[NCARC] Superfest at the Ranch

[SCOMIND@aol.com]

Hi Guys,

I sent a message to Larimer County Manager Frank Lancaster a couple of weeks 
ago regarding our lease of an exhibition hall at the Ranch for Superfest. Much 
of the info I cited in my message came from Willis, and some of the 'edge' in 
my letter came from the general feeling of unhappiness toward the fairgrounds 
that was apparent at the last NCARC breakfast meeting.

I just received Frank's response, and I consider it a good news/bad news 
situation. You can read it below. My comments would be that the county thinks 
pretty highly of The Ranch and feels justified in some of the charges, but they 
did concede the electrical fees. Anyway, I'd like to see Superfest stay at The 
Ranch rather than end up in a school gym somewhere, but that means charging 
more money - - and paying more money - - than we're used to.

What we might want to do in the future is allow vendors the choice of real 
booths vs. tables, like Dayton. Vendors would expect to pay more and receive 
more with a booth, which would be more prestigous than a table. If Superfest 
becomes a premier ham event in the area, we can justify this separation between 
professional vendors and flea market vendors.

When reading the message below, note that my comments to Frank are 
interspersed with his comments to me. It's a little hard figuring out which of us is 
talking because my comments weren't highlighted.


73,
Bob, WA9FBO


In a message dated 5/5/2004 11:51:06 AM Mountain Daylight Time, 
flancaster@larimer.org writes:

Hi Bob,

Sorry I didn't get back with you sooner.  I did have to do a little
research into your issues.  In regards to your specific questions:

1. There is now a $25 per outlet charge for electricity. We understand
that  providing electricity to the middle of the floor requires hanging
drop cords  from the ceiling, and that means labor charges. But all we
want is what we had  before - - wall outlets for the tables along the
walls. There was no such charge at McMillian. Jay gave us an exception
for our 2004 event, but said that we  will have to pay the $25/outlet
fee in the future. This might be okay for for-profit shows in which
vendors pay $100 for a booth, but we only charge $15 per table because
99% of our vendors are hobbyists, not professionals. 

I think this has been addressed since you first talked with The Ranch.
We have a fee ($25) that is for each 'drop' from the ceiling (this will
feed about 25 booths, and the cost is labor coverage).  Early on (Jan.)
we implemented 2004 rates that included a $25/booth electrical fee
(which we based on our research around the state in convention centers
and fairgrounds).  Upon further review of this situation, we found that
$25/booth was standard in convention centers, but NOT fairgrounds....so,
we adjusted it to each 'drop'....this is about 1/10th of the original
concept. We didn't supply drops in the McMillian building, so this is
a new service.  There is no charge for using the outlets around the
outside walls, just as it was at the old fairgrounds.

2. We must now remit a new 50-cent fee for all tickets sold under $6.
That  means our club is now in the business of collecting fees for the
county. Is that supposed to be our function?  We're already paying for
the hall rental. That fee, by the way, is $1 for tickets over $6. 

Facility fee - this is only for 'ticketed events', which I don't
believe yours is?  If the event is just for vendors, or free, this
doesn't apply.  In terms on collecting for the County, if you are
selling admission tickets, just tell us total # of attendees and it
applies from there.  This fee is consistent across the campus, including
the BEC.


3. Because important requirements were not documented before,
fairgrounds administration is now making up rules as it goes. Important
basics, such as the hours of availability, should have been documented
before the facility ever opened its doors. There was no indication that
a key could not be provided to the group leasing the exhibition hall (as
was always done in past years). And since we need to open at 6 AM and
won't have a key, we must pay a $37.50 charge to have a county employee
open the hall at 6 AM. We were told that anything else was
"inconvenient" to the employees, yet, it's apparently okay if the
employee stays until 9 PM on the previous night just to close following
a set-up.  

We have implemented some additional components beginning in Jan. '04
for new contracts.  We clearly outlined the 2003 rates would be reviewed
and adjusted once we further understood the operation a little better. 
I don't think it's unreasonable to have staff review procedures once
the facility is up and running.  It's really impossible to anticipate
every operating issue, and adjustments are reasonable.  We have added
some necessary components, but not outside of industry standards (other
fairgrounds/like facilities), without exception.  On the staffing issue,
we have 'operation hours' that are part of a 'daily rent'.  Again,
according to other fairgrounds, most define a 'rental day' as 7am-10pm,
and that is what we have done.  It is not about 'inconvenience' but
rather about consistency to create a positive work environment.  I know
this is how the old site worked, but our security system is much better
and there is a lot more public investment to protect here now. 
Unfortunately this is probably just another sign of the times.  We were
not that concerned with security and safety and p
rotection of assets,
just like there was a time when we didn't have to lock the doors on
our houses, or worry about keys being left in cars.  Also in this
litigious society, there is a liability risk to us having groups have
access to the site when we have no staff present.


4. I must tell you that I have a serious personal issue with the fact
that no user organization will ever be allowed to supply any food to any
event. That is NOT what the Task Force had in mind when we did our
original planning!  However, since the ham radio group is fine with the
catered approach, I will back off that particular issue at this time.  

I know the catering issue has been a sore spot for some users. 
Although this is the norm in the industry, it's still a change. 
We've made several modifications with Ovations and continue to work
with them to make this work for non-profit groups.  We do allow potluck
dinners, and food can be brought in for workers/volunteers in certain
circumstances.  What we don't want to allow is the sale of food to
ticket holders or attendees to events that goes through a third party
and by-passes the Ranch.  This is the same at CSU football games, school
district athletic events, hotel event centers, or even local movie
theaters.  A big part of making this place pay its own way includes
revenue from the concessions.  Ovations has invested hundreds of
thousands of dollars in the facility, saving taxpayers that money and
allowing us to invest in other improvements to the site.  This includes
the 4-H teaching kitchen.  With that much of an investment, some type of
return is reasonable, and the exclusive food service contract is part of
that.


Frank, this is a minor issue compared with other county business. But
the  'spirit' of what we had in mind during those two years of planning
is being  seriously violated here. Nonprofits were supposed to be able
to benefit from the  new facilities, not be excluded from them.  Jay
will tell you that other nonprofits are supposedly doing a land-office 
business at the new fairgrounds. I don't know how or why, all I can say
is that  we've been doing these swapfests for quite a few years now, and
the new  facility is being priced out of our reach compared to previous
years.  Please let me know what other info you would like and what else
can be done  to change this course.  

I really don't think this is as far off course as you may perceive. 
I have found Jay very accommodating for groups, and if other staff or
contractors seem to be an obstacle, he works hard to come to a mutually
acceptable compromise.  Just in looking at your swap meet and your
concerns:

*    The electrical charges are the same as you had before, for the
same level of service.  There is an additional fee for any drops, but
that appears pretty minor now (~$2.50 per booth) for additional space
and service that you didn't have before.
*    The facility fee really doesn't apply if you're not selling
tickets and it's just an open swap meet.
*    I'm not sure how integral selling concession is to the
financial success of the radio swap meet.  If this was a fund raiser for
your group, Ovations still will share returns to groups who work the
concessions, with a 10% share of the sales.  If the issue is for
exhibitors, they are still free to bring in their own meals for their
own consumption.
*    The $37.50 early opening fee is a new expense.  It is possible
to avoid this charge by opening at 7:00 am instead of 6:00 am. 
Hopefully the financial return on the meet is so tight that $37.50 is a
make or break number.
*    
I'll be interested to hear how the meet goes in comparison to what
you experienced at the McMillian building.  This is a vastly improved
facility, with a lot more potential for your group and with much more
visibility.  Please let me know how it goes, especially how it worked
for your group financially and if it was able to meet your expectations.
If it doesn't meet your needs, let's sit down and talk about how we
can make changes to work better 
for your group, while still meeting the
goals and financial requirements of the taxpayers.

Frank


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