HomeMy WebLinkAbout02. e. Jazz in the Park Event Operations Procedures July 7th 2020 (1)Jazz in the Park: Vail Jazz Foundation Event Operation
Amanda Blevins, Director of Development
amanda@vailjazz.org, 303.885.1051
INTRODUCTION: Vail Jazz Foundation’s Event Operation Procedures implement the current
Eagle County Public Health Order for outdoor gathering events to accommodate multiple
groups of 175 persons on the main field at the Ford Amphitheater lower bench park (“Park”).
Planned events include Jazz in the Park music performances on Friday nights, running from
July 17th through September 4th.
The Event Operation Procedures use the large flat grassy area of the Park to spread
attendees out in excess of the minimum social distancing requirements. Specifically,
attendees would maintain 6’ social distancing grouped in household reservations of up to 4
patrons. Seating areas will be designated with a painted grid to direct household groups to
designated plots, accomodationg a maximum capacity of 175 patrons.
In order to minimize potential for lapses in social distancing, there will be no food or alcohol
sales during events to avoid the potential for line queues. Instead attendees are encouraged
to bring their own F & B, alcohol will be permitted aligning with the current park guidelines of
“open container” alcohol policy.
Vail Jazz reserves the right to stop a performance or film showing if it appears that the
number in attendance exceeds the Event Managers ability to provide effective guidance on
social distancing and COVID-19 protocols.
The Eagle County Public Health Order Five Commitments of Containment are
incorporated into the Codes of Conduct as follows:
1. No one may come to an event in the Park if they are experiencing any Covid-19 symptoms,
including cough, fever, muscle pain, or loss of taste or smell.
2. Use of a facial covering is highly encouraged during ingress and egress and while moving
in walkways.
3. Do not attend the event if you have been exposed to someone who has tested positive or
who is exhibiting Covid-19 symptoms
4. Maintain 6’ of distance from other individuals not in your household group
5. Maintain 12’ of distance from other sub-groups of individuals
6. Wash hands often
7. Persons with higher health risk are encouraged to not attend these public
events
RESERVATION PROCESS: Vail Jazz will implement mandatory pre-registration to attend the
event. All guests will agree to an event waiver (Attachment B), and will be required to submit the
name and contact information for each patron in the complete party reservations. No walk up
traffic will be admitted. Registration for the event will end two hours prior to the event start time,
SEATING SECTIONS: The lower bench venue space has approximately 25,000 square feet of
potential seated picnic space. This area provides approximately 5x the minimum space required
per person with social distancing (28’ sq.ft.). 175 persons x 28 sq.ft. per person = 4,900 sq.ft.
Seating Sections would be clearly labeled to facilitate contact tracing should there be a need.
See the Seating Diagram below which illustrates separating groups.
INGRESS AND EGRESS: We expect persons walking in and walking out will take many routes.
We also expect that residences on the west, north and east sides of the Park will walk into the
Park from multiple directions. Multiple entry gates are planned which is intended to avoid the
potential to cause attendees to bunch-up while entering and exiting the Park.
SEATING ATTENDANTS: An important and practical operating procedure will be the presence
of at least four Seating Attendants that will greet and guide attendees as they enter the Park to
assist them with acquiring designated household plots and to oversee that each Seating
Section does not exceed capacity. Seating Attendants will wear face coverings and will have
free face coverings to offer to attendees.
MARKETING: Marketing will be limited to Eagle County residents and visitors staying in the
county. Events in the Park are open to the public; however, the marketing plan will not actively
seek to draw residents and visitors outside Vail Jazz. Overall marketing will occur through Vail
Jazz’s website, newsletter and social media.
MARKETING MESSAGE: The following information will be conveyed in our local
marketing:
• Event description and times
• Covid-19 Protocols and Codes of Conduct
• Bring your own food and beverage with no food or beverage
concessions.
Additional information will be provided on the website, vailjazz.org (Attachment A)
SIGNAGE: Multiple signs will be placed during events at all ingress areas for seating.
Signage will include the Covid-19 Protocols and Codes of Conduct as well as separate art
signage to physically illustrate the 6’ social distancing requirement and the 12’ distancing
requirement between sub-groups. Signage will also be placed for the portalets to ensure
social distancing when waiting in line (i.e. ground markers) and to encourage washing hands.
Seating Sections will be clearly labeled to facilitate contact tracing.
PORTALETS: A minimum of four portalets will be placed on the perimeter of the venue to
assist with disbursing users. The portalets will be in addition to the public restroom on the
west side of the main field. Portalets will be spaced at least 6’ apart and there will be an
individual wash station for each portalet to facilitate hand washing. Signage will encourage
hand washing and to remind persons waiting in line to maintain 6’ social distancing. Ground
markers will be placed to indicate 6’ social distancing while waiting in line for a portalet.
PUBLIC AREAS: The public restroom, portalets, handwashing stations, public tables and chairs
will be cleaned before the event. High touch surfaces for the public restroom (sink faucets and
counters, toilet handles, soap and towel dispensers and baby changing stations), portalets (i.e.
handles), handwashing stations and trash/recycling receptacle touch points will be cleaned once
each hour during the event. Staff will wear face coverings while cleaning during an event.
BACK OF HOUSE: Non public areas will be cleaned before the event, including door handles,
handrails, push plates on stage, bike rack or other barricades, tables and chairs (temporary and
permanent),trash/recycling receptacle touch points, sink faucets and counters, toilet handles,
soap and towel dispensers.
CLEANING PROTOCOLS: Town of Vail will follow the COVID-19 Guidance for Cleaning
Public Restrooms issued by Eagle County. Both cleaning and disinfecting will be used before
the event and once each hour on public high touch surfaces during the event. Disinfecting will
use an EPA registered disinfectant for use against the novel coronavirus.
DOCUMENTATION: Town of Vail staff and designated personnel will be responsible for
completing and preserving logs to document time and frequency of cleaning and disinfecting.
SECURITY: Town of Vail Police Department will be dispatched by request of the Vail Jazz
staff should there be need for additional security beyond the control of staff and ushers.
MEDICAL: Patrons, staff and artists will be noticed to call 911 in the event of an emergency. A
first aid kit will be stored at the site of entry for minor medical treatment.
EMERGENCY RESPONSE/EVACUATION: Staff will monitor weather forecasts and
incoming weather for signs of potential extreme weather. If extreme weather seems likely or
imminent, the event will be stopped and attendees will be instructed to leave the Park.
Intermediate Phase Diagram, accommodating up to 175 patrons.
-12x12 space in painted picnic grid, accommodating groups of up to 4 patrons, 175 event
capacity total.
-20ft Distance from stage to first designated seated row
-Two barrier perimeters with a 20ft “moat” around the venue
-Two points of entry for reserved seating
-Mandatory Reservations, no walk up traffic will be permitted
-Perimeter will be constructed of Aluminum bike barricades at roughly 30’ increments (25
pieces) with rope stretched in between the barricades. To create the interior perimeter,
ranch stakes with rope stretched between the stakes will be constructed.
Attachment A: Statement for website:
WELCOME
Live Music Is Back! After having been forced to cancel all summer programing and
performances due to the COVID-19 health crisis, we have found a new outdoor venue. It is the
grassy lawn area on the Lower Bench of Ford Park (to the west of Ford Amphitheater). So, with
great excitement, Vail Jazz announces its “Jazz in the Park” live concert series. Performances
will be weekly on Friday evenings from 6pm to 7:30pm starting July 17th.
In producing the Jazz in the park live event series it is important for us to meet or exceed the
guidelines set forth by public health authorities and the Town of Vail for operating in a
COVID-19 environment and therefore we want to inform you of some important changes you’ll
notice upon attending these performances this summer.
Our staff will maintain these 5 Community Commitments and we suggest that you do likewise:
1. I will maintain 6 feet of physical distance
2. I will wash my hands often
3. I will cover my face in public
4. I will stay home when I am sick
5. I will get tested immediately if I have symptoms
If you are planning to attend one of the Jazz in the Park, we ask the following of you:
•If you are sick or not feeling well, please stay home.
•Wash your hands before attending and use hand sanitizer while at the
performance.
•Maintain 6 feet of physical distancing from others at all times while at the
performance.
•Wear a mask in all common areas or when passing within 6’ of anyone.
In addition, you must comply with all posted and/or verbal directions and instructions of Vail
Jazz staff. Failure to abide with such directions or instructions may result in dismissal from the
performance.
Because capacity at the Jazz in the Park will be limited to 175 patrons to comply with public
health requirements, RESERVATIONS ARE REQUIRED and we will stop accepting online
reservations 2 hours before the event start time. As part of the reservation process, all
attendees will be asked to agree to a liability release waiver during the online reservation
acceptance transaction, and to provide the name and contact information for every member of
your party. You can view the online waiver here. [hyperlink]
COVID-19 warning:
An inherent risk of exposure to COVID-19 exists in any public place where people are
present. COVID-19 is an extremely contagious disease that can lead to severe illness
and death. According to the Centers for Disease Control and Prevention, senior citizens
and customers with underlying medical conditions are especially vulnerable. By
attending a Jazz In the Park performance, you voluntarily assume all risks related to
exposure to COVID-19.
We commit to do everything we can to keep our guests and employees as safe as possible
while still providing the superb sound and entertainment experience we are known for.
We look forward to seeing you at a Jazz in the Park soon!
To Make a Reservation, Click Here
Attachment B: Waiver and release
By making a reservation, you agree to the following Waiver and Release of Liability; and
Indemnification Agreement:
WAIVER AND RELEASE OF LIABILITY; and INDEMNIFICATION AGREEMENT
Please read carefully as this affects your rights
In exchange for admission to the Vail Jazz, Jazz the Park , Attendee hereby releases,
discharges, and agrees to hold harmless the Vail Jazz Foundation and the Town of Vail, their
respective affiliates, and their respective directors, officers, volunteers, employees, agents,
contractors and representatives; other Jazz in the Park attendees; event performers; Vail Jazz
event staff, sponsors, advertisers, vendors, suppliers and agents; and the successor and
assigns of each of them (each considered one of the “Releasees” herein), to the fullest extent
permitted by law, from any and all liability, claims, demands, losses, and damages of any kind or
nature, including but not limited to bodily injury, which Attendee and/or any minor accompanying
Attendee has or may have for any claims or causes of action arising out of or relating in any
manner to attendance at, observation of and/or participation in the Jazz in the Park
performances, including but not limited to entering into and utilizing the premises of the
performances; or any related activities.
In further exchange for admission to the Jazz in the Park event premises, Attendee agrees to
indemnify, defend and hold harmless any and all Releasees from and against any and all
demands, suits, claims, damages, losses, liabilities, costs and expenses (including reasonable
attorneys’ fees and expenses), including but not limited to, any claims by or on behalf of
Attendee or any accompanying minor, arising out of or relating in any manner to (i) Attendee’s
and/or an accompanying minor’s attendance at, observation of, and/or participation in any event
at the Jazz in the Park premises, including but not limited to any matter set forth above; or any
related activities, or (ii) Attendee’s and/or an accompanying minor’s acts or omissions.
In addition, in exchange for admission to the Jazz in the Park premises, Attendee covenants not
to sue (or assist any person in suing) any Releasee for any matter related to the above
assumptions, releases, indemnifications or agreements.
MINOR ATTENDEES: If Attendee is accompanied by any minor to the Jazz in the Park
premises, by allowing the minor(s) to accompany attendee, Attendee makes and agrees to all
the foregoing assumptions, releases, indemnifications and agreements on behalf of such
minor(s). If Attendee does not wish
to or is not authorized to make such assumptions, releases, indemnifications and other
agreements on behalf of the accompanied minor(s), Attendee should not allow the minor to
enter the Jazz in the Park premises.
Agree and continue