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External Special Event Application
The Town of Firestone prides itself on hosting and coordinating a wide range of Town-sponsored events and festivals for its residents to enjoy. Firestone is also a great location in which organizations and individuals may choose to host a special event.
What is a Special Event?
An external special event means an organized procession or assembly of 50 or more people requiring the exclusive use of all or a portion of a public right-of-way, public park, recreation area, or other Town facilities; involving the temporary closure of public rights-of-way; requiring traffic control, or creating a public safety hazard. Examples of special events include but are not limited to, festivals, celebrations, carnivals, races, parades, fundraisers, fairs, rodeos, camps, and other similar activities.
External Special Event Application Process
The Town of Firestone’s Special Events Office is the primary point of contact for coordinating with the Town and managing internal approvals. The Special Events Coordinator is available to assist event planners with organizing special events in the Firestone community. Successful events depend on the event planner providing the Town with complete and detailed information. Some procedures, such as obtaining proof of insurance or a liquor license, may take significant time to complete, so please plan accordingly to meet all requirements on schedule.
Event planners are encouraged to submit applications at least 60 days before the event date. Late submissions will incur additional fees and may require modifications. Please note that submitting an application does not reserve or guarantee dates, venues, or approval of the proposed event.
Before finalizing your event plans, the Town encourages you to consider potential impacts on the Town’s general functions, such as emergency responders' access to roads, noise levels, street closures, and effects on local businesses and neighbors. The Town may suggest alternatives to minimize negative impacts, including changing the venue or location. For assistance, contact the Events & Programming Coordinator’s office at 303-531-6284 to discuss your plans before reserving a location or submitting an application.
Checklist for Special Event Permits
If your event qualifies as an External Special Event, please complete the application form.
Application Includes:
- Submission of Site Map
- Acknowledgement of Special Event Rules & Regulations
- Sanitation & Waste Management Plan
- Emergency Services Plan
Alternative Application: If you are unable to complete your application electronically, please contact Kaycee Lott at klott@firestoneco.gov.
All event holders must provide the Town of Firestone with a general liability insurance policy certificate covering claims that may arise during the event, including participant and spectator liability. The policy must cover your liability per occurrence and must:
- Name the Town of Firestone as Additionally Insured.
- Name the Town of Firestone as the Certificate Holder, with the following information attached:
Town of Firestone
9500 Park Avenue
Firestone, CO 80504
Phone: 303-531-6284
Email: events@firestoneco.gov
Event planners must submit a site plan with an External Special Event Application. Detailed renderings must show the layout of the event as close to scale as possible. Maps of Town parks can be found below. Hand drawn maps are not recommended but acceptable. They must be legible, clear, and concise if used.
- The following maps will help design the site plan.
The site map must include:
- Overall Plan: An outline of the entire event venue, including the names of all streets or areas that are part of the event.
- Event Components: Identification of all event components, including but not limited to stages, platforms, bleachers, canopies, tents, beer gardens, cooking areas, trash containers and dumpsters, and other temporary structures.
- Electrical: Include generator locations and/or source of electricity.
- Restrooms/Portable Toilets:Event holders must provide bathroom access. You must specify where these restroom facilities are located on your event site plan and whether they are gender-specific and handicap-accessible. If you are hosting an event at a Town park with restrooms, please also mark those on your site plan. Please see the International Portable Sanitation Association recommendations below under the Sanitation and Waste Management heading for recommended numbers.
- Please note: Restrooms at Peninsula Park are locked during events. Event organizers are responsible for providing portable restrooms as needed.
- Fencing/Barricades: The location of fencing, barriers and/or barricades. Indicate any removable fencing for emergency access.
- Remember to provide a minimum of 20-foot emergency access lanes throughout the event venue.
- The map and materials providing road closure barricades and barriers must come from a licensed Traffic Control/Barricade company.
- First Aid/Medical: The location of first aid facilities, ambulances, and lost child station, if applicable.
- Vendors: Detailed location of all vendor booths, including food vendors.
- Parking: Event holders must attach a parking plan that establishes where attendees will be directed to park their vehicles, covering a minimum of one-third the number of attendees expected at the event. This can be on a separate map if need be.
- Handicapped Accessibility: Event holders must establish ADA-compliant ways for disabled persons to park, access the event, and have ADA accessible restrooms, which are to be noted on the event site map.
- Entry & Exit Locations: Identify these locations at your event and your parking areas. Identify these locations at your event and your parking areas, in addition to First Responder access points.
All events must provide a sanitation and waste management plan that includes contractors utilized for restrooms and trash as a condition of the approval of the event.
Sanitation
Event holders must include a plan for cleanup and removal of waste during and after your event on the application.
Trash Collection and Removal
- Provide adequate trash receptacles for vendors and guests.
- Monitor and respond to leaking waste containers.
- Empty trash receptacles to prevent overflow.
- Store waste containers under cover or on grassy areas, if possible.
- Do not wash out trash receptacles unless wash water will be discharged to the sanitary sewer.
- Walk the outdoor festival and event area during and after every large event to pick up loose trash and debris. Properly dispose of this material.
- Sweep the roadway and parking lots after the large festival or event.
- Follow the Spill Prevention and Response procedures. Have spill kits available and ensure that your event team/staff and your vendors understand that it is prohibited to dump any pollutants into the storm sewer systems.
- The Spill Prevention and Response documentation will be provided to you upon application approval
Waste Management
Event organizers are required to provide restroom access for attendees. On your event site plan, indicate the location of all restroom facilities and specify if they are gender-specific and handicap accessible. If your event takes place at a Town park with existing restrooms, please mark those on your site plan as well.
- Visit the International Portable Sanitation Association website to learn about guidelines and rental information.
Stormwater
Large outdoor festivals and events operated within the Town of Firestone have the potential to impact Stormwater quality. Potential contaminants many include: trash, septage and organics. You event will need to meet all of the following criteria:
- Portable Toilets
- Trash Receptacles
- Food and Beverage Vendors
- Street Closures
An illicit discharge is defined as any discharge to the Town’s Stormwater system that is not composed entirely of Stormwater, with the exception of a few exclusions. Common illicit discharges that may occur at large outdoor events can include oil, grease, accidental releases from portable toilets, and trash.
To report an illicit discharge or non-emergency spill that has occurred at your event, please call (303)-531-6289 or email stormwater@firestoneco.gov.
All special events must provide a plan highlighting emergency access routes and a plan to mitigate fire and emergency medical emergencies. The Frederick-Firestone Fire Protection District is available for hire for all special events within the Town of Firestone. For more information, call 303-833-2742.
Other Requirements:
If your event includes any of the following, additional forms will be required. These forms are included as part of the initial application. Please note that the length of the application process may vary depending on the complexity and specific details of your event.
The event planner is responsible for ensuring that all food vendors are properly licensed through Weld County Public Health and have 2025 Fire Inspections. The vendor information list is submitted to the Health Department to verify license statuses and assist in investigating potential foodborne illness outbreaks. All food vendors selling or serving food must be included on the vendor list. Vendors requiring a license—such as temporary food establishments, special event vendors, and mobile units from Denver or outside Colorado—must submit an application to the Health Department.
Waste generated by food and beverage vendors is regulated by the Colorado Retail Food Rules and Regulations. Please make sure you and your Food & Beverage Vendors are familiar and up to code and permitted for all festivals and events.
- Click here to learn more about Weld County guidelines for Food Safety at Events.
All reservations for Firestone park fields are now managed by Megan Masucci, Recreation Field Coordinator. For more details reach out to Megan directly at 303-917-7013 or mmasucci@firestoneco.gov.
Applications for a Temporary Street Closure permit shall contain, at a minimum, the following information and shall provide such additional information and materials as may be requested or required pursuant to Section 12.16.080 (Temporary Street Closures) of the Firestone Municipal Code.
- Applicant(s) are responsible for contacting residents affected by the proposed Temporary Street Closure request. A petition shall be circulated to all residents and 80%, at a minimum, shall favor the Temporary Street Closure. The circulated petition shall be submitted with the Temporary Street Closure request.
- Applicant must include a map of affected area with application outlining the following:
- Identify the entire venue including the names of all streets or areas to be closed.
- The map must indicate the route and direction of proposed event.
- Identify the location and type of all temporary traffic control devices and personnel. Allow 20 foot emergency access lanes throughout the event venue.
All events that include entertainment or amplified sound must submit an Entertainment and Vendors form.
Entertainment
Amplified Sound - Noise Ordinance (Firestone Municipal Code 9.16.140): The Town of Firestone's noise ordinance applies to all events utilizing amplified sound. During the event, Town law enforcement officers must be allowed access for purposes of monitoring sound levels. The Special Event Application shall reflect whether amplified sound requests will be used during the event. The approval of a Special Event Application is not an authorization to violate the Town's noise ordinance. Members of the police department are empowered to make a prima facie determination as to whether a noise is unreasonable. If a complaint occurs, authorities will contact the special event organizer. Event participants are cautioned to use amplified sound responsibility.
The event holder is responsible for having a petition completed if they request the 10 p.m. park curfew to be extended or waived based on event logistics.
Parade or Race
All events that include a parade or race (foot, bike, or any other) must submit a Parade or Race form.
Buildings, Temporary Structures, and Power Sources
Any event placing any building or temporary structure (including stages or bleachers), or installing any power-generation source (generator) may require a permit from the Town's building inspector.
Any amusement equipment (carnival games, bounce houses, climbing walls, etc.) is included in this form. All requests for bounce houses, whether on public or private property, must also be submitted to the Frederick Firestone Fire Protection District to obtain a Temporary Structure Permit.
Security
The Town of Firestone Police Department reserves the right to determine the need for and number of security personnel required for an event. All special event applications will be reviewed by the Police Department to ensure appropriate security arrangements are in place. The safety of the community and event attendees remains our top priority. Please note that additional fees may apply and will be invoiced by the Police Department.
Signage
All temporary signs require approval from the Town of Firestone. An application for temporary signage must be received with the special event application for approval and processing.
Hazardous Conditions
Special events that include firearms or weapons, fireworks displays, open burning or other hazardous conditions must fill out a Hazardous Conditions form.
Liquor License
If you would like to sell or serve alcoholic beverages to attendees of your event, you must apply for a Special Event Liquor License and process this with the Town Clerk.
Sales Tax License - Retail Vendor Sales
The Town of Firestone and the State of Colorado mandate full tax license compliance prior to final approval of this event. If your event includes food or retail sales of any kind, you must collect a copy of all vendors' current sales tax license and provide them with the information to remit all sales tax to the State of Colorado. The Town of Firestone is a statutory Town with the State of Colorado, meaning that all sales tax for both the Town of Firestone of 3% and the State of Colorado of 2.9% must be remitted to the state.
Property Use Permission/Agreement
If your event includes the use of facilities or property that belongs to another individual, entity, municipality, county or business, please attach a copy of your permission letter or agreement for said use.
Americans with Disability Act (ADA) Requirements
Applicants are expected to make every effort to follow ADA guidelines to accommodate and maintain access for people with disabilities. This may include providing a clear path of travel to and on sidewalks, curb cuts and restrooms; maintaining already designated parking and accessibility to portable restrooms.
Fees
The Town of Firestone charges the following Special Event Application fees. In addition, supporting agencies that are part of the review process may have additional applicable fees. Not all fees may be applicable to your event. An invoice for fees owed will be created upon application approval and must be paid before permit is created.
- Application fee: $100, non-refundable
- Rush Processing fee: $100, non-refundable This fee will be added to the application fee if the proper paperwork is not submitted 60 days before the event. This does not guarantee that certain permits can be processed in time, such as Special Event Liquor License.
- Parade Permit Fee: $50
- Park Usage Rental Fee: $200 per day. This includes all shelters at the park, picnic tables, existing trash containers and restrooms, but not exclusivity of the park. Event holder must supply staff to empty the garbage cans and remove to dumpster as part of Sanitation and Waste Management Plan.
- Trail Usage Rental Fee: $150 per day.
- Temporary Street Closure: $25, nonrefundable
Review Process
Upon receiving the application, the Town of Firestone will conduct a review process and contact the event planner once all appropriate departments have completed their evaluations or if additional information or modifications are needed. Approval or denial of the application will typically occur approximately 30 days before the event.
Once approved and all applicable fees are paid, the event planner will receive a Special Event Permit from the Town.