HomeMy WebLinkAboutpitkin.planning.273718200000 (12)
DOCUMENT LAYOUT
THIS FILE MAYOR MAY NOT CONTAIN ALL OF mE lNFORMATION
LISTED BELOW IN THE FOLLOWINGOlIDER
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 copies (llx17)
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CASE FILE TABLE OF CONTENTS
Parcel ID:
2737-182-00-000
Case Number:
P071-01
Case Name:
Groove Grass Special Event/Temporary Use Permit
Applicant:
Bug Productions
Scanned:
2/8/07
File Finders Box #74
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, Affidavit, Application Letter, Referral(s) Letter
Site Plan
Miscellaneous
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CASE NAME:ilGroove Grass Special EventlTemporary Use Permit
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DATE OF FINAL AOTlON:
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"DateSc~nned: I
2/8/07
File Finders Box #74
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RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF PITKIN
COUNTY, COLORADO, APPROVING A TEMPORARY USE/SPECIAL EVENT
PERMIT TO UTILIZE THE BASE OF BUTTERMILK PARKING AREA FOR
THE PROPOSED GROOVE GRASS CONCERT
Resolution No.l)i~-2001
RECITALS
1. Pursuant to Section 3-200-030 of the Pitkin County Land Use Code, the Board of
County Commissioners of Pitkin County, Colorado ("BOCC") may approve a
Temporary Use/Special Event Permit for commercial activities or special events
that exceed 72 hours in duration.
2. Bug Productions (hereafter "Applicant") have applied to the BOCC for approval
of a Temporary Use/Special Event Permit for use of the base of Buttermilk
parking lot during the proposed Groove Grass Concert, which will take place at
the base of Aspen Mountain.
3. The events will take place on August 4th and 5th between the hours of 12:00 noon
and 6:00 P.M.
NOW THEREFORE BE IT RESOLVED by the Pitkin County Board of County
Commissioners that it does hereby grant approval for the Bug Productions Temporary
Use/Special Event Permit to utilize the base of Buttermilk parking lot subject to the
following conditions:
1. The Applicant shall arrange for adequate shuttle services to operate to and from
the base of Buttermilk and Highland parking lots for the entire duration of the
event. Documentation of a shuttle service agreement contract shall be presented
to Planning Staff prior to June 1, 2001.
2. The Applicant shall revise the submitted Safety and Operations PlanlIncident
Action Plan for review and approval by the Pitkin County Disaster Coordinator
prior to June 1, 2001.
3. The Applicant shall provide a detailed parking and transportation plan for review
and approval by the Pitkin County Engineer prior to June 1, 2001.
4. The applicant shall provide evidence of General Liability and Liquor Liability
insurance with Pitkin County named as additional insured on both coverages.
Minimum limits of$I,OOO,OOO per occurrence (and personal & advertising iJtiury)
and $2,000,000 for general aggregate and products-completed operations
aggregate are required. This evidence of insurance should be provided to Risk
Management staffno later than 30 days prior to the first day of the event.
OD0002
111111I1111I1111I111111111111I11111111111I1111111111111
454783 OS/24/2001 01:09P RESOLUTI DAVIS SILVI
1 of 2 R 0.00 D 0.00 N 0.00 PITKIN COUNTY CO
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APPROVED AND ADOPTED ON THE 25TH DAY APRIL 2001.
ATTEST:
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L ee R. Dean,
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Deputy Clerk and Recorder
APPROVED AS TO FORM:
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John Ely, ____~
Co~ey
111111I1111I1111I1111111 11111111111111111I1111111111111
4S4783 OS/24/2001 01:09P RESOLUTI DAVIS SILVI
2 of 2 R 0.00 D 0.00 N 0.00 PITKIN COUNTY CO
000003
BOCC OF COUNTY COMMISSIONERS
OF PITKIN COUNTY, COLORADO
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Michael C. reland, /
Chair
Date:
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APPROVED AS TO CONTENT:
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Cindy Houben,
Community Development Director
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MEMORANDUM
THRU:
Board of County Commissioners
Regular Meeting - April 25, 2001
Brian McNellis, Planner*~,
Cindy Houbell, Community Development Director er
Groove Grass Special Event/Temporary Use Permit
TO:
FROM:
RE:
SUMMARY: The Applicants are requesting a Special Event/Temporary Use permit
pursuant to Code Section 3-200-030 to utilize the base of Buttermilk for parking during
the proposed Groove Grass concert, which will take place on August 4th and 5th at the
base of Ajax Mountain.
APPLICANT: Bug Productions (Josh Behrman)
LOCATION: Buttermilk Parking Lot
ZONING: AF-SKl
BACKGROUND: The Applicant attended a Pitkin! Aspen Special Event Committee
meeting on March 20th to request permission for a two-day bluegrass festival at the base
of Aspen Mountain. The event is tentatively scheduled for August 4th and 5th between the
hours of 12:00 noon and 6:00 P.M. The Applicant indicated that 2,500 tickets will be
sold for the event. In order to minimize the impacts of parking within the Aspen city
limits, the Applicant requested permission to utilize Buttermilk as one parking location
for the event. The Applicant has indicated that RFT A buses will be the main transport
from designated parking areas to the concert.
Safety and parking issues were the main topic of discussion at the Special Event
Committee meeting. The applicant was advised to draft a Safety and Operations plan
which addresses all the concerns of each of the county departments present.
Temporary Commercial Uses:
Temporary Commercial Uses are subject to review pursuant to the criteria in Code
Section 3-200-030.
A. An applicant must demonstrate that adequate provision have been made for:
1. Police Supervision is necessary;
2. Public Parking;
000004
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3. Insurance;
4. Site set-up maintenance and clean-up;
5. Emergency services; and
6. Safety of operations;
Response: The Applicant has drafted a Safety and Operations Plan as directed by
Pitkin County Disaster Coordinator, Cindy Mohat. The plan details safety and
emergency response procedures for the duration of the concert (see attached).
Ms. Mohat has indicated that the Plan still requires additional work.
The Applicant has agreed to provide a two million dollar liability plan through
Harbor Insurance in addition to event insurance that covers up to one million
dollars per occurrence, or $45 per person.
The Applicant has provided a letter of permission from the Aspen Skiing
Company authorizing use the Buttermilk and Highland parking lots, which
can accommodate approximately 320 and 450 cars respectively. Staff and the
County Engineer believe that if a total of 1,000 parking spaces can be secured
for the event, a majority of the foreseen parking problems can be alleviated
within the City of Aspen. The Applicant plans to utilize Aspen's parking
garage to absorb the remaining 130 parking spaces required. Staff has also
encouraged the Applicant to seek permission from the Pitkin County Airport
and the City of Aspen for use of the Airport commuter parking lot. Staff
recommends that the Applicant provide additional transportation options from
designated parking areas beyond those provided by RFT A.
The Applicant has agreed to site-clean up to the satisfaction of the County
through the use of volunteers and a professional clean-up crew.
B. Temporary structures constructed or placed on the premises shall conform to any
and all applicable building codes and other County regulations.
Response: There are no temporary structures proposed at the Buttermilk parking lot.
C. These permits shall be issuedfor no more than seventy-two (72) hours.
Applications for activities of longer duration must be approved by the Board at its
discretion.
Response: The Applicants are requesting continued use of the Buttermilk parking lot for
approximately 36 hours. The Community Development Director has referred this
application to the BOCC due to the large-scale magnitude of the proposed event.
D. A fund-raising or non-commercial event for a nonprofit religious, educational, or
community service organization shall not require a community development
permit provided the special event is conducted entirely (including parking) on
private property owned or leased by the sponsoring organization...
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Response: The Applicants are requesting approval of a commercial operation for profit.
Referral Comments:
. Bud Eylar, the Pitkin County Engineer, has indicated that the base of Buttermilk
parking area will work well as a parking facility for this event due to its proximity to
transit. He indicated that there may be construction on Highway 82 at the time of
proposed event, but that traffic delays should be minimal.
. The City of Aspen has expressed concerns regarding safety and parking within the
City limits. The Applicant has offered to alleviate parking within the City by providing
parking at the Buttermilk and Highlands ski areas.
. Cindy Mohat, the Pitkin County Disaster Coordinator has spent numerous hours
with the Applicant formulating a Safety/ and Operations plan. Mrs. Mohat has indicated
that if prior to the event, the Applicant comes prepared with an adequate Incident Action
Plan as directed by her office, the event will be acceptable from a Pitkin County Safety
standpoint. Ms. Mohat has reviewed the submitted Safety Operations Plan and has
indicated that there are insufficiencies that remain.
RECOMMENDATION: Staff recommends that the Board of County Commissioners
approve the Special Event/Temporary Use Permit for use ofthe base of Buttermilk
parking lot subject to the conditions in the attached resolution.
ATTACHMENTS:
A. Draft Resolution
B. Letter from Aspen Skiing Company
C. Memo from Pitkin County Disaster Coordinator
D. Memo from Pitkin County Engineer
E. Memo from Risk Management Office
F. Safety and Operations Plan
G. Special Event Application
* Mr. McNellis has received a Bachelors Degree in Environmental Design from the University of
Colorado and has worked as a Planning professional for 6 years. Mr. McNellis has been an employee of
Pitkin County for a total of 5 years.
000006
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PITKIN COUNTY COMl\1UNITY DEVELOPMENT DEPARTMENT
TEMPORARY COMMERCIAL USE/SPECIAL EVENT PERMIT APPLICATION
Please complete the following questions in detail. If an item does not pertain to your event, please
mark "N/ A."
1. Location of event: 45 PE fU M,ou A.) 1;1-/1{)
.
2.
Type of activity (parade, assembly, sporting event, filming, etc.):
BLUE6,t24,~S M (ASIC FE-CSt! uA-L
3.
Nameofsponsoringorganizati<;m: oU6 PIZ-OD lA C-~ IONS C6. LL-e-
Address: to lo S. M. j LL ~ -r . Phone: 9'::;0 - 5"-ff../ -(p 1- 91-
Name of person responsible for event: -S 05 M 1b E*.e.M.AN
Address: \0\..0 S. m\L~ <;:)+- 'Phone: 99-0-- '/48 -1)9'5"'
Cell Phone, Radio Frequency or other means of contact during the event: :::;"2;::) -/JI'5?76 ,
. 6..r 2t;3
Date(s) of event: A-fA VI 1-/ '1-.5 ',7~ I/,. >-
Starting time: _J :2 ~ ;vG'dn "5 It- T (e/Y)Ending time: ..fp ~Pfh 'Su..n (8(-S-j
Events of a longer duration than 72 hours must be approved by tbe BOCC. '-
4.
5.
6.
Number of people involved (including participants, event staff, and spectators):
50 ?4.f't.'~ '9ds I / 00 <'o~' J 2-000 -to Zs-vo 'Spec~-e-rzi
7.
Will you proyide notification of the event to the public andlor to adjacent/affected property
owners? \J e..S lfYES, please describe: /-OCq Q {ZQQ (0 . locetJ> ~'
'"t w\\\ ~r<;~\1\ coJ-\ pt'1)~ OW~ .
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8.
Do you plan to erect temporary structure(s) or tents? Ifso, describe size, purpose, etc.:
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Temporary structures shall conform to any and all applicable building code::. and other
County regulations, and the permittee shall obtain any required building permits from the
Building Department. If a tent is erected, the Fire Marshal shall complete a )ife safety
inspection prior to the event.
9. If you require electricity, what is the source of your electric power?
QjiJ~~~ pow-er ~ A-~fY\.aUt\,~~
Temporary pow~r (electric) shall conform to any and all applicable electrical codes and
other County regulations, and the permittee shall receive any required electrical permits
from the Building Department.
10. Will there be amplified sound, music, or fireworks, etc.? If yes, please describe:
'~ Am.,o{/1h edJ ArC0u~"'h~C-, m-LiS 'I ,c
IffirelVorks'are planned, the permittee shall obtain a permit and approval from the
applicable :Fire Marshal and the Sheriff.
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11.
Will any food be sold? '~S If YES, the permi~ee shall enter into a vending agreement
and shall complete and return a Temporary Food Service Survey form to the
Environmental Health Department.
12.
Will beer, wine, or alcoholic beverages be dispensed at your event? ''/..es
If YES, please complete Attachment "C" and contact the County Clerk to obtain a State of
Colorado special event liquor license permit.
. Will any County properties (parks, trails) be used? N 0 If YES, please specify:
13.
Contact Land Management to obtain approval to use County properties. If County owned
properties are used, the permittee must meet the following conditions:
A. Crowd must be orderly
B. Area must be cleaned at completion of activity
C. Vehicles must stay off grass and walkways and signed areas. All event signage (i.e. stay
off grass, no parking) must be removed within 24 hours after conclusion of event.
D. No person shall use any public park for business purposes and no husiness of any kind
shaH be carried on except with the necessary permits and licenses.
E. Hours of operation may be limited. ,
F. Damages to park facilities and property or non-compliance with these conditions may be
cause for cancellation or withdrawal of this permit. The County may require an
permittee to post financial security to ensure restoration or revegetation in the event that
County property is damaged.
14. If the event involves movement (e.g. parade, foot race, etc.), describe the route, including start
and dispersal' location, and attach a map. ~r / A- ...
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15. Will you require road closures? ----h1J2 If YES, please include date and times:
Road From To' Date
Road Prom To Date
The'permittee shall publish display ads in local newspapers to provide no.tice of r.(lad
closures.
16. If you do not require road closures. will your e.vent use any public or private roads?
If YES, please describe: 'Je.....s ,SC.{.AAM-er ~o~
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17. Will you provide parking? -...t,eS If YES;\ where? ~ { .l_.t;fj::e:..r~ \ u::- ?a..rh\ V\D. l0t-
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# of spaces available XP a-Ha~ ~ LTG? P l4 AJ
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(450 ;SPq Ua. ) .
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Will any shuttle service be provided? ~ If YES, please describemethods to be used to '
encourage use of public transit: K %.plt.J\ . t::rtUJ) v:,Sf0() eu-L'O Wv ~ \
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19.
Please describe traffic control measures 1R be~stituted: 5;-A-F';::'
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20. Permittee is expected to provide security, traffic and parking control. Please state how many
personnel will be provided for secun.'ty, traffic coq,trol and parkin,g control. _
~ro V~~S jjJtl be.C1:h~)2.e9-~~ ~~uo.Q/
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Law enforcement services will He charged o~t at 565.00 per hour and, ONLY if resources
permit. The Sheriff reserves the right to place officers and staff as deemed necessary in the
best interest of public safety. For further information, contact the Sheriff's Office.
21. How many and what size vehicles and equipment will be staged for the event? Please provide the
location for staging of all vehicles and equipment. t-l- S () V LS Dr\. ~ t T E-
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22. Will fixed wing or rotor wing aircraft be used for any aspect of the event? If YES, please
describe. ~ ) I A-
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23. How many volunteers are participating and in what capacities (other than those identified above)?
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24. ALL PERMITTEES: Please complete the attached written safety and operating plan (See
Attachment "A"). A safety and operating plan is required for planned events because the
emergency service infrastructure is funded by the Pitkin County taxpayers to offset unplanned
events that pose a threat to life and property. As a result, any potential demand for services
generated by a planned event should be alleviated ahead of time by the event sponsor or
organizer. This includes non-profit organizations. The posting of financial security, in an
acceptable form, may be deemed. necessary by the Pitkin County Sheriff's Office upon
review of the Safety and Operating Plan.
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25.
If you will be renting portable toilets and hand-washing station, where will they be located? How
many will be provided? (ht;,. 1>6~LL-lo \ l.Q..;, *5 4-, G nOJ\d0-Xl'el h.:. ~ ~.
~j:.o,,-,"5 (R~kr- -to ~C~ S"k P\~
26.
Describe types of trash/recycle containers to be ~sed. How many? Locations? d a\~~+- ~ 1-
'12-,j ("'\ 5 ~ 0 p \O\~-hc C1~ Care\. boo.>J.- ~,t\ 3. '
r~~-to cet::t'1~ ~ 1~~ ~,~ \ ' '
Trash/reqcle containers and portable toilets must be removed within 24 hours of the event.
27.
Name, address, and telephone number of person responsible for clean up:
30:51-\ 'R9/t+~ tV\."f1-10 q =to - q ~8- r:?9,> I
, , .
28.
Ljst any special needs required that have not been covered:
I certify that I am an authorized representative of "bU 6, pe.o DC! CT1 d (0 CD ( lLC,
and have the power to execute this application on behalf of the above-named organization. An of the
above statement~ are true to the best of my knowledge, information and belief. I acknowledge that this
temporary commercial use/special event permit shall' be subject to the following restrictions:
A. The County may revoke a temporary commercial use/special event permit prior to or during the
event if the permittee violates any of the conditions or requirements of the permit.
B, The County may require the permittee to participate in a post-event debriefing with referral
agencies, affected citizens and other interested/involved parties to address issues that arose
during the event.
C. The County may require the permittee to post financial security to ensure compliance with any of
the conditions or requirements of the pennit.
D. If a major incident or emergency occurs in the County during the event, the Sheriff reserves the
right to remove any and all emergency medical, fire and law resources from the event:
E. The Community Development Director may refer the application to the BOCC for consideration,
following the Committee's review.
F. The pe~ittee' shaH adhere to aU representations made in the application and in public meetings.
f~.^
.Co O''-J'~~
Title
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'Print name
000011
6
APR,24,200112:08PM
11' ,
KSPN
'~"W"'''
NO.2 5 6
p, 2
~
SAFETY AND OPERATING PLAN REQUIREMENTS
ATTACHMENT "A"
;J: .
,1. ACTIVInES, RISKS, AND SAFETY ISSUES
.
R" 'i -=OR THIS EVENT MAY INCLUDE:
*OV"cR EXPOSURE TO THE SUN
'* DEHYDRATION
lI'EXPOSURE TO ADVERSE WEATHER
"'ALCOHOL/DRUG ABUSE
*F1RE
-UNRELATED MEDICAL CONDITIONS INCURRED
*ALTITUDE SICKNESS
"'CLIMBING UP GONDOLA POSTS
12. SAFETY MEASURES
.;
~;
"'TENTS AND SUNSCREEN AVAILABLE
"'ALCOHOLIC BEVERAGES WILL BESOLD IN A FENCED IN AREA ONLY, MUST BE21 TO
ENTER, MUST HAVE LEGAL AGE LD. BRACELET FROM FRONT DOOR
"'WITH APPROPRIATE I.D. AT DOOR, LEGAL AGE 1.0. BRACELETS WILL BE PUT ON CONCERT
GOERS OVER 21 YEARS OF AGE, BRACELETS WILL BE CHECKED AT ENCLOSED BEER
GARDEN AS WELL
*ALCOHOL WILL NOT BE SERVED PAST 4:30 PM
!lOFREE DRINKING WATER WILL CONSTANTLY BE AVAILABLE
*SHELTER PROVIDED AT FOR STAFF OF GROOVEGRASS IN CASE OF
AD\{I=RSE WEATHER
. ...s:: ; .<ITY TRAINED TO SEEK OUT AND' DEAL EFFICIENTLY WITH ALCOHOL/DRUG ABOSE
"
ALCOHOL AND DRUG ABUSE WILL NOT BE TOLERATED AT GROOVE GRASS
"'OUR MEDICAL, FOOD, EMERGENCY AND WATER STATIONS WILL ALL BE CLEARLY AND
LARGELY MARKED AND ACCESSIBLE
*4 ASPEN VOLUNTEER FIRE DEPARTMENT FIREFIGHTERS, PLUS PRIOR NOTIFICATION TO
A VFD OF EVENT AND ESCAPE PLANS
*'FIRE ESCAPE PLAN, WITH DESIGNATED FIRE EXITS SfF
*MEDICAL TENT WITH OXYGEN, PARAMEDICS, AND FOUR EMTs, AN
ALS AMBULANCE PROVIDED BY ASPEN AMBULANCE, RICH WALKER. AND CHARLES
KIRSTEN OF MOUNTAIN AMBULANCE WILL BE POSTED ON SITE THROUGHOUT THE EVENT
STA~FED BY MEDICS AND MUTUAL AID FROM SNOWMASS AND ON CALL MEDICAL STAFF
IF NEEDED. IN ADDITION ASPEN SKI COMPANY MOUNTAIN PATROL HAS AGREED TO BE
ON:'SITE
*MEDICAL STAFF IS TRAINED TO DEAL WITH ANY AND ALL MEDICAL EMERGENCIES
INCLUDING HEART PROBLEMS, DIABETES, HEAT STROKE, BEE STINGS, ALCOHOL OVER
DOSE
*SECURITY POSTED AT EACH GONDOLA POST
!lOEMERGENCY CHECK POINTS POSTED AT FOUR ESTABLISHED LOCATIONS THAT WILL
INCLUDE SECURITY STAFF WITH RADIO AND CELL PHONE TO CONTACT OPERATION
SECTION CHIEF. see les 207
"'PACK CHECKS WILL BE PERFORMED AT THE SINGLE EVENT ENTRANCE
*SIC1NS OF RULES AND CONSEQUENCES WILL BE POSTED THROUGHOUT THE EVENT SITE
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APR. 24. 200 1, ~ . ~ :::\1
KSPN
~,.,,~
~.
NO.2 5 6
p, 3
'JOSH BEHRMAN. INCIDENT COMMANDER, WILL BE THE SINGLE POINT OF CONTACT FOR PUBLIC
,SAFETY OFF~CIALS AT ALL TIMES THROUGHOUT THE EVENT.
CELL PHONE: 948-8951
.HOME PHONE: 923-5572
B.
OPERATIONS SECTION CHIEF OF EVENT, . WILL HAVE OVERALL RESPONSIBILITY OFTHE
SAFETY FORTHIS EVENT AND CAN BE CONTACTED AT ALL TIMES THROUGHOUT EVENT:
CELL PHONE:
HOME PHONE:
C.
OPERATIONS SECTION CHIEF, PHONE:
:WILL BE LOCATED ATTHE THROUGHOUT THIS EVENT
,A THOROUGH SAFETY BRIEFING, PROVIDED BY JOSH BEHRMAN AND DANIELLE HILLWIG WILL TAKE
"PLACE FOR "A,bJ- STAFF AND VOLUNTEERS PRIOR TO THE EVENT ON AUGUST 3RD AT 5PM. THIS
.BRIEFING k, GO THROUGH ALL RULES FOR THE EVENT AND WILL DISCUSS IN DETAIL THE FIRE
'(eSCAPE f'1.~N. ADVERSE WEATHER PLAN, DEALING EFFICIENTLY WITH ALCOHOLlDRUG ABUSE.
'MEDICAL ASSISTANCE. RISKS. SAFETY ISSUES AND SAFETY MEASURES. DISPATCH PROCEDURES AND
A FULL REVIEW OF THE EMERGENCY OPERATIONS PLAN CHART, CS 207, WILL BE INCLUDED IN
iDISCUSSION. THE WRITrEN SAFETY AND SECURITY PLAN WILL BE DISCUSSED AND DISTRIBUTED TO
ALL STAFF.
iD.
o. SEE ATTACHMENT D.O.
b. PRIOR TO EVENT, BUG PRODUCTIONS WILL NOTIFY ASPEN VALLEY HOSPITAL, ASPEN VOLUNTEER
:FIRE DEPARtMENT. SNOWMASS FIRE DEPARTMENT, SNOWMASS AMBULANCE, MOUNTAIN
AMBULANCE AND STAFF. TIPSY TAXI, ASPEN POLICE DEPARTMENT, AND ASPEN SHERIFF'S
DEPARTMENT.
iC. SEE ATTACHMENT D.c.
j.:
2) SEE MA~D2
~ .
r*S;CURITY ~AFF IS AND VOLUNTEER STAFF WILL BE TRAINED TO LOOK FOR ALCOHOL ABUSE/DRUG
fABUSEANdro DEAL WITH IT BY POLITELY AND ASSERTIVELY BY EJECTING THE MENACING PARTY
, ! '
I '
'i(*IF A FIRE Or-CURS, VOLUNTEERS AND STAFF ARE TRAfNED TO EXECUTE AN ORDERLY ESCAPE PLAN
ITHROUGH, i ',.. OF OUR EMERGENCY EXITS. DREW SCHILLER, OF ASPEN VOLUNTEER FIRE
'iDEPARTMErfrl. IS OUR FIRE SAFETY COORDINATOR. A FIRE TRUCK W1LL BE ON SITE AS WELL AS FOUR
. FIRE FIGHTERS DISPERSED, WITH RADIOS. THROUGHOUT THE SITE. IN CASE OF AN EMERGENCY
'i ST AFF WOUPD USE THE EMERGENCY CONTACT SHEET TO REACH THEIR SUPERVISOR WHO WlLL
CONTACT INCIDENT COMMANDER, INCIDENT COMMANDER WILL RESPOND WITH A CALL TO 911,
BACK UP RESOURCES WILL BE NOTIFIED IF NEEDED.
!
*THERE WILWBE FOUR MARKED POSTS SET UP IN FOUR AREAS OF THE FESTIVAL. EACH WILL INCLUDE
THE EMERGENCY HAND BOOK, A SECURITY PERSON AND AT LEAST ONE EXTRA STAFF MEMBER AND
: VOLUNTEER~WITH CELL PHONE AND RADIO. THESE BASES WILL SERVE AS IMMEDIATE EMERGENCY
iRELlEF POINTs AND WfLL CALL IN EXTRA SUPPORT AND HELP AS NEEDED. FOR ANY INCIDENT THAT
OCCURS, STAFF AT SITE WILL NOTIFY THE lNCIDENT COMMANDER IMMEDIATELY, HE WILL THEN
: RADIO TO T~E APPROPRIATE CENTER (FIRE, MEDICAL. ErG) WHO WILL RESPOND ACCORDINGLY.
EACH ocqURANCE WILL BE RECCORDED.
!
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I,
APR. 24. 2001 12~08PM "
KSPN
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NO. 256
P. 4
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!PRECAUTIO~S WILL BE TAKEN TO AVOID MEDICAL HAZARDS SUCH AS: FREE DRINKING WATER.
,fOOD A V AltABLE THROUGHOUT CONCERT, SHADED AREAS. STAFF ENSURING LIMITED ALCOHOL
!lNTAKE BY;;; ~;;r!CIPANTS, NO STAFF OR VOLUNTEER ALCOHOLIC BEVERAGE CONSUMPTION, AND
'INTOLERANGE OF DRUG USE EXECUTED BY PROFESSIONAL SECURITY. ASPEN IS AT A HIGH ALTITUDE
WHICH MA Y:CAUSE MEDICAL DIFFICULTY FOR INDIVIDUALS. WE W1LL PROVIDE OXYGEN IN THE
MEDICAL TE~T AND PLENTY OF WATER. IN OUR PRE EVENT SAFETY MEETING, STAFF WILL BE TRAINED
TO LOOK FOR SYMPTOMS OF ALTITUDE ILLNESS AND THE PROPER METHOD OF HA VrNG THE
MEDICAL STAFF RESPOND IMMEDIATELY.
E. ALL FAC/CITIES AND STATIONS AT THE EVENT WILL BE CLEARLY MARKED AND EASILY ACCESSIBLE.
THE MEDICAL TENT WilL HAVE A LARGE RED CROSS ON IT, THE FOUR AID ST A nONS WILL EACH
HAVE A LARpE YELLOW CIRCLE ON THEM, THE WATER STANDS WlLL BE MARKED BY BLUE SQUARES.
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GROOVEGRASS AUGUST '-, .5, 2001
SAFETY AND OPERATING PLAN REQUIREMENTS
ATTACHMENT "A"
FOLLOWING"THE ICS GUIDELINES
1. ACTIVITIES, RISKS, AND SAFETY ISSUES
RISKS FOR THIS EVENT MAY INCLUDE:
*OVER EXPOSURE TO THE SUN
*DEHYDRA TlON
*EXPOSURE TO ADVERSE WEATHER
* ALCOHOL/DRUG ABUSE
*FIRE
*UNRELA TED MEDICAL CONDITIONS INCURRED
*ALTlTUDE SICKNESS
*CLlMBING UP GONDOLA POSTS
*P ARKING CHAOS
2. SAFETY MEASURES
*TENTS AND SUNSCREEN A V AILABLE AT EVENT
* ALCOHOLIC BEVERAGES WILL BE SOLD IN A FENCED IN AREA ONLY, MUST BE 21 TO
ENTER, MUST HAVE LEGAL AGE I.D. BRACELET FROM FRONT DOOR
*WITH APPROPRIATE I.D. AT DOOR, LEGAL AGE I.D. BRACELETS WILL BE PUT ON CONCERT
GOERS OVER 21 YEARS OF AGE, BRACELETS WILL BE CHECKED AT ENCLOSED BEER
GARDEN AS WELL
*ALCOHOL WILL NOT BE SERVED PAST 4:30 PM
*FREE DRINKING WATER WILL CONSTANTLY BE AVAILABLE
*SHELTER PROVIDED AT HANNIBAL BROWN'S FOR STAFF OF GROOVEGRASS IN CASE OF
ADVERSE WEATHER
*SECURITY TRAINED TO SEEK OUT AND DEAL EFFICIENTLY WITH ALCOHOL/DRUG ABUSE
ALCOHOL AND DRUG ABUSE WILL NOT BE TOLERATED AT GROOVE GRASS
*OUR MEDICAL FOOD, EMERGENCY AND WATER STATIONS WILL ALL BE CLEARLY AND
LARGELY MARKED AND ACCESSIBLE
*4 ASPEN VOLUNTEER FIRE DEPARTMENT FIREFIGHTERS, PLUS PRIOR NOTIFICATION TO
A VFD OF EVENT AND ESCAPE PLANS
*FIRE ESCAPE PLAN, WITH DESIGNATED FIRE EXITS, SEE MAP
*MEDICAL TENT WITH OXYGEN, PARAMEDICS, AND FOUR EMTs, AN
ALS AMBULANCE PROVIDED BY ASPEN AMBULANCE, RICH WALKER, AND CHARLES
KIRSTEN OF MOUNTAIN AMBULANCE WILL BE POSTED ON SITE THROUGHOUT THE EVENT
STAFFED BY MEDICS AND MUTUAL AID FROM SNOWMASS AND ON CALL MEDICAL STAFF
IF NEEDED. IN ADDITION ASPEN SKI COMPANY MOUNTAIN PATROL HAS AGREED TO BE
ON-SITE .
*MEDICAL STAFF IS TRAINED TO DEAL WITH ANY AND ALL MEDICAL EMERGENCIES
INCLUDING HEART PROBLEMS, DIABETES, HEAT STROKE, BEE STINGS, ALCOHOL OVER
DOSE
*EACH ASSIGNED PARKING LOT WILL CONTAIN ADEQUATE PARKING CONTROL STAFF
*SECURITY POSTED AT EACH GONDOLA POST
*EMERGENCY CHECK POINTS POSTED AT FOUR ESTABLISHED LOCATIONS THAT WILL
INCLUDE SECURITY STAFF WITH RADIO AND CELL PHONE TO CONTACT OPERATION
SECTION CHIEF. SEE ICS 207
*P ACK CHECKS WILL BE PERFORMED AT THE SINGLE EVENT ENTRANCE
*SIGNS OF RULES AND CONSEQUENCES WILL BE POSTED THROUGHOUT THE EVENT SITE
*FOOD AND WATER WILL BE A V AILABLE CONSTANTLY BACK STAGE FOR THE BANDS
000015
-,';'",',~';' ,',N> ");,:j::..',:~^i:;;.':,~~7,:-,':Sf72j'::;U;;;;~v;::'~;:i~,,;;;;;r',">;:;;",i?~~7:;G":;;;;;r*,;':'\l.~;'4"M"''il<il;"",;";~.'ifi;'",'#I.'""""""''',,,,""w)l''''''''''''''''''''",,,A~''''''~"'~~~~~",,1~~~~~~"'"I
~~ii:E:Wr.:~~, 'li1l1 '~~"'__"",""_~~,____""","""".."..,,,,,,,,,,,"
;~"
-,
A.
JOSH BEHRMAN, INCIDENT COMMANDER, WILL BE THE SINGLE POINT OF CONTACT FOR PUBLIC
SAFETY OFFICIALS AT ALL TIMES THROUGHOUT THE EVENT.
CELL PHONE: 948-8951 OR VIA RADIO FREQUENCY TO BE DETERMINED
HOME PHONE: 923-5572
B.
OPERATIONS SECTION CHIEF OF EVENT, DANIELLE HILLWIG, WILL HAVE OVERALL RESPONSIBILITY OF
THE SAFETY FOR THIS EVENT AND CAN BE CONTACTED AT A.LL TIMES THROUGHOUT EVENT:
CELL PHONE: 970-948-6729 OR VIA RADIO FREQUENCY TO BE DETERMINED
HOME PHONE: 970-927-3237
C.
OPERATIONS SECTION CHIEF WILL BE LOCATED AT BASE 26W THROUGHOUT THIS EVENT
A THOROUGH SAFETY BRIEFING, PROVIDED BY JOSH 'B~HRMAN AND DANIELLE HILLWIG WILL TAKE
PLACE FOR ALL STAFF AND VOLUNTEERS PRIOR TO THE EVENT ON AUGUST 3RD AT 5PM. THIS
BRIEFING WILL GO THROUGH ALL RULES FOR THE EVENT AND WILL DISCUSS IN DETAIL THE FIRE
ESCAPE PLAN THROUGH ONE OF SEVEN FIRE EXITS, ADVERSE WEATHER PLANS, DEALING
EFFICIENTLY WITH ALCOHOL/DRUG ABUSE, MEDICAL ASSISTANCE, RISKS, SAFETY ISSUES AND SAFETY
MEASURES. DISPATCH PROCEDURES AND A FULL REVIEW OF THE EMERGENCY OPERATIONS PLAN
CHART, CS 207, WILL BE INCLUDED IN DISCUSSION. THE WRITTEN SAFETY AND SECURITY PLAN WILL
BE DISCUSSED AND DISTRIBUTED TO ALL STAFF.
D.
o. SEE ATTACHMENT D.o.
b. PRIOR TO EVENT, BUG PRODUCTIONS WILL NOTIFY ASPEN VALLEY HOSPITAL, ASPEN VOLUNTEER
FIRE DEPARTMENT, SNOWMASS FIRE DEPARTt\1ENT, SNOWMASS AMBULANCE, MOUNTAIN
AMBULANCE AND STAFF, TIPSY TAXI, ASPEN POLICE DEPARTMENT, AND ASPEN SHERIFF'S
DEP ARTMENT.
c. SEE ATTACHMENT D.c.
2} SEE MAP D2
3}
*SECURITY STAFF IS AND VOLUNTEER STAFF WILL BE TRAINED TO LOOK FOR ALCOHOL ABUSE/DRUG
ABUSE AND TO DEAL WITH IT BY POLITELY AND ASSERTIVELY BY EJECTING THE MENACING PARTY
*IF A FIRE OCCURS, VOLUNTEERS AND STAFF ARE TRAINED TO EXECUTE AN ORDERLY ESCAPE PLAN
THROUGH ALL OF OUR EMERGENCY EXITS. WE WILL PROVIDE A SPECIFIC PERSON AT EACH CHECK
POINT/ EMERGENCY FACILITY WITH AN EXIT PLAN FOR THE PEOPLE IN THEIR DESIGNATED AREA. THE
POSTED AND TRAVELLING SECURITY WILL ALSO KNOW OF THE EMERGENCY ESCAPE PLAN FOR THE
PEOPLE IN THEIR DESIGNATED AREA. IN ADDITION 27 POSTED STAFF MEMBERS WILL BE ESTABLISHED
AT DESIGNATED SPOTS AT ALL TIMES THROUGHOUT EVENT WITH THE SAME FIRE ESCAPE PLAN OR
EMERGENCY PLAN FOR THEIR AREA. DREW SCHILLER, OF ASPEN VOLUNTEER FIRE DEPARTMENT, IS
OUR FIRE SAFETY COORDINATOR. A FIRE TRUCK WILL BE ON SITE AS WELL AS FOUR FIRE FIGHTERS
DISPERSED, WITH RADIOS, THROUGHOUT THE SITE. IN CASE OF AN EMERGENCY STAFF WOULD USE
THE EMERGENCY CONTACT SHEET TO REACH THEIR SUPERVISOR WHO WILL CONTACT INCIDENT
COMMANDER, INCIDENT COMMANDER WILL RESPOND WITH A CALL TO 911, BACK UP RESOURCES
WILL BE NOTIFIED IF NEEDED. SIGNS WILL BE POSTED ON FENCES AND OVER CONCERT GROUNSDS
WITH ARROWS POINTING TO THE NEAREST EXITS.
000016
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*THERE WILL BE FOUR MARKED POSTS SET UP IN FOUR AREAS OF THE FESTIVAL MARKED WITH A RED
TRIANGLE. THESE ARE EMERGENCY POSTS. EACH WILL INCLUDE THE EMERGENCY HAND BOOK, A
SECURITY PERSON AND AT LEAST ONE EXTRA STAFF MEMBER AND VOLUNTEER WITH CELL PHONE
AND RADIO. THESE BASES WILL SERVE AS IMMEDIATE EMERGENCY RELIEF POINTS AND WILL CALL IN
EXTRA SUPPORT AND HELP AS NEEDED. FOR ANY INCIDENT THAT OCCURS, STAFF AT SITE WILL
NOTIFY THE INCIDENT COMMANDER IMMEDIATELY, HE WILL THEN RADIO TO THE APPROPRIATE
CENTER (FIRE, MEDICAL ETC) WHO WILL RESPOND ACCORDINGLY. EACH OCCURANCE WILL BE
RECCORDED.
4)
PRECAUTIONS WILL BE TAKEN TO A VOID MEDICAL HAZARDS SUCH AS: FREE DRINKING WATER,
FOOD A V AILABLE THROUGHOUT CONCERT, SHADED AREAS, STAFF ENSURING LIMITED ALCOHOL
INTAKE BY PARTICIPANTS, NO STAFF OR VOLUNTEER ALCOHOLIC BEVERAGE CONSUMPTION, AND
INTOLERANCE OF DRUG USE EXECUTED BY PROFESSIONAL SECURITY. ASPEN IS AT A HIGH ALTITUDE
WHICH MAY CAUSE MEDICAL DIFFICULTY FOR INDIVIDUALS. WE WILL PROVIDE OXYGEN IN THE
MEDICAL TENT AND PLENTY OF WATER. IN OUR PRE EVENT SAFETY MEETING, STAFF WILL BE TRAINED
TO LOOK FOR SYMPTOMS OF ALTITUDE ILLNESS AND THE PROPER METHOD OF HAVING THE
MEDICAL STAFF RESPOND IMMEDIATELY.
E. ALL FACILITIES AND STATIONS AT THE EVENT WILL BE CLEARLY MARKED AND EASILY ACCESSIBLE.
THE MEDICAL TENT WILL HA VE A LARGE RED CROSS ON IT, THE FOUR AID STATIONS WILL EACH
HAVE A LARGE YELLOW. CIRCLE ON THEM, THE WATER STANDS WILL BE MARKED BY BLUE SQUARES.
F. TENTS WILL BE ERECTED ON SITE AND WILL PROTECT IN LIGHT SCA TIERED RAIN CONDITIONS. IN
CASE OF EXTREME ADVERSE WEATHER STAFF WILL BE MOVED TO HANNIBAL BROWN'S. CONCERT
GOERS WILL BE BUSSED BACK TO THEIR CARS qR WE WILL HAVE A LIST OF LOCAL RESTAURANTS
AND BARS A V AILABLE THAT WOULD ACCEPT HAVING THE BUSINESS OF CONCERT GOERS UNTIL
WEATHER CLEARS.
0000.17
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GROOVEGRASS AUGUST 4 &b, 2001
Hours:
Concerts will run from 12-6pm on Saturday August 4, and Sunday August 5. Security will arrive
at lOam and will stay until 8pm. Gates will open at 11 am.
Production:
Bug Productions has been contracted to facilitate and oversee all aspects of production and
ticketing. Bug Productions is responsible for all production and ticketing. They are also
responsible for all production work including: talent sound, stage and lights. Bug Productions
will work with talent and all event concert activities. Bug Productions has gained extensive
experience and expertise with concerts and events throughout the Colorado Rockies.
Insurance:
Bug Productions and Aspen Mountain have a two million dollar liability plan through Harbour
Insurance. In addition Bug Productions has two insurance policies for the event; the Salisbury
Broadcasting policy, and additional event insurance with Harbour that covers up to one million
dollars, or $45 per person.
Water, Food, and Beverage:
Potable water will be available to the public and vendors through a private water company.
Johnny Verity will be the Food and Beverage Director for this event. Identification will be
checked and wrist bands will be used to ensure the legal age of any alcohol purchase. No one
appearing intoxicated will be served. Concert goers will not be allowed to bring coolers, alcohol
or glass containers into the festival site. The only exception would be for persons with special
dietary needs e.g. diabetes. Security will perform thorough bag checks at the concert entrance.
In order to alleviate long lines and customer dissatisfaction, two drinks per person will remain
000018
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the maximum served at any time. Furthermore, security throughout the Festival will be put on
notice to keep a sharp eye out for underage or abusive drinking. Cut off times for alcohol
purchases will be the start of the headlining set each evening, approximately 8:00 P.M. on
Saturday and 6:00 P.M. on Sunday. Our concert security has extensive experience in dealing
with any and all alcohol related incidents in a professional and courteous manner.
Parking:
We will be utilizing the Buttermilk Parking Lot, Burlingame lot, the Cozy Point lot, the Aspen
Parking Garage, the Highlands parking lot, and the Aspen Airport overflow commuter lot, to
alleviate traffic congestion in downtown Aspen. This supplies over 1000 parking spaces for
concert goers. Groove Grass will be working closely with RFTA to promote (via radio and print)
public transportation.
Groove Grass will provide written approval agreell}ents for each parking area from respective
owner/operator. Groove Grass will be responsible for the operation of all parking areas and will
provide adequate staff. A "supervisor" for each parking area will be assigned and will maintain
contact with the local Police Department at all times.
Parking staff requirements will be hired and managed by Bug Productions and will be provided
according to the daily expected attendance.
Public Transportation:
Groove Grass is running PSA's on KSPN, KSNO, KKCH, KNFO, KFMU, KIDN, KTUN,
KSMT, KZYR, and press releases in all Valley newspapers promoting public transportation.
Promotional messages for transportation will start June 1st and run through the Festival.
nnrtol"~
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Noise:
The music for Groove Grass is bluegrass acoustic and will be amplified, however no electrical
instruments will be used in Groove Grass, this will ensure that the volume of the music
contained.
Toilets and Sanitation:
Toilets as well as trash bins and containers will be provided by BFI. There will be 34 regular
toilets, one handicapped toilet, and eight free standing hand sink units with soap at each unit.
These units will be available on the site for concert goers and vendors. There will be several
trash bins and containers positioned at the toilets as well as throughout the site. Both the toilets
and trash bins will receive a clean-up from BFI early Sunday morning to ensure a fresh start to
day two, the final day. We will provide an on-site service truck at all times throughout the event
to ensure service to units as needed and to provide fresh supplies as needed.
Clean Up:
The Festival will obtain several cardboard trash containers to place around the entire concert site.
The Festival will provide a full professional clean-up crew to remove trash throughout the day
and throughout the entire event. In addition five, eight yard, bear-proof containers will be on-site
to collect trash. These containers will be emptied as needed by a BFI garbage truck. This
vehicle will be available at all times to service the Festival site. Wally's Recycling services will
also be on hand. Volunteers will be on site to promote use of trash bins and to follow up with
clean up.
000020
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Electrical:
All electrical for the festival will be provided by Aspen Mountain. We will also have generators
on site for back up purposes.
000021
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EMERGENCY RESPONSE
DISPATCH PROCEDURES
EMERGENCY
SECTION CHIEF
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GROOVEGRASS AUGUST 4 &5, 2001
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Cindy Mohat, 12:09 AM 4/19/01 -0600, Groove Grass
X-Sender: cindym@pubsaf
X-Mailer: QUALCOMM Windows Eudora Pro Version 4.2.0.58
Date: Thu, 19 Apr 2001 00:09:25 -0600
To: brianm@co.pitkin.co.us
From: Cindy Mohat <cindym@cLaspen.co.us>
Subject: Groove Grass
If Josh and Danielle have the following filled out I would have no problem with their safety plan:
Incident Action Plan
objectives (measurable and achievable)
map showing medical stations/POC location ISafety Officer, fire extinguishers, etc
Medical Plan
Communication Plan
Bullets / flow chart describing how information and emergencies will be handled
Mitigation of some of high risks-large number of people(drunks), potential heat stroke, heat
exhaustion, etc. by having a lot of volunteers, safety people watching the crowd for these risks
Plan for bad weather and how the announcement that the concert will be postponed or cut short
till all hazard of lighting strike, etc. is over is to be accomplished.
Organizational Chart filled in
Safety briefing to staff is defined (bullet list of topics that will be covered)
Demobilation plan
Check in of staff plan-accountability
Contract with an ambulance service with signatures which demonstrates the their event will not
impact our county/city services.
Bonus: If they have done the ICS-100 test- that says a lot to me and they are trying to
understand the language we speak and are trying to integrate their operation with how we do
business.
Cindy Mohat
Pitkin County Disaster Coordinator
530 E. Main, 3rd Floor
Aspen, Colorado 81611
970-920-5234
Printed for Brian McNellis <brianm@co.pitkin.co.us>
1
000026
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Bud Eylar, 02:20 PM 4/19/01 -0500, Groove Grass Parking Locations
From: Bud Eylar <bude@ci.aspen.co.us>
Reply-To: "bude@co.pitkin.co.us" <bude@ci.aspen.co.us>
To: "Brian McNellis (E-mail)..<brianm@ci.aspen.co.us>
Subject: Groove Grass Parking Locations
Date: Thu, 19 Apr 2001 14:20:06 -0500
Organization: Pitkin County Public Works
X-Mailer: Microsoft Internet E-mail/MAPI - 8.0.0.4211
Brian, to follow up on our conversation.
1) Highlands Parking Garage: I believe this holds about 450 cars. I would
imaging that the Ski Co/Hines would limit the number available but I think
it could work. There will be construction at the School, Iselin and at
Highlands. I wouldn't expect weekend work at this time on those projects.
The county overlay of Maroon Creek Road will be done by then. I would
suggest that if this is used, that information is provided when the lot
approaches capacity and that parking control be provided for Maroon Creek
Road to stop overflow.
2) Buttermilk Base: This should provide 250 to 350 spots. It could work
well because of the availability of transit as well as shuttles. However,
there may be highway construction and traffic control in the area which
could cause minimal delays in arriving at and entering the lot. (I know I
will regret saying this) Any traffic delays or problems shouldn't as bad as
they were this winter. This location should work.
3) Airport Intercept Lot: Has close to 300 spaces now but some may be in
use. The lot is set up to collect passengers from cars and shuttle them to
town. It is immediately adjacent to the SH82 construction and would have
the same concerns as above. Also, there is expected to be construction on
the airport in this area. It should not effect the operations of the lot.
This has some additional complications. It would need City of Aspen and
Pitkin County Airport approval and it may need to have the conditions of
approval for the special use of the lot amended. You should check with
Lance on the last item. If all of that falls in place, this lot should work
well.
Printed for Brian McNellis <brianm@co.pitkin.co.us>
1
0000-27
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In
To: Brian McNellis <brianm@ci.aspen.co.us>
Subject: Re: March 20 Special Event Meeting
Hi Brian,
I was not planning on attending, unless you really think I need to be there. As I mentioned in one
of my emails re: Groove Grass, Risk's requirements for special event applicants are pretty
straightforward and so the meeting time is probably better spent on the issues/concerns that
Cindy Mohat and Tom Grady might have.
In terms of insurance requirements, same standards apply to Wings Over Aspen as they did to
Groove Grass (Liquor Liability insurance won't be required if there aren't alcohol sales). Evidence
of General Liability (GL) insurance with Pitkin County named as additional insured. Minimum
limits of $1 million per occurrence and personal & advertising injury/$2 million general aggregate
and products-completed operations aggregate are required.
Let me know if you have any questions regarding these requirements. I would still like to have a
copy of the application for review and to attach with the insurance evidence. Thanks.
I
At 05:12 PM 3/7/01 -0700, you wrote:
I have received an application for Red Bull Wings Over Aspen. The Application appears to be
very complete with a Safety Operations Plan. We would like to put it on the March 20th agenda
along with the Groove Grass application. If this is too much please let me know. I'll be sending
you the Red Bull applications via inter-office mail.
Kris
Risk Mgmt.
x6017
Printed for Brian McNellis <brianm@co.pitkin.co.us>
1
0000.28
~
ATTACHMENT "A"
SAFETY AND OPERATING PLAN REQUIREMENTS
FOR GROOVEGRASS 2001
Unusual Risks and Hazards:
Risks for this event are low, but may include over exposure to the sun, dehydration, or exposure
to the rain.
Overall Responsibility:
Josh Behrman - Bug Productions, 948-8951
Craig Koehn - Bug Productions, 948-8952
Both Josh Behrman and Craig Koehn will be on site throughout the event and will be in constant
contact with the Communication Center via radio and cell phone.
Safety Measures:
Bug Productions will take the following precautions to avoid and to deal with any hazards or
accidents that may occur during this event:
*complete signage of rules and regulation posted throughout concert grounds and entrance
* A surplus of water available to concert goers, staff, medical, everyone
*Sun screen samples or sale of sun screen
* A poncho vendor
*limit on alcohol served per person
* identification required to purchase alcohol
*on site and off site security patrolling full time throughout the Festival
*circulating trained staff to watch for drug use or alcohol abuse, neither will be tolerated
*over 100 additional trained staff patrolling the concert to ensure safety and well being,
'000029
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*concert will procede under any and all weather conditions
*complete signage of rules and regulations will be posted throughout the site and entrance
*compliance of fire safety codes
*fenced offlift towers with security
* Aspen Ski Company Fire Truck on site
*On site ambulance
*a fully equipped medical crew, including four permanent on site EMTs
*fire extinguishers
*four on site volunteer fire fighters
*extra security
*Bug Productions will notify Aspen Valley Hospital of our event so that they may be prepared in
addition to our medical staff
*Bug Productions will notify local authorities of the event
*Bug Productions will notify Tipsy Taxi of event
Safety Briefing:
Staff members, including volunteers, will have a required safety briefing session, on site, on
August 3rd at 5:00PM that will include mandatory Festival regulations, risks, emergency
information and procedures, a fire code review, and general safety information. Staff members
will also recieve and discuss a detailed safety plan.
Communication Center:
We will have an on site communication center that will serve as the hub to all of our staff,
including medical, security, volunteers, fire services, food directors, and everyone who is
involved with the Festival in any way. This center will have constant cellular phone and radio
0000-30
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contact with the staff at all times throughout the festival to ensure proficient aid to any and all
situations that may occur during this event.
Security:
Security checkpoints will be set up throughout the concert. Full security will be permanent at the
single entrance point for this event. In addition, 20 to 25 full time security professional's will be
posted on the venue at all times, there will be further security patrolling outside and around the
Festival Grounds, and security posted in the parking lots. The proffessional security are trained
to detect and deal appropriately with any security related situations and issues. Security will
have contact with the Communications Center, via radio and cell phone, to notify of any
problems and to request extra assistance if needed. All security will be provided by Dave
Meeker, Specialized Protective Services, who will bring in and operate out of his own command
center. Security will have full time communication with our on site Communication Center.
Additional Support:
Bug Productions staff plus over 100 qualified and trained volunteers will be established
throughout the event site at all times during the Groove Grass Festival and will be in constant
contact with Security via radios, obtained by Legacy Communications, on a designated
frequency, to be determined, and cell phones. Security, medical personell, and staffwill have
designated frequencies to communicate through to the needed department in case of an
emergency. In addition they will have cell phones to notify the proper additional assistance if
needed.
*We will have 4 ATV vehicles on site
Medical:
000H31
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Bug Productions will have a full on-site medical team, including four full time EMTs and an
ambulance, throughout the Groove Grass event. This will be organized by Charles Kirsten of
Mountain Ambulance. Ambulance will be provided by Mountain Ambulance or Aspen
Ambulance. We have contacted the Snowmass Ambulance as well in the case of needing extra
back up. Our on site Medical Center will include paramedics, nurses, and EMT's cpable of
taking care of any accidents and on site emergencies. An ALS, Advanced Life Support,
ambulance on site staffed by medics and mutual aid from Snowmass. In addition we will have
the Ski Company Mountain Patrol to assist.
Internal Emergency Response Resources:
We will have emergency check points posted at four established locations throughout the concert
grounds. These sites will include medical assistance, staff with cell phones, and radio. Each
check point will maintain radio communication as well as cellular communication with the
emergency personell and the Communication Center. In case anyone has an emergency they
may quickly be assisted by members of a near by check point for assistance to any extent needed.
The Communication Center and the Medical Center will be prepared with adequate staff to deal
with any problems or injuries that may arise, they will also have the ability to contact outside
sources for backup in case any extreme situations occur.
Hours:
Concerts will run from 12-6pm on Saturday August 4, and Sunday August 5. Security will arrive
at lOam and will stay until 8pm. Gates will open at 11 am.
Production:
Bug Productions has been contracted to facilitate and oversee all aspects of production and
ticketing. Bug Productions is responsible for all production and ticketing. They are also
000032
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responsible for all production work including: talent sound, stage and lights. Bug Productions
will work with talent and all event concert activities. Bug Productions has gained extensive
experience and expertise with concerts and events throughout the Colorado Rockies.
Insurance:
Bug Productions and Aspen Mountain have a two million dollar liability plan through Harbour
Insurance. In addition Bug Productions has two insurance policies for the event; the Salisbury
Broadcasting policy, and additional event insurance with Harbour that covers up to one million
dollars, or $45 per person.
Staff and Personell:
* Josh Behrman, Bug Productions, 948-8951
*Craig Koehn, Bug Productions, 948-8952
*Preston Fox, Legal Council, 925-4290
* Steve Sewell, Aspen Mountain
* Coordinator
*V olunteer Coordinator
*Dave Meeker, Security Provider
*Charles Kirsten, Mountain Ambulance, Medical Consultant
*Johnny Verity, Food and Beverage Director
* Engineer
Water, Food, and Beverage:
Potable water will be available to the public and vendors through a private water company.
Johnny Verity will be the Food and Beverage Director for this event. Identification will be
checked and wrist bands will be used to ensure the legal age of any alcohol purchase. No one
000031
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appearing intoxicated will be served. Concert goers will not be allowed to bring coolers, alcohol
or glass containers into the festival site. The only exception would be for persons with special
dietary needs e.g. diabetes. Security will perform thorough bag checks at the concert entrance.
In order to alleviate long lines and customer dissatisfaction, two drinks per person will remain
the maximum served at any time. Furthermore, security throughout the Festival will be put on
notice to keep a sharp eye out for underage or abusive drinking. Cut off times for alcohol
purchases will be the start of the headlining set each evening, approximately 8:00 P.M. on
Saturday and 6:00 P.M. on Sunday. Our concert security has extensive experience in dealing
with any and all alcohol related incidents in a professional and courteous manner.
Parking:
We will be utilizing the Buttermilk Parking Lot, Burlingame lot, the Cozy Point lot, the Aspen
Parking Garage, the Highlands parking lot, and the Aspen Airport overflow commuter lot, to
alleviate traffic congestion in downtown Aspen. This supplies over 1000 parking spaces for
concert goers. Groove Grass will be working closely with RFTA to promote (via radio and print)
public transportation.
Groove Grass will provide written approval agreements for each parking area from respective
owner/operator. Groove Grass will be responsible for the operation of all parking areas and will
provide adequate staff. A "supervisor" for each parking area will be assigned and will maintain
contact with the local Police Department at all times.'
Parking staff requirements will be hired and managed by Bug Productions and will be provided
according to the daily expected attendance.
00003~
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Public Transportation:
Groove Grass is running PSA's on KSPN, KSNO, KKCH, KNFO, KFMU, KIDN, KTUN,
KSMT, KZYR, and press releases in all Valley newspapers promoting public transportation.
Promotional messages for transportation will start June 1st and run through the Festival.
Noise:
The music for Groove Grass is bluegrass acoustic and will be amplified, however no electrical
instruments will be used in Groove Grass, this will ensure that the volume of the music
contained.
Toilets and Sanitation:
Toilets as well as trash bins and containers will be provided by BFI. There will be 34 regular
toilets, one handicapped toilet, and eight free standing hand sink units with soap at each unit.
These units will be available on the site for concert goers and vendors. There will be several
trash bins and containers positioned at the toilets as well as throughout the site. Both the toilets
and trash bins will receive a clean-up from BFI early Sunday morning to ensure a fresh start to
day two, the final day. We will provide an on-site service truck at all times throughout the event
to ensure service to units as needed and to provide fresh supplies as needed.
Clean Up:
The Festival will obtain several cardboard trash containers to place around the entire concert site.
The Festival will provide a full professional clean-up crew to remove trash throughout the day
and throughout the entire event. In addition five, eight yard, bear-proof containers will be on-site
to collect trash. These containers will be emptied as needed by a BFI garbage truck. This
vehicle will be available at all times to service the Festival site. Wally's Recycling services will
000035
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also be on hand. Volunteers will be on site to promote use of trash bins and to follow up with
clean up.
Noise:
The music for Groove Grass is bluegrass acoustic and will be amplified, however no electrical
instruments will be used in Groove Grass, this will ensure that the volume of the music
contained.
Electrical:
All electrical for the festival will be provided by Aspen Mountain. We will also have generators
on site for back up purposes.
000036
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A ~ I' to N S l\ I I N \, C l) I\Il 1'1\ N Y
July 30,2001
Fax: 920-0106
To Whom It May Concern:
Josh Behrman of Bug Productions has the permission of the Aspen Skiing Company to
use the Buttermilk Parking Lot and the upper deck of the Highlands parking lor for rhe
Jam Grass Concert public parking on August 4-5,2001.
If you have any questions, please feel free to call me, 920~0732
Sincerely,
~~~
Steve Sewell
Aspen Mountain
Manager
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PO,if q{lir/' Box 114S. 1'1"1"'" co Sl(,/!
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PARKING:
In our fliers to all ticket vendors in Colorado towns we have addressed the parking
situation by encouraging car pools, public transportation, and using the designated
parking lots available for this event Buttermilk and potentially Highlands. RFT A has
agreed to provide 2 buses for transportation service to and from Ruby Park and
Buttermilk from lOam to 7pm on both concert days. Through radio ads that we will run
on KSPN, KTUN, and KKCH and newspapers we feel that we can reach the majority of
people who will drive to Aspen for this event. These ads will promote car pools, public
transportation, and use of the designated parking areas. A towing company will be on
hand to deal efficiently and quickly with any illegal parking. We will patrol the street
leading to Summer Road to prevent illegal parking and congestion. Bug has also
contracted David Meeker to provide people for parking assistance at the Buttem1ilk
parking lot on Saturday and Sunday. No parking signs will be posted on all streets in the
Aspen Mountain area. We will also have volunteers in non-parking areas preventing
traffic from parking in no parking areas and advising them on where parking is available.
Parking lots will keep in communication with a designated person in the Incident
Command Center to let them know what parking is available. This information will be
passed onto parking control people via radio.
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000039
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Parking for J amGrass
1. Written agreement attached
2. Written agreement attached
3. Above
4. We have pelmission from CDOT, in Grand Junction to place signs directing to
Buttelmilk. It will read "concert parking" with an arrow. We have put ads on
radio stations all over western Colorado encouraging car pools and parking at
Buttennilk, when Buttermilk Parking is full we will direct cars to Highlands.
Signs will be placed on Buttermilk Parking Lot (visible to Highway) directing
concert-goers to park there. When Buttermilk is full we will direct people from
the lot to Highlands with maps.
5. No signs will be placed on county roads.
6. We will provide traffic control in the parking lots through David Meeker. We are
working with Joe Elfson from CDOT and SEMA to coordinate traffic control at
the entrance of Buttermilk.
7. Outside ofthe parking lots that we have pemlission to use, the City will be
responsible for illegal parking within city limits. Security will monitor the section
of Highway 82 near Buttermilk, though due to construction and location we
believe people will avoid this stretch.
8. Traffic control will have constant radio contact with Bug Productions Incident
Command Center and with City and County Law enforcement.
9. The Incident Command Center is provided by Bug Productions on-site of the
conceIt and will handle communications with all aspects of the concert. It
will serve as a base point of all communication to county and city.
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To: Brian McNellis <brianm@cLaspen,co,us>
Subject: Groove Grass
Brian,
Had a fax of the COI waiting for me when I got back to Aspen this AM. Everything looks good,
Thanks.
Kris
Risk Mgmt.
x6017
Printed for Brian McNellis <brianm@co.pitkin.co.us>
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Lynnbudcsb@aoJ.com, 12:43 AM 8/1/01 -0400, JamGrass Traffic Plan Approvall Bug Productions
From: Lynnbudcsb@aol.com
Date: Wed, 1 Aug 2001 00:43:46 EDT
Subject: JamGrass Traffic Plan Approval/ Bug Productions
To: debbieq@co.pitkin.co.us, brianm@co.pitkin.co.us
CC: brianp@co.pitkin.co.us, nans@co.pitkin.co.us
X-Mailer: AOL 6.0 for Windows US sub 10531
I received all of the required information yesterday afternoon. I reviewed
the plans and submittals and found the acceptable, I would recommend
acceptance of the Traffic and Parking Plan and would concur in the issuance
of the County Special Event permit Bud
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?71- 37<;?1
Printed for Brian McNellis <brianm@co.pitkin.co.us>
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MEMORANDUM
TO: DanieIle, Bug Productions Company
FROM: Bud Eylar, County Engineer
Date: 7/20/01
RE: Parking for Jam Grass
Danielle, I received your fax and have reviewed it. I have the following questions and request
for additional information.
· Do you have written agreements for the use of the Buttermilk Parking Lot?
· An agreement for the use of the Highlands Base area lot?
· If so, please provide copies of the agreements.
· If you are using the Buttermilk Lot, how and where are you going to place directional
signing, Do you have permission from the Colorado Department of Transportation to install
signing on SH 82?
· If you plan on placing signing on any county roads in the area, you will need to have
agreements and permits in place before the signs are installed.
· Do you plan to provide traffic control at either of the parking lots. If so who will provide the
flaggers? The county will need a Method of Handling Traffic (MHT) plan if signing or
flaggers are used on the county roads or SH 82.
· Who is responsible for the determination of illegal parking? Who authorizes the towing of
cars? Where will the cars be towed? Are there tickets issued? Are fines assessed? If so, who
is responsible for money collection?
· Do the personnel doing traffic control and "enforcement" have radio contact with Bug
Production management? With City and County Law Enforcement?
· What is the Incident Command Center? Is that the City/County Communications Center or
something else?
As you can see, I need a lot of additional information before I can sign off on this event
permit. We need to talk soon.
Bud Eylar
000043
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COMMUNITY DEVELOPMENT DEPARTMENT
130 South Galena Street
Aspen, Colorado 81611
(970) 920-5090
Pitkin County
Land Use:
Board of Adjustment
County Land Use Code
Deposit
Flat Fee
Zoning and Sign
Public Notice
Planning Enforcement
172
159
173
174
162
169
160
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Referral Fees:
RB1l5 Access Permit
LUCOl County Clerk
193 County Engineer
194 Environmental Health
198 Housing
190 Land Management
196 Wildlife Officer
Building Fees:
170 Board of Appeals
135 Building Code Sales
105 Building Permit
100 Contractor License
120 Electrical Permit
195 Energy Code Review
115 Mechanical Permit
150 Plan Check
110 Plumbing Permit
130 Reinspection
151 Aspen Sanitation
152 A VFD Fire Marshal
Other Fees:
155 Use Tax
165 Copy
Performance Deposit
185 Park Dedication
186 Parking Cash in Lieu
166 GIS Maps
IS GIS Requirements ---e-o-a n '. ,
RB116 Road Impact Fees U~\t
B1202 Road Impact Fee "'-
....
TOTAL
NAME:
ADDRESS/PROJECT:
PHONE:
CHECK#
CASE/PERMIT#:
DATE:
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