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Home My WebLink About2007-06-05 Support Documentation Town Council Evening Session PART 3 OF 3TOWN OF VAIN ' SPECIAL EVENTS The ll ~'~~'-~"~~ ~1 ~ ~ `~~ =~ . J recognizes the contribution that events provide to the enhancement of our guests' experiences, the vitality of our economy and to our sense of community and takes pride in playing host to an array of special events as diverse as Easter egg hunts and international sports events, parades and charity dog washes. Whatever the scope and scale of your event, this guide can assist you through the process so that you and your organization will have a fun and safe special event. . ~ _ SPECIAL EVENTS GUIDE AND APPLICATIONS ~ ` ~ ~ ~` t ~"~ ' VY~ ,~ TABLE OF CONTENTS ~WN~OF VAIL ~,~,,~~ Introduction When is a Special Event Permit required? 4 Special Events Coordinator 4 Permit Process 5 Special Event Permit Application Checklist 6 Event summary, SNAPSHOT and Calendar Information 7 Contact Information 8 Insurance 9 Site Plan and/or Route Information I 0 Street Barricades Rental Agreement 13 SalesTax/Vendor Information 14 Vendor List 15 Special Event Sales Tax License Application 16 Special Event Sales Tax Non-Profit Exemption Form 17 Sponsors and Signage 18 Vehicle Display 19 Balloons and Inflatables 20 Banner Display Site 23 Temporary Tent Permit 24 Food Concession Permit 27 Temporary Food Guidance 28 Food Vendor Certification 29 Z"~DM/S pee~aE [~ver~~ Q~~Bie~ti®r~ ~'aL~ie ©t~ C~©¢~~eco~s [~edisec~ ~/®~ Security Plan 3 I Police Extra-Duty Contract 32 ' Trash, Recycling and Sanitation 36 Parking,Transportation Plan and Emergency Service 39 Special Event Amplified Sound Permit (information and application) 40 Verification of Notice to Adjacent Properties/Signature Page 42 t Signatures and Approval Page 43 Alcohol Permit 44 Appendix Commission on Special Events and Local Licensing Authority 46-A Community Contacts 47-A Fee Schedule 48-A Venues 49-A ' Building Permit Information Page -Section 105 58-A Dobson Arena Special Event Application 53-A i ' Maps and Parking directions 59-A 1 1 ~~M/S~p~~ta.I ~v~r~tl~pg~~oc~teQn Za~`~ of ~mr~~e~aes ~&~v~sed ~/C~ INTRODUCTION 4 When is a Special Event Permit Require In general, any organized activity involving the u having impact upon, public property, public facili sidewalks, street areas or the temporary use of public property in a manner that varies from its land use, requires a permit. It is our goal to asst event organizers in planning safe and fun event that have a minimal impact on the community and city resources. Special Events Coordinator A "single point of contact;' in the person of the Special Events Coordinator, is available to provide direction, guidance and information as you proceed through the approval process for your event. Communication with the Special Events Co- ordinator in the early stages of your planning can insure that you have a safe and happy even Phone: 970 376-2394 ore-mail specialevents@vai Igov.com a 10WNOFVAiL ~ t ---- - -` -~~J,~Is,yc~ia.f ~~~rt~l~~~ai~~aYi~r~ Cn~ve~d'~~~aQn l~.wi~ed ~Ip'tr INTRODUCTION PERMIT .PROCESS n11VNOFVAIL ' s Application for a Special Event Permit must be received by theTown ofVail no later than forty-five (45) days prior to the date of your event, and may be submitted up to one year prior to the event. Please use the Checklist as a guide to help you determine which forms will be required, Forms marked with an asterisk are required of all events. Other forms may or may not be applicable.You should print and submit only those forms which apply to your event. If you intend to serve or sell alcoholic beverages at your event, you must schedule a hearing in front of the Local Licensing Authority (LLA) and sub- mit the appropriate forms to theTown Clerk sixty (60) to ninety (90) days in advance of your event. Whatever site you have chosen for your event, make sure that you have reserved that venue with the appropriate managing entity prior to submitting your application. Information on a number ofVail's venues can be found in the appendix to this guide. The permit application process for a Special Event Permit in theTown of Vail begins with submittal of the signed and completed Special Events Permit application forms and accompanying fees to the Special Events Coordinator, who will then schedule your application for review at the Event Review Committee (ERC).The ERC is made up ofTown of Vail Staff representing the following departments, each of who must approve your application. Town Clerk Public Works Police Fire Department Environmental Health, Planning and Community Development Sales Tax Depending upon the complexity of your event, a representative of your organization may or may not be asked to attend. At this meeting, or upon further meetings with staff members, you will be notified if your requires other permits or additional information.You will be allowed time to supply the city with this information; however, we must receive these items a minimum of I 0 days before your event takes place. [~r~erc~due~id¢~ [~ev~~e¢~ x/07 ~®Nr/~~e~iaf. f~v~n~~F~R€ica~`an SPECIAL EVENT CHECK LIST 6 1tiWNOFVAd Name of Event Year Please print this page and attach to your Special Event Permit Application with submittal status indicated as applicable. Pages marked with an * indicate information that is required to be submitted with every special event permit application.You will only need to print out and submit pages that are applicable to your event. I . *Summary of Event SNAPSHOT and Community Calendar: $50 Special Event Application fee ^ Attached 2. *Contact Information ^ Attached 3. *Certificate of Insurance ^ Attached ^ Pending 4. *Site Plan and/or Route Information ^ Attached Street Barricades Rental Agreement ^ Attached ^ n/a 5. *SalesTax/Vendor Information: ^ NoVendors Participating Vendor List ^ Attached ^ n/a ^ pending Special Event SalesTax License Application: $75 fee per licensee ^ Attached ^ n/a ^ pending Special Event Sales Tax Non-profit Exemption Form ^ Attached ^ n/a ^ pending 6. *Sponsorship Information and Event Signage ^ Attached 7. Vehicle Display ^ Attached ^ n/a 8. Balloons and Inflatables ^ Attached ^ n/a 9. Banner Display Site: $50 fee per site/per installation ^ Attached ^ n/a 10. Temporary Tent Permit: $ 125 per tent ^ Attached ^ n/a I I , *Food Concession Permit ^ Attached ^ n/a Temporary Food Event Guidance ^ Attached ^ n/a Food Vendor Certification ^ Attached ^ n/a 12. *Security Plan ^ Attached Police Extra Duty Contract ^ Attached 13. *Sanitation and Recycling Plan ^ Attached 14. *Parking,Transportation Plan and Emergency Service ^ Attached 15. Special Event Amplified Sound Permit: $50 fee ^ Attached ^ n/a Notification of Adjacent Property Owners ^ Attached ^ pending ^ n/a Verification of Notice to Adjacent Properties: 16. * Signature and Approvals Page ^ Attached 17. Alcohol Permit ^ Attached ^ n/a Total fees submitted $ ~~~l~p~cfi~E [~veettlR~~r~eoca~i©r~ ~~~~i~i ~v~r~~ ~:;~c~Vc fist ~~~ise~ glQr ^I .. i ~ I .SUMMARY OF EVENT ~~ ~ I'~ 1 SNAPSHOT & ONLINE EVENT CALENDAR ~OWNQFYAIL j` 7 , This section of the application is intended to provideTown Staff and community members with an overview of your event. Information you provide in this section is public information. Please complete the information carefully. Name of Event Location: Year Set-Up: Date Time: Day of the Week: Event Starts: Date Time: Day of the Week: Event Ends: Date Time: Day of the Week: Dismantle: Date Time: Day of the Week: Description: 1 Estimated Attendance #'s: Is the event open to the public? Event Website Address: w Will you be using amplified sound? if yes, please provide the following information: Proposed days and times of use: Location of Speakers: Please describe briefly how the speakers will be used including the expected duration and intensity of sound, type of music that you will be playing, etc.: Special Event SNAPSHOT: Submittal is required as part of your application and serves to inform inter- ested community members about your event.The form may be accessed at www.vailgov.com, click on "Vail Information;' then "Special Events" or click here to link to the form directly. Follow the instructions for electronic submittal, then print out your information and attach it to this application. ^ Yes, the SNAPSHOT is attached. Online Calendar of Events: Please post your event information by going to the following link: http://vail.snow.com/eventSubmit.asp ^ Yes, the event information has been posted on Vail's online event calendar ~~~MISp~e~~b l~vert~~ppGoc~ga®~s ~u¢rmary/~~~,G~S6'~®~/~e~Cie~e ~t~d6s~s~ ~/®~ Name of Event: Contacts: Event Organizing Entity: Mailing Address: City: Event Contact Person: Business Phone: State: Cell Phone: e-mail Address: Mailing Address: City: Second Contact: (required) Business Phone: State: Zip Code: Zip Code: Cell Phone: e-mail Address: Mailing Address: Home Phone: Extension: Extension: City: ~~~I~~uec~~E ~v~ng ~,~~iic~.tFCrt Year: Home Phone: State: c~©r~~ct Ca~~®c~ma~e~r~ Zip Code: 68ebcs~d 5/Q"t II _ ~owxo~un~ • 9 Insurance must be provided for all Special Events held in the Town of Vail that require the issuance of a Special Event Permit. 1 Proof of liability insurance in the minimum amount of $ I ,000,000 must accompany this application. Coverage must be maintained for the duration of the event including set up and dismantle dates. 1 A certificate of insurance shall be issued naming the "Town of Vail, its officers, employees and agents" as an additional insured.A copy of the certificate must be provided to the Special Events Coordinator prior to final permit approval. io f TOWN OF YAIL ` Please provide a map of your venue.You may use the grid provided (grid on page titled: Event Site), or supply in 8 %2 x I I format. Town of Vail maps that may be suitable for this purpose can be found in the appendix. The following information should be included on your Site Plan/Route Map: • Location of fencing, barriers and/or barricades. Indicate any removable fencing for emergency access. • The provision of minimum twenty foot (20") emergency access lanes throughout the event venue. • The location of f rst aid facilities and ambulances, if required. • The location of all stages, platforms, scaffolding, bleachers, grandstands, canopies, tents ,portable toilets, booths, beer gardens, cooking areas, inflatables, trash containers and dumpsters, and other temporary structures. • A detail or close-up of the food booth and cooking area configuration including booth identification of all vendors cooking with flammable gases or barbecue grills. • Generator locations and/or source of electricity. • Requested placement of vehicles and/or trailers. • Exit locations for outdoor events that are fenced and/or locations within tents and tent structures. • Identification of all event components that meet accessibility standards. • Placement of any display banners or signage. • Placement of security personnel. Tents greater that 200 square feet in size will require aTempo- raryTent Permit and a building inspection. Canopies are defined as tents without walls on at least 3 sides, and unless of unusually large size, do not require a permitTemporary buildings or other structures, as described in Section 105 of the 2003 Intern~~tional Building Code, may require a Building Permit. Based on your event site plan and components, the Vail Fire Department may require an inspection of your venue before and/or during the event. Multiple site inspections may result in additional fees. ^ i SPECIAL EVENT. APPLICATION ~-~ " ~ 4. SITE PLAN/ROUTE MAP ~~OFYAIL ~~ i Name of Event Year Plan/Route Map should include but not be limited to: An outline of the entire event venue, including the names of all streets or areas that are part of the venue and the surrounding area. It the event involves a moving route of any kind, indicate direction of travel and all street or lane closures. List any requested Street Closures (attach additional sheet if necessary.) Street: from to Date: ' Street: from to Date: Street: from to Date: Describe an otential im acts to theTown of Vail Bus Route: YP P Are ou re uestin an additional Town of Vail services, such as electrical ower, increased bus y q g Y P service, barricades, traffic control, trash removal, security patrols, signage etc? ^ Yes ^ No If yes, please explain in detail and attach additional page if necessary. If barricades are requested, please attach the Barricade Request Form and accompanying 1 payment. The event organizer will be charged for all labor, materials and equipment unless such services are 1 specifically exempted and approved as part of this permit. For additional information contact the Special Events Coordinator. ti'~~/~p~~ia6 ~v~a~g l~pp9ic~ti®c~ S~it~ (?~~r~/(~~~Ye ~%~p ff8evised x/07' ,~ ~~M/5~~~~i~l [~vee~eG2~~s[ic~.~;ar~ ~i~~ [(art ~~ia t~~vis~~ ~10~ SPECIAL EVENT APPLICATION 4B. BARRICADE RENTAL AGREEMENT 1~jVNQFj/AQ, I 13 1 1 i 1 1 1 t 1 i 1 1 1 1 1 This agreement shall be accompanied by a $216.80 (includes 8.4% sales tax) non-refundable rental fee, which includes a one time pick-up and delivery by theTown of Vail Public Works Dept. Name of Event # of Barricades Requested: Barricades should be delivered to: Date: Time: Place: Barricades should be picked up from: Date: Time: Place: Year The Event Producer shall be responsible for placing all barricades in an orderly fashion at the pick-up point prior to the scheduled pick up time. Signature: Approved by: Event Producer Date: Public Works ~~F9/5~~~~ua@ ICde~1Y~a~DE3[7~a~~o®re Date: [Bsav~re~ade [~C~r~gaE l:~g~e~rrte~:t [~evo~~c~ 5(~~ i 14 Special Event Sales Tax Licenses will only be issued to vendors who are aff liated with a special event and who are listed on the Special Event Permit Applica- tion/Vendor List submitted by the event organizer.A $75.00 non-refundable fee must accompany each Special Event Sales Tax License application. Town of Vail Business Licensees need not apply for a Special Event Sales Tax License; however they must be listed on the Vendor List submitted by the event organizer as part of the Special Event Per- ~~it Application.The SalesTax Administrator will provide each participating vendor with a Spe- :. -~~ cial Event Sales Tax License that shall be dis- i ,'~ played on-site and in full view for the duration ~; of the event for which it was issued. fu Sales tax in Vail is a total of 8.4%. The Town of ~''"f` Vail collects its own 4% sales tax.The remain- ing 4.4% breaks down as follows: 2.9% State of Colorado and 1.5% Eagle County. The State of Colorado collects the state and the county sales tax. TheTown of Vail will include a sales tax re- mittance form with your Special Event Sales Tax License. If you have any questions, or concerns, please call the Town of Vail, Sales Tax Administrator at 970-479-2 125. -~..~=~. 1 t 1 1 To be completed by the Event Producer. All vendors that are participating in the event MUST be listed on this form, even if they are licensed in theTown of Vail. Please attach completed Special Event Sales Tax Applications and fees for all busi- nesses that do not hold aTown of Vail Business License and submit with the Special Event Permit Application. Name of Event ______ Year If no sales are intended as part of this event, please indicate by making an "X"through the table below and attach this page to your Special Event Permit Application. VENDORS Business Contact Phone # Description of items Transient TOV Non- Name Name being sold Vendor Business Proft License 501 c-3 Please indicate vendor status w/ an "X" in the appropriate box below: Please attach additional pages if necessary. T(;~Vr(~~e~i~E lEv~ntl~~~iic~gc®cn V'e:~~~e [~isg (~~vised ~lft~ SB. SPECIAL EVENT SALES TAX LICENSE APPLICATION ib 1C1)A7~(OFVAQ, To be completed by the vendor and submitted with the Special Events Application/Vendor List completed by the Event Organizer. A $75.00 NON-REFUNDABLE FEE IS DUE UPON SUBMITTAL. CHECKS SHOULD BE PAYABLETOTHETOWN OFVAIL. Name of Event Date(s) license is being applied for Business name Type of merchandise sold Type of ownership ^ Sole proprietor ^ Partnership ^ Corportion Other Business address Business phone number E-mail address Owner's name Owners home address Owner's home phone number State of Colorado Special event sales tax number Signature Year D Z"C~~/lS~~~~~z.~ [~~~r~L l~l~~xuea¢~a~ S~~Qi~[ [~v~~*~,~ S~z:E~s fax fto~eers~ l~p~E~caiiar: !~wis~d 51Q7 ~ ;_, ~ SC. SALES TAX EXEMPTION APPLICATION 1 FOR NON-PROFIT ORGANIZATIONS TbWNOF VAII, ` ~~ ---- -- 1 Non-profit organizations selling taxable tangible personal property or services as defined by theTown of Vail Code must collect sales tax, and purchasers must pay sales tax on such sales. It is the desire of the Town Council that taxes collected by qualified non-profit organizations be retained by that organization 1 as a contribution of additional funds to be used in the course of that organization's charitable service to the community.Therefore,these organizations are not required to remit or report sales tax collections to theTown, provided that certain criteria are met. Qualifying organizations need not submit the "Application for a Special Event Sales Tax License;' and need not pay the $75.00 Sales Tax License fee, but must be included on the vendor list submitted by the Event Organizer. ' Name of Event Year Dates license is being applied for Name of non-profitorganization 501 C-3 number Contact person Phone # E-mail address Mailing address Nature of the fund raising activity Is this an Eagle County non-profit organization? Do this organization's activities benefit the Vail Valley 100%? Yes ^ No ^ If no, what percentage? What percentage of the activities benefit the Vail community? DO 100% OFTHE PROCEEDS GOTOTHE CHARITABLE ORGANIZATION? Yes ^ No ^ If no, what percentage? Is this an "occasional" fund raising event? Signature Date Address any questions to theTown ofVail Sales Tax Administrator at 970 479-2125/ FAX 970 479-2248. Approved by Date Town of Vail Sales Tax Administrator ~'~MISpe~Fa.6~ ~verr~l~~~6'e~ati!ar~ ~a.[~s-axF°e~aa~r feria [~'ac~••f~ra~g [~x~r!~~gi®a~ f~a~rvt [~evise~ ~/©~ E. SPONSOR INFORMATION AND SIGNAGE is TnWN OF VAIL ' Name of Event: Year SPONSORS: Please list any corporate sponsors and indicate whether there will be any "sampling" as part of the event: SIGNAGE: Do you wish to use additional signage, display banners or pennants at your event? ^Yes ^No If yes, please explain in detail and show placements on your detailed map. Please list any locations requested for off-venue informational signage. Signs must be mounted on stanchions, and may be displayed only during the duration of the event. Handwritten signs are prohibited. Location: Message: Location: Message: Location: Message: Location: Message: Are you requesting the use of Variable Message Signs for directional signage? ^Yes ^ No If yes, please explain in detail, including location, message text and time/duration of placement. Please be aware that the variable message signs can be used for traffic information purposes only, and cannot be used for promotion of your event in any way. Date: Message: Date: Message: -u ~F~'l~~aeei~E ~d~r~~ Q~~aEe~~gie~r~ ~~~~s~~ [¢-Et~~~ rrta~im~r~ ~:nd 55~~~~g~ [~8wi~~d ~ICi~ Time: Location: Time: Location: ^ I ' 7. DISPLAY VEHICLES ;~ I 1tilVNOFVAIL ' 19 ' Name of Event Year Many special events are produced through mayor vehicle manufacturer sponsorships. In an effort to accommodate the requested vehicle displays in conjunction with these sponsorships, please use these 1 guidelines. A limit of two signs may be displayed on the INSIDE of the vehicles. 25% of each sign may include the 1 sponsor name/logo; the remainder of the signage must be dedicated to the event. All placements of vehicles must take place BEFORE 7:30 am, with removal AFTER 5:00 pm. A second set of keys, along with the location of each vehicle, must be left with the Vail Police Department. At no time are vehicles allowed in these areas overnight. Does your event include a vehicle sponsor requesting display sites? ^Yes ^ No If yes, please con- ' tact the Special Events Coordinator for availability of requested sites, and show placements on your detailed site plan. Display of vehicles may not extend beyond the dates covered within the Special Event Permit. Make ofVehicles: Will you require a staging area? ^Yes ^ No Requested sites: Location: #ofVehicles for display: Date(s) Location: #ofVehicles for display: Date(s) Location: #ofVehicles for display: Date(s) Contact: specialevents@vailgov.com or (970) 376-2394 1 If ou intend to dis la vehicles in interiors aces lease note the followin re uirements as stated in Y P Y P ~P g q the International Fire Code (IFC 2006 ed.) Section 314 Indoor displays 3 14.4 Vehicles. Liquid orgas-fueled vehicles, boats, or other motorcraft shall not be located indoors except as follows: I .Batteries are disconnected 2. Fuel in fuel tanks does not exceed one-quarter tank or five gallons. (Whichever is least.) 3. Fuel tanks and fill openings are closed and sealed to prevent tampering. 4. Vehicles, boats, or other motorcraft equipment are not fueled or defueled within the building. ' With regard to location of display vehicles either indoors or adjacent to tents, canopies or membrane structures, Section 2404.18.3 of the IFC states the following: The location of vehicles or equipment shall not obstruct means of egress. For additional code requirements regarding vehicle display, temporary heat, light, or other set up issues, please contact Vail Fire and Emergency Services at (970) 479-2292. ~®~IS~~Se~~~:{ f~vec~~ ~p~Ei~~tims~ (~ig~E~y N/e[~i~ieg [~evo~Ed~ ~1~~ 20 r F ~~_ ~- .. n1A'NOFVAlI, ' The following restrictions apply: I . Aircraft liability insurance must be obtained for hot air balloons covering bodily injury or death and property damage in an amount of not less than $ I ,000,000.00. All such policies shall name the Town of Vail as an additional insured, and no balloon shall be allowed until said insurance policy or a certificate of insurance evidencing such policy is provided to the Town Clerk's Office. 2. Balloons are prohibited from being tethered or attached to the roofs or buildings, with the exceptions of the Lionshead Parking Structure and the Vail Village Parking Structure. 3. Balloons shall be displayed only during the length of the special event with which the balloon is associated, or for seven (7) days, whichever is less. 4. The location requested by the applicant for the balloon shall be subject to the approval of the Event Review Committee. 5. During the period of time that the balloon is inflated, the applicant or his agent or employee shall be present at the site to ensure that the appropriate safety measures for the protection of the public are taken. 6. Banners displayed on hot/cold air balloons shall be approved as part of the Special Event Permit application process. 7. The area of the name/logo of the sponsor shall not exceed 25% of the total banner area. For example, if the wording on the banner is 20 square feet in size, signage for the sponsors could be 25% of 20 square feet, or 5 square feet. ~i ~S. riU l / I,ULll ISALLUUN Al T,,TTT ATA TlT r T,.Tr,.,,, ,, ,f ATTl~ 1 Submit this application to the Special Events Coordinator a minimum of ten (I 0) days prior to the event and only in conjunction with aTown of Vail Special Events License. Name of Event Year Will hot/cold air balloons or inflatables be displayed? ^Yes ^ No If yes, please indicate the locations on your detailed site plan. NO MORETHANTHREE (3) BALLOONS FOR EACH SPECIAL EVENT OR ONE (I) BALLOON FOR EACH SPONSOR IS ALLOWED. BALLOONS MAY BE DISPLAYED ONLY DURING LENGTH OFYOUR SPECIAL EVENT OR SEVEN (7) DAYS,WHICHEVER IS LESS. # of Balloons Requested: Hot Air: LOCATION OF BALLOON(S) Cold Air: Balloon # I Sponsor Dates: Balloon #2 Sponsor Dates: Balloon #3 Sponsor Dates: Please explain any and all safety measures to be taken for the protection of the public: ~®~91Spe~6~C ~ver~~h1~~E~e~¢o®o~ ~~[N~ara~ ac~~ Gn~Va~a~~~s [~evisec~ 5l®a This page intentionally left blank ^ i ' 9. BANNER APPLICATION ~' T~OWNOF VAIL ` I 23 ~ A $50 non-refundable fee for each scheduled installation must accompany this application. TheTown of Vail maintains display sites for banners that represent community events or are sponsored by a non-profit organization and that promote activities that take place primarily within theTown of Vail. Please contact the Special Events coordinator at specialevents@vailgov.com a minimum of I 0 days prior to submitting this application, to confirm site availability. Dates are determined on aMonday-Monday week. Reservations will be taken on a first-come, first-serve basis. Applications to hang banners for more than one week and/or site will be considered only if there are no other requests for the same time frame, Name of event Name of representative Phone Address E-mail Date(s) of event City State _ Location (activities take place primarily within theTown of Vail): Brief description of the event ' Banner site(s) and dates requested Lionshead: (at East entrance to the mall) ZIP Bridge Street: (just South of the Covered Bridge) Banner SPECIFICATIONS (Banners that do not meet all of these specifications will not be installed.) ' SIZE: 18' wide by 4' high (the Lionshead site can accommodate banners up to 20' wide) Banners must be printed on both sides %z" center diameter grommet with reinforced fabric in each corner A minimum of 3 wind vents to insure there will be no damage to supporting structures Attach a SCALE DRAWING on 8 1 /2 X I I paper showing: Layout and wording Material and color Logos -not more than 20% of the area and/or wording may be sponsor names or logo DELIVER to the Public Works Front Administration Office at 1309 Elk Horn Drive (phone 970 479-2 1 58) no later than 8 a.m. on theThursday prior to your requested dates. Please pick up the banner from Public Works immediately after your event, as there is no space for storage. TheTown of Vail will not be responsible for lost, damaged or stolen banners. APPLICATION IS HEREBY DENIED (reasons for denial): APPLICATION IS HEREBY APPROVED: Vail Town Clerk ~®~9/S~~aecia~ [~~ert~~.~~[i~a~~®~ (~ar~r~erw`~~E;~atidr~ Date I~&evise~ ~l©~ 24 _ . _ _ `. _ ~ ~owxoFV~ • Tents, canopies, air supported and/or other temporary structures associated with your event, whether they are to be located on public or private property, may be required to be permitted and inspected. These inspections are to be conducted by a member of Vail Fire & Emergency Services. A complete guide is available at http://vailgov.com/dots/dl_forms/tent_and_canopy_Info_sheet.pdf You may also contact VF&ES at 970-479-2252 for further information. Your application packet should include: Light, heat and power sources as well as propane tank information if applicable. Manufacture data sheets and listing information in regards to interior finishes and decorative materi- als to be used during your event. A site inspection will be required prior to the start of your event and should be scheduled through the contact number listed above. Prior to scheduling a site inspection you must submit a completed Special EventTempor-ar-yTent Permit.This application and associated fees should be submitted a minimum of I 0 days prior to your event set up to: Town of Vail, Special Events Coordinator, 75 S. Frontage Road.,Vail, CO 8 1657. PORTENTS LOCATED ON TOWN OFVAIL PROPERTY (I.E. Public Parks and Right of Ways, etc), PLEASE NOTETHE FOLLOWING ADDITIONAL REQUIREMENTS: • Public Way Permit with utility locates is required unless no stakes to anchor tents down are used.You must meet with aTown of Vail representative on-site prior to installation of the tent. Call theTown of Vail Public Works, Parks Division 970-479-2 158 to schedule a meeting. • Floors are required for tents on Town of Vail property that do not have a "hard" surface. • There is a minimum I 0-day non-tent usage requirement between events requiring a tent at Ford Park.This time frame is not negotiable. Please contact theTown Clerk's office at 970-479-2 136 to verify if a tent placement is acceptable for the time frame desired. LO. TEMPORARY TENT PERMIT ,' 1C1A'NOFYAIL ' ~ ' $ 125 Non-refundable fee, per tent. Check payable to Town of Vail. Submit application to the Special Events Coordinator at 75 S. Frontage Rd.,Vail, CO. For additional information contact Vail Fire and Emergency Services at 970 479-2252 ' Name of Event Year Location Proposed occupancy ' Please describe nature of the activity that is proposed to take place within the tent: Date(s) Installation date: Date(s) Tent will be in use: Breakdown date: Who will be doing the installation? Phone ' Please attach a diagram (8- I /2 x I I paper) including the following details: • Location • Layout and dimensions of the tent. 1 • Exits • Electricity, gas, heating, lighting and the fuel storage site. • Vehicular delivery area and the emergency access area Specifications of the tent: (if possible, attach photograph or manufacturers brochure) Dimensions Color Style FabricType Date of last fire retardant treatment (attach certificate) Please describe in detail any proposed interior finishes: (furniture, decorations, etc.) Size of fuel storage source Description of all electricity, gas, heating and lighting that isproposed If your tent is to be located on Public Property, Public Way Permit with utility locates will be required unless no stakes to anchor tents down are used.You must meet with aTown of Vail representative on- site prior to installation of the tent. Call theTown of Vail Public Works, Parks Division 970-479-2 158 to schedule a meeting. FIRE DEPARTMENT INSPECTION IS REQUIRED PRIORTOTHE EVENT. Contact the Vail Fire Department at 970-479-2250 to schedule an inspection time and date. APPLICATION IS HEREBY APPROVED DENIED Reason for denial BYVAIL FIRE DEPARMENT ~'®~IS~ne~i~t ~ee;~~Qg~~iie~Yi~co ~'em~sara.ryl'ee~~ [~ero~rei~ DATE GBev~~e~ ~/~7 This page intentionally left blank I .. ' 11. FOOD CONCESSION PERMIT ~~ ~ ~owxoFV~ ' 27 1 _____ __ ' Name of Event Year ' Does your event include food concessions, giveaways and/or preparation areas? ^ Yes ^ No Do you intend to cook food in the event area? ^ Yes ^ No ' If yes, please specify: Gas Electric ' Charcoal Other ' Please describe how and where the food will be served and/or prepared: Do you plan to use the services of a licensed caterer? ^Yes ^ No ' Name/Phone Number of Catering Service: ' If you are using the services of an out of town caterer, please attach a photocopy of their current/valid Colorado Retail Rood Service License. ' If ou res onded es to an of the above uestions, lease review and si n theTem orar Food Y P Y Y q P g P Y Event Guidance document and distribute a copy to all participating food concessionaires.The signed original should be attached to this application. Additionally, please attach a signed Food Vendor Certification form for each participating food vendor. ' The Temp Food Event Guidance Document and the Food Vendor Certification form immediately follow this page. ~'®F~11S~~res^ai ~rve^~G~~~~ic~~ic~~ [~~ma ~:cr.ces~i©r~ ~errrtig [~evE~ecC ~lOd i 11 A. TEMPORARY FOOD EVENT , ~ , OPERATIONAL REQUIREMENTS ~A1jIjQFYAIL 28 All food vendors must have a current State of Colorado Retail Food Establishment License, a copy of which shall available upon request during any vending activity within the Town of Vail. Exemptions may be granted to qualified organizations at the discretion of the Town of Vail Environmental Health Officer. ' TEMPERATURE REQUIREMENTS • Metal Stem Food Thermometer (probe type, scaled 0 F to 220 F) and means to sanitize it between uses , Cooking Temperatures • Beef ............. 140 F • Poultry......... 165 F • Ground Beef... 155 F • When cooking in a microwave, add 25 F • Pork............ 150 F Holding Potentially Hazardous Foods • Hot foods must be held at or above 135 F • Cold foods must be held at or below 4 I F:You are required to have one of the following: - Mechanical refrigeration -Self-draining ice storage with lid Reheating Foods • Reheat all potentially hazardous foods to 165 F in less than two hours • If reheating in a microwave, add 25 F FOOD PROTECTION Minimum enclosure for food service facilities is a canopy only. A three sided enclosure may be required depending on the nature of the operation. • Properly store and handle foods in order to avoid cross-contamination: • All food must remain covered • All food must be at least six inches off the ground • Ice storage must be self draining • Utensils are required for all food handling • Sneeze shield is required for patron self-service SOURCE • All foods, water and ice must be from an approved source • Home prepared foods are prohibited WAREWASHING You are required to have one or more of the following: - Three compartment sink for proper wash, rinse and sanitizing of equipment • An adequate number of back-up utensils • Only single service eating and drinking utensils shall be used PERSONAL HYGIENE Hand Washing:You are required to have one of the following: • Hot and cold running water under pressure with soap and paper towels • Non-pressured container of warm water with a spigot and catch pail with soap & paper towels • Cleanser impregnated towelettes in conjunction with non-pressured hand washing station as described above *WASTEWATER SHALL BE APPROPRIATELY DISPOSED OF INTO THE SANITARY SEWER SYSTEM. (i.e. toilet, mop sink, etc.) IT IS PROHIBITED TO DISPOSE OF GRAY WATER INTO THE STORM SEWER OR DIRECTLY ONTO THE GROUND. MISCELLANEOUS • Any vendor who is cooking on site is required to provide anon-flammable ground cover to prevent staining of the street pavers. • Easily cleanable refuse containers must be provided. Containers outside of enclosures must have lids. • All portable toilets must be a minimum of 150 feet away from a food facility • Large garbage storage areas must be a minimum of 150 feet away from a food facility. I hereby acknowledge that I have read the above requirements and agree to abide by all of the conditions therein: Signature of Event Producer: Name of Event: Date: _ Direct all questions to the Town of Vail Environmental Health Officer at 970 479-2333 TOWN OF VAIL: DEPARTMENT OF COMMUNITY DEVELOPMENT 75 S. FRONTAGE ROAD,VAIL, COLORADO 81657 *Contact the Town of Vail Environmental Health Officer at 479-2333 regarding your requirements* T~~/~peci~f I~t-erzt~/,~,~p!ica~cr. -c:r:(~ara.ry [~®©a~ ~e~~r~t ~pe~~atii®n~; [~e.u;r~e;~-Encs C~devise~; SICt~' 11 B. TEMPORARY FOOD VENDOR CERTIFICATION ~y11I1~t/~~TI~rt i 1VA111/l Illll~ 29 ' As a vendor who will be preparing and/or serving food for public consumption during the (name of event) on (dates), I hereby certify that: I will cooperate fully with the conditions of participation outlined to me by the event organizer, who is au- thorized to produce the event under the special event permit granted by theTown of Vail, and who has in- ' cluded me on the list of participating vendors submitted as part of theTown of Vail Special Event Permit Application. ' I hold a currentTown of Vail business license or I have been granted a Special Event SalesTax License by theTown of Vail Sales Tax Administrator. In either case, I will display the Special Event License granted to ' me by theTown of Vail Sales Tax Administrator in full view for the duration of my participation in the event. I, or my employer, is authorized to do business under current Colorado Retail Food Establishment License # . A copy will be available upon request during any vending activity in which I am partici- pating in theTown of Vail. Exemptions may be granted to qualified organizations at the discretion of the ' Town of Vail Environmental Health Officer. I have read and understand all of the conditions outlined in the Special Event Permit Attachment A:Tem- porary Food Service Guidance and I will comply with all of the conditions outlined therein. I will provide anon-flammable ground cover to prevent staining of street pavers and to protect the ' ground surface. ' I understand that wastewater shall be properly disposed of into the sanitary sewer system, i.e. floor sink or mop sink, etc and that it is prohibited to dispose of gray water into the storm sewer or directly onto the ground, ' I understand that non-compliance with any wastewater disposal requirement may result in a court citation, fine and/or prohibition from participating in any future special events within theTown of Vail. Signature: Please Print Name Employer: 1 Phone: Cell Phone: Z~MISSgzeeial (~v~r~~ ~~p6~ca~u~~a ~~rv?~drz ~~ ~'=ccc~ ~'~~d~~r ~e~eit~~a~~~re (~evr~~d .~/ft~ t This page intentionally left blank ^ I - i ' 12. SECURITY PLAN ~ ~, TOWN OF VAib ' 3 ~ ^- - 1 1 1 1 1 1 1 1 As an event organizer, you are required to provide a safe and secure environment for your event. Name of Event Year Have you hired a licensed professional security company to manage your event's security plan? Yes^ No^ If yes, please complete this section: Security Organization Address Contact Name: Will law enforcement services be required? Yes ^ No ^ Phone: If yes, for what purpose? (i.e., security, traffic control, parking control? Law enforcement services will be charge out at the rate approved annually, for a minimum of 2 hours. The Chief of Police reserves the right to place officers and staff at events as deemed necessary in the best interest of public safety. Should law enforcement services be deemed necessary, an Agreement for Additional Police Service will also need to be completed in addition to this plan and attached to this application. If you answered no to either of the above, please detail your plans to secure your event: ~('~~/Specia.i wer~~/~~~6icagida~ ~cc~c~ity G~(a~r~ [devised ~/03' 1 ZB. AGREEMENT FOR ADDITIONAL 32 POLICE SERVICE i i AWN OF VAIL THIS AGREEMENT is entered into between theTOWN OFVAIL, a Municipal Corporation ("the Town") and ("Business"): Obligations of Town. TheTown will assign to Business, upon request and on an as-available basis, one or more extra-duty police officers or code enforcement officers, in uniform to provide additional police service on the premises of Business. The sole responsibility of the police employee(s) while so assigned shall be to enforce the ordinances of theTown and statutes of the State of Colorado. The senior officer assigned to the Business shall maintain a time record in the form of Exhibit "A", which time record shall be completed by the senior officer, initialed by each assigned officer at the end of the shift, and presented to the Department Secretary for billing. 2.Obligations of Business. Request for assignment of a police employee shall be made at least sev- enty-two (72) hours in advance. Business may cancel the assignment of a police employee only on three hours notice. In the event the police employee makes an arrest in connection with his/her as- signment to the Business, the Business will sign a complaint and cooperate fully in the prosecution thereof. 3. Compensation. Business will compensate theTown at the following rates: $37.00 per hour per code enforcement officer $48.00 per hour per police officer. The Business is responsible for atwo-hour minimum; however, if the event scheduled is for three hours or longer, the business is responsible for athree-hour minimum in the event the assignment is terminated earlier than three hours. In addition, should the event last longer than originally sched- uled, or circumstances require the police employee to stay on site later than originally scheduled, the Business is responsible for such additional compensation. Business shall pay such compensation within thirty (30) days of the billing date. ~®~/Spec~aE ~ver~t ~~~(icaeidr~ ~g~ ee~~~r~~~ t~©a~ l~c~d:~E¢~:~.[~ [~®E'sce ~e~~eic~ 6~.E~~is~d SIC i r 1DWNOFYAIL ` 4. Emergency Availability. Any police employee shall, at all times while assigned as provided in Para- , graph I , be available to respond to any incident occurring off the premises which, the employee deter- mines in his/her sole discretion, to be an emergency. In the event of such an emergency response, the police employee shall promptly return to the premises of the Business after cessation of the emergency. ' S. Relationship of Employee. While assigned as provided in Paragraph I ,the police employee shall at all times remain an employee of theTown acting within the performance of his/her duties and the scope ' of his employment with theTown, and shall be under the sole supervision and control of his/her shift commander. ' 6. Release of Liability -Insurance. The Business, on behalf of itself, its officers, and its employees, hereby releases theTown and its officers and employees from and waives any and all liability, claims, and ' demands for damages of whatsoever nature, including without limitation claims arising from bodily injury, personal injury, property loss or damage, which arise out of this agreement, or are in any manner con- ' netted with this agreement. Business further agrees to indemnify, defend, and hold harmless theTown, its officers, and its employees for any uninsured or deductible costs, including without limitation the cost of any judgment or settlement and the costs of defense including attorneys fees, incurred by theTown, its officers, or its employees in connection with any claims of third parties against theTown, its officers, or its employees which arise out of or are in any manner connected with this Agreement. TheTown agrees that so long as this Agreement is in effect it will maintain false arrest and general liability insurance. ' 7. Terms of Agreement. This agreement shall remain in effect until such time as either party, on ten days notice, has terminated it. -Next page - 33 ~~~IS~ee6a6 (~e~~r~L Q~r~EieatoQr~ Qg«c~€*.~~c~~ t~~r Qd~Et~®roa6 ~®do~e S~e~e~:se ff8ev~ge~ ~l~'P z,~'.; ~~ 1 V AWN OFVAIL 8. Terms of Event and Particulars of Service. DATE TIME # P. O. # CEO LOCATION TOWN OFVAIL BUSINESS BY BY DATE DATE Z~G:~M/S~~Se~i~h ~e%E~~tG~~~~i~~.to~~ ~.gU~err-t~r?~ fi©~1~1¢~di~id~~.z.~ l~~Ei~e S~2mv~~~ [~?evi~~edsl`3T ~_ EXHIBIT. A ~ ~~ ~,~ ~~_ x ~~ AGREEMENT FOR ApDITIONAL POLICE SERVICES' : ~ ~ r .~ --°~;~~}.; TOWN OF~ YAIL ~., 3s - - BUSINESS ADDRESS EVENT DATE ~~ CONTACT CONTACT # ,~ DATE WORKED HOURS WORKED OFFICER ~~ TOTAL HOURS ~~ POLICE OFFICERS HOURS X $48.00 = $ CEO'S HOURS X $37.00 = $ ,~ ~~ ~c~M/S~~~c~.~ ~vr~n~ Q~n~a6c~~~E©n TOTAL = $ l~gre~et^erte fior Q:~eiiCio~t~.~ I~oEc~e S~~rvc~~ fi8eviseoi 510 r ~WNOFVAIL ' As an event organizer, you must properly dispose of waste and garbage throughout the term of your event and immediately upon conclusion of the event, the area must be re- turned to a clean condition. If you, as an event organizer, set a standard of leaving the venue in a better condition than you found it, you can have a highly beneficial impact on the community. e ofVail Municipal Code Chapter 9, 5-9-4: Special Event Refuse sal states, "Outdoor special event sites shall be kept free from accumulation of refuse. Refuse must be collected from the rounds at the close of each day's activities and shall be de- posited into appropriate Wildlife-Resistant, Wildlife-Proof con- tainers orWildlife-Resistant Enclosures as provided in this Chapter, or shall be removed to an appropriate disposal site " . Additionally, as an event organizer you must insure that recy- clable goods are separated and removed from the event site to appropriate recycling facilities. could you fail to perform adequate cleanup and/or damage oc- to town property as a result of your event, you will be billed =ost recovery rates plus overhead for cleanup and repair. Fail- nply with the Town's environmental protection requirements may result in denial of future approval for a special event permit. PORTABLE RESTROOM~ The Town of Vail recommends two (2) chemical or portable toilets forthe frst 100 at- tendees, plus one (I) facility for every additional 100 attendees. Ten percent (I 0%) of these facilities must beADA-accessible. This figure is based upon the maximum number of attendees expected at your event during peak time. The Town of Vail may determine the total number of required restrooms facilities on a case-by-case basis. Portable restroom facilities will be required at your event unless you can substantiate that there is a sufficient number of both ADA-accessible and non-ADA accessible facilities in the immediate area of the event venue that will be available to the public during your event. A hand washing station at the site of the portable toilets is required I I3. TRASH, RECYCLING AND SANITATION ~~ ~F y~ ~ 37 Name of Event Year Expected # of Attendees: TRASH AND RECYCLING Please indicate on your site plan the intended placements of trash receptacles and recycling containers, as well as the location of your dumpster(s). Number of trash cans with lids: Number of recycling containers: (Provide at least I for every 3 trash cans, unless you can substantiate that there will be no recyclable materials ,, disposed o f at your event.) Number of dumpsters with lids: Size (One for every increment of 400 people) Describe in detail your plan for cleanup and removal of recyclable goods, waste and garbage during and after your event ~' Sanitation Company: Phone: Address PORTABLE RESTROOMS Do you plan to provide portable restroom facilities at your event? ^Yes ^ No If yes, total number of portable toilets: Number of ADA-accessible portable toilets: Please indicate the intended location of these facilities on your site plan. Equipment setup: Date: Time: ~, Equipment pickup: Date: Time: ~? If these facilities are to be placed on Town of Vail property, please describe the proposed location: Phone #: ~~~lS~pee€a~~ ~veet~~~~iie~~~©et 1rag~~, [~ecye6ie:g ~~d S~~~og~~o®e~ PortableToilet Company: Contact Name: C~tevi~ed; X165 This page intentionally left blank ^ 14. PARKING, TRANSPORTATION PLAN AND EMERGENCY SERVICE ~W(~jOFYAIL j " ri i 1 Name of Event Year It is important that you plan for the safe arrival and departure o f event attendees, participants, volunteers, staff and vendors.As an event organizer you should develop a parking and transportation plan that is suit- able for your environment and the size o f your event. Specifically, your plan should include methods for miti- gating tragic congestion and encouraging the use o f alternative transportation. You must always include accessible parw~ng and/or access in you event plans. Depending upon the size of your event, you may be asked to: ^ Provide bus schedules, transportation and/or parking information to attendees, volunteers and other participants via registration materials, advertising, web sites, etc. ^ Provide special shuttle services to event attendees, staff and volunteers. Please describe your parking/transportation plan: AMBULANCE COVERAGE for special events can be arranged through the Eagle County Health Service District and we are available to help you assess whether or not it may be pru- dent to contract for this service. A fee is charged, (non-profits may apply for a waiver) and coverage is normally available with advance notice. For further information, please contact the District at 970-926-5270 and ask for the Operations Manager. ~-~MlS~~es~a6 ~CVer~t~.~~af~a~Ec~~ [~ar6eir*g,1"r~e~s~~rg~.t~©n ~c?c~ f~¢~er~es~~y Sere+i~e (~ebi~ed ~/®~ 15. AMPLIFIED SOUND AN 1 T T !l r TOWNOFYAd appropriate Town of Vail reviewing agency based on consideration of impacts . Neighbors within the area that will be impacted by the noise must be notified in writing. 2. The arrangement of loud speakers or the sound instruments must be such that it minimizes the disturbance to others resulting from the position or orientation of the speakers or from atmospherically or geographically caused dispersal of sound beyond the property lines, and 3. All reasonable measures are taken to baffle or reduce noise impacts on the neighbors, and 4. Event organizers agree to cooperate with the Police Department in addressing noise complaints from neighbors. Verification of notice, in the form a signature from an authorized representative of each business or condominium association within 250 feet of the proposed site, shall be provided whenever the event is to take place within the commercial area of the Town of Vail. Please use the form provided in this guide, and attach the completed document to your Special Event Permit. Additionally, as part of the application for a Special Event Permit, 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 of the Special Event being proposed. ~` ,a ~.. -~`'~ ~ . _~~ -~ .: . "~~ y '~i i 1 S. APPLICATION FOR SPECIAL EVENT AMPLIFIED SOUND PERMIT NAME OF EVENT TnWNOFVAIL Year j' Permitted times, location of speakers and sound levels will be determined by the appropriate Town of Vail reviewing agency based on consideration of impacts to adjacent properties and neighbors. ADDRESS OF PREMISES OR LOCATION(S) WHERE SOUND ISTO BE PRODUCED: 1 DATE(S): ~ DAY(S): ~ TIME(S): How will sound be projected? Describe what type of sound is to be projected: (i.e. live music, canned music, PA system, etc. 1 If live music, name of entertainers/band and type of music played: Anticipated Audience #'s: Verification of notice, in the form a signature from an authorized representative of each business or condominium association within 250 feet of the proposed site, shall be provided whenever the event is to take place within the commercial area of the Town of Vail. Please use the form provided in this guide and attach the completed document to your Special Event Permit. 41 ' As part of the application for a Special Event Permit, 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 of the Special Event being proposed. ~~~M/S~ee«0 ~~e~u~l~~~6iea.C~©r S~eei~.[ (we:~~l~rM~i~tcec~ ~c~ae~d~ (~er~~6k (~w~seds'l~~ ,~I a 1 SA. VERIFICATION OF NOTICE TO AD AGENT PROPERTIES ~~ ~~ J 42 ~WN~OF'VAII; ' G Please verify that you have received the attached notification regarding the proposed event.Your signature does not indicate your support of the activity, only that you have received notice. Please direct any concerns you may have in writing to: Town of Vail, Commission on Special Events Coordinator at specialevents@vailgov.com. PLEASE PRINT INFORMATION CLEARLY: Business or Residence Contact Name Physical Address Signature Date Contacted Attach additional pages, as necessary. ~~C'/S~~ecFa.E [~~ere~~g~~ai~~~g~d!n ~;~n~i~?ied ~¢ur~ci S~ [~m~i~~at~mr~ t~ l~r-c~Er:y ~uav,~~~~s V~E~s~ef~ ~14~ ~ i j ~: I6. SIGNATURE AND APPROVALS PAGE ~` ~owxoFV~ ' 43 i_ Name of Event Year APPROVALS WILL BE SECURED BYTHE SPECIAL EVENTS COORDINATOR FROM THE FOLLOWINGTOWN OFVAIL DEPARTMENTS,AFTERYOURAPPLICATION IS SUBMITTED. Please attach this page to your completed application. (Questions for spec c departments should be clarified prior to submitting the application.) 1 PLANNING 479-2138/BUILDING 479-2138/ ENVIRONMENTAL HEALTH 479-2333: Approved by: Date: 1 FIRE 479-2250 Approved by: Date: POLICE 479-2200: Approved by: Date: I' PUBLIC WORKS 479-2158:Approved by: Date: 1 SALES TAX 479-2125: A roved b : Date: PP Y ANY CHANGES TO THIS ORIGINAL APPLICATION MUST BE IMMEDIATELY RECORDED WITH THE SPECIAL EVENTS COORDINATOR. `ALL APPLICABLE PERMITS MUST BE POSTED ON SITE OR PRODUCED UPON REOUEST.~ Has the applicant or any of its agents ever been convicted of any crime or misdemeanor? No ^ '~ If yes, please explain: I certify that all the statements and information provided in this application were made by me and are true without any reservations or evasions. I understand that I must furnish any equipment necessary in the production of this special event. Signature of Applicant Print Name Clearly Date ~' APPLICATION IS HEREBY DENIED: (reason for denial) APPLICATION IS HEREBY APPROVED: 1 VailTown Clerk Date VAIL SPECIAL EVENTS COORDINATOR Date CC: Police, Fire, Public Works, Community Development,Transportation, Sales Tax,Vail Town Clerk,VCBA,Applicant lT®~/S~peei aP ~~see~~ G~ip~6ic~t6®o~ `SigrEa~ure ae~d l~,p~r~d~'.s [gage [8eviise~ ~/0~ ,~ T~1+~10F VAIL ' If you plan to sell, distribute or consume alcoholic beverages at your event, you will be required to obtain a separate special event liquor license from the State of Colorado through the Vail Town Clerk's once. Only incorporated non-profit organizations are eligible for special event liquor permits. Please note that sales tax must be collected and remitted for the sale of alcoholic beverages unless 100% of the proceeds from these sales is accrued to the sponsoring non-profit organization. Qualifying non-profit status must be pre-approved through the Sales Tax Administrator Applications may be obtained from either: ^ Vail Town Clerk and Recorder at 75 S. Frontage Road in Vail or ^ Colorado Department of Revenue at www.revenue.state.co.us/liquor-_dir/pdfs/8439.pdf (Form: DR 8439-Special Event Permit Application) In order to insure adequate time to comply with state regulations, your application must be submitted to the Vail Town Clerl< sixty (60) to ninety (90) days prior to the event date. Once your application has been submitted, you will be scheduled for a hearing at the next available Local Licensing Authority (LLA aka "Liquor Board") hearing. In light of the time required for the State of Col- orado to process these applications, it is strongly advised that your hearing with the LLA be held a mini- mum of 30 days prior to your event.The LLA meets the 2nd Wednesday of each month. All completed paper work for the LLA hearing is due to the Town Clerk not later than 30 days prior to that hearing. 1 1 t Contact: Vail Town Clerk, 970 479-2 1 36 ~' ,' I ~. ALCOHOL PERMIT ;`~ ' i ~owx of y~ ~~ - 45 '~ 1 1 1 1 1 1 1 i 1 1 1 f 1 1 i 1 Name of Event: Year: Please attach to your State of Colorado Liquor License Special Event Application: ^ Copy of Certificate of Good Corporation Standing from Secretary of State ^ Evidence of permission to use premises ^ Evidence that all servers of alcohol have a server training certificate (i.e.TlPs, SafeServe, etc.) approved by the State of Colorado Liquor Enforcement Division. ^ Drawing (8 % x I I) of proposed premises, including the placement of security fencing and/or security staff at all entrance and exit areas of your event site. Description of type, size and amounts of alcohol to be served at your event. Please describe your security plan to ensure the safe sale or distribution of alcohol at your event. Please complete the following Checklist: Will you provide non-transferable ID bracelets? Designate "family friendly" seating area? Provide alternatives to alcohol? Have food available at all times? Training of security staff and volunteers on friendly intervention? Prohibit use of alcohol and drugs by staff and volunteers while on duty? ®F91~~e~oa6 ~ve~t~ G~~gxEe~a.~c©r~ ^ Yes ^ No ^ Yes ^ No ^ Yes ^ No ^ Yes ^ No ^ Yes ^ No ^ Yes ^ No i~~~~os~~ ~/Q~ APPENDIX ENTITY INFORMATION a~ _• ~owxo~vn~ ' Vail Commission on Special Events (CSE) The Vail Commission on Special Events (CSE) is a seven member board appointed by the Vail Town Council that is charged with providing street entertainment and special events for economic vitality, year-round fun, sense of community and increased quality of experience for guests and residents. Presently the CSE manages a budget of approximately $800,000 and allocates funding forTown of Vail special events through an annual RFP process in the fall of each year.The CSE generally meets on the 4th Tuesday of each month, at 9:00 a.m. in the Vail Town Council Chambers in the Vail Municipal Building. Click here for more information on the CSE: Strategic Plan, RFP's, membership, meeting schedules and agendas etc. (link toTOV CSE webpage) Contact:Vail Special Events Coordinator at 970.376.2394 or email specialevents@vailgov.com Vail Local Licensing Authority (Liquor Board aka LLA) The Vail Local Licensing Authority (Liquor Board) meets the second Wednesday of each month beginning at 10 a.m. in theVailTown Council Chambers in the Vail Municipal Building. This volunteer board reviews allTown of Vail liquor license applications. If you intend to serve or sell alcoholic beverages at your event, please review the Alcohol Informa- tion and Permit section of this handbook. In order to insure adequate time to comply with state regulations, your application must be submitted to the Vail Town Clerk sixty (60) to ninety (90) days prior to the event date. Click here for more information on the Liquor Board meeting schedule and members. Contact:Vail Town Clerk at 970.479.2136 or email Idonaldson@vailgov.com ~'"~~//~~e~¢ai ~~~c~~U~~~ZIE~~ticr~ ~~~~e~~r~dx:(~Tt`~y i~6®~^:^a~-~c!~ ~~Sw;s~c~ ~/fir APPENDIX COMMUNITY CONTACT INFORMATION. 1 1 1 i Town of Vail: Special Events Coordinator 970 376-2394 Donovan Pavilion: 970 477-3699 Vail Town Clerk 970 479-2 1 36 Vail Information Booths: Vail Village 970 476-4790 Lionshead 970 476-4941 t• ~~ ~ y/~ specialevents@vailgov.com Community Contacts: Vail Chamber and Business Association 970 477-0075 Vail Resorts: Special Events 970 479-4050 Vail Recreation District: Generallnformation 970-479-2279 Dobson Ice Arena 970-479-227 I Vail Golf Club 970-479-2260 Nordic Center 970-479-2264 Nature Center 970-479-229 I Sports 970-479-2280 Youth Services 970-479-2292 Gymnastics Center 970-479-2287 Tennis 970-479-2294 Vail Valley Foundation 970 949- 1 999 Vail Valley Partnership 970 476- 1 000 Garbage and Rubbish Collection: Vail Honeywagon 970 476-35 I I Waste Management: Eagle County 970 926-3396 Vail/Eagle County Emergency Contacts: Dial 9 I I for all emergency situations Vail Valley Medical Center: 970 476-245 I Emergency Dept. 970 479-7225 Vail Police Dept: Non-emergency calls/970 479-2200 Vail Fire Dept: Non-emergency calls/970 479-2250 Eagle County Health Service (Ambulance) District: 970 926-5270 Town of Vail and Eagle County Sheriff: Dispatch/970 479-2200 ~~~GlS~Zeei~:I ~v~:~~(~~apPi~agico~ /~pper~dix: C;a~lrrtu~ti~~ ~m~taets 474 4Bevis~~0 5/~~ APPENDIX FEE SCHEDULE ; Asa T~WNOF`VAIL ` ^ Special Event Permit Application Fee: $50 The following fees may or may not be applicable to your event application: • Dobson Arena Specific Special Event Permit Application Fee: $50 • Special Event Sales Tax License: $75 per vendor who is not already licensed within the Town of Vail • Amplified Sound Permit $50 • Temporary Tent Permit: $ 125 per tent • Banner Display in Vail Village and Lionshead: $50 per installation • Barricade Rental: $ 200 plus 8.4% sales tax for a total of $216.80 per delivery • Alcohol Permit and Colorado State Liquor License: check with Town Clerk for most recent schedule of state and local fees • Street Artisan License: $25 • Street Entertainer License: $25 T~MI~~ec~aE ~~^~~L G2~p~[i~a~i¢r: l~~p~rta~stt: ~~~ ~e~~W ~i~ l~e~si~ee~ ~1~7 1 APPENDIX TOWN OF YAIL ' ' Vail has many publicly owned facilities and outdoor locations which provide spectacular settings for Special Events.The following list offers descriptions of the most commonly used sites, as well as information on whom to contact for scheduling, cost and booking information. Vail Village and Lionshead: The streets ofVail Village and the Lionshead Mall have provided signature settings for Special Events for many years. G ~. . _ . _ _ -.- ~ B; ~~ _ ~,recc the heart ofVail Vil- lage with its intimacy and quaintness bordered by an awe- inspiring view of the Gore Range to the East, has been the site of concerts that can attract upwards of 5000 people, as well as Food and Wine events and Freestyle Mountain Bike demonstrations, Oktoberfest and Big Wheel races. Vie; de~,~~ _ ive ,-.,i. I?r~~ . r._-~ a ~~- ~ ~r S ~ S. , -have become recobnized as the places to be on Sundays in the summer, hosting the largest Farmers' Market in the state. The ,.. .. Cre~ ~~ ~ ~~ ;c~ .. _. r~,~_ ,~ ,.. Bridge are located on Vail's renown whitewater park and are annually the center of activity for theTEVA Mountain Games and the annual Rotary Duck Race- yet often host a more intimate level of entertainment in the form of small music ensembles. Tne Ll,~ra~-~esc f~~la,~. located at the foot of the Gondola, has been the traditional site for the Vail Arts Festival and Oktoberfest. With the addition of the new plaza at Arr~a- belle, scheduled for completion by December 2007,Vail will have yet another world-class setting for large, outdoor events. For information regarding the availability of these sites, or others located on Town of Vail Rights of Way, contact the Town of Vail Special Events Coordinator at 970.376.2394 or email specialevents@vailgov.com Donovan Pavilion: Offering a total of 5,200 square feet, Donovan Pavilion can accommodate 200 people indoors, seated, plus an additional 100 on the patio. Tucked into the hillside along the creek in Donovan Parr just west of the Vail Cascade Resort, Donovan Pavilion is perfect for weddings, meetings, corporate and social gatherings. Please call Donovan Pavilion Management at 477-3699 for availability and rates. 49-A .SQA APPENDIX Lev ~ ~ ~owrroFV~ Dobson IceArena:The ~~_, ~~ ~...~ H: cr,: located in the heart ofVail, plays host venue to numerous skating, hockey and athletic sporting events, as well as vast and varied corporate conferences and special events with a capacity of up to 900 people for seated meals and 2,500 people for corporate events. In addition, Dobson is an outstanding concert venue, providing excellent acoustics and a unique setting, with a seating capacity of 3,000. The 35,000 square foot multi-purpose venue is one of the largest in the mountain region. For booking and calendar in- formation, contact theVail Recreation District at 970.479.2446 or email jmonson@vailrec.com. Note that a L ^'7s~ ~pcci=ic ~~cc';~. E~: r -.; ~~~ ~~-, is is required whenever the arena is to be used as a "non-ice" venue. :_ ~ Vail Golf Club: Vail's only golf course, the Vail Golf Club is an 18-hole championship course complete with driving range practice facility, pro shop, and a clubhouse that hosts Whirled Peas Grill. The restaurant location can be rented out for special events and meetings, catered by in-house restaurateur or not. Capacity is 150 seated, with varied numbers for other events based on logistics and meeting style desired. Ever-popular for rehearsal dinners and corpo- rate mixers,Whirled Peas Grill provides the fnest Gore Range views in the Vail Valley. In addition, the island on hole # 17 is a stunning setting for smaller, outdoor-based events, and can be easily tied into clubhouse venue rentals. For booking information and calendar availability, call the Vail Recreation District at 970.479.2446 or email jmonson@vailrec.com Public Parks: More than a third of the land within theTown ofVail is dedicated to open space and parks or recre- ation.With the exception of Ford Park, all ofVail's parks are available to the public on afirst-come/first serve basis and may not be reserved in advance for special events or private gatherings. Ford Park: Located just a short walk to the east ofVail Village, and providing a breathtaking view of the Gore Range from virtu- ally anywhere in the park, Ford Park is Vail's "Central Park" and serves the community in a variety of ways.The facilities within the park are managed and maintained by a number of different entities.The information below will help you in determining who to contact for the various venues that are available in the park. Parking is often limited within the park, but theVail Village Parking Structure is located just I block to the west and offers more than 1200 spaces of parking, which is always free during the summer months. Parking directions and alternatives are provided in this handbook for you to distribute to your event attendees. Ford Park:"Softball Fields" The upper bench of Ford Park is host to three softball felds, picnic area and more, and can be utilized for various events. Having played host venue to concerts, carnivals, circuses, food and wine festivals and more, Ford Park is an aesthetically stunning venue located just east of theVail Village. For booking information and calendar availability, call theVail Recreation District at 970.479.2446 or email jmonson@vailrec.com Ford Park:Vail Athletic Field The Vail Athletic Field is host to a multi-use field that accommodates rugby matches, soccer games, flag football, and more, and has even hosted the Colorado State Championship Nordic Skiing events during the winter. Available for events, call theVail Recreation District at 970.479.2446 or email jmonson@vailrec.com APPENDIX OF ,' ~WNOFVAII, ' Betty Ford Alpine Gardens ~'~~ ~ T Vii"' # . Betty For-d Alpine Gardens is the highest botanic garden in North America at an ~,,,~~? ~~~~~~,"~'~i elevation of 8,200 feet.The combination of colorful flowers and incredible rugged *' ~ "'-~ r ~ ~~~ beauty of the Gore Range Mountains in the background make this a very special ~,;;~. ~ ~ yFt location for weddings as well as corporate and social events. ,~"~ ~ .~ ~ ~~ Within the Gardens, the i ? „ter: "~`~-'~,y~~ ` ' ~agnifcent Rock Garden '~~~~~ . "'y°`„~ ~. ~~ `~ - ~rrace provides an ideal ,.~_ ~-~~ ~tting for weddings and a ~ `' "'~' ~' ` ~, ~'" _an hold up to 100 guests. t -~he Children's Garden am- ~-~ ~ ~. ' i;hitheatre can host up to h _,~ 4 . ~~ ;~,,~, 0 guests and is located ~ "',~ ~' '` ~.~ next to the charming -~ ..~...~,~„~~ s ~, Schoolhouse Museum. Pri- ~ ~ '- ~ -~ - ate events are offered on a ~~. ;~ ~ ~'~~ ~; ~~ st come, f rst serve basis ~ ' .~_ '"- . ,~ and are limited to two per ` " ~r ~~_ `" ~'R day. There is a fee charged ~~ for private events which is used to suppor-t the care and maintenance of the Gardens. For more detailed information and availability please visit the Gardens website at: Betty FordAlpineGardens.or-g and click"Private Events:' You may also call the Betty Ford Alpine Gardens office at 970-476-0103 x3. Ford Park: Lower Bench The lower bench of Ford Park consists of an imaginative and lively playground, a creekside picnic pavilion, and large grassy area which can be reserved for special events and private gatherings that may require a large tent. _ __ , _ ~r ~' With its beautiful location adjacent to the Betty Ford Alpine Gardens, it is often used as a site for '` weddings and gala fundraisers. For booking informa- } '~` ~= tion and calendar availability call VailTown Clerk at s1~E - ~~~.;~ ~'~ ~ • ~~-; "- 970.479.2 136 or email Idonaldson@vailgov.com. -7.---~ r"`'~-~ -.. f your event will require a tent, please see the Tempor-ar-yTent Information and Permit section of _ .-- - .~__,_~_,- - ..-_ - ,. ,___- .~ _ __ - . this booklet and note the following additional re- quirements for tents located on Town of Vail prop- erty or Rights of Way: • There is a minimum I 0-day non-tent usage re- quirement between events requiring a tent at Ford Parlc Please contact theTown Clerk's office at 970.479.2 136 to verify if a tent placement is acceptable for- the time frame desired. • Public Way Permit with utility locates is required unless you will not be using stakes to anchor- tents down. Con- tact theTown ofVail Public Works, Parks Division 970.479.2 158 to schedule an on-site meeting prior to installation of the tent. • Floors are required for tents on Town ofVail property that do not have a "hard" surface. 5 I -A 524 APPENDIX Ford Park: Gerald R. Ford Amphitheater Nestled in the heart ofVail's Ford Park with the majestic Gore Range as a backdrop, the Gerald R. Ford Amphitheater has served as the focal point for the summer season of performing arts in theVail Valley. Since opening its doors in 1987, the Ford Amphitheater has played host to a vast and diverse array of world renowned talent including the Bolshoi Ballet, Bob Hope, Sheryl Crow, Willie Nelson, Bob Dylan, John Denver,James Brown, the Dallas Symphony Orchestra, BB King, the Dixie Chicks, and Crosby, Stills, & Nash. Annual series such as the Budweiser Hot Summer Nights free concert series, Bravo!Vail Valley Music Festival, and Vail International Dance Festival showcase not only the distinctive assortment of performing arts offerings, but the versatility of the facility as well. The Ford Amphitheater has also proven to be the perfect setting for weddings, corporate gatherings, or community meetings. Facility Information Seating Capacity 1263 fxed seats including two wheelchair areas 1500 on grassy hillside Stage Dimensions Width: 42 feet at downstage edge Depth: 56 feet Stage is fully rain-protected with a wooden surface for acoustics 441 Rental contact: Jennifer Mason 970.476.56 12 or jmason@vvf.org TOWN OF YAIL ` Ford Park: East Parking Lot The East Parking Lot of Foy d Park has played host to a num- ber of large concerts featuring the likes of Snoop Dogg, Kid Rock and Counting Crows and can accommodate a crowd of up to 7500 attendees in an outdoor setting featuring the dramatic Gore Range as a backdrop. For more information on utilizing this venue, contact the Town of Vail Special Events Coordinator at 970.376.2394 or email specialevents~a vailgov.com ^ i APPENDIX REFERENCE: INTERNATIONAL BUILDING CODE ;' SECTION 1 ~S ~~ ~~ y~ 53~ ' 105. I Required. Any owner or authorized agent who intends to construct, enlarge, alter, repair, move, demolish, or change the occupancy of a building or structure, or to erect, install, enlarge, alter, remove, con- . vert or replace any electrical, gas, mechanical or plumb- ing system, the installation of which is regulated by this ' code, or to cause any such work to be done, shall first make application to the building official and obtain the ' required permit. 05. I . I Annual permit. In lieu of an individual ~' permit for each alteration to an already approved electrical, gas, mechanical or plumbing installation, the building official is authorized to issue an annual permit upon application therefore to any person, firm or corporation regularly employing one or ' more qualified tradepersons in the building, struc- ture or on the premises owned or operated by the applicant for the permit. 05.1.2 Annual ermit records. The erson to P P ' whom an annual permit is issued shall keep a de- tailed record of alterations made under such annual permit. The building official shall have access to such records at all times or such records shall be filed with the building official as designated. 05.2 Work exempt from permit. Exemptions from permit requirements of this code shall not be deemed to grant authorization for any work to be done in any manner in violation of the provisions of this code or any other laws or ordinances of this juris- t diction. Permits shall be required for the following: Building: I.One story detached accessory structures used as tool and storage sheds, playhouses and similar uses, provided the floor area does not exceed 120 square feet (I 1.25 m2). 2. Fences not over 6 feet high (I 829 mm). 3.Oil derricks. 4. Retaining walls which are not over 4 feet (I 2 19 mm) in height measured from the bottom of the footing to the top of the wall, unless supporting a surcharge or impounding Class I, II or III-A liquids. 5. Water tanks supported directly on grade if the capacity does not exceed 5,000 gallons (I 8,925 L) and the ratio of height to diameter or width does not exceed 2 to I , 6. Sidewalks and driveways not more than 30 inches (762 m) above grade and not over any base- ment or story below and which are not part of an accessible route. 7. Painting, papering, tiling, carpeting, cabinets. counter tops and similar finish work. 8.Temporary motion picture, television and theater stage sets and scenery. 9. Prefabricated swimming pools accessory to a Group R-3 occupancy, as applicable in Section 101.2, which are less than 24 inches (6 I Omm) deep, do not exceed 5,000 gallons (I 8,925 L) and are in- stalled entirely above ground. 10. Shade cloth structures constructed for nursery or agricultural purposes and not including service systems. I I . Swings and other playground equipment ac- cessory to detached one- and two-family dwellings. 12. Window awnings supported by an exterior wall which do not project more than 54 inches (I 372 mm) from the exterior wall and do not re- quire additional support of Group R-3, as applicable in Section I O 1.2, and Group U occupancies. 13. Movable cases, counters and partitions not over 5 feet 9 inches (1753 mm) in height. ~~~lS~~~iai went '~PPEe~a~~Qr~ G~tx~er~di~x: fr?te~~:~a~icr~~:E I~wi~~~r~g ~®d~ l~~eFSec~ §l0T APPENDIX DOBSON ARENA SPECIAL EVENT LICENSE ~ ~, ~owxoFV Information to Applicants filing for a DOBSON SPECIFIC SPECIAL EVENT LICENSE Thank you for your inquiry into holding a Special Event in The Dobson Ice Arena. A Dobson Specific Special Event License is required by the Town of Vail whenever the Dobson Ice Arena is proposed to be used as a venue for non-ice activities. If any part of your event will take place outside of the arena, a regular Special Event License application must be f led. Applications are due a minimum of 45 days prior to your event and should be submitted to the Town of Vail, Special Events Coordinator, 75. South Frontage Rd.,Vail, CO 81657. Please note: Incomplete applications will not be processed. The following documents are required with every application: D DOBSON SPECIFIC SPECIAL EVENT LICENSE APPLICATION - $50.00 non-refundable fee. Applications must be submitted a minimum of 45 days prior to your event. D Diagram of event set-up plan with all pertinent details. (8 %i x I I pages, please.)TheVail Recreation District can provide you with templates for event set-up in the Dobson Arena. ~ Vendor and Sales Tax License Information o Complete list of participating vendors (including Special Event License Holders and Vail Business Licensees) to be completed by the Event Producer. If there are no vendors participating, or if the only vendor will be the Dobson Arena's licensed concessionaire, please indicate as directed on the "Special Event Application:Vendor List" form and submit with your completed application. o If applicable, Special Event Sales Tax License Applications.These are to be completed by the individual vendors, and submitted with the Special Event Permit Application, accompanied by a non- refundable fee of $75.00 per vendor. ~ Copy of your Dobson Arena Rental Contract signed by a representative of the Vail Recreation District. D Insurance Certif cate, Attach proof of liability insurance for your event in the minimum amount of $I,000,OOO.TheTown of Vail must be listed as additional insured. ~ Special Event SNAPSHOT: Submittal is required as part of your application and serves to inform interested community members about your event.The form may be accessed at www.vailgov.com,c)ick on "Vail Informer tion;' then "Special Events" or click here to link to the form directly. Follow the instructions for electronic submit- tal, then print out your information and attach it to this application. Online Calendar of Events: Please post your event information by going to the following link: http://vail.snow.com/eventSubmit.asp Please direct any questions to: Sybil) R. Navas, Coordinator Commission on Special Events specialevents@vailgov.com 970 376-2394/ FAX 970 476-7 1 4 I Lorelei Donaldson,VailTown Clerk Idonaldson@vailgov.com 970 479-2 1 36/ FAX 970 479-2 1 57 ~~~/Speci~i ~~=eEr~~ G;~~iui:c~~ic"t Qa~aperciix: l~~~sa~ ~~-errs ~pecia6 iEe~enc :._:c~nse It~ev~sed ~1~~ ~` I APPENDIX '. ~ ~ DOBSON ARENA SPECIAL EVENT LICENSE ~WNUF YAIL i` - - - 55-A ' Please complete this form for any non-ice event proposed to take place within the Dobson Arena. If any portion of your event is planned to take place outside of the arena you must submit a regular Special Events License application. A $50.00 non-refundable fee must accompany this application. Complete applications are due a ' minimum of 45 days prior to your event. Incomplete applications will not be processed. (Required byTOwN oFVAIL MUNICIPAL CODE 4.8.1 I, Exemptions, as amended by Ordinance 26, Series of 1988) SUBMIT COMPLETED DOCUMENTTO: SPECIAL EVENTS COORDINATOR TOWN OFVAIL MUNICIPAL BUILDING 75 South Frontage Rd., Vail, CO 8 1657 E-Mail: specialevents@vailgov.com PHONE: 970 376-2394 FAX: 970 476-7 1 4 1 ' EVENT: DATE(S) OF EVENT: TIME of EVENT. Start. End: EXPECTED AUDIENCE AND NUMBERS: EVENT PRODUCER NAME OF PERSON COMPLETING APPLICATION: PHONE: CELL PHONE: E-MAIL: ADDRESS: CITY: STATE: ZI P ^ EVENT DESCRIPTION: Attach or describe below a complete event schedule, including start and finish times, names of entertainers or bands and a description of proposed activities. ^ LOAD IN: DAY & DATE: TIME: ^ LOAD OUT: DAY & DATE: TIME: Describe any potential impacts to the Town of Vail Bus Route: Will you be using caterers or food vendors other than the licensed Dobson Arena concessionaire? ^ No ^ IfYes, the following information must be appended to this application whenever there will be vendors/con- 1 cessions as part of the event and must include: I . A complete list of participating vendors (including Special Event License Holders and Vail Business Licensees) to be completed by the Event Producer, as directed on the Special Event Application:Vendor List form and submitted with your completed application. 2. If applicable, Special Event Sales Tax License Applications.These are to be completed by the individual vendors, and submitted with the Special Event Permit Application, accompanied by anon-refundable fee of $75.00 per vendor. l~®~/SpeeiaP ~verr/,~~pEicxti~a~ l~~~ertc~iu: I~a6~s®rz ~~er*.w Speciafi f~~rert¢ ~.icerose L~evisem x/03' APPENDIX DOBSON ARENA SPECIAL EVENT LICENSE _~ TCIWNOFVAIL EVENT SET UP and SECURITY PLAN: • ATTACH A DETAILED DIAGRAM ILLUSTRATING THE EVENT SET-UP PLAN: , 8 % x I I pages, please.TheVail Recreation District can provide you with templates for event set-up in the Dobson Arena. Please include all pertinent details and the following information: • Diagram of event site: Scale drawings are required showing any additions (ie, stage, lighting/sound ' booth, special concessions, etc.) and must be in compliance with the International Fire Code. • Any bunting, draping, or curtains of any type must be pre-approved by the Town of Vail Fire Department.Ap- plicants shall provide a spec sheet of material, along with samples for destructive flame testing. All materials shall , be class I flame spread rated. • Use of candles for banquetldinner functions shall be pre-approved, and meet the guidelines set forth in the International Fire code. , • If the event requires additional sound and/or lighting equipment a licensed electrician is required and the fol- lowing information shall be provided at time of application: - Name, contact number, and license number of electrician. - Cable ramps are required throughout the arena. The use of pyrotechnics and/or fog machines is expressly forbidden. • DETAILED DESCRIPTION OFYOUR SECURITY PLAN: If security is required at your event, it must be pro- vided by a licensed security company. Indicate the proposed number and placement of security personnel on your diagram and describe in detail below your intended implementation plan. ' Name of Security Company: Contact Name: Phone: ^ Certain event types may require additional police service. Costs associated with providing additional police service will be paid by the applicantlpromoter.The number of police officers required for any event will be de- termined by Dobson Ice Arena Staff, in consultation with the Vail Police Department. If additional police service is required, attach an "Agreement for Additional Police Service:' Determination has been made that additional police service will be required? ^ No If yes, Agreement for Additional Police Service attached: ^ No ^ Yes ^ Does the event require any additional Town of Vail In-kind services? (i.e. electrical power, increased bus serv- ice, barricades, tragic control, trash removal, security patrols, signage etc.) ^ No ^ IfYes, explain in detail, and attach additional page if necessary: If barricades are requested, submit the Barricade Request Form and accompanying payment with this applica- tion. The event promoter will be charged for all labor, materials and equipment unless such services are specifi- cally exempted and approved as part of this permit. For additional information, contact the Special Events Coordinator. T~~/Sr~~ciaE (Ev~«C ~~~+iieatiave ~ppeRdiz: ~cx~~©:ti l,~,rer~~ 5~~~~[ai~ [E~-ee~t i_i~~n~e [~wisc~ ~l~F i - - - APPENDIX i ~- 1 DOBSON ARENA SPE(,IAL EVENT LICENSE T~A~I~FVAIL,' ; ~ ~ ~~ 57 A Additional Documents Required: ^ Insurance: Attach proof of liability insurance for your event in the minimum amount of $ I ,000,000. The Town ofVail must be listed as an additional insured. Proof of Insurance Attached: ^ No ^ Yes ' ^ Copy of Dobson Arena Rental Contract signed by a representative of the Vail Recreation District. VRD Contract Attached: ^ No ^ Yes ^ Special Event SNAPSHOT: Submittal is required as part of your application and serves to inform interested community members about your event.The form may be accessed at www.vailgov.com,click on "Vail Informer tion;' then "Special Events" or click here to link to the form directly. Follow the instructions for electronic submit- I tal, then print out your information and attach it to this application. ^ Yes, the SNAPSHOT is attached. Online Calendar of Events: Please post your event information by going to the following link: http://vail.snow.com/eventSubmit.asp ^ Yes, the event information has been posted on Vail's online event calendar APPROVALS WILL BE SECURED FROM THE FOLLOWING TOWN OFVAIL DEPARTMENTS BY THE SPECIAL EVENTS COORDINATORAFTERYOURAPPLICATION IS SUBMITTED: (if there are questions for 1 specific departments, these should be clarified prior to submitting the application.) FIRE 479-2250: _ Approved by: ' POLICE 479-2200: ' Approved by: ' PUBLIC WORKS 479-2158: Approved by: Date: Date: Date: SALESTAX 479-2125: (only required if vendors requiring Special Event Sales Tax Licenses are included) Approved by: Date: ENVIRONMENTAL HEALTH 479-2333: (only required if outside caterers or food sales are planned) Approved by: ~®@~/~p~ci~E (vent 1~1p~a0ieati®r~ Date: /s~ppeeo~i~: I~©hsQ¢~ lac-cr~~ S~peei~[ ~vee~t ~aeerdse [~evcse¢i ~/dY APPENDIX DOBSON ARENA SPECIAL EVENT LI(;ENSE ~~~FY~ 58-A PLEASE NOTE: ANY CHANGESTOTHIS ORIGINAL APPLICATION MUST BE IMMEDIATELY RECORDED WITHTHE SPECIAL EVENTS COORDINATOR. Has the applicant or any of its agents ever been convicted of any crime or misdemeanor? ^ IfYes ,please explain: I certify that all the statements and answers to the above questions were made by me and are true without any reservations or evasions. I understand that I must furnish any equipment necessary in the production of this spe- cial event. Signature of Applicant Print Name Clearly Date *ALLAPPLICABLE PERMITS MUST BE POSTED ON SITE OR PRODUCED UPON REQUEST.* APPLICATION IS HEREBY APPROVED: Vail Town Clerk Date APPLICATION IS HEREBY DENIED: (reason for denial) VAIL SPECIAL EVENTS COORDINATOR Date CC: Police, Fire, Public Works, Community Development.Transportation, SalesTax,VailTown Clerk,VCBA, Applicant ^ No ~~V/S~peci~:[ Gent l~~~dieatidi~t ~°:.~~~r~r~ix: [~'aL~sc~n lwr~n~ S~~e~i~:I [i:ven: License [~evesecf ~!(3r t Ci APPF.ND'UY MAPS AND PARKING DIRECTIONS 6 \ ~,/~ / Vnil Mountni n Sc hoo I p ~~.~GbQ ~. flfJO {~:~,p~ ~~ ; ~; ~ 0 50 100 Feet Each Square: 20' x 20' ~^i r a^~ r r ~r a~ ~ wr ~ ~ ~ ~ . ~^^i ~ ~ ~ r F~ do ~2c'P ~ ~, ;, ~; ~.~,.. ', ~. ~`,V' ~ a ~'. . -..,,~~ Each Square: 20' x 20' ~~ ~,, r. ~ +. . ~ ~ ,. y ~ ~ ~ ~ ~ •~ . _~,~ F'N ~~ ~~ ~ r. . 0 50 100 Feet i~ ~~~ .i ! •' A ~ ~ ~ .. r.' 9 y r t,,, ~[ t 7 . ~' r ~~~. ti 1. ~ ~ ..~ r ',2 ~ ~_ ~i i ~ '~- 1Q G ,... ~t ..:a N Soccer Field w! F I''I ~ ~• ~ , `' . , ,, _~w.. r ~:~' t` FORD PARK ATHLETIC FIELD PARKING LOT _~ ,x ,,;~~,, 0 50 100 Feet Each Square: 20'x20' ~s ~ . . . ~ ~ ~ ~ . ~ r ~ ~ ~ .r s ~^~r ~ ,:~ + ~~ ~.- o , ~ - . ' - . ~ x ~ . r ,~ ~ ~ 4f~ e ;~ E ;.`N, f.. _ ~'1 ~1~~ ~.r~ ~,.a ~.fl ~ ~ r .• f :1 _ ~ , ; . ~ f • ~. rJJ~` r.' sx re - .,r. ! ~ ~ , ~ er - a ~ e .. ,~.y I-70 (westbound) _ --- .._ Tennis Courts ' tai, ~,,, . ! ~ ~_ ~. .~, '. r ~, - r~,'~`` ~~ fi ~~ ~~ Each Square: 20' x 20' ~~;` ~~~ 0 50 100 Feet yam. ~ ~ (eastboUnry~ ~ _-. `~ ~~k 'wr _ ,, _. ,._,~ - - - x-70 (westbound) _ _ - "• ~wa ___ --°--- _ _ -- ' ~ . ° . ~® S FRONT RD E ___ AGE =1 •.. y _ • '. A .~.. .. ~ ~ .. D `~ J _ ~ Tennis Baseball Fields courts ~~ ~ ` ='<~ Tennis Courts _ ~ ,~ n:: ~ ~ 'r `~~~~ ~ Tennis .. Courts ~ p ._ r Playground {- ~ `' { ~~7 ---.. .. __ .._ - JiltT ~ ®~ ~i~r ~ r. ~, '' Betty Ford '` ~..d'4 ` '' T1' • ~ ~ 'S~ , AI ine Gardens - „r. ~ ~ ~- , • a ~ Nature a K ~' ~,,~ . ~ _~ •R ford $- Center ~~,,,, ~~~ ~~ ` ' '' ~' ` a~ Amphitheater ~~ ~ ~ ~ R >, t. ,.. - - - _ ;~, ~ Park ~,..~ `. ~ .r,. _ - ` _ T '4 'a - r r - - _ ~` Carden ,~ - K „;,~; , 0 50 10o Feet Each Square: 20' x 20' / i .,_ ~'';~ ~~l~` ~ ~" ~ 7'.. - i.. ,. K..e i ~ 4a i ` ~~. ;,~~ ~ ~ 0 50 goo Feet Each Square: 20' x 20' ~i ~ ~~ Vail Parking Information and Directions to Athletic Fields and Facilities Welcome to Vail! This information is provided to make your arrival in our community easy and problem free. Event parking is extremeh~ limited in Ford Park and at the Vail Athletic Field. During major events there is usually a fee to park at either of these two locations. !-Iowever, throughout the non-ski season months, the To~~~l of V.ul provides over 25U(1 spaces of FREE parking and ~~ou arc encouraged to use one of our two parking structures. Thsu~k ~~ou for }~ow~ consideration, and we hope ~~ou enjo~~ ti-our stay in o~n- conununitti~! PARHING: I-70 Vail exit #176. The Vail Village Parking Structure is located '/z mile cast of the i~~tain Vail Roundabout at I-7U exit #17G along the Frontage Road {~;ast, and is on1~~ a short 5 to 1O u~inute walk from Ford Park. The l.ionshead Parking Structure is located '/z mile to the west of the Main Vail Ro~uldabout along the Soud~ Frontage Rd. The Lionshead I'arl:ing Structure is served by the Town's tree bus s~~stem, which operates between Lionshead, Vail Village and Golden Peak in 1CI minute intervals. The Frontage Road is part of the Colorado? State Hig~hwav system and for safety reasons the Colorado Department ofTransportation prohibits parking along the Frontage Road until structures have been tilled to capacit~~. N ~ I-70 Exit # 176 W- ~~~ [' ~~~ ~ ~ Llonshead \ Parking Structure ! ~ Vail Village G~~O Parking Structure J~ ~a~ 2) Donovan Park 8 Pavilion ~~a I-70 Exif # 173 3) Vail Mountain School ,--=5 e V ol1 G f~ 0 1-70 Exit # 180 ~~ ~~ '` 1) Ford Park, and Vail Athletic Park Field and Volleyball Courts FORD PARK Including the Softball/Athletic Fields, Tennis Center, Gerald Ford Amphitheater and Betty Ford Alpine Gardens Take I-7(1 ro Vail csit #176, gnu through the roundabout on the south side of the exit to the Frontage. Road eastbound Ford Parl: is approsimateh~ 'i4 mile east of the stop siln~ at the cast end of the Vill~l;;e Parking Structure. Parking is limited .uzd fees ma~~ appl~° during special events. Although a drop off area is available, participants and spectators arc encouraged to park in the Vail Village or Lionshrid Parking Structures. VAIL ATHLETIC FIELD AND VOLLEYBALL COURTS: Talce I-7(l to Fail exit #176, go through the roundabout on the south side of the exit to the Frontal<~e Road eastbound. Turn right at the stop sign after the parking structure onto Vail Vallee Drive; follow the road do~~~n the hill, cou-ving left (cast) for .6 miles until ~~ou reach the held on the right, across h-om the Nature Center. Parkingis limited ~md fees may apple during special events. Pat-ticipants and spectators arc encouraged to park in the Vail Village Parking Structure. ~ ~ ~ ® ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ r ~ ~ 2. DONOVAN PARK AND PAVILION: C'rom I-711, the park is about midwa~~ between \~'est Vail exit #173 and Vail exit #176 along the South hrontage Rd. Parking is a~railable <>_nd can normalh~ accommodate the needs of events sched~ded there. The ~~'est V~ul Green and Red Buses ~>Iso provide free bus transportatirm to the park from the main Vail Transportation Center at regular inter~tals. Please check the To~~m of Vail bus schedule for information as to ti-eyuenc~- and departure information. 3. VAIL MOUNTAIN SCHOOL: Take I-70 to East Vail exit #180, turn north onto the Fruntagrc~ Road which curves ~X'est, in the direction of Vail Village, to parallel I-?(I westbound. Go about 3/, of a mile and turn right onto Booth halls Rd., then ri~~ht again into the parking lot just behind the bus stop drive~~-a~•. The school is also served directh~ bt~ the free East Vail Bus and is the 2°`I stop after leaving the V~ul 'T'ransportation Center. Please check the Town of Vail bus schedule for information as to bus freyuenc~~ and departure information. Bus Schedule information can be found online at ~ti~vw.vaIl~ov.com 0 ,.~ ~-! ~p~,..~FP~ o« ,~ x ~f VEF `4 JMV e °3 is°. o G ~o ~~o~` 1-70 Exlt # 173 (West Vail Roundabouts) Jgd`r~pa0e a ~ ~~ r Donovan Park & Pavilion ,~ ~ VaII Mountain School ~ s~~d ~ i /~1i E- Vall Village .~wo~~.~~a~` 0 e~°w I-70 Exlt # 180 ~~`~"~ y ~~~4kc ~ ~ r i ~ r ~1 ~ ~ ~ ~ ~ r ~ ~ ~ ~ ~ ~ Vail Parking Information and Directions to Athletic Fields and Facilities Welcome to Vail! This information is provided to make your arri<~al in out community easy and problem free. hvent parking is extremely limited in Ford Park and at the Vail Athletic Field. lluring major events there is usuallti~ a fee to park at either of these two locations. However, throti~;hout the non-ski season mond~s, the Town of Vail pro~~ides over 25Qf) spaces otFREE parking, and you ai~c encouraged to use one of our t~~-o parking structures. Thank you f~>r ~~our consideration, and sae hope you enjoy your sta~~ in o«r community! PARKING: I-70 Vail exit #176. T'he Fail Vill~><t;c Parking Structure is located'/z mile east of the Main ~~ail Roundabout at 1-7(1 etit #176 along the Frontage Road East, and is onh~ a short 5 to 10 minute ~~~a1k from Ford Park. The Lionshead Parking Structure is located '/z mile to the west of the iVlsun Vail Ro~uZdabout along the South Frontage Rd. The Lionshead Puking Structure is setl~ed by the Tow7~'s free bus system, which operates between Lionshead, Vail Village and Golden ~Pcak in 10 minute intervals. The Frontage Road is part ofthe Colorado State Higdlway system and for satct~~ reasons the Colorado llepartment ofTrausportation prohibits parking along the Frontage Road until structures have been tilled to capacity. N ~ I-701 ~'~~-G ~~~ S ~ Uonshead Parking Structure ~ Vail Village G~~O Parking Structure J~ ~a~ 2) Donovan Park 8 Pavilion via 1-70 Exit # 173 3) Vail Mountain School it # 176 ~,~\ ~°1t G~\,~~ 1-70 Exit#180 ~~ ~L ~~` 1 .7 1) Ford Park, and Vall Athletic Park Field and Volleyball Courts FORD PARK: Including the Softball/Athletic Fields, Teru~is Center, Gerald Ford Amphitheater and Betty Ford Alpine Gardens Take I-711 to Vail exit #176, ~n~ through the roundabout on the south side of the exit to the Frontage Road castbow~d Ford Park is approximately ' 4 mile cast of the stop sigm at the cast end of the Village Parking Structure. Parking is limited ~uul tees may appl>> during special e~~cnts, Although a drop oft area is available, participants and spectators arc encouuaged to park in the V~ul Villagt~ or Lionshead Parking Structures. VAIL ATHLETIC FIELD AND VOLLEYBALL COURTS: Talc I-70 to Vail Bait #176, go through the roundabout on the south side of the etit to the Frontage Road eastbound. Turn right at die stop sign after the parking sn~ucnire onto Vail ~'allcy llnve; follo~~~ the road dour the hill, c~~r~~ing ]eft (east) for .6 miles until you reach the field on the right, across from the Nature Center. Parking is limited and fees ma}~ apply dtuing special events. Participants and spectators arc encouraged to park in the Vail V`illagc Parking Structure. Bus Sched>,ile information can be found online at ~v~vw.vailgov.com