WHMD Park Form

PARK SPECIAL EVENT APPLICATION
Completion of the Park Special Event Application is the first step in the planning process to secure the necessary permits for your event. Note: This application is ONLY for events contained within a park, trail or open space.

If your event includes the sale/consumption of alcohol, has more than 10,000 participants/attendance, includes high-risk activities (including fireworks), or requires road closures, you are required to complete the City of Colorado Springs Citywide Special Event Permit Application.

Please complete all applicable sections of the Park Special Event Application. Incomplete, illegible, and/or unsigned applications will NOT be processed. An application checklist has been provided below to assist you with the types of information REQUIRED to complete a Park Special Event Application. Information that is specific to your event may be added to the end of the application. Supplemental documents should be submitted to the Office of Special Events. Delays in providing these documents impact the District’s ability to review and approve applications in a timely manner.

The Park Special Event Application is due AT LEAST thirty (30) days in advance of your event date.

APPLICATION CHECKLIST:
- Application - Signed and Dated, Event Narrative, and Timeline Site Plan Medical Planning Guide
- Emergency Planning Guide Course Map (if applicable)
- Park Rules and Regulations - Signed and Dated
The following documents may be provided throughout the application process or a minimum of 30 DAYS inadvance of the event:
- Certificate of Insurance (If necessary)
- Vendor List (if applicable)
- Additional Permits and Licenses (as applicable)
Submit completed application and supporting documents to:

Woodmen Heights Metropolitan District

614 N Tejon St Colorado Springs, CO 80903

Phone: (719) 447-1777

rebecca.h@wsdistricts.co

SECTION 2- - PRIMARY EVENT CONTACT INFORMATION
Event Contact:*
*Event contact is the primary contact for planning purposes. This contact must be reachable on event day.
Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
E-Mail:*
example@example.com
Daytime Phone: *
Please enter a valid phone number.
Cell Phone:*

	Vendors:	Support Staff/Volunteers:	Media:
Number of:

SECTION 4-TEMPORARY STRUCTURES, SIGNAGE & LIGHTING
Will you be putting up temporary structures such as staging, tents, temporary lighting, pennants/flags, etc. on Park, Trail or Open Space property*

YesNo
If yes, please describe, and indicate temporary structures on your site plan.
Reminder: Stakes MAY NOT be used to secure temporary structures on City property.
Will inflatable displays, bounce houses, hot air balloons or similar devices be used at your event?*

YesNo
If yes, please describe and indicate where inflatables will be located on your site plan:
If yes, please review the City of Colorado Springs - Inflatable Attractions Guidelines
SECTION 5 - EVENT NARRATIVE, TIMELINE & SITE PLAN
To ensure appropriate review of your event, a detailed narrative and/or timeline of the event including a description of activities, schedule of entertainment, or other pertinent information must be provided to better assist the District in reviewing the components of your event.

Applicant must also attach a detailed plan for moving routes and fixed venues. The site plan should be produced in a clear and legible manner and submitted in an 8 1/2" x 11" or 8 1/2" x 14" standard format.

A detailed site plan should include, but is not limited to the following:
- Maps of staging areas for parades/races
- Route maps for parades/races
- Street closures/barricade placements
- Parking lots
- Fire lanes
- Trash cans/recycling bins
- Restrooms
- Food, beverage, and retail vendors
- Beer gardens
- First aid stations
- Amusement rides/inflatables
- Tents
- Building or tent entrances and exits
- Fireworks fallout zones and launching areas
- Stages
Reminder: Applications will not be accepted without the submission of a Site Plan. A Site Plan is a critical supporting document which helps to ensure that the proper locations are booked for your event.
Detailed Site Plan (please read above). *

Applications will not be accepted without the submission of a Site Plan. A Site Plan is a critical supporting document which helps to ensure that the proper locations are booked for your event.
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SECTION 6 - MEDICAL PLAN
All events are required to submit a medical plan. The plan should include the event's medical communication plan, number of, certification levels and types of resources that will be at the event, description of how resources will be managed, and location of medical aid stations.

The Medical Service Matrix identifies the minimum requirements for special events in the City of Colorado Springs. The Colorado Springs Fire Chief or his/her designee has final authority to determine event medical service requirements. Other factors which may impact medical service requirements include, but are not limited to, alcohol sale or consumption, type of event/event activities, potential for hot or cold weather issues, and CSPD threat analysis.

Medical Service Matrix (https://coloradosprings.gov/office-special-events/page/host-special- event).
Based on the Medical Service Matrix, which resources will be required for your event's medical plan? (Check all that apply).

First Aid StationLicensed Ambulance ProviderCertified Basic Life Support (BLS) ProviderCSFD Special Events Medical Team
Medical Contact Name:

First NameLast Name
E-Mail:
example@example.com
Daytime Phone:
Cell Phone:
Please complete the Medical Planning Guide and submit a copy with your application. Reminder: Applications will not be accepted without the submission of the Medical Planning Guide.

Reminder: Applications will not be accepted without the submission of the Medical Planning Guide.
Application*

Applications will not be accepted without the submission of the Medical Planning Guide.
Cancelof

SECTION 7 - EMERGENCY PLAN
An Emergency Response Plan is required for all events in order to identify and mitigate possible risk to event participants, spectators and volunteers, and must be included with the Special Events Application. Examples of emergencies include, but are not limited to: Severe Weather, Fire, Active Hostile Attack, and/or Medical Emergency. The Police Department, Fire Department, and Office of Emergency Management can help you gain a better understanding of these risks.

Four key areas should be addressed when drafting your Emergency Response Plan:
- Weather forecasting, tracking and reporting
- Communication with event participants, spectators, volunteers, public safety officials and media
- Transportation planning and evacuation routes
- Locations of and access to shelter
Emergency Management/ Safety Contact Name:

First NameLast Name
E-Mail:
example@example.com
Daytime Phone:
Cell Phone:
Please complete the Emergency Planning Guide and submit a copy with your application.

Reminder: Applications will not be accepted without the submission of the Emergency Planning Guide.
Emergency Planning Guide*

Applications will not be accepted without the submission of the Emergency Planning Guide
Cancelof

SECTION 8 - NOISE
Will there be any music or amplified sound at our event?*

YesNo
If yes, please contact the Police Department's Special Events Sergeant.
SECTION 9 -VENDORS & CONCESSIONAIRES
Will taxable property or services be sold at your event?

YesNo
If yes, all vendors/organizers selling taxable tangible personal property or taxable services must collect and remit City of Colorado Springs sales tax, and must be licensed (permanent or temporary) for each event.

Please see the following for more clarification:
- Vendors/Organizers that hold a permanent City of Colorado Springs Retail Sales Tax License may remit the sales tax due on their regular sales tax return. The City of Colorado Springs license number must be provided before the event.
- If a permanent license is not held, a Temporary Sales Tax License must be obtained by each vendor/organizer before the event takes place and a cash bond may be required depending on the scope of the event. The City of Colorado Springs license number must be provided before the event.
- The event organizer may also obtain the Sales Tax License (Retail or Temporary) and allow each vendor who participates in the event to submit their sales tax through that license. To accommodate that option, envelopes can be provided to each vendor and then collected at the conclusion of the event to be turned in with the license holders' sales tax return by the due date.
- The City of Colorado Springs requires that each event organizer, regardless of license status, submit a complete Vendor Listing to the City of Colorado Springs Sales Tax Department prior to the event.
Will the Event Organizer be selling taxable tangible personal property or taxable services at the event?

YesNo
If yes, the event organizer must:
- Follow steps above to see what requirements need to be met.
- Provide the City of Colorado Springs Sales Tax License Number if a Permanent License or Temporary License is held.
- Remit the collected sales tax before the due date indicated on the license form or on your sales tax return form.
If yes, provide the information above:

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If no, the event organizer must:
- Submit a complete Vendor Listing to the City of Colorado Springs Sales Tax Department prior to the event.
- Direct each vendor to view City license requirements on the city of Colorado Springs website, www.ColoradoSprings.gov/ Finance/ Page/Sales-Tax-License-Applications-and-Forms or to call our office at (719) 385-5903 for more information.
If no, provide the information above:

Cancelof

SECTION 12 - ANIMALS
Will animals be part of your event?*

YesNo
If yes please describe what kind and how many:
Do you wish to allow pets at your event?*

YesNo
Reminder: Per title II and title III of the Americans with Disabilities Act (ADA), entities must permit service animals to accompany people with disabilities in all areas where members of the public are allowed to go.
SECTION 13 - VIPs
Will there be high-profile individuals present at your event? High-profile individuals may include, but is not limited to political figures, military personnel, celebrities, etc.*

YesNo
If yes, please provide a list of individuals, their titles and the date/time in which they are expected to be present.
SECTION 14 - ADA ACCESSIBILITY
As required by the federal Americans with Disabilities Act of 1990, as amended, all events, workshops, conferences,hearings, or any other activities held on City property (City facilities, including buildings and parks, and public rights-of-way) must be accessible to people with disabilities.

For more information regarding ADA requirements, the following resources are available:

Rocky Mountain ADA Center - 1-800-949-4232
I acknowledge that Special Events are required to meet all ADA requirements and are the responsibility of the Event Organizer. Signature

SECTION 15- INSURANCE
Events are required to have Commercial General Liability Insurance in which the "City of Colorado Springs, its elected and appointed officials, employees and volunteers", and " The Woodmen Heights Metropolitan District" are included as Additional Insured" with respect to the policies required by the Special Event Permit.
- The policy must be for a minimum of $1,000,000, with an aggregate amount of $1,000,000.
- Additional insurance may be required dependent upon the event size and any high-risk activities.
- Coverage must be maintained for the duration of the event including setup and dismantle dates. Event insurance will be primary; any City insurance will be non-contributory.
The Certificate Holder for all events shall be:
Woodmen Heights Metropolitan District #2
614 N Tejon St
Colorado Springs, CO 80909
Name of Insurance Carrier:*
Contact Name*

First NameLast Name
Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
E-Mail:*
example@example.com
Daytime Phone:*
Please enter a valid phone number.
Please Submit Proof of Insurance:*

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I understand that Certificates of Insurance which do not meet the requirements indicated above, or do not have the correct physical address for Woodmen Heights Metropolitan District will not be accepted as complete. Signature*
SECTION 16 - AFFIDAVIT OF APPLICATION
I, Signature* am authorized to represent and bind the Host Organization. The Host Organization represents and certifies as follows:
1. That the information contained in this Special Event Application is true and correct to the best of my knowledge.
2. That the Host Organization, has read, understands and agrees to comply with the ordinances governing the proposed special event as set forth in the City Code of the City of Colorado Springs, 2001, as amended.
3. To comply with all other laws, rules, regulations and requirements of the City, County, State, and Federal governments, and any other applicable entity which may pertain to or govern the use of the event venue and the overall conduct of the special event.
4. The Host Organization acknowledges that the acceptance of any plans required as a part of the Special Event Application does not constitute an approval or an acknowledgment by the City of the adequacy of the information contained in the plans.
5. To pay all applicable taxes, including possessory interest taxes and understands that the payment of any such taxes shall not reduce any consideration paid to the City pursuant to this special event or any other related permit.
6. In accord with the City Code, to pay any costs and fees for City services that are incurred by or on behalf of thespecial event within 60 days of billing by the City.
7. CANCELLATION POLICY: No refunds will be issued for cancelled events made less than 72-hours prior to event. Other requests for refunds will be considered on an individual basis. Refunds will not be issued due to weather conditions existing on your event date. However, one 'rain date' change will be offered if weather conditions prevent your event from taking pace. Changes will be limited to availability.
Print Name of Organization Contact:*

First NameLast Name
*Organization contact will be the Special Event Permit-Holder.
Title:*
Signature:*

Clear
Date:*

MonthDayYear
Date
Should be Empty:

	Day of Week	Date	Start Time	End Time
Set Up
Event Start
Event End
Tear Down

PARK SPECIAL EVENT APPLICATION

SECTION 1 - ORGANIZATION INFORMATION

SECTION 2- - PRIMARY EVENT CONTACT INFORMATION

SECTION 3- EVENT INFORMATION

SECTION 4-TEMPORARY STRUCTURES, SIGNAGE & LIGHTING

SECTION 5 - EVENT NARRATIVE, TIMELINE & SITE PLAN

SECTION 6 - MEDICAL PLAN

SECTION 7 - EMERGENCY PLAN

SECTION 8 - NOISE

SECTION 9 -VENDORS & CONCESSIONAIRES

SECTION 10 - VENDORS & CONCESSIONAIRES

SECTION 11 -RESTROOMS, TRASH & RECYCLING

SECTION 12 - ANIMALS

SECTION 13 - VIPs

SECTION 14 - ADA ACCESSIBILITY

SECTION 15- INSURANCE

SECTION 16 - AFFIDAVIT OF APPLICATION

	Date	Time
Equipment Drop-Off:
Equipment Pick-Up:

	Date	Time
Equipment Drop-Off:
Equipment Pick-Up: