Facilities Management

Contact Us

  • Phone: 970-328-8880
    After Hours Emergency On-call: 970-987-2239
    Fax: 970-328-8899

    Facilities Management
    P.O. Box 850
    Eagle, Colorado 81631

    3289 Cooley Mesa Rd
    Gypsum, CO 81637


Facility Rentals

Booking Fairgrounds Facilities process:

  1. Review the Policies and Procedures Manual to ensure the fairgrounds and desired facility is the appropriate location for your event.
  2. Search the Rental Calendar for available dates.
  3. Fill out the Fairgrounds Rental Request Form.  
  4. You will be contacted within two business days from form submission.  Eagle County will provide you with confirmation if the venue is available for rent and an estimate for the rental based on the information provided in the rental request form. 
  5. Once confirmed, submit deposit to hold date within five business days from confirmation.
  6. Submit rental fee, sign agreement and submit proof of insurance no later than 30 days prior to the event.
  7. Two weeks prior to an Eagle River Center rental, schedule walk through and provide event map.
  8. Pre walk through at 8 a.m. day of event to obtain keys.
  9. Post walk through 8 a.m. next business day.
  10. Deposit is returned within two weeks if post walk through passes.

Facilities available for rent:    

Entire Fairgrounds
Lower Fields and Disc Golf Course
Eagle River Center (Indoor Arena)
Pro Rodeo Arena, Crows Nest & Grandstands
Warm up arena
Livestock Barn
Exhibit Hall

Facility rentals details:

Each facility offers different features.   Facilty Details

Definition of Fee Categories:

Standard and/or Non-resident:  The standard and/or non-resident rate applies to: (1) any individual or entity using the Fairgrounds Facilities for an event for which admission fees, registration fees, class or clinic fees or other charges for admission or participation in an event are charged; (2) for-profit organizations or entities; and (3) non-Eagle County residents and organizations or entities with a principal place of business located outside of Eagle County.

Eagle County Resident: The Eagle County resident rate applies to any individual residing within Eagle County, using the facilities for a private, non-commercial event.  Eagle County residency may be validated by a Colorado drivers’ license or voter registration card.

Eagle County Non-Profit: The non-profit rate applies to any organization with a majority (80%) of its membership residing within Eagle County, and which sponsors educational, civic, athletic, or public service events on a non-profit basis. Organizations must be registered with the Colorado Secretary of State’s office and organized as a non-profit corporation under the laws of the State and/or as having non-profit status recognized by the Internal Revenue Service.  Organizations must provide proof of non-profit status and incorporation to the Fairgrounds office.  Notwithstanding the foregoing, non-profit organizations using facilities for an event for which admission fees or other charges are imposed will be charged a fee at the commercial rate. 

County and Government Usage: Eagle County, related cities and towns within Eagle County, special districts, Eagle County School Districts and state and federal agencies including Eagle County Animal Shelter & Services program for dog training provided in partnership with Eagle County Humane Society are considered “Government Users”.  Government Users may use the Eagle County Fairgrounds Exhibit Hall without charge, schedule permitting.  

Educational Events:  Eagle County youth non-profit organizations, such as the 4-H, will not be required to pay rental fees or damage deposits when using the Exhibit Hall for "Educational Events".  An Educational Event is defined as an educational class taught by an instructor who offers a structured course(s) of educational materials to Eagle County youth.  A “youth” is defined as a person 21 or younger.

Rental Fees and Deposit:

Users must pay one-half of the required damage deposit to reserve the facility on the requested date(s).  The balance of the damage deposit and the rental fee is due and payable fourteen (14) days prior to an event in the Exhibit Hall and Lower Fields and thirty (30) days prior to the event for the Eagle River Center, Pro Rodeo Arena and Grandstands.  All events are booked on a first come first served basis.  Events in the Eagle River Center, Pro Rodeo Arena and Grandstands must be reserved no less than thirty (30) days prior to the event.  Failure to pay the damage deposit and rental fee, as required, prior to the event will result in termination of the Rental Agreement.  All fees are subject to change.

Cancellation Policy:

Eagle River Center, Pro Rodeo Arena and Grandstands - Events canceled more than sixty (60) days prior to a reserved event shall receive a full refund of damage deposit and fees paid.  Events canceled less than sixty (60) days prior to a reserved event shall forfeit one-half of the damage deposit and any fees paid.

Exhibit Hall, Lower Fields - Events canceled more than thirty (30) days prior to a reserved event shall receive a full refund of damage deposit and fees paid.  Events canceled less than thirty (30) days prior to a reserved event shall forfeit one-half of the damage deposit and any fees paid.

2020 Rental Fees*:

Facility  Non-Profit  Resident  Standard/
Non Resident 

Eagle River Center 
(Indoor Arena) 

Pro Rodeo Arena
and Grandstands
$200 F-Su
$100 M-Th
$300 F-Su
$200 M-Th 
$600 F-Su
$500 M-Th 
Exhibit Hall/
North Lawn
$250 F-Su
$50 M-Th
$350 F-Su
$150 M-Th 
$550 F-Su
$450 M-Th 
Outdoor Warm up/
Practice Arena 
$50 F-Su
$25 M-Th 
$75 F-Su
$50 M-Th 
$150 F-Su
$75 M-Th 
 Lower Field and
Disc Golf Course
(Includes Restrooms)
$100  $100  $100  $250 

Additional Service Fees*:

Service  Non-Profit  Resident  Standard/
Non Resident 
Security      see below
Electrical hookup $20/ per hookup   $20/ per hookup $20/ per hookup 
Staff labor  $25/ hour  $35/ hour  $50/ hour 
Outdoor arena lights  $100/ event $100/ event $100/ event 
Bleachers   $50 $50  $50 
Flooring installation  $650  $750  $1150
Divider curtains  $100  $100  $100 
Stanchions  $2  $2  $2 
Wireless Internet  $25  $25  $25 
Stage  $200  $200  $200 
Indoor stalls  $20  $20/ $10 youth  $20 
Outdoor pens  $5/ per animal  $5/ per animal  $5/ per animal 
Access badge  $25 $25  $25 
access badge 
$10  $10  $10 

 *Fees are subject to change without notice.
**Fees for additional services for special event setup and equipment.


Renter is responsible to hire County approved armed uniformed security, at any event where alcohol is served, consumed or sold and attendance is reasonably expected to be greater than 50 persons.  County approved companies are Citadel Security 970-230-2253 or 5D Shield 1-800-783-1976 exit 117.  Rates may vary due to holidays or call out basis.  Armed security personnel will be based upon the following schedule:

Anticipated attendance  Uniformed personnel required 
50 - 100
100 - 200 2
200 - 300
300 - 500 

One additional uniformed personnel for each additional 1000 attendees.


The County requires all Users to purchase and maintain insurance as described below ensuring against all claims, damages, losses or expenses arising out of or resulting from the use of a Fairgrounds Facility.  The County does not provide Users or their guests, insurance protection.  Insurance certificates shall name Eagle County as an “Additional Insured”.  Users must provide the County with a Certificate of Insurance acceptable to the County naming Eagle County as an “Additional Insured” fourteen (14) days prior to commencement of a Rental Agreement. In the event a User is unable to obtain insurance or does not timely provide the County with a Certificate of Insurance as set forth herein, the County may, in its sole discretion, terminate the Rental Agreement and cancel the event.   Insurance may be available through CTSI’s Tenant User Liability Insurance Program (TULIP), c/o Arthur J. Gallagher & Co., http://www.kandkinsurance.com/EventsAttractions/Pages/Short-Term-Special-Events.aspx  General Insurance Requirements can be found in the Policies and Procedures Manual.  

Additional Resources:

Policies and Procedures Manual
Overnight Boarding Form  
Sample Rental Agreement
Check In/Out Lists