Date availability is subject to approval. Special event permits will not be issued at the Reservoir for the following days (except for City sponsored events):
If applicant requires/requests access to the park outside of regular business hours a staffing fee of $80/hr/ staff member will be assessed. Indicate on application if you need access outside of regular business hours.
Music or other amplified sound will not commence before 7:00 a.m. Any sound amplification that occurs outside of these hours are in violation of the noise ordinance and are subject to fines, criminal prosecution as well as permit revocation and/or possible denial of future permit requests. Noise levels may not exceed 65 decibels at the property line. All speaker placements must be facing east and included in site layout.
Boulder Reservoir prohibits dogs on the South Shore area May 15 – Labor Day. Events taking place between May 15 and Labor Day must post on the event website (please provide a screenshot with the application) and communicate to attendees that no animals are allowed. Event staff must be available to advise attendees of this rule when arriving onsite. Service animals, as defined by the ADA, are exempt.
It is the responsibility of the event organizer to ensure attendees leave their animals at home.
All cancellations must be submitted in writing. If, the City of Boulder cancels the event due to force majeure circumstances all fees and deposits will be refunded. The city is not responsible for any costs or expenses to the Event Organizer related to such cancellation.
If the Event Organizer cancels:
Event Organizers may be required submit a performance deposit to reserve a venue; cover the cost of any cleanup/damage; and/or guarantee the event performs within the permit specifications. Once the event application is approved and permitted, the Event Organizer will be legally responsible and financially liable to City of Boulder for all fees and costs associated with the overall organization, management, and implementation of the event and related activities. Event Fees are assessed in two (2) phases:
| Attendance (Estimated) | Minimum Performance Deposit (Per Event) |
|---|---|
| 50 -299 | $500 |
| 300 - 999 | $1,500 |
| 1,000 - 2000 | $2,500 |
| 2000- 4,000 | $4,500 |
| 4,000+ | $6,000 |
Electricity is available at multiple sites within the park. Area/ Site fees will include access to electrical outlets when available.
Glass is prohibited in all Boulder Parks and Recreation facilities (B.R.C. 8-3-9). The Event Organizer is responsible for ensuring that all participants, vendors, staff and volunteers adhere to this restriction.
The Event Organizer is required to provide a safe environment for the event including prompt and appropriate medical care for all staff, volunteers, participants and spectators. The table below indicates suggested requirements for on-site medical personnel at events of various types. Based on the proposed activities and event concept there may be additional requirements. Reservoir manager or designee will notify the event organizer as to specific requirements for each event.
| Participants/ spectators | first aid/ cpr | emt provider | paramedic provider | ALS Ambulance(s) |
|---|---|---|---|---|
| 50 - 250 | 1 | TBD | TBD | TBD |
| 251 - 500 | 0 | 1 | 1 | 1 |
| 501 – 1,000 | 0 | 2 | 2 | 1 |
| 1,001+ | 0 | 4 | 4 | 2 |
| Participants/ spectators | Reservoir Water Safety | emt provider | paramedic provider | ALS Ambulance(s) |
|---|---|---|---|---|
| 0 - 100 | Yes | TBD | TBD | TBD |
| 101-500 | Yes | 1 | 2 | 1 |
| 501 – 1,000 | Yes | 2 | 2 | 1 |
| 1,001+ | Yes | 4 | 4 | 2 |
City of Boulder Reservoir Water Safety personnel (Certified waterfront Lifeguards) are required. Based on the activities, there may be additional requirements. The event will not start until required medical personnel are in place onsite.
| Participants/ spectators | Reservoir Water Safety | emt provider | paramedic provider | ALS Ambulance(s) |
|---|---|---|---|---|
| 0 - 100 | Yes (4 min) | 1 | 2 | 1 |
| 101-500 | Yes (4 min) | 2 | 2 | 1 |
| 501 – 1,000 | Yes (4 min) | 3 | 3 | 2 |
| 1,001+ | Yes (4 min) | 4 | 4 | 3 |
The Event Organizer may be required to have the Boulder Fire on standby. The minimum hourly requirement for BFD to be on standby is four (4) hours for all events with a minimum of four (4) rescuers. Based on the formation of ice or lack of, activities and event, there may be additional rescuers required. The event will not start until required medical personnel are onsite and/or in place.
See the section “Water Safety” for more information and requirements.
Motorized vehicles are not permitted on any turf area (B.R.C. 8-3-15). If authorized in writing and in advance:
Events with expected attendance (300+) may require a series of production meetings with the Reservoir facility manager or city staff designee.
| Meeting | timeframe |
|---|---|
| Planning Meeting | 60 days from application submission. |
| Pre-Event Walk through | 1-3 days prior to event load in. |
| Post-Event Walk through | 1-2 days after conclusion of event load out. |
Load in and event set-up should not occur until the pre-event walk through is complete. This is to establish if any damage is present with the turf or irrigation system prior to the event.
Reservoir staff will inspect the area for damage after the event, and if applicable, determine the extent of damage including but not limited to turf damage needing to be repaired or replaced. Damage fees will be included in final invoice.
A parking and/or transportation plan with map is required for all events no later than 60 days prior to event start date. The plan should include designated areas for:
| Attendance (estimated) | Parking plan |
|---|---|
| 50-499 participants | Onsite parking plan |
| 500-1,499 participants | Contract with event parking management |
| 1,500+ participants + spectators | Contract with event parking management and Offsite parking and shuttle plan |
Overnight parking on Reservoir property is prohibited, unless approved by Reservoir manager or designee prior to the event.
See the section “Transportation Plan” for more information and requirements.
Event Access Pass - Free access will be granted during event set up, event day and event take down for event staff, volunteers, vendors and other designated personnel, in possession of an event access pass. They must be in possession of event passes otherwise they will be charged admission fee. The Event Organizer is responsible for providing passes. Provide a copy of pass with application.
All spectators will be charged the daily access gate fee beginning at event start time. Access Fees
Please inform all participants and post information on your website. Please provide a screen shot of your website page with this information.
Security will be the responsibility of applicant, not Reservoir Staff. A security plan is required if security staff will be on site outside of regular business hours. Any vehicles left inside the main gates will not be able to exit the facility until city staff is on site. Plan must include:
Smoking is prohibited in all Boulder Parks and Recreation facilities (BRC 6-4-3.5). The Event Organizer is responsible for ensuring that all participants, vendors, staff and volunteers adhere to this restriction.
Temporary structures beyond tents include elements such as stages, inflatables, fencing, lighting towers, audio towers, AV towers, displays, platforms, and portable restroom facilities, etc.
If the event includes a tent or multiple tents as defined below, an additional permit and inspections from the City of Boulder Planning and Development Services and Fire Department is required:
See the section “Tents” for more information and requirements.
Existing trash receptacles, zero waste stations, and dumpsters may not be used.
To best protect the health of the turf grass, Boulder Reservoir will initiate restoration periods post event(s) for all turf locations. Restoration periods may vary based upon the size and duration of the event, the types of materials used, weather conditions, and the general conditions of the turf, among other factors. The following table includes recommended scheduled timeframes for restoration periods based upon best industry practices.
| estimated daily attendance | restoration period (per turf location) |
|---|---|
| Program: Less than 50 | n/a |
| Minor Event: 50-250 | n/a |
| Small Event: 251-1,000 | 3 – 5 days |
| Medium Event: 1,000 to 4,999 | 5 – 10 days |
| Large Event: 5K to 50K | 2 weeks |
Example: Boulder Reservoir would not permit a large-sized event on the same turf location 9 days after another large-sized event on the same turf location. We may permit a minor or small event (pending conditions) – or would suggest a different turf location.
Temporary covering of turf substantially reduces wear by protecting from tearing and abrasion due to traffic. Temporary covering helps reduce soil compaction; however, this may still occur.
The following table includes information related to the pre-event preparation and cancellations/closures enacted for health and safety, weather, and to protect turf, soil, and irrigation. It shall be the responsibility of the Boulder Reservoir staff to determine the level of soil saturation suitable for usage; this will vary based upon factors such as the season and recent/upcoming weather events. The city shall not be liable for any costs or expenses related to delay or cancellation.
| Timeline | procedure | protocol |
|---|---|---|
| Week Prior | Weather forecast | Discuss backup plan or alterative location |
| Pre-Event Walkthrough (1-3 Days Prior) | Test soil | Photo documentation. If saturated: Initiate backup or additional deposit |
| Set-Up | Monitor | If saturated: Rain delay or initiate backup |
| Event | Monitor | If saturated: Rain delay |
| Tear Down | Monitor | If saturated: Postpone |
| Post Event Walkthrough (1-2 Days After) | Examine | Photo documentation |
Access to potable and/or non-potable water, electricity, and restroom facilities are available at some reservoir areas. See below for more information:
Address all traffic associated with event and impacted area of an event. Description of how traffic, parking, bicycle, and pedestrian operations will be managed on the day-of-event inside the Boulder reservoir as well as ingress and egress. Include operations strategies for managing background traffic within area impacted.
All vehicles must remain on designated roadways unless prior written permission for access granted by reservoir manager or designee. B.R.C. 8-3-6(a)(4).
All organizers must receive written permission from Northern Colorado water Conservancy District at least 60 days in advance of start date of event. Complete application and submit to: repermits@northernwater.org.
If the proposed event route includes Boulder County and/or State Roads, submission of a special event permit application to those jurisdictions is required prior to Boulder Reservoir permit approval.
All events requesting to use the water for their event are required to use Boulder Reservoir’s water safety team to provide safety services on the water. Staffing and watercraft requirements will be assigned based on the type of on water activity and number of participants. All event water use requires a partial or full closure to other users, including boaters, swimmers, etc. This closure will be determined by the reservoir manager based on nature of activity on water and impact to other users of the facility. Fees will be assessed based on the staffing, watercraft, and type of closure.
See the section “Water Safety” for more information and requirements.
