Special Event Application Requirements
The Special Event Application Requirements may change or be added to upon request, but they typically consist of the following:
Submit a Pre-Application With Basic Details:
Your pre-application is the first step of the application process and helps Town Staff understand the details of your event before you take the time to submit an entire application. It also allows staff to ensure your event is in line with our Principles and Policies (PDF). Upon review and conditional approval (5-10 business days), you will receive an email notification from our system directing you to provide specific information for the rest of the application.
- The pre-application should be completed at least 60 - 90 days prior to your event date.
Provide Operational Plans and Event Details:
Depending on the size and scope of your event, you will need to provide the following operational plans with your event application. Town staff will add some or all of the following requirements to your application. The details and relevant questions, as listed below, then must be provided at least 45 days prior to your event date.
Parking, Transportation, and Traffic Control Plan
This plan requires a written description of how you will ensure the safe arrival and departure event attendees, participants, volunteers, vendors and staff in a timely manner, and how you will manage the vehicles associated with your event. Your plan should also encourage the use of alternate transportation and include methods for mitigating traffic congestion.
Security & Safety Plan
For certain events, a professional security company may also be required to be staffed at your event, in addition to first aid stations and checkpoints. This plan also asks for a detailed narrative of how the event venue will be evacuated in the case of an emergency.
Public law enforcement services may be charged out at a rate to be determined in your agreement with the Chief of Police. The Chief of Police reserves the right to staff events as deemed necessary in the best interest of public safety.
Effective communication between the applicant, the event organizer, participants, and event staff can be the key to a smooth operating event. Your communication plan requires you to provide communication details, such as radio channels, phone numbers, staff contacts, etc.
Alcohol Mitigation Plan
Required for all events that plan on serving alcohol, the alcohol mitigation plan requires details on how your event will ID participants, obtain a liquor license, and meet all other liquor serving laws and requirements.
Medical and emergency service needs of the attendees and participants are an important consideration. All day events, the service of alcohol, and event activities that pose an increased risk of injury are all reasons to provide a medical plan, which requires details such as aid stations, EMTs, ambulances, and other emergency services that will be available at your event.
Parks Management Plan
A parks management plan is required for all events taking place on Town parks, trails, or other facilities. It requires information on how your event will use the fields, set up, and take down.
Food, Sanitation, and Wildlife Protection Plan
One of the most important plans is how you will manage food service and waste disposal at your event. This plan requires you to obtain a food service license, if applicable, specify how trash/recycling will be handled, and how you will meet the Town's Wildlife Protection Ordinances when food or food products are present.
Tent or Temporary Structure Permit Application
As required by the SWFPD, large temporary structures must be reviewed and approved by the fire district.
Public Notification and Communications Plan
Some events may be required to notify the public and all neighbors through a notification process and provide basic marketing and communications information to the Town for dissemination to the general public.
Site Plan / Route Map
Perhaps the most important piece of your application is a map. Events are required to upload a site map or race course map with their application that specifies the location, perimeter, route, and the locations of required facilities/amenities/services.
Within the site plan, the applicant must also upload written permission from the property owner to use the site/venue, if the applicant does not own the property.
If your event involves fireworks / pyrotechnics, the SWFPD must approve your request, and the final permit must be uploaded before the Town will approve the event.
Sales Tax and Business License
All events and event vendors selling goods must have a permanent or temporary TOSV business license.
Insurance and Liability
All event applicants must name the "Town of Snowmass Village, its officers, employees and agents" as an additional insured party with a minimum of $1 million general liability coverage. A COI must be uploaded with your application.
In addition, all applicants must indemnify the Town and upload a completed indemnification certificate.
Pay Application Fee & Security Deposit
A $100 permit fee is due with your application, which helps us cover our administrative costs for reviewing applications and maintaining the application software. In addition, events are also required to pay a $500 security deposit. This deposit is retained by the Town until after the successful completion and debrief of your event. If there are no damages or violations, your deposit will be returned in its entirety.
Agree to the Terms & Conditions of Approval
The final step to receive your permit is agreeing to the Conditions of Approval, which are attached to your event application. These conditions outline the rules, regulations, and ordinances that your event will be subject to with your final permit.
These conditions are subject to change based on the nature, size, and scope of your event, but you can view an example Conditions of Approval online (PDF).
Debrief After Your Event
We can all learn a lot from past experiences, and we don't want those lessons to be forgotten the next time you host your event. A "Debrief" section is added to your application after the event which allows staff and the applicant to have a dialogue about any necessary changes to the event and to celebrate what about the event worked well. In some circumstance, Town staff may require particular events to have the event debrief in person.
This debrief section is then saved and referenced if your event returns in future years.
For your reference, below are two examples of applications, large and small, and the type of information, plans, and answers they were required to provide.