City of Aspen - Town of Snowmass Village - Pitkin County

Special Event On-line Application


Application Instructions

PERMIT PROCESS

A Special Event Permit is required for all events in the City of Aspen, the Town of Snowmass Village and/or unincorporated Pitkin County. In general, any organized activity involving the use of, or having impact upon, public property, public facilities, parks, sidewalks, roads or the temporary use of private property in a manner that varies from its current land use, requires a permit. Events that wish to make use of Pitkin County Open Space and Trails require a separate permit. Please click here to access the Open Space and Trails application.

The permit process for a Special Event Permit begins with the applicant completing the online application and submitting it. Fees will be required shortly after submission and will vary depending on the event.

Start your application here for:

NOTE: If your event will occur within multiple jurisdictions identify the jurisdiction where the majority of event impact will occur as the primary location.

After review of your application by staff and applicable referral agencies, you will be notified if your event qualifies for a permit and whether it requires other permits, additional information, and/or a meeting with the Special Event Committee. Fees and damage and/or security deposits will be determined at this time. The Special Event Committee is made up of agencies involved in the permitting process or whose resources may be impacted by the event.

The framework and guidance for the issuance of Special Event Permits is provided in:

It is our goal to assist event organizers in planning safe and fun events that have a minimal negative impact on the community and public resources.

NOTE: This application works best with a PC and Internet Explorer. If using a MAC, you will want to use the FireFox Browser. It can be downloaded at: Mozilla Firefox.


EVENT CATEGORIES

Events are categorized as Minor, Moderate or Major, which is determined based on their impacts on the community. The application and review processes vary according to the event category, as follows:

      MINOR EVENTS           MODERATE EVENTS           MAJOR EVENTS      
Minor impact (see impact list below) Minimal or Moderate impact (see impact list below) Significant, cross-jurisdictional impact (see impact list below)
Submit Application at least 30 Days prior to event Submit Application at least 60 Days prior to event Submit Application at least 90 Days prior to event
Damage/Security deposit as determined Damage/Security deposit as determined Damage/Security deposit as determined
Up to three   impacts below requires a Minor Event Permit Up to three   impacts below requires a Moderate Event Permit Up to three   impacts below requires a Major Event Permit
  USE OF PUBLIC PROPERTY
  MUSIC/NOISE/ FIREWORKS
  ALCOHOL
  UP TO 500 PERSONS
  ONE (1) DAY OR LESS DURATION
  PUBLIC PARKING
  PUBLIC TRANSPORTATION
  FOOD VENDORS
  FIRST RESPONDERS CONTRACTED (FIRE/MED/LAW)
  MULTIPLE PUBLIC PROPERTIES
  STREET CLOSURE
  MUSIC/NOISE/ FIREWORKS
  SANITATION SERVICES CONTRACTED
  PUBLIC TRANSPORTATION CONTRACTED
  MULTIPLE 1ST RESPONDERS CONTRACTED (FIRE/MED/LAW)
  NIGHT TIME
  ALCOHOL
  500 - 3,500 PERSONS
  MULTIPLE DAYS DURATION
  MULTIPLE PUBLIC PARKING FACILITIES
  EXCEEDS LOCAL PUBLIC TRANS. CAPABILITIES
  MULTIPLE STREET CLOSURES
  ALCOHOL
  CAMPING
  MULTI-JURISDICTIONAL PERMITS REQUIRED
  OVER 3,500 PERSONS


APPLICATION CHECKLIST

USE THE FOLLOWING LIST TO GUIDE YOU IN DEVELOPING YOUR EVENT PLAN.

Site Map: Produce an accurate detailed drawing of your event. Complete Site Plan, Section 2.

Communications: A plan, including all staff cell phone numbers and radio information must be provided. Complete Communications Plan, Section 3.

Security: Required if serving alcohol. Event organizer may want to hire private security to secure valuables/goods. Complete Security Plan, Section 4.

Medical: If you are providing Emergency Medical Services by calling 911 or hiring a professional service you must provide this plan. Complete Medical Plan, Section 5.

Safety of Event: You will be expected to produce a safety plan related to your event. Complete Safety Plan, Section 6.

Transportation: If your event is going to require the use of buses, vans or taxis to transport attendees or staff to and from your event please provide a detailed plan. Complete Transportation/Traffic Plan, Section 7.

Road/Street/Trail Closures: Do you require road, street or trail closures? Will your event use any public or private roads? Complete Transportation/Traffic Plan, Section 7 and Public Notification, Section 17.

Parking: If your event will impact area parking or you will be utilizing specific parking lots for your event please complete Parking Plan, Section 8.

Sanitation Recycling: What temporary sanitation facilities will be provided? You will be required to provide recycle containers. Complete Sanitation/Recycling Plan, Section 9.

Accessibility: Special event venues, structures and sites must be accessible to persons with disabilities. Complete Accessibility Plan, Section 11.

Alcohol: Will alcohol be served? If yes, obtain Alcohol Permit & License, Section 12, complete Alcohol Mitigation Plan, Section 10 and Security Plan, Section 4.

Food: Will food be sold and/or provided at your event? If yes, complete Food Permit, Section 13.

Use of Property: Use of public property (i.e. parks, open space, streets/roads, trails, malls or facilities) requires approval from the jurisdiction. Use of a City or Town park/trail or County open space/trail requires a permit - complete Parks/Open Space Permit. Use of private property will require a "Letter of authorized use" from the landowner.

Vendors: Will items or services be sold at your event? If yes, please describe and attach a complete list of vendors. If the event is within the City of Aspen or Town of Snowmass Village, a Business License is required (not required if the event is within unincorporated Pitkin County). A Sales Tax License is required for vendors in all jurisdictions. Complete Sales Tax & Business License, Section 15.

Structures: Do you plan to erect temporary structures? If yes, describe size and purpose. Refer to Miscellaneous Permits, Section 16.

Electricity: Do you require electricity? Refer to Miscellaneous Permits, Section 16.

Public Notification: You may be required to notify the surrounding neighbors about your upcoming event. Refer to Public Notification, Section 17.

Liability Insurance: Liability insurance coverage for your event is required. A certificate of insurance naming the governmental entity as an additional insured must be submitted at least one week prior to your event. Coverage may also be required for any private property your event uses. Refer to Liability Insurance, Section 18.

References: Have you previously organized this type of event, locally or elsewhere? If yes, provide references (names and phone numbers). Refer to References, Section 20.


EVENTS THAT POSE A SUBSTANTIAL RISK FOR SERIOUS INJURY TO PARTICIPANTS OR STAFF WILL BE DESIGNATED AS AN EXTREME EVENT.

ANY EVENT WITH THIS DESIGNATION MUST COMPLY WITH ALL REQUESTS MARKED BY THIS SYMBOL


Event Summary & Plans

SECTION 1: EVENT SUMMARY
NOTE: Required fields are marked with "*"
*Primary jurisdiction:
*Specific location(s):
*Name of Event:

Dates/Times [mm/dd/yyyy]   [hh:mm am(or pm)]
Set-up:  
*Start:  
*End:  
Dismantle:  

               
*Primary Contact
*State: *Zip:

EVENT CONTACTS During event - contact names & phone numbers
*Primary Contact Name: Phone:   
Secondary Contact Name: Phone:   
Medical Contact Name: Phone:   
Parking Contact Name: Phone:   
Safety Contact Name: Phone:   
Security Contact Name: Phone:   
Transportation Contact Name: Phone:   

PLEASE PROVIDE THE FOLLOWING EVENT SUMMARY INFORMATION:

  • Approximate expected attendance numbers each day.
  • Personnel numbers each day.
    • Staff
    • Volunteers
    • Independent contractors
    • Security
    • Vendors
  • Is the event open to the public?
  • Will a fee(s) be charged to participants? If yes, please list fee(s).
  • Will the number of participants be limited? If yes, how will the limit be maintained?
  • Advance training for volunteers? When?
  • Amplified music?


SECTION 2: SITE PLAN (AND MAPS)
EVENT SITE PLAN/ROUTE MAP shall depict the physical layout of the event. Please provide an acurate detailed drawing or map that includes, but is not limited to, the following elements:
  • Boundaries
    • Delineate the boundary for the entire event venue, including the names of all streets or areas that are part of the venue and surrounding area.
    • If the event involves a moving route of any kind, show the particular route(s), indicate the direction of travel, label street and/or trail names and identify any street or lane closures.
    • Locate fencing, barriers and/or barricades, points of ingress and egress and any queuing lines. Advertising signs, banners, flags and inflatables, including size. Show any removable fencing for emergency access.
  • Site Improvements
    • Locate all stages, platforms, scaffolding, ramps, grandstands, bleachers, chairs, tents, canopies, booths and other temporary structures.
    • Placement of generators, electricity sources, amplified speakers, soundboards, jumbo-tron screens and lighting.
    • Locate areas for RVs, buses, trailers, vans, tech trucks or other vehicles.
    • Identify start and finish areas.
  • Security, Medical and Safety
    • Show security check points and stations; identify placement of traffic control personnel.
    • Locate first aid facilities, ambulance stationing, 20' wide emergency/fire lanes and attendee access aisles.
    • Identify ambulance pick up points for off-road or on-mountain events.
    • Identify all event components that meet accessibility standards.
    • Locate all temporary directional signage and portable night lighting.
  • Transportation and Parking
    • Identify all parking areas (on/off-site) that are needed to service the event.
    • Show the inbound and outbound transit stops that will be utilized.
    • Locate any special bus, shuttle, van or limo drop-off/pick-up areas.
    • Identify disabled parking areas.
    • Identify locations and provide a list of all informational signage.
  • Sanitation and Solid Waste
    • Locate and identify the number of restrooms and/or portable toilets and hand wash stations.
    • Placement of trash and recycle containers and dumpsters.
  • Alcohol, Food Service, Vending and Tech Areas
    • Placement of bar areas and/or beer gardens including security fencing and entry/exit gates.
    • Locate food vendors and identify those cooking with flammable gases or barbeque grills. Show all vending booths, tech booths/trailers, work areas and/or storage.

SECTION 3: COMMUNICATION PLAN

EFFECTIVE COMMUNICATION between you, the event organizer, and participants and staff can be the key to a smooth operating event. Please provide the following information in this plan.

STAFF

  • Staff contact list with designated responsibility.
  • Include all phone numbers.
  • If using hand held radios include radio channels.
  • List assigned frequencies (UHF or VHF)
  • Identify radio channels for each staffing group. i.e. Security=channel #2
  • Be prepared to provide Law Enforcement and/or Emergency Medical Services with one of your radios.

EMERGENCY MEDICAL SERVICE PROVIDERS

  • List assigned radio frequencies and detail how staff will communicate with medics.
  • Detail how medics will communicate, i.e ambulance, hospital, etc.
    • Include phone numbers

PUBLIC INFORMATION

  • Detail how you will update participants or attendees with changing information about your event. (i.e. radio spots, newspaper, etc.)
  • Describe informational signage that will serve to inform attendees as they arrive at your event.

An operational and communication flow chart will assist in organizing this information, and may be required.


SECTION 4: SECURITY PLAN

A SAFE AND SECURE ENVIRONMENT needs to be provided for your event. If you are dispensing alcohol this plan is required. Please describe your Security Plan.

  • Have you hired a professional security company (bonded/insured) to plan and manage security for your event? (Yes/No)

    If Yes, please provide the following information:
    • Security Organization
    • Contact Person
    • Mailing Address
    • Telephone/Cell/Fax/E-mail
    • List number of personnel, dates and times they will be in place and describe their duties and/or functions.
    • Show security stations on the event site plan, Section 2.
    • Include security communications in the Communications Plan, Section 3.


  • Will public law enforcement services be requested? (Yes/No)

    If Yes, please explain for what purpose (i.e.: security, traffic control, parking control?).
    • List dates and times when officers are needed.

    Public law enforcement services may be charged out at a rate to be determined in your agreement with the appropriate Chief of Police or Sheriff. The Chief of Police and/or Sheriff reserve the right to place officers and staff events as deemed necessary in the best interest of public safety. An application for an agreement with the Police Department and/or Sheriff's Department will also need to be completed in addition to this Plan.


  • Provide a Security Contact who will be available to public safety officials at all times during your event.
    • Name of Contact
    • Mailing Address
    • Telephone/Cell/E-mail/Fax


SECTION 5: MEDICAL PLAN

MEDICAL AND EMERGENCY SERVICE NEEDS of the attendees and participants are an important consideration. As the event organizer, you should develop a medical plan that is suitable for your environment and size of your event. Enlisting the help of a Licensed Professional Emergency Medical Services Provider to develop your plan is strongly encouraged. Please describe your Medical and Emergency Services Plan.

  • Will emergency medical services be summoned through 911? (Yes/No)

    If Yes, please provide the following information:
    • Name (and number) of the on site staff person designated as the medical point of contact.
    • Medical point of contact person must have the necessary information and training regarding emergency calls.
    • Identify an area or areas on your event site plan where ambulances can pick up people.


  • Do you intend to have an on site Licensed Professional Emergency Medical Services Provider? (Yes/No)

    If Yes, please provide the following information:
    • Name of Service Provider
    • Contact Person
    • Mailing Address
    • Telephone/Cell/E-mail/Fax

    Ambulance Coverage
    • Number of ambulances and staging locations at your event.
    • Number of medical staff and level of certification, i.e. MD, RN, Paramedic, EMT.
    • Identify hours of coverage for ambulance and staff.
    • Provide plan for back up services in case your medical staff becomes unavailable.

    Aid Stations
    • Number of Aid Stations and their locations at your event.
    • Hours of operation.
    • Number of medical staff and level of certification at the Aid Stations, i.e. MD, RN, Paramedic, EMT.
    • Resources available at each aid station.
    • Detail how medical staff will be identified, i.e. badges, uniforms, etc.

    Aid Stations, ambulance staging areas,ambulance routes and points of ingress/egress must be shown on your Site Plan, Section 2. Emergency medical services must be included within your Communications Plan, Section 3.


  • Provide a Security Contact who will be available to public safety officials at all times during your event.
    • Name of Contact
    • Mailing Address
    • Telephone/Cell/E-mail/Fax

NOTE: Event organizer will provide at least one of the following options:
  • Provide PARTICIPANT EVENT INSURANCE adequate to cover participant's medical expenses resulting from injury acquired while participating in your event.
  • Post MEDICAL BOND to cover EMS/hospital/areo-medical transport/physician charges. Unused bond would be refunded at 30 days post event.

SECTION 6: SAFETY PLAN

PROMOTING PUBLIC SAFETY at and around your event will help ensure your event's success. Developing a safety plan will help identify and ultimately reduce the risks associated with your event. You should consider the following a template to facilitate your safety program development.

  • Detail your proposed event attendee capacity.


  • Describe in detail the appropriate safety measures you will have in place for the event. Include in your plan the following:
    • Procedure for detecting and responding to emergencies.
    • Requests for assistance procedures.
    • Dispatch/communications for your internal emergency response. Include this in your Communications Plan, Section 3.
    • Include in your Site Plan, Section 2, emergency facilities, emergency access routes and any hazards, fire extinguisher locations.
    • Detail all safety and/or egress lighting if your event takes place after dusk.
    • Develop a written safety plan to be handed out to your staff during your safety briefing. Have your plan reviewed by Law Enforcement and the Fire Marshall.
    • Describe exit routes for attendees
    • What are your inclement weather contingency plans?


  • Does the event pose substantial risks to the individual participant or public safety? (Yes/No)

    If Yes, describe in detail all the activities, risks, or other safety issues associated with staging or participating in your event.


  • Does the event occur in wilderness, swift water/open water or mountainous terrain and have the potential to affect normal public safety resources? (Yes/No)

    If Yes, describe in detail the locations where your event will take place.


  • Will you be using fixed wing or rotor aircraft? (Yes/No)
    The use of fixed wing, helicopters or balloons for your event requires the need for airport and FAA approvals.

If you answered yes to any of the above questions you may be required to post financial security to the Sheriff's Office.

If your event will take place in backcountry locations all participants are required to purchase and carry during the event a hiking, fishing, hunting, snowmobile, boat registration or back country certificate, which may cover costs of an emergency/rescue through the Colorado Department of Local Affairs-DOLA.

Your event may be required to supply it's own Emergency Medical Services (including ambulance services) depending on the scale and risk assessment of the activities. See Medical Plan, Section 5.

NOTE: For Major and Extreme Events, event organizers must be ICS100 certified.
  • Provide a Safety Contact who will be available to public safety officials at all times during your event.
    • Name of Contact
    • Mailing Address
    • Telephone/Cell/E-mail/Fax

SECTION 7: TRANSPORTATION/TRAFFIC PLAN

SAFE ARRIVAL AND DEPARTURE of event attendees, participants, volunteers, vendors and staff in a timely manner are very important. Your plan should encourage the use of alternate transportation and include methods for mitigating traffic congestion. Please detail your transportation and traffic plan. Please describe how people will arrive and depart from your event (i.e. private vehicles, walk, bicycle or regularly scheduled public transportation).

  • What is your plan for the use of buses, vans or taxis to transport attendees and/or staff to and from the event site.

    Please provide a detailed plan including, but not limited to the following information:
    • Statement of transportation objectives.
    • Transportation Point of Contact. (phone numbers, email, etc)
    • Route description with maps.
    • Route schedule.
    • Transport calculations, (i.e. Egress Route #1- Event to Parking Lot) Total bus capacity x Round trips/hour = Passengers/hour x Length of egress = Total passengers/route).
    • Transportation companies contracted w/point of contact and copy of contract.
    • Traffic flow maps (including location of barricades and/or cones).
    • Road and/or traffic lane closure requests.
    • Temporary informational signage locations. Safety lighting for night egress. (Include signage and lighting locations on Site Plan, Section 2)
    • Provide for lodge vans, limos and taxis as needed; designate pick up/drop off locations.
    • Describe any special transportation needs for artists, staff and/or volunteers.
    • This plan is also linked to: Parking Plan, Section 8 and Accessibility Plan, Section 11.
    • Will there be need for traffic control and flagging on State Highways or County roads? If so, a traffic control plan prepared by a certified traffic control firm will be required. A certified Traffic Control Supervisor (TCS) must be on site at all times flagging operations are taking place. All flaggers working of State Highways or County roads shall be certified.


City of Aspen only:

  • Do you require a street to be posted "No Parking"? If yes, the City of Aspen requires 6 signs per side of a block at a deposit of $2 per sign. # No Parking signs _______
  • Do you need any cones or barricades? If yes, a deposit of $5 per cone and $35 per barricade is required.
    # Cones _______ # Barricades _______
  • Will you need any streets cleaned? (Yes/No)
  • Street (s) from to date


SECTION 8: PARKING PLAN

ADEQUATE AND CONVENIENT PARKING must be included in your event plans. Please describe your parking plan, including the use of public and/or private parking areas.

  • Please provide a parking plan including, but not limited to the following information:

    • How many total parking spaces (attendees, participants, staff, volunteers, tech vehicles, RVs, etc.) are required?
      Number of Public Spaces/Number of Days
      Number of Private Spaces/Number of Days
    • Are the parking areas located on site or off site and how are the people to going to get from the parking area(s) to the event?
    • Will parking spaces be required for vendors, booths trailers, storage and/or staging? If so, how many spaces each day?
    • Have you received written authorization from the property owner(s) or authorized representative for use of the parking area(s)? If so, please provide the letter(s) of authorization.
    • Will the parking be free or paid? If paid, what will be the rate and has the property owner agreed to the parking charges?
    • Will there be parking attendants to monitor and direct traffic?
    • Will traffic flow patterns accommodate safe and efficient ingress and egress? If not, what measures will be taken to improve the situation?
    • Has a towing company been contracted for the duration of the event?
      If so, please provide the name of the company and contact information.
    • Is there night lighting provided for evening egress?


  • Provide a Parking Contact who will be available to public safety officials at all times during your event.
    • Name of Contact
    • Mailing Address
    • Telephone/Cell/E-mail/Fax


  • If No, how will the parking for the event be handled and/or why it is not necessary.
    Please describe your parking situation.


SECTION 9: SANITATION/RECYCLING PLAN

PROPER SANITATION AND DISPOSAL OF SOLID WASTE GARBAGE is a required part of your event plan. Throughout the duration of your event and immediately upon conclusion of the event, the area must be returned to a clean condition. If you, as an event organizer, set a standard of leaving the venue(s) better than you found it, you can have a highly beneficial impact on the community. Proper storage and daily pickup of waste is required due to the wildlife activities in the community and surrounding wilderness. IN ADDITION, RECYCLING IS REQUIRED.

Should you fail to perform adequate cleanup, or if damage occurs to public property due to your event and mitigation attempts fail, you will be billed at full cost recovery rates plus overhead for cleanup and repair. In addition, such failure may result in denial of future approval for a special event permit.

  • Have you hired a professional security company (bonded/insured) to plan and manage security for your event? (Yes/No)

    If Yes, please provide the following information:
    • Security Organization
    • Contact Person
    • Mailing Address
    • Telephone/Cell/Fax/E-mail
    • List number of personnel, dates and times they will be in place and describe their duties and/or functions.
    • Show security stations on the event Site Plan, Section 2.
    • Include security communications in the Communications Plan, Section 3.

ZGreen Checklist

NEW! All events in the City of Aspen must complete the ZGreen Events checklist.

Events requesting a permit to use City of Aspen property must complete the ZGreen checklist and must comply with all ZGreen requirements. The following events are exempt from the ZGreen requirements:
  • Events with fewer than 200 attendees that are only serving beverages.
  • Events applying for a permit with the City of Aspen for the first time.
All other events in the City of Aspen must complete the checklist. Contact the Environmental Health Department for assistance. (970)429-1798 or zgreen@cityofaspen.com.

Sanitation and Recycling

Refuse containers must conform to City of Aspen, Town of Snowmass Village and Pitkin County regulations concerning the protection of wildlife.

If using a sanitation company please provide the following information:

  • Name of Service Provider
  • Contact Person
  • Mailing Address
  • Telephone/Cell/E-mail/Fax

Please describe your plan for cleanup and removal of recyclable goods, waste and garage during and after your event. Recycle containers are available for your event through any of the jurisdictions.

Pitkin County Landfill hours of operation:
Monday - Friday 7:30 AM - 4:30 PM
Saturday 10 AM - 2 PM
Will your trash hauler need additional access to the landfill? If yes, please contact the Landfill at 923-3487 to make arrangements.

Portable Restrooms

The Environmental Health Departments recommend two (2) chemical or portable toilets for the first 100 attendees and one (1) for every 100 after that. Ten percent (10%) of these facilities must be ADA-accessible. This figure should be based upon the anticipated maximum number of attendees at your event during peak time. The Environmental Health Departments may determine the total number of required restroom facilities on a case-by-case basis. Please make sure these facilities are shown on your site plan.

You are required to provide portable restroom facilities at your event unless you can substantiate the sufficient availability of both ADA-accessible and non-accessible facilities in the immediate area of the event site that will be available to the public during your event.

Do you plan to provide portable restroom facilities at your event?
If yes, total number of portable toilets _____________
Number of ADA-accessible portable toilets _____________
Handwashing station at portable toilets is strongly recommended.

Please provide the following information for your portable restroom provider:

  • Name of Service Provider
  • Contact Person
  • Mailing Address
  • Telephone/Cell/E-mail/Fax

POTABLE WATER: Colorado Group Gathering Law says "where water is not available under pressure and non-water carriage toilets are used, at least 3 gallons of water per person per day shall be provided for drinking and lavatory purposes."


SECTION 10: ALCOHOL MITIGATION PLAN

RESPONSIBLE SALE AND/OR DISTRIBUTION OF ALCOHOL is critical to a safe and successful event. Please describe your alcohol mitigation plan.

(A State of Colorado Liquor License Special Event permit is required to dispense alcohol to the public)

  • Is your event going to involve the sale and/or distribution of alcoholic beverages? (Yes/No)

    If Yes, please provide a plan including, but not limited to the following recommendations:
    • Hours of operation (include dates and times)
    • Alcohol service should be ceased at a predetermined time prior to the end of the event.
    • A designated, secured area for the dispensation and consumption of alcoholic beverages is required. Show the area on your Site Plan, Section 2.
    • Provide non-transferable ID bracelets for persons 21 and over.
    • Use of TIPS trained servers. (drink maximum, ID check and no self serving)
    • Will security staff and volunteers be trained on friendly intervention?
    • Staff and volunteers should be prohibited from alcohol and drug use while on duty.
    • Have you designated a "family friendly" seating area? If so, indicate it on your Site Plan, Section 2.
    • Will you provide alternative beverages to alcohol?
    • Will food be available at all times?
    • Is there a designated smoking area? If so, show it on your Site Plan, Section 2.
    • Will you provide alternative transportation for intoxicated attendees?
    • Have you promoted public transportation in the planning of your event?
    • Will you provide a designated medical detox facility on-site?
    • How will you discourage Drinking and Driving?


SECTION 11: ACCESSIBILITY PLAN

ALL CITY, COUNTY, STATE AND FEDERAL DISABILITY ACCESS REQUIREMENTS applicable to your event need to be addressed. All temporary venues, related structures, and outdoor sites for special events shall be accessible to persons with disabilities. If a portion of the area cannot be made accessible, an alternate area shall be provided with the same activities that are in the inaccessible area. It cannot, however, be offered only to patrons with disabilities.

Disability access may include parking, restrooms, telephones, clear paths of travel, transportation, signage, accessible vendors and booths. If all areas are not accessible a map or program must be provided to attendees indicating the accessible restrooms, parking, telephones, drinking fountains, etc.

  • This Accessibility Checklist is intended to serve as a planning guideline and may not be inclusive of all City, County, State and Federal access requirements.
    • Will there be a clear path of travel throughout your event venue? (Yes/No)
      Please describe.

    • Have you developed a disabled parking and/or transportation plan (including the use of public transportation or shuttle services) for your event? (Yes/No)
      Please describe.

    • Will a minimum of 10% of portable restrooms at your event be accessible? (Yes/No)
      Please describe.

    • Will all food, beverage and vending areas be accessible? (Yes/No)
      Please describe.

    • Will all signage be located so pedestrian flow will not obstruct its visibility? (Yes/No)
      Please describe.

    • Will adequate egress lighting be provided if your event operates beyond dusk? (Yes/No)
      Please describe.


Licenses & Permits

SECTION 12: ALCOHOL PERMIT & LICENSE

A SPECIAL EVENT LIQUOR LICENSE FROM THE STATE OF COLORADO will be required if you plan to sell, distribute or consume alcoholic beverages at your event. An application for a special event liquor license shall be submitted to the jurisdiction where the event venue is located - the City of Aspen Clerk, Town of Snowmass Village Clerk or Pitkin County Clerk. Only incorporated non-profit organizations are eligible for special event liquor permits.

The special event permit you receive will likely prohibit the consumption of alcohol in the event venue outside of a controlled area or beer garden. Liquor liability coverage with a $1,000,000 limit must be included on your certificate of insurance.

State of Colorado http://www.revenue.state.co.us/liquor_dir/pdfs/8439.pdf
Pitkin County http://www.revenue.state.co.us/liquor_dir/pdfs/8439.pdf

You must submit your special event liquor license application to the applicable City, Town or County Clerk at least 30 days prior to your event. Applications submitted to the Town or County will require a public hearing before the applicable review body, which will be scheduled by the Clerk. After the public hearing (if applicable), the Clerk will send the application to the State, which must receive the application at least ten (10) days prior to the event.


SECTION 13: FOOD PERMIT

GUIDELINES FOR FOOD FACILITIES are provided by the City of Aspen and Pitkin County Environmental Health Departments. These guidelines should assist you in developing plans for food handling, preparation and distribution in the most responsible and legal manner.

State Retail Food Regulations
Pitkin County Temporary/Special Events Regulations and Requirements
Event Coordinator Application
Vendor Application
City of Aspen Temporary/Special Events Applications

You may be required to apply for a health permit if food or beverages are sold or given away during your special event. For event venues in Aspen, contact the City of Aspen Environmental Health Department at 920-5039; for event venues within the Town of Snowmass Village or unincorporated Pitkin County, contact the Pitkin County Environmental Health Department at 920-5070. If applicable, be sure to include your organization's 501(c)(3) identification number in order to receive a "nonprofit" classification by the Environmental Health Department. Different permits, policies and procedures depend on your classification and the number of days of your event.

  • Does your event include food concessions, preparation areas and/or giveaways? (Yes/No)

    If Yes, please describe how food will be prepared and/or served.


  • Do you intend to cook food in the event area? (Yes/No)

    If Yes, please specify:
    • Gas
    • Electric
    • Charcoal (May through October only-see Section 13.08.100[c], Aspen Municipal Code)
    • Other


  • Will food and/or cooking supplies be stored on site overnight? (Yes/No)

    If Yes, please describe where and how it will be securely stored.


SECTION 14: PARKS/OPEN SPACE PERMIT

Use of City of Aspen Property: Use of City property (i.e. parks, streets, malls or facilities) requires entering into a license agreement and paying the fee required by the Parks Department/Special Event Committee. Availability of parks should be confirmed prior to submittal of application.

Use of Pitkin County Open Space Property or Trails: Use of Pitkin County open space or trails for events requires approval of a special use permit. Please click here to download a copy of the application or contact Open Space and Trails at 920-5232 to obtain an application. Availability of parks should be confirmed prior to submittal of application.

Use of Snowmass Village Property: Use of the Community Park requires a reservation by calling 923-5110. Availability of the park should be confirmed prior to submittal of application.

  • Type of activity (picnic, assembly, sporting event, etc.)
  • Name of Sponsoring Organization
    Address
  • Name of person responsible for the event
    Address
  • Number of Participants
  • Do you plan to erect temporary structures? (Yes/No)
    If Yes, describe size and purpose:
    • Call the City of Aspen Parks Department at 920-5120 of the Town of Snowmass Village at 923-5110 at least one week prior to the event to locate irrigation and utility lines if you are putting stakes in the ground for tents or other structures. You will be responsible for any damage to the irrigation system. Do not put up any tents or structures in advance of the days on the permit without the permission of the Parks Department.

City Parks rules:

  • Crowd must be orderly.
  • Area must be cleaned and all trash removed at completion of activity. No food, drink, ice or charcoal is to be left behind or dumped on grass.
  • Vehicles must stay off grass and walkways. Place plywood under barbecue grills, portable restrooms, etc. to protect the grass.
  • Sale or dispensing of beer, wine or alcoholic beverages is prohibited without a Special Event Permit liquor license (See A Alcohol Permit and License).
  • No person shall use any public park for business purposes, and no business of any kind shall be carried on except with the necessary permits/licenses and as reviewed by the Special Events coordinator.
  • I understand that damages to park facilities and property or not abiding by these above conditions is cause for cancellation or withdrawal of this Permit. Applicant will be charged for any damage incurred during the event or during set-up or clean-up.
  • 7. Person or persons will comply with all City rules, regulations and ordinances.

I declare under penalty of perjury that this application has been examined by me, and that the statements made herein are made in good faith pursuant to the tax regulations and, to the best of my knowledge and belief, are true, correct and complete.


SECTION 15: SALES TAX & BUS. LICENSE

COMBINED SPECIAL EVENTS SALES TAX AND BUSINESS LICENSE APPLICATION for the City of Aspen and Town of Snowmass Village. There are no requirements for events within unincorporated Pitkin County, except vendors must pay State sales tax and have the appropriate State sales tax license.
(visit www.revenue.state.co.us/fyi/html/sales09.html)

  • Are goods and/or services to be sold at your event? (Yes/No)

    If Yes, please complete the following information.
    • Name of Event
    • Name of Business
    • Sales Tax/Primary Mailing Address
    • Location Address
    • Sales Tax Address
    • Location Address
    • Other
    • Phone Number of Business
    • Fax Number
    • Sales Tax Contact Name
    • Contact Phone
    • E-mail Address
    • Colorado Sales Tax License Number
    • If applicable, State of Colorado Sales Tax Exempt Number
    • Nature of Business/Product Sold
    • Names of Owners, Partners, or Managers of the Business


One day license . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $15
Two-day license . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $25
Not-for-Profit Groups (IRS Section 501[c][3] certificate required) . . . . . . . . . . . . . . .$ 0

I declare under penalty of perjury that this application has been examined by me, and that the statements made herein are made in good faith pursuant to the tax regulations and, to the best of my knowledge and belief, are true, correct and complete.


SECTION 16: MISCELLANEOUS PERMITS

OTHER PERMITS MAY BE REQUIRED. Using the information you provide us in your plans we will assist you in identifying other areas that may require permits, licenses or simply professional guidance.

TEMPORARY STRUCTURES

Definition: A temporary structure is any structure that is erected for a period of less than 180 days. A structure erected for 180 days or more must comply with the International Building Code ("IBC"). "Temporary" refers to the structure being erected, not the use of the structure; therefore, if a structure is erected for 365 days a year, but is used on a seasonal basis for less than 180 days, it is considered permanent.

Permits required: Tents and other membrane structures erected for less than 180 days shall comply with the International Fire Code ("IFC"). Such structures require a permit from the building department and will be reviewed and inspected by the fire marshal. Such structures erected for 180 days or more require a permit from the building department and will be reviewed and inspected to the IBC.

Any temporary structure, other than a tent or membrane structure, that covers an area in excess of 120 square feet that is used or intended to be used for the gathering together of 10 or more persons requires a building permit and must comply with the IBC.

Temporary structures may also include temporary wiring and other fire hazards that are different from those that are expected in permanent structures. Any electrical wiring in a structure that is open to the public will require an electrical permit from the building department. Temporary gas heating appliances will require a permit from the fire marshal.

Temporary structures that are open to the public may also require sanitary facilities as required by the International Plumbing Code Table 403.1 and may also have to comply with the accessibility requirements of IBC Chapter 11.

Bleachers, grandstands and folding and telescopic seating: Bleachers, grandstands and folding and telescopic seating erected for less than 180 days shall comply with National Fire Protection Association ("NFPA") 102 and shall require a building permit from building department that will be reviewed by the fire marshal. Those erected for 180 days or more will require a permit from the building department and will comply with International Code Council ("ICC") 300.

Construction Documents: A permit application and construction documents must be submitted for each installation of a temporary structure. The construction documents must include a site plan indicating the location of the temporary structure(s) and information specifying the occupant load and means of egress and the use of electrical wiring or gas appliances or other items that may cause a fire hazard. Include the location and number of sanitary facilities and the accessible routes as required by IBC Chapter 11.

For further information, contact:

  • City of Aspen Community Development
    130 South Galena
    Aspen, CO 81611
    970-920-5090
  • Town of Snowmass Village Building and Planning
    16 Kearns Rd.
    Snowmass Village, CO 81615
    970-923-5524
  • Pitkin County Community Development
    130 South Galena
    Aspen, CO 81611
    970-920-5526


FIREWORKS

Contact the local fire districts for permits and assistance.

  • Aspen Fire Protection District
    402 East Hopkins
    Aspen, CO 81611
    970-925-5532
  • Snowmass Wildcat Fire Protection District
    5275 Owl Creek
    Snowmass Village, CO 81615
    970-923-2212


Other Requirements

SECTION 17: PUBLIC NOTIFICATION

MITIGATION OF IMPACTS.
As an event organizer, you are required to develop mitigation measures to accommodate the negative impacts of your event. You will be required in some instances to notify the surrounding neighbors about your upcoming event. Staff will assist you in identifying those neighborhoods.

  • When noise, traffic rerouting or street closures are a part of your event your must notify residences around your event. Information in that notice should include, but not be limited to:
    • Date
    • Noise description.
    • Parking impacts.
    • Traffic rerouting.
    • Point of Contact both before and during the event.
  • For events within the City of Aspen, refer to Municipal Code Section 18-04.050(A)(3) for specifics on noise.
  • Pitkin County Notification Requirements: In addition to the above, the County may require notification of neighborhood caucuses and homeowners associations in the area(s) where the event will occur.
  • If trails or roads are to be closed, the Applicant will be required to place public notice in the newspaper at least 2 days prior and the day of the event.

As part of the application for a Special Event, the applicant should attach a copy of the letter sent to, or to be sent to, neighbors at addresses in close proximity to the venue.


SECTION 18: LIABILITY INSURANCE

Insurance Requirements
Liability insurance coverage must be provided for Special Events. If your event includes alcohol, liquor liability coverage must also be included.

Commercial general liability insurance is required in the following minimum amounts:

  • City of Aspen - $1,000,000 each occurrence; $2,000,000 aggregate.
  • Pitkin County - $1,000,000 each occurrence; $2,000,000 aggregate.
  • Town of Snowmass Village - $1,000,000

At least one week prior to the event, a certificate of insurance must be submitted to the jurisdiction(s). The certificate shall name the jurisdiction as an additional insured (for example: "City of Aspen, its officers, employees and agents"). Coverage must be maintained for the duration of the event including set up and dismantle dates.

Special Event Liability Coverage Available through City of Aspen (for events within the City of Aspen ONLY)
Premiums are based on the type and scope of the event and must be paid to the City prior to the event. An Event Holder Insurance Application is included in this packet. A completed application should be forwarded to the City of Aspen Risk Management Department who will submit it to the insurance carrier for a premium quote. Please direct questions regarding insurance coverage to Risk Management, 429-2683.

Event Holder Insurance Application
(Provide this information in the text area below ONLY if you desire the City of Aspen's Special Event coverage)
Name of Event
Name of Applicant
Address of Applicant
Event Contact Person (authorized to sign all documents)
Daytime Phone Number:
Fax Number

EVENT INFORMATION
Date(s) to Be Held ______________________________________________________________
Time ________________________________
(include set-up and take down days)
Location of Event:
Detailed Description of Event:
Total attendance (per day) including participants and spectators
(Note: If number of participants exceeds 7,000, then a separate application will be required)
Day One ______________________ Day Five ______________________ Day Nine ____________________
Day Two ______________________ Day Six _______________________ Day Ten _______________
Day Three ____________________ Day Seven ____________________
Day Four _____________________ Day Eight _____________________


Additional event exposures?      (Yes/No) How Many?
Vendors/Exhibitors/Concessionaires?
Caterer?
Liquor Served?
Liquor Sold?
Food/Non-Alcoholic Beverages Served?
Food/Non-Alcoholic Beverages Sold?
Entertainment Activities? (provide a list)
Armed Security Guards?

Please review contracts and list names and addresses of all parties requiring to be named as additional insured.


SECTION 19: EVENT DEBRIEFING
AN EVENT DEBRIEFING may be held following your event at staff's discretion. You are encouraged to attend this debriefing to help offer insights into the success of your event. The purpose of the debrief will be to identify areas of success and areas in need of improvement should your event become annual.

SECTION 20: REFERENCES
PLEASE PROVIDE REFERENCES if you are a first time event planner with the City of Aspen, Town of Snowmass Village or County of Pitkin. If you have prior experiences organizing events please include a list of events you have planned and contact references related to those events.