HomeMy WebLinkAboutpitkin.planning.264321100851 (8)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)
Application Date: 5/23/12 Case No: SPE013 -12
Parcel ID: 2643- 21 -1 -00 -851 pP Planner: Mike Kraemer
Description: Aspen Valley Marathon 2012 Temporary Commercial Use /Special Event # Copies:
Permit
Allocated Hours: 3
% Over Hours: 3.6
Project Address: 0 MCLAIN FLATS RD, ASPEN, CO 81611
Property Owner: ASPEN VALLEY MARATHON
Owner's REP: SEAN SOLON
REP's Email:
Referrals: ALL OTHER REFERRALS
Comments Due Date:
Meetings:
Meeting Date:
Review Body:
Public Hearing?
Notice Date:
Meeting Notes:
1st Meeting:
Approvals:
BOCC Resolution #:
BOCC Ordinance #:
Admin Determination #: 046 -2012 NR
Other Information:
VR Approval Date:
VR Expires Date:
Remarks:
Application Type:
Address: PO BOX 423
ASPEN, CO 81612
Address: PO BOX 423
ASPEN, CO 81612
Other Referrals:
2nd Meeting:
P &Z Determination #:
HO Determination #:
Plat Recorded Date:
Plat (Bk, PG):
Owner Phone:
REP's Phone: (970) 319 -9435
3rd Meeting:
ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF
PITKIN COUNTY, COLORADO, APPROVING A TEMPORARY USE /SPECIAL EVENT
PERMIT FOR THE 2012 ASPEN VALLEY MARATHON AND '/2 MARATHON
Administrative Decision No. Q_ -2012
RECITALS
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 Special Event
Permit.
2. Kat and Sean Fitzgerald (hereafter, the "Applicant") has applied to the Director for approval of a
Special Event Permit to conduct the Aspen Valley Marathon, 'h Marathon, and 5k run. Setup,
breakdown, and the entirety of the event will occur on July 7, 2012. Approximately 400
participants are expected, however, it has been stated that this number could be substantially less
with a likely participant level of 250 people. The full marathon will commence in Herron Park
and travel down the Rio Grande Trail to Lions Park in Basalt. The '/z marathon race will
commence at Wink Jaffee Park and finish at Lions Park in Basalt, traveling along the Rio Grande
Trail.
The Application was referred to the Basalt Fire Department, Sheriff's 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, the Open Space
and Trails Department, and the Emergency Manager. Most referral agencies provided verbal
support for the application or provided it in writing. No conditions were proposed. Some
agencies did not respond to the request for comments.
4. The Applicant has provided a Certificate of Insurance demonstrating adequate General Liability
coverage (and naming Pitkin County as an Additional Insured).
5. The Town of Basalt has approved the use of Lions Park for the event. The Sheriff's Office has
signed off on the proposal. The Applicant has obtained a permit from the OST.
6. 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 2012 Aspen Valley Marathon and '/2 Marathon 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.
Page I of 2
14 (P _ z0 /z
3. If an aid station is to be erected along the Rio Grande Trail in Woody Creek, the aid station shall
be located on the west side of River Woods Road. No parking or aid station shall be located at
the pull off of Upper River Road.
4. There shall be no parking on County Roads, specifically in the W/J Subdivision. '/z marathon
participants shall use the Intercept Lot and be shuttled to the start at Stevens Street instead of
driving individual vehicles.
5. If the marathon is to be held in 2013, by February 15th of 2013, the Applicant shall submit for a
Pitkin County Special Event Permit, a Town of Basalt Permit, and an OST permit.
6. Failure to comply with these conditions will result in revocation of the permit.
APPROVED this ;r1 day of June, 2012
C�
Cindy Houben
Community Development Director
PID# 264321100851
SP013 -12
Page 2 of 2
Michael Kraemer
From: Valerie MacDonald [ valerie .macdonald @pitkinsheriff.com]
Sent: Monday, June 18, 2012 12:35 PM
To: Michael Kraemer
Subject: Aspen Valley Marathon
The PCSO approves this event. No parking on County Roads and no emergency access shall be blocked. Mike
if I remember correctly we got complaint calls from people that lived at W/J Ranch about participants parking
on the roads in their subdivision, make sure they know they can't do that. Thanks
Valerie MacDonald
Pitkin County Sheriffs Office
Special Event Liaison
Emergency Management Administrator
0.970- 920 -5234
c.970-379-6748
valerie .macdonaldPpitkinsheriff.com
r
Email secured by Check Point
Aspen Valley Marathon 2012- Conditions of Approval
1) The Applicant shall adhere to all material representations made in, or in
connection with this application. The cap on the number of runners
participating in all of the events shall be 500 runners.
2) The Applicant shall comply with the requirements of the Basalt Police
Department. The roads within the Town shall not be closed, except the area
of Midland Spur adjacent to Town Hall and the Applicant shall ensure that
RFTA bus stops adjacent to Lions Park shall remain completely unobstructed
during the event. The closure of Midland Spur shall only occur during the
running event and for one half hour after the race to clear participants and
public out of the area. The closure shall be northeast of Saxy's Cafe and not
prevent vehicular traffic from entering and exiting the parking for the
residential units on the west side of Midland Spur. The exact location of the
closure shall be approved by the Town Manager or his designee.
3) The Town Public Works Department will close the parking spaces on the
north side of Two Rivers Road, east of the Midland Avenue/Two Rivers Road
intersection before and during the event.
4) The Applicant shall provide a traffic management volunteer at each of the
following intersections for the duration of the running event:
a. Two Rivers Road and Elk Run Drive
b. Two Rivers Road and School Street
c. Two Rivers Road and Cottonwood Drive
d. Frying Pan Road and Sopris Drive (for the 5K run)
e. Frying Pan Road and Riverside Drive (for the 5K run)
5) The Applicant shall provide three (3) traffic management volunteers at the
intersection of Two Rivers Road and Midland Avenue for the duration of the
running event.
6) The Applicant shall be responsible for trash collection and removal. All debris
and equipment shall be cleared from Lions Park by nightfall on the same day
as the event.
7) The Applicant shall provide recycle bins for the collection of commingled
materials (i.e. glass, plastic and metal).
8) The Applicant shall provide portable toilets on the sidewalk on the west side
of Town Hall upon the request of the Town. Portable toilets cannot be placed
on site prior to noon on the day before the event and shall be handicap
accessible. All portable toilets must be removed prior to nightfall on the
Monday after the event.
9) The Applicant shall provide proof of insurance listing the Town as an
additional insured in the amount of $1 Million.
2—
10) The Applicant shall submit a final site plan of the proposed event in Lions
Park showing the set up of facilities for the end of run event in Lions Park for
approval by the Town Police Department and Public Works Department by
June 29th.
11) The Applicant shall only erect banners and signage in the park on the day of
the event. Any signage erected in the park shall be removed by the end of
the day of the event.
12) If the Applicant would like to use any Town police resources, the Applicant
would need to contract the police resources at $50 per hour per officer
needed. The Applicant shall notify the Police Department of any such needs
by June 15th.
13) The Applicant shall provide a $200 deposit for use of the park that will be
refunded to the Applicant upon inspection by the Public Works Director that
the site has been adequately cleaned and returned to the state it was in prior
to the event.
14) The Applicant shall not serve liquor in the park unless they obtain a separate
Special Event Liquor License.
15) The Applicant shall not prepare and serve prepared food in the park without
the necessary approvals of the Eagle County Health Department. All vendors
must have a current Town of Basalt business license as well as all other
applicable documentation needed to sell goods within the Town limits.
16) The Applicant shall provide a location for the collection of previously used
bags to be recycled. The Applicant shall encourage the use of reusable
linens, cutlery and dishes. Any single -use food - service products shall be
compostable or recyclable.
17) The Applicant shall not dispense bottled water in the Town's park or staging
areas. The Applicant shall provide drinking water for participants from local
sources using some sort of tank instead of individual bottles. The Applicant
also shall not provide plastic or non - recyclable containers from which to drink
the water provided.
18) If tents are to be used for the end of race event, tents shall contain a flame
retardant tag that meet the requirements of NFPA 701 and a certificate shall
be provided to the Fire District in advance of the event.
19) The Applicant shall maintain a 12 -foot through access on Midland Spur
throughout the event for emergency service purposes.
20) Event staff and volunteers shall be trained to comply with Green Event
Standards and Conditions. Compliance with the conditions contained herein
constitutes compliance with the Town's Green Events Checklist.
3
21) Printed materials for the event shall, at a minimum, be printed on 50% post -
consumer recycled content paper.
22) The Applicant shall provide vendors with a resource list identifying sources
for eco- friendly event supplies.
23) Educational materials shall be displayed to inform attendees about the
event's green initiatives.
24) The use of electricity shall be coordinated with and approved by the Public
Works Department.
25) Insubstantial changes to this approval may be authorized by the Town
Manager.
Michael Kraemer
From:
Mark Gamrat [mark.gamrat @pitkin911.org]
Sent:
Tuesday, June 26, 2012 12:17 PM
To:
kat fitzgerald
Cc:
Michael Kraemer; Valerie MacDonald
Subject:
Re: Aspen Valley Marathon 2012
Hello Kat.
I am good with your comm plan. Thanks for being so thorough in planning this out. I have been
on vacation so it took me a little while to get to this. Take care and thanks..
Mark Gamrat, Communications Director
Aspen /Pitkin County Communications Center
506 E. Main St. Dept. C
Aspen, CO 81611
(970) 315 -2181
markQ@pitkin911.org
My Calendar
On Mon, Jun 18, 2012 at 2:22 PM, kat fitzgerald < aspenvalleymarathon (a,gmail.com> wrote:
Mark,
We are getting ready for the Aspen Valley Marathon, Half and 5K 2012.
I wanted to send you our communications plans for approval.
Please let me know if you require anything else from me and I will take care of it.
Best regards,
Sean Solon
970 319 3579
Email secured by Check Point
i
Michael Kraemer
From:
Mark Gamrat [mark.gamrat @pitkin911.org]
Sent:
Wednesday, May 30, 2012 1:00 PM
To:
Michael Kraemer
Cc:
Valerie MacDonald
Subject:
Re: Special Events - World Vision Bike Tour and Aspen Valley Marathon
Mike, I am good with both plans. Thanks..
Mark Gamrat, Communications Director
Aspen/Pitkin County Communications Center
506 E. Main St. Dept. C
Aspen, CO 81611
(970) 315 -2181
markggpitkin9l Lorg
My Calendar
On Fri, May 25, 2012 at 3:21 PM, Michael Kraemer < Michael .Kraemerkco.pitkin.co.us> wrote:
Hi Everyone — I'm starting to send out some of our summer events proposals.
This one is the World Vision Bike Tour proposed on July 21St. This is anew event in Pitkin County that
basically proposes to use Castle Creek Road for the "short ride ". The "long ride" also proposes Maroon Creek
Road, Hwy 82 Bike Path, Owl Creek Trail, Brush Creek Trail, to Smith Hill Way, and finally McLain Flats
Road back into town. This is a relatively small event capped at 75 participants. The event organizers have
stated that they will contract with Aspen Ambulance who will then assist them in developing a safety plan and
obviously will then provide dedicated service for the duration of the event. They also have stated that they have
applied for City permits to use a park in town.
I also included the Aspen Valley Marathon proposed for July 7th with approximately 100 folks participating
with the full marathon and about 200 for the 1/2 marathon. This is the third year for this event and application
looks pretty similar to the one they submitted and got approved last year. If I remember correctly, we had some
commotion at Jaffee Park last year because this is the starting point for the %2 marathon. I remember people
parking on the County Road. Also I'm working on getting a clear depiction of the proposed aid stations from
the Applicants, but nonetheless, here is the proposal.
For both of these proposals, let's have comments /concerns /sign -off s back to me by June 16th or earlier!
No:
ADMINISTRATION SITE: Aspen/Pitkin/Snowmass Special Events
Page 1 of 5
eta- a (o 13 a 1166 5�-,r-i!
Aspen /Pitkin County Administration Site
Logged -in: michaelk @co.pitkin.co.us :y LOG -OUT
Main Menu
List of Special Events List of Approving Agencies
Aspen Valley Marathon Click HERE for a printer friendly view.
Saturday, July %, 2012 EDIT APPLICATION COPY APPLICATION
This event was copied from a past event, which can be referred
to here.
Set -up: 7/7/2012 05:00 AM
Primary Pitkin County
Start: 7/7/2012 07:00 AM
Jurisdiction:
End: 7/7/2012 01:00 PM
Specific Wagner Park, City of Aspen, Herron Park, Aspen, W.J. Ranch,
Dismantle: 7/7/2012 02:00 PM
Location(s): Rio Grande Trail, Hooks Lane, Emma Road (County Road 2),
Holland Hills, Two Rivers Road, Homestead Drive, West and
East Sopris Drive, Frying Pan Road, Riverside Drive, Elk
Mountain Drive, School Street, Lions Park in Basalt
Overall Not Yet Reviewed
Status:
Event
Category:
Primary Contact: Secondary Contact: During Event Contacts:
Sean Solon Send e-mail Katherine Fitzgerald Send e-mail Primary: Sean Solon (970) 319 -3579
Aspen Valley Marathon LLC Aspen Valley Marathon LLC Secondary: Katherine Fitzgerald (970) 319 -9435
PO. Box 423 PO Box 423 Medical: Katherine Fitzgerald (970) 319 -9435
Aspen, CO 81612 Aspen, CO 81612 Parking: Josh White (970) 618 -2746
Safety: Maurice Fitzgerald (970) 319 -2246
Phone: (970) 319 -3579 Phone: (970) 319 -9435 Security: Sean Solon (970) 319 -3579
Transportation: Josh White (970) 618 -2746
Details and Documents:
Event Summary: 400 Athletes
50 Volunteers
10 Independent Contractors (Timing and Medical)
No Security
10 Vendors
Event is public
Fees: Marathon $85 Half $65 5k $25 to include an event T -Shirt (1/3 net proceeds to Challenge Aspen as in 2010 and
2011)
We are prepared for up to 250 in both the Marathon and Half and up to 300 in the 5k and this will be cutoff point for
entries but we do not expect this many entries.
Volunteers will be trained in the week prior to the event in teams on the Course at the locations in which they will be
located.
There will be amplification to annouce athletes /winners and some music at the finish in Lions Park, Basalt subject to
separate approval by Basalt Town Council as in 2010 and 2011.
ASPEN VALLEY MARATHON 2012 - 180.22 k Brochure for Event
Brochure and Information updated
Jan 2012.doc
Site Plan (and maps): Boundaries: Marathon will start outside Rocky Mountain Chocolate Factory adjacent Wagner Park
Rugby Grounds and run down South Mill Street, East Hopkins, South Galena, East Cooper, South Spring, South Hunter,
East Hopkins, Park Avenue, King St., Neale Ave., loins Rio Grande at Herron Park, Past Art Museum, follows Rio Grande to
Emma Road Junction, then follows Emma Road onto Hooks Lane and turns back onto Rio Grande (direction Aspen) and
follows Rio Grande back to Emma passing under Hwy 82 via pedestrian underpass, then follows Emma Road back into
Basalt, left at Post Office, over bridge and finishes at Basalt Lions Park. Half- Marathon starts at WJ Ranch then joins and
follows Rio Grande Trail direction Glenwood until junction with Basalt Town Trail, then follows Basalt Town Trail through
Holland Hills turning right onto Kennel Lane then Left back onto Basalt Town Trail and following footpath on Two Rivers
Road into Basalt turning right on Midland Avenue and finishing at Basalt Lions Park. The 5K starts on the Midland Spur and
then turns up the Homestead Connector Trail, turns right onto Homestead Drive, then left onto West Sopris Drive, then
bears right onto East Sopris Drive, Crossed Frying Pan Road and then follows footpath back to Basalt turning left onto
Riverside Drive which becomes Mountain Court Drive, then onto Elk Court Drive, following the pathway around the Basalt
Middle School Football Grounds then turning right onto School Street and then Right onto 2 Rivers Road and back into
Midland Avenue finishing on the Midland Spur.
Check Points & Marshalls 2012.xis 33.79 k Checkpoint and Marshalls List for Marathon, Half and 5K
SECTION 2 Site Plan & Maps.doc 35.33 k Site Plan Document
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5/22/2012
ADMINISTRATION SITE: Aspen/Pitkin/Snowmass Special Events Page 2 of 5
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Aspen Valley Half MarathonB.pdf
Aspen Valley Marathon 5kmII.pdf
Communication Plan: See attached
SECTION 3 - Communications
Plan.doc
SECTION 5 - Medical Plan.doc
Section 6 - Safety plan.doc
- -.—M. r•iaN
1.72 Megs Half Marathon Map
1.69 Megs 5K Map
24.06 k Communications Plan
24.06 k Medical Plan
23.04 k Safety Plan
Security Plan: We are not hiring a Professional Security Company.
Public Law Enforcement Services will NOT be requested.
Security Contact:
Sean Solon, PO Box 423 Aspen 81612 Cell 970 319 3579
SECTION 2 Site Plan & Maps.doc 35.33 k Site Plan
SECTION 3 - Communications 24.06 k Communications Plan
Plan.doc
Medical Plan: See attachment
SECTION 5 - Medical Plan.doc 24.06 k Medical Plan
SECTION 18 Liability Insurance.doc 23.04 k Liability Insurance
Safety Plan: 450 estimated athletes in 3 races - Marathon Half and 5k
Medical, Communications and Safety Plans already attached previously
Event poses no substantial risks to the individual participants or to public safety
Event is on the Rio Grande Trail so not in the Wilderness
We will not be using any aircraft
Transportation /Traffic Plan: See Attachment
Section 7 - Transportation and Traffic 23.04 k Transportation Plan
Plan.doc
Section 8 Parking Plan.doc 22.53 k Parking Plan
Parking Plan: See Attachment
Section 8 Parking Plan.doc 22.53 k Parking Plan
Sanitation/ Recycling Plan: See Attachment
Section 9 Sanitation and Recycling 23.04 k Sanitation and Recycling Plan
Plan.doc
Alcohol Mitigation Plan: Not applicable - no alcohol being served at the event
Accessibility Plan: See attachment
Section 11 Accessibility Plan.doc 24.06 k Accessibility Plan
Alcohol Permit & License: Not applicable - alcohol will not be served
Food Permit: See Attachment
SECTION 13 Food Permits.doc 24.06 k Food Permits
Parks /Open Space Permit:
Reviewed and accepted: YES
Sales Tax & Bus. License: See Attachment
Reviewed and accepted: NO
SECTION 15 Sales Tax and Business 24.06 k Sales Tax and Business License
Licence.doc
Miscellaneous Permits: These will be applied for as required.
Public Notification: See Attachment
SECTION 17 Public Notification.doc 22.53 k Public Notification
Liability Insurance: See attachment
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SECTION 3 — COMMUNICATIONS PLAN
Event Staff
Sean Solon - Events Organiser 970.319.3579
Kat Fitzgerald- Events Organiser 970.319.9435
Maurice Fitzgerald- Aid Stations 970.319.2246
Michele Montijo- 414.628.6086 Aid Stations
Gwen Carew - 970.3795731 Aid stations
Joshua White- 970.618.2746 Parking
Alicia Gillis- 970319.6313 Aid stations
Tracey Hansen - 970.274.4181 Aid stations
Cell phones and 2 -way radios will be used where necessary. We have got 12 High
Power Radios each with 5 private channels from Challenge Aspen Race Office. We
have provided for 85 on Course Marshalls who will be divided into Teams (with some
individuals providing different functions at different times during the events (For
example the Aspen Marshalls whose job will be finished 15 minutes after the
marathon begins will assist again further down the course). The Marshalls will
operate in groups and each group will have a 2 way radio. So the Marshalls will have
8 radios. The event organisers will each have a radio (Sean Solon & Kat Fitzgerald)
and we will have 2 radios available for the Aspen Ambulance District staff. All staff
will be provided with a contact list of important numbers. We also have a satellite cell
phone available for use in any areas where cell phone reception is mixed (possibly in
the Snowmass Canyon area with some carriers).
Please see the attached Course Checkpoints Excel file which shows the location of all
64 course checkpoints, their designations and the location of marshalls. The
positioning of marshalls with radios along the course will mean that no athlete will be
more than 500 yards or approximately 2 minutes from a marshall with a radio (either
behind or ahead). This should mean that we can summon the ambulance crew on the 2
way radios very quickly from any point on the course.
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.
VKI
SECTION 5 — MEDICAL PLAN
Ambulance cover for the event will be provided by Aspen Valley Hospital. An
ambulance crew will be present at the start area before lam and as athletes move
down the Rio Grande Trail, the ambulance will move on to Wilton Jaffee Snr. Pk (Aid
Station) and then to Arcerio Junction where there will be an Aid Station. The
Ambulance Crew will then move to the Emma Spur and will also be present at the
finish of the events. Our contact is James Richardson, MBA, CCEMT -P, Director,
Aspen Ambulance District, Aspen Valley Hospital, 0401 Castle Creek Road, Aspen,
CO 81611 Phone: (970) 544 -1571 : Cell: (970) 456 -5498 : Fax: (970) 544 -1578.
See separate Communications Plan for contact between Volunteers and Aspen Valley
Ambulance.
Emergency services
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 Arcerio Junction. This station will be in place from
Sam to 11.00am 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 handled by the Aspen Ambulance District. 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. Copies of the Insurance Policy and Third Party Certificates will be
provided for:
City Of Aspen and Pitkin County, 130 South Galena Street, Aspen, CO 81611
Town of Basalt, 101 Midland Avenue, Basalt, CO 81621 -8305
Eagle County, 500 Broadway, Eagle, Colorado 81631 -0850
Roaring Fork Transportation Authority (RFTA), 0051 Service Center Drive, Aspen,
Colorado 81611
Conundrum Catering Companies, PO Box 850, 700 East Bleeker Street, Aspen, CO
81611 -1552
Holland Hills HOA, 5374 Twin Hickory Road, Glen Allen, VA 23059
Challenge Aspen, PO Box 6639, Snowmass Village, CO 81615
SECTION 6 SAFETY PLAN
We expect approximately 100 participants in the Full Marathon, approximately 200 in
the Half and perhaps 100 in the 5k around Basalt.
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 9.00am to 2.00pm 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. Staff and
volunteers will have the appropriate contact numbers for local emergency services
should they be required.
The event is outdoors in Basalt Lions Park 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 Park 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
3199435
SECTION 7 - TRANSPORTATION AND TRAFFIC PLAN
Safety .of arrival and departure of participants will be a key concern for the organisers
therefore no parking will be allowed at start areas. All volunteers will car 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(s) at 6am on the day of the
event. An event co- ordinator will be present at start area(s) and at the finish area. All
participants must park at intercept lot or down valley at Basalt Park and Ride.
Participants can use Public Transport to get to Ruby Park in Aspen for the Marathon.
There will also be private bus transport from the Intercept Lot to the start of the
Marathon and Half Marathon.
Half Marathon: All participants will be transported the short distance from the
Intercept Lot to the start area at WJ Ranch between 6.30 am and 7.30 am by our Bus
Contractor 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 Park in Basalt. 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
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
SECTION 9 SANITATION AND RECYCLING PLAN
We will complete the Environmental Checklist as required by the City of Aspen for
the Start of the Marathon at Wagner Park Rugby Stadium. This is not required for the
Half Marathon or 5k as these events will not be held within Aspen City Limits. We
will use provided re- cyling containers at all water \aid stations.
Fitzgerald Landscaping and Design have been contracted to clean up the start areas
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. This aspect of our 2010/2011 events worked
successfully.
Sanitation — We have contracted United Site Services to provide portapotties and hand
washing stations at the event. These will be provided at the start areas, the Aid
Stations and in the finish 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
SECTION 11 ACCESSIBILITY PLAN
All venues, beverage and vending areas, the start area and finish area at Lions Park,
Basalt meet disability access requirements. ADA- accessible toilet facilities will be
provided. Parking and transport arrangements for disabled persons have been detailed
above.
71
SECTION 13 — FOOD PERMITS
We propose to have 2 -3 food vendors at the Lions Park finishing area.
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 Basalt/Pitkin County
as required.
/d
SECTION 17 — PUBLIC NOTIFICATION
No parks or trails will be closed during this event. Signs will be posted on Friday the
6th July 2012 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 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 and 2010. Reference: Contact
Bill McEnteer, Chairman, Gentlemen of Aspen RFC Cell No. 970 618 7747
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
Aspen Valley Marathon — Kat Fitzgerald and Sean Solon organised the Half
Marathon in 2010 and the 2011 Marathon, Half Marathon and 5k Races. We have
learned a great deal about successfully running these events over the past 2 years. The
general feedback from our athletes, volunteers and the local media has been positive.
In 2012, we will make further significant improvements to the route, volunteers and
marshalling, water and aid stations and various other logistical aspects of the 3 events.
SECTION 18 — LIABILITY INSURANCE
The organisers will provide Pitkin County with Commercial general liability
insurance in the following minimum amounts:- $1,000,000 each occurrence;
$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.
Copies of the Insurance Policy and Third Party Certificates will be provided for:
City Of Aspen and Pitkin County, 130 South Galena Street, Aspen, CO 81611
Town of Basalt, 101 Midland Avenue, Basalt, CO 81621 -8305
Eagle County, 500 Broadway, Eagle, Colorado 81631 -0850
Roaring Fork Transportation Authority (RFTA), 0051 Service Center Drive, Aspen,
Colorado 81611
Conundrum Catering Companies, PO Box 850, 700 East Bleeker Street, Aspen, CO
81611 -1552
Holland Hills HOA, 5374 Twin Hickory Road, Glen Allen, VA 23059
Challenge Aspen, PO Box 6639, Snowmass Village, CO 81615
�3
ASPEN VALLEY MARATHON 2012
Saturday 7 " JULY @ 7 am
Aspen Valley Marathon held its inaugural marathon on Saturday the
10th July 2011 from Wagner Park in Aspen down the Rio Grande Trail
to Basalt. The organizers were delighted with the turn out with over
200 people competing. Race Director Kat Fitzgerald said afterwards
"We are really starting to get established and expect to grow the event
significantly in 2012 which will be a big boost to the local economy.
The Roaring Fork Valley is one of the most beautiful areas in the World
and the Rio Grande Trail is a perfect route for a foot - race."
World Record Marathoner Chuck Engle won the main event in an
impressive 2:50:43 - This was his 113th Marathon win and his 247th
completed in under 3 hours. Chuck was delighted with his win and
loved the course telling Director Kat Fitzgerald that he "will be back
next year with a few friends from New York as I want them to run the
fantastic Rio Grande Course"
The first woman home was Katie Mazzia in a very fast 3:20:05. Other
notable locals runners were Bentley Henderson (placed 8th in 3:27:04)
who works with the Town of Basalt and Aspen Times own Rick Carroll
who completed the marathon in an impressive time of 3:41:26.
7t" fastest Marathon in US & Canada for
Boston Qualifying Times!
The first Aspen Valley Marathon was also a Boston Qualifying Event
and the organisers are delighted to note that 21.43% of all athletes
participating met the rigorous times required for Boston qualifying.
This is an indication that the course is fast and would place the Aspen
Valley Marathon in 7t" Place overall in the United States & Canada as a
top 'Boston Qualifying' Course. Race Director Kat Fitzgerald says "Once
this information gets out in the Marathon Community, it is sure to
attract athletes to Aspen who are chasing a Boston time.
http: / /www.marathonguide.com/ races /BostonMarathonQuaIifyingRace
s.cfm - this is the link to the percentages of athletes who make
qualifying times. We will not be officially included yet as they only
count events with 250 or more finishers...
Course Profile
Aspen Valley Marathon 2011 - veloroutes.org /r/64143
0 5 10 15 20 25
/S
7800
7600
7400
7200
7000
6800
6600
ASPEN VALLEY
Course Details
MARATHON 2012
The Marathon Course will start at Wagner Park Rugby Grounds in
Aspen and follow a route which passes some of the towns iconic
landmarks before joining the historical Rio Grande narrow gauge
railway line (now the paved Rio Grande Trail). The course will follow
the Rio Grande down valley for some 21 Miles and then join the Emma
Road at Hooks Lane which takes athletes back into the historic City of
Basalt finishing at the Lion's Park where there will be apras marathon
festivities and an expo. The course is not only scenic, running through
some of the most scenic areas in the entire country but it also should
be fast with a substantial downhill profile of some 1,400 feet.
Half Marathon
The half Marathon will follow a similar course to 2011 starting at 8 am
above Woody Creek. The course will follow the Rio Grande and before
turning onto the Basalt Town Trail passing Holland Hills and also
finishing at the Lion's Park in downtown Basalt.
The 2011 Half from WJ Ranch in Woody Creek to Basalt Lion's Park
was won by Scott Tucker in a blistering 1:19:55. Tucker narrowly beat
the top Woman, Basalt's Megan Lund who finished just 19 seconds
back in 1:20:14. City of Aspen and Pitkin County Park's Department,
Austin Weiss who designed the 3 courses with Race Director Kat
Fitzgerald clearly knew his way home placing 13th in a great time of
1:37:09.
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ASPEN VALLEY MARATHON 2012
5K
The inaugural 5K in 2011 did not attract as many competitors as the
organisers had hoped but this did not stop Winner Jason Bond finishing
in a blistering 18:37. First female home was Madison Spence in 22:05.
The organisers are committed to running the 5K again in 2012 and will
be encouraging more people to take part next year. Race Director Kat
Fitzgerald said " We were really proud of the 5K course - It's both
challenging and beautiful looking down on the Town of Basalt, crossing
the Frying Pan River and then passing the Historic Coke Ovens behind
the Basalt School ".
Cost and Registration
Marathon $75 until June 12th and then $85 until July 7th (no
registrations for the Marathon after this date) The Half will cost $55
until June 12th and $65 up to and including the day of the event. The
5K Family Fun Run will cost $20 up until June 12th and $25 thereafter.
Athletes registering for the Full and Half Marathon before June 12th will
receive an "Aspen Valley Marathon" Logoed T- shirt. These will be on
sale for $20 at the event for all other competitors.
In -store registration is open at the Ute Mountaineer located at 308 S.
Mill Street, Aspen, Colorado and at Independence Run & Hike,
Carbondale, Colorado.
Online registration is Open on www.active.com
Race Packet Pick -up
Race numbers and waivers can be collected /signed on Thursday the
5th July from 5 to 7 pm at the Ute Mountaineer in Aspen or on Friday
the 6th July from 5 to 7 pm from Independence Run & Hike in
Carbondale. The organizers can transport 1 small sports bag per
participant from the Start Areas to the finish area at the Lions Park in
Basalt.
Timing Chips
Timing Chips will be given out at the race start from 6 am -6.45 am.
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 4, 8, 12, 16, 20, 23 Miles and at the finish in Basalt.
Travel
Directions to Start:
MARATHON: We recommend using public transport by parking at the
intercept lot (opposite sign - posted junction for Snowmass Village) or
any of the free down valley park and ride lots. Buses into Aspen
terminate at Ruby Park which is adjacent to Wagner Park where the
race will start.
HALF: 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 6.00 for the
approximately 2 mile trip to the start.
SK: There is limited public parking around the Town of Basalt which
will be restricted somewhat for the duration of the event so we would
again encourage everyone to use the excellent RFTA public transport
system which will drop athletes off at the Lions Park in Basalt where
the event starts and all the races finish.
We will transport small bags to the finish in Basalt and these can be
checked in at the starting areas.
Lodging
https:// specialevents .bookaspensnowmass.com/ OR 1- 877 - 831 -5645
Other Lodging Specials - Must be booked by calling hotels directly.
Contact Information:
Phone: 970 - 319 -9435 Contact: Kat Fitzgerald
970 - 319 -3579 Contact: Sean Solon
E -Mail: aspenvalleymarathon @gmail.com
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Aspen Valley Marathon
Volunteers Needed
Marathon Course - ASPEN
RACE DIRECTOR RESPONSIBLE
Marathon in RED, Half in BLUE, 5K in GREEN
Junction
People
Minimum
1. Bentleys — 2
2
1
2. East Hopkins & S. Mill turn right — 2
2
1
3. Galena & E. Hopkins turn right — 2
2
1
4. Paradise turn left — 2
2
1
5. E. Cooper & Hunter — 2
2
1
6. Spring & Cooper — 2
2
1
7. Spring & Hyman — 2
2
1
8. Spring & Hopkins
2
1
- S. Original & Hopkins — 2
2
1
- Hopkins & Park Ave Bridge — 1
1
1
- Hopkins & park — 1
1
1
- Midland & Park — 1
1
1
- Park & Smuggler — 1
1
1
- Gibson & King — 1
1
1
- King & Neale — 1
1
1
- Neale & Rio Grande — 1
1
1
- Newbury Park Bridge — 1
1
1
- Mill St. turnoff
1
1
- Hunter Creek Trail — 1
1
1
- Rio & Post Office — 1
1
1
- Cemetery Lane Bridge & Henry Stein Park— 1
1
2
Including Water Station#
- McLean Flats Rd & Rio Grande — 2
2
2
24
- Rio Grande onto Lower Bullwinkle — 2
2
- Lower Bullwinkle onto Rio Grande — 2
2
- McLean Flats Rd & Rio Grande — 2
2
- Western Mobile Mountain & Rio Grande — 2
2
1
- Lenado Rd & Rio Grande — 2
2
1
- Upper River Rd & Rio Grande — 2
2
1
- Gerbaz Bride Way & Rio Grande — 2
2
3
Including Water Station#
- Lower River Rd x3 (each with 2)
6
3
- East River Ranch Rd & Rio Grande — 2
2
1
- North River Rd & Rio Grande — 2
2
1
- Rio Grand & Basalt High School — Water station
1
- Rio Grande & 82 Underpass — Water station
4
Including Water Station#
- Rio Grande & Hooks Lane — 2
2
1
- Hooks Lane & Emma Road — 2
2
- Emma Road & Underpass — Water station
- Underpass & Emma Spur — 2
2
- Emma Road & Midland Avenue — 2
2
- Midland & 2 Rivers heading SE at crossroads —
2
- 2 Rivers Road & Midland heading NW at crossr
2
Total Needed
68
Equipment Needed For Each Station
4 to 6 Water Containers plus Ice
Disposable Cups
`able & Chairs
Sin and recycle
Orange Mix Gatorade Mix
Some Fruit - oranges /melon
Energy Bars (sponsors)
Music/bells to welcome athletes (Optional but preferable)
Notes
Half Marathon - Get WJ Gate Code or gate unlocked
Registration
Boulder Registration
Water Bottle
Bib and Chip
PITKIN COUNTY COMMUNITY DEVELOPMENT
Permit Receipt
RECEIPT NUMBER 00032629
Name: Aspen Valley Marathon LLC Date:6/27/2012
Project Address: 0 MCLAIN FLATS RD
Type: check # 213
Permit Number Fee Description Amount
0013.2012.PSPE PP- Special Event Flat Fee 624.00
0013.2012.PSPE PP- Clerk Tech Fee 25.00
Total: 649.00
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