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Home My WebLink Aboutpitkin.planning.264321100851 (6)DOCUMENT LAYOUT THIS FILE MAY OR MAY NOT CONTAIN ALL OF THE INFORMATION LISTED BELOW IN THE FOLLOWING ORDER Summary Sheet Resolution for the BOCC and/or P&Z Ordinance for the BOCC and/or P&Z Determination for the Hearing Officer Administrative Determination Staff Memo Application Public Notice, Acceptance Letter, Referral(s) Letter Site Plan Miscellaneous Plat(s) ,; Parcel ID: 2643-21-1-00-851 Application Date: 4/29/10 Case No: SPE010-10 Description: Aspen Valley Marathon (2010) Temporary Commercial Use/Special Event Planner: Mike Kraemer Permit # Copies: Receipt #00029512 Allocated Hours: 3 Project Address: 0 MCLAIN FLATS RD, ASPEN, CO 81611 % Over Hours: 3.6 Property Owner: ASPEN VALLEY MARATHON Owner's REP: SEAN SOLON Address: PO BOX 423 ASPEN, CO 81612 Address: PO BOX 423 ASPEN, CO 81612 REP's Email: aspenvalleymarathon@gmail.com Owner Phone: REP's Phone: (970) 309-6024 Referrals: ALL OTHER REFERRALS Comments Due Date: Other Referrals: Meetings: Meeting Date: Review Body: Public Hearing? Notice Date: Meeting Notes 1st Meeting: 2nd Meeting: 3rd Meeting: Approvals: BOCC Resolution #: P8Z Determination #: BOCC Ordinance #: HO Determination #: Admin Determination #: 045-2010 Other Information: VR Approval Date: VR Expires Date: Remarks: Plat Recorded Date: Plat (Bk, PG): Application Type: ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIlV COUNTY, COLORADO, APPROVING A TEMPORARY USE/SPECLAL EVENT PERMIT FOR THE ASPEN VALLEY'/: MARATHON Administrative Decision No.~2010 RECITALS A. Pursuant to Subsection 4-30-50(i) of the 2006 Pitkin County Land Use Code, the Community Development Director of Pitkin County, Colorado ("Director") may approve a Temporary Commercial Use/Special Event Permit for non-commercial activities or special events. B. Kat Fitzgerald (hereafter, the "Applicant") has applied to the Director for approval of a Temporary Commercial Use/Special Event Permit to conduct the Aspen Valley '/z Marathon. Setup, breakdown, and the entirety of the event will occur on July 10, 20 ] 0. Approximately 500 participants are expected, however, it has been stated that this number could be substantially less. The '/ marathon race will commence at Wink Jaffee Pazk and finish at Lions Park in Basalt and travel along the Rio Grande Trail. C. The Application was referred to the Basalt Fire Department, Sherriffs Office, City of Aspen Parking Department (for use of Intercept Lot), Woody Creek Caucus, Town of Basalt, Communications Department, Aspen Ambulance, Risk Manager, Holland Hills, Open Space and Trails, and the Emergency Manager. All referrals were in support of the application with no conditions. D. All entities have approved the application. The Applicant has provided a Certificate of Insurance demonstrating adequate General Liability coverage (and naming Pitkin County as an Additional Insured) satisfactory to Pitkin County Risk Management. The Applicant has obtained a special use permit with the Open Space and Trails Department for the event. The Town of Basalt has approved the use of Lions Park. E. The Director finds that, to the extent applicable, the application complies with the standards in Subsection 4-30-50(i) of the 2006 Land Use Code. NOW THEREFORE BE IT RESOLVED that the ,Community Development Director of Pitkin County does hereby grant approval for the Aspen Valley''/a Marathon Temporary Use/Special Event Permit subject to the following conditions: 1. The Applicant shall adhere to all material representations made in, or in connection with, the application, including but not limited to its Rescue Plan. 2. The Applicant shall assume all financial responsibilities in the event search and rescue is needed. 3. Prior to commencement of the event, the Applicant shall provide the Pitkin County Sheriffs Office with the radio frequencies, satellite phone numbers and all other contact information in the event of an emergency. Page I of 2 y5- ZC~ 1 U APPROVED this ~~}, day of July, 2010 _~ Cin y Houben Community Development Director PID# 2643-211-00-851 SPO10-10 Page 2 of 2 ~181008:41a JanetSchoeberlein ^ 1N 970-922-7295 p.1 Woody Creek Caucus District Planning Commission P. O. Tiox 297 Woody Creek, Colorado 81656 May ] 4, 2010 Pitkin County Conunmrity Development llepartment 130 S. Galena Street Aspen, Colo. 81611 Attn: Nlike kraemer, fax 920-5439 Re: Aspen Valley Marathon Special Event Application The Woody Creek Caucus District Planning Commission has reviewed the subject application and we support the Marathon event. We assume that there wil] be proper traffic control, and that the portable toilets and all other ternporary structures wilt be removed in a timely manner. ~= _ ~~ e~oeberlein For The Woody Creek Caucus llistrict Planning Commission I ~-~ 1 Michael Kraemer From: Bill Harding (bharding@basaltfire.org] Sent: Wednesday, May 12, 2010 10:03 AM To: jamesl@basalt.net Cc: Brooke Bishop; Brian Benton Subject: FW: Aspen Valley Marathon and Fins Spin Hi James, Here's our comments for the 1/2 marathon and fins spin. Feel free to contact Brooke if you need further assistance from us as you review for the town. Thanks, Bill From: Brooke Bishop Sent: Friday, May 07, 2010 4:26 PM To: michaelkraemer@co.pitkin.co.us Cc: Brian Benton; Bill Harding Subject: Aspen Valley Marathon and Fins Spin Hi Michael. Brian Benton and I looked over the special event applications and we agreed that both events have reasonable amount of anticipated participants and appropriate staffing for both medical and traffic. The Basalt Fire Department has no issues with these events. Thanks for the heads up! Biwa~e l~isknp Basalt Fire Department 1089 JW Drive Carbondale, CO 81623 970-704-0627, fax 970-704-0625 email: bbishop~a,basaltfire.org I~ _ ~ ~~ ~ ;~ ~ }' ~ - '~_ ~r fit. - ~.~sr. - ., ~ _ _~y _ f . n r w _ '~ {~ ,.. ~ - ~` - ~,-~~ may: ` _ ~-~ -~ '•q _',F t ' .~. ~- ~ 'yr ~:'g' -tea' ,k ~y. ``X~ ' ' .~.~~r a - ~~. • - F ~` =~" -} :* ~ Q - F tEj 'y ~. r .. _ - ~ ~ J' 7R' ~ ~lrr ~f '~ v .n ~ ~t~ , ~ ~,f" 'tis, -. 4 y. \ 'j ~~ Tt. G. f' ~, .'[~ '~'~ ,~ .. :ate ~ _ ~ m ~-mss T y _ ~,::r t'~ ~~,a _+ _ 1 _ r ~ ~~~ ~ _ ~' i ti ~~ - ~ r ~ '~ ~ i ~~ ~ fi O - y ~y ~ I \ I ~,~"~C-_ c'ir~~aytF, ` ~ ~y^ ~ ~ j7lllr~ Ld ~r O ti it ~ ~+~. ~ ` ~ '. - : ~~'~ , ~ `Y ~.+~ ~ "~ - ~; i ~ ~ i~ii`J/ ~^ tic E..k? . i~ ~ _ ~t~ .~:., ' ~ ~ 1` Z _~,- ... ~; n < ~ .'~~ '~ ` 1.11;:, \ ~ ~ ,~, •= ~~ •_ ~ ~y;::~,~7,~~'~-__- ~ i,c -7!~ jar A, ~`~~~'.. ? ~ ~ '. ~. ~-,' - i { `: ~.fT fw "` f/ ?•V ~ Y. ~1 ~ t * ~, y Y aY ~-._S ~ -.. ~~ -a' ~1y is ?}_. .~. T~ T_-, _ e~~ -~{'.~ ? ~- } Y L ~S r -'IL' S liy~~'{r'~~~ti .:~' '. Michael Kraemer From: Emma Caucus (emmacaucus1405@sopris.net] Sent: Saturday, May 15, 2010 9:36 AM To: Michael Kraemer Subject: FW: Aspen Valley Half Marathon Hi Mike! Do you need the Emma Caucus to give you a formal recommendation on these special events? I distributed the info you sent me to all Caucus members and have had very little response on them. I actually suggested they contact you directly with concerns since I have no expertise in this area. Let me know if I need to do more than notify residents that these events are coming up - Liz Newman From: kat fitzgerald [mailto:aspenvalleymarathon@gmail.com] Sent: Wednesday, May 12, 2010 6:42 PM To: Michael.Kraemer@co.pitkin.co.us; John Armstrong; Valerie MacDonald; Brian Nichols; Ed Van Walraven; W-C Caucus; emmacaucus1405@sopris.net; Bryan Daugherty; James Lindt; Ellen Anderson; Richard.Duran@cdps.state.co.us; bharding@basaltfire.org; bbenton@basaltfire.org; Matthew S Kraemer Subject: Aspen Valley Half Marathon Hi All, We are just following up on our April 10 application to host a half mazathon from Woody Creek to Basalt. We understood that the application would be dealt with fully within 30 days (per the Aspen Pitkin Website). We have been emailing some of the relevant departments/stakeholders extensively but it would seem that some of you have only recently been asked to review our application. We have organised a number of other major events in the valley (Ruggerfest, World Cup Downhill, etc) and we aze really trying to do our best to create new events which will bring people and business to the Roazing Fork Valley. This event titled the Aspen Valley Mazathon will in 2010 be a half mazathon but the intention is to build this into a larger event by running a full mazathon in 2011. We have the full support of the City of Basalt who see the event as a good way to promote the area. We aze now concerned that time is running out for our July 10 event as there is much work to do should we receive official approval for this special event. It will be a practical impossibility to organise this type of event in less than a month and we would therefore urge you to contact each other (and us) regazding the event as soon as possible. We hope that we can proceed with the 2010 Aspen Valley Mazathon and look forward to having a final decision on the event as soon as possible. Best regazds Sean Solon & Katherine Fitzgerald Aspen Valley Mazathon Sean 970 309 6024 Kat 970 319 9435 C~'" I Michael Kraemer From: hutch hutchinson [flyfishhunter62@gmail.com] Sent: Saturday, May 08, 2010 10:00 AM To: kat Fitzgerald; John Armstrong; Michael Kraemer Subject: Re: Map Deaz Kat, I have a-mail the rest of the boazd members of our Holland Hills HOA and everyone would be proud and please to have your half marathon/event come through our neighborhood. It makes sense this would be one of the safer routes to take on the way to Basalt. Yes you will have to post some signage to keep everyone on track, but we do agree this would still be the safer option. Above and beyond our HOA board letting the rest of the homeowners know your event will come through Holland Hills, what else can we do to help the event be a success? Do you need or want a watering station placed here within Holland Hills? Please do me one favor, please send out another reminder a-mail to me the week prior to the event. I appreciate it very much. We hope this event goes well for you and the participants and thank you for the opportunity to help in some way. Regazds Hutch Hutchinson Orvis Regional Business Manager President of Holland Hills HOA FFF Master Cert. Casting Instructor 586 Holland Hills Rd. #4 Basalt, CO 81621 970-927-1064 flyfishhunter62(a) grnail.com On Fri, May 7, 2010 at 9:57 AM, kat fitzgerald <aspenvalleymazathon(a~email.com> wrote: Good morning, I will have a detailed map emailed to you all this afternoon. We just wanted to let you know that we spoke with Hutch Hutchinson who is the president of the Holland Hills Home owners association to seek his permission for the race to run through their neighborhood. Hutch said that they would be delighted to have this event pass through Holland Hills and didn't think that it would be a problem. He has given us the tentative green light and will also email us a confirmation of this. We have discussed that we will be placing signs through that portion of the route at the intersections so that the participants can cleazly see where they aze going. I have assured him that we will conduct a sweep through the neighborhood and along the entire route so that no trace is left behind. I have also copied him on this email. If you have any questions or concerns. Please do not hesitate to contact me. Many thanks for your time, we are very excited for this event to take place Have a great weekend. Kat Fitzgerald Aspen Valley Mazathon Io~1 970.319.9435 On Wed, May 5, 2010 at 11:02 AM, John Armstrong Uohn.Armstrong(c~co.pitkin.co.us> wrote: Hi Kat, I have received this info. I strongly suggest that you consider using the Rio Grande Trail in it's entirety to the Basalt High School. I realize that the last crossing at the Basalt Ave/Hwy 82 light is undesirable but the Rio Grande may make up for that in it's beauty, simplicity of route and safety. (not to mention the potential complications of going through Holland Hills). It is unfortunate that I didn't have this information at an eazlier date but I think you have a worthy event and some adjustments it can be a great success. John Armstrong 618-9825 From: kat fitzgerald [mailto:ascenvalleymarathonColgmail.com] Sent: Wednesday, May O5, 2010 10:52 AM To: John Armstrong Subject: Re: Map Deaz John, I was wondering if you had been sent this document? It may provide you with additional clarification on the route. We look forwazd to hearing from you. All the best Kat Fitzgerald ~ ~-~' l On Mon, May 3, 2010 at 8:37 PM, kat fitzgerald <aspenvalleymazathonna,gmail.com> wrote: John, Attached is the map I was refemng to. We plan on having a water station at the Gerbaz Way access point on the Rio Grand trail. There will also be a mazshall assisting people to cross the road. At the Arciero trailhead where the Rio Grand intersects there will be toilet facilities and a table providing water, oranges and shot blocks. If you would prefer us to move any of these aid stations please let me know and we would be happy to work with you on this. Many Thanks Kat Fitzgerald Hutch Hutchinson Orvis RBM FFF Master Cert. Casting Instructor 586 Holland Hills Rd. #4 Basalt, CO 81621 970-927-1064 flyfishhunter62(c~gmaiLcom 16-h' c~~`>'3-Z11-QO-$51Page 1 of3 Event: Aspen Valley Mazathon, 07/10/2010 07:00 Aspen Valley Marathon Saturday, July 10, 2010 Click HERE for a printer friendly view. City of Aspen -Town of Snowmass Village -Pitkin County Special Event On-line Application Click HERE if you'd like to view the entire on-line application. Application Information: Primary jurisdiction: Pitkin County Specific location(s): Wilton Jaffee Snr. Park, Rio Grande Trail, Holland Hills, Two Rivers Road, Lions Pazk in Basalt Overall Status: Need More Info Event Category: Dates/Times: Set-up: 07/10/2010 05:00 AM Start: 07/10/2010 07:00 AM End: 07/10/2010 10:00 AM Dismantle: 07/10/2010 12:00 PM Primary Contact: Full Name: Sean Solon Business Name: Team Events Aspen Business Phone: Phone: (970) 309-6024 Fax: Address: PO. Box 423 Aspen, CO 81612 Secondary Contact: Full Name: Katherine Fitzgerald Business Name: Team Events Aspen Business Phone: Phone: (970)319-9435 Fax: Address: PO Box 423 Aspen, CO 81612 Event Contacts: During event -contact names & phone numbers Primary Contact Name: Sean Solon (970) 309-6024 Secondary Contact Name: Katherine Fitzgerald (970) 319-9435 Medical Contact Name: Katherine Fitzgerald (970) 319-9435 Pazking Contact Name: Josh White (970) 618-2746 Safety Contact Name: Maurice Fitzgerald (970) 319-2246 Security Contact Name: Sean Solon (970) 309-6024 Transportation Contact Name: Josh White (970) 618-2746 Details and Documents: Event Summary: See Documents ASPEN VALLEY MARATHON 134.14 k 2010 Brochure,doc Event Summary Information.d_o__c 73.73 k { p Z~ http://specialevents.aspenpitkin.com/details.cfm?printviewflag=l &eventid=488 4/29/2010 Page 2 of 3 Site Plan (and maps): SECTION 2 Site Plan & 28.16 k Maps.doc Communication P-an: See attached SECTION 3 -Communications 25.09 k Plan.doc Security Plan: NO Professional Security Company hired. Public Law Enforcement Services will NOT be requested. Security Contact: Sean Solon, PO Box 423 Aspen 81612 Ce11 970 309 6024 Medical Plan: See attachment SECTION 5 -Medical Plan.doc 25.09 k Safety Plan: See Attachment Section 6 -Safety plan.doc 25.09 k Transportafion/1'raffic Plan: See Attachment Section 7 -.Trans ortation and 25.60 k Traffic Plan.doc Parking P-an: See Attachment Section 8 Parkin¢ PI_an.doc 24.58 k Sanitation/Recycling Plan: See Attachment Section 9 Sanitation and 25.09 k Recline Plan.doc Alcohol Mitigation Plan: Not applicable - no alcohol being served at the event Accessibility Plan: Section 11 Accessibility Plan.doc 24.06 k Alcohol Permit & License: Not applicable -alcohol will not be served Food Permit: See Attachment SECTION 13 Food Permitsdoc 24.58 k Parks/Open Space Permit: See Attachment Reviewed and accepted: NO SECTION 14 Parks and O ern 24.06 k Space Permits.doc http://specialevents.aspenpitkin.com/details.cfm?printviewflag=l&eventid=488 4/29/2010 Page 3 of 3 Sales Tax & Bus. License: See Attachment Reviewed and accepted: NO SECTION 13 Food Permits.doc 24.58 k Miscellaneous Permits: These will be applied for as required. Public Notification: See Attachment SECTION 17 Public_ 24.58 k Notification.doc Liability Insurance: See attachment SECTION 18 Liability 24.06 k Insurance.doc References: See Attachment SECTION 20 References.doc 24.58 k Reviewing Agency Comments/Status: Overall Status: Need More Info CDOT Send an email Status: Not Yet Reviewed Requests/Comments: County Environmental Health Send an em_ ail Requests/Comments: County Sheriff Send_an email Requests/Comments: Pitkin County Emergency Management Send an email Requests/Comments: RFTA Send an email Requests/Comments: Woody Creek Caucus Send an email Requests/Comments: ! =Not Yet Reviewed ~ =Need More Info Status: Not Yet Reviewed Status: Not Yet Reviewed Status: Not Yet Reviewed Status: Need More Info Status: Not Yet Reviewed ~ =Declined ~ =Approve 3 http://specialevents.aspenpitkin.com/detai]s.cfm?printviewflag=l&eventid=488 4/29/2010 ASPEN VALLEY MARATHON 2010 Presented by Team Events Aspen, Saturday 10`~ JiJLY @ 7 am In 2010, the inaugural event will feature a 13.1 mile half marathon from Woody Creek to Basalt following the beautiful paved Rio Grande Trail. The organizers intend to host a full marathon and half marathon on the same weekend in 2011 and it is hoped that the 2011 Aspen Valley Marathon will be a 'Boston qualifying event'. Course Description The course starts at the Wilton Jaffee Snr. Park on the banks of the Roaring Fork river one mile South of the hamlet of Woody Creek. The start of the course takes runners up an incline and out of Woody Creek Canyon for:approximately the first half mile where the course meets the paved Rio Grande Trail and heads steadily down valley towards the town of Basalt. Where the Rio Grande Trail turns West and crosses Highway 82 at the swinging bridge. The race continues down the East side of the and follows the Western edge of Roaring Fork Club before coming down onto Two Rivers Road and into the town of Basalt where the race will finish at Lions Park in Downtown Basalt. ASPEN VALLEY MARATHON 2010 Maximum Race Participation: 500 Cost and Registration $40 for the first 150 to register, $50 for all others, $60 Race Day, July 10th In-store registration opens May 15th at the Ute Mountaineer located at 308 S. Mill Street, Aspen, Colorado, and Bristlecone Basalt, Colorado. Online registration opens May !5th 2010 Wave Starts: In an effort to reduce congestion on the race course, wave starts may be used. Wave placement will be based on the order of registration. Runners may be also seeded into Group 1 based on historical times (Please contact organizers). The waves will start 5 minutes apart: Wave 1 @ 7:00, Wave 2 @ 7:05, et cetera. ASPEN VALLEY MARATHON 2010 Race Packet Pick-up TBA Timing Chips Timing Chips will be given out at the race start from lam-8am. Lost chips will be charged $50. All Participants must obtain a timing chip or they will not receive a finish time! Aid Station There will be aid stations with medical assistance and beverages at approximately 6.5 miles and at the finish in Baslt. The mid-distance aid station will be closed approximately 2 hours after the start of the race. Travel Directions to Start: Travelling up-valley, follow Hwy 82 towards Aspen, Exit to the left into the Main Intercept Lot (Bus Stops). This is the sign-posted junction for Snowmass Village. Shuttles: Transport will be provided to the start of the race by Shuttle which will leave from 6.15 for the approximately 2 mile trip to the start. We will transport small bags to the finish in Basalt and these can be checked in at the starting area. Lodging https://specialevents.bookaspensnowmass.com/ OR i-877-831-5645 Other Lodging Specials -Must be booked by calling hotels directly. Contact Information: Phone: 970-319-9435 Contact: Kat Fitzgerald 970-309-6024 Contact: Sean Solon E-Mail: asoenvalleymarathonCa~gmail.com SECTION 2 -SITE PLAN & MAPS BOUNDARIES The site for start of the event will be located at Wilton Jaffe Senior Park in Woody Creek. Competitors will start South uphill out of the canyon towazds the Rio Grand Trail where they will tum North down valley in the direction of Basalt. Please see attached map 1 for location of start line and porta potties at beginning of event. Map 2 shows aid stations and manned street crossings and more detail on route. Map 3 shows the location of the finish in Basalt at Lions Pazk. The boundaries for the park are on Midland Spur, Midland Ave, Basalt Center Road and Two Rivers Road. On map 3 the boundaries of the event venue are highlighted also showing the proposed finish line and impact on the local traffic. We propose that a 100ft section road on Midland Avenue be closed to accommodate the finish area. This also allows another outlet neaz the Midland Spur providing access to vehicles needing visiting both business and residences during the event. The event will be from lam until 12 midday. The arrows also depict direction of travel. SITE IMPROVEMENTS It is propose to place 12 Foot Banners advertising the event at Aspen main street, Midland Avenue and at Woody Creek (subject to permits). We are also proposing placement of 3 banners at each corner of Lions Town park on May 10th one month prior to the race to encourage interest to the event. The proposed banners are also depicted on Map 3. We would like to post signs at the intercept lot the day before (July 9th) to detail event pazking. The signs will be removed after the event has finished on July 10th. There will be approximately 8-] 0 vendors each occupying 5-1Oft tents or tables with associated athletic merchandise. We will have two food vendors Conundrum Catering 970.948.6204 and Street Food LLC. 970.925.5718. Conundrum Catering and Street Food LLC will be cooking with a grill and with flammable gases. Street food LLC operate with a commercial kitchen in a van 16 x 8 and Conundrum Catering will be operating in a tent with a gas grill. wwwstreetfoodllc.com streetfoodllc@hotmail.com 16 x 8. We will provide 40 chairs and 10 tables for seating. We are proposing to have massage tables and therapists available. We will have a PA system to announce awards and possibly a local DJ. There will also be a timing tent and table next to the finish line to announce arriving athletes. We will need electrical outlets from the Town Buildings at Lions Park, Basalt. SECURITY MEDICAL AND SAFETY See locations of traffic control personnel on Map 2. The aid stations and first aid facilities are also shown on map 2. Transportation and Parking It is proposed to have all competitors car-pool and park at the intercept lots. We propose to contract Blazing Adventures to transport all participants from the intercept lot on Brush Creek and Highway 82 the short distance to the start area at Wilton Jaffee Snr. Park in Woody Creek. There will be no parking at event start (other than for disabled athletes who have will use their wheelchairs. All participants must be at pickup no later than 6.40am from the intercept lot. There will be a pickup bus at 630am and 6.45am there will be no buses after that time. Registration will be at the start area and a bag transport service will be provided to the finish azea in Basalt (change of clothes etc). Public buses leave the library every half hour to bring participants back to the intercept lot so that participants can collect their cazs. We will transport any disabled athletes from the intercept lot back to the start azea to collect their vehicles. Food and drink Stations Start- 6 portapotties and hand washing stations will be provided by United Site Services. 2 trash containers, 2 recycling containers Mile 6.5 -water/Gatorade 2 trash containers, 2 recycling containers Finish 1-2 portapotties and hand washing station if required by City of Basalt, 8 trash containers and 8 recycling containers SECTION 3 - COMMiJNICATIONS PLAN Event Staff Sean Solon-Events Organiser 970.309.6024 Kat Fitzgerald-Events Organiser 970.3 ] 9.9435 Emily Lanigan- Marketing Director 323.854.3023 Maurice Fitzgerald-970319.2246- Michele Montijo- 4146286086 Aid Station Coordinator Gwen Carew-970.3795731 volunteer on course aid station 1 (mile 3) Andrew Adams-970.471.3680 volunteer (trash patrol) Joshua White-970.618.2746 volunteer (parking coordinator) Alicia Gillis-970319.6313 volunteer on course aid station 2 (mile 6) Tracey Hansen-970.274.4181 volunteer on course aid station 3 (mile 9) Cell phones and 2-way radios will be used where necessary. All staff will be provided with a contact list of important numbers. Mailing address: Katherine Fitzgerald, PO box 423, Aspen, Colorado 81612 email:aspenvalleymarathon@gmail.com. Public law enforcement will not be required. We will not require the trail to be closed to other users however there will be signage up before and after the event and at any other access points along the course to notify other trail users of that the event is on. ~~ SECTION 5 -MEDICAL PLAN It is not proposed to use a Licensed Professional Emergency Medical Services Provider for this type of event. Emergency services provided through 911 Access points to Rio Grande Trail will be identified on a map and volunteers/staff will be able to identify the nearest access point to any incident for the emergency services. An Aid station will be set up at approximately the half-way point at 6.5 miles. This station will be in place from 7.15am to 10.00am on the day of the event. We will have volunteer(s) with appropriate medical training to treat any minor ailments at this station. All other medical problems will be referred to the local emergency services. The Aid station will be located at a road access point onto the Rio Grande Trail should the emergency services be required to assist any participant at the Aid station. Participant Event Insurance Each participant will be required to sign a participant waiver and insurance will be provided as part of the entry fee. This athlete insurance is provided by through USA Track & Field. SECTION 6 SAFETY PLAN We expect 200-400 participants in the Aspen Valley half-marathon. Most of these people are expected to attend the post-finish event in Basalt Lions Park. Procedures for dealing with emergencies An Aid station will be set up at finish area in Basalt Lions Park. This station will be in place from 9.OOam to 11.OOam on the day of the event. We will have volunteer(s) with appropriate medical training to treat any minor aihnents at this station. All other medical problems will be referred to the local emergency services. Staff and volunteers will have the appropriate contact numbers for local emergency services should they be required. The event is outdoors in Basalt Lions Pazk so there are no access issues for the emergency services. In the event of very severe weather conditions, the start will be delayed if necessary and the event may be cancelled at the discretion of the organisers. Participants are not required to attend the post-race function at the Basalt Lions Pazk and we will advise people to make their way home if we should experience severe weather conditions after the race. We do not expect the race or post-race event in Basalt to pose any significant risks to participants or members of the public. Safety Contact: Katherine Fitzgerald, PO Box 423 Aspen CO 81612 Cell phone 970 319 9435 ~Z SECTION 7 -TRANSPORTATION AND TRAFFIC PLAN Safety of an•ival and departure of participants will be a key concern for the organisers therefore no parking will be allowed at start area. All volunteers will caz pool when working on same stations and will be able to park at the start area or relevant points of access. All staff and volunteers will be at the start area at Gam on the day of the event. An event co-ordinator will be present at start azea and at the finish azea. All participants must park at intercept lot or down valley at Basalt Pazk and ride. All participants will be transported the short distance from the Intercept Lot to the start area at Wilton Jaffee Snr. Park between 6.00 am and 7.00 am by our Bus Contractor, Blazing Adventures prior to the race. Two buses each holding 50 people will drive the 10 minute loop as required. Participants will be encouraged to use RFTA public transport to get back to their cars at the intercept lot after the race. The bus stop is conveniently located beside the Lions Pazk in Basalt. Disabled participants will be allowed to park at the start area in Wilton Jaffee Snr. Park and volunteers will drive them back to the start azea after the event to collect their vehicles. Disabled participants will be asked to notify us in advance of their requirements so that we can make the appropriate arrangements for parking and transport in advance. Transportation Contact: Josh White, PO Box 423 Aspen CO 81612 Cell phone 970 618 2746 Attach Map from Intercept to Jaffee l3 SECTION 8 PARKING PLAN Total number of parking spaces required at Intercept Lot: 100 Max estimate Total number of parking spaces required at Wilton Jaffe Senior Park: 15 Number of parking spaces Required at Basalt Park and ride: 50 Max estimate Parking Spaces for Vendors: 10 spaces No parking restrictions adjacent to Lions Park and there are 45 available spaces. Parking attendant -not necessary for small number of vehicles No towing company to be contracted Parking Contact: Josh White, PO Box 423 Aspen CO 81612 Cell phone 970 618 2746 I~f SECTION 9 SANITATION AND RECYCLING PLAN We have been in contact with Ashley Cantrell in the City of Aspen Environmental Heath Department. They do not require completion of their Checklist as the event will not be held within Aspen City Limits. However, they have offered to provide re- cyling containers and we propose to voluntarily become certified as a zgreen event. Fitzgerald Landscaping and Design have been contracted to clean up the start area and conduct a sweep of the course after the race to ensure that no trash or trace of the event remains. This company will re-cycle where possible and have a business account with the Pitkin County Landfill. Sanitation - We have contracted United Site Services to provide 6 portapotties and hand washing stations at the event. These will be provided at the start area, the Aid Stations and in the fmish area. Hand washing stations will be provided at the finish area. ADA-accessible facilities will be provided. United Site Services, 5323 County Road 154, Glenwood Springs, CO 81601 Telephone 800 864 5387 ~5 SECTION 11 ACCESSIBILITY PLAN All venues, beverage and vending azeas, the start area and finish area at Lions Park, Basalt meet disability access requirements. ADA-accessible toilet facilities will be provided. Parking and transport an•angements for disabled persons have been detailed above. ~~ SECTION 13 -FOOD PERMITS We will have two food vendors Conundrum Catering 970.948.6204 and Street Food LLC. 970.925.5718. Conundrum Catering and Street Food LLC will be cooking with a grill and with flammable gases. Street food LLC operate with a commercial kitchen in a van 16 x 8 and Conundrum Catering will be operating in a tent with a gas grill. www.streetfoodllc.com streetfoodllc@hotmail.com 16 x 8. Contracted food vendors will be required to submit the appropriate Licences, Insurance and other documentation to the organisers one month prior to the event. These will be furnished to the Health Department at the City of BasalUPitkin County as required. l~ SECTION 14 -PARKS/OPEN SPACE PERMITS We have applied for of a special use permit for the use of Pitkin County open space/trails. We have also applied to the City of Basalt for the use of the Lions Park to host the post-race event. f~ SECTION 17 - PUBLIC NOTIFICATION No parks or trails will be closed during this event. Signs will be posted on Friday the 9`" July along the Rio Grande Trail to notify other trail users that the event is happening. Marshalls will be present at all trail intersections to control traffic, access to trail as required during the event. We propose placing notices in the local papers to advise the public that the event is taking place. This notice will also relate to the temporary closure of a section of Midland Avenue adjacent to the Lions Park which will be used as the finish area. ~~ SECTION 18 - LIABILITY INSURANCE The organisers will provide Pitkin County with Commercial general liability insurance in the following minimum amounts:- $1,000,000 each occuttence; $2,000,000 aggregate once all the necessary permits and licences have been approved so that the event will take place. The Aspen Valley Marathon will be a USA Track & Field sanctioned event. Registered participants will be insured separately as part of their entry fee for the event. ZU SECTION 20 -REFERENCES Team Events Aspen have been involved in the organisation of the following events in Pitkin County recently. Gentlemen Of Aspen Rugby Club -Sean Solon was the Event Director for the 4 day Ruggerfest Tournament in Aspen in September 2009. Reference: Contact Marty Waititi, Hon. Treasurer, Gentlemen of Aspen RFC Cell No. 970 319 6466 Challenge Aspen -Sean Solon was the Event Director for the US Paralympic Downhill Skiing World Cup in March 2010. Reference: Kevin Jardine, Race Director, Challenge Aspen, Snowmass Mall, CO Cell No. 970 618 6382 2~ PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00029512 Name: Aspen Valley Marathon LLC Date:7/8/2010 Project Address: 0 MCLAIN FLATS RD Type: check # 97 Permit Number Fee Description Amount 0010.2010.PSPE PP-Special Event Flat Fee 624.00 Total: 624.00