Special Event Permit Detail
Application InformationID: 6067 Event: Carter Lake Crossing
Application Date: 11/09/2022 Event Date: 07/22/2023
Organization: MT Exile Productions, LLC Phone: 406-461-2757
Address: 875 Wolf Road, Helena, MT, 59602
Event InformationPermit Type(s): Parks and Open Spaces
Type of Event: Other
This is the 9th consecutive year that this swim has been hosted at Carter Lake. The Carter Lake Crossing will be a swim event on July 22, 2023 from 7:00 AM to 9:30 AM (there is a 2.5 hour cut-off). Dates for future years have not yet been set, but the swim usually occurs the third weekend of July.
The swim will begin at the North Pines Boat Ramp and go to the South Shore Boat Ramp. Registrants will park near the South Shore Boat Ramp and will be bussed up to the start at the North Pines Boat Ramp. This was the race course that was used from 2015-2019 and in 2022. If a crossing is not feasible due to COVID-19 safety precautions associated with bussing the swimmers, then an out and back 3-mile alternative course will be used (used in 2020 & 2021). In this case, both the start and the finish would be at the South Shore Boat Ramp. Both the primary course route and the alternative course route are attached to this application.
Buoys will be set up the evening before and clean-up will be completed by noon. In the past, Park Rangers have helped with taking buoys down during the event.
Impacts to the lake will be temporary with minor impacts on lake access will occur (public boats will not be allowed west of the buoy line, or to start from the South Shore Boat Ramp while swimmers are finishing (roughly 8:00AM to 9:30AM)). There will also be minor noise impacts on the South Shore Campground due to set-up, parking, registration and start/finish coordination. Announcing will be limited prior to the first swimmer exiting the water at the south boat ramp. This is anticipated to be approximately at 8:00 AM.
Race organizers would like to request campsite S03 for the evening of July 21, 2022 as part of organizing this race. This will help to limit impacts to the public, as this is the only campsite that is likely to be directly impacted by lights and minor noise on the morning of the event.
There will be no significant cultural or environmental impacts. Regulations and ordinances will be adhered to and the Park Rangers will be coordinated with closely. They have provided on-the water support as part of the safety plan for the last several years.
Temporary restroom facilities will be dropped off at the south boat ramp and the north pines boat ramp for event users to take advantage of. There will therefore be limited to no impact on park restroom facilities. Trash receptacles for waste will be placed at the restrooms and the post-race food area.
Volunteers, Larimer County Dive and Rescue Team, Rapid Response (private race organization safety company) and the Park Rangers will assist in providing on-the water support to the swimmers and the race. Emergency personnel will be on call via the Park Ranger's radios if needed. Paramedics and EMTs will also be on-site in the event of an emergency. An emergency response and communication plan will be developed and disseminated prior to the event.
A 20 foot wide emergency access path to the South Shore Boat Ramp will be provided and maintained.
There will not be a tent over 700 square feet in size.
Food and warm water may be distributed for free on site, depending on the status of COVID-19 protocols. If provided, food will be limited to small breakfast items such as bagels, fruit, cookies, coffee, tea etc. There will not be cooked food on-site. This food will be sourced from either a restaurant or a grocery store.
Prior to hosting the event, the weather will be monitored and if inclement weather is anticipated, coordination with the Larimer County Park Rangers will occur prior to the event. If necessary for safety reasons, the race will be cancelled.
All State and County COVID protocols will be adhered to and a COVID mitigation plan will be established for the event so as to minimize/eliminate the spread of COVID-19 at the event.
All participants will be required to sign the attached liability waiver. A Certificate of Liability Insurance will be provided once it is received from the insurance broker.
Estimated Participants: 250 Estimated Spectators: 50
Food / Alcohol:
Food is being served: NA
Alcohol is NOT being Served
Sat. 07/22/2023: 4 AM - 12 PM
Additional Information Submitted by Applicant1. Date Submitted: 01/22/2023
Please see attached for the Larimer County Certificate of Insurance
2. Date Submitted: 02/01/2023
Response #1 to questions 1. Please make sure there is a weather watcher throughout the entire event, not just prior to the race, as conditions could change rapidly. ---Yes, the Race Director will be on-site and will be watching the weather during the event. Both wind and lightning will be watched. 2. Having a paramedic and EMT on site was mentioned. Will this be a contracted (hired) crew with an ambulance? ---We will have a minimum of 2 paramedics and 2 EMTs on site. We have contracted these medical staff through Rapid Response Paramedic Services, LLC in the past and plan to do so again this year. There will not be an ambulance on-site, but the Larimer County Park Rangers are able to call one on short notice. The communication path there is boat->office->ambulance. Response time is expected to be about 10 minutes. 3. Firefighters will be notified in advance of the event, so they will be prepared if needed. -Excellent. Thank you. 4. Thank you for the thorough submittal. -You are very welcome. Please let us know if you have any other questions.
3. Date Submitted: 02/01/2023
Please see additional information regarding the Certificate of Liability Insurance.
Reviewing Agency Comments/Status
Email the Special Events Coordinator regarding this application.
Status: ApprovedComments: 1. Please make sure there is a weather watcher throughout the entire event, not just prior to the race, as conditions could change rapidly. 2. Having a paramedic and EMT on site was mentioned. Will this be a contracted (hired) crew with an ambulance? 3. Firefighters will be notified in advance of the event, so they will be prepared if needed. 4. Thank you for the thorough submittal If you have any questions, contact Battalion Chief Lyle Fenderson at (970) 685 - 1142
Status: ApprovedComments: -Water for drinking and preparing energy drinks shall be from a public, treated water supply, and transported and dispensed in clean food grade containers. -From the application, it is understood that if food is provided it will be limited to small breakfast items such as bagels, fruit, cookies, coffee, tea etc. There will not be cooked food on-site and food will be sourced from a restaurant or a grocery store. This proposed food service would not require a retail food license. If any food vendors are proposed, they must hold a 2023 Colorado Retail Food License or 2023 Larimer County Temporary Food License. -Per the application, portable restrooms will be provided. The application did not indicate the number of restrooms available to attendees. Please ensure an adequate number of toilets is provided to support the attendees. A table for recommended number of restrooms based on event duration and attendance can be found here: https://apps.larimer.org/specialevent/se_guidelines.htm -The application did not mention portable handwashing stations for the portable restroom area. At least one handwashing station should be provided in each portable restroom area. Temporary handwashing stations should be stocked with soap, paper towels and waste bin. -Please ensure that all staff and volunteers are familiar with the emergency communications plan. Per the applicant, EMS and first aid supplies will be onsite.
Larimer County Emergency Management
Status: ApprovedComments: 1. Please make sure there is a weather watcher throughout the entire event, not just prior to the race, as conditions could change rapidly. 2. Having a paramedic and EMT on site was mentioned. Will this be a contracted (hired) crew with an ambulance? 3. Firefighters will be notified in advance of the event, so they will be prepared if needed. 4. Thank you for the thorough submittal. Thank you for providing the additional information to answer my questions/comments. I approve this permit request and if you need to contact me, my email is Carie.Dann@LFRA.org.
Parks & Open Lands
Status: ApprovedComments: Thank you
Thompson Valley EMS
Status: ApprovedComments: If you are planning on using a standby EMS service such as Rapid Response Paramedics we would like to be in contact with them before the race so we have an understanding of their capabilities and their medical plan. TVEMS can be contacted at email@example.com
Status: APPROVEDGood Morning Robert and Matthew,
Congratulations! Your special event permit application has been approved.
Please print the permit and have it available for the duration of the event.
Have fun and be safe!