Department Info
Pitkin County
Community Development
Michael Kraemer
(970) 920-5482
michael.kraemer@co.pitkin.co.us
Open Space and Trails
for all events on Open Space property
John Armstrong
(970) 920-5399
john.armstrong@co.pitkin.co.us
City of Aspen
Special Events
Kirstin Klein
(970) 429-2094
kirstin.klein@cityofaspen.com
Snowmass Village
Special Events
(970)923-3777
events@tosv.com
JAS Crawfish and Cruisers
| Primary Jurisdiction: | City of Aspen |
| Overall Status: | Approved |
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Specific location(s): Aspen Historical Society 620 West Bleeker, Aspen, CO 81611 |
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DATES/TIMES:
Set-up: 06/07/2017 12:00 PM
Start: 06/08/2017 05:30 PM End: 06/08/2017 08:00 PM Dismantle: 06/09/2017 12:00 PM |
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PRIMARY CONTACT:
Holly Upper Send e-mail
Jazz Aspen Snowmass 110 E. Hallam, Suite 104 Aspen, CO 81611 Phone: (970) 274-0832 Fax: (970) 920-9135 Work: (970) 920-4996 x.105 |
SECONDARY CONTACT:
Corree Isley Send e-mail
Jazz Aspen Snowmass 11, Suite 104 Aspen, CO 81611 Phone: (274) 274-0832 Fax: (970) 920-9135 Work: (970) 920-4996 x.107 |
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OTHER CONTACTS: During event - contact names & phone numbers
Primary: Holly Upper (970) 274-0832
Secondary: Corree Isley (843) 670-8008 Medical: Holly Upper (970) 274-0832 Parking: Holly Upper (970) 274-0832 Safety: Holly Upper (970) 274-0832 Security: Holly Upper (970) 274-0832 Transportation: Holly Upper (970) 274-0832 |
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| DETAILS & DOCUMENTS: | ||||||
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Event Summary:
Approximate expected attendance numbers each day. – 175 - 190 people in total
Staff – 6 people (4 from JAS & 2 Aspen Historical Society (AHS)) Volunteers – 12 people Independent contractors – 3 contractors Security – 0 security Vendors – 0 vendors Is the event open to the public? Yes Will a fee(s) be charged to participants? If yes, please list fee(s). $45 advance purchase and $50 day of fee for food, drinks and entertainment. Will the number of participants be limited? If yes, how will the limit be maintained? Yes, it will be enforced through wristbands and entry fee count. Advance training for volunteers? When? Yes, the majority of the volunteers will be our JAS Advisory Board Members, which we will meet with on Tuesday, June 6th to go over final details but they are also helping to plan the event and know a lot about the event based on their involvement. We will also have training day of at 4 pm for the volunteers associated with ZGreen Initiatives. Amplified music? Yes, we plan to have a few Student Bands play on the steps of the Aspen Historical Society. They would be rotating throughout the course of the evening. We also plan to have the Basalt Streethorns (a New Orleans-style marching band) perform a few songs midway through the event. | ||||||
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Site Plan (and maps):
Boundaries - It will be contained to the East Side of the Aspen Historical Society
Site Improvements - The Band will be stationed on the stairs on the Historical Society - Wheeler Building. A 44` x 43` tent will be put up at the edge of the concrete patio expanding into the lawn. There will be a few banquet tables under there to accommodate some guests eating. It will also be where the food and bars will be stationed. The food table will be on the end closest to the Carriage House (next to the cooking tent) and the bars will be on the opposite side. A 10` x 10` cooking tent will be adjacent to the large tent next to the Carriage House. A 10` x 10` might be put up at the entrance (dependent on weather needs). Either way there will be a table stationed there to administer the check-in process. All tents will go through the permit process. Cocktail Tables will be scattered around the patio and lawn. Security, Medical & Safety - Ambulance will be able to pick up in front of the entrance to the event. JAS will designate a spot for Ambulance. Transportation & Parking - The theme of the party is "Cruisers" which we are encouraging everyone to ride their bike or walk to the party. We are hopefully going to offer loaner bikes for free too. For those that drive, there is on-street parking. Sanitation and Solid Waste - The Aspen Historical Society has given JAS permission to use the new patio bathrooms that they have on-site. There are two in the new Carriage House building which are ADA accessible and one on the main floor of the Museum Building. JAS will provide a wash station in easy access to the site so people can clean up. Signage will be used to direct people to all locations.
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Communication Plan:
Holly Upper – 970-274-0832 – Event Director
Corree Isley – 843-670-8008 – Assistant Event Director Travis McDiffett – 970-925-3721 x 107 – Aspen Historical Society’s Program Coordinator Andrea Beard - Another JAS Staff Member helping implement 970-379-6038 Katherine Peach - Another Staff Member helping implement. 517-294-1008 One Other Staff Member from Aspen Historical Society (TBD) Emergency Medical Service Providers – There will be no Emergency Medical Service Providers on site but they will be notified prior to the event about the event so they are aware of it. All volunteers and staff will be instructed to find Holly or Corree if an emergency arises and they will call 911 if the emergency necessitates it. Public Information – If information changes about the event, JAS will send out a blast email and notify people via the newspaper. The signage at the event will direct people to the restrooms and the wash stations. There will also be signage for depositing trash and recycling properly. Those stations will be manned with volunteers to aid in this process. | ||||||
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Security Plan:
We have not hired a professional security system.
Law Enforcement`s services will not be requested unless there is an emergency. Security Contact - Holly Upper 970-274-0832 | ||||||
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Medical Plan:
Emergency Medical Services will be summoned via 911. All JAS staff and volunteers will by instructed to find Holly or Corree if an emergency arises. They will assess the situation and call 911 if necessary.
We do not intend to have Licensed professional Emergency Medical Services on site. We do not intend to have Ambulance Coverage We do not intend to have an Aid Station but will have a first aid kit on site by the entrance desk. All the volunteers will be shown where it is located. | ||||||
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Safety Plan:
Maximum 175 -190 people. Since it is a paid event we will have a defined maximum capacity that we will not go over and track through sales. JAS Staff, Bartenders and people dispensing the food will ensure that everyone has paid through a wristband system. They will check for wristbands and they don`t have one they will be directed to the entrance to purchase a ticket, if available.
We intend to have a JAS staff meeting with the Aspen Historical Society and volunteers. In the meeting, we will instruct everyone to contact Holly or Corree if an emergency arises. They will assess the situation and call 911 if there is an emergency. We will show all the JAS staff and volunteers the location of where the ambulance should pick up, if necessary, and where the first aid kit will be. Does the event pose substantial risks to the individual participant or public safety? No Does the event occur in wilderness, swift water/open water or mountainous terrain and have the potential to affect normal public safety resources? No Will you be using fixed wing or rotor aircraft? No Safety Contact - Holly Upper - 970-274-0832 | ||||||
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Transportation/Traffic Plan:
The theme of the event is "Cruisers" and JAS is encouraging all attendees to come to the event via their bike or walking with a note on the advertisements.
We are going to try and work with WeCycle to see if we can get cruiser bikes for interested participants. For those that chose, they can drive and park at the site. We will NOT require cones, barricades or "No Parking" signs. | ||||||
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Parking Plan:
Again, we are encouraging people not to drive so there won`t be a need for a lot of parking. Attendees that do drive will find available spaces around the West End.
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Sanitation/Recycling Plan:
MRI
Jeremy 970-319-3453 / jeremy@mrico.com We will have 5 stations for sanitation and recycling. Each station with have a compost waste bin, a recycle waste bin and a trash waste bin. We will work with Aspen ZGreen to train volunteers and staff on proper procedure for manning the stations. On-site, JAS is paying for a compost dumpster through MRI. The Aspen Historical Society is allowing us to use their recycle and waste dumpsters that are already on site. In the Carriage House, on-site, there are 2 restrooms that patrons will have access to that are handicap accessible. There is another one on the floor of the museum. If construction is delayed and the bathrooms in the Carriage House are not accessible, then JAS will rent portable restrooms. JAS is renting a wash station through MRI that will be easily and visibly accessible on-site. | ||||||
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Alcohol Mitigation Plan:
Is your event going to involve the sale and/or distribution of alcoholic beverages? Yes
Hours of operation (include dates and times) – 6/8/2017 from 5:00 pm – 8:30 pm Alcohol service should be ceased at a predetermined time prior to the end of the event. – Alcohol will stop being served at 7:45 pm We will be providing a non-transferable ID bracelet to every patron that is 21 years old and over. We will use TIPS trained servers that will be checking everyone for the appropriate wristband to indicate that they are 21 years or old. We will provide alternative beverages to alcohol like juice, water, and soda. Food will be available at all times (Crawfish, Potatoes, Corn, Pretzels, Chips) Smoking will not be permitted on-site. We will provide alternative transportation for intoxicated attendees, via taxis or staff giving them a ride home. We have advertised that people should ride their bikes and use alternative modes of transportation to the event but if they are too intoxicated to ride their bike, a taxi or staff member will take them home. We will not be providing a designated medical detox facility on-site. We will discourage Drinking and Driving/Biking. Staff, bartenders, and volunteers will be in charge of trying to recognize if people are intoxicated and in need of help. There will also be a statement at the event of alternative means if needed. | ||||||
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Accessibility Plan:
Will there be a clear path of travel throughout your event venue? Yes, it will be an open space with little structure other than a few tables.
Have you developed a disabled parking and/or transportation plan (including the use of public transportation or shuttle services) for your event? Yes, there will be access to pull into the back and come right on the site. Will a minimum of 10% of portable restrooms at your event be accessible? Yes Will all food, beverage and vending areas be accessible? Yes The food will be accessible off the patio and the bar as well. The Bathrooms will be via a wheelchair accessible path. Will all signage be located so pedestrian flow will not obstruct its visibility? Yes There will be signs to the bathroom and a sign at the entrance. Will adequate egress lighting be provided if your event operates beyond dusk? We plan on ending before dusk. | ||||||
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Alcohol Permit & License:
We have applied for a Special Event Liquor License through the City.
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Food Permit:
Does your event include food concessions, preparation areas and/or giveaways? Yes
The food will be served by Smoke Catering Company. They will prepare food in their facilities prior and then boil the crawfish onsite. Do you intend to cook food in the event area? Yes, via electric burners. Will food and/or cooking supplies be stored on site overnight? No | ||||||
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Parks/Open Space Permit:
Reviewed and accepted: YES | ||||||
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Sales Tax & Bus. License:
Are goods and/or services to be sold at your event? Yes, $45 advance purchase / $50 day of tickets that gets patrons all the food and drinks you can consume. JAS will also be selling merchandise (hats / t-shirts) and taking donations.
• JAS Crawfish & Cruisers • Jazz Aspen Snowmass • 110 E. Hallam, Ste. 104, Aspen, CO 81611 • 620 W. Bleeker St. Aspen, CO 81611 • 110 E. Hallam, Ste. 104, Aspen, CO 81611 • 620 W. Bleeker St. Aspen, CO 81611 • N/A • 970-920-4996 • 970-920-9135 • Holly Upper • 970-920-4996 x 105 • hupper@jazzaspensnowmass.org • 98-12570-0000 • 84-1220222 • Food and drinks • James Horowitz Reviewed and accepted: YES
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Public Notification:
In accordance of the Municipal Code, the sound decibels will not exceed 100 and the hours that the noise will occur are between 9 am an 9 pm.
JAS will notify the neighbors within 250 with the letter attached.
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Liability Insurance:
JAS is getting the City of Aspen listed as an additional insured on its existing Liability Insurance. As soon as I have it I will send it to for the files.
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| REVIEWING AGENCY COMMENTS/STATUS: | Overall Status: | Approved | ||||
| Aspen Ambulance ServiceSend an email | Status: |
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| Aspen City ClerkSend an email | Status: |
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| Aspen EngineeringSend an email | Status: |
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| Aspen Environmental HealthSend an email | Status: |
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Applicant Reply [05/15/2017 04:23 PM] 1. Permit indicates Smoke Catering Company will be providing food. All events serving food must complete the Temporary Event Food Service Application.
2. Permit indicates using existing restroom facilities plus an additional hand wash station. In the event porta potties are required, City recommends two potties for the first 100 attendees and one porta potty per 100 guests thereafter. Per cluster, a minimum of 1 of these facilities must be ADA accessible. (Please refer to Engineering for further details)
3. For questions regarding allowed noises based on time of day and other restrictions, please refer to the City of Aspen Municipal Code, Sec. 18.04.050
4. A separate hand washing station for the food prep area is provided.
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| Aspen Finance DepartmentSend an email | Status: |
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| Aspen Fire DistrictSend an email | Status: |
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Applicant Reply [05/15/2017 04:23 PM] 1. Permit indicates a 44’ x 43’ tent will be utilized. Two additional 10 x 10‘tents are also indicated. One 10x10’ tent will be used as a kitchen area utilizing electric burners to boil crawfish. Tent Permits are reviewed and inspected by the Aspen Fire Protection District and are required for any temporary tent, canopy or membrane structure larger than 400 square feet. Please complete the tent permit and submit to the Building Department. After setting up the tent/temporary structure and prior to the start time of your event, an inspection must be conducted by the Fire Department prior to your event opening. Please coordinate with Jan Legersky at the Fire Department an inspection of the tent and any temporary structures prior to the event opening. Jan.legersky@aspenfire.com or 970.925.5532
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| Aspen ParksSend an email | Status: |
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| Aspen Police DepartmentSend an email | Status: |
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| Aspen Risk ManagementSend an email | Status: |
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Applicant Reply [05/15/2017 05:39 PM] Needs updated COI
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Applicant Reply [05/22/2017 10:26 AM] COI Received and approved 5/19
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| Aspen Special EventsSend an email | Status: |
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| Aspen StreetsSend an email | Status: |
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| Aspen TransportationSend an email | Status: |
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| Aspen ZGreenSend an email | Status: |
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= Not Yet Reviewed  = Need More Info  = Declined = Approve
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