Special Event Permit Detail

Application Information

ID: 6071   Event: Frostbite Time Trial
Application Date: 11/15/2022    Event Date: 03/04/2023
Organization: Rio Grande Restaurant   Phone:
Address: 4225 Table Mountain Drive
Contact 1 Name: Wayne Boyles
Address: 3307 Creekstone Drive
Fort Collins CO 80525
Email: Send email
Contact 2 Name: Don Haywood
Address: 4225 Table Mountain Drive
Fort Collins CO 80526
Email: Send email

Event Information

Permit Type(s): County Road
Website: http://www.coloradocycling.org/
Course: An out and back approximately 11.4 miles distance over mostly flat to rolling terrain. The course is on the East Service road adjacent to I-25 between exits 288 (Buckeye Road) and 281 (Owl Canyon Road).

Course: An out and back approximately 11.4 miles distance over mostly flat to rolling terrain. The course is on the East Service road adjacent to I-25 between exits 288 (Buckeye Road) and 281 (Owl Canyon Road).

Event Description and Parking
1. All parking will be off on the east side of the northbound frontage road (dirt road) from Buckeye Road heading North. and along the north side of Buckeye Road from the west side of the I-25 interchange and heading west. Only one side of the road is available for parking. Course Marshals and road signs will direct vehicles and assure they are parked in designated areas and in a safe manner.

2. Certified Flaggers will be stationed along the course. There will be one flagger at the start/finish line area, one flagger and/or Larimer County Sheriff Officer at the intersection of County Road 74 where it meets the east I-25 Frontage Road, and two flaggers at the race turn around point. One flagger directing south bound traffic, one flagger directing north bound traffic. Course Marshals will be available to assist flaggers.

3. A Poudre Valley Hospital ambulance will be located near the start/finish line.

4. Additional information including insurance certificates will be added in attachments.

Estimated Participants: 300   Estimated Spectators: 100

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

   Sat. 03/04/2023: 9:00 AM - 2:00 PM


Additional Information Submitted by Applicant

1. Date Submitted: 12/02/2022
A course map formated in KML/KMZ is added for the engineering department. This map will also be mailed directly to engineering when an e-mail address is provided.

2. Date Submitted: 12/07/2022
Insurance letter of Intent from USA Cycling
Example of Insurance Form

3. Date Submitted: 12/13/2022
Add engineering map which is a KML file for reference. The file was sent to engineering directly on December 12, 2022

4. Date Submitted: 12/27/2022
Insurance Certificate for Larimer County Risk Management added.

5. Date Submitted: 01/10/2023
Updated Insurance certificate for Larimer County.

Reviewing Agency Comments/Status

Email the Special Events Coordinator regarding this application.


Status: Approved


Email CDOT

Colorado State Patrol

Status: Approved

Comments: No CSP resources requested or needed

Email Colorado State Patrol


Status: Approved

Comments: Map received.

Email Engineering


Status: Approved

Comments: -Please ensure that a detailed emergency communications plan is available, and that all staff and volunteers are familiar with the plan.
-Please ensure potable water is provided for the event. Drinking water shall be from a public, treated water supply (which can be transported and dispensed in clean and sanitized food grade containers, commercial bottled water).
-Adequate toilets must be provided at the start/finish area and as necessary at aid stations/throughout the course. The site plan indicates three toilets at start/finish and one at the turnaround point; this may be adequate if the proposed total attendance of 400 is not constant in these locations throughout the event. Based on event duration and attendance, the recommended number of portable toilets would be 4-6.
-Please ensure at least one portable hand washing sink is provided in each portable restroom area. The station must be adequately stocked with soap, paper towels and a waste bin.
-Please ensure adequate number of trash receptacles are provided as needed throughout the course.
-There will be an ambulance onsite. Please ensure first aid kits are provided at any first aid stations.
-Per the application, no food or alcohol will be provided. If any food or beverage is provided at any location in the event, it shall be limited to:
---Uncut, whole fruits
---Gels, snack/food items that are shelf-stable or prepackaged, and water/energy drinks
(foods/drinks requiring refrigeration for food safety are not approved for aid stations or at the event without proper permitting).
---Bulk snack items can be dispensed using a scoop with handle, with handle stored up and out of product

Email Health

Larimer County Emergency Management

Status: Approved


Email Larimer County Emergency Management

Poudre Fire Authority

Status: Approved


Email Poudre Fire Authority

Poudre Valley Hospital

Status: Approved

Comments: Organizer has already secured EMS support for the event.

Email Poudre Valley Hospital

Risk Management

Status: Approved

Comments: Thank you

Email Risk Management

Road & Bridge

Status: Approved


Email Road & Bridge


Status: Approved

Comments: Please contact the Sheriff admin staff 3 weeks prior to event to schedule the LCSO Deputy.

Email Sheriff

Wellington Fire

Status: Approved

Comments: Approved, Event organizer has provided all information need for WFPD.

Email Wellington Fire

Final Disposition


Good Morning Wayne,

Congratulations! Your special event application has been approved.

Please print the permit and have it available for the duration of the event.

Have fun!!