Set-up: 08/12/2012   12:00 PM
Start: 08/12/2012   09:00 AM
End: 08/12/2012   04:00 PM
Dismantle: 08/12/2012   04:30 PM

Primary: Stephen Pinsky   (970) 920-6605
Secondary: Mike Simmons   (970) 390-5438

1. Approximate attendance 199
2. Personnel each day:
Aspen Science Center Staff: 4
Volunteers: 6
The only contractors are for portable toilets
There will be about 20 people associated with display and shows
4. The event is open to the public and will attract primarily children and their parents
5. There will be no fee
6. Yes we will meet with staff and volunteers for training
7. There will be no amplified music but amplified speach
Event Summary
We expect that 199 people will attend the event. The event is not set up for people to attend for the entire seven hours the event will run. On average we anticipate that people will stay for about two hours. Therefore we anticipate the maximum numbers of people in the park at any one time will about sixty-five people. Generally speaking science festivals are not known for attracting crushing crowds. We have never had more than 100 people at our pervious events.
We are planning to have four staff members and six volunteers at the event. The event is open to the general public and there will be not fee. The will be no amplified music at the event. There will be a meeting with the staff and volunteers before the event to discuss general procedures, schedules and to pass out contact telephone number.

Communication between myself and all of the staff and other members of the Aspen Science Center will be by cell phone. We will prepare a list of all the people involved in the event and distribute it two days before the event by e-mail and on paper.
The park will be open and there will be no specific entry or exit point so there will be no need to communicate with patrons of the festival about entering or exiting the event. There will be no set path that patrons will have to follow in the park. Booths and tents will be set up around the park and people will wander around to the events and activities that interest them. Schedule and maps of the festival will be available at the various places around the park.

Medical coverage will be provided through 911. All staff will be instructed to call 911 if any issue arises. The park has easy access to City streets from all four sides so clearly Aspen Emergency service is the best option for this one-day event which will not have large crowds.
Insurance will be provide either as a rider to the Aspen Center for Physics liability coverage or through the City of Aspen. Stephen Pinsky will be the Security Contact at all times during the event.

We are not planning to have any special transportation for the event since we are only estimating approximately 65 people in the park at any one time. People will come to the event by foot, bike, public transportation and automobile. There is ample parking in the area either on the street or at the city garage two blocks away and RFTA bus stops nearby.

We will not be hiring a professional security company. If security issues arise we will contact the local police department for assistance.
We will provide temporary waste containers on the morning of August 12 and remove them on the evening of August 12. They will be placed around the park for incidental waste. The plan is to have enough containers so that it will not be necessary to empty any of the containers during the event. The event itself is not anticipated to generate significant waste. We are contracting with Mountain Roll-offs Inc. to provide three portable toilet facilities for the less than two hundred people anticipated to attend the event. Paepcke Park is close to a number of commercial establishments so it will not be necessary to provide ADA compliant facilities.

The only structures that will be used for the festival are tents. Therefore all of the festival activities will be totally accessible or more precisely they will be as accessible as the park is.

There will be no food facilities.

Nothing will be sold at the event and The Aspen Science Center is a 501 ( c ) 3 tax exempt organization.
Reviewed and accepted: YES

We do not anticipate any usual noise, parking, or traffic impacts but will notify nearby residences if advised to do so by the City. There will be amplified sound for the scientists speaking on the stage.

George Stranahan, geostranahan@gmail.com
Donnie Lee, DLee@destinationhotels.com
Jane Kelly, jane@aspenphys.org, Admin VP Aspen Center for Physics
Mick Ireland, mick@sopris.net

Approval Agency Request [05/30/2012 11:52 AM] Please contact Buddy(274-2161) for line locates for tent set up one week prior to event. Call Steve Jaworski with any other needs. 970-379-5568