HOST AN EVENT

The calendar of events for Parks and City Owned Facilities includes certain blackout dates (June 15th - 1st week of August) each year. These dates were chosen for the blackout period because they are the busiest occupancy time for Aspen, and there are currently historical events on the calendar that use the parks during this time. Due to existing heavy use during this time, staff feels that additional use should be limited so that the parks can be used for general public enjoyment. If a user group highly desires to host a special event during the blackout period, staff has the option to approve the event at double the cost, provided the event does not negatively impact park health.

Major holidays are non-negotiable blackout dates as well since the town is already at maximum capacity on these dates and cannot absorb further use. In addition, all holidays will be event free except for the 4th of July.

All current park special events and long standing community events (Ducky Derby, Motherlode...etc.) are grandfathered in, however, staff retains the right to rotate parks as they see fit.

Parks staff has the authority to give priority status to short-term (defined as lasting two days of less, including setup/breakdown), local events in regards to determining scheduling and location within facilities and parks.

Priority will also be given to community events involving locals gathering together in enjoyment of the parks as opposed to corporate-sponsored events. Events that are good for the community, or have a community benefit, or a community health impact would also receive higher priority.

Staff is in charge of determining which events best meet the public's needs, which parks work best for an event, and how to best protect the sustainability of each park.

A Special Event Permit is required for any organized activity consisting 50 or more people involving the use of, or having impact upon the following:

• Parks

• Public facilities

• Public property

• Roads

• Sidewalks

Temporary use of private property in a manner varying from its current land use.

All commercial filming or photography shoots.

The total cost of your Special Event application will vary based on the complexity of your event and how many additional permit applications and approvals you need. Use the guide below to inform you of the fees that may be associated with both the City of Aspen, as well as outside organizations and activations for your special event.

City of Aspen Fees:

• Special Event Permit Application: $180

• Parking Reservations: $50 per space, per day in the downtown core; $25 per space, per day in residential areas

• Park Use Fees: $32 per hour for park use; one time $22 administrative fee for all park use. Events that require overnight, exclusive use of the park(s) all hours occupied will be calculated

• Tent & Temporary Structure Permits:

• Liquor Licensing Fees: $25 per day for malt, vinous and spirituous liquor; $10 per day for fermented malt beverages

External Special Event Fees:

In addition to staffing, materials, vendors and other activations involved in your special event, the following fees should be considered:

• Certified Traffic Control plan, staffing and signage fees

• Contracted security fees

• Contracted or third-party waste management fees

CITY PARK USAGE

For all events utilizing City parks, a detailed site map must be provided with the application indicating the location(s) of all infrastructure, such as tents, vendor placement, fencing, entertainment activations, and stage, if applicable. No trailers or vehicles are permitted in City Parks. All load in/out, staging and parking must be facilitated from defined parking spaces or lots. For reserved parking, see the Parking Needs and Reservations dropdown below.

Additionally, an event schedule or timeline will be required with the application specifying the load in, set up, tear down, and load out times.

Events that require the use of City Parks will incur an hourly park usage fee in addition to the Special Event Application fee ($180).

• Fees for park usage are $32 per hour, with a $22 administrative fee for all uses. These fees will include the load in, set up, tear down, and load out times in addition to the actual time of the event taking place.

Power is not provided in City parks, and electrical may not be pulled from existing power sources. All power needed for events must be supplied by an external power source or generator(s). Additional permitting for generators may apply.

Water barrels or other weights are highly encouraged for means of securing tents or other infrastructure to minimize the impact to the park and turf. If staking is required, the applicant will be asked to coordinate with the Parks Department to go over tent placement, specifics of infrastructure, staking, irrigation timing and event times.

• If you event requires sprinklers to be turned off in the park(s), this will need to be communicated to the Permit Coordinator and/or Parks Department staff.

CITY TRAIL USAGE

Entire trail maps are required, if your event intends to implement a race component, or any components involving attendees or participants traveling between multiple locations.

For events on City trails, applicants should be aware of the following:

• The organizers must post a notice along the trail(s) five days prior to the event and at each of the trailheads. This posting will alert trail users of the upcoming event including the times those trails will be impacted. Signs should be re-checked 24 hours prior to the event.

• Signage must be placed at lease 24" away from the edge of the trail. Zip tying signage to existing signs is acceptable.

• Applicant is responsible for removing all signs, stakes, zip ties, tape, etc., after the event.

• No chalk or paint shall be used on trails.

• No motorized vehicles shall be allowed on any of the trails for set up or during the event.

Public Special Events involving the distribution or sale of alcohol, and additional Special Event Liquor License will be required.

The applicant must complete the Special Event Liquor License application and submit to the City Clerk’s office along with the supporting documents listed on the second page of the application. Public notice of the event, which will be provided by the City Clerk, must be posted at the event location at least ten (10) days prior to the event.

• The alcohol service and consumption area to be licensed must be an area with a defined perimeter of fencing, ropes, barriers, etc.,

• Events open to the public requesting a liquor license must be sponsored or hosted by a non-profit organization.

• The Special Event Liquor License application must be submitted to the City Clerk a minimum of 30 days prior to the event and adhere to all state and local laws.

• Alcohol must be provided by a wholesaler.

• The host must obtain liquor liability coverage and include in their Certificate of Insurance. The required coverage must be in the amount of $1,000,000 minimum.

Additionally, all events that distribute or sell alcohol must indicate the following alcohol management practices in their application and enforce during the event:

• TIPS (Training for Intervention ProcedureS) trained bartenders or servers.

• ID checking and identification, such as wristbands or stamps, for over 21 patrons.

• Security personnel at the exits of the defined area preventing alcohol from leaving the premises.

Special Event Liquor License Application Requirements:

• Appropriate Fee - Refer to Clerk's Office Liquor Licensing

• Diagram of the area to be licensed and a narrative of how this area will be controlled

• Copy of deed, lease, or written permission of owner for use of the premises. If City of Aspen property, the Permit Coordinator will provide this documentation to the Clerk's Office.

Please complete the following application and submit as directed below: 

Special Event Liquor Permit Application

Special Event Liquor Licensing Fees

• $25 Per Day: Malt, Vinous and Spirtuous Liquor

• $10 Per Day: Fermented Malt Beverages

All special event vendors conducting business or transactions must be licensed with the City of Aspen and must collect and remit Aspen sales tax on taxable sales. Unlicensed vendors must complete and submit a Business License Application a minimum of five (5) days prior to the event start and pay associated fees to obtain a business license.

A temporary business license is designed for those conducting business within the City of Aspen on a temporary basis, and it is cheaper and easier to obtain than an annual business license.

• Temporary Business Licenses are valid for a maximum of 7 days. 

• If you only anticipate participating as a vendor in a special event for a limited period of time, the Temporary Business License is most likely your best option.

Fees:

7 Day Temporary License -      $50.00

Not-for-Profit Organization -      $0.00

For more information, and to apply for a Temporary Business License, please visit the City of Aspen Finance webpage.

TENT PERMITS

Tent Permits are submitted through the City of Aspen and inspected by the Aspen Fire Protection District A permit and inspection is required for any temporary tent, canopy or membrane structure larger than 400 square feet.

To submit a tent permit application, please review the permit requirements and submit the application through the City of Aspen website. Applicants will first need to register for the Permit Portal and apply for the permit once an account has been created.

Tent inspections are usually set up by the company responsible for the structure. If you do not have a tent contractor, you will need to make sure your tent structures are inspected. Tent inspections are scheduled through the Aspen Fire Protection District, and should be done so at least 1 week in advance of the event date. Inspections must take place before the event, but after the tent is set up.

Schedule a tent inspection with the Aspen Fire Protection District by calling 970-925-5532.

TEMPORARY STRUCTURES & PERMITS

Temporary structure permits are required for structures over 120 square feet or holding more than 10 people. Examples of temporary structures include stages, scaffolding and spectator areas, including bleachers.

For all temporary structures, applicants must submit a Temporary Structure Permit Application through the City of Aspen Building Department's permit portal. Applicants must first register for the permit portal and apply for the permit once an account has been created.

Documents to be submitted must included:

• A site plan showing accessibility, egress, occupant load

• Draw plans or scaffolding/staging kit specs and manual

• Signature page & HOA/covenants page of the permit packet

For more information, timelines, and questions, please see the City of Aspen Building Department Website.

Liability insurance coverage must be provided for all Special Events hosted on City of Aspen property.

The following requirements must be included on insurance coverage and/or the Certificate of Insurance:

• Date(s) of coverage reflecting the event date(s), including all load in, set up, tear down and load out.

• Commercial General Liability Coverage in the minimum amounts of $1,000,000 each occurrence and $2,000,000 general aggregate.

• For events that involve alcohol, host liquor liability coverage must be included with a minimum amount of $1,000,000

• The City of Aspen 427 Rio Grande Place Aspen CO 81611 must be listed as additionally insured or the policy holder.

If any of the above requirements are not included or satisfied, the applicant will be asked to amend the certificate of insurance.

See an example certificate of insurance here with the required fields highlighted.

A parking plan for attendees in addition to essential equipment and vehicles will be a part of your Special Event Permit Application.

Once your parking plan is approved through the special event application process, Parking Permits must obtained through the City of Aspen Parking Department.

Apply for Parking Permits in person to the Parking Department:

• The Event host must apply in person for the permits.

• Complete and submit the City of Aspen Staging Area, Parking and Emergency Vehicle Access Management Plan

• A copy of the Special Event permit application must be present.

•     Parking spaces will be issued for essential equipment and vehicles  only.  Be sure to account for days and spaces needed for set-up and tear-down of event.  Spaces will not be provided for the sole purpose of commuter  parking.

• Application must be submitted to the Parking Department at minimum of 7 business days prior to the date(s) the spaces are needed.

• Permits are $50/day per space.

•     All fees must be paid in advance.

 Please find a copy of the Parking Reservation under the Documents section.

City of Aspen Parking Department

455 Rio Grande Building (Galena Plaza across from the Library)

Aspen, CO 81611

Hours: 8:30am - 5pm (M-F)

(970) 920-5267
parking@aspen.gov

An overview of the event food & beverage service plan, including the names and contacts of all vendors providing food and/or beverage will be requested within the Special Event Application. The following requirements must be received two weeks in advance of the event from event food vendors:

• Food Trucks: For all food trucks, we will need to receive a copy of their mobile vendor license for with the event date(s) falling within the license expiration date.

• Tent and Table or mobile kitchens: Must fill out and return the Temporary Vendor Application and Commissary Agreement.

No fees are required for Colorado based kitchens or vendors.

*Handwash stations are required for all food vendors preparing food on-site.

The City of Aspen requires all events have a waste management plan in place for all special events, which involves number and placement of receptacles for waste, personnel managing the proper sorting of waste and an after-event plan for the disposal of all waste.

Public trash cans are not to be utilized for the disposal of waste generated by the event.

Trash, recycling and compost stations must be present and actively monitored throughout the duration of the special event. The City of Aspen Environmental Health and Sustainability department offers free use of our collapsible trash, recycling and compost stations. The event must communicate their waste management plan including staff in place to monitor, sort and properly dispose of all waste.

We strongly recommend all events hire a zero-waste coordinator. For events of over 500 attendees, we require the event to hire a zero-waste coordinator.

EverGreen ZeroWaste and Mountain Waste Sustainable Eventsare local businesses who provide zero-waste event coordination and disposal.

Applicants must indicate how and where waste, recycling and compost will be transported or disposed of. The Pitkin County Landfill is a resource and location for disposal.

Recyclable Products – aluminum cans, glass bottles

PLASTIC IS NOT RECYCLABLE, Tetra Pak not recyclable

Compostable Products – Colorado State Law enforcing compostable materials.  Food vendors must use compostable products and service materials (cups, plates, cutlery). Cups made from plastic are not recyclable and therefore not permitted.

All compostable materials have the “BPI Certified” seal of approval.

• Products listed as ASTM D6400 or ASTM D6868 on the product description are also acceptable.

• Paper bags cannot be lined with any waxy coating or clear plastic windows. We encourage purchasing paper bags made from recycled content. Non-coated paper items, such as paper bags, non-coated paper plates, paper straws and paper napkins or towels do not need a compostable certification.

Event Giveaways – Event sponsors, organizers, artists, or any other vendors are not permitted to give away single use items that are not reusable, recyclable or edible. This includes items packaged in single use bags or promotional items. This does not apply to items for sale.

For any questions or more information regarding waste and special event planning, email WASTE@aspen.gov or by calling 970-429-1831.

The above requirements are enforced by the Colorado Senate Bill concerning products represented as compostable.

Consideration must be paid to events that impact public transportation routes, vehicle traffic, or close City streets.

Events that are requesting street closures must submit a certified traffic control plan depicting street closures, times/dates, signs and locations indicating street closures or detours and flaggers or traffic control personnel.

Please note that not all street closures proposed for Special Events will be approved. Considerations for street closures indicate time of year and associated traffic flows, location of street closures, impacts to public bus routes and the reason for street closure request.

All street closures must also request and pay for reserved parking spaces along the closure as those parking spaces will be rendered unavailable for the duration of the closure.

Example Certified Traffic Control Plan

City of Aspen Cart to Go and/or We-Cycle parking spaces are permanent locations and may not be utilized as parking spaces for events without prior approval.

Neighbor Noticing is required prior to all special events, and the neighbor notice to be distributed must be included with the Special Event Application.

A proper notification should include the following information about the event:

• A brief description of the event and what will be taking place.

• Times, date(s), and location(s) of the event, including set up/load in and tear down/load out

• Impacts to the neighbors, including:

  • Amplified noise, including sound checks, if applicable

  • Limited parking

  • Increased traffic

  • Street closure(s)

  • Increased pedestrian traffic

• Email and phone contact information for the organizer

Neighbor notices must be distributed to surrounding and impacted residents, businesses and stakeholders affected by the event.

Example Neighbor Notice

Noise, including amplified noise, for special events is regulated by the City of Aspen Noise Ordinance.

Noise associated with a special event must not exceed a maximum decibel (dBA) limit at the perimeter of the event of 100dBA between the hours of 9:00am and 9:00pm. Events that take place outside of this time frame must comply with the general City of Aspen noise ordinance:

Residential Zone :

Night-Time 11pm to 7am is 50dBA

Daytime 7am to 100pm is 55dBA

Commercial Zone:

Night-Time 11pm to 7am is 60dBA

Daytime 7am to 100pm is 65dBA

Lodging Zone:

Night-Time 11pm to 7am is 55dBA

Daytime 7am to 100pm is 60dBA

Any event requesting a noise variance before 9:00am and after 9:00pm must submit a formal variance request via email, indicating the following:

·         Reason why the variance should be granted.

·         How the public good will outweigh impacts on neighboring residents and businesses

·         Neighbor notification of variance request.

·         Any other factors supporting the request.

For ordinance inquiries please email sam.lovstad@aspen.gov

Public restrooms or existing portable restrooms in parks should not be utilized for special events, and it is the organizer’s responsibility facilitate. We will require these locations as well as the number of restrooms to be outlined in the site map submitted with the Special Event Application.

Restrooms must be placed no earlier than 24 hours prior to the event and removed no more than 24 hours after the event. We ask that this is indicated in the event schedule submitted with the application.

Events are required to provide sufficient availability of ADA-accessible restrooms in the immediate area of the event site that will be available for attendees.

The City of Aspen Environmental Health recommends the following to accommodate the restroom to attendee ratio of special events:

·         Two (2) chemical or portable toilets for the first 100 attendees

·         One (1) additional portable toilet for every 100 additional attendees after the first 100.

Example: For an event with an attendance of 500 people, six (6) portable restrooms are recommended.