Special Event Permit Detail

Application Information

ID: 5976   Event: Kingdom of the Outlands Crown Tournament
Status:
Application Date: 03/21/2022    Event Date: 10/01/2022   Thru: 10/02/2022
Organization: Barony of Unser Hafen (SCA)   Phone:
Address:
Contact 1 Name: Mandy Goltz
Address: 221 W 57th Street B30
Loveland CO 80538
Email: Send email
Contact 2 Name: Tina Warren
Address: 2612 Fox Run Court
Fort Collins CO 80526
Email: Send email


Event Information

Permit Type(s): Parks and Open Spaces
Website: https://www.outlands.org/
Type of Event: Other
Location:
Hermit Park Open Space

Description:
The Barony of Unser Hafen would like to host our Kingdom’s Crown Tournament event on October 1st and 2nd at the Hermit Park Group Pavilion. The Barony is the local group that is made up of members in Larimer and part of Weld Counties, The Kingdom is made up of the area stretching from Casper, WY to El Paso, TX. We are members of the Society of Creative Anachronism which is a 501c3 Educational Nonprofit Group. We previously held a small tournament and ceremony at Carter Lake, South Shore in December of 2021. We understand that this particular date is outside of the normal reservable dates for the Group Pavilion but we are hoping that since it is the first weekend that it is not reservable that the county will be willing to make a special exception for this event.

The event would consist of setting up day shades (provided by participants) in the meadow around a fighting field as well as a royal pavilion (provided by the local group) similar to a large party tent for the current Royalty to view the tournament. Our fighters sign waivers with the corporate office to be able to participate in any martial activities. On Saturday there would be a Heavy Fighting Tournament with fighters using ratan sticks to simulate swords and other weapons. On Sunday there would be a Rapier Tournament, which uses blunt and rubber tipped fencing swords. All fighters are required to wear armor and padding suitable to the sport that they are competing in. The other participants will be dressed in pre 17th Century clothing as we are creating a medieval atmosphere. Members will provide their own chairs, shades, etc…

We will provide a sandwich style lunch on Saturday to be served in the group pavilion that will be prepared by members of the local group. We will also have cleaning supplies (trashbags, paper towels, extra toilet paper, etc…) available to maintain a clean area. As the Group Pavilion has a set of vault toilets, we do not think we will need extra port-o-lets for this event. We would ask to leave some of the day shade tents up overnight, in the meadow but we will ensure that all food items are picked up and appropriately stored so as to not attract wildlife. We will also ensure that there is no camping in the meadow. Our goal is to always leave a site cleaner than we got it.

We would like to use the firepit area to have meetings during the evening Saturday and morning on Sunday. We understand that fire restrictions may be in place, and will abide by all fire restrictions at the time of the event, including having a fire extinguisher on hand.

We plan to encourage individuals to make camping reservations through the Larimer County reservations system for both camping and cabins but we are not asking to block off any of those reservable areas. We understand that those reservations will be made on a first come first served basis. We are also asking our participants to handle their own parking passes through the main office at Hermit Park as some may come earlier for camping and others may already have county parks passes.

As a group, we will provide Liability Insurance through our Corporate Office for the days of the event. This will be sent to the appropriate contact at the County and a copy will be on site for the days of the event. This insurance will be requested at a minimum of 6 weeks prior to the event so it will be there well in advance of the 21 day rule of the county. All members of the society have waivers of Liability on file with the Society Corporate offices, as well as on the back of their membership cards which they are required to show when they come through our event gate. Any non member or person without a membership card will have to sign a Liability Waiver to come into the event.

Payment will be made to the county prior to the event through the group’s checking account once we have an agreed upon invoice.

We will follow all Covid Protocols in place in the County, State, and by our own Board of Directors that are in place at the time of the event. We will plan to have hand sanitizer on hand as well as enforce masking rules if any are in place at that point in the year. Currently per our Board of Directors, Covid Protocols involve showing vaccination status and a photo ID or a negative Covid test within 72 hours of the start of the event as well as wearing masks at indoor events.

Event Contact People will be Mandy Goltz, Event Organizer and/or Tina Warren Local Group President. This information will be provided to the County Sheriff, Fire Departments, EMS, and Local Hospital in Estes Park via certified letter prior to the event.. Both will have cell phones available, approximately 10 short range radios will be available for event staff to use during the event so either the event organizer or president can be reached quickly.

Advertising will be done through our regional and local online newsletters, and an event page will be created for Facebook for promotion through social media. We will have a pre registration form on the Baronial website for this event. In all website, newsletter, and social media articles, we will include links to the County Natural Resources page as well as a link to the camping/cabin reservation page.


Estimated Participants: 300   Estimated Spectators: 0

Food / Alcohol:
  Food is being served: NA
 Alcohol is NOT being Served

Hours:
   Sat. 10/01/2022: 8 AM - 8 PM
   Sun. 10/02/2022: 8 AM - 5 PM

Attachments:

Additional Information Submitted by Applicant

1. Date Submitted: 03/29/2022
Here is the proposed event Layout. The only temporary structures will be day shade tents, a large party style tent and a roped off fence area for the fighting field.

Restrooms will utilize the existing vault toilets. The only food onsite will be brought in on Saturday in coolers and put in the group pavilion, water. lemonade and gatorade will also be available . All other food and beverages will be provided by the participants themselves for their own use. Emergency access will be available through the existing roads around the meadow. Parking will be available in the two parking lots around the meadow as well.

2. Date Submitted: 03/29/2022
Attached please find the Insurance Certificate Order form, it will be requested at our Corporate Office no later than August 1, 2022 to be in the Risk Management Departments hand no later than 6 Weeks Prior to the event.

Your Risk Management Department also requested copies of our Waiver Forms. I have attached 2, One for Adults and one for Children. These waivers are signed by non member participants at events.

Further, I have included a pdf that is for Site Owners who would like more information about our group, what we do and how we do it.

Finally I have also included a copy of the proposed bid that we are submitting to our Kingdom Officers for this event. It includes pictures of the site, layout, descriptions of our planned activities, schedules, budget, and the article that we will publish electronically via website, electronic newsletters, and official social media outlets. This bid is subject to change per the local officers agreement.

Reviewing Agency Comments/Status

Email the Special Events Coordinator regarding this application.

Building

Status: Approved

Comments:

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Engineering

Status: Approved

Comments:

Email Engineering

Estes Fire

Status: Not Reviewed Yet

Comments:

Email Estes Fire

Estes Police

Status: Not Reviewed Yet

Comments:

Email Estes Police

Health

Status: Not Reviewed Yet

Comments:

Email Health

Larimer County Emergency Management

Status: Approved

Comments:

Email Larimer County Emergency Management

Parks & Open Lands

Status: Denied

Comments: Unfortunately, after careful consideration, this facility cannot hold that many people or tents. Plus, early October is a very busy season in the Estes Park area due to the Elk rut. Sorry for the trouble.
--Jordan W 970-619-4462

Email Parks & Open Lands

Risk Management

Status: More Information Needed

Comments: Please provide:
1. A certificate of insurance with event insurance/general liability limits no less than $1,000,000 per occurrence / $2,000,000 general aggregate. The certificate of insurance must name Larimer County as certificate holder (Larimer County Risk Management 200 W Oak St Suite 4000 Fort Collins, CO 80525) and list Larimer County as additional insured. Please note that Larimer County does not accept additional insured language that limits additional insured status to that which is “required by contract”, however, "by agreement" is an acceptable addition. For questions about insurance requirements please see the following informational page: https://www.larimer.org/special-event-insurance-information
2. A copy of the participant waiver.

Thank you.

Email Risk Management

Sheriff

Status: Approved

Comments:

Email Sheriff