Special Event Policies

2017 SPECIAL EVENT POLICIES



CCAASE CALENDAR


The Commission for Community Assistance, Arts and Special Events (CCAASE) must approve event dates for organizations and individuals that receive town funds or use town facilities and provide educational, artistic, entertainment, and cultural programs and opportunities in which Town of Telluride residents/workforce participate. Only special events may apply to be on the CCAASE Calendar of Events. CCAASE defines special events as “gatherings that are open to the general public." CCAASE will endeavor to treat all event applicants in a fair and equitable manner with regards to Calendar Date allocations. CCAASE will consider the value to the community, impact to town resources, effect on existing events, ability of a new applicant to organize an event, and past performance of an existing event (see Review Criteria, pg 1).

Event date approval by CCAASE does not guarantee the availability, or provide approval for the use of town facilities. All new event applicants must provide an event description with their calendar date request. New event applicants (did not use Town Park facilities in the previous year applied for), or existing events requesting a change in date that want to use Town Park facilities must be granted venue approval by the Parks and Recreation Commission prior to applying to CCAASE for date approval (Town Council approval may also be required, depending on the request). New event applicants that request use of town facilities may be required to provide the following: a resume’, references, proof of ability to organize the event, reason for choosing Telluride as a location, a description of target audience, educational programs, economical/environmental/community impacts, cultural benefits, number of expected attendees, and parking, traffic, and general impact mitigation, and make a presentation to CCAASE. Applications and forms are available at the Parks and Recreation Department or here. All applications must be complete in order to be considered.

Applications for CCAASE Calendar dates in 2018 will be available by March 1, 2017 and must be received at the Parks and Recreation Department office no later than 5:00 p.m. on Friday, May 12, 2017, for consideration for the 2018 CCAASE Calendar. CCAASE will establish the calendar at their regularly scheduled meeting June 7, 2017, at 12:00 noon in Rebekah Hall. Applications not received by the May 12th deadline will be reviewed at a subsequent CCAASE meeting, although, date availability is not guaranteed and priorities may be determined at the June meeting.


REVIEW CRITERIA FOR CALENDAR DATES


CCAASE will use the above guidelines and criteria listed below when considering calendar date requests. Events occurring within the Telluride Town limits have priority. The Review Criteria are not weighted or prioritized and include the following:
  • Length of time in existence on the requested date or weekend.
  • Longevity of event in Town.
  • Longevity of organization in Town.
  • Value to community (cultural, economic, environmental, and social).
  • Impact on community (infrastructure, environment, and economy).
  • Change to existing events or new events (proximity to other events; impact on other events with regards to economics, infrastructure, and available venues; similar events; and crowd size.
  • Fulfills requirements of Town contracts and Special Event Policies.

Major Festival Events (3,000 or more total crowd size) must apply according to the prior year’s CCAASE Calendar Date application process (see schedule above). Municipal ordinance 11-4-20. This requirement applies to all new requests and date change requests.

Minor Festival Events (less than 3,000 total crowd size) are advised to apply according to the prior year’s CCAASE Calendar Date application process in order to complete the requirements for permission to use Town property.

INSURANCE


The Town of Telluride requires that any event occurring on town property (i.e., Town Park, town streets, malls, public buildings, and so forth) must provide proof of adequate general liability insurance coverage to the Parks & Recreation Director for all dates that public property is used, including setup and cleanup dates.

The policy must include:
  • An endorsement of the Town of Telluride as an additional insured;
  • A minimum of $1,000,000 per occurrence primary coverage and $2,000,000 annual aggregate;
  • A minimum of 30 days notice of cancellation;
  • Host and general liquor liability coverage for events serving or selling alcoholic beverages (if applicable);
  • A minimum of $1,000,000 personal and advertising injury coverage;
  • A minimum of $50,000 fire damage; and
  • A minimum of $1,000,000 comprehensive automobile liability (if applicable).

SPECIAL EVENT LIQUOR LICENSE PERMITS


Non-profit organizations that are in good standing with the State of Colorado are eligible to apply for Special Event Liquor License Permits. These permits are necessary if the organization wishes to sell or serve alcohol to the general public. The Special Event Permit application must be filed with the Town Clerk at least 30 days before the event is scheduled to allow adequate time for review by the Liquor Licensing Authority. Proof of liquor liability insurance must be provided to the Parks and Recreation Department at least 3 weeks prior to the event. Town Ordinance 6-2-140 also specifies that the manager of an event, for which a special event liquor license permit is issued, must attend a liquor service workshop prior to the event. Please contact the Town Clerks Office at 728-2159, or stop by Town Hall, 135 W. Columbia Ave., for an application, information and workshop dates.

TOWN VENUES


Reservations may be made with the Parks & Recreation Department for use of the Town Park Core Area, streets, Town Park Stage, Pavilion, Community Room, and Pocket Parks. Pocket Parks (Elks’ Park, Oak Street Mall, North and South Spruce Street Malls), Town Park stage, Town streets, Community Room, and SMPA Building may not be reserved for private functions (a gathering that is not open to the general public) or for private exclusive use, such as, weddings, picnics, parties, and so forth. Application forms are available at the front desk at the Parks & Recreation office (970-728-2173) or here. Applications must be submitted at least thirty (30) days prior to the event. Events must be on the CCAASE Calendar of Events to apply for use of Elks’ Park, Oak St. Mall, Town Park stage, and Town Streets.

Street Closures
Applicants must already be on the CCAASE Calendar of Events. Applications must be submitted at least forty-five (45) days prior to the requested closure date(s) to give adequate review time. Street closure applications are available at the Parks and Recreation office or here. Organizations will be required to provide barricades, signs, deposits, business license, clean-up, insurance, and community announcements regarding street closure dates, times and purpose. Notification of the neighborhood is required for all events.

Existing Events
Events approved last calendar year for the same location, date, and time may be allowed to continue closing the street for their events as long as closure details do not change. Existing events must submit a complete application for approval by Town Staff and Fire Marshal and must notify the community.

New or Modified Events
Events that did not occur during the previous calendar year or events requesting a change in date, location, or time frame (greater than 1 hour fluctuation) will be required to notify affected businesses and residents and obtain CCAASE approval. Once the completed application is received, Parks and Recreation Staff will provide the applicant with a notification form, including an event description and the date, time, and location of the CCAASE public hearing. Applicants shall distribute the notification form to affected businesses and residents at least fifteen (15) days prior to the scheduled CCAASE public hearing and track where the notices were delivered with the date, time, and location. Applicants may be required to demonstrate a need for the closure and previous compliance with existing Town policies. Payment for law enforcement services may be required.

Event organizers are encouraged to plan street closures creatively in response to feedback received by CCAASE and business owners, including the following:
  • Share the benefit / impact of street closures by using other sections of Colorado Ave than the traditional section between Aspen St and Fir St or other areas of Town
  • Evaluate the duration and/or frequency of closure requests
  • Remove barriers to maintain openness to public and business fronts
Traffic Control
Requests for traffic control should be submitted a minimum of 15 days prior to the date requested. Traffic control requests are required for film crews, parades, and so forth. If it is determined that law enforcement personnel are required the applicant will be required to pay for their services. Approval of applications for traffic control is subject to availability of personnel, street maintenance, time of day, and other events scheduled. Insurance coverage and a deposit are required. Permit applications are available at the Parks and Recreation office in Town Park or here.

Rebekah Hall Usage Policy
The Rebekah Hall meeting room is available for use by non-profit organizations. In the event of conflicts, Town government reservations and activities are given priority. Users of Rebekah Hall are responsible for bringing their own supplies to meetings. Council desks and chairs are not to be moved to prevent damage to the wiring system in the meeting room. KOTO technical equipment and microphones are not to be moved, and are not included in Rebekah Hall usage. All users are required to clean up after meetings, and return furniture to its original place. Please call Parks and Recreation (970-728-2173) for reservations.

Community Room
The Community Room, located at 231 E. Pacific, may be reserved for use by non-profit organizations. A facility schedule is posted on the Town’s website (www.telluride-co.gov).

Town Park Pavilion
The Pavilion may be reserved for special events, private functions, and recreational activities. Call Parks and Recreation (970-728-2173) for schedule and details.

BANNERS AND FLAGS


Organizations wishing to erect a temporary banner across Colorado Avenue, announcing a regional event, must be on the CCAASE Calendar of Events, have their banner design approved by CCAASE, and complete a Banner Agreement. A regional event is defined as an event taking place in the R-1 School District. Forms are available at the Parks & Recreation office or here. Banners must be reviewed by CCAASE at one of their regular meetings. Check with the Parks and Recreation Department for the specific schedule. CCAASE and the Town of Telluride reserve the right to deny permission to hang banners.

CCAASE recommends that all 2017 banner applications be received at the Parks and Recreation Department office no later than 5:00 p.m. on Friday, January 13, 2017, for consideration at the regular meeting on February 1, 2017. Applications not received by the January 13th deadline will be reviewed at a subsequent CCAASE meeting, although, banner space availability is not guaranteed and priorities may be determined at the February meeting. CCAASE will use the Review Criteria on page 5 when considering multiple banner requests.

Applicants must have already completed CCAASE review of their banner and should apply at least 30 working days before the date they wish to hang a banner, and are required to contact Examiner building tenants, and the New Sheridan Hotel for permission to access the hardware.

If sharing banner space is approved by CCAASE, a maximum of two banners may be strung horizontally (end-to-end) across Colorado Avenue on the existing wire, and must be connected to the designated hardware. “Stacking” of banners is not permitted.

Banners may be hung at noon the day before CCAASE dates begin, and must be removed by noon on the final display date. Events or organizations failing to comply with the stated policies will be required to pay a $100 deposit to hang future banners. Events or organizations failing to remove their banner by the approved date and time will be required to pay a $100/day fine.

Banner Specifications
  • Commercial advertisements, commercial logos, web addresses, contact information, street addresses, individuals’ names (which are not part of the event name or sponsoring organization’s name), and so forth are not allowed on banners.
  • The Town does not allow “Welcome” banners for groups or individuals.
  • Banners are for special events only.
  • Maximum banner size is 4 feet high by 25 feet wide. All new banners must be 4 feet high to better accommodate double hangings.
FLAGS may be attached to the existing hardware on Colorado Avenue streetlights. Maximum size for such flags is 24 inches by 36 inches. There will be no advertising, sponsor names, logos, or any writing allowed on flags. Only CCAASE approved special events are allowed to hang flags. You must request permission to hang flags and submit the flag design and size to the Parks and Recreation Department. Flags are allowed for national holidays and CCAASE approved special events (see policies regulating banners) only. The Town’s international flag display on Colorado Ave during the summer season will be taken into consideration.

REVIEW CRITERIA FOR BANNERS AND FLAGS


CCAASE will use the above guidelines and criteria listed below when considering banner and flag requests. Events occurring within the Telluride Town limits have priority. The Review Criteria are not weighted or prioritized and include the following:
  • Length of time in existence on the requested date or weekend.
  • Longevity of event in Town.
  • Longevity of organization in Town.
  • Value to community (cultural, economic, environmental, and social).
  • Impact on community (infrastructure, environment, and economy).
  • Change to existing events or new events (proximity to other events; impact on other events with regards to economics, infrastructure, and available venues; similar events; and crowd size.
  • Fulfills requirements of Town contracts and Special Event Policies.

SIDEWALK SIGNAGE


Organizations wishing to place off-premise event signage on public property must adhere to applicable Town policies and ordinances.

VENDING


Special events may vend at their approved premise, but must meet the following requirements:
  • Business license: Event agrees to obtain a single Town of Telluride Business. License that will cover any and all not already Town licensed sub-contractors working for the event or in attendance as a vendor. Business license fees are determined by the estimated cumulative hours of employees, subcontractors, and vendors working for the festival.
  • Sales tax collection: Event agrees to adhere to all state and local sales, excise, and lodging tax regulations. Events must provide a list of all vendors (including contact information) and collect and submit all applicable taxes on behalf of all vendors.
  • County health standards for food handling and serving: All local and state regulations should be adhered to. Please contact the County Environmental Health Dept. at 369-5442.
  • All applicants must be 18 years of age or older.
  • Vending without a permit is illegal anytime of the year.
  • Display of commercial advertisements or logos is prohibited on Town property, unless it occurs within the event’s approved liquor license premise.
  • Use of Town facilities without a permit is absolutely prohibited.
Festivals & Special Events are required to adhere to all applicable local laws and regulations.

* Any decisions made by staff may be appealed to CCAASE and then to Town Council.