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HomeMy WebLinkAboutpitkin.planning.273503400034 (6)THIS FILE MAY OR MAY NpMEONTAILNAyOU ~, 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 copies (11x17) .w.r..«.a.~<<~~-wy-uu-wy IM1CIYt;:'Vt?: ~ 10/12/2007 #' +wrrwa,ivxanc:~tsrrvwinterXGames(2006)SpecialEventPermRApphcation PWR; Valerie MacDonald PRp,1Ai; Buttermilk Mtn . r'~':7 ~~~ ~ PI#I: enthony.dittmann 6R~P' Anthony Dittmann ~~ 'AD1r@ 6033 W Century Blvd St • Los Angeles, CA 9004! PHN 213-276-2666 FA R~IS`E, $1,366 _, ~,,<,:;P~ESRC~'~ $1,366#0025476 .ALLOG4TED ,1-`--~•-~-~.•.~` RP(RALS 7b GVER. ~" ti~F:~" bl DUE:~`~` MTGLlJ41'L WEYE1SaDY PM. NDrf'K~D DATE OF FN~hi,gC7"ICMi: ~' 1 /2 212 0 0 8 ~~~ Administra no ~~ ~,_„~~_ ~~-~ -- 80CC Fteso: BDCC OM: ~~ t~M4RKS P2: ~"" . . HRG OFF; ~`_~ ~}; 6/1/2006 , 6S': bl ~. HO N^!DE'}4 ~•`_•.. ADM ~~~ ~~...:~~~~ ~~,` :'.. ~ ,"~<':. ~~'. .,;.' fN: 002-2006 t?Gi!4T , ... k~4T• pt~:~"'~.":..._~"" ,4DMIN MDEX ~_ "_ -~ r, ,~ ..~:.r . . ,.... , TYp2: ~ CJ'1&E.ll'P6: ~ '-'. GASE'}YP4: Dtrie Sranrr~d Fr1e Locetlon: 6/1/08 FFB #134 ADMINSTRATIVE DECISION BY THE PITKIN COUNTY COMMUNITY DEVELOPMENT DIRECTOR OF PITKIN COUNTY, COLORADO, APPROVING A TEMPORARY USE/SPECIAL EVENT PERMIT TO UTILIZE THE BASE OF BUTTERMILK SKI AREA AND THE BRUSH CREEK INTERCEPT LOT FOR THE 2008 ESPN X-GAMES Administrative Decision NoAO2-2008 RECITALS A. ESPN, Inc. (hereafter, the "Applicant") has applied to the Community Development Director of Pitkin County, Colorado for approval of a Temporary Commercial Use/Special Event Permit for (a) use of the Buttermilk Ski Area base area for the ESPN 2008 Winter X Games; and (b) use of Brush Creek Intercept Lot for parking for the event. This would be the 7`" year the applicant has produced the Winter X Games at Buttermilk under a Pitkin County permit. B. The ESPN 2008 Winter X Games will take place from January 24th through January 27`" between the hours of 8:30 A. M. and 10:30 P. M. As in years previous, there will be both day and night events at the Buttermilk Ski Area. Spectator capacity for the event is 12,000 people at any one time with an additional 1,500 personnel each day. Total capacity of spectators, staff, athletes, support personnel, VIP's, volunteers, etc. estimated at 13,500 people at any one time. Applicant has provided a Certificate of Insurance demonstrating adequate General Liability coverage (and naming Pitkin County as an Additional Insured) satisfactory to Pitkin County Risk Management. C 1,200 cars can be parked at the intercept lot (equating to approximately 3,600 people). A shuttle bus system approved by RFTA will move people to/from the event. D. Pursuant to Section 4-30-50(i) of the Pitkin County Land Use Code, the Community Development Director may approve a Temporary Use/Special Event Permit for commercial activities or special events. NOW THEREFORE BE IT RESOLVED by the Community Development Director that it does hereby grant approval for the 2008 ESPN Winter X-Games Temporary Use/Special Event Permit to utilize the Buttermilk Base Area and the Brush Creek Intercept Lot subject to the following conditions: 1. The Applicant shall obtain (or shall require their independent contractor(s) to obtain) the proper building and other related permits (e.g., electrical), and temporary contractor's licenses from the Pitkin County Building Department prior to commencement of any construction by such entities in connection with the event. 2. The Applicant shall obtain the Pitkin County Sheriffs Office's approval (primary contact: Joe DiSalvo) of a final Safety and Operations Plan by no later than January 23, 2008. This Plan shall specifically include procedures for dealing with on-site medical emergencies, and shall confirm that applicant has contracted for sufficient ambulance service for their events. 3. The Applicant shall submit a final transportation plan to the Pitkin County Sheriffs Office (primary contact: Joe DiSalvo) for approval (in consultation with the RFTA and Colorado State Patrol). This Plan shall specifically include Applicants' final plans for providing bus service to/from the Winter X Games events, a final towing plan, and a signage and lane closure plan. 4. No signage promoting the applicants' event (as opposed to directional signs, "no parking" signs, and the like) shall be placed in the County without the approval of the County Zoning Officer. 07 z 5. In connection with their food vending, the Applicant shall submit, or require each of their caterers to submit, a completed Special Event Food Service Application to Environmental Health. All hequired approvals shall be obtained from Environmental Health prior to January 24 . 6. The Applicant shall obtain approval from the Aspen Fire Protection District (contact: Ed Van Walraven) prior to the event with respect to heated temporary structures, emergency access, and the like. The applicant shall also obtain approval from the Electrical Inspector (contact: Tom Parry). 7. The Applicant shall provide Community Development a copy of the State Highway Access Permit from CDOT, and comply with all of the terms and conditions set forth by the Permit. 8. Prior to January 24, 2008, the Applicant shall coordinate with the Pitkin County Airport - Sardy Field, on night lighting. Lights will be re-positioned, as necessary and as specified by the airport, to avoid glare to aircraft using the airport. Applicant shall also position lighting in a way that minimizes the impact on adjacent residential areas, to the extent possible. 9. Pitkin County shall not authorize alcohol to be distributed in special guest tents. 10. ESPN shall install additional lighting in the dirt area of the Brush Creek Intercept Lot. 11. All X Games athletes shall wear helmets. 12. 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 applicant, and representations made at the meetings held with Applicant), shall be adhered to and considered conditions of approval, unless superseded by specific conditions in this Determination. 13. In the event that any of the deadlines specified above are not met, the Director may make a finding that the applicant is not in compliance with this approval and this approval will be null and void. APPROVED ON THE 22ND DAY OF JANUARY 2008. APPROVED AS TO CONTENT: ~ C~ ndy Hoube , Community Development Director PID# 273503400034 P160-07 MEMORANDUM TO: Cindy Houben, Community Development Director FROM: Valerie MacDonald, Special Event Permit Coordinator RE: ESPN Winter X Games 2008 -Temporary Commercial Use/Special Event Permit DATE: January 22, 2008 REQUEST: The Applicant is requesting approval of a Temporary Commercial Use/Special Event Permit in order to conduct the ESPN Winter X Games 2008. APPLICANT: ESPN (hereafter, "Applicant"). LOCATION: The X Games will be held in the base area of Buttermilk Ski Area and parking for the event will be at the Brush Creek Intercept Lot. BACKGROUND: This will be the 7'h annual ESPN Winter X Games to be held at Buttermilk Ski Area. The event will be held January 24'" through January 27`" from 8:30 A.M. -10:30 P.M. Anticipated capacity at one given time is 13,500 people. Event parking will be at the Brush Creek Intercept Lot. An all inclusive, multi agency committee meeting was held on November 15"'. ESPN was present to address any questions or concerns. The Applicant also addressed questions and concerns from the BOCC at the regular meeting on December 19"'. REFERRAL COMMENTS: The application was referred to Aspen Parking and Transportation, Sheriffs Office, The Right Door, Snowmass Police, Public Works, Combined Communications, RFTA, Aspen Fire, Airport, Specialized Protective Services, AVH, Emergency Management, Road and Bridge, Buttermilk HOA, Glenwood Special Events, The Aspen Skiing Company, City Clerk and Recorder, Basalt Police, Risk Management, Aspen Police, CDOT, Environmental Health, Aspen Ambulance, CSP, Basalt Special Events, Maroon Creek HOA, Snowmass Wildcat Fire, Snowmass Village Special Events, and the Carbondale Police. Ellen Anderson signed off on the application for Emergency Management. Ellen's suggestion to the Incident Commander is that "resource statusing" be used. Joe Disalvo said that Ron Ryan would make the best call regarding the MAC. Ed VanWalraven will inspect the temporary structures for the Aspen Fire Department prior to January 24th. Carla Ostberg will inspect base area for Environment Health prior to January 24'" Kris Jewkes reviewed and approved the Certificate of Insurance provided by the applicant Ron Ryan reviewed and signed off on the application for the Sheriff's Department. a->r 3 Brad Osborn from the Right Door will be operating the detox center. The Right Door will bill the County jail. Don Bird will then bill ESPN for detox services. Francey Jesson from the Airport signed off. The Airport was notified of the 1000 watt light towers to be installed at the Intercept Lot. Dave Iverson has reviewed and signed off for RFTA. Mike Smith has reviewed and signed off for the Colorado State Patrol. Roderick O'Connor and Keith Ikeda from the Basalt Police Department expressed concern regarding capacity, security, and alcohol. All issues were addressed by the applicant at the BOCC meeting December 19`" Captain Duran from the CSP requested light towers in the dirt area of the Intercept Lot. ESPN agreed to install the lights. Steve Sowles from the Snowmass Wildcat Fire commented that he liked the idea of resource statusing. John Krueger from Aspen Transportation commented that parking at the Intercept Lot should be done in the most efficient manner. Bruce Romero had reviewed and signed off on the application for Combined Communications. John Schied from Aspen Valley Hospital has reviewed and signed off on the application stating that the proof of medical insurance for contestants has been addressed. The Applicant has also agreed to mandate the use of helmets by participants. Tim Ware has reviewed and signed off on the application for Aspen Parking. Brain Pettet has reviewed and signed off on the application for Public Works. Gerald Fielding from Road and Bridge wanted variable message signs on Hwy. 82 alerting spectators when Intercept Lot is at capacity. The signs are included in ESPN's application. No comments were received from the other referrals within the time period requested. STAFF COMMENTS: Pursuant to Subsection 4-30-50(i) of the Land Use Code, Applicant must demonstrate that adequate provisions have been made for all of the following: 1. Police supervision (if necessary); 2. Public parking; 3. Insurance; 4. Site set-up, maintenance and clean-up; 5. Emergency services; and 6. Safety of operations. Additionally, temporary structures must conform to applicable building codes and other County regulations. Each of these requirements is addressed, in turn, below. z Police Suaervision: The Sheriff's Office has signed-off on the application. Public Parking: The Brush Creek Intercept Lot will be used for event parking. Capacity is 1,200 cars. Insurance: Applicant has provided adequate proof of insurance Site Set-Uo, Maintenance and Clean-Un• ESPN is identified as the responsible party for any site maintenance ,set up, and clean up required. Emergency Services: Applicant has provided a plan for dealing with emergencies during the event. Safety of Operations: The Applicant has provided a plan for dealing with safety. Conformance with Building Code• Applicant is working with the Fire Marshall and an inspection will be performed before the X Games. RECOMMENDATION: Staff recommends that the Director approve the Temporary Commercial Use/Special Event Permit application subject to applicant's compliance with each of the conditions in the attached Administrative Decision. `1 `Windows Live Hotmail Print Message ~.. ~~r Windows Live° Page 1 of 2 ESPN Winter X Games 12, Temporary Use/Special Event Permit Application From: Valerie MacDonald (Valeriem@ci.aspen.co.us) Sent: Tue 10/16/07 11:52 AM To: Anthony Dittmann ESPN (anthony.dittmann@espn.com); Blake Fitch Aspen Parking (blakef@ci.aspen.co.us); Bob Braudis SHERIFF (rb51 @co.pitkin.co.us); Bonnie Waechtler (bonniew@co.pitkin.co.us); Brad Osborn RIGHT DOOR (brad@therightdoor.org); Brian Olson SNOWMASS POLICE (bolson@tosv.com); Brian Petit PUBLIC WORKS (brianp@co.pitkin.co.us); Bruce Romero COMBINED COMMUNICATIONS (brucer@co.pitkin.co.us); Dan Blankenship RFTA (dblankenship@rfta.com); Darryl Grob ASPEN FIRE (darrylg@ci.aspen.co.us); Dave Iverson RFTA (diverson@rfta.com); Dave Ulane AIRPORT (davidu@co.pitkin.co.us); David Meeker (pa[riceatsps@msn.com); Dr. Bill Rodman (drwjrod@comcast.net); Ed VanWalraven ASPEN FIRE (edv@ci.aspen.co.us); Ellen Anderson (ellena@co.aspen.co.us); Francy Jesson Airport (franceyj@co.pitkin.co.us); Gary Beach W. Buttermilk HOA (gary@beachresource.com); Gerald Fielding (geraldf@co.pitkin.co.us); Jeff Hecksel GLEN WOOD SPEC. EVENTS (jahecksel@ci.glenwood-springs.co.us); Jim Elwood AIRPORT (jime@co.pitkin.co.us); Joe Disalvo (jd76@co.pitkin.co.us); John Hocker RFTA (jhocker@rfta.com); John Krueger ASPEN PARKING (johnk@ci.aspen.co.us); John Rigney ASC (jrigney@aspensnowmass.com); John Schied AVH (jrs@avhaspen.org); Kathryn Koch CITY CLERK (kathrynk@ci.aspen.co.us); keith Ikeda BASALT POLICE (keith@ci.aspen.co.us); Kent Blackmer RFTA (kblackmer@rfta.com); kris Jewkes RISK MGT. (krisj@co.pitkin.co.us); Loren Ryerson POLICE (lorenr@ci.aspen.co.us); mike Kramer COM DEV (michaelk@co.pitkin.co.us); Mike Smith CDOT (johm.m.smith@dot.state.co.us); Nancy Mackenzie (nancym@co.pitkin.co.us); Rich Walker ASPEN AMBULANCE (rwalker137@gmail.com); Richard Duran COLORADO STATE PATROL (rchard.duran@cdps.state.co.us); Richard Pryor ASPEN POLICE (richardp@ci.aspen.co.us); Rick Salentine ASPEN FIRE (rickb@balentinecollection.com); Ron Ryan SHERIFF (ronr@co. pitkin.co.us); Ryan Miller ASC (rmiller@aspensnowmass.com); Sally Farren BASALT SPEC. EVENTS (sallyf@basalt.net); Sandra Morris AVH (morsa@avhaspen.org); Sarah Smith MAROON CREEK HOA (smith@joshuaco.com); Steve Sowles SNOW MASS WILDCAT FIRE (SSOWLES@SWFPD.COM); Susan Hamley SNOWMASS VILLAGE (shamley@tosv.com); Tim Ware ASPEN PARKING (times@ci,aspen.co.us); Tom Grady SHERIFF (tg70@co. pitkin.co.us); Valerie MacDonald (valerie0701@hotmail.com); Vanessa Anthes ESPN (Vanessa. m.anthes@espn.com) Attachments: image001.gif (0.1 KB) MEMORANDUM TO: X GAMES 12 Distribution List FROM: Valerie MacDonald, Special Event Permit Coordinator DATE: October 16, 2007 Security scan upon download ~ jpeNO. __._..~~..~~. RE: ESPN Winter X Games 12, Temporary Use/Special Event Permit Application. ODUU01 o-r ~/~ http://by 103w.bay103.mail.live.com/mail/PrintShell.aspx?type=message&cpids=315f80d... 11 /22/2007 `Windows Live Hotmail Print Message Page 2 of 2 The ESPN Winter X Games 12 has been proposed for January 24th through January 27th' This would be the seventh year the event was held at Buttermilk Mountain Ski Area. The Applicant has stated there will be approximately 12,000 spectators and 1,200 personnel at the event at any given time. A detailed explanation of ESPN's plan can be viewed at the link below. Following the Applicant's application is a copy of the After Action Report from the 2007 ESPN Winter X Games for your review. The ESPN X Games 12 Distribution list has been attached as well. If you notice that someone has been inadvertently left out, please let me know. There will be a Committee Meeting On November 15th from 9 A.M. to 11 A.M. at the Aspen Library. All are encouraged to attend. The Applicant will present their plan and comments will betaken from the different deparhnents. If you are unable to attend the committee meeting please comment by November 13th. Comments will be communicated to the Applicant at the committee meeting. http•//www asRenpitkin com/pdfs/depts/7/P160_07_apn ndf ~ofl~~~ http://by 103w.bay 103.mail.live.com/mail/PrintShell. aspx?type=message&cpids=315f80d... 11 /22/2007 Page 1 of 1 Valerie MacDonald From: Kenny Osier [kosier@rtta.com] Sent: Wednesday, October 24, 2007 11:33 AM To: Valerie MacDonald Subject: RFTA X Games request Valerie, Cindy Huben suggested that I contact you about some bus parking issues. I already left a message with Brian Pettit regarding the same thing (and we probably will need to get GR involved too.) The short version is as follows: ESPN/Ski Co contract with Vail and Rocky Mtn. National Park (McDonald Transit) to provide addition service during X Games. RFTA has always volunteered to fuel clean and service their buses. Unfortunately RFTA struggles every year to find suitable parking for these vehicles while they're out of service. For the past several years, we parked most of the buses at our facility in Glenwood. Because we increased service in the lower valley and along 170 RFTA has used up that capacity. While we were discussing this problem with ESPN/SkiCo we be an rec ring up-valley locations. If we could accommodate the extra buses at or near th Bus Maintenance Facility AMF) 2-3 hour of additional passenger carrying capacity could be added for little or no cost. That equa a to almost 1000 extra passenger seats/day that could be made available. Ideally, RFTA would like to park the additional vehicles at the AMF, but to accommodate them, we may have to park 5-8 of them along the berm on Service Center Rd. for approximately 5 days/. The vehicle would be park there Wednesday afternoon and from 10PM till about 7:00 AM through the remainder of the X Games. Plan B would use the right turn lane over at the closed Park'n Ride lot at the Airport instead. Plan C would be at ESPN truck spaces at Bush Creek . Since you're a key player, convenient for all Thanks enn Osier erector of a tenance RFTA 384-4959 I didn't send this to Brian or GR since I didn't have their a-mail, but please feel I~ ~ l~/~SPaY~°{c-rll~iJ ~`~'~"~~ ~,~~ w orl< w if(~ ~ ~ C~- rn ~ W o ~ ~L _~~ ~ 00003 ~~tN'-v~ Ili ~~1~' ~~'~(en~.... > vt/aoo~ ~a~ ~ ~, I'd like to discuss various options wit Brian GR and yourself at a time that's I~ Z 3~' Lw" 11 /S ~ ~1.eSt~ W~,~~ ~ ~ ~\ ~~ ~~~~ iml ~ ~? ~ (~©U ISM' Windows Live Hotmail Page 1 of 2 Inbox New Reply Reply all Forward Delete Junk ]unk Drafts Move to Options Sent X Games After Action Survey Deleted 2006 taxes From: Valerie MacDonald (Valeriem@co.pitkin.co.us) Sent: Tue 2/05/08 12:18 PM 2006 TAXES Anthony Dittmann ESPN (anthony.dittmann@espn.com); Blake Fitch Aspen Parking buddy gala (blakef@ci.aspen.co.us); Bob Braudis SHERIFF (rb61@co.pitkin.co.us); Bonnie buddy program Watchel COM DEV (bonniew@co. pitkin.co.us); Brad Osborn RIGHT DOOR (brad@therightdoor.org); Brian Olson SNOWMASS POLICE (bolson@tosv.com); CONSTRUCTI... Brian Petit PUBLIC WORKS (brianp@co. pitkin.co.us); Bruce Romero COMBINED COUNTY JOB COMMUNICATIONS (brucer@co. pitkin.co.us); Dan Blankenship RFTA (dblankenship@rfta.com); Darryl Grob ASPEN FIRE (darrylg@ci.aspen.co.us); Dave Good Thund... Iverson RFTA (diverson@rfta.com); Dave Ulane AIRPORT (davidu@co.pitkin.co.us); health ins David Meeker (patriceatsps@msn.com); Dr. Bill Rodman (drwjrod@comcast.net); ... Ed VanWalraven ASPEN FIRE (edv@ci.aspen.co.us); Ellen Anderson hormones (ellena@co.pitkin.co.us); Francy Jesson Airport (franceyj@co.pitkin.co.us); G.R. I POD Fielding ROAD AND BRIDGE (geraldf@co.pitkin.co.us); Gary Beach W. Buttermilk HOA (gary@beachresource.com); Gene Schilling Carbondale Police jeep car (gmk@carbondaleco.net); Jeff Hecksel GLENWOOD SPEC. EVENTS JOB and RE (jahecksel@ci.glenwood-springs.co.us); Jim Elwood AIRPORT ... (jime@co.pitkin.co.us); Joe Disalvo (jd76@co.pitkin.co.us); John Hocker RFTA mom estate To: (jhocker@rfta.com); John Krueger ASPEN PARKING (johnk@ci.aspen.co.us); John PICTURES Rigney ASC (jrigney@aspensnowmass.com); John Schied AVH (jrs@avhaspen.org); keith@co.pitkin.co.us; Kent Blackmer RFTA (kblackmer@rfta.com); kris Jewkes RESUME RISK MGT. (krisj@co.pitkin.co.us); mike Kramer COM DEV WENDE (michaelk@co. pitkin.co.us); john. m.smith@dot.state.co.us; Nancy McKenzie Envir. Health (nancym@co.pitkin.co.us); Rich Walker ASPEN AMBULANCE Manage folders (rwalker137@gmail.com); Richard Duran COLORADO STATE PATROL (richard.duran@cdps.state.co.us); Richard Pryor ASPEN POLICE Today (richardp@ci.aspen.co.us); Rick Balentine ASPEN FIRE (rickb@balentinecollection.com); Roderick O'Connor BASALT POLICE Mail (roderick@co. pitkin.co.us); Ron Ryan SHERIFF (ronr@co.pitkin.co.us); Ryan Miller Contacts ASC (rmiller@aspensnowmass.com); Sally Fa rren BASALT SPEC. EVENTS (sallyf@basalt.net); Sandra Morris AVH (morsa@avhaspen.org); Sarah Smith Calendar MAROON CREEK HOA (smith@joshuaco.com); Steve Sowles SNOW MASS WILDCAT FIRE (SSOWLES@SWFPD.COM); Susan Hamley SNOWMASS VILLAGE (shamley@tosv.com); Tim Ware ASPEN PARKING (times@ci.aspen.co.us); Tom { .'c,.,u~,e,'c'{ Grady SHERIFF (tg70@co. pitkin.co.us); Valerie MacDonald :.cur,-, (valerie0701@hotmail.com); Vanessa Anthes ESPN (Vanessa. m.anthes@espn.com) Hello All, We will not be holding an After Action Meeting for the 2008 ESPN Winter X Games. We would however appreciate your response to the following questions so we have your historical perspective for next year's Pitkin County Special Event Permit Application for X Games 2009. ®o~~tJ~ http://by 103w.bay 103.mail.live.com/mail/ReadMessageLight.aspx?Action=DeleteMessage... 2/5/2008 ~WindowS live valerie0701@hot.,,~ Home ' M"`41i ~ Spaces OneCare Sign out Windows Live Hotmail 1 What went well? 2: What can be improved? 3: Please summarize your agency's experience with X Games 2008. Thank you all for participating, Valerie MacDonald Special Event Permit Coordinator 970-319-6013 Page 2 of 2 Want to race through your inbox even faster? Try the full version of Windows Live Hotmail. (It's free, too.) © 2008 Microsoft ~ Privacy ~ Legal Help Central ~ Account ~ Feedback 00000 http://by103w.bay103.mail.live.com/mail/ReadMessageLight.aspx?Action=DeleteMessage... ?/5/2008 RF,: FW: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Page 2 of 8 RE: Lights at Intercept Lot. see below From: Richard.Duran@cdps.state.co.us [mailto:Richard.Duran@cdps.state.co.us7 Sent: Thu 12/20/2007 9:32 AM To: Valerie MacDonald Subject: RE: FW: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Good Morning -your correct, I need them in the dirt parking area of the intercept lot. The paved ]ot and the intersection are fine, it's the unimproved dirt lot where we need them. Captain Rich Duran Troop 4C -Glenwood Springs Office: (970) 945-6198 Fax: (970) 945-6598 Mobile: (970) 948-7959 WARNING: This electronic transmission and any documents accompanying it, may contain confidential information belonging to the sender, which may, in whole or part be protected by state statute. This information is intended solely for the use of the individual or agency named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, dishibution, or taking action upon the contents of this information is PROHIBITED. If you receive this transmission in error, please notify the sender immediately by phone at 970-945-6198 to arrange for the return of the documents transmitted. Application "Valerie MacDonald" To: <Richazd.Duran@cdps.state.co.us> <Valeriem@ci.aspe cc: n.co.us> Subject: RE: FW: FW: BOCC Meeting RE: X Game's 2008 Specia] Event Permit 12/20/2007 09:05 AM Hello Captain Duran, At the Boazd of County Commissioner meeting yesterday ESPN said they were putting the new lights at the Intercept ]ot, a[ the intersection. I thought you wanted them in the ]ot? Could you verify, I will wait for your response before I say anything to ESPN Thanks, Valerie MacDonald 319-6013 ®V~~~U ] /9/2008 MEMORANDUM TO: Board of County Commissioners THROUGH: Cindy Houben FROM: Valerie MacDonald, Special Event Permit Coordinator RE: ESPN Winter X-Games DATE: December 19, 2007 The Board of County Commissioners has asked that they have an opportunity to speak to ESPN regazding the 2008 Winter X Games to address some specific questions. Attached are the questions with ESPN's response. ESPN will be present at the BOCC meeting on December 19`n A Special Event Permit Application Committee Meeting was held November 15`n. Along with the Applicant, the following agencies were invited: Sheriff Aspen Parking Aspen Transportation The Right Door Snowmass Fire Snowmass Police Public Works Combined Communications RFTA Aspen Fire Aspen Airport Specialized Protective Services AVH Emergency Management Road and Bridge Buttermilk HOA Glenwood Special Events Aspen Skiing Company City Clerk Basalt Police Risk Management Aspen Police CDOT 001007 Environment Health Aspen Ambulance CSP Basalt Special Events Maroon Creek HOA Snowmass Wildcat Fire Snowmass Special Events Carbondale Police Everyone attended with the following exceptions: Combined Communications, Buttermilk HOA, Glenwood Special Events, Basalt Special Events, Maroon Creek HOA, Carbondale Police, and Environmental Health. I have also attached the referral agency comments I have received to date. Do~«~~ Page 1 of 2 Valerie MacDonald ~ ~~ From: Dittmann, Anthony [Anthony.Dittmann@espn.com] Sent: Friday, December 07, 2007 10:32 PM To: Valerie MacDonald; Joe Disalvo; Tom Grady; Ron Ryan; Ellen Anderson; Michael Kraemer; Anthes, Vanessa M. Cc: Swanson, Deane; Wienert, Jack; Stiepock, Chris; HOHL, HANS J. Subject: RE: X Games BOCC Meeting December 19th Hi Valerie, Please see below. Let me know if you have any further questions. Anthony From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Thursday, December 06, 2007 10:25 AM To: Joe Disalvo; Tom Grady; Ron Ryan; Ellen Anderson; Michael Kraemer; Anthes, Vanessa M.; Dittmann, Anthony Subject: X Games BOCC Meeting December 19th The County Commissioners have requested a meeting with ESPN representatives on December 19th at the Board Meeting (time TBD). They have asked that the Sheriffs Office and the Emergency Manager also be at the meeting. The Board would like the following addressed: 1: How is the site layout going to accommodate "crowd surge"? For the first time, we will not have any sponsors on the asphalt area below the interactive village. This will broaden the main access way on and off the mountain. Are there sufficient "cleaz aisles" to allow emergency access? The site plan has various access ways to exit in an emergency. These consist of the main entrance/exit as well as through Buttermilk Maintenance. Additionally, there aze three thoroughfares through and azound the Inn at Aspen. At the pipe, there aze vazious fence lines erected in this area that create boundaries. Subsequently, this allows for emergency access. I have a drawing that I can provide once our office is operational in aspen. 2: What were the numbers of people on the site last year? How does that relate to the stated capacity of 12,000? We estimate that there were approximately 12,000 non-credentialed people onsite at any given time, last year. ~~i~Q~3 12/10/2007 Page 2 of 2 3: Do our safety experts agree that 12,000 is a reasonable capacity? On the ESPN side, we feel this is an appropriate number. 4: What is the plan to deal with underage drinking? The X Ganies is an alcohol and tobacco free event. Additionally we will have an increased security presence. We are also coordinating with the sheriffs department as well as down valley police departments and have applied for a temporary ordinance against open containers in the Intercept Lot. 5: Is security adequate? There have been some struggles in the past with staffing. Meeker endures a significant no-show rate, unfortunately. This is something we contend with at all of our large events. Will there be more security that last year? Yes. Meeker is renting a house this year to specifically house experienced security guards. David is also providing lunch for his guards this year in hopes of increasing the retention rate. Thank you, I will let you know the time next week. Valerie MacDonald Special Event Permit Coordinator 319-6013 ®~~~~~ 12/10/2007 Page 1 of 2 Valerie MacDonald From: Brad Osborn [brad@therightdoor.org] Sent: Monday, December 10, 2007 9:36 AM To: Valerie MacDonald Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application The Right Door plans to setup another detox for this event. We will monitor intoxicated individuals and work to find a safe situation for them. Although ESPN will not hold concerts in town our experience with the event indicates the presents of alcohol and drug abuse to an unsafe level in route to and at the event, mostly but not exclusively by underage individuals. Agencies having contact with these individuals agree this will remain potentially dangerous throughout the event. I have been directed by funding sources and board of directors to begin charging a fee for service for these types of special events. During the November 15th meeting I informed the ESPN representative present of our need to charge for this service. His response was that they are not being asked to pay for this service at other locations X-games are being held and that he was concerned about being financially responsible for the hours late into the evening when individuals are spending time in local bars. I also spoke to the Aspen Skiing Company representative present who voice the same concern about the late hours but invited me to follow up with him via a-mail. My follow up a-mail to Ryan Miller, Event Marketing Manager sent November 24th has not been returned as of this time. I hope to work with Mr. Miller on a regular basis as special event come up. The financial impact: The cost to operate the special event detox is staffing, vehicle costs, meals and supplies. I staff the detox with myself and/or my operations manager. We provide supervision and make decisions about who is released or transported and to whom or where. Generally we are open from 6pm until after the bars close and the event clears out. X-games can be longer depending on how it goes during the day. We sometimes get called in early if the jail is full. A 10 hour shift is a solid projection. In the past I have not kept separate financial records but I can easily justify costs of over $500 per shift for these events. Please contact me with any questions or concerns. Brad Osborn The Right Door 970 925.26621therightdoor.org A Please consider the em~ironment before printing this a-mail From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Friday, December 07, 2007 3:31 PM Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Just a reminder, I need your comments regarding the X Games Special Event Permit Application no later than December 10th. To those who have already responded, thank you. ESPN will address the County Commissioners at the Board Meeting on December 19th. The Commissioners have also requested that I report on the status of comments from my referral agencies. So please respond via email to the extent possible by December 10th Thank you. 0~~~~~. 12/10/2007 Page 1 of 3 Valerie MacDonald From: Ellen Anderson Sent: Monday, December 10, 2007 12:32 PM To: Valerie MacDonald; Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Francey Jesson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Joe Disalvo; John Hocker RFTA; John Krueger; John Rigney ASC; JRS forward; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Salentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Hi Valerie- My previous comments centered on the opportunity to use the XGames as practice ofMulti- Agency Coordination (MAC), which was one of the suggestions made in the 2007 XGames After Action Report (AAR). My suggestion to the Incident Commander would be to use "resource status- ing" (both personnel and equipment) throughout the upper valley. The status of resources could be documented but invoked only if needed, thus avoiding unnecessary standing around. I'd be happy to help with the compilation of resource lists if the Incident Commander so wishes. Per another AAR suggestion, I'd like to see increased coordinated Public Information (perhaps through a Joint Information Center). I believe other AAR suggestions have been addressed, most notably the helmet issue and concerns surrounding the concerts. I also suggest using the real-life XGames as an ICS (Incident Command System) training exercise for Aspen Valley Hospital, especially in the arena of resource status (both personnel and equipment). John Schied, Director of Operations for the Hospital, agrees. This will probably entail more work for certain hospital staff, but I don't think it will add to the workload of other agencies. By doing this, AVH can test their Emergency Operations Plan -and, hopefully, fulfill functional exercise mandates from credentialing agencies. "One-stop shopping", you might say. As you know, (regrettably) I will be unable to attend the December 19 XGames meeting with the BOCC due to a previous commitment to the Northwest All Hazards Region that day. The Executive Group of the Public Safety Council concurs that my attendance at the NWAHR meeting is, in this instance, a higher priority. Ellen From: Valerie MacDonald Sent: Friday, December 07, 2007 3:31 PM ~rgqTo:tAnthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian 1J®iJ~~~ 12/10/2007 Page 1 of 1 Valerie MacDonald From: Kris Jewkes Sent: Friday, November 02, 2007 1:02 PM To: Valerie MacDonald Subject: RE: Pitkin County -ESPN Winter XGames HI Valerie, Everything looks fine on the certificate. Also, I don't plan on attending the 11/15 meeting...this cert takes care of everything I was looking for from the ESPN folks. Thanks. Kris Jewkes Risk Mgmt 429-2795 From: Valerie MacDonald Sent: Tuesday, October 16, 2007 9:58 AM To: Kris Jewkes Subject: FW: Pitkin County -ESPN Winter XGames Hello Kris, Attached please find the Certificate of Insurance for the ESPN X Games 12. Thanks, Valerie From: Michael Kraemer Sent: Friday, October 12, 2007 4:41 PM To: Valerie MacDonald Subject: FW: Pitkin County -ESPN Winter XGames From: Boodakian, Theresa [mailto:Theresa.Boodakian@disney.com] Sent: Tuesday, October 09, 2007 12:43 PM To: Dittmann, Anthony; Michael Kraemer Subject: Pitkin County -ESPN Winter XGames Attached, please find the above referenced certificate of insurance. Theresa Theresa Boodakian i The Walt Disney Company) Corporate Risk Management 1818.567.5438 (8272-6438)office i 818.260.6296 fax Theresa.BoodakionC~disn~ _com 000013 11 /6/2007 Page 1 of 1 Valerie MacDonald From: Francey Jesson Sent: Monday, November 26, 2007 12:29 PM To: Valerie MacDonald Subject: RE: X Game's 2008 Special Event Permit Application The Airport has no concerns. Thanks! *P/ease note my new office number is 970-429-1870' Francey Jesson Assistant Aviation Dir/Ops From: Valerie MacDonald Sent: Monday, November 26, 2007 10:52 AM To: Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Ellen Anderson; Francey Jesson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Jce Disalvo; Jahn Hocker RFTA; John Krueger; John Rigney ASC; JRS forward; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Salentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tam Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: X Game's 2008 Special Event Permit Application Thanks to all who attended the ESPN X Game's 12 Committee Meeting on November 15th In order for me to proceed with the Special Event Permit processing, I need to receive comments from all departments by December 10, 2007. If you require more information from the applicant, please respond now so there is time for ESPN to address your questions. If I do not receive comments by December 10th, I assume that no additional information is needed and there are no concerns. Thanks, Valerie MacDonald Pitkin County Special Event Permit Coordinator 970-319-6013 Of~Ot314 i2iloiaoo7 Page 1 of 1 Valerie MacDonald From: Ron Ryan Sent: Friday, November 30, 2007 9:13 AM To: Valerie MacDonald Subject: RE. X Game's 2008 Special Event Permit Application Valerie: Thanks for facilitating the meeting; I hope there are more opportunities for this process when planning for other major events. As far as the sheriff's office is concerned, our immediate concerns have been addressed by ESPN, and we know that as other issues arise we can deal with the ESPN representatives to solve any problems. Thanks, Ron Ryan From: Valerie MacDonald Sent: Monday, November 26, 2007 10:52 AM To: Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Ellen Anderson; Francey Jesson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; ]im Elwood; Jce Disalvo; John Hocker RFTA; John Krueger; John Rigney ASC; ]RS forward; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Balentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: X Game's 2008 Special Event Permit Application Thanks to all who attended the ESPN X Game's 12 Committee Meeting on November 15tH. In order forme to proceed with the Special Event Permit processing, I need to receive comments from all departments by December 10, 2007. If you require more information from the applicant, please respond now so there is time for ESPN to address your questions. If I do not receive comments by December 10th, I assume that no additional information is needed and there are no concerns. Thanks, Valerie MacDonald Pitkin County Special Event Permit Coordinator 970-319-6013 000(31.5 12/10/2007 Page I of 2 Valerie MacDonald From: Dave Iverson [diverson@rfta.com] Sent: Monday, November 26, 2007 2:30 PM To: Valerie MacDonald Subject: RE: X Game's 2008 Special Event Permit Application Valerie, RFTA has no issues at this time. Dave Iverson RFTA Operations Manager From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Monday, November 26, 2007 10:52 AM ' To: Anthony Dittmann ESPN; Blake Fitch Aspen Parking; Bob Braudis SHERIFF; Bonnie Watchel COM DEV; Brad Osborn RIGHT DOOR; Brian Olson SNOWMASS POLICE; Brian Petit PUBLIC WORKS; Bruce Romero COMBINED COMMUNICATIONS; Dan Blankenship; Darryl Grob ASPEN FIRE; Dave Iverson; Dave Ulane AIRPORT; David Meeker; Dr. Bill Rodman; Ed VanWalraven ASPEN FIRE; Ellen Anderson; Francy Jesson Airport; G.R. Fielding ROAD AND BRIDGE; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood AIRPORT; Joe Disalvo; John Hocker; John Krueger ASPEN PARKING; John Rigney ASC; John Schied AVH; keith@co.pitkin.co.us; Kent Blackmer; kris Jewkes RISK MGT.; mike Kramer COM DEV; john.m.smith@dot.state.co.us; Nancy McKenzie Envir. Health; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor ASPEN POLICE; Rick Balentine ASPEN FIRE; Roderick O'Connor BASALT POLICE; Ron Ryan SHERIFF; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware ASPEN PARKING; Tom Grady SHERIFF; Valerie MacDonald; Vanessa Anthes ESPN Subject: X Game's 2008 Special Event Permit Application Thanks to all who attended the ESPN X Game's 12 Committee Meeting on November 15tH. In order for me to proceed with the Special Event Permit processing, I need to receive comments from all departments by December 10, 2007. If you require more information from the applicant, please respond now so there is time for ESPN to address your questions. If I do not receive comments by December 10t^, I assume that no additional information is needed and there are no concerns. Thanks, 000010 12/10/2007 Page 1 of 2 Valerie MacDonald From: Roderick O'Connor Sent: Sunday, December 09, 2007 6:49 PM To: Valerie MacDonald Cc: Keith Ikeda Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Valerie, First of all, I appreciate all the hard work you have put into this process. I have spoken with Basalt Police Chief Keith Ikeda. The concerns we have are listed here: We are glad there are no concerts this year. From a Law Enforcement perspective, the crowd issue and the underage drinking that accompanied the concerts was getting worse each year. Having no concerts relieves the pressure for everyone. What is the comprehensive planning for this year? There are a number of issues that need addressing 1) There needs to be a better job of screening spectators entering the X-Games venue for possession of alcohol. 2) Have you considered going to the BOCC and asking for a liquor ordinance for the intercept lot at Brush Creek and HWY82? 3) What is the plan for the Buttermilk parking lot and preventing alcohol abuse there? 4) Attention to the alcohol abuse problem is a must. It's probably the biggest drain on our resources. 5) On the capacity issue, we've noticed it tends to overwhelm RFTA. What are the plans this year? 6) EMS gets overwhelmed too with the detox's. Is there a plan to address this? 7) We believe there needs to be better cooperation between EMS, all the LE agencies and others involved. We need to plan for the worse and trust that nothing will occur. Valerie, I hope this helps. Please feel free to contact Keith or I if you need anything. Roderick O'Connor Sergeant, Basalt Police From: Valerie MacDonald Sent: Friday, December 07, 2007 3:31 PM To: Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Wairaven; Ellen Anderson; Francey ]esson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Joe Disalvo; John Hocker RFTA; John Krueger; John Rigney ASC; JRS forward; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; Mike Smith CDOT (john.m.smith@dot.sWte.co.us); Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Balentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: FW: BOCC Meeting RE; X Game's 2008 Special Event Permit Application Just a reminder, I need your comments regarding the X Games Special Event Permit Application no later than December 10th. To those who have already responded, thank you. ESPN will address the County Commissioners at the Board Meeting on December 19th. The Commissioners have also requested that I report on the status of comments from my referral agencies. So please respond via email to the extent possible by ~~~~i7 12/10/2007 Valerie MacDonald From: Richard. Duran@cdps. state. co. us Sent: Monday, December 10, 2007 12:46 PM To: Valerie MacDonald Subject: Re: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application We would like to see more lighting at the Brush Creek. Hwy 82 lot. It gets very dark and last year we had problems with drinking and public intoxicat=ion. With only your vehicle's headlights it made if difficult to locate the problem. More lights will also serve a deterrent to illegal activity and provide a safer venue for all of us working this lot when the sun goes down. Captain Rich Duran Troop 4C - Glenwood Springs Office: (970) 995-6198 Fast: (970) 995-6598 Mobile: (970) 948-7959 WARNING: This electronic transmission and any documents accompanying it, may contain confidential information belonging to the sender, which may, in whole or part be protected by state statute. This information is intended solely for the use of the individual or agency named above. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution, or taking action upon the contents of this information is PROHIBITED. If you receive this transmission in error, please notify the sender immediately by phone at 970-995-6198 to arrange for the return of the documents transmitted. "Valerie MacDonald" To: "Anthony Dittmann ESPN" <anthony. dittmann@espn.com>, "Blake Fitch Aspen <Valeriem@ci.aspe Par Y.i ng" <blakef@ci.aspen.co.us>, "Bob Braudis SHERIFF" <rb51@co.pitkin.co.us>, n.co.us> "Bonnie Watchel COM DEV" <bonniew@co.pitkin.co.us>, "Brad Osborn RIGHT DOOR" <bra d@therightdoor.org>, "13rian Olson SNOWMASS POLICE" <bolson@tosv.com>, "Brian Petit 12/07/2007 03:30 PUBLIC WORKS" <brianp@co.p:it kin.co.us>, "Bruce Romero COMBINED COMMUNICATIONS" PM <brucer@co.pitkin.co.us>, "Dan Blankenship RFTA" <dblankenship@rfta.com>, "Darryl Grob ASPEN FIRE" <darr ylg@ci.aspen.co.us>, "Dave Iverson RFTA" <diverson@rfta.com>, "Dave Ulane AIRPORT" <davidu@co.pitkin, co.us>, "David Meeker" <patriceatsps@msn.com>, "Dr. VanWalraven ASPEN FIRE" <edv@ci.aspen.co.us>, "Francy Jesson Airport" Bill Rodman" <drwjrod@comcast.net>, "Ed "Ellen Anderson" <ellena@co.pitkin.co.us>, <france yj @co.pitkin.co.us>, "G.R. Fielding ROAD AND BRIDGE" <geraldf@co.pitkin.co.us>, "Gary Beach W. Buttermilk HOA" <gary@beachresource.com>, "Gene Schilling Carbondale Police" <gmk@carbondaleco.net>, "Jeff Hecksel GLENWOOD SPEC. EVENTS" "Jim Elwood AIRPORT" <jime@co.pitkin.co.us>, "John Hockey RFTA" <j hockey@rfta.com>, "John <jahecksel@ci.glenwood-springs.co.us>, "Joe Disalvo" <j d76@co.pitkin.co.us>, n ((~~{y~~ pp Krueger ASPEN PARKING" 4J®UU ~~'J 1 Bonnie Waechtler From: Valerie MacDonald Sent: Tuesday, December 11, 2007 1:10 PM To: Anthony Dittmann ESPN; Vanessa Anthes ESPN; Bonnie Waechtler Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application From: John Krueger Sent: Tue 12/11/2007 11:44 AM To: Valerie MacDonald Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Valerie, Sorry. I have been out sick. My only comments are to make the Brush Creek Parking lot as efficient as possible and to park as many cars as possible in it. John D. Krueger Director of Transportation City of Aspen 970-920-5042 Office 970-5449447 Fax From: Valerie MacDonald Sent: Friday, December 07, 2007 3:31 PM To: Anthony Dittmann ESPN; Blake Fitch Aspen Parking; Bob Braudis SHERIFF; Bonnie Watchel COM DEV; Brad Osborn RIGHT DOOR; Brian Olson SNOWMASS POLICE; Brian Petit PUBLIC WORKS; Bruce Romero COMBINED COMMUNICATIONS; Dan Blankenship RFTA; Darryl Grob ASPEN FIRE; Dave Iverson RFTA; Dave Ulane AIRPORT; David Meeker; Dr. Bill Rodman; Ed VanWalraven ASPEN FIRE; Ellen Anderson; Francy Jesson Airport; G.R. Fielding ROAD AND BRIDGE; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood AIRPORT; Joe Disalvo; John Hocker RFTA; John Krueger ASPEN PARKING; John Rigney ASC; John Schied AVH; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; kris Jewkes RISK MGT.; mike Kramer COM DEV; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy McKenzie Envir. Health; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Prycr ASPEN POLICE; Rick Balentine ASPEN FIRE; Roderick O'Connor BASALT POLICE; Ron Ryan SHERIFF; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware ASPEN PARKING; Tom Grady SHERIFF; Valerie MacDonald; Vanessa Anthes ESPN Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Just a reminder, I need your comments regaMing the X Games Special Event Permit Application no later than December 70`". To those who have already responded, thank you. ESPN will address the County Commissioners at the Board Meeting on December 19`". The Commissioners have also requested that I report on the status of comments from my referral agencies. So please respond via email to the extent possible by December 10`". Thank you. Valerie MacDonald Special Event Permit Coordinator 319-6013 From: Valerie MacDonald Sent: Monday, November 26, 2007 10:52 AM To: Anthony Dittmann ESPN; Blake Fitch Aspen Parking; Bab Braudis SHERIFF; Bonnie Watchel COM DEV; Brad Osborn RIGHT DOOR; Brian Olson SNOWMA55 POLICE; Brian Petit PUBLIC WORKS; Bruce Romero COMBINED COMMUNICATIONS; Dan Blankenship RFTA; Darryl Grob ASPEN FIRE; Dave Iverson RFTA; Dave Ulane AIRPORT; David 000019 Meeker; Dr. Bill Rodman; Ed VanWalraven ASPEN FIRE; Ellen Anderson; Francy Jesson Airport; G.R. Fielding ROAD AND BRIDGE; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood AIRPORT; Joe Disalvo; John Hocker RFTA; John Krueger ASPEN PARKING; John Rigney ASC; John Schierl AVH; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; kris Jewkes RISK MGT.; mike Kramer COM DEV; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy McKenzie Envir. Health; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor ASPEN POLICE; Rick Salentine ASPEN FIRE; Roderick O'Connor BASALT POLICE; Ron Ryan SHERIFF; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware ASPEN PARKING; Tom Grady SHERIFF; Valerie MacDonald; Vanessa Anthes ESPN Subject: X Game's 2008 Special Event Permit Application Thanks to all who attended the ESPN X Game's 12 Committee Meeting on November 15~h' In order for me to proceed with the Special Event Permit processing, I need to receive comments from all departments by December 10, 2007. If you require more information from the applicant, please respond now so there is time for ESPN to address your questions. If I do not receive comments by December 10~", I assume that no additional information is needed and there are no concerns. Thanks, Valerie MacDonald Pitkin County Special Event Permit Coordinator 970-319013 ~~~~?~ Bonnie Waechtler From: Valerie MacDonald Sent: Tuesday, December 11, 2007 1:07 PM To: Anthony Dittmann ESPN; Vanessa Anthes ESPN; Bonnie Waechtler Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application From: Carla Ostberg Sent: Tue 12/11/2007 10:10 AM Ta: Valerie MacDonald Cc: Nancy Mackenzie Subject: F1N: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Hi Valerie, Did you know I'm not on your distribution list? Nancy just forwarded me this email. Could you take Nancy off and add me? Regardless, it is good that we have been in touch. I guess my only concern that you might want to voice at the meeting are the complexities of getting out-0f-state vendors in for the event. They should just be aware that it takes additional coordination and time to obtain the proper licensing from the State of Colorado. I think that's it so far!! Thanks!!! Carla Ostberg, REHS Environmental Health Program Supervisor Pitkin County Environmental Health and Natural Resources 970-920-5438 From: Nancy Mackenzie Sent: Monday, December 10, 2007 1:55 PM To: Carla Ostberg Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application See very last message. From what they said this morning, everyone involved thinks that the planning is going very well. The only issue is to adopt an ordinance about open containers at the intercept lot at Brush Ck. Since they can't drink at Buttermilk, they over drink while waiting for the buses. From: Steven Sowles [mailto:ssowles@swfpd.com] Sent: Monday, December 10, 2007 12:48 PM To: Ellen Anderson; Valerie MacDonald; 'Anthony Dittmann ESPN'; Blake Fitch; Bob Braudis; Bonnie Waechtler; 'Brad Osborn RIGHT DOOR'; Brian Olson; Brian Pettet; Bruce Romero; 'Dan Blankenship RFTA'; Darryl Grob; 'Dave Iverson RFTA'; David Ulane; 'David Meeker'; 'Dr. Bill Rodman'; Ed Van Walraven; Francey Jesson; Gerald Fielding; 'Gary Beach W. Buttermilk HOA'; 'Gene Schilling Carbondale Police'; 'Jeff Hecksel GLENWOOD SPEC. EVENTS'; )im Elwood; Joe Disalvo; 'John Hocker RFTA'; John Krueger; 'John Rigney ASC'; JRS forward; keith@co.pitkin.co.us; 'Kent Blackmer RFTA'; Kris Jewkes; Michael Kraemer; john.m.smith@dot.state.co.us; Nancy Mackenzie; 'Rich Walker ASPEN AMBULANCE'; 'Richard Duran COLORADO STATE PATROL'; Richard Pryor; 'Rick Salentine ASPEN FIRE'; Roderick O'Connor; Ron Ryan; 'Ryan Miller ASC'; 'Sally Farren BASALT SPEC. EVENTS`; 'Sandra Morris AVH'; 'Sarah Smith MAROON CREEK HOA'; 'Susan Hamley SNOWMASS VILLAGE'; Tim Ware; Tom Grady; 'Valerie MacDonald'; 'Vanessa Anthes ESPN' Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application y' vUU~LI Ellen: Great ideas, particularly the one about using MAC. There is no need to have resources just standing around (that's called staging) but having a current resource availability and immediate need dispatching would be a great exercise. I would also suggest an all agency meeting at the site prior to the event to review actual event access points, medic pickup locations, and other essential areas. From: Ellen Anderson [mailto:ellena@co.pitkin.co.us] Sent: Monday, December 10, 2007 12:32 PM To: Valerie MacDonald; Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Francey Jesson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Joe Disalvo; John Hocker RFTA; John Krueger; John Rigney ASC; ]RS forward; keith@co.pitkin.co.us; Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; john.m.smith@dot.state.co.us; Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Balentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Hi Valerie- My previous comments centered on the opportunity to use the XGames as practice ofMulti-Agency Coordination (MAC), which was one of the suggestions made in the 2007 XGames After Action Report (AAR). My suggestion to the Incident Commander would be to use "resource status-ing" (both personnel and equipment) throughout the upper valley. The status of resources could be documented but invoked only if needed, thus avoiding unnecessary standing around. I'd be happy to help with the compilation of resource lists if the Incident Commander so wishes. Per another AAR suggestion, I'd like to see increased coordinated Public Information (perhaps through a Joint Information Center). I believe other AAR suggestions have been addressed, most notably the helmet issue and concerns surrounding the concerts. I also suggest using the real-life XGames as an ICS (Incident Command System) training exercise for Aspen Valley Hospital, especially in the arena of resource status (both personnel and equipment). John Schied, Director of Operations for the Hospital, agrees. This will probably entail more work for certain hospital staff, but I don't think it will add to the workload of other agencies. By doing this, AVH can test their Emergency Operations Plan -and, hopefully, fulfill functional exercise mandates from credentialing agencies. "One-stop shopping",you might say. As you know, (regrettably) I will be unable to attend the December 19 XGames meeting with the BOCC due to a previous commitment to the Northwest All Hazards Region that day. The Executive Group of the Public Safety Council concurs that my attendance at the NWAHR meeting is, in this instance, a higher priority. Ellen From: Valerie MacDonald Sent: Friday, December 07, 2007 3:31 PM To: Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill OUVUGL Bonnie Waechtler From: Valerie MacDonald Sent: Tuesday, December 11, 2007 1:01 PM To: Anthony Dittmann ESPN; Vanessa Anthes ESPN; Bonnie Waechtler Subject: FW: ESPN Winter X Games 12, Temporary Use/Special Event Permit Application From: Bruce Romero Sent: Tue 12/11/2007 7:37 AM To: Valerie MacDonald Subject: RE: ESPN Winter X Games 12, Temporary Use/Special Event Permit Application Valerie -This all looks like the status quo, and what they have done in the past is quite adequate. I'm satisfied with this application. Bruce Romero, ENP Assistant Communications Director Aspen-Pitkin County Communications Center 506 E. Main St., Dept. C Aspen, CO 81611 970.920.5328 desk 970.618.8091 cellular 970.920.5339 fax From: Valerie MacDonald Sent: Tuesday, October 16, 2007 11:53 AM To: Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA; David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Ellen Anderson; Francey Jesson; Gary Beach W. Buttermilk HOA; Gerald Fielding; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Joe Disalvo; Jahn Hocker RFTA; John Krueger; John Rigney ASC; JRS forward; Kathryn Koch; keith Ikeda BASALT POLICE; Kent Blackmer RFTA; Kris Jewkes; Loren Ryerson; Michael Kraemer; Mike Smith CDOT; Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Balentine ASPEN FIRE; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: ESPN Winter X Games 12, Temporary Use/Special Event Permit Application MEMORANDUM TO: X GAMES 12 Distribution List FROM: Valerie MacDonald, Special Event Permit Coordinator DATE: October 16, 2007 ESPN Winter X Games 12, Temporary Use/Special Event Permit Application. o®~~s0.~ The ESPN Winter X Games 12 has been proposed for January 24th through January 2Th' This would be the seventh yeaz the event was held at Buttermilk Mountain Ski Area. The Applicant has stated there will be approximately 12,000 spectators and 1,200 personnel at the event at any given time. A detailed explanation of ESPN's plan can be viewed at the link below. Following the Applicant's application is a copy of the After Action Report from the 2007 ESPN Winter X Games for your review. The ESPN X Games 12 Distribution list has been attached as well. If you notice that someone has been inadvertently left out, please let me know. There will be a Committee Meeting On November 15th from 9 A.M. to 11 A.M. at the Aspen Library. All aze encouraged to attend. The Applicant will present their plan and comments will be taken from the different departments. If you aze unable to attend the committee meeting please comment by November 13`h. Comments will be communicated to the Applicant at the committee meeting. httn'//www aspenpitkin com/odfs/depts/7/P160 07 auv ndf 000(124 Page 1 of 1 Valerie MacDonald From: John Schied [jrs@avhaspen.org] Sent: Wednesday, January 09, 2008 3:39 PM To: Valerie MacDonald; Dr. Bill Rodman Subject: RE: X Games Hi Valerie; I believe the major condition we requested: proof of medical insurance for the contestants, has been addressed. do appreciate your inquiry. Thank you; John Schied Director of facilities Management Aspen Valley Hospital 970-544-1149 From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Wed 1/9/2008 3:14 PM To: John Schied; Dr. Bill Rodman Subject: X Games Hello, I am getting ready to write the Special Event Permit for X Games. Does the hospital approve their application or have conditions? Thanks, Valerie MacDonald Special Event Permit Coordinator 319-6013 ~oou~~ 1/10/2008 Page 1 of 1 Valerie MacDonald From: Tim Ware Sent: Thursday, January 10, 2008 8:17 AM To: Valerie MacDonald Subject: RE: X games All I do is the Brush Creek Lot. We are good if you are waiting on that. Tim From: Valerie MacDonald Sent: Wednesday, January 09, 2008 2:51 PM To: Tim Ware Subject: X games Hello Tim, I haven't heard from you regarding the X Games Special Event Permit application. Do you approve? Thanks, Valerie MacDonald Special Event Permit Coordinator 319-6013 1/10/2008 Page 1 of 1 Valerie MacDonald From: Brian Pettet Sent: Wednesday, January 09, 2008 3:19 PM To: Valerie MacDonald Subject: RE: X Games Yes. I approve based on application and related changes. From: Valerie MacDonald Sent: Wednesday, January 09, 2008 2:53 PM To: Brian Pettet Subject: X Games Hello Brian, I haven't heard from you regarding the X Games Special Event Permit Application. Do you approve? I am getting ready to write the Permit and wanted to double check with you. Thanks, Valerie MacDonald Special Event Permit Coordinator 319-6013 .... ~ . 1 /10/2008 Page 1 of 1 Valerie MacDonald From: Gerald Fielding Sent: Wednesday, January 09, 2008 3:11 PM To: Valerie MacDonald Subject: RE: X Games Nope, thanks Valerie. From: Valerie MacDonald Sent: Wednesday, January 09, 2008 3:08 PM To: Gerald Fielding Subject: FW: X Games I spoke to Vanessa. She said they will have message boards on 82 telling people when intercept lot is full and directing them into Aspen to take RFTA. Do you approve the application or have conditions now? Thanks for your input, I appreciate it, Valerie From: Valerie MacDonald Sent: Wed 1/9/2008 2:56 PM To: Gerald Fielding Subject: X Games Hey G.R. I'm getting ready to write the Special Event Permit for ESPN and wanted to double check with you. Do you approve their application? Thanks, Valerie MacDonald 319-6013 dJ®V~GO 1/10/2008 RE: right door From: Dittmann, Anthony [mailto:Anthony.Dittmann@espn.com] Sent: Sat 12/22/2007 1:23 PM To: Valerie MacDonald; Anthes, Vanessa M. Subject: RE: right door Page 2 of 2 ESPN will not fund the detox center because we are an alcohol free event. Who ever profits from the sale of alcohol in the valley, I would guess, should pay for the detox center. Sent from my GoodLink synchronized handheld (www.good.com) -----Original Message----- From: Valerie MacDonald [mailto:Valeriem(a~ci.aspen,co.us] Sent: Friday, December 21, 2007 09:57 AM Eastern Standazd Time To: Dittmann, Anthony; Anthes, Vanessa M. Subject: right door Will ESPN be funding the Right Door to run the detox center for X Games? If not, who should Right Door be asking for money? Valerie No virus found in this outgoing message. Checked by AVG Free Edition. Version: 7.5.516 /Virus Database: 269.17.8/1195 -Release Date: 12/24/2007 11:19 AM !JOOO29 is/loos RE: right door Page 1 of 2 Valerie MacDonald From: Brad Osborn [brad@therightdoor.org] Sent: Wednesday, December 26, 2007 6:17 PM To: Valerie MacDonald Subject: RE: right door X Games Thanks Valerie, I am communicating with the Jail Administrator, Don Bird whose staff would wind up with the brunt of this if we do not provide the service. We will be reaching out to Joe DeSalvo and Richard Pryor next week. We are confident there is a way to find dollars to get us reimbursed going through these channels. I am going to reply to Mr. Dittman and will copy you. Brad Osborn The Right Door 970 92526621 therightdoor.org ~ Phase consider [he environment before printing this a-mail From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Wednesday, December 26, 2007 8:33 AM To: Brad Osborn RIGHT DOOR Subject: FW: right door X Games Hello Brad, I addressed your concern with ESPN regarding funding and below is their response. I know you were going to pursue other agencies, let me know how it goes. Let me know if I can help. Thanks, Valerie MacDonald Special Event Permit Coordinator 319013 From: Dittmann, Anthony [mailto:Anthony.Dittmann@espn.com] Sent: Sat 12/22/2007 1:23 PM To: Valerie MacDonald; Anthes, Vanessa M. Subject: RE: right door ESPN will not fund the detox center because we are an alcohol free event. Who ever profits from the sale of alcohol in the valley, [would guess, should pay for the detox center. Sent from my GoodLink synchronized handheld (www.good.com) -----Original Message----- From: Valerie MacDonald [mailto:Valeriem ci.aspen._co.us] Sent Friday, December 21, 2007 09:57 AM Eastern Standard Time To: Dittmann, Anthony; Anthes, Vanessa M. Subject: right door Will ESPN be funding the Right Door to run the detox center for X Games? If not, who should Right Door be asking for money? 000030 v2/2oos RE: right door Page 1 of 2 Valerie MacDonald From: Brad Osborn [brad@therightdoor.org] Sent: Wednesday, December 26, 2007 7:28 PM To: Richard Pryor; Joe Disalvo Cc: Don Bird Subject: FW: right door X Games Im sorry to have to bother you both with this subject but feel it is important. I received word via the a-mail below that ESPN is refusing to take financial responsibility for the detox for X-games. The reply below is disappointing but somewhat predictable after my discussion with ESPN representative at the 11/15 permit meeting at the library. Don and I have discussed the situation and have decided to bring this to you for input. Here are our concerns: 1. I was directed by both County Commissioners and City Council to pursue this issue with ESPN. 2. During our restructuring process this year I have been asked and have agreed to not provide this detox service without charging the organization promoting the event a fee. I am not in favor of using our new agency fee for service structure for these events as it will become very cost prohibitive for both your departments. As of January 1, 2008 The Right Door fee for X-games and other events is a flat rate of $50 per hour for this service. 3. How do we hold ESPN and other event promoters accountable while being responsible to the community and not jeopardizing collaborative relationships. 4. The Aspen Skiing Company representative, Ryan Miller has not responded to my contact attempts. Again, I'm sorry for bringing this to you both but I am in over my head dealing with these guys. I know we can not go backwards with how we deal with these events but I really do not feel comfortable leaving the burden on the jail and hospital staff or financially on the City and County. Most of all, I feel the lack of responsibility ESPN and ASC are taking here is not acceptable. Do you have any ideas how we can hold them accountable and get reimbursed? Thanks, Brad Brad Osbom The Right Door 970 925.26621 therightdoor.org a~i Please rnnsider the environment before printing this e-mail From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Wednesday, December 26, 2007 8:33 AM To: Brad Osborn RIGHT DOOR Subject: FW: right door X Games Hello Brad, I addressed your concern with ESPN regarding funding and below is their response. I know you were going to pursue other agencies, let me know how it goes. Let me know if I can help. Thanks, Valerie MacDonald Special Event Permit Coordinator 319-6013 ~o~~3i 1/2/2008 Page 1 of 2 Valerie MacDonald From: Dave Iverson [diverson@rfta.com] Sent: Monday, November 26, 2007 2:30 PM To: Valerie MacDonald Subject: RE: X Game's 2008 Special Event Permit Application Valerie, RFTA has no issues at this time. Dave Iverson RFTA Operations Manager From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Monday, November 26, 2007 10:52 AM To: Anthony Dittmann ESPN; Blake Fitch Aspen Parking; Bob Braudis SHERIFF; Bonnie Watchel COM DEV; Brad Osborn RIGHT DOOR; Brian Olson SNOWMASS POLICE; Brian Petit PUBLIC WORKS; Bruce Romero COMBINED COMMUNICATIONS; Dan Blankenship; Darryl Grob ASPEN FIRE; Dave Iverson; Dave Ulane AIRPORT; David Meeker; Dr. Bill Rodman; Ed VanWalraven ASPEN FIRE; Ellen Anderson; Francy Jesson Airport; G.R. Fielding ROAD AND BRIDGE; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood AIRPORT; Joe Disalvo; John Hocker; John Krueger ASPEN PARKING; John Rigney ASC; John Schied AVH; keith@co.pitkin.co.us; Kent Blackmer; kris Jewkes RISK MGT.; mike Kramer COM DEV; john.m.smith@dot.state.co.us; Nancy McKenzie Envir. Health; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor ASPEN POLICE; Rick Balentine ASPEN FIRE; Roderick O'Connor BASALT POLICE; Ron Ryan SHERIFF; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware ASPEN PARKING; Tom Grady SHERIFF; Valerie MacDonald; Vanessa Anthes ESPN Subject: X Game's 2008 Special Event Permit Application Thanks to all who attended the ESPN X Game's 12 Committee Meeting on November 15m In order for me to proceed with the Special Event Permit processing, I need to receive comments from all departments by December 10, 2007. If you require more information from the applicant, please respond now so there is time for ESPN to address your questions. If I do not receive comments by December 10tH, I assume that no additional information is needed and there are no concerns. Thanks, 0003? lznoi2oo7 Valerie MacDonald From: Smith, John M [John.M.Smith@DOT STATE.CO.US] Sent: Monday, January 21, 2008 8:26 PM To: Valerie MacDonald Subject: RE: X Games Special Event Permit Follow Up Flag: Follow up Flag Status: Red Valerie, After reviewing the previous emails regarding the X-Games, I don't believe there are any additional conditions. I£ you have any questions, please give me a call at (970) 250-4355. IF you cannot reach me, call Zane Znamenacek. at (970) 683-6271. Mike Smith -----Original Message----- From: Valerie MacDonald [mailto:Valeriem@co.pitkin.co.us] Sent: Mon 1/21/2008 11:49 AM To: Smith, John M Subject: X Games Special Event Permit Hello Mike, Z am getting ready to issue ESPN their Pitkin County Special Event Permit for the X Games, Jan. 24th through January 27th. I have not received any comment from CDOT. Do you approve ESPN's application or do you have conditions you would like noted on their permit? If you could get back to me by tomorrow I would appreciate it. Thanks, Valerie MacDonald Special Event Permit Coordinator 970-319-6013 000033 MEMORANDUM TO: Board of County Commissioners THROUGH: Cindy Houben FROM: Valerie MacDonald, Special Event Permit Coordinator RE: ESPN Winter X-Games DATE: December 19, 2007 The Boazd of County Commissioners has asked that they have an opportunity to speak to ESPN regarding the 2008 Winter X Gaines to address some sped is questions. Attached are the questions with ESPN's response. ESPN will be present at the BOCC meeting on December 19a`. A Special Event Permit Application Committee Meeting was held November 15a'. Along with the Applicant, the following agencies were invited: /Sheriff Aspen Parking V' Aspen Transportation VThe Right Door Snowmass Fire Snowmass Police Public Works `Combined Communications ~--BETA uAspen Fire /iAspen Airport Specialized Protective Services AVH /Emergency Management Road and Bridge Buttermilk HOA Glenwood Special Events Aspen Skiing Company City Clerk ~ (/' Basalt Police U Risk Management Aspen Police CDOT fl00(~34 Environment Health Aspen Ambulance rf CSP Basalt Special Events Maroon Creek HOA /Snowmass Wildcat Fire Snowmass Special Events Carbondale Police Everyone attended with the following exceptions: Combined Communications, Buttermilk HOA, Glenwood Special Events, Basalt Special Events, Maroon Creek HOA, Cazbondale Police, and Environmental Health. I have also attached the referral agency comments I have received to date. 000035 Page I of 2 ~~ Valerie MacDonald From: Dittmann, Anthony [Anthony.Dittmann@espn.com] Sent: Friday, December 07, 2007 10:32 PM To: Valerie MacDonald; Joe Disalvo; Tom Grady; Ron Ryan; Ellen Anderson; Michael Kraemer; Anthes, Vanessa M. Cc: Swanson, Deane; Wienert, Jack; Stiepock, Chris; HOHL, HANS J. Subject: RE: X Games BOCC Meeting December 19th Hi Valerie, Please see below. Let me know if you have any further questions. Anthony From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Thursday, December 06, 2007 10:2s AM To: Joe Disalvo; Tom Grady; Ron Ryan; Ellen Anderson; Michael Kraemer; Anthes, Vanessa M.; Dittmann, Anthony Subject: X Games BOCC Meeting December 19th The County Commissioners have requested a meeting with ESPN representatives on December 19th at the Board Meeting (time TBD). They have asked that the Sheriffs Office and the Emergency Manager also be at the meeting. The Board would like the following addressed: 1: How is the site layout going to accommodate "crowd surge"? For the first time, we will not have any sponsors on the asphalt area below the interactive village. This will broaden the main access way on and off the mountain. Are there sufficient "cleaz aisles" to allow emergency access? The site plan has vazious access ways to exit in an emergency. These consist of the main entrance/exit as well as through Buttermilk Maintenance. Additionally, there are three thoroughfares through and around the Inn at Aspen. At the pipe, there aze various fence lines erected in this area that create boundaries. Subsequently, this allows for emergency access. I have a drawing that I can provide once our office is operational in aspen. 2: What were the numbers of people on the site last year? How does that relate to the stated capacity of 12,000? We estimate that there were approximately 12,000 non-credentialed people onsite at any given time, last year. 000036 Izno/zoo? Page 2 of 2 3: Do our safety experts agree that 12,000 is a reasonable capacity? On the ESPN side, we feel this is an appropriate number. 4: What is the plan to deal with underage drinking? The X Games is an alcohol and tobacco free event. Additionally we will have an increased security presence. We are also coordinating with the sheriff s department as well as down valley police departments and have applied for a temporary ordinance against open containers in the Intercept Lot. 5: Is security adequate? There have been some struggles in the past with staffing. Meeker endures a significant no-show rate, unfortunately. This is something we contend with at ail of our lazge events. Will there be more security that last yeaz? Yes. Meeker is renting a house this year to specifically house experienced security guards. David is also providing lunch for his guards this year in hopes of increasing the retention rate. Thank you, I will let you know the time next week. Valerie MacDonald Special Event Permit Coordinator 319-6013 000037 12noi2oo~ Page 1 of 2 Valerie MacDonald From: Brad Osborn [brad@therightdoor.org] Sent: Monday, December 10, 2007 9:36 AM To: Valerie MacDonald Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application The Right Door plans to setup another detox for this event. We will monitor intoxicated individuals and work to find a safe situation for them. Although ESPN will not hold concerts in town our experience with the event indicates the presents of alcohol and drug abuse to an unsafe level in route to and at the event, mostly but not exclusively by underage individuals. Agencies having contact with these individuals agree this will remain potentially dangerous throughout the event. I have been directed by funding sources and board of directors to begin charging a fee for service for these types of special events. During the November 15th meeting I informed the ESPN representative present of our need to charge for this service. Nis response was that they are not being asked to pay for this service at other locations X-games are being held and that he was concerned about being financially responsible for the hours late into the evening when individuals are spending time in local bars. I also spoke to the Aspen Skiing Company representative present who voice the same concern about the late hours but invited me to follow up with him via a-mail. My follow up e-mail to Ryan Miller, Event Marketing Manager sent November 24th has not been returned as of this time. I hope to work with f~1r. Miller on a regular basis as special event came up. The fnancial impact: The cost to operate the special event detox is staffing, vehicle costs, meals and supplies. I staff the detox with myself and/or my operations manager. We provide supervision and make decisions about who is released or transported and to whom or where. Generally we are open from 6pm until after the bars close and the event clears out. X-games can be longer depending on how it goes during the day. We sometimes get called in early if the jail is full. A 10 hour shift is a solid projection. In the past I have not kept separate financial records but I can easily justify costs of over $500 per shift for these events. Please contact me with any questions or concerns. Brad Osborn The Right Door 970 925-26621therightdoor.org ~ Please consider the em-ironment before printing this e-mail From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Friday, December 07, 2007 3:31 PM Subject: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Just a reminder, I need your comments regarding the X Games Special Event Permit Application no later than December 10t^. To those who have already responded, thank you. ESPN will address the County Commissioners at the Board Meeting on December 191h. The Commissioners have also requested that I report on the status of comments from my referral agencies. So please respond via email to the extent possible by December 10th Thank you. o~~~~~ 12/10/2007 Page 1 of 3 ~~alerie MacDonald From: Ellen Anderson Sent: Monday, December 10, 2007 12:32 PM To: Valerie MacDonald; Anthony Dittmann ESPN; Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osbom RIGHT DOOR; Brian Olson; Brian Pettet; Bruce Romero; Dan Blankenship RFTA; Darryl Grob; Dave Iverson RFTA, David Ulane; David Meeker; Dr. Bill Rodman; Ed Van Walraven; Francey Jesson; Gerald Fielding; Gary Beach W. Buttermilk HOA; Gene Schilling Carbondale Police; Jeff Hecksel GLENWOOD SPEC. EVENTS; Jim Elwood; Joe Disalvo; John Hocker RFTA; John Krueger; John Rigney ASC; JRS forward; keith Ikeda BASALT POLICE (keith@co.pitkin.co.us); Kent Blackmer RFTA; Kris Jewkes; Michael Kraemer; Mike Smith CDOT (john.m.smith@dot.state.co.us); Nancy Mackenzie; Rich Walker ASPEN AMBULANCE; Richard Duran COLORADO STATE PATROL; Richard Pryor; Rick Balentine ASPEN FIRE; Roderick O'Connor; Ron Ryan; Ryan Miller ASC; Sally Farren BASALT SPEC. EVENTS; Sandra Morris AVH; Sarah Smith MAROON CREEK HOA; Steve Sowles SNOWMASS WILDCAT FIRE; Susan Hamley SNOWMASS VILLAGE; Tim Ware; Tom Grady; Valerie MacDonald; Vanessa Anthes ESPN Subject: RE: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Hi Valerie- My previous comments centered on the opportunity to use the XGames as practice of Multi- Agency Coordination (MAC), which was one of the suggestions made in tine 2007 XGames After Action Report (AAR). My suggestion to the Incident Commander would be to use "resource status- ing" (both personnel and equipment) throughout the upper valley. The status of resources could be documented but invoked only if needed, thus avoiding unnecessary standing azound. I'd be happy to help with the compilation of resource lists if the Incident Commander so wishes. Per another AAR suggestion, I'd like to see increased coordinated Public Information (perhaps through a Joint Information Center). I believe other AAR suggestions have been addressed, most notably the helmet issue and concerns surrounding the concerts. I also suggest using the real-life XGames as an ICS (Incident Command System) training exercise for Aspen Valley Hospital, especially in the azena of resource status (both personnel and equipment). John Schied, Director of Operations for the Hospital, agrees. This will probably entail more work for certain hospital staff, but I don't think it will add to the workload of other agencies. By doing this, AVH can test their Emergency Operations Plan -and, hopefully, fulfill functional exercise mandates from credentialing agencies. "One-stop shopping'', you might say. As you know, (regrettably) I will be unable to attend the December 19 XGames meeting with the BOCC due to a previous commitment to the Northwest All Hazards Region that day. The Executive Group of the Public Safety Council concurs that my attendance at the NWAHR meeting is, in this instance, a higher priority. Ellen From: Valerie MacDonald Sent: Friday, December 07, To: Anthony Dittmann ESPN; ®UflQ~~ 2007 3:31 PM Blake Fitch; Bob Braudis; Bonnie Waechtler; Brad Osborn RIGHT DOOR; Brian 12/10/2007 Page 1 of 1 Valerie MacDonald From: Kris Jewkes Sent: Friday, November 02, 2007 1:02 PM To: Valerie MacDonald Subject: RE: Pitkin County -ESPN Winter XGames HI Valerie, Everything looks fine on the certificate. Also, I don't plan on attending the 11/15 meeting. this cert takes care of everything I was looking for from the ESPN folks. Thanks. Kris Jewkes Risk Mgmt 429-2795 From: Valerie MacDonald Sent: Tuesday, October 16, 2007 9:58 AM To: Kris Jewkes Subject: FW: Pitkin County -ESPN Winter XGames Hello Kris, Attached please find the Certificate of Insurance for the ESPN X Games 12. Thanks, Valerie From: Michael Kraemer Sent: Friday, October 12, 2007 4:41 PM To: Valerie MacDonald Subject: FW: Pitkin County -ESPN Winter XGames From: Boodakian, Theresa [mailto:Theresa.Boodakian@disney.com] Sent: Tuesday, October 09, 2007 12:43 PM To: Dittmann, Anthony; Michael Kraemer Subject: Pitkin County -ESPN Winter XGames Attached, please fmd the above referenced certificate of insurance. Theresa Theresa Boodakian I The Walt Disney Company) Corporate Risk Management 818.567,5438 (8272-5438)office 818.260.8296 fax Theresa BoodakianC~disney m 000040 I v6i2oo7 ~a C~'rVvYn ~ /ryL~,~ N-P~--(Y~. ~ c/~ l ~.-` 1~~.~s~ {.v.C~ ~f ~~Gti. ~`EHi~ V~ W ~~~~Cs ~~~/~ `~~6^ 1v`t, 1~J' ~~ a Cl,~fnGl.i ~(,~~ ct~t ...Lvc~sv~ ~ ~~~~ •` ~~ ~~o ~~ 5m r 5 ~ c..,lrf, ~~~~w~ a t„ ~ ~f fie,<.2.v' `~~ ~~~~ ~~~ ~~ ~~ ~~ v~ ~~~~P ~~ 000(141 ~l~ ~ c~~,~~3~ ~v ~~5~ ~~ ~,~5~/~;1-_ Ivi~h ~~ 5/`CVvv1~4 5S ~Z Z 'Z 2 Y/ ~~ ~'Yo U ~~a FF~S ©Fi=~ c~ ~ ~ ~S~ ~ ~~ ~vav,~~~ ~,c~ ~5 L ~S ~ R~T~q ~v ~~~ ~~se t - ~-~'~ Sc.u r=r~ ~'~ ~~ ~~ ~~ /~~ ,c lT ~,( ~-sp ~~ P c~'~/~ y ~ ~ ~'~~a Q~~-"1-Y98c~,~ 92~~g~ 9zs ~ ~,Z Sop - ~3S ~~ •o ~~/ 3~-y~'s/ 3~-~ ~r~ 9 Zo~3ao .~- yY ~~21 `3a3-aar2 3~4'-zs 32 ~.zo -~--ayZ ~~~3~,S~3a~- ~~ ~~~'~ ~~ -sue` ~l20 •~3oa ~ - ~g~ ~zs-7~~a Valerie MacDonald From: Anthes, Vanessa M. [Vanessa.M.Anthes@espn.com] Sent: Wednesday, January 16, 2008 12:10 PM To: CUNNINGHAM, CAITLYN E; HOHL, HANS J.; Valerie MacDonald; Ed Van Walraven Cc: Dittmann, Anthony; Ron Ryan; Ray Boehm Subject: FW: Special Guest alcohol FYI -----Original Message----- From: Wienert, Jack Sent: Wednesday, January 16, 2008 11:41 AM To: Stiepoc k, Chris; Moore, Linda K.; Swanson, Deane; Alexander, Kyle; Dittmann, Anthony; Minacci, David; Anthes, Vanessa M. Subject: Special Guest alcohol Pitkin County will not authorize alcohol to be distributed in special guest tent. The plan for PacSUn suite is approved. Sent by GoodLink (www.good.com) 000042 1 Valerie MacDonald From: Ray Boehm [ray@seclsite.com] Sent: Friday, January 11, 2008 1:26 PM To: Anthes, Vanessa M.; Carla Ostberg; Valerie MacDonald; Ed Van Walraven; Joe Disalvo; Ron Ryan; Jack Cc: Dittmann, Anthony; Ray Boehm; Swanson, Deane; HOHL, HANS J., CUNNINGHAM, CAITLYN E Subject: Re: [Spam] Alcohol I am totally against this idea. I am assuming these are open bars? What are the hours of operation? Have we considered the need for additional port-a-lets? How will underage drinking be controlled? Are we considering double fence lines, particularly around Bumps and the Control Tower? Realizing this is a done deal, we need to better understand the controls i.o be instituted. Thanks, Ray -----Original message----- From: "Anthes, Vanessa M." Vanessa.M.Anthes@espn.com Date: Fri, 11 Jan 2008 14:02:11 -0500 To: "Carla Ostberg" carlab@co.pitkin.co.us, "Valerie MacDonald" Valeriem@ci.aspen.co.us, "Ed Van Walraven" edv@ci.aspen.co.us, "Joe Disalvo" jd76@co.pitkin.co.us, "Ron Ryan" ronr@co.pitkin.co.us Subject: [Spam] Alcohol > Hi All- > I am apologizing in advance for not getting the below information to > you sooner, but it was just relayed to me. We will be serving alcohol > in two additional locations besides the VIP Tent. Our special guest > tent located on the south side of Bumps and the Super Pipe Suite > located on the bottom level o£ the control tower. Both of these locaticns are > restricted credential access and will have dedicated security. The > permit £or these locations is being run through Epicurean Catering who > had always pulled the permit to serve alcohol £or the VIP location. > Please let me know if you have any questions or concerns. > Thanks > VA > Vanessa Anthes > ESPN X Games > Manager, Event Operations > Cell - 213.276.2581 > Winter X Games - January 24-27, 2008 - Aspen, CO www.expn.com Ray Boehm President Safety Education Consultants, Ltd. 319-487-1468 Safety Never Takes a Holiday! ~JQJ043 1 Hey Vanessa, Hope you survived the Holidays. So, where will you be putting the lights so I can get back to Capt. Duran'? Thanks, Valerie From: Anthes, Vanessa M. [mailto: Vanessa.M.Anthes@espn.com] Sent: Thu 12/20/2007 11:51 AM To: Valerie MacDonald Subject: RE: FW: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Got it ? thanks for passing along From: Valerie MacDonald [mailto:Valeriem@ci.aspen.co.us] Sent: Thursday, December 20, 2007 9:49 AM To: Dittmann, Anthony; Anthes, Vanessa M. Subject: FW: FW: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application RE: Lights at Intercept Lot. see below From: Richard.DUran@cdps.state.co.us [mailto:Richard.Duran@cdps.state.co.us] Sent: Thu 12/20/2007 9:32 AM To: Valerie MacDonald Subject: RE: FW: FW: BOCC Meeting RE: X Game's 2008 Special Event Permit Application Gonnorrdii ((,,Mo r/n//ing - your correct, I need them in the dirt parking area or the U UU~4Y 3 ' o << } ~UTTEf2MILK MOUNTAIN iii ~~ri ~ - i ;WINTER - / ..,. ~ Lights Pty Cam ~ ~ ~ .. ~-. 0 ' Control Tower ~ ;~ ,.F ,_ o Q 1 Camara Platform ~. l s Start HOUSe/Truss ,,.. ~~~._. 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L ` -- -_ ~ / I --+_ -~ /yr/ If{ ~ ~ / / r - ~_ ~ f- I C ~t' ~ i ~~_ y WOYJ[~tl~IMO -~ '--~"~- -- -_ - `~~7j/.~-- ~-J~ i ~ ,/ ~ / /~i ,J ® ' ~ ® r / ® /~ ~... ~ ~- ``~~i ® ~ ~ ~ ~~ ',~_-~ ~. ~~ o n 4 D JN O Z ~'-O O~ Nr x Q O 9 z~ ~. ~ p~ II O m m ~ m n ~ OO ~ - --~i"= n ~ < m .'fl N o u z o ~n a s J~ ~ n ~ 5 z ~ ~ 41 m N N N N1# ~ ®I N N O J m Z ~N SID Za35-03~-, Valerie MacDonald OU _ ~~ 1 From: events_adminpitkin@co.pitkin.co.us ~ I ~ o ` T Sent: Monday, October 01, 2007 11:27 AM v'i To: events adminpitkin; jimbur@bnt.com Subject: Special Event On-line Submission The following information was submitted via the "Special Event" web page. * Special Event: ESPN Winter X Games 12 * Location: Pit kin County TIMES AND DATES: Z. ~$ Setup Date: 01/02/200 08:00 AM Start Date: 01!24/200 08:00 AM End Date: 01/27/200 11:00 PM Dismantle Date: 02!05/200 05:00 PM CONTACTS: Primary Name: Anthony Dittmann Email: anthony.dittmann@espn.com Business Name: ESPN X Games Business Phone: (310) 642-1515 Phone: (213) 276-2668 Fax: (310) 568-6577 Address: ESPN X Games, 6033 W Century Blvd., Suite 601 City: Los Angeles State: CA Zip Code: 90045 Secondary Name: Vanessa Anthes Email: vanessa.m.anthes@espn.com Business Name: ESPN X Games Business Phone: (213) 276-2581 Phone: (213) 276-2581 Fax: (970) 963-8567 Address: 91 Stagecoach Circle City: Carbondale State: CO Zip Code: 81623 EVENT CONTACTS (the contacts during the event, with event phones): Primary Name: Anthony Dittmann Phone: (213) 276-2668 Secondary Name: Vanessa Anthes Phone: (213) 276-2581 Medical Name: Susan McGowen Phone: (505) 963-1117 r, 1 000001 ~ L/~ Parking Name: Phone: Safety Name: Phone: Security Name: Phone: Transportation Name: Phone: Vanessa Anthes (213) 276-2581 Aay Boehm (314) 378-8269 Gene Palazzolo (203) 581-1231 Vanessa Anthes (213) 276-2581 --- ----------------- --- --------------- NUMBER OF DOCUMENTS: 17 NUMBER OF CLARIFYING DETAILS/COMMENTS: 6 http://www.aspenpitkin.com/apps/specialevents/login.c£m?loginType=2 n 2 o OO~ll~ Special Events -Special Event Review Special Events: City of Aspen - Snowmass Village - Pitkln County Logged in: Valerie MacDonald Status: Special Event Admin Event: ESPN Winter X Games 12, 01/24/2008 08:00 Agency review status legend: • =Not Yet Reviewed ~ =Need More Info ! =Declined i =Approve Application Information Primary jurisdiction: Pitkin County SpeciSc location(s): Buttermilk Mountain Overall Status: Not Yet Reviewed Event Category: Major Impact Dates/Times Set-up: 01/02/2008 08:00 AM Start: 01/24/2008 08:00 AM End: 01/27/2008 11:00 PM Dismantle: 02/05/2008 05:00 PM Primary Contact Full Name: Anthony Dittmann Email: Send e-mail Business Name: ESPN X Games Business Phone: (310) 642-1515 Phone: (213) 276-2668 Fax: (310) 568-8577 Mailing Address: ESPN X Games, 6033 W Century Blvd., Suite 601 City: Los Angeles, CA Zip: 90045 Event Contacts During event -contact names & phone numbers Primary Contact Name: Anthony Dittmann (213) 276-2668 Secondary Contact Name: Vanessa Anthes (213) 276-2581 Medical Contact Name: Susan McGowen (505) 463-1117 Parking Contact Name: Vanessa Anthes (213) 276-2581 Safety Contact Name: Ray Boehm (314) 378-8264 Security Contact Name: Gene Palazzolo (203) 581-1231 Transportation Contact Name: Vanessa Anthes (213) 276-2581 Details and Documents Event Summary: -Approximatley 12,000 spectators at one given time Personnel numbers for each event day will be approximatley 1500 -The event is open and free to the public -The number of participants is limited to invited athletes -We will hold volunteer training the week of January 21st -There will be amplified music surrounding the compeition courses 000003 Page 1 of 3 Secondary Contact Full Name: Vanessa Anthe Business Name: ESPN X Phone: (213) 276-2581 F Mailing Address: 41 Stage City: Carbondale, CO Zii http://www.aspenpitkin.com/apps/specialevents/details.cfin?eventID=129&printViewFla... 10/11 /2007 SECTION 3: COMMUNICATION PLAN Instructions: (this step onlvl (entire aoolication~ Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. EFFECTIVE COMMUNICATION between you, the event organizer, and participants and staff can be the key to a smooth operating event. Please provide the following information in this plan. STAFF • Staff contact list with designated responsibility. -See attached Staff List • Include all phone numbers. See attached Staff List • If using hand held radios include radio channels. See attached Staff List • List assigned frequencies (UHF or VHF) -Available at the end of December • Identify radio channels for each staffing group. i.e. Security=channel #2 See attached Staff List • Be prepared to provide Law Enforcement and/or Emergency Medical Services with one of your radios. EMERGENCY MEDICAL SERVICE PROVIDERS • List assigned radio frequencies and detail how staff will communicate with medics. - Frequencies will be available at the end of December • Detail how medics will communicate, i.e ambulance, hospital, etc. See attached Staff List o Include phone numbers PUBLIC INFORMATION Detail how you will update participants or attendees with changing information about your event. (i.e. radio spots, newspaper, etc.) Radio, Newspaper, Commercials, Posters Describe informational signage that will serve to inform attendees as they arrive at your event. Information will be available at Spectator Services upon spectator arrival at the venue An operational and communication Now chart will assist in organizing this information, and may be required. 000004 Ch # Channel Assi nments Ch1 Oen1 Ch 2 Venue 0 erations / Lo istics /Credentials Ch 3 Venue Ops. A + B Ch 4 Venue 0 s. C + Base Ch 5 Venue 0 s. IV + Fence crew Ch6 Parkin /Intercept/ASC Ch 7 Securit Ch 8 U hill Trans ort Ch 9 Vendor Ch 10 Volunteers Ch 11 BA / Hos italit Ch 12 Mkt & PR Ch 13 SMAP /RCA Ch 14 ID Generators Ch 15 Event Technical Ch 16 Event Production Ch 17 Sorts & Comp./ Athlete Re . Ch 18 SOC SMFX Ch 19 SOC SKI Ch 20 SOC SNX Ch 21 SOC SBD Ch 22 SOC X Course Ch 23 Medical Ch 24 Doctors rivate channel Ch 25 All Call Ch 26 Musco Ch 27 MIT & Telco Ch 28 0 en 2 Ch 29 Host Udeo Ch 30 Host Audio Ch 31 Host Li htin Ch 32 Broadcast Center Production Ch 33 Broadcast Center 0 erations Ch 34 Broadcast Center Technical Ch 35 Broadcast Center En ineerin Ch 36 Venue A TV Ops Ch 37 Venue A Audio Ch 38 Venue A Video Ch 39 Venue B TV Ops Ch 40 Venue B Audic Ch 41 Venue B Video Ch 42 Venue C TV 0 s Ch 43 Venue C Audio Ch 44 Venue C Video Ch 45 Intercomms/Radios Ch 46 BSI Ch 47 Sorts Media Technolo ies Ch 48 FI Cam Ch 49 Pretures ENG Crews Ch 50 X Center Ch 51 Deportes 000005 Ch 52 0 en 3 Ch 53 Simplex 0 /Concert OPEN Ch 54 Sim lex 1 /Concert OPS I MEDICAL Ch 55 Sim lex 2 /Concert EP Ch 56 Sim lex 3 /Concert M&C Ch 57 Sim lex 4 /Concert SECURITY Ch 58 Sim lex 5 / TV Ch 59 Simplex 61 TV Ch 60 Sim lex 7 / TV Ch 61 Sim lex 8 / TV Ch 62 Sim lex 9 / TV 000006 SECTION 4: SECURITY PLAN Instructions: !this step onlvl (entire application) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. A SAFE AND SECURE ENVIRONMENT needs to be provided for your event. If you are dispensing alcohol this plan is required. Please describe your Security Plan. • Have you hired a professional security company (bonded/insured) to plan and manage security for your event? (Yes/No) If Yes, please provide the fallowing information: o Security Organization -Specialized Protective Services o Contact Person -David Meeker o Mailing Address PO Box 10926, Aspen CO 81612 o Telephone/Cell/Fax/E-mail - 970-948-7810 / dmeekeraspen@aol.com o List number of personnel, dates and times they will be in place and describe their duties and/or functions. Addendum with this information will be provided November i6`h o Show security stations on the event site plan, Section 2. Addendum with this information will be provided November 161b o Include security communications in the Communications Plan. Section 3. • Will public law enforcement services be requested? (Yes) If Yes, please explain for what purpose (i.e.: security, traffic control, parking control?). Law enforcement services will be employed both at the venue on Buttermilk and on the roads in at and near the venue. Responsibilities will be in the form of crowd management, on site law enforcement presence and traffic control. o List dates and times when officers are needed. Law enforcement will be needed on event days of 1/24 thru 1/27 at all times when the venue is open. Typically from Sam to llpm Public law enforcement services may be charged out at a rate to be determined in your agreement with the appropriate Chief of Police or Sheriff, The Chief of Police and/or Sheriff reserve the right to place officers and staff events as deemed necessary in the best interest of public safety. An application for an agreement with the Police Department and/or Sheriff's Department will also need to be completed in addition to this Plan. • Provide a Security Contact who will be available to public safety officials at all times during your event. o Name of Contact Gene Palazzolo D~~V~7 o Mailing Address 1 ESPN Plaza, Bristol CT 06010 o Telephone/Cell/E-mail/Fax 560-766-3934-0 / 203-581-1231-c / Eugene.A.Palazzolo@espn.com 000008 SECTION 5: MEDICAL PLAN Instructions: Lthis step one (entire apolication) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. MEDICAL AND EMERGENCY SERVICE NEEDS of the attendees and participants are an important consideration. As the event organizer, you should develop a medical plan that is suitable for your environment and size of your event. Enlisting the help of a Licensed Professional Emergenty Medical Services Provider to develop your plan is strongly encouraged. Please describe your Medical and Emergency Services Plan. • Will emergency medical services be summoned through 911? (Yes/No) See attached ERP If Yes, please provide the following information: o Name (and number) of the on site staff person designated as the medical point of contact. Susan McGowen - 505-463-1117 o Medical point of contact person must have the necessary information and training regarding emergency calls. o Identify an area or areas on your event site plan where ambulances can pickup people. See attached venue map -provided in addendum on November 16`" • Do you intend to have an on site Licensed Professional Emergency Medical Services Provider? (Yes/NO) If Yes, please provide the following information: o Name of Service Provider Aspen Skiing Company -Ski Patrol o Contact Person Robin Perry / Hans Hohl o Mailing Address 38700 Highway 82, Aspen CO 81611 o Telephone/Cell/E-mail/Fax 970-920-0770 Ambulance Coverage o Number of ambulances and staging locations at your event. Three o Number of medical staff and level of certification, i.e. MD, RN, Paramedic, EMT. Buttermilk Patrol - 35 individuals that range from RN, Paramedic, EMTs ESPN Sports Medicine: 27 Certified Athletic Trainers, 2 Orthopedic surgeons o Identify hours of coverage for ambulance and staff. All venue hours of operation will be covered o Provide plan for back up services in case your medical staff becomes unavailable. See attached ERP Aid Stations o Number of Aid Stations and their locations at your event. 1 Spectator Medical location -see venue map o Hours of operation.. All venue hours of operation will be covered o Number of medical staff and level of certification at the Aid Stations, i.e. MD, RN, Paramedic, EMT.. Spectator medical will be staffed with Buttermilk Mountain ~UVV~~ Ski Patrol at all times o Resources available at each aid station. o Detail how medical staff will be identified, i.e. badges, uniforms, etc. Ski Patrol Uniforms Aid Stations, ambulance staging areas,ambulance routes and points of ingress/egress must be shown on your Site Plan. Section 2. Emergency medical services must be included within your Communications Plan. Section 3. • Provide a Security Contact who will be available to public safety officials at all times during your event. o Name of Contact Gene Palazzolo o Mailing Address 1 ESPN Plaza, Bristol CT 06010 o Telephone/Cell/E-mail/Fax 560-766-3934 / Eugene a oalazzoloC~eson com /.l NOTE: Event organizer will provide at least one of the following options: • Provide PARTICIPANT EVENT INSURANCE adequate to cover participant's medical expenses resulting from injury acquired while participating in your event. • Post MEDICAL BOND to cover EMS/hospital/areo-medical transport physician charges. Unused bond would be refunded at 30 days post event. ~~~01~ SECTION 6: SAFETY PLAN Instructions: (this steo onlyl (entire application) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. PROMOTING PUBLIC SAFETY at and around your event will help ensure your event's success. Developing a safety plan will help identify and ultimately reduce the risks associated with your event. You should consider the following a template to facilitate your safety program development. • Detail your proposed event attendee capacity. 12,000 spectators at one given time- this number is constantly flowing as people are always leaving/arriving at the venue via RFTA Dexribe in detail the appropriate safety measures you will have in place for the event. Include in your plan the following: o Procedure for detecting and responding to emergencies. S.ee attached ERP o Requests for assistance procedures. See attached ERP o Dispatch/communications for your internal emergency response. Include this in your Communications Plan. Section 3. See attached ERP o Include in your Site Plan. Section 2, emergency facilities, emergency access routes and any hazards, fire extinguisher locations. See attached ERP o Detail all safety and/or egress lighting if your event takes place after dusk. Entire spectator venue will be lit - refer to map for lighting locations o Develop a written safety plan to be handed out to your staff during your safety briefng. Have your plan reviewed by Law Enforcement and the Fire Marshall. See attached ERP o Describe exit routes for attendees Refer to map for spectator access/exit points available November 16`h o What are your inclement weather contingency plans? See attached ERP • Does the event pose substantial risks to the individual participant or public safety? (Yes/No) If Yes, describe in detail all the activities, risks, or other safety issues associated with staging or participating in your event. No risk to public safety, risk is associated with professional athlete participation however there is some residual risk that carries over to the general public. Athlete waiver is signed during registration along with proof of individual insurance. • Does the event occur in wilderness, swift water/open water or mountainous terrain and have the potential to affect normal public safety resources? (Yes/NO) If Yes, describe in detail the locations where your event will take place. No • Will you be using fixed wing or rotor aircraft? (Yes/No) The use of fixed wing, helicopters or balloons for your event requires the need for airport and FAA approvals. ~~DU11 No If you answered yes to any of the above questions you may be required to post financial security to the Sheriffs Office. If your event will take place in backcountry locations all participants are required to purchase and carry during the event a hiking, fishing, hunting, snowmobile, boat registration or back country certificate, which may cover costs of an emergency/rescue through the Colorado Department of Local Affairs-DOLA. Your event may be required to supply it's own Emergency Medical Services (including ambulance services) depending on the scale and risk assessment of the activities. See Medical Plan. Section 5. NOTE: For Major and Extreme Events, event organizers must be ICS100 certified. • Provide a Safety Contact who will be available to public safety officials at all times during your event. o Name of Contact -Ray Boehm -Safety Education Consultants, Ld. o Mailing Address - 13364 East Lane, St. Louis, MO 63128 o Telephone/Cell/E-mail/Fax - (314) 378-8264 / ravCrDSeclsite.com ~~~U1~ Draft 1 EMERGENCY PLANNING AND DISASTER PREPAREDNESS WINTER X GAMES 12 JANUARY 24 - 27, 2008 000013 Contents Section 1: Management Commitment Section 2: Emergency Response Organizational Chart Section 3: [Insert Operations Name] Emergency Response Plan Section 4: Media Response Model Section 5: Security Model Section 6: Addendums a. Severe Weather b, Suspicious Package c. Civil Unrest d. Medical Emergency e. Propane Gas Leak f. Media Scenarios -Media & Public Address General Announcements ~~~~~~t 0129 10 WXG12 ERP 9.5.07.doc8 page 2 of 18 Section 1: Commitment Statement The purpose of this Emergency Planning and Disaster Preparedness Guideline is to provide a clear and concise direction to our staff in the unlikely event of a disaster during event operations. At Winter X Games 12, the safety of our staff, athletes, volunteers, and spectators is our primary goal. In order to maximize our efforts, and reduce the potential for serious injury, this planning guideline has been developed. While no guideline can address all issues, the protocols contained herein, provide a model for response to incidents occurring during venue operations. It is the responsibility of all staff to understand these basic response mechanisms and be able to adequately and professionally respond, in an emergency situation or disaster. Section 2: ESPN WINTER X GAMES 12 Der or operations •nMOny Uilewn VENUE ORGANIZATIONAL CHART Sr. Manager of Opa MKn..l Panaoiro __J_____ r ESPN Sewrily I ~ Gme P¢leaolo ~ I I I a¢¢u~ily $upmvizor I OeWE M¢¢kef _~__ Sheriffs Office Private Security J L - - F Jenue Manager L° =-1 1 QQQ(~~'J 0129 10 WXG12 ERP 9.5.07.doc8 page 3 of 18 Mk'e Ewnl CoordmW PnMm~ J~rMOban CPA IVArk mm Inb McM1nvl nFroE.uipmM Syr1 Pros plfi®n H ~w~~m_ ~Po ati~ Rahlos L ChaGC-in Dispatch Checkout Office Maint. Supply inventory ES N PN M°v~re FulfiAmen[ etlnCUb NC sa~lp„~.m M.M.Mw SeWp SpnwM9eWPo BnakWwn Section 3: EMERGENCY RESPONSE PLAN CONTENTS Page Purpose 5 Focus 5 Scope 5 Emergency Response Team 5 ERT Composition & Contact List 5 See Organizational Chart also (page 3) • Response Guidelines 6, 7 Recovery Responsibilities 7 Emergency Response Flow Chart 8 PURPOSE Quickly assess situations; develop response plans; prioritize actions; initiate, supervise, and assist with appropriate response; provide specific safety instructions to all groups impacted by the situation. To ensure rapid return to modified or regular event operations after any major interruption e.g., injury, fire, long-term power outage, or inclement condition. ~D~~Ib 0129_10 WXG12_ERP_9.5.07.doc8 page 4 of IS FOCUS Move as quickly as possible from incident assessment, to response, to recovery. SCOPE This plan is designed to ensure thorough communication of the ongoing status of all departments and partners across all disciplines of the event. EMERGENCY REPSONSE TEAM See Below and Org Chart (page 3) The role of the ERT is to strategically and tactically coordinate communications and resources before, during, and after an emergency situation. Its duties also include: Develop appropriate Emergency Response. • Track all resources both human and physical. • Brainstorm solutions to potential challenges. • Provide "on-the-ground" expertise in each area of responsibility. Be responsible for channeling pertinent information, which may have an effect on the plan, to the plan facilitator. EMERGENCY RESPONSE TEAM COMPOSITION 8~ CONTACT LIST Name Cell Phone Executive Leadership: Deane Swanson 213-305-9849 (Manager on Duty) Security: Gene Palazzolo Event Production: Molly MacDonald 310-703-9087 Medical: Susan McGowan 505-463-1117 Public Relations: Katie Swope 310-339-4552 Event Operations: Michael Pandolfo 213-276-2706 Logistics Rich Bigge 213-276-2833 Sports and Competition Shawn Seward 213-276-2955 Safety: Ray Boehm 314-378-8264 TV Production: Paul DiPietro 860-919-0409 Plan Facilitator: Anthony Dittmann 213-276-2668 If Needed: Local Officials: Sheriff Joe DiSalvo 970-618-0305 Fire Ed Van Walraven 970-925-5556 EMS RFTA Vanessa Anthes 213-276-2581 Host Resort, Facility Rep: Hans Hohl 970-319-8953 * Depending on the severity of the disruption, the X Games 12 Emergency Response Team will meet in the Strategic Command Center (Logistics Trailer in Bone Yard unless otherwise directed. ~~Q~1~ 0129_]0_WXG12_E13P_9.5.07.doc8 page 5 of ]8 RESPONSE GUIDELINES This Response Guideline is part of the overall Emergency Response Plan, and is designed to respond to any and all emergency situations. Scope: Response Guidelines are the FIRST steps in the initiation of the Emergency Response Plan. This guideline applies to ALL ESPN X Games 12 staff. In the case of an incident: Incident Reporting Protocol Staff.• Incident Response Guidelines are as follows; 1. Remain Calm 2. Assess the situation -report incident to Supervisor. 3. RACE: R: Rescue: Remove anyone in immediate danger, provided you do not put yourself in danger. If someone's life is in danger, remove that person from the danger area. A: Activate: Activate the Emergency Response Plan (see Flow Chart on page 9) C: Confine: Confine the situation to the extent possible. Isolate the area utilizing venue/staff personnel if possible. Depending on the emergency, confine the incident by the utilization of portable fire extinguishers, or cordon off the area with fence, or close doors. The intent of confinement is to isolate the situation and area, to the extent possible. E: Evacuate: Clear the immediate area as necessary utilizing available personnel. 4. Remain in contact with your supervisor and await instructions. 5. Stay in the area until relieved by security personnel. 6. Participate in Incident Investigation with ESPN Winter X Games 12 Safety Director. Supervisor: SAME AS ABOVE. Call for appropriate response. The Security Command Center or Supervisor will meet and brief the Manager on Duty' (MOD) of the situation in person. The MOD will decide if the ERT needs to meet. If yes, the MOD will establish the Strategic Command Center in the [Enter location] (or designated location). NOTE: 'A Manager on Duty will be designated during all hours of event operation. Emergency Response Procedure: Flow Chart Page 9. • Emergency Response decision (YES or NO?) by event staff member near incident (see decision Flow Chart page 11). If YES, call Security Command Center or Supervisor on radio. Security Command Center or Supervisor will call for emergency response (see radio channel distribution label on radio). • Assist as needed. HALT any other unnecessary emergency response conversation on event radios. ~~~~1~ 0129_10_ WXG12_ERP 9.5.07.doc8 page 6 of 18 Security Command Center or Supervisor will meet with Manager on Duty and provide as much detail about the emergency as possible (IN PERSON ONLY), such as: RESPONSE GUIDELINES (continued) a. Nature of emergency and if any injuries are sustained. b. Reason/cause of crisis if known. c. Full name of those involved in emergency (if possible). Manager on Duty will determine if Emergency Response Team (ERT) should meet. Emergency Response Team: • If the incident impacts the ongoing operation of the event the ERT will meet in the Strategic Command Center in Logistics Trailer (or designated location) to determine the appropriate Emergency Response. • When Response is established the Plan Facilitator will initiate and supervise the action. • Instructions will be relayed by the Plan Facilitator to necessary event staff and start measures to deal with emergency (further rescue or security actions, clear area, check risks for further problems, decide to continue or suspend event, offer service to athlete/family/friends involved, etc.). • Media spokes person will address media after notification from Manager on Duty. • Public Address announcements will be delivered per the Media Response Model. (see ESPN Winter X Games 12 PUBLIC RELATIONS DEPT EMERGENCY RESPONSE COMMUNICATION PLAN -Page 11) RECOVERY RESPONSIBILITIES Emergency Response Team • Always carry cell phone and event radio. • Establish and maintain communication with the Manager on Duty and Safety Director. • Establish and maintain communication with members of the Emergency Response Team and Security Command Center. • Assure communication to all disciplines and help assess global needs and options for recovery. Plan Facilitator • Initiate & supervise emergency response. • Assess physical damages & personnel availability. • Consult with appropriate Emergency Response Team members to determine resource-sharing opportunities. • Maintain ongoing communication with Emergency Response Team members, Manager on Duty, and Safety Director. • Make business/operational decisions with Emergency Response Team when needed. • Update Security Command Center as business/operational decisions are reached. • Know in advance the Event Evacuation Plan. ~fl~~l~' 0129 ] 0 WXG 12 ERP 9.5.07.doc8 page 7 of 18 m ~ -g $ ~ ~..~ Yw' '~3 ~~ ~~ c~S,V Tim & N pp ~ v1 $ ~Q~ ~ Q{~ p~3 ~ a ~,n ~ m '~ Yf1 ~ V V Nc ~ ~ J V 9 U'1 w / Y a~ w ~~ O> a c$' d v ~~ O g- ~1 a,~ a ~_ °wa ~ a c ~~O ~ ~.w to W ~ r W c 7 ~ d~ia~~ N 08~ ao ~~' it m } -- ~' ~' O w ~rdU ~'. ~' a a N ~' °d ~ ~ z v, ~ U T ~m £~ _- ~ O ~w~~~~ ~ ~ d ~Q ~~ ° ~ ~ N ~ ~ °~ c a~~Gd yW R r U Q. d ~ ~ oC L m R~ ~'% W w ~ ?- e ~ d w N ~ Sd " Ll! ~ m ~ ~ n Z ~ O 7 .°_ ~ :a °q ~ o a~ w W R ga g b ;, rn ;, O U R G_ Q Z G ~ p Q 11 YM1 1 ~ ~p~ ~ ~s ~ ~~ O- O i LL ~ ~ o R m ~ 8 ~ ~. m N ° °' N ~ 4 O C 6' j ~ O N V N N 6- W r 7U Q~ O p W ~ ~ 9 ~ O] O N ~ 4N W ~^"- ooou2~ Section 4: MEDIA RESPONSE MODEL ESPN Winter X Games 12 PUBLIC RELATIONS DEPT EMERGENCY RESPONSE COMMUNICATION PLAN STAFF -DEALING WITH THE MEDIA Refer all media questions, requests for interviews, and inquiries to ESPN Winter X Games 12 PR Department in the Media Center. If approached by the media avoid stating, "no comment". When contacting ESPN Winter X Games 12 PR Department with incident information: • Be prepared and proactive • Stay calm and under control • Be honest and credible with your information (communicate only confirmed FACTS!). • Deliver this information in person only (never over the radio). • Accurately inform in a timely manner before rumors start to spread • Express empathy and compassion for those involved with crisis/accident • If medical incident occurs, please defer all information to Medical Services Director. PUBLIC RELATIONS COMMUNICATION FLOW Emergency Response Team: If the incident impacts the ongoing operation of the event the ERT will meet in the Strategic Command Center to determine the appropriate Emergency Response. The Plan Facilitator will initiate and supervise the action. (SEE PAGE 5) PR Department: • Identify media spokesperson. • Prepare consistent, fact-based statement to press and/or spectators (see Media Scenarios section) as determined by Emergency Response Team. • If necessary, gather press to single site to address media (if not, prepare written statement for distribution to scattered press at event site) • If necessary, send written statement as release to media that is not at event site • If other than spokesperson is getting media inquiries, take the following action: a. Take full name details of journalist and media entity b. Where or how can this journalist be reached? c. Contact media spokesperson and provide info Resume event upon direction of Emergency Response Team via "all clear" by Plan Facilitator. Provide fact-based updates as necessary to media and/or spectators as determined by Emergency Response team (via radio, TV, press release, website, etc. as determined appropriate) See Addendum f. Media Scenarios, page 16 - 18. 000021 0129 10 W\G12_ERP_9.5.07.doc Page 9 of 1S Section 5: SECURITY RESPONSE MODEL Purpose: The purpose of the Security Response Model is to establish protocols for responding to an incident in order to, 1. prevent and minimize injuries, and 2. maintain and re-establish order. Scope: This policy applies to all staff. Procedure: 1. In the event that an incident occurs. a. The Security Command Center should be notified immediately and given all known details including i. Nature of incident ii. Number of people involved iii. Location on premises iv. Any injuries involved b. The Security Command Center will assure that appropriate parties, including local law enforcement, is aware of the situation. c. Security should respond (see R.A.C.E. page 6 above) and secure the immediate area of the incident, establish and maintain a perimeter, and wait until appropriate responders arrive at the scene. d. Venue Managers shall be notified by their Supervisor or the Plan Facilitator and respond to locations in close proximity to the incident. After R.A.C.E. has been performed, crowd management and access for responders should be the Venue Manager's first responsibility. e. If warranted, law enforcement officials will take command upon arrival at the scene. f. Security may be deployed to secure areas where life or property issues may be affected. g. The Emergency Response Team will assemble at a pre designated location to determine the appropriate response and recovery procedures. In all cases, [Enter Company Name] shall be notified at [Enter Telephone Contact #]. O o O ~ ~ V 0129_10_WRG12_ERP_9.5.07.doc Page l0 of 18 Section 6: 000023 Addendums a. Severe Weather Plan b. Suspicious Package c. Civil Unrest d. Medical Emergency e. Propane Gas Leak f. Media Scenarios -Media & Public Address General Announcements 0129_10_V/XGI2_ERP_9.5.07.doc Page ll of 18 Addendum a. Severe Weather Plan Purpose: The purpose of this severe weather plan is to establish protocols for responding to severe weather, and for the safe and timely movement of spectators, athletes, sponsors, volunteers, and staff to a place of safety. Plan Facilitator must establish Evacuation Plan. All staff must be knowledgeable of "CODE YELLOW" (all activity will be stopped immediately). Scope: This policy will apply to all staff. Procedure: 1 Local weather (NWS) and the Boltek Lightening Tracker shall be monitored continuously in the strategic command center during the event. 2. If a watch has been issued -high wind, tornado, hurricane, blizzard, lightening. All Emergency Response Team (ERT) members shall be notified (see Response Guidelines, page 6)and staff shall be placed on alert. Venue staff shall be directed to remove and store loose materials, such as signs, banners that can become projectiles. 3. If the Boltek Lightening Tracker detects lightening strikes within 25 miles of a venue, the Emergency Response Team shall be notified. 4. The Manager On Duty will make a decision, as to the need for evacuation of the venue. This decision will be based on the following: A. The nature of the warning. B. The immediacy of the threat. 5. IF the ERT decides to evacuate the venue, the Plan Facilitator will initiate the action. The following will be broadcast over all radio channels: "The National Weather Center has issued a severe weather alert. All personnel are advised this is a CODE YELLOW alert. Begin evacuation of venue'. This alert will be acknowledged by all team members. 6. IMMEDIATELY, Team members will begin notification of personnel and move to predetermined areas of responsibility. 7. Upon notification, [Enter Name and Title] instruct the PA announcer to announce the following: "The National Weather Service has issued a severe weather warning lasting until (?? ). All persons are requested to vacate the premises and proceed to (identify safety exit plan). This is not a Test. Severe weather is approaching the area and all persons are to proceed immediately to (identify safety exit plan). This announcement will be repeated continuously until the venue is clear. 8. Upon receipt of the CODE YELLOW, ALL ACTIVITY WILL BE STOPPED IMMEDIATELY, WITH INSTRUCTIONS to proceed to the (Venue exit) or designated gathering area. 9. Upon receipt of "ALL CLEAR", Emergency Response Team and staff will proceed to their designated areas. Immediately upon arrival, a safety inspection of the area will be conducted (see Recovery Responsibilities, page 8). If conditions are normal, activities will resume. If damage has occurred, notify Manager On Duty. DO NOT ALLOW PERSONS INTO THE AREA. After the area has been assessed, a decision will be made as to the disposition of the event or area. 10. Time is of the essence. Be f rm, do not argue! Simply direct persons in the direction of the exits and protect yourself. Remember that equipment is replaceable, people are not! 11. If the threat warning is thunderstorm -the gathering area [Identify gathering area]. 12. If the threat warning is a Tornado - [Identify Gathering Area]. 13. All conditions should be reported back to [Identify Company Name] via security [Enter Telephone #]. 0129 100 0 ~ 12_ER~ 9.5.07.doc Page 12 of 18 Addendum b. Suspicious Package Purpose: The purpose of this module is to establish protocols for identifying and responding to a suspicious package at an event. Scope: This policy will apply to all staff. Procedure: Identification How to identify a suspicious package? • Excessive postage • Handwritten or poorly typed address • Incorrect titles • Title, but no name • Mis-spellings of common words • Oily stains, discoloration or odor • No return address • Excessive weight • Lopsided or uneven envelope • Protruding wires or aluminum foil Excessive security material, such as masking tape, or string • Visual distractions • Ticking sound • Marked with restrictive endorsements, such as "Personal" or "Confidential" • Shows a city or state in the postmark that does not match the return address If a suspicious package is reported, the Emergency Response Team will be notified (see Response Guidelines, page 6) the Security Manager shall be contacted immediately and the Manager On Duty notified. The immediate area of the suspected package shall be cleared (a perimeter of [Enter Venue Name]). Cell phones, two-way radios, and pagers should not be used in the vicinity of the package. Data shall be gathered on the source of the package and its' possible destination, if this can be done safely. The security manager and local law enforcement shall assess the threat. If a package has been classified by law enforcement or the security manager as a credible threat, the followings steps shall be taken: 1. Notification of the local police and fire departments. 2. Pre-evacuation searches of evacuation routes by security team members for any additional suspicious packages. 3. Partial or complete evacuation of the venue and adjacent venues, as deemed necessary. 4. Once evacuation is complete, the scene shall be turned over to local law enforcement. 5. All conditions should be reported back to [Enter Company Name] Headquarters via security. OOOU25 0129 10 WXG12 ERP 9.5.07.doc Page 13 of 18 Addendum c. Civil Unrest Purpose: The purpose of the civil unrest plan is to establish protocols for responding to demonstrations, riots or any other mass disorder in order to minimize injuries and re-establish order Scope: This policy applies to all staff. Procedure: 2. In the event that there is intelligence that the probability of civil unrest exists, a. The Strategic Command Center should be notified immediately b. The Strategic Command Center personnel will notify the Manager On Duty (see Response Guidelines, page 6) and the ESPN Winter X Games 12 Security contact on site c. The ESPN Winter X Games 12 security contact on site will inform local law enforcement of the details as known d. Contract security supervisors will be notified and security will be deployed to locations designated by the ESPN Winter X Games 12 security on site after consultation with law enforcement officials e. If a demonstration is planned, an attempt will be made to contact the demonstration organizer through law enforcement officials in order to minimize effect on event f. Apre-determined demonstration area will be designated g. A request will be made for law enforcement to assist in containing protestors in demonstration area h. No derogatory signs or items that can be utilized as possible weapons (signs on sticks) will be allowed in the demonstration area i. Venue Managers shall be notified by the Plan Facilitator to locations in close proximity to the demonstrations and limiting the size of spectators at these venues should be considered. 3. In the event that civil unrest occurs spontaneously, a. The command Center should be notified immediately and given all known details including i. Nature of unrest ii. Number of people involved iii. Location on premises iv. Any injuries involved b.The Security Command Center will assure that local law enforcement in the Strategic Command Center is aware of the situation. c. Security should maintain a visual on group until law enforcement arrives at the scene. d. Venue Managers shall be notified by the Plan Facilitator to locations in close proximity to the demonstrations/unrest and limiting the size of spectators at these venues should be considered. e. Law enforcement officials will take command upon arrival at the scene. f. In the event of a riot, security may be deployed to secure areas where life or property issues may be affected g. The Emergency Response Team will assemble at a pre designated location to determine, after conferral with law enforcement, if the event should continue or if the venue should be closed and evacuated. In all cases, [Enter Company Name] Security shall be notified at [Enter Telephone Number]. 0~~(]L9 0129_10_WRG12_ERP_9.5.07.doc Page 14 of 18 Addendum d. Medical Emergencies Purpose: The purpose of this module is to establish protocols for responding to medical emergencies. Scope: This policy will apply to all staff. Procedure: 1. Assess the nature and extent of injury(s) and property damage. 2. If EMT crew is on call -Contact EMT-1 on channel [ ]. 3. If EMT crew is not on call -DIAL 911. 4. Contact the Manager On Duty (MOD) on channel [ j. 5. MOD or Medical Services Director will confirm appropriate medical response (see Response Guidelines, page 7). 6. If necessary MOD will contact and the Emergency Response Team. 7. Safety Director will gather and record I.D. information as well as gather incident reports form all witnesses at the scene. 8. Staff will direct all media inquiries to ESPN Winter X Games 12 PR Director in the [Identify location]. Athlete Injury (during competition): Procedure: 1. Assess the nature and extent of injury(s) and property damage. 2. Notify ESPN Winter X Games 12 Medical Services Team and Ski Patrol if there is no immediate response. 3. Jurisdiction: Ski Patrol -all courses. ESPN Winter X Games 12 Medical Team - at finish line and finish corral. 4. After R.A.C.E. has been performed, crowd management and access for responders should be the Venue Manager's first responsibility. 5. EP will turn down music and refrain from announcements. Do not speculate on the injury. PA Announcer will assists with crowd control if necessary. Addendum e. Propane Gas Leak Purpose: The purpose of this module is to establish protocols for responding to a propane gas leak. Scope: This policy will apply to all staff. Procedure: An emergency number for the gas supplier shall be obtained upon delivery of any propane tanks. 1. If a gas leak is reported or suspected, an area 330 feet in all directions from the source of the gas leak shall be evacuated and isolated. The fire department and gas supplier shall be contacted immediately. This will include closure of venues, as necessary. 2. Notify the crisis management team. 3. Security shall be responsible for maintaining the perimeter around the leak and denying access to all, except the f re department or gas supplier. 4. No open flames, spark producing equipment, or electronics (this includes radios and cell phones) shall be permitted in the isolation area. Propane is heavier than air and will spread along the ground and gas will collect in low areas or confined spaces. DO NOT EXTINGUISH A LEAKING GAS FIRE UNLESS LEAK CAN BE STOPPED 5. Be prepared to expand the isolation/evacuation area upon arrival of the fire department. 6. All conditions should be reported back to [Enter Company Name] Headquarters via security. D~~~L7 0129 10 W7CG12 ERP 9.5 07.doc Page IS of 18 Addendum f. Media Scenarios -Media & Public Address General Announcements All Communications staff should refer to ESPN Winter X Games 11 Communications Dept policies and procedures. 1) Standard statement whenever facts and details are unclear, no matter the situation: MEDIA: "We are currently assessing the situation to determine all of the facts before giving an official statement. Thank you for your patience." PUBLIC LOUDSPEAKER: "There has been a mishap (or insert other vague description) that is being attended to, so once we learn some details, we will let you know. In the meantime..." First Statement (not all facts are known yet) MEDIA: "We are currently assessing the situation closely while emergency and safety teams are properly attending to the needs of the injured. We will inform you as soon as we know the facts surrounding the (accidenUincident). Thank you for your patience." PUBLIC LOUDSPEAKER: "Due to the (mishap/accidenUincident), we will take a short break so event organizers and safety crews can handle the situation in the safest manner. We will keep you informed as soon as we have an update. Thank you for your patience." Note: If necessary, please repeat abbreviated message to spectators every 5-10 minutes. As soon as we know how long the break will take, give this information. Play music or video or talk during break to keep spectators entertained. • Second Statement (Facts are clear now) MEDIA: "Athlete injury (serious, but not death) while competing: ESPN Winter X Games 12 has confirmed that (athlete's full name) of (hometown) was accidentally injured today during the (round) of the (event name). (first name) was taken to a local hospital for evaluation. (Injury detail if appropriate/available). We wish (him/her) the very best in (his/her) recovery and we will provide additional information when it becomes available. If asked about safety: We've worked closely with athletes, sport organizers and officials to ensure the safest possible conditions for ESPN Winter X Games 12 competitors. Yet, when the world's best athletes compete at the highest level in any sport, risks remain. Spectator injury (e.g. skier goes into the crowd; skateboard flies into the crowd): ESPN Winter X Games 11 has confrmed that (spectator's full name) of (hometown) was injured today at the (event name). (Spectator's f rst name) was taken to a local hospital for evaluation. (Injury detail if appropriate/available). We wish (him/her) the very best in (his/her) recovery and we will provide additional information when it becomes available. We feel badly that this unfortunate accident occurred. If asked about safety: We have taken every reasonable precaution to ensure spectator safety. Unfortunately, it's impossible to eliminate all risk for everyone. For example, baseball fans risk being struck by a foul ball (other examples - golf balls into the gallery, auto racing debris into the crowd). BACKGROUND NOTE -We've worked closely with athletes, risk management specialists, sport organizers, and event managers to ensure the safest possible conditions for athletes and spectators alike. Examples include (X -hay bales on Moto X courses, fencing at park courses; snow fencing, barricades, course monitors, etc.) PUBLIC LOUDSPEAKER: (If determined necessary) - "We've been informed that the (contestant/spectator) injured earlier has received proper medical treatment and is going to be alright (or other vague descriptor). We wish (him/her) a quick and healthy recovery." ~~~~2~ 0129 10 WXG12 ERP 9.5.07.doc Page 16 of 18 Media Scenarios -continued 2) In case of DEATH of participant or spectator at event MEDIA: Athlete death while competing: ESPN Winter X Games 12has confirmed that (athlete's full name) of (hometown) died today after accidentally (incident detail) during (day's/round) of the (event name). We are deeply saddened by (first name)'s passing and our thoughts and prayers go out to (his/her) family. (Appropriate sentence about the individual -- a great athlete, past ESPN Winter X Games 12 champion; energetic personality, etc.). A tragic accident such as this is a rare occurrence in sports and we are doing what we can to comfort (first name)'s family and friends. If asked about safety: We've worked closely with athletes, sport organizers and officials to ensure the safest possible conditions for ESPN Winter X Games 12 competitors. Yet, when the world's best athletes compete at the highest level in any sport, risks remain. Unfortunately, with today's accident, this tragedy happened. Spectator Death: ESPN Winter X Games 12 has confirmed that (spectator's full name) of (hometown) died today after accidentally (incident detail) during the (day`s/round) of the (event name). We are deeply saddened by (first name)'s passing and our thoughts and prayers go out to (his/her) family. A tragic accident such as this is a rare occurrence in sports and we are doing what we can to comfort (first name)'s family and friends. If asked about safety: We have taken every reasonable precaution to ensure spectator safety. Unfortunately, it's impossible to eliminate all risk for everyone. For example, baseball fans risk being struck by a foul ball (other examples - golf balls into the gallery, auto racing debris into the crowd). Unfortunately, with today's freak accident, the worst possible outcome was realized. BACKGROUND NOTE -We've worked closely with athletes, risk management specialists, sport organizers, and event managers to ensure the safest possible conditions for athletes and spectators alike. Examples include (haybales and fencing on the courses; snow fencing, barricades, course monitors, etc.) PUBLIC LOUDSPEAKER: TBD statement by Event Announcer or other credible source (athlete, event organizer, etc.) in necessary by Emergency Response Team on-site. 3) In case of MEDIA: "Due to crowd disturbance, it is necessary to temporarily stop the event in the interest of safety. Security is handling the situation and once the matter has been cleared and resolved, the event will resume as planned." PUBLIC LOUDSPEAKER: "Due to the crowd disturbance, we will take a short break so event organizers can address the situation. We apologize for the inconvenience. Thank you for your patience." 4) In case of SAFETY concerns at event (e.g. failing infrastructure) MEDIA 8 PUBLIC LOUDSPEAKER: "Due to an unforeseen incident involving (give vague description of problem), safety concerns force us to take a short break to address the situation (or postpone the event until further notice). We apologize for the inconvenience. Thank you for your patience." 5) In case of INCLEMENT WEATHER MEDIA: "Due to current (or forecasted) weather conditions, the event has been postponed until further notice. We apologize for the inconvenience. Thank you for your patience." (Please address if the event will be continuing possibly later in the day or at another date) PUBLIC LOUDSPEAKER: "Due to current (or forecasted) weather conditions, the event has been 0129 10 wxGl2 ERP 9.5.07.doc Page 17 of I8 9 postponed until further notice." (Please address if the event will be continuing possibly later in the day or at another date) Media Scenarios -continued 6) In case of pending PUBLIC LOUDSPEAKER: "The National Weather Service has issued a severe weather warning lasting until (time). All persons are requested to vacate the premises and proceed to (identify safety exit plan). This is not a Test. Severe weather is approaching the area and all persons are to proceed immediately to (identify safety exit plan)." Repeat announcement until venue is clear General statements upon resumption of event following lengthy postponement: MEDIA: "The (insert crisis) has (insert factual action taken). Following discussions with all our safety and security teams, the event will continue. As always, the safety and security of the participants and spectators will continue to be a primary focus for us." PUBLIC LOUDSPEAKER: "The situation is clear and we are ready to proceed with the event. Next up is..." General statements upon permanent discontinuation of event: MEDIA: "Safety and security of the participants and spectators is always a primary focus for [Enter Event Name and Management]. Therefore, following discussions with (who?) regarding (crisis), we have decided to discontinue the event." PUBLIC LOUDSPEAKER: "Safety and security of the participants and spectators is always a primary focus for [Enter Event Name and Management]. Therefore, following discussions with (who?) regarding (crisis), we have decided to discontinue the event. We apologize and thank you so much for coming out today. Have a safe trip home." 000037 0129_]0_WXG12_ERP 9.5.07.doc Page 18 of 18 N ~ N ~ C ~ J 3 N N Y ~ O. O ~ ~ a U (n (' N ~ ~' x ` ~, Q ~ ~, ~~ ~Y ~] @~aP C ~N ~ _ ~ a4 O ~ ~ U ~ d C C ~ YO C ~L f6 µ~j 2 ~ d ~~ e' m ~ay.yPa. ^W.w...~. N m ! 'o_ d ! o~u~ w` 3 n ®®.~ Z O • ~ m 0a ® ~ q Y Q {~. ~a > N 2 eo (}+H~+++~+I~ ~ . m ~8 O . m ~ ~ I I Ii~ d *p W J a+H+~+++Hl ~ ~, .# $~ ~ T N f0 C 3 0 F t E W $ d `t m ~ -m ~ o w> w ~ ;d Q €m U W a $ ~ ® ® E ~~' UJ Y o _ " O a o ~ aB x ~ a ,mL~ m" m w>m~o„ I ~ ~ ~~^~= Z x~ m ~w ~_ m ~ U To Snowmass -~ oooua~ Winter X Games 12 SHUTTLE SCHEDULE DAILY LOCAL SHUTTLES -ASPEN. CO SHU'ITI:E 1~ -. ; ''TIMES.: ` , ' i'i~tzu>rNCY ' BETWEEN':.. ST RFTA Buses 6:15a-2:30am Every 30 min. Ruby Park @ Buttermilk Times and stops can be accessed from local bus listing Skier Shuttle 8a-4:45pm Every 15 min. Ruby Park 8 Buttermilk Times and stops can be accessed from local bus listing. See next page for stops Snowmass RFTA 6:15a-2:30am Every 30 min. Snowmelt Rd. & Times and stops can be accessed Buses Buttermilk from local bus listing Snowmass Skier 8a-4:45pm Continuous Snowmass Mall @ Ruby Times and stops can be accessed Shuttle Park from local bus listing ESPN SHUTTLES (ADDITIONAL transportation operated by Colorado Mountain Express) For "ON CALL SHUTTLES", contact Operations Offke at 470-429.9320/9321 ~ . DATE'.. .: January 18 MF,S ; am-gam :'- FR.EttUl#IOX ..... axmatel .. Every 30 min. ,. :°: ~1tOM DgtAryatown Aspen, uttermilk ~. STtN+S {t~tdti .'. next... Service 2 5pm-8pm Every 30 min. Inn'altAspen Downtown Aspen Service 1 January 29 lam-gam Every 30 min. DowntoWrt;Aspen Buttermilk Service 2 5pm-9pm Every 30 min. Inn at Aspen Downtown Aspen Service 1 January 20 lam-gam Every 20 min. Downtown AspeTt Buttermilk Service 2 5pm-9pm Every 30 min. Inn at Aspen :Downtown Aspen Service 1 January 21 6dm-gam Every 20 min. 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Inn at Aspen Downtown Aspen Service 1 11 pm-MID As necessary Inn at Aspen Downtown Aspen As necessary January 24 MID-tam As necessary Inn at Aspen Downtown Aspen As necessary tam-ham SHUTTLES ON CALL As necessary Gam-gam Every 15 min. Downtown Aspen Buttermilk Service 2 gam-3pm Every 45 min. Downtown Aspen Buttermilk Service 2 3pm-8pm Every 30 min. Inn at Aspen Downtown Aspen Service 1 8pm-11 pm Every 15 min. Inn at Aspen Downtown Aspen Service 1 11 pm-MID Every 30 min. Inn at Aspen Downtown Aspen Service 1 000032 January 25 MID-tam As necessary Inn at Aspen Downtown Aspen AS necessary tam-bam SHUTTLES ON CALL As necessary bam-gam Every 15 min. Downtown Aspen Buttermilk Service 2 gam-4pm Every 30 min. Downtown Aspen Buttermilk Service 2 4pm-9pm Every 30 min. Inn at Aspen Downtown Aspen Service 1 9pm-11 pm Every 15 min. Inn at Aspen Downtown Aspen Service 1 11 pm-MID Every 30 min. Inn at Aspen Downtown Aspen Service 1 January 26 MID -tam As necessary Inn at Aspen Downtown Aspen As necessary tam-yam SHUTTLES ON CALL As necessary Sam-bam Every 30 min. Downtown Aspen Buttermilk Service 2 bam-11am Every 15 min. Downtown Aspen .buttermilk Service 2 11 am-2pm Every 30 min. Downtown Aspen. Buttermilk Service 2 2pm-8pm Every 30 min Inn at Aspen Downtown Aspen Service 1 8pm-11pm Every 15 min. Inn at Aspen DowntaWhiAspen Service 1 11pm-MID Every 30 min. Inn at Aspen DowntowriAslSen Service 1 January 27 MID-tam As necessary Inn at Aspen Downtown Aspen As necessary tam-5:30am SHUTTLES ON CALL As necessary 5:30am-bam Every 30 minutes Downtown Aspen Buttermilk .: '`Service 2 bam-11am Every 15 min. Downtown Aspen Buttermilk Service 2 11 am-3pm Every 30 min. Downtown Aspen Buttermilk Service 2 3pm-8pm Every 30 min,: -. Inn at Aspen Downtown Aspen Service 1 8pm-11 pm Every 15 min:.- Inn at Aspen Downtown Aspen Service 1 11pm-MID SHUTTLES ON GALL ' ;! .. As necessary January 28 MID-tam SHUTTLES ON CAiL As necessary Sam-10am Every 30 min. Downtown ASpefi. Buttermilk Service 1 SERVICE STOPlNFORMATON SERVICE #1 STOPS (Skier Shuttle( • Inn at Aspen Main Entrance • L'Auberge (Fourth & West Main) • Molly Gibso#t jrS~ ~.1Mest Main) • Hearths~¢I1e~ouse (ASpiv£c Hyman) • Hotel L}iTant (Aspen & • Faschit3g;House Lobby • Aspen'Sduare • The Gart°t~€ice • Chateau Roa~1rt~Fork Parking SERVICE #2 STOPS Chateau Roaring Fork Parking Lot The Gant Office Aspen Square Fasching House Office Hotel Durant (Aspen 8 Durant) Hearthstone House (Aspen & Hyman) Hotel Aspen (First & West Main) Ullr Lodge {Fifth 8 West Main) Inn at Aspen Main Entrance NOTE: For all personnel st~+4hg at the ASPEN~#iEADOWS a limited service will be running. From January 2143 a shuttle will be dedicated solely to Aspen Meadows between 6-8~h =making rot,~d trips. From January 24 28, 1 shuttle will be dedicated solely to Aspen Meadows between 6-gam making round trips every 15 minules, For return service shuttles, drivers must be notified by passengers, as they will only stop at Aspen Meadows if someone on the bus is going there;' .q; AS NECESSARY • All shuttles wait at the Inn at Aspen Main Entrance, and depart as needed. Please contact the Operations Office far the next available shuttle - 970-429-9320/21 ON-CALL • Shuttle will be staged at the Inn at Aspen Main Entrance, and can be contacted for pick-up through the Operations Office - 970-429-9320/21 ~~~~.~.3 SECTION 7: TRANSPORTATION/TRAFFIC PLAN Instructions: (this step only) (entire aoolication~ Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. SAFE ARRIVAL AND DEPARTURE of event attendees, participants, volunteers, vendors and staff in a timely manner are very important. Your plan should encourage the use of alternate transportation and include methods for mitigating traffc congestion. Please detail your transportation and traffic plan. Please describe how people will arrive and depart from your event (i.e. private vehicles, walk, bicycle or regularly scheduled public transportation). • What is your plan for the use of buses, vans or taxis to transport attendees and/or staff to and from the event site. See attached Transportation Management Plan Please provide a detailed plan including, but not limited to the following information: o Statement of transportation objectives. See attached Transportation Management Plan o Transportation Point of Contact. (phone numbers, email, etc) o Route description with maps. See attached Intercept Lot Map o Route schedule. See attached Transportation Management Plan o Transport calculations, (i.e. Egress Route #1- Event to Parking Lot) Total bus capacity x Round trips/hour =Passengers/hour x Length of egress =Total passengers/route). o Transportation companies contracted w/point of contact and copy of contract. o Traffc flow maps (including location of barricades and/or cones). See attached Intercept Lot Map o Road and/or traffc lane closure requests. N/A o Temporary informational signage locations. Safety lighting for night egress. (Include signage and lighting locations on Site Plan. Section 2) See attached Intercept Lot Map & Venue Map in section 2 o Provide for lodge vans, limos and taxis as needed; designate pick up/drop off locations. See attached venue map in section 2 o Describe any special transportation needs for artists, staff and/or volunteers. See attached staff shuttle plan o This plan is also linked to: Parkins Plan. Section 8 and Accessibility Plan. Section 11. o Will there be need for traffic control and flagging on State Highways or County roads? If so, a traffic control plan prepared by a certified traffic control firm will be required. A certified Traffic Control Supervisor (TCS) must be on site at all times flagging operations are taking place. All Flaggers working of State Highways or County roads shall be certified. No -see attached Transportation Management Plan City of Aspen only: • Do you require a street to be posted "No Parking"? If yes, the City of Aspen requires 6 signs per side of a block at a deposit of $2 per sign. # No Parking signs • Do you need any cones or barricades? If yes, a deposit of $5 per cone and $35 per barricade is required. # Cones # Barricades • Will you need any streets cleaned? (Yes/No) • Street (s) from to date ~~~~J 2 DRAFT 2 September 24, 2007 2008 Winter X Games Aspen Skiing Company ESPN Transportation Management Plan Aspen, CO Aspen Skiing Company PO Box 1248 Aspen, CO 81612 ESPN Winter X Games Buttermilk Mountain 38700 Hwy 82 Aspen, CO 81611 00003 Transportation Management Plan Table of Contents Page 1. Introduction 1 2. Assumptions 1 3. The Plan 2 4. Publicity and Communications 2 Event and Pre Event Communications 2 Signage 3 Emergency Communications 3 5. Parking & Shuttles 3 6. Contingency Parking Locations 3 7. Management & Supervision 3 8. Emergency Shelters 4 Attachments A. X Games Shuttles Spectator Shuttle Schedule Staff & VIP Schedule (TBD) B. Contact Sheet (TBD) C. Communication Flow Chart 00003 >. I. Introduction The Winter X Games will be holding competition in a vaziety of action sports at Buttermilk Mtn., January 24`s to 27`" 2008. Thirteen hours of competition will be televised on ESPN, ESPN 2 and ABC Wide World of Sports. To accommodate the influx of traffic to the Aspen vicinity, X Games Organizers aze working with the Aspen Skiing Company, City of Aspen, and the Highway Patrol in determining the impact of spectators to the area. The Traffic Management Plan includes: Educating and Informing the public as to traffic, parking, and shuttle information; and Management and Supervision of traffic on area roads, parking lots, and shuttle procedure. Management and Supervision of the Winter X Games Transportation Management Plan will be conducted by Local Police, Highway Patrol and Winter X Games Parking & Shuttle Staff (see Attachment C). The Plan will utilize one major satellite parking location, as well as a variety of shuttle buses to accommodate the large crowds that visit Aspen for the Winter X Games. Routes to the Aspen area will be identified. A vaziety of media outlets will be used to publicize traffic, transportation, and parking information. Directional signage will also assist in providing spectators traffic information and advisories. Contingency plans will be developed in the event that the area is overwhelmed by traffic or if poor weather/road conditions develop. 2. Assumptions 1. Spectator capacity for the event is 12,000 at one given time (total capacity of staff, athletes, support personnel, VIP's, volunteers, etc. is estimated at 15,000). 2. The resort will be busier on the weekend than the weekdays, with Saturday being the busiest day of the event. 3. There is no onsite spectator parking at Buttermilk Mtn. base azea. 4. Al] spectators will need to be shuttled to and from the event. 5. We anticipate that 6,000 spectators will take local transit (BETA). 6. A satellite parking location for 1,200 cazs (or 3,600 people) is in the process of being secured {Intercept Lot). 7. 1000 Spectators will be dropped off. 8. X Games shuttles will run from the Intercept Lot to the Buttermilk base area for the four days of the event (see Attachment A). 9. At the point that the satellite lot is full, the event will be considered "at capacity". If and when the event is determined to be at "at capacity", spectators traveling to the X Games for the day on Highway 82 will be directed into downtown Aspen. 10. The "out" at the end of the day (approx 9:30 pm) will present be the biggest challenge (see Attachment A). 11. The plan must be heavily publicized (newspapers, websites, radio stations, roadside message boards, etc.). 12. The plan must be well coordinated between local police, highway patrol, parking & shuttle manager, and media outlets, etc. 0000~~ 2. * If the number of spectators exceeds 12,000 there will not be enough support facilities (bathrooms, food concessions, etc) to accommodate the large crowd. This could negatively impact the enjoyment and safety of our spectators. It is our goal to make Buttermilk base area and the Winter X Games an enjoyable and safe experience for all. 3. The Plan The Transportation Management Plan will rely on the coordinated effort between the X Games, ASC, Local and State Traffic Control, and respective Marketing & Communications Departments. Each department will take predetermined action when the following traffic scenarios develop: Condition Green (traffic and pazking light); Condition Yellow (traffic moderate and satellite lot 80% full); Condition Red (traffic heavy and satellite lot 100% full). If and when Condition Red develops the Winter X Games will be considered "at capacity" and all spectators on Highway 82 traveling to the X Games will be directed into downtown Aspen. These details will need further discussion and planning. Local Transportation: The use of RFTA will be targeted for local transportation (from Aspen to Buttermilk). We aze looking into increasing RFTA service along regularly scheduled routes (exact routes and schedules TBD). Volunteers, athletes, and spectators will be able to utilize this service, which in turn will keep additional vehicles off area roads. Syectator Shuttles: The X Games and ASC are in the process of coordinating parking and shuttles (see Attachment A) from the Intercept Lot to Buttermilk base area. Staff & VIP Shuttles: A sepazate shuttle system is being developed for staff and VIP's to get from Aspen to Buttermilk base area. ASC Shuttles: The existing ASC shuttle system that runs between the different ASC base areas will be enhanced. Six additional shuttle buses will be added to the route on the days of the Winter X Games. 4. Publicity/Communications An integral part of the transportation management plan will be the ability to communicate a number of travel and pazking issues to the local community and to the communities from which the Winter X Games spectators are expected to travel. Event and Pre-Event Communications The Marketing and Communications department of the Winter X Games, as part of its ongoing communications plan, will utilize the reach of the media, including radio, television, newspapers, and the Internet. We will target the local area and larger metropolitan locations. Through relationships with the media that we are continually developing and strengthening, the Marketing and Communications arm of the Winter X Games will inform the public about the following: - Recommended routes to and from the Winter X Games. - Public busing, transportation, parking and shuttle information. - Travel tips for visiting the Aspen azea in the middle of winter. (e.g., carry chains, blankets, food and water) - Schedule of events. - Emergency situations as they may warrant. oooo~~, 3. - Spectators will be directed to tune into 103.1 FM for event and transportation updates. This information will also be available in a Spectator Information Guide distributed regionally throughout the month of January, in the weeks leading up to the Winter X Games. Signage Temporary roadside Signage is proposed to direct traffic to event parking lots. Signage will also serve to inform drivers of any traffic advisories in the azea. Signs and bamcades will also be installed to block cars from restricted pazking azeas. Emergency Communications A Winter X Games Command Post will be established at the Buttermilk base azea to monitor all X Games related activities. A Communication Flow Chart (see attachment C) has been created to assist in the orderly flow of information between all necessary agencies. This information will consist of any incident or changing condition on site or in the regional azea. If weather or capacity crowds should warrant, we will initialize the media, Internet, and utilize the public address system at X Games venues to inform the public as to the changing conditions and safety precautions to take. This will be done in coordination with local authorities. In all communications our message will be, "Expect Delays, Plan Ahead, Leave Eazly, and Use Caution". As stated previously, the plan will incorporate communication between all appropriate agencies to indicate specific traffic scenarios that develop: Condition Green, Yellow, and Red. 5. Parlcin¢ & Shuttles The one major satellite pazking lot is located at the Intercept Lot (capacity 1,200 cazs). As mentioned previously, there is no onsite spectator parking at Buttermilk base azea. A private bus company will be contracted to run the Winter X Games shuttle from the Intercept Lot to Buttermilk base area along Highway 82. The shuttles will run each day of the event from 7:00 am to 11:00 pm. 6. ContinffencY Parkin¢ Locations This location will be utilized if needed for truck pazking, emergency overflow parking, or an impound lot for vehicles that have been towed. 7. Manaeement & Supervision Local and state police will monitor traffic flow on azea roadways. The pazking & shuttle manager will supervise the satellite pazking lot and spectator shuttle traffic flow. Both groups will be in constant communication and determine each traffic scenario (Green, Yellow, Red). As mentioned previously, each department will take predetermined action when each traffic scenario develops. A Security Command Post will be established at Buttermilk base area. The Command Post staff will monitor all developments and communicate all traffic scenazios. Appropriate agencies will monitor and oversee the install of temporary roadside Signage and traffic materials, which will assist in the traffic and pazking process. ASC & 00003 4. X Games will provide directional signage to specific pazking lots. ASC & X Games will manage the movement of shuttles to and from these locations. 8. Emertency Shelters In the event that shelters are needed the Aspen Police Departments will alert the appropriate town agencies. These agencies will be notified in a timely manner in order to adequately staff emergency shelters. Local radio stations will be notified and will broadcast appropriate announcements. In addition, ASC and X Games staff will announce important messages over the event PA system. 9. Transportation to Town In effort to create less of a crunch to get into town ESPN and ASC have taken the following steps. 1. Number of Aspen Shuttles subcontracted through ESPN and ASC will total 12. Additionally, RFTA will also have a compliment of shuttle busses available 2. ESPN/ASC will have security, a state patrol officer, directional and a Highway Variable Message Board that will deter spectators from walking down the highway. oooo4a I~ s'"~ I ~ U e i 2 ~ ~ ~ H~ u x I I 2+ ~ N .N W y e ~ Q ~v'^x~o@~ ~~ M ~ UU3po~= I w ~z~~,ti V Q N p [- M M ~ n ~ n I ~y ~ F n ~ I ¢ W m s I I I I ~1 / 1~ ~ ~ _...._ ~~ ~ ~~ u.~ ? v ~~ LL eG a a .~ ~ X ~~ ~ '~ v~ ~~~~°v °Uc~~ ~, ~ ~ ~ ~ Y ~~ ~ ~ a . gam. ,,, us~1 '8 3 i.ffi~ W z~~ D X r U ~O~ ~Q° m ~~U~~O W ~~z oz~ ~~Z=~~~ I~u~m=¢rn G I.~ 7 OV3HV W3A3 11VJ3d5 ~~ } 1 I I I ~ ~ II ~ ~ ~ 6 p O ~ O Q ~ 1 a N ~ z ~ } ~ m ~ ; m m p ~~ o ~ U ~ ~ ~ > U :.: dLL c~ ~z ~ boo ~~ V Q~ i aU d ~~~ ~~a _` f a ~33a~ Hsnaa t- $PECAIL EVENt ~_ AHUO r-- ~I SECTION 8: PARKING PLAN Instructions: (this step onlvl (entire application) Note: When you are ready to submit the application {or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. ADEQUATE AND CONVENIENT PARKING must be included in your event plans. Please describe your parking plan, including the use of public and/or private parking areas. • Please provide a parking plan including, but not limited to the following information: o How many total parking spaces (attendees, participants, staff, volunteers, tech vehicles, RVs, etc.) are required? See Transportation Management Plan Number of Public Spaces/Number of Days Number of Private Spaces/Number of Days o Are the parking areas located on site or off site and how are the people to going to get from the parking area(s) to the event? See Transportation Management Plan o Will parking spaces be required for vendors, booths trailers, storage and/or staging? If so, how many spaces each day? See Transportation Management Plan o Have you received written authorization from the property owner(s) or authorized representative for use of the parking area(s)? If so, please provide the letter(s) of authorization. Working with the City of Aspen Parking Department o Will the parking be free or paid? If paid, what will be the rate and has the property owner agreed to the parking charges? Free o Will there be parking attendants to monitor and direct traffic? Yes o Will traffic flow patterns accommodate safe and efficient ingress and egress? If not, what measures wilt be taken to improve the situation? Yes o Has a towing company been contracted for the duration of the event? Will have a towing company on standby If so, please provide the name of the company and contact information. o Is there night lighting provided for evening egress? Yes • Provide a Parking Contact who will be available to public safety officials at all times during your event. o Name of Contact Vanessa Anthes o Mailing Address 41 Stagecoach Circle, Carbondale, CO 81623 o Telephone/Cell/E-mail/Fax 970-963-8567-0 / 213-276-2581-c / vanessa m anthes@espn com • If No, how will the parking for the event be handled and/or why it is not necessary. Please describe your parking situation. 00004.. SECTION 9: SANITATION/RECYCLING PLAN Instructions: (this step onlvl (entire apolication) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. PROPER SANITATION AND DISPOSAL OF SOLID WASTE GARBAGE is a required part of your event plan. Throughout the duration of your event and immediately upon conclusion of the event, the area must be returned to a clean condition. If you, as an event organizer, set a standard of leaving the venue(s) better than you found it, you can have a highly beneficial impact on the community. Proper storage and daily pickup of waste is required due to the wildlife activities in the community and surrounding wilderness. IN ADDITION, RECYCLING IS REQUIRED. Should you fail to perform adequate cleanup, or if damage occurs to public property due to your event and mitigation attempts fail, you will be billed at full cost recovery rates plus overhead for cleanup and repair. In addition, such failure may result in denial of future approval for a special event permit. • Have you hired a professional security company (bonded/insured) to plan and manage security for your event? (Yes/NO) If Yes, please provide the following information: Please see Section 4 -Security Plan o Security Organization o Contact Person o Mailing Address o Telephone/Cell/Fax/E-mail o List number of personnel, dates and times they will be in place and dexribe their duties and/or functions. o Show security stations on the event Site Plan. Section 2. o Include security communications in the Communications Plan, Section 3. Sanitation and Recycling Refuse containers must conform to City of Aspen, Town of Snowmass Village and Pitkin County regulations concerning the protection of wildlife. If using a sanitation company please provide the following information: • Name of Service Provider Wally's Recycle Service • Contact Person Mailing Address Wally • Telephone/Cell/E-mail/Fax 970-963-1842 Please dexribe your plan for cleanup and removal of recyclable goods, waste and garage during and after your event. Recycle containers are available for your event through any of the jurisdictions. See venue map for dumpster locations -Available November i6~h. There will be a janitorial crew on site to assist with trash along with and environmentality plan for staff and spectators. Pitkin County Landfill hours of operation: Monday -Friday 7:30 AM - 4:30 PM Saturday 10 AM - 2 PM Will your trash hauler need additional access to the landfill? If yes, please contact the Landfill at 923- 3487 to make arrangements. ~~DU~i3 Portable Restrooms The Environmental Health Departments recommend two (2) chemical or portable toilets for the first 100 attendees and one (1) for every 100 aRer that. Ten percent (10%) of these facilities must be ADA- accessible. This figure should be based upon the anticipated maximum number of attendees at your event during peak time. The Environmental Health Departments may determine the total number of required restroom facilities on a case-by-case basis. Please make sure these facilities are shown on your site plan. You are required to provide portable restroom facilities at your event unless you can substantiate the sufficient availability of both ADA-accessible and non-accessible facilities in the immediate area of the event site that will be available to the public during your event. Do you plan to provide portable restroom facilities at your event? If yes, total number of portable toilets 40- this number is excluding restrooms inside of Bumps Number of ADA-accessible portable toilets 2 -this number is excluding restrooms inside of Bumps Handwashing station at portable toilets is strongly recommended. - 12 hand washing units Please provide the following information for your portable restroom provider • Name of Service Provider United Site Services • Contact Person Mailing Address Rollin Kay • Telephone/Cell/E-mail/Fax 508-250-4919 (rollin@unitedsiteservices.com POTABLE WATER: Colorado Group Gathering Law says "where water is not available under pressure and non-water carriage toilets are used, at least 3 gallons of water per person per day shall be provided for drinking and lavatory purposes." ~fl~i)~t~t SECTION 10: ALCOHOL MITIGATION PLAN Instructions: (this step only) (entire aoolicationl Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. RESPONSIBLE SALE AND/OR DISTRIBUTION OF ALCOHOL is critical to a safe and successful event. Please describe your alcohol mitigation plan. (A State of Colorado Liquor License Special Event permit is required to dispense alcohol to the public) • Is your event going to involve the sale and/or distribution of alcoholic beverages? (Yes/No) If Yes, please provide a plan including, but not limited to the following recommendations: o Hours of operation (include dates and times) o Alcohol service should be ceased at a predetermined time prior to the end of the event. o A designated, secured area for the dispensation and consumption of alcoholic beverages is required. Show the area on your Site Plan. Section 2. o Provide non-transferable ID bracelets for persons 21 and over. o Use of TIPS trained servers. (drink maximum, ID check and no self serving) o Will security staff and volunteers be trained on friendly intervention? o Staff and volunteers should be prohibited from alcohol and drug use while on duty. o Have you designated a "family friendly" seating area? If so, indicate it on your Site Plan. Section 2. o Will you provide alternative beverages to alcohol? o Will food be available at all times? o Is there a designated smoking area? If so, show it on your Site Plan. Section 2. o Will you provide alternative transportation for intoxicated attendees? o Have you promoted public transportation in the planning of your event? o Will you provide a designated medical detox facility on-site? o How will you discourage Drinking and Driving? 00004 SECTION 11: ACCESSIBILITY PLAN Instructions: (this step only) (entire aoolication) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. ALL CITY, COUNTY, STATE AND FEDERAL DISABILITY ACCESS REQUIREMENTS applicable to your event need to be addressed. All temporary venues, related structures, and outdoor sites for special events shall be accessible to persons with disabilities. If a portion of the area cannot be made accessible, an alternate area shall be provided with the same activities that are in the inaccessible area. It cannot, however, be offered only to patrons with disabilities. Disability access may include parking, restrooms, telephones, clear paths of travel, transportation, signage, accessible vendors and booths. If all areas are not accessible a map or program must be provided to attendees indicating the accessible restrooms, parking, telephones, drinking fountains, etc. • This Accessibility Checklist is intended to serve as a planning guideline and may not be inclusive of all City, County, State and Federal access requirements. o Will there be a clear path of travel throughout your event venue? (Yes/No) Please describe. There will be ADA lifts up to the interactive village platform along with ADA viewing areas at Bumps o Have you developed a disabled parking and/or transportation plan (including the use of public transportation or shuttle services) for your event? (Yes/No) Please describe. RFTA will be serving as the main transportation provider along with locations for spectator drop/pick up that are ADA accessible o Will a minimum of 10% of portable restrooms at your event be accessible? (Yes/No) Please describe. ADA restrooms are available inside of Bumps o Will all food, beverage and vending areas be accessible? (Yes/NO) Please describe. Bumps is ADA accessible o Will all signage be located so pedestrian flow will not obstruct its visibility? (Yes/No) Please describe. Signage will be elevated above eye level and on overhead trussing o Will adequate egress lighting be provided if your event operates beyond dusk? (Yes/NO) Please describe. The overall base area will be lit for nighttime events along with various competition courses oooo4s SECTION 12: ALCOHOL PERMIT & LICENSE Instructions: (this steo only) (entire aoplication) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please click on the review/submit button on the left navigation bar. A SPECIAL EVENT LIQUOR LICENSE FROM THE STATE OF COLORADO will be required if you plan to sell, distribute or consume alcoholic beverages at your event. An application for a special event liquor license shall be submitted to the jurisdiction where the event venue is located -the City of Aspen Clerk, Town of Snowmass Village Clerk or Pitkin County Clerk. Only incorporated non-profit organizations are eligible for special event liquor permits. The special event permit you receive will likely prohibit the consumption of alcohol in the event venue outside of a controlled area or beer garden. Liquor liability coverage with a $1,000,000 limit must be included on your certificate of insurance. State of Colorado http://www.revenue.state.co.us/liquor dir/pdfs/8439.~df Pitkin County htt~~//www revenue state co us/liquor dir(pdfs/8439 You must submit your special event liquor license application to the applicable City, Town or County Clerk at least 30 days prior to your event. Applications submitted to the Town or County will require a public hearing before the applicable review body, which will be scheduled by the Clerk. After the public hearing (if applicable), the Clerk will send the application to the State, which must receive the application at least ten (10) days prior to the event. oooo~=a SECTION 13: FOOD PERMIT Instructions: (this steo onlvl (entire aoplication) Note: When you are ready to submit the application (or if you would like to review what you currently have saved), please dick on the review/submit button on the left navigation bar. GUIDELINES FOR FOOD FACILITIES are provided by the City of Aspen and Pitkin County Environmental Health Departments. These guidelines should assist you in developing plans for food handling, preparation and distribution in the most responsible and legal manner. The guidelines can be found at www asoenoitkin com/dents/12/food safety cfm You may be required to apply for a health permit if food or beverages are sold or given away during your special event. For event venues in Aspen, contact the City of Aspen Environmental Health Department at 920-5039; for event venues within the Town of Snowmass Village or unincorporated Pitkin County, contact the Pitkin County Environmental Health Department at 920-5070. If applicable, be sure to include your organization's 501(c)(3) identification number in order to receive a "nonprofit" classification by the Environmental Health Department. Different permits, policies and procedures depend on your classification and the number of days of your event. • Does your event include food concessions, preparation areas and/or giveaways? (Yes/No) Yes -Staff, Athlete Lounge and VIP Catering tents, Inn at Aspen, Sponsors (TBD) If Yes, please describe how food will be prepared and/or served. Staff and VIP Catering tents will prepare food out of a mobile kitchen trailer and prep tent areas designated adjacent to those tents that they service. Food will be prepared by the hired Catering Chef Staff and the food will be served and presented in a buffet style within the confines of the dining areas. Do you intend to cook food in the event area? (Yes/No) Yes -individual concession tents will be available for the general public -See attached site map for locations If Yes, please spedfy: Propane/ Natural Gas o Gas o Electric o Charcoal (May through October only-see Section 13.08.100[c], Aspen Municipal Code) o Other • Will food and/or cooking supplies be stored on site overnight? (Yes/No) Yes -Food and Cooking supplies are stored on site overnight in the prep areas. • If Yes, please describe where and how it will be securely stored. Each Dining Facility, Prep Area, Cooled Storage Truck, and Mobile Kitchen is guarded by Event Security to protect against any intruders. Along with event security guarding each area, the dining facilities are locked by Event Staff and Re-Opened in the morning. ~~~~'!~ ~.w~~~ Cdr'/ , T H E W O R L D W I D E L E A D E R I N S P O R T S "" October 1, 2007 Deaz Neighbor, From January 24-27, 2008, the ESPN Winter X Games and Aspen Skiing Company will welcome _ more than 250 of the world's best winter-sport athletes to Buttermilk Mountain. The competitors will vie for medals and prize money in 14 events including skiing, snowboazding, snowmobiling, and motocross. The event will welcome all fans, free-of-charge, for four action-packed days of competition. The Buttermilk main base azea will offer excellent viewing of all competition venues, as well as, concessions, merchandise and interactive opportunities for spectators. A main objective of both ESPN and Aspen Skiing Company is to ensure that the event will have a minimal impact on the local community. In an attempt to maintain a smooth traffic flow, ESPN & ASC in coordination with local and state authorities will institute a parking and shuttle program. You should however anticipate congestion on local roadways during peak hours. Please plan ahead when venturing out during the days of the event. Local and state authorities will also be monitoring local roadways and will tow vehicles that are illegally parked on neighboring roads. If you do experience any problems directly associated with the event, please feel free to contact our offices at 970-???-????. If no one is available to take your call, please contact me on my cell phone at 213-276-2668. Thank you on behalf of ESPN and ASC for your cooperation and we hope to see you at the 2008 Winter X Games! Sincerely, Anthony Dittmann Director of Operations ESPN X Games ???-???-???? Office 213-276-2668 (cell) ~~U~Y~ After Action Report Winter X Games 11 Aspen/Pitkin County, Colorado January 25th-28th, 2007 Facilitator: Ellen Anderson Recorder: Keith Ikeda Pitkin County Health & Human Services Building February 14th, 2007 Attendees Name ,/Rich Walker "'I~im Ware ~I31akc Fitch ~_ /'Brucc Romero /Richard Pryor /,lohn Rigncy i/Kyan Miller t/.lohn Krueger ~ ,,, .. , fllr. L3ill Rodman ands Morris RN . o ui ,shied v Ricl: L3alentinc vKeith Ikeda ~/V'ancssa Anther ~/Francev Jerson t/I?Ilen Anderson V Ron Rvan /Davc Iverson /.lohn Mocker /13rian OIson'~~_ , /Devc Mcckcr Agency Aspen Ambulance Service Aspen Parking Department ' Aspen Parking llcpartmcnl - ~ ~ ~- Aspen/Pitkin County Combined Communications Aspen Pulicc lleparllnent R i G hGi rd~~ (J I Aspen Skiing Company nspcn Skiing Company 5 nspcn Transportation Department nspcn Valley hospital Aspen Valley I [ospital Aspen Valley Iospital nspcn Volunteer Pire Department Basalt Police Department I?SPN X Games Pitkin County Airport Pitkin County lmergency Management Pitkin County Sheriffs Oflice Roaring Pork "I'ransporiation Authority Roaring Pork lYansporlation Authority ~~~ Snowmass Village Police Department ~ Specialized Protective Services Executive Summaries Submitted By Name Richard Prvor Vanessa Anther Ellen Anderson Carla Ostbcrg Uave Iverson .luhn hooker Agency ~SPp~.~p.C.ls Aspen Police Department ESPN X Ganes Pitkin County Emergency Management Pitkin County Environmental Health and Natural Resources Roaring Furk'17anspurtation Authority Roaring Fork l~ransporlation Authority Executive Summary The W'intcr X Games 1 1 is a four day sporting event sponsored by ESPN, which was held January 25`x' 28'x', 2007, at the Buttermilk Ski Area. There aro approximately 26 different sporting events occurring during the day and night, with television coverage by ESPN and ABC' Sports. In addition to the Winter X Games 1 1 sporting event, there were two free concerts held in Wagner Park in the middle ofthc City of Aspen, on Friday and Saturday nights. Both of these events attract a younger crowd ranging from 16 years of age to adults in their mid-twenties. Many are college students who come here from all around the state and country. By ESPN's estimate, the X Games event drew in 76,150 spectators over the four day period and the concerts drew in 18,000 spectators over two nights. ~l~o put this number in perspective, the 2000 census population for Pitkin County is 14,872. ~fhis number has steadily increased over the six vear history of the Winter X Games in the Aspen area. here has been a 1 10°%o increase in attendance since 2002, the first year the X Games was held in the Aspen area. On l~ebruary 14`x, 2007, a debrief meeting was held on both events attended by 21 people representing 16 dit7crcnt agencies, who arc listed on page 1. Each person responded to "What Went Welf~ and "W'hat Can Be Improved". A synopsis of their responses is listed below: What Went Well • The bus and shuttle services were able to move the crowds in a timely manner. • The partial closure of Durant Street and the use oCbullhorns after the concerts assisted the crowds onto the buses in a somewhat orderly manner. • The intercept lot worked reasonably well as the main parking area for the event. • 'fhe Right Door was considerable help in dealing with intoxicated individuals at both events. • Working this event for the past six years, the community is continually improving and solving the past problem areas. What Can Be Improved • Develop more inclusive pre-planning with all affected agencies throughout the mid- to upper-Roaring Fork Valley and beginning at least i months prior to the event. • Develop a better coordinated management system such as a Multi Agency Coordination (MAC) or Arca Command. • Address the rampant alcohol abuse problems (especially the underage drinking and binge drinking) at the diflerent venues and the intercept lot. • Develop media outreach to the Denver Metro area regarding these arc "No Alcoho]" events and will be strictly enforced. • llevelop better contingency planning and coordination. • Address the capacity concerns in light of the ever increasing crowds. • Cap the number of people who can attend these events. • Redesign the Wagner Park conccri venue for impruved access and egress. • Contract out minimum of three ambulances Ibr tech concert event. • Maximizing the available parking at the intercept lot • Increase the number of portable restruom facilities and trash receptacles at the dil7crent venues and the intercept lot. • Require X Games participants to wear helmets and to conduct public salety messages by those participants advocating the use of helmets. • Kequirc X Games injured pariicipants to be examined and transported by emergency medical services (IiMS) for proper "packaging" and communications to the hospital. • Provide training to the private security staff (br proper screening at the entrances to both events. Completely close off Durant Street during the concerts. • Stage a taw truck around the concert venue. • Communications needs a site repeater at the Buttermilk X-Games area. • Provide better traflic control at the intercept lot when it is full (Colorado State Patrol °"~~~ blocked off the entrances and the upvallcy left turn lane to the intercept lot, whioh r prevented the buses and shuttles ii-om drupping and picking up passengers) ~~, ~~ - ~ • llevelop a stronger and better coordinated Public Information Officer (PIO) Function; maybe develop a Joint hiformation Center (JIC). As you can sec. the number o1 improvements greatly out number the things that went well. Out of this discussion, three major themes emerged, listed below: 1. Lack of Coordinated Pre-Planning, Response, and Resource Management I~hc Pitkin County Sheriff's Office managed the X Games Buttermilk venue and the Aspen Police Department managed the Wagner Park concert venue. 'they both focused mainly on the law response towards crowd control. The other affected support agencies also focused separately on their specific functions, i.e.. RPTA focusing on the bus and shuttle service, the City of Aspen Parlang Department focused on parking at the Intercept Lot and around town, AVI I Ibcuscd ou their staffing levels and patient care, Aspen Fire Marshall focused on vendor tent and structure lire safety. 'there was no one management umbrella to coordinate all of these different I'unetions at each ofthc events. ~ ~,w ..... .. ~ - ~~'~~,~~, ~~~ Many surrounding affected agencies were not notified in a timely manner of the potential impacts or potential mutual aid call-outs. "the surrounding lire departments and law enforcement agencies were never briciod on the X Games Incident Action Plan or asked to be a part of the planning process. The Aspen Piro Department learned of the Lrce concerts the day oCthe first concert. Aspen/Pitkin Combined Communications didn't know what their operational period would be covering the X Games until the first day of the X Games and they also received late notification of the concerts. hherc was no coordination of resources between both events. hhc X Games Incident Commander did an "all-call' page on one of the nights, with very limited results. At this time, there were approximately 10 police officers from the Basalt Police Department and the Snowmass Village Police Department enroute to staging for the Aspen Tree concerts and believed they couldn't respond because They were obligated to the concert event. 2. Alcohol Abuse l~:ven though these events arc billed as "alcohol free", there is a serious problem with alcohol abuse. The Aspen Police reported out of 35 individuals taken into custody during this lour day period. only one person was not under the iniluencc of alcohol. Of those arrested, 18 were under the age of 21 and 6 of those were under the age of 18. the AVII emergency room reported 10 cases of alcohol patients, all with extremely high blood 'alcohol content (bac l levels above a .250, over three times the legal Icvcl of intoxication of .08. hhe highest was a nineteen _ycar old male with a bac Icvel of .401. hhe hospital was unable to obtain any health insurance information from any of these patients and will end up eating hetwecn $20,000 and $30,000 0l patient billings. ,{ Y?t,, , ~. l , , .. ',rl ~ ~ ~, ,. .~ ~Che Aspen Ambulance Service was contracted out for one ambulance at the concerts. 'I~hey were overwhelmed with the number of highly intoxicated and passed out patients calls within the concert venue. 'they could have had 3 ambulances going non-stop responding to these calls. 'I~hey were very appreciative of the Aspen Fire medics who assisted them with these cases. I~hc private security screening for alcohol at the entrances to both events was ineffective, and a lot of alcohol made its way into both events. Specialized Protective Services, while screening the entrances to the X Games, confiscated garbage cans full of alcohol initially through their bag searches. l~hey believed word got out about the bag searches to the spectators, who then started to carry the alcohol on their persons or pour the alcohol into their water containers, such as "camelbacks". Specialised Protective Services started to conduct visual person scans and "pat down" lrisks for alcohol until they were told not to do this. when the event was over. there was a "sea of discarded liquor bottles, as far as the eye could see". I~hc majority of the bottles were not the average 1 ? oz. beer botUcs; they were the big hard liquor bottles. Another unintended consequence of the "alcohol &ce" events was that many people partied ,~,~ ~ ~`^~;r- beti~re going to the events. There were many "tailgate" parties around the Intercept Lol, ~ ~°~ ~' ~~, wiUicssed by officers, who could do nothing sine there is nn open container law outside of a ~~ A A_r /' vehicle in unincorporated counties. 'Chic partying was also evident by the alcohol related "~~~ trash left behind at the hriercept Lot and in neighborhoods around town. 3. Capacity and Crowd Manaecment All of the public safety and service agencies at this debrief stated they were all operating at maximum capacity and they were all lucky that nothing major happened. 'Choy all stated they would not be able to handle any increases in attendance without affecting the fairly smooth running operations supporting the X Games, unless they brought in outside resources. "Chic year, Specialized Protective Services could not hire the staffing levels necdcd with local personnel. RF'l~A was using every staff member and every piece of equipment and worried what would happen if equipment broke down or slatting levels dropped. The hospital's emergency room had problems staffing up and having adequate physical space. 'Che concerts were stal~lcd with ?5 police officers and they could have used double that number. I~hc spectator Icvcl was at maximum capacity for both venues. There necdcd to be an increase of restroom f;icilities and trash receptacles at both venues and the intercept lot. ~Che Wagner Park venue needs to be redesigned for easier and sales access and egress. An estimated LODU people broke down the barriers on two sides of the perimeter and forced their way into the concert venue. The surrounding private businesses need to hire their own private security and not rely on the Aspen Police Department to provide crowd control and security services. .111 of the public safety and sen-ices agencies attending this debrief slated they would not be able to respond to a mass casualty event or a major event outside ufthe X Games because all their suif~ing and resources were tied up with the ~ Games. l~hey all stated they would have had to rely on mutual aid. however, there were no contingency plans for a mass casualty event, or a riot, or a major `Peal world" incident response, or a mutual aid call-out. There was alsu no notification to the surrounding agencies to be placed on stand-by during this four day period. 6 Recommendations 1. Incorporate pre-planning under the Incident Command System including arotingcncV Punning. Get all affected and surrounding agencies together under one umbrella for each event. I?stablish an Incident Action Plan that addresses everyone~s roles and responsibilities and also addresses concerns and improvements in a timely manner. This group must be given the authority by elected oflicials to hold event organizers accountable to the Special h.vents Permit pruccss. This group needs to be established al least three months before the X Games event. since the Special 1?vents Permit process for big events begins 90 days be[i~re the event. ]t should be noted that ESYN and the Aspen Ski Company attended this debrief meeting and pledged to be responsive to the concerns and requested changes by this group. phis planning process should include contingency planning for a major incident inside the X Gemcs and the concert venues as well as planning for a majur `zeal world" incident, with a protocol for mutual aid call out. 1. Establish a Multi-Agency Coordination System (MAC) for Pitkin County. This type of organisation (MAC) provides for coordinated resource management of any major incident, big event ur mutual aid request, especially needed for the muhi- incident events like the X-Games. 't'he concept behind a MAC is for all agencies to list all of their resources in one central location. Bach incident is then able to draw du necessary resources From the MAC for their incident Resources are shared and delegated out on a need and coordinated basis. 'phis is easier said than done because it requires the cooperation and participation of all the public salcty and service agencies in the county. It is vita] liar all of the elected ofticials, governing boards, and administrations to support and commit their agencies to cooperate and participate in this endeavor. 3. lmprovc the capacity of all affected agencies. -there must be an awareness by the elected oflicials, governing boards, and administrations ol'the affected public safety and service agaicies that we have reached our local capacity to support safely the X Games and free concert events. 'there needs to be an acceptance that this event will get bigger and will require additional resources from outside the area, which will require more costs. Again, these affected agcncics need the political and financial support hom their elected officials, governing boards and administrations to expand their capabilities in supporting future a Games. Debrief By Emergency Support Function (ESF) Note The following comments came directly (i•om the de-brief meeting on February 14, x'007. FSF 1-Transportation Aspen Parking llepartment Tim w'arc First year of the new parking lot at Brush Creek (Intercept l.ol) went very well, however they could have tightened up the lot and gained approximately 400 to 500 additional parking spots. They could have used better signage. there were still people trying to access the Cozy Point area, which had been the event parking area in past years. Alter the event, the parking lot was a pig sty, however the clean up crew did an ou[standingjob cleaning up the mess in a timely manner. fhe Intercept Lot filled up on Saturday at approximately 1140 hrs., and the overflow cars were instructed to park in Aspen, which trashed out the neighborhoods. Parking in town got slammed especially during the concerts. "fhere were many illegally parked cars all around tuwn. Z Parking I?nforccment Officers wrote 100 tickets in a 2 hour period. They were not able to tow cars and the illegally parked cars created a safety harard. 't'hey collected 12 bags of trash out of the parking garage. On the bright side, they didn't do any damage or break out any of the lights to sleep in the parking garage. l~he venue did an outstanding job this year communicating with the parking stal7~. John Krueger. Again this was the Iirst year utilizing the Intercept Lot, which did a good job eliminating the problems on Brush ('.reek Road and I Iwy 82 associated with the C ozy Point Lot. 'they need to look next year at the parking lot lay out to maximized the amount of parking and to minimize the impacts of overflow parking in tuwn. Overall, they felt it really worked well this year. Blake Fitch: fhc Durant Street closure seemed to work pretty well. Friday night they were abic to get pretty much the whole street cleared out. Saturday night the south side of the 500 block was full of illegally parked cars, the First Line Security staff doing traffic control allowed those cars in. Kegarding the concerts, Friday night went well however Saturday night was out of control. l~he Intercept I,ot worked well, they can improve on maximizing parking and the trash problem. Pitkin County Airport Prancey .lesson: "there was one problem with light towers built by F,SPN. 'I~he FAA controls a 3 mile radius around the airport and it is a violation of FAA regulations to build anything higher than 200 leet. I~oriunately the light towers were Icss than 200 lest tall and Anthony Gom 1?SPN was easy to work with U> address this concern. I~here were couple complaints from pilots that the X Ganes lights were shining in their Held of view, however the tower contacted ESPN and they were able to quickly adjust the lights. ~fhey requested to he a part of the permitting process if an event is within a 3 mile radius to the airport and they plan un putting up structures that may be 20U' in height or may aflcct the operations of the airport. Roaring Fork Transportation Authority (BETA) llave Iverson: The biggest improvement for RFTA was the closure of Durant Street. 'T'his made it easier to disperse the crowd and expanded the loading areas. 'they bad people out there with bullhorns directing the people onto the proper bus routes. It made it bearable at Rubey Park to haul all the people after the concerts. "their recommendation for next year is a complete closure of Durant Street. 'there were some problems with First Line Security. who was conducting traffic control around Durant Street, entbrcing the closure. At times they were allowing traffic onto Durant Street from }luntcr through Aspen, which created traflic congestion and confusion. They need to be better trained, equipped and stalled. ,mother recommendation is a tow truck on site to tow the illegally parked vehicles would be fantastic. "the illegally parked vehicles were a problem on Durant Street from t luntcr to Galena where they were ti_ving to stage their busses. l~he Isst recommendation is belle' lighting around the signs provided b~ 1?SPN for the X (tames. 9 John Locker: Again the Intercept L.ot worked redly well except for the time period on Saturday when it was full Colorado State Patrol (CSN) closed the lot and blocked oll~the entrances and the upvalley Icit turn lane. This created a problem for the busses and shuttles to access the lot for drop oft and pick up. ~fhcy would be snick behind a line of ] 5 cars while CSP dealt individually with each car turning them around. This problem needs to addressed before next year's event. The shuttle operation to the X Games venue went very well and this comes from years of experience continually improving the operations. This event, especially during the peak at the Saturday night concert, totally taps out their resources. All of their stall is working and all of their equipment is in use. If something were to happen, such as equipment failure or staffing problems, they would not be able to provide adequate services to the event or their normal scheduled routes. Their concern is this event gets bigger every year and will exceed their capacity if it gets any bigger I?xecutive Summary (See attached l~.xecutive Summary) ESF 2-Communications Aspen/Pitkin County Combined Communications t3ruce Romero: I~hcy were staffed up and had everybody working. liverylhing went lairly well cunsidering they were completely taxed using every staff member. They could have utilized better scheduling for example they were staffed al the Y Games at 0800 hrs. and there was nothing going on during this time period. It did get busy on both Friday and Saturday nights where they delinitely needed the two incident dispatchers. the planning process was very lacking, they were kept in the dark until the X Games started before they were notified as to what staffing was needed and what were the operational periods. There was also late notilication of the concerts. They realized the need for an on-site repeater at the X Games venue to enhance radio communications. 'they have the capability to set up an un-site repeater. "they also have the capability of using the interoperability patch system but the need didn't arise to utilize it. Overall, everything went very well, there were no hiccups in the system. 10 ESF 3-Public Works and Engineering No Comment ESF 4-Firetighting Aspen Fire Department (AFD) hick Baienline: I~hcy were happy to assist the Aspen ambulance during the concerts, ~ however they wasn't notified of the concerts until the day ol'the -~ S,,a- i~ cuncerL 'l~hcir organi~~ation is a volunteer agency, which means they •, :p~'• rcyuire a tut of Icad time in order to make sure they have adequate ~~' ~ ~, stalling. lluring the X Games they should have a minimum of two r e' ' ~' engine companies to be on stand-by and maybe even staged at the event. If something would have happened like a tent catch on f ire, they ~~ would not have been able to respond in a timely manner to get through the traffic and the crowds. 'hhey need to know and be in contact with ~ the Incident Commander (IC) in the event a fire call out takes place at „ ~ ~ the X Games site. 'they should be a part of the pre-planning process. ~~ I~hey are aware the Aspen Dire Marshall's Department is involved with the X Games, but they are separate from the fire department. (1C Ron Ryan clarilicd the Aspen Pire Marshall did not come under his incident command umbrella, only law and ems were under his purview, however he does recognise the need to bring everybody under the same umbrella. ) One thing that may aid in next years event is that the North Forty Fire titation should he operational. 'this would put them closer to the event and responding units will not have the traffic concerns of the roundabout. ESF 5-Emergency Management/Information & Planning Pitkin County Emergency Management Fllen Anderson: It appears there arc a lot of issues with alcohol; we all arc in agreement that alcohol was a major factor. We should seriously consider the idea of capping the number of spectators. I low many people are enough to make sure we have the critical mass needed to accomplish the goal of a major event. but not so many that it over tares us? Thcrc is consensus for inure pro-planning. A big event like this, under the Special livents Permit process (recently re-vamped, at the request of the Public Salcty Council) needs ro start 90 days in advance. We should consider using a Muhi-Agency Coordination (MAC) system. We should consider a more collaborative approach to incident management, much the way we conduct our drills and exercises. Many of the concerns expressed at the do-brief could be addressed utilizing a stronger Public Information Ofliccr (Pl0) function, an essential position in ICS (Incident Command System) to gather and disseminate good in(brmatiou before and during the event. "this could help us "get ahead of the curve". For example, on the appropriate websites, we could get the message out that this is anon-alcohol event and "don't even think about hringing booze here". At the time of the event, good information out to the public could include signage un the highway_ and su forth. Perhaps iheJombo-'I'ron could be used more cC~ectively. Contingency planning needs to take place. What is our plan if ,during the AXGames, we have a mass casualty incident such as plane crash or RP'I~A bus accident? From an Emergency Management "big picture' perspective, this de- brief is important fur future planning, and everyone's participation is appreciated. Submission ul l~:xeculive Summaries to the I?MC by I~cbniary 23'x, ?007 is essential to the writing of an rafter Action Kepurt Ra- review. IL is important that everyone was heard and the right perspective was dooumented. F,SF 6-Mass Care No Comment F,SF 7-Resource Management No Comment F,SF 8-Health, Medical and EMS Aspen Ambulance (EMS) Rich Walker: fhe Aspen Ambulance has a total of V ambulances, they were able to staff 5 ambulances during the Y-Games, 2 Mountain Ambulances, 1 County Ambulance and 2 ambulamccs dedicated to the X-Games 1 Basic Life Support (BLS) and 1 Advanced Lile Support (ALS). 12 I~hc X Games venue went well, they did a lot oftransports from this venue. The concerts were out o1 control. 1~hey stalled the concerts with one ambulance and could have kept three ambulances going constantly. OrrSaturday night, the concert crowd was estimated to be 8,000 and the underage drinking was rampant. 'they were dealing with one passed out individual alter another. They were grateful for the support 1"rom the Aspen Pire medics. They were able to handle the increase in call load, however if something big were to happen, they would not be able to respond because they were all tapped out. 'They would have to rely on mutual aid from Snowmass Village, Basalt and Carbondale. they recommended apre-meeting before the X Games with all agencies participating in the meeting. Aspen Valley Hospital (AVID Dr. Rodman: We missed an opportunity again and again and again and this is to mandate the use of helmets by all participants and to make public °~ ~ ~' comment on the use of hdmcts at the X Games. "the biggest safety ~~~ ~\;;'~~ thing 1?SPN can do as a national media outlet is to advocate the use of ~-"`~ helmets and they strongly recommend that ESPN puts it in their plans for next year. I'hcy were prepared and ramped up for the X Games. 'I~hcy notified all level 1 & II hospitals and all air transport facilities, in case they needed to transport patients out. l"hey staffed up the Operating Room (OR) and increased their blood supply and donor pool. "they still could of done things a little better, their Emergency Room (ER) was maxed with injured participants, spectators and people not associated with U~c X Games. 'they need to improve on ramping up their eflorts and will ramp up for President's Day week-end. h will give them extra triage capabilities and provide better services tin' next year. Sandra Morris RN l~hey treated 15 injured X Games participants, two were admitted and two were Mown out. 'the two patients who were Mown out were wearing helmets and would have been dead if they were not wearing any helmets. All but three of the patients had health insurance so there were three "self-pay" patients, which means the hospital will probably have to eat those costs. 1"he y received complaints from the EK personnel that the injured X Games participants were not properly "packaged" because they refused transport and were brought in by private automobile 'this needs to be addressed for nest year because if they were brought in by the Aspen Ambulance Scrvice,thcre would be trauma alert through communicallons with the ambulance about the 13 mechanism of injury. One of the injured participants was an injured snowmobile competitor who refused treahnent in the field, as well as refusing transport by ambulance. ESPN needs to mandate that all injured competitors be treated, and if necessary, transported by the IiMS Staff for pruper "packaging". ]~he I?R visits were up by twenty to thirty people each day essentially duubling normal visits to the GR. They didn't track how many were associated with the X Games and will t~.v and do a betterjob tracking the infurmation next year. The IiR has some internal problems they need to address, one of the being not enough stalling and the second, not enough physical space. 'fhcy were very appreciative of the Right Door people Ibr dealing with the people who had been drinking. "fhcre needs to better policing at the concerts and the X Games for people abusing alcohol. fhcy dealt with l0 E'fOH (intoxicated) patients, all but three were underage and all had a blood alcohol level (BnC) of greater than ?5Q the highest L3AC was a 19 year old male at .401. Iwo of the 1?'f OI I patients were from downvallcy and the rest were from out of town. nll of the F.TOI l patients were so intoxicated that fhcy couldn't gel insurance information and all were admitted as "sell- pay", which means the hospital will have to absorb the $2,000 to $3,000. bill each patient generated, that's between $20,000 to $30.000 that the hospital will have to eat. 'hhe GR staffed felt they all worked pretty well together. 'hhey were just slammed, which is something they will work out internally. ,luhn Schicd Patient Ilow was at the absolute max in terms of what their capacity is, which they went beyond it a couple of times. 'I~hey are becoming veterans at handling this large Ilow and things went fairly seamlessly, however their concern is that if they have any event beyond what they're dealing with now, in terms of mass casualty, they are beyond their capacity and would jeopardize patient care. What can we do about if? w'e arc not sure and all of us arc in the same circumstance. fhe X Games keeps on incranentally getting bigger. "L he potential for a disaster is very real and we have been extremely lucky as a community not to have any issues along this line. 'fhe pre-planning meeting echoed around this room is a mandate, we have to do it l lave all the agencies come to the table under the Incident Command System (ICS) lbrmat and treat this as an exercise because we arc doing all elements ul' ICS and doing them very well. This is a goal of the Public Salcty Council and knowing that this information is being passed along to the elected oflicials_ maybe we can get some muscle behind this and make it happen. Overall we play very well with each uther. n total of Z 12 patients were seen over the week-end. is ESF 9-Search and Rescue No Comment ESF 10-Hazardous Materials and Environmental Protection Yitkin County Environmental Health and Natural Resources Iixccutive Summary: (See attached lixecutivc Summary submitted by Carla Ostvberg) 1Ji/NR stalTrovicwcd aspects of the event as they pertained to group gathering (potable water. trash, port-a-potties, and food service). I~he event used 2 vendors to serve the majority of the food. "f'he same vendors from last year handled the staff and volunteer food service (kitchen in mobile unit and tent constructed in the Inn at Aspen parking loll and VIP service (tent near the base of the mountain). Using vendors that had previously participated seemed to contribute to a smoother process. Onc vendor gave free samples of lood to the public (fotino's Pizza Rollsl. fhc food they served required minimal preparation and was low risk as it was cooked Crom a frozen state. One vendor was new to the event. 'this vendor was contracted through the hm at nspen, not the. X-games (ISPN). hhcy were a company out of the Castle Rock area and did not have a R>od service license prior to this event As this was their first time at the event and possibly their first time serving food at a public venue, there were quite a few issues that needed to be worked out. All oCthe issues 1 identified during the course of my inspection were corrected, and as tar as I know there were no problems with the operation. 'The ?~-games staff took the time to walk through all of the operations with me and were extremely helpful and responsive to concerns 1 had during the walk-through. Overall, communication lines in advance of the event were very good. ESF l l-Food and Water No Comment I5 ESF 12-Energy No Comment ESF 13-Law Enforcement Aspen Yulicc Department (APD) Richard Pryor: 'They are already working on ways to improve some of the problems experienced by this year's concerts, for example one of the biggest problems is with alcohol on an event billed as "alcohol free". This year they did local outreach un radio and newspaper and next year they want to extend that outreach to the front range-llenver Metro area. Big issues were crowd control, a 1,000 people pushed through the barriers around 23l ~ hrs. on Saturday night, maybe due to having only two entrances. 1 lopefully they can work to address the access issue in the next 3 months and develop a better design (or this venue for the salety of everyone. 7hc local vendors need to develop their own security instead of relying on the APD, fbr example McDonalds tied up 2 of their olf icers for an hour and a half, which was a waste of APD's resources. 'hhey need to use private sccurit~. I~o echo Rich Walker's concern, they need private, contracted and dedicated event medics for this event and not impact the Aspen Ambulance's service to the community. 'the training of security personnel needs to be improved. 'Their screening of people at the gate, though well intentioned, needs to be improved. 7herc needs to be more restrooms outside the venue. I lalf of their lime was spent telling people where to Lind a restroom. I~hc above are easy lixcs to crowd management and should be implemented. Overall, everything went well and they were pretty lucky that no major incidents occurred. ~fhcy had 25 police officers dedicated to the event and 5 police officers for rest of the world response. 16 Press Release: ISec attached APD press release) Aspen, Colorado -February 8, 2007 From .lanuary 25th 28`t' the Winter X Games and "Apres-X" Concerts were held in Aspen, Colorado with record attendance. While the overall event was successful and went over without major incident, the Aspen Police Department was busy. During the four day time li•ame, the APD responded to at Icast 521 calls for service. While no major incidents occurred. over the course of those Pour days the Aspen Police llepariment made a number oP arrests. l~he Ibllowing is a summary of those arrest statistics. During X-(lames 2007. the Aspen Police Department made a total o1~ i ~ arrests. Ufthose arrested by the APD. 17 were adults, 12 were 13-20 year old adults, and 6 wcre,juvcniles (under 18). "There were 6 people taken to detox. Four of those individuals were adults and 2 were 18-20 year old adults. l~hc distinction is made of 18-20 year old adults due to the tact that underage consumption of alcohol is a crime frequently addressed ai these events. Arrest charges include underage drinking, minor in possession, DUI, disorderly conduct, urinating in public, criminal mischief, theft, domestic violence, drug and drug paraphernalia possession, weapons offcuse and outstanding warrants. Of the 35 individuals taken into custody by the APll (arrests and detoxes), only 1 person was not under the inl]uence oPalcohol. 15 people arrested reside in the Roaring fork Valley. l~hcsc arc similar numbers to arrests made the year before. During X- Games 2006, the police department arrested 36 people. Of those, 20 were adults, 7 were 18-20 years old adults and 9 werejuveniles. hour adults and three 15-20 year old adults were taken to detox by police ul7iccrs. Basalt Police Department (BPD) Ikeith Ikeda fhe~ had Ibur oflicers dedicated to both concerts in Aspen. Reports hack from the officers staled they could have used at Icast another 20 oflicers. 17 l~hev were unaware of the all-call by the Pitkin County Sheriff s Office, which brings up the point of establishing a Multi Agency Coordination System (MAC), where all agencies pool their resources through one coordination center and each Incident Commander can draw from the shared pool of resources. This is one of this year's goal of the Public Safety Council. I~:veryone is stating how lucky we have bccn and that nothing major has happened, which brings up the need for contingency planning for a mass casualty event or a riot event at the concerts or a major real world event occurring during this time pcriod.'I~hcn nutilying all oCthe mutual aid agencies as to what their roles and responsibilities would be to responding to one of these events. A clarification of the Open Container Laws was discussed and determined that there is not open container law in unincorporated counties, however there is a state statute prohibiting open containers in a vehicle unless it is a bus or a liquor licensed limo. 'l~here were people drinking inside ofthcir vehicles at the Intercept Lot, a group of young people were sleeping inside their box rental truck and had stacks of cases of beer. 1'he ciri~ has an open container ordinance, however I3uttermilk is in the county, not in the city. Pitkin County Sheriffs Oftiec (PCSO) Ron Ryan: Their role just involved the X Games venue at Buttermilk and they had nothing to do with the conccris in the city. 'Chey looked at how the X Games would impact Pitkin County. They did not want to have all of their resources tied up with the X Games and have uo resources to respond to calls for service in the county. l'hcy wanted to balance their resources to support the X Games without sacrificing general response to the public. Their mission (br their incident were to keep X Games safe and not have a negative impact on services to the county, to make sure all of their personnel were sale at the X Games and to make the venue safe by addressing public disorder, such as crowd issues, lights and alcohol issues. I~hcy do nut believe they have experienced the volatile alcohol issues that the city has because the city has a lot more alcohol consumption. the X Uanus became an "alcohol free"' event three years ago, which made a big impact for them, but at the same time the crowds continue to increase, which means thc_y du have more issues because the population is increasing. ICs nothing that they haven't bccn able to handle except Ibr a three hour window on Saturday when you could 1R look at the bottles across the snow Isom people who were drinking. Chc bottles were not your average 12 oz. beer bottles, they were the one and two liter bottles of Grcy (loose Vodka and other hard liquor. Them was a huge difference on Friday when security was allowed to go up and pat sumeonc saying "1 Icy, what's this`?" and "Show me what this is" and conliscate the alcohol as opposed to Saturday when that didn~t happen. Security had the large garbage bags tilled with booze on Friday and there were some bags of booze on Saturday and then they Iclt the impacts of that later. 'I-he word is out that the event is "alcohol free" so everybody diin]<s at the Intercept I,ot or smuggles it in and drinks. l~here's only so much that they could do to control that. they believe security needs to he harder on them when people show up with alcohol. they get turned around and back on the "shuttle from hell" and go back to the Intercept I,ot and back into their car. 'Choy need to do things that make an impact, if you arc underage with alcuhol, you get a ticket. l~he word we weal to get out there is coming to the X Games is a family event, it's safe, it's fun, but if you commit a crime, you're going to go home with a ticket. "this may curb some of the [3oulder and other Colorado colleges that have been coming out w participate not so much as a spectator but an alcohol participant This was their biggest issue and it's nothing outside of anything they can handle, it does tas their resources. If anything else happens on top of this, they wuuld be in a lot of trouble. ~I~hcy have done some contingency planning like if a plane crashes in the X Games venue or the grandstand falls dawn, what do they do, where do their resources come Irom. "they believe that the more years they do this the more complacent they become and the more they blow it off until the last minute and say they are just going to rubber stamp last years incident action plan and they need to stop doing that. Icon Ryan didn't know he was going to be IC until a week before the games. The biggest advice he bad to give this group is as soon as we get a hard date, we need to get this group together and meet again. We bring up our notes that saY what do we need to do and we widen our umbrella. W'c get the Yitkin County Incident Command Group together and we say let's dill all of these positions that includes medical, that includes fire and every other resource that we can on lop of everyone else and we make sink that we not only have our plan, but then we have the back up, the "oh sh-- "plan, the world is falling apart in Pitkin County, where are oi~r other resources. My biggest point is we need to do planning and not one week bciore the event. /~ question was asked about why the screening Lor alcohol on people was stopped, was there a legal reasun? Private security was told by 19 someone associated with I?SPN to stop it because they were getting cumplaints. l~hcy were only doing the screening if they saw someone that appeared to have something like an object under their jacket, asking if it was alcohol, for them to show what they were carrying, to open lhcirjackets and patting on the object to determine if it a glass bottle, then they were told not to even do this. "Phis action is not illegal. What needs to happen is training the private security. Nobodv has to come into the event but if you come in, you have to play by the rules of the people who have authority there, so when you come in and private security asks you to empty your pocket you have to show them or you have the right to go away. If they have alcohol they have to give it up or ifthey want to keep the alcohol thc_y need to leave the venue and take with them. It appeared h.SYN didn't want the image of the pat down screening for alcuhol. Just asking "hey to you have any alcohol", many would give it up because the wanted to come into the venue. It would be ideal to have a police presence at the gate to deter people trying to sneak alcohul into the venue and underage possession of alcohol. One last comment to RF'I~A, "lhc buses saved us'. keeping the buses going, moving the vast number of people and the amount of alcohol they had. if there had been a crowd back up like they had in the past, it would have been terrible. "Y'ou guys saved us". Snowmass Village Yolice Department (SVPll) I3rian Olson: 'They deployed seven officers aver the week-end to the ~lspcu Command portion and the /Aspen incident from their perspective was managed well. They actually have a lot of fun mainly because they don't have to do any paperwork.. I~.ither Friday night or Saturday night, the county did an all-call page for assistance while they were enroute to the nspen incident. ~hhcy felt bad because they felt they couldn't respond due to their commitment to nspen Command. "they do get impacted by the X Games because their calls for service go up and their lodging is full. On Saturday, when the Intercept I,ot was full. their parking lots were Tilled up with the overflow cars from the X Games and their lots were full with no available parking. "phis is an anomaly and has only happened one other time. They would like to be included in the pre-planning, as well as Snowmass Wildcat lire Protection District because both agencies could be called out to the X Games Iur mutual aid. "I'hcy wuuld at (east ?0 like to he a part of the incident bricting and receive a set of maps of the area. ~hhe Snowmass Village Assistant Dire ('hief actually went down to the Incident Command Post to obtain a set of maps to lhs Y Games area. Thsre should be a meeting with all public safety agencies at least one to two weeks in advance, where they will receive a mutual aid and contingency brislings. rSF 14-Private Sector Aspen Skiing Company (ASC) John Rigney: fhe went out at Buttermilk went well. We continue to make strides at access and egress. We scrvsd more people in tour days than we did the previous year when the event went 13. e days. This is a Isarning experience fur the ASC and they want to know how the X Games impacts all of the public silcly agencies, as wsll as the community. Rvan Miller: ~Chcy arc committed to working with the all the agencies ssatcd around these tables to respond bettsr and to plan bcttsr. 'hhcy think it is a good idea to have a pre-plauniug mccting a couple of weeks bsforc the svsnt to (lush things out in advance of the event. 'Chic pre-meeting would he comprised o£ the same agencies at this mccting. 'Chic would snhancs communications before the event and do the little things that need to get f fixed prior to the event. ~Chcy appreciate all the time and overtime that go intu making this historically, a vsry well, successful, safe event. ESPN Vanessa Anthcs: "Chet' realise their event places a huge strain on the community, takes a lot of resources and impacts everyone. 'Chet' continue to u•y and make the event Baler, year after year and they really appreciate this debrief mccting to get everyone's leedhack, which will he taken back to the ESPN group to he discussed to sec what changes they can make internally. 'I~hsy agree that the pre-planning meeting next year will be vsry bcnsticial for all involved and recommend to hold it sooner rather than tales maybe three weeks before the event so it still gives them some time to reaot to any mayor changes and issues yuu all may have so they can be addrssscd before the event. Also a post evaluation mccting like this one so they know what your concerns arc so they can do something about iliem. Again they appreciate the efforts behind this mccting. A question was asked how I?SPN cams up with their crowd numbers. It is kind of an interesting science of a combination of sources, number ~t of buses, estimating the flow rate in and out of the event, getting crowd estimations from their operations and pr departments and the numbers from skico. h.xccutivc Summary: (See attached lixecutive Summary) Uvcrall Winter X Games event at Buttermilk was a success. I?SPN will continue to work in cooperation with ~1SC and all local agencies to ensure the safety of all those involved in the winter X Games, li'om athletes, stall; spectators and vendors. We realize that with events this size there will always be issues and concerns that arise and we will continue to address them and do our best to create solutions. Crowd Count -Buttermilk Thursday - 10,400 Friday - 13,950 Saturday - 31,200 Sunday -'0,600 Crowd C'ou~~t_- W'agncr Park Friday Night--7500 Saturday Night - 10,500 Specialized Protective Services llave Meeker Uvcrall it went really well for the number of guards that they had, they hired over 200 guards this year, years past it has been 300 to 350. l~hcy arc having dilficulty hiring quality people. They need about an additional 80 people. ']~hcy clocked in close to 12,000 man hours. 'I~hcy work on this event 3 months out of the year. 'Choy run radio ads and newspaper ads, however they are not getting the number of people they need. Next year they probably need to bring them in from elsewhere and have 1?SPN loot the bill for lodging and transportation. For the past two years, it has been a struggle to get the people to show. This year everything went really well, the egress went well, the initial bag searches went well with them confiscating a lot of booze until word gat out that they were confiscating booze and then they started hiding it on their person or pulling it in their camelbacks. 'I~hey were conducting visual scanning and pat down frisks for booze carried by individuals until they were told not to du that. People learned how to sneak the boore in, which spread by word of mouth and that's how so much hooi,e gut into the X (lames. Next year, they are going to have to came up with a plan to address this prublem of booze getting the X Games. ~~ Another problem that needs to be addressed is the lack of resimoms on the hill. 7~hcy were stopping people from urinating in public behind many of the surrounding buildings. (h~crall everything went well considering the number of guards they had this yoar. ESF 15-Recovery No ('ommcnt ,; C+~I ~E{F. C 1TY t ~~ AtiPP\ PRESS RELEASE ~'ISI~'6~)RS MAKE UP THE ~'IAJt_~I2IT~' ~~F "APRES-X" ARRESTS Contact: Richard Pryor, Assistant Police Chief Phone: 970-920-5400 or Email: richardp(a~ci.aspen.co.us Aspen, Colorado -February S, 2007 -From January 25th 28'h the Winter X Games and "Apres-X" Concerts were held in Aspen, Colorado with record attendance. While the overall event was successful and went over without major incident, the Aspen Police Department was busy. During the four day time frame, the APD responded to at least 521 calls for service. While no major incidents occurred, over the course of those four days the Aspen Police Department made a number of arrests. The following is a summary of Chose arrest statistics. During X-Games 2007, the Aspen Police Department made a total of 35 arrests. Of those arrested by the APD, 17 were adults, I2 were 18-20 year old adults, and 6 were juveniles (under 18). There were 6 people taken to detux. Four of those individuals were adults and 2 were 18-20 year old adults. The distinction is made of 18-20 year old adults due to the fact that underage consumption of alcohol is a crime frequently addressed at these events. Arrest charges include underage drinking, minor in possession, DUT, disorderly conduct, urinating in public, criminal mischief, theft, domestic violence, drug and drug paraphernalia possession, weapons offense and outstanding warrants ~q Of the 35 individuals taken into custody by the APD (arrests and detoxes), only 1 person was not under the influence of alcohol. IS people arrested reside in the Roaring Fork Valley. These are similar numbers to arrests made the year before. During X-Games 2006, the police department arrested 36 people. Of those, 20 were adults, 7 were 18-20 years old adults and 9 were juveniles. Four adults and three 18-20 year old adults were taken to detox by police officers. ### ~~ Winter X Games 2007 .Ianuary 25-28, 2007 EXF,CU1'NE SUMMARY AgcneV: ESPN X Games Person Preparing Executive Summary: Vanessa Anthes Date: 2/14/07 Yhone Number: 213-276-2581 In the space below, please summarize your agency's experience with ~Gamcs 2007. • Objective information (such as statistics on numbers and types of calls for services, staff time, overtime expended, etc.): Overall Winter X Games event at 13uttcnnilk was a success. 1?SPN will continue to work in cooperation with ASC and all local agencies to ensure the safely of all those invoh-ed in the Winter X Games, from athletes, staff, spectators and vendors. We realize that with cvcsris this size there will always be issues and concerns that arise and we will continue to address them and do our best to create solutions. Crowd Count - Buttermilk ~thursdav - 10,400 Friday - 13.950 Saturday - 31,200 Sunday - 20.600 Crowd Couni - WaKncr Park Friday Night - 7500 Saturday Night 10,500 26 Winter X Games 2007 January 25-28, 2007 LESSONS LF.ANNF,ll /CONCERNS F,SPN * Overall • Necd to work with community departmentshcsponse committee earlier on the preplanning side to insure that all groups are inlormed/comlbrtable with the plan • Underage drinking needs to be addressed o Possibly partner with an underage drinking prevention program to assist in messaging and educational information o Work with security/sherifT%police departments to assist with bag checks and ticketing of minors at gates • Nccd to work with security companies o Require better training of guards o Address no-show issues * Buttermilk Vcnuc • Discuss a capacity Cor the venue on Saturdays o In change of event dates from Saturday Tuesday in 06' to a "Thursday Sunday schedule in 07' we feel it increases attendance on Saturday with more finals being held 8z word oCmouth o Create messaging/enforcement plan that can be initiated if necessary o Look into alternative areas to direct people other than Buttermilk Snowmass Live viewing are at Cirque Bar/Grill Possiblejumbo tron downtown • Address safety concerns regarding athletes o Look into helmets on all courses o If medical transpo~1 needed request it be done by ambulance * Concert Vcnuc • Address redesign concerns with cruwd control at entrance • Look into venue capacity • Research alternative: o Concerts earlier in the Day 0 1?liminate concerts -move award stage and secondary sponsor village to area o Add jumbo U~on for additional Buttermilk viewing ~~ ~Gumes 2007 January 26-29, 21107 EXECUTIVE SUMMARI' A~cncy: Pitkin County Env. health and Natural Resources Person Prcparin~ Executive Summary: Carla Ostberg Date: 2/15/07 Phone Number: 970-920-5438 In the space helntir, please summur~i_e yarn' a,~reru_i''.c experience ronilh XGnrnes Z00'. 1?tl/NR staff reviewed aspects of the event as they pertained to group gathering (potable water, trash, port-a-potties, and food service). 7'hc event used 2 vendors to serve the majority of the food. "fhc same vendors from last year handled the staff' and volunteer food service (kitchen in mobile unit and tent constructed in the Inn at Aspen parking lot) and VIP service (tent near the bast of the mountain). Using vendors that had previously participated seemed to contribute to a smoother process. One vendor gave free samples of food to the public (Totinds Pizza Rolls). The food they served required minimal preparation and was low risk as it was cooked from a frozen state. One vendor was new to the event. "Chic vendor was contracted through the Inn at Aspen, nut the X-games (ESPN). They wcrc a company out of the Castle Rock area and did not have a food service license prior to this event. As this was their first time at the event and possibly their first time serving food at a public venue, there were quite a few issues that needed to be worked out. All of the issues I identified during the course of my inspection wcrc corrected, and as far as 1 know there wcrc no problems with the operation. "1'he X-games staff took the time to walk through all of"fhc operations with me and wcrc extremely helpful and responsive to concerns 1 had during the walk-through. Overall, communication lines in advance of the event wcrc very good. ~g -ON AUTHORITY transit and trails January 26-29, 211(17 WHAT WENT WELL and LESSONS LEARNED Category: Yost Concert I~ransportation Issue'I'itlc: llurant Strcct Closure Discussion: This was the single most effective step taken for the sale and efficient loading of thousands of post concert revelers. It allowed RF"fA to stage considerably more buses for concert egress than would be possible with Rubcy Park alone. 'Ihc fact that the drivers did not have to contend with trying to drive through the crowds on Mills Street to loop behind Rubey Park for staging on Durant Street was a huge improvement. With loading possible on both sides of Durant Street, RI'~hA supervisors were ahle, with the help of local law enforcement and private security, to spread out the loading areas. 'this minimized the confusion of where to catch what bus there by separating and dispersing the crowd much ntorc cfficicntly. Kecummendations: 1 .) Complete closure of llurant Strcct from 10:00pm until 230am. Both concert nights RL~fA personnel had to close the intersection at Durant and Galena Streets for the loading and staging of buses on Durant behvicen Galena and Hunter Streets. Residents, lodges, and guests need to use Dcan Strcct off of Aspen Street as their access point. Z.) Better trained security staff ur police at each of the Durant Street closure points. At the vcrv Icast at the intersections of Durant and llunter Streets and at Durant and Aspen Streets. Unauthorized vehicles such as lodge transports and taxis bullied their way past untrained security staff. 3.1 A tow truck should be present to clear illegally parked vehicles. This was a problem mainly on the south of Durant between Hunter and Galena Streets. 4.) Better lighting of loading area signs. 'I~he large signs created by I?SPN were a great improvement and up lighting would make them even better. 1'hi.e hers ah~eucly ficen udclres.~rcl hr L:SP:~ Responsible Agenev or Agencies: City of Aspen Ibr complete closure of Durant Street. I'irs~, Line Security for manning barricades. Towing'? RFTA and 4;SPN for lighting of loading area signs. ~y XCames 2007 XGamcs 2007 January 26-29, 20U7 WHA"I' V1'ENT WELL and LESSONS LF,ARNED Category: f?vent Parking and ~lYansportation Issue Title: Intercept Lot Parking Discussion: From KI~~I~A's perspective this parking area was a vast improvement over the Cozy Point lot. Accessing l lighway 82 at the trattic light and buses being able to stay on pavement was a huge step forward. I laving one pick up and drop oll~point made it possible to move people much more efficiently. Recommendations: ~) This being the first time this lot was used fbr an event of this size there will obviously he some room for improvement. With more. planning we helieve this lot could he laid out to accommodate more private vehicles. 6.) Alternative parking plans needs to be in place when this lot reaches capacity. 7) State Patrol ol~ticers on site need to understand that RF'I'A still needs to access the lot from downvalley so that regional service between Aspen and Rifle continues to t]ow. IZesnunsible Agency ur Agencies: City of Aspen Parking Department and SkiCo for lay out and planning. Alternative or overflow parking plan" I~SPN and State Patrol to maintain access into the lot fbr RI~I A. 3U TRANSPORTATION AUTHORITY our region with transit and trails AQency: Roaring Pork 'I~ransportation authority Person Preparing Executive Summary: Dave Iverson -Operations manager ,lohn I locker Director Of Operations Datr. February 13, 2007 Phone Number: i84-4951 In the space below, please summarize your agency's experience with XCames 21107. ]~he XGames events at l3uttermilk are, for the must part, manageable for RP'fA. Each day from 6:30am until approximately S:OOpm there arc 4 buses dedicated to X Games service. "Chew drivers service the Intercept Parking Lot until 11 :OOam at which time Vail Transit takes over this part of the operation. At this point 2 RP'Cn buses stay on this service and the other 2 huses then heiin service between Aspen and l3uttermilk to help supplement the regular Buttermill. Skier Shuttles. L3eginning at S:OOpm, ~ additional buses come on line to holp wherever needed with the egress from the events and later tiom the conccris. Any RI~'I~A personnel who may be doing short shit'ts arc also given the opportunity to volunteer and extend their hours. In addition to the Intercept Lot to venue buses and the venue to town buses, R1~CA substantially bolsters its valley services. Additional buses arc staged in Glenwood, C'arbondalc and I?I Jebel to supplcmcut the regularly scheduled valley buses. Por Friday and Saturday night's conccris up l0 15 additional buses were added throughout the valley and to Snowmass Village. "fo entice drivers to sigu-up for X Games shifts we offer double time. 'This is mainly due to the stalling shortage that is being felt throughout the Roaring Fork Valley and the Caet that almost all RPl'A's workforce is already scheduled a Cull 40+ huurs a week throughout the entire winter season. I ?CGames 20117 January 26-29, 211117 F,XECU'17VE SUMMARY FORK TRANSPORTATION AUTHORITY iecting our region with transit and trails • Objective information (such as statistics on numbers and types of culls for services, staff time, overtime expended, etc.): l~hursdav 1 /25/07 - llrivcr hours Supervisor hours I'ridav 1 /26/07 - Driver hours Supervisor hours Saturday 1 /2707 - Driver hours Supervisor hours Cucsday 1/38/07 - Driver hours Supervisor hours 58.5 ?8 103.5 41 108 63 114 38 llrivcr hours 384 Supervisory hours 170 The nbone numbers do not inckrde additional hours (approx. 350) prrt in by RFT,9 drivers and supervisors to supplement existing service. i.e. l' irlley and Snownurss service. This cost is « bsorbed by RFT.4. • Subjective comments, if you wish: 32 Thui day l 1 t3 Sunday l; 11 X (~amei Thurs l '15 -Sun. 1; 121 79,4G3 134,715 X G U~~t~,d~ ~ 2006/2p07 ZuOh 5 ~ lay X tames Weekend 7007 ~} clay XGar7ies Weekend 129,470 134,715 ~pll~f ~~~ ~~+~~t 2006 Saturday 7007 Saturday 40,538 46,095 f lease note th~it i7vi it of tf ie ~ihovr 11107 Urtals iru lode the extra buses i.isr: i t~~i [hr X t,;tmes. Extra bus tnials u~dude V'atl - ib 7d1 Korkv Nh ~untain - I L 3RZ and Town nt lnnes~m,ns~. VilLiq~° S 510. i ~ ;~ Valerie MacDonald Distribution List Name: X GAMES 12 Members: Anthony Dittmann ESPN anthony.dittmann@espn.com Blake Fitch Aspen Parking blakef@ci.aspen.co.us Bob Braudis SHERIFF rb51@co.pitkin.co.us Bonnie Watchel COM DEV bonniew@co.pitkin.co.us Brad Osborn RIGHT DOOR brad@therightdoor.org Brian Olson SNOWMASS POLICE bolson@tosv.com Brian Petit PUBLIC WORKS brianp@co-pitkin co.us Bruce Romero COMBINED COMMUNICATbrucer@co.pitkin.co.us Dan Blankenship RFTA dblankenship@rfta.com Darryl Grob ASPEN FIRE darrylg@ci.aspen.co.us Dave Iverson RFTA diverson@rfta.com Dave Ulane AIRPORT davidu@co.pitkin.co.us David Meeker patriceatsps@msn.com Dr. Bill Rodman drwjrod@comcast.net Ed VanWalraven ASPEN FIRE edv@ci.aspen.co us Ellen Anderson ellena@co.aspen.co.us Francy Jesson Airport franceyj@co.pitkin.co.us G.R. Fielding ROAD AND BRIDGE geraldf@co.pitkin.co.us Gary Beach W. Buttermilk HOA gary@beachresource.com Jeff Hecksel GLENWOOD SPEC. EVEN TSjahecksel@ci.glenwood-springs.co us Jim Elwood AIRPORT jime@co.pitkin.co us Joe Disalvo jd76@co.pitkin.co.us John Hocker RFTA jhocker@rfta.com John Krueger ASPEN PARKING johnk@ci.aspen.co.us John Rigney ASC jrigney@aspensnowmass com John Schied AVH jrs@avhaspen.org Kathryn Koch CITY CLERK kathrynk@ci.aspen.co.us keith Ikeda BASALT POLICE keith@ci.aspen.co.us Kent Blackmer RFTA kblackmer@rfta.com kris Jewkes RISK MGT. krisj@co.pitkin.co.us Loren Ryerson POLICE lorenr@ci.aspen.co.us mike Kramer COM DEV mlchaelk@co.pitkin.co us Mike Smith CDOT johm.m.smith@dot.state.co.us Nancy McKenzie Envir Health nancym@co.pitkin.co.us Rich Walker ASPEN AMBULANCE rwalker137@gmail.com Richard Duran COLORADO STATE PA TRrichard.duran@cdps.state.co.us Richard Pryor ASPEN POLICE richardp@ci.aspen.co.us Rick Balentine ASPEN FIRE rickb@balentinecollection.com Ron Ryan SHERIFF ronr@co.pitkin.co.us Ryan Miller ASC rmiller@aspensnowmass.com Sally Farren BASALT SPEC. EVENTS sallyf@basalt.net Sandra Morris AVH morsa@avhaspen.org Sarah Smith MAROON CREEK HOA ssmith@joshuaco.com Steve Sowles SNOWMASS WILDCAT F IRESSOWLES@SWFPD.COM Susan Hamley SNOWMASS VILLAGE shamley@tosv.com Tim Ware ASPEN PARKING times@ci.aspen.co us Tom Grady SHERIFF tg70@co.pitkin.co.us Valerie MacDonald valerie0701@hotmail.com Vanessa Anthes ESPN Vanessa.m.anthes@espn.com PITKIN COUNTY COMMUNITY DEVELOPMENT Invoice Submitted To: ESPN Winter X Games 6033 W. Century Blvd Los Angeles, CA 90045 December 7, 2007 In Reference To: Pitkin County Special Event Permit Application Winter X Games 2008 Special Event Permit Application Fee ($231.00 x 6 Hours) Please make check payable to "Pitkin $1386.00 Treasurer" Total Due: $1386.00 Pitkin County Staff Time In Excess Of 6 Hours Will Be Billed To The Applicant At A Rate Of $231.00 Per Hour. Please remit both checks to: Pitkin County Community Development 130 S. Galena Street, 3`d Floor Aspen, CO 81611 Attn: Valerie MacDonald PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00025476 Name: February 2008 Date:2/20/2008 Project Address: NO ADDRESS ASSIGNED Type: check # 006020550 Permit Number Fee Description Amount 0160.2007.PLAN PP- Flat Fee 1,386.00 Total: 1,386 00 PITKIN COUNTY COMMUNITY DEVELOPMENT Permit Receipt RECEIPT NUMBER 00026077 Name: DISNEY WORLDWIDE SERVICES INC Project Address: 9550 CASTLE CREEK RD Type: Permit Number check # 006297320 0160.2007. PLAN Fee Description PP- Planning Hrly Fee 1 Total: Date:6/2/2008 Amount 1,617.00 1,617.00