Special Event Permit Detail
Application Information
ID: 6100 Event: MacGregor Ranch Copmmunity PicnicStatus:
Application Date: 02/23/2023 Event Date: 08/23/2023
Organization: Muriel L. MacGregor Charitable Trust Phone: 9705863749
Address: PO Box 4675, Estes Park, CO 80517
Event Information
Permit Type(s): Private LandWebsite: http://www.macgregorranch.org
Location:
180 MacGregor Lane, Estes Park, CO 80517
Parcel Number 35130-000-930
Description:
This event will be a community picnic to celebrate the 150 year anniversary of the founding of MacGregor Ranch.
Our partners helping to organize and run the event are Visit Estes Park and Estes Chamber of Commerce.
Food and drink will be available from up to 5 food trucks. Birthday cake will be available from a local food vendor.
Adequate safe water from the Estes Park municipal water system is available at several locations on property.
An adequate number of enclosed separate male and female portable toilets will be on site for the event.
An ambulance with 2 EMT's with be available at the ranch office, 1301 Clara Drive, where there is phone and WIFI accessibility. this will serve as the base for communication for hospital, sheriff and fire services.
Stage and egress lighting is already available but will be supplemented where necessary.
Parking area consists of two areas in excess of 10 acres. Parking area is a decomposed granite base. No dust mitigation should be necessary.
Sound from the stage will be amplified but should not carry unreasonably beyond our property line.
All electrical systems for stage and food trucks will be self-supporting.
Contact has been made with the Larimer County Sheriffs Office regarding fire and security services. We are waiting for further communication from them.
Liability insurance is with Philadelphia Insurance Companies with liability limits of $1,000,000.
Estimated Participants: 500 Estimated Spectators: 0
Food / Alcohol:
Food is being served: VENDOR
Alcohol IS being served.
Hours:
Wed. 08/23/2023: 5:00 PM - 9:00 PM
Attachments:
- 6100_150th_Map_MacGregor_PNG.png
- 6100_Comments_and_conditions_provided_by_the_Natural_Park_Services.pdf
- 6100_Determination_and_Tax_Exemption.pdf
- 6100_MacGregor_Special_Event_App.pdf
- 6100_Macgregorranchquote8.23.pdf
- 6100_Muriel_MacGregor_Special_Event_COI.pdf
- 6100_RMNP_jurisdiction.pdf
- 6100_Special_Event_Policy.pdf
- 6100_specific-tech_SL100_mobile_stage.pdf
- 6100_Technical-Drawings-SL1021.pdf
- 6100_Wind_Management_Plan.pdf
Additional Information Submitted by Applicant
1. Date Submitted: 03/02/2023The stage has been reserved with Rob Hinkle, Community Service Director at the Town of Estes Park. The stage is a three year old portable stage used by the Town of Estes Park for all of its outdoor events. For more details Rob Hinkle can be contacted at (970)577-3901 Egress lighting will either be self supported by a generator or existing code compliant electrical outlets. Portable toilets are reserved from Air-o-Pure. Ten preferred units and two ADA compliant units. Contacted County Clerk and confirmed the alcohol licensing requirements
2. Date Submitted: 03/21/2023
Risk Management: We are getting a special events policy that will be for the event only and not endorsing an existing policy. As your general liability policy renews on April 27, we don’t know what the current or possible new carrier (if we switch) would entertain a special event prior to renewal. I will follow up and see if I can get the special events policy rated right away. Thank you, Tad Borrett Security Insurance Group 970-702-2661
3. Date Submitted: 03/24/2023
Building Code Requirements Additional Information: Technical drawings and specifications of the SL 100 stage have been submitted as requested. Files: Technical-Drawings-SL102.pdf specific-tech SL100 mobile stage
4. Date Submitted: 03/24/2023
Building Code Requirements Additional Information: Technical drawings and specifications of the SL 100 stage have been submitted as requested. Files: Technical-Drawings-SL102.pdf specific-tech SL100 mobile stage
5. Date Submitted: 03/24/2023
Building Code Requirements Additional Information: Technical drawings and specifications of the SL 100 stage have been submitted as requested. Files: Technical-Drawings-SL102.pdf specific-tech SL100 mobile stage
6. Date Submitted: 03/24/2023
Portable Toilets Additional Information: Twelve portable toilets reserved with Air-o-Pure. Ten non gender specific preferred units Two non gender specific ADA compliant units Files: Macgregorranchquote8.23
7. Date Submitted: 03/24/2023
Building Code Requirements Additional Information: Technical drawings and specifications of the SL 100 stage have been submitted as requested. Files: Technical-Drawings-SL102.pdf specific-tech SL100 mobile stage
8. Date Submitted: 03/24/2023
Just a test to add a document
9. Date Submitted: 03/24/2023
Deleting test document added for testing.
10. Date Submitted: 03/31/2023
Building management: Added File: Wind Management Plan Added Response to Eric Fried's request for more info: Electrical: To the best of our knowledge all code compliant outlets were inspected and approved by the state of Colorado before July 1, 2020. The stage will have a separate generator for lights, speakers, and soundboard. The specific generator and size of generator has yet to be determined by the sound contractor. We are seeking only food vendors/food trucks that have stand alone electrical generation or propane support. We will not be providing power to these vendors through extension cords, outlets, etc.
11. Date Submitted: 04/12/2023
Risk Management: CRC Group Liability Insurance for Special Event Uploaded as attachment.
12. Date Submitted: 04/13/2023
Risk Management: Additional Special Event insurance documents uploaded 4/13/23
13. Date Submitted: 04/24/2023
Adding comments and conditions provided by the Natural Park Services
14. Date Submitted: 04/27/2023
RMNP Legislative Jurisdiction is not applicable in the area of event #6100. Confirmation from Park Planner, Cheri Yost, attached 4/27/23. Please note for future event permits and permit #7111
15. Date Submitted: 04/27/2023
RMNP legislative jurisdiction is not applicable for area of event #6100. Confirmation from Park Planner, Cheri Yost, attached 4/27/23. Please make not for future events and application #7111.
Reviewing Agency Comments/Status
Email the Special Events Coordinator regarding this application.
Building
Status: Approved
Comments: Updated 4/3/23 High Wind Management Plan has been posted. All Building Division concerns resolved. Update 3/30/23 Thank you for the additional information. Unfortunately it still lacked the requested technical specs on the portable stage's wind, snow and live load, so I went to their website and confirmed that the Stageline SL100 stage is rated to 115 mph Ultimate Wind Speed without windwalls (77 mph with windwalls) and 150 psf live load. The live load is adequate, snow is not a major concern in August, but the site design Ultimate Wind Speed is 171 mph, far exceeding the stage's capacity. Therefore, a High Wind Operations Plan must be created, posted, and reviewed by county building staff, with event employees and volunteers trained in its implementation. Stage Line, the Town of Estes Park, and others who have used this stage may be able to help you create a plan based on prior ones already established. You have stated that "Egress lighting will either be self supported by a generator or existing code compliant electrical outlets." I presume your response means that the electrical outlets are not only code-compliant but permitted by the Colorado Electrical Board, which used to have jurisdiction in this area, since we have no record of a Larimer County permit for this site. The Health Dept. also requires that "Adequate access to an approved power supply must be provided for food vendors onsite." Please explain how you will provide such access to an approved power supply (extension cords can be a fire hazard). A Larimer County miscellaneous permit for temporary electrical installations may still be required. The availability of accessible portable toilets is confirmed and not an issue. -------------------------------------------------------------------------------------------------------------------------- Update: Your 3/2/23 response about the stage and electrical is inadequate. it is the job of the applicant to provide all information required to demonstrate compliance, not my job to do your homework for you. Please provide all requested information for my review. ---------------------------------------------------------------------------------------------- A stage is mentioned but no information is provided on the stage. Is this existing? If new, will it be manufactured on site for the event? Rented and moved on site? I either need a set of plans for the construction or engineering specs from the stage manufacturer or events rental agency to verify that the stage meets 2021 International Building Code requirements for the site's wind (171ph Ultimate Wind Speed), snow load (70 psf Ground Snow Load) and live loads.. Also mentioned but not detailed are existing stage and egress lighting as well as "self-supporting" electrical systems for stage and food trucks. Unless there are existing permitted, code-compliant electrical pedestals into which you can plug in, a miscellaneous county electrical permit is likely required for temporary electrical installations. Portable toilets must include at least one non-gender-specific unit accessible to persons with disabilities, or one for males and one for females if you are going to identify separate units by gender.Code Compliance
Status: Approved
Comments: Code Compliance is approving this application, but no research has been completed to determine if there may be building or zoning code violations.Colorado Division of Wildlife
Status: Approved
Comments: Adequate bear resistant trash containers should be properly used and promptly removed afterwards to avoid increased and unnecessary conflict with black bears.County Clerk and Recorder
Status: Approved
Comments: 2/28/2023-contacted the applicant to confirm that alcohol will be served. Will approve when and if an application is processed and approved by the BoCC. Thank you, Elizabeth 2/28/2023 Spoke with the applicant and a licensed beer truck will be on the premise. The applicant confirmed that the owner of the beer truck will seek the appropriate licensure through the state.Engineering
Status: Approved
Comments:Estes Fire
Status: Approved
Comments: Thank you for the opportunity to provide commentary for this special event. Based on the submitted information, no specific fire code requirements apply. Thank You, Stacey Sutherland Fire Safety AssistantEstes Police
Status: Approved
Comments: It doesn't appear that EPPD will need to be involved with this event. Let us know if that changes 970-586-4000Flood - Larimer County
Status: Approved
Comments: The areas of the event identified by the applicant are not located within the regulatory floodplain, so there are no applicable floodplain regulations for the event.Health
Status: Approved
Comments: Updated information received on 3/24/23 for sanitation services onsite: Twelve portable toilets reserved with Air-o-Pure. Ten non gender specific preferred units Two non gender specific ADA compliant units -The application states that adequate safe water will be supplied from the Estes Park Municipal Water System and will be available at several locations onsite. The applicant did not specify if there are water taps that will be used onsite or if water will be provided in water stations by a commercial vendor. If potable water will be transported to different locations at the event, it must be transported and dispensed in clean, food grade containers, such as hard-sided dispensers. -The application notes that food and beverage from up to 5 food trucks and desert from a local vendor will be provided. Please note that all food vendors must hold a 2023 Colorado Retail Food Establishment License or 2023 Larimer County Temporary Food License. To ensure vendors are approved to operate in Larimer County, the event coordinator should submit an Event Coordinator Application and an Event Vendor List no later than 14 days prior to the event. These documents can be found here: https://www.larimer.gov/health/environmental-health/food-safety-program -Adequate access to an approved power supply must be provided for food vendors onsite. Please refer to Building Department comments. -The Larimer County Noise Ordinance will apply to this event. A maximum of 55 decibels is allowed from 7am to 7pm, and a maximum of 50 decibels is allowed from 7pm to 7am at the event site property lines. The applicant must ensure methods are in place to limit disturbance and impacts to neighboring properties resulting from amplified noise. -The application notes that 10 portable toilets and two ADA compliant portable toilets will be provided for the event. The event will be expected to have 500 attendees for a 4 hour duration. Food and alcohol will be available. Based on the event description, the number of portable units appears to be adequate. -The application did not specify the plan for hand washing facilities. Please note at least one handwashing station shall be provided for each portable toilet area. Handwashing stations must be adequately stocked with soap, paper towels, water and trash receptacles. -An adequate number of trash receptacles must be provided throughout the event site, including in restroom areas, food service and gathering areas. -An ambulance and two EMTs will be available onsite. -Adequate lighting must be provided in parking areas, walking paths and event for safety. -The applicant states that parking is in an area with decomposed granite base and no dust mitigation should be necessary. However, the roads appear to be dirt/gravel which can generate dust concerns. The event coordinator must evaluate necessary dust mitigation strategies such as slow speeds, mowing of vegetation and use of a water truck on dirt roads as needed. -Please ensure all staff and volunteers are familiar with the emergency communication plan for the event.Larimer County Emergency Management
Status: Approved
Comments:Parks & Open Lands
Status: Approved
Comments:Planning
Status: Approved
Comments:Risk Management
Status: Approved
Comments: Thank you.Road & Bridge
Status: Approved
Comments:Rocky Mountain National Park
Status: Approved
Comments: Approved with conditions. NPS is providing comments for this event application in a letter. Cheri will email it to Denise on 4/21/23.Sheriff
Status: Approved
Comments:Final Disposition
Status: APPROVED
Good Morning Morgan and Todd,Congratulations! Your special event permit application has been approved.
I will be sending you the permit in a separate email. Please review the email. Print the permit and have it available for the duration of the event.
Enjoy your day!
Denise
