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Home My WebLink Aboutpitkin.planning.264315100020 (2017)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: 2643-15-1-00-020 Application Date: 5/15/17 Case No: SPE008-17 Description: Wild Fest 2017 Temporary Commercial Use/Special Event Permit Planner: Event Date: 7/1/17 # Copies: Allocated Hours: 3 Project Address: 1289 WOODY CREEK RD, WOODY CREEK, CO 81656 % Over Hours: 3.6 Property Owner: ANITA H THOMPSON OWL Address: 1289 WOODY CREEK RD Owner Phone: FARM TRUST WOODY CREEK, CO 81656 Owner's REP: JOEY STOKES Address: PO BOX 6464 REP's Phone: (970) 307-4001 SNOWMASS VILLAGE, CO 81615 REP's Email: joey@thegravityexperience.com Referrals: ALL OTHER REFERRALS 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 #: 025-2017 Other Information: VR Approval Date: VR Expires Date: Remarks: Application Type: 2nd Meeting: Plat Recorded Date: Plat (Bk, PG): P&Z Determination #: HO Determination #: 3rd Meeting: DECISIONS ADMINISTRATIVE DECISION OF THE COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN COUNTY, COLORADO, APPROVING A SPECIAL EVENT PERMIT FOR THE WILDERNESS WORKSHOP W11DFEST Administrative Decision No.A,�L-2017 RECITALS 1. Pursuant to Subsection 4-30-50(i) of the Pitkin County Land Use Code, the Community Development Director of Pitkin County, Colorado ("Director") may approve a Temporary Commercial Use/Special Event Permit for commercial activities or events. 2. Wilderness Workshop through Joey Stokes (hereafter, the "Applicant"), has applied to the Director for approval of a Special Event Permit to conduct the Wildfest fundraiser at 1289 Woody Creek Road at the Owl Farm. Approximately 500-600 people are expected to attend including 25 staff, 60 volunteers, 4 independent contractors, and 4 security. The event will include dinner, live music, and an auction. 3. The event is proposed to occur on July 1", 2017 and will run from 5:00 PM— 11:00 PM. Setup is proposed to begin on June 25th, 2017 and dismantle of the event infrastructure will conclude July 11, 2017. 4. Parking for 200 vehicles will be accommodated onsite. An additional 150 additional spaces will be available at the Compass School. Carpooling will be incentivized. 5. This application was referred to the Sheriff's Office, Aspen Fire Protection District, Pitkin County Regional Emergency Dispatch Center, Aspen Ambulance District, Environmental Health, and Woody Creek Caucus. Adequate Liability Insurance coverage has been obtained. A tent permit has been submitted and the Fire Marshall will inspect the tent prior to the event. Aspen Ski Company and Slow Grovin BBQ are licensed caterers and will cater the dinner. A liquor license has been obtained and bar tenders will be TIPS Trained. 6. The Director finds that, to the extent applicable, the application complies with the standards in 4-30- 50(1) of the Land Use Code. THE DIRECTOR HEREBY APPROVES the Special Event Permit for the Wildfest event, subject to Applicant's compliance with each of the following conditions: All material representations made by the Applicant in the application (which shall specifically include representations made in all related supporting documents, correspondence subsequently provided by the Applicants, and representations made by phone), shall be adhered to, and considered conditions of approval, unless superseded by specific conditions in this Determination. 2. The Applicant must demonstrate possession of applicable permits at all times during the permitted activity and present such permits upon request. 3. No emergency access shall be blocked. 4. Any guests who are not of the legal drinking age shall be identifiable to staff serving alcohol to ensure non -consumption. 5. The Applicant shall contact the Aspen Fire Department prior to the event for an inspection of the tents and shall comply with any of the Fire Department's requirements (e.g., for tent exits and on-site fire extinguishers). 6. Parking shall only occur on site or at the Compass School, and no parking shall occur on Woody Creek Road. The field where cars are parked shall be mowed and watered to alleviate potential fire danger. 7. The Applicant shall ensure that some portable toilets are equipped for handicap access. 8. Failure to comply with the conditions of approval may result in revocation of this permit. APPROVED this_j54� day of !LW.0 2017. Cindy Houben Community Development Director SPE008-17 Pm 246315100020 APPLICATION MATERIAL Wild Fest 2017 Wild Fest 2017 Saturday, July 1, 2017 Primary Jurisdiction: Pitkin County Overall Status: Submitted Event Category: 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. Specific location(s): Owl Farm 1289 Woody Creek Rd, Woody Creek, CO 81656 DATES/1TMES: Set-up: 06/25/2017 09:00 AM Start: 07/01/2017 05:00 PM End: 07/01/2017 11:00 PM Dismantle: 07/02/2017 09:00 AM PRIMARY CONTACT: Joey Stokes Send e-mail Po Box 6464 Snowmass village, CO 81615 Phone: (309) 309-4001 Work: (970) 309-4001 x.970 SECONDARY CONTACT: Reuben sadowsky 52 Larkspur Dr Carbondale, CO 81623-3202 Phone: (456) 456-6609 Work: (970) 456-6609 x.970 OTHER CONTACTS: During event - contact names & phone numbers Primary: Joey Stokes (309) 309-4001 Secondary: Reuben sadowsky Q - Medical: TBD () - Parking: Reuben Sadowsky (970) 456-6609 Safety: Joey Stokes (970) 309-4001 Security: Dave Meeker (970) 925-7810 Transportation: Rebuen Sadowsky (970) 456-6609 DETAILS & DOCUMENTS: Event Summary: his event is a fund/friend raiser for the environmental nonprofit "Wilderness Workshop." This will be the 5th year of the event and the 2nd year at this location. Last year the event sold out, and went very smoothly. We expect attendance numbers to be higher this year, and it will be capped at 600 including staff/volunteers. We expect attendance for the event to be between 500-600 total including staff I •_r Ki Staff- 25 Volunteers -60 Independent contractors- 4 Security -4 Vendors- 2-3 Is the event open to the public? Yes Will a fee(s) be charged to participants? If yes, please list fee(s). Yes, around $30 Will the number of participants be limited? If yes, how will the limit be maintained? Yes, We will be selling tickets and security will keep a count on the number of people on site at any given moment Advance training for volunteers? When? No Amplified music? Yes, We will be using an amplified PA to support live bluegrass and rock/f tnk bands. Site Plan (and maps): 29174 06 Owl Farm Zoom Out.jpg 29174_06_Owl Farm Zoom in (1)•jpg Communication Plan: 167.52 k This is the overall view of how we will use the property 163.09 k This is the zoomed in arrangement of tents, etc, we kept it the same as last year because it worked well, but the specifics of where things will be placed may change. I can update if need be but each item that we will have should be on there. Communications- (There is cell phone service for Verizon and AT&Tat Owl Farm) STAFF: James Gorman- Site ops lead 970 366- 6111 Joey Stokes- Admin over sight 970 309 4001 Reuben Sadowsky- Volunteer Coordinator 970 456 6609 Eric Allen- Sound/ Stage Manager 970 948 6326 Ray Raymond- Bar Manager 267 456 3522 Specialized Protective Services- Security Contractors 970-925-7810 Radios will be our main source of communication at this event. All staff will be able to utilize channel one (1) . They are motorola radios that operate between UHF (450 to 470 MHz) EMERGENCY MEDICAL SERVICE PROVIDERS Owl Farm has a land line which we can use for outside emergency calls. That landline number is 970-923-4995 Whoever makes contact with the "emergency" first (security, staff, or medical) will radio for onsite first response medical support and/or if need be they will radio for a call to 911 from Owl Farm's landline. We will be ready to provide Emergency Medical Service leads with a radio if needed once they arrive onsite. PUBLIC INFORMATION Detail how you will update participants or attendees with changing information about your event. (i.e. radio spots, newspaper, etc.) The PA that we have for amplified music will also serve as a very effective way to communicate changing information to all attendees at once. Describe informational signage that will serve to inform attendees as they arrive at your event. There will be signage informing attendees where to park and how to get to the venue. There will also be prominent signage to inform participants on how to locate the Medics. Security Plan: Have you hired a professional security company (bonded/insured) to plan and manage security for your event? (Yes/No) Yes If Yes, please provide the following information: Security Organization: Specialized Protective Services Contact Person: Dave Meeker Mailing Address: PO Box 10926, Aspen CO 81612 Telephone/CelUFax/E-mail: 970 925 7810 List number of personnel, dates and times they will be in place and describe their duties and/or functions. We have contracted 4 guards for this event. 2 will be in place to check ID's (of participants who would like to drink) upon entry and the other 2 will be floating peace keepers. Will public law enforcement services be requested? (Yes/No) No Onsite Security Contact - Specialized protective services Contact info above Medical Plan: 3 Will emergency medical services be summoned through 911? (Yes/No) Yes If Yes, please provide the following information: Name (and number) of the on site staff person designated as the medical point of contact. Joey Stokes 970 309 4001 Do you intend to have an on site Licensed Professional Emergency Medical Services Provider? (Yes/No) Yes, Last year this event was sold out and as per the recommendation of the medical/fire dept that has jurisdiction over Owl Farm, we had a single resource to support this event. Ambulance Coverage Number of ambulances and staging locations at your event. 0 Number of medical staff and level of certification, i.e. MD, RN, Paramedic, EMT. TBD Identify hours of coverage for ambulance and staff. 5-11pm Provide plan for back up services in case your medical staff becomes unavailable. In the event that medical service becomes unavailable. We will place a call to 911. Aid Stations Number of Aid Stations and their locations at your event. 1- located on map. Hours of operation. 5-llpm Number of medical staff and level of certification at the Aid Stations, i.e. MD, RN, Paramedic, EMT. TBD Resources available at each aid station. TBD Detail how medical staff will be identified, i.e. badges, uniforms, etc. Uniforms Provide a Security Contact who will be available to public safety officials at all times during your event. Joey Stokes Po box 6464, Snowmass Village CO 81615 970 309 4001 Safety Plan: Attendee Maximum Capacity 600 including staff Event staff, security, and medical will be in communication on radio. There will also be a centrally placed well marked medical tent where participants can go for first response aid. In the event of an emergency, the first staff member on the scene will radio for onsite medical support. If they deem the emergency needs greater assistance they will also radio for a 911 call from their cell phone, or the land line. All staff, security, medical will be notified of the location of the landline, and we will ensure that the land line remains accessible to all staff. After dusk we will have two light towers in place to illuminate key pathways. We will have plenty of functional lighting in all tents as well as light towers to illuminate the pathway to attendees cars. EXITS Exits will be clearly marked and will stay open. We will have lighting on all exit signs after dusk. WEATHER Our Stage will be covered and can withstand a light rain. In the event that our stage manager determines that the weather is reaching a dangerous level with electronics, we will shut down the generator. Participants will be welcome to gather under the cover of our various structures to get out of the rain. In the event of severe lightning, participants will be asked to leave or evacuated to the various houses near by. if it is not safe to leave. We will have a megaphone onsite to inform participants of changes in the event that the PA is shutdown. This event does NOT pose substantial risks to the individual participant or public safety. This event will NOT affect public safety resources We will NOT use any aircraft Safety Contact Joey Stokes po box 6464 Snowmass village CO 81615 970 309 4001 Joey@thegravityexperience.com Staff Safety Plan Medical Tent Location: The medical tent is located on your left hand side immediately after entering the venue. This space is clearly marked and will be staffed for the duration of the event. Land Line Location: In the main house at the bottom of the property Land Line Number: 970-923-4995 Emergency Call Protocol: In the event that you are the first one notified of an emergency. Radio for medical support and give them the location of the incident. Use the code word "RED DOT" If the situation may require additional emergency support radio Joey first S and James second to place an emergency call to 911. Once you find the incident stay there until medical arrives. Transportation/Traffic Plan: Our objective with this traffic plan is to respect the surrounding Woody Creek neighborhood while creating the most clarity for attendees. We expect that most people will drive and carpool to the event. We will have a fluid drop off point for those who choose to take a taxi. Our event is scheduled to take place throughout the day, and we expect that arrivals will be spaced out and as such will not create any back up onto the public streets. We will have a staging line for possible high volume arrival times which can accommodate up to 25 cars. Transportation Point of contact: Reuben Sadowsky 970 456 6609 Reuben@thegravityexperience.com We will have enough parking onsite, and offsite with internal shuttle service to accommodate. Parking Plan: For this event we will need 300 parking spots. We will only need these spaces on July Ist We will be able to park 200 cars onsite in parking areas 1 &2. To incentivize carpooling, we will be charging a $10 parking fee to cars that arrive with less than 3 people in them. That fee will be waved for cars with 3 or more. The land owner has agreed to this charge. We will also be marketing to encourage carpooling. The Community School has agreed to provide us with 150 additional spaces. We will have 2 shuttles ready to transport attendees to and from the offsite parking lot. We will be able to accommodate all of our vendors, staging, trailers, and storage onsite. We will have parking attendance to monitor traffic and direct people into their spaces. Each car will be "hand parked" to ensure that we are utilizing all of our space, and that no one is double parking. This parking plan will ensure a safe ingress and egress. As you can see on the site map, there is a walking path on the west side of the property and vehicle traffic is on the east side. The driving lane is wide enough for 2 cars to fit at the same time to allow for exit to happen while someone is entering. The only place where one car can fit at a time is at the main entry gate. A parking attendant may need to assist with someone exiting the event early during a time of high ingress, they will simply need to hold exiting cars for a moment in a staging area that we will have set up. to ensure a clear path. No towing company has been contacted. We will be utilizing light towers to ensure that participants can easily find their way to their cars. Parking Contact: Reuben Sadowsky tp 970 309 4001 Reuben@thegravityexperience.com Sanitation/Recychng Plan: Wilderness Workshop is an environmental non profit, as such we will take our waste/ recycling management very seriously. MRI has been contracted for portable restrooms and trash/recycling pick up. MRI contact: Jeremy Frees 970) 963-3435 jeremy@mrico.net 698 Merrill Ave, Carbondale, CO 81623 MRI will be providing one trash dumpster, one compost dumpster, and one recycling dumpster for the event. We will have various sorting stations around the venue and our green team will empty them in their respective dumpsters for removal from the property. MRI will also be providing 9 standard portable restrooms, 1 ADA restroom, and 2 hand washing stations. Alcohol Mitigation Plan: Alcohol will be provided at the event however the entire event is family friendly and if a participant is seen acting in a way that jeopardizes that atmosphere they will be asked to leave. We will have alcoholic beverages for sale at the event. Alcohol service will begin at 5:OOpm and end at 10:30pm. Our area for dispensation and a secured alcohol area are shown on the site map. We will be providing ID bracelets for over 21 attendees. ID's will be checked by a member of our contracted security company. We will have TIPS trained servers Security and staff are well trained in friendly intervention. There will be an additional briefing before the event starts for all relevant staff. Staff and volunteers will be prohibited from alcohol and drug use while on duty. We will be providing very nice non alcoholic beverages at the event. There will be coffee, mate, and various unique beverages available. Food will be available in some form at all times. There will be a designated smoking area. Participants will be encouraged to use a designated driver and Tipsy Taxi vouchers will be available. Participants can use their cell phones to call a taxi, if for some reason their cell phone does not work in Woody Creek, security will assist them with the land line. We will not provide an onsite detox facility. Accessibility Plan: Will there be a clear path of travel throughout your event venue? (Yes/No) Yes, however the venue is on a slight slope. We will provide specific areas for ADA viewing of the main stage, and there will be volunteers there for assistance if needed. Have you developed a disabled parking and/or transportation plan (including the use of public transportation or shuttle services) for your event? Yes, we will have ADA parking right next to the main entrance Will a minimum of 10% of portable restrooms at your event be accessible? (Yes/No) Yes, We will have one ADA portable restroom. Will all food, beverage and vending areas be accessible? (Yes/No) Yes, food and beverage will be accessible. Will all signage be located so pedestrian flow will not obstruct its visibility? (Yes/No) Yes, signage will be placed in high visibility areas Will adequate egress lighting be provided if your event operates beyond dusk? (Yes/No) Egress lighting will be provided. We will have 2 light towers to support egress (see site map for locations) Alcohol Permit & License: Understood Food Permit: We will be working with 2-3 licensed food trucks/vendors. These vendors are TBD but we will inform you as soon as we know who will be providing food. Parks/Open Space Permit: N/A Reviewed and accepted: YES Sales Tax & Bus. License: Yes, Wild Fest Wilderness Workshop 74-1900412 PO BOX 1442 Carbondale CO 81623 STATE TAX #: 19871313735 VENUE: 1289 Woody Creek Rd, Woody Creek, CO 81656. WW PHONE #: 970.963.3977, x10 CONTACT NAME: SLOAN SHOEMAKER SLOAN@WILDERNESS WORKSHORORG Reviewed and accepted: YES There are no agencies currently assigned to approve this event. Walking Path i cs> 2016 Google c,�1' ear & 1999 Imagery Data: 4/3/2015 39516'31.04" N 106052'04.66" W elev 7606 ft eye nit 8468 tt (c) 2016 Google C -loo "k 1999 Imagery Data: 4/3/2015 39616'32.99" N 106°51.'00.41" W olov 7634 ft eye alt 8061 tt MISCELLANEOUS DOCUMENTS PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00042470 Name: Surf Gravity Production LLC Date:6/7/2017 Project Address: 1289 WOODY CREEK RD Type: check # 0327 Permit Number Fee Description Amount 0008.2017.PSPE PP- Special Event Flat Fee 325.00 Total: 325.00 Community Development 130 S Galena St Third Floor Aspen, CO 81611 970-920-5109 To: Joey Stokes PO Box 6464 Snowmas Village, CO 81615 Invoice Date: 05/15/2017 Case Number SP008-17 PID 2643-151-00-020 Planning Flat F PavmenLYerms Tami Kochen Due upon receipt Wild Fest 2017 Temporary Commercial Use/Special Event Permit -rrPPTXa Wild Fest 2017 Temporary Commercial 0.50 5/15/2017 Use/Special Event Permit Unit Price Line Total 650.00 325.00 Subtotal $ 325.00 Sales Tax Total $ 325.00 Make all checks payable to Pitkin County Treasurer or with a credit card for payment to https://www.colorado.gov/payment/pitcocomdev. Thank you! To Process a credit card use the following information: Case Number: SP008-17 Representative Company Name: Wild Fest Case Address: 1289 Woody Creek Rd. Price: 325.00 130 S Galena St Third Floor Aspen, CO 81611