Special Event Permit Detail

Application Information

ID: 5981   Event: SCA: Caer Galen Defender
Status:
Application Date: 03/30/2022    Event Date: 06/11/2022
Organization: The Society for Creative Anachronism, Inc   Phone: 800-789-7486
Address: PO Box 61198, San Jose, CA 95161
Contact 1 Name: Melissa Midzor
Address: 2400 Blue Mountain Ave
Berthoud CO 80513
Email: Send email
Contact 2 Name:
Address:

Email:


Event Information

Permit Type(s): Private Land
Location:
Private Land, Parcel# 9431305019

Description:
A Medieval celebration hosted by the local chapter of the Society for Creative Anachronism (SCA), a 401k non-profit educational organization (SCA.ORG). This will include people in costumes and sports competitions (fencing, horse riding, target archery) in accordance with the SCA safety rules. There will be pop-up tents for shade. No food/beverages will be sold or provided, participants may bring their own with the exception that NO alcohol is allowed at all. All horses are privately owned (no rentals).

- A copy of the participant waiver is attached
- At this time, no tents larger than 400sqft are anticipated. If that changes, a tent permit will be applied for.
- An example of the Insurance is provided. The example is for our equestrian practice (about 10-15 people), and shows the Insurance type and amounts that meet the requirements. A new copy of the insurance is in process with SCA corporate, that will name Larimer County as the certificate holder (Larimer County Attn: Risk Management 200 W Oak St Suite 4000 Fort Collins, CO 80525) and listing Larimer County as an additional insured.



Estimated Participants: 90   Estimated Spectators: 0

Food / Alcohol:
  Food is NOT being Served.
 Alcohol is NOT being Served

Hours:
   Sat. 06/11/2022: 8 AM - 6 PM

Attachments:

Additional Information Submitted by Applicant

1. Date Submitted: 05/05/2022
Submitted an updated Certificate of Insurance with Larimer County listed as the Certificate holder and Additional insured.

2. Date Submitted: 05/12/2022
Parking: About 1 acre on the property has been allotted for parting, which is estimated to accommodate 86 cars and 3 truck/trailers (and expandable to 106 cars/3 truck-trailers). At most 3 trucks/horse trailers will be attending. The majority of the participants and activities are not horse related. Also, many of the participants are families, so moderate car-pooling is expected.

The following estimates are based on the standard 9ft x 18ft per head-in parking space, 9ft x 22ft per parallel parking space, one-way drive aisle of 12ft, and two-way drive-aisle of 18ft. There are 3 areas identified for parking on the property, and 2 handicap spots. Please see attached map.

1) Main parking (64 cars): The back half of the property is an open flat field, of which 1/3 (220ft x 80ft) is dedicated to parking. This will be 3 rows of parking, with 2 one-way aisles and turnarounds at each end. Estimated to accommodate 64 cars. Additionally, there will be ~60ft between the 3rd row and the event area, which could accommodate a fourth row (20 additional cars) if needed.

2) Auxiliary parking (20 cars): The paddock at the northwest part of the property (136ft x 64ft) will be available for parking. 2 Rows with a two-way drive, estimated to accommodate 20 cars.

3) Horse trailer parking (3 truck/trailers): The paddock on the southwest part of the property (192ft x 64ft) will be used, and can accommodate the 3 truck/trailers expected to attend.

4) Handicap parking (2 spaces): A 24ftx 40ft area near the activities on flat hard-packed ground has been identified for handicapped parking.

5) Overflow parking: There is a flat grass area along the east side of the paved road, 20ft in depth between the fence and the paved road, and extending 256 ft along the property. This is not expected to be needed, but could accommodate 28 small cars head-in, or 11 cars parallel parked without restricting the paved road.

The majority of the participants and activities are not horse related. Only 8-10 people are expected to compete on horses, with several of the horses already living on the property. About 40-50 people will be involved in non-horse sports activities such as fencing, archery, medieval dancing and story-telling, or are spectators.


Reviewing Agency Comments/Status

Email the Special Events Coordinator regarding this application.

Berthoud Fire

Status: Approved

Comments: A clear 20-foot drive isle leading to the event shall be maintained at all times. The parking areas shall be clear of any tall grass or other vegetation. Smoking is prohibited in the parking areas.

Email Berthoud Fire

Building

Status: Approved

Comments:

Email Building

Code Compliance

Status: Approved

Comments: This will not hold up the event, but it should be noted there is an expired permit on this property. 95-L1969 issued for a storage building - dirt floor requires a final building inspection. Please contact Code Compliance Inspector Tony Brooks at 970-498-7706 for next steps.

Email Code Compliance

Colorado Division of Wildlife

Status: Approved

Comments: Bears frequently move along the Little Thompson River and have been known to get into unattended trash. Adequate trash receptacles that are maintained and removed shortly after the event to avoid attracting bears, skunks and racoons is highly recommended.

Email Colorado Division of Wildlife

Engineering

Status: Approved

Comments: Thank you for the additional information regarding the parking. It sounds like it should work the way you have it planned.

Email Engineering

Health

Status: Approved

Comments: The application information did not provide information on sanitation needs for the event. The residence is served by a septic system. The septic system is not approved to support the event and the proposed 90 guests. Portable restrooms and handwash station shall be provided for use from 8am to 6pm. For 90 guests for approximately 9-10 hours, 3 portable toilets (with at least one toilet being an accessible/ADA toilet) and 1 handwashing station shall be provided.

The handwash station shall include soap and paper towels and a trash receptacle.

Though guests are instructed to bring their own food and beverage, please ensure potable/treated water is available to prevent dehydration during this physical event.

Email Health

Larimer County Emergency Management

Status: Approved

Comments:

Email Larimer County Emergency Management

Planning

Status: Approved

Comments:

Email Planning

Risk Management

Status: More Information Needed

Comments: The Certificate of insurance that was attached limits additional insured status to that which is “required by contract”. Larimer County cannot accept this on the certificate as part of a Special Event. Please correct to "by agreement' or remove the language completely and reattach.

Thank you.

Email Risk Management

Sheriff

Status: Approved

Comments:

Email Sheriff