Special Event Guidelines: Valmont City Park

Accommodation for emergency response must be provided at all times. Valmont Bike Park has an existing Emergency Access Plan that must be adopted by the event. This plan is currently approved and on file with all Emergency Services. All access points using barricades and similar structures must be staffed at all times and must be movable to accommodate emergency access. In some cases, event marshals must maintain internal radio contact to facilitate immediate access to event areas.

No animals or pets are permitted at events. Events 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 also be available to advise attendees of this rule when arriving onsite. Service animals as defined by the ADA do not fall within this restriction.

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:

• Within 29 days of the event it results in forfeiture of 100% of the deposit.
• Within 30+ days from the event it results in forfeiture of 50% of the deposit.

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 event and related activities.

Note: The specific deposit amount is determined by the event impact and may be subject to change after full review of the application and supporting documents.

Based on the permit review process, the event may incur the following types of use fees:

Note: The specific event fee is determined by the event impact and may be subject to change after full review of the application and supporting documents.

Glass is prohibited in Valmont City Park (BRC 8-9-3). The Event Organizer is responsible for ensuring that all participants, vendors, staff and volunteers adhere to this restriction.

The Event Organizer must indicate the plan to delay, postpone, reschedule or cancel the event due to inclement weather conditions and the commitment to resolve any damage to the park, trails and amenities that may result in not fulfilling the plan.

Events, participants, and spectators may not use, access, swim, fish or contaminate the irrigation ditches or pond in the Bike Park in any manner. Any use by the event, participants or spectators may result in reimbursement costs to the Event Organizer for any necessary repairs.

Glass is prohibited in all Boulder Parks and Recreation facilities (BRC 8-9-3). The Event Organizer is responsible for ensuring that all participants, vendors, staff and volunteers adhere to this restriction.

Events with expected attendance (500+) or including temporary structures will require a series of production meetings with the Facility Manager. Production meetings will be scheduled in three (3) phases:

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. The Facility Manager and/or field staff will inspect the area for damage after the event, and if applicable, determine the extent of turf damage needing to be repaired or replaced by seed, sod or surfacing material.

Valmont City Park owns and maintains a restroom facility on site near the Dirt Jumps. Events with expected attendance of more than 200 people must rent portable toilets, typically to be located near the restroom building. A portable toilet is also located on the other side of the park near the Dog Park main entrance as well.

Existing trash receptacles, zero waste stations, and dumpsters may not be used without prior written approval. If authorized, the Event Organizer is responsible for servicing them during the event.

To best protect the health of the turf grass, Valmont City Park 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.

Example: Valmont Park 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.

• Temporary flooring must be approved in advance by Valmont Park staff
• Temporary flooring may be required for seating or pedestrian pathways during large events.
• Plywood is not an acceptable temporary covering. Acceptable covers might include products such as Terraplas, Matrax LD, etc., (ADA compliant, interlocking, translucent, and ventilated).

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 Valmont Park 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. Soil moisture readings greater than 30% indicate that damage is more likely to occur. The city is not liable for any costs or expenses related to event delay and/or closure.

Electrical outlets are available for event use pending Facility Manager approval. Gray outlet boxes are located near the NW parking lot that can accessed for event purposes. Electricity may also be accessed from the restroom building if the protective box is unlocked.

Water is also available for event use pending Park Manager approval. Two standard drinking fountains are located on the exterior of the restroom building. A water spigot is above the drinking fountains that can be used to fill large containers quickly.

Area/ Site fees will include access to utilities but may be subject to change after full review of the application, activities and supporting documents.