Special Event Permit Detail
Application InformationID: 7195 Event: Evics art gala: Giddy Up at the Grove
Application Date: 08/15/2023 Event Date: 09/22/2023
Organization: EVICS Family Resource Center Phone: 970-586-3055
Address: PO Box 3373 Estes Park, CO 80517
Event InformationPermit Type(s): Private Land
https://www.cheleyweddings.com/ Cheley Colorado Camps Wedding Venue The Lodge + Grove at Cheley Colorado Camps 3960 Fish Creek Road Estes Park, CO 80517
Fundraiser: Yes, benefitting Estes Valley Investment in Childhood Success (EVICS) Family Resource Center EIN: 84-1552138 Purpose of the event: A fundraising event for a local nonprofit organization. What will be taking place during the event?: • Dinner service • Live music • Music played by DJ • Fundraising activities such as silent auction • Beer and wine service available • Dancing for a portion of the evening 3. Emergency Plan: Who is in charge? EVICS Family Resource Center Executive Director will be in charge in the case of an emergency and has identified a trained emergency responder to be present during the event. Also, the site, which is a regular event site, has emergency exit plans established and will have event staff on site to support in an emergency situation, including providing ambulatory and transport support to those that require it. How will an emergency be handled? Multiple staff and event support volunteers are trained in CPR/1st Aid and will be able to respond to any medical emergency. On site staff have training in wilderness 1st Aid. On site staff are trained in the emergency plan for the event site and will support the execution of emergency exits or plans if necessary. 911 will be called if needed. On site emergency responders will provide immediate assessment of any emergency and develop a plan of action with the organization Executive Director. How will staff communicate with each other? • This event isn’t large, however staff will communicate via walkie talkies during the event. Has there been contact with local fire department or EMS for their requirements and possible permits needed? No permits necessary. 4. How many port-a-potties and hand washing stations will be provided? How many of these are ADA compliant? Two port-a-potties with handwashing stations will be provided and are ADA accessible. 5. Will alcohol be served? If yes, a special event permit application for alcohol must be submitted to the Clerk and Recorder’s office located at 200 W. Oak Street, 1st floor. Contact them directly at firstname.lastname@example.org with any questions about the process and fee involved. ?Yes. I have contacted them directly to understand the process of obtaining a liquor permit for this event. 6. Certificate of Insurance (COI) – This certificate must be the current certificate for this event. Visit the website at https://www.larimer.gov/special-event-insurance-information for any questions on what is required, a sample of the COI outlining the information needed and Risk Management contact information. This has been requested from our insurance carrier. Included is a copy of a COI for a past event to show insurance coverage and the pending COI naming Larimer County. 7. A site plan showing the location(s) of the following: ? Parking ? Port-a-potties and hand washing stations, including the number that will be available ? The location of the actual event. Where on the property will the event be taking place? ? What buildings on the property will be used for the event? ? Will there be any tents or stages put up for the event? If so, please provide the location and size. ? Where is access to the property located? ? Include the location of ALL buildings on the property ? Location and name(s) of street(s) adjacent to the property 8. EVICS Family Resource Center is a nonprofit 501c3 organization. Our EIN is: 84-1552138.
Estimated Participants: 125 Estimated Spectators: 0
Food / Alcohol:
Food is being served: CATERED
Alcohol IS being served.
Fri. 09/22/2023: 5:00 PM - 10:00 PM
Additional Information Submitted by Applicant1. Date Submitted: 08/24/2023
Certificate of insurance
2. Date Submitted: 08/31/2023
EOI Please find two certificates of insurance. Both are submitted via our insurer to make certain all requirements are met. Thank you.
3. Date Submitted: 09/11/2023
site map of event location including port-a potties and handwashing stations Point of clarification: This venue can hold up to 220 people, but only 100 attendees are expected at this specific event.
4. Date Submitted: 09/12/2023
To clarify, the tent on the venue site can hold up to 220 guests. This Giddy Up at the Grove event will have no more than 100 maximum, with projection of 75 people in attendance. Are the site documents not loading or is it not clear where I have indicated the port a potties and handwashing stations? Please help me understand what else is required with hopes that the issue was around the number of people for the port a potties.
5. Date Submitted: 09/12/2023
Food service will be provided by WesTex BBQ a certified food truck that operates in Larimer County and has potable water. There will be potable water brought to the site for service and water within the handwashing station. The entire private property will not be used, only a small parcel already dedicated, permitted, inspected and regularly utilized for weddings and events. Parcel has existing fencing, a road leading up to it, a lit path from the road to the venue, the venue will be well lit, and all personnel/staff will have lighting for guidance. This is an identified private wedding venue on private personal property and is set up for events. The port a potties are in place, as is the tent, fencing that outlines the perimeter and the site map shows parking down the road and identifies the location of people that will be assisting with parking and monitoring tent/venue exits so as no alcohol is taken outside of the existing perimeters. Additional sandwich board signage will be used in 3 locations showing the perimeter and place where alcohol must not be brought. There will be parking attendants supporting parking along the road indicated in the site maps for the entirety of the event, including one hour prior and 30 minutes after. I've provided the site maps in hard copy form with the original application at the County building and I've attached them as photos to a direct email to Denise, and I've attached them here. There was some trouble in accessing the documents so please let me know if they are visible.
6. Date Submitted: 09/13/2023
Hello, I found more information regarding the port a potties. There are four stalls in total. The property is a summer camp that has a wedding and event venue in the off season. The total property is many acres, but the venue is contained to a small area the size of a soccer field. The Cheley contact that coordinates events is Kim Betts. Her email is email@example.com. I am coordinating the event on behalf of the nonprofit. I am the Executive Director. Also, our liquor license has been issued. Thank you, Laurie
7. Date Submitted: 09/18/2023
From our venue property owner: Here is their website: https://www.thelavishloo.com/home.html. It says the 2-station can accommodate parties up to 150 and the 8 station is for parties over 250. Please inform me of what additional information, if any, is necessary. Did you recieve informaiton of caterer/food vendor: WesTex BBQ a licensed food truck establishment in Larimer County is providing the food and has all necessary inspections and power access. thank you so much. Laurie
Reviewing Agency Comments/Status
Email the Special Events Coordinator regarding this application.
Status: ApprovedComments: No Site Plan located. To review this application, please provde a site plan showing the location(s) of the following: Parking Port-a-potties and hand washing stations, including the number that will be available The location of the actual event. Where on the property will the event be taking place? What buildings on the property will be used for the event? Where is access to the property located? Include the location of ALL buildings on the property, location and name(s) of street(s) adjacent to the property 9/12/23 Approved based on updated information received, including site plans, and attestation that no buildings on the site will be used for the event.
Status: ApprovedComments: As there are no buildings being used, Code Compliance will approve this application at this time. However, there are existing building code violations associated with the Cheley Camp and there has not been planning approval to use the property for weddings. Further discussion with the property owners will be needed.
Colorado Division of Wildlife
Status: Not Reviewed YetComments:
County Clerk and Recorder
Status: ApprovedComments: I have reached out to the applicant for a Special Event Liquor Permit Thank you Deirdre This will be approved today by the BOCC. Deirdre
Status: ApprovedComments: Thank you for the opportunity to provide commentary for this special event. Based on the submitted information, no specific fire code requirements apply. The tent being used for this event has already acquired the necessary permit and inspection. Thank You, Stacey Sutherland Fire Safety Assistant
Status: ApprovedComments: It does not appear that EPPD will be needed for this event. If that changes please contact Sgt. Allen 970-577-3864
Flood - Larimer County
Status: ApprovedComments: Portions of the Cheley property are located within the regulatory floodplain (floodway and flood fringe). The port-a-potties must not be located within the floodplain boundary. No items are allowed within the floodway. Temporary items, aside from port-a-potties, within the flood fringe must be elevated to the flood protection elevation. The emergency services present at the event must have an evacuation plan ready for an impending flood event. If the applicant has any questions regarding the floodplain requirements, please contact Tina Kurtz at firstname.lastname@example.org or (970) 498-5732.
Status: ApprovedComments: -Based off the participant count and duration of the event, a minimum of 6 portable restrooms shall be provided unless the applicant can provided documentation from sanitation company stating that 2 portable restrooms can adequately support the event. - The applicant did not provide a site plan. Please submit a site plan with the following: ---Number and location of Portable restrooms and hand washing stations. ---The location of the actual event and buildings that will be used. ---List the parcel number of the property associated with the event. -Provide information on potable water available for guests during the event. -Please provide information on food service for the event, including any vendors that are providing it. -Health department will provide additional comments once more information is provided. Comment update 9/12/2023: The applicant has not addressed all of the Health Department's preliminary comments. --The applicant provided a comment on 9/11/2023 that 100 people are expected to attend. Based off of the 125 participant number in the application, duration of the event and alcohol service, a minimum of 5 portable restrooms shall be provided unless the applicant can provide documentation from a sanitation company verifying that the number of restrooms proposed by the applicant is adequate for the participant count and duration of event. --The applicant has not provided information on food service for the event or plans for potable water for the event. Please provide. --It appears dirt roads will be used to access the event. If roads are dry, please ensure any dirt accesses are lightly watered to prevent dust. --Pathways, parking areas, and the event must illuminated after dark for safety. What are lighting plans for the event? --Per the aerial image provided by the applicant, the event location is on 3600 Fish Creek Road. The property is 204 acres 9/13/2023 thank you for providing information on food service and potable water for the event. It is understood that the mobile food vendor is licensed. --Please note the applicant has not provided information to indicate that the number of portable restrooms will be increased to meet our minimum requirement of 5 for this event duration, participation and with alcohol service. The applicant has not provided documentation from their sanitation company to confirm that the 2 restrooms proposed are adequate for the event. Please provide a copy of the sanitation contract regarding portable toilets to support that adequate sanitation services will be provided for the event. --In addition, it is our understanding that the property has an existing land use involving a youth camp with associated activities and infrastructure specially designed for these uses, which may not include an accessory use as an event facility/community hall and therefore might not be allowed to obtain special event permits in the future without and amended land use. The Health Department would defer to evaluations by Code Compliance and Planning Department on allowing Special Event Permits in the future. At this time, if all of the proposed support is temporary and not exceeding the capacity/taxing for the existing utilities and infrastructure supporting the current use, the Health Department can support the request with the criteria listed in all Health Department comments above. This includes evidence of adequate sanitation services. 9/18/2023- The applicant provided additional information for restrooms services. --It is understood that the event will have a 2-station restroom from "The Lavish Loo" which is designed for events up to 150 people. The event is proposed to have 125 people, so based on this information the stations appear adequate for the event. The restrooms are designed with hand sinks that provide running water. Please note these stations must be adequately stocked with water, soap, paper towels and a waste bin at all times.
Larimer County Emergency Management
Status: ApprovedComments: Thank you
Status: APPROVEDGood Morning Laurie,
Congratulations! Your special event permit application has been approved.
Please print the permit and have it available for the duration of the event.