Special Event Guideline Form
As a world class outdoor recreation destination, Eagle County celebrates, supports, and encourages special events showcasing the natural beauty and unique resources of Eagle County.

The following Special Event questionnaire has been developed to help event coordinators plan their special events to make the event as safe and successful as it can be.  This guide is intended to be used as a checklist for event coordinators to help them think through the details necessary to support their event proportional to the intensity of the event.  If you are planning an event on a property in unincorporated Eagle County that will have 500 or more people in attendance, you will need to obtain permission to have a Mass Gathering and address the criteria outlined in 3-310 (T) of the Eagle County Land Use Regulations.

This questionnaire will aid the event coordinator in considering all aspects of an event to protect the public health, safety, and welfare for any type of event in unincorporated Eagle County as well as notify emergency service providers of events. The goal is to assist event organizers in planning events that will not negatively impact the environment, community or public resources while ensuring that all potentially affected support agencies are aware of the event and can provide input to address their specific issues.

As an event organizer it is your responsibility to assess the venue, environment, anticipated attendance, special needs and operational components of the proposed event.  Advance planning of the event is critical to develop and coordinate event implementation strategies.

Please be aware that external agencies may assess fees to cover their costs for providing support service(s) for the Special Event. Event coordinators are solely responsible for obtaining all applicable permits or authorizations required by other agencies having jurisdiction for various elements of the event.

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Please provide the name of the event. *
Please provide a brief description of the event. *
Please provide the event organizer's name. *
***Please be aware, it may be necessary to provide a communication plan for the event. Please see the corresponding PDF document on the Special Event main webpage for information on how to prepare a plan.  
Please provide the event organizer's phone number. *
Please provide the event organizer's email address. *
Please provide the best way to contact the event organizer on the day of the event. *
Please provide the hours the event will take place *
Where will the event take place? If possible, please provide the specific address. *
This allows County staff to know which emergency service providers to notify of the event.   ***Please be aware, it may be necessary to provide a site plan of the event. Please see the corresponding PDF document on the Special Event main webpage for information on how to prepare a plan.  
When will the event take place? *
This will ensure emergency service providers have enough staff available if there are multiple events taking place at the same time.
How many people are involved with the event (including organizers, participants, and spectators)? *
This will ensure emergency service providers have enough staff available if there are multiple events taking place at the same time.
Will food be served at the event? *
If food is served at the event, even if it is given away, a food vendor license is required. Please contact the Eagle County Environmental Health Department at 970-328-8755 or https://www.eaglecounty.us/EnvHealth/Retail_Food/Retail_Food_at_Events/
Will alcohol be sold at the event? *
If alcohol is sold at an event, a liquor license is required. Please contact the Eagle County Liquor License Authority at 970-328-8718 or http://www.eaglecounty.us/Clerk/Liquor_License/
Will any temporary structures such as bleachers, stages, tents, etc be utlized at the event? *
Be aware that temporary structures may require a temporary building permit from the Eagle County Building Department. Contact them at 970-328-8730 or http://www.eaglecounty.us/Building/
Will public parking areas or on-street parking be used for the event? *
This information is necessary so County staff and emergency service providers can still access an area. ***Please be aware that other agencies may require a transportation and parking plan. Please see the corresponding PDF document on the Special Event Guidelines main webpage for information on how to prepare a plan.
Will any public streets be closed or utilized for the event? *
This information is necessary so County staff and emergency service providers know they can still access an area. Be aware that street closures may require a permit.  ***Please be aware that other agencies may require a transportation and parking plan. Please see the corresponding PDF document on the Special Event Guidelines main webpage for information on how to prepare a plan.
Will public transportation be utilized for the event? *
This information is necessary so public transportation districts, ECO Transit and RFTA, have adequate services available.  ***Please be aware that other agencies may require a transportation and parking plan. Please see the corresponding PDF document on the Special Event Guidelines main webpage for information on how to prepare a plan.
Is there a contract with public or private emergency service personnel? *
All ambulances transporting patients in Eagle County MUST have a valid license issued by Eagle County or a valid mutual aid agreement with a licensed ambulance provider within Eagle County.  ***A medical/emergency services or fire safety plan may be required by other agencies. Please see the corresponding PDF document on the Special Event Guidelines main webpage for information on how to prepare a plan.
Is there a contract for sanitation services and recycling? *
Eagle County encourages recycling at special events.
Will portable toilets and hand washing stations be provided? If so, how many? *
The Environmental Health Department recommends one (1) chemical or portable toilets for every 50 people. Ten percent (10%) of these facilities must be ADA Accessible. This figure should be based upon the anticipated maximum number of attendees at your event during peak time.
Will any portion of the event take place in the evening? *
Organizers of an evening event should consider providing lighting when people are leaving the event for safety reasons.
Are any VIP's, celebrities or special guests involved? *
This may necessitate increased security and a security plan. ***A security plan may be required by other agencies. Please see the corresponding PDF document on the Special Event Guidelines main webpage for information on how to prepare a plan.
Will amplified music/public address system be provided at the event? If so what time will the system be turned on and off? *
Will the event be ADA accessible? *
All County, State and Federal Disability Access Requirements applicable to the event should be addressed. All temporary venues, related structures, and outdoor sites for special events should be accessible to persons with disabilities. If a portion of the area cannot be made accessible, an alternate area shall be provided with the same activities. It cannot; however, be offered only to patrons with disabilities.  Disability access may include parking, restrooms, telephones, clear paths of travel, transportation, signage, accessible vendors and booths. If all areas are not accessible a map or program should be provided to attendees indicating the accessible amenities.
Will there be any fires or fireworks associated with the event? *
Please verify that no fire restrictions are in place at the time of the event.
How will the public and/or neighbors be notified of the event? *
Is there any other information you would like to provide about the event?
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