series began on Sunday, June 28th and continues through Sunday,
September 6th SunsetLIVE! features local musicians performing in an intimate environment on the
event terrace (back of the stage) between 6:00 and 8:00 p.m.
2. Pop Up Music is a weekly music series which began on Saturday, July 11th and continues through
Sunday, September 5th. Musicians play on the Main Street Mall at Lettuce Shed Lane somewhere
between the hours of 12:00 p.m. and 5:00 p.m. for a two-hour period.
3. Lakeside Cinema - Family friendly movies in Nottingham Park from the stage featuring a 26’
inflatable movie screen, professional sound system and current releases, classics and/or animation
films. Free to the public on up to eight Friday nights beginning July 10th through August 28th.
4. NEW - Every Thursday, July 16th through August 13th between the hours of 6:00 p.m. to 9:00 p.m.
Ein Prosit hosts a “Block Party” in the parking lot in front of their business featuring live music with
local musicians. The Town provided $2,000 in cash funding to further support live music in Avon.
5. NEW - The final touches are being done on a Virtual Scavenger Hunt to provide the community
with a fun, family-friendly and energetic activity while learning more about Avon’s history and
“gems”. The Virtual Scavenger Hunt is currently scheduled to launch Friday, September 4th and
close Friday, September 18th.
CULTURE & ART
1. Temporary Short-Term Art Installations & Micro-Activations
a. Prayer Flag Project - Developed by local art teacher, Heidi Cofelice and supported by the
Town with display space in the Main Street Mall (“MSM”) and promotion through Town
social channels. Individuals create Prayer Flags with messages and mantras of inspiration,
hope and peace to infuse strength into the community. Update: Project was installed on
June 2nd and will be removed after Labor Day.
b. Faces on Trees – Staff is working with the Vail Valley Art Guild (“VVAG”) to identify a local
artist to craft eyes, nose, mouth, etc. creating a face which is then placed on selected trees
on the MSM and Nottingham Park. This is a great opportunity for surprise and delight!
Update: Local artist Steve Kiene began work the week of August 3rd with completion
by Labor Day weekend.
970-748-4065 ddempsey@avon.org
c. Laser Images – Staff is developing a program with Mountain Man Productions to provide
images and words of inspiration, peace and patriotism. The images would be broadcast
on Friday and Saturday nights between 8:00 and 10:00 p.m. between mid -June and mid-
July. Update: The Laser Image program began Friday, June 19th and ran from
approximately 8:45 p.m. to 10:30 p.m. on the following dates:
i. Friday, June 26 and July 3
ii. Saturday, June 20, June 27, July 4, July 11 and July 18
d. NEW – Staff is working in collaboration with the VVAG to identify four local photographers to
capture images which memorialize and represent "Avon in the Time of COVID" with the goal
for completion by mid-October.
The installations and activations listed above as well as others are detailed in the attached Exhibit C.
2. Permanent Short & Long-Term Art Installations
a. Playable Music Instruments – Update: Four instruments have been ordered and will
arrive in early November for installation in Spring 2021.
b. Decorating Park Benches – Staff worked with the VVAG to identify a local artist to
decorate up to six park benches to be placed strategically in high-visual locations such
Avon Road and Avon Transit bus stops. Update: Local artist Tara Novak was engaged
for this project. Four park benches have been completed; one is placed between
Rec. Center and Library; one is placed on Beaver Creek Place / City Market Avon
Transit bus stop and, two are placed on Chapel Place near the Avon Transit bus
stop. Project will be completed by September 4, 2020.
The installations listed above as well as others are detailed on the attached Exhibits D, E and F.
PUBLIC HEALTH ORDER & EVENT OPERATIONS: Staff developed a detailed Event Operations
Procedures for event operations during the Public Health Order (PHO) Phase 3 (Black Diamond Phase),
see Exhibit G. The plan detailed protocols and expectations for the following:
1. Codes of Conduct - Patrons, Staff & Artists
2. Distancing and Spacings – Seating Sections, Ingress and Egress
3. Communication – Marketing and Signage
4. Portalets – Placement, Signage and Sanitation
5. Sanitation – Public Areas, Back of House, Cleaning and Documentation
6. Security – Security, Medical, Emergency Response and Evacuation
7. Seating Diagram – 12’ Distance between Subgroups
8. Nottingham Park – Seating Section Diagram and Site Layout
Staff submitted and reviewed the Event Operations Procedures with the Eagle County Public Health
Department on two occasions resulting in an unofficial approval from the Eagle County Public Health
970-748-4065 ddempsey@avon.org
Department to proceed AvonLIVE! and Lakeside Cinema beginning on June 24th with multiple groups of
250 (Black Diamond Phase). Shortly after receiving the unofficial approval, and on June 18th, the Colorado
Department of Public Health & Environment released the “Seventh Amended Public Health Order 20 -28
Safer at Home and In The Vast, Great Outdoors” which restricted the number of people at outdoor
gatherings to 175, mandated the walkways between groups be 50’ instead of 20’; and, each individual was
required to have 144 square feet of space. Staff worked collaboratively with the Eagle County Public
Health Department and on June 23rd received approval to proceed with multiple groups of 175 people with
50’ walkways. The June 24th and July 1st AvonLIVE! events were executed with these restrictions in place.
On July 8th we were able to decrease the walkways to 24’ which was compliant with the local PHO. On July
15th due to an increase in local cases and in anticipation of the PHO changing further restricting events, our
ability to execute and the safety of our community, the decision was made to cancel AvonLIVE! and
Lakeside Cinema.
FINANCIAL CONSIDERATIONS: With the continued cancellation and/or reduction of events in Avon and
in our neighboring communities, we currently anticipate an additional reduction in the events budget of
$107,860 since the April amendment. A brief summary is provided below, and the attached Exhibit H
provides an event by event breakdown of costs and savings.
Thank you, Danita
ATTACHMENTS
Exhibit A – Avon Events Calendar Update
Exhibit B – Regional Events Update
Exhibit C – Temporary Short Term
Exhibit D – Permanent Short & Long Term
Exhibit E – Park Benches
Exhibit F – Music Instruments
Exhibit G – Nottingham Park Event Operating Procedures
Exhibit H – Events Budget Update
Total Approved 2020 Budget 538,287.00$
April Budget Amendment Savings (311,989.00)$
Amended Approved 2020 Budget 226,298.00$
Additional Savings To Date Less Cost of Small
Events, Art & Music 107,860.00$
Total Savings To Date By Event 459,032.00$
Events Budget: Net Savings