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Special Event Permit for Races
Are you considering having a race event (walking, running, cycling, etc)? On this page you will find a handy list of things you may be required to include in your application. If you have not already read the guidelines for applying for Special Event Permits, please be sure to do so.
Checklist for Race Events
Items You Will Need
Please request the following from your insurance agent or broker. He/she will issue the certificate:
- General Liability Certificate showing you (the Special Event applicant) as the Insured, in the minimum amount of $1,000,000 each occurrence
- The certificate holder box and additional insured must read:
The City of Arvada
Risk Management
8101 Ralston Road
Arvada, CO 80002 - Policy coverage must include the date(s) of the event(s)
If alcoholic beverages are served, additional requirements apply. Note that these are the minimum requirements. Additional insurance may be required as determined solely by Risk Management for the City of Arvada. If you have questions, please contact Risk Management, 720-898-7590
Site Plan Instructions
A detailed sitemap of your event should show the following, if applicable:
- Event route Start / Finish points
- Event registration points
- Stage and sound equipment placement
- Food and/or beverage tent (size and location)
- Merchandise tents (size and location)
- Banner and/or signage size and placement
- First aid / medical sites
- Parking locations
- Generator particulars and locations. Not to be placed on turf.
- Street closure points
- Location of any special attractions
- Electricity requirements
Example:
For foot races taking place in the public Right-of-Way, please submit a plan or drawing showing the race route and the locations of all course marshals and/or uniformed traffic control officers along the race route. Please specify if course marshals will be equipped with safety vests, stop paddles, flags, etc. Additional course marshals may be required as a condition of approval of the permit.
Event coordinator will need to supply the following information:
- Public parking spaces that will be closed or significantly impacted
- Location of vendor parking
- Location of patron parking
- Plans for shuttling patrons or vendors from outlying parking areas
- Letter or signature from any private property owner who is allowing for event parking
- Promotional strategies for notifying participants of the parking plan (promotional materials should encourage participants to get to the event using an alternate travel mode ex. train, bike, walk, bus)
If you want security at your event, or are required to have it after your application is reviewed, you have options.
Hire Off-Duty Arvada Police Officers
Contact Arvada Police Department at 720-898-6663. There is a fee for this service.
Hire Private Security
If you are hiring security, you may be asked to provide the security firm's name, contact details, and other information to the Arvada Police Department.
A Temporary Traffic Control Plan (TTCP) is required whenever any part of a special event will take place within any Arvada street. The TTCP shows how road users (including cars, trucks, buses, bikes, and pedestrians) will be informed about and guided through or around the special event zone. Usually this involves a combination of advance warning signs (Road Closed Ahead, Detour Ahead, etc), cones, barricades, flaggers, and detour signs. The TTCP is a computer generated plan that illustrates how and where all of those elements will be arranged. TTCPs are reviewed by Traffic Engineering staff and must meet specific guidelines for device type, size, and spacing. If your TTCP does not meet those requirements, your special event permit will not be granted. TTCPs require 2 to 3 business days for review, and hand-drawn plans are not accepted.
If a Traffic Control Plan is required for your event, contacting a traffic control company and requesting a TTCP is the often the best and easiest option. The City cannot recommend any specific company, but you can find many options on Google or in the Yellow Pages under "Traffic Control Company."
Example:
A waste plan should be included with your application outlining the type of waste that will be generated, steps that will be taken to reduce the amount of waste from the event, i.e. recycling containers and how the waste will be disposed of which may mean the need for temporary dumpsters.
Sustain Arvada is committed to making sure that environmentally friendly events are hosted within the City of Arvada. With that, the City requires all food vendors to serve food and drinks in recyclable or compostable containers. Examples of compliant products include:
- Compostable food containers
- Plates, cold and hot cups, straws, food containers, cutlery, napkins, boxes and bags (made from paper, natural fiber or bio plastic). If using bio-plastic it must be labeled as compostable and be approved for composting.
- Recyclable food containers
- Clean paper
- Aluminum/steel cans
- Aluminum foil
- Cardboard
- Glass bottles
- Plastic bottles
Items You Will Need If
If your organization is a non-profit (501(c)(3)), you will need to provide your Tax Exempt Number. Your TIN is not your EIN. For more information, please visit the Colorado Department of Revenue.
If you are holding an event that will require the closure of a residential street, you will be required to submit a Residential Street Closure Permit. The permit requires you provide approval signatures of 80% of the residents who will be affected by the closure.
In order to apply for a Residential Street Closure, you will need to complete a Request for Revocable Temporary Street Closure Packet (PDF).
Vendors selling merchandise are required to collect and remit sales tax to the City of Arvada. Special Event Coordinators are responsible for providing Revenue with a finalized vendor list before the start of the event. The vendor list should include all of the following information:
- Business Name
- Business Address
- Contact Name
- Contact Phone
- Contact Email
Revenue staff will provide the special event coordinator with a partially personalized tax form. The coordinator distributes the form to all vendors. Vendors participating in a special event are not required to have a business license, as they are covered under the special event.
In addition to the insurance certificate required by all special event applicants, applicants whose event includes outside vendors are also required to provide evidence of the vendor's liability coverage. Examples are:
- Food trucks or tent vendors
- General Liability in the minimum amount of $1,000,000
- Products and Completed Operations of $1,000,000
- Beer or Alcohol vendors
- General Liability in the minimum amount of $1,000,000
- Products and Completed Operations of $1,000,000
- Liquor Liability of $1,000,000
- Inflatables or mechanicals such as bounce houses, amusement rides)
- General Liability in the minimum amount of $1,000,000
- Products and Completed Operations of $1,000,000
- Entertainment and staging (if separate from the Special Event applicant)
- General Liability in the minimum amount of $1,000,000
- Products and Completed Operations of $1,000,000
Please obtain documentation of the vendor's liability coverage from the vendor.
- The certificate holder box and additional insured for all certificates must read:
The City of Arvada
Risk Management
8101 Ralston Road
Arvada, CO 80002 - Policy coverage must include the date(s) of the event(s)
Note that these are the minimum requirements. Additional insurance may be required as determined solely by Risk Management for the City of Arvada. If you have questions, please contact Risk Management, 720-898-7590.
Alcohol at Private Events on Public Property
Individuals hosting private events on public property may apply for a permit to allow attendees to consume fermented malt beverages, nothing stronger. If you are planning to have alcohol at your private event, contact Parks, Golf, and Hospitality at 720-898-7393.
Alcohol at Public Events on Public Property
Any public event involving the consumption of alcohol, either sold, served or distributed by the glass, requires a Special Events Permit. These permits are jointly issued by the Arvada City Clerk's Office and the Colorado Department of Revenue to qualified non-profit organizations (501(c)(3)) registered with the Colorado Secretary of State. Applications must be submitted to the City Clerk's Office at least 45 days prior to the event. The proceeds of the event must benefit the non-profit organization. If you are planning to have alcohol at your public event, contact the City Clerk's Office at 720-898-7550.
Each participating vendor will need to complete an application and supply the event coordinator with the appropriate documentation required (health certification). The event coordinator should consolidate the vendor applications and appropriate documentation and submit a complete set with their formal Special Event Permit application. Applicants will need to identify where each food truck will be set up within the event boundaries on the site plan/site map.
The City of Arvada requires a tent permit if your event includes use of tents or temporary membrane structures that exceed 400 square-feet in area or any combination of smaller tents clustered together meeting the requirements above, will also need a permit: unless there is a 12 foot break between a cluster of smaller tents so that they do not exceed the 400 or 700 square foot requirement. Exception: Tents that are open on all sides do not require a permit unless they exceed 700 square-feet in area.
In order to apply for a Tent Permit, you will need to complete a Commercial Tenant Finish / Miscellaneous form.
The Arvada Fire Protection District (AFPD) will review the permit application for compliance with the City of Arvada adopted Fire Code. Please visit arvadafire.com to view the fire safety requirements. For more information call 303-424-3012.
Items You May Need After Review
For information on what to provide in an Emergency Medical Plan, please email Dave Mitchell Arvada Fire Protection District Emergency Medical Services Chief at 303-424-3012. Please see the contact options on Arvada Fire Protection.
The event sponsor assumes overall responsibility for the setup and operation of the special event and ensures compliance with all fire and risk reduction guidelines and requirements. For information on what is required in a Fire Safety Plan, please visit the Arvada Fire Protection District. For more information call 303-424-3012.
If you are holding an event which will require the closure of any street in a commercial area, you will need to apply for a Commercial Street Closure Permit. You will need to provide a list of business affected by the closure along with approval signatures from 80% of affected business owners.
In order to apply for a Commercial Street Closure, you will need to complete a Request for Revocable Temporary Street Closure for Commercial Neighborhoods packet (PDF).
Applies to All Events
Online Application Process
- Time: Application must be submitted at least 60 days prior to the event but not MORE than 12 months prior to the event.
- Cost: There is a non-refundable $120 application fee (additional fees may apply).
- Payment Types: Online with Visa or Mastercard. Some fees may require payment by check.
The City of Arvada uses eTRAKiT for the Special Event Permit application process.
- New to eTRAKiT? View our log in instructions and eTRAKiT application guide.
- Returning User? Login to the eTRAKiT application.
Utilize the eTRAKIT Application.
Contact
For information on the Special Event permitting process, please contact Community Development at 720-898-7435 or email Planning Division.