City of Aspen
|Primary Jurisdiction:||City of Aspen|
Specific location(s): Wagner Park Rio Grande Field
Set-up: 09/13/2017 08:00 AM
Start: 09/14/2017 08:00 AM
End: 09/17/2017 06:00 PM
Dismantle: 09/18/2017 08:00 AM
Jerome Hatem Send e-mail
Aspen Rugby Club
po box 4099
Aspen, CO 81611
Phone: (970) 379-3432
Bryan McShane Send e-mail
po box 4099
Aspen, CO 81611
Phone: (970) 618-4818
OTHER CONTACTS: During event - contact names & phone numbers
Primary: Jerome Hatem (970) 379-3432
Secondary: Bryan McShane () -
Medical: Bo Buck (970) 618-9938
Parking: Rt Flanagan (970) 379-3404
Safety: John Lassalette (970) 948-0141
Security: Chip Seamans (970) 274-4105
|DETAILS & DOCUMENTS:|
Volunteers : 30
Security : 4
Vendors : 5
Event open to public
No fee charged to attendees
Entry Fees for teams approximate $500-550 per team
The number of participant teams will be limited by tournament bracket limitations
Yes advance training and instruction at the Pro -Racing Bike Event in August
PA system for announcing matches- used occasionally for music between matches
Site Plan (and maps):
The boundary for the entire event venue shall be the boundaries of Rio Grande Park and Wagner Park.
No moving route involved.
Fencing shall be around alcohol serving areas with removable fencing for emergency access.
Scaffolding shall be on either side of Wagner Park and Rio Grande Park, bleachers shall be placed by City staff, small tents 10`x10 shall be around the perimeter Wagner Park as shown in the map, and one will be placed on Rio Grande as shown on map.
Placement of amplified speakers shall be adjoining the scaffolding on Wagner Park.
Security, Medical and Safety
Security check points will be at the entrances to alcohol service areas.
First aid facilities in the from of an ambulance and two medics shall be at Wagner Park and one medic will be stationed stationed on Rio Grande Park during all games.
Transportation and Parking
Parking spaces on Monarch St. at Wagner Park and Rio Grande Place adjoining the south edge of Rio Grande Park are needed to service the event. Eight parking places will be reserved on Monarch street , where recycle dumpsters will be also placed. Up to five parking places will be reserved for Rio Grande
Main St. and Mill St. shall be the inbound and outbound transit stops that will be utilized.
Disabled parking areas shall be at Ruby Park at Wagner Park and Rio Grande Place parking adjoining Rio Grande Park.
Informational signage shall be at Rio Grande Park.
Sanitation and Solid Waste
Placement of trash and recycle containers and dumpsters shall be on the perimeter of the field at Wagner Park and Rio Grande Park.
Alcohol, Food Service, Vending and Tech Areas
Bar areas and/or beer gardens including security fencing and entry/exit gates shall be at the east and north edges of Wagner Park. No alcohol will be sold at Rio Grande Park. After sale, a patron must stay within the fenced-in bar areas to consume their alcohol purchases.
Food vendors shall be at the east edge of Wagner Park in the Beer Garden. We anticipated to cook with flammable gases or barbeque grills.
1: Jerome Hatem - 970-379-3432 - Set up/Breakdown
2:Bo Buck - 970-618-9938 - General
3: Chris Morrow - 970-379-5810- Food and Beverage
4: Chip Seamans, APD - 970 274 4105 - Security
All contact will be made by way of cell phones
Medics / Ambulance will be on site at field and will have a list given to them with all contacts and cell phone numbers.
All participants will be given an information package at registration and at the team check-in which will include contact information for all staff and the appropriate volunteer for each area. There will also be a person at the check in team stand throughout the day which will display any changes to the event schedule.
1: We have not hired a professional security company to manage security for the event
2: Public law enforcement services will not be requested
3: Open to the public, members of the Aspen Rugby Club to perform security under supervision of APD Sgt. Chip Seamans c/o PO Box 4099, Aspen, CO 81612 ph - 970 274 4105.
All bar areas to be fenced with entry / exits manned by volunteer security.
2: Yes, - Ambulance and EMT stationed on site at Wagner Park parked at side of field for duration of games played. Hand held radios may be also provided along with cell phones. This will keep event organizers in contact in case of injury - EMT will be positioned at Rio Grande during all games to report to ambulance and to decide preferred course of action, if needed. Ambulance provided as mobile first aid station and will be in location on edge of Wagner Park.
We are working with Gabriele Muething of AVH Ambulance on a structured plan to be finalized as soon as we have finalized the schedule of matches. 40- 45 days before the event.
Event takes place at Wagner Park and Rio Grande Park fields. There are always 3 people on the field who monitor the games when being played. For all other areas we have volunteers who will have contact lists with cell phone numbers to all staff and other volunteers / emergency staff at the event. The fields will be roped of with plastic fencing to ensure player safety during games
All participants will be sent an information package at advance registration and the team check-in which will include a bus schedule along website/app information. Most participants will stay at hotels in Aspen and arrive by foot. We encourage all players to use public transportation or walk through out town during their visit.
We do require "No Parking" to be posted at Rio Grande Place parking along Rio Grande Park and on Monarch street along side Wagner Park.
No streets need to be cleared.
8 car spots, 6 trailers over 4 days on Monarch Street
Dumpster spot on Monarch Street along Wagner Park
Parking Spaces for Ambulance at Wagner Park along with a load and unload space for 2.
Parking spaces for vendors between Ruby Park and Wagner Park, 4 spots for each day
No parking attendants
Rich Ryan (towing) 274-3749
Yes lighting for egress is provided by Street lamps
Bo Buck, PO Box 4099, Aspen CO 81612, 970-618-9938
Working with volunteer individuals for Security on pitch, will be checking ID`s and monitoring pitch by bar.
We have developed a plan verbally with ZG Green to mitigate waste and recycle what we can. We will fill out ZG Green`s check list and make volunteers available for training at an agreed upon time .
Recycling and refuse will be maintained and cleaned up every day at end of event using proper recyclable, compost and refuse containers provided by City then to be taken to landfill
Public toilets in place at Wagner Park and Rio Grande Park already. No portables required.
Alcohol Mitigation Plan:
9:00a.m. until 7:00p.m.
Bar will be on east and north sides of Wagner Park; serving area sectioned off according to City requirements as last year (see submitted site plan), Patrons are to remain in fenced-in bar areas when consuming alcohol and are not permitted to leave those areas with beer/alcohol drinks.
A pop-up bar will be placed half-way on Rio Grande where beer and non-alcoholic beverages will be served.
ID bracelets will be supplied for persons over 21
All volunteers and staff will be trained on friendly intervention
Pitch is all family friendly except for bar area 21 and over only
Alternative beverages to alcohol provided
Food available at all times
No designated smoking area
Will contact tipsy taxi services or police for intoxicated attendees
Public transport will be promoted from Mill St. bus terminal and Ruby Park
Ambulance and EMTs on site
We always discourage drinking and driving, as the majority of our attendees stay at hotels in Aspen.
There will be a clear path of travel throughout event... Wagner Park and Rio Grande Park are wheelchair accessible.
Aspen public transport already caters to disabilities
No portable restrooms, public restrooms wheelchair accessible already
All food and vending areas will be accessible
All signage will be located so as not obstructed
Adequate lighting will be provided if the need arises
Alcohol Permit & License:
Liquor License for the four day event will be submitted, event insurance through Lloyd’s of London has been obtained and will be emailed to Special Events and the City Clerk.
Food will be prepared by club members and will be served in a regulated way
Food will be cooked in the Beer Garden
Trailer or refrigeration truck will house food/cooking supplies or else will be packed up at the end of each day.
Parks/Open Space Permit:
Aspen Rugby , PO Box 4099, Aspen, CO 81612
Jerome Hatem PO Box 4099, Aspen Co 81612
Participants- Between 24-28 teams varying between 15 and 30 per team
Temporary structures: We will probably have two small open walled tents - one on the north side of Wagner and another in the Beer Garden so servers can operate out of potential weather
We do contact the Parks department and water departments before we do any set-up for the event
Reviewed and accepted: NO
Sales Tax & Bus. License:
Aspen Ruggerfest 50
Aspen Rugby Club Inc.
PO Box 4099, Aspen, Co 81612
License No - 09857
Reviewed and accepted: NO
Our temporary tent structures will have no more than 3-6 people underneath serving food and beverage. They will most probably be 8` x 12` or some other measurement that is under 120 square feet
No rerouting of traffic is needed
We will drop notices of the event prior to the event indicating the use of a PA system and crowd gathering on Wagner Park and Rio Grande between September 15-18 2016
Event Holder Insurance Application
Event: Aspen Ruggerfest 50
Applicant: Aspen Rugby Club, Inc.
Address: P.O. Box 4099, Aspen CO 81612
Event Contact: John Lasallette
|REVIEWING AGENCY COMMENTS/STATUS:||Overall Status:||Approved|
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Approval Agency Request [06/21/2017 12:28 PM] The Zgreen checklist has been received and approved.
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|= Not Yet Reviewed = Need More Info = Declined = Approve|