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1. Do I need a Special Event Permit?

A Special Event Permit is required for any organized activity consisting 50 or more people involving the use of, or having impact upon the following:

• Parks
• Public facilities
• Public property
• Roads
• Sidewalks

Temporary use of private property in a manner varying from its current land use.

All commercial filming or photography shoots.

2. Are there fees for obtaining an event permit?

The total cost of your Special Event application will vary based on the complexity of your event and how many additional permit applications and approvals you need.

 Special Event Permit Application Fees:

There is an application fee for Special Event permit applications. For profit organizations the fee is $145.00 and Non profit organizations the fee is $56.00. 

 Other departments and review agencies will also have fees associated with their permit applications. (e.g. parking, tent permits, alcohol license)

 

Surety Bonds:

Surety bonds may be required as a condition of approval with your permit application. This is done to protect the City and the community from any losses or damages caused by your event.

 

The bond amount the event producer may need to post, if at all, will be determined by the Special Event Review Committee. The committee takes the following things into consideration when deciding if a surety bond is necessary:

1. Classification of the event
2. Location of the event
3. Use of public facilities or right of way
4. Potential risk of the event in general

3. What are the requirements to serve Alcohol at a Special Event?

Requirements to Serve Alcohol at Special Events:

 

Private Events:

• The event must be invitation only - not open to the public
• The host must obtain insurance to cover the event

 

Public Events:

• Events open to the public requesting alcohol must be sponsored/hosted by a non-profit organization
• The Special Event Liquor License Application must be submitted to the City Clerk a minimum of 14 business days prior to the event and adhere to all state and local laws
• Alcohol must be provided by a wholesaler
• The host must obtain insurance to cover the event

 

Special Event Liquor License Application Requirements:

• Appropriate Fee - Refer to Clerk's Office Liquor Licensing
• Diagram of the area to be licensed and a narrative of how this area will be controlled
• Copy of deed, lease, or written permission of owner for use of the premises

Please complete the following application and submit as directed below: 

Special Event Liquor Permit Application

City Clerk
427 Rio Grande Place
Aspen, CO 81611
(970) 429-2687
Fax: (970) 920-5197
clerk@cityofaspen.com

4. What if my event is serving food?

If you are serving food at a public event, you must have a current Retail Food Service License and fill out the Temporary Event Food Service Application Form which can be found here: 

Temporary Food Service Application

Requirements for Serving Food at a Public Event: 

• Temporary Event Food Service Application must be submitted at least 14 days prior to the event.
• Temporary hand washing stations must be supplied by the vendor or event coordinator.
• Only limited preparation is allowed on-site:
  • Slicing, dicing and washing of raw produce must be done in a licensed facility.
  • No raw meat, poultry, fish or eggs can be prepared on-site.
• Out of town vendors must have a local commissary within 30 minutes of the event and obtain an approval letter from that commissary.
• All waste must be disposed of properly - dumping waste water into storm drains is not allowed.
• All Colorado Retail Food Regulations still apply.

 

Contact Us:

Submit your application and direct any questions to:

 

Environmental Health Specialist
(970) 920-5075
Nick.Trautner@cityofaspen.com
City Hall; 2nd Floor
130 S. Galena St.
Aspen, CO 81611
Monday – Friday 8:00am-5:00pm

 

5. Do I need a Business License?

All vendors selling or promoting their business must be licensed with the City of Aspen.

Temporary Business Licenses for Vendors:

A temporary business license is designed for those conducting business within the City of Aspen on a temporary basis, and it is cheaper and easier to obtain than an annual business license.

• Temporary Business Licenses are valid for a maximum of 7 days. 
• If you only anticipate participating as a vendor in a special event for a limited period of time, the Temporary Business License is most likely your best option.

 

Fees:

7 Day Temporary License -      $50.00

Not-for-Profit Organization -      $0.00

 

Apply for a Temporary Business License:

Complete the following online application form

• Business License Application

 

City of Aspen
Finance Department
427 Rio Grande Place
Aspen, CO 81611
970-920-5043
Aspen_Sales_Tax@cityofaspen.com

6. Do I need a Tent Permit?

Tent Permits are reviewed and inspected by the Aspen Fire Protection District and are required for any temporary tent, canopy or membrane structure larger than 400 square feet.

Permit Exemptions for Tents, Canopies and Membrane Structures:

• Tents used exclusively for recreational camping purposes
• Fabric canopies that are open on all sides and comply with the following:
• 
  
  • Less than 700 square feet
  • Total area of multiple canopies together (less than 12 feet apart) is less than 700 square feet total
  • Minimum clearance of 12 feet to all structures and other tents

 

Tent Inspections:

Tent inspections are usually set up by the company responsible for the structure. If you do not have a tent contractor, you will need to make sure your tent structures are inspected. 

 

Tent inspections are scheduled through the Aspen Fire Protection District, and should be done so at least 1 week in advance of the event date. Inspections must take place before the event, but after the tent is set up.

 

Schedule a tent inspection with the Aspen Fire Protection District by calling 970-925-5532

7. What are the Insurance requirements when hosting a Special Event?

Liability insurance coverage must be provided for all Special Events hosted within the City limits and the City of Aspen must be listed as an additional insured.  If your event includes alcohol, a minimum liquor liability coverage of $1,000,000 must be included.  Commercial general liability insurance is required in the following minimum amounts $1,000,000 each occurrence; $2,000,000 aggregate

 

Obtain General Liability Insurance:

If you do not already have adequate coverage, the City may be able to assist applicants in obtaining liability insurance.

 

For additional information, please contact:

Tara Nelson
City Attorney's Office
City of Aspen
City Hall; 2nd Floor
130 S. Galena St
Aspen, CO 81611
(970) 920-5059
tara.nelson@cityofaspen.com

8. Are there noise restrictions for my event?

 Special Events may be granted variances to the maximum decibel levels laid out in the Noise Ordinance. However, there are several guidelines for this variance, depending whether your event is private or public. The Environmental Health Department has a noise meter you may borrow to help ensure you are in compliance with the following guidelines.

Private Events

• Maximum decibel level at the perimeter of the property - 80 decibels
• Amplified noise is restricted between 9 a.m. until 8 p.m.
• Neighbors within 250 feet of the site must be notified a minimum of 7 days prior to the event
• Only 2 events per week are permitted on a property with noise variance
• Loud speakers and instruments must be arranged to minimize disturbance to others
• All reasonable measures must be taken to reduce noise impacts to neighbors
• Event organizers must cooperate with the Police Department in addressing noise complaints

Public Events

• Maximum decibel level at the perimeter of the event - 100 decibels
• Amplified noise is restricted between 9 a.m. until 9 p.m.
• Neighbors within 250 feet of the site must be notified a minimum of 7 days prior to the event
• Loud speakers and instruments must be arranged to minimize disturbance to others
• All reasonable measures must be taken to reduce noise impacts to neighbors
• Event organizers must cooperate with the Police Department in addressing noise complaints

9. What about parking for my event?

A parking plan for attendees in addition to essential equipment and vehicles will be a part of your Special Event Permit Application.

 

Once your parking plan is approved through the special event application process, Parking Permits must obtained through the City of Aspen Parking Department.

 

Apply for Parking Permits in person to the Parking Department:

• The Event host must apply in person for the permits.
• Complete and submit the City of Aspen Staging Area, Parking and Emergency Vehicle Access Management Plan
• A copy of the Special Event permit application must be present.
•     Parking spaces will be issued for essential equipment and vehicles  only.  Be sure to account for days and spaces needed for set-up and tear-down of event.  Spaces will not be provided for the sole purpose of commuter  parking.
• Application must be submitted to the Parking Department at minimum of 7 business days prior to the date(s) the spaces are needed.
• Permits are $50/day per space.
•     All fees must be paid in advance.

 Please find a copy of the Parking Reservation under the Documents section.

City of Aspen Parking Department

455 Rio Grande Building (Galena Plaza across from the Library)

Aspen, CO 81611

Hours: 8:30am - 5pm (M-F)

(970) 920-5267
parking@cityofaspen.com

10. How do I arrange banners/flags on Main Street?

The City of Aspen provides space for banners across Main Street with the intent of advertising community events, be it for Arts organizations, Non-Profits, or Not-for-Profit organizations.  

The City Engineer’s Office facilitates the hanging of banners across Main Street with the Electric department in accordance with Municipal Code 26.510.030 (B)(3).  Reservations will be taken each year on the first business day in November for the upcoming year. 

Please see the following application:

Main Street Banner Application

Banners or Flags on Light Posts Along Main Street and in the Downtown Core

 The City of Aspen provides space to hang banners and flags on Main Street and in the downtown core on light posts with the intent of celebrating significant anniversaries of local non-profit organizations beginning in the 10th year anniversary and for prominent local, regional, national or international events.  The United States, Colorado, Aspen, or foreign country flags shall be permitted at the discretion of the City Manager. Space is reserved on a first-come-first-served basis.  Applications must be received three months in advanced in order to be considered.  The fee is $510 for the total of 30 spaces. 

Please see the following application:

Light Pole Banner & Flags Application

11. How do I apply for a photography or filming permit?

The Special Events Department is your resource for obtaining a permit for photo/film shoots in the City of Aspen. Please fill out our single page form so that we may guide you through any additional steps needed to get your proposal reviewed and permitted. Please find the application link here: Permit Application.

12. What if there are last minute changes to my event plan?

When holding your event, it is very important you adhere to the approved plans from your application process.

Staff will be inspecting your event in order to ensure you comply with standards, and you will be expected to carry out the approved plan to pass inspections. If you make significant changes to your event, you will want to notify staff and update your event plan.

Examples of Significant Changes to an Approved Plan for your Event

• Change the time and / or date(s) of the event
• Decide to serve food or alcohol
• Require additional parking
• Require additional street closures
• Make other significant changes to the size and scope of your event

You will need to notify Special Events staff for an updated plan and unexpected changes.

13. What is ZGreen and how does this relate to my event?

Aspen is home to more than 30 annual events attended by approximately 40,000 people. Special events are the face of Aspen to many locals and visitors and demonstrate our environmental values.

If your special event requires a permit you will need to:

• Comply with criteria outlined in the ZGreen Event Checklist that you will fill out as part of the permit application process.
• Contact Ainsley Brosnan-Smith at 970-618-9757  with any additional questions.

Please visit our website for more details and resources: Sustainable Events