HomeMy WebLinkAboutresolution.council.038-25RESOLUTION # 038
(Series of 2025)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO,
APPROVING AN AMENDMENT TO THE SPECIAL EVENT POLICY.
WHEREAS, The Special Event Policy was adopted by Council in April of 2024,
pursuant to Sec. 14.20.130. - Adoption of Park and Special Event Policy, of the Municipal Code.
Pursuant to such section, the Special Event Policy may be amended from time to time by
resolution of Council.
WHEREAS, there has been submitted to the City Council a proposal for an amendment
to the Special Event Policy, a copy of which is attached hereto reflecting such amendments.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF ASPEN, COLORADO,
That the City Council of the City of Aspen hereby approves the amendment of the
Special Event Policy, as set forth in Exhibit "A" attached hereto and incorporated herein.
INTRODUCED, READ AND ADOPTED by the City Council of the City of Aspen on
the 11 to day of March 2022.
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Torre, Mayor
I, Nicole Henning, duly appointed and acting City Clerk do certify that the foregoing is a
true and accurate copy of that resolution adopted by the City Council of the City of Aspen,
Colorado, at a meeting held, March 11, 2022. ,,\ A „ r'
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Nicole Henning, City
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Version: March 11, 2®25
CI?Y OVASPEN
Table of Contents
SpecialEvent Policy.......................................................................................................................................3
Definition...................................................................................................................................................3
Special Events Open to the Public.............................................................................................................3
Special Event Calendar and Long-term Historical Events..........................................................................3
ApplicationRequirements.............................................................................................................................3
Experience.................................................................................................................................................3
EventFinance............................................................................................................................................3
PlanningResources...................................................................................................................................3
OtherApplication Details..........................................................................................................................4
A Special Event is an active process..........................................................................................................4
Partnerships..............................................................................................................................................4
Sponsorship and Underwriting..................................................................................................................5
EventClassifications..................................................................................................................................5
LevelOne Event.....................................................................................................................................5
LevelTwo Event.....................................................................................................................................5
ApplicationDeadlines................................................................................................................................5
Review by Special Event Committee.........................................................................................................5
Compliance................................................................................................................................................6
ApplicationFees........................................................................................................................................6
Special Event Policy � 2
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CITY OF ASPEN
Special Event Policy
Definition
A Special Event is an organized activity that occurs upon public property, for entertainment, commercial
or social purposes and requires a special event permit. (see Sec. 14.20.010 for detailed definition).
Special Events Open to the Public
The City requires a special event to be open to the public. A special event may be a ticketed event, but
shall not limit or exclude members of the community from participation or attendance. The City of Aspen
will not accept applications for private special events.
Special Event Calendar and Long-term Historical Events
The City of Aspen has an established calendar of long-standing events, which occupy many prime
weekends during the calendar year. Limited opportunities for additional events exist, and the City values
applications for new events that are free and open to the public or invigorate economic vitality, or bring
cultural, educational and entertainment opportunities to the community.
The Special Events Department has the discretion to deny an application for any event that is not in the
best interest of the City of Aspen. Criteria that are considered include but are not limited to ticket price,
scale of infrastructure proposed to support the event, the time of year requested, displacement of public
or other recreational uses, and/or the length of the event including cumulative setup and teardown of
event. Special events that are for purposes of vending, including the displaying for sale or solicitating the
sale of goods or services, and do not have a vending agreement pursuant to Section 15.04.350 of the City
of Aspen Municipal Code, shall be prohibited. Events that create a public safety risk and, in the opinion of
the Aspen Police Department, such risk cannot be adequately mitigated may be deemed not in the best
interests of the City of Aspen shall also be prohibited.
The City prefers that special events use local suppliers to the extent reasonable.
Application Requirements
Experience
New special event applicants must demonstrate capacity and experience to carry out the proposed event.
The City may ask for examples and/or solicit references regarding previous events that the applicant has
hosted of similar nature.
Event Finance
The City may require special event applicants to demonstrate they have the financial resources necessary
to carry out their event successfully. This may include requiring a bond if there is risk of potential
damages to City infrastructure related to the event.
Planning Resources
The City requires that upon initial submittal, applicant must provide a comprehensive plan that includes
appropriate steps to mitigate any potential harm, impacts on essential public services and liability
associated with their event.
Special Event Policy � 3
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Other Application Details
Details to be addressed include but are not limited to:
o Provide a comprehensive plan and map of the event.
o Provide adequate insurance and bonding for the events.
o Provide adequate planning for event logistics, security services, emergency services,
transportation services and other services and precautions necessary to support a safe
event with minimal negative impacts upon the community.
A Special Event is an interactive process
The City's Special Event Permit is an active process between staff and the event organizer, from the
concept level, through after -action review following the event. Staff are available to discuss pre -
application level questions, however the process formally begins once an application is submitted.
Upon receipt of an application, staff will review the application for completeness. Acceptance of the
application initiates a multi -departmental, and community stakeholder process that will continue until
permit issuance. Applications under review do not imply the process is complete, nor should initial
application submission be construed as final consent or approval of any event. During this time, the City
Special Events Department serves as a liaison between city departments, event producers, and members
of the community to ensure that the impacts of the event, and necessary event planning are prepared for
accordingly. At the sole discretion of the Permit Coordinator, written amendments to the initial
application may be authorized. The Special Event permit will outline any other necessary permits (such
as building, fire, liquor, etc.) that will be needed for the event, and the permit will not be issued* until all
requirements are met. The permit may require participation in after -action review following the event.
*It is at the applicants risk and discretion to advertise and publish the event without an approved permit
for the special event.
Partnerships Event
A Partnership Event is an event that the City supports and collaborates with the applicant to produce a
successful event. When the City, at its sole discretion, agrees to partner for the purposes of a special
event, the City may waive some or all fees associated with the special event permit and long-standing
events may be given calendar prioritization. These events have contributed (or will contribute) to the
community and economic vitality for many years and the City values and embraces the continuation of
these events. Examples of current partnership events include the Ducky Derby and Food and Wine.
Partnership Events may have requirements included in the permit that require placement of the City
Logo, or other benefits to the City designated within the permit process.
New Partnership Events may be discussed with staff, and a proposal may betaken to the Special Event
Committee for recommendation starting in January 2024. The Special Event Committee and the City
Manager will have the final determination on which events receive a Partnership Event status.
Special Event Policy � 4
CITY OF ASPEN
Sponsorship and Underwriting
An event that seeks financial contributions or underwriting from the City of Aspen shall first work with
City staff on the event application. City staff will facilitate the request and timing for necessary approvals,
which may include the City Manager or City Council.
At a minimum, events receiving financial contributions, shall embrace the City of Aspen at a formalized
sponsorship level that may include logo placement, commercials, or other means of recognition.
Event Classifications
Special Events are classified generally by their impacts on the community and public resources.
Level One Event (must check all criteria)
1. No alcohol sales
2. No street closures
3. Less than 250 people
4. Limited infrastructure
5. Same day duration
Level Two Event (any one of these criteria)
1. Sale of Alcohol
2. Street or park closures
3. Greater than one day
4. Significant infrastructure
5. More than 250 people (including staff, vendors and volunteers)
Application Deadlines
A Level One Event Application (complete application) must be submitted a minimum of 90 days priorto
the event.
A Level Two Application must be submitted a minimum of 6 months (complete application) prior to the
event.
Applications submitted with 40% of the application marked as "TBD" or any other terminology that
depicts anything other than details will not be considered submitted.
Review by Special Event Committee
The Special Event Committee during the review process may determine the event is too impactful with
infrastructure, street closures, parking and/or general impacts. The Committee may also deny a permit
application if it is not in the City's best interests or is contrary to the City of Aspen Municipal Code or City
policy.
During the review of an application, staff maintains the ability to recommend or require the event to
make modifications which may include modifications to the location, (street or park) or dates. The
Committee may consider which parks or streets work best for an event, and how to best protect the
sustainability of each park or vitality of the businesses or homes in the area.
The Committee may also place conditions on, requirements for, or not approve all venue areas and/or
activities requested in the Special Event Application.
Special Event Policy � 5
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Compliance
Failure to comply with the terms of a special event permit may result in the immediate cancellation of the
event. When an event violates the terms of their permit, the Special Event Committee and/or Public
Safety may also take any of the following enforcement actions:
o Ticket and fine based on current ordinances
o Double fees on future applications
o Deny any future application for up to a period of 3 years
Compliance will be evaluated pursuant to the Event Matrix, attached hereto as Exhibit "A". Actions by the
City for non-compliance will be determined by the responses to the questions set forth in the matrix. Any
person not satisfied with the action may appeal pursuant to procedures set forth in Sec. 14.20.140. —
Appeals, of the Municipal Code.
The City reserves the right to take any action necessary to ensure public safety.
Application Fees
Fees shall be assessed in accordance with Sec. 2.12.080 of the City of Aspen Municipal Code. .
Special Event Policy � 6