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Fairgrounds Event Request for Proposal

2. Jeffco Fairgrounds Event RFP
   Thank you for considering Jefferson County Fairgrounds as the destination for your upcoming event. All facilities are reserved on a first-come, first-served basis. As the first step in this process, prospective Applicants must submit a completed request for proposal (RFP) below. This process must be completed by all Applicants, including recurring events.

   Thank you for considering Jefferson County Fairgrounds as the destination for your upcoming event. All facilities are reserved on a first-come, first-served basis. As the first step in this process, prospective Applicants must submit a completed request for proposal (RFP) below. This process must be completed by all Applicants, including recurring events.

4. All event request for proposals (RFP) are reviewed by our collective team to help ensure we can accommodate your event. Following our team's review of your RFP, an assigned Event Coordinator will be in touch within 3 business days with an event estimate or will contact you with further questions. Our office hours are 8:00 AM - 5:00 PM, Monday - Thursday.

   All event request for proposals (RFP) are reviewed by our collective team to help ensure we can accommodate your event. Following our team's review of your RFP, an assigned Event Coordinator will be in touch within 3 business days with an event estimate or will contact you with further questions. Our office hours are 8:00 AM - 5:00 PM, Monday - Thursday.

6. Dates requested for booking a venue are not guaranteed until required insurance documents, Applicant’s signed Reservation Agreement and proper payments are received.

   Dates requested for booking a venue are not guaranteed until required insurance documents, Applicant’s signed Reservation Agreement and proper payments are received.

8. Disclaimer
   Information submitted on this form will be sent via unsecured email. To protect sensitive information, do not enter the following items or similar information on this form: Social Security numbers, driver’s license numbers, bank account information, routing numbers, credit card numbers, medical information, passport numbers, and passwords. Please review our privacy policy located at www.jeffco.us/privacy. By submitting this form, you acknowledge and accept the terms listed in the privacy policy.

   Information submitted on this form will be sent via unsecured email. To protect sensitive information, do not enter the following items or similar information on this form: Social Security numbers, driver’s license numbers, bank account information, routing numbers, credit card numbers, medical information, passport numbers, and passwords. Please review our privacy policy located at www.jeffco.us/privacy. By submitting this form, you acknowledge and accept the terms listed in the privacy policy.

12. First Name*

13. Last Name*

15. Your Title*

17. Company / Organization*

    Please list your company, organization or group name. You will provide the name of the event later.

19. Organization Type*
    -- Select One --AssociationBusiness / CorporationGovernmentJefferson County Department / DivisionNon-profitOutdoor Show / EventAgent / Third Party PlannerYouth OrganizationOther

21. Email*

22. Phone Number*

24. Mailing Address*

26. Address Line 2

28. City

29. State

30. Zip Code

31. Country

35. Event Information

37. Has your organization/company held an event at the Jefferson County Fairgrounds before?*

    1. Yes

    1. No

39. Event Type*
    -- Select One --BanquetConsumer ShowConcertConventionCorporate EventFestivalHorse / Livestock ShowMeetingPrivate Party / Social / ReceptionRodeo / Rough StockSeminarTradeshowSportingWedding / Wedding ReceptionOther

41. Event Name*

    Please list publicized event name.

43. Event Purpose*

    Please briefly describe your event purpose, goals and objectives.

45. Estimated Number of Attendees*

47. Is the event open to the public?*
    -- Select One --Private (Invite only, members only, etc).Public (Open to general public)

49. Is there a fee to attend or participate in your event?*
    -- Select One --Yes (Attendee fee/ticket, Vendor fee, Participant fee)No (Free event)

51. Please list fee(s) for your event below.

    Please list fees for each type of ticket, vendor fee(s) and or participant fee(s).

55. Event Services

57. Please check all event services your event may require.

    1. Audio / Visual
    2. Catering
    3. Concessions
    4. Event Rentals (Tents, linens, fencing, generators, decorations)

    1. Hotel / Lodging
    2. Porta Potties / Hand Washing Stations
    3. Security / Law Enforcement
    4. Waste & Recycling

    Choose all that apply. Our approved venue vendors may contact you to gather information about your upcoming event and services they can provide.

59. Do you plan to serve food and beverage during your event?*
    -- Select One --Catered (buffet, plated, boxed lunch, etc.)Concessions (items for sale in concession stand style)SnacksBeverages onlyOtherNo, food and beverage will not be present at our event

61. Food and Beverage

    Events should use vendors from our Approved Vendor List. Any vendor used by an Applicant that is not part of the Fairgrounds Approved Vendor List must sign a Temporary Vendor Agreement, pay the applicable fee(s) ($200 per vendor, per event) and provide the appropriate insurance documents to the Fairgrounds office prior to the event. Coca-Cola is the exclusive beverage provider for the Fairgrounds. Only Coca-Cola products are allowed to be served/sold/displayed on Fairgrounds property. Event-related needs and supplies in this category must be purchased through the Fairgrounds office/account no later than 21 days prior to the scheduled event date. Our approved venue vendors may contact you to gather information about your upcoming event and services they can provide.

    1. I have read, understand and agree to the food and beverage requirements.
63. Do you plan to serve or sell alcohol during your event?*

    1. Yes

    1. No

65. Alcohol

    Approved, uniformed security personnel are required anytime alcohol is present (served, sold or consumed) at an event. Additional insurance, security and/or permits will be required for any event with alcohol. Our approved venue security vendors may contact you to gather information about your upcoming event and services they can provide.

    1. I have read, understand and agree to the alcohol requirements.
67. Will you or your event attendees need to rent stalls or pens for livestock or equine for your event?*

    1. Yes

    1. No

69. Are there any camping needs that your event or event participants need in our campground?*

    1. Yes

    1. No

73. Event Facilities

75. Please choose all event facilities you are interested in for your event.*

    1. Unsure
    2. Barn 1
    3. Barn 2
    4. Campground
    5. Event Center
    6. Exhibit Hall 1 & 2
    7. Exhibit Hall 3
    8. Exhibit Hall - 1, 2 & 3 (ALL)
    9. Exhibit Hall - North Kitchen
    10. Exhibit Hall - South Kitchen
    11. Green Mountain Conference Room A
    12. Green Mountain Conference Room B
    13. Green Mountain Conference Room C
    14. Green Mountain Conference Room D

    1. Green Mountain Conference Room A & B
    2. Green Mountain Conference Room A, B, C & D (ALL)
    3. Horse Stalls
    4. Livestock Arena
    5. Parking Lot(s)
    6. Picnic Pavilion
    7. Picnic Pavilion & Festival Grass Area
    8. Pole Barn
    9. Rodeo Arena
    10. Rodeo Arena Concession & Restroom Building
    11. Round Ring
    12. Silver Spur Arena
    13. Table View Arena

79. Event Dates and Times

81. Please list your event move-in dates and times, in priority order*

    Please list each priority on a separate line by hitting the enter key and be sure to include start and end times for each date.

83. Please list your preferred event dates and times, in priority order*

    Please list each priority on a separate line by hitting the enter key and be sure to include start and end times for each date.

85. What are your preferred load-out dates and times?*

    Please list each priority on a separate line by hitting the enter key and be sure to include start and end times for each date.

87. Please attach any files regarding your event that may be helpful for our team's review of your RFP.

    Suggested files may include technical requirements, floor plans, etc.

91. All RFP's are reviewed by our team. Following our team's review of your RFP, an assigned Event Coordinator will be in touch within 3 business days with an event estimate or will contact you with further questions.

    All RFP's are reviewed by our team. Following our team's review of your RFP, an assigned Event Coordinator will be in touch within 3 business days with an event estimate or will contact you with further questions.

93. Please review your information to be submitted. Dates requested for booking a venue are not guaranteed until required insurance documents, Applicant’s signed Reservation Agreement and proper payments are received. If you do not have any additional information to add or changes to your event information, please click the submit button below. We look forward to working with you on your future event.

    Please review your information to be submitted. Dates requested for booking a venue are not guaranteed until required insurance documents, Applicant’s signed Reservation Agreement and proper payments are received. If you do not have any additional information to add or changes to your event information, please click the submit button below. We look forward to working with you on your future event.

97. Fairgrounds Facility Reservation and Use Regulations
    Fairgrounds Facility Reservation and Use Regulations (PDF)

99. Applicant Acknowledgement*

    The terms of the Fairgrounds Facility Reservation and Use Regulations are incorporated into every reservation agreement and/or reservation permit issued by the Jefferson County Fairgrounds. All terms highlighted within these Regulations are hyperlinks to related documents. By checking the box and providing your electronic signature below, as an applicant for (at least) one agreement, I acknowledge that I have read, understand and agree to the Fairgrounds Facility Reservation and Use Regulations for myself, my producer(s), manager(s), vendor(s) and/or participant(s).

    1. I have read, understand and agree to the Fairgrounds Reservation and Use Regulations as stated above.
101. Electronic Signature*

Leave This Blank:


103. 1. Receive an email copy of this form.
104. Email address

     This field is not part of the form submission.

105. Submit

* indicates a required field