Special Event Permit Detail

Application Information

ID: 6058   Event: Polar Bear 5k & Polar Plunge
Application Date: 09/29/2022    Event Date: 01/21/2023
Organization: Green Events   Phone: 970-556-3279
Address: PO Box 1523, Fort Collins, CO 80522
Contact 1 Name: Lisa Sinclair
Address: PO Box 1523
Fort Collins CO 80522
Email: Send email
Contact 2 Name:


Event Information

Permit Type(s): Parks and Open Spaces
Website: http://frontrangefreeze.com/polarbear/
Type of Event: Other
Horsetooth Reservoir

11th Annual Polar Bear 5k run/walk & Polar Plunge into Horsetooth Reservoir at South Inlet Bay Swim Beach.

The 5k run/walk course is the same as previous years - starting at the North end of the park near the swim beach pavilion, the course stays entirely inside the park as an out and back on the camp road around the South end to the dead end turn around and back (see map).

The Polar Bear Plunge will be staged on the Swim Beach/boat ramp, (same as previous years) and run in small waves of 3-5 participants at a time. EMS and Larimer County Dive Rescue Team will be onsite for the event.

Estimated Participants: 500   Estimated Spectators: 25

Food / Alcohol:
  Food is being served: CATERED
 Alcohol IS being served.

   Sat. 01/21/2023: 7:00 AM - 3:00 PM


Additional Information Submitted by Applicant

1. Date Submitted: 10/19/2022
10/19/22 Liquor License Application submitted to Larimer County

2. Date Submitted: 10/25/2022
COI - Larimer County Additional Insured

3. Date Submitted: 10/25/2022
Participant liability waiver

4. Date Submitted: 10/25/2022
Event Map

Reviewing Agency Comments/Status

Email the Special Events Coordinator regarding this application.

County Clerk and Recorder

Status: Approved

Comments: Lisa has submitted a Special Event Liquor License. It is on the 11/08/2022 consent agenda for the BOCC to sign-Deirdre

This permit has been approved-Deirdre

Email County Clerk and Recorder


Status: Approved


Email Engineering


Status: Approved

Comments: --Drinking water shall be made available during the event. Water for drinking purposes can be provided by existing drinking fountains, commercial bottled water, or from approved containers, such as igloo-style dispensers. Water from dispensers must be from a public, treated water supply (which can be transported and dispensed in clean and sanitized food grade containers, commercial bottled water).
--Food service will be provided for the event. All food vendors must hold a 2022 Colorado retail food license, or a 2022 Larimer County Temporary Event License. Registered non-profit organizations based in Larimer County are exempt from food licensing requirements. Food service shall be in conformance with applicable standards for temporary events.
--If any foods will be served at first aid stations throughout the race course, please ensure they are individually packaged and not open for self-service. Only shelf-stable foods that can be served without refrigeration are allowed without a Colorado retail food license.
--All beverages served at aid stations shall be individually packaged, or offered in single-use disposable cups. If dispensing from bulk containers, please ensure the containers have been cleaned and sanitized and are designed of food-grade materials. Only treated water from municipal supplies may be used for beverages.
--If existing restroom facilities are not open during off season use, the Larimer County Special Event Guidelines recommend a minimum of 8 portable restrooms for an 8 hour event with an estimated 500 attendees with food and beverage service; one must be wheelchair accessible. With alcohol service, the recommendation is to increase the number of portable restrooms by 20%. If 500 attendees are not expected at one time, a smaller number of portable restrooms may be adequate. It is always recommended to have extra portable facilities available at the start/finish area, and halfway through the race. The final determination is at the discretion of the Larimer County Parks Dept.
--At least one handwashing station (in addition to hand sanitizer) is recommended for portable restroom areas and Larimer County Parks restroom facilities lacking hand sinks, especially in food service areas.
--Please ensure an adequate number of trash receptacles are provided throughout the race course at portable restroom area(s), food service area and start/transition/finish areas.
--It is acknowledged that EMS and Larimer County Dive Rescue Team will be onsite for the event. Please ensure there is a plan in place for communication should an emergency situation arise.

Email Health

Larimer County Emergency Management

Status: Approved


Email Larimer County Emergency Management

Parks & Open Lands

Status: Approved


Email Parks & Open Lands

Poudre Fire Authority

Status: Approved


Email Poudre Fire Authority

Poudre Valley Hospital

Status: Approved

Comments: Green Events has already contacted UCHealth EMS to set up standby services.

Email Poudre Valley Hospital

Risk Management

Status: Approved

Comments: Thank you

Email Risk Management


Status: Approved


Email Sheriff

Final Disposition


Have a great day!