Rob Thomas Send e-mail
930 W. 7th Ave
Denver, CO 80204

Phone: (720) 220-9296
Work: (720) 931-8705

Sherwood Webber Send e-mail
930 W. 7th Ave
Denver, CO 80204

Phone: (303) 249-7676
Work: (720) 931-8714

Site plan layout is similar to year’s past. The most notable highlights are:

-Pedestrian Walkways – Interior site – Main Field (reinforced with metal posts and bike-rack barricades, as well as “moat” in front of stage and Patron Patio fence-line.
Brush Creek Road Underpass & “Over the Road” – We will utilize the underpass, as well as the “bike/cart path” to accommodate concert-goers- this will provide the needed two options to get from the “main” site to the JAS Village.

-Village (side) Box Office location– Same as years past This will enable adequate space for cuing of attendees. Storage tents will again be utilized at each entrance to secure materials that are not allowed on site (e.g. high-back chairs)
- Shuttle bus turnaround can successfully be executed around the “island” on that side. A combination of barricades, cones and traffic control personnel will be needed for proper execution.
-Rodeo (side) Main Box Office location– will be built on platform in the tree-line ditch where cart path can serve as a lane for ticket purchases and will call pick up. This should maximize the space in which ticket holders can enter freely through “main entrance.”
-Main Entrance- safety and control of the line will eliminate any potential problems. Will have one dedicated lane for ticket holders without bag check; two (2) lanes for bag check, and one (1) dedicated and manned EXIT lane. The lanes will be defined by adequate signage AND BIKE-RACK BARRICADES.
-Backstage & Vending Village area – secured with chain-link fencing
-Cuing Lines for RFTA side - (exit plan to maximize speed of loading busses is the main priority).
-Cuing lines on the “Village Box Office” – (control safety and speed of service to maximize customer service).

• The closure of Brush Creek Road (through Festival site- Local Horse Ranch traffic only) from 5:30pm Thurs. 8/30 through 2:00 PM Mon. 9/3
• The intercept lot (Hwy 82 & Brush Creek) will be utilized to accommodate 1000+ cars (City of Aspen). Additional trash bins, lighting and toilets will be provided in this location.
• NO camping will be allowed or tolerated.
• NO “After Dark” series at the TOSV Upper Mall.

ELEMENTS OF THE PRODUCTION:
The following entities include the physical make-up of the JAS Labor Day production. While most are consistent with years past, there are new elements that will enhance the “festival experience” as well as ensure the safety of all concert-goers.

1. THE FESTIVAL SITE
The grounds will be open to the public beginning prior to show time (5 PM on Fri. 8/31, & 2 PM on Sat. 9/1 and Sun. 9/2.
The addition of 6’ high chain-link fence at the following areas will assist in overall security: backstage, main entrance, village side entrance, vending area.

As in year`s past, the festival site will include the softball field (TOWN PARK), the closure of Brush Creek Road and the soccer field.

-Softball field will include “Main Stage,” JAS Music Club, JAS Patron tent & food court, bars, and a few merchandise vendors. No hospitality tents will be on main site. NEW THIS YEAR: JAS has partnered with Vivid Seats (www.vividseats.com) to offer a new festival experience for a limited group of guests each day. The Vivid Seats Lounge will be a Hospitality Tent and Patio located with an elevated private platform viewing area and cash bar.
-Brush Creek Road will act mainly as a pedestrian thoroughfare and include the two Festival Box Offices, check-in tents, and the main hub for porta-toilets.
-Soccer Field (JAS Village) will include food & craft vendors, kiddie corner, picnic area, toilets, FEST MERCHANDISE, the LED screen to view main stage performers, and a small “village” music stage (TBD).

Full service bars will be set up throughout the grounds and will be open daily from 5 PM –Fri – thru 10:30PM Sun 9/2, until twenty minutes before close of all evening concerts. Posting of closing time for each bar will be executed via dry erase boards. (see pg. 4 for add’l liquor info.). The times posted on permit are 1pm to 11pm for uniform flexibility- hard times will be verified with TOSV Police.

Proper special event liquor permitting is being executed through TOSV. All liquor sold will be the sole responsibility of JAS. JAS staff, management, and bartenders will be the only personnel selling alcoholic beverages. All revenue will go to JAS to help offset the costs of the festival.

Handicapped vehicle access will be available at the Rodeo parking lot. There will be at least twenty (20) handicap spots in each parking area. We are confident that the availability of the rodeo arena and other space should prove more than adequate to the Festival needs.

14 food & up to 10 craft vendors will be available on site to the general public (JAS Village), with each following strict adherence to Pitkin County Health Dept. guidelines and permitting, and obtain proper business licenses through TOSV.

No camping will be allowed or tolerated. OVERNIGHT SECURITY WILL ENFORCE.

Fenced off “Backstage Area” will NOT be accessible to the general public and will serve as an artist/staff commissary.

Power will be supplied through generators contracted through JAS. AS IN YEARS PAST, A WALK-THRU & INSPECTION WILL BE COMPLETED WITH TOSV OFFICIALS PRIOR TO THE START OF THE FESTIVAL. Through closing each night, the area surrounding the site will be appropriately lit via light towers in order to avoid confusion. An overnight security team will be on-site throughout the festival weekend.

Designated smoking area will be marked and maintained throughout the event – “smoke free zone” will be promoted thru public address throughout the fest weekend.

Ped/Bike path will be maintained during event.

JAS will work with Public Works to coordinate irrigation timing.

On-site bear proof food storage for vendors where appropriate. All food not locked down will be removed nightly.

site map Labor Day 2012.pdf

524.74 k

SECURITY
Access to the site will be monitored by paid security hired and managed by JAS. This security force will be visibly present within the site itself, monitoring the perimeter, and any (and all) relevant areas that require monitoring to insure the integrity and safety of the site. We estimate a corp of 60 security/traffic/parking personnel will be staffed throughout each festival day. We will also have (2-4) overnight security to patrol the grounds.

The following “area captains” will be identified are be a part of our planning meetings starting in August:
-Rodeo Side- Main Gate
-Rodeo Side – RFTA Loading
-Village Side – Main Gate
-Village Side- TOSV Shuttle Load-In
-Parking Captain
-Traffic Control Captain

All guests will have re-entry to the festival throughout each day. They must have their credentials with them in order to re-enter the festival site.
Artists and working personnel have access backstage, but must have backstage credentials.

CROWD MANAGEMENT PLAN
For patrons attending the event, there will be a mandatory bag search and the size of bags will be limited to a size of 12”x12”x12” (approximately the size of a normal school backpack); large camping-style and frame backpacks will not be allowed. At no time will search personnel put their hand into a bag – search personnel will perform visual inspections of the contents of each bag, will feel the outside of each bag, and will ask patrons to remove items that seem exceptional and/or are blocking the view of other items in the bag.

Signs will be posted at the gates that clearly list out the items that are prohibited from entering the event site and searchers should be educated and briefed in the list of items – gate Supervisors will have the final say on whether any particular item is to be allowed.

Finally, prohibited items should be listed on the venue and/or event website to allow patrons to become educated prior to the event taking place.

Crowd control barricade, tens-a-barrier or other crowd management equipment will be used at entrance points to control crowd flow and ensure that there are orderly lines leading into the ticket taking points.

All search personnel are required to have a flashlight to aid in searching contents inside of bags.

There will be access to the backstage areas from non-public spaces and access will be controlled by security guards stationed at key points. All persons with access to backstage areas must be issued credentials and the credentials must be visibly worn at all times – security guards will check credentials at all access control points regardless of whether or not they recognize the person with the credential. Pass sheets must be made available to all security guards at all access points and will be posted conspicuously at each access control point for not only the guards to refer to, but also as a visual representation of credentials allowed past a particular point for those persons to whom credentials have been issued. Stage Production Managers through the security Supervisors will make the final determination on the access levels for each credential as the access levels may vary from act to act or at different times during each festival day. Persons attempting to go through access-controlled areas without the proper credentials will be stopped and warned and repeated attempts to enter into such areas without the appropriate credentials may result in the ejection of the persons and/or the involvement of law enforcement personnel.

EMERGENCY PLAN
There will be no divergence from the plan that is pre approved with the Snowmass Wildcat Fire Protection District and the TOSV Police. This will include:
- Two EMS stations – backstage berm & main field (per 8/18 mtg w/Fire)
- 6’ Walkways will be constructed with a combination of “bike-rack barricades and snowfence posts, to be kept clear at all times by JAS security.
- Fire/emergency lanes to provide access to the grounds, backstage, concession areas and the Patron area.
- All tents will have flameproof certificates, and will meet uniform fire code.
- Fire extinguishers will be in all appropriate structures (tents), on stage, backstage and in all vending areas
- The field entrances and exits are marked on the site plan
- Paramedics will be hired through Snowmass Wildcat. JAS will provide two 15’x15’ tents which will be highly visible on-site for the EMT group with premium toilet units.
- Site walk-through will be scheduled with Snowmass Wildcat Fire Protection District and the TOSV Police prior to August 28 for safety approval.
- Any deviations from the above will be approved by Snowmass Wildcat Fire Protection District and the TOSV Police

•THE PUBLIC ADDRESS WILL BE AVAILABLE FROM EACH OF THE THREE FESTIVAL STAGES TO PROVIDE INFORMATION AND DIRECTION IN CASE OF EMERGENCY.

•A PSA CAMPAIGN AND SIGNAGE WILL PROMOTE PUBLIC TRANSPORTATION AS WELL AS "DON``T DRINK & DRIVE MESSAGE."

PARKING
The lots available are as follows:

1) INTERCEPT LOT
CAP: roughly 1,600 spaces
COST: Free
DESIGNATION: Patron parking. The majority of staff are also encouraged to park here and use the RFTA bus.
RFTA bus: Free to the general public and will take to event site. RFTA runs on Brush Creek Road.


2) TOSV Rodeo Lot (limited-based on availability)
CAP: 300 spaces in the paved area, 150 spaces in the dirt area.
COST: JAS Patron Parking – FREE with FEST Permit. Otherwise, $20 per car.
DESIGNATION: Patron parking. 20-40 spaces will be reserved for the TOSV rec center. VIP guests can park in the allotted rec center spaces. Vendor village is located next to lot so vendors will also be parking here. The rest of the spaces will go to patrons and some staff. Limited ADA will also be available. No oversized vehicles allowed.
SHUTTLE: free

3) BASE VILLAGE PARKING GARARGE
CAP: 240 spaces available to the general public (not exclusive to JAS parking).
COST: Free
DESIGNATION: Patron parking. Roughly 15 ADA spots available. No overnight or oversized parking (8 ft. height restriction in garage)
SHUTTLE and RFTA available and free

4) NUMBERED LOTS
CAP: 10 of the numbered lots will be available to us. There will be roughly 600 spaces daily, open to the general public (not exclusive to JAS parking).
COST: Free
DESIGNATION: Patron parking. Overnight parking is available.
SHUTTLE: free

5) BACKSTAGE (half of the golf course lot)
DESIGNATION: Artists and crew who need to be on site. Oversized vehicles and Tour busses are allowed. Must have a backstage parking pass to park here.

Note: Two Creeks - NO FESTIVAL PARKING (JAS will park empty semis in back lot). Signage and barricades will communicate “No Festival Parking”.

Parking lot information will be posted for the general public on the Jazz Aspen official website.

JAS will provide written approval for each parking area from respective owner/operator.

JAS will be responsible for the operation of all parking areas with adequate staff. A “supervisor” for each parking area will be assigned and will maintain contact with the supervisor at all times to ensure proper traffic direction.

Parking staff requirements will be hired and managed by JAS and will be on-line with expected attendance by day.

Toilets, trash recept & light towers will be used again at intercept lot to accommodate.

Parking staff hours are: Fri.3pm = 11pm & Sat-Sun Noon - 11:00 PM. Traffic control will be part of egress, 45 minutes after start of last act.

Traffic control will provide proper equipment (as in year’s past), as well as flaggers for the TOSV turnaround drop-off at festival. Message boards will also be rented for event – up & down valley sides of Hwy 82 informing attendees of parking options.

Participants will find parking areas via signage and vested parking staff.

All parking revenues will accrue to JAS (dependent on agreement with ASC).

Parking passes will be issued by JAS for backstage parking (staff/vendors), and “JAS Patron” (VIP) for Rodeo Lot.

JAS will provide visible park and signage.

As lots fill, the JAS parking team will communicate via radio and participants will be directed accordingly.


TRAFFIC CONTROL
In review with all participating parties, we will finalize numbers of traffic control team, through AES (Randall Meeker).

The following are areas of note:

1. Pedestrian Crosswalk - Brush Creek Road @ Horse Ranch
This area can be effectively managed with one security personnel. We will work with Roads Dept. to paint crosswalk lines. Two (2) on either side of Brush Creek Road controlling pedestrian movement, and one (1) with “stop/slow” watching for shuttle bus turnarounds.
JAS will review with Public Works appropriate “painting” and/or “signing” for crosswalks.

2. Brush Creek & Highline
With roundabout- security will be positioned and handle information for festival days after road closure.

3. OWL CREEK & HIGHLINE – TOSV police will handle intersect for Thurs afternoon (8/30) when Brush Creek is closed.


EGRESS
The main goal is to improve exit time and pedestrian traffic flow. Exiting the site at the end of the event is when the highest volume of the event traffic occurs. We will work to get people off site in under and hour.

Working to improve bulleted areas below:
• Well designed Staging Areas & Cuing Lines
• Personnel
• Equipment – buses & barricades
• Signage

The daily main act will complete performance approximately around:
-Fri. 8/31: between 10:00-10:30 pm
-Sat. 9/1: between 9:00-10:00 pm – (*on-site after party ends around midnight)
-Sun. 9/2: between 9:00-10:00 pm

Communication is the key between all parties. On call for roughly 20 minutes prior to end of show, egress is handled between TOSV Police, RFTA & TOSV Transportation, and Festival Security, Traffic Control & Parking staffs.

Based on locations of RFTA pick-up areas, adequate cueing areas will be protected for lines to develop.

TOSV Transportation shuttles will be staged on the opposite side of the festival site on Brush Creek Road. On-Site signage would also communicate TOSV Shuttle egress area.

Signage will be posted at Meadows Road throughout the festival day to detour all vehicles (other than TOSV Shuttles) from approaching site.

Shuttles can drop/pick-up attendees along Clubhouse Drive. This would eliminate congestion on both the Village shuttle side, and the RFTA/Ticket Booth side.

Again we will use light towers to adequately light the egress and exit from site.

LIQUOR
A special use liquor license will be applied for with the TOSV by JAS for the Labor Day Festival. JAS will provide TIPS trained bartenders for service. Identification will be checked at the entrance gate. All persons over the age of 21 will be given a colored wristband. These wristbands are not removable, nor are they transferable. No one appearing intoxicated will be served. We will keep very strict control on the sale of alcohol at this event. Concert-goers will not be allowed to bring alcohol or glass containers in to or out of the festival site. The only exception would be for special dietary needs (e.g. diabetics and infants).

STAFFING
Bar Manager for this event will hire the staff, order inventory, and oversee how everything is running. Staffing will be adjusted according to ticket sales. There will be two event managers. They will manage a team of approximately 50 tips trained bartenders, bar backs, runners, etc. Local law enforcement will be hired to assist in parking and pedestrian traffic movement, plus upwards of 50 volunteers over the 3 day weekend.

In order to alleviate long lines and customer dissatisfaction, four (4) drinks per person will remain the maximum served at any one time. Furthermore, security throughout the Festival will be put on notice to keep a sharp eye out for underage or abusive drinking, and will be more thorough in bag checks at the front gate.

Signs acknowledging days and hours of operation will be at every bar. There will be 5 cash bar stations.

CONTROL OF THE PREMISES
-Secured fencing, controlled access points, well lit signage and employee education will deal with the issue of controlling the flow of alcohol on and moving off the property.
-We will ID everyone, and anyone over 21 must wear a wristband if they will be drinking/ordering drinks. Bar staff will be trained to ID anyone that looks questionable whether or not they have a wristband.
-Wristbands will not only be required to purchase alcohol, but will be required to hold alcohol
-Zero-tolerance policy for outside alcohol and underage drinking. Underage drinkers that are encountered by security personnel will be turned over to local law enforcement personnel for processing.
-Zero-tolerance policy for outside alcohol that is smuggled into the event, which will result in immediate ejection.
-Bags will be checked thoroughly and nothing in the form of liquid will be allowed in or out except sealed water bottles.
-Patrons that appear to be too intoxicated during security screening shall be denied entrance to the venue – depending on their level of intoxication and willingness to comply with instructions to leave, such patrons may have their tickets removed by security personnel to prevent their attempting to enter through another entrance at a later time.
-Should it become necessary, local law enforcement will become involved and/or medical personnel to perform an evaluation on any patrons appearing to be too intoxicated that have made it to the gate and have been denied entry.
-Alcohol will be stored in lockable vending trucks onsite with overnight security posted.


ALCOHOL & DRUG MITIGATION
In a continuing effort to keep the safety of our attendees the top priority, JAS will continue to promote the problems associated with intoxication in our PSA campaign and stage announcements. “DON’T DRIVE IMPAIRED” signage will be posted in all festival parking lots. Vehicles that are left in designated parking lots for this reason will be tolerated with no fine.

DETOX WILL BE LOCATED AT TOSV INFO CENTER IN REC LOT AND WILL HAVE A 20X20 TENT WITH PORT-TOILET PROVIDED BY JAS.

Application Special Events Permit _ Liquor Licensing.pdf

1.68 Megs

same as years past - will review with Public Works
Reviewed and accepted: NO

If needed - walk-thru & inspections will be conducted with all appropriate TOSV & County departments.

Town of Snowmass Village COI.pdf

45.35 k

Applicant Reply [08/27/2012 01:03 PM] Event Approved 8-27-12. Temporary Use Permit w Conditions attached at this on-line website.

Approval Agency Request [05/02/2012 12:48 PM] JAS must contact Snowmass-Wildcat Fire Protection District to contract and pre-pay for emergency medical services. All tent permits must be arranged for prior to event. Provide a site map for this years event.